RFP S-DASOBO-2645 Q.A_.docx
DOCX document 28 KB Posted
- Solicitation number
- S-DASOBO-00002645
- Issued by
- Marion County, Oregon
About this file
The document provided is a Request for Proposals (RFP) for Video Conference Systems for the Oregon Department of Human Services (ODHS), Oregon Health Authority (OHA), and Oregon State Hospital (OSH) Locations. The RFP outlines the scope of services required, which includes the installation, relocation, and maintenance of video conference equipment at multiple locations throughout the state. The Agency is looking for a single contractor to provide the full scope of services, and will consider proposals that include subcontractor arrangements. The RFP does not specify required quantities, as the Agency will be purchasing devices on an as-needed basis. Proposers are requested to provide per-unit pricing, as well as options for bulk order pricing. The RFP also addresses potential supply chain delays and the ability to propose comparable solutions if originally specified items are no longer available.
Regarding pricing, the RFP indicates that the Agency has its own Microsoft 365 tenant and is not requesting a tenant solution as part of the scope. Travel expenses are to be included in the Service Order Contract amount. The RFP is focused on the State of Oregon, specifically the jurisdictions of Marion County and Salem City.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| Intent_to_Award.pdf | ||
| Propsal List.docx | DOCX document | |
| ATTACHMENT E - PRICE PROPOSAL - finalapproved.docx | DOCX document | |
| OHA-DHS-OSH Video Conferencing RFP Master Services Agreement sample.finalapproved.docx | DOCX document | |
| SAMPLE_Participating_Addendum_Ref.No._2646_Final~1.docx | DOCX document | |
| OHA Video RFP Finalapproved.docx | DOCX document |
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Text version
Request For Proposals (RFP) Number S-DASOBO-00002645 for Video Conference Systems for ODHS, OHA & OSH Locations Questions and Answers
Q.1 - What are the location addresses where the equipment needs to be installed?
| A. 1 – There are multiple locations around the state. The specific location(s) would be determined at the time of the Service Order Contract. | |
| Q.2 - | What is the installation time frame required by the vendor from notification requisition of stored equipment to installation completion? |
| A.2 – No required timeframe specified; Proposers may propose their timeframes as part of the RFP response. | |
| Q.3 - | Relocation Services – Where will the equipment be uninstalled from and reinstalled to? |
| A. 3 – There are multiple locations around the state. The specific location(s) would be determined at the time of the Service Order Contract. |
Q.4 - What happens if the customer owned equipment isn’t working once it is reinstalled? Is proposer expected to cover/support this original equipment?
A.4 – RFP Section 2.4 Scope of Services outlines services. The Agency is looking for Proposers to propose how Proposer will provide the services outlined in the Scope. Responsibility of equipment care/support may be negotiated in the final MSA.
Q.5 - Will there be times where the customer owned equipment will be swapped out and need to be stored in the same storage unit as the new equipment? If yes, for how long?
A.5 – RFP Section 2.4 Scope of Services outlines services. The Agency is looking for Proposers to propose how Proposer will provide the services outlined in the Scope. The timeframe between uninstalling and reinstalling equipment may vary depending on the individual situation.
Q.6 - Does OHA want their environment to be proactively managed under a Managed Services Agreement or Reactive Maintenance under a Maintenance Agreement?
A.6 – RFP Section 2.4 Scope of Services outlines services. The Agency is looking for Proposers to propose how Proposer will provide the services outlined in the Scope.
Q.7 - Does OHA have a technical staff to do “Standard Software Updates”? Standard Software Updates are typically performed by the customer.
| A.7 - The agencies have technical staff that can perform standard software updates. The software update process outlined in the final MSA may be negotiated. | |
| Q.8 - | Onsite support is typically performed after remote troubleshooting and efforts have been exhausted. Can you provide location addresses (also requested above), so Travel Costs Can be determined (TYPICALLY TRAVEL COSTS ARE INCURRED; this may be negotiable). |
| A.8 – Address to be determined at the time of the Service Order Contract. The sample MSA outlines travel expense requirements. Travel and other expenses are to be included in the Service Order Contract amount. | |
| Q.9 - | Is secure storage of all the purchased equipment ready to be transferred as a complete Video Conf. Package required for all 5 years’ worth of gear up front or can we store 1 year at a time, or can this be purchased as you go? |
| A.9 – The Agency expects equipment to be ordered on-demand as orders are placed. Proposers may propose solutions that include maintaining pre-purchase inventory to improve order fulfillment processing times. The Contractor will be required to obtain all equipment and keep in their possession until the time of installation. |
Q.10 - If we are unable to acquire the hardware in the time required due to Supply Chain delays, will this eliminate us from the RFP?
| A.10 – Supply chain delays do not eliminate you from the RFP. The Agency understands there may be supply chain issues. Proposers may propose solutions to mitigate these potential issues. | |
| Q.11 - | It appears that SMART Room systems are no longer available or supported. If items required are no longer available, will OHA accept quotes on comparable offerings/solutions? |
| A.11 – Proposers may propose comparable solutions. Only products negotiated and included on the MSA Price List may be offered at the time of the Service Order Contract. Price List is negotiable. As technology changes or products discontinue the price list may be negotiated to include additional products and services throughout the term of the MSA. |
Q.12 - If a specific item is not available for one reason or another, will a quote on a comparable device be acceptable?
A.12 – Only items listed on the MSA price list may be offered at the time of the Service Order Contract. Price List is negotiable. As technology changes or products discontinue the price list may be negotiated to include additional products and services throughout the term of the MSA.
Q.13 - Regarding the Raceway requirements, will an over carpet Raceway or under carpet raceway be preferred?
| A.13 – Modifications to physical buildings may be subject to prior approval from building owner/landlord. Contractor may propose multiple options for raceway solutions. | |
| Q.14 - | Regarding the video calling, how many concurrent video calls do you anticipate on an average? |
A.14 – The Agency averages 18,000 – 20,000 Teams meetings per month, although a much smaller number involve the Microsoft Teams Room systems that will be supported under this agreement. Contractor will not be responsible for network availability or throughput.
Q.15 - How many concurrent MS Teams CVI Calls do you anticipate on an average?
A.15 – The Agency averages 18,000 – 20,000 Teams meetings per month, although a much smaller number involve the Microsoft Teams Room systems that will be supported under this agreement. Contractor will not be responsible for network availability or throughput.
Q.16 - Will you require FEDRAMP or will commercial multi-tenant service be adequate?
A.16 – The Agency has and maintains their own Microsoft 365 tenant. RFP is not requesting a tenant solution as part of the scope.
Q.17 - Are you considering custom branding of you Video Conferences?
A.17 – Video conferences are facilitated within Microsoft Teams Room system platform utilizing the Microsoft 365 tenant. No additional customization is required.
Q.18 - Are you considering custom domain hosting?
A.18 - The Agency has and maintains their own Microsoft 365 tenant. RFP is not requesting a tenant solution or hosting as part of the scope.
Q.19 - For your Non-State calls, can you describe what type of calls they will be? MS Teams, Legacy Room Systems h.323, SIP, Cisco WebEX, etc.?
A.19 – The current Agency supported video conferencing standard platform is Microsoft Teams. Other platforms may be natively supported within the Microsoft Teams Room system software.
Q.20 - Do you want a solution with Business Continuity built into it?
A.20 - RFP Section 2.4, Scope of Services outlines services. The Agency is looking for Proposers to propose how Proposer will provide the services outlined in the Scope.
Q.21 - Can you please provide quantities of each line item/unit, so we can provide best pricing?
A.21 –The Agency will be purchasing devices on an as-needed/as-ordered basis. Price proposal requires a per-unit price for evaluation. Proposer may propose bulk order pricing options as part of the ADDITIONAL PRICING INFORMATION section of the PRICE PROPOSAL.
Q.22 - We are wondering if we can partial bid with just Lenovo hardware, installation & support on-site of Lenovo hardware components only?
A.22 No, the intent is to award to one contractor that can provide the entire scope of services as outlined in the RFP Section 2.4.
Q.23 - Are we able to contact alternate reseller partners to bid with.
A.23 – Subcontractors are accepted. Sample MSA outlines the requirements for use.
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