IFB Solicitation Package - MPCTC Commission Conference Room Audio Visual.pdf

MPCTC Commission Conference Room A/V Solicitation #: BPM057969 / Q00P7600264 IFB Document

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STATE OF MARYLAND

DEPARTMENT OF PUBLIC SAFETY AND CORRECTIONAL

SERVICES

(DPSCS)

INVITATION FOR BIDS (IFB)

MPCTC COMMISSION CONFERENCE ROOM A/V

IFB NUMBER BPM057969 / Q00P7600264

ISSUE DATE: SEPTEMBER 14, 2026

A Prospective Bidder that has received this document from a source other than eMarylandMarketplace Advantage (eMMA) https://procurement.maryland.gov should register on eMMA https://emma.maryland.gov/

NOTICE TO BIDDERS

SMALL BUSINESS RESERVE PROCUREMENT

This is a Small Business Reserve Procurement for which the award will be limited to certified small businesses. Only businesses that meet the statutory requirements set forth in State Finance and Procurement Article, §§14-501—14-505, Annotated Code of Maryland, and that are certified by the Department of Social and Economic Mobility’s (DoSEM) Office of Small, Minority & Women Business Affairs (OSBA) Small Business Reserve Program are eligible for award of a contract. Before awarding a contract under a procurement designated as a small business reserve procurement, the Procurement Officer shall verify that the apparent awardee is certified by the OSBA as a certified small business through eMMA. However, if small businesses do not show interest in this solicitation, the Procurement Officer has the right to remove the SBR designation via an Amendment on eMMA.

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION.

https://procurement.maryland.gov/ https://emma.maryland.gov/ https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx

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KEY INFORMATION SUMMARY SHEET (KISS)

Invitation for Bids IT Contract - MPCTC Commission Conference Room A/V

Solicitation Number:

BPM057969 / Q00P7600264

IFB Issue Date: September 14, 2026

IFB Issuing Office:

DEPARTMENT OF PUBLIC SAFETY AND CORRECTIONAL

SERVICES (“DPSCS” or the "Department")

Procurement Officer:

Brandy Rabon 6776 Reisterstown Road Baltimore, MD 21215

Email:

Phone Number:

brandy.rabon@maryland.gov

443-469-6319

Bids are to be sent to:

Submit on emma.maryland.gov under Solicitation Number BPM057969 / Q00P7600264. To submit a bid, bidders must first register on emma.maryland.gov. We recommend registering in advance to become acquainted with the site.

No Bid Notice Feedback Form

If you are not submitting a bid for this solicitation, submit Attachment 1 with your reasons why.

Pre-Bid Meeting: September 22, 2026 @ 9am Local Time Email the Procurement Officer to request an invite.

Brandy.rabon@maryland.gov See Section 4.3 for additional details.

See Attachment 2 to RSVP by September 21, 2026 @ 125m Local Time.

Scheduled Site Visit

September 25, 2026 @ 11:00 am Local Time Site Visit Location:

Maryland Police and Correctional Training Center 6852 4th St Sykesville, MD 21784 mailto:Brandy.rabon@maryland.gov

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To attend the site visit please contact the Procurement Officer via Email no later than September 23, 2026 @ 3pm Local Time.

Questions Due Date and Time:

October 2, 2026 @ 2pm Local Time

Bid Due (Closing) Date and Time:

October 9, 2026 @ 2pm Local Time Bidders are reminded that a completed Feedback Form is requested if a no-bid decision is made (see Attachment 1 - No Bid Notice/Vendor Feedback Form).

Public Bid Opening Date, Time, and Location

September 14, 2026 Department of Public Safety and Correctional Services Email Procurement Officer to RSVP for Pre-bid meeting and/or Site Visit, brandy.rabon@maryland.gov.

MBE

Subcontracting Goal:

An overall Minority Business Enterprise (MBE) subcontract participation goal of 22 percent of the total contract dollar amount has been established for this procurement. The overall MBE subcontract participation goal includes the following subgoals, which have been established for this procurement:

__10___% for African-American MBEs;

_____% for Asian-American MBEs;

_____% for Hispanic-American MBEs; and

__10___% for Woman-Owned MBEs.

Refer to Exhibit 1 for information on how goal setting was determined.

Also, refer to Appendix 4 for information about the MBE program and goals.

VSBE

Subcontracting Goal:

N/A

Procurement Method:

A Contract will be awarded in accordance with the Competitive Sealed Bidding method under COMAR 21.05.02.

mailto:brandy.rabon@maryland.gov

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Multiple or Alternate Bids:

Multiple or alternate Bids will not be accepted.

Contract Type: Firm Fixed Price

Contract Duration:

The Contract shall begin upon the effective date specified in the Notice to Proceed and shall continue through completion and Final Acceptance of the A/V system, within the first three (3) months, followed by thirty-six (36) months of warranty, maintenance, and support services.

Primary Place of Performance:

Maryland Police and Correctional Training Center 6852 4th St Sykesville, MD 21784

SBR Designation: Yes

Federal Funding: No

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Table of Contents - IFB

1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.2 Background and Purpose

2.3 Contractor Responsibilities and Tasks

2.4 Supplemental Category of Work Requirements and Responsibilities

3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

3.2 End of Contract Transition

3.3 Invoicing

3.4 Liquidated Damages

3.5 Work Orders

3.6 Payments by Electronic Funds Transfer

3.7 Prompt Payment Policy

3.8 Federal Funding Acknowledgement

3.9 Conflict of Interest Affidavit and Disclosure

3.10 Non-Disclosure Agreement

3.11 Maryland Healthy Working Families Act Requirements

3.12 The State of Maryland’s Commitment to Purchasing Environmentally Preferred Products and Services (EPPs)

3.13 Insurance Requirements

4 Bid Submission Information and Instructions

4.1 eMaryland Marketplace Advantage (eMMA)

4.2 Electronic Means

4.3 Pre-Bid Conference

4.4 Questions

4.5 Bid Due (Closing) Date and Time

4.6 Receipt, Opening and Recording of Bids

4.7 Duration of Bids

4.8 Revisions to the IFB

4.9 Cancellations

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4.10 Incurred Expenses

4.11 Protest/Disputes

4.12 Bidder Responsibilities

4.13 Acceptance of Terms and Conditions

4.14 Compliance with Laws/Arrearages

4.15 Verification of Registration and Tax Payment

4.16 False Statements

4.17 Confidentiality of Bids / Public Information Act Notice

4.18 Use of Bidder’s Form Not Binding on State

4.19 Attachments and Documents Required with the Bid (Table A)

4.20 Bid Delivery Instructions

4.21 Bid Evaluation Criteria and Award Basis

4.22 Tie Bids

4.23 Reciprocal Preference

4.24 Documents Required upon Notice of Recommendation for Contract Award (Table B)

5 IFB Appendices and Exhibits

5.1 Appendices (Table C)

5.2 Exhibits (Table D)

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1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

The Bidder must document in its Bid that it satisfies the following Minimum Qualifications:

A. The Bidder shall have a minimum of three (3) years of experience providing installation, integration, configuration, programming, testing, maintenance, and/or repair services for commercial audio/visual (A/V) systems of similar size, scope, and complexity in institutional, commercial, or governmental facilities. The Bidder shall provide sufficient information in its Bid to demonstrate compliance with this requirement, including a description of relevant experience and the approximate dates the services were performed and references.

B. The Bidder shall provide with its Bid "Attachment L Reference Checks" with one or more references filled out.

1.1.1 Failure to Meet Minimum Qualifications

A Bidder that fails to demonstrate that it meets all Minimum Qualifications identified in Section 1.1 may be determined not responsible and its Bid may be rejected.

The State may request clarification or additional documentation regarding information submitted to demonstrate compliance with the Minimum Qualifications, provided that such clarification does not permit the Bidder to cure a material failure to meet a Minimum Qualification as of the Bid Due Date.

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2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.1.1 The Maryland Department of Public Safety and Correctional Services (DPSCS) issues this Invitation for Bids (IFB) to procure a complete turnkey Audio/Visual (A/V) system for the newly constructed MPCTC Commission Conference Room located at 6852 4th St., Sykesville, MD 21784. The work includes commercial-grade hardware, installation, integration, programming, testing, training, documentation, and thirty-six (36) months of warranty, maintenance, and support following Final Acceptance.

2.1.2 This is a single award IFB. See IFB Section 4.21 Bid Evaluation Criteria and Award Basis for more Contract award information.

A Contract award does not ensure a Contractor will receive all or any State business under the Contract.

2.2 Background and Purpose

The purpose of this solicitation is to provide a fully integrated, turnkey solution capable of immediate operational use upon acceptance for the Commission members' newly constructed MPCTC conference room. This room requires several A/V integrations to effectively facilitate meetings and to keep accurate records of Commission proceedings. This upgrade will also expand public access to open portions of meetings and increase security in closed sessions.

2.2.1 State Staff and Roles

In addition to the Procurement Officer, the State will provide oversight and coordination through a Contract Monitor.

A. Contract Monitor:

The Contract Monitor is responsible for overall coordination of project activities at the facility level, including scheduling, access coordination, and communication with institutional staff.

B. The Contract Monitor will provide the following:

Coordination with facility maintenance and security staff to support contractor access.

Review and approve work scheduling within established facility hours. Primary point of contact for technical coordination related to system operations and site condition.

2.2.2 Other State Responsibilities

A. The State will provide normal office working facilities reasonably necessary for Contractor performance under the Contract.

2.3 Contractor Responsibilities and Tasks

The Contractor shall provide all commercial-grade equipment, materials, labor, installation, integration, programming, configuration, testing, training, documentation, warranty, and support

IFB for Department of Public Safety and Correctional Services Page 9 of 44 services required to provide the complete and fully operational Audio/Visual (A/V) system described in this Scope of Work.

A. Payments will be made in accordance with the State’s Standard Terms and Conditions and the invoicing procedures outlined in Section 3 of this solicitation. The Contract shall be firm fixed-price.

B. The Contractor and all Contractor personnel shall comply with all DPSCS and PCTC security, safety, and facility access requirements, as detailed in the Standard Contract Terms and Conditions and applicable institutional policies.

C. When performance of the Contract requires electrical work for which a Maryland-licensed Master Electrician is required, the Contractor shall ensure that such work is performed or supervised by appropriately licensed personnel in accordance with applicable requirements.

D. Prior to performing electrical work, the Contractor shall provide the Contract Monitor documentation identifying the Master Electrician and verifying the individual's current Maryland license.

E. The Contractor shall coordinate all work activities with the Contract Monitor to minimize disruption to operations and ensure compliance with approved schedules.

F. The Contractor shall maintain a clean and orderly work area throughout performance of the Contract and shall remove and properly dispose of all debris, scrap materials, packaging, and other waste generated by the Contractor. Such materials shall be removed from State property and recycled or disposed of in accordance with applicable laws and regulations.

G. The Contractor shall maintain all insurance coverage required by the State throughout the applicable Contract period.

H. The Contractor shall furnish, deliver, install, configure, program, integrate, test, and commission the equipment and associated components identified in Section 2.3.1 below, or equal equipment meeting the minimum requirements of this Scope of Work.

2.3.1 Hardware, Associated Peripherals, and Software

2.3.1.1 General Requirements

All equipment provided under the Contract shall:

• Be new, unused, and a current production model at the time of delivery;

• Be commercially available and supported by the applicable manufacturer;

• Include all hardware, components, licenses, accessories, mounting hardware, power supplies, adapters, connectors, interconnects, and other items required for complete operation;

• Be interoperable with all other components provided under this Contract and operate as a unified AVoIP system;

• Be supported by the manufacturer for a minimum of five (5) years following the Contract award;

• Include thirty-six (36) months of warranty, maintenance, and support coverage as specified in Section 2.3.2; and

• Meet all other requirements identified in this Scope of Work.

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2.3.1.2 Manufacturer/Model References and “Or Equal” Standard

Any manufacturer or model identified in this Scope of Work is provided solely as a reference for the intended level of functionality, compatibility, performance, and quality. The State does not require the referenced manufacturer or model unless expressly stated otherwise.

Where a manufacturer or model is referenced, an equal product shall:

• Meet or exceed all stated minimum technical and functional requirements;

• Provide equivalent interoperability with the AVoIP, networked audio, control, conferencing, and other systems described in this Scope of Work;

• Not require additional proprietary systems, licenses, infrastructure, or equipment that are not included in the Bid Price;

• Be commercially supported for the required warranty and support periods; and

• Include all components necessary to provide the functionality required by this Scope of

Work.

The Bidder shall submit manufacturer specifications, product data sheets, and other documentation necessary for the State to determine compliance with the stated requirements for any proposed product.

The State shall determine whether proposed equipment meets the minimum requirements of the solicitation based upon the documentation submitted with the Bid.

2.3.1.3 Displays and Mounts

2.3.1.3.1 75” Commercial Displays (Qty: 2)

Each display shall:

• Have a minimum 75-inch diagonal display size;

• Provide minimum 4K UHD resolution (3840 × 2160);

• Provide minimum 400 nits brightness;

• Be rated for a minimum 16 hours per day, seven days per week (16/7) operating duty cycle;

• Include a minimum of two (2) HDMI inputs;

• Support RS-232, IP control capability, or both;

• Be a commercial-grade display designed for professional A/V applications;

• Include a minimum three (3) year commercial warranty; and

• Be VESA mounting compatible.

2.3.1.3.2 65” Commercial Displays (Qty: 2) Each display shall meet the requirements specified in Section 2.3.1.3.1, except that the minimum diagonal display size shall be 65 inches.

2.3.1.3.3 Articulating Mounts (Qty: 2)

Each articulating mount shall:

• Be compatible with the proposed 75-inch display;

• Provide a minimum 45-degree swivel range;

• Provide a minimum 10-degree tilt range;

• Have a rated weight capacity of not less than 125% of the installed display weight;

• Be UL listed or certified to an equivalent nationally recognized safety standard; and

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• Be suitable for installation on the existing drywall wall construction.

2.3.1.3.4 Tilt Mounts (Qty: 2)

Each tilt mount shall:

• Be compatible with the proposed 65-inch display;

• Provide a minimum 10-degree tilt range;

• Have sufficient rated capacity for the installed display; and

• Be UL listed or certified to an equivalent nationally recognized safety standard.

2.3.1.4 Presentation & AVoIP System

2.3.1.4.1 Wireless Presentation System (Qty: 1)

Reference Product: Barco ClickShare CX-50 Gen 2 or equal.

The wireless presentation system shall:

• Support a minimum of two (2) simultaneous presenters;

• Support wireless presentation from Windows, macOS, iOS, and Android devices;

• Support USB-C and HDMI source connectivity through the system or included interfaces/adapters, as applicable;

• Support enterprise network security utilizing WPA2, WPA3, or an equivalent current industry security protocol;

• Support operation within a VLAN environment;

• Provide minimum 4K output resolution;

• Provide presentation latency of 100 milliseconds or less under normal operating conditions; and

• Include an administrative management interface.

2.3.1.4.2 AVoIP Core Controller (Qty: 1)

Reference Product: Extron NAVigator or equal.

The AVoIP core controller shall:

• Support a minimum of twenty (20) AVoIP endpoints;

• Provide centralized system management;

• Provide a web-based configuration and management interface;

• Support multicast A/V distribution; and

• Support the encoders, decoders, displays, control system, and related devices provided under this Contract.

2.3.1.4.3 AVoIP Decoders (Qty: 5)

Reference Product: Extron NAV SD 121 or equal.

Each decoder shall:

• Support 4K60 video;

• Provide video latency of no more than one (1) frame;

• Support applicable HDCP standards;

• Provide audio de-embedding;

• Support PoE or include all required external power equipment; and

• Support multicast distribution.

2.3.1.4.4 AVoIP Encoders (Qty: 4)

Reference Product: Extron NAV E 121 or equal.

Each encoder shall:

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• Support 4K60 video input;

• Include HDMI input capability;

• Support audio embedding;

• Provide video latency of no more than one (1) frame; and

• Support applicable HDCP standards.

2.3.1.4.5 AVoIP System Requirements

All AVoIP components shall:

• Provide visually lossless or equivalent video compression;

• Support multicast distribution;

• Support simultaneous routing to multiple endpoints;

• Operate over the proposed 1 Gb network infrastructure; and

• Operate as one integrated AVoIP system.

2.3.1.5 Control System

2.3.1.5.1 Control Processor (Qty: 1)

The Contractor shall provide a centralized A/V control processor or functionally equivalent embedded control solution capable of controlling, at minimum:

• Displays;

• Cameras;

• AVoIP routing and switching;

• Audio DSP;

• Lobby/open-session/closed-session functionality; and

• Other controllable A/V equipment provided under this Contract.

The control system shall support network-based control and centralized management.

2.3.1.5.2 Touchscreen Control Panels (Qty: 2)

Reference Product: Extron TouchLink 7-inch or equal.

Each touchscreen control panel shall:

• Have a minimum 7-inch diagonal touchscreen;

• Be PoE powered or include all power equipment required for operation;

• Be fully compatible with the proposed control system; and

• Support a custom graphical user interface programmed for the system functions specified in this Scope of Work.

2.3.1.5.3 Hardware Video Switcher (Qty: 1)

Reference Product: Blackmagic ATEM or equal.

The hardware video switcher shall:

• Include a minimum of four (4) HDMI inputs;

• Include a minimum of one (1) program output;

• Support live source switching;

• Provide minimum 1080p output resolution;

• Support the recording and livestreaming workflow specified in this Scope of Work; and

• Include all hardware, interfaces, converters, or adapters required to integrate with the proposed AVoIP system.

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2.3.1.6 Camera System

2.3.1.6.1 PTZ Cameras (Qty: 2)

Reference Product: AVer TR315 or equal.

Each PTZ camera shall:

• Provide minimum 4K resolution;

• Provide minimum 10x optical zoom;

• Provide automatic subject tracking;

• Provide HDMI and 3G-SDI outputs, or equivalent interfaces providing the required system functionality;

• Support IP-based control; and

• Support programmable camera presets.

2.3.1.6.2 PTZ Ceiling Mounts (Qty: 2)

Each camera mount shall:

• Be compatible with the proposed PTZ camera;

• Securely support the installed camera;

• Provide appropriate cable management; and

• Be suitable for installation in the existing ceiling construction, which consists of a combination of suspended ceiling tile and drywall.

The anticipated camera mounting height is approximately eight (8) feet.

2.3.1.6.3 PTZ Controller (Qty: 1)

The PTZ controller shall:

• Provide joystick-based camera control;

• Control a minimum of two (2) PTZ cameras;

• Support camera preset recall; and

• Be compatible with the cameras provided under this Contract.

2.3.1.7 Audio System - Networked Audio

2.3.1.7.1 Low-Profile Soundbar/Loudspeaker Units (Qty: 4)

The Contractor shall provide four (4) low-profile soundbar or equivalent loudspeaker units.

Each unit shall:

• Support Dante or an equivalent networked-audio protocol compatible with the proposed system;

• Be PoE powered or include all required power equipment;

• Include integrated amplification; and

• Be suitable for the room coverage requirements identified below.

The audio system shall be designed to provide intelligible and substantially uniform program audio throughout the occupied areas.

Approximate areas are:

• Lobby: greater than 900 square feet; and

• Main room: greater than 1,200 square feet.

The system shall provide a target sound pressure level of approximately 60-70 dB SPL at the farthest occupied listener position, anticipated to be approximately twenty-five (25) feet from the nearest audio source.

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2.3.1.7.2 Digital Signal Processor (Qty: 1)

Reference Product: Biamp TesiraFORTE or equal.

The Digital Signal Processor (DSP) shall:

• Support a minimum of eight (8) input and eight (8) output audio channels, or provide equivalent processing capacity sufficient for the complete proposed system;

• Support Dante or an equivalent networked-audio protocol;

• Provide Acoustic Echo Cancellation (AEC);

• Provide programmable digital signal processing; and

• Support programmable preset recall.

2.3.1.8 Conference / Discussion / Voting System

2.3.1.8.1 Wireless Discussion Units with Voting Capability (Qty: 20)

Each unit shall:

• Operate wirelessly;

• Include an integrated microphone and speaker;

• Support electronic voting with, at minimum, Yes, No, and Abstain selections;

• Support export of both individual voting records and aggregate voting results;

• Utilize encrypted wireless communications between each discussion unit and the conference system access point or controller using AES-128 or stronger encryption, or an equivalent current industry-standard encryption mechanism;

• Protect transmitted audio, voting information, meeting-control information, and device-control communications against unauthorized interception or modification;

• Authenticate wireless discussion units to the conference system prior to permitting participation in a meeting or submission of a vote; and

• Prevent acceptance of voting commands or voting results from unauthorized or unauthenticated devices.

• Provide a minimum eight (8) hours of battery operation under normal use; and

• Be fully interoperable with all other discussion system components provided under this

Contract.

All software licenses required to provide voting functionality for twenty (20) units shall be included in the Bid Price and shall remain usable by the State after expiration of the thirty-six

(36) month maintenance and support period.

Voting and meeting-management licenses required for continued operation of the installed system shall be perpetual or otherwise remain valid and usable by the State without additional recurring license fees after expiration of the thirty-six (36) month maintenance and support period. Support or update subscriptions may be limited to the thirty-six (36) month period only if their expiration does not disable or materially reduce the voting or meeting-management functionality accepted by the State.

2.3.1.8.2 Wireless Discussion Units Without Voting (Qty: 5)

Each unit shall:

• Operate wirelessly;

• Provide the same discussion/microphone functionality as the units specified in Section

2.3.1.8.1, except voting functionality is not required;

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• Utilize encrypted wireless communications between each discussion unit and the conference system access point or controller using AES-128 or stronger encryption, or an equivalent current industry-standard encryption mechanism; and

• Authenticate wireless discussion units to the conference system prior to permitting participation in a meeting.

• Be fully interoperable with the twenty (20) voting units; and

• Be capable of use for podium presentations, guest speakers, and administrative functions.

2.3.1.8.3 Discussion System Wireless Access Point / Controller (Qty: 1) The access point/controller shall:

• Support a minimum of twenty-five (25) wireless discussion units simultaneously;

• Support Dante or an equivalent networked-audio protocol compatible with the proposed system;

• Provide secure encrypted wireless communication; and

• Provide all functionality required to manage the discussion units and integrate them with the overall A/V system.

2.3.1.8.4 Audio Recording Engine (Qty: 1)

The audio recording engine shall:

• Support multi-channel audio recording;

• Export recordings to commonly used, non-proprietary audio file formats;

• Support Dante or an equivalent networked-audio protocol;

• Include a minimum of 8 GB internal storage; and

• Support internal or external expansion to a minimum total storage capacity of 500 GB.

2.3.1.8.5 Gooseneck Microphones (Qty: 25)

Each microphone shall:

• Be compatible with the proposed discussion units;

• Provide a cardioid or functionally equivalent directional pickup pattern;

• Include an integrated mute or microphone activation control; and

• Include an LED or equivalent visual status indicator.

2.3.1.8.6 Charging Stations (Qty: 3)

The charging stations shall:

• Be compatible with the proposed wireless discussion units;

• Support simultaneous charging of multiple units; and

• Collectively provide sufficient capacity to charge all twenty-five (25) wireless discussion units without requiring the State to purchase additional charging equipment.

2.3.1.9 Infrastructure

2.3.1.9.1 A/V Equipment Rack (Qty: 1)

The equipment rack shall:

• Be appropriately sized for all rack-mounted equipment provided under this Contract;

• Include a minimum of four (4) rack units (RU) of unused capacity after installation;

• Be lockable;

• Provide adequate ventilation for installed equipment; and

• Include all shelves, rails, cable management, blank panels, mounting hardware, and accessories necessary for a complete installation.

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2.3.1.9.2 Managed Network Switch (Qty: 1)

Reference Product: Netgear AV managed switch or equal.

The managed network switch shall:

• Include a minimum of twenty-four (24) PoE+ ports;

• Include a minimum of one (1) 10 Gb uplink;

• Support VLAN configuration;

• Support Quality of Service (QoS);

• Support IGMP snooping and other multicast functionality necessary for the proposed

AVoIP system;

• Support Dante or the equivalent networked-audio solution proposed by the Contractor;

and

• Provide a minimum PoE power budget of 500 watts.

2.3.1.9.3 Control Room Monitors (Qty: 2)

Each monitor shall:

• Have a diagonal screen size between 24 and 27 inches;

• Provide minimum 2560 × 1440 resolution; and

• Include HDMI and DisplayPort connectivity or equivalent connectivity necessary for the proposed system.

2.3.1.10 Power and Electrical Requirements

The Contractor shall:

• Provide all power supplies, adapters, PoE injectors, converters, and other power equipment required for complete system operation;

• Provide surge protection and/or power conditioning appropriate for all rack-mounted equipment;

• Provide rack-mounted power distribution units (PDUs);

• Ensure that the managed network switch and/or included injectors provide sufficient PoE capacity for all PoE-powered equipment;

• Provide all required system cabling and interconnects, including Cat6A or better network cabling, HDMI cabling, patch cables, connectors, adapters, and equivalent cabling required by the proposed solution; and

• Provide an Uninterruptible Power Supply (UPS) with a minimum rated capacity of 2000 VA and sufficient battery capacity to support the completed system for a minimum of three (3) minutes at full system load and twenty (20) minutes at fifty percent (50%) system load.

2.3.2 Warranty, Maintenance, and Support Services - 36 Months

The Bidder shall provide a firm fixed price for the complete turnkey A/V system and separate firm fixed annual prices for Maintenance and Support Services for each of the three (3) twelve-month service years. All required price line items are mandatory and shall be included in the Total Evaluated Bid Price in accordance with Section 4.21.

The thirty-six (36) month warranty, maintenance, and support period shall commence upon Final Acceptance of the completed A/V system by the State and shall consist of three consecutive twelve-month service years.

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The turnkey A/V system price shall include all equipment, software, permanent operational licenses, delivery, installation, integration, programming, testing, commissioning, training, documentation, and the full thirty-six (36) months of equipment warranty coverage required by Section 2.3.2.1. The separate annual Maintenance and Support Services prices shall include all labor, supervision, travel, technical support, software and firmware support, troubleshooting, programming, configuration, testing, and other services required for the applicable service year.

Except for the firm fixed prices identified in the Price Form, no additional charge shall be made to the State for services required by Section 2.3.2.

2.3.2.1 Equipment Warranty

The Contractor shall provide a minimum of thirty-six (36) months of warranty coverage for all equipment furnished under the Contract. The cost of this warranty coverage shall be included in the firm fixed price for the complete turnkey A/V system.

The required coverage may consist of the manufacturer's standard warranty, an extended manufacturer warranty, Contractor-provided coverage, or a combination thereof, provided that there is no gap in coverage during the thirty-six (36) month period.

Warranty coverage shall include, at minimum:

• Repair or replacement of defective equipment and components;

• Manufacturer-authorized or manufacturer-certified repair services, when applicable;

• Technical support; and

• All labor required to remove, repair, replace, reinstall, configure, and test covered equipment.

The Contractor shall coordinate all warranty claims and manufacturer support on behalf of the State.

The Bidder shall identify in its Bid:

• The warranty applicable to each major equipment item;

• The warranty provider;

• The duration of manufacturer-provided coverage; and

• Any exclusions or limitations.

2.3.2.2 Software and Manufacturer Support

The Contractor shall provide all manufacturer, software, firmware, licensing, and technical support required to maintain full system functionality throughout the thirty-six (36) month coverage period. Costs for support and update subscriptions applicable to a service year shall be included in the firm fixed annual Maintenance and Support Services price for that service year.

Support shall include, at minimum:

• Software and firmware updates;

• Technical support;

• System diagnostics and troubleshooting;

• Support for the discussion/voting and meeting-management system;

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• Support for AVoIP, networked audio, control, DSP, camera, recording, and livestreaming components; and

• Maintenance of all licenses required for continued operation of the system.

All licenses necessary for the State to operate the system's core functionality, including voting, meeting management, A/V control, routing, recording, and other installed functions, shall be perpetual or otherwise remain valid and usable by the State after expiration of the thirty-six

(36) month maintenance and support period without additional recurring license fees. Support, update, or subscription services may expire at the end of the thirty-six (36) month period only if expiration does not disable or materially reduce the functionality of the system as accepted by the State. All support, update, and subscription costs required during the thirty-six (36) month period shall be included in the applicable firm fixed annual Maintenance and Support Services prices.

2.3.2.3 Maintenance and Support Services

During each of the three (3) twelve-month service years, the Contractor shall provide maintenance and support for the complete A/V system for the firm fixed annual price stated for that service year in the Price Form.

Maintenance and support shall include, at minimum:

• Troubleshooting and diagnosis of system problems;

• Remote technical support;

• Remote technical support requiring access to State systems or devices shall be performed in accordance with Section 2.3.3.3.1;

• On-site technical support when an issue cannot reasonably be resolved remotely;

• Corrective maintenance and repair;

• Control system programming and configuration support;

• DSP programming and configuration support;

• AVoIP and networked-audio troubleshooting;

• Camera system troubleshooting;

• Discussion/voting system troubleshooting;

• Recording and livestreaming system troubleshooting;

• Testing following repair or maintenance activities; and

• Coordination with equipment manufacturers and other support providers as necessary to resolve system problems.

All labor, supervision, travel, administrative costs, programming, configuration, testing, manufacturer or software support subscriptions, and other services required to perform maintenance and support during a service year shall be included in the firm fixed annual Maintenance and Support Services price for that service year.

2.3.2.4 Replacement Parts and Equipment

Parts or equipment that fail during an applicable manufacturer warranty period shall be repaired or replaced in accordance with the warranty at no additional cost to the State.

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If manufacturer warranty coverage for an item expires before the end of the required thirty-six

(36) month coverage period, the Contractor shall remain responsible for providing equivalent repair or replacement coverage through the end of the thirty-six (36) month period at no additional cost to the State.

Replacement equipment shall be the same manufacturer and model as the equipment being replaced or an equal or better replacement that is fully compatible with the installed system.

2.3.2.5 Service Level Requirements

The Contractor shall:

• Provide a method for the State to submit service requests during normal business hours;

• Acknowledge a service request within four (4) business hours after receipt;

• Begin remote diagnosis and troubleshooting within one (1) Business Day after receipt;

• Provide on-site support when an issue cannot reasonably be resolved remotely; and

• Maintain an escalation process for unresolved or recurring system issues.

The Contractor shall provide current support contact information to the Contract Monitor upon Final Acceptance and whenever the information changes.

2.3.2.6 Maintenance Records

For each service request, the Contractor shall document:

• The date and time the service request was received;

• The reported issue;

• Diagnostic and troubleshooting activities performed;

• Corrective action taken;

• Equipment or parts repaired or replaced;

• The date the issue was resolved; and

• Any recommended follow-up action.

The Contractor shall provide the service documentation to the Contract Monitor upon completion of the service request.

2.3.2.7 Coverage and Annual Service Periods

The thirty-six (36) month warranty, maintenance, and support period shall begin on the date of Final Acceptance of the complete A/V system by the State. Service Year 1 shall run from Final Acceptance through the end of the first twelve (12) months; Service Year 2 shall run for the next twelve (12) months; and Service Year 3 shall run for the final twelve (12) months.

Partial installation, delivery of equipment, beneficial use of individual components, or manufacturer warranty commencement dates shall not reduce the Contractor's obligation to provide the State with the full thirty-six (36) months of coverage required by this subsection.

2.3.3 Installation, Integration, and Commissioning

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2.3.3.1 General Requirements

The Contractor shall provide all labor, materials, equipment, cabling, programming, configuration, integration, coordination, testing, and other services required to deliver a complete and fully functional Audio/Visual (A/V) system.

The completed system shall support:

• In-person meetings;

• Hybrid meetings utilizing State-approved virtual meeting platforms, including Google

Meet or equivalent platforms;

• Presentations from multiple source types;

• Audio and video recording;

• Livestreaming;

• Electronic voting and meeting management; and

• Public/open-session and closed-session operations.

The Contractor shall deliver the system as a turnkey solution that is fully operational upon completion and acceptance by the State.

The Contractor shall complete all installation, integration, programming, testing, training, documentation, and other work necessary to achieve Final Acceptance within sixty (60) calendar days after the date specified in the Notice to Proceed.

2.3.3.2 System Functional Requirements

2.3.3.2.1 Conference Room

The system shall:

• Display presented content so it is clearly visible from all normal seating positions;

• Accept content from user-provided devices;

• Accept content from fixed podium connections;

• Accept internal system sources, including cameras and virtual-meeting sources;

• Utilize the AVoIP architecture specified in this Scope of Work for video routing and distribution;

• Provide simple user controls within the conference room; and

• Provide advanced system controls within the control room.

2.3.3.2.2 Display and Presentation System

The system shall:

• Utilize AVoIP for video transport and routing;

• Provide basic room controls through a control panel installed at either the front pillar near the entryway or within the presentation podium, as directed by the State during installation; and

• Provide advanced system controls within the designated control room.

2.3.3.2.3 Camera System

The system shall:

• Capture meeting participants and the presentation/podium area;

• Provide camera coverage of the full commissioner table and presentation podium;

• Support automatic subject tracking;

• Support manual camera control;

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• Provide camera feeds for room displays, recording, virtual meetings, and livestreaming;

and

• Permit an authorized user to route a camera feed to any display included in the completed system.

2.3.3.2.4 Audio System

The system shall:

• Provide audio for presented content and virtual meetings;

• Provide clear and intelligible speech reinforcement;

• Support multimedia playback;

• Utilize DSP functionality for acoustic echo cancellation, noise reduction, and feedback management; and

• Operate using Dante or an equivalent interoperable networked-audio architecture.

2.3.3.2.5 Delegate / Discussion / Voting System

The system shall:

• Support microphone use by commission members, presenters, guests, and authorized staff;

• Include twenty (20) wireless discussion units with voting functionality for commission members;

• Include five (5) wireless discussion units without voting functionality for podium presentations, guest speakers, and administrative use;

• Support simultaneous operation of all twenty-five (25) wireless units;

• Provide electronic voting and meeting-management functionality;

• Record and export individual and aggregate voting results;

• Integrate discussion-system audio with the recording, room audio, virtual-meeting, and livestreaming systems;

• Provide an integrated audio engine/controller appropriate for the proposed discussion system; and

• Include meeting-management software capable of managing voting, meeting agendas, speaking rules, participant controls, and related meeting automation functions.

2.3.3.2.6 Lobby / Overflow Area

The system shall allow the lobby area to:

• Provide overflow viewing of public meeting content;

• Operate as an independently controlled A/V zone;

• Permit immediate termination or replacement of conference-room audio and video content during closed sessions;

• Utilize two (2) 65-inch wall-mounted displays, each connected to the AVoIP system; and

• Provide low-profile sound reinforcement appropriate for the lobby area.

2.3.3.2.7 Closed Session Controls

The system shall:

• Provide authorized users complete control over lobby audio and video feeds;

• Treat the lobby as an independently controllable audio and video zone;

• Provide a single-step control function allowing an authorized user to place the lobby in an

“Open” or “Closed” operating mode; and

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• When “Closed” mode is activated, immediately discontinue public distribution of meeting-room audio and video to the lobby and provide the State-approved closed-session display condition.

2.3.3.2.8 Control Room

The Contractor shall install in the designated control room:

• The A/V equipment rack;

• Managed network switches and associated networking equipment;

• Hardware and system components required to support centralized operation of the A/V system; and

• Interfaces required to integrate with the State-provided workstation.

The State will provide the control-room workstation.

2.3.3.2.9 Livestreaming

The system shall:

• Support Open Broadcaster Software (OBS) or other State-approved equivalent livestreaming software installed on the State-provided control-room workstation;

• Provide required video sources to the control-room workstation through the AVoIP system and associated interfaces;

• Route required program video through the hardware video switcher;

• Provide required program audio to the livestreaming workstation;

• Utilize the two (2) control-room monitors to support operation and monitoring of the livestream; and

• Include all hardware interfaces, adapters, drivers, and configuration required for integration with the State-provided workstation.

2.3.3.2.10 Power

The Contractor shall:

• Provide all required power supplies, adapters, converters, and injectors;

• Provide surge protection and/or power conditioning appropriate for the installed system;

• Provide rack-mounted power distribution units;

• Provide a UPS with a minimum rating of 2000 VA and sufficient battery capacity to operate the completed system for a minimum of three (3) minutes at full system load and twenty (20) minutes at fifty percent (50%) system load; and

• Configure power distribution so that loss of utility power does not result in uncontrolled shutdown of protected system components during the required UPS runtime.

2.3.3.3 Network Architecture

The system shall:

• Utilize logically segmented networks or VLANs for AVoIP and networked audio traffic, as required for reliable system performance;

• Support multicast, QoS, IGMP, and other network configuration necessary for the proposed A/V solution;

• Prevent unnecessary convergence or broadcast of A/V traffic outside the designated A/V network segments; and

• Coordinate all network addressing, VLAN configuration, security configuration, and network connectivity requirements with State IT prior to implementation.

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2.3.3.3.1 Secure Communications

Network-connected A/V components shall utilize secure communication protocols for administrative, management, authentication, and control functions when supported by the equipment. Unencrypted administrative protocols shall be disabled when a secure alternative is available. Web-based administrative interfaces shall utilize HTTPS or an equivalent secure protocol.

Wireless transmission of meeting audio, voting information, or meeting-control information shall be encrypted in transit.

Wired A/V media networks shall be logically segmented from unrelated State network traffic and configured to prevent unauthorized access to A/V media, control, and voting traffic.

2.3.3.3.2 Remote Access

The Contractor shall not remotely access any State network, workstation, system, or device without prior authorization from the State.

Any authorized remote access shall:

• Utilize a State-approved remote access method;

• Be limited to the systems and devices necessary to perform the authorized support activity;

• Be limited to the duration necessary to complete the authorized activity;

• Comply with applicable State information security requirements; and

• Be terminated upon completion of the authorized activity.

The Contractor shall not establish or maintain persistent, unattended, or continuously available remote access to State systems or devices unless expressly authorized in writing by the State.

The Contractor shall not store State credentials, system configuration data, meeting records, voting records, recordings, or other State data on Contractor-owned systems or third-party services unless expressly authorized in writing by the State.

2.3.3.4 Centralized Management

The system shall:

• Be centrally manageable from the State-provided control-room workstation or authorized

State network device;

• Permit authorized personnel to perform configuration, monitoring, troubleshooting, and firmware/software management;

• Provide secure administrative access; and

• Not require routine physical access to individual installed devices for normal system management.

2.3.3.5 Installation

The Contractor shall:

• Furnish and install all cabling, connectors, hardware, mounting devices, and equipment necessary for the completed system;

• Utilize minimum Cat6A network cabling where required for installed network cable runs unless a higher standard is required by the proposed equipment;

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• Utilize purple-jacketed network cabling for permanent cable runs through walls and overhead spaces unless another cable-jacket color is approved by the State prior to installation;

• Conceal cabling where reasonably feasible;

• Provide appropriate raceways, supports, cable management, and penetration protection where required;

• Label all cables at both ends;

• Label installed equipment and rack components;

• Restore surfaces disturbed during installation to a condition reasonably consistent with the surrounding finished surface; and

• Perform all work in accordance with applicable electrical, building, fire, life-safety, and installation codes and standards.

2.3.3.6 Integration

The Contractor shall:

• Integrate all equipment, software, controls, networks, audio, video, cameras, voting, recording, and livestreaming functions into a cohesive system;

• Configure all equipment necessary for the required functionality;

• Ensure interoperability among all components provided under the Contract;

• Resolve interface or compatibility issues among equipment provided by the Contractor at no additional cost to the State; and

• Coordinate integration with State-provided equipment and network resources.

2.3.3.7 Testing and Commissioning

Prior to requesting final acceptance, the Contractor shall:

• Test each individual system component;

• Test all end-to-end system functions;

• Verify audio, video, control, camera, discussion/voting, recording, livestreaming, lobby zoning, and open/closed-session functionality;

• Verify network and AVoIP performance;

• Verify UPS operation;

• Verify all programmed controls and presets;

• Correct deficiencies identified during testing;

• Demonstrate all required system functions to the Contract Monitor; and

• Provide the State with final commissioning/test results.

The State will not accept the system until all material deficiencies identified during testing and the final walkthrough have been corrected.

2.3.3.8 Training

The Contractor shall provide at least one (1) on-site training session during normal business hours for the Contract Monitor and other State personnel designated by the Contract Monitor.

Training shall include:

• Normal system operation;

• Room and control-room controls;

• Camera operation and presets;

• Discussion and voting system operation;

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• Open-session and closed-session operation;

• Recording and livestreaming functions;

• Basic system administration, as applicable; and

• Basic troubleshooting and support-request procedures.

2.3.3.9 Documentation

Prior to final acceptance, the Contractor shall provide the State with electronic copies of:

• Final as-built system diagrams;

• Network and signal-flow diagrams;

• Equipment inventory including manufacturer, model, and serial number;

• Cable schedules and labeling documentation;

• System configuration documentation;

• Operating instructions and user documentation;

• Administrative instructions, as applicable;

• Warranty documentation;

• Support contact…