Request for Proposal for Television Services Rfp 19-015

REQUEST FOR PROPOSAL FOR TELEVISION SERVICES RFP 19-015

Due: March 19, 2019 4 p.m.

Issuing Officer: Jessica Holloway, APO Arkansas Tech Arkansas Tech University Procurement Services Phone: 479-968-0269 Email: [email protected]

REQUEST FOR PROPOSAL TELEVISION AND MAINTENANCE SERVICES

SECTION 1: PROPOSAL INSTRUCTIONS:

1. PURPOSE This Request for Proposal is part of a competitive procurement process which will be used to select a service provider and award a contract to provide television and maintenance services to ARKANSAS TECH UNIVERSITY effective July 1, 2019 through June 30, 2020 with the option to renewal on an annual basis for up to six (6) additional years. Vendor to provide television and maintenance services for all residence hall facilities and academic and administrative buildings.

For ease of reference, each television service provider receiving this request shall be referred to as “Vendor”.

2. SERVICES Television and IPTV services are provided year round with decreased usage during summer months.

3. PROPOSAL DEADLINE & PROCESS TIMELINE RFP Released – February 22, 2019 Mandatory Pre-bid Meeting – March 1, 2019 10 a.m. (See Below) RFP Questions Due Date – March 6, 2019 4:00pm C.S.T. RFP Questions Return Date –March 11, 2019 RFP Due Date –March 19, 2019 4:00pm C.S.T. Installation Completion Date – July 31, 2019 Please Note: Installation must be scheduled to accommodate the Arkansas Governor’s School attendees and various overnight on-campus summer campers that reside in ATU Residence Halls. A complete schedule of these events will be available to awardee.

Walk through participants assemble at Doc Bryan Building Residence Life Office Suite 211 1605 Coliseum Drive Russellville, AR 72801

Submit one (1) hard copy, three (3) electronic copies on flash drive and one (1) electronic redacted copy on flash drive.

RFP Submittal Sent to: ARKANSAS TECH UNIVERSITY Jessica Holloway ATU Procurement Services 203 West O Street Russellville, AR 72801

SECTION 2: INTRODUCTION:

2.1 Purpose:

ARKANSAS TECH UNIVERSITY seeks Vendors to provide provisioning of campus-wide television service delivery over coax and IPTV. ARKANSAS TECH UNIVERSITY intends to award the project to a single sourced Vendor for the provision of all programming, system installation and maintenance services. The contract shall be for a period of five years. Services shall be provided within all residence hall rooms and common areas; as well as all academic classrooms and administrative buildings on campus.

ARKANSAS TECH UNIVERSITY seeks to customize and control the programming on the new television system. ARKANSAS TECH UNIVERSITY seeks to purchase programming at a discounted rate from the selected Vendor. ARKANSAS TECH UNIVERSITY would like its choice of educational, international, and entertainment programming and the ability to revise and change services as deemed needed.

2.2 Background:

ARKANSAS TECH UNIVERSITY enrolls approximately 11,800 students in a variety of programs leading to bachelors and master’s degrees.

SECION 3: PROJECT SCOPE AND TECHNICAL REQUIREMENTS:

ARKANSAS TECH UNIVERSITY requests Vendors to submit proposals for campus-wide television service. ARKANSAS TECH UNIVERSITY intends to award the project to the Vendor who has responsibility for all programming and maintenance services. ARKANSAS TECH UNIVERSITY intends to customize and control the programming on the new television system. ARKANSAS TECH UNIVERSITY desires to purchase programming at discounted prices from the selected Vendor.

ARKANSAS TECH UNIVERSITY would like its choice of educational, international and entertainment programming and the ability to revise and change services within 60 days’ notice. The service should be distributed throughout the campus and provide for a method of distributing the programming. We currently have a daisy-chained coax distribution plant in place and are considering reusing or replacing the current cable plant. Replacements can be a new cable plant or a type of system that does not require the use of a separate cable plant, such as IPTV solution.

3.1 Project Deliverables:

a. Deliver bulk programming on a “plug and play” basis to support residential dwelling units and academic and administrative offices. b. Provide Head End equipment to be located on campus

c. Provide comprehensive preventative and emergency maintenance support to include 24 hour toll free phone number allowing for contact in the event of any service interruptions. d. Provide a designated maintenance technician to respond within 12 hours for emergency outages and within 24 hours for non-emergency outages. e. Provide a client services representative. f. Provide the ability to invoice on dwelling units used during fall, spring and summer semesters. g. Provide a cable, satellite or IPTV Overlay service solution. h. Provide Rave Emergency Alert System and all communication interfaces needed to support the Rave Emergency Alert System. i. Provide over the top services such as HBOgo and Showtime Anytime

3.2 Programming Services:

Required Services:

a. Vendor will provide programming through a cable tv, satellite or IPTV Overlay distribution system. Programming will include entertainment, foreign language and educational programming, network off-air channels; and two local origination channels for on-campus programming. b. Vendor shall provide an Emergency Alert System, along with all associated hardware/software and equipment necessary. The Emergency Alert System must be provided by Rave only. c. Programming will be provided for all Dwelling Units within the residence halls, academic and administrative facilities. d. ARKANSAS TECH UNIVERSITY shall have the ability to change programming services with sixty (60) days written notice to Vendor. e. Vendor shall handle all program licensing, including copyright fees, necessary to acquire television services for the campus. ARKANSAS TECH UNIVERSITY will select the mix of programming from all channel offerings available. f. Vendor will have experience in providing television programming to colleges and universities across the United States on a bulk and individual subscription basis. g. Vendor will provide on-line channel listing service in conjunction with all programming services. h. Remote monitoring access to the Head End equipment. i. HD programming should be delivered in 1080i resolution or a minimum of 720p when available. j. Vendor to provide a listing of any additional programming that can be provided along with the associated costs of adding such programming. k. Authentication capability for HBO Go and other over the top or similar type services.

IPTV Overlay capabilities: 1) End user experience

a) Provide a fully Arkansas Tech University branded experience. Arkansas Tech University’s logo should be on all TV guides, splash screens, and

Arkansas Tech University official colors should be utilized as applicable.

b) Support the following platforms: i) Apple TV ii) Amazon Fire TV iii) Amazon Fire stick iv) Roku 2.0 or above v) iOS 8 or above vi) Android 4 or above vii) Mac OSX 10 or above viii) Windows 7 or above

c) Full compliance with ADA and FCC rules regarding closed captioning must be met throughout the length of the contract.

2) Emergency Alert System integration (EAS)

a) Ability to integrate with our existing EAS to take over programming, have a time out period, and then continue programming

b) Ability to potentially integrate with other media platforms like Digital Signage

3) Student programming The Arkansas Tech University is seeking a partner who can provide a custom channel that collects Arkansas Tech University content, approves such content, and then distributes it across a channel within in the IPTV ecosystem. The service should also have the ability to tie into existing or new digital signage applications that can play HTML5 websites.

a) Provide a custom, Arkansas Tech University-branded web portal that hosts the following: i) Current content displaying all approved content ii) Guidelines page displaying the framework for appropriate content iii) Submissions page where users can input pertinent information such as: (1) User name (2) Arkansas Tech University email (3) Event name (4) Event start date and end date (5) Submit files in any format (6) Accept websites and YouTube videos (7) Have hashtagging system (8) Captcha code for security

b) Ability to collect, store, and distribute social media content i) Collect social media from approved social media handles ii) Collect social media from approved hash tags

c) Provide a service to curate content based on guidelines created with the Arkansas Tech University i) Each collected or submitted content must be approved by the Arkansas Tech University and/or service provider ii) Approvals should be based on various inputs provided by the Arkansas Tech University

d) Ability to geolocate content based on user preference i) Geolocate content to various areas on campus such as Residence Halls and Athletic Buildings

e) Provide on-campus marketing strategy to drive student usage and engagement

4) End-to-end service provider

a) It’s the Arkansas Tech University’s intent to have all services provided by one provider. While sub-contractors and partners are permitted, it is the Arkansas Tech University’s preference to work with one sole-provider of all programming, IP technology, and servicing.

b) Provide one account manager to manage the service.

5) 24/7 USA based call center

a) Provide users access to a 24/7 call center, preferably operating in the USA. Call center should have phone, email and chat support.

3.3 Program Line Up/Channel Offerings:

Currently, channels are available on the existing system; (High Definition channels, Premium channels (HBO); and additional channels. Vendor shall provide the same channel offerings as currently provided See Appendix B. Vendor shall provide pricing for all premium channel offerings available (HBO, Showtime, Cinemax, etc.) from which ARKANSAS TECH UNIVERSITY shall make a final selection from. ** ARKANSAS TECH UNIVERSITY reserves the right to substitute channels upon request. **

3.4 Head End Requirements:

Vendor shall install any and all necessary equipment to receive the requested channel lineup.

Vendor shall locate the head end equipment within . Vendor shall provide all equipment and services necessary to receive and provide either cable, satellite or IPTV programming, network off-air and local origination programming services. Head end equipment will include commercial grade frequency agile modulators, frequency agile processors, 6 receivers, combiners and connectors and all peripheral hardware to make a complete working system. Equipment will be mounted in location as approved by ARKANSAS TECH UNIVERSITY. The head end will be modular in design to allow ARKANSAS TECH UNIVERSITY to add or delete services as required.

Vendor shall supply and install a UPS system into the head end with a battery backup.

ARKANSAS TECH UNIVERSITY will be responsible to provide access and to facilitate efficient installation of the head end equipment.

3.5 Distribution Requirements:

Vendor will provide design, installation, activation and proof of performance for the television distribution system to their facilities. All conduit and cables shall be concealed either underground, finished through walls/ceilings or in metal molding. Vendor shall provide the necessary installation, testing and certification for the distribution system to provide full FCC compliance.

Vendor may reuse all existing trunk and drop cables and all existing interior cable as necessary during the course of this project. As-build documentation will be provided to ARKANSAS TECH UNIVERSITY within 30 days of system activation for any new cable installations or alterations to existing equipment.

3.6 Current Service - Residence Halls: Walk through will provide an opportunity to view all current service locations. A member of Office of Information Systems will be present at walk through to answer network questions. Additional information may be available upon request after walk through and before the questions deadline for this RFP.

3.7 Dwelling Unit Count/Drop Count:

3.7. A Dwelling Unit Counts – Residence Halls: Programming costs shall be based on a Dwelling Unit count for all drops located within student residence hall rooms/suites/apartments. Vendors shall develop their bids using Dwelling Units rather than individual cable outlets. Each apartment, suite, or room, irrespective of how many outlets are located within each room/suite/apartment, shall count as one Dwelling Unit.

3.8 – System Maintenance:

Vendor should include a basic preventative and emergency maintenance package included with the bulk service agreement. This service will provide a 4-hour emergency response. Emergency outage shall be defined as one or more buildings without service or more than one channel interrupted campus wide. All non-emergency outages will be responded to within 24 hours. This service will also include quarterly preventative maintenance of the installed distribution and head end systems. The repair of any cable cuts will be billed on a time and material basis.

Appendix A

Residence Hall and Administrative Drop Counts.

Administrative Drop Count-45 Lake Point Location-54

Building Drop/Door Counts Lounges Baswell 117 4 Brown 70 1 Caraway 47 5 Jones 104 3 M Street 140 5 Nutt Hall 104 5 Paine 108 1 UC 84 1 Stadium Suites 11 0 Tucker (Overflow) 53 2 Turner 95 2 Vista Place MASTER LEASE Wilson 102 4 Total Res Halls 1035 33 Total w/out Tucker 982 31

Appendix B Current Channel Lineup 49 i24 News HD 2 Local Access 50 CNN HD 3 KMYA-Me TV Camden, AR 51 Headline News HD 4 KARK-HD-NBC Little Rock, AR 52 CNBC HD 6 Local Education 53 MSNBC HD 7 KATV-HD-ABC Little Rock, AR 54 BBC America HD 8 KLRT-HD-Fox Little Rock, AR 55 USA HD 11 KTHV-HD-CBS Little Rock, AR 56 FX HD 13 KAFT-HD PBS Fayetteville, AR 57 FXX HD 14 Trinity Broadcasting Network 58 Arts & Entertainment HD 15 KLRA-HD Univison Little Rock, 59 History HD AR 60 Discovery Channel HD 16 KASN-HD-CW Pine Bluff, AR 61 The Learning Channel HD 17 UniMAS 62 National Geographic HD 18 KARZ-HD-MNT Little Rock, AR 63 Freeform HD 19 Jewelry Television 64 Disney HD 20 EVINE Live 65 Universal Kids HD 21 KVTN-HD-IND Pine Bluff, AR 66 Cartoon Network HD 22 KKAP-Daystar Little Rock, AR 68 Animal Planet HD 23 EWTN 69 Home & Garden Television HD 24 EWTN Espanol 70 Food Network HD 25 The Weather Channel HD 71 Hallmark Channel HD 26 C-SPAN HD 72 Hallmark Movies & Mysteries HD 27 C-SPAN 2 73 Investigation Discovery HD 28 QVC HD 74 AMC HD 29 Home Shopping Network HD 75 Turner Classic Movies 30 Lifetime HD 76 Bravo HD 31 Lifetime Movie Network HD 77 E! Entertainment HD 32 tru TV HD 78 OWN HD 33 tbs HD 79 Oxygen HD 34 TNT HD 80 WE tv HD 35 ESPN HD 81 The Travel Channel HD 36 ESPN 2 HD 82 Syfy HD 37 Fox Sports 1 HD 84 UP HD 38 Fox Sports Southwest HD 85 WGN HD 39 Fox Sports Plus HD 86 Game Show Network HD 40 SEC Network HD 87 TV One HD 41 SEC Overflow HD 88 AXS TV 43 NBC Sports Network HD 89 Motor Trend 44 The Golf Channel HD 90 Great American Country HD 45 El Rey 91 Outdoor Channel HD 46 The Tennis Channel HD 92 Nickelodeon HD 47 Fox Business Network HD 93 Nick Jr. HD 48 Fox News Channel HD 94 TV Land HD 9

95 Comedy Central HD 96 Paramount Network HD 97 BET HD 98 MTV HD 99 VH-1 HD 100 INSP 101 Galavision 106 IFC HD 107 SundanceTV HD 130 KAFT-DT Create Fayetteville, AR 131 KAFT-DT PBS Kids Fayetteville, AR 132 KAFT-DT World Fayetteville, AR 133 KTHV-DT The Justice Network Little Rock, AR 134 KTHV-DT Quest Little Rock, AR 136 KATV-DT CometTV 137 KATV-DT Charge TV Little Rock, AR 138 KATV-DT TBD TV Little Rock, AR 142 KARZ-DT Bounce TV Little Rock, AR 145 KARK-DT Grit TV Little Rock, AR 146 KARK-DT Laff TV Little Rock, AR

Attachment A

Additionally, any resultant contract/agreement will include the following:

1. Nothing in this Agreement shall be deemed to waive the sovereign immunity of the State of Arkansas, Arkansas Tech University, the Arkansas Tech University Board of Trustees, or Arkansas Tech University administrators, officers, faculty, staff, employees or agents.

2. This Agreement shall be governed by the laws of the State of Arkansas. The exclusive jurisdiction for any dispute by Company regarding this agreement shall, pursuant to A.C.A. §19-10-204, shall be the Arkansas State Claims Commission.

3. Company agrees that it is solely responsible for complying with all laws as well as obtaining all required permission, licenses, or other authority for all items, services, goods, products, or activities that it performs or provides. Violation by Company or its employees of local, state or federal law during the performance of the contract shall permit the University to cancel this contract immediately with no penalty. Further, Company states that it is in compliance with all applicable laws and further, that it has or will obtain all required and necessary rights, licenses, titles, and permits necessary for all items, services, goods, products, or activities to be performed or provided. Company further agrees to fully indemnify and hold harmless Arkansas Tech University from any and all copyright, copyright infringement, license, royalties, title or other claims that arise or are made as a result of Company’s service, goods, product, or activity on the campus of, or provided to, Arkansas Tech University.

4. Company agrees that it will be solely responsible for any harm, damage or injury that it, its product, its equipment, its goods, its service, or its employees, agents or guests cause or permit to occur to any person or their real or personal property as the result of Company’s actions or failure to act. Company further agrees to fully indemnify and hold harmless Arkansas Tech University from any and all losses, damages, or expenses, including reasonable attorney’s fees, arising out of or resulting from claims or actions for bodily injury, death, sickness, property damage, financial loss, or other injury or damage caused by Company’s product, goods, service or otherwise, as well as all claims alleging any negligent act or omission of Company, its employees, subcontractors, or agents.

5. The parties shall comply with all federal, state and local laws as required in connection with the performance of their obligations under this Agreement, including but not limited to, Executive Order 11246, as amended, Section 503 of the Rehabilitation Act of 1973, as amended, and the Vietnam Era Veteran’s Readjustment Act of 1974, as amended. The parties hereby incorporate the requirements of 41 C.F.R. §60-1.4(a) (7), 60-250.5 and 60- 741.5, if applicable.

6. Upon the signing of this Agreement by all parties, terms of the Agreement shall become available to the public, pursuant to the provisions of A.C.A. §25-18-501.

7. Licensor shall obtain and maintain in force and effect at all times during the term of this contract, at its sole expense, a general commercial liability insurance policy which policy shall have minimum limits of one million dollars ($1,000,000.00) per occurrence and two millions dollars ($2,000,000.00) in the aggregate.

8. Company will not assign or otherwise transfer its duties under this contract to another person or entity without Arkansas Tech University’s express written permission. Further, this agreement shall be binding upon the Company’s successors and assigns.

9. Company agrees that it will not allow any of its employees, subcontractors or agents to engage in behavior that constitutes sexual harassment.

10. The parties agree and understand that approval of this Agreement or any amendments to this Agreement are subject to review and/or approval by the Arkansas General Assembly and/or any committee or sub-committee of the Arkansas General Assembly in its or their sole discretion. The parties further agree that in the event such legislative review or approval is not granted or is otherwise withheld, this Agreement shall terminate automatically with no penalty to Arkansas Tech University.

11. Any information of Arkansas Tech University or relating to Arkansas Tech University’s business, including student information, which Company obtains as a result of the services contemplated by this Agreement, which information is not generally available to the public or subject to the Arkansas Freedom of Information Act, shall be considered Confidential Information. All requests for Confidential Information shall be directed to Arkansas Tech University’s representative, who will determine in his/her sole discretion whether disclosure of the requested Confidential Information is necessary to enable Company to perform the service under this Agreement. Regardless of how it is obtained, Company shall not disclose to any third party or parties, or use, except expressly for the sole purpose of performing its obligations under this Agreement, any Confidential Information given to Company by Arkansas Tech University or learned or developed during the course of the services under this Agreement, except that that Company may disclose such Confidential Information in order for Company to perform its obligations under this Agreement. Company shall cause all of its representatives to comply with the provision of this paragraph and shall be responsible for any breach by such representatives.

12. When Company handles or possesses personal and confidential Arkansas Tech University student, employee, faculty, staff or other individual’s data such as, but not limited to, home addresses, banking information, health information (including but not limited to medical records), social security numbers, credit card numbers, birth dates, or medical information, Company must have procedures in place to ensure that the confidential information is protected against unauthorized disclosure or theft. Company agrees to keep secure all information or data that it receives under this Agreement. Company further agrees that if it determines that the security of this information or data has been breached, it will notify Arkansas Tech University within 24 hours of when it had notice of the breach. In the event Company fails in its responsibility to keep secure all information or data that it receives under this agreement, Company agrees to be fully responsible for all damages to any person or entity that result from the breach in security.

13. Company agrees that any data provided to it by Arkansas Tech University under or pursuant to this Agreement: (a) will be used by Company only for the purpose of performing this contract; (b) will be treated as confidential information; and (c) will not be used, sold or shared with any third party inconsistent with this provision.

14. Upon termination of this Agreement Company shall, upon request, aid and assist Arkansas Tech University in the retrieval or return of any or all of the University’s data or records that are in the possession of Company.

15. During the performance of this Agreement, Company shall remain in full compliance with the General Data Protection Regulation.

16. In the event the Arkansas General Assembly fails to appropriate sufficient funds or make monies available for any fiscal year covered by the term of the underlying agreement, the underlying agreement shall be terminated on the last day of the last fiscal year for which sufficient funds were appropriated or monies made available for such purposes. This provision shall not be construed to abridge any other right of termination the University may have.

17. The underlying agreement may be terminated at any time upon thirty (30) days’ written notice by either party. Any such termination of the agreement is without prejudice to any obligations or liabilities of either party already accrued prior to such termination.

18. If any local, state or federal government or government agency changes or amends any laws, rules, or regulations affecting the rights, requirements, or relationships contemplated herein, Arkansas Tech University reserves the right to amend this Agreement in order to bring it into compliance with such changes.

19. Pursuant to A.C.A. §21-1-503, Company certifies that it is not currently engaged in, and further, hereby agrees that for the duration of the contract, not to engage in, a boycott of Israel.

20. The parties agree that pursuant to A.C.A. §19-11-247, before a contract is ratified and affirmed under subdivision (c)(1)(A) of A.C.A. §19-11-247, it shall be presented to the Legislative Council or, if the General Assembly is in session, to the Joint Budget Committee, for review if the contact is required to be submitted for review under A.C.A. §19-11-1006.

21. Pursuant to Act 557 of 2015, and A.C.A. §19-11-267, the service criteria for this Agreement is as follows: to provide competent services in the area of advertising as well performing all items set forth in paragraph one (“The Services”) of the Agreement.

Acceptable performance of this Agreement shall be measured as follows: The Company shall perform its services consistent with the professional skill, quality, timeliness and care of other entities that perform/provide the same or similar advertising and public relations services.

Neither the University’s review, approval, or acceptance of, nor payment for, the services required under this contract shall be construed to operate as a waiver of any rights under this contract or of any cause of action arising out of the performance of this contract, and the Company shall be and remain liable to the University in accordance with applicable laws for all damages to the University caused by the Company’s negligent performance of any of the services rendered under this Agreement.

In the event that the Company shall fail to maintain or keep in force any of the terms and conditions of this Agreement, the University may notify the Company in writing of such failure and demand that the same be remedied within 10 days. Should the Company fail to remedy the same within said period, the University shall then, in its sole discretion, have the right to immediately terminated this agreement without penalty.

22. Company hereby approves all strikethroughs and deletions made by the University to the face of the Agreement, and further agrees that the terms of this Addendum supersede and are controlling over any conflicting terms set forth in the Agreement.

______Signature Date

Printed Name and Title