Centralized Master Control Room System and Services

Agency: State Government of Arkansas
State: Arkansas
Level of Government: State & Local
Category:
  • J - Maintenance, Repair, and Rebuilding of Equipment
Opps ID: NBD10010326556321207
Posted Date: Feb 10, 2019
Due Date: Mar 8, 2019
Solicitation No: SP-19-0052
Source: Members Only

Current Bid Proposals

Bid Information
Bid Number: SP-19-0052
Agency: Arkansas Educational Television Network (AETN)
Opening Date & Time: 03/08/2019 02:00 PM CST
Description: Centralized Master Control Room System and Services
Buyer's Email: brandi.schroeder@dfa.arkansas.gov
Bid Documents PDF XLS Other
SP-19-0052 RFP
Technical Proposal Packet
Attachment A - Mandatory Site Visit Verification Form
Attachment B - Block Diagram
Attachment C - Performance Standards
Official Bid Price Sheet
Contract and Grant Disclosure Form

Attachment Preview

Bid Number:
Description:
Agency:
STATE OF ARKANSAS
OFFICE OF STATE PROCUREMENT
1509 West 7th Street, Room 300
Little Rock, Arkansas 72201-4222
REQUEST FOR PROPOSAL
BID SOLICITATION DOCUMENT
SP-19-0052
SOLICITATION INFORMATION
Centralized Master Control Room System and Services
Arkansas Educational Television Network
Solicitation
Issued:
February 8, 2019
SUBMISSION DEADLINE FOR RESPONSE
Bid Opening Date: March 8, 2019
Bid Opening Time: 2:00 p.m., Central Time
Deliver proposal submissions for this Request for Proposal to the Office of State Procurement on or before the designated
bid opening date and time. In accordance with Arkansas Procurement Law and Rules, it is the responsibility of
Prospective Contractors to submit proposals at the designated location on or before the bid opening date and time.
Proposals received after the designated bid opening date and time may be considered late and may be returned to the
Prospective Contractor without further review. It is not necessary to return "no bids" to OSP.
Delivery Address:
Proposal’s Outer
Packaging:
DELIVERY OF RESPONSE DOCUMENTS
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.
Seal outer packaging and properly mark with the following information. If outer packaging of
proposal submission is not properly marked, the package may be opened for bid identification
purposes.
Bid number
Date and time of bid opening
Prospective Contractor's name and return address
OSP Procurement
Official:
Email Address:
OSP Website:
OFFICE OF STATE PROCUREMENT CONTACT INFORMATION
Brandi Schroeder
Procurement
Official’s Direct
Phone Number:
Brandi.Schroeder@dfa.arkansas.gov
OSP’s Main Number:
501-682-4169
501-324-9316
http://www.dfa.arkansas.gov/offices/procurement/Pages/default.aspx
Bid Solicitation Document
Bid No. SP-19-0052
SECTION 1 - GENERAL INSTRUCTIONS AND INFORMATION
Do not provide responses to items in this section unless specifically and expressly required.
1.1 PURPOSE
The Office of State Procurement (OSP) issues this Request for Proposal (RFP) on behalf of Arkansas Educational
Television Network (AETN) to obtain proposals and a contract for the replacement of its existing manual master
control system to a Centralized Master Control Room (CMCR) System to include ongoing support services as
specified herein.
1.2 TYPE OF CONTRACT
A. As a result of this RFP, OSP intends to award a contract to a single Contractor.
B. The anticipated starting date for any resulting contract is May 1, 2019 except that the actual contract start date
may be adjusted forward unilaterally by the State for up to three calendar months. By submitting a signed
proposal in response to the RFP, the Prospective Contractor represents and warrants that it will honor its
proposal 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
agency, the contract may be renewed by 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.
1.3 ISSUING AGENCY
OSP, as the issuing office, is the sole point of contact throughout this solicitation.
1.4 PROPOSAL OPENING LOCATION
Proposals will be opened at the following 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 must unconditionally accept all Requirements in the Requirements Section(s) of this
RFP to be considered a responsive Prospective Contractor.
B. A Prospective Contractor’s proposal will be rejected if a Prospective Contractor takes exceptions to any
Requirements in the Requirements Section(s) of this RFP.
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. Prospective Contractor” means a person who submits a proposal in response to this solicitation.
D. “Business Day” means any day occurring Monday through Friday excluding State Holidays.
E. “CMCR” means Centralized Master Control Room and is a master control and media management system that
is fully automated and multi-channeled.
F. “CMCR System” is an all-inclusive term representing all components required for the proper installation,
functioning, operation, and performance of a CMCR including but not limited to all hardware, software,
equipment and accessories.
G. “Contractor” means a person who sells or contracts to sell commodities and/or services.
H. “Implementation Period” means the 100-calendar day period of time (excluding State Holidays) beginning on
the starting date of the contract, anticipated to be May 1, 2019 during which the Contractor shall perform all
start up and implementation activities required to achieve full implementation of a complete and functional
CMCR System by the Go-Live Date.
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Bid Solicitation Document
Bid No. SP-19-0052
I. “Go-Live Date” means the date the CMCR System is fully functional and operational and occurs immediately
after the all implementation services performed by the Contractor during the Implementation Period are
complete and approved by AETN anticipated to be August 12, 2019. AETN shall have the final determination
of the Go-Live Date.
J. “Node” means the Contractor supplied terminal equipment stationed at AETN during the contract term(s).
K. The terms “Request for Proposal,” “RFP,” “Bid Solicitation,” and “Solicitation” are used synonymously in this
document.
L. “Responsive proposal” means a proposal submitted in response to this solicitation that conforms in all material
respects to this RFP.
M. “Proposal Submission Requirement” means a task a Contractor must complete when submitting a proposal
response. These requirements will be distinguished by using the term “shall” or “mustin the requirement.
N. “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 “mustin the
requirement.
O. “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 using such
a contract.
P. “State Holiday” includes the following days during each year when State offices are closed:
1. Christmas Day
2. Christmas Eve
3. Dr. Martin Luther King Jr.’s Birthday
4. Independence Day
5. Labor Day
6. Memorial Day
7. New Year’s Day
8. President’s Day/Daisy Gatson Bates Day
9. Thanksgiving Day
10. Veterans Day
1.7 RESPONSE DOCUMENTS
A. Original Technical Proposal Packet
1. The following items are Proposal Submission Requirements and must be submitted in the original
Technical Proposal Packet.
a. Original signed Proposal Signature Page. (See Technical Proposal Packet.)
b. One (1) original hard copy of the proposal response which includes:
i. Technical Proposal response to the Information for Evaluation section included in the Technical
Proposal Packet. Proposal response must be in the English language.
ii. Response to the Official Bid Price Sheet. Pricing must be proposed in U.S. dollars and cents.
The Official Bid Price Sheet, including the hard copy and electronic copy, must be separately
sealed from the Technical Proposal Packet and should be clearly marked as “Pricing.” A
Prospective Contractor shall not include any pricing in the hard copies or electronic copies of
their Technical Proposal Packet.
c. Original signed Mandatory Site Visit Verification Form. (See Mandatory Site Visit.)
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Bid Solicitation Document
Bid No. SP-19-0052
2. The following items should be submitted in the original Technical Proposal Packet.
a. EO 98-04 Contract Grant and Disclosure Form. (See Standard Terms and Conditions, #25.
Disclosure.)
b. Copy of Prospective Contractor’s Equal Opportunity Policy. (See Equal Opportunity Policy.)
c. Voluntary Product Accessibility Template (VPAT). (See Technology Access.)
d. Proposed Subcontractors Form. (See Subcontractors.)
3. DO NOT include any other documents or ancillary information, such as a cover letter or
promotional/marketing information.
B. Additional Copies and Redacted Copy of the Technical Proposal Packet and Official Bid Price Sheet
In addition to the original Technical Proposal Packet and the Official Bid Price Sheet, the following items should
be submitted:
1. Additional Copies of the Technical Proposal Packet.
a. Seven (7) complete hard copies (marked "COPY") of the Technical Proposal Packet.
b. Eight (8) electronic copies of the Technical Proposal Packet, preferably on flash drives. CDs will also
be acceptable. Do not send electronic copies via email or fax.
c. All additional hard copies and electronic copies 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 proposal, the copies must be delivered within the timeframe
specified in the request.
2. Additional Copies of the Official Bid Price Sheet.
a. Prospective Contractor should also submit one (1) electronic copy of the Official Bid Price Sheet,
preferably on a flash drive. A CD will also be acceptable. Do not send electronic copies via email or
fax.
i. The Official Bid Price Sheet, including the hard copy and electronic copy, must be separately
sealed from the Technical Proposal Packet and should be clearly marked as “Pricing.”
Prospective Contractor shall not include any pricing in the hard copies or electronic copies of
their Technical Proposal Packet.
3. One (1) redacted (marked “REDACTED”) copy of the original Technical Proposal Packet, preferably on a
flash drive. A CD will also be acceptable. Do not send electronic copies via email or fax. (See Proprietary
Information.)
1.8 ORGANIZATION OF RESPONSE DOCUMENTS
A. It is strongly recommended that Prospective Contractors adhere to the following format and suggestions when
preparing their Technical Proposal response.
B. The original Technical Proposal Packet and all copies should be arranged in the following order.
Proposal Signature Page.
Proposed Subcontractors Form.
Original signed Mandatory Site Visit Verification Form.
Signed Addenda, if applicable.
E.O. 98-04 Contract Grant and Disclosure Form.
Equal Opportunity Policy.
Voluntary Product Accessibility Template (VPAT).
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Bid Solicitation Document
Bid No. SP-19-0052
Technical Proposal response to the Information for Evaluation section of the Technical Proposal
Packet.
1.9 CLARIFICATION OF BID SOLICITATION
A. Submit any questions requesting clarification of information contained in this Bid Solicitation in writing via email
by 4:00 p.m., Central Time on or before February 20, 2019 to the OSP buyer as shown on page one (1) of this
Bid Solicitation.
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 responded to by the State. The State’s
consolidated written response is anticipated to be posted to the OSP website by the close of business on
February 28, 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 submitting a compliant, responsive proposal. 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 proposal.
C. Prospective Contractors may contact the OSP buyer with non-substantive questions at any time prior to the bid
opening.
D. An oral statement by OSP or AETN 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.
1.10 PROPOSAL SIGNATURE PAGE
A. An official authorized to bind the Prospective Contractor(s) to a resultant contract must sign the Proposal
Signature Page included in the Technical Proposal Packet.
B. Prospective Contractor’s signature on this page signifies Prospective Contractor’s agreement to and
compliance with all Requirements of this RFP, and that any exception that conflicts with a Requirement or
Proposal Submission Requirement of this Bid Solicitation will cause the Prospective Contractor’s proposal to be
rejected.
1.11 SUBCONTRACTORS
A. Prospective Contractor should complete, sign and submit the Proposed Subcontractors Form included in the
Technical Proposal Packet.
B. Additional subcontractor information may be required or requested in following sections of this Bid Solicitation
or in the Information for Evaluation section provided in the Technical Proposal Packet. Do not attach any
additional information to the Proposed Subcontractors Form.
C. The utilization of any proposed subcontractor is subject to approval by the State agency.
1.12 PRICING
A. Prospective Contractor(s) shall include all pricing on the Official Bid Price Sheet(s) only. If any cost is not
included by the successful Contractor but is subsequently incurred in order to achieve successful operation, the
Contractor shall bear this additional cost. The Official Bid Price Sheet is provided as a separate excel file
posted with this Bid Solicitation.
B. To allow time to evaluate proposals, prices must be valid for ninety (90) days following the bid opening.
C. The Official Bid Price Sheet, including the hard copy and electronic copy, must be separately sealed from the
Technical Proposal Packet and should be clearly marked as “Pricing.” DO NOT submit any ancillary information
not related to actual pricing on the Official Bid Price Sheet or in the sealed pricing package.
D. The Contractor shall bear all costs associated with providing the services required by this RFP including but not
limited to the following:
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