Turnkey Audio Visual Solution Including Audio/Visual Equipment, Installation, Integration, Training, and Maintenance and Support of System - UPDATED

1 STATE OF TENNESSEE TENNESSEE BUREAU OF INVESTIGATION REQUEST FOR INFORMATION FOR TURNKEY AUDIO VISUAL S OLUTION INCLUDING AUDIO/VISUAL EQUIPMENT, INSTALLATION, INTEGRATION, TRAINING, AND MAINTENANCE AND SUPPORT OF SYSTEM RFI 34800- 031725 1. STATEMENT OF PURPOSE: The State of Tennessee, Tennessee Bureau of Investigation , issues this Request for Information (“RFI”) for the purpose of gaining data in order to procure a “turnkey ” audio visual solution that includes all equipment, installation, integration, training and maintenance and support. Turnkey means a complete audio visual “S olution ” that includes all removal of existing audio visual system, new, specified equipment, necessary software, installation, integration of all equipment and software, training, and maintenance and support. 2. BACKGROUND: The State desires to procure a Solution that is configured in 5 training spaces within the Tennessee Bureau of Investigation headquarters building located in Nashville, Tennessee. Each training room should contain all equipment and software specified. 3. SPECIFICATIONS: Of the utmost importance to the State is that the Solution must be user - friendly and capable of being operated by individuals that are technologically challenged. Instructions to use the Solution must be easy to understand and simple to execute. Solution shall consist of Microsoft TEAMS Certified Audio- Visual equipment. Any equipment shall be native to Microsoft Teams. It should support plug and play features. Any software requirements such as licenses , including third party software, shall be identified and be inclusive in the cost estimates of this RFI . If Windows is included, it must have Windows 11. Solution shall also include Maintenance and Support of Solution for up to 5 years including helpdesk support from 7:00 a.m. to 7:00 p.m. each business day. Additionally, technical support and assistance shall be available on- site within two hours of being notified of hardware or software issue s causing an outage that makes the training rooms’ audio visual capabilities not function properly . Solution shall have an uptime of 99.9% . Service Level Agreement for Solution shall be similar to below: a. Problems are divided into three categories and defined, as follows: (1) Critical Problem - a. Problems or issues in the Solution that interrupt s or prevent s the State from performing training; (2) Major Problem - a. Problems where Solution does not work as specified, but there is a simple work -around. (3) Minor Problem - a. Minor impact is defined as Solution is working but optional features are not working properly and the lack of the feature does not impact the State. b. For each of the above Problem types, the following actions must be taken to resolve the Problem as follows (each time period shall be construed as "action completed within XX timeframe"): Contractor shall follow the following time frames: Action Critical Major Minor Initial response 15 min 30 min 30 min Time from initial response to final resolution of incident installed to test 3 hours 5 hours 2 State Business Day The response times listed above that require direct action by support staff shall apply during normal State business hours. For issues reported outside normal State business hours, response times —except for Critical and Major level events —begin at the start of the next business day. Automated e- mail response times apply at all times. Solution shall include all necessary hardware and software for each of the five rooms. Equipment shall include integrated projectors, screens, speakers, cameras, microphones, and podiums with audio visual hookups including hdmi, usb- a and usb- c. Podiums sh all include technology to control screens and manage room combinations. Training Rooms 1, 2, and 3 are contiguous and should be capable of being combined or separated. The rooms may be separated by an electronic partition that is already in place. Each room shall contain its own separate equipment and controls in order to operate independently. Dimensions for Training Rooms:

• Training Room 1 38’ X 25’ and a 10’ drop ceiling
• Training Room 2 38’ X 25’ and a 10’ drop ceiling
• Training Room 3 38’ X 25’ and a 10’ drop ceiling
• Courtroom 31’2” x 30’10” and 10’ drop ceiling, stadium seating,

(additional 17’2” x 10’ alcove for 14- person jury box)

• Computer Lab Room 43.5’ x 32’ and a 10’ drop ceiling

Solution must be compatible with Teams, Zoom, Google, or other platforms used for distance learning. Solution must be compatible with DANTE. Solution sh all be fully integrated so that every piece of equipment works in unison with other pieces of equipment within the room. Integration shall include On- Site programming of all equipment and set up and installation of all needed software. Instructions for Solution operation should be simple, short and seamless. Installation of Solution shall be completed within three (3) months of time after contract awarded. Solution will include the removal of the existing audio visual system. All equipment shall be installed to the satisfaction of the State. Installation to include all equipment in all training rooms and all equipment functioning properly, interacting with all equipment seamlessly. All new wirin g and cables will be labeled as to what equipment it belongs to. Installation of Solution should be professional and as clutter -free as possible with all wiring and cables hidden from view. Aesthetic of all rooms should be modern and clean. Any demolition that damages drywall shall be repaired by vendor providing Solution. Solution shall include training that is recorded and can be used for future training of new employees. Training shall be given one week prior to go- live of solution. Must include training on all new equipment for each room . A minimum of four to six hours of training on Solution is required. Training will be provided over two days . All equipment should include batteries (if applicable), all cables needed for operation, all power sources, ports, strips, cable management system, all mounting hardware, remote controls, any other devices needed for full installation and all face plates. Software applications on Solution should be easy to use and understand. All equipment provided shall be new and current . Specifications for known necessary equipment for each of the 5 training rooms: 1. Motorized Overhead Laser Projector and L ens with Cabinet Mounted to Ceiling : 4k Resolution High Definition Lens Power Zoom 4000 Lumens 2. 136”* HD 16.9 Projection Screen – Motorized Mounted in Ceiling *Computer Lab must have 122” Screen (x 2 screens) *Courtroom must have 109” Screen 3. Two wall mounted control room panels that are 10” in size and located in the front and back of room . Panel s should be able to control projector , screen, volume, microphones, etc. 4. Partition Sensor –only the sensor. Two (2) total FOR PROJECT NOT PER ROOM (one between Training Room 1 and 2 and one between Training Room 2 and 3 . Infrared (IR) beam to sense the position of movable partitions . 5. Teams Touch Screen Control Panel on Podiums –With all necessary ports and wifi capabilities (wifi available within space) (Lectern in courtroom does not have control panel) 6. Two Built-in Wall Mounted 4k Camera ---one in front and one i n back of room . Ability for Panoramic View and ability to switch back and forth between cameras Resolution: 16:9 Pan, Tilt, Zoom (PTZ) Dual-Eye Intelligent Tracking 7. 4K USB Wireless Presentation Pod 8. Switches : 12 Port Network Ethernet (Audio) Switch 26 Port Network Ethernet (Audio, Video, and Control) Switch Ethernet Switch to connect devices to LAN 10 bps speed per port Preconfigured to provide automated IP connectivity for standalone AV systems 9. Audio Requirements Dante license must be included in pricing. One tabletop microphone one per room except Courtroom. 7 Gooseneck Microphones wired into the floor for Courtroom 2 Channel amplifier Loudspeaker mounted in ceiling 2 microphone array mounted in ceiling Digital Multi- Channel Receiver Digital handheld transmitter – wireless microphone Digital wireless bodypack m icrophone kit Wireless table stand Lavalier/lapel microphone 10. Four bay network charger for body pack 11. Cherry finish podium s 44* inches wide and 33 inches wide lectern in courtroom 12. UPS Battery Backup Premium Series Rack Mount Power 8 Outlets for Courtroom and Training Rooms -- wiring closet rack mounted and Court room rack mounted. 13. Scheduling panel s: 10 inch compact touch screen for mounting outside of meeting spaces, that displays meeting details and enables on- the-spot reservations via Teams or Microsoft 365 calendaring applications. 14. Court room: Mounted on wall 75” lcd tv Direct LED Backlit – 330 Nit – 2160p, 4K UHD 8 ms, High Dynamic Range (HDR) – 3840 x 2160 – 16:9, HDMI, USB, Serial, Wireless LAN, Bluetooth, and Ethernet . 15. 32” 4K UHD LCD Monitor for Courtroom only – 16:9 – Black – LED Backlight – 3840 x 2160 installed in jury gallery and should have a screen that is tiltable so that jurors can view the screen. 16. UPS Battery Backup (Uninterruptible Power Supply) (1RU, 1000 VA) 17. In the alternative to any screen listed, State would like to gather information about video walls where practical. 18. Any other equipment/hardware or software that would be necessary for State to be able to perform training in fully operational audio equipped and video equipped training rooms (dimensions as listed above). 4. SELECTED VENDOR REQUIREMENTS: Selected vendor’s employees working on Solution will be required to undergo and pass a background check including a fingerprint -based background check at vendor’s expense. This would be required after an award of a contract and prior to any vendor beginning work on the contract should this service be competitively bid. 5. RFI SCHEDULE OF EVENTS: EVENT TIME (Central Time Zone) DATE (All dates are State business days) 1. RFI Issued April 16, 2025 2. Questions Submitted by Potential Respondents April 2 3, 2025 3. Answers Posted to Questions May 5, 2025 4. RFI Response Deadline May 1 2, 2025 5. Virtual Demonstrations TBD 6. COMMUNICATIONS: Submit responses to AVRFI@tbi.tn.gov Please feel free to contact the Tennessee Bureau of Investigation with any questions regarding this RFI. The main point of contact will be: AVRFI@tbi.tn.gov . Please reference RFI # 34800- 031725 with all communications to this RFI. 7. GENERAL INFORMATION: 7.1. Please note that responding to this RFI is not a prerequisite for r esponding to any future solicitations related to this project and a response to this RFI will not create any contract rights. Responses to this RFI will become property of the State. 7.2. The information gathered during this RFI is part of an ongoing procurement. To prevent an unfair advantage among potential respondents, the RFI responses will not be available until after the completion of evaluation of any responses, proposals , or bids resulting from a Request for Qualifications, Request for Proposals, Invitation to Bid or other procurement method. In the event that the state chooses not to go further in the procurement process and responses are never evaluated, the responses to the procur ement including the responses to the RFI, will be considered confidential by the State. 7.3. The State will not pay for any costs associated with responding to this RFI. 7.4. Respondents should only demonstrate products that are applicable to the RFI. The State reserves the right to terminate the Respondent’s demonstration should Respondent fail to focus on demonstrating the system that is the subject of the RFI. In particular, State is interested in the user -friendly aspects of the Solution. 8. INFORMATIONAL FORM S: The State is requesting the following information from all interested parties. Please fill out the following form s: RFI # 34800- 031725 TECHNICAL INFORMATIONAL FORM 1. RESPONDENT LEGAL ENTITY NAME: 2. RESPONDENT CONTACT PERSON: Name, Title: Address: Phone Number: Email: 3. Brief Description of Experience Providing Similar Scope of Services/Products 4. Provide a proposed timeline for the project from the beginning of the contract through Go Live of Solution. 5. Detail what hardware and software if any would be included with the Solution and any suggested hardware and software that would be required to operate the Solution efficiently and as intended. 6. Describe the training plan that would be offered and a proposal of how the plan would be implemented 7. Describe in detail all features and specifications of the Solution proposed. COST INFORMATIONAL FORM 1. Describe what pricing units you typically utilize for similar services or goods (e.g., per hour, each, etc.: Do not describe with a time and materials approach. Describe as fixed pricing. 2. Describe the typical price range for similar services and goods : 3. Describe what services are included in maintenance and support and pricing for three years and five years of maintenance and support plan 4. Describe and estimate any additional costs that State may have to incur that are not included within this RFI. 5. Describe and estimate total cost for Solution including removal of previous equipment, new equipment, software, installation, integration and training on Solution. 6. Describe and estimate total cost for Solution as stated in 5 above if Respondent owns equipment instead of State. 7. Estimate cost of refresh of equipment (if Respondent owns equipment) after 2 years. 8. Compare pricing of screens with any alternatives such as video walls. ADDITIONAL CONSIDERATIONS 1. Please provide input on alternative approaches or additional things to consider that might benefit the State: