ITN C006476 911 Call Migration Project.pdf

ITN# C006476, page 1

ITN# C006476

911 Cellular and VoIP Emergency Call Migration Services

ITN# C006476, page 2

ITN# C006476

INVITATION TO NEGOTIATE

ISSUE DATE: November 14, 2023

TITLE: 911 Cellular and VoIP Emergency Call Migration Services DUE: December 14, 2023, by or before 2:00 PM EST

ISSUING OFFICE: Central Florida Tourism Oversight District, Procurement & Contracting

Department, 1900 Hotel Plaza Blvd., Lake Buena Vista, Florida 32830

The District will receive submittals until the time and date cited above. Only submittals received by the correct time and date will be recorded.

Anti-Collusion Statement/Public Domain I, the submitting proposer, have not divulged, discussed, or compared this Invitation to Negotiate with any other proposer and have not colluded with any other proposer in the preparation of this proposal in order to gain an unfair advantage in the award of this contract. I acknowledge all information contained herein is part of the public domain as defined in the Public Records Act, Chapter 119, F.S.

1. GENERAL INFORMATION

1.1 The District requests qualified vendors to submit proposals and qualifications for consideration in the selection for 911 cellular and VoIP emergency call migration services.

1.2 All terms and conditions of this request, any addenda, proposer’s submissions and future negotiated terms are incorporated into the contract by reference as set forth herein.

1.3 All dates and information contained herein may be extended, changed, or updated.

Proposers are responsible for verifying all listing information before submitting a proposal to the Invitation to Negotiate (ITN).

2. INSTRUCTIONS TO RESPONDING VENDORS

2.1 All proposals must be submitted to bids@oversightdistrict.org by or before 2:00 p.m. EST on December 14, 2023.

2.2 Proposals may not be submitted by any other means other than as described in Section 2.1.

The District will not accept proposals sent by U.S. Mail, private couriers, or fax.

2.3 Any proposals received after the stated time and date will not be considered.

2.4 Selection may be made directly from the ITN. After determination of the short list and initial evaluation, the District’s Contracting Officer will schedule negotiations with those proposers remaining.

2.5 All materials submitted as response to this ITN shall become the property of the District.

mailto:bids@oversightdistrict.org

ITN# C006476, page 3

3. TIME SCHEDULE

3.1 The District will attempt to use the following time schedule that will result in the selection of a proposer.

Description Date All written questions and inquiries are due by 5:00 PM EST December 5, 2023 Proposals due by or before 2:00 PM EST December 14, 2023 Shortlist Committee Meeting TBD Negotiations As Scheduled District Approval Date TBD

NOTE: These dates are estimated dates only and subject to change.

3.2 Questions

A. Questions and requests for clarification regarding this Invitation to Negotiate must be submitted to: Tiffany Kimball, Contracting Officer, at tkimball@oversightdistrict.org.

Responses will be made electronically. It is the responsibility of the proposers to check for updates.

4. AWARD

4.1 The District reserves the right to accept or reject any or all proposals.

4.2 The District reserves the right to waive any irregularities and technicalities and may, at its sole discretion, request a clarification or other information to evaluate any or all proposals.

4.3 The District will finalize a contract with the proposer with the accepted best-and-final offer. If an agreement cannot be reached with that offeror, the District reserves the right to negotiate with the next lowest, responsive proposer (or subsequent proposers) until an agreement is reached.

4.4 The District reserves the right, prior to District approval, to cancel or terminate this ITN, any negotiations, or the proposed agreement, without penalty.

5. INQUIRIES

5.1 Any and all questions must be submitted via email to tkimball@oversightdistrict.org.

Responses will be made through email. It is the responsibility of the proposers to check for updates.

5.2 If necessary, an addendum will be provided to all proposers.

5.3 It is our standard policy no addendum will be issued later than three (3) calendar days prior to the date for receipt of proposals, except an addendum withdrawing the Invitation to Negotiate or one which includes postponement of the date for receipt of proposals.

5.4 No verbal or written information which is obtained other than by information in this document or by addendum to this request will be binding on the District.

mailto:tkimball@oversightdistrict.org mailto:tkimball@oversightdistrict.org

ITN# C006476, page 4

6. LOBBYING

6.1 PROPOSERS ARE HEREBY ADVISED THAT CONTACT IS NOT PERMITTED WITH ANY DISTRICT

PERSONNEL OR BOARD MEMBER RELATED TO, OR INVOLVED WITH THIS REQUEST. ALL ORAL

OR WRITTEN INQUIRIES MUST BE DIRECTED THROUGH THE ASSIGNED PROCUREMENT

PERSONNEL OR THE DISTRICT’S CONTRACTING OFFICER.

6.2 LOBBYING IS DEFINED AS ANY ACTION TAKEN BY AN INDIVIDUAL, FIRM, ASSOCIATION,

JOINT VENTURE, PARTNERSHIP, SYNDICATE, CORPORATION, AND ALL OTHER GROUPS WHO

SEEK TO INFLUENCE THE GOVERNMENTAL DECISION OF A DISTRICT BOARD MEMBER OR

ANY DISTRICT PERSONNEL AFTER ADVERTISEMENT AND PRIOR TO THE BOARD VOTE ON

THE AWARD OF THIS CONTRACT.

6.3 ANY PROPOSER OR ANY INDIVIDUALS THAT LOBBY ON BEHALF OF PROPOSER DURING THE

TIME SPECIFIED WILL RESULT IN REJECTION/DISQUALIFICATION OF SAID INVITATION TO

NEGOTIATE.

7. PREPARATION AND SUBMISSION

Proposer’s response shall be no more than 15 pages, excluding front covers, resumes, and a cover letter. Proposers who submit more than the pages indicated may not have the additional pages of the proposal read or considered. Proposals failing to provide sufficient information and assurances of performance to accurately assess each category below, or which fail to comply with the requirements and conditions of the Invitation to Negotiate will not be given further consideration.

At a minimum, the proposal shall include the following sections:

A. Proposer Information: Name of the proposer, address, principals, telephone number, email address and taxpayer ID number. Include a brief history of the company.

B. Qualifications and Experience: Emphasize the specific qualifications and experience from accounts similar to this scope for the key team members. Identify and provide in-depth information for the proposed project manager’s qualifications, track record and relevant experience.

C. Staffing Plan: Indicate Staffing Plan for all key team members. Specify the names of the persons who will be authorized to give and support information for your company. Provide their titles, addresses and telephone numbers. Identify all subcontractors along with their qualifications.

D. References: Submit a minimum of two references. References should be from recent clients.

E. Approach and Methodology: Convey a clear understanding of the nature of the services you will be providing as to meet the requirements of Exhibit A - Scope of Services, and your methodology to accomplish it. Include your projected schedule. Explain why the proposed solution is best suited for the District’s 911 Communications Center.

ITN# C006476, page 5

F. Price Proposal: Submit a lump sum cost to complete the project. Include an itemized breakdown with your loaded hourly rates, labor categories and labor hours.

8. PROPOSAL EVALUATION PROCESS

8.1 The Selection Committee will be comprised of, at a minimum, three members. The committee may consist of representatives from various and appropriate District departments.

8.2 The committee members will independently score and rank each responsive proposal received in accordance with the evaluation criteria. During the Selection Committee meeting, the committee members will review the proposals and will submit their rankings for compilation of the overall ranking. The top two highest scoring proposals will be selected to move to negotiations.

At that time, dates may be set for conducting interviews/negotiations with those vendors.

Vendors selected for negotiations will be notified either by email and/or telephone of the date and time. The District’s Contracting Officer will conduct the negotiations and has the final determination of award in the best interest of the District.

8.3 The District will enter into negotiations and will award to the vendor with the terms found to be most beneficial to the District after best-and-final offers are received.

9. EVALUATION CRITERIA

The Selection Committee shall rank all proposals received. The Selection Committee shall rank all letters received, by ordinal rankings, which meet the submittal requirements. The following factors will be considered in ranking the responsive letters received:

CRITERIA WEIGHT

Qualifications 30 Time Schedule 35 Approach and Methodology 35

TOTAL POSSIBLE POINTS 100

Buy Local, Veteran, and Opportunity Zone vendors. The definition of these vendor types can be found in the District’s Procurement Policy.

5 bonus

10. CONFLICT OF INTEREST

10.1 All vendors must list all and any affiliations they have with other vendors.

10.2 The award hereunder is subject to the provisions of Chapter 112, Florida Statutes, as amended, governing conflict of interest. All proposers must disclose with each proposal the name of any officer, director or agent who is also a public or District employee. Further, proposers must disclose the name of any public employee who owns directly or indirectly an interest of five

ITN# C006476, page 6 percent (5%) or more in the proposer's firm or any of its branches. District employees, and appointed officials (herein referred to as "employees") may engage in outside activities and hold financial interests subject to the requirements of District’s Employee Handbook, state law, and federal regulations and law, if applicable. Every employee who is an officer, director, agent, employee, or owner of a substantial interest in any business entity which does or anticipates doing business with the District ("District") must complete an "Officer and Employee Disclosure Statement" and file the statement with the required procurement documents submitted to the respective procurement staff member. A statement must be submitted with every procurement response if the proposer has a disclosure to document.

11. INDEMNIFICATION CLAUSE

The Proposer shall indemnify and hold harmless the District and their appointed officials, employees and volunteers from and against all claims, damages, losses and expenses, including legal costs, arising out of or resulting from the performance of this contract, provided that any such claim, damage, loss or expenses is attributed to bodily injury, sickness, disease, personal injury or death, or to injury to or destruction of tangible property including the loss or loss of use resulting there from and is caused in whole or in part by any negligent act or omission of the Proposer.

12. COST INCURRED IN RESPONDING

All costs directly or indirectly related to Invitation to Negotiate preparation, representation or clarification shall be the sole responsibility of and be borne by the proposer.

13. EXHIBITS

Exhibit A – Scope of Services

ITN# C006476, page 7

EXHIBIT A

SCOPE OF SERVICES

SCOPE OF SERVICES OVERVIEW

The Central Florida Tourism Oversight District (“District”) requires a consultant to enable 911 wireless and VoIP calls made within District boundaries to be routed directly to the District’s 911 Communications Center. Services are to be complete within 120 days of contract execution.

COMPLIANCE WITH FEDERAL AND STATE REGULATIONS

Consult and collaborate with State and Federal regulators to ensure compliance with necessary standards and regulations. Consultant will ensure 911 operations comply with Federal Communications Commission (“FCC”) and state regulations. FCC regulations require wireless carriers to provide information that is precise to Public Safety Answering Points (“PSAPs”). Consultant will provide precise location of callers including the longitude and latitude of the callers.

Design an efficient call flow plan for a self-operated Public Safety Answering Point (“PSAP”) to enhance Smart 911 operation and eliminate routing through Orange County.

OBJECTIVES

1. Consult and negotiate with State and Federal regulators to identify the required compliances and standards.

2. Engage with the relevant regulatory bodies and provide the required documentation and data to meet all compliance standards.

3. Secure approval from the State of Florida to migrate wireless and VoIP calls to District dispatch.

4. Transition routing of wireless and VoIP calls to District’s dispatch system.

5. Ensure District alignment with federal and state regulations.

6. Replace current CAMA connections to Orange County 911 with diverse SIP connections.

7. Implement new diverse SIP connections to Osceola County 911.

8. Reroute all wireless and VoIP calls originating within the District to the Reedy Creek Fire Department Public Safety Answering Point (“PSAP”). The current routing via Orange County 911 tandem will be modified to make Reedy Creek Fire Department PSAP the primary PSAP for all wireless and VoIP calls.

9. Testing of all implementations and connections.

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EXHIBIT A

SCOPE OF SERVICES

DELIVERABLES

Consultant shall submit to Owner the following Deliverables:

1. Detailed Network Assessment: To understand the existing cellular node architecture, bandwidth, and operational redundancies.

2. Call Routing Algorithm Design: Creating a decision-making logic that would determine how calls are rerouted to the District's system.

3. Mapping Flow Charts: Visual depictions to outline the new call path functionalities.

4. Compliance Checklist: Ensuring the system meets all local, state, and federal regulations for emergency communications.

5. Integration Plan: A roadmap for integrating the new system with the local dispatch operations.

6. Preliminary Timeline: A high-level Gantt chart or similar timeline representation.

PROJECT TIMELINE

Required delivery is within 120 days of contract execution.

1. GENERAL INFORMATION