RFI_CALOESSOC001_SOC_Medio_Wall.pdf

Gavin Newsom

Governor

Nancy Ward

Director

REQUEST FOR INFORMATION (RFI)

STATE OPERATIONS CENTER (SOC) MEDIA WALL REPLACEMENT

RFI #CALOESSOC001

Date: August 21, 2025

You are invited to review and respond to this Request for Information (RFI) for replacement and modernization of the previous State Operations Center (SOC)

Media wall system.

Read the attached document carefully. The RFI due date is Friday, September 5, 2025, at 12:00 PM PST. Responses to this RFI must be submitted via email to the contract analyst below prior to the RFI due date and time.

Cal OES Contact:

Flora Karami

California Governor’s Office of Emergency Services

Information Technology Admin

Email: ITContracts@caloes.ca.gov mailto:ITContracts@caloes.ca.gov

California Governor’s Office of Emergency Services RFI No. CALOESSOC001

SOC Media Wall Replacement

1. Background and Purpose of the RFI

The purpose of the RFI is to seek information from experts and resources in audiovisual (AV) products and implementation.

2. Key Dates

Respondents are advised of the key dates and times shown below and are expected to adhere to them.

Event DATE

Release of RFI Thursday, August 21, 2025

Non-Mandatory Walkthrough

Wednesday, August 27, 2025, at 9:00

AM – 11:00 AM PST

Address:

3650 Schriever Ave

Mather, CA 95655

Point of Contact:

Matthew Bonnici

Phone: (916) 584-2565

Virtual Questions and Answers

(Q&A) Session

Thursday, August 28, 2025, 10:00 AM –

11:30 AM PST via MS Teams

RFI Response Submission Due Date and time

Friday, September 5, 2025, at 12:00

PM PST

3. Walkthrough

A non-mandatory walkthrough is scheduled at the date and time shown on the above table. Please check in at the time of arrival.

For respondents who need assistance due to physical impairment, a reasonable accommodation will be provided by Cal OES, upon request. The respondents must email ITcontracts@caloes.ca.gov at least forty-eight (48) hours prior to the walkthrough in order that arrangements can be made in advance of arrival time.

4. Virtual Q&A Session

The CalOES project team will be hosting a one-time meeting for all

Respondents to ask questions about the SOC media wall replacement and mailto:ITcontracts@caloes.ca.gov

California Governor’s Office of Emergency Services RFI No. CALOESSOC001 the RFI submission requirements on Thursday, 08/28/2025 from 10:00AM -

11:30AM PST.

The project team will be available for the entire time to answer questions. The project team may defer certain questions to be responded to in writing instead of within the live Q&A session.

If you are interested in participating in the virtual Q&A session on 08/28/2025 from 10:00AM - 11:30AM PST, please email the following contact for a link to the virtual meeting: ITContracts@caloes.ca.gov.

5. RFI Disclaimer

This RFI is issued for information and planning purposes only and does not constitute a solicitation. Responses to the RFI will not be returned. A response to this RFI is not an offer and cannot be accepted by CalOES to form a binding contract. This RFI is solely designed to provide CalOES with meaningful information to enable CalOES to determine how to proceed with the direction of the SOC Media Wall Replacement project.

Respondents are solely responsible for all expenses associated with responding to this RFI. The State is not responsible for any expenses associated with responding to this RFI.

The submission of a response does not constitute any commitment on the part of the interested party. However, the Respondent agrees that the submitted information is correct to the best of the Respondent's knowledge. Also, the right to compete in future procurements related or unrelated to this RFI is not affected.

Respondents are advised that all documents submitted in response to this RFI will become the property of the State of California and will be regarded as public records under the California Public Records Act (CPRA) pursuant to

Government Code section 6250 et seq. The intent of this RFI is only to validate project objectives and requirements for possible future solicitations. Please do not include any confidential or proprietary information in responses to this RFI as it will be subject to the CPRA and may be disclosed to the public under the

CPRA. If you include any confidential or proprietary information in response to this RFI, please clearly mark the portions of the response that are proprietary and/or confidential.

The State does not request any proprietary information be submitted, nor shall it be liable for any consequential damages for proprietary information if submitted. Any information submitted in response to this Request for

California Governor’s Office of Emergency Services RFI No. CALOESSOC001

Information is subject to disclosure under the Freedom of Information Act, 5

USC 552 (a) and the California Public Records Act.

6. RFI Response Instructions

A. Please submit your responses by emailing: ITContracts@caloes.ca.gov

B. Please ensure your response, including file attachments, includes your company name, product/platform name, and responses to the information requested below.

C. Responses must be submitted by the date indicated in the Key Action

Dates. Responses received after this date will be considered at the discretion of the project team.

Please submit the following attachments with your RFI response:

Attachment A: Contractor Profile including, name, point of contact, and summary of prior experience in completing AV projects of similar size and scope. Please include the number of years’ experience, budget of notable projects, and industry of notable customers in the summary. Please see

Attachment A for formatting and details.

Attachment B: Cost Estimate Worksheet with your recommended SKUs. Please include all product and services line items needed for this project and associated SKUs, descriptions, and line-item price. Services pricing should be comprehensive of the entire project including all implementation, testing, training, documentation, and post-implementation support.

Attachment C: Response and approach to the High-Level Scope of Work (See

Pages 5-7). Please write a summary of how your company would approach this project. Provide deliverables associated with each task in the scope.

Attachment D: Implementation timeline. Please provide dates for section 2.H, list items a - i, in the following High-Level Scope of Work.

California Governor’s Office of Emergency Services RFI No. CALOESSOC001

HIGH-LEVEL SCOPE OF WORK

STATE OPERATIONS CENTER (SOC) MEDIA WALL REPLACEMENT

1. Background and Objective

The California Governor’s Office of Emergency Services (Cal OES) requires a replacement for the previous SOC Christie LED wall system. Most of the components of the prior system have been removed. However, there may be remaining components that will need to be removed and disposed of prior to implementation of the new system. This effort includes the e-waste removal to then begin implementation including installation of the new floor mounted support structure for load bearing of video displays, installation of the mounting system, and the installation and configuration of the audio-visual wall as well as installation and configuration of video cameras, speakers, and microphones for integration with the dvLED wall. Documentation, testing, training, and warranty support for the dvLED wall are all included in the scope of this request.

2. Tasks and Deliverables

A. Kickoff, Planning, and Requirements Gathering

a. Project Kickoff Meeting

b. Requirements Document

c. Site Survey Report

d. Project Plan & Budget Estimate

B. Design Phase

a. AV system design document & drawings

b. 3D future state walkthrough

c. BoM

d. Design Plan for integration

C. Procurement/Logistics

a. Procurement Plan

California Governor’s Office of Emergency Services RFI No. CALOESSOC001

b. Inventory Checklist

D. Installation & Configuration including Cleanup and Waste Removal

a. dvLED Wall Support and Mount Implementation

b. dvLED Wall Screen Implementation

c. dvLED Room Audio Integration

d. dvLED Room Camera Integration

e. dvLED Wall Broadcast Functionality

f. Amelioration of old Cables and Components

E. Testing & Quality Assurance

a. Test results report of all physical and virtual equipment implemented

b. Issue log updated with all resolutions documented

F. Management Training and Handoff

a. Training materials

b. User training sessions

c. Documentation review and approval handoff

G. Post Implementation Warranty and Support

a. Support plan

b. Warranty and support coverage report including pertinent contacts for various warranty and support needs

c. Final project closeout report

H. Timeline

The estimated project start date is October 27, 2025, and project closeout is no later than January 31, 2026. Note: Post implementation warranty and support period will be after the project closeout for a period of five (5) years.

California Governor’s Office of Emergency Services RFI No. CALOESSOC001

a. Planning and Requirements Gathering Completion -

b. Design Completion and Approval -

c. Procurement Completion -

d. Implementation Completion -

e. Testing Completion -

f. Training Completion -

g. Documentation Completion -

h. Warranty and Support Handoff Completion -

i. Final Project Closeout -

California Governor’s Office of Emergency Services RFI No. CALOESSOC001

BILL OF MATERIALS (BOM)

ITEM

NO.

DESCRIPTION QUANTITY UNIT PRICE UNIT OF

MEASURE

EXTENDED

PRICE

Radiance LED Performance

Series 1.2 COB Flip FSA Panel

- Radiance Performance 1.2, COB Flip chip, 600 x 337.5 x 39 cabinet size, 480 x 270 pixels, 1000 Nits

EACH

Redundant Power Supply and

Receiver Card

208 EACH

LED Mounting Frame

Component - Mounting frame hardware to support fixed mount installation of

Radiance LED Display.

Quantity should be based on size of array and mounting configuration.

LED Spare Parts Component -

Batch-matched spare parts component to support long-term

Radiance LED service and maintenance. (10%)

LED Trim Kit - Trim cladding for edges of LED wall.

6 Video Wall Processor 1 EACH

7 4x 10G Fiber Output Card 4 EACH

8 4x HDMI 2.0 Input Card 4 EACH

California Governor’s Office of Emergency Services RFI No. CALOESSOC001

9 2x HDMI 2.1 Input Card 2 EACH

10 LED CVT10 Fiber Converter 6 EACH

11 Controller 1 EACH

12 PTZ 145w Cameras 4 EACH

13 Voice TRX Controller 1 EACH

14 Program Monitor 1 EACH

15 Preview Monitor 1 EACH

16 CQ 12 Mixer 1 EACH

17 Speakers – Black 3 EACH

PowerZone Connect – 6008

DANTE (UNI)

1 EACH

1 receiver, 1 handheld microphone, 1 clip microphone

10 EACH SET

20 5 headset microphones 6 EACH SET

Amelioration of old cables/components from

Christie wall system.

Includes e-waste Removal

Service and Fees associated with disposal

1 EACH

LED Manufacturer Installation

- Turn-key on-site installation of mounting frame, LED panels, LED wall controller, audio, video, and broadcasting implementation and integration, system calibration and commissioning, testing, tuning. Travel and expenses included.

California Governor’s Office of Emergency Services RFI No. CALOESSOC001

LED Manufacturer Installation

- Additional Engineering

Support including documentation, training, post-implementation support

GRAND TOTAL

California Governor’s Office of Emergency Services RFI No. CALOESSOC001

ATTACHMENT A: CONTRACTOR PROFILE

1. Company Information

Company Name

Address

Parent corporation and/or subsidiaries, if applicable

Number of employees

Number of years in business

Nature of business

Website

2. Primary Contact for this RFI

Name

Title

Email

Telephone

3. Company Overview

Provide a brief overview of your company including:

A. Relevant Experience

a. Provide a list of at least three (3) similar projects completed within the last five (5) years for public sector, public safety, or mission-critical environments.

b. For each project, include the client’s name, a brief description of the system, the project value, and a client reference with contact information.

California Governor’s Office of Emergency Services RFI No. CALOESSOC001

B. Project Team Expertise

a. Describe the qualifications and certifications (e.g., AVIXA CTS, CTS-

D, CTS-I) of the proposed project team members for design, installation, and programming.

California Governor’s Office of Emergency Services RFI No. CALOESSOC001

ATTACHMENT B: COST ESTIMATE WORKSHEET

The CalOES is requesting respondents to provide cost estimates for the solution described in the requirements document. Please complete the responses to the below cost table using the BOM on page 8-10. (Please add additional rows as needed.)

ITEM

NO.

SKU # PRODUCT/SERVICE

DESCRIPTION

QUANTITY UNIT

PRICE

UNIT OF

MEASURE

EXTENDED

PRICE

GRAND TOTAL

California Governor’s Office of Emergency Services RFI No. CALOESSOC001

ATTACHMENT C: PROPOSED APPROACH

Please provide a proposed approach to the High-Level Scope of Work provided on pages 5. Please write a summary of how your company would approach this project. Provide deliverables associated with each task in the scope. Please do not exceed 10 pages.

California Governor’s Office of Emergency Services RFI No. CALOESSOC001

ATTACHMENT D: IMPLEMENTATION TIMELINE

Please provide completion dates for the project milestones listed below.

a. Planning and Requirements Gathering Completion -

b. Design Completion and Approval -

c. Procurement Completion -

d. Implementation Completion -

e. Testing Completion -

f. Training Completion -

g. Documentation Completion -

h. Warranty and Support Handoff Completion –

i. Final Project Closeout -