Request for Information (RFI) for Digital Signage and Services RFI Number: 15-055 Issue Date: August, 25, 2014 Due Date and Time: Tuesday, September 23, 2014 at 3:00 p.m. Local Time
Purpose of Solicitation The City of Tempe is issuing a Request for Information (RFI) #15-055 to experienced firms specializing in digital signage and related services. Written responses to this RFI are due no later than the date identified above. Scope The purpose of this RFI is to identify qualified firms that can provide digital signage, content creation, scheduling/programming and media play out for various facilities and locations throughout the City. Digital signage will unify content presentation and streamline distribution of graphic and media files for all areas. The storage of commonly used images in a centralized location will bring efficiency to the existing process. The City intends to review all responses received and choose two (2) to four (4) firms to demo and fully test the solutions that appear to best meet the needs of the City. Each solution will be tested for approximately 180 to 210 days. The City anticipates that the demo and testing period will be at little or no cost to the City. Background Informational digital signs are currently installed in 7 City of Tempe facilities making up a total of 12 screens. Facilities with multiple screens are Tempe History Museum (3), Kiwanis Recreation Center (3) and Tempe Public Library (3 screens utilizing two separate players). The Police/Courts building also has numerous digital signs for display of courtroom schedules. Each digital signage system was developed independently by the individual facility. As a result, the signs are using hardware and software packages unique to each facility with no standardization in design, programming, placement or operation. The TCA and History Museum systems are compatible in software and hardware but are not currently linked. The signs at the Tempe Public Library were installed when the facility was remodeled in 2010. Two monitors display identical content in vertical orientation from one player. The third monitor displays content from a separate player in horizontal orientation. The Tempe History Museum also installed its system as part of a renovation. It utilizes three screens playing different content. One is used for announcements and advertising of Museum events. Another is used as a digital list of donors, and the third displays an ongoing slide show of historical photos. Like the library, this set up requires 3 channels of programming. The system is owned by the city and maintained by employees utilizing the City network.
RFI Communications/Inquiries Upon release of this RFI, all communication shall be directed in writing via E-mail to the Procurement Officer listed below. No other agency official or employee is empowered to speak for the city with respect to this procurement. Unauthorized contact with any employee of any department within the City of Tempe may result in disqualification from the RFI process. Any oral communication will be considered unofficial and non-binding on the Agencies. All e-mail must contain the RFI number in the subject line. Contact the following individual for clarification of this RFI: Ted Stallings Procurement Officer Tempe Procurement Office
[email protected]
Content of Your Response Responses are voluntary and shall not bind either the respondent or the City in any way. The City is not responsible for any costs incurred by the respondent to develop a response to this RFI. This RFI does not constitute a solicitation for bids or proposals. Interested firms should provide responses to the following questions and requests. The City welcomes any additional information that would help in the drafting of a formal RFP; however, responders should refrain from submitting general marketing information that does not help the City achieve the objectives of the RFI. Please submit responses to each question or request in the same order as they appear below. GENERAL INFORMATION: Contact Information - Please provide the following contact information: o Company Name o Address o Name of individual who will act as primary point of contact for inquiries o Contact Person’s Telephone Number o Contact Person’s E-mail Address Detailed literature and specifications for the firm’s solution that details functionality. CONTENT BRIEFING:
What type of content is the solution capable of displaying? Of your customer base how many municipal government installations do you currently support? What type of audio content will your solution support? What type of content files does your solution currently support? Does your solution currently support HTML content and XML feeds? Does your solution offer any external content such as news or weather feeds? Are there ad agencies involved in your solution?
TECHNICAL BRIEFING:
Connectivity o What is the most common network configuration used with your solution? o What is the average bandwidth needed to support your solution? (Based on municipal comparisons) o Does your Digital Signage solution integrate with backend databases? o Who is responsible for installing the equipment and connecting it to the City’s network? o Will your solution be streaming multiple media streams and files simultaneously? o Does your solution currently have the option to display information crawls or RSS news feeds to audiences? o Does your solution allow for video integration from another source into your content feed? o What are the distance requirements of your solution between displays and players, and what type of cabling is required between components? o For screens located far from a source what signal distribution do you recommend? o For screens located far from a source what signal distribution does your solution support? o How does your solution distribute audio and serial control signals? Over video distribution wiring? Over separate dedicated wiring? o If your solution includes separate dedicated wiring, does it support multiple channels? o Does your Digital Signage Solution meet all local and federal codes and requirements? o What network port availability does your solution require?
Hardware o Does the media player reside on a PC, thin client, virtual workstation or a dedicated device? o Which of the previously listed methods is preferred for your solution? o For your solution should the players be mounted in or behind the displays or in a data closet? o Does your solution currently have installations that interface with external hardware? o Does your solution currently have installations with screens oriented in both vertical and horizontal configurations? o What screen size and resolution is preferred for your solution? What are the minimum and maximum screen resolutions supported? o Given the equipment listing, is any of the City’s existing equipment not compatible with your solution? o Does the vendor need to have remote access to control and configure the displays at each location?
OPERATIONAL BRIEFING:
Operations and Support o Regarding your solution; does the City retain ownership of the content? o Once the solution is installed, who is the City’s primary contact for support? o Is there a third party contracted for support? o Who should be notified if a display or player goes off-line? o Is the solution capable of being hosted by the vendor? o Is your support 24/7? o Does your solution provide real-time status checks and log of content?
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Where is content stored, and how is it delivered to players? What is the typical time delay between the moment new content is saved or posted, and the moment that content begins appearing on the signage? Does your solution allow multiple playlists per player (e.g., different playlists for different times of day)? Does your solution provide power down or other energy-saving modes during nonoperational hours?
Software o Is your solution offered as both self-hosted and software as a service? o Do you have technical specifications available for self-hosted? o If hosted as software as a service where is the hosting site located? o How are updates to the software installed? o Does your solution include preloaded templates and layouts? o Does your solution allow the customize templates for the City’s organization? o Does your solution generate automated e-mail alerts to your support in case of system or screen failure? o Does your solution currently support image rotation for portrait and landscape layout orientation? o Does your solution currently support video wall processing? o Does your solution currently support touch screens? ..
COST: Please provide financial aid or grants available for testing purposes or purchase and system installation. For budgeting purposes, please provide estimated government pricing for your firm’s solution. Please make sure all costs are included. RFI pricing will not be released until after issuance and award of an RFP/Contract. Pricing estimate should be all-inclusive not to exceed and to include all cost such as hardware, software, installations, project management, etc. OPTIONAL INFORMATION: Client lists with an emphasis on city/county government. Submittal Requirements Respondents are to submit four (4) hard copy and one (1) USB Flash Drive containing a complete copy of their response to the City Procurement Office. The deadline for submittal of responses is Tuesday, September 23, 2014 10:00a.m. Local time Responses must be submitted by a sealed envelope/package with the RFI number referenced and the respondent’s name and address clearly indicated on the outside. Responses must be mailed or delivered to: City of Tempe Procurement Office 20 E. Sixth Street, 2nd Floor Tempe, AZ 85281 All responders will be included in any future Requests for Proposals.
