DOAH ITN 23-24-002_Addendum1.pdf

DOAH-ITN #23/24-002

Addendum #1

INVITATION TO NEGOTIATE

ADDENDUM #1

September 21, 2023

ITN Number: DOAH ITN #23/24-002

ITN Services: Audio & Visual Equipment Installation Services

Subject: This Addendum revises the dates listed in the Timeline of Events;

updates language in Attachment A; and provides DOAH’s responses to questions received from potential Respondents.

Deletions are indicated by “strikethrough”. Additions, updates or replacements are indicated by underscore. All changes are highlighted yellow for quick reference.

REFERENCE: Pages 4-5, Section 3.5, Timeline of Events

UPDATE: As shown in the table below.

EVENT DUE DATE WHERE

ITN

Advertised /

Released

July 20, 2023 Posted to the Vendor Information Portal at:

https://vendor.myfloridamarketplace.

com

Mandatory

Site Visit August 16, 2023 at 10:00 AM ET Site Visit Location:

Datamaxx Building

2001 Drayton Drive

Tallahassee, Florida

Deadline to submit

Questions in

Writing to the

Procurement

Officer

Procurement

Must be received

PRIOR to 5:00 PM ET on

August 22, 2023

Email to:

Patricia.Kenyon@doah.state.fl.us https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/ mailto:Patricia.Kenyon@doah.state.fl.us

Anticipated posting of

Answers to

Respondents’ questions

August 31, 2023 September 21, Posted to the Vendor Information Portal at:

https://vendor.myfloridamarketplace.

com

Written

Replies Due and Opened

Must be received

PRIOR to 2:00 PM ET on

September 28, 2023 October 18, 2023

PUBLIC OPENING

See Section 4.5.3 for the address to submit Replies.

The public opening for this solicitation will be available via

ZOOM:

https://us02web.zoom.us/j/86885501065

Meeting ID: 868 8550 106

One tap mobile

+13052241968,,86885501065# US

+13017158592,,86885501065# US

Residents in the State of Florida who are hearing, sight or speech impaired, please contact Florida Relay at 1 (800) 955-8771 or via https://www.ftri.org/relay for assistance.

Anticipated

Evaluation Phase

October 5, 2023 – November 3, 2023 October 23, 2023 –

November 21, 2023

Negotiations Phase

November 6, 2023-December 7, 2023 November 27, 2023 – December 20, 2023

Negotiation Team Meeting to

Recommend

Contract Award

December 8, 2023 at 2:00 PM ET December 21, 2023 at 2:00 PM ET

The meeting will be available via

ZOOM:

https://us02web.zoom.us/j/86953071278

Meeting ID: 869 5307 1278

One tap mobile

+13052241968,,86953071278# US

+13126266799,,86953071278# US

Residents in the State of Florida who are hearing, sight or speech impaired, please contact Florida Relay at 1 (800) 955-8771 or via https://www.ftri.org/relay for assistance.

https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/ https://us02web.zoom.us/j/86885501065 https://www.ftri.org/relay https://us02web.zoom.us/j/86953071278 https://www.ftri.org/relay

Posting of Intent to Award

December 12, 2023 December 22, 2023

Posted to the Vendor Information Portal at:

https://vendor.myfloridamarketpla

ce. com

REFERENCE: Page 23, Attachment A, Opening Paragraph

UPDATE: DOAH is seeking a responsive, responsible, and qualified Vendor to obtain, install and outfit audio/visual equipment for four (4) hearing rooms, two (2) one (1) conference rooms, and one (1) meeting space (huddle room) for a new leased facility for DOAH

HQ located at 2001 Drayton Drive, Tallahassee, Florida to be completed by August 16, 2024, unless otherwise directed by DOAH.

The tentative construction schedule has the setup and installation of audio/visual equipment from July 23, 2024 to August 14, 2024.

REFERENCE: Pages 23-24, Attachment A, Overview of Hearing Rooms, Conference Rooms, and the Huddle Space

UPDATE: Hearing Room 1 is approximately 1,610 square feet in a theatre-style room (32x50 feet) with tiered rows of seating leading from the first floor into the second floor. Hearing Room 1 will have a judge’s bench, a witness table, three attorney tables, courtroom style seating, and a podium (the podium is an optional piece of equipment to be submitted with Reply). Hearing Room 1 will be used for in-person and hybrid Zoom hearings, seminars, trainings, large meetings, and “lunch and learn” events. Hearing

Room 1 will be used for hearings which require recording of the judge, witnesses, and parties of in-person and hybrid Zoom hearings using Digital Court Recording software. Hearing Room 1 additionally has a separated space at the back of the room that can be used as a waiting room or lobby. This space should additionally be equipped with speakers and a monitor with audio/visual feed from the hearing room so that those waiting in the space may follow what is happening in the hearing room unless the speakers and monitor are turned off.

Hearing Room 2 and Hearing Room 3 will each have a judge’s bench, a witness table, three attorney tables, courtroom style seating, and a podium (the podium is an optional piece equipment to be submitted with Reply). Hearing Room 2 and

Hearing Room 3 will have carpeted flooring.

REFERENCE: Page 24, Attachment A, General Specifications

UPDATE: Each hearing room, conference room, and huddle room shall be equipped with audio/visual equipment sufficient to meet the needs of each space as described above, which may include, but is not limited to:

• Monitors

• Projectors

• Podiums – Optional piece of equipment to submitted with Reply

• Sound systems

• Microphone system

• Fixed cameras

• Owl Labs-style cameras

• HDMI connections

• Control panels or remotes for use in controlling cameras or other audio/visual elements

• Computer and internet connectivity for use with Zoom or other meeting software

• Security systems

• Silent panic buttons – Optional service to be submitted with Reply

REFERENCE: Pages 26-27, Attachment A, General Specifications

UPDATE: Attorney tables in hearing rooms will each need two microphones, except in Hearing Room 4, which will need one microphone for the conference style table. There will also need to be a microphone at the judge’s bench and one at the witness stand next to the judge’s bench.

There should also be a set of portable microphones that can be used in each hearing room and on each movable podium (the podium is an optional piece of equipment to be submitted with Reply).

In all hearing rooms, power outlets, mixers and equipment, internet connections, HDMI connections, microphone connections, and other connections should be recessed in the floor so as to provide appropriate connections for the judge’s bench, the witness bench, all attorney tables, and podiums (the podium is an optional piece of equipment to be submitted with Reply), while being capable of being hidden when the room is reconfigured and used for other events. DOAH may obtain attorney tables with integrated USB and power outlets. Such tables will need to plug into recessed power outlets with the option for DOAH staff to unplug and move the tables.

Wireless or wired panic buttons should be installed at all judges’ benches and connected to the building’s security officer’s desk for notification. – Optional service to submitted with Reply

Return of this Addendum is not mandatory; however, the Respondent is responsible for its contents and is requested to sign and submit this Addendum with its response to the ITN. Protests must be filed with the Division of Administrative Hearings, Attn:

Public Records Request,1230 Apalachee Parkway, Tallahassee, Florida 32399-3060, within the time prescribed in section 120.57(3), Florida Statutes and chapter 28-110, Florida Administrative Code. Notices delivered by hand delivery or delivery service shall be to the Division of Administrative Hearings, Attn: Public Records Request, 1230

Apalachee Parkway, Tallahassee, Florida 32399-3060 or by facsimile to the Division of

Administrative Hearings, Attn: Public Records Request at (850) 921-6847 with a copy to the Procurement Officer responsible for this solicitation. Failure to file a protest within the time prescribed in section 120.57 (3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond, shall constitute a waiver of proceedings under chapter 120, Florida Statutes. Written notices, formal requests and proceedings must conform to the requirements set forth in chapter 28-110, Florida Administrative Code. Any person who files an action protesting a decision or intended decision pertaining to contracts administered by the department or agency pursuant to section 120.57(3), Florida Statutes, shall post with the department or the agency at the time of filing the formal written protest a bond payable to the department or agency in an amount equal to 1 percent (1%) of the estimated contract amount. The estimated contract amount shall be based upon the contract price submitted by the protestor or, if no contract price was submitted, the department or agency shall estimate the contract amount based on factors including, but not limited to, the price of previous or existing contracts for similar commodities or contractual services, the amount appropriated by the Legislature for the contract, or the fair market value of similar commodities or contractual services. The agency shall provide the estimated contract amount to the Respondent within seventy-two (72) hours, excluding Saturdays, Sundays, and state holidays, after the filing of the notice of protest by the Respondent. The estimated contract amount is not subject to protest pursuant to section 120.57(3), Florida Statutes.

SIGNED BY: __________________________________________________________________

NAME: _______________________________________________________________________

COMPANY: ___________________________________________________________________

TITLE: _______________________________________________________________________

DATE: ________________________________________________________________________

Answers to Questions Received from Potential Respondents

Question #1 How does a vendor arrange the opportunity to “…assess existing equipment at the new leased DOAH headquarters for integration purposes….” (p. 25)?

Answer #1 Respondents were required to attend a mandatory site visit held on

August 16, 2023, at the new leased DOAH headquarters to assess existing equipment.

Question #2 On page 28 it says vendors must be Registered and licensed with the

State of Florida. What specific licensing is required to meet that specification? Is registration on MFMP sufficient?

Answer #2 Respondents without all necessary licenses may elect to subcontract with vendor that possesses all other licenses or may request the electrical contractor to assist with the installing the cables/wiring. For information regarding licenses, you may contract the Department of Business and Professional Regulation at (850) 487-1395.

The awarded Respondent/Vendor will need to be registered with

MyFloridaMarketPlace (MFMP) in order for a Purchase

Order/Contract to be established.

Question #3 A few things I’ve noticed in the request. “Wireless or wired panic buttons should be installed at all judges’ benches and connected to the building’s security officer’s desk for notification.” Security and

Commercial Communications are really separate professions and services. Security elements should be a completely different bid.

AV/communications and security do not talk to one another and are not related in any way. They require completely different product line contracts and professional experience to design. Highly advise that the

DOAH put security items in a bid by its self so you get the best solution in both the communication and security systems. Because court security is critical at this time in our history.

This statement, can the bold part be removed? “Materials submitted will become the property of the State of Florida and accordingly, the state reserves the right to use any concepts or ideas contained in the response.” The clause is a lot like the globalist corporations who take peoples intellectual property, and should be removed from all state bids because it is amounting to theft of work. Our nation has been fighting this kind of legal requirement for our companies who do business abroad like in China and Asia in general, so that clause definitely should not be present in American government contracts. We understand that you’ll hold the information as required by law, but using our designs without compensation can’t be allowed, it sends a terrible business precedent.

To design and develop a plan for your bid requires thousands of dollars of professionals time. I estimate that doing this bid will cost us $5-10K in time. We don’t give our time and experience away for free, just as the government does not give its time away for free. This clause means the department can take our designs and have a cheaper bidder take our designs which would be unacceptable and is known in legal terms as intellectual theft. I don’t know how someone allowed this to get into this process, but I believe it’s likely illegal under more than one law, state and federal.

Can you advise if the clause can be struck from the agreement?

Answer #3 On pages 24 and 27 of Attachment A, Scope of Services Sought, the requested component to have wireless or wired silent panic buttons installed has been revised to notate this as an optional service and Respondents electing not to be propose this service will not be penalized.

No, this clause may not be struck from the ITN. Please be aware that unless that trade secret/confidential requirements are met to meet the exemption per chapter 119, Florida Statutes, your reply is open to public records. Also, as noted in Section 4.7, Cost of

Preparation, on page 10, neither DOAH nor the State of Florida is liable for any costs incurred by a Respondent in responding to this solicitation.

Question #4 I was researching the product lines asked for in the request today, as we’ve seen some very radical changes in technology regarding safety in the past few months that are important to consider, especially for a court or government agency. Can you please pass this information along to your requestors and ask they do a very deep investigation into if Zoom can actually be quoted.

I wanted to be helpful and mention that you should ask your requestors if they have studied how ZOOM conferencing products use AI technology and that roadmap they have for their development and the serous dangers that exist with AI in the conferencing product. Zoom may not meet all your legal requirements and could be a dangerous technology to have in a court. I have a lot of in depth knowledge of where AI is headed, as I used to work at Microsoft Research in human tracking technology, voice printing and identity, and what I see is very troubling. I have been reading extensively on this since it affects many of my clients. I want to make sure I can quote something you can actually put in your facility.

Looking at ZOOM’S implementation of AI and where they’re likely to

go. I highly doubt it would be able to be used in a court of law. Anything that AI sees or hears or is put into it by way of a document is sees, is recorded and placed across servers globally and we have no way to know what will happen to that data, or how hackable it is, or if AI could or would leak any of those recordings from your meetings. We don’t know who they share it with or how long they hold that information.

Their terms of service and 3rd party contracts obscure so much of what they may legally do with the data, video and audio they collect during a meeting. Zoom is putting more and more extensive AI into it’s products to do many things they consider helpful, many people love it.

But many corporate people believe is dangerous to their business because they don’t trust the security and simply can’t know what is happening with anything Zoom may see in a conference. All the requirements bidders have to be able to maintain just to bid on this project are extensive and should be in place, but those pale in comparison to the security required for handling sensitive court investigations and proceedings, which I don’t see how a company like

Zoom could ever comply with. They could simply change their policies and then your new ZOOM system would be unusable. They may even hear something in a conference and even block and shut down your conference because AI determines what it heard or saw violated its policies. Just like so many tech companies already do using AI and people. This happens on youtube, facebook, linkedin constantly all day.

This entire AI issue may require your court use a closed conferencing system, disconnected from the internet, depending on what is written in the law regarding such systems used in Court. Those laws are beyond my ability to comment, but I’m sure must be considered. Maybe the law has already been considered and a determination made?

I have doubts ZOOM can be used for you’re situation based on what I’ve read on what their AI tech does, with every single participants video and audio. And Importantly, how their use of AI may compromise

ZOOM conferencing in 4-12 months? Everyday we are seeing AI take over and compromise applications. And its only been on for a very limited time this year. Municipalities may not be aware of this or the issues we are facing with AI encroaching the technology we use.

Anything from Microsoft or Google may no longer meet legal requirements for government use due to how AI reads and uses the data now.

Answer #4 DOAH is not requesting for Respondents to propose Zoom services as a part of this ITN.

Question #5 What is the required length of time for the service agreement listed on page

Answer #5 The anticipated length for the resulting Purchase Order/Contract is twelve months.

Question #6 Is a Listen Everywhere system required in every room? If not, what rooms require Listen Everywhere?

Answer #6 The Listen Everywhere system will be required in the four hearing rooms.

Question #7 How many conference rooms are in the scope of work? Text in paragraph 1 on page 23 describes two conference rooms, but the scope of work and drawings only indicate one Conference Room.

Answer #7 There is one conference room, one huddle room, and one hearing room with a conference style layout.

Question #8 What Security system will need to be integrated into the AV system as mentioned on page 25 and page 27?

Answer #8 At this time, the security system is unknown. The current local installed system is Sonitrol.

Question #9 Is the silent panic button part of the security system or a stand-alone system?

Answer #9 On pages 24 and 27 of Attachment A, Scope of Services Sought, the requested component to have wireless or wired silent panic buttons installed has been revised to notate this as an optional

Question #10 On Page 26 it mentions power outlets to be recessed into the floor, who is responsible for installing power to audiovisual equipment locations?

Answer #10 All electrical work will be provided by the Owner/Lessor of the facility. The Respondent will need to work in tandem with the electrical contractor.

Question #11 It also mentions internet connections, who is responsible for running data cabling for needed audiovisual equipment locations? If S&L is responsible, are we supplying the network switches or will ports be available to us from the network closet?

Answer #11 The Respondent is expected to run all cables for the audiovisual equipment. DOAH will be supplying the network switches or ports.

Question #12 On page 28 it says DOAH will provide all furniture but on page 24 the vendor is to provide podiums. Should podiums be included in the proposal as needed?

Answer #12 On pages 23, 26 and 27 of Attachment A, Scope of Services

Sought, the requested component to have podiums has been revised to notate this as an optional equipment and Respondents electing not to be propose this equipment will not be penalized.

Question #13 On page 28 it says vendors must be Registered and licensed with the

State of Florida. What licensing is required to meet that specification?

Answer #13 Respondents without all necessary licenses may elect to subcontract with vendor that possesses all other licenses or may request the electrical contractor to assist with the installing the cables/wiring. For information regarding licenses, you may

Question #14 Regarding the required licensing, if S&L does not hold all required licenses, is there a work-around?

Answer #14 Respondents without all necessary licenses may elect to subcontract with vendor that possesses all other licenses or may request the electrical contractor to assist with the installing the cables/wiring. For information regarding licenses, you may

Question #15 On page 29 there is a financial consequence for delays or damage.

However, only a tentative completion date of Aug. 14 is listed in the

ITN. On page 28 it says DOAH is to provide finalized timeline, would this timeline be negotiable due to construction delays or are we going to be held Aug. 14?

Answer #15 The finalized timeline will be negotiable based on the construction schedule.

Question #16 Does DOAH plan to reuse any equipment from its current hearing rooms? If yes, how does a vendor arrange the opportunity to assess that equipment?

Answer #16 At this time, DOAH does not plan to reuse the equipment for our current hearing rooms.

Question #17 When will the building plans and drawings be finalized?

Answer #17 The anticipated date for the finalized building plans and drawings is in October 2023.

Question #18 Who is responsible for removing existing AV equipment?

Answer #18 The Owner/Lessor is responsible for removing existing AV equipment.

Question #19 Will DOAH provide server room rack space, at a minimum the equivalent of one full rack bay of the existing racks in server room, sufficient to house the core system as required for the AV systems?

Answer #19 Yes, a server rack will be provided for the AV system.

Question #20 Will the server room provide UPS power to the AV system?

Answer #20 At this time, this is unknown.

Question #21 Will UPS power be extended to all the rooms with AV systems to have a fully UPS powered AV infrastructure?

Answer #21 If the UPS power is provided, it will be extended to all rooms with the AV systems.

Question #22 Will the selected AV contractor also serve as the AV consultant with the building electrical engineer to co-design all conduit and power systems related to the AV system?

Answer #22 Yes, the selected Respondent will be expected to collaborate and work with the electrical contractor to co-design all conduit and power systems related to the AV system.

Question #23 Will the selected AV contractor specify all floor boxes, wall mount AV receptacles, and other related hardware related to the AV systems?

Answer #23 Yes, it’s anticipated that the selected Respondent will specify and design the AV system with DOAH’s final approval.

Question #24 In regard to the camera showing the hearing room view “and a view of the full hearing room that includes the parties at each attorney table as well as any attendees seated in the courtroom or theater-style seating.” Is it truly the desire of DOAH to show the entire seating area in the large stadium seating room, while simultaneously showing the parties at each attorney table?

What level of detail should be presented for those seated at the attorney tables and those seated in the stadium seating area, such as those that may be seated all the way at the top of the stadium seating area while the attorney tables are significantly lower in the vertical field of view.

Can you provide more information about the expectation of detail expected?

Answer #24 Yes, DOAH is seeking to have multiple camera views that includes the attendees seated in the hearing or the theater-style seating. DOAH is expecting the Respondents to propose their plan in how to execute this expectation.

Question #25 “Wireless or wired panic buttons should be installed at all judges’ benches and connected to the building’s security officer’s desk for notification.” Is this part of the AV system, or is this part of the security system?

Answer #25 On pages 24 and 27 of Attachment A, Scope of Services Sought, the requested component to have wireless or wired silent panic buttons installed has been revised to notate this as an optional

Question #26 Will DOAH provide secure storage for materials to be delivered, stored, and billed, prior to installation?

Answer #26 Yes, DOAH will provide secured storage for materials to be delivered prior to installation.

Question #27 If DOAH does not provide secure storage for materials to be received and billed upon arrival, what security and insurance requirements will be required for offsite storage so materials can be billed and paid for as they arrive?

Answer #27 DOAH will be providing secured storage for materials prior to installation.

Question #28 Hearing Room 1 currently has table microphones for participants sitting in the tiered rows. Is it your intent to have this area of the room equipped with microphones? If so can you explain how they would be used. Would the audio from them need to be recorded?

Answer #28 Yes, the intent is to have the tiered rows of seating equipped with microphones. This hearing room would be multifunctional and will be used to conduct seminars/meetings where the attendees would have the ability to utilize the microphones from their seats.

DOAH is expecting the Respondents to propose their plan in how to execute this expectation.

Yes, audio from the tiered seating area does need to be able to be recorded.