ITB-26-001-F JTA CCTV Video Surveillance & ACS

Q (Clarification for budge): In the "26-001-F JTA CCTV Video Surveillance & ACS - Price Form-Final.xlsx" document, in Tab "Table 2", you have a 2023 budget of $13,059,359.00, and a "2026 Project Cost" of $ 16,219,013.86. Is $16,219,013.86 the budget allocated for this project?

A: The second tab was used for calculation purposes only. We have removed that tab from the form and added the new form in the Vendor Qualifications. Sorry for any confusion.

Q (Unit and Extended Price): In the "26-001-F JTA CCTV Video Surveillance & ACS - Price Form-Final.xlsx" in Table 1, you have 123 line items of a very diverse list of products, such as Axis and Bosh cameras (including mounts and accessories), APC UPS, Cisco switches, and other manufacturers. Please confirm that we must propose the Unit Price and Extended Price for each product in that list, and that this Unit Price should include installation, testing, and commissioning.

A: Bidders are required to provide a Unit Price and Extended Price for each line item. This applies to all identified products, including but not limited to cameras, mounts, accessories, UPS systems, network switches, and other equipment from various manufacturers. The Unit Price for each line item shall be fully burdened and must include all costs necessary to deliver a complete and operational installation. This includes: Equipment and materials, installation labor, configuration and integration, testing and validation, commissioning and system acceptance. No additional costs related to installation, testing, or commissioning for these listed items will be allowed outside of the submitted Unit Prices.

Q (Tariffs / Manufacturer Surcharges): Please clarify JTA’s expectations regarding tariffs, import duties, and manufacturer-imposed tariff surcharges that may apply to materials or equipment after bid submission. If such charges are separately identified by the manufacturer or distributor, will JTA allow them to be treated as a pass-through cost, or are bidders expected to absorb all such costs within their submitted pricing?

A: Attached Price Form explicitly mentioned that "Unless otherwise expressly authorized in writing by the Authority, all prices proposed shall be inclusive of all shipping, freight, handling, packaging, insurance, and delivery charges necessary to deliver materials, equipment, and parts to the designated delivery location." Further more, the form also mentioned that "In the event of significant increases or decreases in the cost of equipment, materials, components, tariffs, import duties, or manufacturer pricing directly affecting the items required under this Contract, the Contractor may request a corresponding adjustment. Such request must include verifiable documentation from manufacturers, distributors, or suppliers demonstrating the actual change in cost" and " All prices proposed shall remain firm for the first twelve (12) months following contract award unless otherwise authorized in writing by the Authority. After the initial twelve (12) month period, the Contractor may request a price adjustment once per contract year. Any request for adjustment must be submitted in writing at least ninety (90) days prior to the requested effective date and must include sufficient documentation supporting the requested adjustment."

Q (Shipping Costs): Please clarify JTA’s expectations regarding shipping, freight, delivery, handling, and similar charges for materials and equipment. Are bidders expected to include all such costs within quoted unit pricing and labor rates, or may shipping/freight be line-itemed when it is a direct pass-through cost from the manufacturer or distributor? Especially for large freight size products.

A: Attached Price Form explicitly mentioned that "Unless otherwise expressly authorized in writing by the Authority, all prices proposed shall be inclusive of all shipping, freight, handling, packaging, insurance, and delivery charges necessary to deliver materials, equipment, and parts to the designated delivery location." Further more, the form also mentioned that "In the event of significant increases or decreases in the cost of equipment, materials, components, tariffs, import duties, or manufacturer pricing directly affecting the items required under this Contract, the Contractor may request a corresponding adjustment. Such request must include verifiable documentation from manufacturers, distributors, or suppliers demonstrating the actual change in cost" and " All prices proposed shall remain firm for the first twelve (12) months following contract award unless otherwise authorized in writing by the Authority. After the initial twelve (12) month period, the Contractor may request a price adjustment once per contract year. Any request for adjustment must be submitted in writing at least ninety (90) days prior to the requested effective date and must include sufficient documentation supporting the requested adjustment."

Q (Existing System Inventory): Can JTA provide an asset inventory by site, including approximate counts of cameras, NVRs, servers, access control panels/controllers, card readers, major field devices, and applicable software platforms, versions, and licenses?

A: Yes, available upon award.

Q (Historical Volume / Spend): Can JTA provide historical annual service volume and/or spend for the last three years, broken out if possible by: emergency service calls standard service calls preventive maintenance installations/upgrades software/licensing parts/materials

A: This information is currently unavailable at this time.

Q (Administrative / Reporting Effort): Because service invoices may not include trip charges, management hours, minimum labor hours, mileage, or similar administrative charges, should bidders assume that the following obligations are to be included in quoted labor rates: quarterly meetings service reporting maintenance of the required service database 90-day service planning lifecycle planning and related contract administration

A: Yes. Bidders shall assume that all administrative, planning, coordination, and contract support activities required to fulfill the obligations of this Statement of Work are to be fully incorporated into the quoted labor rates. As outlined in the SOW, labor rates must be fully burdened and inclusive of all overhead and administrative costs, and no additional charges (e.g., trip charges, management time, minimum labor hours, mileage, or similar fees) will be accepted on service invoices.

Q (Pricing Evaluation): Please clarify how pricing will be evaluated, including whether labor rates, emergency rates, listed parts, and the methodology for future/non-listed parts will all be weighted equally or otherwise prioritized.

A: Overall total on the provided Pricing Sheet (Labor plus parts).

Q (SLA Completion Standard): For Priority 1 emergency requests, please clarify what constitutes “completion” within the required completion window. Does completion mean: full permanent repair temporary restoration/workaround or emergency stabilization pending parts or follow-up work?

A: Completion of an emergency request is considered to be emergency stabilization / short-term functionality restoration. It is understood that permanent repairs may depend on the supply chain.

Q (Service Priority Assignment): Please clarify who assigns Priority Levels 1 through 5, and whether the contractor may recommend reclassification of a request after on-site diagnosis.

A: The JTA PM or designee; yes, the contractor is welcome and encouraged to provide recommendations.

Q (30-Day vs. 45-Day Plan Requirement): Please clarify the apparent timing difference between: the requirement to provide a detailed lifecycle / preventive maintenance plan within 30 days of contract initiation, and the PM management section requiring a comprehensive PM plan within 45 days. Are these intended to be separate deliverables, or is one of these deadlines controlling?

A: The 30-day deliverable controls for initial implementation and mobilization. The 45-day deliverable represents the finalized, comprehensive PM plan, building upon and expanding the initial submission. These are therefore not separate standalone plans, but rather progressive submissions of the same PM program, with increasing level of detail and validation.

Q (On-Hand Inventory / Spare Parts): Please clarify JTA’s expectations regarding on-hand inventory and spare parts, including: whether initial stock is required who funds the stock who owns the stock replenishment timing and approval requirements and whether JTA will issue an initial approved parts list

A: On-hand inventory should include common replacement parts and consumables. The intent is to minimize downtime in the event of an after-hours outage. The vendor should be able to provide a workaround and/or break-fix while minimizing down-time prior to subsequent long-term repair visits.

Q (Davis-Bacon / FTA Classification): Which Davis-Bacon wage determinations and which FTA procurement classification will govern this contract’s task orders, especially where installation work is construction-like in nature?

A: For Jacksonville / Duval County, Florida, the applicable wage determinations will generally be: Building Construction WD: for facilities, terminals, admin buildings Heavy Construction WD: if work involves site work, trenching, or infrastructure across campuses Highway WD: only if work impacts public roadways (less likely here) Most task orders will likely fall under: Building Construction – Electrical / Low Voltage” classifications Typical labor classifications: Electrician Low Voltage Technician / Installer Communications Technician Laborer (for trenching / conduit)

Q (Prohibited Equipment / Manufacturers): Please clarify whether any currently installed equipment or any anticipated replacement equipment may involve manufacturers or product lines subject to the federal prohibition on certain telecommunications and video surveillance equipment. Does JTA expect the awarded vendor to support or replace any currently installed equipment that would fall under the prohibited telecom/video surveillance brands clause?

A: JTA’s current video surveillance and access control environment includes systems from manufacturers such as Genetec, Geutebruck, and AMAG/Symmetry, along with associated hardware and supporting components . While these are the primary platforms, the Authority acknowledges that certain legacy or peripheral components within the broader system environment may need to be evaluated for compliance with federal regulations, including the prohibition on covered telecommunications and video surveillance equipment under Section 889 of the NDAA. At this time: JTA does not intend to procure, install, or knowingly support prohibited telecommunications or video surveillance equipment as defined by federal law. The awarded vendor will be expected to ensure that any new equipment, replacements, or upgrades are fully compliant with all applicable federal requirements, including Section 889. The vendor may be required to assess existing infrastructure during lifecycle planning and maintenance activities and identify any equipment that may fall under prohibited categories. If any such equipment is identified, the vendor shall notify JTA and provide recommendations for compliant replacement solutions, subject to JTA approval and procurement processes. JTA does not currently mandate that the awarded vendor immediately replace all potentially non-compliant legacy equipment; however, compliance must be maintained moving forward, and any future installations or replacements under this contract must adhere strictly to federal prohibitions.

Q (Construction-Related Requirements): Please clarify when wage-rate, permitting, bonding, or other construction-related requirements will apply to task orders involving conduit, cabling, fiber, or field installation work.

A: When Construction Requirements Apply. The following requirements shall apply when a Task Order includes construction-type activities, including but not limited to: • Installation of new conduit systems (above or below ground) • Trenching, boring, excavation, or underground utility work • Installation of fiber optic backbone infrastructure beyond simple patching or replacement • Structural mounting requiring modification to buildings, poles, or foundations • Work requiring building, electrical, or right-of-way permits • Projects designated by JTA as capital improvements or construction projects For such Task Orders, the Contractor shall: • Comply with applicable prevailing wage requirements (e.g., Davis-Bacon Act if federally funded) • Obtain and pay for all required permits, licenses, and inspections • Provide payment and performance bonds, if required by the Task Order • Adhere to all applicable construction codes, OSHA 29 CFR 1926, and local regulations • Coordinate with JTA on project classification prior to execution When Construction Requirements Do NOT Apply Construction-related requirements do not apply to routine or operational services, including: • Troubleshooting, repair, or replacement of existing cabling within existing pathways • Device replacements (cameras, readers, switches) with no new infrastructure • Minor surface-mounted conduit or cabling that does not require permits • Preventive maintenance, testing, and inspections • Software, configuration, or network-related services These services shall be treated as service/maintenance work and governed by the standard labor rates and terms of the contract.

Q (Clarification Request – ITB 26-001): Is there flexibility in how an offeror structures its service delivery approach, including the use of external expertise or specialized resources, provided all solicitation requirements are met?

A: Offerors may structure their service delivery approach in a manner that best leverages their organizational capabilities, including the use of external expertise, subcontractors, or specialized resources, provided that all requirements of the solicitation are fully met. However, any such approach must clearly demonstrate that the Offeror maintains full responsibility and accountability for contract performance, including compliance with all technical, certification, workforce, and service level requirements outlined in the solicitation and Statement of Work. The use of subcontractors or specialized resources shall not relieve the Offeror of its obligations under the contract and must adhere to all applicable provisions, including approval requirements, qualification standards, and billing constraints defined in the solicitation.

Q (Licensing & Certification Requirements – ITB 26-001): For required licenses and certifications, must they be held directly by the proposing firm, or can they be satisfied through qualified resources supporting the project?

A: The required licenses and certifications do not need to be held solely by the proposing firm as an entity, but they must be held by the qualified personnel assigned to perform the work. Per the SOW, certifications are specifically tied to individual personnel performing the services (e.g., technicians, programmers, and system administrators), and the Contractor must be able to demonstrate and provide proof that those assigned resources meet all required certification standards . The proposing firm must demonstrate overall capability and maintain certified vendor status with required systems (e.g., Genetec, Geutebruck, AMAG). Required certifications (e.g., Genetec, AMAG, GSI Tier 1) may be satisfied through qualified employees or approved subcontractors, provided they are: Properly certified, assigned to the project, and able to meet all SOW requirements, including timelines for obtaining certifications where allowed. The Contractor remains fully responsible for ensuring that all personnel performing work are appropriately certified and compliant throughout the contract duration.

Q (Evaluation Criteria – Delivery Capabilities – ITB 26-001): Will the evaluation consider the overall combined capabilities of the proposed delivery approach in meeting technical and operational requirements?

A: The Authority will use a Lowest Price Technically Acceptable (LPTA) evaluation method. Award will be made to the responsive and responsible bidder that meets all requirements and offers the lowest total price. Technical proposals will be evaluated on a pass/fail basis only. The Authority will verify that each bidder meets the minimum requirements in the Statement of Work, such as certifications, staffing and response times, system compatibility, and ability to perform required services. The evaluation is not comparative, and proposals will not be ranked based on quality or approach. No additional credit will be given for exceeding the requirements. Once a bid is found technically acceptable, the lowest price will determine the award.

Q (Key Personnel Qualification): Will the evaluation consider the qualifications and experience of proposed key personnel (regardless of their employment structure) in meeting technical requirements?

A: Under this ITB, award will be made on a Lowest Price Technically Acceptable (LPTA) basis. Bids will first be reviewed to ensure they meet all required technical criteria outlined in the solicitation and Statement of Work. Vendors must demonstrate that they meet the minimum qualifications, certifications, and experience requirements. However, the qualifications and experience of proposed key personnel will be evaluated on a pass/fail basis only to confirm compliance with these minimum requirements. There will be no ranking or comparative scoring of personnel or qualifications. Once a bid is determined to be technically acceptable, award will be made to the lowest responsive and responsible bidder. This approach ensures that all requirements are met while selecting the lowest cost to the Authority.

Q (Past Performance Eligibility): Can the Prime Contractor include relevant project experience and past performance from key personnel or affiliated partners that will be engaged in contract execution?

A: All personnel and partners must meet the certification, experience, and compliance requirements outlined in the Statement of Work, including system-specific certifications (e.g., Genetec, Geutebruck, AMAG) and workforce qualifications.

Q (CCTV Scope – TECHNICAL CLARITY): Can the client confirm the expected scope of the CCTV video surveillance system, including number of locations, cameras, and monitoring requirements?

A: JTA is not prescribing a fixed system size. Instead, the selected vendor will support a dynamic, enterprise-wide CCTV ecosystem, with scope elements (locations, camera counts, and monitoring configurations) determined on an ongoing basis.

Q (System Integration Requirements): Does the scope include integration of the CCTV and access control systems with existing infrastructure or third-party platforms?

A: Yes, Integration is a core expectation of the scope—primarily focused on ensuring compatibility and seamless operation within JTA’s existing ecosystem, with the flexibility to support third-party coordination as required by specific projects or system enhancements.

Q (Spare Parts & Delivery Requirements): Are there defined service level requirements for the delivery or replacement of spare parts, including expected response times?

A: Contractors are required to maintain sufficient on-hand inventory to support the 2-hour service response requirement and must replenish used inventory within 10 business days.