Project Information

Bid Title

Addendum 01 Comprehensive Surveillance Camera and Access Control System Upgrade and Replacement Project

Issuing Agency

Victor D. Crist, Clerk of Circuit Court & Comptroller

Location

Florida

Published Date

Dec 11, 2025

Closing Date

Jan 5, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Request for Proposal (RFP) #04/25 - Addendum 01
Public Notice - Evaluation Committee Meeting
Request for Proposal (RFP) #04/25 - Comprehensive Surveillance Camera and Access Control System Upgrade and Replacement Project
Request for Proposal (RFP) #04/25 - RFP_04-25_Pricing_Sheet

Attachment Preview

SUBJECT: REQUEST FOR PROPOSAL NUMBER 04/25 - COMPREHENSIVE

SURVEILLANCE CAMERA AND ACCESS CONTROL SYSTEM UPGRADE AND

REPLACEMENT PROJECT.

ADDENDUM NUMBER: One (1)

DATE: December 10, 2025

PURPOSE

This addendum clarifies the requirements for labor cost pricing in response to questions

received regarding the need for site surveys to provide accurate labor installation costs. The

Clerk is establishing a standardized approach for all proposers to ensure fair and accurate

pricing evaluation.

Key Process Points:

• All proposers will submit pricing based on standard assumptions provided in this

addendum

• No pre-proposal site surveys will be conducted

• Contract award will be based on best value of submitted proposal

• The awarded vendor will conduct a comprehensive site survey after contract award

• Pricing adjustments based on actual site conditions are permitted but capped at 25% of

installation labor costs

REQUIREMENT - BASE LABOR WITH POST-AWARD SITE SURVEY

The Clerk recognizes that accurate labor pricing for installation requires detailed knowledge of

existing site conditions, infrastructure, and access considerations. To allow for competitive and

realistic pricing while maintaining the RFP timeline, all proposers shall provide base labor

pricing for device installation only, with the understanding that a comprehensive site survey

will be conducted post-award to finalize total labor costs.

All proposers must comply with the following requirements:

1. Base Labor Pricing - Required Components

Proposers must complete Pricing Sheet Line Item 2 (Installation Costs Per Camera) based on

standard installation assumptions for each facility. The base per-camera installation cost shall

include:

• Camera removal (existing cameras)

• Camera mounting and installation

• Device configuration and programming

• Connection to existing network infrastructure (within 25 feet)

• Connection to existing power (PoE from nearby switch or existing power source)

• Reuse/connection of existing cabling when compatible

• System testing and quality assurance

• Basic cable termination and dressing

Standard Installation Assumptions: Proposers shall base their per-camera installation pricing

on the following assumptions:

• Installation during normal business hours (Monday-Friday, 8:00 AM - 5:00 PM)

• Access to standard ceilings (12 feet or less) without specialized equipment

• Mounting to standard surfaces (drywall, drop ceiling, or standard masonry)

• Existing network infrastructure within 25 feet of camera location

• Existing compatible cabling can be reused for 50% of camera replacements

• Normal working conditions with reasonable access to installation areas

The proposal shall explicitly state any additional assumptions made when developing per-

camera installation costs.

2. New Cabling and Network Infrastructure

Pricing Sheet Line Item 4b (Cabling - Cat6/Fiber) shall include all costs for new cable runs

required for new camera locations or replacement of incompatible/damaged existing cabling.

Proposers must provide unit pricing (per linear foot or per drop) for:

• Cat6 cable installation

• Fiber optic cable installation (if applicable)

• Cable pathway/conduit installation

This pricing is separate from the per-camera installation cost in Line Item 2.

3. Additional Labor Rate Schedule - Required Submission

Proposers must provide a detailed rate schedule for labor activities that exceed the standard

installation assumptions in Line Item 2. This schedule must be submitted as an attachment to

the pricing sheet and shall include, at minimum:

Labor Rates:

• Hourly rate for standard technician/installer

• Hourly rate for senior technician/project manager

• After-hours rate (evenings, weekends)

• Premium rate (holidays)

Specialized Installation Conditions (beyond standard assumptions):

• High ceiling installations (over 12 feet) - unit cost per camera

• Specialized mounting solutions (pole mounts, custom brackets, difficult surfaces) - unit

cost

• Installations requiring boom lifts, scissor lifts, or scaffolding - hourly equipment rate plus

operator

• Conduit installation not included in Line Item 4b - unit cost per linear foot by type

• Extended cable runs beyond 25 feet from network point - unit cost per linear foot

• Concrete core drilling or similar structural penetrations - unit cost per penetration

• Asbestos abatement coordination or similar environmental requirements - hourly rate

Service Rates:

• Trip charge or minimum service call (if applicable)

• Mobilization/demobilization costs for specialized equipment

• Permit application and coordination fees (if applicable)

All rates provided in this schedule shall remain firm for the duration of the contract and any

renewal periods.

4. Post-Award Site Survey Process

IMPORTANT: The site survey will be conducted ONLY by the selected proposer after contract

award. No pre-proposal site surveys will be permitted to ensure fairness and equal access to

information among all proposers.

The awarded vendor will conduct a comprehensive site survey according to the following

requirements:

Timeline: Site survey must be completed within fourteen (14) calendar days of contract award,

or as mutually agreed upon by the Clerk and the proposer.

Coordination: The survey will be coordinated with Clerk Procurement and Operations staff and

affected department directors. The Clerk will provide access to all installation locations and

existing infrastructure for inspection.

Survey Documentation: The proposer will document all findings including photographs of

existing conditions, measurements of cable runs, identification of existing infrastructure, and any

site conditions that may affect installation costs or methods.

Pricing Submission: Based on the site survey findings, the proposer will provide a detailed

breakdown of additional labor costs using the rate schedule provided in their proposal. This

breakdown must be submitted within seven (7) business days of completing the site survey.

5. Cost Limitation and Approval Requirements

Maximum Cost Increase: Total installation labor costs after the post-award site survey

(including any adjustments to Line Item 2 per-camera installation costs and additional labor

charges from the rate schedule) shall not exceed the originally proposed installation costs by

more than twenty-five percent (25%) without prior written approval from the Clerk.

Calculation Example:

• Original Line Item 2 total: $100,000

• Maximum allowed after site survey: $125,000 (without Clerk approval)

Justification Required: If site conditions discovered during the site survey require installation

costs exceeding the 25% threshold, the proposer must submit a detailed written justification

including:

• Specific site conditions discovered that differ from standard assumptions

• Cost impact of each condition with supporting calculations

• Alternatives considered to minimize cost impact

• Supporting documentation (photographs, measurements, technical requirements)

• Comparison to original assumptions made in proposal

Clerk Rights: The Clerk reserves the right to negotiate alternatives, modify scope, phase

implementation, eliminate specific camera locations, or make other adjustments to remain within

budget parameters. The Clerk may require the proposer to provide value engineering options to

reduce costs while maintaining system functionality and performance requirements specified in

the RFP.

EVALUATION AND AWARD PROCESS

Best Value Award: This is a Request for Proposal (RFP) where award will be made to the

proposer offering the best value to the Clerk based on the total evaluation scoring (100 points).

Price is only one component of the evaluation criteria.

Evaluation Criteria:

• Scope of Services = 45 points

• Qualification of the Firm and Team Members = 20 points

• Proposed Fees and Compensation = 15 points

• Resources and Relevant Experience = 10 points

• Innovation/Additional Services = 10 points

Award Based on Submitted Proposal: The Clerk will evaluate proposals and make an award

decision based on all submitted materials, including the pricing sheet as proposed by the

vendor. The post-award site survey process does not affect the evaluation or award decision.

Evaluation of "Proposed Fees and Compensation" (15 points): Within the 15-point pricing

evaluation, proposals will be assessed on:

1. Overall value and competitiveness of proposed pricing across all line items

2. Reasonableness of installation costs (Line Item 2) based on standard assumptions

provided

3. Completeness and transparency of pricing for all equipment, software, training, and

maintenance

4. Fairness and balance of the additional labor rate schedule for specialized conditions

The Clerk will consider whether proposed pricing represents good value and minimizes risk of

significant cost increases, while recognizing that pricing is only 15% of the total evaluation

score.

Post-Award Process: After contract award based on best value evaluation, the selected

proposer will conduct the site survey as outlined in Section 4 of this addendum. Any pricing

adjustments resulting from actual site conditions will be subject to the cost limitation provisions

in Section 5 of this addendum.

REQUIRED PROPOSAL SUBMISSION ELEMENTS

All proposers must include the following elements in their proposal submission:

1. Completed Pricing Sheet with all applicable line items, specifically:

Commodity Codes

• NAICS 238210Electrical Contractors and Other Wiring Installation Contractors
• NAICS 561621Security Systems Services (except Locksmiths)

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