Broadcast Control Room Upgrades. Addendum One. Questions and Answers. For a copy of the referenced Excel Sheet and Schematics, please contact Jennifer Mayfield at jmayfield@procurement.msstate.edu.

Agency: Mississippi State University
State: Mississippi
Level of Government: State & Local
Category:
  • 58 - Communications, Detection and Coherent Radiation Equipment
  • 70 - General Purpose Information Technology Equipment (including software).
Opps ID: NBD14379534195498120
Posted Date: Aug 6, 2020
Due Date: Aug 18, 2020
Solicitation No: RFP 20-76
Source: Members Only

Opens Tue August 18th, 2020 at 2:00 pm

RFP 20-76 Broadcast Control Room Upgrades. Addendum One . Questions and Answers . For a copy of the referenced Excel Sheet and Schematics, please contact Jennifer Mayfield at jmayfield@procurement.msstate.edu.

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Mississippi State University
Request for Proposals (RFP) 20-76
Broadcast Control Room Upgrades for Mississippi State University
ISSUE DATE: July 10, 2020
ISSUING AGENCY: Office of Procurement and Contracts
Mississippi State University
610 McArthur Hall
245 Barr Avenue
Mississippi State, MS 39762
Sealed Proposals, subject to the conditions made a part hereof, will be received August 18,
2020 at 2:00 PM in the MSU Office of Procurement and Contracts, same address above,
for furnishing services and potentially, optional services as described herein.
IMPORTANT NOTE: Indicate firm name, and RFP number on the front of each sealed
proposal envelope or package.
All inquiries concerning this RFP should be directed to:
Jennifer Mayfield
Office of Procurement and Contracts, (Same address above)
jmayfield@procurement.msstate.edu
662-325-2550
Any addendum associated with this RFP will be posted at
http://www.procurement.msstate.edu/procurement/bids/index.php located under RFP 20-76. It
is the respondent’s responsibility to assure that all addenda have been reviewed and if
applicable, signed and returned.
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1. UNIVERSITY OVERVIEW
Mississippi State University (MSU) is a comprehensive land grant university of 21,500+
students and approximately 5,000 faculty and staff. The main campus is located adjacent to the
community of Starkville in northeast Mississippi, with a remote campus located in Meridian
with an enrollment of around 700 students. Additionally, the university operates several remote
agricultural experiment stations and has an Extension office located in each of the eighty-two
Mississippi counties.
Additional information about MSU can be found at our website www.msstate.edu.
2. INVITATION TO SUBMIT PROPOSAL ON RFP
The Mississippi State University RFP represents the items requested for an equipment purchase
by the University. Integration and documentation will be completed by the University. There is
a provision for technician support for (10) days of onsite integration assistance to the
production team in deploying the equipment. All material will be provided by the University.
Coordination of the commissioning of the system will be the responsibility of the integration
group.
3. SCOPE OF SERVICES REQUIRED
a) Technical Requirements
The Contractor shall provide a pricing and lead time for equipment per the attached
bid form (use sheet “1.0 Broadcast Control Room”), the bid form is to be returned
filled out and in Excel format. The items being bid are as follows:
Replay upgrades
Router upgrades
Graphics upgrade
Installation support
Option 1 multiviewer upgrade
Option 2 lens upgrade
Option 3 intercom upgrades
Option 4 color correction
Option 5 reporter wirless microphone package
Option 6 dante interface
Option 7 update of existing xpression
Option 8 update of existing xpression
Option 9 update of existing xpression clips
Installation support
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b) Substitutions
Due to the nature of this upgrade and to keep the equipment in line with the existing
equipment in the control rooms, there will be no substitutions for any of the products listed
in this RFP.
Due to the time constraints and coordination of this project, all items listed in this RFP will
be awarded to a single vendor.
4. INQUIRIES ABOUT RFP
Prospective respondents may make written inquiries concerning this request for proposal to
obtain clarification of requirements. Questions should be submitted either via a Word
document or plainly typed in the email itself. Responses to these inquiries may be made by
addendum to the Request for Proposal (RFP). Please send your inquiries to Jennifer Mayfield
via electronic mail at jmayfield@procurement.msstate.edu.
All inquiries should be marked “URGENT INQUIRY. MSU RFP 20-76”
5. ADDENDUM OR SUPPLEMENT TO RFP
In the event it becomes necessary to revise any part of this RFP, an addendum to this RFP will
be provided to each respondent who received the original RFP. Respondents shall not rely on
any other interpretations, changes or corrections.
6. ADMINISTRATIVE INFORMATION
a) Issuing Office
This RFP is issued by the following office:
Office of Procurement and Contracts
Mississippi State University
245 Barr Avenue, 610 McArthur Hall
Mississippi State, MS 39762
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b) Schedule of Critical Dates
The following dates are for planning purposes only unless otherwise stated in this RFP
progress towards their completion is at the sole discretion of the university.
RFP Posted
July 20, 2020
Questions from Vendors Due
July 30, 2020
MSU Q&A Response Due
August 7, 2020
Proposal Submission Deadline – 2:00 p.m. August 18, 2020
Award Date (Estimated)
August 28, 2020
Contract or PO Effective Date (Estimated) September 1, 2020
7. PROPOSAL CONTENTS
This is a two-step RFP process. The technical proposals and the cost proposals are to be
submitted in separate sealed envelopes. Indicate firm name, RFP# and word “Technical
Proposal” on the front of the sealed technical proposal envelope or package. Indicate the firm
name, RFP# and the word “Cost Proposal” on the front of the sealed proposal envelope or
package.
At a minimum, the following items should be included in the contents of the Proposal:
Introductory letter with contact information clearly labeled, that also includes
vendor experience, and references of similar work.
Completed Excel Bid Form submitted as an Excel file.
Acknowledgement of all the received Addendums and Exhibits.
Price and associated data must be provided on pricing sheet supplied with this RFP.
Proposed timeline for equipment delivery.
8. DISCUSSIONS/EVALUATION CRITERIA/AWARD PROCESS
MSU reserves the right to conduct discussions with any or all respondents, or to make an award
of a contract without such discussions based only on evaluation of the written proposals. MSU
reserves the right to contact and interview anyone connected with any past or present projects
with which the respondent has been associated. MSU likewise reserves the right to designate a
review committee to evaluate the proposals according to the criteria set forth under this section.
MSU may make a written determination showing the basis upon which the award was made
and such determination shall be included in the procurement file.
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MSU reserves the right to award this contract in whole or in part depending on what is in the
best interest of MSU with MSU being the sole judge thereof.
The evaluation factors set forth in this section are described as follows:
The Vendor’s ability to deliver equipment in a timely fashion.
Competitive fees
Availability and access technical support
Vendor’s experience with similar systems
Compliance with applicable State and Federal laws and regulations
Failure to attend a requested interview presentation before the committee may result in a
proposal not being considered.
Upon award of contract(s), successful respondent(s) will be asked to provide a transition plan
and timeline and obtain MSU’s input and concurrence before moving forward.
Proposals will be scored based on the following weights (100 points total):
Years of Experience/References/Timeline – 20 pts
Cost – 80 pts
9. PROPOSAL SUBMISSION
Proposals shall be submitted in two packages (envelopes or boxes) as set forth in Section 7.
Please make sure that the RFP number is clearly visible on the outside of the package.
Technical Proposal – One (1) original and one (1) electronic copy (of the complete technical
proposal in one pdf file on a flash drive) of parts 7(b)(i) (Cover Letter), 7(b)(ii) (Corporate
Structure and Credentials), and 7(b)(iii) (Operations and Ability to Perform) should be sealed in
a package with “Technical Proposal” in the lower left hand corner. Each submitted package
should be a complete copy. The original shall be marked on the first page “Original”.
Cost Proposal – One (1) original and one (1) electronic copy (of the complete cost proposal in
one pdf file on a flash drive). Should be sealed in a package with “Cost Proposal” in the lower
left-hand corner. Each submitted package should be a complete copy. The original shall be
marked on the first page “Original”.
The proposal package must be received on or before 2:00 p.m. on August 18, 2020. It is the
responsibility of the respondent to ensure that the proposal package arrives in the Procurement
and Contracts office on-time. The proposal package should be delivered or sent by mail to:
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