Final+Amendment+2+.pdf
PDF 181 KB Posted
- Solicitation number
- 701.2025.2
- Issued by
- Burleigh County, North Dakota
About this file
This is Amendment 2 to a solicitation from the State Historical Society of North Dakota for audiovisual services at the North Dakota Heritage Center & State Museum in Bismarck. The amendment addresses 25 questions submitted regarding Solicitation Number 701.2025.2, which was issued on February 11, 2025, with proposals due March 4, 2025, by 2:00 PM CT. The project involves updating and remodeling the audiovisual services, including integration of existing systems, implementation of a universal interface for AV management, and replacement of the paging and messaging system. A mandatory walkthrough is scheduled for February 25, 2025, with a second opportunity to submit questions during this time. The contract term runs from March 17, 2025, to May 1, 2025, with a possible 60-day extension, though all work must be completed by June 30, 2025.
The STATE is not disclosing the budget for this project, though funds have been appropriated. The cost proposal format requires a single lump sum bid for completing all deliverables. Vendors do not need to have a state contract to be awarded but must be registered with the North Dakota Secretary of State if required. Additional value-added options such as extended warranties, maintenance agreements, or enhanced training can be included in proposals with separate cost breakdowns. Union bids are not required for this project.
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Text version
STATE OF NORTH DAKOTA
STATE HISTORICAL SOCIETY OF NORTH DAKOTA
612 EAST BOULEVARD AVENUE
BISMARCK, ND 58505
SOLICITATION AMENDMENT 2
February 19, 2025
Solicitation Number: 701.2025.2 Title: North Dakota Heritage Center & State Museum Audiovisual Services Deadline for Receipt of Proposals: March 4, 2025, by 2:00 PM, CT Solicitation Issued: February 11, 2025
1.4 RFP Schedule established a Deadline for Submission of Questions and Requests for Clarification. The responses, including any necessary amendments, are as follows:
Questions related to Section 1: Instructions
1. Question: Does a vendor have to be on the state contract to be awarded?
Response: No, a vendor does not need to have a state contract to be awarded. The STATE intends to execute a contract substantially similar to the contract – Attachment 2.
The Offeror will be required to sign the contract attached to the RFP and must comply with the terms and conditions. If the successful Offeror is determined to have a registration requirement with the North Dakota Secretary of State, they must be registered before the contract award and registration must remain active for the duration of the contract period (N.D.C.C. § 54-44.4-09.1).
No amendment necessary.
2. Question: I am writing to formally request an extension for the RFI Solicitation Number
701.2025.2 submission and questions deadline.
Response: We are unable to extend the submission deadline due to the fiscal year-end requirements. We have two opportunities for you to submit questions:
• February 18, 2025 – Initial question submission deadline
• February 25, 2025 – Opportunity to ask questions during the mandatory walkthrough
Questions related to Section 2: Background
3. Question: What is the estimated construction/project cost?
Response: The funds for payment of this contract are already appropriated and identified.
The STATE is not disclosing the budget.
4. Question: Does the State have a specific budget range that should be considered when proposing solutions?
Response: The funds for payment of this contract are already appropriated and identified.
The STATE is not disclosing the budget.
Questions related to Section 3: Scope of Work
5. Question: Can the STATE clarify whether all AV system configuration files need to be fully editable by STATE personnel, and what level of training will be required?
Response: All configuration files must be made available and editable to the STATE, so the STATE is not dependent on the awarded vendor for future configuration changes.
Training should be at an introductory/basic level, so the STATE has a base understanding of system configuration programming and is able to make minor modifications.
6. Question: Are there specific brands or models of existing amplifiers and speakers that must be integrated, or is there flexibility in recommending replacements?
Response: Vendor will have the opportunity to see and document existing amplifiers and speakers during February 25, 2025, walk through. If vendor feels they need to replace existing amps and speakers, they should include that in their cost proposal to ensure a turnkey system.
7. Question: What are the STATE's expectations for the universal interface for AV management? Will they require a specific software or should we propose one?
Response: The STATE does not have a specific requirement for the universal interface software. The expectation is that all AV components throughout the building will be managed through a single, integrated interface. Vendors are encouraged to propose a solution that ensures seamless control and interoperability.
8. Question: Are there existing digital signage displays that need integration, or should the vendor provide new ones?
Response: Yes, there are existing digital signage displays. Integration will be limited to connecting the HDMI output from the existing signage players to the signage screens.
9. Question: What type of testing and validation process will be required before project acceptance?
Response: All input and output controls must to be tested and verified through the universal interface panels / tablets to ensure full system functionality and control.
10. Question: Does the STATE have a preference between Q-SYS or another AV management system, or is there flexibility in proposing an alternative?
Response: The vendor’s proposed solution must meet be comparable to Q-SYS or an equivalent/greater solution, offering centralized control, scalability, and seamless integration across all designated devices and areas.
11. Question: Will vendor have access to the STATE’s existing network documentation to ensure proper configuration?
Response: No. The awarded vendor will not have direct access to the STATE’s existing network documentation. Network configuration will be coordinated through the STATE’s project manager and network manager.
12. Question: The RFP states that ITD does not support multicast crossing VLAN boundaries.
Will VLAN configurations be provided by the STATE?
Response: The vendor will work with the STATE’s project manager, who will work with the STATE’s network managers to configure the VLAN.
13. Question: Are there existing paging and messaging systems that need integration, or will this be a new standalone system?
Response: The STATE intends to replace the existing paging and messaging system with a new solution. Vendors should propose a system that meets the specified requirements in the RFP’s deliverables. If integration with existing components is necessary for a smooth transition, the vendor must coordinate with the STATE to ensure compatibility.
14. Question: Can the STATE provide details on how the existing Paradigm light control system should integrate with the new AV system?
Response: At a basic level, the STATE would like the new AV system to control the Paradigm panel and lighting. While the STATE is open to replacing the existing Paradigm control board (but not the whole Paradigm system), vendors will have opportunity to assess the current setup during the February 25, 2025, mandatory walkthrough.
15. Question: What warranty or ongoing maintenance expectations does the STATE have beyond project completion?
Response: The STATE has not specified warranty or ongoing maintenance requirements and isn’t expecting warranty or maintenance needs beyond any standard manufacturer warranties. Vendors are encouraged to include any value-added warranty or maintenance options, such as workmanship guarantees, on-site technician availability, or extended service plans, as part of their proposal.
Questions Related to Section 4: Proposal Instructions
16. Question: Can the vendor propose value-added solutions beyond what is outlined, such as additional training sessions, remote monitoring, or extended support?
Response: Yes. Offerors may include any optional services or goods that are not required by the STATE but are within the scope of work (e.g., an option for a higher level of service, equipment accessories, extended warranty options, etc.). Describe any value-added options being offered. Costs for value-added options should be broken down in the respective location(s) on the cost proposal.
17. Question: Should vendor include options for extended maintenance agreements beyond the contract term?
Response: Offerors may include any optional services or goods that are not required by the STATE but are within the scope of work (e.g., an option for a higher level of service, equipment accessories, extended warranty options, etc.). Describe any value-added options being offered. Costs for value-added options should be broken down in the respective location(s) on the cost proposal.
Questions related to Attachment 2: Contract
18. Question: Can offeror propose modifications to the contract terms, or are all terms final?
Response: Offeror should review SECTION SIX – CONTRACT INFORMATION for information related to STATE’s contracting requirements. The copy of the Contract to be included in the proposal (Attachment 2) must be completed as follow:
• State “Agree” or “Propose Alternate Language” for each section.
• If proposing alternate language, include the proposed language through edits in the body of the section by using track changes. Offerors may provide comments related to any proposed alternate language.
19. Question: The contract term is from March 17, 2025, to May 1, 2025. Is there flexibility in this timeline if unforeseen issues arise during installation?
Response: The contract includes an extension option of up to 60 days beyond the termination date, providing flexibility for unforeseen issues. However, the project must be fully completed by June 30, 2025.
20. Question: What is the procedure if there are delays due to supply chain issues?
Response: The Contractual Amount is firm for the duration of this Contract and constitutes the entire compensation due CONTRACTOR for performance of its obligations under this Contract regardless of the difficulty, materials or equipment required. If delays occur due to supply chain issues, the vendor must promptly notify the STATE in writing with details on the delay, expected impact, and proposed solutions. The contract allows for an extension of up to 60 days beyond the termination date if necessary. However, the project must still be completed by the firm deadline of June 30, 2025. Any further delays would need to be reviewed and addressed on a case-by-case basis.
21. Question: Are there any penalties for not meeting deadlines, or is there flexibility in negotiating extensions?
Response: The Contractual Amount is firm for the duration of this Contract and constitutes the entire compensation due CONTRACTOR for performance of its obligations under this Contract regardless of the difficulty, materials or equipment required. If delays occur due to supply chain issues, the vendor must promptly notify the STATE in writing with details on the delay, expected impact, and proposed solutions. The contract allows for an extension of up to 60 days beyond the termination date if necessary. However, the project must still be completed by the firm deadline of June 30, 2025. Any further delays would need to be reviewed and addressed on a case-by-case basis.
Questions related to Attachment 3: Cost Proposal
22. Question: Are there any restrictions on how costs should be presented in the cost proposal (e.g., itemized breakdown, lump sum)?
Response: The format of the cost proposal is for one lump sum to complete the deliverable in funds for payment of this contract are already appropriated and identified. The STATE is not disclosing the budget.
Miscellaneous Questions
23. Question: Have you issued any addenda for this project?
Response: Yes. Amendment 1 and all related documents for the RFP are available at:
https://apps.nd.gov/csd/spo/services/bidder/displaySolicitation.htm?solNo=701.2025.2
24. Question: Can I get a copy of the plan holder's list, if available?
Response: Yes. The bidder’s list and all related documents for the RFP are available at:
25. Question: Do you require Union Bids? If so, is this applicable to all your projects?
Response: No. The STATE does not require union bids.
Questions regarding this amendment must be submitted in writing to the Procurement Officer.
Erica Houn Procurement Officer E-mail: ehoun@nd.gov Telephone: 701.328.2327 TTY Users call: 7-1-1 mailto:ehoun@nd.gov
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