Digital Signage Software and Services RFP Questions and Answers

1. Please verify total license count on this RFP? 145? (Page 2)

a. The actual production count is 143. 4th District has an additional 4 devices for testing and lab related work bringing the total to 147.

2. Please verify Insurance Requirements and minimum limits (Pages 28-31). If software is delivered electronically, no on-site presence, are these insurance requirements MANDATORY requirements? Paragraph XV notes that Contractor shall not commence work under the Agreement until they have obtained all the insurance described below and the State has approved such insurance.

a. The insurance requirements listed are mandatory.

3. Is there going to be a short-listing step? a. The process for vendor selection is as follows:

i. Written responses evaluated and scored by Evaluation Team ii. Software Demonstrations

iii. Client interviews iv. Top 3 vendor candidates interviewed v. Final Selection and award notification

4. Is there going to be a “bake-off” /trial period?

a. Based on the process outlined in #3, there is no trial period. The State/District will use the outlined process to select the best solution and solution provider. The State/District may, at its discretion, limit the term of the final contract to establish that trial period.

5. Should we specify and quote the displays? What sizes are required for displays? a. No displays are presently required. All solutions referenced in Appendix I are fully in

place and any replacement would include software and services only.

6. What screen resolutions are preferable? a. 1080P is presently native resolution.

7. What is the plan for device management & control (agents/SNMP/etc - monitoring|

remote RGB value settings, On/Off)? a. The District presently uses Samsung’s MDC for wayfinding displays however the

District plans to implement a Digital Device Management solution which would encompass all devices. That solution has not been selected at this time but would expect that solution to be in place prior to June 2019.

8. Do we need to integrate with windows solutions or does our system need to run on windows?

a. Any solution proposed should either run on Windows OS devices or the vendor should plan to re-image existing devices to run on an alternate OS as part of their services plan. Courts is a Windows oriented organization, using MS-SQL, Windows Server, Windows OS on NUC’s, etc. While we are not opposed to other devices, we have very limited experience with non-Windows devices.

9. Are Windows devices/players already available? Or need to be supplied? a. Windows media players are presently installed. No new devices are required to meet

the expectations expressed in or as part of Appendix I solutions.

10. Can you provide detail as to why MS Windows is a requirement for player software? a. As stated in #8, The Judicial Branch is a Windows based organization, and its present

skillsets reside in that space. The introduction of non-windows devices and operating systems is neither encouraged nor discouraged, but a compelling business case should be established that provides good rationale for any proposed change.

11. Can you detail as to why MS Media Player is a requirement? a. MS Media Player would be a standard option on a Windows platform. The District is

open to other options, but the vendor should establish a reasonable business case for their recommendation.

12. Is there an opportunity to spec built into monitor players?

a. For any new solutions, outlined in Appendix J, the State/District is open to vendor proposals. The 4th District is interested in managing its own hardware procurement but would be interested in any partner suggestions.

13. Is there an opportunity to spec standalone appliances for players? a. Media players are already in use in most of the deployed solutions. Dedicated PC’s

are used in 2 Kiosks

14. Who is responsible for the implementation of InfoSec on the OS of the player and server? Who will manage the security on the server OSs and player OSs/MS windows?

a. To this point, the software vendor has been responsible for securing their ‘system’ which includes servers and players. Going forward, we would expect the vendor to ensure that the server side of the solution is secure. Assuming a District chooses to purchase, image and deploy its own media players, the District must assume the security of those devices.

15. Is there any interest in SaaS?

a. The State is interested in a Software as a Service solution.

16. Are there any screen matrixing? More than one screen per player? Or LED type large venue displays?

a. No. There is no screen matrixing taking place. There are no large venue displays presently installed. The largest display in the existing mix is 65-inches.

17. How many concurrent users will access the server at the same time?

a. Presently, we would see the total concurrency across the system as no more than 5 users.

18. Is there a need to segregate players into different groups for different administrators? Aka multitenancy with permissions?

a. The idea of logical groups is of great interest. Most of Minnesota’s Judicial Districts represent more than a single county, so being able to logically group devices is very important. In most instances however, systems would be

managed by a single administrator. It would also be most helpful to be able to secure local content managers to a specific group of devices and allow the user to self manage their content, without disrupting templates and related shared or common content.

19. Is there need for server redundancy?

a. There is no present need for server redundancy.

20. What are the full specs of the current media players being utilized? a. Presently, we are using NowMicro 5010 media players. Specs can be found at the

following link: https://nowmicroplayers.com/Embedded/MP/DMP-5010N-5300N

21. Do the current media players have HDMI or other INPUTS (not outputs)? a. The media players have multiple I/O options (USB 3.0, Lan/RJ45).

22. IV – C - What exactly needs to be migrated from the existing solution (data, content

templates, etc.)? a. The Districts would look to move each of the presented solutions in their entirety.

Since the goal is to have a more robust solution set to work with, everything worth migrating should be moved to the new solution set. Those things that do not migrate well, will need to be re-constructed in the new solution set. Similarly, if the new solution has a better means of achieving the desired end, then would be interested in exploring those options.

23. Appendix H – 2.c - Is it already determined how many levels of permissions are needed (super admin, district admin, etc.)?

a. It has not been determined how many permission levels would be needed, however, the following considerations should be kept in mind:

i. Each District would have its own data/content container. ii. Each District would need at least one Administrator that has access to

everything. iii. State Court Administrators Office will need to manage the server layer

(assumes an on premises solution) iv. Since lines of business have unique content, and some content changes

daily, it would be helpful to be able to group devices and assign permissions to manage content on only those devices.

24. Appendix H – 2.e - What would the library of shapes be used for within the content? Does text need to be inside of the shapes? Is it masking images? Is it only going next to text?

a. Multiple languages are spoken and actively translated in Minnesota. Common symbology for common features such as elevators, escalators, restrooms, telephones, parking, as well as arrows are commonly used. These symbols are added as elements in wayfinding displays and other general content.

25. Appendix H – 2.h - Can (restricted) outside access be given for our cloud solution to interact with any on-premise server(s)?

a. Yes, a limited access structure can be established, if that is required.

26. Appendix H – 2.h - What are the existing live data feeds (2.h.iv) that would need to be integrated?

a. Alpha Rosters, On Deck, CaseQ, and Lobby Calendar displays all receive data feeds from the case management system. Lobby Displays and Alpha Rosters receive updates every 15 minutes and do a session refresh at mid-day (roughly noon) when the afternoon calendars get pushed.

27. Appendix H – 2.i - Does “moving images” refer to drag and drop videos? a. Yes, whether actual video or animation.

28. Are you open to us quoting an option to provide Chrome players to replace the current

windows players, along with benefits? a. Yes. Please explain if Chrome players are a requirement to make the proposed

solution function. Appendix J is a listing of existing in place solutions (hardware and software) and vendor proposals must identify if the new solution could re-use existing hardware, if modifications would be required to that hardware or if hardware would need to be replaced to achieve the stated goal. Please also provide a business case to help rationalize the proposed new investment.

29. Appendix H – 4.b - What are the different types of devices that need to be supported without limitation?

a. The District has Display/Media Players in display only functions and Kiosks (Touchscreen Displays with Media Players) in a floor mounted configuration. Two Kiosks (Government Center, Public Service Level) have dedicated PC’s rather than media players installed.

30. Wayfinding is building/location specific – should we only include the one government center in our main pricing, and the other four on page 60 in the “future enhancements” pricing section?

a. Yes. The Government Center wayfinding solution is already deployed and would require migration to new solution.

31. Appendix J – 5 - Do the service kiosks include the ability to pay at the kiosk itself (credit card reader, etc.)?

a. No. There is no credit card reader or cash exchange function on those devices. The ability to pay a fine is enabled by opening a limited function browser and connecting to the State Court’s Pay My Fine site.

32. Appendix J – 6 – Is the printer controlled from the kiosk, or does the kiosk queue up print jobs to a print server or something similar? Are you open to texting/emailing this information instead of printing, in order to simplify the process for users?

a. The kiosk prints to a managed printer in the Jury Office space. The printer is not controlled by the kiosk itself. We are not texting or emailing information to jurors. That may be a future enhancement but is dependent on the Jury software to provide that set of features.

33. Would you be open/interested in us integrating with third-party services to simplify the content creation aspect?

a. The State and District are open to vendor proposed solutions that better meet the needs outlined. Depending on the nature of the engagement, State/District may require an independent agreement with all 3rd parties to ensure its privacy, security, and confidentiality requirements are met.

34. Would you be open to us designing templates for content whenever needed (as a service included in our pricing), rather than having templates created within the CMS? This would ensure well-designed, consistent designed templates placed on all screens, and reduce cost long-term

a. Yes.

35. It is our understanding that we are only to submit pricing estimates for the 4th District displays, and the other district displays are to be handled in the future. Can you please verify?

a. Yes, your understanding is correct. The goal is to deploy the software centrally and configure it so each District has access. Each district then decide if, when and how to migrate to the new solution.

36. How many users current, and expected by the time of install completion in July 2019? a. Currently, there is 1 primary user of the system. At the time of completion the District

would expect 4-5 users, and ultimately 10-15 Statewide.

37. Current player devices for the Displays: a. See #20

38. What Operating systems are in use (ex: Windows XP, 7, 8, 10, Android, Apple, etc)

a. Currently Windows 7 and 10.

39. Approximately how many devices greater than 3 years old? a. There are no devices older than 3 years.

40. What information or reports do you prefer for the Financial Stability part?

a. Financial statements for the last 2 years is sufficient to an indication of financial stability.

41. Appendix I & J – Display lists: a. Anoka – what is “split” Alpha? Does that mean the Alpha Roster or the video is being

split? i. Split Alpha means the Alpha Roster is split across multiple displays and,

depending on volume, is spread across several pages on each display.

b. 4th District – Violations bureau, it says queue management, but it says the content is a calendar. Can you please clarify what shows on this display?

i. Q-Flow

c. 2nd & 10th District – is “On Deck” the same queue system? Q Flow? i. Q-Flow is a product licensed to us by ACF Technologies. It is a queue

management solution, focused mainly on walk in business.

ii. On Deck is a Tyler Technologies solution displaying the Days hearings. It uses case management data, presents that to courtroom staff who manipulate mass calendar hearings into an order in which they will be heard.

iii. CaseQ is a product licensed to us by Infax, Inc. It is similar to On Deck in that it uses case management data (same data used to fill Alpha Rosters) presents those records by courtroom, and permits the ordering of those hearings and then presents that to the courtroom and corridor displays, five records at a time, and updates as hearings are completed and next hearing is called.

d. Problem solving courts i. Problem solving courts has displays in the

corridor that provide general content. Displays in the courtroom display specific content for each session. This would be better managed as SharePoint content as it is list data. Below is a sample of the general content.

42. Can you provide more details on the content showing on these displays?

a. Included in #41

43. Can you provide more information about your idea for a Sharepoint list? What program in Sharepoint would be used to generate the list? How is it exported as a feed?

a. Problem Solving Courts displays the names of Star Students/Participants during weekly sessions. This information is collected and sent to the software specialist who updates the content daily. The goal is to have the department manage this content themselves. The present software does not safely enable the local addition or manipulation of that content and does not restrict users to specific displays.

b. SharePoint is widely used in the District and a SharePoint list with a selected view of session specific content would be used to generate the display content. This would permit the departments to effectively manage their data without the access and application concerns.

44. Are you open to other options besides a Sharepoint list, if it allows court staff an easy way to update?

a. Yes, we are open to options, as long as the solution manages the content, limits users to a defined set of displays, is very easy to use, and ensures that common template elements are not included as part of the end user managed content.

45. Are the wayfinding displays touch interactive or just looping content? a. The wayfinding displays are looping/static content.

46. SQL / FTP Data Source (this is one of the most important parts)

a. How often is the feed to the displays updated or refreshed? i. Beginning at approximately 7am, the displays received an updated data set

every 15 minutes. There is a mass refresh at noon, where the morning calendar is completed and the afternoon calendar data is received.

b. What feed is being used currently? Is it a hosted web page that the display points to, or is there a built-in widget or app to pull the data, or is there a file that is transferred to each player device and stored locally? Other?

i. Case Management extracts the data and sends it as an FTP to the District. District inserts that FTP data into a locally hosted .sql database and uses that to feed the displays.

c. Can the SQL create live feeds via XML, RSS? i. The district has no experience with this, so it may be possible.

d. Is there an API available for us to dynamically pull information from your SQL

database? If so, can you provide a link to the documentation? i. There is no API or predefined queries that provide the data. All table data is

extracted via scripting.

e. If the above feeds are difficult, can a formatted web page be provided, hosted by MN Judicial branch that shows the data, and we simply point a display zone to that web page and trigger timed refreshes?

i. The above feeds are not difficult and the district does have direct access to the sql table.

f. If XML feeds, can separate XML feeds be provided for each set of filtered content to be shown?

i. Yes. Wayfinding displays all have filtered content appropriate for the specific floor.

47. Q Flow: a. The Project Pricing table does not list Q Flow as an item to provide pricing for (IV part

D), however, it is listed in the displays list. Shall we provide pricing to replace the Q-Flow system with a new queue management solution?

i. No. Vendors should consider how they would integrate Q-Flow into their display solution.

b. If so, can you describe how this Queue management system currently operates? Please also include features you may like to see, or processes that may work better for you.

i. The current queue management system is used to direct customers to different service locations in a given area. Our customers are directed to check-in at a reception desk where our staff determines the type of services the customer is looking for. The customer is then given a numbered ticket and asked to wait for that number to be called. Based on the type of services needed, a staff member assigns that ticket to themselves. The number is then displayed on a monitor and announced in the waiting area. The customer then proceeds to that service location. Once the staff member has finished working with the customer, the staff member closes the ticket in the system. The system collects data throughout this process. The data is then used to generate numerous reports that account for wait times, service times, and service totals. Overall, the system is currently meeting all of our business requirements. There are future relocation projects for some of the areas using the system. It may be helpful in the future to display the queuing information in areas outside of the waiting area.

48. Self-service kiosks – a. Multi-language; what languages? What information is translated (for example, is the

Alpha Roster info also translated? How/what methods are currently used to provide translated content?

i. The kiosks are presently translated into 3 languages besides English. They are: Spanish, Somali, and Hmong.

ii. Presently, the District provides/secures translation services and provides the content to the existing vendor for loading in areas where the District does not have access. In areas where the District can manage its language based content, the District adds its own content.

iii. All kiosk screen literals, FAQ’s, Locations, and Directories are translated. Pay My Fine and the results of Case Search are not translated. The Case Search function uses the Alpha Roster data to produce a result set which is presented back in English.

iv. Alpha Rosters, Lobby Displays, and Wayfinding displays are currently in English only.

b. Pay my fine - does the kiosk link to a web page? Or is there a credit card terminal built in?

i. See #31 c. Is the information on this kiosk updated from a cloud source? If yes, what software or

database contains the information? Is there an API to access to this data? i. No. See #31

49. Aside from the Alpha Roster; How often is the OTHER information updated in the kiosk? a. The Kiosks on the public service level were deployed in December 2017. They will be

due for a revision in the fall of 2018.

50. Jury Check in – a. What is the current Jury Management software where data is pulled? Where can we

find the API documentation that is mentioned in the RFP? i. The State uses the JSI Web Gen platform for Jury Management. The District

owns the JSI Access Module API set. Since this is licensed software, documentation cannot be publicly shared until a vendor is under contract. There is a generic marketing brochure on JSI’s website;

ii. http://www.jurysystems.com/product.php?id=9

b. Are you open to a paperless system if possible? Perhaps work certificates that can be emailed or texted?

i. The State is exploring paperless options for the Jury solution set but no decisions have been made and no changes to State Jury Rules proposed at this time. Until paperless processes have been implemented, paper documentation will be required.

51. Can we meet for a walk-through? It would be helpful to see the Jury Check In Kiosk, Self Service Kiosks…many questions on this.

a. A walk through will be conducted on Friday, April 13, 2018 at 9am at the Hennepin County Government Center, beginning in Room A-1725.

52. Within the Requirements Section: Appendix H - 2L, it states that the solution must support media players running 64bit Windows 7 and Windows 10. This appears to be a mandatory

requirement? Would the Judicial District consider media players running other operating systems such as Linux if compelling reasons were provider by the respondent?

a. Yes. As stated in #10, the State is a Windows based organization and is most familiar with Windows based solutions. We are not opposed to other solutions, simply that we have no expertise with those solutions.

53. Section III – Project Goals, page 2: Acquire a digital signage software solution that provides an enhanced tools set with built-in integrations, improved operability, and a full developer’s tool kit, which will enable the district (and the State) to move its program forward. How granular does the developer’s tool kit need to be? Are you looking for a solution where you can add new sites and update data and content? Or do you want to be able to recreate the full solution for additional sites and integrate into other existing software solutions like a traditional SDK would allow?

a. The real goal is to have a single content management solution where all applications can be safely and securely managed, updated as needed from a single source, and scheduled to play from a common schedule, regardless of where or who created the content.

54. Section IV – Project Requirements, Subsection A – Requirements – Software – Summary,

page 2: The solution must be able to develop, schedule and house signage content. Are there examples of the type of content you would like to be able to develop within the solution?

a. The District routinely updates its static solutions with updated backgrounds, improved text, and new content. A broader set of software features and functions will enable the District to perform these modifications more quickly, but take a more creative approach to how that content is presented to the public. The district also wishes to add content to our kiosks, modify backgrounds, add graphics, add video, and improve the user experience with the devices.

55. Section IV – Project Requirements, Subsection A – Requirements – Software – Summary,

page 2: The solution runs on generally available media players, small form factor PC’s, and displays and requires no proprietary devices There is not a section for hardware pricing. Is the district planning to use existing hardware for media players, displays and cables? If so, can you provide the specifications of the existing media players to determine if they meet the minimum requirements for system functionality? Different display locations have different requires and would have different minimum requirements. If new media players are required, different cables or adapters may be required.

a. See #20 for player information b. Presently the District has deployed all Samsung Commercial LED Displays with

common sizes in 42-inch, 48-inch and 65-inch sizes, depending on the application.

56. Section IV – Project Requirements, Subsection C – Expectations, page 3: Vendor will provide assistance with the migration of existing solutions in the Districts using the existing solution.

What existing digital signage systems are in place that content needs to be migrated from? Do they provide system outputs for migrating data? What is the content that will be migrated? Can you provide examples of the data information pulled from the different data sources referenced (SQL, FTP, SharePoint, Cal, etc.)?

a. There is a single vendor solution presently in place. Vendors should assume that no API or easy export mechanisms exist. The content to be moved would include stored video (which we have physical media), custom pages, kiosk applications, and data filters used to accommodate the existing solutions.

57. Section VI – Project Milestones, page 4: Vendor will install the solution in the State Court Data Center within 10 days of receipt of the first Work Order. Is this requirement based on software only, after all custom integration has been determined and completed? Is a work order issued after the integration is completed?

a. Once a contract has been signed, a Work Order (with an accompanying statement of work and quotation) is issued and signed by all parties. A District Purchase Order is also generated encumbering the funds and authorizing the vendor to invoice the district for goods and services. Once the Work Order and Purchase Order are received, the vendor should not hesitate to either initiate the install or to provide the necessary connections to systems. June 2019 remains the goal to have all solutions migrated.

58. Section VIII – Submission Requirements, Subsection B – Project-Related Submission

Requirements, Number 4, page 7: A URL or other suitable means of access (flash drive, CD/DVD) to a vendor’s product to provide the ability to test the system available to multiple testers; Are you asking for a URL or other access to test the general system user interface? Are you also wanting a URL to the custom interfaces? Usually the URL is to the live production system.

a. In order to appropriately test proposed solutions, access to a non-productive system is a need. Vendor should decide how best to deliver or accommodate that testing and evaluation need.

59. Appendix H – Digital Signage Software Solution – Requirements, Subsection 3 – Solution

Content Management, Compatibility, Letter C, page 54: The solution must be able to integrate 3rd party developed applications or custom built solutions as part of its content management base, and schedule, manage, or deploy those applications on designated devices. What kind of 3rd party applications would you want to be able to integrate?

a. The District has considered options such as 3 dimensional wayfinding, video walls, and kiosk based solutions. Since these projects involve skill sets the District does not possess, any solution created would be a 3rd party application. As such, the District would look to have that app inserted into the content management solution for longer term management and support.

60. What format is the C-11 Alpha Roster available in? XML, RSS, API call? a. The C-11 alpha roster data is our standard sql data, filtered to only display the

hearings applicable for 11th floor courtrooms.

61. What version of SharePoint are you using? a. 2013

62. Page 2, Section IV. Project Requirements, A. Requirements- Software- Summary: “The solution must be capable of drag and drop HTML 5 development for users with limited or no coding expertise” – Does the District need to modify HTML code within the software or is the District looking for a system that supports HTML?

a. The immediate need is to be able to modify existing HTML code, primarily for kiosk solutions. The longer term objective would be to be able to develop enhanced or new kiosk solutions and extend our existing features set.