IFB-S000000076 REVISED Final IFB.docx

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

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

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

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 Department of Emergency Management (ADEM) to obtain pricing and a contract for State of Emergency Operation Center Audio Visual Enhancement and Upgrade. Direct all questions, comments, or concerns you may have regarding this solicitation to the TSS Office of State Procurement, not ADEM.

1.2 LIVE BID OPENING

Use the information below to view the bid opening online.

1.3 SITE VISIT

A. Prospective Contractors may participate in an optional site visit on 01/21/2022 at 09:00am Central Time at the following location:

B. Prospective Contractors should RSVP to the OSP Buyer no later than twenty-four (24) hours prior to the site visit. Prospective Contractors who do not RSVP by the deadline may not be included in the visit.

C. Prospective Contractors shall be limited to no more than two (2) representatives at the site visit in accordance with ADEM social distancing policies. Masks are strongly recommended due to the rise in COVID cases but are not required.

D. The site visit will take place on a military base. Proof of car insurance and valid photo identification for all passengers in the vehicle shall be required for admittance to the base.

E. Prospective Contractors shall also be required to show photo ID at the front desk to receive a visitor's badge.

F. Prospective Contractors should arrive a minimum of thirty (30) minutes in advance to ensure adequate time for the base check in process prior to the start of the site tour.

G. Late arrivals may not be permitted to join the site visit.

H. All Prospective Contractors are strongly encouraged to attend the site visit.

I. Site visit is anticipated to take approximately 1-2 hours; however, it may take longer depending on number of attendees and the need to follow ADEM social distancing policies.

J. Prospective Contractors present and participating in the site visit will have the opportunity to ask questions. However, while answers are provided as a courtesy to all in attendance, no oral responses provided by ADEM or OSP will become a part of IFB specifications or the resulting contract unless answer is provided in writing. As such, Prospective Contractors are encouraged to also submit pertinent questions as part of the written Q&A process described in Section 1.4 of the IFB.

1.4 CLARIFICATION OF SOLICITATION

A. Submit any questions requesting clarification of information contained in this Solicitation via the solicitation posting in ARBuy by midnight, Central Time on or before 01/24/2022.

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 01/31/2022. 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.

1.5 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.

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.

1.6 OBJECTIVES & GOALS

The Prospective Contractor shall provide an Audio/Video upgrade solution, incorporating the current Crestron system, for the Arkansas Department of Emergency Management's (ADEM) State Emergency Operations Center (SEOC} and seven (7) conference rooms that will replace the hardware-based system that is currently in place with a software-controlled system. The system must be controlled by multiple computer endpoints and will integrate all rooms with the SEOC. All rooms must be able to integrate with all video conferencing platforms. The solution must replace the existing desktop computers with Virtual Machines (VM) supplied by ADEM. The VMs will run Microsoft Windows 10/11 and shall require software for the sound. All conference room displays must be accessible from the software and the software needs to be able to display separate input/content on each monitor.

Prospective Contractors may utilize existing equipment to save costs. Existing equipment utilized by the Contractor must be integrated with the new software-based system. If Prospective Contractor feels they can propose at a lower cost by replacing existing equipment, they may do so. The decision to use or replace existing equipment shall be at the Contractor's discretion and risk unless otherwise specifically required in the IFB.

Prospective Contractors should provide a proposed Scope of Work as part of the IFB Response Packet.

1.7 STATE EMERGENCY OPERATIONS CENTER

A. The Contractor shall install a new A/V video switching and distribution solution that will monitor and control all A/V equipment thru software on a laptop or other computer from any location.

B. The system must be capable of supporting Voice over Internet Provider (VoIP) calls.

C. The Contractor shall install three (3) HD Pan-Tilt-Zoom (PTZ cameras that will integrate with all video conferencing platforms and the new A/V video switching/ distribution/ control solution.

D. PTZ Cameras must include active tracking of the speaker.

E. The system must include a touch panel user interface to control the A/V equipment. Touch panel must be 10" minimum.

F. The system must include three (3) flat panel monitors that are a minimum of 75". The monitors must be integrated into the new system and be capable of independent content on each monitor.

G. The system must include one (1) audio Digital Signal Processor (DSP) system to support audio for the room.

H. The system must include two (2) wireless microphones.

I. The system must integrate with the existing analog gooseneck microphones.

J. The system must integrate with the existing A/V equipment.

K. Existing equipment in the State Emergency Operations Center includes, but may not be limited to:

1. E-Vision Laser Projector-WUXGA(DIG8500)

2. Microphone, Cardioid Voice-range double gooseneck (32 Each) (AUDAT808G)

3. 16 X 16 DigitalMedia Switcher W/Redundant Power supply (CREDMMD16X16RPS)

4. Receiver, Diversity W/TTL output PS21(FREQ 470-494) (Qty 4)(SHUSLX4LG4)

5. Touch Screen 10.1-inch wall mount (CRETSW1070BS)

6. Touch Screen 10.1 Inch (Qty 2)(CRETSW1052BS)

K. All new and existing equipment must be fully integrated into the new system.

1.8 ROOM 104

A. The system must include one (1) fully integrated 75" interactive flat panel display.

B. The system must include a video conferencing solution that includes an HD PTZ camera, microphone, speakers, and touch panel control interface.

C. The system must include wireless and wired (HDMI) source connectivity to the room.

D. The system must be integrated into all video conferencing platforms and be able to host video conferences independent of all other rooms.

E. All new and existing equipment must be fully integrated into the new system.

1.9 ROOM 106

A. The system must include one (1) fully integrated 75" interactive flat panel display.

B. The system must include a video conferencing solution that includes an HD PTZ camera, microphone, speakers, and touch panel control interface.

C. The system must include wireless and wired (HDMI) source connectivity to the room.

D. The system must be integrated into all video conferencing platforms and be able to host video conferences independent of all other rooms.

E. All new and existing equipment must be fully integrated into the new system.

1.10 ROOMS 157/164/165

A. This is a 3-way divisible conference room that must be designed for each room to operate independently or combined into one or two large independent rooms.

B. The system must integrate with and control all new and existing equipment.

C. The system must integrate and control the two existing HDMI projectors in room sections 157 and 165.

D. The system must include a total of three (3) HD PTZ cameras (one for each room section).

E. The system must include a minimum 86" interactive flat panel display in Room Section 164.

F. The system must include a minimum 10" touchscreen control panel in Room Section 164.

G. The system must integrate with the three (3) existing control panels.

H. The system must include one (1) audio DSP system to support audio calls for each room individually or in any/all combinations.

I. The system must be capable of supporting Voice over Internet Provider (VoIP) calls.

J. The system must include two (2) beam-tracking ceiling microphones per room section for a total of six (6).

K. The system must include four (4) ceiling speakers per room section for a total of twelve (12).

L. The system must include one (1) USB interface for each room section for a total of three (3) to support bring-your-own-device video conferencing.

M. Existing equipment in Rooms 157 and 165 includes, but may not be limited to:

1. Projector 1280X800 5000 LUMENS DLP 6000:1 Contrast (Qty 2) (NECNPP502W)

2. Crestron DigitalMedia 8G+ Receiver and room controller W/ scaler (Qty 2) (CREDMRMCSCALERC)

3. Clickshare Complete Starter pKG, CSE-200(BARR9861520NA)

4. Wall Plate DigitalMedia Cat Transmitter 200(CREDMTX202G)

N. All new and existing equipment must be fully integrated into the new system.

1.11 ROOM 211

A. The system must include one (1) minimum 86" interactive flat panel display.

B. The system must include one broadcast HD PTZ camera that is compatible with all video conferencing platforms, such as Zoom, Microsoft Teams, etc.

C. The system must include one (1) HD PTZ camera that is compatible with all video conferencing platforms.

D. The system must include one (1) 4K/UHD A/V presentation switcher with built-in control processor.

E. The system must include one (1) wireless and wired (HDMI) source for the room.

F. The system must include one (1) audio DSP system to support audio for the room and must be capable of supporting VoIP calls.

G. The system must include two (2) beam-tracking ceiling microphones.

H. The system must include four (4) ceiling speakers.

I. The system must include broadcast lighting to support broadcast camera "stage" area of the room.

J. The system must include one USB interface to support bring-your-own-device video conferencing.

K. Existing equipment in Room 211 includes, but may not be limited to:

1. Clickshare Complete Starter PKG, CSE-200(BARR9861520NA)

2. Blu Ray Player

3. Digital media 8G + Transmitter (CREDMTX200C2GBT)

M. All new and existing equipment must be fully integrated into the new system.

1.12 ROOM 225

A. The system must integrate with the existing projector.

B. The system must include one (1) 4K/UHD A/V presentation switcher with built-in control processor.

C. The system must include one (1) HD PTZ camera that is compatible with all video conferencing platforms.

D. The system must include one (1) audio DSP system to support audio for the room. The system must be capable of supporting VoIP audio calls.

E. The system must include two (2) beam tracking ceiling microphones.

F. The system must include four (4) ceiling speakers.

G. The system must include a minimum 7" wall-mounted touch screen user interface.

H. All new and existing equipment must be fully integrated into the new system.

1.13 SOFTWARE

A. The Contractor shall provide the software required to run the system. ADEM has a preference for RGB Spectrum's Galileo GEO 44 software. Additional information can be found at the following link: Video Wall Processor with IP Streaming Capabilities | RGB Spectrum.

B. The Contractor shall be responsible for integrating the software with the existing Crestron system and any new hardware provided as part of the proposed solution.

C. The software must be capable of integrating with all video conferencing platforms, including but not limited to Zoom and Microsoft Teams.

D. The Contractor shall be responsible for integrating the software with Zoom and Microsoft teams at the time of installation.

E. The Contractor shall be responsible for installing and configuring the software on the server. ADEM will provide access for the server installation. ADEM will install the software on individual devices, but the Contractor shall be responsible for configuration.

1.14 INSTALLATION/DE-INSTALLATION

A. The Contractor shall be responsible for the installation of all new equipment and the deinstallation of any existing equipment as needed.

B. Installation/de-installation must be performed in a professional manner in accordance with industry standard best practices.

C. The facilities must be left in a neat, clean, and undamaged condition. Contractor shall be responsible for repairing any damage caused during de-installation or to provide full compensation for damages to ADEM.

D. De-installed equipment must be disposed of or stored per ADEM's direction for transport to M&R.

E. ADEM will be responsible for any electrical related infrastructure needs. The Contractor shall be responsible for the networking and non-electrical cabling related requirements. Contractor may connect to existing network switches. Should additional switches be required due to lack of available connections, additional switches shall be the Contractors responsibility.

F. The Contractor shall comply with all applicable codes, licenses, certifications, and standards in the State of Arkansas as it relates to the proposed installation services.

1.15 TRAINING

A. The Contractor shall provide training for approximately six (6) ADEM employees in the operation of the proposed solution hardware and software.

B. Training must, at minimum, include three (3) onsite sessions at ADEM facilities in Little Rock, Arkansas unless otherwise approved in writing by ADEM.

C. Training must include a minimum of three (3) virtual sessions.

D. The Contractor shall provide an in-depth training document that includes an explanation of all hardware and software features.

E. The Contractor shall provide documentation diagraming the hardware and software layout and integration.

1.16 HARDWARE AND SOFTWARE MAINTENANCE & SUPPORT

A. The Contractor shall provide Maintenance and Support for all components (hardware and software) of the proposed system for the life of the contract.

B. Maintenance & Support must include at minimum the following:

1. Annual system and preventative maintenance

2. Technical Support

3. Warranty

4. Repair Service

C. The Contractor shall provide Maintenance & Support services during the State’s normal business hours 8:00AM to 5:00PM, Monday through Friday, excluding State holidays (https://www.sos.arkansas.gov/news/state-holiday-calendar/)

D. The Contractor shall provide telephone support via a toll-free number 8:00AM to 5:00PM, Monday through Friday, excluding State Holidays.

E. The Contractor’s telephone support staff shall be technically knowledgeable and able to provide assistance to State staff.

F. The Contractor shall respond to any non-emergency reported defects with hardware, software and/or configuration to the State, within four (4) business hours of its being reported. Response shall mean that the Contractor has acknowledged the ticket and a technician is actively working on the issue.

G. The Contractor shall provide a toll-free number for 24/7/365 Emergency Support.

H. The Contractor shall respond to any non-emergency reported defects with hardware, software and/or configuration to the State, within two (2) hours of its being reported. Response shall mean that the Contractor has acknowledged the ticket and a technician is actively working on the issue.

I. After Hours Emergency Support must be provided on an "as needed" basis. Prospective Contractor should provide an hourly bill rate for After Hours Emergency Support on the Revised Official Bid Price Sheet.

J. All maintenance and repairs of the proposed system and Contractor provided hardware, equipment, and peripherals shall be provided at no additional cost to the State.

1.17 DELIVERY: FOB DESTINATION

Arkansas Division of Emergency Management Camp J.T. Robinson Building 9501 North Little Rock, AR 72199

A. 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.

B. 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.

C. 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. Attachment A: 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.

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 March 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 on an all or none basis.

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

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

c. Completed Pricing Response. Official Bid Price Sheet attached to solicitation posting. Pricing must be proposed in U.S. dollars and cents.

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

e. Exceptions Form.

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.

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.

image1.jpeg