10-Addendum 2 RFP 25-0163 Automated Temperature Monitoring System..pdf

Addendum: No. 2 Date Issued: August 12, 2025, Date Issued: July 12, 2025, REQUEST FOR PROPOSAL (RFP): 25-0163

BID OPENING DATE: August 14, 2025, (CHANGED)

REVISED BID OPENING DATE: August 21, 2025

RFP No: 25-0163 issued July 31, 2025, is hereby amended as follows:

The following documents are hereby incorporated in full text, page 2 -5 of this addendum:

a. Questions and Answers

b. Exhibit A - Sensors

c. Exhibit B - Laboratory Site Plan

All other terms and conditions remain unchanged.

LaKita Slack-Johnson

LaKita Slack-Johnson

Purchasing Buyer II

By the signature affixed below, Addendum No. 2 is hereby incorporated into and made part of the above referenced RFP.

COMPANY NAME:____________________________________________________

SIGNATURE:_________________________________________________________

NOTE: Company name and signature must be the same as on the original bid documents. Failure to return this form with your sealed bid may constitute grounds for rejection of your offer.

ADDENDUM TO REQUEST FOR PROPOSAL

RFP 25-0163 Automated Temperature Monitoring

Systems

PURCHASING DIVISION

Questions and Answers

Q1. RFP-0.6 - 11.6 - How many years of equipment maintenance would you like priced, and what type of maintenance?

A1. Vendors should provide pricing for annual preventative maintenance, on-site annual and semiannual calibrations, and repairs. This includes:

Once yearly PM visit and IQ/OQ test

Operating system updates

GMP/GLP IQ/OQ validation report

Calibration of temperature sensors with NIST traceable equipment

Warranty repairs

Free system training as needed throughout the year

24/7 telephone support

On-site service calls for warranty work

Parts and labor to restore the system to normal

Trade-out parts to minimize downtime

The City requests ongoing and continuous proposals for subsequent years following the initial term of one year and four years additional.

Q2. What type of equipment will you be monitoring? What is the quantity? Is there an official equipment matrix that will be provided to the bidders?

A2. The equipment to be monitored includes:

Incubators (various temperature ranges)

Refrigerators

Freezers (including combo units)

Water baths

Heat blocks

Walk-in refrigerator and incubator

Ovens

Quantities:

Approximately 53 temperature sensors are estimated to be required.

A walk-through is mandatory to finalize the equipment list and sensor/hardware requirements.

An official equipment matrix is provided in EXHIBIT A, which details temperature ranges and acceptance criteria per equipment type.

Q3. Question about 10.2 (“Include life-time free software updates.”) - please provide clarity.

A3. Per the specifications, the operating software must include lifetime free software updates for the version at the time of installation. This ensures the system remains current and functional.

Q4. Question about 10.3 (“Include support for at least 10 years”) - please provide clarity.

A4. Vendors are required to provide support for at least 10 years, including access to software updates, technical support, and availability of replacement parts. This long-term support is critical to ensure regulatory compliance and system reliability.

Q5. Will there be Ethernet ports available with Internet access for connecting the Temperature Monitoring System devices?

A5. Yes, the system must communicate and operate over the customer’s existing TCP/IP LAN/WAN, indicating that Ethernet ports with network access will be available for connecting monitoring devices.

Q6. Do you prefer cellular connectivity or Ethernet connectivity?

A6. Ethernet connectivity is preferred, as the system is required to operate over the existing TCP/IP LAN/WAN. However, the system must also be capable of operating independent of the PC or network, with built-in memory and backup nodes for redundancy.

Q7. Will the IT infrastructure of the facility be accessible for the system or do you need an independent system?

A7. The system is expected to communicate and operate over the City’s existing TCP/IP LAN/WAN and should be utilized for the temperature monitoring system. However, the system must also be capable of operating independently of the PC or network, ensuring continuous monitoring, alarming, and data collection even during network outages. A backup node is also required to take over if the main node fails.

Q8: May we attach additional pages to RFP-07 to provide detailed responses, as long as each is clearly labeled per the corresponding question?

A8. Yes, Vendors shall label as “Additional Documents”

Q9. If any existing temperature monitoring systems or equipment are currently in place at the Centralized Water and Wastewater Laboratory, will the selected vendor be responsible for removing, upgrading, or integrating any legacy equipment?

A9. No, the vendor is not responsible for removing legacy equipment.

Q10. Beyond meeting EPA, TCEQ, and NELAC requirements (Section 3.2.3), are there any additional regulatory reporting standards or audit documentation formats (e.g., FDA, USDA, or local health codes) that the system must support?

A10. The documents only specify compliance with EPA, TCEQ, and TNI (NELAC) requirements. No additional federal, state, or local reporting standards (e.g., FDA, USDA) are identified in the specifications.

Q11. The RFP outlines general system security requirements (Sections 6.3, 6.15, 6.27), including audit logs and password protections. Are there additional cybersecurity compliance standards the system must meet—such as FIPS 140-2/140-3, NIST 800-171, NIST 800-53, or

SOC 2?

A11. Compliance with industry recognized cybersecurity compliance standards may be listed;

however, no additional cybersecurity compliance standards are specified in the RFP beyond the stated requirements for secure user access, password protection, and audit trails. However, utilization of technological best practices will be considered when comparing proposals.

Q12. Section 6.14 specifies TCP/IP LAN/WAN and Section 6.31 mentions 2.4 GHz wireless operation. Can the City confirm whether other connectivity protocols such as Zigbee, LoRa, or Bluetooth are supported or restricted for sensor communication?

A12. The specifications only reference FCC-approved 2.4 GHz wireless transmission for sensors and TCP/IP LAN connectivity for the system. No other wireless protocols (e.g., Zigbee, LoRa, Bluetooth) are mentioned as supported or restricted.

Q13. The RFP references the need for a walk-through to determine the final sensor count (Section 3.2.5). To help with initial system architecture and pricing, can the City provide an estimated number of required temperature sensor points or monitored equipment types (e.g., number of freezers, refrigerators, incubators, ovens, etc.) prior to the walkthrough?

A13. Yes. EXHIBIT A lists approximately 53 temperature sensors for the identified laboratory equipment, including refrigerators, freezers, incubators, ovens, heat blocks, and water baths.

The final count will be confirmed during the required walk-through.

Q14. Section 3.2.5 refers to the need for gateway and connectivity hardware. Can the City provide a basic layout, floor plan, or information on the number of rooms or buildings at the Centralized Water and Wastewater Laboratory site to assist in gateway placement and wireless coverage planning?

A14. Yes, a site layout will be provided. Placement and coverage planning will be addressed during the mandatory walk-through. The Centralized Laboratory Water and Wastewater facility is a total of 17,000 square feet. This includes 10,500 sq. ft for laboratory areas.

Q15. Section 3.2.6 requires that all components come from a single manufacturer, but does not specify brand compatibility. Does the City have a preferred manufacturer or brand of temperature monitoring sensors for compatibility with any existing infrastructure, or is the City open to any vendor solution that meets the performance and compliance criteria?

A15. The City does not identify a preferred brand. The requirement is that all components must be new, from a single manufacturer, and meet all performance and compliance criteria in the specifications.

Q16. The RFP references system compatibility with TCP/IP LAN/WAN networks (Section 6.14) and compliance with EPA, TCEQ, and NELAC requirements (Section 3.2.3). Beyond these requirements, are there any additional expectations for integration with City of Fort Worth systems (e.g., internal databases, IT monitoring platforms, or alert systems), or external systems such as state or federal reporting portals or Laboratory Information Management

Systems (LIMS)? If so, please specify the required data exchange formats, protocols, or interface methods (e.g., API, HL7, FTP).

A16. The specifications require the operating software to export results directly to Microsoft Word, Adobe or Excel and provide web access but do not detail any other required system integrations, external reporting formats, or API requirements.

Q17. Section 4.2 of the RFP states that the contractor must be ISO 9001 certified and hold ISO 17025 accreditation for calibration services. Can the City clarify whether these certifications must be submitted as part of the proposal or if they may be provided upon contract award or prior to installation?

A17. The specifications state the supplier must be ISO 9001 certified and ISO 17025 accredited but do not specify timing for submission. Given the “must be” language, bidders should include documentation of current certifications with their proposal to demonstrate compliance.

Q18. While the scope outlines a wide range of temperature sensors (Section 13.1), it does not mention humidity or CO₂ monitoring. Can the City confirm whether monitoring of humidity or CO₂ is required in addition to temperature? If so, please specify the expected parameters and areas of application.

A18. No requirements for humidity or CO₂ monitoring are included in the RFP. The system scope is limited to temperature monitoring.

Q19. I unfortunately had other appointments yesterday and was unable to make the site visit. Is there any notes or drawings from yesterday that are available for reference?

A19. No, the site visit notes are included. However, Exhibit B – Laboratory Site Plan is provided in this addendum to illustrate the City's temperature monitoring needs.

EXHIBIT A

Sensor Qty Equipment Description Temperature Range Acceptance Criteria 16 Incubators-Double Stack 35.0°C ± 0.5 °C Acceptance Criteria 0.1°C

1 Incubators-Double Stack 39.0°C Acceptance Criteria 0.1°C

2 Incubators-Double Stack 26.0°C to 28.0°C

Acceptance Criteria 0.1°C

13 Refrigerator 0.1°C to 6°C Acceptance Criteria 0.1°C

3 Freezer Minus 20 - 30°C to 0°C Acceptance Criteria 0.1°C

1 Heat Block 56°C to 60°C Acceptance Criteria 0.1°C

3 Water Baths 35.0°C ± 0.5 °C Acceptance Criteria 0.1°C

1 Water Bath 44.0°C - 46.0°C Acceptance Criteria 0.1°C

1 Water Bath 44.5°C ± 0.2°C Acceptance Criteria 0.1°C

1 Refrigerator/Combo 0.1°C to 6°C Acceptance Criteria 0.1°C

1 Freezer Minus 20/Combo - 30°C to 0°C Acceptance Criteria 0.1°C

2 Walk-In Refrigerator 0.1°C to 6°C Acceptance Criteria 0.1°C

6 Oven 103°C to 105°C Acceptance Criteria 0.5°C

1 Oven 178°C to 182°C Acceptance Criteria 0.5°C

1 Walk-In Incubator 20°C ± 1°C Acceptance Criteria 0.1°C

Note: A total of approximately 53 sensors are generally needed for the project, though the exact number may vary. A walk-through is recommended before installation to determine the final sensor requirements.

- SENSORS

Rooms/Areas with equipment requiring temperature monitoring (most rooms have multiple pieces of equipment)

EXHIBIT B LABORATORY SITE PLAN