NHVH Conference Room Meeting Modernization and Improved Employee Communications

STATE OF NEW HAMPSHIRE New Hampshire Veterans Home And Department of Information Technology REQUEST FOR INFORMATION FOR: Conference Room Meeting Modernization and Improved Employee Communications RFI # 2023-069 February 24, 2023 Conference Room Meeting Modernization and Improved Employee Communications 1 1. GENERAL INFORMATION SUMMARY This Request for Information (RFI) is issued by the New Hampshire Veteran Home (NHVH) to solicit information regarding solutions and associated costs for providing necessary equipment, installation services, and on-going support of meeting collaboration solutions in five (5) conference rooms; display devices in seven (7) locations throughout the NHVH facility to help communicate critical information to visitors, residents, and staff; and one (1) portable 40+/- inch display to provide training/education in nursing stations throughout the NHVH. The NHVH is charged with providing the best quality of life for New Hampshire veterans with dignity, honor, and

respect. To execute this mission, staff must be able to communicate and collaborate, efficiently and effectively internally and with external stakeholders while mitigating risk to their residents. While the NHVH continues to capitalize on the lessons learned from the past two years, the complicated and unpredictable nature of the COVID-19 pandemic continues to remain a threat. It is critical that the NHVH update current operations, and better position their existing collaboration information technology infrastructure. To address this, the NHVH propose the following to bolster their emergency response, communication, and staff efficiency by executing the following initiatives: Over the last two years, long-term care (LTC) facilities were challenged by the unpredictable nature of crisis management. We continue to be reminded of the inevitability that we are living in an era of persistent pandemic events. To enhance our efforts to respond to unforeseen events, the NHVH requires modernization of their dated meeting spaces, facilitating both in-person and virtual meetings. Employees tend to receive information in different ways, some listen, some read while others prefer to use non-conventional communication methods. The NHVH requires seven (7) strategically placed display devices throughout the facility to communicate critical information to visitors, residents, & staff. These dynamic displays would be invaluable in emergency situations to broadcast important announcements such as changes in required personal protective equipment (PPE), infectious disease control measures, & notifications of units under quarantine etc. The appropriate utilization of these devices will allow the NHVH flexibility in relaying information as unforeseen events arise. The NHVH will be responsible for the installation of necessary data cabling. Conference Room Meeting Modernization and Improved Employee Communications 2 2. CURRENT COLLABORATION TOOLS The NHVH currently initiates meetings through the Microsoft (MS) platform for conferencing, i.e., MS Teams Meetings, primarily through Windows 10+ based operating systems on individual computer devices. External parties are able to participate in meetings/discussions on both Windows based and non-Windows based platforms such as iOS and Android via standard browsers. The NHVH participates in meetings via MS Teams, ZOOM, WebEx, GoTo Meeting, and other browser-based meeting solutions from their computers. MS Edge is the State of New Hampshire’s standard browser. The NHVH does not currently have any information displays, nor the necessary equipment to provide training sessions in their nursing stations. A 100M network connection is in place at the NHVH. 3. NHVH Requirements 3.1 General Requirements: 3.1.1 Vendor must provide recommendations for appropriate equipment and software to meet the stated requirements/needs. 3.1.2 Vendor must provide installation services. 3.1.3 Solution must allow for meeting participation through various on- line meeting providers/options such as MS Teams, Zoom, WebEx, GoTo Meeting, etc. 3.1.4 Vendor must provide training on equipment and software operation to up to five (5) NHVH staff. 3.1.5 Solution(s) must support HIPAA compliance. 3.1.6 Vendor must provide five (5) years of on-going support services to include: 3.1.6.1 Maintaining necessary security updates (hardware and software) and operating system updates/patches on a timely basis. 3.1.6.2 Installation and timely upgrades of anti-virus software. 3.1.6.3 Support of peripheral device connections. 3.1.6.4 General support questions/issues. 3.2 Conference Room Requirements: 3.2.1 Display/Conferencing devices must provide wired and wireless connections to Windows 10+ -based PCs/Laptops. 3.2.2 Displays must be attached to walls via wall mounts that swivel. 3.2.3 Cameras are needed in each conference room that follow whoever is talking. 3.2.4 Microphones are required in each conference room. 3.2.5 Display devices must have at least two (2) USB ports. 3.2.6 We are anticipating that five (5) 55” displays and one (1) 65” display are needed. One (1) conference room will have two (2) 55” Displays; the remaining conference rooms will have one (1) display/each. We welcome other recommendations. Conference Room Meeting Modernization and Improved Employee Communications 3 3.3 Display Devices for Messaging/Communications Requirements: 3.3.1 Display devices must offer wired and wireless connections to Windows- based PCs/Laptops. 3.3.2 Displays must be attached to walls via wall mounts that swivel. 3.3.3 Display devices must have at least two (2) USB ports. 3.3.4 Six (6) 55” Displays and one (1) 65” Display located strategically throughout the NHVH facility are needed. We welcome other recommendations. 3.4 One (1) Portable 40 +/- inch display unit for Staff Development Requirements: 3.4.1 Unit must offer wired and wireless connections to Windows-based PCs/Laptops. 3.4.2 Unit must be attached to a portable cart. 3.4.3 Unit must have must at least two (2) USB ports. 4. RESPONSE INSTRUCTIONS Please email Rebecca Bolton, rebecca.l.bolton@doit.nh.gov, on or before March 8, 2023 if you decide that you would like to complete a site visit/survey of the NHVH located at 139 Winter Street, Tilton, NH during the week of March 13, 2023. Vendors are requested to submit their response electronically via email by April 21, 2023, 4pm Eastern. Please provide details of your hardware and software recommendations with estimated costs by requirements section as defined above in Section 3 to include: Hardware Software Installation Services On-Going Support Services Please email your response to: Rebecca Bolton, rebecca.l.bolton@doit.nh.gov. Responses must be clearly marked as follows: Subject: RESPONSE TO: Conference Room Meeting Modernization and Improved Employee Communications (RFI # 2023- 069). Electronic submissions must be submitted using the following criteria: a.) searchable PDF format or b.) MS Word. Files should be less than 25MB in size. If files are greater than 25MB in size, the vendor will be required to submit their response in parts. It is the vendors responsibility to ensure a complete response is submitted. 4.1 SCHEDULE OF EVENTS (approximate) DATE EVENT February 24, 2023 RFI Issued March 8, 2023 Vendor Site Visit Request Due March 13, 2023 – March 17, 2023 Optional NHVH Site Visit/Survey March 24, 2023 Vendor Questions Due April 7, 2023 Responses to Vendor Questions April 21, 2023, 4pm Eastern Vendor Responses Due May 5, 2023 Responses Reviewed TBD Optional Vendor Presentations mailto:rebecca.l.bolton@doit.nh.gov mailto:rebecca.l.bolton@doit.nh.gov Conference Room Meeting Modernization and Improved Employee Communications 4 • The RFI and related Vendor Questions and State of New Hampshire Responses will be posted at https://apps.das.nh.gov/bidscontracts/bids.aspx. 4.2 RFI INQUIRIES All inquiries concerning this RFI, including but not limited to, requests for clarifications, questions, and any changes to the RFI, shall be submitted via email to the following RFI Point of Contact: Rebecca Bolton, rebecca.l.bolton@doit.nh.gov. Inquiries must be received by the RFI point of contact no later than the conclusion of the vendor inquiry period identified in the schedule of events. Inquiries received later than the conclusion of the vendor inquiry period shall not be considered properly submitted and may not be considered. The State assumes no liability for assuring accurate/complete email transmission/receipt and is not required to acknowledge receipt. The NHVH intends to issue official responses to properly submitted inquiries on or before the date specified in the schedule of events section, herein. The State of New Hampshire may consolidate and/or paraphrase questions for sufficiency and clarity. Oral statements, representations, clarifications, or modifications concerning the RFI shall not be binding upon the NHVH/State of New Hampshire. Official responses by the State of New Hampshire will be made only in writing by the process described above. 4.3 VENDOR CONTACT Please provide a main vendor contact name, address, e-mail address, and telephone number in each response. 4.4 ADDITIONAL REQUESTED INFORMATION In addition to the responses to the requirements in Section 3, the State is seeking a better understanding in the areas listed below. Please respond concisely and completely. Please base responses on current, not planned capabilities. 4.4.1 Company Description & General 4.4.1.1 Tell about your experience with projects that are similar to the project we need. 4.4.1.2 Provide estimated costs, implementation time frames, and resources necessary for the solution that you propose to be most advantageous. 4.4.1.3 Please provide a description and the ongoing annual cost for maintaining your solution post deployment for five (5) years. 4.4.1.4 Please feel free to include any additional comments or suggested alternatives, as deemed appropriate based on your industry knowledge, expertise and/or site visit, which you feel would be beneficial to the NHVH/State of New Hampshire. 4.4.2 Service Model 4.4.2.1 Describe your service model, please answer the following: ▪ Options regarding cloud-based management of equipment. https://apps.das.nh.gov/bidscontracts/bids.aspx mailto:rebecca.l.bolton@doit.nh.gov Conference Room Meeting Modernization and Improved Employee Communications 5 ▪ Online resources. ▪ What are the phone support hours? Email hours? ▪ Is there a dedicated service representative available? During what hours? ▪ How support issues are prioritized and what are is the expected turnaround time based on each priority level? 4 GOVERNANCE Non-Commitment This RFI has been issued to obtain information only and is not intended to result in a contract or vendor agreement with any respondent. This solicitation for information does not commit the State to publish Request for Quote/Bid, award a contract, and/or process a Purchase Order. The State shall not be held liable for any costs incurred by the Vendor in the optional site visit, preparation of its response, nor optional vendor presentation. The RFI is not a pre-qualification process for any further purchasing process. Cost of Responses Vendors agree that in no event shall the State of New Hampshire be either responsible for or held liable for any costs incurred by a Vendor in the preparation or submittal of or otherwise in connection with their submission. Public Disclosure Any information submitted as part of a response to this RFI may be subject to public disclosure under RSA 91-A. Please do not include any information in your RFI response that is confidential or proprietary, as the State assumes no responsibility for excluding information in response to records requests. Any request for information made by a third party will be examined in light of the exemptions provided in the New Hampshire access to public record laws. Vendor Presentations Based on the review of the responses to this RFI, vendors may be invited to present an overview of their company and services to representatives of the State of New Hampshire. There is no guarantee that a vendor will be asked to provide a presentation. All presentation costs incurred by the vendor shall be borne by the vendor. Closing The New Hampshire Veterans Home thanks you for your efforts in preparing a response. Although this Request for Information does not require the State of New Hampshire to publish Request for Quote/Bid, award a contract, and/or process a Purchase Order; it is anticipated that the information gathered in this project will be highly beneficial and will inform the State’s decision-making process.