P25 mobile and portable radios, parts, accessories & service

Palm Beach County Board of County Commissioners issued Invitation for Bid (IFB) F23-022-ZG on January 27, 2023, for a five-year term contract to supply P25 mobile and portable radios, parts, accessories, and service for non-public safety land-mobile-radio applications. The procurement requires delivery of 250 P25 mobile radios, 100 portable radios, 100 dash mount mobile radios, and 8 RF control stations over the initial 36-month contract period, with additional quantities projected for optional renewal years. All equipment must be new, P25 Phase I and Phase II compliant, capable of operating in 700/800 MHz bands with 12.5 kHz channel spacing, and meet extensive technical specifications including MIL-STD-810 environmental compliance standards. Bidders were required to submit firm pricing valid for 90 days, three references demonstrating similar work within the past three years, manufacturer authorization letters if applicable, manufacturer certifications for batteries, descriptive literature with product specifications, and proof of insurance with minimum coverages of $500,000 Commercial General Liability, $500,000 Business Auto Liability, and Workers' Compensation coverage. The contract includes mandatory depot repair services at fixed rates, optional extended warranty services for one to three-year periods, on-site installation services at hourly rates, and parts and accessories available at a single fixed percentage discount off current manufacturer's suggested retail price with no minimum order requirements. Delivery terms specify F.O.B. destination with freight included in unit pricing, and the County reserves the right to adjust quantities as needed. Bid submissions were due February 2, 2023, at 4:00 P.M., with a non-mandatory pre-bid conference held on January 12, 2023, at 10:00 A.M. at the Palm Beach County Purchasing Department, and contract award was to be made on an all-or-none basis to the lowest responsive and responsible bidder based on total offer for years one through five.

The solicitation is federally funded through the U.S. Department of Transportation Federal Transit Administration and is subject to Buy America requirements mandating that all manufactured products be produced in the United States with U.S.-origin components. Bidders must comply with federal requirements including debarment and suspension certifications, lobbying restrictions for contracts exceeding $100,000, and various civil rights and environmental compliance provisions outlined in federal regulations and FTA Circular 4220.1F. The procurement includes a non-mandatory 15 percent small business enterprise participation goal; however, no specific set-asides or restrictions limiting eligible respondents were identified in the solicitation documents. No incumbent vendors or current contractors were referenced in the available documentation. The initial contract term is 36 months with options to renew for two additional 12-month periods subject to mutual written agreement and Board appropriation of funds, ensuring pricing remains fixed throughout all contract terms and renewal periods. While specific budget ranges or award values were not disclosed in the solicitation materials, the contract encompasses significant equipment procurement and multi-year service commitments valued across the five-year period.