25-8334_Solicitation.pdf

Procurement Services Division

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

REQUEST FOR PROPOSAL (RFP)

FOR

PUBLIC SAFETY P25 RADIO SYSTEM MAINTENANCE AND

SUPPORT SERVICES

SOLICITATION NO.: 25-8334

STEPHANIE BOWDEN, PROCUREMENT STRATEGIST

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-8929

Stephanie.Bowden@colliercountyfl.gov

Any alterations to this document made by the Vendor may be grounds for rejection of the proposal, cancellation of any subsequent award, or any other legal remedies available to the Collier County

Government.

SOLICITATION PUBLIC NOTICE

REQUEST FOR PROPOSAL

(RFP) NUMBER:

25-8334

PROJECT TITLE: PUBLIC SAFETY P25 RADIO SYSTEM MAINTENANCE

AND SUPPORT SERVICES

PRE-PROPOSAL

CONFERENCE:

November 21, 2025, at 10:00 AM EST

SITE VISIT LOCATION:

DUE DATE: December 10, 2025, at 3:00 PM EST

PLACE OF RFP OPENING: PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FL 34112

All proposals must be submitted online via the Collier County Procurement Services Division Online Bidding System: https://procurement.opengov.com/portal/collier-county-fl.

INTRODUCTION

As requested by the Telecommunications Division (hereinafter, the “Division or Department”), the Collier County Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Request for Proposal (hereinafter, “RFP”) with the intent of obtaining proposals from interested and qualified vendors (also referred to as “Vendor”) in accordance with the terms, conditions and specifications stated or attached. The Vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated. All references to “Proposer” are also referred to as “Consultant,” “Firm,” “Offeror,” “Contractor,” and “Vendor.”

The results of this solicitation may be used by other County departments once awarded according to the Board of County Commissioners Procurement Ordinance.

The County is seeking a Vendor for managed services of the P25 public safety radio system, for both the fixed network infrastructure and terminal equipment. Historically, County departments have spent approximately $1,750,000; however, this may not be indicative of future buying patterns.

BACKGROUND

Collier County currently owns and operates a L3-Harris 800MHz P25 mission-critical public safety radio system.

This radio system covers Collier County and extends into five neighboring counties, encompassing nearly 2,300 square miles. The radio system comprises 15 tower sites, serving 11,000 public safety and governmental users.

This system must remain highly reliable and meet the operational and coverage requirements of public-safety first responders and public service agencies. The County also desires professional services for support of non- P25 communications systems, which are owned and operated by the County. A comprehensive contract is desired for the Managed Services of the P25 public-safety grade communications system, including pricing for communications equipment and accessories, as well as professional services for existing and future communications needs.

TERM OF CONTRACT

The contract term, if an award is made, is intended to be ten (10) years with two (2) five (5) year renewal options. Prices must remain firm for the initial term of this contract.

SEE ATTACHMENT D

https://procurement.opengov.com/portal/collier-county-fl

Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure.

The County Manager, or the County Manager’s designee, may extend the contract under all of the terms and conditions contained in the awarded contract for up to one hundred and eighty (180) days. The County Manager or their designee must provide the Contractor with written notice of the County's intention to extend the contract term prior to the end of the then-current contract term.

All goods are FOB destination and must be suitably packed and prepared to secure the lowest transportation rates and to comply with all carrier regulations. Risk of loss of any goods sold hereunder must transfer to the COUNTY at the time and place of delivery; provided that risk of loss prior to actual receipt of the goods by the COUNTY nonetheless remains with VENDOR.

DETAILED SCOPE OF WORK

The county is seeking a qualified Vendor to maintain the P25 public safety radio system, encompassing both the fixed network infrastructure and terminal equipment, as well as non-P25 communications and systems.

The Vendor will also provide pricing and labor rates related to communications systems, equipment, and professional services.

1. General Requirements:

1.1 Comprehensive maintenance services must be provided for the radio system, including both preventive and corrective maintenance, which includes communications system event monitoring, hardware and software maintenance, and scheduled network server and technology platform updates.

1.2 When applicable, a detailed Statement of Work (SOW)/Proposal must be provided by the Vendor for proposed services that are not included in the maintenance agreement.

1.3 Certifications and Licenses- All technical staff performing work must be factory-trained for the equipment manufacturers supported and possess a valid Federal Communications Commission (FCC) General Radiotelephone Operators License (GROL). The license must be submitted at the time of proposal submission. Failure to do so may result in the proposal being considered non-responsive and may not be considered for award.

2. P25 Radio System Event Monitoring and Incident Management Services:

The Vendor must supply all supervision, labor, service facilities, repair parts, test equipment, and supplies necessary to meet the service requirements as stated below.

2.1 Availability for Service Requests: The Vendor must provide a single toll-free phone number that answers 24-hours-per-day, 365-days-per-year, to accept service requests and to receive technical support.

2.2 Service Facilities: The Vendor must have a full-service maintenance facility available and staffed with factory-trained service technicians. The location and staffing level must be sufficient to meet the service requirements stated in this request for proposal.

2.3 Remote System Monitoring:

2.3.1 The Vendor must provide remote network monitoring of the system for security and maintenance purposes on a 7-day-per-week, 24-hour-per-day, 365-day-per-year basis.

2.3.2 Network monitoring must provide the Vendor with visibility of all system-specific elements' operating status, events, vulnerabilities, and alarms.

2.3.3 Use industry-recognized network and system monitoring tools that are compatible with P25 infrastructure and provide detailed event logs.

2.3.4 The Vendor will ensure that the following network elements are monitored:

• Radio Frequency (RF) system components, including transmitters, receivers, and antenna systems.

• System control components, servers, routers, and gateway devices.

• Dispatch system, including radio dispatch consoles.

• Network transport backbone including microwave, fiber, Multi-Protocol Label Switching

(MPLS) routers, and leased circuits.

• System operations and utilization, assuring maximum availability for users.

• Site facility alarms, including HVAC, UPS, generator, DC Power, dehydrator, and tower lighting.

• Data security systems and subsystems, including intrusion detection.

The Vendor’s Network Operations Center (NOC), which also includes an associated Security Operations Center (SOC), must be continuously staffed with trained technologists who can acknowledge events, execute diagnostics, and initiate incident management actions at the appropriate severity level (see Attachment C 25-8334 Severity Levels Chart).

Security Monitoring Services by the SOC must include incident management following the National Institute of Standards and Technology (NIST) response process.

Both the NOC and the SOC must be located within the United States of America and must be physically secured to permit entry only to authorized personnel, as determined by the Vendor. The NOC serves as the Single Point of Contact for all users, handling incidents, access requests, service requests, and incidents detected by or escalated to the SOC.

2.4 Severity Levels Definitions and Response Time Requirements:

2.4.1 Service Triggers

• Telephone call or email to report problems, or request site facilities access, to the

Vendor’s Network Operations Center (NOC) from:

a) Other groups of the Vendor’s organization, such as Field Operations or RF engineers.

b) County staff associated with the radio system operations.

c) Agencies and entities that own or manage physical facilities associated with the radio system.

d) Agencies, entities, and end users that operate radio equipment on the County radio system.

e) Event(s) detected by the NOC that resulted in an incident being ticketed.

2.4.2 Incident Response Communications

• Telephone call response (if service requested by telephone).

• Email response (if service requested by email).

• Incident being ticketed and notification of ticket, and actions being taken.

2.4.3 Incident Response and Resolution

• Conduct rapid diagnostics to identify the root cause of system incidents and apply corrective measures.

• Restore affected services to operational status in accordance with defined Service Level

Agreements (SLAs).

• Apply permanent corrective measures to prevent recurrence of system incidents, including hardware replacement, software updates, or configuration adjustments.

• Document all incidents, including description, impact, response actions, resolution, and downtime, within an incident management system.

2.4.4 Matrix of Severity Level and Incident Response Time – is shown on Attachment C (25- 8334 Attachment C-Severity Levels Chart).

2.5 Reporting and Communications:

2.5.1 Service Activity Reports must be provided weekly and monthly, in electronic format, including failure type, corrective action taken, the time the failure was detected, and the time the incident was resolved.

2.5.2 Fixed Generator Run Reports must be provided weekly in an electronic format, including the start and end time of all scheduled weekly fixed generator run tests.

2.5.3 Maintain active communication with technical representatives throughout the incident response and resolution activities.

2.5.4 Ensure that monitoring and incident management services account for interoperability with regional or mutual aid communication partners.

2.5.5 Coordinate planned maintenance, software upgrades, or configuration changes through a formal change management process to minimize unplanned outages.

3. P25 Fixed Network Equipment Radio System Maintenance and Support:

P25 fixed network equipment (FNE) is defined as site repeater stations and associated equipment, network switching center (NSC), console terminals, radio control stations, microwave backhaul equipment, gateway devices, inter-system interfaces, switches, routers, and servers, all as listed in 25-8334 Attachment A-Fixed Network and Terminal Equipment.

3.1 System Maintenance- The proposed maintenance contract must include costs associated with the restoration of normal service operations in the event of a radio system hardware failure or impairment, including on-site response.

3.2 Preventive Maintenance: The Vendor must provide preventive maintenance service to review, document, and validate system performance in a manner that will have the least impact on the end users from a coverage and availability perspective.

3.2.1 Quarterly system checks

• End-to-end voice test of all trunked channels and conventional at all sites and transmitter locations.

• Confirm proper operation of the P25 radio core, repeaters, dispatch consoles, and network components.

• Microwave Bit-Error-Rate (BER) and Received Signal Level (RSL) meet specifications.

• Review of microwave error logs as needed for any events causing unavailable seconds.

• Inspection of lightning arrestors and electrical grounding systems for damage.

• Provide a report via email, listing findings, noting both deficiencies and corrective actions to be taken.

• Empty trash and sweep floors as needed.

3.2.2 Annual Preventive Maintenance Checks on the following Subsystems:

• RF infrastructure equipment: Receiver sensitivity, transmitter power, carrier stability, and carrier modulation.

• Proper operation of the waveguide dehydrator.

• Antenna Combiner Operation.

• Multi-coupler operation.

• Noise floor at the receive multi-couplers is within expected levels.

• Sweep and Return Loss plots for all base station antennas.

• Provide a report with the results in digital format, noting deficiencies and corrective actions to be taken.

3.2.3 Preventive Maintenance work will be performed during normal working hours, and work will be scheduled at a mutually agreed-upon time.

3.2.4 Test and Measurement Equipment: All test and measurement equipment must be maintained and calibrated to NIST and equipment manufacturer standards.

3.2.5 Test transmitters, receivers, repeaters, and controllers to verify compliance with P25 standards and manufacturer specifications.

3.2.6 Inspect and align antenna systems, feedlines, and waveguides for optimal performance.

3.2.7 Apply approved updates, patches, and upgrades in accordance with the manufacturer's recommendations and the City’s policies. Validate proper system functionality following upgrades.

3.2.8 Inspect tower sites, shelters, grounding, and lightning protection systems.

3.3 Excluded Site Network Elements: The following network elements listed below are specifically excluded from coverage by this Maintenance and Support Services agreement. However, the Vendor is to include the following items in troubleshooting efforts, identify if replacement or repair is needed to restore operation, and notify the County within one business day of the findings. If replacement or repair is needed, the County may request hardware replacement and labor services from the Vendor on these items at prices and rates listed in the resultant Contract, or the County may elect to perform the work at the County’s expense.

3.3.1 Site Antenna Systems:

• Antennas mounted externally to the site equipment shelter – including antennas mounted on towers, building tops, or other structures.

• Antenna Feedlines mounted externally to the site equipment shelter, including Feedlines to antennas as noted above.

• Microwave System Antennas (dishes), waveguides, dehydrators.

• Antenna feedlines and cabling associated with desktop stations, control stations, and remote controllers.

• Batteries of any type. Batteries are considered a consumable item.

• Any Uninterruptible Power Supply (UPS) or power conditioning equipment and associated batteries.

• Tower Top Amplifiers (TTA)

• Console personal audio accessories (headset, earpiece, etc.)

3.4 Building, Maintenance, and Environmental-related Items

• Shelters – including lighting fixtures or bulbs, HVAC systems & Fire Suppression

Systems.

• Fences

• Roads and surface coverings

• Landscaping

• Generators and Generator Fuel Tanks

• Site Electrical Feed (whether underground or overhead)

• HVAC systems

3.5 Reporting and Communications:

3.5.1 Preventive Maintenance reports, the results of these tests must be provided within 30 days of completion to the County Representative, in electronic format.

3.5.2 Monthly meetings must be conducted in person, at a mutually agreed location within Collier

County, to review the service activity reports from the previous month. The Vendor must identify any systemic recurring issues for which corrective action is needed.

4. Software Maintenance Services, including System Security Maintenance

4.1 The proposed maintenance contract must include the costs associated with maintaining the infrastructure to the most current firmware and software versions, as well as maintaining the system’s security posture as recommended by the OEM (Original Equipment Manufacturer).

4.2 The Vendor must provide the County with, at a minimum, quarterly bulletins and alerts that announce and explain available system releases and updates, as well as security patches recommended by the OEM and third-party vendors, for deployment on infrastructure equipment.

4.3 The Vendor will notify the County of an optional available enhancement release or core release, and the costs associated with additional engineering or hardware required for each software release that the County can choose to order and install.

4.4 It is the Vendor’s responsibility to notify the County of each of these upgrades and coordinate a time that is amicable to all parties to install these updates.

4.5 Validate software updates and patches in a controlled environment whenever feasible to prevent disruptions to operational services.

4.6 Maintain a detailed record of all software versions, updates, and patches applied, including date, affected components, and responsible personnel.

4.7 Conduct regular system vulnerability scans and assessments to identify potential security risks or weaknesses in the P25 system.

4.8 Implement preventive security measures, including access controls, encryption updates, and monitoring for unauthorized activity.

4.9 Maintain tools and procedures to detect, isolate, and remediate malware, ransomware, or other cyber threats affecting system operation.

4.10 Provide detailed reports on system security status, vulnerabilities addressed, and recommended improvements to the Contracting Agency.

5. P25 System Technology Refresh and Upgrade Plan

5.1 The County desires to refresh critical system network elements and system software over the expected life cycle of the P25 infrastructure system.

5.2 Implement software and firmware upgrades to maintain security, functionality, and compliance with

Association of Public Safety Community Officials (APCO) P25 standards.

5.3 The Vendor must propose recommended enhancements to the maintenance services based on OEM recommendations and industry best practices.

5.4 Conduct a thorough assessment of all system components, including core infrastructure, repeaters, dispatch consoles, network equipment, and subscriber devices, to identify obsolete technology.

5.5 Include cost estimates and resource requirements for planned upgrades to support agency budget and procurement planning.

5.6 In addition, the Vendor must propose a technology refresh schedule based on an OEM-recommended replacement strategy.

5.6.1 This refresh will specify system release upgrades and any associated hardware upgrades or replacements that accompany the software upgrades.

5.7 Both hardware and software provided by the radio system OEM, as well as commercial-off-the-shelf providers (such as routers, switches, etc.), should be included in this planned upgrade strategy.

5.8 Coordinate all technology refresh and upgrade activities, including scheduling, resource allocation, and risk mitigation.

5.9 This upgrade plan is also to be reviewed on an annual or ongoing basis to maintain the security posture to industry and NIST (US Government National Institute of Standards and Technology) guidelines.

5.10 Ensure all new hardware or software integrates seamlessly with the existing system architecture and regional interoperability requirements.

6. Terminal (Radio) Equipment Maintenance: - Premium and Standard Tiers.

The Vendor must provide 2-tiered maintenance offerings for repair of terminal equipment as well as preventive maintenance, including

• Description of services to be provided.

• A fixed annual charge per terminal (radio) unit.

• List of items excluded from the maintenance plan.

Tier Intended User Group Repair of Covered

Equipment

Preventive Maintenance

Premium Public Safety Public Utilities First Responders

Yes (with listed exclusions)

Annual

Standard Government/Administrative Every 2 years

6.1 Both tiers are to have the same level of repair coverage.

6.2 The Vendor must extend these terminal equipment services to all agencies and entities that operate radio equipment on the Collier County P25 radio system.

6.3 Services to be Performed and Location

6.3.1 Preventive Maintenance will include radio transmit and receive performance tests, software and firmware upgrades to current manufacturer-released versions, that will be performed at a mutually agreed-upon location, scheduled with the County departments at the appropriate interval based on the above offering tier.

6.3.2 For repairs, terminal equipment must be serviced at the Vendor’s facility during normal working hours. Vehicles that cannot practically be delivered to the Vendor’s facility and terminal equipment installed in a fixed location must be serviced at the installation location.

6.4 Time to Repair: The normal estimated time of repair of terminal equipment after the equipment is delivered to the Vendor’s local facility is five (5) business days. The Vendor will notify the Division, either verbally or in writing, if a repair on an item will exceed five (5) business days.

After-hours service must be available 24 hours a day, seven days a week.

6.5 Terminal Equipment: Additions and Deletions- The current list of units for which the maintenance offering is desired is listed in 25-8334 Attachment A - Fixed Network and Terminal Equipment.

The quantity of units to be maintained and serviced may be added to or subtracted from the resultant contract while the contract is in force. New units purchased in any given budget fiscal year may be added to the contract in the quarter of the expiration date of the manufacturer’s warranty. All units added to or removed from service in a quarter will be added to or dropped from charges to the user in the following quarter. A model number and a serial number must uniquely identify each unit.

7. Critical Parts Availability for Urgent Repairs

7.1 The Vendor must maintain an adequate stock of spare parts and system-critical modules as required to maintain the radio system, and provide year-round, 24-hour ordering capabilities.

7.2 Ensure sufficient stock of critical components to support urgent repairs and replacements based on system size, complexity, and historical failure rates.

7.3 In addition, the Vendor must propose to Collier County recommended additional spare parts for the system, subsystems, and individual equipment that can be stored locally, to improve time to restoration.

7.4 This list must include items that will rapidly restore critical system functionality and allow for the expected timing for failed units to be sent in and returned from repair. Below is a broad list of types of spare parts to be stocked:

• Critical Field Replaceable Units (FRUs)

• Any infrastructure component that can cause a critical failure if it were to fail (such as

Base station antennas and other non-modular components)

• Repeaters, controllers, and base station modules

• Dispatch console components

• Network interface devices and routers

• Power supplies, UPS units, and backup batteries

• Spare for less critical items

7.5 All parts ordered on a priority basis must be delivered within 24 hours after order placement.

7.6 Critical parts must be readily accessible for emergency response, with procedures in place to deliver parts to affected sites within the agreed response times.

7.7 Ensure that technicians responding to urgent repair incidents have access to the required critical parts and tools to restore system functionality rapidly.

7.8 Monitor the lifecycle status of critical components to ensure timely replacement before end-of-life or obsolescence impacts the system's reliability.

7.9 In the event the Vendor plans to discontinue any part required for maintenance, a written notice must be sent to the County 24 months before the date of discontinuance to allow for last time buys and stock replenishment.

8. Installation Services: The installation (excluding new purchases), removal, or reinstallation of equipment must be performed by the Vendor, with approval from the County, at an hourly rate for professional services, plus the purchase of parts. Special work, not otherwise covered, will be performed at the rates established by the approved subcontractor, or may be performed by the County at the County’s expense. The Vendor will provide a quote to the County for written approval in advance of performing the services.

8.1 Site Preparation and Assessment

8.1.1 Pre-Installation Survey: Conduct a thorough site survey to assess environmental conditions, structural integrity, grounding, power availability, and other infrastructure requirements.

8.1.2 Site Preparation: Prepare sites for installation, including removal of obsolete equipment, electrical or structural modifications, and ensuring compliance with safety regulations.

8.1.3 Permitting and Approvals: Obtain necessary permits, approvals, or access clearances before installation services.

8.2 Equipment Installation

8.2.1 System Components: Install repeaters, base stations, controllers, dispatch consoles, antennas, cabling, network equipment, and other associated infrastructure.

8.2.2 Manufacturer Compliance: Ensure all equipment is installed according to manufacturer specifications, P25 standards, and applicable safety codes.

8.2.3 Integration: Integrate newly installed components with the existing P25 system architecture, verifying interoperability and coverage.

8.3 System Configuration and Testing

8.3.1 Initial Configuration: Configure all system components for proper operation, including network settings, dispatch console programming, and unit registration.

8.3.2 Functional Testing: Conduct operational testing to confirm proper performance of installed equipment, including signal coverage, audio quality, system alarms, and interconnectivity with regional systems.

8.3.3 Acceptance Testing: Perform formal acceptance tests to ensure the installation meets specified requirements.

8.4 Documentation and Transition

8.4.1 Installation Records: Maintain detailed records of all installation activities, including site surveys, equipment serial numbers, configuration settings, and testing results.

8.4.2 Training and Orientation: Provide basic operational orientation to agency personnel on newly installed systems as part of the transition process.

8.4.3 Final Reporting: Submit an installation completion report detailing work performed, test results, and any recommendations for future maintenance or upgrades.

9. Maintenance Services for In-Building Emergency Radio Communications Enhancement Systems

(ERCES):

The County owns and operates several public safety emergency radio communications enhancement systems (Public Safety Distributed Antenna Systems) located in County-owned buildings. In addition, the County reviews requests from system integrators and approves retransmission of frequencies of the P25 radio system in collaboration with the local Authority having jurisdiction (AHJ). The Vendor must be able to provide services as required by the AHJ and National Fire Protection Association (NFPA) 1221 and 1225, with respect to the following tasks:

• Periodic retesting and inspection of existing county-owned ERCES

• Grid and critical area RF coverage testing services, Support for new ERCES commissioning

• No-harm testing at designated P25 Tower sites as requested by system integrators for new system (ERCES) commissioning

• Capability to make test radios available for rental to system integrators to support

Delivered Audio Quality (DAQ) tests, Maintenance, and upgrades to county-owned

ERCES

10. Pricing for New Communications Equipment and Subcontractor Services:

The Vendor must provide, at the time of submitting the proposal, pricing information for the categories listed below:

• New terminal (radio) equipment and accessories, and related software

• Radio and communications system parts and spares

• Test and Measurement equipment

• Emergency Radio Communications Enhancement Systems Bi-Directional Amplifier

(BDA equipment)

• Computer equipment and accessories necessary for communication purposes

11. Pricing for Professional Services:

The Vendor must provide knowledgeable, trained personnel to perform services in support of the County-owned Communications Systems, including those outside of the P25 radio system. The Vendor will provide contract direct labor rates for the following positions:

11.1 System Technician

11.1.1 Provides intermediate-level troubleshooting and field repair of radio frequency communications systems and radio equipment.

11.1.2 Trains junior-level technicians and provides technical knowledge sharing with technical staff.

11.2.3 Performs and trains others on the installation, maintenance, and repair of communications equipment using defined technical procedures.

11.2 Maintenance Technician

11.2.1 Provides expertise for initial troubleshooting and repair of radio frequency communications systems and radio equipment.

11.2.2 Perform installation, maintenance, and repair of communications equipment using defined technical procedures.

11.3 Radio Frequency (RF) Engineer

11.3.1 Provides advanced troubleshooting, repair, and performance optimization of radio frequency communications systems and radio equipment.

11.3.2 Trains senior and junior-level technicians and provides technical knowledge sharing with technical staff.

11.3.3 Develops technical procedures to be used by system and maintenance technicians for the installation, maintenance, and repair of communications equipment.

11.4 Administrative Support

11.4.1 Prepares and updates work schedules along with the required staffing to support planned work

11.4.2 Prepares quotations for products and services, and submits invoices for completed work, along with the required supporting documentation

11.4.3 Ensures that technical documentation and reports for work completed by the technical staff are prepared and delivered to the customer

11.5 Project Manager

11.5.1 Coordinates resources and work assignments so that managed services and related project milestones are met within time and budget constraints.

11.5.2 Manage all phases of projects requiring the tracking of schedules, issues, and resources.

11.5.3 Monitors project’s progress, deliverables, quality assurance, and customer service.

12. Terminal Equipment Rental Program:

The Vendor must provide a cache of terminal equipment (P25 portable radio) available for rental, capable of operating on the Collier County P25 radio system. These will be made available with no more than a 3-business-day notice. These devices are intended for rental to support special events, preparation for, and response to natural disasters, testing by third-party vendors to commission Emergency Radio Communications Enhancement systems, and any other needs that support County operations.

13. Vendor’s Responsibilities:

13.1 The Vendor must comply with all Occupational Safety and Health Administration (OSHA), Environmental Protection Agency (EPA), the National Institute of Occupational Safety Hazards (NIOSH), the American National Standards Institute (ANSI), the National Fire Protection Association (NFPA), the Crane Manufacturers Association of America, Inc. (CMAA), National Electric Code (NEC), American Society of Mechanical Engineers (ASME), and other State and County rules and regulations while performing work under the resultant Contract.

13.2 Collier County Sheriff's Office requires separate fingerprinting prior to work being performed in any of their locations. This will be coordinated upon award of the contract. If there are additional fees for this process, the Vendor(s) are responsible for all costs.

13.3 Appropriate barricades and signs must be provided and utilized by the Vendor when work is performed in areas traversed by persons, or when deemed necessary by the County.

13.4 The Vendor must be responsible for the safety of their employees and any unsafe acts or conditions that may cause injury to any persons within and around the work site.

13.5 The Vendor must be responsible for any damage to the County or personal property due to negligence on the part of the Vendor or their employees. Restorations must be made to the County's satisfaction.

13.6 The Vendor(s) are required to comply with County Ordinance 2004-52, as amended. Background checks are valid for five (5) years, and the Vendor must be responsible for all associated costs. The Vendor must be responsible for the costs of providing background checks by the Collier County Facilities Management Division for all employees who must provide services to the County under the resultant Contract. This may include, but is not limited to, checking federal, state, and local law enforcement records, including a state and FBI fingerprint check, credit reports, education, residence, and employment verifications, as well as other related records. The Vendor(s) must be required to maintain records on each employee and make them available to the County.

13.7 All the Vendor’s employees and subcontractors must always wear Collier County Government Identification badges while performing services on County facilities and properties. Vendor ID badges are valid for one (1) year from the date of issuance and can be renewed each year at no cost to the Vendor(s) during the time in which their background check is valid. All technicians must wear shirts displaying the name of the Vendor's business. Vendor(s) must immediately notify, via email, the Collier County Telecommunications Division (radiorepair@colliercountyfl.gov) and Collier County Facilities Management Division (dl-fmops@colliercountyfl.gov) whenever an employee assigned to Collier County separates from their employment. This notification is critical to ensure the continued security of Collier County facilities and systems.

14. Working Hours

14.1 Normal working business hours are Monday through Friday between 7:00 AM and 5:00 PM, excluding Collier County observed Holidays. After-hours are considered to be before 7:00 AM and after 5:00 PM on weekdays, and at any time on Saturdays, Sundays, or County Observed Holidays.

After-hours rates will be calculated at 1.5 times the hourly rate provided in the resultant Contract.

14.2 If a requested repair service starts during normal business hours and extends into the after-hours period, the after-hours rate must only be charged for time worked during the after-hours period.

15. Response/Restoration Late Fees:

The Vendor may be required to pay a Response/Restoration Late Fee for all responses that exceed the minimum response and restoration times, as defined by the three severity levels (see 25-8334 Attachment C, Severity Levels Chart) in the matrix below. The response times will be reviewed during the monthly maintenance meeting. The Vendor must not be responsible for penalties resulting from events that are beyond their reasonable control.

Incident Response Incident Restoration

Severity Level

Per Minute

Maximum Per Minute

Maximum

Critical $25 $3,000 $50 $10,000 Major $25 $3,000 $50 $10,000 Minor N/A N/A N/A N/A

Work Standards:

15.1 The Vendor must supply a monthly schedule for all planned maintenance activities.

15.2 The Vendor must prepare an annual schedule for preventive maintenance activities that will be reviewed and approved by the County.

15.3 The County must have the right to refuse support from technicians with a poor performance record.

15.4 The Vendor must never at any time have technicians on site without the awareness of the County

Radio support team.

15.5 All planned system updates must include a detailed scope of work and implementation timeline that identifies the work being performed, the individual performing the work, the time the work will be performed, and the system impact. Approval will be required from the County prior to any work being performed. Upgrade processes that require system-wide outages are not acceptable.

15.6 Any individual with system access must have unique login credentials.

16 Emergency Response:

16.1 In the event of a Board of Collier County Commissioners-approved Emergency Activation, the Vendor must be available to provide the following services, support, and resources as required to support emergency system restoration.

16.2 An Emergency Response Plan is to be submitted to the County at the time of proposal submission, mailto:radiorepair@colliercountyfl.gov mailto:dl-fmops@colliercountyfl.gov outlining protocols, escalation procedures, key personnel contacts, and resource deployment strategies.

17 Invoicing and Mark-ups

17.1 Invoicing Schedule

17.1.1 Equipment under the Maintenance Agreement (both Fixed Network and Terminal

Equipment) is to be billed quarterly.

17.1.2 Services for P25 Radio System Event Monitoring and Incident Management are to be billed annually, and within 30 days of any changes in these services that impact pricing.

17.1.3 All other purchases must be billed within 30 days of receipt of services or hardware, or project completion. This includes the following categories:

• Equipment repairs that are not covered under the maintenance agreement

• Technology refresh and upgrade projects

• Radio Rentals

• Hardware and equipment purchases

• Equipment, installations, and removals

• General professional services for County communications systems

• Services related to In-building Emergency Radio Communications Enhancement Systems

(ERCES)

17.2 Invoices must include, if applicable, copies of receipts for supplies/materials, shipping charges, and equipment rental with mark-up percentages (where applicable). The County reserves the right to request copies of timekeeping or payroll records.

17.3 Expedited Shipping charges will be allowed if an appropriate County Representative approves the expedited request. Expedited freight/shipping charges will be paid at cost. No markup will be allowed for freight or shipping charges. A copy of the freight/shipping invoice must be attached to the Vendor's invoice.

17.4 Invoice must reference Purchase Order number, location where work was performed, date(s) work was performed, and completed.

17.5 The following invoice lines (where applicable)

17.5.1 A subtotaled line for the cost of materials and supplies

17.5.2 A line for the markup percentage for the material and supplies as quoted on the bid schedule

17.5.3 A line for hourly rate x number of hours (subtotaled)

17.5.4 A line for total subcontractor charges

17.5.5 A line for mark-up for subcontractor charges

17.5.6 A line for expedited shipping charges.

17.6 Invoice must be totaled. Failure to attach copies of receipts and subcontractor invoices may delay and/or prevent proper payment.

17.7 The materials and parts will be allowed a maximum of 15% markup, rental equipment will be allowed a maximum of 10% markup, and the use of subcontractors will be allowed a maximum of 15% markup.

17.8 Equipment, software , or accessories with a single item amount of $500.00 or more shall require the vendor to provide backup documentation.

REQUEST FOR PROPOSAL (RFP) PROCESS

1.1The Vendors will submit a qualifications proposal, which will be scored based on the criteria in Evaluation Criteria for Development of Shortlist, which will be the basis for short-listing the Vendors.

The Vendors will need to meet the minimum requirements outlined herein in order for their proposal to be evaluated and scored by the County. The County will then score and rank the Vendors and enter into negotiations with the top-ranked Vendor to establish the cost for the services needed. The County reserves the right to issue an invitation for oral presentations to obtain additional information after scoring and before the final ranking. With successful negotiations, a contract will be developed with the selected Vendor, based on the negotiated price and scope of services, and submitted for approval by the Board of County Commissioners.

1.2 The County will use a Selection Committee in the Request for Proposal selection process.

1.3 The intent of the scoring of the proposal is for respondents to indicate their interest, relevant experience, financial capability, staffing, and organizational structure.

1.4 The intent of the oral presentations, if deemed necessary, is to provide the vendors with a venue where they can conduct discussions with the Selection Committee to clarify questions and concerns before providing a final rank.

1.5 Based upon a review of these proposals, the County will rank the Vendors based on the discussion and clarifying questions on their approach and related criteria, and then negotiate in good faith an Contract with the top-ranked Vendor.

1.6 If, in the sole judgment of the County, a contract cannot be successfully negotiated with the top-ranked Vendor, negotiations with that Vendor will be formally terminated, and negotiations shall begin with the Vendor ranked second. If a contract cannot be successfully negotiated with the Vendor ranked second, negotiations with that Vendor will be formally terminated, and negotiations shall begin with the third-ranked Vendor, and so on. The County reserves the right to negotiate any element of the proposals in the best interest of the County.

RESPONSE FORMAT AND EVALUATION CRITERIA FOR DEVELOPMENT OF SHORTLIST:

For the development of a shortlist, this evaluation criterion will be utilized by the County’s Selection Committee to score each proposal. Vendors are encouraged to keep their submittals concise and to include a minimum of marketing materials. Proposals must address the following criteria:

Evaluation Criteria Maximum Points

1. Cover Letter / Management Summary 5 Points

2. Certified Woman and/or Minority Business Enterprise 5 Points

3. Vendor’s Ability and Resources 10 points

4. Vendor’s Responsiveness 10 points

5. Emergency Response Plan 10 points

6. Cost of Services to the County 15 points

7. Experience and Capacity of the Vendor 10 points

8. Terminal Equipment Services 10 Points

9. New Communications Equipment and Subcontractor Services Pricing 15 Points

10. Local Vendor Preference 10 Points

TOTAL POSSIBLE POINTS 100 Points Tie Breaker: In the event of a tie at final ranking, the award shall be made to the Vendor with the lower volume of work previously awarded. Volume of work shall be calculated based upon total dollars paid to the Vendor in the twenty-four (24) months prior to the RFP submittal deadline. Payment information will be retrieved from the County’s financial system of record. The tie-breaking procedure is only applied in the final ranking step of the selection process and is invoked by the Procurement Services Division Director or designee. In the event a tie still exists, selection will be determined based on random selection by the Procurement Services Director designee, before at least three (3) witnesses.

Each criterion and methodology for scoring is further described below.

***Proposals must be assembled, at minimum, in the order of the Evaluation Criteria listed, or your proposal may be deemed non-responsive***

EVALUATION CRITERIA NO. 1: COVER LETTER/MANAGEMENT SUMMARY (5 Total Points Available) Provide a cover letter, signed by an authorized officer of the Vendor, indicating the underlying philosophy of the Vendor in providing the services stated herein. Include the name(s), telephone number(s), and email(s) of the authorized contact person(s) concerning the proposal. Submission of a signed Proposal is the Vendor's certification that the Vendor will accept any awards as a result of this RFP.

EVALUATION CRITERIA NO. 2: CERTIFIED WOMAN AND/OR MINORITY BUSINESS

ENTERPRISE (5 Total Points Available) Submit certification with the Florida Department of Management Services, Office of Supplier Diversity, as a Certified Woman and/or Minority Business Enterprise.

EVALUATION CRITERIA NO. 3: VENDOR’S ABILITY AND RESOURCES (10 Total Points

Available)

In this criteria, include but are not limited to:

• The number of years the Vendor has provided managed services for similarly sized public safety radio systems.

• The number of years the Vendor has provided managed services for public safety emergency communications enhancement systems (ERCES).

• Any awards or commendations relating to the quality and responsiveness of its maintenance services that the Vendor has received in the past 5 years.

• The number of trained RF system technicians and engineers that the Vendor has available to work on this assignment, including the following information:

o Resumes and Qualifications o Relevant certifications and licenses

Required for all technicians and engineers- FCC GROL (General Radiotelephone Operators License)Desirable for all technicians and engineers, appropriate for the area of responsibility

• L3-Harris (FNE and Radio) certifications

• Anritsu (Sitemaster) certification

• PCTEL Public safety Test certification (for ERCES testing) o Of these technicians and engineers, state how many have five or more years of experience.

• Identify the total number of preventive maintenance plans your firm has developed and implemented for similar public safety radio systems in the past 5 years. Provide a copy of at least one of those plans.

• Provide a list of manufacturers whose fixed network and terminal equipment your firm is specifically authorized to maintain.

• Data Security

• Provide a completed Collier County Technical Architecture Compatibility and Supportability Requirements (TACS) form.

EVALUATION CRITERIA CRITERION NO. 4: VENDOR’S RESPONSIVENESS (10 Total Points Available) In this criteria, include but are not limited to:

• Provide the location of the Vendor’s full-service maintenance facility that will handle regular contract work and other branches of the company that may provide additional assistance if required.

• Explain how your company will meet the response times (as stated in Articles 2, 15 & 17 of the scope of work) as required under this solicitation.

• Describe how your firm typically prioritizes work when multiple requests for your services arrive simultaneously.

• Describe how your firm typically manages project workloads when demand exceeds current capacity to execute.

EVALUATION NO. 5: EMERGENCY RESPONSE PLAN (10 Total Points Available) In this criteria, include but are not limited to:

• Staging of Staff – would include location and number of staff; availability of staff from out of the area, if the Vendor is larger, and agreements with specialized subcontractors and vendors such as tower crews.

• Spare Parts and Equipment Availability – would include pre-arranged sources of parts and equipment for immediate availability from local, State, and National sources at their disposal. This area also should include day-to-day (non-emergency) recommended spare parts availability.

• Staff training – would include, during a storm event, for example, the management team is cross-trained to make repairs and can be dispatched, if all technicians are already engaged when another call comes in.

• Alternative Services offered during a storm – Example would be the requests by the Division to have a Vendor provide staff to be stationed at critical communications locations.

EVALUATION NO. 6: COST OF SERVICES TO THE COUNTY (15 Total Points Available) In this criteria, include but are not limited to:

• Provide the hourly rates for Professional Services required for the Communications Systems (5 Points Maximum):

Position Title Hourly Rate

System Technician

Maintenance Technician

RF Engineer

Administrative Support Staff

Project Manager

AGGREGATE HOURLY RATE (average of the above hourly rates)

• Provide the annual cost by Service Area for each of the below categories, based on the equipment inventory in Attachment A and the Tower Site list in Attachment B (10 Points Maximum):

Service Area Annual Cost

P25 Radio System Event Monitoring and Incident Management Services

P25 Fixed Network Equipment Radio System Maintenance & Support

Software Maintenance Services, including System Security Maintenance

P25 System Technology Refresh and Upgrade Plan

Terminal (Radio) Equipment Maintenance – Premium and Standard Tiers

Maintenance Services for In-Building (ERCES)

TOTAL ANNUAL COST

Hourly Cost Scoring - The Vendor with the lowest aggregate hourly rate across all position titles will be awarded 5 points.

• The lowest Total Hourly Rate will be awarded the maximum points (5 points).

• All other proposals will be scored according to the following formula: (Lowest Total Hourly

Rate divided by the next highest Vendor’s Total Hourly Rate) x Maximum point score (5 Points).

• For example, if the lowest proposed Total Hourly Rate is $120.00, that Vendor will receive the full 5 points. Another Vendor with an Aggregate Hourly Rate of $150.00 will receive points calculated as follows: $ 120.00/$150.00 = 0.8 * 5 = 4 points.

• Each subsequent firm’s point score will be calculated in the same manner.

Annual Cost Scoring - The Vendor, with the lowest total cost of service submitted, will be awarded 10 points.

• The Lowest Total Cost of Service will be awarded the maximum points (10 points).

• All other proposals will be scored according to the following formula: (Lowest Price Proposal/ by the next highest Price Proposal) x Maximum points score (10 Points).

• For example, If the lowest proposed Price Proposal is $150,000.00, that Vendor will receive the full 10 points. Another Vendor with a Price Proposal of $160,000.00 will receive points calculated as follows: $150,000.00 / $160,000.00 = 0.9375 * 10 = 9.375 points.

• Each subsequent firm’s point score will be calculated in the same manner.

Initial pricing is for evaluation purposes and is subject to change during negotiations with the selected Vendor.

EVALUATION NO. 7: EXPERIENCE AND CAPACITY OF THE VENDOR (10 Total Points Available) In this criteria, include but are not limited to:

• Provide information that documents your firm’s and subcontractors’ qualifications to produce the required deliverables, including abilities, capacity, skill, and financial strength, and several years of experience in providing the required services.

• Describe the various team members’ successful experiences in working with one another on previous projects.

The County requests that the vendor submit no fewer than three (3) and no more than ten (10) completed reference forms from clients during a period of the last 5 years, whose projects are of a similar nature to this solicitation as a part of their…