Addendum #2 to Request for Proposals to Provide Emergency Communication Equipment and Services (RFP 19-12)

Agency: Village of Islands
State: Florida
Type of Government: State & Local
Category:
  • 58 - Communications, Detection and Coherent Radiation Equipment
  • J - Maintenance, Repair, and Rebuilding of Equipment
Posted: Nov 6, 2019
Due: Nov 12, 2019
Publication URL: To access bid details, please log in.
Description Opening Date/Time Closing Date/Time
Addendum #2 to Request for Proposals to Provide Emergency Communication Equipment and Services (RFP 19-12)
October 10, 2019 10:00 AM November 12, 2019 3:00 PM

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ISLAMORADA, VILLAGE OF ISLANDS, FLORIDA
ADDENDUM NO. 2
REQUEST FOR PROPOSALS
TO PROVIDE EMERGENCY COMMUNICATION EQUIPMENT
AND SERVICES
(RFP 19-14)
ISSUE DATE: November 6, 2019
This Addendum forms a part of the Request for Proposals (RFP) and clarifies and supplements the
original Request for Proposals.
I. The RFP is hereby clarified as follows:
Question: Over what term or period does this solicitation cover? Will the lease/rental period be the same?
Answer: The lease/rental period would be three (3) years with two (2) one-year (1) options to renew and a
termination clause with thirty (30) days written notification.
Question: The Village is requesting proposals for hardware that is functional with up to date software/firmware.
Does this hardware have to be brand new?
Answer: No. The hardware must be up to date and fully functional.
Question: Would the Village consider proposals which separate the leasing/rental pricing of the
satellite communications equipment (a monthly retainer/reservation) from the bandwidth services
(billable on an as used basis in pre-agreed, minimum usage increments - e.g. daily, weekly,
monthly)?
Answer: Yes, as long as the pricing for both equipment and bandwidth services are included in
the proposal.
Question: Does the bidder retain ownership of all hardware at the end of the contract term?
Answer: No.
Question: Section III, Item 1 - Requires units will be made available to be deployed within 24
hours of request. How many units are required and should be priced?
Answer: One (1) unit with all accessories required for it to be functional.
Question: Section III, Item 3 - Requires bandwidth for up to 20 user devices. How much satellite
bandwidth is required to support these 20 user devices? Specifically, how many Mbps (Megabits
per second) transmit (up) and receive (down) is being requested and at what contention ratio?
Answer: The Village requires 10 Megabites per second.
Question: Section III, Item 7 - Requires on-demand bandwidth with reserved satellite bandwidth
and guarantees availability when needed. How much on-demand bandwidth must be made
available and what level of bandwidth guarantees are required? Is it the Village's expectation to
pay a fee to have the awardee guarantee the availability of this bandwidth? If this on-demand
bandwidth option is exercised, how should respondents present any associated additional costs for
these services?
Answer: The Village requires a guaranty bandwidth of 10 Megabytes per second. The Village will
pay a monthly fee to have a guaranteed bandwidth in the event of an emergency.
Question: Section III - What is meant by “options on equipment to be scalable depending on
situation presented”? How should this be priced?
Answer: The product presented must be scalable for larger events and not at capacity with the bid
specifications.
Question: Section III - Regarding the included annual drill, how many days will this drill last and
how much advanced notice of any planned drill will be provided?
Answer: The drill will last one (1) day for six (6) hours with a minimum thirty (30) days advanced
notice.
Question: Section III - What type of assistance is required from the awardee to the Village when
obtaining reimbursement from FEMA or other State or Federal agencies?
Answer: Assistance to obtain reimbursement from the awardee will not be required. The
agreement between awardee and the Village will contain the requirements for payment to the
awardee, which requirements satisfy FEMA standards for reimbursement.
Question: Section IV, Item 5 - Section III states “guarantee to dispatch within 24 hours of
activation request.” As it relates to section IV and section VI, does dispatching within 24 hours
provide the maximum evaluation scoring or will shorter timelines be weighted higher?
Answer: The RFP requires a guarantee to dispatch within 24 hours of activation request. There is
no determination that shorter dispatch would receive higher points.
Question: Section IV, Item 6 - Are the only fees being requested the equipment and personnel
required to meet the scope? How should the various requested bandwidth options be
priced? Should they be itemized and if so over what usage period/term, e.g. daily, weekly, monthly
Answer: The bandwith options may be billed by use or by day.
Islamorada, Village of Islands, Florida
Request for Proposals No. 19-14
Addendum No. 2
Page 2 of 3
Question: Section V - Requires that evidence of insurance be provided, compliant with
requirements set forth in exhibit A. Can the Village please provide exhibit A?
Answer: Exhibit “A” is attached.
Question: Section VI - Can the Village provide a pricing table for prospective bidders to
complete? Otherwise, how does the Village intend to capture and evaluate prospective bids with
the various requested bandwidth options?
Answer: The Village will not be providing a pricing table for prospective bidders. The Village
will evaluate prospective bids in accordance with the Evaluation Criteria detailed in the RFP. If
the Evaluation Committee has any questions or requires additional information, all bidders will be
contacted for additional information.
Question: You have asked bidders to provide for two access points away from the EOC and
main system setup. What distance are you looking to achieve with these access points? Are you
looking for ¼ of a mile in two different directions or a greater distance? This distance will have
a great effect on the price to achieve the transmission.
Answer: The Village is looking for access points of approximately five (5) miles.
***
Islamorada, Village of Islands, Florida
Request for Proposals No. 19-14
Addendum No. 2
Page 3 of 3
EXHIBIT A
REQUIRED INSURANCE
FOR
THE VILLAGE OF ISLAMORADA
Contractor shall, at its own expense, procure and maintain throughout the duration of the
Agreement, with insurers acceptable to the Village, the types and amounts of insurance
conforming to the minimum requirements set forth herein. With respect to the
Professional/Pollution policy(ies), Contractor shall provide to the Village a certified copy of the
insurance policy or policies which provide the coverage described below. With respect to all
other coverages, as evidence of compliance with the insurance required herein, Contractor shall
furnish the Village with:
(a) a fully completed satisfactory Certificate of Insurance evidencing all coverage
required herein. Also, a copy of the actual additional insured endorsement as
issued on the Commercial General Liability policy, signed by an authorized
representative of the insurer(s) verifying inclusion of the Village and the Village’s
council members, officials, officers and employees as additional insureds in the
Commercial General Liability coverage;
(b) the original of the policy(ies); or
(c) other evidence satisfactory to the Village.
Until such insurance is no longer required by this Agreement, Contractor shall provide the
Village with renewal or replacement evidence of insurance at least thirty (30) days prior to the
expiration or termination of such insurance.
If requested to do so by the Village, Contractor shall, within thirty (30) days after receipt of a
written request from the Village, provide the Village with a certified, complete copy of the
policies of insurance providing the coverage required.
Workers’ Compensation/Employer’s Liability Insurance
Such insurance shall be no more restrictive than that provided by the Standard Workers'
Compensation Policy, as filed for use in Florida by the National Council on Compensation
Insurance, without restrictive endorsements. In addition to coverage for the Florida Workers'
Compensation Act, where appropriate, coverage is to be included for the Federal Employer's
Liability Act and any other applicable Federal or State law. The policy must be endorsed to
provide the Village with 30 days’ notice of cancellation. The minimum amount of coverage
(inclusive of any amount provided by an umbrella or excess policy) shall be:
1
Part One: "Statutory"
Part Two: $ 1,000,000
$ 1,000,000
$ 1,000,000
Each Accident
Disease - Policy Limit
Disease - Each Employee
The Workers’ Compensation Policy must be endorsed to waive the insurer’s right to subrogate
against the Village, and its members, officials, officers and employees in the manner which
would result from the attachment of the NCCI Waiver Of Our Right To Recover From Others
Endorsement (Advisory Form WC 00 03 13) with the Village, and its council members, officials,
officers and employees scheduled thereon.
Commercial General Liability Insurance
Such insurance shall be no more restrictive than that provided by the most recent version of
standard Commercial General Liability Form (ISO Form CG 00 01) as filed for use in the State
of Florida without any restrictive endorsements other than those required by ISO or the state of
Florida or those described below. The coverage may include restrictive endorsements which
exclude coverage for liability arising out of:
Mold, fungus, or bacteria
Terrorism
Sexual molestation
The Village and the Village’s council members, officials, officers, agents and employees shall be
included as an “Additional Insureds” on a form no more restrictive than ISO Form CG 20 10
(Additional Insured - Owners, Lessees, or Contractors). The policy must be endorsed to provide
the Village with 30 days’ notice of cancellation. The minimum limits (inclusive of amounts
provided by an umbrella or excess policy) shall be:
$ 1,000,000
$ 1,000,000
$ 1,000,000
$ 1,000,000
General Aggregate
Products/Completed Operations Aggregate
Personal and Advertising Injury
Each Occurrence
Automobile Liability Insurance
Such insurance shall be no more restrictive than that provided by Section II (Liability Coverage)
of the most recent version of standard Business Auto Policy (ISO Form CA 00 01) without any
restrictive endorsements, including coverage for liability contractually assumed, and shall cover
all owned, non-owned, and hired autos used in connection with the performance of the work.
The policy must be endorsed to provide the Village with 30 days’ notice of cancellation. The
minimum limits (inclusive of any amounts provided by an umbrella or excess policy) shall be:
$ 1,000,000 Each Occurrence - Bodily Injury and Property Damage Combined
2
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