Q_A Document 1.pdf

Questions & Answers - 1

Solicitation 1177-RFQ-25-3 - Audio Visual Technology Services

Buying Organization City of Riviera Beach

No Question/Answer Question Date

Q1 Question: Scope Clarification

Can the City clarify if the awarded consultant will be responsible for only design and documentation, or will they also be expected to furnish and install AV equipment as part of a design-build model?

Answer: Both, there are circumstances where the City will need an AV design that will be integrated into a larger construction project for new construction and the vendor install and program TVs and support equipment. As well, in existing buildings the vendor will design and install a new AV Solution.

05/20/2025

Q2 Question: Implementation Support Expectations

Will implementation support (i.e., on-site project management during construction/installation) be expected of the selected consultant, or is that part of a separate contract?

Answer: Yes, this contract will include all necessary support services.

05/20/2025

Q3 Question: Existing AV Documentation

Does the City have any existing AV infrastructure drawings or documentation that will be made available to the selected firm?

Answer: Yes, see enclosed documents in addendum

05/20/2025

Q4 Question: SLA – 24-Hour Response Clarification

The SLA requires 24-hour onsite response. Can the City clarify if this applies 365 days per year, and whether penalties or liquidated damages are enforced for SLA breaches?

Answer: Yes, as the AV solution is a critical component of the City’s Emergency Manager response and communications platform, therefore a mandatory 24/7 uptime is essential.

05/20/2025

Q5 Question: Scope, Scheduling & Responsibilities

Will implementation support (i.e., on-site project management during construction/installation) be expected of the selected consultant, or is that part of a separate contract?

Answer: Yes, this contract will include all necessary support services.

05/20/2025

Q6 Question: Scope, Scheduling & Responsibilities

Does the City expect the consultant to perform needs assessments or stakeholder interviews as part of scope definition for each site?

Answer: No, the City does not require a needs assessment.

05/20/2025

Q7 Question: Scope, Scheduling & Responsibilities

What is the City's anticipated timeline for project execution after award? Are there priority facilities to be addressed first?

Answer: This is a continuing contract so it is on an as-needed basis and timelines are driven by workorders.

Are there priority facilities to be addressed first? Many of the Critical Facilities currently have the MTR technology, thus this contract will be for new facilities and existing applications.

05/20/2025

No Question/Answer Question Date

Q8 Question: Scope, Scheduling & Responsibilities

Is the consultant responsible for permitting, or will that be handled by the City?

Answer: The vendor will be responsible for applying for appropriate permits through the City’s building department.

05/20/2025

Q9 Question: Technology, Integration & Future-Proofing

For Mission Critical environments (EOC, Realtime Crime Center, Dispatch), are there industry-specific standards or compliance frameworks (e.g., NENA, NFPA, DHS) that must be followed?

Answer: The EOC, Realtime Crime Center, and Dispatch are spaces completed and would only be contemplated under this contract for system upgrades in the future if necessary.

05/20/2025

Q10 Question: Technology, Integration & Future-Proofing

What interfacing systems or platforms (besides Microsoft Teams) need to be integrated into the AV design (e.g., security systems, radio consoles, CAD, etc.)?

Answer: None, the systems listed in the question currently do not integrate into the City's AV system.

05/20/2025

Q11 Question: Technology, Integration & Future-Proofing

Is integration with existing or future Unified Communications platforms (e.g., Zoom, Cisco WebEx) part of the project scope?

Answer: The current MTR platform integrates Zoom and it is anticipated if Microsoft expands the platform for other communication applications, it would be achieved in a software update not a local programming initiative.

05/20/2025

Q12 Question: Technology, Integration & Future-Proofing

Should the consultant include recommendations for future-proofing infrastructure for scalability (e.g., AV over IP, Dante, 4K/UHD, AI-enabled cameras)?

Answer: Yes, but that would be done on a case by case basis as new installations come online during a workorder scoping process.

05/20/2025

Q13 Question: Security & Cyber Compliance

Will the consultant need to comply with additional cybersecurity protocols beyond CJIS (e.g., NIST, ISO

27001, or local municipal standards)?

Answer: No, the current MTR setup is for systems that do not come in contact with sensitive data. In the event there are anticipated upgrades to AV solutions in the Police or Public Safety departments, the appropriate standards will be set forth as a component of the scope development.

05/20/2025

Q14 Question: Security & Cyber Compliance

Are there secure network segmentation requirements or VLAN provisioning needed for AV endpoints on the City’s network?

Answer: No, the Microsoft MTR solution communicates on the City’s internal network.

Q15 Question: Training & Documentation

Is the consultant expected to provide staff training, operational manuals, or changeover assistance once the new AV systems are implemented?

Answer: A new AV system will not be implemented, this solicitation is for vendors that will extend the existing Microsoft MTR solution to new and existing spaces in the City.

05/20/2025

Q16 Question: Training & Documentation

Will the consultant be responsible for developing SOPs (standard operating procedures) or usage policies for AV systems across different user groups (e.g., emergency personnel vs. administrative staff)?

Answer: No, staff will outline expectations on individual spaces based on use case during the scope phase for an individual work order.

05/20/2025

Q17 Question: Training & Documentation

How many training sessions are expected per system or room, and for how many staff members per session?

Answer: Typically one training for no more than 10 staff members will be necessary for each work order implementation, but as this scope is an extension of the existing Microsoft MTR solution, training is expected to be minimal and identified during the work order scoping process.

05/20/2025

Q18 Question: Training & Documentation

Will the City require follow-up or refresher training sessions, and is remote training acceptable?

Answer: Yes, follow-up training may be necessary and remote training may be acceptable but will be determined on a case by case basis as the scope portion of a work order is established.

05/20/2025

Q19 Question: Warranty, SLA & Maintenance

What are the required warranty terms for AV equipment (e.g., parts replacement timelines, hours of coverage, manufacturer coordination), and will the consultant be responsible for managing these warranties?

Answer: The physical equipment shall have a minimum of 5-year manufacturer's warrantee for performance. Yes it is the vendors responsibility to manage the manufacturer's warrantee on all installed items.

05/20/2025

Q20 Question: Warranty, SLA & Maintenance

Can the City clarify the expected service warranty support hours (e.g., business hours vs. 24/7), escalation protocols, and whether response/resolution times differ based on incident priority?

Answer: The option for 24/7 Technical support may be added for critical deployments during the scope development and design phase of project initiation. Vendor shall provide onsite support within 8 hours

Monday-Friday except holidays for critical facilities, and 48-hour responses for non-critical facilities.

Critical facilities and infrastructure shall be identified in the scope development phase of the work order.

Q21 Question: Warranty, SLA & Maintenance

Can the City specify the expected maintenance schedule (e.g., quarterly, annual) and the length of the maintenance commitment for installed AV systems under this contract?

Answer: The expected preventative maintenance is annually or as identified by the manufacturer specification. The length of the maintenance commitment for installed AV systems under this contract shall be a minimum of a 5-year manufacturer's warranties.

05/20/2025

Q22 Question: Warranty, SLA & Maintenance

Is the consultant expected to maintain spare equipment or maintain an on-call inventory for rapid service interventions?

Answer: No, the vendor is expected to maintain factory product warranties and not use self-insurance on installed products.

05/20/2025

Q23 Question: Facilities & Site Information

Can the City provide an inventory or list of buildings, room types, and quantities (or square footage ranges) covered under this contract scope?

Answer: No, this contract is a continuing service contract and when a need arises a walkthrough and scope meeting will occur to layout the expectations for that individual initiative.

05/20/2025

Q24 Question: Facilities & Site Information

If a master facility list is not yet available, can the City provide examples or a projected number of rooms for year one planning purposes?

Answer: No, this contract is a continuing service contract and when a need arises a walkthrough and scope meeting will occur to layout the expectations for that individual initiative. Attached are plans for two project to provide an example of workorder initiated projects.

05/20/2025

Q25 Question: Facilities & Site Information

Are there any legacy systems, manufacturer restrictions, or infrastructure constraints (e.g., power, HVAC, rack space) that might impact design recommendations?

Answer: The City currently utilizes the Microsoft MTR solution that this contract will continue to extend to new facilities. This is the only current design constraint, see the two project examples for design expectations.

05/20/2025

Q26 Question: Procurement & Contracting

How will individual work assignments be issued under the continuing contract—via fixed task orders, purchase orders, or negotiated scopes?

Answer: Yes, each project will be task driven with a pre-scope onsite meeting. For new construction projects, a copy of the initial floor plan will be provided with staff markups on functional scope criteria to aid in developing the cost proposal.

05/20/2025

Q27 Question: Procurement & Contracting

Will each task authorization include defined deliverables and schedules, and will they be subject to additional negotiation?

Answer: Yes, on the defined deliverables and schedule. Additional negotiation will not be done once the scope is agreed upon and a purchase order for the individual work task is issued.

Q28 Question: Procurement & Contracting

For the optional renewals (4x1-year), will there be an opportunity to adjust hourly rates or labor fees, or are all terms locked from the initial agreement?

Answer: Reference page 18 Item K CONTRACT PERIOD in the solicitation.

05/20/2025

Q29 Question: Procurement & Contracting

Does the City anticipate new scope items or technology changes during the contract term that may require mid-term adjustments?

Answer: No, the Microsoft MTR solution is the City’s platform. In the event by choice or circumstance the City elects to change platforms, the vendor will be engaged to provide analytics on new AV solutions. Once a new solution is selected, a scope meeting and proposal will be initiated for change over cost from the existing infrastructure to the new selection as well as training.

05/20/2025

Q30 Question: Procurement & Contracting

How many vendors does the City intend to select under this RFQ (e.g., just one primary, or multiple awarded vendors)?

Answer: Section 3(A) states,” City of Riviera Beach desires to retain UP TO FOUR (4) Professional

Audio-Visual Technology Consultant Services to assist in the implementation of a Capital Improvement

Project (CIP) and expansion of the existing Microsoft Teams based conferencing platform and provide complete construction drawings for technology implementation. “

05/20/2025

Q31 Question: Procurement & Contracting

What is the expected method and timeframe for issuing task orders to selected consultants once the contract is awarded?

Answer: Task orders will be issued on an as-needed basis following the execution of the contract. The method for issuing task orders will typically involve a written scope of work request and an onsite meeting provided by the City, followed by a cost proposal from the selected consultant. Once the proposal is reviewed and approved, a formal task order will be issued by the City through a purchase order.

05/20/2025

Q32 Question: Procurement & Contracting

Will the awarded vendors be required to enter into a pre-negotiated rate agreement, or will pricing be negotiated per task order after award?

Answer: Vendors will pre-negotiate rates for staff time on design and installation, and equipment purchase and warrantee will be quoted at the time of work order award.

05/20/2025

Q33 Question: Procurement & Contracting

What is the anticipated annual volume or dollar value of work the City expects to authorize under this contract?

Answer: This contract is on an as needed basis, thus there is no anticipated contract spend as the capital program and platform expansion is a needs based workorder system.

Q34 Question: Procurement & Contracting

What is the invoicing cadence—monthly, per milestone, or upon task order completion?

Answer: Each task order is anticipated to have multiple sub-tasks and invoicing is done upon completion of a sub-task ie design documents, permitting, material/equipment purchase, installation/completion to name a few common sub-tasks.

05/20/2025

Q35 Question: Designers allowed to bid?

If a company selected for this is commissioned to create an AV design...and that design goes out to bid then is the AV company still allowed to bid on the installation/integration itself?

Answer: Work orders are turnkey, the vendor will be requested to provide a scope and fee for the design, installation, and commissioning of the AV system requested by the City. In the circumstance of new construction, the vendor will be provided a floor plan with desired AV Solutions in specific spaces and the vendor shall provide design documents to the City clearly indicating the elements of the plans the general contract will install ie conduit, pull boxes, backer boards for monitors, electrical and data outlets etc allowing the AV Vendor on install and commission the AV equipment under the direct scope and purchase order outlined by the City.

05/20/2025

Q36 Question: Scope of Facilities

Can the City provide a list, inventory, or estimated number of facilities and spaces expected to be upgraded or supported under this AV Consulting contract?

Answer: No, this contract is a continuing service contract and when a need arises a walkthrough and scope meeting will occur to layout the expectations for that individual initiative. Attached are plans for two project to provide an example of workorder initiated projects.

05/21/2025

Q37 Question: Flexibility of AV Platform Selection

Given the mention of Q-SYS in the bid documents, will the City consider alternate AV control or DSP platforms if they are technically sound and meet all performance and integration requirements?

Answer: Any control substitution request must operate within the Microsoft MTR platform and provide an upgrade to the functional standard currently employed at the City’s existing implementations.

05/21/2025

Q38 Question: Consulting Engagement Requirements

There are a number of references in the RFQ to consultant services, consulting firms, consultants etc, however, it also states -

“Vendor must have in-house staff capable of all installation, programming, warrantee and maintenance of all equipment specified and must be able to pass a CJIS background check.”

“Vendor Service Level Agreement (SLA) must provide onsite 24-hour response times capability as well as remote access functionality for non-FDLE regulated implementations.”

Typically, consultants provide all services listed above, other than installation, programming, maintenance and support.

Could you please advise if this is a firm requirement, and if so, are we able to partner with a local AV contractor to provide these additional services?

Answer: Yes this solicitation is for a turnkey solution for design, installation, programming, warrantee oversite, and equipment maintenance by a singular proposer.

05/21/2025

Questions & Answers - 1