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: