RFP No. 17-029-LJ_Amendment 2.pdf

AMENDMENT NO. 2

DATED: April 19, 2017

Palm Beach County Purchasing Department 50 South Military Trail, Suite 110, West Palm Beach, FL 33415

RFP No. 17-029/LJ

Title: Purchase of UL rated, Ruggedized, P25 Portable Radios, and

Parts and Accessories

Request for Proposal Due Date: April 27, 2017

This Amendment is issued to provide additional information and clarification to the RFP document:

A. Proposers are advised of the following changes to the RFP:

1. Section 4, SCOPE OF WORK/SERVICES, is revised as follows:

a. Subsection 4.3 SCOPE, third paragraph, is revised to add as the last sentence:

“Phase I and Phase II trunking ability shall be installed in the portable radio prior to delivery.”

b. Delete the last sentence of Subsection 4.7.1(h) in its entirety and replace it with the following:

“Display shall show Channel selected, Battery level, and Encryption status. The entire backlighting of the display shall change color when Signal level is out of range and when an Emergency is declared.”

c. Subsection 4.7.1(q), Multiple-Channel Monitoring, third bullet, Cross

System Scan Mode, is revised to add as the last sentence:

“The radio shall scan across Analog P25, P25 Phase I trunking and P25 Phase II without user intervention.”

d. Subsection 4.9.3, Smart Battery Charger, is revised as follows:

1) first paragraph, delete the last sentence in its entirety so that the paragraph reads as follows:

“Each radio shall be provided with a smart battery charger. The charger circuitry shall be matched to the battery cell technology.

The charger shall provide a physical receptacle in which to insert

AMENDMENT NO. 2 to the battery with or without the radio attached. The receptacle shall include a drop-in style automatic electrical connection between the charger and the battery.”

2) third bullet, Charge Indicator, delete the first sentence in its entirety and replace it with the following:

“Each smart battery charger shall include a battery indicator that shall display the appropriate battery level anywhere between no charge (dead battery) to 100% fully charged, including trickle charging.”

e. Subsection 4.11.3, New Products, second paragraph is revised to add as the last sentence:

“When replacing a current product with a new product line, the new product line shall be evaluated according to the radio evaluation described herein provided that the new product meets the current UL specifications or is better than the published UL specifications.”

2. The proposer is reminded of its obligation to maintain the confidential status of the confidential information it will receive from the County in order to program its radios for the testing portion of the proposal evaluation. Access to the confidential information shall be restricted to the proposer’s employees, and/or a licensed subcontractor. In addition, should proposer release the confidential information to a third party subcontractor, proposer shall require the subcontractor to execute nondisclosure restrictions at least as protective as the one signed by the proposer. The confidential information will not be provided until after proposal submission and the determination of responsiveness.

3. The sign-in sheet from the Pre-Proposal Conference held on April 12, 2017, is provided in this Amendment as Attachment 1.

B. Questions received from Motorola Solutions, Inc., and the Fire Rescue

Department’s responses:

Q.1. Can we use Customer Programming Software (CPS) Electronric “Help File” as

Support Documentation ref. Appendix I Satisfaction of Requirements?

A.1. Yes, you may use the CPS “Help File” as support documentation in Appendix I;

however, the features must also be described in the applicable box.

Q.2. Please inform us to which Vendor’s Face Piece and what Amplifier you currently are using, or plan to use, i.e. Scott Air Pack EPIC III with (RDI) Amplifier?

A.2. The firefighters are using Scott 2007 Compliant AV3000 Sure Seal facepiece.

Special Operations personnel use EPIC III.

Q.3. Can proposers provide Appendix I Satisfaction of Requirements in Excel Format?

A.3. Yes, proposers may provide Appendix I, Satisfaction of Requirements, in an

Excel format, provided that proposer does not change the layout and/or any text/wording used in the document as originally published in the RFP. Any such alteration may render your proposal non-responsive.

Q.4. How many PBCFR persons will attend the Training Sessions?

A.4. Technical training as required in Section 4.13.2 of the RFP will include eight (8) personnel.

Q.5. Is UL Portable Radio User Training required, if so, how many PBCFR persons will attend?

A.5. Portable Radio User Training is not required of the proposer as Fire-Rescue does their own user training.

Q.6. Will Proposer’s representative be able to attend the PBCFR UL Portable Radio

Testing?

A.6. Yes, the proposer or their representative will be able to attend the Portable Radio testing; however, because of safety concerns, there may be some areas not able to be accessed by the proposer or their representative.

Q.7. Article 6, Truth-in-Lending Certificate that is in the County’s Sample Contract seems to only apply to services and no services are requested in RFP No. 17- 029/LJ. Shouldn’t this Article be deleted as not applicable?

A.7. Proposers should propose any exceptions to the Sample Standard Contract

(Attachment 1) in their proposal. The County, however, is not inclined to accept any such exceptions since these are the County’s standard contract terms and conditions.

C. Questions received from Citation Communications on behalf of Harris

Corp. and JVCKenwood/EFJohnson and the Fire Rescue Department’s responses:

Q.1. Will you grant a 2 week extension for receipt of proposals?

A.1. No, the P25 project schedule does not allow for an extension.

Q.2. Section 3.2.2 Information and Descriptive Literature: Model Offered – When a radio is built the model number delivered to the buyer is likely to be different than the bid radio because the actual model number derives from the configuration installed in the radio. Is it acceptable to list the model number on the spec sheet on the proposal page? (i.e. VP6430 or XL-200P)

A.2. It is acceptable to list the spec sheet model number on the Price Proposal Page as long as the descriptive literature contains the model’s descriptive information and compliance with the requirements to the specifications can be ascertained.

Q.3. Section 4.11.3 “New products will be accepted after evaluation”. Will the new radio evaluation be the same as outlined in this RFP?

A.3. The evaluation would be necessary if a new product is replacing a current product. The new radio evaluation would be the same as outlined in the RFP if it meets the current product or has better than the published UL specifications.

Q.4. Section 4.3 third paragraph The bid package states the radio has to be

“compliant Phase 1 and Phase II trunking capable.” Does this mean Phase II needs to be installed in the radio and priced accordingly?

A.4. See Section A., item 1.a. above.

Q.5. Section 4.7.1 (g) states each portable will be UL ANSI/TIA-4950 type accepted.

Will you accept the equivalent new industry standard of Intrinsically Safe (IS) XXXXX rating?

A.5. The new IS rating will be accepted if it is the equivalent or better (since rating wasn’t listed), and meets the criteria of a Fire Rated, Ruggedized and Hazardous type rated portable radio.

Q.6. Section 4.7.1 (g) last line states (2) exterior case colors (Green and Black) shall be available. Can yellow be in place of green?

A.6. Yes, yellow may be one of the two (2) exterior case colors.

Q.7. Section 4.7.1 (h). “Signal Level with out of range color change”, Does the entire display need to change color or just the signal strength indicator?

A.7. See Section A, item 1.b. above.

Q.8. Section 4.7.1 (q) third bullet Cross System Scan Does “Cross System Scan” mean the radio has to scan across Analog P25, P25 Phase I trunking and P25 Phase II without user intervention? Or do you mean the radio has to interoperate with other systems when in range of other systems as long as the radio is in the same mode as the system it is in range of?

A.8. See Section A., item 1.c. above.

Q.9. Section 4.9.3 Smart Battery Charger: (first line) ...charger shall permit operation of the radio…while charging. All charger operation manuals caution it is hazardous to charge a battery in this way. Is this the intent of a smart charger?

A.9. See Section A., item 1.d.1) above.

Attachment 1 to Amendment No. 2 to

Attachment 1 to Amendment No. 2 to