Okaloosa County Sealed Solicitation
Title: Emergency Operations Center Audio Visual Upgrade
Deadline: 2/29/2024 3:00 PM (UTC-06:00) Central Time (US & Canada)
Status: Deadline Expired
Solicitation Number: RFP PS 26-24
Description: The Okaloosa County Office of Emergency Management is seeking a vendor to furnish, assemble, install and program a complete and properly operating audio-visual system upgrade. A system capable of outputting with minimum exceptions a 4k at 60 hz video signal and audio across multiple screens and rooms with in the Emergency Operations Center. The Emergency Operations Center (EOC) includes room 401 the ESF room, room 402 policy room, room 444 and room 443 break out rooms, room 408 media, room 427 conference room, and room 411 server room. Solution not to exceed $600,000.00.
Pre-Bid Meeting Date: 2/9/2024 3:00 PM
Pre-Bid Meeting Details: Please sign up if you plan to attend the pre-bid meeting.A non-mandatory pre-proposal meeting is scheduled at the below location and time: Emergency Operations Center 90 E. College Blvd. Niceville, FL 32578 February 9, 2024 3:00 P.M.
Documents:
| Documents as of 1/25/2024 |
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Addition 1
Posted: 2/1/2024
Type of Addition: Addendum
Overview: A non-mandatory pre-proposal meeting is scheduled at the below location and time:
Emergency Operations Center
90 E. College Blvd.
Niceville, FL 32578
February 9, 2024 3:00 P.M.
Deadline: 2/29/2024 3:00 PM
Pre-Bid Meeting Details: A non-mandatory pre-proposal meeting is scheduled at the below location and time: Emergency Operations Center 90 E. College Blvd. Niceville, FL 32578 February 9, 2024 3:00 P.M.
Documents:
Addition 2
Posted: 2/13/2024
Type of Addition: Addendum
Overview: Addendum 2 attached.
Deadline: 2/29/2024 3:00 PM
Solicitation #: RFP PS 26-24
Documents:
Question 1
Posted: 1/31/2024
Question: Is there a scheduled or mandatory site walk? If not, would it be ok to schedule a site walk?
Response: See addendum attached.
Question 2
Posted: 2/6/2024
Question: Good afternoon. At any point would you be permitted/able remove the requirement that offerors have a Florida Contractor License?
Response: It is preferred but not required.
Question 3
Posted: 2/8/2024
Question: May I ask if all electrical work including, but not limited to: required dedicated AC circuits and receptacles, conduit systems and junction boxes are to be provided by client/owner? Will Okaloosa County provide the electrical company/contractor or will this be part of the integrator to provide this in our response? Thank you.
Response: See addendum attached.
Question 4
Posted: 2/8/2024
Question: The RFP states that there are timelines in the RFP for the installation as it is critical for the EOC, but I do not see any timelines/dates/etc in the RFP. Please advise.
Response: See addendum attached.
Question 5
Posted: 2/8/2024
Question: Could you please provide the as-built drawings of the existing system?
Response: See addendum attached.
Question 6
Posted: 2/8/2024
Question: Could you please provide the floor plans of the existing system?
Response: See addendum attached.
Question 7
Posted: 2/8/2024
Question: Could you please provide the source code of the existing system?
Response: See addendum attached.
Question 8
Posted: 2/8/2024
Question: Page 3, RELATED REQUIREMENTS, Item 1) c. – What is the existing “Sound Dog” system?
Response: See addendum attached.
Question 9
Posted: 2/8/2024
Question: Page 3, RELATED REQUIREMENTS, Item 2) a.(i) – What is the current video source for the two existing projectors?
Response: See addendum attached.
Question 10
Posted: 2/8/2024
Question: Page 3, RELATED REQUIREMENTS, Item 2) a.(i) – What is the intended new video source for the projectors?
Response: See addendum attached.
Question 11
Posted: 2/8/2024
Question: Page 3, RELATED REQUIREMENTS, Item 2) a.(i) – What does “customizable window size mean?” Does that mean any aspect ratio, or does it mean windows will always be 16:9 in either side by side or quad window configuration, at the maximum permissible size?
Response: See addendum attached.
Question 12
Posted: 2/8/2024
Question: Page 3, RELATED REQUIREMENTS, Item 2) a.(ii) – Are the six 85” displays intended to function as a video wall, with content spread across multiple displays, or will each display only present a single source?
Response: See addendum attached.
Question 13
Posted: 2/8/2024
Question: Page 3, RELATED REQUIREMENTS, Item 2) a.(iv) – What is the podium monitor mirroring? The video output from the rear control computer?
Response: See addendum attached.
Question 14
Posted: 2/8/2024
Question: Page 3, RELATED REQUIREMENTS, Item 2) a.(iv) – What is the “user interface” mentioned? Is this a Crestron X-Panel?
Response: See addendum attached.
Question 15
Posted: 2/8/2024
Question: Page 4, RELATED REQUIREMENTS, Item 2) a.(xii) – The five rooms other than 401 all have a single display. They cannot display the full content from the dual projector display in room 401. Is this intent to only display other video sources from room 401, such as a CATV feed or something going to the six 85” displays?
Response: See addendum attached.
Question 16
Posted: 2/8/2024
Question: Page 5, ADMINISTRATIVE REQUIREMENTS, Item a.(ii) – What is the purpose of the “system monitoring PC?” Does this mean the PC will be hosting Crestron Fusion software? And/or does it require a Crestron X-Panel interface?
Response: See addendum attached.
Question 17
Posted: 2/8/2024
Question: While not specifically mentioned, is there a minimum response time for service and/or equipment failure replacement?
Response: See addendum attached.
Question 18
Posted: 2/8/2024
Question:
Response: See addendum attached.
Question 19
Posted: 2/8/2024
Question: Must the AV contractor be located within a maximum distance from the facility?
Response: See addendum attached.
Question 20
Posted: 2/8/2024
Question: Page 17, RECYCLED CONTENT INFORMATION – The “Note” for this section states, “For respondent’s convenience, this certification form is enclosed and is made a part of the proposal package.” However, this form is not included in the provided RFP documents. Due to the nature of this effort, is this item applicable? If so, could you please provide the required form.
Response: See addendum attached.
Question 21
Posted: 2/8/2024
Question: Page 20 – the list of required documents to be submitted with the Offeror’s qualification packet goes from Response Document #14 to Response Document #16, skipping Response Document #15. Will you please confirm that Response Document #15 is intentionally missing from the list?
Response: See addendum attached.
Question 22
Posted: 2/9/2024
Question: 1. Regarding Dell 8621QT smart screen with embedded micro PC a. Are these 3 components OFE or is the System Integrator to procure and install? b. Should it be assumed that the micro PCs be mounted to the back of the display? c. Will these units be connected to other PCs within the network? d. Will these units be used to host video call? 2. RFP States the new system must be compatible with the existing Crestron light control system a. Will Okaloosa County EOC provide the system design of the existing Crestron light control system to ensure compatibility prior to the submission period? 3. Please advise if Okaloosa County EOC will be providing Crestron code during this site visit 4. Regarding the satellite rooms a. According to the as-built drawing set made by Technical Innovations there are (2) speaker circuits in each of these rooms – one set of speakers fed by the local room amp and one set fed by an amp with the main system. Can Okaloosa County EOC verify the need for same need on new installation. 5. In reviewing the equipment requirements, it was determined that the Dell 8621QT and Micro PC is End-of-Life. The replacement unit is DELL-P8624QT. This unit may not be TAA Compliant. Will the Okaloosa County EOC sign a waiver for Non-TAA Compliant
Response: See addendum attached.
Question 23
Posted: 2/9/2024
Question: QUESTIONS 401: What is the projector screen size? What are the QTY 20 OFE microphone models? What is the QTY 1 OFE Blu-Ray model? What is the existing microphone infrastructure? How many mics, any ceiling mics? How many cameras do you need? Are there QTY 5 PCs in total? Does the Control PC include the 5? Are all the PCs located in room 411? Does the control desk have an OFE monitor for video? And is the touch panel residing at the control desk? Are we previewing any video on the touch panel? Can we replace the smart TV with a commercial TV and then use a wireless presentation system? What are the dimensions of the room?
Response: See addendum attached.
Question 24
Posted: 2/9/2024
Question: QUESTIONS 444 & 443: What is the COX input, can we get the make and model? Does it need device control via touch panel? What does 5 minimum inputs suggest? Does this include the specified QTY 1 laptop connections, QTY 1 PC, QTY 1 camera, QTY 1 Cox? What model and type (ceiling, tabletop, handheld) mics exist in the room? What are the dimensions of the room? Are the existing ceiling speakers for re-use? What is the make and model of the owner provided 86" interactive display? Do you need QTY 1 cable cubbies for the laptop connections at the conference table?
Response: See addendum attached.
Question 25
Posted: 2/9/2024
Question: QUESTIONS 427: What does 5 minimum inputs suggest? Does this include the specified QTY 1 laptop connections, QTY 1 PC, QTY 1 camera, QTY 1 Cox? What model and type (ceiling, tabletop, handheld) mics exist in the room? What are the dimensions of the room? Are the existing ceiling speakers for re-use? What is the make and model of the owner provided 86" interactive display? Do you need QTY 2 cable cubbies for the laptop connections at the conference table?
Response: See addendum attached.
Question 26
Posted: 2/9/2024
Question: QUESTIONS 408: What does the 3 minimum inputs suggest? Does this include the specified QTY 1 laptop connections, QTY 1 PC, QTY 1 camera? What model and type (ceiling, tabletop, handheld) mics exist in the room? What does enable pass through to media outlets and trucks mean? What are the dimensions of the room? Are the existing ceiling speakers for re-use? What is the make and model of the 86" interactive display? Do you need QTY 1 cable cubby for the laptop connections at the conference table?
Response: See addendum attached.
Question 27
Posted: 2/9/2024
Question: QUESTIONS 411: How many PC inputs and TV/Satellite connections are there that are not listed in the RFP? How far is room 411 from the other rooms in the building?
Response: See addendum attached.
Question 28
Posted: 2/9/2024
Question: GENERAL QUESTIONS: Are there cable pathways from individual rooms to room 411? Are the cable pathways from TV locations to conference room tables?
Response: See addendum attached.
Question 29
Posted: 2/9/2024
Question: Are there specific requirements for the disposal of old equipment, and does the county have any preferred methods or guidelines for handling this process?
Response: See addendum attached.
Question 30
Posted: 2/9/2024
Question: Will any of the equipment be removed from the current setup be considered for reinstallation in a different location, or is the intention to replace it entirely?
Response: See addendum attached.
Question 31
Posted: 2/12/2024
Question: Apologies for the late question, I know it is past the deadline. I do not have a question about the proposal, I just wanted to ask if we were allowed to see the space in person, or if the only time to do that was at the non-mandatory meeting this past Friday. Thanks
Response: See addendum attached.
Posted: 2/1/2024
Type of Addition: Addendum
Overview: A non-mandatory pre-proposal meeting is scheduled at the below location and time:
Emergency Operations Center
90 E. College Blvd.
Niceville, FL 32578
February 9, 2024 3:00 P.M.
Deadline: 2/29/2024 3:00 PM
Pre-Bid Meeting Details: A non-mandatory pre-proposal meeting is scheduled at the below location and time: Emergency Operations Center 90 E. College Blvd. Niceville, FL 32578 February 9, 2024 3:00 P.M.
Documents:
Posted: 2/13/2024
Type of Addition: Addendum
Overview: Addendum 2 attached.
Deadline: 2/29/2024 3:00 PM
Solicitation #: RFP PS 26-24
Documents:
Posted: 1/31/2024
Question: Is there a scheduled or mandatory site walk? If not, would it be ok to schedule a site walk?
Response: See addendum attached.
Posted: 2/6/2024
Question: Good afternoon. At any point would you be permitted/able remove the requirement that offerors have a Florida Contractor License?
Response: It is preferred but not required.
Posted: 2/8/2024
Question: May I ask if all electrical work including, but not limited to: required dedicated AC circuits and receptacles, conduit systems and junction boxes are to be provided by client/owner? Will Okaloosa County provide the electrical company/contractor or will this be part of the integrator to provide this in our response? Thank you.
Response: See addendum attached.
Posted: 2/8/2024
Question: The RFP states that there are timelines in the RFP for the installation as it is critical for the EOC, but I do not see any timelines/dates/etc in the RFP. Please advise.
Response: See addendum attached.
Posted: 2/8/2024
Question: Could you please provide the as-built drawings of the existing system?
Response: See addendum attached.
Posted: 2/8/2024
Question: Could you please provide the floor plans of the existing system?
Response: See addendum attached.
Posted: 2/8/2024
Question: Could you please provide the source code of the existing system?
Response: See addendum attached.
Posted: 2/8/2024
Question: Page 3, RELATED REQUIREMENTS, Item 1) c. – What is the existing “Sound Dog” system?
Response: See addendum attached.
Posted: 2/8/2024
Question: Page 3, RELATED REQUIREMENTS, Item 2) a.(i) – What is the current video source for the two existing projectors?
Response: See addendum attached.
Posted: 2/8/2024
Question: Page 3, RELATED REQUIREMENTS, Item 2) a.(i) – What is the intended new video source for the projectors?
Response: See addendum attached.
Posted: 2/8/2024
Question: Page 3, RELATED REQUIREMENTS, Item 2) a.(i) – What does “customizable window size mean?” Does that mean any aspect ratio, or does it mean windows will always be 16:9 in either side by side or quad window configuration, at the maximum permissible size?
Response: See addendum attached.
Posted: 2/8/2024
Question: Page 3, RELATED REQUIREMENTS, Item 2) a.(ii) – Are the six 85” displays intended to function as a video wall, with content spread across multiple displays, or will each display only present a single source?
Response: See addendum attached.
Posted: 2/8/2024
Question: Page 3, RELATED REQUIREMENTS, Item 2) a.(iv) – What is the podium monitor mirroring? The video output from the rear control computer?
Response: See addendum attached.
Posted: 2/8/2024
Question: Page 3, RELATED REQUIREMENTS, Item 2) a.(iv) – What is the “user interface” mentioned? Is this a Crestron X-Panel?
Response: See addendum attached.
Posted: 2/8/2024
Question: Page 4, RELATED REQUIREMENTS, Item 2) a.(xii) – The five rooms other than 401 all have a single display. They cannot display the full content from the dual projector display in room 401. Is this intent to only display other video sources from room 401, such as a CATV feed or something going to the six 85” displays?
Response: See addendum attached.
Posted: 2/8/2024
Question: Page 5, ADMINISTRATIVE REQUIREMENTS, Item a.(ii) – What is the purpose of the “system monitoring PC?” Does this mean the PC will be hosting Crestron Fusion software? And/or does it require a Crestron X-Panel interface?
Response: See addendum attached.
Posted: 2/8/2024
Question: While not specifically mentioned, is there a minimum response time for service and/or equipment failure replacement?
Response: See addendum attached.
Posted: 2/8/2024
Question:
Response: See addendum attached.
Posted: 2/8/2024
Question: Must the AV contractor be located within a maximum distance from the facility?
Response: See addendum attached.
Posted: 2/8/2024
Question: Page 17, RECYCLED CONTENT INFORMATION – The “Note” for this section states, “For respondent’s convenience, this certification form is enclosed and is made a part of the proposal package.” However, this form is not included in the provided RFP documents. Due to the nature of this effort, is this item applicable? If so, could you please provide the required form.
Response: See addendum attached.
Posted: 2/8/2024
Question: Page 20 – the list of required documents to be submitted with the Offeror’s qualification packet goes from Response Document #14 to Response Document #16, skipping Response Document #15. Will you please confirm that Response Document #15 is intentionally missing from the list?
Response: See addendum attached.
Posted: 2/9/2024
Question: 1. Regarding Dell 8621QT smart screen with embedded micro PC a. Are these 3 components OFE or is the System Integrator to procure and install? b. Should it be assumed that the micro PCs be mounted to the back of the display? c. Will these units be connected to other PCs within the network? d. Will these units be used to host video call? 2. RFP States the new system must be compatible with the existing Crestron light control system a. Will Okaloosa County EOC provide the system design of the existing Crestron light control system to ensure compatibility prior to the submission period? 3. Please advise if Okaloosa County EOC will be providing Crestron code during this site visit 4. Regarding the satellite rooms a. According to the as-built drawing set made by Technical Innovations there are (2) speaker circuits in each of these rooms – one set of speakers fed by the local room amp and one set fed by an amp with the main system. Can Okaloosa County EOC verify the need for same need on new installation. 5. In reviewing the equipment requirements, it was determined that the Dell 8621QT and Micro PC is End-of-Life. The replacement unit is DELL-P8624QT. This unit may not be TAA Compliant. Will the Okaloosa County EOC sign a waiver for Non-TAA Compliant
Response: See addendum attached.
Posted: 2/9/2024
Question: QUESTIONS 401: What is the projector screen size? What are the QTY 20 OFE microphone models? What is the QTY 1 OFE Blu-Ray model? What is the existing microphone infrastructure? How many mics, any ceiling mics? How many cameras do you need? Are there QTY 5 PCs in total? Does the Control PC include the 5? Are all the PCs located in room 411? Does the control desk have an OFE monitor for video? And is the touch panel residing at the control desk? Are we previewing any video on the touch panel? Can we replace the smart TV with a commercial TV and then use a wireless presentation system? What are the dimensions of the room?
Response: See addendum attached.
Posted: 2/9/2024
Question: QUESTIONS 444 & 443: What is the COX input, can we get the make and model? Does it need device control via touch panel? What does 5 minimum inputs suggest? Does this include the specified QTY 1 laptop connections, QTY 1 PC, QTY 1 camera, QTY 1 Cox? What model and type (ceiling, tabletop, handheld) mics exist in the room? What are the dimensions of the room? Are the existing ceiling speakers for re-use? What is the make and model of the owner provided 86" interactive display? Do you need QTY 1 cable cubbies for the laptop connections at the conference table?
Response: See addendum attached.
Posted: 2/9/2024
Question: QUESTIONS 427: What does 5 minimum inputs suggest? Does this include the specified QTY 1 laptop connections, QTY 1 PC, QTY 1 camera, QTY 1 Cox? What model and type (ceiling, tabletop, handheld) mics exist in the room? What are the dimensions of the room? Are the existing ceiling speakers for re-use? What is the make and model of the owner provided 86" interactive display? Do you need QTY 2 cable cubbies for the laptop connections at the conference table?
Response: See addendum attached.
Posted: 2/9/2024
Question: QUESTIONS 408: What does the 3 minimum inputs suggest? Does this include the specified QTY 1 laptop connections, QTY 1 PC, QTY 1 camera? What model and type (ceiling, tabletop, handheld) mics exist in the room? What does enable pass through to media outlets and trucks mean? What are the dimensions of the room? Are the existing ceiling speakers for re-use? What is the make and model of the 86" interactive display? Do you need QTY 1 cable cubby for the laptop connections at the conference table?
Response: See addendum attached.
Posted: 2/9/2024
Question: QUESTIONS 411: How many PC inputs and TV/Satellite connections are there that are not listed in the RFP? How far is room 411 from the other rooms in the building?
Response: See addendum attached.
Posted: 2/9/2024
Question: GENERAL QUESTIONS: Are there cable pathways from individual rooms to room 411? Are the cable pathways from TV locations to conference room tables?
Response: See addendum attached.
Posted: 2/9/2024
Question: Are there specific requirements for the disposal of old equipment, and does the county have any preferred methods or guidelines for handling this process?
Response: See addendum attached.
Posted: 2/9/2024
Question: Will any of the equipment be removed from the current setup be considered for reinstallation in a different location, or is the intention to replace it entirely?
Response: See addendum attached.
Posted: 2/12/2024
Question: Apologies for the late question, I know it is past the deadline. I do not have a question about the proposal, I just wanted to ask if we were allowed to see the space in person, or if the only time to do that was at the non-mandatory meeting this past Friday. Thanks
Response: See addendum attached.