SP-19-0048 FINAL.pdf

Open-Ended RFQ Contact Information Sheet

• This document has been provided for informational purposes only.

• The OSP Contact Information provided below is specific to the referenced Request for

Qualifications (RFQ) and is subject to change.

RFQNumber:

Initial Term:

Renewal:

Description:

OSP Buyer:

SP-19-0048

July 1, 2019 - June 30, 2020

July 1, 2021 – June 30, 2022

Statewide Audio/Visual Equipment and Supplies

Of f ice of State Procurement

501-324-9316

OSP Website: Audio Visual Equipment & Supplies - Arkansas Department of Transformation and

Shared Services

Note: This solicitation is an open-ended RFQ used to establish and maintain a Qualified

Vendor's list (QVL). Prospective Contractors interested in being listed on the QVL after the initial term may submit a response to this RFQ during the months of May and June of each year the RFQ remains open ended. Responses submitted for consideration as stated in the RFQ, will be evaluated and the resulting qualified vendors listed on the QVL for the applicable renewal term.

This RFQ will remain open for submission of responses each year for a period of up to seven (7) years from the issuance date of July 1, 2019. The State reserves the right to close/end this RFQ for submissions at any time prior to the completion of the seven (7) year period, if it is in the best interest of the State to do so.

https://www.transform.ar.gov/state_contracts/audio-visual-equipment-and-supplies/ https://www.transform.ar.gov/state_contracts/audio-visual-equipment-and-supplies/

STATE OF ARKANSAS

OFFICE OF STATE PROCUREMENT

1509 West 7th Street. Room 300

Little Rock. Arkansas 72201-4222

REQUEST FOR QUALIFICATION

BID SOLIC ITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number:

I Solicitation I

SP-19-0048

Issued:

0410112019

Description: Statewide Audio I Visual Equipment and Supplies

Agency : Department of Finance and Administration. Office of State Procurement

DELIVERY OF RESPONSE DOCUMENTS

Delivery Address : Office of State Procurement

1509 West 7th Street. Room 300

Little Rock.AR 72201-4222

Delivery providers. USPS, UPS, and FedEx deliver mail to OSP's street address on a schedule determined by each individual provider. These providers will deliver to OSP based solely on the street address. Prospective Contractors assume all risk for timely, properly submitted deliveries.

Response's Outer

Packaging:

Seal outer packaging and properly mark with the following information. If outer packaging of response submission is not properly marked. the package may be opened for response identification purposes.

• Solicitation number

• Date and lime of response opening

• Prospective Contractor's name and return address

OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

OSP Buyer: Chris Reynolds Buyer's Direct Phone Number:

501-683-6636

EmailAddress : Chris.reynolds@dfa.arkansas.gov OSP's Main Number: 501-324-9316

OSP Website: htto./l\'Avw dfa arkansas gov/offices/orocuremenl/Pages/defaul t asx

Response Opening Time: 2:00 p m.. Central Time mailto:Chris.reynolds@dfa.arkansas.gov

Bid Solicitation Document Bid No SP-19-0048

SECTION 1 - GENERAL INSTRUCTIONS AND INFORMATION

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

1.1 PURPOSE

The Office of State Procurement (OSP) issues this Request for Qualifications (RFQ) on behalf of State Agencies.

and Political Subdivisions ("Purchasing Entities") to issue a Qualified Vendors List (QVL) containing a selection of prequalified Prospective Contractors . Prospective Contractors listed on the resultant QVL will contract with

Purchasing Entities per project, as needed, to supply. deliver . install. and I or service Audio and Visual (AV)

Equipment and Supplies.

This RFQ will be open-ended. Prospective Contractors may submit an initial response to the RFQ or subsequent responses during any renewal period. anticipated to be May through June each year the QVL is renewed.

Being listed on the resulting QVL is not a guarantee to the Prospective Contractor that they will be contracted with a

Purchasing Entity . The intent of the resulting QVL is to provide an expedited process and vehicle for contracting with Prospective Contractors. prequalified via the RFQ process. for use by Purchasing Entities as AV purchasing needs arise. Prospective Contractors submitting a response to this RFQ may be businesses. manufacturers. and/or resellers/distributors.

1.2 RESULT OF THE RFQ

A. As a result of this RFQ. OSP intends to list multiple Prospective Contractors on the Qualified Vendors List.

B. The anticipated starting date for any resulting QVL is July 01. 2019. except that the actual QVL start date may be adjusted forward unilaterally by the State for up to three calendar months. By submitting a signed response to the RFQ. the Prospective Contractor represents and warrants that it will honor its response as being held open as irrevocable for this period.

C. The initial qualification term of a resulting QVL will be for one (1) year. The State may renew a Prospective

Contractor's qualification status for up to six (6) additional one-year terms or portions thereof . not to exceed a total aggregate QVL term of seven (7) consecutive years.

1.3 ISSUING AGE NCY

OSP. as the issuing office.is the sole point of contact throughout this solicitation process.

1.4 RESPONSE OPENING LOCATION

Responses will be opened at the follow ing location:

Office of State Procurement

1509 West Seventh Street. Room 300 Little Rock. AR 72201-4222

1.5 ACCEPTANCE OF REQUIREMENTS

A. A Prospective Contractor shall unconditionally accept all Requirements in the Requirements Section(s) of this

RFQ to be listed on the QVL.

B. Prospective Contractor"s response will be rejected if a Prospective Contractor takes exceptions to any

Requirements in the Requirements Section(s) of this RFQ or fails to submit any of the Response Submission

Requirement documents as specified herein.

1.6 DEFINITION OF TERMS

A. The State Procurement Official has made every effort to use industry-accepted terminology in this Bid

Solicitation and will attempt to further clarify any point of an item in question as indicated in Clarification of Bid Solicitation.

B. Unless otherwise defined herein. all terms defined in Arkansas Procurement Law and used herein have the same definitions herein as specified therein.

C. "Business Day" means Monday through Friday. 8:00 AM to 4:30 PM Central Time. excluding State Holidays.

Bid Solicitation Document Bid No. SP- '19-0048

D. "Contractor" means a person who sells or contracts to sell commodities and/or services .

E. "Firm Contract" means a contract for a one-time purchase and is not renewable.

F. "Political Subdivision" means an agency, authority , board, branch. bureau. commission, council, department , institution. office. school district,or other entity and/or governmental body of any county . municipality. city. or town falling under the umbrella of the State of Arkansas and authorized by the laws of the State of Arkansas to participate in a State Contract or as otherwise determined authorized by the State of Arkansas .

G. "Prospective Contractor" means a person who submits a response to this solicitation.

H. "Purchasing Entity" means a "State Agency" and/or "Political Subdivision".

I. "Requirement" means a specification that a Contractor's product and/or service must perform during the term of the contract. These specifications will be distinguished by using the term "shall" or "must" in the requirement.

J. "Response Submission Requirement" means a task a Prospective Contractor must complete when submitting a response. These requirements will be distinguished by using the term "shall" or "must" in the requirement.

K. "Responsive" means a submission in response to this solicitation that conforms in all material respects to this

RFQ.

L. ·sow·means Scope of Work and is a statement where the work to be performed and I or commodities to be provided is described. The SOW may contain deliverables such as end products, reports. and time lines that are required to be provided by the Contractor .

M. "State Agency or Agencies" includes any State of Arkansas institution, authority , department . board, commission. bureau. council. office, or other entity supported by the appropriation of State and/or Federal funds. including State supported institutions of higher education, the constitutional departments of the State of

Arkansas. the General Assembly, including the Legislative Council. the Legislative Joint Auditing Committee and supporting agencies and bureaus thereof. the Arkansas Supreme Court.the Court of Appeals. circuit courts, prosecuting attorneys. and the Administrative Office of the Courts or any other entity and/or governmental body authorized by the State of Arkansas to participate in a State Contract or as otherwise determined by the State of Arkansas .

N. "State Holiday" means the following days during the year when State Offices are closed:

• Christmas Day

• Christmas Eve

• Dr. Martin Luther King Jr.'s Birthday

• George Washington's Birthday and Daisy Gatson Bates Day

• Independence Day

• Labor Day

• Memorial Day

• New Year's Day

• Thanksgiving Day

• Veteran's Day

Bid Solicitation Document Bid No SP- 19-0048

Also. every day designated by public proclamation by the President of the United States. or the Governor of the

State of Arkansas as a legal holiday. If any holiday falls on a Saturday. Saturday and the preceding Friday are both legal holidays. If the holiday falls on a Sunday. Sunday and the following Monday are both legal holidays.

0. "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 State agency or

Purchasing Entity using such a contract.

P. "Term Contract" means a contract that is for an extended period of time. usually having an initial term of one (1) year or a portion thereof but not exceeding a total aggregated term of seven (7) consecutive years.

Q. The terms "Request for Qualifications·. "RFO." "Bid Solicitation." and "Solicitation" are used synonymously in this document.

1.7 QUALIFIED VENDOR LIST SELECTION

All Prospective Contractors meeting the Requirements and Response Submission Requirements of this RFQ will be included on the QVL.

1.8 RESPONSE DOCUMENTS

A. Ori ginal Response Packet

1. The following items are Response Submission Requirements and must be submitted as hard copies in the original Response Packet. Response must be in the English Language.

a. Original signed Response Signature Page.

b. Completed Proposed Subcontractors Form. (See Subcontractors .)

c. Completed and signed Contract and Grant Disclosure Form EO 98-04 (See Standard Terms and

Conditions, #27. Disclosure.) This document is posted as a separate document along with this RFQ.

d. Copy of Prospective Contractor's Equal Opportunity Policy. (See Equal Opportunity Policy.)

e. Voluntary Product Accessibility Template (VPAT). (See Tecllnology Access .)

f. Original Arkansas Business Information Form.

g. Original Business Contact Information Form.

h. Original AudioNisu al Equipment Offering Form.

i. Original List of Counties Serviced Form.

j. Original Arkansas Distributors IAdditional Locations Form.

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

B. Pricing is not requested for this solicitation and must not be submitted with the response. (See

Pricing.) Should a Prospective Contractor include pricing in their response. the State reserves the right to reject the Prospective Contractor's response.

C. Additional Copies and Redacted Copy of the Response Packet

In addition to the original Response Packet. the following items should be submitted:

1. Additional Copies of the Response Packet

a. One (1) complete hard copy (marked "COPY") of the Response Packet.

Bid Solicitation Document Bid No. SP-19-0048

b. One (1) electronic copy of the Response Packet . preferably on a flash drive A CD will also be acceptable. Do not send electronic copies via emailor fax .

c. The additional hard copy and electronic copy must be identical to the original hard copy. In case of a discrepancy. the original hard copy governs.

d. If OSP requests additional copies of the response, the copies must be delivered within the timeframe specified in the request.

2. One (1) redacted (marked "REDACTED") copy the original Response Packet. preferably on a flash drive.

A CD will also be acceptable. Do not send electronic copies via emailor fax . (See Proprietary

Information.)

1.9 ORGANIZATION OF RESPONSE DOCUMENTS

A. It is strongly recommended that Prospective Contractors adhere to the following format and suggestions when preparing their response.

B. The original Response Packet and all copies should be arranged in the following order.

• Response Signature Page.

• Proposed Subcontractors Form.

• Signed Addenda. if applicable.

• E.O. 98·04 - Contract Grant and Disclosure Form.

• Equal Opportunity Policy.

• Voluntary Product Accessibility Template (VPAT).

• Arkansas Business Information Form.

• Business Contact Information Form.

• AudioNisual Equipment Offering Form.

• Counties Serviced Form.

• Arkansas Distributors IAdditional Locations Form.

1.10 CLARIFICATION OF BID SOLICITATION

A. Submit any questions requesting clarification of information contained in this Bid Solicitation in writing via email by 3:00 p.m.. Central Time on or before 04/10/2019 to the OSP buyer as shown on page one (1} of this Bid

Solicitation.

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

• Prospective Contractors' written questions will be consolidated and responded to by the State. The State's consolidated written response is anticipated to be posted to the OSP website by 4 :30 PM Central Standard

Time on 04/19/2019. If Prospective Contractor questions are unclear or non-substantive in nature, the

State may request clarification of a question(s} or reserves the right not to respond to that question(s).

B. The Prospective Contractor should notify the OSP buyer of any term. condition. etc., that precludes the

Prospective Contractor from providing a compliant, responsive submission. 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 response.

Bid Solic1tat1on Document --- ------- --- --- -- Bid No. SP-19-0048

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

0. An oral statement by 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 OSP.

E. Prospective Contractors entering into a contract with the State shall comply with all the terms and conditions contained herein.

1.11 RESPONSE SIGNATURE PAGE

A. An official authorized to bind the Prospective Contractor(s) to a resultant OVL must sign the Response Signature Page included in the Response Packet .

8. Prospective Contractor's signature on this page signifies Prospective Contractor's agreement to and compliance with all Requirements of this RFO.and that any exception that conflicts with a Requirement or

Response Submission Requirement of this Bid Solicitation will cause the Prospective Contractor's response to be rejected.

1.12 SUBCONTRACTORS

A. Prospective Contractor shall complete. sign, and submit the Proposed Subcontractors Form included in the

Response Packet.

8. Additional subcontractor information may be required or requested in following sections of this Bid Solicitation.

Do not attach any additional information to the Proposed Subcontractors Fom1.

C. The utilization of any proposed subcontractor is subject to approvalby the Purchasing Entity .

1.13 PRICING

A. Prospective Contractor shall not include any pricing in their response. Should the hard copies or electronic copies of the Prospective Contractor's Response Packet contain any pricing. the State reserves the right to reject the Prospective Contractor 's response.

8. Pricing will be negotiated with Prospective Contractor per project.

1.14 PRIME CONTRACTOR RESPONSIBILITY

A. A single Prospective Contractor must be identified as the prime contractor.

8. The prime contractor shall be responsible for the contract and jointly and severally liable with any of its subcontractors . affiliates.or agents to the State for the performance thereof .

1.15 PROPRIETA RY INFORMATION

A. Submission documents pertaining to this Bid Solicitation become the property of the State and are subject to the Arkansas Freedom of Information Act (FOIA) .

8. In accordance with FOIA and to promote maximum competition in the State competitive bidding process.the

State may maintain the confidentiality of certain types of information described in FOIA. Such information may include trade secrets defined by FOIA and other information exempted from the Public Records Act pursuant to

FOIA.

C. Prospective Contractor may designate appropriate portions of its response as confidential. consistent with and to the extent permitted under the Statutes and Rules set forth above. by submitting a redacted copy of the response.

0. By so redacting any information contained in the response, the Prospective Contractor warrants that it has formed a good faith opinion having received such necessary or proper review by counsel and other knowledgeable advisors that the portions redacted meet the requirements of the Rules and Statutes set forth above.

E. Under no circumstances will pricing information be designated as confidential.

Bid Solicitation Document ------- Bid No SP-19-0048

F. One (1) complete copy of the submission documents from which any proprietary information has been redacted should be submitted on a flash drive in the Response Packet. A CD is also acceptable. Do not submit documents via emailor fax.

G. Except for the redacted information. the redacted copy must be identical to the original hard copy. reflecting the same pagination as the original and showing the space from which information was redacted.

H. The Prospective Contractor is responsible for identifying all proprietary information and for ensuring the electronic copy is protected against restoration of redacted data.

I. The redacted copy will be open to public inspection under the Freedom of Information Act (FOIA) without further notice to the Prospective Contractor.

J . If a redacted copy of the submission documents is not provided with Prospective Contractor's response packet.

a copy of the non-redacted documents . with the exception of financial data (other than pricing), will be released in response to any request made under the Arkansas Freedom of Information Act (FOIA).

K. If the State deems redacted information to be subject to FOIA , the Prospective Contractor will be contacted prior to release of the documents.

L. The State has no liability to a Prospective Contractor with respect to the disclosure of Prospective Contractor's confidential information ordered by a court of competent jurisdiction pursuant to FOIA or other applicable law.

1.16 CAUTION TO PROSPECTIVE CONTRACTORS

A. Prior to issuance of any QVL. address all communication concerning this Bid Solicitation through the OSP buyer.

B. Do not alter any language in any solicitation document provided by the State.

C. All official documents and correspondence related to this solicitat ion become part of the resultant QVL and resulting contracts.

D. The State has the right to issue or not issue a OVL. if it is in the best interest of the State to do so.

E. As requested. provide clarification regarding Prospective Contractor's response to OSP.

F. Qualifications. Products. and Proposed Services must meet or exceed the required specifications as set forth in this Bid Solicitation and in any future Statement of Work (SOW) as applicable.

G. Prospective Contractors may submit multiple responses to this RFQ.

1.17 REQUIREMENT OF ADDENDUM

A. Only an addendum written and authorized by OSP will modify this Bid Solicitation.

B. An addendum posted within three (3) calendar days prior to the response opening may extend the response opening and may or may not include changes to the Bid Solicitation.

C. The Prospective Contractor is expected to check the OSP website.

http://www . arkansas . gov/dfa/procuremen t/b1ds /i ndex .php, for any and all addenda up to response opening.

1.18 QUALIFICATION PROCESS

A. Review of Submissions

1. OSP willreview each Response Packet submitted by the response deadline to verify that all Requirements and Response Submission Requirements to the RFQ have been met.

B. Prospective Contractors whose responses meet all Requirements and Response Submission Requirements of this RFQ will be included on the initial QVL.

C. The State Procurement Official reserves the right to reject a response if it does not meet Requirements. fails to provide Response Submission Requirements, or if is in the best interest of the State to do so.

http://www/

Bid Solic1tat1on Document Bid No SP-19-0048

D. Anticipation to Award QVL

1. Once the anticipated successful Prospective Contractors have been determined. the anticipated award of the OVL will be posted on the OSP website at htt p ://www arkansas gov/df a/procuremenl/pro 1ntent.php.

2. The anticipated award will be posted for a period of fourteen (14) days prior to the issuance of a QVL.

Prospective Contractors and agencies are cautioned that these are preliminary results only, and a QVL will not be issued prior to the end of the fourteen-day posting period.

3. OSP may waive the policy of Anticipation to Award when it is in the best interest of the State.

4. . It is the Prospective Contractor's responsibility to check the OSP website for the posting of an anticipated QVL award.

E. Issuance of a QVL

1. Any contract resulting from this QVL shall be subject to State approval processes which may include Legislative review.

2. A State Procurement Official will be responsible for award and administration of any resulting QVL.

1.19 MINORITY AND WOMEN-OWNED BUSINESS POLICY

A. A minority-owned business is defined by Arkansas Code Annotated § 15-4-303 as a business owned by a lawful permanent resident of this State who is

• African Amer ican

• American Indian

• Asian American

• Hispanic Amer ican

• Pacific Islander American

• A Service Disabled Veteran as designated by the

United States Department of Veteran Affairs

B. A women-owned business is defined by Act 1080 of the 91•1 General Assembly Regular Session 2017 as a business that is at least fifty-one percent (51%) owned by one (1) or more women who are lawful permanent residents of this State.

C. The Arkansas Economic Development Commission conducts a certification process for minority-owned and women-owned businesses. If certified,the Prospective Contractor's Certification Number should be included on the Response Signature Page.

1.20 EQUAL OPPOR TUNITY POLICY

A. In compliance with Arkansas Code Annotated § 19-11-104. OSP is required to have a copy of the anticipated

Contractor's Equal Opportunity (EO) Policy prior to issuing a contract award resulting from this QVL.

1. To prequalify Prospective Contractors for listing on the resulting OVL, as a Response Submission

Requirement the Prospective Contractor shall provide a copy of their Equal Opportunity Policy or a wr itten statement as described below and shall submit the document. as applicable with their Response Packet.

B. In addition to providing a copy in the Prospective Contractor's Response Packet. EO Policies may be submitted in electronic format to the following emailaddress: eeopohcy osp@dfa ark ansa s gov. but must also be included as a hardcopy accompanying the solicitation response.

C. The submission of an EO Policy to OSP is a one-time Requirement. Contractors are responsible for providing updates or changes to their respective policies.and for supplying EO Policies upon request to other State agencies that must also comply with this statute.

D. Prospective Contractors who are not required by law by to have an EO Policy must submit a written statement to that effect and include the statement in their Response Packet.

1.21 PROHIBITION OF EMPLOYMENT OF ILLEGAL IMMIGRANTS

A. Pursuant to Arkansas Code Annotated § 19-11-105, Contractor(s) providing services shall certify with OSP that they do not employ or contract with illegal immigrants.

Page B of 26

B. By signing and submitting a response to this Request for Qualifications. a Prospective Contractor agrees and certifies that they do not employ or contract with illegal immigrants. If selected, the Prospective Contractor certifies that they will not employ or contract with illegal immigrants during the aggregate term of a QVL or contract resulting from this QVL.

1.22 RESTRICTION OF BOYCOTT OF ISRAEL

A. Pursuant to Arkansas Code Annotated § 25-1-503. a public entity shall not enter into a contract with a company unless the contract includes a wr itten certification that the person or company is not currently engaged in and agrees for the duration of the contract not to engage in. a boycott of Israel.

B. This prohibition does not apply to a company which offers to provide the goods or services for at least twenty percent (20%) less than the lowest certify ing business.

C. By checking the designated box on the Response Signature Page of the response packet. a Prospective

Contractor agrees and certifies that they do not, and will not for the duration of the QVL. boycott Israel.

1.23 PAST PERFORMANCE

In accordance with provisions of State Procurement Law. specifically OSP Rule R5:19-11-230(b)(1).a Prospective

Contractor's past performance with the State may be used to determine if the Prospective Contractor is

"responsible". Responses submitted by Prospective Contractors determined to be non-responsible will be rejected.

1.24 TECHNOLOGY ACCESS

A. When procuring a technology product or when soliciting the development of such a product. the State of

Arkansas is required to comply with the provisions of Arkansas Code Annotated § 25-26-201 et seq.. as amended by Act 308 of 2013.which expresses the policy of the State to provide individuals who are blind or visually impaired with access to information technology purchased in whole or in part with state funds. The

Prospective Contractor expressly acknowledges and agrees that state funds may not be expended in connection with the purchase of information technology unless that technology meets the statutory

Requirements found in 36 C.F.R. § 1194.21. as it existed on January 1. 2013 (software applications and operating ICSs) and 36 C.F.R. § 1194.22 . as it existed on January 1, 2013 (web-based intranet and internet information and applications) . in accordance with the State of Arkansas technology policy standards relating to accessibility by persons with v isual impairments.

B. Accordingly,the Prospective Contractor expressly represents and warrants to the State of Arkansas through the procurement process by submission of a Voluntary Product Accessibility Template (VPAT) for 36 C.F.R. §

1194.21. as it existed on January 1, 2013 (software applications and operating ICSs) and 36 C.F.R. § 1194.22.

that the technology provided to the State for purchase is capable,either by virtue of features included within the technology, or because it is readily adaptable by use with other technology .of:

1. Providing, to the extent required by Arkansas Code Annotated § 25-26-201 et seq.. as amended by Act

308 of 2013. equivalent access for effective use by both visual and non-visual means.

2. Presenting information. including prompts used for interactive communications.in formats intended for non-visual use.

3. After being made accessible, integrating into networks for obtaining, retrieving, and disseminating information used by individuals who are not blind or visually impaired.

4. Providing effective. interactive control and use of the technology , including without limitation the operating system. software applications. and format of the data presented is readily achievable by nonvisual means.

5. Being compatible with information technology used by other individuals with whom the blind or visually impaired individuals interact.

6. Integrating into network s used to share communications among employees . program participants. and the public.

7. Providing the capability of equivalent access by nonvisual means to telecommunications or other interconnected network services used by persons who are not blind or visually impaired.

Bid Solicitation Document Bid No SP- 19-0048

C. State agencies cannot claim a product as a whole is not reasonably available because no product in the marketplace meets all the standards. Agencies must evaluate products to determine which product best meets the standards. If an agency purchases a product that does not best meet the standards. the agency must provide written documentation supporting the selection of a different product. including any required reasonable accommodations.

D. For purposes of this section. the phrase "equivalent access" means a substantially similar ability to communicate with, or make use of, the technology. either directly,by features incorporated within the technology,or by other reasonable means such as assistive devices or services which would constitute reasonable accommodations under the Americans with Disabilities Act or similar state and federal laws.

Examples of methods by which equivalent access may be provided include. but are not limited to. keyboard alternatives to mouse commands or other means of navigating graphical displays. and customizable display appearance. As provided in Arkansas Code Annotated § 25-26-201 et seq.. as amended by Act 308 of 2013. if equivalent access is not reasonab ly available. then individuals who are blind or visually impaired shall be provided a reasonable accommodation as defined in 42 U.S.C.§ 12111(9). as it existed on January 1. 2013.

E. If the information manipulated or presented by the product is inherently visual in nature. so that its meaning cannot be conveyed non-visually, these specifications do not prohibit the purchase or use of an information technology product that does not meet these standards.

1.25 COMPLIANCE WITH THE STATE SHARED TECHNICAL ARCHITECTURE PROGRAM

The Prospective Contractor's solution must comply with the State's shared Technical Architecture Program which is a set of policies and standards that can be viewed at: https //ww w dfa arkansas govlintergovernmental serviceslst at e-techno logy-cost-anal y s1s/ architecture-compliance/. Only those standards which are fully promulgated or have been approved by the Governor's Office apply to this solution.

1.26 VISA ACCEPTANCE

A. Awarded Contractor should have the capability of accepting the State's authorized VISA Procurement Card

(p-card) as a method of payment.

B. Price changes or additional fee(s) must not be levied against the State when accepting the p-card as a form of payment.

C. VISA is not the exclusive method of payment.

1.27 PUBLICITY

A. Do not discuss the solicitation nor your response. nor issue statements or comments . nor provide interviews to any public media during the solicitation and award process.

B. Failure to comply with this Requirement may be cause for a Prospective Contractor 's response to be disqualified.

1.28 RESERVATION

The State will not pay costs incurred in the preparation of a response.

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Bid Solic1tation Document Bid No SP- 19-0048

SECTION 2 - REQUIREMENTS

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

2.1 INTRODUCTION

The Office of State Procurement (OSP) issues this Request for Qualifications (RFQ) on behalf of State Agencies , and Political Subdivisions ("Purchasing Entities") to issue a Qualified Vendors List (QVL) containing a selection of prequalified Prospective Contractors . Prospective Contractors listed on the resultant QVL will contract with

Purchasing Entities per project as needed to supply, deliver . install. and I or service Audio and Visual (AV)

This RFQ will be open-ended. Prospective Contractors may submit an initial response to the RFQ or subsequent responses during any renewal period, anticipated to be May through June each year the QVL is renewed.

Being listed on the resulting QVL is not a guarantee the Prospective Contractor will be contracted with a Purchasing

Entity . The intent of the resulting QVL is to provide an expedited process and vehicle for contracting with

Prospective Contractors, prequalified via the RFQ process, for use by a Purchasing Entity as AV purchasing needs arise. Prospective Contractors submitting a response to this RFQ may be businesses. manufacturers . andlor resellers distributors.

2.2 CONTRACTING PROCESS

A. Purchasing Entities will contract with a Prospective Contractor listed on the QVL per project. as needed.

B. Upon determination by the Purchasing Entity that a need exists for AV Equipment and Supplies,the Purchasing

Entity will have four (4) options for procuring the items needed as listed below:

1. Small Order Procurement (for purchases up to $20.000 or $40 ,000 for Certified Minority or Women Owned

Businesses)

a. Should a Prospective Contractor submitting a response to this RFQ be a certified Minority or Women

Owned Business, then on page 2 of the Bid Response Packet Prospective Contractor should designate themselves as such. OSP will add the designation to the Prospective Contractor's information provided to Purchasing Entities for the QVL.

2. Competitive Bid method of Procurement (for purchases over 520.000 up to 575,000)

3. Competitive Sealed BidfProposal method of Procurement (for purchases over S75.000)

C. Any resulting QVL is non-mandatory. meaning Purchasing Entities are not required by OSP to procure AV

Equipment and Supplies from Prospective Contractors listed on the resulting QVL. The QVL only exists as a prequalified option made available to Purchasing Entities.

D. Should the Purchasing Entity decide to utilize the resulting QVL to contract with a Prospective Contractor . the

Purchasing Entity will determine the appropriate method of procurement based on anticipated cost. needs.

complexities of the project. or other determining factors.

E. When a Purchasing Entity seeks to procure AV Equipment or Supplies from Prospective Contractor listed on the QVL, the Purchasing Entity will find the QVL contract page on the OSP website .

F. For procurements up to the Small Order procurement thresholds . a Purchasing Entity may choose a Prospective Contractor from the QVL to initiate a procurement according to Small Order procurement laws found in Arkansas Code Annotated § 19-11 231.

1. The agency may send a Purchase Orders directly to the Contractor by email.

G. Procurements that exceed the Small Order purchase threshold but are less than $75,000.00 will be purchased by means of a Competitive Bid.

1. The Purchasing Entity may distribute a SOW by emailrequesting a competitive bid to at least three (3)

Prospective Contractors listed on the QVL who provide the particular AV Equipment and/or supplies needed.

a. The SOW should outline the AV Equipment specifications (if applicable). Requirements, goals, and any

Submission Requirements.

b. The SOW should provide a deadline and manner by which the Prospective Contractors should submit their competitive bids (preferably via email).

c. Once the deadline has passed. bids will be tabulated. and the lowest cost bid will determine the Contractor anticipated to be awarded a contract.

d. The agency will send a Purchase Orders or outline agreement to the Contractor by email.

H. Procurements that exceed S75.000.00 will be purchased by means of a competitive sealed bid or proposal.

1. The Purchasing Entity will distribute a SOW by email requesting a competitive sealed response to a minimum of three (3) Prospective Contractors listed on the QVL listed as providing the AV Equipment and/or Supplies needed.

a. Based on the Purchasing Entity's needs, the Purchasing Entity will distribute a SOW in which the successful Contractor will be determined by:

i. Lowest-cost through competitive sealed bid:or

ii. Highest ranked technical proposed score and cost score through competitive sealed proposals.

b. The SOW must outline AV Equipment specifications (if applicable) , Requirements . goals. and any Submission Requirements.

c. The SOW must provide a deadline and manner by which Prospective Contractors should submit their competitive bids/proposals (preferably via email).

d. Once the bids or proposals have been opened and the apparent successful Contractor has been determined. the agency will send a Purchase Orders or outline agreement to the Contractor by email.

I. Any terms and conditions submitted in response to a SOW or to a solicitation issued by a Purchasing Entity that are inconsistent with the terms and conditions of this RFQ will be rejected.

J. Prospective Contractors shall accept Purchasing Entities purchase orders as sufficient documentation and authorization to purchase under any contract awarded under the terms of the QVL.

2.2 CURRENT ENVIRONMENT

A. Based on the current. historicaldata available at the time of this posting. State Agencies have accumulated an aggregated spend of approx imately $2.000.000 annually on Audio Visual Equipment. Supplies and/or services.

Currently, there is no spend data available for Political Subdivisions.

B. The following State Agencies. though not all inclusive, have historically purchased AV Equipment and Supplies.

1. Arkansas Department of Health

2. Arkansas Department of Parks and Tourism

3. Arkansas Department of Corrections

4. Arkansas State Police

5. Arkansas State Military

6. Arkansas Economic Development Commission

7. Arkansas State Crime Lab

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Bid Solicitation Document

8. Arkansas Department of Human Services

9. Arkansas Department of Finance and Administration

Bid No. SP-19-0048

C. The State of Arkansas has made a good faith effort to provide an accurate reflection of existing conditions compiled from known data and historical usage. However. the State is providing estimates strictly as a courtesy to Prospective Contractors. The Prospective Contractor shall not interpret the existing conditions and estimates provided in this RFQ to be a guarantee of actualcontract volume or conditions existing during the term(s) of any QVL resulting from this RFQ.

2.3 PROSPECTIVE CONTRACTOR QUALIFICATIONS & GENERAL REQUIREMENTS

A. Prospective Contractor shall have a minimum of one (1) authorized distributor/reseller, independently owned business. or other business located within the State of Arkansas .

B. The Prospective Contractor shall be licensed and registered to conduct business in the State of Arkansas. The

Prospective Contractor shall provide a copy of Prospective Contractor 's business license and registration to

OSP as requested throughout the term(s) of the resulting OVL.

C. The Prospective Contractor shall have the following insurance coverages in full force and effect at the time of response submission. The Contractor shall acquire insurance from insurance carriers licensed to issue insurance coverage in the State of Arkansas . If requested, prior to award of any contract resulting from this

QVL. the Contractor shall name the Purchasing Entity as an additional insured and shall supply Certificates of

Insurance or other appropriate evidence of insurance coverage to the Purchasing Entity, or OSP.

1. Commercial General Liability coverage with a limit of not less than $1 million per occurrence/$2 million general aggregate

2. Arkansas State Workers Compensation (statutory requirements)

3. Employers Liability Insurance $100,000 per occurrence

D. The Prospective Contractor shall have a vendor number issued by the Office of State Procurement prior to the submitting a response to this RFQ. Prospective Contractors may obtain a vendor number by registering as a vendor with the State of Arkansas. The Prospective Contractor may register by:

1. Using the following link https· J/ww w .ark.org/vendor/ ind ex .html. There is a $25.00 charge for registering online. However.the Prospective Contractor will receive automatic bid notifications by utilizing this registration method.

2. Completing the documents listed and posted as Attachment A to the RFQ. The Prospective Contractor should return the completed documents to the OSP buyer listed on page 1 of the RFQ on or before April 15.

2019 in order for the Prospective Contractor to have a vendor number issued to them prior to submitting a response to this RFQ. There is no charge for utilizing this method of registration. However , the

Prospective Contractor will not receive automat ic bid notifications when utilizing this method.

E. As requested in the Response Packet. the Prospective Contractor shall provide a minimum of two (2) representatives responsible for communicating with OSP, Purchasing Entities including but not limited to communication regarding Statements of Work (SOWs) and Bid request submissions.

F. Should the Prospective Contractor offer services such as repair services or technical support services.then when contracting with a Purchasing Entity under the QVL resulting from this solicitation. the Prospective

Contractor shall provide competently trained personnel who are certified per industry standards as applicable to the service being performed. Such certifications may include but are not limited to varying degrees of the

Certified Technology Specialist (CTS) certification such as CTS-D or CTS-1.

G. When providing a response to a Purchasing Entity under the terms of this QVL to a Competitive Bid. a

Competitive Sealed Bid, or Competitive Sealed Proposal (as defined in AC .A § 19-11-234,§ 19-11-239 and § 19-11-230 respectively), the Prospective Contractor shall provide the Purchasing Entity with the manufacturer 's suggested retail price and the State's price for comparison purposes. The Prospective Contractor shall not provide pricing in their response to this RFQ.

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H. Upon an award of a contract resulting from this QVL,the Contractor or Dealers/Resellers shall not request nor require a Purchasing Ent ity to sign any additional terms and conditions, addendums , schedules. secondary contracts, or other documents without the express. written consent and approval from OSP.

2.4 AUDIO VISU AL EQUIPMENT AND SERVICES

A. It is preferable the Prospective Contractor provide a broad range of AV equipment and supplies. Prospective

Contractors are encouraged to offer their complete catalog of equipment and services including but not limited to the following categories:

1. Audio Solutions

• Audio Mixers. Speaker Systems. Stereo Receivers I Equalizers . Acoustic Materials, Audio

Players/Recorders (includes AM/FM Radio. MP3, CD).Amplifiers. Listening Centers. Public Address Systems (PA's), Portable Sound Systems , Duplicators, etc.

2. Video Solutions

• Digital Video Recording I Playback. Equipment for Videoconferencing and Streaming, Projectors .

Theater Projectors. Studio Production. Video Recording. Digital Video Disc Players, Televisions

(CRT. Plasma , LCD), Television Monitors/ Monitor Receivers. TV Combo Units (DVD, BD).

Camcorders, Digital Video Recorders. High Definition Cameras (Non-Security Related), Digital Video

Editing Systems. Teleprompters. Duplicators, etc.

3. Photography

• Digital Cameras (SLR), Camcorders,Aerial Imagining and Drones, Lenses, Tripods. Flashes

4. Presentation and Displays

• Document Cameras. Monitors, Projectors, Screens.Video Walls. Inter-active Displays

5. Production and Lighting Equipme nt

• Audio, Recording. Video. Lighting Control. Lighting Control Systems. Portable Lighting Control

Systems

6. Signal Management

• Radio Frequency , Meters. Monitoring Equipment,Wireless Capabilities. Transmitters. Receivers

Room Controllers

7. Visua l Integration

• Digital Signage.Video Conferencing, Interactive Displays.Whiteboards

8. Miscellaneous Equipment

• Surveillance Equipment. Power Distribution. CCTV Monitors. Fiber Optic Systems, Rigging , DJ

Equipment. Fans and Coolers

9. Accessories

• Microphones (wired and wireless) . Headphones. Earbuds, Cables. Batteries . Switchers. Adaptors.

Test Equipment. Racks and Rack Mount Equipment.AN Lifts. Carts. Lecterns, Mounts.

Carry/Storage Bags

2.5 DELIVERY AND INSTALLATION

A. If requested by a Purchasing Entity the Prospective Contractor shall:

Bid Solic1ta/ 1on Document Bid No. SP-19-0048

1. Deliver and install AV Equipment and Supplies on Business Days between the hours of 8:00 a.m. and 4:30 p.m. Central Time unless otherwise specified in a Purchasing Entity's SOW. If installation of AV components is required, the same business hour schedule must be maintained.

2. Deliver and install new (not refurbished or used), undamaged AV Equipment and Supplies including but not limited to the materials associated with and required for the proper functioning of the purchased AV

a. The State reserves the right to inspect all delivered AV Equipment and Supplies upon arrival.

b. The State will not accept any used or refurbished AV Equipment or Supplies nor any having damage upon arrival.

c. Should the State or any of the Contractor 's representatives determine any component of the AV

Equipment or Supplies are used. refurbished. or damaged upon arrival. the Contractor shall replace and reship another new and undamaged component to the Purchasing Entity at the Contractor's sole expense using express overnight delivery or other method that provides next day availability.

d. Should all or a portion of the purchased AV EquipmenUSupplies be missing from the delivery, the

Contractor shall deliver the missing components to the State at the Contractor 's sole expense using express overnight delivery or other method that provides next day availability.

3. Deliver and install the AV EquipmenUSupplies with minimal disruption to the State's day-to-day operations.

4. Conduct the delivery and installation processes and procedures of the AV EquipmenUSupplies in accordance with all State and Federal laws. best practices,and industry standards.

5. Provide safeguards and take all precautions necessary to prevent damage to the State's property (real and personal) during the delivery and installation of the AV EquipmenUSupplies.

a. Should damage occur to the State's personal or real property during the delivery and installation of the

AV EquipmenUSupplies, the Contractor shall replace the damaged real or personal property at the

Contractor's sole expense.

6. Be solely responsible for any loss. damage, or destruction of their own property and that of any equipment and materials used in conjunction with the delivery and installation of the AV EquipmenUSupplies.

2.6 TRAINING

A. As requested,the Prospective Contractor shall provide on-site training to Purchasing Entities sufficient to equip end users with a working knowledge of the AV EquipmenUSupplies purchased including, but not limited to the following:

1. A complete and detailed overview of AV Equipment and Supplies such as the installed software. hardware, and accessories

2. AV equipment, supplies. and/or system functionality including but not limited to the following as applicable:

a. Automation Functionality

b. Programming Functionality

c. Operations/Technical Functionality

d. Other functionalities as appropriate

3. Complete overview of the following:

e. Maintenance/Service requirements and procedures

f. Manufacturer's warranty , procedures. and exclusions

g. Installation warranty and procedures

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B. The Contractor shall supply documentation to the Purchasing Entity relating to the AV EquipmenUSupplies purchased. At a minimum, the Contractor shall supply the following at the time of delivery and/or installation or as applicable:

1. Operation manual(s)

2. Specification list(s)

3. Manufacturer's Warranty

4. . Installation Warranty

5. AV System diagrams including interconnection diagrams

6. Wire List(s)

7. Connector details

8. Configuration documents

9. Technical equipment list(s)

10. Cable run list(s)

11. Other documentation as applicable

2.7 SUBSTITUTIONS

A. In the event a substitution to the AV equipment and supplies as listed on the Prospective Contractor's

AudioNisual Equipment Offering Form is needed. the Prospective Contractor shall:

1. Only make substitutions to AV Equipment and Supplies tw ice per year during the dates below:

a. June 1 - June 15

b. December 1 - December 15

2. Complete a Substitution Request Form for each substitution and submit to OSP's Contract Administrator. A sample Substitut ion Request Form is listed as Attachment B to this RFQ. The form to be utilized during the term(s) of the QVL will be provided to the Prospective Contractor at the time QVL is issued.

3. Attach a copy of the Manufacturer's product specifications sheet for the original item and the substitution item and include with the Substitution Request Form.

4. Provide a Substitution Request Form for each type of AV Equipment the Prospective Contractor is requesting substitution for .

5. Only provide substitutions that meet or exceed the minimum specifications of the original item and those that are functionally equivalent to or better than the original item .

6. Provide the substitution at the same or lower cost or at same or greater discount as the item being substituted.

7. If in response to a SOW, provide the Purchasing Entity with an opportunity to accepUreject the substitution of any item listed on their original purchase order(s). Should the Purchasing Entity find the substituted equipment unacceptable , the Purchasing Entity reserves the right to cancel the original purchase order(s) .

a. All substitutions for awarded contract items must be submitted in writ ing to OSP's Contract

Administrator by the Contractor on the Substitution Request Form and must include evidence of the

Purchasing Entity's approval of the substitution. Substitutions will not be included on the contract unless and until approved by OSP.

Bid Solicitation Document Bid No. SP- 19-0048

B. Substitutions must be…