IFB-S000000058.pdf

STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220

Little Rock, Arkansas 72201-1023

INVITATION FOR BID

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number:

S000000058 Solicitation Issued:

October 26, 2021

Description: Broadcast Server

Department: Arkansas PBS

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Opening Date: November 9, 2021 Bid Opening Time: 12:30 PM, Central Time

Bid responses for this Invitation for Bid must be submitted through ARBuy, the State’s eProcurement system.

It can be accessed at https://arbuy.arkansas.gov. Bids received after the submission deadline may be rejected as untimely. See section 1.2 for information regarding Live Bid Openings.

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

TSS OSP Buyer: Brandi Schroeder Buyer’s Direct Phone Number: 501-682-4169

Email Address: brandi.schroeder@arkansas.gov TSS OSP’s Main Number: 501-324-9316

TSS OSP

Website:

https://www.transform.ar.gov/procurement/ https://arbuy.arkansas.gov/

SECTION 1 – REQUIREMENTS

• Do not provide responses to items in this section unless specifically and expressly required.

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by the TSS Office of State Procurement (TSS OSP) for the Arkansas Public Broadcasting System (AR-PBS) to obtain pricing and a contract for its master control broadcast server and related support services.

Direct all questions, comments, or concerns you may have regarding this solicitation to the TSS Office of State Procurement, not AR-PBS.

1.2 LIVE BID OPENING

Use the information below to view the bid opening online.

Zoom Meeting Link: https://arkansas-gov.zoom.us/j/87098355077?pwd=V3VsTC9vSVpSWXdTUkptSStsZkZ4Zz09 Meeting ID: 870 9835 5077 Meeting Password: 255692 Dial-In Information: 877 853 5257 US Toll-free

888 475 4499 US Toll-free

1.3 CLARIFICATION OF SOLICITATION

A. Submit any questions requesting clarification of information contained in this Solicitation via the solicitation posting in ARBuy by 4:00 pm, Central Time on or before October 28, 2021.

1. For each question submitted, Prospective Contractor should reference the specific solicitation item number to which the question refers.

2. Prospective Contractors’ written questions will be consolidated and answered by the State as deemed appropriate. The State’s consolidated written response is anticipated to be posted to the solicitation posting in ARBuy by the close of business on November 2, 2021. If Prospective Contractor questions are unclear or non-substantive in nature, the State may request clarification of a question(s) or decline to answer.

B. The Prospective Contractor should notify the TSS OSP buyer of any term, condition, etc., that precludes the Prospective Contractor from submitting a compliant, Responsive Bid. Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a bid.

C. Prospective Contractors may contact the TSS OSP buyer with non-substantive questions at any time prior to the bid opening.

D. An oral statement by TSS OSP will not be part of any contract resulting from this solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by TSS OSP.

1.4 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

B. The terms “Invitation For Bid,” “IFB,” and “Solicitation” are used synonymously in this document.

C. “Prospective Contractor” means a responsible bidder who submits a Responsive Bid in response to this solicitation.

D. “Requirement” means something required.

https://arkansas-gov.zoom.us/j/87098355077?pwd=V3VsTC9vSVpSWXdTUkptSStsZkZ4Zz09 https://arkansas-gov.zoom.us/j/87098355077?pwd=V3VsTC9vSVpSWXdTUkptSStsZkZ4Zz09

E. “Responsive Bid” means a bid submitted in response to this solicitation that conforms in all material respects to this IFB.

F. “Shall” and “Must” mean the imperative and are used to identify requirements.

G. “Specification” means any technical or purchase description or other description of the physical or functional characteristics, or of the nature, of a commodity or service. “Specification” may include a description of any requirement for inspecting, testing, or preparing a commodity or service for delivery.

H. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this solicitation, that obligation is limited to the Department using such a contract.

1.5 OVERALL SERVER REQUIREMENTS

A. The Contractor shall provide all components of the Broadcast Server as specified in the IFB. See

Attachment A: Proposed Broadcast Server Diagram for AR-PBS’s expectation for the broadcast server installation.

B. The broadcast server will replace the 7000 Series Spectrum currently in use by AR-PBS and must be supplied, at minimum, with the system architecture and hardware specified in this subsection and as included in the Equipment List (see Attachment B: Server Equipment List).

C. The broadcast server must be provisioned with Media Studio software.

D. The broadcast server must be supplied with fully mirrored and redundant hardware consisting of two

(2) MCP-2200C media centers.

E. Each media center must include twelve (12), 6 Terabyte (TB), Hard Disk Drives (HDD) for a total of 48TB of storage on each on each mirror which must yield 1,900 hours of storage time at 50 megabits per second (mb/s).

F. The main media center must be supplied with the following:

1. Five (5) Spectrum X master control playout channels to be controlled using Polaris Automation and Media Studio that require full video switching functionality with video keys, graphics, digital video effects (DVE), dynamic control via macros and Emergency Alert System (EAS)

2. Three (3) standard Spectrum X Record/Replay channels to be controlled utilizing Media Studio Base software on AR-PBS-supplied computers

G. The backup media center must be supplied with the following:

1. Four (4) Spectrum X master control playout channels to be controlled using Polaris Automation and Media Studio that require full video switching functionality with video keys, graphics, digital video effects (DVE), dynamic control via macros, and EAS

2. Four (4) standard Spectrum X Record/Replay channels to be controlled utilizing Media Studio Base software on AR-PBS-supplied computers

H. Spectrum X Record/Replay channels that will be assigned for production control purposes must also have the capability to be controlled direct via a Grass Valley Korona video switcher and a Media Object Server (MOS) automation system.

I. Spectrum X Record/Replay channels that will be assigned for master control purposes must be able to be controlled remotely under Polaris Automation for scheduled feed recording and Media Studio for manual operation.

J. As well as providing failure redundancy, the mirrored systems must also provide the capability to run independent automation logs for split programming on the four (4) Spectrum X master control playout channels to feed the Over the Air (OTA) broadcast and Live Linear Streaming (LLS) independently when required.

K. Both media centers must be supplied with 10 Gigabit Ethernet (Ge) fiber network connections and small form-factor pluggable transceivers (SFP) for connection to the AR-PBS storage network.

1. The 10Ge network will be used for high-speed file transfer as well as future Society of Motion Pictures and Television Engineers (SMPTE) 2110 standard Internet Protocol (IP) video.

L. The mirrored media centers must be optioned to add an additional four (4) future Polaris Automation-controlled Spectrum X master control channels and one (1) additional Spectrum X Record/Replay channel.

M. Where possible redundant power supplies must be supplied for all equipment.

1.6 SERVER WORKFLOW

A. The Spectrum X server must operate to support both production and broadcast needs at AR-PBS and must interface with two (2) independent Media Asset Management (MAM) systems.

B. The Spectrum X must interface with the AR-PBS Production MAM that utilizes CAT-DV for storage and file management.

1. The Spectrum X must allow CAT-DV to access storage volumes and directories to identify and locate content as well as transfer material for broadcast playout and production use.

C. The Spectrum X server must be able to interface with the production MAM that uses Storage DNA controlled via CAT-DV to transfer media assets to and from archive.

D. The Spectrum X and Polaris Automation must interface with the AR-PBS Myers – Protrack scheduling system which forms the backbone of the broadcast MAM.

E. The Spectrum X server must be able to interface with the broadcast MAM that uses Q-Star controlled via Protrack to transfer media assets to and from archive.

1.7 SERVER AUTOMATION OPTION REQUIREMENTS

A. AR-PBS is seeking pricing for a server option without automation software but would also like to receive pricing for the automation option. Should AR-PBS choose to implement the Spectrum X server initially using Polaris Automation, the Polaris Automation must meet the Requirements specified in this subsection.

B. The Polaris Automation must be provisioned to allow AR-PBS the option to add a third-party automation system that can act as a bridge to join the production and broadcast MAMs together and provide MOS production automation capabilities.

C. Polaris Automation must provide a “Live Log” interface with Myers Protrack for all Media Studio Channels operating under automated control.

D. Polaris Automation and the Spectrum X must be compatible with .BXF metadata standards and .MXF video file formats.

E. The Polaris Automation must be able to operate parallel logs for redundancy between the mirrored Spectrum X master control channels.

F. The Polaris Automation must be able to support split logs for independent operation of broadcast and LLS for each of the mirrored Spectrum X master control channels.

G. The Polaris Automation must initially be required to operate four (4) mirrored Spectrum X master control channels with split capacity for the AR-PBS sub channels, PBS Network, Create, Kids, and World with the expansion capacity to add Polaris to an additional four (4) future channels.

H. Polaris Automation must be fully compatible with Myers Protrack 7.0, the version that AR-PBS currently operates.

I. The Polaris Automation must interface with the AR-PBS Blackmagic Design Universal Videohub 288 router for source input control for the Spectrum X master control channels.

J. Polaris Automation must be provided with an interface to schedule, remotely control, and record via the mirrored master control Spectrum X Record/Replay channels, the AR-PBS video delivered program feeds.

K. Polaris Automation must have the capacity to General-Purpose Interface (GPI) control external Telos Aero.100 audio processors on each of the four (4) Spectrum X master control channel outputs for 5.1 up mix switching and Dolby encoder switching.

1. Polaris Automation must have the ability to add optional external serial and GPI device control if required in the future.

L. The Spectrum X must have an upgrade path to convert from Polaris over to a third party supplied automation control system in the future.

M. One computer will be provided by AR-PBS for each subchannel for operators to interact with and manipulate the Polaris Automation logs for all Media Studio control on each of the Spectrum X master control channels as well as provide a log and control panel display output.

1. The Main OTA and mirrored Backup LLS Spectrum X master control channel Polaris automation logs for each Master Control program subchannel and the Media Studio Software control interface must be able to be controlled by that computer.

N. One computer will be provided by AR-PBS for main and mirrored backup Spectrum X Record/Replay channels.

1. The main and mirrored backup Spectrum X Record/Replay channels must be able to be controlled using the Media Studio software and controlled remotely.

1.8 INPUT FILE STANDARDS

A. The Spectrum X must be able to record, replay, and store the following file formats:

1. Legacy MPEG2 XDCAM OP1A files in 480i, 720p, 1080i or 1080p

2. MPEG4 H.264 files in 720p or 1080p

B. Spectrum must support all of these file types in .MXF format.

1.9 INPUT SERIAL DIGITAL INTERFACE (SDI) VIDEO REQUIREMENTS

A. AR-PBS currently operates a 720p60 SDI format within its studio facility with the plan to advance to

1080i60 and finally 1080p60 as it transitions to the new Advanced Television Standards Committee, (ATSC) 3.0 video format standards.

B. Spectrum X must support the following SDI video input formats:

1. 720P60 (59.94)

2. 1080i60 (59.94)

3. 1080p60 (59.94)

C. The Spectrum X must have capacity to accommodate future Hybrid Log Gamma (HLG) High Dynamic Range (HDR) video in 1080p.

D. The Spectrum X must have capacity to upconvert SDI to HRD and down convert HRD content to

SDI.

E. The Spectrum X must have the future capacity to add SMPTE 2110 IP video inputs and to support 4K video recording.

1.10 OUTPUT SDI VIDEO REQUIREMENTS

A. The Spectrum X must be able to output in both ATSC1.0 and 3.0 video standards and be configurable as specified in this subsection.

B. Each Spectrum X master control channel must have two SDI Program outputs:

1. One (1) output that can be configured for 1080p60 (ATSC3.0)

2. One (1) output that will down convert to 1080i, 720p or 408i to feed the AR-PBS ATSC1.0 encoding system

C. The Spectrum X Record/Replay channels must have an output with setting options of 1080p, 1080i, or 720p.

1. The output video frame rate must be 60 (59.94).

D. The Spectrum X master control and Record/Replay channels must be able to scale and convert any of the video file formats to the required SDI video output format selected, which must include converting legacy Standard Definition (SD) SDI content in 4:3 480i to a 16:9 in the chosen High Definition (HD) output format.

E. The Spectrum X must have a future upgrade path to output SMPTE 2110 IP video playout in HD formats up to 4K.

1.11 AUDIO REQUIREMENTS

The Spectrum X must support up to eight (8) channels of embedded audio in the following formats for stereo and 5.1 surround.

1.12 MASTER CONTROL FUNCTIONS

A. All the Spectrum X master control channels must be supplied with the options and functionality specified in this subsection.

B. The Spectrum X must provide EAS functionality uniformly across all media studio channels.

1. The key input must be via serial data or IP connection with Audio Engineering Society (AES) 110ohm digital audio input.

2. One (1) key layer must be dedicated for EAS crawl and text functions.

Ch1 Left Ch2 Right

Ch3 Silent Ch4 Silent

Ch5 Silent Ch6 Silent

Ch7 Ch8

Stereo Program Format

DVI or

Mono

Mix

SAP or

Mono

Mix

Ch1 Left Fr Ch2 Right Fr

Ch3 Center Ch4 LF Sub

Ch5 Left Sur Ch6 Right Sur

Ch7 Ch8

5.1 or Dolby E Program Format

DVI or

Mono

Mix

SAP or

Mono

Mix

C. Each Spectrum X master control channel must have a two dimensional (2D) Digital Video Effect (DVE) that can be triggered automatically during an EAS event to squeeze back the program video, so it is not obscured or covered by video graphics while alerts and warnings are displayed.

D. Each Spectrum X master control channel must have the capability to import Hyper Text Markup language (HTML) graphics from a web page and display it as a key.

1. This functionality will be used to display weather radar images and other public safety maps and display material during EAS events.

E. Each Spectrum X master control channel must have the ability for an operator to manually create and display a text crawl as a key.

1. This functionality must allow the operator to control the text crawl font size, font selection, text crawl positioning height on the screen, and text crawl speed.

F. Each Spectrum X master control channel must be able to key full screen slates, lower 1/3 banners, station branding, and bugs.

1. This functionality must allow the keyed images to be stored as recallable graphics files or clips.

G. Each Spectrum X master control channel must have a minimum of eight (8) keyers.

1. One (1) keyer must be dedicated to EAS.

2. The remaining three (3) keyers must be available for HTML images, crawls, station branding, and identification.

3. The keying functions must be controlled autonomously via EAS or event triggers in the automation log and manually by using the Media Studio control interface.

H. The Spectrum X master control channel must have the ability to build macros to trigger multiple keys and DVE events simultaneously to create a customized presentation for EAS alerts, EAS warnings, and for special events, such as sports events and pledge events.

1. The macros must also be able to be controlled via autonomous trigger from the EAS and automation log as well as manually.

I. The Spectrum X must be supplied with Spectrum Media Studio software that will allow AR-PBS to create a Graphical User Interface (GUI) to manually control the video playout, master control switching and audio mixing, keys, and video effects for all the Media Studio channels.

1. AR-PBS will supply the computer hardware, touch screen monitor, and peripheral equipment for the GUI control stations.

J. Each Spectrum X master control channel must be paired with two (2) dedicated ports on the Videohub router to provide two (2) SDI input feeds.

1. The video sources feeding the master control channel must be able to be controlled manually via the Media Studio GUI and via Polaris Automation via cues in the log.

K. Each Spectrum X master control channel must have two (2) program outputs.

1. The master SDI output will be set to the same video format as the input.

2. The secondary output will be used for down scaling to feed the ATSC1.0 broadcast chain.

L. The Spectrum X master control channel must have an announcer audio input to connect to the EAS audio.

1. The announcer audio input must trigger to duck the program to a custom level and mix the announcer over to deliver warnings and alerts.

M. A fifth Spectrum X master control channel on the main system must be able to create and preview keys, create and preview keys video effects, and create macros for presentation. Then formats and settings must be able to be transferred to the OTA or LLS channels.

1.13 RECORD/REPLAY FUNCTIONS

A. All Spectrum X Record/Replay channels must be supplied with the options and functionality specified in this subsection.

B. The Spectrum X must be supplied with Spectrum Media Studio software that will allow AR-PBS to create a Graphical User Interface (GUI) to manually control the video playout, record and create a simple playlist, and trim in and out points on media residing on the server.

1. AR-PBS will supply the computer hardware, monitor, and peripheral equipment for the GUI control stations.

C. The Media Studio software must provide router control and source input selection for the Spectrum X Record/Replay channels.

D. The Spectrum X Record/Replay channels designated for feed ingest must have the ability to be operated manually via a Media Studio GUI and autonomously via Polaris record schedule automation.

E. The Spectrum X Record/Replay channels designated for production use must have the ability to be operated manually via a Media Studio GUI and remotely via a Grass Valley Korona video switcher or future MOS automation system.

F. A spare Spectrum X Record/Replay channel must be provided on the backup mirror server.

1.14 INSTALLATION AND COMMISSIONING REQUIREMENTS

A. Prospective Contractors shall include a proposed installation and commissioning plan with the

Response Packet.

1. The proposed installation and commissioning plan must include, at minimum, each activity or task described in detail, the part responsible for each task, and the estimated start date, deadline, and estimated hours of effort for each task.

2. The installation and commissioning plan must meet or exceed the Requirements of this subsection and must be completed within thirty (30) days of server delivery or as otherwise approved by AR-PBS.

B. AR-PBS will undertake the physical installation on site.

C. During physical installation, the Contractor shall provide remote technical phone support as scheduled by AR-PBS.

D. During physical installation, the Contractor shall provide a Harmonic support engineer to assist with full system commissioning onsite.

E. The Contractor shall provide an installation documentation package with connection drawings.

F. The Contractor shall provide operations set up for Media Studio software and Spectrum X master control channel functions, including but not limited to:

1. Media Studio GUI configuration and setup

2. Video and audio switching and mixing control functions

3. Keyer operations, clip, and still graphics uploading

4. Creation of text crawls

5. DVE operation

6. HTML key creation

7. Building macros and creating custom presentation styles or looks for EAS and typical AR-PBS program events

1.15 TRAINING REQUIREMENTS

A. Within ten (10) calendar days following contract award, the Contractor shall provide a training plan for AR-PBS’ review and approval that must meet or exceed the Requirements of this subsection.

B. Training must be completed within thirty (30) days of server delivery or as otherwise approved by

AR-PBS.

C. The Contractor shall provide onsite maintenance and system support training for AR-PBS engineering staff.

D. Should AR-PBS implement Polaris Automation, the Contractor shall provide the following onsite training on the Polaris Automation system:

1. Loading, editing, and operating a playlist manually

2. Live Log adaptation and creating log changes through Protrack

3. Creating and entering Polaris automation cues manually or via Protrack to control keyers, source routing, switching and transition types, audio up-mixing, and macros

E. The Contractor shall provide all training sufficiently in advance to the go-live date established by AR- PBS that all specified staff have had enough exposure to proficiently use the system.

1.16 ONGOING SUPPORT REQUIREMENTS

A. Within ten (10) calendar days following contract award, the Contractor shall provide an annually renewable, technical support plan for AR-PBS’ review and approval.

B. The technical support plan must begin on the go-live date established by AR-PBS and must include, at minimum:

1. 24 hours per day, 7 days per week technical phone support

2. Software and firmware upgrades

a. AR-PBS will pay for parts out of warranty as needed

b. Express RMA on parts should not be required because of the fully mirrored and redundant system architecture.

3. Onsite new employee training, revisional Media Studio operations training, and Polaris Automation training as requested by AR-PBS

1.17 DELIVERY: FOB DESTINATION

Arkansas PBS 350 S Donaghey Ave Conway, AR 72032

A. The Department requests delivery within sixty (60) calendar days after ordering. If this delivery date cannot be met, the Prospective Contractor must state the alternate number of days required to place the commodity in the ordering Department’s designated location in the Proposed Installation and Commissioning Plan. Failure to state the alternate delivery time obligates the Contractor to complete delivery by the Department’s requested date. Extended delivery dates may be considered when in the best interest of the State.

B. All deliveries must be made during normal State work hours and within the agreed upon number of days unless otherwise arranged and coordinated with the Department. The Contractor shall give the Department immediate notice of any anticipated delays or plant shutdowns that will affect the delivery requirement.

C. Loss or damage that occurs during shipping, prior to the order being received by the Department, is the Contractor’s responsibility. All orders should be properly packaged to prevent damage during shipping.

D. The State assumes no liability for commodities produced, processed, or shipped in excess of the amount specified on the Department’s purchase order.

1.18 ACCEPTANCE STANDARDS

A. Inspection and acceptance/rejection of product(s) will be made within thirty (30) days of receipt.

B. The State has the option to return any product(s) within the thirty (30) day timeframe for any reason.

C. Bid must include a “total satisfaction” return policy for all products and must not impose any liability on the State for such returns.

1.19 PERFORMANCE STANDARDS

A. State law requires that contracts for services include Performance Standards for measuring the overall quality of services that a Contractor shall provide.

B. The State may be open to negotiations of Performance Standards prior to contract award, prior to the commencement of services, or at times throughout the contract duration. Table 1: Performance Standards identifies expected deliverables, performance measures, or outcomes; and defines the acceptable standards.

C. Performance Standards shall not be amended unless they are agreed to in writing and signed by the parties.

D. Failure to meet the minimum Performance Standards as specified will result in the assessment of damages.

E. In the event a Performance Standard is not met, the Contractor will have the opportunity to defend or respond to the insufficiency. The State has the right to waive damages if it determines there were extenuating factors beyond the control of the Contractor that hindered the performance of services. In these instances, the State has final determination of the performance acceptability.

F. Should any compensation be owed to the Department due to the assessment of damages, Contractor shall follow the direction of the Department regarding the required compensation process.

Table 1: Performance Standards

Service Criteria Acceptable Performance Damages for Insufficient

Performance

Server Delivery Server must be delivered within sixty (60) calendar days after ordering unless approved in writing in advance by ARPBS.

10% of total server cost for every calendar day the server is not delivered beyond the specified date

Service Criteria Acceptable Performance Damages for Insufficient

Performance

Server Installation & Commissioning

Server installation and commissioning must be completed within thirty (30) calendar days of delivery.

5% of total server cost for every calendar day an installation and commissioning milestone is not met as specified

Training

Training must be provided sufficiently in advance to the go-live date established by AR- PBS that all specified staff have had enough exposure to proficiently use the system.

10% of training cost for every calendar day a training milestone is not met as specified

SECTION 2 – GENERAL INSTRUCTIONS AND INFORMATION

• Do not provide responses to items in this section unless specifically and expressly required.

2.1 TYPE OF CONTRACT

A. As a result of this IFB, TSS OSP intends to award a contract to a single Contractor.

B. The anticipated starting date for any resulting contract is December 1, 2021, except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants that it will honor its bid as being held open as irrevocable for this period.

C. The initial term of a resulting contract will be for one (1) year. Upon mutual agreement by the Contractor and Department, the contract may be renewed by TSS OSP for up to six (6) additional one-year terms or portions thereof, not to exceed a total aggregate contract term of seven (7) consecutive years.

2.2 CONTRACTOR SELECTION

A. Award will be made to the lowest-bidding, responsible Prospective Contractor.

2.3 RESPONSE DOCUMENTS

A. All bid responses must be submitted through ARBuy, the State’s eProcurement system. The system can be accessed at https://arbuy.arkansas.gov.

B. Bid Response Packet, which must be in the English language

1. The following are bid submission requirements and must be submitted as part of a Prospective Contractor’s bid response.

a. Signed Bid Signature Page. Signature may be ink or digital. (See Bid Response Packet.)

b. Proposed Subcontractors Form. The utilization of any proposed subcontractor is subject to approval by the Department.

c. Proposed Installation and Commissioning Plan for the delivery, installation, commissioning, and implementation of the server. (See IFB Section 1.14 Installation and Commissioning Requirements.)

d. Exceptions Form.

e. Completed Pricing Response.

i. Prospective Contractors shall complete the Official Bid Price Sheet attached to solicitation posting in ARBuy as specified on the Instructions tab of the Official Bid Price Sheet.

ii. Pricing must be proposed in U.S. dollars and cents.

2. The following items, which must be submitted prior to a contract award to the Prospective Contractor, may also be included with the Prospective Contractor’s bid response:

a. EO 98-04 Contract & Grant Disclosure Form.

b. Copy of Prospective Contractor’s Equal Opportunity Policy.

c. Voluntary Product Accessibility Template (VPAT), if applicable.

3. DO NOT include any other documents or ancillary information, such as a cover letter or promotional/marketing information.

https://arbuy.arkansas.gov/

2.4 ACCEPTANCE OF REQUIREMENTS

A. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the Requirements in the Requirements Section(s) of this IFB by listing them on the Exceptions Form (see Bid Response Packet), Prospective Contractor understands and agrees its submission of a bid to represent that its bid meets all such Requirements.

B. A Prospective Contractor’s bid may be rejected if the Prospective Contractor takes exception to any Requirements in the Requirements Section(s) of this IFB.

2.5 ADDITIONAL TERMS AND CONDITIONS

A. This IFB incorporates all of the Solicitation Terms and Conditions located on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

B. Any special terms and conditions included in this solicitation shall override the Solicitation Terms and Conditions.

C. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the terms in the Services Contract (SRV-1) Fillable Form by listing them on the Exceptions Form (see Bid Response Packet), Prospective Contractor agrees and shall adhere to all terms if selected as the successful Contractor. Items identified as non-negotiable may only be modified if the legal requirement is satisfied and approved by the State. The Services Contract (SRV-1) Fillable Form can be viewed on the TSS OSP website here (Agencies – Services – Forms):

https://www.transform.ar.gov/procurement/agencies/services/.

D. A Prospective Contractor’s bid may be rejected if a Prospective Contractor takes exception to any terms or conditions in the documents listed in 2.5.A and 2.5.C.

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/ https://www.transform.ar.gov/procurement/agencies/services/