RETURN THIS AMENDMENT TO THE ISSUING OFFICE AT: AMENDMENT (1) ONE to RFP

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1 RETURN THIS AMENDMENT TO THE ISSUING OFFICE AT: AMENDMENT (1) ONE to RFP Department of Military and Veterans Affairs Division of Administrative Services Procurement Section P.O. Box 5800 Joint Base Elmendorf-Richardson, Alaska THIS IS NOT AN ORDER DATE AMENDMENT ISSUED: May 5, 2016 RFP TITLE: STATE EMERGENCY OPERATION CENTER AV UPGRADE PROPOSALS DUE DATE AND TIME: No later than 2:00 P.M. local Alaska time May 10, Late offers will be rejected. This amendment serves to provide updated insurance requirements, see question 35. The following summarizes comments made during the April 27, 2016 pre-proposal walkthrough & conference and answers questions asked during and after the pre-proposal walkthrough & conference. 1. Procurement Officer Comments made during the pre-proposal conference: a) Reminder of the current deadline for receipt of proposals. b) Reminder of Alaska Business license requirements as stated in section 4.02 of the RFP. c) Request that potential offerors provide one proposal and a price proposal. They need to be separate, it is the offerors responsibility to confirm we have received everything if you send your proposal through /fax. d) Reminder, if you are not already a vendor with the State we suggest that you register through VSS. Contact DMVA Procurement on how to do this if you are not a vendor with the State 2. Project Manager Comments made during the pre-proposal conference. a) Teleconferencing System Does not work well, everyone in the room should have the ability to speak into a mic and have their voice projected clearly from speakers within the SEOC so that everyone can hear well. The current speakers in the SEOC are not sufficient for our needs. 4mi n5:20 min b) The screens in the front and on the sides of the SEOC are not large enough to satisfy viewing needs from within the SEOC. We require screens that will maximize viewing capability within the SEOC. c) We need to have the ability to display any of the laptops (44) in the SEOC into the system as an input. That also means being able to connect outside laptops as inputs. d) Desk space is a premium in the SEOC, any new implementations of technology on the desk should have cabling and other ancillary equipment routed and/or mounted beneath the desk e) There is a requirement for at least one training for our agency from your company of whatever technology you implement at the end of installation. We will require manuals as well. RFP Amendment 1 Page 1

2 f) Attached is the Input and Output Map Diagram of the SEOC NOTE: In regards to the schedule, if you are the successful offeror the installation schedule may be delayed due to potential disasters that may arise. We will extend the deadline for the project for any time that is taken away from you during the installation due to a disaster Question: If you are going to be bouncing in-between presentations to the command wall, will you have a central operator that will be able to tell where that input is coming from? 9:39 Response: Right now it is a tethered screen where you can select inputs and outputs we would like to do something like this wirelessly however if that is not available we would be looking into something like centralized AV station where there will be an individual that can pick which input device is translated to an output device. 4. Question: Do you envision the most useful tool would be to have a setup that you can roam the room with and have this work as mentioned in question 3. 11:39 Response: Yes that would be something that is interesting to us 5. Question: Would this need to be password protected? Response: We are not concerned with password control for the SEOC for users, however the centralized location operator would need to have password protected system to control the inputs and outputs. 13:00 6. Question: Where do guest laptops connect? Response: They would connect at an existing desk. 7. Question: Will the laptops always be a dell brand? Response: No, not always. 8. Question: Is this a secure access location? Response: Only MVA devices can use the MVA network 9. Question: Do the desks in the SEOC raise up at all? 2727 Response: No 10. Question: If you want to project from a phone that s one thing, however imagine some people going out in the field with real cameras. Do you want to have the ability to dock SD cards? Or what about other types of media recording devices like video cameras? 3100 Response: Any media that comes that we want to display on the TV s will be done through our laptops. Which have SD card slots available. 11. Question: Can we bid to meet the intent of what is in the RFP and what we have covered today but also offer other options? Response: Submit only one proposal that provides what you suggest or recommend. 12. Question: For the displays are you wanting commercial grade or consumer grade? 3310 Response: Please provide what you think is best as the offeror. 13. Question: You said Cisco IP is not working for you right now, are you looking to integrate what you have today (the pods) with the new system that we want to provide? 3530 RFP Amendment 1 Page 2

3 Response: We would like to integrate into a new system, the new system would just need to be compatible with the Cisco call manager. 14. Question: Since the TV monitors use a surface mount and use the existing wire mold? 3715 Response: Yes you can, the front and back walls are concrete so a surface mount is acceptable there. 15. Question: What kind of warranties are you looking for? Response: We do not normally purchased extended warranties, we normally just stick with the manufactures warranty that is provided with the purchase of the product. As far as maintenance, we have staff that will be able to maintain. 16. Question: What about labor warranties? Response: The labor warranty would match the manufactures warranty, for example if the manufactures warranty was one year the parts and labor warranty would be one year. 17. Question: Are there any requirements to record audio in the SEOC? Response: No, we do not do any recording here. 18. Question: What about the ability to stream audio and video from here (the SEOC)? Response: No, we do not intend to do any video teleconferencing. 19. Question: What funds are being used for this project? Response: State funds are being used. 20. Question: If we are the selected offeror and during the installation DMVA needs the SEOC will the SEOC have to stay operation during the installation? Response: We will be able to live without the display units for a short amount of time. We will need the phone systems to stay up. 21. Question: Will we as the offeror be responsible for installing power plug-ins to locations we need in the SEOC? Response: No you will not be responsible, DMVA s Facilities Maintenance Office will take care of installing power/electric ports. To clarify anything electrical is considered out of scope and other cabling for the technology your company proposes will be considered in scope. 22. Question: Will the offeror be responsible for removing the old TV monitors and projectors? Response: No you will not be responsible, DMVA will be pulling the old monitors and cabling. 23. Question: Do you need to have the capability to display wireless devices such as cell phones and tablets as inputs? Response: Yes, we would like to have the capability to mirror on displays with IPhone and Android cell phones & tablets. 24. Question: Is DHS&EM interested in touchscreen TV monitors for the SEOC? Response: We have experimented with touch screen monitors and we have determined it is not all that use full and something we don t want in the new display devices you provide. 25. Question: Do you prefer commercial or consumer grade televisions? RFP Amendment 1 Page 3

4 Response: We would like to receive the best value in a product, when there is a disaster the TV monitors can be running 24/7 for up to a few weeks. It is your call to make as the offeror to suggest consumer or commercial grade. 26. Question: Can the VoIP phone system support analog devices? Response: Yes, through voice gateway. 27. Question: Can IT please supply us with bill of materials of the existing Cisco System, both software and hardware? Response: Our VoIP infrastructure runs on redundant BE6K chassis, running CUCM version Question: Do you require the ability to send other source video (Room PC or CATV for example) to any and/or all of the local desktop monitors? Or just to the new wall-mounted large format LCD displays? Response: NO. There is no requirement to send other source video to the desktop monitors. Only to the new wall-mounted displays. 29. Question: Please confirm the number of inputs to the system, their locations and the connectivity requested? Response: 44 Laptop Computers, two cable television set top boxes, one Apple TV device, and one guest port, for a total of 48 inputs. All inputs should provide both audio and video into the system. 30. Question: Please confirm the number of outputs required for the system and their locations. Response: A minimum of 12 outputs is preferred. Please see room diagram for locations. At this time we envision only 9 output/display devices will be connected, with three spare output ports. 31. Question: Please provide a room diagram along with the exact placements of the video inputs, outputs and the installation location desired for the tough screen. Response: A diagram has been attached. The diagram is a rough layout only. It is not to scale, and the locations of each device is approximate. 32. Question: Can the awarded vendor remove the equipment racks to be configured in their own shops? Response: Yes. Any equipment racks provided by the vendor as part of this RFP may be configured in their own shops. 33. Question: What requirement and expectation are there to keep the EOC functional during the upgrade? Response: The EOC must be available 24/7 during the upgrade. However, any A/V, teleconference, and display devices can be offline throughout the upgrade. We intend to fully occupy the space and utilize each of the 44 workstations and telephones if a disaster emergency occurs. The vendor may be required to delay installation if the EOC is being utilized to coordinate a disaster response. If the delay is caused by DMVA s need to occupy and utilize the space, an amendment to the contract allowing for additional installation time will be made. 34. Question: Please provide the dimension of the wall that you would like each new display to be installed along with a diagram of the proposed locations. Response: Please see the attached diagram of the SEOC. 35. Question: Per Appendix B, requirement to hold insurance certificates. It is stated the vendor should provide proof of Professional Liability. This is a new requirement for audiovisual systems projects. Can the Professional Liability requirement be waived for this project? Requirement for Workers Compensation Insurance, Commercial General Liability Insurance, and Commercial Automobile Liability Insurance would remain as requirements. As the audiovisual contractor, we would not be on the State s computer network nor are we providing anything structural to the building for installation. RFP Amendment 1 Page 4

5 Response: The insurance requirements have been amended from B2 to B1 due to the scope of work of the project. See attached document. 36. Question: Does the government s existing laptop docking station have the ability to embed audio along with the video for the Display Port output or other docking station digital output? Response: The existing port replicators can probably pass digital audio and video. Please review the information below on the docking stations. Dell Port Replicator model #PR02X DisplayPort v1.2 This is a MANDATORY RETURN AMENDMENT. Offerors must acknowledge receipt of this amendment on or before the current deadline set for receipt of proposals. //SIGNED COPY ON FILE// Name of Company Dustin Silva Procurement Specialist II PHONE: (907) Representative s Printed Name FAX: (907) MVA.DASProcurement@alaska.gov Representative s Signature Representative s Title Date RFP Amendment 1 Page 5