Exhibit B-Scored Non-Cost Factors - 00224.docx

EXHIBIT B – SCORED NON-COST FACTORS

Type/print full legal name of bidder company

Instructions:

Note: Bidders must follow the instructions outlined in this Exhibit. Unless Enterprise Services, at its discretion, determines that a bidder’s variance from these instructions is immaterial or timely corrected, Bids that do NOT follow these instructions will be deemed to be nonresponsive and rejected.

1. Add bidder’s business name above and follow the instructions below.

2. Provide a written response in this document that addresses how the bidder meets or exceeds each requirement in the Written Response column.

a. Supporting Information. Enterprise Services may request additional information to help verify the information provided by the bidder in this Exhibit. A bidder’s failure to provide such requested information to Enterprise Services within five (5) business days will result in disqualification.

b. Bidder’s Commitments. Please note that if the bidder is awarded a contract, the bidder’s responses to some of the performance requirements below (e.g., customer service) will be incorporated into the resulting contract. Accordingly, bidder is cautioned to state only commitments that bidder can meet throughout the term of the contract. An awarded bidder (i.e., contractor) who cannot meet such commitments throughout the contract term will be subject to contract termination for breach of contract and damages. Please see Exhibit D – Contract.

c. Word Limit. Bidder’s responses must demonstrate knowledge of the subject matter. Limited responses may receive lower scores than those demonstrating knowledge of the subject matter. The total word count for all written responses must not exceed 6000 words. Any text in excess of 6000 words will be deleted prior to forwarding the submittals to the evaluation team. Each written response must be complete and will be evaluated on its own merits. Bidders cannot include links to external content or embedded documents; such additional materials will not be evaluated.

d. No Identifiable Information In Bidder’s Exhibit Response. The State intends to conduct anonymous evaluations to minimize potential bias risks. Bidders must not include any business names, logos, employee names (replace with position titles or roles), or other specifically identifiable information in the bidder’s responses to this Exhibit, except for reference contact information. The State will review all bid submittals prior to forwarding them to evaluators. If the State finds such identifying information in the bidder’s submittal, Enterprise Services will notify the bidder and allow the bidder two (2) business days to correct and return the bidder’s response. Bidders will not be allowed to alter any other information other than to remove the identifying information. If the bidder does not make the required adjustments, Enterprise Services will make modifications to remove the identifying information and deduct two (2) points from bidder’s score for this exhibit.

3. Bidder must submit the exhibit as a Microsoft Word document without modifying the formatting. Training manuals, sketches, pictures, or renderings in bidder’s written response must be submitted as a separate attachment in Adobe PDF format. The total page count for training manuals, pictures, sketches, or renderings must not exceed 10 pages. Any training manuals, pictures, sketches, or renderings in excess of 10 pages will be deleted prior to forwarding the submittals to the evaluation team.

4. If you need to print out this document for any reason, please note this document is sized Legal 8.5” x 14”.

5. Evaluation: Bidder’s written response to the performance requirements will be evaluated as follows:

PERFORMANCE REQUIREMENTS

Stated Business Need

To meet the minimum acceptable standard [0%]: Each of the Bidder’s key personnel who will be performing Audio-Visual Services on the resulting Contract, if awarded, must demonstrate:

(a) Five (5) years of Audio-Visual industry experience that is relevant to the scope of this solicitation, see Competitive Solicitation – No. 00224, Sec. 1.1; Exhibit D – Contract.

Bidders who do not meet this minimum acceptable standard will be disqualified from further consideration.

Added Value: In the written response, demonstrate added value to the state by listing years of experience for each key personnel that exceeds the minimum acceptable standard above, and identify:

(b) Professional certifications that are relevant to the Audio-Visual industry. Please specify what type of certification is offered, and, if necessary, its relevance to the scope of this solicitation and Bidder’s offered Audio-Visual Equipment and/or Audio-Visual Services;

(c) Educational degree(s); and

(d) Whether bidder employs a low-voltage electrician and will offer electrician services or will subcontract for low-voltage electrician services on an as-needed basis

Written Response Required. Provide as much information as needed to address the Performance Requirement and Stated Business Need. If bidder will have multiple personnel assigned to a single position, add key personnel with the information listed in (a) – (c), as necessary (e.g. Key Personnel 7 – Audio-Visual Technician). (Not to exceed 750 words)

Key Personnel 1 - Design Consultant:

(a) Years of Industry Experience:

(b) Professional Certifications:

(c) Education:

Key Personnel 2 - Audio-Visual Consultant:

(a) Years of Industry Experience:

(b) Professional Certifications:

(c) Education:

Key Personnel 3 – Project Manager:

(a) Years of Industry Experience:

(b) Professional Certifications:

(c) Education:

Key Personnel 4 – Project Administrator/Assistant:

(a) Years of Industry Experience:

(b) Professional Certifications:

(c) Education:

Key Personnel 5 – Project Engineer:

(a) Years of Industry Experience:

(b) Professional Certifications:

(c) Education:

Key Personnel 6 – Audio-Visual Technician:

(a) Years of Industry Experience:

(b) Professional Certifications:

(c) Education:

Added Value:

(d) Will bidder offer low-voltage electrician services or will subcontract for low-voltage electrician services on an as-needed basis; answer “Yes” or “No” and specify whether bidder will utilize electrical subcontractors:

To meet the minimum acceptable standard [0%]: Bidder must have completed at least three Audio-Visual projects in the last three (3) years that are similar in scope to Section 1.1 of Competitive Solicitation – No. 00224 with each project listed including the following information ((a) – (d)):

(a) Customer organization type (private, local government, etc.);

(b) A description of the scope of services provided:

(1) Describe the Audio-Visual Solution (the Audio-Visual Equipment provided, and Audio-Visual Services rendered, including consultation, design, installation, maintenance, and/or warranty coverage) and the customer’s intended use,

(2) Describe the facilities where the Audio-Visual Solution was installed,

(3) Describe the level of managed support bidder provided to the customer, if at all, after the Audio-Visual Solution was installed, such as preventative maintenance or remote incident management, and

(4) Provide Customer contact information, including name(s), phone number(s), and email address(es), to serve as a reference for bidder’s work—Enterprise Services will contact customers that are included in bidder’s response to verify customer satisfaction and the project details listed by bidder.

(c) Cost of the project, and

(d) Date the project was started and completed.

Bidders who do not meet this minimum acceptable standard will be disqualified from further consideration.

Added value: In the written response, demonstrate added value to the state that exceeds the minimum acceptable standard above by:

(e) Listing up to three (3) additional Audio-Visual projects within the last three (3) years that are similar in scope to Competitive Solicitation – No. 00224, Sec. 1.1 with each project listed including the information listed in (a) – (d).

How many projects similar in scope to Section 1.1 of Competitive Solicitation – No. 00224 were completed in the last 3 years:

Project 1 Title:

(a) Customer organization type:

(b) Scope of services description:

1. Description of Audio-Visual Solution & customer’s intended use:

2. Facilities description:

3. Post-Installation managed support:

4. Customer reference (name, phone no., and email address):

(c) Cost:

(d) Date project was started & completed:

Project 2 Title:

(a) Customer organization type:

(b) Scope of services description:

1. Description of Audio-Visual Solution & customer’s intended use:

2. Facilities description:

3. Post-Installation managed support:

4. Customer reference (name, phone no., and email address):

(c) Cost:

(d) Date project was started & completed:

Project 3 Title:

(a) Customer organization type:

(b) Scope of services description:

1. Description of Audio-Visual Solution & customer’s intended use:

2. Facilities description:

3. Post-Installation managed support:

4. Customer reference (name, phone no., and email address):

(c) Cost:

(d) Date project was started & completed:

Added Value:

Project 4 Title:

(a) Customer organization type:

(b) Scope of services description:

1. Description of Audio-Visual Solution & customer’s intended use:

2. Facilities description:

3. Post-Installation managed support:

4. Customer reference (name, phone no., and email address):

(c) Cost:

(d) Date project was started & completed:

Project 5 Title:

(a) Customer organization type:

(b) Scope of services description:

1. Description of Audio-Visual Solution & customer’s intended use:

2. Facilities description:

3. Post-Installation managed support:

4. Customer reference (name, phone no., and email address):

(c) Cost:

(d) Date project was started & completed:

Project 6 Title:

(a) Customer organization type:

(b) Scope of services description:

1. Description of Audio-Visual Solution & customer’s intended use:

2. Facilities description:

3. Post-Installation managed support:

4. Customer reference (name, phone no., and email address):

(c) Cost:

(d) Date project was started & completed:

To meet the minimum acceptable standard [0%]: Bidder must demonstrate that it has sufficient inventory and supply chain management processes to continue to supply Audio-Visual Equipment on the resulting Contract if awarded, through any short-term market disruptions by:

(a) Utilizing at least five (5) different suppliers (either manufacturers or distributors) of Audio-Visual Equipment, Exhibit D – Contract, Exhibit A – Included Audio-Visual Solutions, Sec. 7.1;

(b) Offering at least thirty (30) different brands of Audio-Visual Equipment, Exhibit D – Contract, Exhibit A – Included Audio-Visual Solutions, Sec. 7.2;

(c) Having processes that bidder utilizes when an established manufacturer/distributor no longer can supply certain Audio-Visual Equipment, such as offering similar Audio-Visual Equipment that performs the same functions, Exhibit D – Contract, Exhibit A – Included Audio-Visual Solutions, Sec. 7.3;

(d) Having sufficient inventory levels that bidder maintains day to day for cables, speakers, microphones, and displays in the event of expedited Purchaser orders, Exhibit D – Contract, Exhibit A – Included Audio-Visual Solutions, Sec. 7.4;

(e) Having supply chain resilience strategies and/or programs in place to reduce short-term disruptions to the State, Exhibit D – Contract, Exhibit A – Included Audio-Visual Solutions, Sec. 7.5; and

(f) Providing Purchasers with equipment demonstrations of Audio-Visual Equipment, upon request and prior to purchase, to allow Purchasers to compare systems and determine which system is most appropriate for their needs, Exhibit D – Contract, Exhibit A – Included Audio-Visual Solutions, Sec. 1.5.

Bidders who do not meet this minimum acceptable standard will be disqualified from further consideration.

Added value: In the written response, demonstrate added value to the state by offering additional Audio-Visual Equipment brands and utilizing additional suppliers that exceed the minimum acceptable standard above, and identify:

(g) Bidder’s approach to conducting an in-person equipment demonstrations when the demonstration involves multiple different types of Audio-Visual Equipment.

(a) Provide the Number of suppliers (either manufacturers or distributors) bidder utilizes:

· In what Geographic Area(s) (Eastern Washington and/or Western Washington) or States are they located:

(b) Provide the number of brands of Audio-Visual Equipment bidder offers:

(c) Describe the processes your company utilizes when an established supplier (manufacturer or distributor) can no longer supply a particular product:

(d) Have sufficient inventory levels that your company carries day to day for cables, speakers, microphones, and displays in the event of expedited Purchaser orders; list average inventory levels for the following products:

Cables:

Speakers:

Microphones:

Displays (such as monitors and televisions):

(e) Describe the strategies and/or programs in place at your company to reduce short-term disruptions to the State:

(f) Answer whether bidder will provide, upon Purchaser request, equipment demonstrations of Audio-Visual Equipment; answer “Yes” or “No”:

(g) Describe bidder’s approach to conducting an in-person equipment demonstration when the demonstration involves multiple different types of Audio-Visual Equipment:

To meet the minimum acceptable standard [0%]: Identify a completed Audio-Visual Solution from one of Bidder’s projects in Req. ID #2. Bidder Experience and provide one (1) sample training manual that demonstrates your ability to create concise, clear, accurate, and easily understandable instructions for an end-user to operate the Audio-Visual Solution. The training manual must:

(a) Be limited to two pages (including visuals or pictures);

(b) Include simplified, step-by-step instructions on how to use the Audio-Visual Solution, adjust settings, and other pertinent information for the end-user; and

(c) Include visuals or pictures of the Audio-Visual Equipment that correspond to each step of the instructions.

Bidders who do not meet this minimum acceptable standard will be disqualified from further consideration.

Added value considerations: In the written response, demonstrate added value to the State that exceeds the minimum acceptable standard above by describing:

(d) Bidder’s approach to an in-person or virtual training session to show end-users how to use the Audio-Visual Solution described in the training manual ((a) – (c)).

(a)-(c): Provide a sample training manual for an Audio-Visual Solution from one of Bidder’s projects in Req. ID #2. Bidder Experience that (a) does not exceed two (2) pages (b) includes simplified, step-by-step instructions, and (c) includes pictures or visuals of each step of the process:

Added Value: (not to exceed 250 words)

(d) Describe bidder’s approach to an in-person or virtual training session for the Audio-Visual Solution described in the training manual ((a) – (c)):

To meet the minimum acceptable standard [0%]: Bidder must provide:

(a) A base-offer warranty of twelve (12) months for all Audio-Visual Equipment offered. See Exhibit D – Contract, Sec. 6.1.

(b) A base-offer warranty of twelve (12) months for Audio-Visual Services (consultation, design, installation, and maintenance). See Exhibit D – Contract, Sec. 6.3.

Bidders who do not meet this minimum acceptable standard will be disqualified from further consideration.

Added value: In the written response, demonstrate added value to the state that exceeds the minimum standard above by answering:

(c) Whether bidder offers extended warranty coverage on Audio-Visual Equipment for two, three, and four years;

(d) Whether bidder offers extended warranty coverage on Audio-Visual Services for two, three, and four years; and

(e) What Audio-Visual managed support options bidder offers, such as preventative maintenance or remote incident management.

Written Response Required. Provide as much information as needed to address the Performance Requirement and Stated Business Need. (Not to exceed 500 words)

(a) Confirm bidder can provide a 12-Month base-offer warranty for all offered Audio-Visual Equipment; answer “Yes” or “No”:

(b) Confirm bidder can provide a 12-Month base-offer warranty for all Audio-Visual Services (consultation, design, installation, and maintenance); answer “Yes” or “No”:

Added Value:

(c) Does bidder offer extended warranty coverage on Audio-Visual Equipment; answer “Yes” or “No”:

· For two years:

· For three years:

· For four years:

(d) Does bidder offer extended warranty coverage on Audio-Visual Services; answer “Yes” or “No”:

· For two years:

· For three years:

· For four years:

(e) Describe the types or tiers of Audio-Visual managed support options bidder can offer:

To meet the minimum acceptable standard [0%]: Bidder must:

(a) Agree to provide options to the Purchaser for EPEAT-registered Audio-Visual Equipment, if available and applicable to the project, at the time of Purchaser quote, see Exhibit D – Contract, Sec. 10.2(a)1., 13.4; see also Exhibit D – Contract, Exhibit A – Included Audio-Visual Solutions, Sec. 6.4.

Bidders who do not meet this minimum acceptable standard will be disqualified from further consideration.

Added value: In the written response, demonstrate added value to the State by describing:

(b) Any environmentally sustainable features, approaches, or specifications associated with your proposed Audio-Visual Equipment, including, but not limited to, energy efficiency and/or use of recycled materials specifications.

(a) Confirm whether bidder agrees to provide options for EPEAT registered Audio-Visual Equipment, if available and applicable to the project; answer “Yes” or “No”:

(b) Describe any environmentally sustainable features, approaches, or specifications associated with your proposed Audio-Visual Equipment:

7.

DESIGN SCENARIO NARRATIVE RESPONSE. The State is seeking to award Contracts to bidders who competently can assess Purchaser needs, provide reliable advice, and deliver functional Audio-Visual Solutions to maximize Purchaser satisfaction.

To gauge bidders’ Audio-Visual competency, a hypothetical design scenario is listed below. The design scenario includes Background Information (I), Room Specifications (II), and Purchaser Requirements (III). Bidders will use the information provided to propose an Audio-Visual Solution to a hypothetical customer.

To meet the minimum acceptable standard [0%]: Bidder must:

(a) Provide a list of Audio-Visual Equipment, including brand, quantity, and equipment type, needed to complete the Audio-Visual Solution based on the design scenario described below.

(b) Provide a list of Audio-Visual Services needed to complete the Audio-Visual Solution, described below, including hourly rate positions and prevailing wage trades.

(c) Describe how bidder’s Audio-Visual Solution meets the Purchaser Requirements (section III. below).

Bidders who do not meet this minimum acceptable standard will be disqualified from further consideration.

Added value: In the written response, demonstrate added value to the state by providing the following information that exceeds the minimum acceptable standard above:

(d) Describe other types of Audio-Visual Equipment that would meet the Purchaser requirements (section III. below) and explain how bidder’s recommended Audio-Visual Equipment in (a) above is the better choice for the customer.

Written Response Required. Provide as much information as needed to address the Stated Business Need. (Not to exceed 2,250 words) (Pictures, sketches, or renderings must not exceed eight (8) pages)

(a) Provide a list of Audio-Visual Equipment: . List the Total Audio-Visual Equipment Cost in Exhibit C., B. Design Scenario.

(b) Provide a list of Audio-Visual Services: . Use the hourly rate positions and prevailing wage trades listed in Exhibit C., D. Audio-Visual Services Pricing. Provide the positions or trades needed and the number of hours required for each position or trade. List the Total Audio-Visual Services Cost, which is the cost of all hourly rate positions and prevailing wage trades added together, in Exhibit C., B. Design Scenario.

Prevailing Wage Calculation: To determine the applicable prevailing wage rate for a trade, assume the work takes place in Thurston County on December 20, 2024. The prevailing wage cost for a trade will be determined by multiplying the applicable prevailing wage rate by bidder’s percentage bid over such rate and then further multiplying the figure by the number of hours required (i.e. Prevailing Wage Rate for Thurston County as of December 20, 2024 * Bidder's percentage (%) bid * Number of Hours = Prevailing Wage Rate Cost for a Trade).

Travel: Assume no travel costs apply.

(c) Describe how Bidder’s Audio-Visual Solution meets the Purchaser requirements:

(d) Describe other types of Audio-Visual Equipment that would meet the Purchaser Requirements:

I. Background Information A customer contacts you requesting your company to design a comprehensive audio-visual setup for a presentation in a large conference room. The presentation will have a presenter, who will present to an in-person and remote audience. The remote audience will conference into the presentation through Microsoft Teams from a work laptop. The in-person group consists of roughly fifty (50) people. Some of the in-person attendees are hard of hearing or deaf. Accordingly, the customer has contracted for accommodations with an American Sign Language (ASL) interpreter and for real-time captioning. The hard-of-hearing attendees have Bluetooth- or Telecoil-based hearing aids or cochlear implants and a Smartphone capable of connecting to Bluetooth or Wi-Fi.

II. Room Specifications The room is square 80’ x 80” with 20’ clearance from the floor to the ceiling. A raised stage is in the room, which faces rows of parallel chairs. The ceiling is a standard-drop ceiling, and the walls are constructed of drywall. There is no insulation in the walls. The flooring is flat and made of carpet. During the presentation, the background noise within the room may at times be high due to audience interference. The level of background noise outside the room will be low throughout the presentation. The room has no windows. No Audio-Visual Equipment is installed in the room. The Audio-Visual Solution is intended to be a permanent fixture. Assume the room conforms to all standard Washington State building codes necessary for the work.

III. Purchaser Requirements

1. The room must support a large projector on the raised stage with a projector display and include additional displays positioned throughout the room for the audience. Advise the Purchaser on (1) the number, size, and type of displays; (2) the positioning of the displays throughout the room; and (3) how different content should be displayed on the screens, including whether any of the displays should incorporate split screen features to show multiple types of content. For the content shown on the displays, the Purchaser wants to show a combination of the PowerPoint presentation, presenter, ASL interpreter, and real-time captions. All content shown on the displays must be visible to all in-person attendees.

2. Camera(s) and Audio-Visual Equipment allowing for the presenter’s movements to be tracked while moving on stage and simultaneously shown on the display(s).

3. The ASL interpreter, who must be shown on the displays, will need an additional camera setup. They will remain stationary during the presentation and will not require tracking.

4. An adequate speaker setup is needed around the room to provide good sound quality for the in-person audience.

5. The presenter on-stage needs to have the necessary Audio-Visual Equipment to connect and present from a work laptop to the projectors/display(s) within the room. If bidder proposes a wireless casting setup within the room, the casting to the projector/display(s) must be consistently clear with minimal display lag.

6. Additional Audio-Visual Equipment is necessary for the presenter to connect and present wirelessly to external audience displays via a work laptop.

7. The presenter on stage needs a sound reinforced microphone. All attendees in the room, and those conferencing through Microsoft Teams, must be able to clearly hear the presenter.

8. In-person attendees in the room need a microphone setup. Additionally, the remote attendees must be able to speak into their respective work laptop microphone through the conference room speakers. Also advise the Purchaser of any noise mitigation Audio-Visual Equipment bidder recommends to minimize noise interference during the presentation.

9. A fixed control panel is needed to manage and control the features of the Audio-Visual Solution.

10. Accessibility features for public buildings should comply with the Americans with Disabilities Act. The conference room must be accessible for both Bluetooth- and Telecoil-based hearing aids and cochlear implants.

11. All Audio-Visual Equipment required to record audio and video of the presentation.

Return this exhibit to Procurement Coordinator at:

DESContractsTeamCypress@des.wa.gov

EXHIBIT B – NON-SCORED COST FACTORS 8/15/24 PAGE 2

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