Q&A No. 2 20260206.pdf

ITN-2025-002-DCA

VENDOR QUESTIONS/OSCA RESPONSES No. 2 February 6, 2026

Question

Question OSCA Response

1 Are you anticipating any changes at all to the electronic security system, access control system, or video surveillance system?

Yes. The entire scope of the project does encompass improving entire security system and processes. Recommendations are not limited to the four main items noted in the ITN.

2 Can you mention the name of the system [electronic security system, access control system, video surveillance system]?

Honeywell Win-Pak SE 4.0.

3 Is the interior glass that exists right now ballistic rated?

No, it is not ballistic rated. It is hurricane impact rated.

4 How long ago was the glass changed out? The glass is three years old.

5 Do you have preferred vendors that you have to take into account and use?

There are no preferred vendors for this project, it is open competitive.

6 To clarify, the cost is just for the architectural & engineering design and construction services, but not the actual construction, but one of the deliverables would be an estimate on construction costs, is that correct?

Correct. We are seeking proposals for the A&E and Construction Management aspects for the project and are not seeking pricing for construction costs at this time.

7 Do you have a separate video management platform or is it integrated?

It is separate.

8 Can you mention the name of the video platform?

Ahua.

9 Do you have a separate alarm monitoring platform?

There is a monitoring platform for the fire alarm. There are no security alarm systems.

February 6, 2026

10 You mentioned that we could get access to the engineering drawings. Would that be electronic access or just hard copy?

Blueprints are digitized. (Documents were distributed via the OSCA FTP application on 2/3/2026, 2/5/2026, and 2/6/2026).

11 Are they just PDF’s? Yes, they are PDF’s.

12 Do those drawings have separate security sheets?

No.

13 The portion we are renovating was built [unintelligible] the new section we are not touching, correct?

Correct. The contemplated work will be done in the original part of the building, constructed in 1982.

14 Will the parking structure be part of this? The parking lots and parking structures are not excluded from consideration as optional recommendations, however, have not been included in the mandatory requirements, except where it involves security cameras and access controls.

15 Are we contemplating doing a full permitter assessment of the campus or just the designated areas?

A full assessment may be proposed in the optional services, however the initial assessment will involve only the four elements in the ITN.

16 Do Florida Courts have any security standards we should be aware of?

No.

17 Can you talk about and describe the evaluation process at a high level?

The evaluation will be conducted by a team pf at least 3 people appointed by the Chief Judge. They will independently review the Technical Proposal and provide scores they believe are warranted for the items on the evaluation checklist. Those scores will be added, weighted and averaged for a final score for each item and an over-all Technical Score. The Cost Score will be calculated using the methodology established in the ITN and will then be added to the Technical Score to provide the Total Score for each vendor.

The evaluators will not see the Cost response during the evaluation.

February 6, 2026

The OSCA reserves the right to short-list the vendors we will negotiate with based on any natural break in the scores, to negotiate with one or more vendors simultaneously or consecutively, negotiate with all vendors or not to negotiate with any vendor.

The Evaluation/Negotiation Team will present a recommendation on the award to the Chief Judge, who will either accept the recommendation or order additional procurement activities that may range from modification of the final scope of work and BFO to a complete cancellation of the procurement and order to reprocure.

18 With the initial packet that they put together designing some version of a drawing or concept, is there a contract that will allow them to do that work and then there will be a new one or how will that work?

While to original proposal for A&E and construction management may be used as a starting point for the negotiation process, the final “prime” contract will be based on the revised technical and cost responses (BAFO) at the conclusion of the negotiation process. The final contract will require that one or more formal procurements be conducted, and contracts executed, by the vendor, to perform the construction work required under the contract.

19 So as part of the process, it looks like we have four or so vendors here, will you have a down select first stage or just target one and proceed that way, is there any clarification you can give on that?

See response to Question No. 17.

20 So, it sounds like its pre-improvement bidding? Yes.

21 There are no set asides for service-disabled vendors, businesses, that doesn’t give any extra weight to being in a competitive position.

Correct. There are no set-asides for this project.

February 6, 2026

22 Is there a prohibition on the percentage of work that can be done by subcontractors versus the prime?

No, there are no restrictions on the use of subcontractors.

23 Do you have a budget for the consulting and engineering services?

No final budget has been established for this project. The budget is included in the funds appropriated in Chapter 2025-198, Section 7, Line 2988, Laws of Florida.

24 Does the Brooks Act apply to you? No.

25 Do you have a percentage that you’re looking at reference construction costs versus architectural & engineering costs in deciding who is competitive or not?

No.

26 It sounds like at the end of the day it’s a board, but the judge and the marshal decide who the vendor is?

That is not correct. The Marshal’s involvement in the contract award is that of an Evaluation/Negotiation Team member who will have an equal vote on the final recommendation. In an open competitive procurement, the Chief Judge will take one of the following actions: affirm the recommendation of the Evaluation/Negotiation Team, order the negotiations be reopened to address specific revisions to the scope of work and a new BAFO submission, or to order the termination of the current procurement and initiation of a new procurement.

27 How much construction work have you done within this place? Is this pretty common to do construction work?

There have been approximately three contracts issued for work in the past seven years.

28 Do you do a lot of roof work?

No.

29 Have you thought about looking at the roof as a security issue? Is that out of scope or something you thought about assessing?

We are open to including the roof as part of the optional recommendations.

30 Is there access to the roof from inside the building?

Yes.

February 6, 2026

31 My understanding is that there will be an opportunity for us to make an initial submission and after that submission is made, an evaluation of all those submittals is going to be made, and an internal consensus is going to be made on the desired approach to move ahead, and then you discussed a second bite at the apple. Do all four of us have to submit something to be considered for the second bite at the apple?

Vendors must submit a reply and be deemed “responsive and responsible” to participate in the procurement. During the negotiations the Team may amend the scope of work requirements on the ITN and make a “Best and Final Offer” (BAFO) call. Each vendors who submitted a response may make the changes to their original Technical and Cost Responses to incorporate the new requirements.

32 If only three of us submit initially, are those the only 3 that can go forward or will the fourth also be able to bid?

Only the three that submitted the initial response will be eligible to participate further.

33 I have a question and perhaps a concern, the initial submittal, I understand, but the effort to group all of those together to come up with a common solution is a little bit of a concern to me because it doesn’t seem to take into account the specialized expertise of the firm. For example, if one firm has more expertise over another and submits based on that, why should the others benefit from their expertise in the second bite of the apple?

The evaluation process will confirm the qualifications of the vendor and establish the quality of the vendor’s A&E and Construction management skills and abilities. The Technical Response must include corporate documentation, staff education, training and qualifications documentation, information of past projects, and a sample documents that include an assessment narrative, design recommendations, and project management plan based on the information we have given thus far. A score will be given based on that information. Specialized expertise documented in the response will likely result in a higher technical score for the vendor.

The responses are not subject to public access during the procurement. Drawings or details of the floorplans, payout and design of the building and building security are exempt from public disclosure and sections 288.9627 and 688.002, Florida Statutes exempt any trade secret or proprietary content within the responses after the procurement. Based on this, we do not

February 6, 2026 understand how a vendor in this process can benefit from the expertise of another vendor.

If you wish to submit a follow-up to this question to clarify the response, please do so by close of business on February 13, 2026.

34 Something you said raised a question in my mind.

The initial submittal is going to be kind of the initial design concept along with the pricing for the security consulting design and engineering service, but you just talked about providing pricing for example for window film. Will the second price that is submitted in the second submittal then include the total price of the equipment and the services?

The Cost Response is to be limited to the cost of A&E and construction management services. Vendors will not be scored based on the cost of the implementation of the final design.

During negotiations, discussions of optional services and product upgrades may occur. At that time, we will inquire about estimated cost for the optional services and estimated cost variances if we select an upgraded product for the final scope, as these may affect the estimated budget we set for the project.

35 Understood, you mentioned providing pricing for the film and as an independent consultant firm we don’t sell any products, we are strictly a service provider, so I wanted to make sure that I understood.

See the response to Question 18.

36 What restrictions are there, if any, reference the final building contractor. Does it have to be a real arm’s length relationship like we should have nothing to do with who gets awarded the actual building contract.

All contractors must possess the education, certification, and licensure to perform the work they are being contracted for.

Contractors must comply with sections 488.09 and 488.095, Florida Statutes, must not be a business we are prohibited from doing business with according to any provision of Chapter 287, Florida Statutes, and must be able to secure appropriate bonding.

All subcontracts must be competitively bid and awarded.

However, there is no prohibition against the vendor remaining the prime contractor for the construction phase of this contract, provided the cost of doing so is reasonable and customary for similar work performed under a competitively procured contract.

February 6, 2026

37 To clarify that, is the intent for us to be the overall prime in construction as well? So, if we were to win, then the expectation is we need to perform this bid process for the contractor and that would go under the master contract that we get awarded. Is that correct?

See response to Question No. 36.

38 Is that a variable in your decision of who gets the design contract, whether we could actually be the prime overall, is that a factor, or if we just decide to be the project manager, is that ok?

It is not a variable and will have no bearing on the contract award.

39 What is the expected timing? When we submit this do you anticipate in a matter of months you’ll have a decision in six months? Where are you on that?

We anticipate the contract to begin in April 2026. The schedule from that point forward will be dependent upon the most recently approved project schedule.

40 So that is the start date, in order to do contracting you’d have to award [unintelligible].

See response to Question No. 39.

41 I noticed in looking at the building you don’t have a lot of entry rooms so recognizing that this work is going to be done to your lobby and entry way, do you anticipate the court shutting down or will there need to be a way for people to access the building while this work is being done?

There will need to be a way for people to access the building while the work is being done.

42 The only option is for other contractors is to be under our contract or agreement as the architectural and engineering firm, there is no separate contract between the contractor and you, is that correct?

That is correct.

43 Is there any concern of lead or asbestos or any hazardous materials?

There was an assessment completed about twelve years ago and nothing significant was found.

February 6, 2026

44 Can we get access to that report? We have been unable to locate the report. We will continue looking and will forward it if/when located.

45 Can you at a high-level talk about your threat assessment like what risks you think you’re facing so we are aware of them that may not be captured in the proposal itself that we should take into consideration.

The main concern is being able to screen people outside of the main building.

46 Any other threats like [unintelligible] the bollards were clearly mentioned.

Yes, we are looking for bollards to prevent vehicles from driving into the building, panic alarms, electromagnetic door locks, and ballistic windows. Any other recommendations will be considered.

47 Will we have access to this session online? The questions posed, and the responses will be posted on VIP. The actual recording will be available after the award is made.

48 How do you intend to take care of the PDF drawings?

It will come through a secured FTP site directly to you.

49 How soon will the drawings be made available? We can make them available tomorrow. (The drawings were delivered by the OSCA FTP Application on 2/3 and 2/5/2026)

50 In the last few years have you ever had a formal threat assessment done for the court or any other type of security assessment?

No.

51 How about reports of similar facilities that do the same type of work you do. Are there any reports done that you can share with us?

We can refer you to the National Center for State Courts on Best Practices for Court Building Security.

https://nationalcenterforstatecourts.app.box.com/s/6dqd11a0wjz tfkl7dwug4g7kq8rnel57

52 What is permissible as we are going on the tour? Photos are permitted unless otherwise instructed by the Marshal.

Measurements and sketches may also be taken.

Exterior of main entrance https://nationalcenterforstatecourts.app.box.com/s/6dqd11a0wjztfkl7dwug4g7kq8rnel57 https://nationalcenterforstatecourts.app.box.com/s/6dqd11a0wjztfkl7dwug4g7kq8rnel57

February 6, 2026

53 What is the deal with the gates? They are utilized to close the area off after hours.

54 What about HVAC considerations (heating, venting, and cooling), because you’re going to enclose this area, that’s going to require [unintelligible], do you want that to be a part of the proposal as well?

Yes.

55 Can we get information on your chillers and capacity?

We will respond to this question by close of business on February 10, 2026.

56 So remote opening capability [for the doors] from someone inside will be needed?

Yes.

57 Do you have a lockdown button that they can hit?

Yes, the mag lock on the front double doors can be activated remotely by the Deputy Marshals via handheld remote.

58 It looks like you have a siren or an audio system here?

That is a one-way (intercom/public address system) for someone located inside the building to speak to someone outside the building.

59 So, you’d probably want that repositioned outside as well?

Repositioned or replaced with a new system.

60 What about fire mitigation, sprinkler systems, have you thought about that?

We will need to ensure we meet current regulations for fire mitigation.

61 A lot of times when you do renovations you have to upgrade to some kind of standards.

Unsure of the question here.

62 No plumbing requirements out here, you’re not going to have a bathroom in this area?

63 This [area out front] is the main focus, correct? Yes.

February 6, 2026

64 Is that just a skylight? Yes.

65 It’s probably just plexiglass, it’s not resistant in any way to ballistics?

We believe it is a form of plexiglass that is not ballistic rated.

66 Do you want to keep those [skylights] in place? We are open to removing them or replacing them.

67 You’d like a mailroom to be isolated from the main area?

Correct.

68 Is there a basement or is this on a slab? On a slab.

69 What about flooding? Is there a huge flooding risk here?

Flooding does occur during major storms. Optional remediation recommendations are welcomed.

70 No big gator threat? No.

71 You don’t anticipate changing any of the driving areas right, supporting the premises?

No.

72 Is that an access panel to underneath that area? That is a plumbing access panel.

73 Is there a crawl space underneath that door?

Main Lobby Area

74 Just to clarify, you’re going to have the two workstations here, and then the other two workstations out there?

75 Four total? Yes, four total.

February 6, 2026

76 What are they utilizing the workstations for now, just the cameras?

Yes.

77 So, the workstations in that area, they’re going to be protected as well with their own separate ballistic protection?

Yes.

78 Does the structure of the skylights help with energy?

Unknown.

Courtroom vestibule

79 Would we need to add some lighting to your space there once we enclose it?

Possibly. We are open to ideas.

Courtroom

80 Where does that door go? To an A/V recording area.

81 How would you plan to [unintelligible] are you looking through a camera?

An iPad is currently used to watch the camera feed while seated in the courtroom.

82 This is just A/V systems? Yes.

83 Do you think that [what the steel plate running through the judge’s bench is rated for] may be noted on the plans when we get it?

84 Are there other entrances to get that [unintelligible]. Could somebody penetrate through the back door?

Access would require going through the screening area out front, the lobby, the doors on both sides of the library, and on additional access-controlled door.

85 Is the Marshal’s desk ballistic? No.

86 The back wall, is that solid or is it just architectural?

Just architectural.

February 6, 2026

Clerk’s Office

87 So, everybody who is coming in here has been screened?

Yes.

88 So, I’m assuming there is no ballistic glass or panels here?

Correct.

89 Where do the panic alarms go? To the deputies station in the lobby.

90 The judges have panic alarms too, is that correct? Yes, behind the bench.

91 There’s no way to get into this area without going through security?

Our employees come through an access-controlled door, not through the security at the main entrance.

92 But it’s a single door, like if somebody propped it open there’s no area inside like one door then another?

It is a single door.

93 Is this a typical office?

94 On these windows, none of them are ballistic? No.

95 Can you show us your fire alarm panel? Yes.

Mechanical Room

96 So, your maglocks are tied into your fire alarms so if fire alarms go off the mag locks release?

No.

97 Do you have a generator? Yes.

98 Is it whole building? Yes, but the generator only powers emergency lighting, fire alarms, IT server rooms, and garage gates.

99 Diesel? Yes.

February 6, 2026

100 30KW? Yes.

101 Is there a designated fire department access location and Knox box?

Yes, the Knox box is outside the front door area.

102 Is there an idea for the electrical room as well? No specific renovations are planned for this room, however, the room may be used to implement other renovations.

Internal Hallway/Stairwell

103 The acom/intercom, does it work? No.

104 Where do the stairs lead? The second-floor staff suites.

Return to Law Library

105 Can you tell us about the intercoms? They are not operational.

106 Is there a public address system?

107 Is there a map of the locations [intercoms]? No.

108 How would we request additional time to look at the facility if it was needed?

Contact the Procurement Officer.

109 Do you want that done through you? See response to question number 108.

110 Will everyone’s email who was in the meeting be provided and what is the appropriate way to ask questions?

No. All communication must go through the Procurement Officer.

Direct communication with anyone else will result in the vendor being disqualified from further participation in the procurement.

111 If we send an email, they won’t respond to the email, it will be posted so everyone can see the question and response?

That’s correct. All questions not asked verbally during this conference or during the site visits must be submitted in writing by 4:30pm on January 30, 2026. The question and the official

February 6, 2026 response will be posted on the Vendor Information Portal (VIP) system.

112 What was roughly the ballpark that was budgeted for the project?

See response to Question No. 23.

113 Is there a link in the proposal that will take us to that?

See response to Question No. 23.

114 Can we make a request now for that? See response to Question No. 23.

115 The desire is for fixed bid right? No other contract bid process for time and materials, it has to be fixed bid, is that a true statement?

The initial Cost Response must be in an estimated fixed amount format as requested in the ITN to be responsive. The final cost will likely be a payment schedule with a combination of deliverables and progress payment. That will be determined in the negotiation process. Providing an alternative pricing structure is optional and will not affect the scoring or award.

116 To be clear, we could propose an optional price structure, it might impact our ability to win, but there is nothing prohibiting us from doing that?

See response to question No. 115.

117 Typically on our A&E contracts they are a progression payment schedule, is that how you perceive this will go as well? Is that typical?

See the response to Question No. 115.