Digital 911 Logging Recorder System

Palm Beach County's Purchasing Department, on behalf of the Fire Rescue Department, issued Request for Proposal No. 21-046-LAC on October 1, 2021, to procure a comprehensive Digital 911 Logging Recorder System for installation at two locations: the primary dispatch center at 20 South Military Trail and a secondary backup system at Palm Beach County Fire Rescue Headquarters at 405 Pike Road, both in West Palm Beach, Florida. The system must support recording of 26 VESTA IP consoles, 128 Motorola P25 radio talk groups, 26 radio dispatch consoles, 52 analog telephone resources, 10 IP remote consoles for command post operations, and 26 PC screen workstations, with a minimum of 112 channels of audio expandable to 100 hard-wired channels and 200 IP channels, operating continuously 24/7/365 on a Linux-based operating system. Key deliverables include two recording servers at the primary location and one at the secondary location, a 12-hour instant recall buffer for audio and screen recordings with 90-day archive retention on removable media, front panel color touch screen control units, NAS units with RAID1 or RAID5 hot swap storage, mandatory training including four-hour annual on-site support and five years of extended user training, and service warranty options ranging from one-year annual through three-year extended contracts with 2-hour on-site repair service response times. The system must integrate with VESTA IP Consoles, Motorola P25 ASTRO 7.16 trunked radio, Hexagon CAD version 9.4, SQL Server 2016 Enterprise database, Windows 10 PCs, and Active Directory authentication. Evaluation criteria include Experience/Qualifications (35%), Project Approach/Understanding (30%), Key Personnel and Operations (10%), Price Proposal (5%), Small/Minority/Women Business Enterprise participation (15%), and Business Location/Local Preference (5%). Proposals were due October 29, 2021, at 4:00 p.m. local time, with a Selection Committee meeting scheduled for November 16, 2021, oral presentations on November 23, 2021, Notice of Intent to Award on December 1, 2021, and contract commencement on December 28, 2021, for an initial twelve-month term with four optional one-year renewal periods.

A Small Business Enterprise (SBE) Evaluation Preference of up to 15 points is reserved for SBE prime respondents on contracts valued under $500,000, and proposers must comply with Palm Beach County's Equal Business Opportunity (EBO) Ordinance and Commercial Non-Discrimination Policy. All vendors and subcontractors must be registered in the County's Vendor Self Service (VSS) system, and proposers must provide evidence of required insurance coverage including Commercial General Liability ($1,000,000), Professional Liability/Technology Errors & Omissions ($1,000,000), and Workers' Compensation, along with a Drug-Free Workplace Certification. Contractors are responsible for compliance with the Palm Beach County Criminal History Records Check Ordinance for facility access, with FDLE/FBI background check fees excluded from the contract price. The RFP requires the contractor to integrate with existing Motorola AIS Integration for ASTRO version 7.18 and Intergraph/Hexagon CAD systems currently in operation, with a separate line item specified for any upgrade fees to the AIS integration license. Proposers must submit one unbound original, six bound copies, and one electronic PDF copy to the Purchasing Department at 50 South Military Trail, Suite 110, West Palm Beach, Florida 33415, with revised price proposal pages addressing all-inclusive pricing broken into primary location system costs, secondary location system costs, and separate line items for training, service, and warranty options. The contract value was anticipated to fall below $500,000, qualifying eligible organizations for the SBE set-aside preference points.