CALIFORNIA DEPARTMENT OF GENERAL SERVICES
9-1-1 SYSTEMS AND SERVICES MPA | RFP 1104-014
9-1-1 SYSTEMS AND SERVICES MPA RFP
PUBLIC SAFETY ANSWERING POINT (PSAP)
BID NUMBER 1104-014
QUESTIONS AND ANSWERS
May 9, 2011
1. Question: Can there be an extension to the time period for responding to this Solicitation?
DGS Response: Time frames were set due to the upcoming expiration of the existing contract and
cannot be extended at this time.
2. Question: Are Draft Proposals mandatory?
DGS Response: Draft Proposals are not mandatory. They are encouraged, in an effort to clear up
any issues that may occur.
3. Question: Please explain the intent of Section 6.2.4.4 and Exhibit 5-D in requiring a bidder to hold a
C-7 license? Contractor would hire subcontractors for such work. We need to understand if a
Contractor employee would be required to have such a license even though no Contractor
employee would be engaged in or provide any such services.
DGS Response: Contractor or Subcontractor performing the work will need to hold a C-7 license.
RFP Section 5.9 and Exhibit 5-D language will be modified in Addendum 1.
4. Question: Does the $5,000,000 performance bond requirement in Section 5.6 apply to a single
agency project, or any number of projects in aggregate up to $5,000,000? We can’t imagine any
single project being close to $5,000,000 in value.
DGS Response: Section 5.6 states that Bidders MAY be required by the user agency to submit a
Letter of Bondability from a surety admitted in California. This would apply to each project.
5. Question: Could you clarify “hosted solutions” as described in Section 6? Is the “hosted solution” a
system that is hosted by the vendor, or is it the intent of the RFP for an agency to host a 911 system
that is shared by one or more area PSAPs?
DGS Response: Hosted configurations, as defined in Section 6.6, are intended to be hosted at an
agency facility, not the contractor.
Bidder Questions & DGS Answers
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CALIFORNIA DEPARTMENT OF GENERAL SERVICES
9-1-1 SYSTEMS AND SERVICES MPA | RFP 1104-014
6. Question: Could you define “major equipment components” as used in Section 6.4.9.10 and
elsewhere in the RFP?
DGS Response: Major equipment components refers to computer and network components
essential to 9-1-1 call taking, such as servers, workstations, trunk card, or other items as which may
be requested by a PSAP.
7. Question: Exhibit 7-A is a basic configuration pricing table for one (1) to sixteen (16) workstations.
Section 6.1.1.1 mentions pricing for one (1) to thirty-two (32) call taking positions. Should we
provide basic configuration pricing for up to thirty-two (32) positions, or only sixteen (16)?
DGS Response: Pricing is for 1-16 workstations. The RFP language will be modified in Addendum 1.
8. Question: Where an “original signature” is required, is a signature stamp, in ink, acceptable to the
State?
DGS Response: Per Section 8, Bid Format, original signature is required.
9. Question: Per 5.16.2, Any subcontractor that the bidder chooses to use in fulfilling the
requirements of this RFP, and which is expected to receive more than ten (10) percent of the value
of the contract, must also meet all Administrative and Technical Requirements of the RFP. Question:
does the subcontractor have to submit the forms provided as Exhibit 5 A-5F? Or are these the
responsibility of the prime only?
DGS Response: Only the bidder (prime) is responsible for all forms required. The bidder is only
certifying that any subcontractor they may hire for more than 10 percent of the value of the
contract will also meet all Administrative and Technical Requirements of the RFP.
10. Question: Can vendors add line items to the itemized price list; Exhibit 7-B? The provided list does
not include many of the common options available.
DGS Response: Bidder may not add line items to Exhibit 7-B. However, Section 6.1.2.3 describes
the process for unsolicited items to be provided.
11. Question: Regarding the Draft Bid submission, Section 8.3.2 includes conflicting information about
submitting cost sheets as a separate volume with the Draft Bid. Should this be changed to Final Bid?
DGS Response: Yes, Addendum 1 will revise Section 8 Bid Format.
12. Question: Does Volume III LITERATURE, need to be submitted in a separate binder?
DGS Response: Yes.
Bidder Questions & DGS Answers
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CALIFORNIA DEPARTMENT OF GENERAL SERVICES
9-1-1 SYSTEMS AND SERVICES MPA | RFP 1104-014
13. Question: Please explain the intent of Section 6.4.9.10 with regard to “no additional cost” for spare
major equipment components stored at the PSAP location at the request of the PSAP.
DGS Response: The intent is that there is no additional cost to the PSAP or State for spare
equipment.
14. Question: 6.4.1.5 Invoices and Payments (M).
Submission of Invoices: The Contractor shall render invoices to the “Bill To” name and address listed on
the Purchase Order for equipment and /or monthly charges and such additional charges as are applicable.
Such invoices shall not be delivered by the Contractor and are not due and payable until a copy of formal
acceptance by the PSAP or the State is provided with the invoice. Invoices until the services or products are
formally accepted by the PSAP or the State.
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This statement conflicts with another statement in the RFP re: invoicing and payments,
which allows for progress payments (Exhibit B – Budget Detail under Invoice & Payments).
The last sentence of the paragraph is incomplete.
Does Section 6.4.1.5 require formal acceptance of the entire system, or formal acceptance of the
portion invoiced as part of progress payments, or maybe both?
DGS Response: Progress payments are not allowed under this contract. RFP language in Exhibit B
will be revised in Addendum 1.
15. Question: Section 6.1.2.3 and Section 6.7. Is it acceptable to propose unsolicited network-based
solutions?
DGS Response: The State does not dictate what unsolicited items may be proposed.
16. Question: Exhibit 5-D. As a manufacturer of E911 systems we employees would not be involved
with the installation of equipment in California PSAPs. We instead uses subcontractors who take
responsibility for installation and commissioning of the systems as well as the on site 5-year
maintenance support. With this information in mind would we be required to have the C-7
contractor license or would just our subcontractors?
DGS Response: See response to question #3.
17. Question: 6.4.1.1 Use of Equipment and Basis for Payment. Please provide reason for this
statement – what is the department’s potential concern?
DGS Response: The Department requires that there shall be no interruption in service, nor
restrictions in use of equipment, exclusive of time required for preventative and remedial
maintenance.
Bidder Questions & DGS Answers
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CALIFORNIA DEPARTMENT OF GENERAL SERVICES
9-1-1 SYSTEMS AND SERVICES MPA | RFP 1104-014
18. Question: 6.4.1.2 Use of Software and Basis for Payment. Please provide reason for statement on
unrestricted use of software – what is the department’s focus?
DGS Response: The Department requires that there shall be no restrictions in availability or use of
proprietary software, except as defined by the MPA contract.
19. Question: 6.2.1.2 7th Bullet Item (NENA VoIP I1, I2, I3). Please provide a specification number that
we can reference to verify compliance.
DGS Response: Bidder advised to review NENA recommendations (I1, I2, and I3).
20. Question: 6.2.1.6 5th Bullet Item (Frequency response: + or – 3 db, 30 hz to 15,000 hz). Is the 3015khz the test frequency for crosstalk or is it the expected bandwidth?
DGS Response: Frequency response refers to audible bandwidth.
21. Question: 6.2.4.1. Do we have to disable USB thumb drives at PCs? Can we provide remote
support via VPN?
DGS Response: USB thumb drive access is allowed for Contractor-authorized technical personnel.
Internet access to equipment is specifically prohibited.
22. Question: 6.2.4.3. How many ALI connections are required at each PSAP?
DGS Response: One (1).
23. Question: 6.2.4.5. We provide interfaces as required by NENA. We can interface to other standards
based interfaces. Please provide a list of the interfaces that are required?
DGS Response: Section 6.2.4.5 language will be changed from “Contactor shall permit the use of any
interfaces to 9-1-1 CPE.” to “Contactor shall permit the use of standard interfaces to 9-1-1 CPE.” in
Addendum 1.
24. Question: 6.2.4.8 Item d (Radio control circuits). Please clarify Item g (Direct-connect circuits).
Please clarify
DGS Response: Radio control circuit refers to a wire line circuit to control a radio repeater. Directconnect circuit refers to a wire line which automatically dials a pre-designated number.
Bidder Questions & DGS Answers
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CALIFORNIA DEPARTMENT OF GENERAL SERVICES
9-1-1 SYSTEMS AND SERVICES MPA | RFP 1104-014
25. Question: 6.3.1.3 Third Paragraph. Please clarify what are the "four (4) others"
DGS Response: The required additional four (4) outputs reflect expansion capacity, and do not have
predefined connections. Contractor shall configure output component as needed upon request.
26. Question: 6.3.1.10 Please provide the exact reference for "Also, see Section 6.2.1.3, NENA
Standards for NG9-1-1." What document number is this referencing?
DGS Response: Per Section 6.2.1.3, Contractor is required to comply with existing and future NENA
recommendations for NG9-1-1 which are adopted by the State, including criteria which applies to
VoIP functionality.
27. Question: 6.1.1.5 Required Payment Date: Payment due dates shall be governed by Government
Code 927 et seq., as per General Provisions section 30. The old contract reads "no later than 45
days after receipt of invoice”, does the language referenced by the Code 927 above provide a similar
timeframe?
DGS Response: Yes.
28. Question: Will the current PSAP allotment formulas be adjusted to meet the new configuration
pricing received as part of this RFP?
DGS Response: PSAP allotment formulas are beyond the scope of questions related to this RFP.
29. Question: 6.2.1.3 “Bidders must commit to provide software, equipment and/or services that meet
or will meet NENA NG9-1-1……” There are functional elements for the IP-PSAP currently being
defined by the IP PSAP technical committee. Items such as “Incident Data Exchange” or “System
aggregator” may require separate or dedicated servers. It is our opinion that any new hardware,
should it be required for a new functional element required by the new IP-PSAP specification, should
be added to the state contract at that time and provided to the PSAP at additional cost.
DGS Response: The RFP language in Section 6.2.1.3 “…at no additional cost to the State or the
PSAPs” will be removed in Addendum 1.
Bidder Questions & DGS Answers
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CALIFORNIA DEPARTMENT OF GENERAL SERVICES
9-1-1 SYSTEMS AND SERVICES MPA | RFP 1104-014
30. Question: 6.2.2.1 The statement “Contractor shall test ANY third party accessories that the PSAP
desires to use (like headsets and non 9-1-1 software) to make sure they are compatible with the
Contractor’s CPE at no additional charge.” This is too vague and could be a very expensive endeavor
for the Contractor and will unnecessarily drive up costs for all the PSAPs just to cover the
eventuality. Also, who is to pay for the copies of 3rd party hardware and software to be tested by
the Contractor? As these efforts supply benefit to the specific PSAP that wishes to use non-specified
items it is felt that the cost-causing PSAP be solely responsible and that there should be an optional
line item in the pricing to address cost for such testing.
DGS Response: : The RFP language in Section 6.2.2.1 “…at no additional charge” will be removed
in Addendum 1.
31. Question: 6.2.4.7 All positions shall be equipped with a dual monitor card, however the second
monitor shall be an “option”.
DGS Response: This is not a question.
32. Question: 6.4.5 Project Management. The expense for an assigned project manager cannot be
listed as a separate line item but must be included in the overall costs for the system. Can this
function be performed by a person experienced as a project manager (at least 3 installations) but
who also performs different functions during the course of the installation as long as they meet the
customer project management expectations?
DGS Response: Yes.
33. Question: 6.4.9.12 Telephone line repairs. Can the PSAP be instructed to contact the telephone
company first?
DGS Response: No.
34. Question: 6.4.11.2 Technical Service level agreements
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What are monthly implementation dates? Please explain the System Readiness SLA?
What constitutes a “Major” outage?
DGS Response:
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Monthly implementation dates are the total implementation dates within a given month.
See Section 6.4.9.7 for additional description of a “Major Failure.”
Bidder Questions & DGS Answers
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CALIFORNIA DEPARTMENT OF GENERAL SERVICES
9-1-1 SYSTEMS AND SERVICES MPA | RFP 1104-014
35. Question: Section 6.1.1.1 Configuration Pricing asks for bidders to provide Basic Turnkey
Configurations from 1 to 32 positions. Section 7.2 refers to Basic Turnkey Configurations from 1 to
16 positions. Can you clarify what is required?
DGS Response: Please see response to Question #7.
36. Question: Will the state consider another round of questions based on the short time period
allowed for questions in this RFP?
DGS Response: No.
37. Question: When the State provides answers to questions submitted on or before 5/4/11, will the
state allow for follow up questions to these answers?
DGS Response: No.
38. Question: Section 4.4.1 - Future Configurations. This specification states that this RFP is requesting,
“…proposals for non-traditional (non stand-alone) CPE configurations that can leverage the new IP
network and/or advances in CPE technology.” If we were to respond with only these types of
solutions, would the existing PSAPs with legacy equipment that are stand-alone in nature still be
able to procure equipment and services through the State? If no, then how would PSAPs accomplish
this? Would the State still provide funding to maintain and procure stand-alone types of solutions?
DGS Response: Yes. Yes.
39. Question: Section 6.1.1.1 - Configuration Pricing. This specification states that “Bidders will provide
pricing in Section 7 (Cost Proposal) for the Basic Turnkey Configurations set forth in Section 6.5 for
configurations with one call taking position to thirty-two (32) call taking positions. Pricing for
additional goods and services to satisfy the PSAPs’ requirements will be addressed on an item-byitem basis.”
It is unclear on how the State desires Bidders to include pricing for ancillary products such as GIS,
DLR etc. Please explain.
DGS Response: GIS, DLR and other items are included in the Itemized Price List , Exhibit 7-B.
40. Question: Section 6.4.4.1 – Acceptance Testing Criteria. At the end of the first paragraph of this
specification, it states “It is not required that the 240 consecutive hour period expire in order to begin
a subsequent acceptance testing period.” For clarification, does this mean that once a failure occurs,
the 240 clock is stopped and begins at zero subsequent to the failure being remedied?
DGS Response: Yes.
Bidder Questions & DGS Answers
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CALIFORNIA DEPARTMENT OF GENERAL SERVICES
9-1-1 SYSTEMS AND SERVICES MPA | RFP 1104-014
41. Question: Section 6.4.7 – Trouble Ticket Log. The last sentence of this specification states “The
Contractor shall provide remote, 7 day x 24 hour access to the CA 9-1-1 Division in order to track
progress of the restoration of failures and to validate Service Level Agreement calculations.” Please
clarify who performs the calculations and based on who’s data?
DGS Response: The Contractor is responsible for currency and accuracy of their trouble ticket log,
and calculations for SLA compliance based on the trouble ticket log.
42. Question: Section 6.2.2.2 - Electrical Requirements (M). Do the stated specifications concern the
electrical circuits serving the CPE or the components of the CPE itself?
DGS Response: CPE components.
43. Question: Section 6.2.3.4 - Keyboard Arbitrator. Is it the State’s intention that only the CPE
provider offer for sale and support the KVM, and not the radio vendor, or GIS system vendor, etc?
DGS Response: The CPE provider is required to provide keyboard arbitrators.
44. Question: Section 6.2.3.5 – Monitor. The monitor specifications do not represent the typical use in
most PSAP’s today. For example, the Native resolution: minimum 1280x1024 specification is not a
widescreen monitor. Also, the 5:4 ratio will soon be unavailable from our vendors. Thus far we have
been unable to find a 19” model that meets all of the mandatory specifications. Is there a specific
brand and model that the State is looking for?
DGS Response: Minimum specifications required are for standard ratio (5:4) monitor. Widescreen
ratio (16:10 or 16:9) monitors are allowed, as long as they meet or exceed minimum specifications.
45. Question: Section 6.2.5 – Security. This specification is not marked as being either mandatory or
desirable. Could the State categorize the specification?
DGS Response: Mandatory. RFP Section 6.2.5 language will be modified in Addendum 1.
46. Question: Section 6.2.4.4 – Cabling. This specification includes the statement, “Bidders shall include
sufficient cabling and repeaters to allow all operator positions to connect to the common electronics
at a maximum distance of 500 feet.” We have found that extending workstation functions (e.g.
monitor, KVM, Mouse, Audio, etc.) such distances contains inherent risks and audio issues. Please
clarify what connections are intended to reach 500 feet?
DGS Response: Workstation connections to backroom equipment. See also Section 6.5.1.2.
Bidder Questions & DGS Answers
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CALIFORNIA DEPARTMENT OF GENERAL SERVICES
9-1-1 SYSTEMS AND SERVICES MPA | RFP 1104-014
47. Question: Section 6.4.9.4 – Exclusions. This specification provides a listing of what is not covered
under maintenance. Should data back-up also be included?
DGS Response: Data back-up is not part of maintenance.
48. Question: 6.2.3.1 User Volume Control. This specification requires volume up to 110 db at each
workstation. This is quite high as the OSHA standard only allows 30 minutes exposure to this level
per 8 hour period. Is the 110 DB the level the State desires? Is this rating to be delivered to the
headset, a speaker or both?
DGS Response: Yes. Both.
49. Question: 6.2.4.8 Trunk and Line Interfaces. This specification requires that the proposed system
provide connection to a list of line side technologies including paging systems. To properly respond,
we need specifics on the interface type and signaling. What is the physical connection to the paging
system? What type of signaling is needed? Are we talking overhead paging? Outbound pager
alerting system?
DGS Response: System shall accommodate any paging system line connection required by a PSAP.
50. Question: 6.3.8 Telephone Functionality. Are the questions in this section pertaining to Admin
phones or 9-1-1 phones?
DGS Response: 9-1-1 workstation phones.
51. Question: 6.5.1.2 System Requirements. Is this a “system” specification or a “server” specification?
DGS Response: System.
52. Question: 6.6.2.5 Firewalls. Does this requirement refer to firewalls between the remote site and
the Internet (for remote access/maintenance)? Or does it refer to WAN-side firewalls on the
private, managed WAN protecting site-to-site?
DGS Response: Firewall may be required depending on the network design.
Bidder Questions & DGS Answers
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CALIFORNIA DEPARTMENT OF GENERAL SERVICES
9-1-1 SYSTEMS AND SERVICES MPA | RFP 1104-014
53. Question: 6.3.3.9 Incoming Call Display. This specification states “The proposed system shall be
capable of displaying all incoming 9-1-1 calls on a map at all call taker positions while they are
ringing.” As we understand the question, this would require an ALI dip that would be non-compliant
with the NENA standard. Could the State elaborate on the State’s mandatory requirement for this
non-compliant NENA standard? Would the State consider changing this from a mandatory
requirement to a desirable requirement?
DGS Response: No.
54. Question: 6.2.2.1 Commonly Available Components. Specification states “Contractor shall test any
third party accessories that the PSAP desires to use (like headsets and non 9-1-1 software) to make
sure they are compatible with the Contractor’s CPE at no additional charge.” Please clarify how
vendors are to confirm compatibility and support of nearly infinite 3rd party applications without
assessing value to confirm interoperability and that it doesn’t adversely affect 9-1-1 call processing?
This specification appears to have conflicting instructions:
Contractor shall test any third party accessories that the PSAP desires to use (like headsets and non 9 1 1
software) to make sure they are compatible with the Contractor’s CPE at no additional charge.
Compared to:
If certification or testing is required, the Contractor shall provide a price to the PSAP before proceeding
with such certification process or testing.
Could the State clarify their intent?
DGS Response: See response to Question #30.
55. Question: New Products. We develop new products for the 9-1-1 industry based on the changing
needs of the community. Will we be able to add products to the Master Purchase Agreement at a
later date? If yes, what is the method?
DGS Response: New products cannot be added to the MPA. The State reserves the authority to
approve proposed solution updates.
56. Question: Failure to meet a Mandatory Requirement. Should a significant number of vendors fail to
meet a mandatory requirement; will the State consider modifying that requirement to a Desirable
requirement instead?
DGS Response: Yes.
57. Question: Section 6.2.2.2 Electrical Requirements. This section requires: “Each component
requiring 120VAC power shall be equipped with three-wire grounded primary power input cords
Bidder Questions & DGS Answers
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CALIFORNIA DEPARTMENT OF GENERAL SERVICES
9-1-1 SYSTEMS AND SERVICES MPA | RFP 1104-014
having a minimum free length of ten feet, and terminated with three-pin AC caps.” The standard
manufactured equipment comes with 6 foot cords. If the State requires 10 foot cords then they will
all have to be manually replaced at great expense or shipped with extension cords. Could the State
reconsider this requirement?
DGS Response: Electrical cord minimum length requirement will be removed per Addendum 1.
58. Question: Section 6.6.2.8 Call Overflow. Is this specification referring to call overflow within the
hosted solution PBX? Or is this referring to call overflow in the telephony network?
DGS Response: Hosted solution 9-1-1 CPE.
59. Question: 6.6.2.3 Call Routing in the Event of a Network Failure. Please respond to the following
questions:
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Is the call in question already answered at a remote position/site?
Or is the call still in queue and not yet delivered to a call taker?
DGS Response: Calls in queue.
60. Question: In Section 7, Exhibit 7-B. Do we add other components from our portfolio to this list in
our final proposal or do you want a similar but separate list for things like 9-1-1 User interface
software, Mapping services, Servers, switches and network gateways, etc.?
DGS Response: See answer to Question #10.
Bidder Questions & DGS Answers
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