TEXAS LOTTERY COMMISSION REQUEST FOR PROPOSALS FOR DRAWING STUDIO AND PRODUCTION SERVICES #362-14-0003 RESPONSES TO PROPOSERS QUESTIONS January 28, 2014
REQUEST FOR PROPOSALS FOR DRAWING STUDIO AND PRODUCTION SERVICES RESPONSES TO PROPOSERS QUESTIONS Note to All Prospective Proposers: The following responses include questions raised and answers provided during the pre-proposal conference held on January 7, 2014 and questions submitted in writing by the RFP deadline. In its answers to the following questions, the Texas Lottery has attempted to provide both accurate and thorough responses. Some answers may clarify or modify the RFP, and every Prospective Proposer is on notice of each answer s content. Answers that modify the RFP are so noted. Answers apply only to the facts as presented in each specific question. Proposers shall review all sections of the RFP along with this document to ensure a complete understanding of the requirements. Any exceptions to the RFP shall be noted in the proposal, as required under Section 2.7 of the RFP. Please note: Any questions regarding the HUB Subcontracting Plan (HSP) are in a separate document that will be updated throughout the procurement process. PRE-PROPOSAL CONFERENCE QUESTIONS AND RESPONSES JANUARY 7, 2014 1. Section 2.5.7, the digital copy, should include the HSP? RESPONSE: There is no requirement to include the HSP on the CD. 2. Is there going to be a transition or move within the facility, from upstairs to downstairs or vice versa? RESPONSE: The broadcast production control room and the announcer booths will be on the second floor of the studio building and will be available to the Successful Proposer upon completion of the studio remodeling as shown in Attachment J. We do not anticipate the need for the Successful Proposer to use a temporary location for the broadcast control room and the announcer booths, although the Successful Proposer may be required to relocate equipment (lighting, cameras, etc.) in the studio. 3. Can I schedule a site visit? RESPONSE: Please submit any request for site visits to Angela Zgabay-Zgarba via email, contracts@lottery.state.tx.us. 2
4. Who is responsible for furnishing the room? Will there be any desk in the announcer booths or production control room? RESPONSE: The announcer booths will be designed similar to the current announcer booths. TLC will provide a work surface and chair. Please note this area is currently under remodel. The Successful Proposer will have the opportunity to provide input regarding announcer booth design. Proposers should provide notes with the Proposal explaining their office equipment requirements. 5. The updates that will be posted on line, is it on the same page the RFP is now? RESPONSE: Yes, you can find all information regarding the RFP at the following links http://www.txlottery.org/export/sites/lottery/about_us/doing_business_with_tlc/proc urement/ or http://esbd.cpa.state.tx.us/. Please note the HUB Subcontracting Plan Questions link will be updated periodically as questions are received and answered, you will not see multiple links. WRITTEN QUESTIONS RECEIVED BY JANUARY 17, 2014 @ 4 P.M. 6. Section 2.8 EXECUTIVE SUMMARY. If the Proposer intends to propose an (offered) option under section 6.28 ( other associated goods or services ) to the TLC, can these be described in the Executive Summary and in other relevant sections of the Proposal? RESPONSE: Yes, however, please indicate or highlight that it is an offered option. This can be done by using an indicator or symbol in the margin of the Proposal or stating that it is an offered option when discussing it. 7. Section 3.45. Does the Proposer need to disclose the names of our attorneys that provide on-going legal services which include review of RFP 362-14-0003 and our proposal to the TLC? RESPONSE: No, for in-house counsel. However, if legal services will be provided as a contracted service, the Proposer must perform the good faith effort detailed in RFP Part 5 and attachments C, C-1 and C-2. 8. Section 4.6 Financial soundness. Can the Proposer submit unaudited financial statements that are prepared and certified by our in-house CPA in lieu of a tax return? RESPONSE: Proposers can submit unaudited financial statements, but will need to submit tax returns as well. 3
9. Section 6.1 BACKGROUND, Section 6.1.1. Are the transmissions signals for Mega Millions and Power Ball available in Standard Definition or High Definition? RESPONSE: Powerball and Mega Millions are available in high definition and standard definition. 10. Section 6.3 TEXAS LOTTERY PRODUCTION STUDIO AND BROADCAST EQUIPMENT AND MONITORING and SECTION 6.19, Section 6.3.1. a) This section is asking to send cut sheets for all equipment listed in the Proposal. In Section 6.19, it states cut sheets are to be submitted after Contract Award. Will you clarify whether or not TLC will need the cut sheets in the Proposal or only upon Contract Award? RESPONSE: Proposers must provide a detailed equipment list with model numbers with the Proposal. Only the Successful Proposer will be required to provide cut sheets. b) If you require the cut sheets for the Proposal, would the TLC consider letting us submit this in a separate binder? If the answer is yes, how many copies would TLC require? Please consider that if cut sheets are to be included in the Proposal, it will be rather voluminous. RESPONSE: Please refer to the response to question 10a. 11. Attachment H. a) On the invited option for used equipment, should this price reflect total annual costs or just the equipment costs? RESPONSE: If responding to this option, at a minimum, Proposers should include their equipment costs and also can show their total annual costs. b) Does the TLC require a brief description of any offered options in Attachment H, or should it be described under Section 6.25 and only the pricing in Attachment H? RESPONSE: If responding to the HD Broadcast invited option, please include the information requested in response to Section 6.25, together with a brief description and the price in Attachment H. 12. Attachment J. a) Will there be UPS power in the control room? RESPONSE: TLC will provide UPS power for critical equipment as requested by the Successful Proposer and approved by TLC. Please note this area is currently under remodel. The Successful Proposer will have the opportunity to provide 4
input regarding electrical distribution needs. All Proposers should provide notes with the Proposal explaining their UPS power requirements. b) Can we run cable over existing conduit? RESPONSE: Yes, if it s the correct cable and subject to all applicable State and local fire code requirements. c) What is the depth of the ceiling on the 2nd floor? RESPONSE: It averages 46 inches between the recessed ceiling and the roof deck. Proposers should field verify the specific area(s) and existing conditions to best determine their requirements and measurements. Please refer to RFP section 6.2 (Site Inspection). d) What is the depth of the ceiling on the 1st floor? RESPONSE: The current studio floor is approximately 12 feet, 10 inches from floor to deck, which does not include the recessed ceiling area. Proposers should field verify the specific area(s) and existing conditions to best determine their requirements and measurements. Please refer to RFP section 6.2 (Site Inspection). e) Will there be any space available for storage and if so, do you know the square footage and space configuration? RESPONSE: Yes, Proposers should provide their storage requirements in the Proposal. f) Does any cable run through the ceiling need to be plenum rated? RESPONSE: Yes, all cabling must meet all applicable State and local fire code requirements. Please refer to the response to question 12(b). 13. Section 6.16. How do you handle closed-captioning for the web? Do you strip from encoded broadcast television feed, or put something up separately on the web page? If so, what is the method used to put closed-captioning on the web page? Is closedcaptioning added as a separate component to the lottery web page? The archived web stream seems to be scripted and in sync, but we watched the live stream of the drawing, and there was a different type of closed-captioning that was out of sync. Also, currently when the file goes on the web page, about 25 minutes after the live broadcast, there is no closed-captioning. The closed-captioning seems to appear much later. Is that the process? RESPONSE: The Successful Proposer shall provide closed-captioning (both web content and broadcast television feed) for all drawings broadcasts. The Texas Lottery is not predisposed to any particular closed-captioning solution. Proposers should include a closed-captioning solution that provides the best value to the Texas Lottery and enhances the services the Lottery provides to its customers. 5
14. Is the closed-captioning for the TV Broadcast currently done in the studio, or by a remote operator through a modem? Does the Lottery prefer one over the other? RESPONSE: Please see the response to question 13. 15. Do you currently provide closed-captioning for the Powerball & Mega Millions broadcast, or do Powerball & Mega Millions encode their own broadcasts with CC? If so, do you put in new closed-captioning for those two drawings on the archived webcast? RESPONSE: Yes, presently closed-captioning is provided for both the broadcast and the archived webcast for Powerball and Mega Millions. Neither Powerball nor Mega Millions encodes its broadcasts with closed-captioning. 16. Is CEA-708 closed-captioning required or 608? RESPONSE: Proposers should provide CEA-708. 17. When looking at a particular satellite feed of the Texas broadcast, we didn t see the closed-captioning. Is it there, or just on the web? RESPONSE: Closed-captioning is available on CC-enabled televisions and is not limited to the web. 18. Are the Powerball drawings and Mega Millions drawings broadcasts picked up from the same satellite? RESPONSE: No. 19. Are Powerball and Mega Millions feeds in C-Band or Ku Band? RESPONSE: Powerball and Mega Millions are available in C-Band or Ku Band. 20. Are the Florida Powerball and Atlanta Mega Millions uplinks that we have to receive in HD or SD? RESPONSE: TLC currently receives both in SD. 21. Can you give us the coordinates and digital information for both Powerball & Mega Millions satellite feed that we would be required to receive: Uplink Frequency? Downlink Frequency? Symbol Rate: Data Rate? FEC? Modulation (Qpsk)? Standard (DVB-S)? Encoding: (Mpeg-2 or 4)? HD or SD? RESPONSE: TLC will provide this information to the Successful Proposer. 6
22. What is the current satellite information: coordinates, uplink frequency, downlink frequency, symbol rate, etc., for the Texas Lottery C Band broadcast and KU-Band broadcast? RESPONSE: This information is provided at the following link: http://www.txlottery.org/export/sites/lottery/news_x_events/satellite_coordinates/ 23. Is either the C or KU feed of the Texas Lottery broadcast HD? RESPONSE: No. 24. How many people are on the current production crew for each drawing? RESPONSE: Generally, 7-9 people. Proposers need to determine their optimum staffing needs. 25. Is there a set number of crew required by the Lottery for each drawing broadcast? RESPONSE: No. See the response to question 24. 26. Does the number of crew vary from broadcast to broadcast? RESPONSE: There is no specific requirement; this is determined by the vendor. See the response to question 24. 27. Does current crew for each broadcast have a separate individual for: director, audio, camera control, character generator, internet streaming and closed-captioning? If not, how are those duties currently combined? RESPONSE: There is no specific requirement; this is determined by the vendor. 28. Is the Megaplier number for Mega Millions drawn in the Texas studio? RESPONSE: No. 29. If the Megaplier number is still drawn at the Texas Lottery, does the Megaplier animation have to be integrated into the Mega Millions satellite feed for the Texas broadcast? RESPONSE: Not applicable. See the response to question 28. 30. Is the Megaplier number we see on the webcast provided on the Mega Millions satellite feed, or is that number & graphic keyed over by the Texas Lottery before it is re-broadcast in the 10:12 PM Central Time Texas Drawing? RESPONSE: It is on the broadcast. 7
31. Do you create graphic recap screens of the winning numbers for Mega Millions and/or Powerball on the TV broadcast? We see one for Mega Millions, but not Powerball on the current webcast. RESPONSE: Mega Millions only. 32. What do you edit on the Mega Millions drawing before it airs on the Texas broadcast? RESPONSE: It is downlinked and then an insert edited into the program. 33. Do you edit anything onto the Powerball drawing before it is broadcast, or do you just record it and play it back at the proper time immediately following the Texas Lottery broadcast? RESPONSE: It is downlinked and then an insert edited into the program. 34. What is the format of the webcast? 1920 x 1080, 720 x 486 or some other? RESPONSE: The current webcast is made to fit the frame that can be seen on our website: http://www.txlottery.org/export/sites/lottery/games/web_cast.html. The Texas Lottery is not predisposed to any particular web casting solution. Proposers should include a web casting solution that meets or exceeds the minimum requirements in RFP section 6.18, provides the best value to the Texas Lottery and enhances the services the Lottery provides to its customers. 35. Is the webcast currently FLASH & HTTP? RESPONSE: Currently, the webcast is provided via a FLASH Video player using HTTP protocol. Please refer to section 6.18 of the RFP. 36. Does the Lottery provide the streaming server, or is that provided by the current vendor? RESPONSE: The vendor is responsible for providing the hosting hardware/infrastructure. 37. Will the Lottery provide any storage space to the vender for parts, tools and other equipment that may be needed quickly? If so, can you give us the dimensions? RESPONSE: Please see the response to question 12(e). 38. Usually, in a large studio situation, we would have a technical power system whereby the grounds on all of the outlets are isolated and are home runned back to the same location to reduce ground potential differences. Is the electrical power from the upstairs control room and announcer booths from the same panel as the power for all of the downstairs? 8
RESPONSE: There will be isolated grounded circuits where requested by the Successful Proposer and agreed to by TLC. The electrical power distribution in the studio building is currently designed utilizing multiple distribution panels. For example, building lighting has its own panel(s), set lighting has its own panel(s), specialty equipment has its own panel(s), etc., and they all have spare capacity. Please note this area is currently under remodel. The Successful Proposer will have the opportunity to provide input regarding electrical distribution needs. Proposers should provide notes with their Proposal explaining their electrical power distribution requirements. 39. Will the outlets upstairs have isolated grounds? RESPONSE: The outlets upstairs will be installed according to City of Austin and State of Texas electrical code requirements. If required, we will install isolated grounded circuits where requested by the Successful Proposer and agreed to by TLC. Please note this area is currently under remodel. The Successful Proposer will have the opportunity to provide input regarding electrical needs. Proposers should provide notes with their Proposal explaining their electrical power distribution requirements. 40. We might have trouble if the electrical grounds in the studio, where cameras and other equipment are plugged in, have potential ground differences from upstairs. Will the Lottery be taking care of all of the electrical installation upstairs, and any changes that might need to be made? RESPONSE: Yes. TLC will work with the Successful Proposer to ensure that all necessary electrical requirements are met. Please note this area is currently under remodel. The Successful Proposer will have the opportunity to provide input regarding electrical needs. Proposers should provide notes with their Proposal explaining their electrical power distribution requirements. 41. How much electrical power is available upstairs? RESPONSE: TLC will work with the SP to ensure their necessary electrical power distribution requirements are met. Please note this area is currently under remodel. The Successful Proposer will have the opportunity to provide input regarding electrical needs. Proposers should provide notes with their Proposal explaining their electrical power distribution requirements. 42. Will the backup power be run to the upstairs control room as it is in the existing control room? RESPONSE: It may not be the same as the existing set-up; however, back-up power will be provided to the control room as agreed upon between the Successful Proposer and TLC. See response to question 12(a). Please note this area is currently under remodel. The Successful Proposer will have the opportunity to provide input regarding electrical needs. Proposers should provide notes with their Proposal explaining their electrical power distribution requirements. 9
43. Will there be a space (closet) downstairs directly below the current conduit closet that runs from upstairs to downstairs, where we can install some equipment, (i.e., fiber encoders), in case the conduit run upstairs does not have the proper sweep to pull fiber? RESPONSE: There will not be a closet downstairs. TLC will work with the Successful Proposer to ensure electrical power distribution equipment requirements are met. Proposers should perform a thorough site inspection to determine facility infrastructure and equipment installation needs and provide notes with their Proposal explaining their requirements. 44. Does all of the conduit going to the second floor have the proper sweep on curves to pull fiber (as opposed to the minimal sweep required for electrical, video and audio cable)? If we need to connect the cameras to the upstairs control room via fiber in order to eliminate ground problems, we would need the proper sweep on the conduit. RESPONSE: The Texas Lottery will work with the Successful Proposer to install conduit chases to meet their wiring specifications. Typically, we install 3 or 4 conduit, using a 90º turning radius and 12, 24 or 36 junction box. Proposers should perform a thorough site inspection to determine wire chase needs and provide notes with their Proposal explaining their wire chase requirements. 45. Could there be two large double doors installed into the new control room for access to equipment for repairs? RESPONSE: TLC will work with the Successful Proposer to provide access to their equipment. 46. Section 6.3.1. Industrial/Cheaper all-in-one Pan/Tilt/Zoom cameras will zoom seamlessly, but they will not pan and tilt seamlessly while zooming. Do you want broadcast robotics that will pan, and/or tilt, and/or zoom seamlessly at the same time, or just zoom? RESPONSE: All cameras should be able to pan, tilt, zoom. On-air camera movements are required to be seamless. 47. Section 6.3.5. Can you describe in detail the editing required for the multistate broadcasts, or any other editing required? RESPONSE: The multistate broadcasts are downlinked and held until the TLC live broadcast and insert edited into the program. 48. Section 6.9.12. Are the feeds mentioned in this section in HD or SD- SDI? RESPONSE: SD and SDI. 10
49. Do you currently provide a live or on-demand webcast in http for Iphones? If so, where would we find it? RESPONSE: No. Please refer to section 6.18 of the RFP. 50. At what bit rate do you live stream? Do you stream at multiple bit rates? RESPONSE: Our current solution uses an adaptive bit rate to accommodate high demand while providing the best possible video quality. 51. At what bit rate do you encode the archived webcast? RESPONSE: Our current solution encodes to ensure high quality web content. The Texas Lottery is not predisposed to any particular solution. Proposers should include a solution that provides the best value to the Texas Lottery and enhances the services the Lottery provides to its customers. 11