ITB Event 563 Administrative Document.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR

INFORMATION TECHNOLOGY SERVICES (ITS)

Invitation to Bid (ITB) Event 563

CONFERENCE ROOM EQUIPMENT

WITH DESIGN AND INSTALLATION SERVICES

TABLE OF CONTENTS

ITB Administrative Information

ITB Lead:

Thayne Pearson, Purchasing Officer Division of Purchasing 650 W State Street, Rm 100 Boise, ID 83720 Thayne.Pearson@adm.idaho.gov 208-332-1605

IPRO Powered by LUMA

PURPOSE

The Idaho Division of Purchasing (DOP) on behalf of Information Technology Services (ITS) is requesting bids for conference room equipment with design and installation services. Bids must meet or exceed the specifications in this invitation to bid to be considered for award. Expand solutions to include room systems Cisco and Crestron.

Definitions SWITCHERS: A device/cable or software that allows you to switch between multiple cameras while live streaming. May be used to switch between scenes, launch different types of media, and adjust audio levels, with a multi-camera setup for live broadcast enable switching between each camera feed in real time and for control over a broadcast.

EXTENDERS: Device/cable used to extend (transmit or receive) HDMI signaling for video conferencing systems.

SPLITTERS: Used to passively split the signal from a single source device to facilitate simultaneous connection to multiple displays to actively amplify power to ensure signal amplification over the longest transmission distance possible.

CONTROLLERS: Enables secure integration of wireless presentation capability, HDMI® output to the display and various USB and other interfaces output to room displays for collaboration in digital workspaces. Tools to integrate and manage media in conference rooms, huddle rooms, lounges, lobbies to establish and manage productive meeting environments.

PROCESSORS: Digital Signal Processors (DSP) take digitized signals (voice, audio, video) and then mathematically manipulates (amplifies) them to produce high-quality video/audio results efficiently from one place to another (e.g. teleconferencing can transmit speech and video via telephone lines). Used to enhance, manipulate or improve signal quality or provide information that is not sensed by humans (e.g. echo cancellation for cell phones or computer-enhanced medical images).

MIC’s/SPEAKERS: Peripheral devices used to transmit or receive audio. Would include, but not be limited to, wired or wireless, table-top, ceiling, lavaliers as needed to suit the needs and design of specific spaces.

ROOM SYSTEMS: Codec, camera, soundbars, wiring, low voltage work, drops, switch port availability

GENERAL INFORMATION, solicitation instructions and standard terms and conditions This Solicitation is issued by the state of Idaho (the “State”) via IPRO: (IPRO Powered by LUMA). The ITB Lead is the only contact for this Solicitation. All correspondence regarding this ITB shall be in writing. In the event that it becomes necessary to revise any part of this ITB, amendments will be posted at IPRO. It is the responsibility of the Bidder to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this ITB shall not be relied upon. All changes to this ITB must be in writing and posted in IPRO to be valid. Alternate Bids are not allowed.

INQUIRIES

Questions or other correspondence must be submitted in writing to the ITB Lead listed below. QUESTIONS MUST BE RECEIVED BY 11:59:59 P.M. Mountain Time ON THE DATE LISTED IN THE ITB ADMINISTRATIVE INFORMATION. Written questions must be submitted using Attachment 1, Bidder Questions. Official answers to all written questions will be posted on IPRO as an amendment to this ITB.

ITB Lead: Thayne Pearson, Purchasing Officer Phone: 208-332-1605 E-mail: Thayne.Pearson@adm.idaho.gov

Any questions regarding the State of Idaho Standard Contract Terms and Conditions found in Appendix B must also be submitted in writing, using Attachment 1, Bidder Questions, by the deadline identified in the ITB Administrative Information. The State will not consider proposed modifications to these requirements after the date and time set for receiving questions. Questions regarding these requirements must contain the following:

1. The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

2. Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

3. Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

Bids which condition the Bid based upon the State accepting other terms and conditions not found in the ITB, or which take exception to the State’s terms and conditions, will be found non-responsive, and no further consideration of the Bid will be given.

BACKGROUND

As part of the Governor’s initiative to enable state agencies to provide increased access to public meetings via online/remote means, Senate Bill No. 1421 (S1421) Session Law Chapter 254 was passed and signed into law in the 2022 Legislative Session. ITS is seeking a contract for conference room with design, installation services, roomkit equipment, peripherals, warranty and support. DPW has established a project to achieve this goal, which will continue to be a long-term need across the state beyond the completion of their project. ITS seeks to complement existing equipment with similar models to facilitate user adoption.

ITS reserves the right to add spending amounts to this contract if additional funding becomes available. No minimum or maximum amounts are guaranteed.

AREA

There are three (3) areas for award for equipment, design and installation services. Please refer to Appendix A Area Map to see the breakdown of which counties are in each area. The Contractor must be able to provide equipment and design and installation services for all counties in each area for which they bid.

Ordering ITS shall place orders, as needed, for design and installation services. Within fifteen (15) business days after design the contractor must submit a quote including equipment, consumables, and installation to ITS for review. The contractor’s quote must be priced according to the Discount from MSRP and the hourly rate for design and installation in Attachment 2 Bid Schedule. The contractor must not order any goods or perform any services until the quote is approved by ITS and a Purchase Order is issued. ITS reserves the right to request verification of MSRP and contractors’ consumables cost at any time.

Install Location Installation must occur at any State Agency office throughout the State of Idaho as needed as funding becomes available.

SPECIFICATIONS and Scope of Work These specifications are the minimum mandatory specifications that your Bid must meet in order for the State to consider your Bid for award. Restate each specification listed in this section, followed by your response demonstrating that your Bid meets or exceeds the required specifications; provide model, part #, or description, as appropriate.

Award will be made by area for speakers, and design and installation services. Contractors must be able to provide equipment, and design and installation services for all counties in an area to be considered for award for that area, see Appendix A Area Map for information on what counties are in each area.

Equipment and Consumables ITS will indicate what type of room (Cisco/Crestron). Peripherals must be compatible with the respective room kits and applicable installed software, such as: Teams (Cloud Video Interop), Webex, and Zoom (CRC), Audio Processors (Biamp or comparable equivalent), microphones, audio processors, tv mounts, speakers, accessories and anything else that may be required in the vendor’s design. The Contractor must be responsible for storing all equipment and supplies until the date of installation. After design of the room for installation ITS must approve all equipment purchases. Prices for equipment other than the following must be priced using the discount from the manufacturer’s suggested retail price as entered in Price Schedule B. ITS reserves the right to request verification of MSRP at any time.

Equipment Specifications The following equipment is Brand Name or Equivalent and are the type that ITS anticipates being the most commonly used with this contract and will be used for evaluation. The brand names specified in this solicitation are intended to be descriptive, but not restrictive; indicative of the quality and characteristics of items that meet the minimum requirements. ITS reserves the right to accept other equipment based off of the specific building and room requirements for installation.

Room-kits: Cost analysis will be based on the most current hardware available. Provide five (5) pricing options based on the latest hardware. Ensure that peripherals are updated with the latest kits, listing all items (e.g., processors) with MSRP and applicable discounts for accurate pricing assessment. Include Small Form Factor PCs, LCDs, TVs, and monitors. Additionally, the vendor should recommend the appropriate TV size for the room. SmartBoards must also be included, along with necessary integration licensing for hosting Webex, Teams, and Zoom.

ITEM 1: Creston RMC4 Processor Must provide a secure, high-performance, control processor and interface for controlling and monitoring for a single display device, a small audio visual (AV) system, lighting and shading, climate control, security, energy management, and many other specialized applications.

Minimum Communication:

Ethernet – Must be one hundred (100) Mbps or higher, with auto‑switching, auto‑negotiating, auto‑discovery, full/half duplex capabilities;

USB must support computer console and USB mass storage class devices;

Must support RS-232/422/485 (for 2-way device control and monitoring);

IR/Serial must support 1-way device control via infrared up to 1.2 MHz.

Minimum Memory:

SDRAM must be minimum of one (1) GB;

Flash must be minimum of eight (8) GB;

Must support USB mass storage devices up to one (1) TB.

ITEM 2: Creston CP4N Processor High‑performance control processor to integrate and automate technology within any modern networked home, commercial building, or government facility. The isolated control subnet port provides a Gigabit Ethernet (Local Area Network) LAN dedicated to Crestron devices.

Minimum Communications:

Ethernet must be 100/1000 Mbps or higher, with auto switching, auto negotiating, auto discovery, full/half duplex capabilities;

Control Subnet must be 100/1000 Mbps Ethernet or higher, with auto switching, auto negotiating, auto discovery, full/half duplex, DHCP server, DNS server, port forwarding, and isolation mode capabilities;

USB must support USB mass storage class devices;

Must support RS-232/422/485 (for 2-way device control and monitoring);

IR/Serial must support 1-way device control.

Minimum Memory:

SDRAM minimum of two (2) GB;

Flash minimum of eight (8) GB;

Must support USB mass storage devices up to one (1) TB.

ITEM 3: Biamp TesiraForte X400 Processor (DSP) Audio Processor - meeting room DSP featuring multiple network and analog audio connection points, four (4) channels of Acoustic Echo Cancellation (AEC) assignable across any digital or analog input. Five (5) one (1) - Gigabit Ethernet ports (four of which must be Power over Ethernet (PoE+) powered) supporting media and controlling traffic of various types including Audio Video Bridging (AVB), and Voice over Internet Protocol (VoIP).

Frequency Response:

20Hz to 20kHz, +4dBu output: +0.25 dB/-0.5 dB

Maximum Input:

+24dBu

Maximum Selectable Output:

+24dBu, +18dBu, +12dBu, +6dBu, 0dBu, -31dBu

ITEM 4: Biamp TesiraForte AVB VT4 Processor:

Digital audio server with four (4) analog inputs and four (4) analog outputs, including Acoustic Echo Cancellation (AEC) technology on all four (4) inputs, eight (8) channels of configurable USB audio, a two (2) - channel VoIP interface, and a stand digital audio server with four (4) analog inputs and four (4) analog outputs, Acoustic Echo Cancellation (AEC) technology on all four (4) inputs. Eight (8) channels of configurable USB audio, a two (2) -channel VoIP interface, and a standard FXO telephone interface.

Frequency Response:

20Hz to 20kHz, +4dBu output: +0.25 dB/-0.5 dB

Maximum Input:

+24dBu

Maximum Selectable Output:

+24dBu, +18dBu, +12dBu, +6dBu, 0dBu, -31dBu

ITEM 5: Biamp TesiraForte DAN VT4 DSP Audio Processor providing power and media over a single cable between devices such as Tesira AVB DSPs, USB extenders, PoE+ amplifiers, and microphones. Four (4) of five (5) Gigabit RJ-45 ports provide PoE+ power (IEEE 802.3at Class 4, 30W) to connected endpoints, while the remaining RJ-45 port is used for DSP connection or daisy-chaining devices together.

Frequency Response:

20Hz to 20kHz, +4dBu output: +0.25 dB/-0.5 dB

Maximum Input:

+24dBu

Maximum Selectable Output:

+24dBu, +18dBu, +12dBu, +6dBu, 0dBu, -31dBu

ITEM 6: Creston HD-MD-4K-400 KIT (Cable, Splitters, Switchers) HDMI Extender / 4x1 Scaling presentation solution for classrooms and meeting spaces. Consists of a transmitter and receiver that enable AV switching, scaling, and signal extension over a single CATx cable for up to two hundred and thirty (230) feet. Provides auto-switching HDMI® and VGA inputs on the transmitter and an additional HDMI input on the receiver.

Video Minimum Specifications:

Switcher: Must have minimum 4x1 (three (3) inputs at transmitter plus one (1) input at receiver x one (1) output at receiver);

Scaler, HDMI Output: 4K video scaler with intelligent frame rate conversion;

Input Signal Types: HDMI with Deep Color and 4K VGA/RGB (RGBHV, RGBS, RGsB), component (YPbPr);

Output Signal Types: HDMI with Deep Color and 4K (DVI compatible).

Audio Minimum Specifications:

Input Signal Types: HDMI (Dual-Mode DisplayPort interface compatible), analog stereo;

Output Signal Types: HDMI, analog stereo.

Minimum Communications:

Ethernet: Must be 100/1000 Mbps or higher, with auto-switching, auto-negotiating, auto-discovery, full/half duplex capabilities;

Must support RS-232 (for 2-way device control and monitoring up to 115.2k baud);

Must support IR (with 1-way device control via infrared up to 60 kHz).

ITEM 7: Creston HD-MD-4K-300-2G-B KIT (Cable, Splitters, Switchers) HDMI Extender / 3x1 Scaling - AV presentation solution for classrooms and meeting spaces. Consists of a transmitter and receiver that enable AV switching, scaling, and signal extension over a single CATx cable for up to two hundred and thirty (230) feet. Provides a single HDMI® input on the transmitter and an additional HDMI input on the receiver.

Minimum Video Specifications:

Must have minimum 3x1 (2 inputs at transmitter plus 1 input at receiver x 1 output at receiver);

Scaler, HDMI Output: 4K video scaler with intelligent frame rate conversion;

Input Signal Types: HDMI with Deep Color and 4K VGA/RGB (RGBHV, RGBS, RGsB), component (YPbPr);

Output Signal Types: HDMI with Deep Color and 4K (DVI compatible).

Minimum Audio Specifications:

Input Signal Types: HDMI (Dual-Mode DisplayPort interface compatible), analog stereo;

Output Signal Types: HDMI, analog stereo.

Minimum Communications:

Ethernet: Must be 100/1000 Mbps or higher, with auto-switching, auto-negotiating, auto-discovery, full/half duplex capabilities;

Must support RS-232 (for 2-way device control and monitoring up to 115.2k baud);

Must support IR (for 1-way device control via infrared up to 60 kHz)

ITEM 8: Biamp TesiraConnect TC-5D Audio Visual Bridge (AVB) AVB Bridge central connection point for all devices in a conference room. Simplifies conferencing installations by providing power and media over a single category cable between devices such as Tesira AVB DSPs, USB extenders, PoE+ amplifiers, and microphones. Four of the five Gigabit RJ-45 ports provide PoE+ power (IEEE 802.3at Class 4, 30W) to connected endpoints, while the remaining RJ-45 port is used for DSP connection or daisy-chaining Tesira CONNECT TC-5 devices together.

Minimum Connections:

Five (5) ports;

Connector type RJ-45;

Supported connection speeds minimum one hundred (100) Mbps, one (1) Gbps;

Minimum of four (4) PoE+ powered ports.

ITEM 9: Creston GLS-PART-CN Partition Sensor Partition Sensor must use an infrared (IR) beam to sense the position of movable partitions within a space.

Minimum sensing specifications:

Method of detection must use diffuse reflective;

Light Source must use pulse modulated infrared LED;

IR sensitivity must be adjustable;

Sensing distance must be a minimum of four (4) feet (122 cm).

ITEM 10: Shure MXWNCS8 Microphone Charge Station Eight (8) Port Charging station for wireless mic / wireless mic Access Point (AP).

Must charge to one hundred percent (100 %) in under two (2) hours.

Network interface must be 10/100 Mbps ethernet.

ITEM 11: Shure MXWAPT8 Wireless Microphone Access Point (AP) Transceiver Eight (8) channel wireless access point (compatible with Microflex or equivalent wireless microphone systems).

Network Interface RJ45 Gigabit Ethernet;

Plenum Rating UL 2043;

Internal antenna.

ITEM 12: Shure MXW8 Wireless Microphone Desktop gooseneck base transmitter (compatible with Microflex or equivalent Wireless Systems).

Minimum Specifications:

Gain Adjustment Range: -25 to +15 dB (in 1 dB steps);

Headphone Output: 3.5 mm (1/8”), dual mono (will drive stereo phones) Internal Antenna Rechargeable Li-Ion Battery Minimum of five (5) hours battery life USB 3.0 type A charge connector

ITEM 13: Biamp Parle TCM-X Ceiling Microphone Audio Video Bridging (AVB) low-profile ceiling microphone.

Minimum Specifications:

Microphone Technology: 16-Element Digital Array;

Polar Pattern: Active Beamformed;

Mute Indicator;

RJ-45Connector.

ITEM 14: Biamp Desono C-1C6 Ceiling Speaker Low-profile, two (2) way passive coaxial loudspeaker.

Minimum Specifications:

Operating Mode: Passive with Digital Signal Processors (DSP);

Input Connection: one (1) 4-pole Euroblock connector for two (2) pair of parallel connections, two RJ-45 connectors.

ITEM 15: Creston TSS-770-B-S-LB KIT Room Scheduling Kit Seven (7) inch wall mount touch screen scheduling panel.

Minimum Wired Communications:

Ethernet: Must be one hundred (100) Mbps or higher, with auto switching, auto negotiating, auto discovery, full/half duplex capabilities;

USB: Must be USB 2.0 host for light bar or hallway sign.

Minimum Wireless Communications:

Transceiver: Must meet IEEE 802.11a/b/g/n/ac Wi-Fi (2.4 or 5 GHz 2-way RF) standards;

Security: Encryption must meet 64 and 128-bit WEP, WPA and WPA2-PSK with TKIP and AES.

Touch Screen Minimum Specifications:

Display Type: color LCD;

Size: seven (7) inch (178 mm) diagonal;

Aspect Ratio: 16:10 WXGA;

Resolution: 1280 x 800 pixels;

Touch Screen: Projected capacitive, five (5) point multitouch capable.

ITEM 16: Creston TSS-1070-B-S-lb KIT Room Scheduling Panel Ten point one (10.1) inch wall mount touch screen scheduling panel.

Minimum Wired Communications:

Ethernet: Must be one hundred (100) Mbps or higher, with auto switching, auto negotiating, auto discovery, full/half duplex capabilities;

USB: Must be USB 2.0 host for light bar or hallway sign.

Minimum Wireless Communications:

Transceiver: Must meet minimum IEEE 802.11a/b/g/n/ac Wi-Fi standards (2.4 or 5 GHz 2-way RF), static IP or dynamic IP via DHCP;

Security: Encryption must meet 64 and 128-bit WEP, WPA and WPA2-PSK with TKIP and AES.

Touch Screen Minimum Specifications:

Display: color LCD;

Size: ten point one (10.1) inch (257 mm) diagonal;

Aspect Ratio: 16:10 WUXGA;

Touch Screen: must be five (5) point multitouch capable.

Consumables Consumables such as, but not limited to, speaker wire, Cat 5e cable, connectors, conduit, and other materials must be invoiced at the contractor’s cost. Contractor must provide proof of materials cost at ITS request.

Design, and Installation Contractor must inspect the specific building and room where the installation is to take place. Design must include but is not limited to what equipment is most appropriate for the space, the quantity of speakers or microphones necessary to provide clear communication in the space, access to run cable, and construction required to return room to original state. At time of design, ITS will need to be told what licensing and power is necessary at time of turn up. Even if they have the staff to do electric work, it needs to be properly communicated to ITS or agency. Will need drawing that shows required ethernet drops and power. Also need to identify port count.

Installation must occur at a date and time agreed to by ITS, and the agency and contractor if applicable. The contractor must be able to provide the equipment and be certified to install so as not to void the warranty. Installation must be clean, with wires hidden and managed. All items must be leveled and plumbed to be centered as directed by ITS or an approved agency representative. After installation all equipment must function per the requirements specified in each design and be tested and confirmed functional by ITS. Travel time to and from each site for design and installation is at the contractor’s expense, no additional amounts will be paid by ITS for travel time.

Open Meeting Law Requirements Installed systems must be able to functionally support Idaho Open Meeting Law. Per Idaho Code 74-203(5), all meetings subject to Idaho Open meeting law may be conducted using telecommunications devices, therefore:

For public meetings being held with a telephone dial-in or video conference option, system must be capable of configuration to provide a toll-free dial-in number to the general public.

For any public meeting being held via telephone or video conference, communications during the meeting must be audible to all persons attending the meeting.

Implementation Contractor must complete design within ten (10) business days of site visit and inspection. As soon as Contractor has all equipment and supplies available for installation, installation must occur within fifteen (15) business days or as otherwise agreed to by ITS.

User Training Contractor must provide technical/administrator training and end-user training upon completion of installation.

Technical/administrator training must include at minimum:

System Set-up;

System Configurations;

Trouble shooting.

End-user training must include at minimum:

How to schedule (and re-schedule) meetings and invite attendees;

How to record a meeting (if applicable);

How to use system chat features;

How to connect laptop (or other device) to monitor(s);

How to trouble-shoot common problems (audio problems, video problems, etc.).

Contractor must provide a written guide for end users to keep Training may take place either virtually or in person.

Additional trainings and training material may be added based on end user input and agreed upon by both parties.

QUANTITY

No minimum or maximum quantities are guaranteed. Quantities on Attachment 2 Bid Schedule are for evaluation purposes only.

COST and budget:

Provide your fully burdened Total Cost on the Bid Schedule (Attachment 2). ITS anticipates the value for the initial term to be $200,000. ITS reserves the right to add spending amounts to this contract if additional funding becomes available. No minimum or maximum amounts are guaranteed. The award amount shall be based on the anticipated initial value and shall be divided by area as determined to be in the best interest of the State of Idaho.

BILLING PROCEDURE

The Contractor must provide a signed invoice upon delivery and installation. The invoice must include itemized details and all required reports and documentation and must be submitted no later than thirty (30) calendar days after delivery and installation. No invoice will be accepted or paid without required reports and documentation. Invoices submitted without required reports and documentation will be returned to the Contractor for resubmission.

The Contractor must provide the following information with each invoice:

Invoices and license details are to be submitted to:

Attn: ITS Financial Services Agency Name: Information Technology Services (ITS) Address: P.O. Box 83720 Boise, ID 83720-0042 Email invoices to: ITSFinancialServices@its.idaho.gov

SUBMISSION REQUIREMENTS

Bid Submission Items Your Bid Submission must consist of the following:

Bid Schedule Provide your cost information on Attachment 2, Bid Schedule, below. Do not submit your Bid on any other form. Submitting your Bid on a form different than the Bid Schedule may cause your Bid to be rejected as non-responsive.

Specification Sheet for each offered equipment in Attachment 2 Bid Schedule.

State of Idaho Signature Page The State of Idaho Signature Page must be completed and submitted as part of your Bid. The State of Idaho Signature Page is attached in IPRO.

Bid Submission Methods Bids must be submitted electronically via IPRO. Do not fax or e-mail your Bid. Your Bid must be received at the Division of Purchasing by the date and time specified on the IPRO header document. The official time, for bid closing purposes, is the Division of Purchasing’s time clock.

Electronic Submission via IPRO Submitting electronically via IPRO, upload all of the Required Bid Submission Items (See Section 15.1) and enter your cost in IPRO for each line item; as the “Total Cost” on the Bid Schedule OR $0.00 as your cost in IPRO.

Upload all Required Bid Submission Items using Microsoft products such as Word and Excel. Do not submit items in .pdf format, unless provided otherwise in this ITB.

Submitting via IPRO, be advised that that the Bidder for Bid evaluation and award purposes is the entity profile under which it is submitted in IPRO, which must be the same legal entity presented in your uploaded response materials. If the entity identified on the state supplied Signature Page differs from the entity under which you submit your Bid in IPRO, the information provided on the Signature Page prevails.

It is mandatory to submit your Bid electronically via IPRO, all Bidders participating in a Solicitation issued through IPRO must establish an account in the IPRO system as it is necessary in order to process and/or award the resulting Contract(s). It is free to establish an account and only takes a few minutes.

Bidders are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows the State to efficiently navigate the Bidder’s response; as the State will print uploaded documents for evaluation in the manner received via IPRO.

Trade Secrets If your Bid contains trade secret information which you have identified, you must also submit a redacted copy of the Bid (in electronic format, with the word “redacted” in the file name) with all trade secret information removed or blacked out; as well as a separate document containing a complete list (per the instructions in the three (3) paragraphs directly below) of all trade secret information which was removed or blacked out in the redacted copy.

Paragraph 28 of the Solicitation Instructions to Vendors describes trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” In addition to marking each page of the document with a trade secret notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Bidders must also:

Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret.”

Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Bid; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure.

AWARD

Award will be made All to One to the responsive responsible Bidder with the lowest fully burdened Total Cost for Table 1, as provided on the Attachment 2 Bid Schedule. The MSRP Unit Price & Extended Cost will be used for evaluation purposes only. The Discount percentage on peripherals and the Unit Price for the hourly design and installation will be used as the billable rates during the term of the contract.

Initial Term is one (1) year. Upon mutual, written agreement, the Contract may be renewed, extended or amended. The anticipated total Contract term is five (5) years.

Acceptance Once installed and on the network, vendor must send Adobe sign (or electric signature equivalent) to agency and ITS. The project is not considered complete until document is fully signed. Checklist of items mentioned in scope of work will be required.

Warranty, Service and Support, Maintenance, etc.

Minimum three (3) year warranty required on all physical hardware purchased under this contract.

Must include all software/firmware updates;

Must include all parts and labor for failed or malfunctioning hardware;

Contractor must offer hourly rates for remote diagnostics and over-the-phone troubleshooting technical support, not to exceed more than one (1) hour. In the event additional time is necessary, it shall be billed at no greater than 15-minute increments:

Two (2) hour response time for qualified technicians required during standard business hours (calls received before 4pm); For calls received after 4 pm, responses are required by 10 am the next business day. Standard business hours must be between 7am and 6pm, Monday through Friday, Mountain Time.

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Experience Contractor must have been in business for five (5) years and have a minimum of three (3) years of experience working with Cisco network and communication systems. Contractor must provide proof of experience and years in business with their bid. Your response must clearly demonstrate your expertise and experience.

Contract Monitoring ITS must be responsible for managing and monitoring the contract. Contractor must work with ITS as the ordering agency and not the agency of which the installation is to occur.

Agency Visitor Requirements Contractor must comply with all agency specific requirements for visitors including but not limited to, covid-19 precautions, background checks, and restricted working hours. Such requirements must be communicated to Contractor at the time a date for site visit is agreed upon.

Insurance Requirements Within five (5) days of notification of award (or such other time as designated by the Purchasing Activity), the apparent successful Bidder or Offeror will provide certificates of insurance required herein and will maintain the insurance during the life of the Contract. There are no provisions for exceptions to this requirement. Failure to provide the certificates of insurance within the five (5) business day period may be cause for your Bid or Proposal to be declared non-responsive or for your Contract to be cancelled.

Contractor shall carry liability and property damage insurance that will protect it and the State of Idaho from claims for damages for bodily injury, including accidental death, as well as for claims for property damages, which may arise from operations under the Contract whether such operations be by themselves or by anyone directly or indirectly employed by either of them.

Contractor shall not commence work under the Contract until it obtains all insurance required under this provision and furnishes a certificate or other form showing proof of current coverage to the State. All insurance policies and certificates must be signed copies. After work commences, the Contractor will keep in force all required insurance until the Contract is terminated.

Commercial General and Umbrella Liability Insurance. Contractor shall maintain Commercial General Liability (CGL) and, if necessary, Commercial Umbrella insurance with a limit of not less than:

$1,000,000 each occurrence bodily injury and property damage $1,000,000 personal and advertising injury $2,000,000 general aggregate $2,000,000 products/completed operations aggregate.

If such CGL insurance contains a general aggregate limit, it shall apply separately to the Contract.

CGL insurance shall be written on ISO occurrence form CG 00 01 (or a substitute form providing equivalent coverage) and shall cover liability arising from premises, operations, independent contractors, products-completed operations, personal and advertising injury, and liability assumed under an insured contract (including the tort liability of another assumed in a business contract).

Commercial Automobile and Commercial Umbrella Liability Insurance. Contractor shall maintain Commercial Automobile Liability and, if necessary, Commercial Umbrella Liability insurance with a limit of not less than $1,000,000 each accident. Such insurance shall cover liability arising out of any auto (including owned, hired, and non-owned autos).

Bidder or Offeror may request a waiver from providing Commercial Automobile and Commercial Umbrella Liability Insurance in its Bid or Proposal if the Bidder or Offeror will not use any owned, hired or non-owned vehicles to conduct business under the Contract, if it is awarded the Contract, and the State of Idaho will consider the request. If the Bidder or Offeror submits a request to waive the provision of Commercial Automobile and Commercial Umbrella Liability Insurance after the due date and time for receipt of Bids or Proposals, the State of Idaho may not consider the request.

Workers Compensation Insurance and Employer's Liability. Contractor shall maintain workers compensation and employer's liability. The employer's liability shall have limits not less than $1,000,000 each accident for bodily insurance by accident, $1,000,000 disease policy limit, and $1,000,000 disease, each employee.

Contractor must provide either a certificate of workers compensation insurance issued by a surety licensed to write workers compensation insurance in the State of Idaho, as evidence that the Contractor has in effect a current Idaho workers compensation insurance policy, or an extraterritorial certificate approved by the Idaho Industrial Commission from a state that has a current reciprocity agreement with the Idaho Industrial Commission.

State of Idaho as Additional Insured: The liability insurance coverage required for performance of the Contract shall include the State of Idaho, the (agency) and its divisions, officers and employees as additional insured, but only with respect to the Contractor’s activities to be performed under the Contract.

The Contractor must provide proof of the State of Idaho, the (agency) and its divisions, officers and employees being additional insured by providing endorsements to the liability insurance policies showing the State of Idaho, the (agency) and its divisions, officers and employees as additional insured. The endorsements must also show the policy numbers and the policy effective dates.

If a liability insurance policy provides for automatically endorsing additional insured when required by contract, then, in that case, the Contractor must provide proof of the State of Idaho, the (agency) and its divisions, officers and employees being additional insured by providing copies of the policy pages that clearly identify the blanket endorsement.

Notice of Cancellation or Change: Contractor shall ensure that should any of the above described policies be cancelled before the expiration date thereof, or if there is a material change, potential exhaustion of aggregate limits or intent not to renew insurance coverage(s), that written notice will be delivered to the Division of Purchasing (if the Contract was issued by the Division) or to the Purchasing Activity (contracting state agency) in accordance with the policy provisions.

Contractor shall request that all policies of insurance are endorsed to read that any failure to comply with the reporting provisions of this insurance, except for the potential exhaustion of aggregate limits, shall not affect the coverage(s) provided to the State of Idaho, and its divisions, officers and employees.

Acceptable Insurers and Deductibles: Insurance coverage required under the Contract shall be obtained from insurers rated A-VII or better in the latest Bests Rating Guide and in good standing and authorized to transact business in Idaho. The Contractor shall be financially responsible for all deductibles, self-insured retention’s and/or self-insurance included hereunder. The coverage provided by such policy will be primary to any coverage of the State on or related to the Contract and shall provide that the insurance afforded applies separately to each insured against whom a claim is made, except with respect to the limitation of liability.

Waiver of Subrogation: All policies shall contain waivers of subrogation. The Contractor waives all rights against the State and its officers, employees, and agents for recovery of damages to the extent these damages are covered by the required policies. Policies may contain deductibles, but such deductibles will not be deducted from any damages due to the State.

Records Maintenance Contractor shall maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records shall be retained by the Contractor for at least three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

Audit Rights The Contractor agrees to allow State and Federal auditors and State purchasing staff access to all the records relating to this Contract, for audit, inspection, and monitoring of services or performance. Such access will be during normal business hours or by appointment.

ATTACHMENT 1-BIDDER QUESTIONS

ITB20232274 Conference Room Equipment with Design and Installation Services

PLEASE DO NOT IDENTIFY YOUR NAME OR YOUR COMPANY’S NAME OR PRODUCT NAMES OF INTELLECTUAL PROPERTY IN YOUR QUESTIONS.

ADD ROWS BY HITTING THE TAB KEY WHILE WITHIN THE TABLE AND WITHIN THE FINAL ROW.

The following instructions must be followed when submitting questions using the question format on the following page.

1. DO NOT CHANGE THE FORMAT OR FONT. Do not bold your questions or change the color of the font.

2. Enter the ITB section number that the question is for in the “ITB Section” field (column 2). If the question is a general question not related to a specific ITB section, enter “General” in column 2. If the question is in regards to a State Term or Condition or a Special Term or Condition, state the clause number in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment A”) in the “ITB Section” (column 2), and the attachment page number in the “ITB page” field (column 3).

3. Do not enter text in the “Response” field (column 5). This is for the State’s use only.

4. Once completed, this form is to be e-mailed per the instructions in the ITB. The e-mail subject line is to state the ITB number followed by “Questions.”

ITB20232274 Conference Room Equipment with Design and Installation Services Page 12

ITB20232274 Conference Room Equipment with Design and Installation Services

Attachment 2-BID SCHEDULE

This completed Bid Schedule must be submitted with your response.

Provide the product information for the items offered for Items 1 through 16, meeting or exceeding the specification in section 9.2.

The Offeror must provide a fully burdened rate which must include, but not be limited to, all operating and personnel expenses, such as: overhead, salaries, administrative expenses, travel, profit, and supplies. Specifications are referenced in 9.2 by item number. The MSRP Unit Price & Extended Cost will be used for evaluation purposes only. The Discount % on peripherals and the Unit Price for the hourly design and installation will be used as the billable rates during the term of the contract.

For each Area you are bidding provide the Manufacturer Suggested Retail Price (MSRP) for the product you are offering for your unit price. Provide the discount percentage from MSRP as a decimal (For Example 25% would be 0.25). To calculate the extended cost apply your discount to the MSRP unit price and multiply by the quantity using the formula below.

[MSRP x (1-Discount Percentage)] x Quantity

(See Next Page)

TABLE 1

(Enter as a decimal)

(Brand Name or Equivalent)

(Brand Name or Equivalent)

(Brand Name or Equivalent)

(Brand Name or Equivalent)

(Brand Name or Equivalent)

(Brand Name or Equivalent)

(Brand Name or Equivalent)

(Brand Name or Equivalent)

(Brand Name or Equivalent)

Items 10, 11 and 12 can be grouped together, if you are offering them together reference the line containing the extended cost for all three items in each row not containing the total.

(Brand Name or Equivalent)

(Brand Name or Equivalent)

(Brand Name or Equivalent)

(Brand Name or Equivalent)

(Brand Name or Equivalent)

(Brand Name or Equivalent)

UC-CX100-T

UC-C100-T-WM

Discount percentage from Manufacturer Suggested Retail Price (MSRP) for other peripherals: _______________% (For informational purposes only, not for evaluation)

The following Unit Price shall be used as the billable rates during the term of the contract but will not be considered for evaluation.

Remote diagnostics and over-the-phone troubleshooting technical support

Company Name of Bidder:

Contact Name/Phone:

Contact E-mail:

Appendix A – Area Map

APPENDIX B - STATE OF IDAHO CONTRACT TERMS AND CONDITIONS

ARTICLE 1 – GENERAL TERMS AND CONDITIONS

1.1. Definitions. Except as defined otherwise in this Contract, the following terms shall have the following meanings, whether capitalized or not, unless the context requires otherwise. Terms not defined within this Contract shall have the meanings defined in Idaho Code section 67-9203 and in IDAPA 38, title 05, chapter 01, Rules of the Division of Purchasing.

1.1.1. “Agency” means the board, commission, department, agency, or office of the State receiving the Property provided by the Contractor pursuant to this Contract.

1.1.2. “Contract” means this written agreement between Contractor and the State for the acquisition of property, which may be the result of a solicitation, and which may include the Solicitation or specification document and the accepted portions of the bid or proposal and other documents as identified herein, unless the context means one or more agreements with other contractors or for the acquisition or other property.

1.1.1. “Contractor” means the offeror, bidder, or proposer selected under the Solicitation to enter a contract with the State and identified as the Contractor in the heading above in this Contract.

1.1.2. “Data Breach” means any unauthorized access to or acquisition of Non-Public State Data following a Security Incident that compromises the security, confidentiality, or integrity of the Non-Public State Data, or the ability of the State to access the Non-Public State Data.

1.1.3. “Non-Public State Data” means State Data that is not subject to distribution to the public as public information. It is deemed to be sensitive and confidential by the State because it contains information that is exempt by statute, ordinance or administrative rule from access by the general public as public information. Non-Public State Data includes, but is not limited to, Personal State Data.

1.1.4. “Personal State Data” means State Data, which alone or in combination with other data, includes information relating to an individual that identifies the individual by name, identifying number, mark, or description that can be readily associated with a particular individual and which is not a public record. Personal State Data includes but is not limited to the following personally identifiable information (PII): government-issued identification numbers (e.g., Social Security, driver’s license, passport); financial account information, including account number, credit or debit card numbers; Protected Health Information (PHI) relating to a person; or education records covered by the Family Educational Rights and Privacy Act (FERPA), as amended, 20 U.S.C. 1232g, records described at 20 U.S.C. 1232g(a)(4)(B)(iv).

1.1.5. “Property” means goods, services, parts, supplies, and equipment, both tangible and intangible, including but not limited to, designs, plans, programs, systems, techniques, and any rights or interests in such property.

1.1.6. “Protected Health Information (PHI)” means individually identifiable health information held or transmitted by electronic media, maintained in electronic media, or transmitted or maintained in any other form or medium. PHI also includes but may not be limited to information that is a subset of health information, including demographic information collected from an individual, and 1) is created or received by a health care provider, health plan, employer, or health care clearinghouse; and 2) relates to the past, present, or future physical or mental health or condition of an individual; the provision of health care to an individual; and a) that identifies the individual; or b) with respect to which there is a reasonable basis to believe the information can be used to identify the individual.

1.1.7. “Purchasing Administrator” means the administrator of the Department of Administration, Division of Purchasing.

1.1.8. “Purchasing Authority” means the state entity authorized to enter into the Contract, which shall be either the Department of Administration, Division of Purchasing, or the Agency.

1.1.9. “Security Incident” means the unauthorized access to Contractor’s network that the Contractor or the State believes could reasonably result in the use, disclosure, or theft of the State’s Non-Public State Data within the possession or control of Contractor. A Security Incident also includes a security breach to Contractor’s system, regardless of if Contractor is aware of unauthorized access to the State’s Non-Public State Data. A Security Incident may or may not turn into a Data Breach.

1.1.10. “Software” means a series of instructions or statements in a form acceptable to a machine that processes data and is designed to cause the machine to…