Comments_Matrix.xlsx
XLSX spreadsheet 18 KB Posted
- Solicitation number
- EVT0010864
- Issued by
- Sedgwick County, Kansas
About this file
This is a Comments Matrix document reflecting the Kansas Bureau of Investigation's (KBI) revision process for a Security Equipment, System Maintenance, and Support Request for Proposal. The RFP seeks qualified vendors to provide comprehensive physical security services including cameras, alarms, access control systems, access control readers and badges, vehicle barriers, door hardware, door locks, and related equipment. The vendor will be responsible for maintenance, service, new installation, upgrades, and software/firmware updates during standard business hours (8:00 AM to 5:00 PM CST, Monday through Friday) with provisions for after-hours and weekend service availability. Key deliverables include a Comprehensive Inventory Report (CIR) to be provided within 30 days of contract execution and updated annually by June 1, as well as periodic Preventative Maintenance Reports (PMR) documenting work completed. The contract includes provisions for additional KBI locations established within Kansas to be added by amendment, and the vendor must coordinate and provide virtual or in-person training as needed on all systems mentioned.
The vendor must provide all-inclusive cost proposals broken out by location, with pricing to include travel time, per diem, materials related to CIR and PMS, and training costs. The cost sheet requires separate line items for standard hourly rates, after-hours hourly rates, weekend hourly rates, and holiday hourly rates, with mileage and travel expenses to follow State of Kansas guidelines. All security equipment and system components must include a minimum one-year warranty beginning upon successful installation, with warranty costs included in the overall proposal price. The RFP specifies that fencing and ballistic film requests have been removed due to existing statewide contracts (57091 Series for Security Fence Systems and 55696 for Security Window Glazing). KBI requires mandatory forms and assurances from vendor employees, including CJIS Security Addendum certification, and the agency prefers single-award rather than multi-award or district-based awards for consistency and compatibility of systems.
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Other files
| File | Type | Posted |
|---|---|---|
| Security_Equipment,_System_Maintenance,_and_Suppor.pdf | ||
| EVT0010864_-_Bid_Documents.pdf |
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Sheet1
| Document | Area of Document | OPC/Concurrence Request | Disposition of Request | Resulting Change |
| PNC Letter | Date must be updated to current date | Accepted | This was already changed per request of OPC and returned | |
| Agency must select two PNC members only | Accepted | PNC Letter will again be updated to reflect two members | ||
| RFP Specifications | ||||
| Project Overview “… include cameras, alarms, access control systems, access control readers and badges, vehicle barriers, fencing, ballistic films, etc.” | Per Concurrence team: There are statewide contracts available for these. | |||
| Define alarm. Are these security alarms? | Accepted | This wording was used in the initial accepted and posted RFP but will be updated for this version. | ||
| For fencing and ballistic films - Contracts are already in place for these items: 57091 Series - Security Fence System, 55696 - Security Window Glazing | Accepted | Removed fencing and ballistic film request | ||
| 4.1 Scope of Services | ||||
| Door Hardware, Door Locks, and Door Lock Releases. | Is this intended to be inclusive of the Access Control System? | Rejected | This wording was used in the initial accepted and posted RPF. Leaving this general to include any physical control measures not just those related to the Access Control System. | |
| Software and/or Firmware Updates. | Is this intended to be new or is this intended to update existing software? | Rejected | This wording was used in the initital accepted and posted RFP. "vendor will provide maintenance, service, new installation, and upgrades" as stated above, this would inlcude new and upgrades. | |
| Fencing and ballistic films. | Contracts are already in place for these items: 57091 Series - Security Fence System, 55696 - Security Window Glazing | Accepted | Removed fencing and ballistic film request | |
| Other Equipment or Systems as Needed, | suggest removal | Accepted with modification | This wording was used in the initial accepted and posted RFP. Changed to add "related to physical security" to be more specific | |
| …normal business hours: Monday through Friday from 8AM to 5PM. | Suggest Include full time IE: 8:00am CST - 5:00pm CST for all times. | Accepted with modification | Added "full time" and added "CST" | |
| In the event KBI establishes additional locations within the state of Kansas, the vendor agrees all additional locations are assumed as part of the resulting contract. | Is this intended to be included in the current cost? | Accepted with modification | In the event KBI establishes additional locations or removes locations within the state of Kansas, the changes will be included or excluded by amendment. | |
| Recommend to revise this requirement to state that additional locations established by KBI will be included by amendment | Accepted with modification | This wording was used in the initial accepted and posted RFP. In the event KBI establishes additional locations or removes locations within the state of Kansas, the changes will be included or excluded by amendment. | ||
| Document the intent to add/build additional location, which may replace one or more existing locations | Rejected | change made above | ||
| Costs to be broke out per location | Rejected | change made above | ||
| 4.2 Description of Deliverables | ||||
| "A Comprehensive Inventory Report (CIR) generated by the vendor will be provided to a designated KBI contract representative upon completion. The CIR will be provided to the KBI contract representative within 30 days of the effected contract and will be updated every year thereafter by June 1. Requirements of the CIR are listed below in the Requirements Matrix.” | Recommended to utilize Statewide On-Call General Contractor contracts to provide initial inventory report at all location to be utilized in bid specifications. (Contract 55732 series). Then build from there to provide annual CIR reporting within specifications. | Rejected | Continuity of security would be disrupted by utilizing an On-Call General Contractor and would expose unnecessary individuals to the KBI Security System. | |
| vendor will provide scope of work and cost estimates for replacement and upgrades of security equipment, software, firmware, or system components as part of maintaining best practices and managing end of life for equipment regarding preventative maintenance appointments.” | scope of work should be developed, defined, and list provided by agency | Rejected | This is for preventative maintenance and needs to be informed by the vendor to follow best practices. The suggested preventative maintenance is then reviewed and approved by the KBI contract representative prior to work performed. | |
| vendor will include the type and extent of the warranty for all security equipment and system components proposed.” | What is the purpose of this statement? Agency should include the base level of acceptance (minimum) criteria. | Rejected | This wording was used in the initial accepted and posted RFP. This is covered in the sentence following by stating the one-year warranty minimum. | |
| Agency must provide list of equipment | Rejected | The purpose of the RFP is to find a vendor that can provide this service to us | ||
| - State requires a "standard" one-year warranty that begins only upon successful installation, not delivery.” | Agency must clarify - is this a contract for all new equipment or is this a request for warranty on workmanship? | Accepted with modification | This wording was used in the initial accepted and posted RFP. "one-year warranty on the equipment and installation that" | |
| This warranty shall be included in the cost of the product, equipment, hardware, software, services, and components proposed.” | Agency must clarify - is this a contract for all new equipment or is this a request for warranty on workmanship? | Accepted with modification | This wording was used in the initial accepted and posted RFP. see above change | |
| vendor shall supply a cost estimate for all security equipment, system components, and labor in the event KBI opens up or moves to a new service location in the state of Kansas.” | appears to be an unknown parameter and may need to be removed or revised. Is this expected to be a response to the RFP? Perhaps if KBI moves locations, this could be revised to state that “In the event KBI moves to a new location in the State of Kansas, such location may be included within the scope of this contract by amendment.” | Accepted | Verbage changed to reflect recommendation | |
| PMR should outline the work done, the service | change should to shall and done to completed | Accepted | Change made | |
| PMR should also include any…” | change should to shall | Accepted | Change made | |
| 4.3 KBI Required Forms and Security Items | ||||
| - Required forms should be provided as informational to the RFP. Agency should elaborate within the instructions to state that these forms must be submitted within x days/weeks of date of final contract signature. | Accepted with modification | These forms will be provided upon contract initiation and will be required to be returned before project execution. | ||
| - KBI Policy Regarding Sexual Harassment Form is to be signed by all vendor employees working with the KBI.” | If this is the same SH form that is required by OPC upon bid submission, please remove. | Accepted | Removed | |
| The CJIS Security Addendum is required for all vendor employees, which will certify that they are familiar with the CJIS Security Policy. This form will be provided upon contract initiation and will be required to be returned before project execution.” | o Include that the vendor should comply with any subsequent revisions. | Accepted | Included suggested verbiage | |
| Other KBI required assurances may also be necessary, depending on vendor and KBI.” | o Remove. This is an unknown parameter. | Rejected | This is the same verbiage in the recently OPC approved and published CMS RFP | |
| 4.4 Requirements Matrix for Deliverables | ||||
| : Instructions/Requirements must be included to state that these are mandatory requirements and bidders must respond and provide all criteria. What if all services cannot be provided (IE: specific location)? Does the agency intend this to be a multi-award? Perhaps award by district? | Rejected with modification | Awarding by district is not wanted and we prefer to not multi-award for consistency and compatibility. The requirements are listed as Mandatory in the matrix. Last matrix column has specification of "Bidder Response Required" | ||
| - Business Requirements Header | Either remove or define this column. | Accepted | This wording was used in the initial accepted and posted RFP but will be updated for this version. Row removed | |
| - B-1.1 | ||||
| o Fencing and ballistic films | Contracts are already in place for these items: 57091 Series - Security Fence System, 55696 - Security Window Glazing | Accepted | Removed fencing and ballistic film request | |
| Vendor shall assist in coordinating/providing training for any of the systems mentioned.” | o Virtual or On-Site training? | Accepted with modification | Added "virtual or in-person" | |
| o Is this intended to be a one-time training, annual, or as needed? This should be detailed. | Accepted | Added "as needed" | ||
| 4.5 Requirements for Proposal | ||||
| - Fencing and ballistic films | Contracts are already in place for these items: 57091 Series - Security Fence System, 55696 - Security Window Glazing | Accepted | Removed fencing and ballistic film request | |
| Cost Sheet | ||||
| The content within the table is provided as an example of how the costs can be presented. The costs shall include any travel time, per diem, and materials related to the CIR and PMS. The Standard, On-Call, After-Hours Hourly Rate and Holiday Hourly Rate represents the rate the vendor charges for work outside of the CIR and PMS. The contractor and the KBI must agree to the scope and cost of any work requested before it is started.” | o The table provided cannot be an example. Please remove this language. Agency must provide the table they want vendors to fill out when submitting their proposal. | Accepted | Verbage removed | |
| o Is training required to be included in the cost? If so, this needs to be documented. If additional cost, agency should include line for training cost. | Accepted | Line included for training costs | ||
| RFP Cost Sheet | o 1st sentence: This is not an example - please remove this language. Agency must revise to clearly state that all bidders must fill out the following cost table and shall not deviate from the format as their proposal may be deemed non-responsive. | Accepted | Verbage removed | |
| o 2nd sentence: Recommended to state “Costs shall be all inclusive (including but not limited to: travel, per diem, materials related to CIR and PMS, training) (etc. If other items are expected, please include). | Accepted | Included training to be included | ||
| o Last sentence: Recommended to state that KBI must approve all work in writing in advance. | Accepted with modification | Changed to "must approve the scope and cost of any work" | ||
| o Your cost sheet should state that mileage and travel expenses will be paid following the State of Kansas guidelines and reference to the website for the travel reimbursement guidelines should be provided. | Accepted | added proposed verbage | ||
| - “After-Hours” | o Define after hours and weekend hourly rate. | Accepted with modification | Added a line for Weekend Hourly Rate. Defined above in the body of the RFP | |
| - “Holiday Hourly Rate” | o Hourly rates should be defined by service type and define “standard hourly rate” and holiday hourly rate- IE State of Kansas holidays. | Rejected | Defined above in body of RFP | |
| Travel for service calls” | o Remove this line item. This conflicts with previous statement/requirement for travel to be included within the overall scope. | Rejected | Travel is to be included for CIR, PMS, and training but not for Service calls as represented in the table and RFP |
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