RFI- OEM OB2 Notification.docx

Attachment 1: Respondent Questionnaire

Attachment 1: Respondent Questionnaire

September 9, 2024

Request for Information #2420-862: Upgrades to Building Emergency Alert & Notification System

The Washington State Department of Social and Health Services (DSHS), through its Office of Emergency Management (OEM), requests information from organizations that install, employ and/or provide maintenance for products to enhance the current alert and notification platform at the DSHS headquarters building in Olympia, Washington.

NOTE: This Request for Information is not a competitive solicitation and will not result in the award of a contract. It is intended to obtain information that may assist the Department in determining the availability of solutions and services that may be required by the Department.

BACKGROUND

The Washington State Department of Social and Health Services (DSHS) headquarters Office Building 2 (OB2) has been established since 1975. OB2 has serves as a focal point for decision making, events, and policy establishment. DSHS administrative leadership, programs, and project teams work from OB2.

PROBLEM STATEMENT

Emergency alert and notification upgrades are needed at OB2. OEM currently employs Everbridge for email, voice, and SMS alerts however, upgrades are required to meet standards for deaf and hard of hearing employees and guests.

· OB2 lacks effective communication to ensure that the person with a vision, hearing, or speech disability can communicate with, receive information from, and convey information to, the covered entity.

· OB2 does not provide auxiliary aids and services when needed to communicate effectively with people who have communication disabilities.

· The key to communicating effectively is to consider the nature, length, complexity, and context of the communication and the person’s normal method(s) of communication.

· The rules apply to communicating with the person who is receiving the covered entity’s goods or services as well as with that person’s parent, spouse, or companion in appropriate circumstances.

· Duress buttons are needed to notify law enforcement quietly and efficiently for emergent incidents will enhance security capabilities.

PROPOSED SOLUTION

Through this Request for Information, the Department seeks to identify organizations that can provide any and / or all of the following:

· Ability to integrate with local WSP, Capital Campus security management system for alerts and situational awareness.

· Software application which can be operated by the emergency management office either at work or remotely. Or an interactive console in key areas.

· Use of self-prepared messages with a certain number of characters for messaging boards.

· Interior speaker paging system – self-amplified speakers.

· Exterior, harsh environment speakers.

· Visual alerting – strobe lights for silent alerts and impaired hearing.

· Reader boards in key strategic areas of the building.

· Banners on building mounted flat screen TVs.

· Duress buttons at the front information (reception) desk and other key locations.

· Connected to the national weather and news reports for earthquake / tsunami information.

· Possible DSHS mobile app / QR code access.

· Connectivity to 911, fire, EMS, etc. when needed.

Request for Information Process Your voluntary response to this RFI is greatly appreciated. The Department reserves the right to freely utilize any ideas and information received as a result of this RFI in developing potential solutions to the Department’s requirements.

Desired Outcomes from this RFI This Request for Information is not a competitive solicitation that will result in the award of a contract to one or more bidders. Rather, it is intended to obtain information that may assist the Department in determining the availability of solutions and services that may be required by the Department. Participation in this RFI is voluntary and responses are not considered proposals. This document does not obligate the Department to issue a competitive solicitation to evaluate the services of any responding organization or to enter into any contract. The Department reserves the right to explore any and all options for meeting its need for services including, but not limited to, options that are brought to its attention through this RFI. The Department shall not be responsible for any cost that may be incurred by persons responding to this RFI.

Confidentiality The Department of Social and Health Services is subject to public records laws (Chapter 42.56 RCW). As a result, responses are not confidential and are subject to public disclosure. We ask that you not submit any confidential and proprietary information in response to this RFI. No pricing is solicited at this time.

How to Respond to this RFI Please submit your response by email to: raymond.castillo@dshs.wa.gov as soon as possible, but no later than October 4, 2024.

Thank you for your assistance and participation in this Request.

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Please provide the following information and include it with a brief cover letter submitting your response. Please include the text of the inquiry and enter your responsive information directly after the word “response,” in the order given below.

1. Your firm’s legal name, address and principal place of business. Response:

2. A summary of your firm’s qualifications and experience providing products related to the RFI.Response:

3. The name, mailing address, email address and phone contact information of the best contact person for your firm.

Response:

OEM is looking to upgrade our current alert and notification system for alerting all staff and visitors at OB2. Given this, please answer the questions posed below:

1. Does the notification product instantly reach eyes and ears? Message boards, intercom, visual alerts, mobile devices, paging system, and computer screens for deaf and hard of hearing employees / visitors.

2. Does the system / message reach all areas of the building? Visual indicator Inside/outside, audible/visual, remote areas of building, and via on personal smart phone.

3. Do all alerting tools synch and work together?

Response:

4. In the event of a power outage, can the system send a message and notification initiated from the interactive console by use of UPS power for a minimum of 10 minutes?

Response:

5. Will the products integrate with fire alarm, Capital Campus access control system and notification system?

Response:

6. For hearing impaired employees, can the system tap into specific frequencies and/or hearing aid compatibility audio?

Response:

7. Will the system have a QR scan capability such as the ability to install an instant app for visitors to OB2 for personal smart phones before entering work areas?

8. Do message boards allow for administrators to change color, display, directional, and font?

9. Does the firm offer training to administrators of the products?

Response:

10. Does the firm provide maintenance and/or quality control checks of system after installation (aka warranty)?

Response:

11. What type of Access and Function Needs (AFN) products does your firm offer?

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