Questions_and_Comments.xlsx
XLSX spreadsheet 204 KB Posted
- Attached to
- AV/VC Equip. and Maint. Non-UCC Managed
- Solicitation number
- Event 32110-13699
- Issued by
- Davidson County, Tennessee
About this file
This document is a comprehensive questions and answers spreadsheet for a state audiovisual equipment and services contract for the State of Tennessee. The contract covers a three-year term with potential extensions up to five years, involving the procurement of audiovisual equipment, installation services, maintenance, and support across various state agencies. The contract encompasses multiple equipment categories including video conferencing systems, streaming video equipment, control systems, displays, and related technologies. Contractors will be responsible for providing new equipment, installation services, site surveys, and optional maintenance plans, with installations typically expected during normal business hours.
The contract includes specific pricing mechanisms with catalog-based discounts for different equipment categories, a 1% administrative fee payable to the state, and maintenance pricing calculated as a percentage of the manufacturer's suggested retail price (MSRP). Maintenance can be purchased in 1-5 year increments and will be paid annually, with maintenance percentages remaining fixed throughout the contract term. The state emphasizes that no deposits will be allowed, and all projects will be paid upon completion and acceptance. Contractors must provide manufacturer warranties, functionality coverage for 30 days after project sign-off, and maintain competitive pricing with potential MSRP adjustments allowed twice per year. The contract aims to provide a standardized approach for state agencies to procure audiovisual solutions with consistent pricing, support, and service expectations.
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Other files
| File | Type | Posted |
|---|---|---|
| Attachment_B_-_Sample_Catalog_Layout.xlsx | XLSX spreadsheet | |
| Audiovisual_Specifications_Final.pdf | ||
| Non-UCC_AV_Equipment_ITB_T_Cs_Final.pdf | ||
| Attachment_E_-_Bid_Evaluation_Form_-Final.xlsx | XLSX spreadsheet | |
| Attachment_C_-_Sample_Quote_Form.xlsx | XLSX spreadsheet | |
| AV_VC_Equip._and_Maint._Non-UCC_Managed.pdf |
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RFI
| No. | Section/Area | Question | Response |
| 1 | Agency Project Managers or project coordinators | Will there be one point of contact from the State that will be involved in EVERY project, independent of the agency requesting the work? If not, is there a certain title of person from each agency that we should work with for scope clarifications, site surveys, proposals and maintenance? | There will not be one point of contact involved in every project. There is no specific title, it will be whomever has been assigned the task by that agency for that project. This can differ between agencies, it will be the responsibility of the agency and supplier to communicate the point of contact for each project. Typically this is the person who reaches out to start the project, or they will be able to clarify who to work with at the first meeting. |
| 2 | Maintenance | Who at the State will help manage the projects that have elected to include maintenance? | This will be the responsibility of the Supplier and the Agency to manage the maintenance plans/projects for each agency. Agencies will reach out to Supplier through the maintenance contact methods provided by the Supplier (email, phone, webform, etc). The supplier will then perform maintenance and support in line with the contract guidelines. Renewal notices should be issued by the Supplier to inform Agencies of upcoming expiration of maintenance and support in enough time for agencies to purchase additional coverage if allowed by the contract. |
| 3 | Maintenance | For what term is equipment covered if maintenance is purchased? | Maintenance can be purchased in 1, 2, 3, 4, or 5 year increments, see section 8 of the Terms and Conditions. If maintenance is purchased for a shorter term, an agency may elect to extend that coverage in accordance with the contract terms up to the maximum limit. |
| 4 | Maintenance | If Maintenance was purchased with a project, how is maintenance renewed or purchased annually for an agency that desires to keep coverage? | This would be the responsibility of the Agency and Supplier to agree on the renewal purchasing process with the initial purchase. It is expected that the Supplier will provide notifications and a simple process for maintenance renewals. Typically this would be issuance of a quote for the next years maintanance, which the agency can then use to create a purchase order to pay the Supplier. |
| 5 | Maintenance | If an agency project includes maintenance, at the expiration of the initial coverage term there is more risk of failure. How does the renewal of maintenance get priced in those subsequent years? | There is no change in the maintenance rate regardless of the age of the system. During the life of this contract there will be a maximum of a five year maintenance commitment, which should be comfortably in the expected lifespan of most quality equipment. To provide simplicity to both Supplier and Agency the rate is fixed for the term of the contract. |
The maintenance is the percentage of MSRP from orginal purchase. i.e. Maintenance of 10% Equipment costs $1,000, the initial maintance would be $100, and each subsequent renewal of maintenance would also be $100.
| 6 | Maintenance | Will there be a database of projects/equipment for all maintenance ordered with projects? | The Supplier is welcome to keep a database of all projects and equipment that is under maintenance. Agencies will keep track of their projects that are under maintenance directly. There is no plan for a central state database, but Agencies and CPO will have purchase records of maintenance for systems in the event there is a discrepency or question regarding a systems coverage. Suppliers and Agencies are responsible for updates of any information in their records for events such as replacements, new serial numbers, etc. |
| 7 | Maintenance | Will awarded vendor be repsonsible for covering anything that was previously purchased/installed by others, or only equipment as part of a project/sale using this contract? | Awarded Vender will not be responsible for covering anything that was previously purchased/installed by others. The maintenance component of this contract may only be applied to new installations provided through this contract, or maintenance replacements under this contract. |
| 8 | 7.7 Warranty | Term of warranty is at minimum the Term of this Contract, stated to be 3 years with options up to 5 years total. This conflicts with requirement that warranty term be 1 year. Is the warranty required as part of a project/sale to be 1 year, 3 years- or 5 years- from the certificate of completion? | Manufacturers Warranty, Warranty (by Supplier), Functionality Coverage Period, and Maintenance purchased from Supplier) are all separate elements and each have unique elements. |
1) The manufacurers warranty on all items is whatever that manufacturer issues as normal, and has limited direct input on this contract typically. This would most often be used if an agency elects to not purchase Maintenance from Supplier, and has equipment failure outside the Supplier Warranty period or the Functionality Coverage Period.
2) Warranty by Supplier (Section 7.7) refers to defects or suitability for a specific purpose, not just normal wear and tear or failure during normal use of a system. For example, if a Supplier specifies a display that does not meet the scope of work, or is dead on arrival, or other similar issue the Supplier will resolve the issue without additional charges to the state. The Supplier is welcome to use any industry typical method, such as Advance Replacement, to resolve such issues and meet the expected timelines, or if there are no stated timelines, commercially reasonable timeframes for resolution. The term of this warranty is as set forth in Section 7.7, but is not to be confused with the purchasable maintenance plans.
8 7.7 Warranty Continued Answer from above
3) Functionality Coverage Period refers to a specific limited period, an average burn-in period in function, for obersavation and resolution of issues directly after installation. This period is capped to delineate the switchover to a maintainence plan if one is purchased by the Agency. It also allows the Supplier to clearly know when the system has been accepted fully by the state, and if a maintenance plan was not purchased, be able to charge time and materials for any support calls or concerns.
4) The maintenance plan is required to be available for purchase in year long periods for each system, as shown in the contract. This is an enhanced support plan that includes labor and equipment replacement at no additional charge. It is not a warranty, but a support plan with defined benefits.
9 System Moves This requires packaging materials and possibly special vehicles. With only a per-hour labor rate available in the catalog, how do we price packaging and misc supplies to protect the equipment for the move and costs for the vehicle(s) and parking that is needed? 1) System moves are rare and not typically requested by agencies.
2) All moves should have site surveys at both the old location, and the new to properly develop a quote for time, materials, and any special considerations such as the need for a scissor lift or other equipment.
3) A quote should be generated detailing all expected costs. materials, and a guaranteed not to exceed labor quote.
4) Pricing of labor is subject to the labor charges agreed to in Categories 36, 37, 38.
5) Pricing of small parts, packaging, and similar materials should either fall under Categories 14, 15, and 16 which handle small parts. If the items do not properly fit under those categories for some reason, then a quote should be issued that shows the MSRP or cost of those materials to the agency. CPO will assist with the ordering. A separate or split Purchase Order may be required to meet state purchasing guidelines.
9 System Moves Answer Continued
6) Special vehicles would be limited to atypical equipment rentals such as for Scissor Lifts etc. Supplier is reccomended to work with their point of contact, as many agencies may have access to such machinery already for use. Alternatively, a quote can be provided for the cost of rental at the site(s). A separate or split Purchase Order may be required to meet state purchasing guidelines.
7) Parking costs are not reimbursed by the state. However, for system moves typically any vehicles used for the move will mostly be at the Loading Docks or similar places, and may have access to agency provided parking.
| 10 | contract management | Who manages requirements of the Contractor during the Contract Term? | The Statewide Contract Requirements will be managed by the Category Specialist within CPO, in this instance, Connor Petschke. | |
| 11 | 8.4. | State of Tennessee Administrative Fee | A 1% fee required to pay the State, quarterly. Is this 1% of the total spend, or 1% of the equipment ordered, not including labor and/or maintenance? | 1% of total spend, from any authorized user making a purchase using this Contract paid to the state |
| 12 | Pay terms | What are the payment terms for projects that are more than 1 month in duration? | Please see section 6 Payment Terms and Conditions of the Terms and Conditions. |
All projects are paid upon completion and acceptance by the state.
13 A.16 Site Surveys How does the Contractor charge for this service? 1) Sales calls, site surveys, quote creation, and all steps generally required to create and get approval for a project are not billable services. Those are pre-sale elements that are required to properly give agencies a quote for the scope of work.
2) Any reasonable site-readiness check that is post quote acceptance and purchase order issuance by Agency may be billed as project management. Please note, as with all labor quotes, all expected project management labor should be a guaranteed not to exceed quote, with actual hours spent billed on the final invoice.
3) Typicaly, with good communication, a maximum of two(2) post-sales site surveys to validate site readiness might be required for new installations, and three (3) post-sales site surveys for system moves. Less, or none, may be reasonable for simple installations on rooms with no other needed construction (Example, simple system update for a display replacement.).
14 2.0 functionality coverage 2.0 Functionality Coverage Period- For new project installed, it states this period is 30 days from sign-off. But then says supported to full terms of the MFR warrantymaximum, and after that date the system gets moved to another maintenance contract. Is this correct? Please see answer for question 8 above for full discussion of the various support or warranty periods.
Generally, the understanding is correct that there is a 30 day burn in period, and after that the system should transition to the maintenance plan (if purchased by the state agency).
Note, that with very limited potential exceptions, most systems are expected to purchase maintenance and support under this contract, not a different maintenance contract.
| 15 | warranty | If agency declines to add maintenance and the equipment is delivered and project complete with sign-off, how long is the contractor required to provide advanced replacement and troubleshooting on this equipment? | Only during the 30 day functionality coverage period, or to the full resolution for any issues opened during that period. (Ex, day 29 a case is opened, the Contractor should complete the appropriate resolution of that issue). This practically means that unless there are major issues with supplying a replacement or such, most issues should be fully resolved by 45 days after installation. |
| 16 | Labor rates | For how long must the labor rates be set? At what point can these rates be adjusted during the intial 3-year term? At what point can they be adjusted during the potential year 4 and year 5 of the contract? | Please see section 3.22.16.8.2 of the Specifications. The labor rates will be held firm for the life of the contract. |
| 17 | Category 39 Maintenance | The yellow highlight cell in the Catalog Discount Evaluation tab (Excel) states "Total of covered equipment MSRP times the discount percent will equal the total maintenance cost per year. Maintenance will be paid annually." a) Does this mean if maintenance is purchased, that it covers the equipment on that purchase order for 12 months from date of the PO or from the date of client sign-off? b) what is meant by paid annually and is that for renewals? It would be expected that payment for maintenance would be made at the beginning of each year- please confirm. | 1)The initial term of maintenance would decided upon by the agency at time of purchase, the Supplier may advise but not require a period of coverage. |
2) The agency may renew coverage annually, even if they did not elect a longer period of coverage, for the life of the contract.
3) Coverage starts for any specific system at the end of the Functionality Coverage Period (30 days after customer signoff).
4) Coverage will be paid for annually, regardless of initial term of maintenance. This is to meet state accounting and budgeting requirements.
5) The Supplier will need to issue a quote each year to each agency for each system, though some agencies may be able to accept consolidated quotes that list multiple systems.
6) Maintenance will be paid at an appropriate renewal period based on the length of installation, payments will not always be at the beginning of each calendar year. Example, a system that is installed in August and pays for installation and the first year of maintenance in August would not be approprate to bill for in January of the next year. July of the next year would be more appropriate under that example. Please note that the state operates on a fiscal year that starts in July.
| 18 | Attachment E | When the bid is officially let August 1, will this attachment be changing in any way? | The documents that are posted with ITB are not expected to change once posted and made public. Any changes will follow the normal ITB change process. |
| 19 | Category 27, 28 & 29 Streaming Video | Please provide an example of three different brands (and model numbers) for each category 27, 28, 29 that the State would assign if needed to be purchased using these categories. | The state currently only uses a limited number of Media Site devices for this purpose. This category is put in for future development in accordance with state needs. |
| 20 | Category 33, 34, 35 video Conferencing | Please provide example of three different brands and model numbers for each category 33, 34, 35 that the State would assign if needed to be purchased using these categories. | The state currently only uses Cisco Webex systems, specifically Room and Desk OS devices, for video conferencing. The majority of these systems are provided through and supported by the STS Unified Communications and Collaboration Group. Typically these categories in this contract would be used for purchase and deployment of Room Kit Pro, or Room Kit EQ systems into integrated rooms. |
| 21 | Jabra brand | If Jabra brand video conferencing bar were proposed, into which category would the State require be used for the discount percentage? | Jabra is not a brand currently evaluated or reccomended for use under the states guidelines for video conferencing systems. |
If a Jabra brand video conferencing bar was accepted for purchase by an agency after evaluation, then depending on capabilities it would likely either fall under Category 33 (Video Conferencing endpoints not from Cisco) or Category 26 (Video and Control Equipment not from Extron, Crestron, or Vaddio). Items with internal CODECs (able to dial independent of the connection of a laptop or other device) would properly fit into Category 33, those which are ultimately a laptop extension of cameras, speakers, and microphones would more appropriately fit into Category 26.
Please note that any and all devices which have internal dialing or are based on a computer style system (ex, windows processor) will need to be evaluated by various security and network teams in order to be approved to operate on the state network. Most systems without those features, those requiring a laptop for dialing, will require less approvals.
| 22 | Equipment only sale- warranty | An agency could potentially purchase equipment only, without installation or maintenance. In this scenario, from the date of delivery what is the requirement of the contractor in terms of warranty duration, support for troubleshooting or any possible replacement? | Historically, equipment only purchases other than Projector Lamps (which are now very rare in the state as most projectors are laser based) are uncommon. The supplier would be responsible for coverage during the Funtionality Coverage period, 30 days from sign off. |
| 23 | maintenance % | If msrp pricing can change up to 2 times per year, can the service maintenance % be adjusted if needed? | No, the pricing changes can be made based of MSRP increases or decreases. The labor rates and Maintenance rates will hold firm. |
| 24 | Warranty- replacements | Providing replacement parts is required by Contractor for how long after delivery of the goods? And for how long after Certificate of Completion (install)? | Please see answer for question 8 above for full discussion of the various support or warranty periods. |
Replacement parts under the Functionality Coverage Period would be provided for any tickets submitted within that 30 days. (This is the period after certificate of completion / signoff)
Replacement Parts under the warranty (ex. defects or scope issues) would be as described above. (This may vary depending on the warranty typically offered by a company)
Replacement parts under maintenance and support would be for any tickets submitted during the maintenance coverage period (including any extensions or renewals).
25 7.4.1 AV Specifications Is the state wanting extended warranties included with the sale of each product- and if so, for what duration? Manufacturers Warranties should be included on all equipment purchases, as the equipment should all be new.
The maintenance and support plan available for agency purchase through this contract takes the place of any extended manufacuturer warranty. Contractors may choose to purchase additional extended warranties to help reduce risk/costs for systems under the maintenance plan, but that is an internal decision that has no relevance to the state. The states expectations of support and maintenance under this contract are not dependent upon any covered system or piece of equipment being under a manufacturer warranty.
| 26 | 7.7 Warranty | 7.7 Warranty. Contractor represents and warrants that the term of the warranty (“Warranty Period”) shall be the greater of the Term of this Contract or any other warranty generally offered by Contractor, its suppliers, or Manufacturers to customers of its goods or services. The goods or services provided under this Contract shall conform to the terms and conditions of this Contract throughout the Warranty Period. Any nonconformance of the goods or services to the terms and conditions of this Contract shall constitute a “Defect” and shall be considered “Defective.” If Contractor receives notice of a Defect during the Warranty Period, then Contractor shall correct the Defect, at no additional charge. Please help define the warranty period in months/years. | Please see answer to question 8 above. |
| 27 | Tariffs | How will federally-applied tariffs be paid by the State for products on this contract? | If the price increase can be attributed to the MSRP then we can follow the normal catalog update process as outlined in the contract. For all other scenarios, we would need to follow the price increase process found in the Terms and Conditions and receive FRC approval before acceptance. |
| 28 | Maintenance Percentage | We understand that MSRP-based product pricing may be adjusted twice per year. Could the State please confirm whether service and maintenance percentage rates are also eligible for adjustment on the same schedule, or if they are expected to remain fixed for the duration of the contract? | They expected to remain fixed for the duration of the contract. |
| 29 | Deposit | What is the amount of deposit allowed for invoicing upon award of each individual PO? | Due to state purchasing guidelines, no amount may be paid by the state for any products or services that have not been received by the state. All projects are to be paid in full upon completion signoff, with no deposits in advance. Some large projects that span fiscal years may need to have split purchase orders, this will be an agency by agency decision. However, please note that even in those situations the state cannot pay for any equipment or labor that has not yet been recieved. |
Example: Contractor has used 60% of labor and delivered to site 75% of the equipment by June 1st, with an expected date of June 30th for the remaining items and labor to be delivered. It would be wise to invoice for the 60% of labor and 75% of equipment so that the agency can spend the current fiscal year budget to pay for what has already been provided. However, it would not be possible on June 1st for the agency to process payment for the remaining 40% of labor and 25% of equipment that is expected to be installed that fiscal year, because it has not been actually recieved yet.
| 30 | Warranty | could the State please confirm the required length of the warranty period for all equipment and/or services covered in this scope of work? | Please see answers for question 8. |
| 31 | Install time of day | Will any of the system installations need to be conducted outside of normal business hours? (M-F, 7am-6pm) | Typically, installations are expected to happen during normal business hours. Agencys may at times provide or request installation hours outside of normal business hours. Contractor may elect to accept that request, or may deny that request. There is no contractual requirement for installations to occur outside of normal business hours, but it is permissible if Agency and Contractor both find it convenient. Access to the site will need to be coordinated with the Agency. |
| 32 | Spend | How was “Estimated Spend” quantified on the Bid Evaluation form? | It is a rough estimate based off historical purchasing. |
| 33 | DE costs | Where should we include Design Engineering Labor on the Bid Evaluation form? | Design engineering is not a directly billable labor category under this contract, and is expected to be provided as part of the pre-sale / quote development process to allow agencies to have a full understanding of the scope and expense of the project prior to acceptance. |
| 34 | Training | What is the expectation for initial training hours / sessions? | States experience is that most systems require a maximum of 1-2 hours of training. Extremely complex systems, such as a emergency operations center, auditorum, or similar systems may require more based on the scope. Most small systems will need less than an hour of training. |
| 35 | Warranty | What are the warranty requirements beyond the 30 days from the Time of Agency project sign-off and manufacturer warranty coverage? | Please see answer for question 8 for more details regarding the warranty periods. |
| 36 | Warranty | If an entity uses this contract to pricure equipment and it is not installed by the providing contractor, what is the support requirement of the contractor and for what duration? | Please see answer to question 22. This is a non-typical situation. |
| 37 | Maintenance | Is the intent to build a master list of all products fpurchased from entities through the contract term and maintain an overall msrp value of what is purchased to charge the State the bided percentage of that value at the beginning of year 2 of contract term for all maintenance renewals for year 2? | No. This is not the intent, the responsibilty would be on the agencies and supplier to track their maintenance. |
Please note, the maintenance MSRP should be calculated off the MSRP at the time of purchase, and not updated throughout the life of the maintenance coverage. This is to provide consistency for all parties, as MSRP may go up, down, or not be available due to market forces beyond any contract parties control.
| 38 | Warranty | How long is equipment required to be covered by Contractor if maintenance is not purchased with equipment? | Please see answer to question 8. |
| 39 | Category 26 | what are some examples of brands and model# of equipment that would be required to be sold in this category? | This would include control systems processors, video matrices, etc. Examples include AMX processors and video distribution, Barco wireless systems, Biamp Devio, etc. It is a catchall category intended to cover uncommon or changing needs of the state. If a piece of equipment does not fit into another category, and is logically a video (not display) processing unit or control system component of some sort, then it would fit into this category. |
| 40 | 6.0 and 7.0 Contractor & Maintenance Requirements | Can the State confirm that project timeframes (e.g., for design meetings, site surveys, and installation) will not begin until the Agency has formally verified that the site is ready and accessible? Additionally, will the State document site conditions before work begins to provide a mutually agreed-upon baseline for any damage assessments? | Project timelines start at the stated triggers, however, there will be no penalty to Contractor for any delays caused by the state or site readiness outside of the control of the Contractor. Contractor is reccomended to document any concerns about site conditions and discuss those with the agency. The documentation of any damage will be the responsibility of the Contractor. |
| 41 | 5.0 The Current State Environment | Can the State provide a detailed inventory or reference list of its current platforms, infrastructure standards (e.g., H.323, SIP, provisioning platforms), and key compatibility requirements to ensure contractor can validate hardware/software alignment prior to proposal submission? | Please see the current edition of the state "Guidelines and Best Practices for Audiovisual Third-Party Providers" for publically releasable information regarding the current state environment. This guidebook is periodically updated, but has general information regarding brands commonly used by the state, general infrastructure guidelines, and key compatability requirements. |
| 42 | 5.0 and 6.0 | Will the State commit to providing timely notice to the Contractor of any major changes or upgrades to its audiovisual infrastructure that could impact system compatibility mid-contract? | Updates are planned to be released quarterly regarding changes or upgrades to audiovisual infrastructure and requirements. Typically, these will be clarifications and updates based on lessons learned. Large swings of technology base are uncommon in the state environment, and even more rare to happen quickly. |
| 43 | 4.0 Requirement for New Equipment | If a quoted item becomes End-of-Life (EOL) after bid submission but before delivery, can the State confirm the expected timeline for substitution approvals? Is there a preferred process for streamlining such approvals (e.g., pre-approved substitution lists)? | This is generally addressed in concept in section 6.6. There is no fixed timeframe, as it will be a case by case situation. All approvals must be in writing, but an email chain with the Agency project point of contact with a proposed replacement would be a good way to discuss it. Contractor should get a signed change order for confirmation, and the Agency will then need to update the purchase order request before the purchase order and invoice process can be completed. |
Pre-approved substitution lists would be likely impractical in many ways as this is discussing items going End-of-Life in an unanticipated timeframe.
Substitutions should be suggested in a commercially reasonable amount of time, so as to prevent delays in the project. Note, that in this event it is permissible for Agencies to accept quoted equipment that has become End-Of-Life after bid submission but before delivery. Example, Contractor gets notice of EOL three days before install is scheduled to start, they should reach out to the Agency point of contact to discuss. Contractor should inform the agency of the anticipated delay in changing products, and let Agency elect to do the change and accept a delayed delivery date, or to simply accept the EOL equipment.
43 4.0 Requirement for New Equipment Answer Continued Please note, these situations are historically rare.
Additional note, if the vendor has notice of EOL thirty days before installation is expected, and a swap would only take 14 days to happen, it would not be expected for the installation to change dates or be extended. It is also reasonable for the vendor to inform the Agency if items are already in hand for delivery or not yet ordered, as that could impact the decision of the Agency.
| 44 | 5.26 Contractor Requirements | Will the Contractor be required to provide any high-voltage wiring design, installation or support? | Contractor is required to provide requirements and specification for high-voltage needs for the system. Practically, this means informing the Agency of where the system needs plugs and how many, dedicated circuit requirements, etc. It does not require specific high-voltage design drawings, installation, or support. Blueprint markups for GC / Electrican installation are the most likely drawing expectations. |
| 45 | 7.0 Maintenance Requirements | Does the State have a defined minimum project size or labor threshold to justify dispatching technicians for on-site service calls? | No, there are no defined minimum project sizes for on-site service calls. However, a system must have an active maintenance and support plan or the agency will need to pay time and materials for the service call. |
Please note, equipment only purchases are not expected to have maintenance and support purchased on them.
46 4.0 and 6.0 Will the State allow flexibility in shipping logistics, including:
(a) temporary staging or storage options at or near the job site for larger systems (multi-day installations); and
| (b) acceptance of partial shipments in the event of manufacturer delays, with documented Agency approval? | Agencies may elect to permit specific arrangements on a per project basis. However, Contractor may not require any changes to the contract requirement. Contractor may not deny a project based on agency denial of speciifc non-contract logistics arrangements. Contractor retains full liability for all equipment regardless of where situated. | |||
| 47 | Catalog | Can the State clarify exactly what detail is needed for the catalog? | The items sold through the contract will need to include: Catalog Number (This is arbitrary but should follow a logical pattern), Part Number (Model/Manufacturers part number typically), Description of Equipment (Short description, ex: 55" LCD Display, 4K), MSRP, Manufacturer (Make), Vendor Discount (Percengage based on category), Discount Price (MSRP * (1-Discount Percentage) | |
| 48 | 3.21.3 | Please see Section 7.3 as this contradicts | This was a typo, please adjust section 3.21.3 with the appropriate 7.3 timetables (Three business days) | |
| 49 | 3.22.2 | Certain Products may require 1 year maintenance upfront. Since maintenance is optional, how would you like us to capture the cost of the required maintenance up front? | Maintenance through this contract should be offered to the agency as part of the original scope/quote. Agency should elect at that time to purchase maintenance on any system. If Agency elects not to, and later (prior to the end of the functionality coverage period) then the Contractor should offer a renewed quote for the maintenance portion, which should be accepted before the Contractor purchases any required coverage for products. Please note, maintenance expectations from Agencies are not dependent upon Contractor purchasing any other coverages through manufacturers or third-parties. |
Please note, the state shall not be charaged for any additional maintenance plan purchased by the vendor to cover equipment. All maintenance and support charges in any way must be covered under the maintenance support of this contract exclusively. (Ex. Contractor cannot bill for a manufcacturer extended warranty or manufcacturer maintenance plan to the state in any circumstances) 50 5.4.6.1.1 Engineering's knowledge and skill is a large part of what integrators do. To include this with no compensation is a big ask. Is the state willing to add a line category for this labor? This contract is expected to be the primary purchase vehicle for all state audiovisual projects for a period of 3-5 years.
Engineering and design work is part of the pre-sales design and quote process. As such there is no line item category for that labor.
| 51 | 7.3 | 7.3.1, 7.3.2., 7.3.3. These Sections conflict with 3.21.3. Which service SLAs are expected as standard? | See above question 48, this typo needs to be corrected to the appropriate section 7 timetables. |
| 52 | General Scope | 1. Please confirm if any existing legacy systems or cabling infrastructure will be required to be integrated with new systems, and if so, whether detailed inventories will be provided. | Agencies may request updates to existing systems under this contract, however Contrator should use industry best practices in advising based on the age and scope of the system. Detailed inventories are not available. Cabling may be re-used, or quoted for replacement, on a case by case basis. |
| 53 | General Scope | 1. Under Section 3.20.3 of the specifications (New Equipment), it mentions written agency approval may be required for refurbished parts in case of End-of-Life (EOL). Can the State clarify the expected process and timeline for these approvals? | Please see answer to question 43 for more details. As it is a case by case basis, the expectation is that of a commercially reasonable timeframe to best meet the needs of the state. For example,it would be unreasonable for a Supplier to wait thirty days to inform the state of an EOL situation. |
| 54 | General Scope | 1. Will the awarded vendor be responsible for removal and disposal of old equipment, and if so, is there a required method or certification for disposal (e.g., e-waste compliance)? | Agencies may request a quote for services or projects that include de-installation of prior systems, which may be part of a new installation or simply a standalone decommissioning. |
All equipment will need to be disposed of by the agency in accordance with the agencies surplus policies. Typically, this means deinstall and set in a pile for the states surplus team to come and collect, no items of state property should be retained by the Contractor. Removed cabling should be neatly piled or boxed and left for the surplus team. Etc. It is suggested that the deinstall team take pictures at the end of project to verify what was left. Contractor should make clear when taking on de-install projects where the equipment is to be placed when it is removed.
| 55 | Maintenance/SLA | 1. The documents reference "Next Business Day delivery of replacement parts" under maintenance. Does this apply to all locations statewide, or are there exceptions for remote locations? | Please note that the next business day requirement is a typo from a previous version, the current default timeframe for most situations is a three day service window. This is a statewide requirement. |
| 56 | Maintenance/SLA | 1. Can the State provide expected volume estimates for service calls and maintenance visits to help assess staffing needs? | This is a new contract with no data. Contractor will have knowledge of all systems that will require maintenance, as they will be the ones providing the new installs to be covered. As such, Contractor should be able to evolve an understanding of the ongoing staffing needs as projects onboard. |
| 57 | Maintenance/SLA | 1. Regarding on-site support: are there any timeframe commitments for technician response beyond “Next Business Day parts delivery”? | Please note that the next business day requirement is a typo from a previous version, the current default timeframe for most situations is a three day service window. This is a statewide requirement. The requirement is for positive resolution within that window, including parts and labor. |
| 58 | Certifications and Staffing | 1. The specifications require all technicians to be certified on manufacturers’ systems. Will the State provide a list of preferred or mandatory manufacturer certifications? | Please see the current edition of the state "Guidelines and Best Practices for Audiovisual Third-Party Providers" for publically releasable information regarding the current state environment. This guidebook is periodically updated. It includes current brands commonly used by the state, and is a good guidepost for preferred manufactuers. The main expectation here is that everyone who is working on systems know what they are doing, which is known to be a very broad base of skills and certifications in the industry. This is why the statement is written so broadly. It also permits companies to become certfied as they decide to offer new product lines, but does not require any specific minimum or maximum. |
| 59 | Certifications and Staffing | 1. Are resumes or proof of certifications for proposed staff required at time of bid submission or only upon award? | Proof should be included with bid submission |
| 60 | Warranty and Support | 1. The contract language provides for a Functionality Coverage Period of 30 days after signoff. Will extended warranty periods offered by manufacturers supersede or complement this period? | Complement |
| 61 | Warranty and Support | 1. For warranty repairs requiring factory return, will the vendor be required to provide a loaner device on-site to maintain uptime, or only expedite repairs? | The expectation is resolution within the expected service call windows (three business days usually). There is no requirement for the Contractor to provide a loaner during that window to maintain uptime. |
| 62 | Contract Execution/Ordering | 1. The documents note the State may shift to an electronic ordering system. Can the State clarify if integration with the awarded vendor’s ERP will be required, or will a simple portal submission suffice? | There is no current electronic ordering system for use by Contractors under this contract. As such, there is no information to provide about possible integration or submissions. Based on general practices by the state, it is anticipated that a simple portal submission would be the expected process at least initially if the state were to implement such a system. It is unlikely that such a system would be installed and functioning during the term of this contract. |
| 63 | Contract Execution/Ordering | 1. Will the vendor be required to track and report diversity spend monthly directly through the TN Diversity Software site, or only upon request? | Diversity spend will be tracked by the state as long as vendor has followed the proper channels to become a diversity business with the State of Tennessee |
| 64 | Other | 1. Please confirm whether any site visits or walk-throughs are required prior to pricing or installation, and if so, will the State coordinate these directly with agencies. | Site visits / walkthroughs are required to make sure that the scope of work and quote given to the agency is accurate and covers all expected labor and equipment. There should be no instances of a change order due to incomplete planning by Contractor. The agencies will coordinate this with the Contractor on a project by project basis. |
| 65 | Other | 1. Regarding insurance requirements under the licensing provisions — is there a minimum level of liability or E&O insurance required, or will this be determined on a project-by-project basis? | There is a miminmum of insurace required, please see section 7.39 in the Terms and Conditions for insurance requirements. |
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File details come from the government source that posted it. Updated .