Project Overview Minnesota State is seeking proposals for the replacement of its Nursing Simulation Lab video capture and debriefing system. The proposed solution must provide a reliable, secure, and scalable platform to observe, capture, live stream, manage, and share simulation-based video and audio from up to four (4) lab bays simultaneously. The system must support both live and recorded instructional workflows, including the ability to disable recording for group simulations, while ensuring compliance with institutional security and regulatory requirements. The solution will serve: Up to 8 concurrent students (approximately 2 per bay) Approximately 150–200 students per semester Technical/Functional Requirements Provide an on-premise application and storage system supporting a 4-bay simulation lab Include server and storage infrastructure, sized for 4 bays (3 cameras per bay), Minimum of 1080p at 30 fps recording. The required data retention of a mimimum of 30 days. Include backup and restore capabilities The solution must integrate with Azure Active Directory (Azure AD) using SAML and comply with SOCT2 Type II, HECVAT, FERPA, and HIPAA The solution must support simultaneous capture and/or live streaming for up to 4 bays for the following. One-on-one simulations with recording (instructor-controlled start/stop) and secure storage Group simulations with live streaming only, enforcing a no-recording policy Allow toggling between fixed lab feeds and mobile camera feeds in other lab spaces Debriefing playback functionality Equipment required Per bay (4 bays total): 3 cameras 1 microphone 1 wall-mounted speaker Additional equipment: 1 nursing-station camera 2 mobile camera carts with: Wireless connectivity Minimum 8-hour battery runtime Real-time capture and streaming capability Enable secure sharing of recordings with students and authorized reviewers Provide live and recorded closed captioning Provide Installation of equipment by August 2026. Provide Service Level Agreements (SLAs) with defined response and resolution times Provide Software Agreement or End User License Agreement. Provide ongoing technical support and software updates Provide comprehensive user guides and training materials. Training for faculty and adminstrators Provide a minimum 5-year warranty for all supplied AV hardware and software components 1-year warranty on installation. Budget The budget for this contract is anticipated to be $150,000. This budget includes: Hardware Licenses Professional Services – (installation and configuration) Travel Costs Training Shipping Warranty and support Pre-award Informational Meeting Minnesota State will hold a Voluntary pre-award informational meeting on Tuesday, May 19, 2026, at 9 AM at South Central College, 1225 Third Street SW, Faribault, MN 55021. It is recommended that all potential or interested respondents attend the meeting. Minnesota State reserves the right to name a date which all responding Vendors will be invited to present demonstrations or participate in an interview. Selection Process The selection process includes the Dean of Health Sciences, the Nursing Practical Instructor, the Classroom Technology Specialist, and the Director of IT. This group will evaluate the proposals and make the final decision. Minnesota State reserves the right to select one or multiple vendors if it is determined to be in the best interest of the institution. Evaluation Factors The following factors and their identified weight will be used to evaluate the responses: Topic Factor Weight Adherence to Minnesota State Terms and Conditions. A statement of the objectives, goals, and tasks to show or demonstrate its view and understanding of the nature of the contract. 10 Work Plan. A description of the deliverables to be provided by the Responder, along with a detailed work plan that identifies the major tasks to be accomplished, and is used as a scheduling and managing tool, as well as the basis for invoicing. 30 Cost/Value. Identify the level of South Central College's participation in the contract, as well as any other services to be provided by South Central College, and details of cost allowances for this participation. Identify costs, such as, equipment, installation, and travel time. 30 Qualifications of the Respondent and its personnel. An outline of the Responder’s background and experience with examples of similar work completed by the Responder and a list of personnel who will conduct the project, detailing their training and work experience. Resumes or other information about project personnel should not, if possible, contain personal telephone numbers, home addresses, or home email addresses. If it is necessary to include personal contact information, please clearly indicate in the proposal that personal contact information is being provided. 10 Completeness, thoroughness, and detail of the response Completeness, thoroughness, and detail of the response as reflected by the proposal's discussions and coverage of all elements of work listed above. 10 Accessibility A completed response to the linked Voluntary Product/Service Accessibility Template(s)®(VPAT) for all software, hardware, and websites as applicable (guidance available in the ‘Products’ tab). The response must contain adequate information to evaluate the responsiveness to the accessibility standards (e.g., a completed VPAT or equivalent). 10 Total 100% Minnesota State reserves the right to name a date to which all responding Respondents will be invited to present demonstrations or participate in an interview. Minnesota State does not agree to reach a decision by any certain date, although it is hoped the evaluation and selection will be completed by the contract terms date identified. Contract Terms Minnesota State desires to enter into a contract with the successful Respondent(s) effective July 1, 2026, or on the date the last recognized signature is obtained, whichever occurs later. The length of such contract(s) will be 5 years. If Minnesota State and Respondent are unable to negotiate and sign a contract by July 15, 2026, then Minnesota State reserves the right to seek an alternative Respondent. Non-Disclosure Agreements Minnesota State is unable to sign non-disclosure agreements (NDAs). As a public institution, we are governed by Minnesota law and do not have authority to execute NDAs. That said, under Minnesota Statutes §13.37, subdivision 1(b) and subdivision 2, Minnesota State is legally required to maintain the confidentiality of trade secret information. Any information that qualifies as trade secret data and is properly identified as such in your response will be protected in accordance with these statutory requirements. Inquiries and Submission Instructions Minnesota State accepts all questions and bid submissions exclusively through Minnesota State's e-procurement system. Hard copy submissions, emails, or submissions through any other medium will not be considered. Each Respondent is solely responsible for the timely delivery of its questions and bids by the RFP date and time deadlines. Failure to meet the deadlines shall be grounds for rejection.
