RFP No. 21-046-LAC_1_10-21-2021.pdf

AMENDMENT No. 1

DATED: October 21, 2021

Palm Beach County Purchasing Department

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

RFP No. 21-046/LAC

Title: Digital 911 Logging Recorder System

Request for Proposal Due Date: October 29, 2021

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. APPENDIX A, PRICE PROPOSAL PAGES, have been revised. REVISED

APPENDIX A, PRICE PROPOSAL PAGES, are provided in this Amendment No.

1 as Attachment No. 1 and will replace the original APPENDIX A, PRICE PROPOSAL PAGES. Proposers are advised to submit REVISED APPENDIX A, PRICE PROPOSAL PAGES, in place of the original APPENDIX A, PRICE PROPOSAL PAGES, in their proposals.

B. Questions received from Replaysystems.com and the Fire Rescue

Department’s responses:

Q.1. Please provide the quantity of resources that shall need to be recorded for the following recording requirement types?

a. VESTA IP Consoles

b. Motorola P25 radio talk groups

c. Radio Dispatch Consoles

d. Analog Telephone Resources,

e. IP Remote Consoles (Command Post)

f. PC Screen Workstations

A.1. a. VESTA IP Consoles - 26

b. Motorola P25 radio talk groups - 128

c. Radio Dispatch Consoles - 26

d. Analog Telephone Resources - 36 at Main Site Dispatch Center &

16 at Offsite – Palm Beach County Fire Rescue HQ backup

e. IP Remote Consoles (Command Post) - 10

f. PC Screen Workstations - 26

AMENDMENT NO. 1 to

RFP 21-046/LAC

Q.2. Will PBCFR consider solutions that have windows-based OS instead of Linus-based OS?

A.2. No, in general, the Linux operating system is more reliable and secure than

Windows. Linux is also more customizable, which makes it preferable for single-use appliances, like an in-line recording system. System updates to Linux systems rarely require reboots, which leads to more uptime.

Additionally, for specialized systems, contractor support should be relied upon when there is a problem. Running a Windows operating system would imply that local IT will integrate this server with the maintenance of existing Windows servers, which we do not want.

C. Questions received from KOVA Corporation and the Fire Rescue Department’s responses:

Q.1. What is the address of the Primary and Secondary locations reference in the RFP that need recording?

A.1. The Primary address location for PBCFR Dispatch: 20 S. Military Trail, West

Palm Beach, FL 33415.

The Secondary address location for PBCFR Headquarters: 405 Pike Road, West Palm Beach, FL 33411.

Q.2. What is the live (not on archive media) retention period required for Audio in days?

A.2. As in Section 4.5.4 SYSTEM NETWORKING CAPABILITIES, the instant recall function should support a minimum buffer size of twelve (12) hours to support recall of up to a full shift. (There is a 90 day retention period on archive media).

Q.3. What is the live (not on archive media) retention period required for Screen

Recordings in days?

A.3. The instant recall function should support a minimum buffer size of twelve

(12) hours to support recall of up to a full shift.

Q.4. Is it the County's intent to archive to removable media?

A.4. Yes, removable media is a CD and/or Blu-Ray Disk. To clarify PBCFR needs multiple recording systems, archiving to one centrally located unit and not only premise archiving.

Q.5: Should the archive media expire past the retention date?

A.5. Yes, The standard retention period is 90-101 days. The retention date can expire at the 111th day. This will give us a ten (10) day grace window.

Q.6. Is the County providing a NAS archive location?

A.6. No, the County is not providing a NAS archive location.

Q.7. Should the proposer include a NAS unit? (mandatory or optional)

A.7. Yes, the proposer shall provide a NAS unit to go with the RAID1 HD. Please

See Section A, item 1, above and Attachment No. 1.

Q.8. Will the county provide the Smart-UPS units mentioned? What interface(s) does

County provided UPS units have (USB, Serial, LAN)?

A.8. The Dispatch Center has its own Dual Central APC UPS system, the logging recorder will be powered to this unit.

Q.9. Is the proposer to include Smart-UPS units? (mandatory or optional)

A.9. No, it is not necessary to include a Smart UPS unit.

Q.10. For the request on 4.9.5 "The System should provide an option to authenticate logger users via external SMB service." the acronym SMB refers to a file sharing protocol. Does the county actually want LDAP and/or active directory integration?

A.10. Yes, it shall be with an active Directory integration with the database easily queried and searchable. Authentication to the SMB service is required.

LDAP is not requested.

Q.11. How many Motorola P25 talk groups need to be recorded?

A.11. There are 128 Motorola P25 Talk groups.

Q.12. Does the county have a maintenance contract with Motorola for the radio?

A.12. Yes, the County has a current maintenance Contract with Motorola for the radio.

Q.13. Shall the recorder maintenance contract include upgrade fees to the AIS integration license required when the Motorola radio system is upgraded beyond version 7.18? If so, in what year(s) of maintenance should the fee be included or should a separate line item be added for such a fee?

A.13. Yes, a separate line item for AIS Motorola license fee for the Initial System

Release should be included.

Q.14. What is being recorded over the 32 analog channels at the Primary location?

Please break down by type and quantity, including, but not limited to, items such as analog radio, analog radio console feeds, analog VESTA console feeds, POTS lines, etc.

A.14. The Primary location shall record 32 analog radio resources (Backup console select audio for network or AIS outage).

Q.15. What is being recorded over the 16 analog channels at the Secondary location?

Please break down by type and quantity, including, but not limited to, items such as analog radio, analog radio console feeds, analog VESTA console feeds, POTS lines, etc.

A.15. The Secondary location shall record 16 phone analog.

Q.16. How many monitors does each Windows PC to be screen recorded have and at what screen resolution is each monitor?

A.16. There are one hundred four (104) monitors total consisting of four (4) monitors at twenty-six (26) CAD positions. Contractor must explain the technology of the screen recording if it is recording all four CAD positions at once (26) or if it is recording per monitor (104). The highest resolution available is best for viewing.

Q.17. Please confirm the county does not intend to screen record anything at the

Secondary site.

A.17. Yes, the County does not intend to screen record anything at the Secondary site, but we may record as a future upgrade.

Q.18. Please explain why, at the primary site, there are 50 VESTA positions, but only 40 windows PCs to be screen recorded?

A.18. Not all positions need the screens recorded.

Q.19. How many SPAN ports will be required to record VESTA at each location?

A.19 The County will need one (1) port for each location.

Q.20 Are any of the VESTA devices mobile command posts? If so, are they included in the counts and/or do they need to be recorded? Are they tied to a single VESTA node or have a single port of entry that can be covered by a SPAN port?

A.20. There are ten (10) VESTA devices. Yes, they are included in the County’s counts and need to record audio only. The VESTA node is tied to a single node with four (4) switches with two (2) ports.

Q.21. Where are the VESTA node(s) located?

A.21. The VESTA nodes are located at Palm Beach County Sheriff’s Office (Primary

PSAP) located at 3228 Gun Club Road, West Palm Beach, FL 33406.

Q. 22. Will a serial VESTA CDR feed be provided at each location?

A.22. Yes, the VESTA CDR feed will be provided at each location.

Q.23. Will an IP connection be available to the VESTA system?

A.23. Yes, an IP connection will be available to the VESTA system.

Q.24. What is the version of the Hexagon CAD software?

A.24. The Hexagon CAD software version is 9.4.

Q.25. What SQL database software is Hexagon CAD using?

A.25. The Hexagon CAD is using version: SQL 2016 Enterprise.

Q.26. What is the version of the VESTA software?

A.26. The VESTA software is version 7.4

Q.27. How many possible VESTA call takers does the county employ?

A.27. The County currently has seventy-one (71) budgeted positions.

Q.28. Do VESTA call takers have multiple VESTA login IDs?

A.28. No, the VESTA call takers have a single login with multiple roles.

All changes addressed in this Amendment No. 1 shall be incorporated into RFP No. 21- 046/LAC and the final contract. All other terms and conditions of the RFP remain the same and unchanged.

NOTE: Please acknowledge receipt of this Amendment No. 1 by signing below and returning this page with your Proposal Response. Each Amendment to the RFP shall be signed by an authorized agent and submitted with the proposal or the proposal shall be deemed non-responsive.

Doipna Pagel, Purchasfrig Manager

ACKNOWLEDGMENT

COMPANY NAME SIGNATURE

DATE

Attachment No. 1 to Amendment No.1 to RFP No. 21-046/LAC

REVISED APPENDIX A

PRICE PROPOSAL PAGES

RFP NO. 21-046/LAC

The following pricing is submitted as the all-inclusive pricing to provide the Palm Beach County Fire Rescue Department with a Digital 911 Logging Recorder System in accordance with the Requirements/Scope of Work/Services set forth in this RFP document. * If the price of item below is included in the price of the System, please note below with Y- yes or N for no.

Only If “N” is indicated, submit a Total Amount of item.

Primary Location System

Item

Description

Qty *Included

Y/N

Total Amount

Logger Hardware/Software

1.0 Recording Server(s) 2 $___________

1.1 Front Panel color touch screen control unit 1

1.2 1U KVM Switch (if touch screen not available) 1 $___________

1.3 Channels analog 32 $___________

1.4 IP G.711 VESTA Command Post Positions 50 $___________

1.5 IP Motorola P25 Talk Paths 30 $___________

1.6 Hot Swap Raid1 or Hot Swap Raid5 1 $___________

1.7 NAS unit to go with the Raid1 or Raid 5 1 $___________

System/User Licenses

2.0 Motorola AIS Integration license ASTRO 7.18 1 $___________

2.1 Reporting Package 1 $___________

2.2 Screen Recording for 40 Windows PCs 1 $___________

2.3 Call Evaluation Software for 60 Call Takers 1 $___________

2.4 Simultaneous User License Instant Recall, Search and Playback

32 $___________

2.5 NENA ANI/ALI Serial Data Capture 1 $___________

2.6 Integraph/Hexagon CAD data integration 1 $___________

2.7 Geo-Searching 1 $___________

Optional

3.1 Label printer 1 $___________

Initial Installation

4.1 Install and Project Management Services 1 $___________

Semi-Total Price for Primary Location System, Items 1.0-4.1, for Evaluation Purposes

Secondary Location System

Y/N

Total Amount

Logger Hardware/Software

1.0 Recording Server(s) 1 $___________

1.1 Front Panel color touch screen control unit 1 $___________

1.2 1U KVM Switch (if touch screen not available)

1 $___________

1.3 Channels analog 16 $___________

1.4 IP G.711 VESTA Positions 10 $___________

1.5 Hot Swap Raid1 or Hot Swap Raid5 1 $___________

System/User Licenses

2.1 Simultaneous User License Instant Recall, Search and Playback

16 $___________

Optional

3.1 Label Printer 1 $___________

Initial Installation

4.1 Install and Project Management Services 1 $___________

Secondary Location Price for Items 1.0- 4.1, Semi-Total System for Evaluation Purposes

Grand Total Price for Both Primary and Secondary Locations: for Evaluation Purposes

Training/ Service / Warranty:

Y/N

Total Amount

Training

5.1 On-site Training-

4 hour support annually 1 $___________

5.2 On-line / Webinar Training 1 $___________

5.3

Extended User Training – 5 years of onsite and remote user training to support changes in personnel and refresher training for all existing users.

(for length of the Contract)

1 $___________

Service

6.1 On-site repair service within 2 hour window

1 $___________

6.2 On-site annual service to update firmware programming and testing of the System

1 $___________

Warranty

7.1 Annual contract warranty for 1 year to start after acceptance of system.

1 $___________

7.2 Extended warranty contract for 2 years 1 $___________

7.3 Extended warranty contract for 3 years 1 $___________

System Equipment, Training, Service, & Warranty Total Price for items 5.1-7.3:

The Proposer certifies by signature below the following:

a. This pricing is current, accurate complete, and is presented as the Total Pricing, including “out-of-pocket” expenses (if any), for the performance of this Contract in accordance with the Requirements/Scope of Work/Services of this RFP.

b. This Proposal is current, accurate, complete, and is presented to the County for the performance of this Contract in accordance with all the requirements as stated in this RFP.

c. The Proposal is submitted without prior understanding, agreement, or connection with any corporation, firm, or person submitting a Proposal for the same materials, services, and supplies and is, in all respects, fair and without collusion or fraud.

d. The financial stability to fully perform the terms and conditions as specified herein.

The County reserves the right to request financial information from the proposer at any time during the solicitation process and in any form deemed necessary by the County.

e. The information in Section 3.5 Commercial Non-Discrimination Certification is true and correct to the best of the Proposer’s knowledge.

f. There are no legal proceedings required to be disclosed, as required by Section

3.5 Commercial Non-Discrimination, except as disclosed in Proposer’s proposal, if any.

Note: Failure to certify and submit the required information, if applicable, shall deem your proposal non-responsive.

IMPORTANT: FAILURE TO SUBMIT THESE PAGES, INCLUDING ALL REQUIRED

INFORMATION AND SIGNATURES, WILL BE CAUSE FOR "IMMEDIATE REJECTION

NAME (PRINT):

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