RFP_22-038-MD.pdf

Board of County Commissioners County Administrator

Robert S. Weinroth, Mayor Verdenia C. Baker Gregg K. Weiss, Vice Mayor Maria G. Marino Dave Kerner Maria Sachs Melissa McKinlay Purchasing Department Mack Bernard www.pbcgov.com/purchasing

REQUEST FOR PROPOSAL

RFP NO. 22-038/MD

Palm Beach County Board of County Commissioners and Public Safety Department are seeking Proposals for:

E 9-1-1 Computerized Equipment & Network Component Maintenance & Services

Date issued/available for distribution: May 18, 2022

Proposer shall submit one (1) unbound original, six (6) bound copies, and one (1) electronic copy in pdf (CD or flash drive) of the complete proposal to be received in the Offices of the Purchasing Department no later than June 21, 2022, 4:00 p.m. local time. See Section 1.7 of the RFP for Mailing Instructions.

Non-Mandatory Pre-Proposal Conference and Site Inspection: See Section 1.3 of this solicitation.

ENVELOPE MUST BE IDENTIFIED WITH THE

DEADLINE DATE FOR THE RECEIPT OF PROPOSALS

AND THE RFP NUMBER.

C A U T I O N In order to do business with Palm Beach County vendors are required to create a Vendor Registration Account OR activate an existing Vendor Registration Account through the Purchasing Department’s Vendor Self Service (VSS) system which can be accessed at https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService. If proposer intends to use subcontractors, proposer must also ensure that all subcontractors are registered as vendors in VSS. All subcontractor agreements must include a contractual provision requiring that the subcontractor register in VSS. County will not finalize a contract award until a contractor has verified that the contractor and all of its subcontractors are registered in VSS. As they are issued, all Amendments to solicitations will be posted under the applicable solicitation on our VSS system.

Palm Beach County shall not be responsible for the completeness of any Request for Proposal package not downloaded from our VSS system or obtained directly from Palm Beach County Purchasing Department.

IN ACCORDANCE WITH THE PROVISIONS OF ADA, THIS DOCUMENT MAY BE

REQUESTED IN AN ALTERNATE FORMAT

https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService i

TABLE OF CONTENTS

SECTION PAGE

SECTION 1 GENERAL INFORMATION

1.1 ISSUING OFFICE

1.2 PURPOSE OF THE PROJECT

1.3 NON-MANDATORY PRE-PROPOSAL CONFERENCE / SITE

INSPECTION(S)

1.4 PERIOD OF CONTRACT

1.5 QUALIFICATION OF RESPONDENTS

1.6 TIMETABLE

1.7 PROPOSAL SUBMISSION

1.8 CONTACT PERSON

1.9 CONE OF SILENCE

1.10 ADDITIONAL INFORMATION/AMENDMENT(S)

SECTION 2 GENERAL TERMS AND CONDITIONS

2.1 PROPOSAL GUARANTEE

2.2 MODIFIED PROPOSALS

2.3 WITHDRAWAL OF PROPOSALS

2.4 LATE PROPOSALS, LATE MODIFIED PROPOSALS

2.5 RFP POSTPONEMENT/CANCELLATION

2.6 COSTS INCURRED BY PROPOSERS

2.7 PROPRIETARY/CONFIDENTIAL INFORMATION

2.8 NEGOTIATIONS

2.9 RIGHT TO PROTEST

2.10 PALM BEACH COUNTY OFFICE OF THE INSPECTOR GENERAL

AUDIT REQUIREMENTS

2.11 RULES; REGULATIONS; LICENSING REQUIREMENTS

2.12 CRIMINAL HISTORY RECORDS CHECK

2.13 REVIEW OF PROPOSALS

2.14 EXCEPTIONS TO THE RFP

2.15 SELECTION PROCESS

2.16 EVALUATION CRITERIA

2.17 AWARD OF CONTRACT

2.18 DISCLOSURE OF OWNERSHIP INTERESTS

2.19 STANDARD CONTRACT PROVISIONS (ATTACHMENT 1)

2.20 COMMENCEMENT OF WORK

2.21 INSURANCE REQUIREMENTS

2.22 DRUG FREE WORKPLACE CERTIFICATION

2.23 AUTHORIZED SIGNATURE

ii

TABLE OF CONTENTS

(continued)

SECTION PAGE

SECTION 3 PROPOSAL REQUIREMENTS

3.1 EXPERIENCE / QUALIFICATION / BACKGROUND / REFERENCES

INFORMATION

3.2 PROJECT APPROACH / UNDERSTANDING INFORMATION

3.3 KEY PERSONNEL AND OPERATIONS INFORMATION

3.4 BUSINESS LOCATION / LOCAL PREFERENCE

3.5 FINANCIAL / BUSINESS STABILITY

3.6 PRICE PROPOSAL INFORMATION

3.7 BUSINESS INFORMATION

3.8 AMENDMENTS TO THE RFP

3.9 ADDITIONAL INFORMATION

SECTION 4 SCOPE OF WORK/SERVICES

ATTACHMENT A - ANNEX A - ON SITE SUPPORT SERVICES

ATTACHMENT B - ANNEX B - SOFTWARE MAINTENANCE SERVICES

(SOFTWARE EVERGREEN)

ATTACHMENT C - ANNEX C - REMOTE SUPPORT SERVICES (HELP

DESK)

ATTACHMENT D - ANNEX D - REMOTE MONITORING OF ALARM

SERVICES

ATTACHMENT E - ANNEX E - REMOTE REPLACEMENT SERVICES 24

ATTACHMENT F - TABLE 1 - RESPONSE TIME GOALS AND

SECURITY LEVEL

SECTION 5 ATTACHMENTS

ATTACHMENT 1 - SAMPLE STANDARD CONTRACT

SECTION 6 APPENDICES

APPENDIX A - PRICE PROPOSAL PAGES

APPENDIX B - BUSINESS INFORMATION

APPENDIX C - CERTIFICATION OF BUSINESS LOCATION

APPENDIX D - DRUG FREE WORKPLACE CERTIFICATION

APPENDIX E - DISCLOSURE OF OWNERSHIP INTERESTS

SECTION 1

GENERAL INFORMATION

1.1 ISSUING OFFICE

This Request for Proposal (RFP) is issued for the County of Palm Beach, hereinafter referred to as “County”, by the Purchasing Department for the benefit of the Public Safety Department. The Purchasing Department is the SOLE point of contact concerning this RFP. All communications regarding this RFP must be done through the Purchasing Department. See Section 1.8, Contact Person.

1.2 PURPOSE OF THE PROJECT

Palm Beach County (COUNTY) is seeking a CONTRACTOR to provide Maintenance, Text-to-911, 911 Mapping (GIS), Cybersecurity and related services for the existing Intrado 9-1-1 Customer Premise Equipment (CPE) and Host-Remote equipment in COUNTY’s 9-1-1 Emergency Telephone System Program. Under this contract, COUNTY is looking for a single entity to provide all services listed in this solicitation.

1.3 NON-MANDATORY PRE-PROPOSAL CONFERENCE/SITE INSPECTION(S)

All proposers are invited to attend a Non-Mandatory Pre-Proposal Conference which will be held at the Emergency Operations Center, 20 S. Military Trail, West Palm Beach, Florida 33415, on May 26, 2022, commencing at 10:00 a.m. local time. At this time, the County’s representative(s) will be available to answer any questions relative to this Request for Proposal. Any questions or comments arising subsequent to the Non- Mandatory Pre-Proposal Conference/Site Inspection(s) must be presented in writing prior to the date and time stated in the Timetable (Section 1.6) of the RFP, to be discussed with the County’s representative(s) as possible amendments to the RFP.

Immediately following the Non-Mandatory Pre-Proposal Conference, a Non-Mandatory Site Inspection will be conducted at the Emergency Operations Center, 20 S. Military Trail, West Palm Beach, Florida 33415.

In accordance with the provisions of ADA, auxiliary aids or services will be provided upon request with at least three days notice.

1.4 PERIOD OF CONTRACT

The proposed effective date of this Contract is October 1, 2022. The selected proposer(s) will provide services for a twelve (12) month period ending September 30, 2023. Four (4) twelve (12) month renewal option(s) offered by the County, at the County’s sole discretion, may be included.

1.5 QUALIFICATION OF RESPONDENTS

All proposers to this RFP shall have demonstrated experience in supplying such services and shall meet all criteria/requirements identified in this RFP.

1.6 TIMETABLE

The anticipated schedule and deadline for the RFP and Contract approval are as follows:

Activity Date Time Location

RFP available for 5/18/2022 Purchasing Department Download from 50 S. Military Trail, Ste. 110 Purchasing Dept. VSS: W. P. B., FL 33415 https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService

Non-Mandatory Pre-Proposal 5/26/2022 10:00 a.m. Emergency Operations Center Conference/Site Inspection(s) 20 S. Military Trail Immediately Following Broadcast Studio

W.P.B., FL 33415

Deadline for receipt of 5/31/2022 5:00 p.m. Purchasing Department questions or comments 50 S. Military Trail, Ste.110

W. P. B., FL 33415

Deadline for receipt 6/21/2022 4:00 p.m. Purchasing Department of proposals 50 S. Military Trail, Ste. 110

W. P. B., FL 33415

Selection Committee 7/14/2022 10:00 a.m. Purchasing Department Meeting 50 S. Military Trail Room 1N-142 North/South

W.P.B., FL 33415

Oral Presentations / 7/21/2022 10:00 a.m. Purchasing Department Selection Committee 50 S. Military Trail Meeting (if required) Room 1N-142 North/South

W.P.B., FL 33415

Posting Date of Notice 7/28/2022 Purchasing Department of Intent to Award 50 S. Military Trail, Ste. 110

W.P.B., FL 33415

www.pbcgov.com/purchasing

BCC Award Date 9/13/2022 Governmental Center 301 N. Olive Avenue, 6th Floor

W.P.B., FL 33401

http://www.pbcgov.com/purchasing

Contract Start Date 10/1/2022

NOTE: County reserves the right to alter the above activities and/or times at the

County’s sole discretion.

1.7 PROPOSAL SUBMISSION

All proposals must be submitted on 8 ½” x 11” paper.

One (1) unbound original, six (6) bound copies, and one (1) electronic copy in pdf (CD or flash drive) of the complete proposal must be received in the Purchasing Department by June 21, 2022, 4:00 p.m. local time. The original and all copies must be submitted in a sealed envelope or container. The proposer’s complete return address must be included on the outer envelope or wrapper enclosing any materials submitted in response to this RFP. The outer envelope or wrapper should be addressed as follows:

Proposer Name Address Phone No.

Palm Beach County Board of County Commissioners Purchasing Department 50 South Military Trail, Suite 110 West Palm Beach, Florida 33415 ATTENTION: Megan Davis, Buyer RFP No. 22-038/MD

Title: E 9-1-1 Computerized Equipment & Network Component Maintenance & Services

Due Date: June 21, 2022, 4:00 p.m. local time.

The Purchasing Department’s office hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding holidays observed by the County.

Proposers are responsible for informing any commercial delivery services, if used, of all delivery requirements and for insuring that the required address information appears on the outer wrapper or envelope used by such service.

The Price Proposal Page(s) (Appendix A) must be signed by an officer of the company who is legally authorized to enter into a contractual relationship in the name of the proposer (“Authorized Person”).

The submission of a signed proposal by a proposer will be considered by the County as constituting a legal offer by the proposer to perform the required services at the proposed pricing identified therein.

1.8 CONTACT PERSON

The contact person for this RFP is Megan Davis, Buyer, at (561) 616-6816, e-mail address mdavis2@pbcgov.org or fax number (561) 242-6726 in the Purchasing Department.

Proposers are advised that from the date of release of this RFP until award of the contract, NO contact with County staff and/or designated Selection Committee members concerning this RFP is permitted, except as authorized by the contact person designated herein.

1.9 CONE OF SILENCE

Proposers are advised that the “Palm Beach County Lobbyist Registration Ordinance” prohibits a proposer or anyone representing the proposer from communicating with any County Commissioner, County Commissioner’s staff, or any County Employee authorized to act on behalf of the Board of County Commissioners to award this contract regarding its proposal, i.e., a “Cone of Silence”.

The “Cone of Silence” is in effect from the date/time of the deadline for submission of the proposal, and terminates at the time that the Board of County Commissioners, or a County Department authorized to act on their behalf, awards or approves a contract, rejects all proposals, or otherwise takes action which ends the solicitation process.

Proposers may, however, contact any County Commissioner, County Commissioner’s Staff, or any County Employee authorized to act on behalf of the Board of County Commissioners to award this contract via written communication, i.e., fax, e-mail, or U.S.

Mail.

Violations of the “Cone of Silence” are punishable by a fine of $250.00 per violation.

1.10 ADDITIONAL INFORMATION/AMENDMENT(S)

Any questions, comments (i.e., additional information or clarifications) must be made, in writing via fax, e-mail or U.S. Mail, no later than the date specified and to the address listed in the RFP Timetable (Section 1.6) or fax number or e-mail address listed for the Contact Person (Section 1.8) above. The request must contain the proposer’s name, address, phone number, facsimile number and e-mail address.

Facsimiles must have a cover sheet which includes, at a minimum, the proposer’s name, address, number of pages transmitted, phone number, facsimile number and e-mail address.

Changes to this RFP, when deemed necessary by the County, will be completed only by written Amendment(s) issued prior to the Deadline for receipt of proposals. Proposers should not rely on any representations, statements or explanation other than those made mailto:mdavis2@pbcgov.org in the RFP or in any Amendment to this RFP. Where there appears to be a conflict between the RFP and any Amendment issued, the last Amendment issued shall prevail.

As they are issued, all Amendments to solicitations will be posted under the applicable solicitation on the County’s on-line Vendor Self-Service (VSS) system at https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService. It is the sole responsibility of the proposer to routinely check VSS for any Amendments that may have been issued prior to the Deadline for receipt of proposals. The County shall not be responsible for the completeness of any RFP package not downloaded from VSS or obtained directly from the Palm Beach County Purchasing Department.

It is the proposer’s sole responsibility to assure receipt of all Amendments. The proposer should verify with the designated Contact Person (see Section 1.8) prior to entering a proposal that all Amendments have been received. Proposers are required to acknowledge the receipt of all Amendments as part of their proposal.

SECTION 2

GENERAL TERMS AND CONDITIONS

2.1 PROPOSAL GUARANTEE

Proposer guarantees their commitment, compliance, and adherence to all requirements of the RFP by submission of their proposal.

2.2 MODIFIED PROPOSALS

Proposer may submit a modified proposal to replace all or any portion of a previously submitted proposal until the Deadline for receipt of proposals. The County will only consider the latest proposal submitted.

2.3 WITHDRAWAL OF PROPOSALS

A proposal may be withdrawn only by written notification. Letters of withdrawal received after the Deadline for receipt of proposals will not be accepted unless the contract has been awarded to another vendor or no award has been made within ninety (90) days after the Deadline for receipt of proposals.

Unless withdrawn, as provided in this subsection, a proposal shall be irrevocable until the time that a contract is awarded.

2.4 LATE PROPOSALS, LATE MODIFIED PROPOSALS

Proposals and/or modifications to proposals received after the Deadline for receipt of proposals specified in the RFP Timetable (Section 1.6) are late and shall not be considered.

2.5 RFP POSTPONEMENT / CANCELLATION

The County may, at its sole and absolute discretion, reject any and all, or parts of any and all, proposals; waive any minor irregularities in this RFP or in the proposals received as a result of this RFP; postpone or cancel, at any time, this RFP process; or re-issue this

RFP.

2.6 COSTS INCURRED BY PROPOSERS

All expenses incurred with the preparation and submission of proposals to the County, or any work performed in connection therewith, shall be borne by the proposer. No payment will be made for proposals received, nor for any other effort required of or made by the proposers, prior to commencement of work as defined by a contract approved by the Board of County Commissioners.

2.7 PROPRIETARY/CONFIDENTIAL INFORMATION

Any material submitted in response to this Request for Proposal is considered a public document in accordance with Section 119.07, F.S. This includes material which the responding proposer might consider to be confidential. All submitted information that the responding proposer believes to be confidential and exempt from disclosure (i.e., a trade secret or as provided for in Section 119.07 and Section 812.081, F.S.) must be specifically identified as such. Upon receipt of a public records request for such information, a determination will be made as to whether the identified information is, in fact, confidential.

2.8 NEGOTIATIONS

The County may award a contract on the basis of initial proposals received, without discussions. Therefore, each submitted proposal should contain the proposer’s best price and technical offer.

2.9 RIGHT TO PROTEST

Any proposer may protest any recommendations for contract award by submitting a written protest to the Director of Purchasing within five (5) business days after posting the Notice of Intent to Award in accordance with Chapter 2, Article II, Section 2-55 of the Palm Beach County Code. Protests must be submitted in writing, addressed to the Director of Purchasing, via hand delivery, mail or fax to (561) 242-6705.

2.10 PALM BEACH COUNTY OFFICE OF THE INSPECTOR GENERAL AUDIT

REQUIREMENTS

Pursuant to Palm Beach County Code, Section 2-421 - 2-440, as amended, Palm Beach County’s Office of Inspector General is authorized to review past, present and proposed County contracts, transactions, accounts, and records. The Inspector General’s authority includes, but is not limited to, the power to audit, investigate, monitor, and inspect the activities of entities contracting with the County, or anyone acting on their behalf, in order to ensure compliance with contract requirements and to detect corruption and fraud.

Failure to cooperate with the Inspector General or interfering with or impeding any investigation shall be a violation of Palm Beach County Code, Section 2-421 – 2-440, and punished pursuant to Section 125.69, F.S., in the same manner as a second degree misdemeanor.

2.11 RULES; REGULATIONS; LICENSING REQUIREMENTS

The proposer shall comply with all laws, ordinances and regulations applicable to the services contemplated herein, to include those applicable to conflict of interest and collusion. Proposers are presumed to be familiar with all federal, state and local laws, ordinances, codes and regulations that may in any way affect the services offered, to include Executive Order No. 11246 entitled “Equal Employment Opportunity” as amended by Executive Order No. 11375, and as supplemented by the Department of Labor Regulations (41 CFR, Part 60).

2.12 CRIMINAL HISTORY RECORDS CHECK

Pursuant to Palm Beach County Code Section 2-371 – 2-377, the Palm Beach County Criminal History Records Check Ordinance (“Ordinance”), the County will conduct fingerprint based criminal history record checks on all persons not employed by the County who repair, deliver, or provide goods or services for, to, or on behalf of the County.

A fingerprint based criminal history record check shall be conducted on all employees of contractors and subcontractors of contractors, including repair persons and delivery persons, who are unescorted when entering a facility determined to be either a critical facility ("Critical Facilities") or a criminal justice information facility ("CJI Facilities"), which are critical to the public safety and security of the County. County facilities that require this heightened level of security are identified in Resolution R-2013-1470 and R-2015- 0572, as amended. In October 2013, compliance with the requirements of the U.S.

Federal Bureau of Investigation’s CJI Security Policy was added to the Ordinance, which includes a broad list of disqualifying offenses. The proposer is solely responsible for understanding the financial, schedule, implications, and/or staffing implications of this Ordinance. Further, the proposer acknowledges that its proposal price includes any and all direct or indirect costs associated with compliance of this Ordinance, except for the applicable FDLE/FBI fees that shall be paid by the County.

2.13 REVIEW OF PROPOSALS

Each proposal will be reviewed to determine if the proposal is responsive to the RFP.

Proposals deemed to be non-responsive will be rejected without being evaluated by the Selection Committee. A responsive proposal is one which has been signed, has been submitted by the specified submission time, and has provided the information required to be submitted with the proposal (as stated in Section 3). While poor formatting, poor documentation, and/or incomplete or unclear information may not be cause to reject a proposal without evaluation, such substandard submissions may adversely impact the evaluation of your proposal, especially information relating to establishing financial/business stability. Proposers who fail to comply with all of the required and/or desired elements of this RFP, do so at their own risk.

2.14 EXCEPTIONS TO THE RFP

All exceptions taken must be specific, and the proposer must indicate clearly what alternative is being offered to allow the County a meaningful opportunity to evaluate the proposal. Proposers are cautioned that submitting an alternative proposal does not relieve the proposer from submitting the “Minimum Requirements” as stated in Section 3.

The County is under NO obligation to accept any proposed exceptions or alternatives.

2.15 SELECTION PROCESS

All proposals timely received will be reviewed first by the Purchasing Department to determine if each proposer has submitted the required information and met all Proposal Requirements (as stated in Section 3). Those proposals fulfilling the Proposal Requirements shall be referred to the Selection Committee for review and further consideration.

The Selection Committee will evaluate all responses to this RFP that meet the Proposal Requirements and are deemed responsive. The Selection Committee may evaluate all proposals based solely on the information submitted with the proposal. Accordingly, proposers are urged to ensure that their proposal contains all the necessary information for the Selection Committee to fairly and accurately evaluate each of the criteria listed below in Section 2.16. However, an oral presentation, additional written information, internal staff analysis, proposer presentations, outside consultants, and/or any other information may be required, at any time during the selection process, to help the Committee determine the final ranking of proposers. The Selection Committee may determine, as the result of additional information, that the impact of this information is significant and may be considered in the scoring and/or ranking, at the discretion of the Committee.

The Selection Committee shall meet in public session as necessary to score each proposal by reviewing each proposal against the evaluation criteria listed below, see Section 2.16. Upon completion of the Selection Committee’s review and discussion of all the responsive proposals submitted, each Selection Committee Member shall score each proposal and total the scores for each proposal. The proposals shall be assigned a ranking based upon the totals of each Selection Committee Member’s score for each proposal.

After the Selection Committee has developed an overall ranking for each proposer, the committee will then review, discuss, and declare the proposer ranked the highest as its “finalist” and make its recommendation for award of the contract.

2.16 EVALUATION CRITERIA

1. Experience / Qualifications Weight 40 % ( 40 pts) Background / References (See Section 3.1)

2. Project Approach / Understanding Weight 30 % ( 30 pts) (See Section 3.2)

3. Key Personnel and Operations Weight 15 % ( 15 pts) (See Section 3.3)

4. Price Proposal Weight 10 % ( 10 pts) (See Section 3.6)

5. Business Location / Local Preference Weight 5 % ( 5 pts) (See Section 3.4)

2.17 AWARD OF CONTRACT

The award, if any, will be made to the responsive, responsible proposer whose proposal is considered to be the most advantageous to the County based on the Selection Committee’s opinion after review of every such proposal including, but not limited to, price.

Upon review and approval of the Selection Committee’s recommendation for award, the Purchasing Department will post the award recommendation at the Purchasing Department and on the Purchasing Department website at www.pbcgov.com/purchasing for a period of five (5) business days for review by interested parties prior to final approval of the award. The apparent successful proposer will be notified of the recommendation for award by mail. The recommended awardee shall provide documentation that demonstrates that the individual(s) executing the Contract has the authority to do so and to legally bind the recommended awardee. A contract must be completed and executed by the successful proposer and the County and, when appropriate, by the Board of County Commissioners before it becomes valid and effective. If these conditions and contract negotiations, if applicable, are not met and/or completed within a reasonable timeframe as determined by the County, the County may elect to cancel the Recommended Award to that proposer and make the award recommendation to the next most advantageous proposer. This process may continue until such time as the County has determined to cancel the procurement in its entirety. The official posting on the Purchasing Department website shall prevail if a discrepancy exists between the referenced listings.

2.18 DISCLOSURE OF OWNERHIP INTERESTS

Pursuant to a directive by the Board of County Commissioners, the Disclosure of Ownership Interest affidavit (DOIA, Appendix E) must be completed on behalf of any individual or business entity that seeks to do business with the County when applicable.

Disclosure does not apply to nonprofit corporations, government agencies, or to an individual’s or entity’s interest in any entity registered with the Federal Securities Exchange Commission or registered pursuant to Chapter 517, F.S., whose interest is for sale to the general public.

Upon request from the Purchasing Department, the recommended awardee shall submit a completed DOIA (Appendix E) within a reasonable time, as requested. If the recommended awardee fails to submit a completed DOIA in a timely manner, the County, at its sole discretion, may elect to cancel the Recommended Award.

2.19 STANDARD CONTRACT PROVISIONS (ATTACHMENT 1)

The selected proposer will be required to execute a contract similar to the attached Sample Standard Contract (Attachment 1). If a proposer has comments related to any of the provisions in this RFP and/or the Sample Standard Contract, comments must be made, in writing, no later than the date specified in the RFP Timetable (see Section 1.6).

The Sample Standard Contract provisions (general and specific) will be incorporated into any contract resulting from this RFP. Should any selected proposer and the County be unable to consummate a written contract, the County may proceed to the next most advantageous proposal as determined by the Selection Committee or issue a new solicitation or cancel the procurement process in its entirety.

2.20 COMMENCEMENT OF WORK

This RFP does not, by itself, obligate the County. The County’s obligation will commence when the contract is approved by the Board of County Commissioners or their designee and upon written notice to the proposer. The County may set a different starting date for the contract. The County will not be responsible for any work done by the proposer, even work done in good faith, if it occurs prior to the contract start date set by the County.

2.21 INSURANCE REQUIREMENTS

Prior to the effective date of the Contract, it shall be the responsibility of the successful proposer to provide evidence of the minimum amounts of insurance coverage specified in Attachment 1, Article 13, to Palm Beach County through the Contact Person set forth in Section 1.8, until otherwise notified by County.

The successful proposer shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverages and limits (including endorsements) as described herein (see Attachment 1, Article 13). Failure to maintain the required insurance shall be considered default of the Contract. The requirements contained herein, as well as the County’s review or acceptance of insurance maintained by the successful proposer, are not intended to and shall not in any manner limit or qualify the liabilities and obligations assumed by the successful proposer under the Contract.

2.22 DRUG FREE WORKPLACE CERTIFICATION

Proposers should submit, with their proposal, an executed Drug Free Workplace Certification (Appendix D) indicating that the proposer has implemented a Drug Free Workplace Program which meets the requirements of Section 287.087, F.S.

2.23 AUTHORIZED SIGNATURE

The authorized representative signature required on all offers and the Contract must be made by an officer of the company (if applicable).

SECTION 3

PROPOSAL REQUIREMENTS

PROPOSAL FORMAT AND CONTENT:

Format

Proposer shall submit one (1) unbound original, six (6) bound copies, and one (1) electronic copy in pdf (CD or flash drive) of the complete proposal. Proposals should be typed, double-spaced and submitted on 8 ½” x 11” size paper. Copies should be bound using a single method of fastening (e.g., stapled, binder, etc.). Proposals should include only brief and concise narrative. The enclosure of elaborate or unnecessary verbiage or promotional material is discouraged.

Table of Contents

Proposals should contain a Table of Contents. The Table of Contents outlines, in sequential order, all of the areas of the proposal and it allows for clarity and ease of review of the proposal.

Letter of Transmittal

Proposals should contain a Letter of Transmittal addressed to Megan Davis, Buyer, and should, at a minimum, contain the following:

a. Identification of Proposer, including name, address and telephone number.

b. Proposed working relationship between proposer and subcontractors, if applicable.

c. Name, title, address, telephone/fax numbers and e-mail address of contact person during period of proposal evaluation.

d. Signed by a person authorized to bind proposer to the terms of the proposal.

Technical Proposal

Proposals shall contain all of the documents listed below, each fully completed, signed, and notarized as required. Failure of a proposer to provide the required information is considered sufficient cause to deem the proposal non-responsive.

The item(s) marked by an asterisk (*) should be a part of the proposal; however, if these items are omitted, the proposer must submit the item(s) upon request from the County within a time frame specified by the County (normally within two working days of request) or the proposal shall be deemed non-responsive. All other items must be submitted with the proposal or it shall be deemed non-responsive.

Notwithstanding these submittal requirements, the County reserves the right, at its sole discretion, to waive any minor irregularity relating to the proposal. Upon request, it shall be the responsibility of the proposer to address the determined minor irregularity within a time frame specified by the County (normally within two working days of request). Failure of a proposer to provide the required information within the specified time frame is considered sufficient cause to deem the proposal non-responsive.

Each of the following requirements should be addressed in separate sections of the proposal.

3.1 EXPERIENCE / QUALIFICATION / BACKGROUND / REFERENCES

INFORMATION

3.1.1 Each proposer shall submit a detailed statement of their experience, qualifications, and background for providing maintenance, upgrade and installation services of Intrado 9-1-1 Customer Premise Equipment (CPE).

*3.1.2 Each proposer should submit a minimum of three (3) references demonstrating the successful provision of Intrado 9-1-1 CPE maintenance within the past five (5) year(s).

Each reference should include the following:

a. Name of client company, contact names, addresses, e-mail address, telephone/fax numbers, dollar amount of contracts and dates of service.

b. Scope of Work, types of services performed and number of full-time staff provided.

3.2 PROJECT APPROACH / UNDERSTANDING INFORMATION

The proposer shall provide a detailed narrative description of its approach and methodology for implementing Intrado 9-1-1 CPE maintenance services including, but not limited to, the following:

3.2.1 Overview of the project tasks to be performed.

3.2.2 County resources that will be required to conduct the study.

3.2.3 Timeline for performing the required services from start to completion.

3.3 KEY PERSONNEL AND OPERATIONS INFORMATION

The proposer shall provide:

3.3.1 An Organizational Chart identifying the structure of firm.

3.3.2 A list of the key personnel assigned to the project, along with a complete resume detailing their experience, education, expertise, qualifications and knowledge of the project.

3.3.3 A description of the role of each staff member who will be responsible for handling and monitoring the Contract.

3.3.4 Identification of projects of similar nature in which each staff member has been involved.

3.4 BUSINESS LOCATION / LOCAL PREFERENCE

Pursuant to Section 2-80.47 of the Palm Beach County Local Preference Code, unless prohibited by federal, state or local law or where prohibited under the conditions of any grant, the location of a business shall be addressed through the evaluation criteria set forth in this solicitation.

Proposer shall submit at the time of proposal submission the attached “Certification of Business Location” (Appendix C) (the “Certification”) together with a valid Business Tax Receipt issued by the Palm Beach County Tax Collector, unless the proposer is exempt from the Business Tax Receipt requirement by law, which will be used to verify that the proposer had a permanent place of business prior to the issuance of this Notice of Solicitation/Request for Proposal. The Palm Beach County Business Tax Receipt and the Certification are the sole determinant of Business Location/Local Preference points. Errors in the completion of the Certification or failure to submit the completed Certification will cause the proposer to not receive points for Business Location/Local Preference.

Local proposers who submit the Certification, together with the required Business Tax Receipt at the time of proposal submission, shall receive five (5) points.

*3.5 FINANCIAL / BUSINESS STABILITY

Proposer should submit one of the following:

(a) Balance sheets and income statements for the current fiscal year and prior two (2) fiscal years of operation, prepared in accordance with generally accepted accounting principles and compiled by an independent certified public accountant or notarized by the chief financial officer or owner; or

(b) The company’s federal income tax returns for the previous three (3) years as completed and filed with the federal government. Sole proprietors should provide Schedule C from Form 1040 for the previous three (3) years. The Schedule C’s must be accompanied by a statement from an independent certified public accountant or a statement by the chief financial officer or owner, indicating that the Schedules are copies of the ones filed with the 1040; or

(c) A statement from an independent certified public accountant attesting to the financial stability of the organization for the current and prior two (2) fiscal years of operation; or

(d) A reference letter from the proposer’s bank or financial institution indicating the bank’s relationship with the proposer and providing a credit reference.

At the time of issuance of the reference letter, the bank/financial institution must have a minimum peer group rating that meets or exceeds the threshold levels in at least two of the five approved services as listed below:

1. Thomson Reuters Bank Insight Quarterly Ratings – 50

2. IDC Bank Financial Quarterly Listing – 125

3. Veribanc, Inc. Listing – 3 Star Green Rating

4. Standard & Poor’s Listing – Single A

5. Moody’s Listing – Single A

The County reserves the right to request additional information considered pertinent to indicate any and all proposer’s financial and operational capabilities.

Further, the County retains the right to disqualify from further consideration any proposer who fails to demonstrate sufficient financial stability to perform the pending contract.

Required Appendices

3.6 PRICE PROPOSAL INFORMATION

The proposer shall submit the attached Price Proposal Page(s) (Appendix A) filled out and signed. The proposer shall indicate the amount of money to be paid by the County during the Contract term.

Offers will receive up to the maximum points listed in 2.16 above, based upon the reasonableness of the total price and competitiveness of this amount with other offers received.

In order for the County to make payment, the Vendor’s Legal Name, Vendor’s Address and Vendor’s TIN/FEIN Number on the Contractor’s proposal and Contract must be exactly the same as it appears on the invoice and in the County’s Vendor Self Service (VSS) system. Contractor shall send ALL ORIGINAL invoices to the following address and may send copies of invoices to the County’s representative set forth in the Contract. Invoices submitted on carbon paper shall not be accepted.

PALM BEACH COUNTY

FINANCE DEPT.

P.O.BOX 4036

WEST PALM BEACH, FL 33402-4036

Note: Palm Beach County Vendors can now be paid by Credit Card via the County’s voluntary Payment Manager Program. For vendors who do not have a merchant account, one is needed to utilize the Program. For vendors with a merchant account, you will need to enroll with the Palm Beach County Clerk & Comptroller’s office. For information, contact the Palm Beach County Clerk & Comptroller at pbcpaymentmgr@mypalmbeachclerk.com.

3.7 BUSINESS INFORMATION

Each proposer shall complete and submit the attached Business Information page (Appendix B).

3.8 AMENDMENTS TO THE RFP

It is the proposer’s responsibility to assure receipt of all amendments. The proposer shall verify with the designated contact person, prior to submitting a proposal, the number of amendments that have been received. Each amendment to the RFP shall be signed by an authorized person and shall be submitted with the proposal or the proposal shall be deemed non-responsive.

mailto:pbcpaymentmgr@mypalmbeachclerk.com

Additional Appendices

3.9 ADDITIONAL INFORMATION

Information considered by the proposer to be pertinent to this project and which has not been specifically solicited in any of the aforementioned sections may be placed in a separate appendix section. Proposers are cautioned, however, that this does not constitute an invitation to submit large amounts of extraneous materials. Appendices should be relevant and brief.

SECTION 4

SCOPE OF WORK/SERVICES

4.1 PURPOSE AND INTENT

Palm Beach County (COUNTY) is seeking a CONTRACTOR to provide Maintenance, Text-to-911, 911 Mapping (GIS), Cybersecurity and related services for the existing Intrado 9-1-1 Customer Premise Equipment (CPE) and Host-Remote equipment in COUNTY’s 9-1-1 Emergency Telephone System Program. Under this Contract, COUNTY is looking for a single entity to provide all services listed in this Scope of Work/Services.

4.2 SCOPE OF WORK

COUNTY requires maintenance services for the Intrado 9-1-1 Call Handling and Answering platform for fifteen (15) locations, fifty (50) remote laptop units and the two (2) VIPER hosts, see table below for workstation count and locations. COUNTY operates on an i3 Emergency Services IP Network (ESINet). The COUNTY’s 9-1-1 system is designed to operate at 99.999% efficiency and connectivity.

4.3 EQUIPMENT AND FACILITIES

The CONTRACTOR shall have all necessary manufacturer approved equipment to provide Power911 CPE and VIPER Host/Remote system services at the following locations, hereinafter referred to as the “System”. The list below shows the current equipment and locations.

PSAP

positions Address City

Atlantis PD 2 260 Orange Tree Dr Atlantis, FL 33462

Boca Raton PD 11 6500 Congress Ave Boca Raton, FL 33487

Boca Raton BU 3 2500 NW 1st Ave Boca Raton, FL 33432

Boynton Beach PD 10 2080 High Ridge Rd Boynton Beach, FL 33425

Delray Beach PD 6 300 W Atlantic Ave Delray Beach, FL 33444

FAU PD 3 777 Glades Rd, CO-79 Boca Raton, FL 33431

Lantana PD 2 901 N 8th St Lantana, FL 33462

PSAP

positions Address City

Manalapan PD 2 600 S Ocean Blvd Manalapan, FL 33462

Ocean Ridge PD 2 6450 N Ocean Blvd Ocean Ridge, FL 33435

Palm Beach Gardens PD

15 10500 N Military Tr Palm Beach Gardens, FL 33410

Palm Beach PD 9 355 S County Rd Palm Beach, FL 33408

Palm Springs PD 3 230 Cypress Ln Palm Springs, FL 33461

Riviera Beach PD 6 600 W Blue Heron Blvd Riviera Beach, FL 33404

West Palm Beach

PD

17 600 Banyan St West Palm Beach, FL 33402

West Palm Beach

BU

7 700 N Congress Ave West Palm Beach, FL 33401

EOC VIPER Host 20 S Military Tr West Palm Beach, FL 33415

RCC VIPER Host 4300 S John Young Pkwy

Orlando, FL 32839

Remote 911 Laptops

50 Various in PBC

4.3.1 CPE workstation hardware includes A9C Generation 3, Touchscreen monitor, 2nd

Map monitor, Sonic Box, Genovation Keypad, Keyboard and Mouse.

4.3.2 Host Site equipment includes Intrado servers, ECaTS servers, Netclock, Verint

Logging Voice Recorders.

4.3.3 Remote Host hardware include Intrado servers.

4.3.4 Current software versions are:

a. Power 911 v6.4

b. MapFlex v5.4

c. PowerMIS v4.6

d. VIPER v5.1

e. Audiolog v15.2

4.3.5 Any CPE used in the COUNTY 9-1-1 system must have been tested and approved by software provider.

4.3.6 Spare and Replacement Parts

In the event that the purchase of spare and replacement parts, not covered by warranty, becomes necessary, the CONTRACTOR shall provide COUNTY a written quotation for the spare or replacement part needed for approval based on the price submitted in Appendix A, Price Proposal Pages. If approved COUNTY shall direct the CONTRACTOR to acquire the spare or replacement part.

CONTRACTOR will pass through to COUNTY any and all warranties provided by third party manufacturers for products supplied to COUNTY by CONTRACTOR under this agreement. COUNTY’s access to and use of third party equipment and software will be and remain subject to all terms, conditions, and licenses imposed by the manufacturers and/or third party licensors of such third party equipment or software and COUNTY will comply with the same.

4.4 GENERAL

Services that are required to support and maintain the COUNTY 9-1-1 system include the items list below:

Maintenance Services:

a. On-Site Support including Anti-virus – Attachment A - Annex A.

b. Software Subscription/Software Evergreen – Attachment B - Annex B.

c. Remote Support Services (Help Desk Support) – Attachment C - Annex C.

d. Remote Monitoring – Attachment D - Annex D.

e. Advance Replacement Services – Attachment E - Annex E.

NOTE: Above services shall include MapFlex and LVR.

Text-to-911 Services

CONTRACTOR shall provide maintenance and service for Text-to-911 integrated with Power911 for all PSAP workstations and laptops (listed in 4.3) and integrated with Vesta at the following locations:

PBSO Eagle Communications Center – 32 seats

PBSO Belle Glade Communications Center – 18 seats

PBSO Courthouse Communications Center – 8 seats

Palm Beach County Fire-Rescue – 22 seats

Florida Highway Patrol Lake Worth Regional Communications Center – 10 seats

Professional Services: Moves, Adds, and Changes

Projects may arise that are outside the maintenance portion of this Contract. The COUNTY requests a Schedule of Services and Fees to cover these instances. For when these projects arise, the CONTRACTOR shall:

a. Establish a schedule of labor categories and price.

b. Determine a ‘statement of work’ for these projects.

c. Submit the ‘statement of work’ and pricing to the COUNTY for review/negotiation.

d. Submit a final quote based on the price submitted in Appendix A, Price Proposal

Pages, for COUNTY approval and issuance of work order.

Cyber Security Protection and Monitoring

a. Perform security requirements analysis, engineering design reviews, security testing oversight, and risk remediation planning.

b. Perform routine security functions for risk detection, prevention and response.

c. Provide and maintain a data backup solution for the system restoration.

d. Store and maintain all software needed to restore the system as well as all system backups.

ATTACHMENT A

ANNEX A

ON-SITE SUPPORT SERVICES

TO SCOPE OF WORK/SERVICES

RFP NO. 22-038/MD

Service Description:

On-Site Support Services are primarily designed to assist with issues that require System expertise in troubleshooting and restoration at the COUNTY's location.

On-Site Support Services include travel costs and time and labor related to the service incident. Also included in the service are quarterly on-site preventative and routine maintenance reviews (four per year) of the COUNTY's System. These maintenance visits can include the installation of routine updates to software

On-Site Support Services options include the designation of a technician dedicated specifically to the COUNTY's deployment(s), or alternately a non-dedicated resource available for use with other customers.

Regardless of designation, the response times of On-Site Support Service technicians are based on system issue severity levels as defined in Table 1 (Attachment F).

CONTRACTOR Responsibilities:

Dispatch a technician to COUNTY's site when the issue cannot be resolved remotely.

When on-site, assist COUNTY in performing system diagnostics.

Provide on-site technician visit on a quarterly basis to perform preventative and routine maintenance activities.

Provide four (4) dedicated technicians for the County PSAPs.

- Technicians must be trained and certified to CPE provider standards.

COUNTY Responsibilities:

Perform responsibilities as detailed in the Remote Support Services section

(Attachment C).

Brief on-site technician on issue(s) and actions taken.

Allow CONTRACTOR both on-site and remote access to the System.

Validate issue resolution prior to close of the case.

Cooperate with CONTRACTOR and perform all acts that are reasonable or necessary to enable CONTRACTOR to provide the On-Site Support Services. These include maintaining a suitable environment (heat, light, and power) and providing the technician with full, free, and safe access to the System. All sites must be accessible by standard service vehicles.

ATTACHMENT B

ANNEX B

SOFTWARE MAINTENANCE SERIVCES

(SOFTWARE EVERGREEN)

TO SCOPE OF WORK/SERVICES

Service Description:

Software protection program which provides maintenance releases and upgraded software versions. This offering only provides for the availability of the software.

Installation and training (if needed) are not included. Any required hardware or operating system changes are also not included.

lntrado provides periodic software release bulletins to COUNTY which announce and explain system releases for lntrado Software. CONTRACTOR may then request the new release or version from lntrado, based on applicability of the release to COUNTY's System. The COUNTY is responsible for installation of all these releases. Software and new releases shall be included. If necessary, the CONTRACTOR shall work with Intrado to dispatch appropriate personnel to perform the upgrade on a mutually agreed upon date.

The COUNTY is encouraged to periodically install new Software releases because they may include performance enhancements and will keep the System current. Software releases are available for a limited time; if the System is not maintained to a currently supported equipment and software version, future software releases may not be compatible with COUNTY's existing System.

CONTRACTOR Responsibilities:

Provide to the customer bulletins announcing the availability of software releases, and deliver software in disc form to the COUNTY as requested.

Contact Intrado Sales account representative to order an available software release.

COUNTY Responsibilities:

COUNTY will work with CONTRACTOR to schedule updates to avoid service disruption.

ATTACHMENT C

ANNEX C

REMOTE SUPPORT SERVICES (HELP DESK)

TO SCOPE OF WORK/SERVICES

RFP NO. 22-038/MD

Service Description:

Remote Support Services (Help Desk) provide remote assistance from lntrado's centralized Support Center for the lntrado System. Support is provided by associates who specialize in the diagnosis and resolution of System performance issues. Help desk support is available 24/7 through both a toll free hotline and a secure COUNTY Internet portal. All service inquiries are tracked by a state-of-the-art Customer Relationship Management (CRM) trouble ticket system that can be queried by COUNTY through the online portal to obtain the most up-to-date status on their issues.

Response times for Remote Support Services are based on Systems issue severity levels as defined in Table 1 (attached).

CONTRACTOR Responsibilities:

Respond to service requests based on appropriate severity level response goals.

Assess the System issue(s).

Apply technical expertise, knowledge and resources to restore System to functionality, or assist COUNTY to apply the identified fix.

Escalate issues for review when required.

Communicate progress and resolution with the specific COUNTY contact.

Log all requests for assistance directly with the Technical Support Center, either through the toll-free hotline or the online portal.

Provide the following information when initiating a service request:

- Site Name/ ID number/ Agency Location

- Contact Name and Number

- Problem Description

Ensure that the individual requesting support is appropriately trained and knowledgeable regarding the operation of the System.

Provide additional symptoms and information as they occur pertinent to resolving Systems issues.

Respond to communications regarding case status and resolution in a timely manner.

Allow remote access to obtain System availability and performance data. If remote access capability is not available.

Notify CONTRACTOR before performing any activity that may impact the System

(including software installation, hardware upgrades, network upgrades or de-activation).

ATTACHMENT D

ANNEX D

REMOTE MONITORING OF ALARM SERVICES

TO SCOPE OF WORK/SERVICES

RFP NO. 22-038/MD

Service Description:

CONTRACTOR will provide Remote Monitoring of the System through a remote centralized network systems management solution, also known as "lntrado Sentry".

lntrado Sentry monitors all lntrado products as well as most third party equipment, and forwards alarms and alerts to a centralized lntrado Network Operations Center for monitoring. This Service requires the purchase of lntrado Sentry hardware from lntrado.

Vendor’s…