Video Conference Systems for ODHS, OHA & OSH Locations

The Oregon Department of Administrative Services, Procurement Services (DAS PS) is conducting a Request for Proposals (RFP) for video conference systems on behalf of the Oregon Department of Human Services (ODHS), Oregon Health Authority (OHA), and Oregon State Hospital (OSH). The procurement seeks to replace and expand the existing video conference environment, which currently includes 267 units utilizing Microsoft Teams and various hardware systems such as SMART Room Systems, Lenovo ThinkSmart Hubs, Logitech systems, and Microsoft Surface Hubs. The RFP requires a comprehensive solution involving the delivery, on-site installation, support, warranty services, and secure disposal of end-of-life equipment for video conference room technology across multiple state locations. Proposers must provide detailed pricing for different system configurations, including kiosk, small, medium, large, and extra-large setups, and offer equipment from manufacturers like Lenovo, Samsung, Microsoft, Logitech, and Poly. The RFP was posted on June 14, 2022, with proposals due by July 14, 2022, and DAS PS may make additional awards up to 9 months after the solicitation closes. Evaluation criteria will include pricing, equipment specifications, and overall solution effectiveness.

Two proposals were received through the OregonBuys system from IES Communications, LLC and Solutionz Videoconferencing, Inc., with the latter being the intended awardee according to the Notice of Intent to Award. The RFP does not specify any specific set-aside designations or restrictions on respondent types. The current contract environment integrates with Microsoft Teams and requires seamless compatibility with existing infrastructure across state agencies. While specific budget ranges were not explicitly disclosed, the contract will establish a Master Services Agreement with an initial negotiable term of 1-5 years and potential renewal options, with a maximum contract duration of ten years. Pricing for products and services will be fixed during the initial term, with potential adjustments no more than once annually. The contract covers jurisdictions in Marion County and the city of Salem, with the ability to purchase devices on an as-needed basis and potential options for bulk order pricing.