RFS 260000002508 - Bidder Q&A (1).xlsx
XLSX spreadsheet 24 KB Posted
- Attached to
- 260000002508 Audio Visual Web Conferencing RFS
- Solicitation number
- RFP 171 260000002508 2
- Issued by
- Michigan
About this file
This is a Bidder Questions and Answers document for Michigan's Request for Proposal (RFS) 260000002508 for Audio Visual Web Conferencing services. The document addresses inquiries submitted by potential bidders regarding the solicitation requirements and evaluation criteria. Key questions focus on technical specifications, system requirements, performance standards, and compliance with the state's technology infrastructure needs. The RFS seeks comprehensive audio visual and web conferencing solutions to support state agencies' communication and collaboration capabilities. The document clarifies requirements related to integration with existing systems, security standards, user accessibility features, and support service expectations. Bidders raised questions concerning equipment specifications, software compatibility, vendor qualifications, and the scope of implementation services included in the proposal response.
The Bidder Q&A document provides clarifications on pricing structure expectations, including whether costs should be presented as unit pricing, total project costs, or recurring service fees. Responses address inquiries about incumbent contractor information, current system environment details, and any preference for in-state vendors or small business set-asides. The document clarifies funding mechanisms and budget parameters for the acquisition. Additionally, the Q&A provides guidance on contract term expectations, potential renewal options, and service level agreement requirements. The document establishes a formal process for bidder communication and ensures all interested parties receive consistent information regarding proposal submission requirements and evaluation methodology.
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| File | Type | Posted |
|---|---|---|
| RFS - 260000002508_V2 (1).docx | DOCX document | |
| RFS - 260000002508.docx | DOCX document |
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Sheet1
| Q # | Document and Section | Page # | Bidder Question | State Response |
| 1 | Proposal Instructions, Section 3 | Page 8 | Will any slides, written materials, or summary from today’s optional pre-proposal meeting be posted in SIGMA VSS? | No, please refer to the RFS document for all pertinent solicitation information. |
| 2 | Schedule A, Section 8 | Page 68 | What is the process for executing the NDA required to receive the State’s non-public policies, standards, and procedures? | Please reach out to the Solicitation Manager via email and those instructions can be provided. |
| 3 | Schedule A, Sections 4–5 | pages 64–66 | Is historical or estimated annual spend, Tier-Two order volume, project count, or regional demand available to help bidders plan statewide capacity? | No, this program is new to the State. |
| 4 | Schedule B | Page 102 | Where are pricing Regions 1–10 geographically defined? | An updated RFS will be posted with this included as Schedule J - MICHIGAN PROSPERITY REGIONS |
| 5 | I wanted to inquire whether this solicitation for Audio Visual & Web Conferencing is limited to businesses located within the state of Michigan. | No, this is not limited to businesses located within the State of Michigan. | ||
| 6 | Do you want every manufacture listed for each category listed with a percentage off or are you looking for a general percentage off per product type? | Bidders should list all manufacturers they intend to offer and provide the mimum percentage off MSRP for each manufacturer. | ||
| 7 | Will an approved list of equipment manufacturers be provided? | No, the State will not provide an approved manufacturer list. Contractors are responsible for proposing manufacturers for which they hold valid authorization and for ensuring all proposed products comply with the specifications, standards, and interoperability requirements of the RFS. | ||
| 8 | Proposal Instructions, Section 7; Schedule A - SOW, Section 5 | 7-8, 52 | What documentation should bidders provide to show reseller authorization for direct manufacturer relationships and relationships through authorized distributors. Can documents such as authorization letters or letters of good standing meet this requirement? | Yes, bidders must provide authorization letters and/or letters of good standing. |
| 9 | Attachment 1, Resume Templates | 24, 27 | Are the bachelor’s degree and certification requirements in the Contractor Program Manager and Contractor Security Officer resume templates mandatory, or will the State consider equivalent experience? | Bidders must provide resume information in the template and the State prefers a bachelor's degree and appropriate certification but will review equivalent experience as long as it is expressly stated. |
| 10 | Schedule A - SOW, Section 6.1 | 53 | Can a prequalified Contractor decline to quote a Tier-Two request it does not wish to fulfill without affecting its standing in the prequalification program? | Contractors may decline an individual Tier‑Two request; however, frequent or repeated refusals may be evaluated by the State to determine whether the Contractor continues to meet the statewide capability obligations required for participation in the prequalification program. |
| 11 | Schedule A - SOW, Section 9 (ADA Compliance) | 56 | Is an ACR/VPAT required only for Digital Deliverables and products with user-facing software or interfaces, or does the requirement also cover hardware such as mounts, cables, and racks? | An ACR/VPAT is required for digital deliverables and all products with user‑facing software, interfaces, or configuration utilities. Hardware items without user‑facing digital components (such as mounts, cables, and racks) do not require an ACR/VPAT. Contractors remain responsible for ensuring all deliverables comply with ADA accessibility requirements as applicable. |
| 12 | Schedule A - SOW, Section 10.1.C; Schedule D, Metric 1 | 57, 92 | What event starts the 30-calendar-day Commodity delivery period: the State’s receipt of the order, as stated in Section 10.1.C, or the Contractor’s receipt of the order, as potentially intended by Schedule D, Metric 1? Specifically, is the State’s receipt of the order the point when the Contractor confirms receipt of the DO with the State? | Section 10.1.C has been modified, please see updated RFS. |
| 13 | Schedule A - SOW, Section 10.1.D; Schedule D, Metric 3 | 57, 93 | For large or multi-room projects, will the installation schedule approved in a Tier-Two SOW serve as the mutually agreed Installation Date under Schedule D, Metric 3? | Installation Services must be completed within 30 days from receipt of all Commodities. The SOW within the Tier Two process would indicate any other mutually agreed upon date. |
| 14 | Schedule A - SOW, Section 11.3 | 60 | Does the full-refund requirement for unused returned products also apply to special-order, configured, custom products, or products the manufacturer classifies as non-cancellable/non-returnable? | These items may not be subject to the full‑refund requirement, provided the Contractor has clearly disclosed such restrictions in the Tier‑Two quote and the State has formally approved the purchase under those conditions. |
| 15 | Schedule A - SOW, Section 21.A | 67 | We plan to include confidential customer information in our SLA/performance report samples. We ask that only State staff who need it to review our proposal have access to it, and that it not be shared with the public, other bidders, or third parties. We believe this information meets FOIA Exemptions 4 and 6 and will be included in the CONFIDENTIAL TREATMENT request form, are there any circumstances where the State would be required to share it or would otherwise decline confidential treatment? | Please include any information deemed confidential on the Confidential Treatment form so the State may take that into consideration. |
| 16 | Schedule A - Attachment 1, Column C instructions | 71 | How should bidders use the Column C status options for hardware or field services when those options refer to software configuration and customization? | If the bidder’s definition or interpretation of the capability differs from the definitions provided by the State, the bidder must explicitly identify and describe that difference in Column D. The justification must be detailed enough to allow the State to evaluate the bidder’s compliance with the requirement and the appropriateness of the selected status option. |
| 17 | Schedule A - Attachement 1 | 73 | Who is responsible for setting up network access for approved AV devices: the Contractor, DTMB, or the requesting agency? This includes IP addresses, VLAN assignments, switch-port activation, firewall rules, DNS, certificates, and authentication. | Any connections to the State's network would be the responsibility of DTMB. Any stand alone (isolated) AV network connections are the responsibility of the Contractor or requesting agency. |
| 18 | Schedule A - Attachment 1 | 73 | How much lead time should Contractors allow for the State or agency to provide the network setup needed for installation, testing, and commissioning? | Timeframes are idenfied in the Service Level Agreement, if alternative timeframes are necessary they would be identified and agreed upon within the Tier Two Statement of Work. |
| 19 | Schedule B | 81 | What is the process, if any, for an awarded Contractor to add new manufacturer authorizations or product lines during the Contract term? | Requests to add new manufacturers or product lines must be submitted to the State for review. Contractors must provide complete authorization documentation. These changes may be documented as Change Notice to the Contract or through a process identified later as the program is developed. The State would encourage Bidders to provide information in the RFS response explaining how your company would keep the State updated with your current list of manufacturer authorizations. |
| 20 | Schedule B - Pricing and Invoicing Requirements | 82 | What price indices will the State accept as “verifiable” when a manufacturer does not publish an MSRP or public list price? | Verifiable means that the State can go back to the manufacturer and ensure that the correct pricing is provided. |
| 21 | Schedule D, Metrics 1-3 | 92–93 | If installation, testing, or commissioning is delayed because the State or agency has not provided the required network access or setup, will the installation or SLA deadline be extended to account for that delay? | The Contractor must provide the State and the requesting agency with all required deliverables, dependencies, and timelines associated with responsibilities assigned to the State. The State or agency must review and agree to those timelines. If installation, testing, or commissioning is delayed because the State or the requesting agency has not completed the responsibilities identified by the Contractor—including required network access or setup—the Contractor will not be held accountable for those delays. In such circumstances, the installation timeline and any associated SLA deadlines will be adjusted to reflect the period of delay. Any delays occurring outside of the mutually agreed‑upon timelines will require discussion between the State and the Contractor, and a revised timeline will be established at that time. |
| 22 | Schedule E | 95 | What approvals or cybersecurity reviews are needed before connecting an IP-connected AV device to a State or agency network, and what device documentation should the Contractor provide? Examples include control processors, DSPs, conferencing appliances, cameras, and touch panels. | Standard Exception Request (SXR), Technical Board Review (TRB), System Security Plan (SSP) are needed for Authority to Operate (ATO) |
| 23 | Schedule E - Hosting Security Requirements | 96 | For an AV solution that includes an OEM-hosted cloud service, can the Contractor use the OEM’s FedRAMP, GovRAMP, or SOC 2 documentation to meet the applicable Schedule E hosting and accreditation requirements? | The OEM's FedRAMP, GovRAMP, SOC2 can be submitted as supporting evidence for infrastructure controls, it only tells part of the story though. The vendor needs to comply with the formal accreditation proces MISAP ATO. |
| 24 | Schedule E - Unauthorized Access | 96 | What process should Contractor staff follow to obtain approved access to State Systems for installing, programming, troubleshooting, and commissioning networked AV equipment? This may include accounts, VPN access, or temporary or escorted access. | DTMB manages access to statewide systems and enterprise services. Individual agencies manage access to systems and physical spaces they control. The Contractor must identify all required access needs and follow the approval process provided by DTMB or the specific agency. All access must comply with State security policies, and the Contractor will be granted only the minimum access necessary to perform their work. |
| 25 | Schedule E - Unauthorized Access | 96 | What steps and lead time are needed to sign the required NDA and obtain the non-public State PSPs referenced in Schedule E before the proposal deadline? | Please reach out to the Solicitation Manager via email and those instructions can be provided. |
| 26 | Schedule E - Secure Development Requirements | 97 | Which Schedule E secure-development requirements apply to an AV reseller/integrator that does not develop or host software and uses embedded software supplied and maintained by the OEM? | Contractor must assume responsibility and ensure proposed products follow requirements outlined in the State's Terms and Conditions and Schedule E. |
| 27 | RFS – Summary of Objectives / Program Objective 1: Establish a Multi-Vendor Pre-Qualified Pool | N/A | The RFS states that the State intends to establish a multi-vendor pre-qualified pool. Does the State anticipate awarding contracts to all bidders that meet the minimum requirements and evaluation threshold, or does the State anticipate limiting the number of pre-qualified contractors receiving awards? | The State intends to establish a multi-vendor pre-qualified pool. Bidders that meet the mandatory minimum requirements and achieve a passing evaluation may be eligible for award. |
| 28 | RFS – Summary of Objectives / Tier-Two Requests | N/A | Once pre-qualified, may an awarded contractor selectively respond to Tier-Two requests based on manufacturer authorization, technology category, geographic coverage, project scope, and available resources, or is an awarded contractor required to respond to every Tier-Two request? | Contractors may decline an individual Tier‑Two request; however, frequent or repeated refusals may be evaluated by the State to determine whether the Contractor continues to meet the statewide capability obligations required for participation in the prequalification program. |
| 29 | Schedule A – Statement of Work / Scope and Program Objectives | N/A | Must a bidder demonstrate the capability to provide every product and professional service category identified in the RFS, or may a bidder propose and be pre-qualified for only the product, technology, and service categories for which it has demonstrated capabilities? | A bidder may propose and be pre-qualified for products, technologies, and service categories for which it has demonstrated capabilities and has the valid authorization for. |
| 30 | Schedule A – Statement of Work / AV Equipment and Standardization | N/A | Are manufacturers, products, and technologies identified in the RFS intended to be mandatory State-standard products, or may bidders propose additional manufacturers and equivalent interoperable solutions that meet the State's technical, security, accessibility, and performance requirements? | Bidders may propose additional manufacturers or equivalent interoperable solutions, provided all proposed products meet the State’s technical, security, accessibility, lifecycle, and performance requirements. |
| 31 | RFS – Mandatory Minimum Requirement / Manufacturer or Authorized Reseller | N/A | Is manufacturer/reseller authorization required only for the manufacturers and products included in the bidder's proposed offering, or must a bidder demonstrate authorization for every manufacturer or product referenced in the RFS? | Bidders are responsible for proposing manufacturers for which they hold valid authorization and for ensuring all proposed products comply with the specifications, standards, and interoperability requirements of the RFS. |
| 32 | Schedule A – Statement of Work / Product Catalog and Lifecycle Services | N/A | During the contract term, may an awarded contractor add newly authorized manufacturers, new product families, successor products, software, maintenance offerings, and other current AV/UC technologies to its approved offering, subject to State approval? | Requests to add new manufacturers or product lines must be submitted to the State for review. Contractors must provide complete authorization documentation. These changes may be documented as Change Notice to the Contract or through a process identified later as the program is developed. The State would encourage Bidders to provide information in the RFS response explaining how your company would keep the State updated with your current list of manufacturer authorizations. |
| 33 | Schedule A – Statement of Work / Tier-Two Requests and Lifecycle Services | N/A | Will Tier-Two requests include equipment-only or drop-ship purchases, hardware plus manufacturer maintenance/support, software or subscription renewals, and lifecycle replacement purchases that do not require onsite installation or integration services? | Yes, not all Tier-Two requests will require onsite installation, integration or professional services. |
| 34 | Schedule A – Statement of Work / Contractor Personnel and Subcontractors; Attachment 1 – Resume Templates | N/A | May an awarded contractor use qualified subcontractors for system engineering, CAD/documentation, installation, programming, commissioning, onsite field service, and maintenance, including different qualified subcontractors by geographic region? | Yes, and Bidders must assume full contractual responsibility of any proposed subcontractors and they must comply with the RFS requirements, including background checks, security standards, and contractual oversight obligations. |
| 35 | Vendor Questions Worksheet – Section 5: State of Michigan Experience and Prior Experience | N/A | For the requirement to describe at least three relevant experiences from the last five years, may a newly formed bidder demonstrate relevant experience through the prior experience of proposed key personnel and/or named subcontractors, or must all three experiences represent contracts performed by the bidding legal entity? | For the Vendor Questions Worksheet, the experience must be related to the company that is submitting the bid response. |
| 36 | RFS / MiDEAL and Extended Purchasing Program | N/A | Will MiDEAL and other eligible extended-purchasing participants be able to issue Tier-Two requests and/or purchase AV, videoconferencing, maintenance, and support products and services directly through the resulting contracts? | The State intends for the MiDEAL members and other eligible extended purchasing participants to utilize the resulting contracts. |
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