RFP2026-002_Human Performance Lab_M.pdf

RFP #2026-002 Human Performance Lab 1

Procurement Department

REQUEST FOR PROPOSAL RFP #2026-002

Human Performance Lab

For

Innovation Center

August 6, 2025

THIS IS NOT A COMPETITIVE BID: The request for proposal process allows the District to select the vendor that best meets the needs of the District in accordance to the selection criteria listed herein.

It shall be agreed and understood that Submissions are considered to be proprietary working documents offered by prospective firms when they are under evaluation by the District and, as such, are not subject to official opening or to public inspection. Any firm may waive its right to keep its proprietary information confidential by expressly waiving such right in the variances section of its response; thereby making its response subject to public inspection

RFP #2026-002 Human Performance Lab 2

REQUEST FOR PROPOSALS (RFP) #2026-002

PROPOSAL DOCUMENTS

The District Proposal documents are available solely on the Rocky Mountain-E-Purchasing System (https://www.bidnetdirect.com/colorado). Interested Bidders are responsible for verifying receipt of all applicable documentation; to make sure they are fully aware of all responses to Questions and/or Addenda which may be issued. The District cannot guarantee accurate information obtained from sources other than the Rocky Mountain-E-Purchasing System.

NOTICE OF INTENT TO PARTICIPATE

Each contractor interested in attending the Voluntary Virtual Pre-Proposal Conference is required to submit a “Notice of Intent” no later than 5:00 p.m., on Tuesday, August 12, 2025, in order to receive the WebEx link. Once the contractor has submitted “Notice of Intent” the Buyer will email a meeting link to the contractor. Notice of intent must be submitted in writing through the Rocky Mountain E-Purchasing website (www.bidnetdirect.com/colorado) via the automated “Bid Intent” function.

VOLUNTARY VIRTUAL PRE-PROPOSAL CONFERENCE

A voluntary virtual pre-proposal conference will begin at 10:00 am on Wednesday, August 13, 2025 via Webex. Respondents are encouraged to attend. It is recommended that bidders plan on approximately 30-45 minutes for the virtual pre-proposal conference.

PROPOSAL QUESTIONS

Bidders may NOT contact any District officials or staff other than the contact listed herein prior to the Proposal opening. All questions must be received by 2:00 PM, Monday, August 18, 2025. All questions MUST be submitted in writing through the Rocky Mountain E-Purchasing website (https://www.bidnetdirect.com/colorado).

PROPOSAL ADDENDUM

Any necessary Addendum will be posted on Rocky Mountain E-Purchasing System website by close of business on Thursday August 21, 2025. Bidders are responsible for checking the Rocky Mountain Proposal System to make sure that they are fully aware of all "Response to Questions" and Addenda which may be issued.

PROPOSAL RESPONSES

Responses must be submitted in electronic format only through the Rocky Mountain E-Purchasing website (www.bidnetdirect.com/colorado). This site offers both “free” and “fee for service” registration options that allow for full access of the documents and for electronic submission of proposals. (Note:

“free” registration may take up to 24 hours to process. Please plan accordingly.) All responses are time-stamped by the system upon receipt. Late Proposals will not be accepted.

PROPOSAL DUE DATE AND TIME

Proposal responses must be received by 2:00 p.m., Thursday, August 28, 2025.

DESIGNATED CONTACT INFORMATION

Shelly Henderson, Procurement Manager, NIGP-CPP, CPPB E-Mail: henderson_shelly@svvsd.org

Any vendor found to be in contact with a District staff or members of the selection Committee other than the designated contact from the date of issuance of the RFP through the completion of the selection process may be disqualified from further participation.

https://www.bidnetdirect.com/colorado http://www.bidnetdirect.com/colorado https://www.bidnetdirect.com/colorado http://www.bidnetdirect.com/colorado mailto:henderson_shelly@svvsd.org

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RFP SCHEDULE OF ACTIVITIES

TIMELINE

(All times are in local Colorado time)

RFP Notice Published August 6, 2025 Voluntary Virtual Pre-Proposal Conference (Notice of Intent required to receive WebEx meeting link)

August 13, 2025, at 10:00 a.m.

Written Inquiry Deadline August 18, 2025, by 2:00 p.m.

Final Addendum date August 21, 2025 Proposal Due Date and Time August 28, 2025 at 2:00 p.m.

Vendor Presentations & Interviews September 16-18, 2025 (Estimated if necessary) Notice of Intent to Award September 29, 2025 (Estimated)

TABLE OF CONTENTS:

SECTION TITLE PAGE

I. District Background, Purpose and Project Overview 3 II. Administrative Information 4 III. Special Conditions 8 IV. Project Scope & Technical Requirements 10 V. Proposal Submission 12 VI. Proposal Response Format 12 VII. Evaluation and Award 14

ATTACHMENTS

A. Proposal Response Form 15 B. Statement of Insurance 17 C. District Contract 19

EXHIBITS

A. Technical Response, Excel File Download B. Pricing & Cost Template, Excel File Download

SECTION I: DISTRICT BACKGROUND, PURPOSE & PROJECT OVERVIEW

A. BACKGROUND:

St. Vrain Valley School District is the educational home of more than 33,000 of Colorado’s students.

The seventh largest school district in the state, St. Vrain Valley operates 60 schools and programs that are spread over 411 square miles. The makeup of the schools includes: 25 Elementary, 8 Middle, 1 Middle/Senior, 7 High Schools, 1 K-8, 2 PK-8, 1 Spark! Discovery Preschool, 1 Alternative High, 1 Online High, 1 Online PK-12, 2 P-TECH Schools, 1 High-Quality Homeschool Enrichment School, 1 Main Street Special Education program, 1 Career Technology and Elevation Center program, 1 Innovation Center program and 6 Charter Schools.

1 PK-8, 1 High School, 1 Elementary School, 1 Career Technology and Elevation Center program building and an expansion to the current Innovation Center are expected to be built within the next 5 years.

Located approximately 30 miles north of Denver, the District is geographically diverse. Its physical boundaries extend from the Continental Divide into the plains of Colorado. Adding to its scenic

RFP #2026-002 Human Performance Lab 4 setting are historic downtown Longmont and the backdrop of Rocky Mountain National Park and Longs Peak.

There are 13 different communities that make up the St. Vrain Valley School District: eastern Boulder, Broomfield, Dacono, Erie, Firestone, Frederick, Hygiene, Longmont, Lyons, Mead, Niwot, Peaceful Valley, and Raymond. Parts of Boulder, Broomfield, Larimer, and Weld Counties fall within its boundaries.

General information about the District can be found on the District's website at:

http://www.svvsd.org

B. PURPOSE:

The St. Vrain Valley School District is seeking to establish a comprehensive Human Performance Lab within the Innovation Center. This facility will support district-wide educational initiatives through advanced motion capture technology. The goal is to create a multi-disciplinary facility that serves diverse stakeholder groups, including students, athletes, healthcare providers, and creative arts professionals, through data-driven training and access to industry-standard technologies.

C. PROJECT OVERVIEW:

The Human Performance Lab will serve as a centralized hub supporting existing focus areas such as Video Arts, Video Game Design, Digital Design, Aeronautics, and Entrepreneurship programs. The facility will provide both fixed installation capabilities within a dedicated indoor space of approximately 17 feet by 20 feet (340 square feet) and mobile deployment options to extend services throughout the district and surrounding community via the Mobile Innovation Lab.

The system must support simultaneous capture of multiple subjects while maintaining industry-standard accuracy and precision. It must be capable of real-time data processing and visualization to support immediate feedback applications for training and educational purposes.

The selected vendor will provide professional services related to this solicitation, including design assistance, installation, testing, deployment, administration/staff training, and technical support.

SECTION II: ADMINISTRATIVE INFORMATION

A. APPLICABILITY:

These General Terms and Conditions apply to all offers made to St. Vrain Valley School District (hereinafter referred to as “District”) by all prospective vendors (hereinafter referred to as “Bidder”) on behalf of District Solicitations including, but not limited to, Invitations to Bid, Requests for Proposals, Requests for Quotes, and Requests for Qualifications. As such, the words, “Bid” and “Proposal” are used interchangeably in reference to any and all offers submitted by prospective vendors.

B. ISSUING OFFICE:

The Procurement contact listed herein is to be the SOLE point of contact concerning this RFP.

Vendors shall not directly contact other District personnel regarding matters concerning this RFP or to arrange meetings related to such.

http://www.svvsd.org/ https://www.svvsd.org/programs/innovation-center/ https://www.svvsd.org/programs/mobile-lab/

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C. MODIFICATION OR WITHDRAWAL OF PROPOSALS:

1. Modification of Proposals: Proposals may only be modified in the form of a written notice on company letterhead and must be received prior to the time and date set for the Proposal opening. Each modification submitted to the District’s Procurement Office must have the Bidder’s name and return address and the applicable Proposal Number and title of the Proposal clearly marked on the face of the envelope.

2. Withdraw of Proposals: Proposals may be withdrawn prior to the time and date set for the

Proposal opening. Such requests must be made in writing on company letterhead.

In accordance with the Uniform Commercial Code, Proposals may not be withdrawn after the time and date set for the Proposal opening for a period of ninety (90) calendar days. If a Proposal is modified or withdrawn by the Bidder during this ninety-day period, the District may, at its option, suspend the Bidder for a period consisting of two (2) Proposal cycles or 24 months whichever is longer following the withdrawal. If more than one modification is submitted, the modification bearing the latest date of receipt by the District’s Procurement Office will be considered the valid modification.

D. MINOR INFORMALITIES:

Minor informalities are matters of form rather than substance evident from the response or insignificant mistakes that can be waived or corrected without prejudice to other vendors; that is, the effect on price, quantity, quality, delivery, or contractual conditions is negligible. The Director of Procurement may waive such informalities or allow the vendor to correct them depending on which is in the best interest of the District.

E. RESPONSIBILITY DETERMINATION:

The District will make awards only to responsive, responsible Vendors. The District reserves the right to assess vendor responsibility at any time in this RFP process and may not make a responsibility determination for every vendor.

Factors to be considered in determining whether the standard of responsibility has been met include whether a vendor has:

1. Available the appropriate financial, material, equipment, facility, and personnel resources and expertise, or the ability to obtain the necessary to indicate the capability to meet all contractual requirements;

2. A satisfactory record of performance;

3. A satisfactory record of integrity;

4. The legal authority to contract with the District; and

5. Supplied all necessary information in connection with the inquiry concerning responsibility.

6. Ability to provide current financials and SOC 1 report from your auditor.

F. ACCEPTANCE OF RFP TERMS:

A proposal submitted in response to this RFP shall constitute a binding offer. The autographic signature of a person who is legally authorized to execute contractual obligations on behalf of the vendor shall indicate acknowledgment of this condition. A submission in response to this RFP acknowledges acceptance by the vendor of all terms and conditions as set forth herein. A vendor shall identify clearly and thoroughly any variations between its proposal and the RFP in Attachment

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A. Proposal Response Form. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance, except as outlined or specified in the RFP.

G. DISTRICT CONTRACT:

The parties agree and understand that District is a Colorado public school district and, as such, is subject to certain state and federal laws that cannot be waived. Attached hereto is either the (a) Vendor Contract, (b) AIA Contract Document Supplemental Terms, or (c) SV A-001 Construction Service Agreement (as applicable, referred to herein as the “District Contract”). The District Contract is incorporated herein by this reference. By submitting a bid pursuant to this Invitation to Bid, Bidder represents to District that it has reviewed the District Contract and is prepared to sign the District Contract without modification, unless any such requested modifications are communicated to District at the same time as the bid.

H. PROTESTED SOLICITATIONS AND AWARDS:

Any actual or prospective Vendor who is aggrieved in connection with either the solicitation or award of a contract may protest in writing to the Director of Procurement. The protest shall be submitted in writing within three (3) calendar days after such aggrieved person knows, or reasonably should have known, of the facts giving rise thereto, but in no case later than three (3) days after the Evaluation Committee makes their award recommendation(s).

I. ACCEPTANCE OF PROPOSAL CONTENT:

The contents of the proposal (including persons specified to implement the project) of the successful

Vendor shall become contractual obligations into the contract award. Failure of the successful Vendor to perform in accordance with these obligations may result in cancellation of the award and such Vendor may be removed from future solicitations.

J. RFP CANCELLATION:

The District reserves the right to cancel this RFP at any time, without penalty.

K. RFP RESPONSE/MATERIAL OWNERSHIP:

All material submitted regarding this RFP becomes the property of the District unless otherwise noted in the RFP.

L. COST LIABILITY:

The Vendor shall bear all costs associated with submitting the proposal, including proposal preparation, site visitation or any travel connected with submittal of the proposal.

M. NON-DISCRIMINATION:

The Vendor shall comply with all applicable state and federal laws, rules and regulations involving non-discrimination on the basis of race, color, religion, national origin, age, or sex.

N. NEWS RELEASES:

Neither the District, nor the Vendor, shall make news releases pertaining to this RFP prior to execution of the contract without prior written approval.

O. NON-COLLUSION:

Collusion. The Bidder, by affixing its signature, certifies that its Proposal is made without previous understanding, agreement, or connection either with any persons, firms or corporations offering a Proposal for the same items, or with the District. The Bidder also certifies that its Proposal is in all

RFP #2026-002 Human Performance Lab 7 respects fair, without outside control, collusion, fraud, or otherwise illegal action. To ensure integrity of the District's public procurement process, all Bidders are hereby placed on notice that any and all Bidder who falsify the certifications required in conjunction with this section shall be prosecuted to the fullest extent of the law.

P. TAXES:

The District is exempt from all federal excise taxes and all Colorado State and local government sales and use taxes. Where applicable, the vendor will be responsible for payment of use taxes.

Q. ASSIGNMENT AND DELEGATION:

Neither party to any resulting contract may assign or delegate any portion of the agreement without the prior written consent of the other party.

R. AVAILABILITY OF FUNDS:

Financial obligations of the District payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available. In the event funds are not appropriated, any resulting contract will become null and void, without penalty to the District.

S. STANDARD OF CONDUCT:

The successful Vendor shall be responsible for maintaining satisfactory standards of employees' competency, conduct, courtesy, appearance, honesty, and integrity, and shall be responsible for taking such disciplinary action with respect to any employee, as may be necessary.

The District may request the successful Vendor to immediately remove from this assignment any employee found unfit to perform duties due to one or more of the following reasons:

1. Neglect of duty.

2. Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words or actions, or fighting.

3. Theft, vandalism, immoral conduct, or any other criminal action.

4. Selling, consuming, possessing, or being under the influence of intoxicants, including alcohol, or illegal substances while on assignment for the District.

T. COOPERATIVE PURCHASING EFFORTS:

The District is a member of, or affiliated with, several regional professional procurement organizations. The geography of these organizations is within Colorado and Wyoming. Members of these organizations are governmental purchasing agents, or those representatives responsible for the purchasing function. These are noted as follows:

✔ Rocky Mountain Governmental Purchasing Association (RMGPA) - A chapter member of the

National Institute of Governmental Purchasing (NIGP), consisting of public procurement professionals and their representative agencies which include state, county, and municipal governments; school districts and higher education; and other special districts.

✔ Multiple Assembly of Procurement Officials (MAPO) - A cooperative purchasing organization comprised of procurement representatives from state, county, municipal, governments, special districts or school districts along the front range of the Rocky Mountains in Colorado.

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✔ Colorado Educational Purchasing Council (CEPC) - A cooperative purchasing organization comprised of purchasing agents/buyers representing all Colorado public school districts.

It is hereby agreed and understood that any member of these organizations, at its discretion, may avail itself of this contract and purchase any and all services specified herein from the successful Bidder(s) at the contract price(s) established herein, with reasonable allowances for service delivery areas. If any member exercises this option, it shall be understood and agreed that such an arrangement does not bind either the organization member or the successful Bidder to the terms, conditions or prevailing awards generated through this Proposal solicitation; nor does it preclude the organization member from pursuing a purchase or purchases through their own contracting methods with another or other vendors.

It shall be further understood and agreed that the District is not a legally binding party to any contractual agreement made between an organization member and the Bidder as a result of this Proposal. Each entity that enters into a contractual arrangement with the successful Bidder shall establish its own contract, place its own orders, issue its own purchase orders, be invoiced there from, make its own payments, and issue its own exemption certificates as required by the Bidder.

SECTION III: SPECIAL CONDITIONS

A. VENDOR AND/OR CONSULTANT QUALIFICATIONS:

The District may make such investigations as deemed necessary to determine the ability of the Vendor to perform work, and the Vendor shall furnish all information and data for this purpose as the District requests. Such information includes but is not limited to: current/maximum bonding capabilities, current licensing information, audited financial statements, history of the vendor on assessments of liquidated damages, contracts canceled prior to completion and/or lawsuits and/or pending lawsuits against the vendor and/or its principals. The District reserves the right to reject any Response if the evidence submitted by, or investigation of, such Vendor fails to satisfy the District that such Vendor is properly qualified to carry out the obligations of the Solicitation and to complete the work contemplated therein. Conditional Responses will not be accepted.

B. UNITED STATES BASED OFFICE SHALL BE REQUIRED:

Due to the service level required in conjunction with this solicitation, the Vendor shall maintain an office within the United States. This office should be staffed by a competent company representative who can be contacted during normal working hours and who is authorized to discuss matters pertaining to the contract.

C. TERM OF CONTRACT:

The initial contract term shall commence on the date of contract signature and shall remain in effect for an initial contract period through June 30 2026.

D. OPTION TO RENEW FOR FOUR ONE-YEAR PERIODS (NEGOTIATED PRICE INCREASE):

The price and/or discounts quoted in this Solicitation shall prevail until June 30, 2026 (Initial Contract Year). Once the Initial Contract Year has ended the District shall have the option to renew the contract on an annual basis for four (4), one (1) year periods; provided, however, that the Respondent has provided satisfactory performance during the initial/previous contract period(s).

Unless otherwise notified in writing, the option period shall become automatic at the end of each period. Continuation of the contract beyond the initial period is a District prerogative and not a right

RFP #2026-002 Human Performance Lab 9 of the respondent. The prerogative will be exercised only when such continuation is clearly in the best interest of the District.

During the annual renewal option period, the District will consider an adjustment to the pricing structure of the hardware if the successful Respondent demonstrates that its labor and/or material costs have increased since the initial contract was executed. Under these circumstances, the District may, in its best interest, negotiate a price adjustment with the successful Respondent(s).

The District reserves the right to reject any price adjustments requested by the Respondent(s) and/or to terminate the contract with the Respondent based on increased price requests.

E. NON-EXCLUSIVE CONTRACT:

It is expressly understood that any agreement which may result from this RFP will not grant an exclusive privilege to furnish to the District any or all services which are the subject of said agreement which the District may require. The District expressly reserves the right to contract with others for the purchase of products and services comparable or identical to the products and services that are the subject of this RFP.

F. PROPOSAL SUBMITTAL REQUIREMENTS:

All Proposals submitted in response to this RFP will be reviewed for responsiveness prior to referral to the evaluation team for consideration and evaluation. The District will judge the merits of all responsive proposals received in accordance with the evaluation factors given. The request for proposal process allows the District to select the supplier that best meets the needs of the District, taking into consideration supplier qualifications, price, service capabilities and other criteria as identified in this RFP solicitation.

In order to determine the most qualified proposals, District has outlined requirements for submittals.

Each of the submittals should be completed in its entirety and returned per the instructions in Section V Proposal Submission.

G. TERMINATION OF THE CONTRACT:

The District may, by written notice to the Vendor, terminate the contract if the Vendor has been found to have failed to perform its service in a manner satisfactory to the District as per specifications included in the solicitation or written proposal. The date of termination shall be stated in the notice. The District shall be the sole judge of non-performance.

H. DISPOSITION:

The Vendor shall not assign, transfer, convey, sublet or otherwise dispose of this contract, including any or all of its right, title or interest therein, or its power to execute such contract to any person, company or corporation without prior written consent of the District.

I. OMISSION FROM SPECIFICATIONS:

The apparent silence and/or omission from any detailed description contained in the specifications of this solicitation and/or any subsequent addendum shall be regarded as meaning that only the best commercial practices are to prevail and that only materials and workmanship of first quality are to be used. All interpretations of this specification shall be made upon the basis of this agreement.

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J. ADDITIONAL SERVICES MAY BE PURCHASED DURING THE CONTRACT PERIOD:

Although this Solicitation specifies specific services to be performed for the District, it is understood and agreed that the District may, during the term of the awarded contract, request additional services from the successful Consultant. This option, if exercised, is the prerogative of the District and shall be honored by the Consultant as a condition of contract award.

K. CONTACT PERSON:

For additional information regarding the specifications and requirements of the RFP, please contact Shelly Henderson, Procurement Manager, by email to henderson_shelly@svvsd.org The Procurement Department contact listed herein is to be the SOLE point of contact concerning this RFP. Vendors shall not directly contact other District personnel regarding matters concerning this RFP or to arrange meetings related to such.

SECTION IV: PROJECT SCOPE & TECHNICAL REQUIREMENTS

A. PROJECT SCOPE AND CAPABILITIES:

The District seeks a comprehensive Human Performance Lab solution that provides advanced motion capture technology to support educational initiatives across various disciplines. The solution must include both fixed installation capabilities within the Innovation Center and mobile deployment options for district-wide use via the Mobile Innovation Lab.

The system shall accommodate a complete motion capture system designed for multi-user applications and various performance scenarios within a dedicated indoor space measuring approximately 17 feet by 20 feet (340 square feet). It must support simultaneous capture of multiple subjects while maintaining industry-standard accuracy and precision. Real-time data processing and visualization are required for immediate feedback

B. TECHNICAL REQUIREMENTS:

The desired technical requirements for this solution, including compatibility with the District’s systems/infrastructure, are outlined in Exhibit A. Please review each specification thoroughly and provide a response, selecting the appropriate option from those provided. Ensure all entries are accurate and complete before submission. Use the "N/A" option only for requirements that do not apply to your proposed solution, and provide brief supporting details in the comment’s column where applicable.

The requirements are broadly categorized as follows:

1. Motion Capture System Components:

● High-resolution cameras capable of capturing precise movement data across the entire capture volume.

● Sufficient frame rates for detailed biomechanical analysis and professional animation and game development applications.

● Camera positioning and mounting systems to accommodate specified dimensions, allowing for future reconfiguration and expansion.

● Appropriate lighting solutions for consistent capture quality.

● Marker systems including various marker types (reflective, LED, markerless) in sufficient quantities for multiple simultaneous users and capture scenarios.

● Calibration tools and procedures to ensure consistent accuracy across all system components.

https://www.svvsd.org/programs/innovation-center/ https://www.svvsd.org/programs/mobile-lab/

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2. Computing Infrastructure:

● Dedicated computing hardware capable of real-time processing of motion capture data from multiple cameras simultaneously.

● Support for industry-standard software applications for motion analysis, animation, and biomechanical assessment.

● Ability to accommodate concurrent users and multiple project workflows while maintaining system performance and data integrity.

3. Software Platform Requirements:

● Comprehensive software platforms supporting diverse application areas including creative arts, athletic performance analysis, and healthcare applications.

● Intuitive interfaces suitable for educational environments while maintaining professional-grade capabilities.

● Real-time visualization and analysis tools enabling immediate feedback for training applications.

● Integration capabilities with common animation, game development, and biomechanical analysis software packages.

4. Application Areas: The system must demonstrate capabilities in:

● Creative Performance Applications: Animation production workflows (character animation, motion reference capture, digital storytelling), precise facial capture, hand tracking, full-body motion capture. Integration with game development pipelines (character rigging, animation asset creation, interactive motion systems) and theater arts applications (performance analysis, choreography development, digital performance documentation). Export capabilities compatible with major game development engines and animation software.

● Athletic Performance Analysis: Biomechanical analysis for movement assessment, technique refinement, injury prevention, and performance enhancement. Motion analytics including comparative analysis tools. Strength training applications (form analysis, movement pattern assessment, exercise technique optimization). Data visualization tools for athletes, coaches, and training professionals. Export capabilities for integration with existing athletic performance management systems.

● Healthcare and Rehabilitation Applications: Clinical-grade gait analysis for physical therapy, occupational therapy, and rehabilitation, with detailed kinematic analysis and measurement precision. Rehabilitation technology support (progress tracking, movement assessment, therapeutic exercise analysis). Occupational therapy assessments (fine motor skill evaluation, functional movement analysis). Compliance with relevant healthcare privacy regulations. Support for longitudinal studies and comparative analysis.

5. Training and Support Requirements:

● Professional Development: Comprehensive training programs for faculty and staff on technical operation and pedagogical implementation. Includes hands-on training, curriculum integration workshops, and ongoing support. Materials in multiple formats (written, video, interactive modules). Advanced training and certification programs should be available.

● Student Training Programs: Age-appropriate materials and curricula aligning with existing curriculum standards. Emphasize technical skills and practical application through project-based learning and real-world scenarios.

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6. Expansion and Compatibility:

● Future System Expansion: Flexible system architecture allowing for additional cameras, enhanced computing capabilities, and specialized accessories.

● Integration capabilities: Support for additional technologies including virtual reality systems, augmented reality platforms, and other emerging technologies.

● Industry Standard Compliance: All system components must comply with relevant industry standards for motion capture technology and educational applications. Software platforms must support standard file formats and integration protocols. The solution must maintain compatibility with current industry practices and standards to ensure relevance and applicability for student career preparation and professional development opportunities.

SECTION V: PROPOSAL SUBMISSION

Responses must be submitted before the acceptance deadline as indicated in the above Schedule of Activities and Timeline. It is the responsibility of the Respondent to ensure that all documents are uploaded to (https://www.bidnetdirect.com/colorado) prior to the designated date and time.

Responses must be uploaded as three (3) separate files. You MAY NOT submit documents that are embedded (zip files), movies, wmp and mp3 files or password protected files, etc. Such actions may cause your proposal(s) to be deemed as "Non-responsive".

A single PDF electronic document containing the following forms:

1. Proposal Response per Section VI: Proposal Response format below (Excluding Pricing and Technical Response Form)

2. Addendum(s)-If applicable

A single PDF electronic document containing pricing must submit separately from the above:

3. Vendor Pricing Proposal per Section VI., E.

A single Excel Spreadsheet document “Exhibit A” must submit separately from the above:

4. Technical Response Form (Sheets A-E)

Following are the response requirements for this RFP. All specific response items represent the minimum information to be submitted. Deletions or incomplete responses in terms of content or aberrations in form may, at the District’s discretion, render the response non-responsive.

To facilitate the evaluation, Vendor shall submit and organize all responses in the same order as listed in Section VI., Proposal Response Format (excluding Pricing and Exhibit A). Proposals that are determined to be at a variance with this requirement may not be accepted.

SECTION VI: PROPOSAL RESPONSE FORMAT

The following items are to be included in your proposal, in the order listed. Deviation from this may render your proposal non-responsive. Vendors are strongly encouraged to keep their response concise and brief. We ask that you consider limiting your response to 50 pages maximum (not including pricing, response to Attachment C District Contract and marketing materials).

The purpose of this section is to specify a format for responses to the RFP, to provide a guide for vendors to assure all required information is provided, and to facilitate review of proposals.

https://www.bidnetdirect.com/colorado

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A. COVER LETTER:

Include a cover letter introducing your company and detailing any exceptions to this RFP (please note that significant exceptions may make your proposal non-responsive). This letter should also provide principal contact information for this RFP, including address, telephone number, fax number, e-mail, and website (if applicable).

B. ATTACHMENT A: PROPOSAL RESPONSE FORM

C. SUMMARY OF PROPOSED SOLUTION:

Provide a concise and clear narrative summary (recommended no more than 10 pages) of the proposed solution. Include a description of how the proposed solution addresses each of the following criteria.

1. Creative performance (e.g., animation, game design, theater arts, digital storytelling)

2. Athletic performance (e.g., biomechanics, strength training, motion analytics)

3. Healthcare applications (e.g., gait analysis, rehabilitation tech, OT assessments)

4. Use in an indoor environment and mobile capabilities.

5. Supporting students and staff with high-quality training and support.

6. Potential for future expansion and additions, to include the life expectancy of equipment.

D. SIMILAR PROJECT SUCCESS:

List three (3) agencies with projects/services completed in the most recent thirty-six (36) month period with a scope of service equal to or greater than the District’s requirements in this Request for Proposal. Experience with K-12 agencies in particular is desired. Include the agency name, contact person, telephone number and description of the type of project and service provided by your vendor. The District reserves the right to contact references known to the District, but not necessarily provided by your vendor.

E. FUNCTIONAL REQUIREMENTS & TECHNICAL RESPONSE:

Complete Exhibit A: Technical Response Form detailing the complete technical capabilities of the proposed platform and how it fulfills the requirements listed (to be provided separately from the proposal response and uploaded in electronic Excel format).

F. COST PROPOSAL:

Submit a clear and concise cost proposal for the services described in SECTION IV., B. TECHNICAL

REQUIREMENTS. The Cost Proposal must be distinct from other proposal components and submitted as a separate document in the Rocky Mountain E-Purchasing System.

The cost schedule should include all hardware (e.g., cameras, markers, computing infrastructure, mobile deployment components), licensing/ongoing service support (SaaS), installation /implementation, and any other costs and/or categories that apply. Installation costs should incorporate design assistance, deployment, and travel fees if travel is necessary. Include a Price Guarantee statement, ensuring that the submitted response and costs will remain valid for 180 days after the proposal due date or until the contract is executed, whichever occurs first. (Exhibit B: Pricing & Cost Template is provided as an option to assist with cost schedule)

G. ATTACHMENT B – Statement of Insurance

H. ATTACHMENT C – Response to District Contract

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SECTION VII. EVALUATION

A. PROPOSAL EVALUATION:

Proposals submitted in response to this RFP will be evaluated by a committee in accordance with the criteria described below:

1. Cover Letter / Company Overview / Personnel Qualifications

2. Detailed Narrative / Proposed Solution / Technical Response

3. Technical Support / Professional Services / Additional Service

4. Price Proposal, as listed under Section VI., Item F

5. References, as described under Section V., Item D

6. Completeness of the submittal / Clear / Concise / Comprehensive / Organized

The District may invite a limited number of vendors to participate in a presentation and interview process after the written RFP submittals have been evaluated. The committee will consider documentation provided in the RFP responses, presentations and interviews to be incorporated into the decision-making process.

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RFP #2026-002 Human Performance Lab 15

ATTACHMENT A

PROPOSAL RESPONSE FORM

RFP #2026-002 Human Performance Lab

(Proposals Must Be Received by No Later Than 2:00 p.m., on August 28, 2025)

UNDER NO CIRCUMSTANCES WILL TELEPHONE, FACSIMILE OR E-MAIL RESPONSES BE ACCEPTED

Submitted By (please type or print):

Contractor’s Company Name: ________________________________________________________

Address: _____________________________City: _______________ State: ______ Zip: ________

Telephone: ______________________________ Fax: __________________________________

E-Mail:_______________________________ Website: ____________________________________

Note: To be considered for award, (1) completed signed copy of this Proposal Response Form must submitted with RFP response.

Proposal Certification (If a Proposal is offered):

The undersigned hereby affirms that:

♦ He/She is a duly authorized agent of the Vendor;

♦ He/She has read the Terms and Conditions and any Technical Specifications which were made available to the Bidder in conjunction with this Proposal and fully understands and accepts these terms unless specified variations have been expressly listed on the Proposal Form;

♦ The Proposal is being offered independently of any other Bidder and in full compliance with the collusive prohibitions specified in this Proposal solicitation; and

♦ The Vendor will accept any awards made to it as a result of this Invitation for a minimum of ninety (90) calendar days following the specified due date and time of this Request for Proposal opening.

By: ______________________________________ ________________________________ Manual Signature of Agent Date

Typed/Printed Name of Agent Title of Agent

Note: Proposals without the manual signature of an authorized agent of the Bidder shall be considered non-responsive and ineligible for award.

Prompt Payment Terms: Discount: _______% ________ Days Net _________ Days

RFP #2026-002 Human Performance Lab 16

Variations: The Bidder shall identify all variations and exceptions taken to Terms and Conditions and any Technical Specifications in the space provided below and affirms there are NO additional fees (beyond those outlined herein) required to administer the services outlined in this RFP; provided, however, that such variations are not expressly prohibited in the Proposal documents. For each variation listed, reference the applicable section of the Proposal document. If no variations are listed here, it is understood that the Bidder’s Proposal fully complies with all terms and conditions. It is further understood that such variations may be cause for determining that the Proposal is non-responsive and ineligible for award:

Sect_______Variance___________________________________________________________________

Sect_______Variance___________________________________________________________________

Sect______Variance____________________________________________________________________

Attach additional sheets if necessary.

MODIFICATIONS TO SUBMITTAL DOCUMENTS: The District shall issue a written addendum if substantial changes, which impact the technical submission of Submittals, are required. A copy of such addenda will be immediately posted on the school districts’ web page prior to the Submittal submission deadline. The Contractor shall certify its acknowledgement of the addendum by signing below. A copy of each addendum must be included with this Submittal.

Receipt of Addendum:

No. Received By: Date:

#1 _____________________ ________________________ __________________________

#2_____________________ ________________________ __________________________

#3_____________________ ________________________ __________________________

No Submittal Offered:

The districts requests that bidder list reason(s) why a Proposal is not being submitted at this time.

RFP #2026-002 Human Performance Lab 17

ATTACHMENT B

ST. VRAIN VALLEY SCHOOLS

STATEMENT OF INSURANCE

Vendors must complete this page and include it with their response.

The Bidder agrees to maintain, on a primary basis and at its sole expense, at all times during the life of this project the following insurance coverages, limits, including endorsements described herein. The requirements contained herein, as well as the District’s review or acceptance of insurance maintained by the Bidder, is not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by the Bidder under this project.

Commercial General Liability: The Bidder agrees to maintain Commercial General Liability at a limit of liability not less than $2,000,000 Each Occurrence. Coverage shall not contain any endorsement(s) excluding nor limiting Product/Completed Operations, Contractual Liability, or Cross Liability.

Business Automobile Liability: The Bidder agrees to maintain Business Automobile Liability at a limit of liability not less than $500,000 Each Occurrence. Coverage shall include liability for Owned, Non- Owned & Hired automobiles. In the event the Contractor does not own automobiles, the Contractor agrees to maintain coverage for Hired & Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.

Worker’s Compensation Insurance & Employers Liability: The Contractor agrees to maintain Worker’s Compensation Insurance & Employers Liability insurance in accordance with Colorado Revised Statutes.

Additional Insured: Bidder agrees to include the District as an Additional Insured to the Commercial General Liability. The Additional Insured shall read “St. Vrain Valley School District RE-1J.”

Waiver of Subrogation: The Bidder agrees to a Waiver of Subrogation for each required policy herein. When required by the insurer, or should a policy condition not permit the Bidder to enter into a pre-loss agreement to waive subrogation without an endorsement, then the Bidder agrees to notify the insurer and request the policy be endorsed with a Waiver of Transfer of Rights of Recovery Against Others, or its equivalent. This Waiver of Subrogation requirement shall not apply to any policy, which includes a condition specifically prohibiting such an endorsement, or voids coverage should the Bidder enter into such an agreement on a pre-loss basis.

Certificate(s) of Insurance: The Bidder agrees to provide the District a Certificate(s) of Insurance evidencing that all coverages, limits, and endorsements required herein are maintained and in full force and effect. Said Certificate(s) of Insurance shall include a minimum thirty (30) day endeavor to notify due to cancellation or non-renewal of coverage. The Certificate Holder address shall read:

St. Vrain Valley School District RE-1J Attn: Director of Procurement Procurement Department 395 S. Pratt Pkwy Longmont, CO 80501

RFP #2026-002 Human Performance Lab 18

Umbrella or Excess Liability: The Bidder may satisfy the minimum liability limits required above for Commercial General Liability or Business Auto Liability under an Umbrella or Excess Liability policy. There is no minimum Per Occurrence limit of liability under the Umbrella or Excess Liability; however, the Annual Aggregate limit shall not be less than the highest “Each Occurrence” limit for either Commercial General Liability or Business Auto Liability. The Bidder agrees to include the District as an “Additional Insured” on the Umbrella or Excess Liability unless the Certificate of Insurance states the Umbrella or Excess Liability provides coverage on a “Follow-Form” basis.

Right to Revise or Reject: The District reserves the right, but not the obligation, to revise any insurance requirement, not limited to limits, coverages, and endorsements based on insurance market conditions affecting the availability or affordability of coverage; or changes in the scope of work/specifications affecting the applicability of coverage. Additionally, the District reserves the right, but not the obligation, to review and reject any certificate of insurance failing to meet the criteria stated herein or any insurer providing coverage due to its poor financial condition or failure to operate legally.

I HEREBY CERTIFY THAT I HAVE READ AND UNDERSTAND THIS DOCUMENT AND THAT THE

AFOREMENTIONED INSURANCE IS IN EFFECT. THE CERTIFICATE IS ENCLOSED.

Company Name

Signature

Print Name

Title

Date

RFP #2026-002 Human Performance Lab 19

ATTACHMENT C

DISTRICT CONTRACT

The attached word document is a sample of either the (a) Vendor Contract, (b) AIA Contract Document Supplemental Terms, or (c) SV A-001 Construction Service Agreement (collectively, the “District Contract”) template. Once the Bid or RFP has been awarded, a final District Contract similar to this will be sent for your signature.

IF YOUR COMPANY NORMALLY SEEKS LEGAL REVIEW OF CONTRACT TERMS, THIS PROCESS SHOULD OCCUR PRIOR TO SUBMISSION OF YOUR RESPONSE AND YOUR OFFER MUST IDENTIFY ANY TERM OR

CONDITION YOU ARE QUESTIONING AND HOW YOU WOULD SUGGEST IT BE RESOLVED.

By submitting a response to the Bid or RFP you acknowledge that you accept the terms and conditions of the District Contract as the primary agreement. Other agreements that may be provided by the contractor will follow in priority of interpretation.

Please check one and return with your response:

o I accept the District Contract attachment (C-1) and have no changes.

o I have attached a redlined version in MS Word with questions, comments, or suggested changes to the District Contract.

IMPORTANT NOTE: Exceptions requested, or alternative language suggested, will be treated as a “counter-offer.” The willingness and/or ability of the vendor to accept or negotiate such suggested changes will be considered on a case-by-case basis. Vendor, please note, IF you do offer suggested modifications, the decision to reject, accept, or further negotiate requested changes will be at the District’s discretion.

Please check if you have an additional agreement for District to consider o I have specific contracts and agreements that will follow the priority in interpretation that we would like you to review and consider as part of the overall agreement if awarded. IMPORTANT NOTE: Please add to the end of this submission (after any redlines to the District Contract) in MS Word format.

RFP #2026-002 Human Performance Lab Attachment C-1 Contract Template

Last modified April 2025

VENDOR CONTRACT NO.

BETWEEN THE ST. VRAIN VALLEY SCHOOL DISTRICT RE-1J

AND_______________________________________

THIS VENDOR CONTRACT (this “Contract”) is entered into this day of , 20 (“Effective Date”) between the St. Vrain Valley School District RE-1J, a Colorado public school district and political subdivision of the state, whose address is 395 S. Pratt Pkwy., Longmont, CO 80501 (hereinafter referred to as the “District”) and _____________________________, a , whose address is ______________________________________ (hereinafter referred to as the “Contractor”). The Contractor is authorized to do business in the State of Colorado and the Contractor’s Federal Identification Number is . The District and the Contractor may be referred to herein individually as a “Party” or collectively as the “Parties”.

BACKGROUND

A. The District posted Solicitation # on its website on

, 20 (the “Solicitation”), seeking competitive bids from third-party vendors for (the “Services”).

B. The Contractor submitted a proposal for the District’s consideration on

, 20 (the “Response to Solicitation”).

C. The District has selected the Contractor to provide the Services in accordance with the terms and conditions described below.

AGREEMENT

NOW, THEREFORE, in consideration of the mutual terms and promises set forth below, the District and the Contractor agree as follows:

1. Services

The Contractor’s responsibility under this Contract is to provide the Services as specified and detailed in the Solicitation and the Response to Solicitation, all documents of which are made a part of this Contract. The order of precedence for these documents shall be:

a. Contract #______________________