Response_to_Questions_under_RFP_SAQMMA17R0280.pdf

Questions and Answers/SAQMMA17R0280 Digital Transcription Equipment, Software & Training

Question

Technical or Cost

RFP Section #,Title , & Page

Vendor Questions(S)

Vendor Recommen-dation

DOS Responses

1 Technical Attachment A Page #4 Para 4 and RFP

SAQMMA17R280

Page 3 Line # 006

We are putting a bid package together for this opportunity and have a question on the UPS Line #006 in attachment 3 in the SF1449. In the SOW it states that the UPS needs to be able to keep the equipment operating for 2 hours. UPS's are made to operate for a short time to allow computers or electrical devices to be saved or backed up after a power loss.

Can you provide a Model Number for the UPS the end user is requesting? I ask this question because a UPS can run from $80 to $9,000 apiece.

Provide a UPS model number.

APC Back-UPS Pro 1000VA UPS (or equivalent).

1 Technical 2.1, Training, pg.3 Will the training be in succession or will additional manpower be needed to cover training simultaneously?

Succession – but the response should include a proposed timeline schedule

2 Technical 2.2.7 Digital Recording Archiving, pg. 7

For purposes of estimating the storage requirements, what are the estimated number of hours of recording per day?

6 hours x 5 days per week per courtroom

3 Technical 2.2.3 Supporting Computer Equipment, pg. 6

Is there a server at each location or is there a central server for all workstations?

The response should propose the recommended approach

4 Technical 2.2.3 Supporting Computer Equipment, pg. 6

If the workstations are connected to a central server, what type of connection and speed are utilized?

The response should propose the recommended approach. Please note that remote island hearings may not have a direct internet connection.

5 Technical 2.2.1 Digital Audio Recording, pg. 5

In order to determine the output type can we have the make and model of the video teleconference

The court currently uses Polycom video conferencing equipment :

system? Also a confirmation of the output type?

• Polycom HDX

• Polycom HDX

• Polycom Group Series 300

• Polycom Group Series 310

• Polycom Group Series 500

The output for the system is a combination of HDMI and component.

6 Technical 2.2 Statement of Work pg. 4

For the purposes of "audio access via the Internet," will the Court offer "web services (e.g., Internet Information Server)" on its central server where the audio files are stored?

The Bahamas central IT department will provide server and Internet access for the audio file access. The proposer will need to work with the department to install and implement the capability

7 Technical 2.2.1 Digital Audio Recording, pg. 5

Please confirm that only four channels of audio are needed per courtroom.

Yes, four channels is what is needed

1 Is it required that the Bidding Vendor be a US registered Company?

Companies must have an active registration in the Systems for Award Management (SAM) system database and a company Data Universal Numbering (DUNs) System Number in order to bid.

2 2.2.9 Will the judiciary be This equipment is

TRANSCRIPTION

TRANSMISSION

providing the JAWS software, Braille display monitors, and Braille Note...or does that need to be included in the bid?

no longer required as part of this procurement.

Please see the updated RFP.

3 2.2.9

TRANSCRIPTION

TRANSMISSION

Will the 8 transcription units need to be portable

Yes

1 Technical Will there be an on-site walk-thru to review & evaluate each courthouse / courtroom for the Nassau, Freeport and Abaco locations?

Yes, the dates for the site visits will be August 15, 16 for Nassau, August 17 for Freeport, and August 18 for Abaco.

We will provide a schedule for the dates and times shortly.

2 Technical Court of Appeals – Nassau

– 2 courtrooms 1 How many specific audio channels are to be recorded? 4 channel audio, 8 channel audio or something else?

2 Who is to be recorded, on what audio channel(s) – Who speaks into a microphone?

a. Judge – Witness – Podium – Defense – Plaintiff – Clerks – anyone else?

b. Any audio from presentation technology, VTC or telephone to be recorded?

c. Any video channels to be recorded? If so, what is to be recorded and how many channels?

In the Court of Appeals the judicial panel can be combined on one channel. And one channel will be used for the litigant/counsel.

And one channel will be used for video conferencing connection as needed.

In trial courts the following will be recorded, Judge Witness Counsel 1 Counsel 2 These counsel designations

Supreme Courts – 11 courtrooms – Nassau only?

Other Locations?

1 How many specific audio channels are to be recorded? 4 channel audio, 8 channel audio or something else?

2 Who is to be recorded, on what audio channel(s) – Who speaks into a microphones?

a. Judges – Witness – Podium – Defense – Plaintiff – Clerks – anyone else?

b. Any audio from presentation technology, VTC or telephone to be recorded?

c. Any video channels to be recorded? If so, what is to be recorded and how many channels?

Magistrate Courts – Nassau

– 9 courtrooms 1 How many specific audio channels are to be recorded? 4 channel audio, 8 channel audio or something else?

2 Who is to be recorded, on what audio channel(s), Who speaks into a microphone?

a Judge – Witness – Podium – Defense – Plaintiff – Clerks – anyone else?

b Any audio from presentation technology, VTC or telephone to be recorded?

c Any video channels to be recorded? If so, what is to be recorded and how many depend on the case type.

The witness connection will be used for the video conferencing connection.

However the respondent is free to recommend a different configuration

The same configuration is used for all courtrooms channels?

Magistrate Courts – Freeport – How many courtrooms ?

1 How many specific audio channels are to be recorded? 4 channel audio, 8 channel audio or something else?

2 Who is to be recorded, on what audio channel(s), Who speaks into a microphone?

a. Judge – Witness – Podium – Defense – Plaintiff – Clerks – anyone else?

b. Any audio from presentation technology, VTC or telephone to be recorded?

c. Any video channels to be recorded? If so, what is to be recorded and how many channels?

Magistrate Courts – Abaco

– How many courtrooms ?

1 How many specific audio channels are to be recorded? 4 channel audio, 8 channel audio or something else?

2 Who is to be recorded, on what audio channel(s) Who speaks into a microphones?

a Judge – Witness – Podium – Defense – Plaintiff – Clerks – anyone else?

b Any audio from the presentation technology, VTC or telephone to be recorded?

c Any video channels to be recorded? If so, what is to be recorded and how many channels?

The Portable Systems – 1 How many specific audio channels are to be recorded? 4 channel audio, 8 channel audio or something else?

2 Who is to be recorded, on what audio channel(s), Who speaks into a microphone?

a. Judge – Witness – Podium – Defense – Plaintiff – Clerks – anyone else?

b. Any audio from presentation technology, VTC or telephone to be recorded?

c. Any video channels to be recorded? If so, what is to be recorded and how many channels?

3 Technical It states in the RFP Bid that the awarded contractor is responsible to “remedy and make right anything that is or is not addressed, known or unknown within this proposal” at the contractor’s expense. Would you please specifically identify these unknown / known factors or conditions that are not mentioned or not clear?

This is at the discretion of the proposers as the court is not an expert in this technology.

4 Technical Electrical Contractor work – It states that all electrical work is the responsibility of the awarded contractor; to “remedy and make right anything that is or is not addressed, known or unknown within this proposal” at the contractor’s expense. Are

From the Buildings Control Division's perspective, a permit will not be required if the installation does not involve more than two (2) 15 Amp circuits;

anything more local electrical or low voltage permit(s) required to do such work?

than that will require a local licensed electrician to apply for an A&E permit a What electrical work is required specifically per Courthouse(s), Courtroom(s), Teleco Rooms, AV integration closets, Judges Benches or Attorney / Podium areas within the three area locations, Nassau, Freeport and Abaco locations? Do the multiple courthouse(s) in three areas locations have the electric / Amperage / Electrical box capacity to add, move or re-route any electrical work?

With regards to whether the facilities have electrical service capacity to add, move or re-route any electrical work, each building would have to be examined on a case by case basis.

b Is there a need for installation of new, moved or re-routed electrical conduit, wiring, junction boxes, face plates, connections or “hot electical sockets” needed to allow the Digital recording AV integration systems to operate? If so, specifically where – details on amounts / quantities of

– Blueprints or path layouts to install?

This is to be proposed by the responder.

5 Technical 1 Construction work, drywall, wood working –

What Construction work, drywall, wood working is required specifically per Courthouse(s), Courtroom(s), Teleco Rooms, AV integration closets, Judges Benches or Attorney / Podium areas within the three area

This is to be proposed by the responder. This is also why physical inspection is recommended.

locations, Nassau, Freeport and Abaco locations?

2 The Telco rooms - AV integration closets –

Same as above

Where are the Telco rooms

- AV integration closets in relation to the courtrooms in buildings? Are there adequate conduit & wire raceway paths to add or re-route specific low voltage wiring, network connections from telco rooms to the specific courtrooms?

6 Technical 508 Compliance - JAWS monitoring – Braille Monitors – Braille Notes.

See above a It states 508 Compliance is for one transcription room near the central repository only with 8 separate stations. Is that correct? Any other stations required in any other area locations?

b How many Braille hardware variances, keys and cells – etc. are needed for each station using Braille or Braille Notes. What specifically is required at each transcription station?

c JAWS monitoring – what is required specifically at each station(s)?

Please see the updated Statement of work. The transcription stations are no longer included in this solicitation.

Neither is the equipment for the visually impaired.

7 Technical Network, network connections within the Judicial System –

This is the responsibility of the proposer to inspect the courthouses.

We understand there is an Ethernet Judicial network, telco rooms, network cabling, network jack connections within each

We will address this question during a meeting with the Ministry of Technology.

courtroom locations. Is that True?

a Specifically, where is the “network” housed and where are the network connects located within the Courthouse buildings, courtrooms, transcription room, Judicial repository and other required administration areas?

b IT states they will purchase servers; how many servers are to be provided – where are the end-user locations; what are the make, model and capacity numbers; how does the vendor and IT work together?

8 cost Delivery & Shipping of products – a Where are the court products being shipped to in the Bahamas and from where; The awarded vendor or other?

B Who is responsible for the costs of the shipment itself?

The responder is responsible for all shipping and installation costs.