RFI 2021-001.pdf

REQUEST FOR INFORMATION

RFI # 2021-001

Due Date: February 10, 2021

INSTALLATION, MAINTENANCE, OPERATION, AND COSTS FOR THE

IMPLEMENTATION OF AN EMERGENCY NOTIFICATION SYSTEM TO PROTECT,

NOTIFY, ENHANCE, AND INCREASE SECURITY/SAFETY IN GOVERNMENT

BUILDINGS FOR PALM BEACH COUNTY

The Palm Beach County (PBC) Facilities Development & Operations Department (FDO) is issuing this Request for Information (RFI) in order to receive information relating to the installation, maintenance, operation and costs associated with implementing an emergency notification system software/technology in Palm Beach County facilities to protect, notify, enhance and increase safety/security in government buildings during an active shooter and/or other emergency situations. This system should aid first responders/law enforcement’s response to address the emergency, including the location in the building, the ability to notify the first responders while responding to the incident scene, and with the capability of displaying video footage through integration with existing video surveillance.

Goal - The goal of this RFI is to obtain the appropriate information regarding available technologies that are full service vendor available in the market to provide situational awareness/emergency notification software to enhance safety/security in County buildings. Full-service means programs where a vendor provides the software technology installation (including all applicable design, permits, equipment and appurtenances thereto), maintenance, and operations to Palm Beach County.

This is an RFI only. All information received will be used for informational and planning purposes only. After considering the responses to this RFI, PBC may issue a solicitation based on the information obtained through this RFI.

Scope - The scope of this RFI is to obtain information about software technology programs currently available in the market, so that PBC can identify the program components and requirements that best align with PBC’s objectives for a future solicitation.

Request for Information

1. A brief description of your firm, including such information as the types of services offered;

number, size and location of offices; and qualifications of your firm, describing any experience in performing work of a similar nature to that outlined in this RFI and/or other related experience.

2. Describe the installation costs and subsequent service costs (if any) to PBC. Provide a full breakdown of cost components to PBC.

3. Describe the type of software that the vendor will provide, including any specifications for ensuring that the software is compatible with any or all hardware, software, and computer systems used by PBC.

4. Explain how installation costs might vary based on whether the software is installed either on or off site.

5. Does the vendor have any requirements as to where the software will be placed?

6. Does the vendor provide the software and/or system hardware to PBC for installation, self-perform the installation of the software, or contract with a licensed contractor for the install?

If installation is performed by the vendor or contracted third party, describe the level of involvement allowed PBC in review of all plans, documents, applications, and/or other materials that address the installation approach.

7. Is the software customizable for PBC purposes countywide? Can the software be customized depending on the operation or function of the facility?

8. Address any requirements and cost implications in the event of future renovations of facilities that have installed this software.

9. Describe clients comparable to Palm Beach County that the company currently has under contract.

10. Provide any and all licensing, certifications, and approvals that the company currently has relating to the software and/or company.

Equipment Maintenance/Repair

11. Describe how the vendor will perform maintenance/updates on the software. Explain how the vendor charges for this service and the full range of services the vendor can provide.

12. Describe any post-installation inspection program deployed by the vender, including frequency, scope of inspection, method of documenting findings, and approach to conveying findings to PBC.

13. Describe how PBC would report any issues and/or repair needs, and the guaranteed response time for service delivery.

14. In the event the software is not owned by PBC, identify any measures and/or practices employed by the vendor to prevent service calls from being directed to PBC.

Data Storage and Retrieval

15. Explain the software, if any, that PBC, the user of the software must use to access the technology.

16. Explain how the vendor will protect sensitive PBC information over the life of the use of the software.

17. Does PBC have to access the software for any reason in order to fulfill the vendor’s needs and interests?

18. Explain how the vendor will use the data collected from PBC, and for what purpose(s).

19. Explain what data the vendor would be willing to share with PBC, and how that data would be provided to PBC.

20. Is the software expandable to accommodate installation in additional facilities in the future?

21. Is the data stored on-site, and can data from multiple sites be networked or sent wirelessly to the cloud or equivalent remote access?

22. If data is stored on non-PBC owned servers, are there recurring fees or licenses for PBC to access the data? Can the data be stored on PBC owned servers?

23. Explain whether the usage data will be individualized or aggregated.

Fees to PBC

24. Do you offer lease, subscription and/or direct purchase options?

25. Describe in detail how each of your purchase options are handled.

26. Describe the components of the user cost (license based per unit or facility etc.) for using the software.

27. Describe how payment of user fees for use of the software will/can occur and whether PBC will pay a processing fee.

General

28. Describe how many other software installations the vendor has conducted within the State of

Florida and/or Palm Beach County.

29. Explain whether and to what extent the vendor’s software is compatible with other software applications, video, and other systems.

30. Describe the typical contract length, including any minimum and/or maximum duration required by the vendor.

31. Explain whether and under what circumstances PBC has the right to terminate the agreement should the vendor fail to maintain a fully operational system.

32. Describe what happens to the software and supportive infrastructure upon termination of the contract, including any commitment toward restoration to prior conditions.

33. Describe the warranty of the software and the components.

34. In case PBC has any questions or needs clarification, please include the Firm name; the name of the person completing the RFI on behalf of the Firm; and the pertinent telephone number(s).

35. Describe typical timing for implementation of the vendor’s software system to completion and acceptance.

36. Define the support documents and/or staff requirements that are needed from Palm Beach

County/Facilities Development & Operations for implementation of the software.

37. Describe or provide an example of the vendor’s training plan for PBC staff.

Deadline for Response

Responses are due on or before February 10, 2021. Responses must be in .pdf format, and submitted to:

Donna Pagel, Purchasing Manager

Palm Beach County Purchasing Department

50 South Military Trail, Suite 110

West Palm Beach, FL 33415

Fax: 561/242-6721

Email: dpagel@pbcgov.org

IMPORTANT NOTES: This RFI is not a Request for Proposal, Request for Submittal, Request for Quotation, Offer, or an Invitation for Bid, nor does its issuance restrict PBC on its eventual disposition activities. This is an RFI only, and all information received will be used for informational and planning purposes only. Your response may be releasable to the public under

Florida Public Records Law (Section 119.07, F.S.). If you wish PBC to consider any portion of your response exempt from disclosure under the Florida Public Records Law, you should clearly mark that portion as “confidential information” and state the portion of the applicable statute that meets the exemption you are seeking. Respondents will not be notified of any results derived from a review of the information provided. This RFI should not be construed as a commitment by PBC, and PBC does not intend to award a contract on the basis of your responses. All information contained in the RFI is preliminary and is subject to modification and is in no way binding PBC.

PBC will not pay for information received in response to this RFI. Responders to this RFI are solely responsible for all expenses associated with responding to this RFI.