Addendum 2 Q and A~1.pdf

Department of Financial Management 411 West Ocean Boulevard, 6th Floor

Long Beach, CA 90802

(562) 570-6425

April 29, 2025

NOTICE TO PROPOSERS

ADDENDUM NO. 2

RFP No. TI-24-497

Network Maintenance, Support, Installations, and Parts

This addendum changes and supersedes the language in the original RFP. Please acknowledge receipt of this addendum by signing and submitting with your proposal. Any proposer who fails to submit this addendum may be disqualified.

The City would like to remind Proposers that pursuant to Section 5.2.27 of the RFQ, the City will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the City Contact.

The questions and answers are as follows:

1. Q: Will multiple Contractors be awarded for this RFP

A: Yes

2. Q: The video system throughout the City will have a different manufacturer, which cannot be changed all at once in all the facilities, right?

A: We have one Enterprise Video System(Genetec). The hardware is made up of Dell servers and Razberi hardened units. Our systems are on a refresh schedule.

Not all systems will be done at once. Projects/Repairs/Upgrades will be provided to vendors as needed upon the awarded contract

3. Q: If a firm is awarded one section of a scope of work, can other sections be added to the firm in the future?

A: Projects/Repairs/Upgrades will be awarded based on the sections they applied for and are awarded. We will not be adding other sections or parts in the future.

4. Q: Are the three cost proposals the only ones that have to be submitted? Do these cost proposals require line items or a lump sum?

A: Correct, these are the only cost proposal examples. Please provide line items for each of the cost proposals. Please provide a proposal for the specific parts of the RFP you wish to apply for. You can submit 1, 2, 3, or all.

5. Q: Do you want to see the material and pricing associated with that?

A: Yes

6. Q: Will any of these have job walks assigned to them prior to the bid going out?

A. No

7. Q: As a security integrator, our focus and expertise are based on RFP 2.1.1

“Security Camera Installation, Repair, Maintenance and Parts,” and it will be the only scope our company elects to pursue. We will be providing a cost sample for Appendix 1 (Shoreline Drive Camera Upgrade Project). Our plan is to also provide a cost sample for Appendix 3; however, only for item 1.2 Camera Replacement.

Lastly, for Appendix 5, are we to provide pricing only for item #3 – “Camera Installation”, without having to provide pricing for the other tasks with this Appendix?

A: Yes, please provide your proposal and the items your company will be interested in.

8. Q: What is the projected volume of task orders per year, and how are they prioritized (e.g., camera vs. cabling vs. fiber)?

A: They vary, depending on the City's and department's demands. We do have a refresh cycle of around 500 cameras a year. We also have ongoing projects for cabling, cameras, fiber, and repairs.

9. Q: Are there existing integrations between Genetec, Cradlepoint, and Cisco that vendors should maintain or extend?

A: No, these are responsibilities of the City and Staff.

10. Q: Will the City provide firestop drawings, or does the contractor need to create and submit them for approval?

A: For the cost proposal no. But for the cabling project, yes, upon contract awarded.

11. Q: What is the lead time for equipments?

A: Lead times for hardware will be within 1-2 weeks of ordering and issuing a PO.

12. Q: Are vendors limited to the manufacturers mentioned (Cisco, Hanwha, CommScope), or can equivalents be proposed with justification?

A: Yes, no equivalents.

13. Q: For projects where the City configures hardware/software, how are handoffs managed between City and vendor teams?

A: The contractor will install the hardware. Once installed, the City staff will configure the hardware. The City may provide the IPs, generic usernames, and passwords. On other occasions, the vendor will provide the hardware to staff, and City staff will configure it and hand it back to the contractor to install.

14. Q: Will the City facilitate permits and traffic control, or is the contractor responsible for both (including costs)?

A: Please include the cost. The City will only help with the permit process, but the plans are the responsibility of the contractor.

15. Q: Will the City have a ticketing system (e.g., ServiceNow) to track SLAs (2hr dispatch, 4hr on-site)?

A: Yes, we currently have service. However, for vendors providing on-call repairs, the City would prefer to leverage the Contractors ticket system.

16. Q: Are AutoCAD drawing markups required for City-provided building files?

A: It depends on the scope of the project. They are not required for single drop requests or smaller scale projects.

17. Q: For Attachment E, Security Camera System Installation, RFP Appendix 5, Section 18 Camera Installation: Will cabling be required?

A: Yes, cabling is required. OSP Commscope.

18. Q: Are there specific camera models, types (e.g., PTZ, LPR, fixed, or variable lens), or performance standards (e.g., resolution) required beyond the Hanwha PNM- C34404RQPZ in the Shoreline project?

A: No, this is a single-camera deployment.

19. Q: For AI/analytics configuration, what features (e.g., facial recognition) and software platforms (e.g., Genetec) are expected?

A: Any additional configuration request that may be needed. Example, camera analytics that trigger alarms into Genetec and user groups. Typical analytics are dependent on the requests from the various departments. Example: The Gas department requested to have cross the line analytics send alarms into Genetec for their dispatchers to be alerted.

20. Q: Are contractors responsible for purchasing camera licenses (e.g., Genetec), or will the City provide them? If purchased, what term is required?

A: Yes, when ordering, Genetec will provide the correct licensing terms.

21. Q: For emergency repairs (dispatch in 2 hours, on-site in 4 hours), is a local Long

Beach presence required, or is travel time from outside acceptable?

A: No, local presence is not required. We are providing up to 4 hours to be on-site.

22. Q: Are subcontractors required to hold a C-10 license, or only the prime contractor?

A: No, only the prime contractor is required to hold a C-10 license.

23. Q: Will the City provide the replacement camera at Pine Ave and Shoreline Dr, or must the vendor supply it? If the latter, what are the type and specs?

A: The City will provide the camera PNM-9322VQPto be replaced. The vendor will need to provide a bucket truck for the replacement of the camera depending on the height.

24. Q: What is the expected lane closure duration, approximate camera height (e.g., pole or building-mounted), and work hour restrictions for this task?

A: Please use normal business hours 7-5pm Monday to Friday except holidays.

Lane closures are specific to the work being performed and are typically for the duration of the work performed for the day.

25. Q: Can existing mounting hardware or cabling be reused, or should all new components be assumed?

A: Please use all new hardware/cabling.

26. Q: How many cameras (and their types), power enclosures, and Wi-Fi antennas are on the NW and SE poles, and what’s their condition for removal costs?

A: There is one PTZ camera and one enclosure on each pole. They are currently not working, and there is no power going to the cameras and enclosure.

27. Q: For the 110V power outlet, what’s the distance from the meter to the cabinet, and are there obstacles?

A:15ft from the meter to the cabinet and no obstacles

28. Q: What’s the estimated duration (days/hours) for traffic control, and are permits beyond traffic-related (e.g., electrical) required?

A: This will vary from project to project, but assume normal working hours, 7-5, Monday to Friday. Yes, permits will be required.

29. Q: Is the Genetec license quote mandatory, and if so, what features are needed?

A: The Genetec licensing quote is only required for contractors who will be applying for this section.

30. Q: Can the City confirm the models and types (e.g., PTZ, fixed) of the 12 NSD-provided cameras and provide the Camera Location Drawings for mounting heights and cabling?

A: The camera model for all 12 cameras is the XNV8082R; no height drawings are available. Please note that the longest distance from each corner to the IDF closet is 150ft.

31. Q: What’s the approximate distance from the second-floor IDF to camera locations, and are conduits available?

A: Please reference the design and SOW. Assume all new cabling from the second floor IDF to each of the runs on the second floor. The longest distance from a further camera at each corner is 150 ft. IDF on the second floor.

32. Q: Are mounts for the 12 cameras provided, or must the vendor supply them? If the latter, what specs?

A: No mount is required. The specification is XNV8082R.

33. Q: If bidding only on Section 2.1.1 and Appendix 5, Section 3, must vendors coordinate with cabling/network contractors, or will the City manage this?

A: Network Services Division will coordinate with all aspects of cabling and network.

34. Q: Should cost proposals itemize labor and parts per task, or can they be combined per project (e.g., Appendices 1, 3, 5)?

A: All projects should be Itemized, including labor and parts.

35. Q: Are there preferred documentation formats beyond serial numbers, IP/MAC addresses, and dates?

A: The preferred method is Model, Serial, IP/MAC addresses, location/Project name.

36. Q: What DIR prevailing wage classifications apply to camera tasks (e.g., electrician, technician, traffic control)?

A: Prevailing job classification would depend on the scope of work each worker will be performing. Once the project is awarded, a prevailing wage consultant will be assigned, and they can confirm this answer at the pre-construction meeting.

37. Q: What proof of subcontractor payment (e.g., invoices) and submission method are required?

A: This is a City term and condition, refer to section 5.2.23 for details. The contractor will advise on the method they plan to submit proof of payment.

38. Q: Must the staffing plan list distinct personnel per sample project, or can one team cover all camera tasks?

A: Distinct personnel should be identified per task per project.

39. Q: Should references be camera-specific, or can they include broader infrastructure projects?

A: They should include specifics for each project scope being applied to. Meaning, if the contractors bid on a camera only, a camera reference should be provided. If they are applying for multiple scope bids, they should provide multiple references pertaining to each bid.

40. Q: Were camera-specific clarifications (e.g., vendors, logistics) provided in the pre-proposal meeting recording not in the RFP?

A: No

41. Q: What’s the number of cameras per address/location for response time planning (e.g., repairs, maintenance)?

A: Typically, this will be a one-to-one camera issue repair.

42. Q: What’s the estimated evaluation period timeline post-May 13, 2025, for resource planning?

A: The evaluation period will be from May 19th- June 23rd.

43. Q: Appendix 1 – There is a gap in numbering for the SOW. 1.2 to 1.6. Is there missing information or just a mistake in the numbering?

A:This is a mistake in the numbering, there is no missing information. There will be a corrected appendix 1 uploaded.

44. Q: Appendix 1 – 1.14 states – “Genetec Vendors only.” If we are not a Genetec vendor but are able to acquire pricing, should we provide a quote?

A: Yes, please provide a quote.

45. Q: Will all future price quotes be required to use the same material and labor pricing as in the sample packages?

A: Yes, please also note the Terms and Conditions regarding pricing in section 5.2.18.

46. Q: There is no rate sheet or material pricing sheet included in the package. How do we relay information about pricing not included in the sample packages?

a) 2nd shift rates if required.

b) Overtime rates if required.

c) Resources not included in the sample packages.

d) Materials not included in the sample packages.

A: Please break down labor per prevailing wage, and material in line items in your proposals. Assume all work is done during regular business hours, 7am to 5pm.

47. RFP Section K - Will Traffic Control plans be required, regardless the size of the effort affecting traffic?

A: Yes

48. RFP Section M - #6 - Contractor shall bid on all or none (no exclusions). Is this statement pertaining to how we respond to the sample and future projects? We either provide everything requested or nothing?

A: Yes, if the vendor is awarded cabling infrastructure. When we provide a SOW for a project, the vendor must provide a quote for the full SOW, not parts.

49. RFP Section M - #7 - if items are not listed on the Bid Line Items, the Contractor shall show manufacturer’s list price, so we can apply your quoted discount and calculate item price to the City. Where are we to put our discount and is that an umbrella discount for all materials?

A: Do not use discount prices, please use list price.

50. Terms and Conditions - Any requests for reasonable price adjustments must be submitted 60 days prior to the Contract annual anniversary date. What pricing are you basing this statement off of? Is this any materials quoted on the sample project?

A: This is part of the City’s general terms and conditions and is applicable to services/products contemplated under the RFP.

51. Terms and Conditions - Prices offered by Proposers in their proposals are an irrevocable offer for the term of the contract and any contract extensions. The Awarded Contractor agrees to provide the purchased services at the costs, rates and fees as set forth in their proposal in response to this RFP. No other costs, rates or fees shall be payable to the Awarded Contractor for implementation of their proposal.

a) What pricing is this statement based off of? Just the sample projects provided? All pricing offered by proposers.

b) How is the City determining if our pricing is the same or different? The City requires the contractor to offer the prices quoted, for the purchased service or good.

52. 2.1.1 – Can we provide a bid for Section 2.1.1 Security Camera System Installation, Repair, Maintenance and Parts if we are not a Genetec Partner but can provide licenses and maintenance?

A. Yes

53. I would like to know if these bond amounts can be finalized after the contract is awarded, or if they need to be determined beforehand.

A. Not applicable. Bonds are not required for this RFP.

PREPARED BY: Janet Kariuki, Buyer I

ACKNOWLEDGED BY:

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