S000000242 LED Screen Final.pdf

STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220 Little Rock, Arkansas 72201-1023

INVITATION FOR BID

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number: S000000242 Solicitation Issued: May 15, 2023

Description: Emergency Operation Center LED Screen

Department: Arkansas Division of Emergency Management

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Opening Date: June 15, 2023 Bid Opening Time: 10:00 am Central Time

Bid responses for this Invitation for Bid must be submitted through ARBuy, the State’s eProcurement system.

It can be accessed at https://arbuy.arkansas.gov. Bids received after the submission deadline may be rejected as untimely. See section 1.2 for information regarding Live Bid Openings.

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

TSS OSP Buyer: Julie Robnolt Buyer’s Direct Phone Number:

(501) 371-6070

Email Address: julie.robnolt@arkansas.gov TSS OSP’s Main Number: (501) 324-9316

TSS OSP

Website:

https://www.transform.ar.gov/procurement/ https://arbuy.arkansas.gov/ mailto:julie.robnolt@arkansas.gov https://www.transform.ar.gov/procurement/

SECTION 1 – REQUIREMENTS

• Do not provide responses to items in this section unless specifically and expressly required.

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by the TSS Office of State Procurement (TSS OSP) for the Arkansas Division of Emergency Management (“ADEM” or “Division”) to obtain pricing and a contract for a new LED Screen. Direct all questions, comments, or concerns you may have regarding this solicitation to the TSS Office of State Procurement, not the ADEM.

1.2 LIVE BID OPENING

Use the information below to view the bid opening online.

Teams Meeting Link: Click here to join the meeting

Meeting ID: 245 073 227 754 Meeting Passcode: ZoqTQ4 Dial-In Information: 501-244-3310 Phone Conference ID: 416 267 761#

1.3 MANDATORY SITE VISIT

A. Prospective Contractors shall participate in a mandatory site visit on Monday, May 22, 2023, at 9:00 am Central Time at the following location:

Building 9501 Camp Robinson North Little Rock, Arkansas 72199

B. Prospective Contractors shall RSVP to the OSP Buyer no later than twenty-four (24) hours prior to the site visit. Prospective Contractors who do not RSVP by the deadline may not be included in the visit.

C. Prospective Contractors shall be limited to no more than two (2) representatives at the site visit.

D. The site visit will take place on a military base. Proof of car insurance and valid photo identification for all passengers in the vehicle shall be required for admittance to the base.

E. Prospective Contractors shall also be required to show photo ID at the front desk to receive a visitor’s badge.

F. Prospective Contractors should arrive a minimum of thirty (30) minutes in advance to ensure adequate time for the base check-in process prior to the start of the site tour.

G. Late arrivals may not be permitted to join the site visit.

H. The site visit is anticipated to take approximately 1-2 hours; however, it may take longer depending on the number of attendees.

I. Prospective Contractors present and participating in the site visit will have the opportunity to ask questions. However, while answers are provided as a courtesy to all in attendance, no oral responses provided by ADEM or OSP will become a part of IFB specifications or the resulting contract unless the answer is provided in writing. As such, Prospective Contractors are encouraged to also submit pertinent questions as part of the written Q&A process described in Section 1.4 of the IFB.

1.4 CLARIFICATION OF SOLICITATION

A. Submit any questions requesting clarification of information contained in this Solicitation via the solicitation posting in ARBuy by midnight, Central Time on or before Friday, May 26, 2023.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTM2OTRkOGItYTVmNC00NDY4LTg4NWQtZjFkYmI4MGVmOTli%40thread.v2/0?context=%7b%22Tid%22%3a%225ec1d8f0-cb62-4000-b327-8e63b0547048%22%2c%22Oid%22%3a%22a5e9cf20-c478-4e36-8fed-351f1ae086e2%22%7d

1. For each question submitted, Prospective Contractor should reference the specific solicitation item number to which the question refers.

2. Prospective Contractors’ written questions will be consolidated and answered by the State as deemed appropriate. The State’s consolidated written response is anticipated to be posted to the solicitation posting in ARBuy by the close of business on Thursday, June 1, 2023. If Prospective Contractor questions are unclear or non-substantive in nature, the State may request clarification of a question(s) or decline to answer.

B. The Prospective Contractor should notify the TSS OSP buyer of any term, condition, etc., that precludes the Prospective Contractor from submitting a compliant, Responsive Bid. Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a bid.

C. Prospective Contractors may contact the TSS OSP buyer with non-substantive questions at any time prior to the bid opening.

D. An oral statement by TSS OSP will not be part of any contract resulting from this solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by TSS OSP.

1.5 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

B. The terms “Invitation For Bid,” “IFB,” and “Solicitation” are used synonymously in this document.

C. “Prospective Contractor” means a responsible bidder who submits a Responsive Bid in response to this solicitation.

D. “Requirement” means something required.

E. “Responsive Bid” means a bid submitted in response to this solicitation that conforms in all material respects to this IFB.

F. “Shall” and “Must” mean the imperative and are used to identify requirements.

G. “Specification” means any technical or purchase description or other description of the physical or functional characteristics, or of the nature, of a commodity or service. “Specification” may include a description of any requirement for inspecting, testing, or preparing a commodity or service for delivery.

H. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this solicitation, that obligation is limited to the Division using such a contract.

1.6 SPECIFICATIONS

A. The Contractor shall provide and install a new 9’ x 32’, LED screen.

B. The LED screen must have a resolution of 4K or UHD or 7680 x 2160.

C. The LED screen must be a seamless display.

D. The LED screen must integrate with the current RGB Spectrum Galileo video wall processor system.

E. The LED screen must have HDMI connection.

1.7 INSTALLATION/DE-INSTALLATION

A. The Contractor shall be responsible for removing and/or covering up the existing glass screens.

B. The Contractor shall be responsible for the installation of all new equipment and the de-installation of any existing equipment as needed.

C. Installation/de-installation must be performed in a professional manner in accordance with industry standard best practices.

D. The facility must be left in a neat, clean, and undamaged condition. Contractor shall be responsible for repairing any damage caused during the installation/de-installation or to provide full compensation for damages to ADEM.

E. De-installed equipment must be disposed of or stored per ADEM’s direction for transport to the

Marketing & Redistribution facility.

F. The Contractor shall be responsible for all aspects of this project including, but not limited to:

1. Building, mounting, and framing the LED screen.

2. All electrical and non-electrical requirements.

3. Construction related requirements.

G. The Contractor shall comply with all applicable codes, licenses, certifications, and standards in the State of Arkansas as it relates to the proposed installation services.

1.8 HARDWARE MAINTENANCE & SUPPORT

A. The Contractor shall provide Maintenance and Support for all hardware components of the proposed system for the life of the contract.

B. Maintenance and Support must include, at minimum, the following:

1. Annual System and Preventative Maintenance

2. Technical Support

3. One (1) Year Warranty

4. Repair Service

C. The Contractor shall provide Maintenance and Support services during the State’s normal business hours, 8:00 AM to 5:00 PM, Monday through Friday, excluding State holidays (found here).

D. The Contractor shall provide telephone support via a toll-free number 8:00 AM to 5:00 PM, Monday through Friday, excluding State holidays (found here).

E. The Contractor’s telephone support staff shall be technically knowledgeable and able to provide assistance to State staff.

https://www.sos.arkansas.gov/news/calendar/ https://www.sos.arkansas.gov/news/calendar/

F. The Contractor shall respond to any non-emergency reported defects with hardware and/or configuration to the State within four (4) business hours of its being reported. Response shall mean that the Contractor has acknowledged the ticket and a technician is actively working on the issue.

G. The Contractor shall provide a toll-free number for 24/7/365 Emergency Support.

H. The Contractor shall respond to any emergency reported defects with hardware and/or configuration to the State within two (2) hours of its being reported. Response shall mean that the Contractor has acknowledged the ticket and a technician is actively working on the issue.

I. All maintenance and repairs of the proposed system and Contractor-provided hardware, equipment, and peripherals must be provided at no additional cost to the State.

1.9 DELIVERY: FOB DESTINATION

Arkansas Division of Emergency Management Camp J.T. Robinson Building 9501 North Little Rock, AR 72199

A. The Division requests delivery within 30 calendar days after ordering. If this delivery date cannot be met, the Prospective Contractor shall state the alternate number of days required to place the commodity in the ordering Division’s designated location. Failure to state the alternate delivery time obligates the Contractor to complete delivery by the Division’s requested date. Extended delivery dates may be considered when in the best interest of the State.

B. All deliveries must be made during normal State work hours and within the agreed upon number of days unless otherwise arranged and coordinated with the Division. The Contractor shall give the Division immediate notice of any anticipated delays or plant shutdowns that will affect the delivery requirement.

C. Loss or damage that occurs during shipping, prior to the order being received by the Division, is the

Contractor’s responsibility. All orders should be properly packaged to prevent damage during shipping.

D. The State assumes no liability for commodities produced, processed, or shipped in excess of the amount specified on the Division’s purchase order.

1.10 ACCEPTANCE STANDARDS

A. Inspection and acceptance/rejection of product(s) will be made within thirty (30) days of receipt.

B. The State has the option to return any product(s) within the thirty (30) day timeframe for any reason.

C. Bid must include a “total satisfaction” return policy for all products and must not impose any liability on the State for such returns.

1.11 PERFORMANCE STANDARDS

A. State law requires that contracts for services include Performance Standards for measuring the overall quality of services that a Contractor shall provide.

B. The State may be open to negotiations of Performance Standards prior to contract award, prior to the commencement of services, or at times throughout the contract duration.

C. Performance Standards shall not be amended unless they are agreed to in writing and signed by the parties.

D. Failure to meet the minimum Performance Standards as specified will result in the assessment of damages.

E. In the event a Performance Standard is not met, the Contractor will have the opportunity to defend or respond to the insufficiency. The State has the right to waive damages if it determines there were extenuating factors beyond the control of the Contractor that hindered the performance of services.

In these instances, the State has final determination of the performance acceptability.

F. Should any compensation be owed to the Division due to the assessment of damages, Contractor shall follow the direction of the Division regarding the required compensation process.

SECTION 2 – GENERAL INSTRUCTIONS AND INFORMATION

• Do not provide responses to items in this section unless specifically and expressly required.

2.1 TYPE OF CONTRACT

A. As a result of this IFB, TSS OSP intends to award a contract to a single Contractor.

B. The anticipated starting date for any resulting contract is upon award except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants that it will honor its bid as being held open as irrevocable for this period.

C. The initial term of a resulting contract will be for one (1) year. Upon mutual agreement by the

Contractor and Division, the contract may be renewed by TSS OSP for up to six (6) additional one-year terms or portions thereof, not to exceed a total aggregate contract term of seven (7) consecutive years.

2.2 CONTRACTOR SELECTION

A. Award will be made to the lowest-bidding, responsible Prospective Contractor on an all or none basis.

2.3 RESPONSE DOCUMENTS

A. All bid responses must be submitted through ARBuy, the State’s eProcurement system. The system can be accessed at https://arbuy.arkansas.gov.

B. Bid Response Packet

1. The following are bid submission requirements and must be submitted as part of a Prospective Contractor’s bid response.

a. Signed Bid Signature Page. Signature may be ink or digital. (See Bid Response Packet.)

b. Completed Bid Response Packet, which must be in the English language.

c. Completed Pricing Response. Official Bid Price Sheet attached to solicitation posting. Pricing must be proposed in U.S. dollars and cents.

d. Proposed Subcontractors Form. The utilization of any proposed subcontractor is subject to approval by the Division.

2. The following items, which must be submitted prior to a contract award to the Prospective Contractor, may also be included with the Prospective Contractor’s bid response:

a. EO 98-04 Contract & Grant Disclosure Form.

b. Copy of Prospective Contractor’s Equal Opportunity Policy.

c. Voluntary Product Accessibility Template (VPAT), if applicable.

3. DO NOT include any other documents or ancillary information, such as a cover letter or promotional/marketing information.

https://arbuy.arkansas.gov/

2.4 ADDITIONAL TERMS AND CONDITIONS

A. This IFB incorporates all of the Solicitation Terms and Conditions located on the TSS OSP website

(found here) and all terms of the Services Contract (SRV-1) Fillable Form (found here) and attached to the posting in ARBuy as a sample for your information only.

1. Any special terms and conditions included in this solicitation shall override the Solicitation Terms and Conditions.

2. A Prospective Contractor’s bid may be rejected if a Prospective Contractor takes exception to any terms, conditions, or requirements in this IFB.

B. Prospective Contractor agrees and shall adhere to all terms if selected as the successful Contractor.

1. Items may only be modified if the legal requirement is satisfied and approved by the State during negotiations.

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