RFI - 00224 - Audio-Visual Solutions.pdf

Washington State Department of Enterprise Services (DES) Page 1 of 3 (Rev 2/12/2024)

November 15, 2024

REQUEST FOR INFORMATION (RFI)

Audio-Visual Solutions

ANNOUNCEMENT

The State of Washington is in the process of developing requirements for a new cooperative purchasing agreement, 00224, for Audio-Visual Solutions. Enterprise Services is requesting input on the draft solicitation documents from the vendor community regarding the requirements and bid submission documents.

This RFI is intended to ensure a fair and open process for interested businesses to identify any issues with the proposed approach and to propose potential changes in the draft solicitation. Interested businesses are encouraged to provide any information you believe is relevant for Enterprise Services to consider in developing the new solicitation for Audio-Visual Solutions before Enterprise Services finalizes the solicitation documents.

BACKGROUND

The new cooperative purchasing agreement is similar in scope to the current contract, 03418. Under the new Agreement, the scope is for Audio-Visual hardware, accessories or required peripherals and services needed to utilize and maintain the hardware, accessories, or peripherals. The new Agreement will be a Solution-based contract that requires the customer to purchase the equipment and service together as an “Audio-Visual Solution.”

The types of Audio-Visual equipment that customers desire includes, but is not limited to:

• Audio Equipment, such as speakers, sound systems, microphones, headphones, headsets, intercom systems, sound masking devices, and amplifiers;

• Video Equipment, for videoconferencing and video recording, as well as displays, video walls, camcorders, and blue ray players/recorders;

• Projection Equipment, such as video projection systems, tripods, overheads, and video presentation boards;

• Photographic Equipment, such as cameras;

• Assistive Communication Technology & Accessibility Solutions, such as induction loops, FM receiver/transmitter, and PA systems;

• Peripherals and Accessories, such as AV carts, podiums, lecterns, stands batteries, cables etc.

An awarded vendor will provide customers with the following services: consulting, design, installation, and maintenance. An awarded vendor will also provide customers with warranty coverage.

https://apps.des.wa.gov/DESContracts/Home/ContractSummary/00224 https://apps.des.wa.gov/DESContracts/Home/ContractSummary/03418

Request for Information (RFI)

Washington State Department of Enterprise Services (DES) Page 2 of 3 Rev. 2/12/2024

REQUEST

Please review the documents in this WEBS posting. Note the provided draft exhibits are subject to updates and changes based on the results of this RFI. Please review these documents for any clarification, feasibility, and any proposed changes.

* Note – This is NOT an opportunity to fill out and submit any bid documents. This RFI is not the posting of the solicitation, only a posted draft version for the purpose of review and feedback.

As part of the RFI response, please identify any areas of confusion or challenges in meeting any of the listed specifications or performance requirements. When possible, please provide any reasoning for the response as well as offer any suggestions on what might work better as an alternative.

▪ 00224 Audio-Visual Solutions: This document is the draft version of the Competitive Solicitation.

▪ Exhibit A – Required Bidder Information: These exhibits identify information that bidders must provide to Enterprise Services to constitute a responsive bid.

• Exhibit A-1 – Bidder’s Certification

• Exhibit A-2 – Bidder’s Profile

▪ Exhibit B – 1 Goods Specifications: This exhibit outlines the Competitive Solicitation’s mandatory technical requirements and added value specifications for Audio-Visual equipment.

▪ Exhibit B – 2 Performance Requirements: This exhibit outlines the Competitive Solicitation’s required and added value non-cost factors and qualifications for Audio-Visual Solutions.

▪ Exhibit C – Bid Price: This exhibit provides the pricing information that bidders will complete as part of their bid and the price evaluation tool that Enterprise Services will use to evaluate and compare bids.

▪ Exhibit D – Cooperative Purchasing Agreement: This exhibit is a draft of the Cooperative Purchasing Agreement that any successful bidder will execute with Enterprise Services.

▪ Exhibit E – Bidder’s Contract Issues List: This exhibit outlines bidder’s issues, if any, and bidder’s proposed resolution/solution if bidder has any business concerns with the form of Exhibit D – Cooperative Purchasing Agreement to be awarded. Note, however, that Enterprise Services reserves the right not to modify the Contract and to award the Contract on the basis of a bidder’s willingness to agree to the Contract.

▪ Exhibit F – Diverse Business Inclusion Plan: For those bidders who, if awarded a Cooperative Purchasing Agreement, intend, or want the option to utilize subcontractors for these services to perform the Cooperative Purchasing Agreement, this exhibit outlines Enterprise Services’ guidelines and goals for the inclusion of small/diverse Washington businesses in our supplier.

RFI PROCESS

Responses to this RFI should be submitted to the RFI Coordinator listed below no later than November 22, 2024.

A response to this RFI is not a mandatory requirement for participation in any subsequent solicitations released by the State of Washington. The results of this RFI may be used in development of future solicitations. All business community communications concerning this RFI must be directed to the RFI Coordinator.

Request for Information (RFI)

Washington State Department of Enterprise Services (DES) Page 3 of 3 Rev. 2/12/2024

Mitchell Gonzales

RFI Coordinator

Dept. of Enterprise Services

PO Box 41411

Olympia, WA 98504-1411

(360) 407-2218

DEScontractsteamcypress@des.wa.gov

PUBLIC RECORDS

The business community acknowledges that state agencies are subject to Chapter 42.56 RCW, the Public Disclosure Act. Business community responses to this RFI will become public record as defined in the RCW. For the purposes of this RFI no information considered confidential or proprietary should be included.

NO OBLIGATION TO CONTRACT

Release of this RFI in no way obligates the state of Washington to award a contract.

TO SUMMARIZE

The state of Washington appreciates your thoughts and input and would also welcome any additional thoughts and comments related to Audio-Visual Solutions.

mailto:DEScontractsteamcypress@des.wa.gov http://apps.leg.wa.gov/RCW/default.aspx?cite=42.56