3. Question: Please clarify multiple award. Answer: Multiple award means that there is a possibility for more than one award.

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1 TABLE OF CONTENTS 1. Question: Index begins with page 3, all items in the index reflect page 3, is this a typo? Answer: Page 3 -Yes, this has been corrected. SECTION I INTRODUCTION I.1 SCOPE Page 5 2. Question: Is there a need for Biometrics? Answer: Resultant contract(s) may include Biometric Access Control 3. Question: Please clarify multiple award. Answer: Multiple award means that there is a possibility for more than one award. 4. Question: Is the RFP seeking bids for training and educational materials? Answer: We are seeking proposals that would include training or education as part of a security system or solution. 5. Question: With regard to Section I, I.1 Scope, the concept of information security is raised by the inclusion of the following topics: Biometric Access Control Electronic Access Control ID Equipment, Electronic Card ID Systems ID Equipment, Electronic Integrated Security Systems Security Management Software Video / CCTV Systems and Surveillance Is it the intent of the State to solicit converged security systems involving both information security (for a network or sensitive data, for example) and physical security? Or does this simply refer to the utilization of information systems to monitor and control physical access and control systems. Answer: RFP is seeking proposal submissions for Security Systems and Solutions. Submissions should reflect all required items for such Security Systems and Solutions. 6. Question: Is it the intent for the Contractor to provide turn-key installations under this contract? If so, will the installation labor apply to all work associated with the installation (ie: patching/painting, etc)? Answer: See SCOPE on Page 5. I.2 ESTIMATED QUANTITIES Page 6 7. Question: What Regions can be bid? Answer: Paragraph 3: Bidder(s) may submit bids on separate Lot(s) in any combination or all Lot(s). Additionally, bidders may submit proposals for potential award statewide or by region. Page 1 of 24

2 8. Question: Can you provide camera specification, quantity and cost range or a list of equipment needed? Answer: Any contract awarded will be for indefinite quantities, we are seeking a full range of products offered. Eventual contract users will make these determinations based on their individual needs. 9. Question: Do we need to bid on all products or just those products that our company specializes in? Answer: See Page 6 of the RFP. 10. Question: Could we submit the bid for all Regions as long as we meet sales requirements? Answer: Yes. Bidder(s) may submit bids on separate Lot(s) in any combination or all Lot(s). Additionally, bidders may submit proposals for potential award statewide or by region. 11. Question: Does this contract call for the bidders to state what equipment, product listings and services are available in each region/lot utilizing the pricing sheets? Answer: Yes. 12. Question: Reference: Section I, Paragraph I.2, Estimated Quantities Contract(s) will be awarded statewide, by region and by LOTS as follows: Does a vender need to submit individual proposals for each Lot and/or each Region or would NYS OGS allow a vendor to submit a single proposal if that vendor is proposing all Lots and all Regions (statewide)? Answer: If bidding all Lots and Regions, one proposal submission is all that is required. 13. Question: Can we supply pricing for Region 2 only? Can we provide pricing for LOT 3 only? Answer: Bidder(s) may submit bids on separate Lot(s) in any combination or all Lot(s). Additionally, bidders may submit proposals for potential award statewide or by region. 14. Question: I refer you to page 5 of 140 Section I Introduction 1.1 Scope. The sentence All of the above categories must be a required part of a comprehensive security system or solution. Does this mean as a bidder we must be prepared to provide pricing on the entire product lines listed in capital letters? Or as a bidder I pick and choose which products I can provide. Answer: Bidder(s) may submit bids on separate Lot(s) in any combination or all Lot(s). Additionally, bidders may submit proposals for potential award statewide or by region. Page 2 of 24

3 15. Question: Is it possible to apply for say Lot # 3 in certain regions and for Lot # 1&2 Statewide? It appears that on page 92 of the RFP you can only apply statewide or by regions. Answer: Bidder(s) may submit bids on separate Lot(s) in any combination or all Lot(s). Additionally, bidders may submit proposals for potential award statewide or by region. Page 92 of the RFP has been revised to further clarify this. 16. Question: How am I supposed to determine what product you are looking for? Answer: RFP is not for any specific project or products. We expect that bidders will submit their complete products lines; authorized users will determine equipment type and system requirements based on their need at the time of purchase once any contracts are awarded. 17. Question: Since there are no specifications, on what grounds are the different systems going to be evaluated? Answer: See Question 16 above regarding specifications for how contracts will be awarded. Page 10 - See Section I.4 Method of Award and Page 11 - I.4.2 Evaluation/Award Criteria. I.3 QUALIFICATION OF BIDDERS Page Question: Does a service center need to be located in any region being bid? Answer: See Item Question: We cannot find any reference in the RFP document that the installer must be licensed by the State of New York (Department of State) for the installation, servicing and maintaining of security alarm systems and fire alarm systems. Could you please direct us to the appropriate requirement? Answer: See Item Question: Section 1.3 paragraph 9 on page 9, requests the bidder to provide documentation of the product being UL, ETL, etc. listed. Is this requirement to be fulfilled upon delivery or with the bid submission. This is not easily accomplished due to the quantity of items as well as the location of the documents at some of the manufacturers. For example, a major CCTV equipment manufacturer, has their R&D and manufacturing in Japan, and as such these documents are all filed their. To get copies of the documents for every product in their line will be very time consuming. Similarly, a major US based CCTV manufacturer has a product catalog encompassing over 3000 products. To retrieve and digitize every compliance certificate for the bid submission would be very challenging. It would seem to make more sense if these documents were required upon order or delivery. Answer: See Item 8 - Bidders must submit with their proposal documentation that all products offered and all employees installing or integrating systems are certified as required. We do not require the actual certificates. You may provide with your proposal submission a list of products bid, by manufacturer and a blanket certification for these products. Similarly, a list of employees and the areas they are certified in. Page 3 of 24

4 21. Question: With regard to Section I, I.3 Qualifications of Bidders, are the annual (dollar) volumes listed for Statewide and Regional categories tied to a specific product line offered? For example, if we were to bid three distinct product lines under a two Regional proposal, would we need to show $75,000 in business for each product line, or $75,000 in aggregate for our security practice overall? Answer: See Items 1 and Question: With regard to Section II, II.3.K, in addition to those requirements listed, does the State require any vendor providing security services to ensure its employees possess appropriate security clearance(s) (Federal or otherwise)? Answer: See Item Question: Referencing Section I.3, Statewide Awards: Does the $250,000 sales requirement include projects performed outside the state of New York? Answer: Yes. 24. Question: Referencing Section I.3, Regional Awards: Does the $75,000 sales requirement include projects performed outside the regions specified in Section I.2? Answer: Yes. 25. Question: Page 9 Section Clarify maintenance requirements, how can we satisfy the state s requirement if we do not have support staff in each designated region? References, past performance, etc. Answer: See Item 4. These qualifications must be met for bidders to be considered responsive and responsible bidders. 26. Question: Page 45 D4) System Technical Certifications by Specific Technicians. What is this, where do we get this from? Answer: See Item 8 and page 45. For all products that require installation, systems integration and maintenance bidders must provide documented certification for the product(s) being offered (e.g. UL, ETL etc.) from the product manufacturer also any required certifications(s), security clearances or licenses (as applicable) for employees providing installation, system integration or maintenance. These certificates/security clearances/licenses must verify that employees meet all requirements for the products, installation or integration being bid. Failure to provide proof of certification/security clearances/licenses may result in the bidder being declared non-responsive. Page 4 of 24

5 27. Question: Page 9 of 140, Section 1.3, sub heading Regional Awards, 2 nd question of the subject RFP which calls for maintaining an organization capable of performing the work in continuous operation for at least the past three years, etc. Our Firm is currently spinning off the security work our company has been doing by forming a separate corporation which will be wholly owned by the same company. The question is: can we submit under the new company name using the former company s business credentials to meet this and other qualification requirements or must the response be from the new entity. Answer: See Item 2. Your bid proposal should indicate all of this and your responses to the Standard Responsibility Vendor Questionnaire (Appendix I) and other required documents should detail and document when transfers took place, when qualifying experience was gained, etc. We will review this if your firm submits a bid. 28. Question: Page 9, Sect I.3, Item 10 - Please explain what exactly a manufacturer s certificate would entail? Answer: See Page 121 for the form and instructions. I.4 METHOD OF AWARD Page Question: Since there are no specifications, on what grounds are the different systems going to be evaluated? Answer: See Question 16 above regarding specifications. See Section I.2 (Page 6) for how contracts will be awarded. See Section I.4 Method of Award (Page 10) and I.4.2 Evaluation/Award Criteria (page 11). I.4.1 CONTINUOUS RECRUITMENT Page Question: Page I.4.1 CONTINUOUS RECRUITMENT Once a bidder submits its bid to be placed on the qualified Bidder list they will not be allowed to increase their proposal prices for the term of the original agreement. The above seems to conflict with section III.23 CONTRACT CHANGES / UPDATE SCHEDULE, page 36. Can you clarify? Answer: This language has been removed, see Addendum 1. I.6 KEY EVENTS/DATES Page Question: What is the evaluation period? Answer: Key events/dates provides time estimate for RFP evaluation. These are estimates only and are subject to change. I.8 PROJECT REFERENCES/CLIENT INFORMATION Page Question: Page 13 I.8 PROJECT REFERENCES / CLIENT INFORMATION Bidder shall include in the proposal, a customer list for each lot proposed in their bid. The customer list must contain a minimum of four (4) customers in New York State for each of the lots being bid. When applicable, can the same customer reference be used more than once? Answer: Yes, customers may be the same for different Lots. Page 5 of 24

6 33. Question: Reference: Section I, Paragraph I.8 Project References/Client Information Does a vendor need to submit (4) individual references for each Lot or Region? Or, if a vendor is proposing all lots and all regions in a single proposal, that vendor would submit (4) references. Answer: As your example is stated, only four would be required. I.9 EVIDENCE OF ABILITY/FINANCIAL SECURITY Page Question: Is a D&B comprehensive report required? Answer: Yes. SECTION II PROCUREMENT SPECIFIC REQUIREMENTS II.3 GENERAL REQUIREMENT Page Question: Page 15 II.3 GENERAL REQUIREMENTS B. It shall be mutually agreed that the Contractor has included cost to remedy all deficient items in their proposal and they will be responsible for satisfactory functioning of the equipment without extra compensation. The Contractor may, at their option, provide with their bid a detailed explanation of work intended to be performed under this clause. Please clarify the above. Answer: This clause has been removed, see Addendum Question: Under general requirements, item B states that cost will be included to remedy all deficient items. Is there a list of items and locations where these deficiencies exist? Answer: This has been removed. 37. Question: Is it the intent of this paragraph to assure that the Contractor has included cost to remedy system deficiencies on a warranty basis? If so, for what time period would the Contractor have to carry the warranty? If not, please clarify the intent of this paragraph. Answer: This paragraph has been deleted. 38. Question: Reference: Section II.3. Paragraph II.3.F. 4. Any equipment replaced by the Contractor during the contract period shall be new, manufactured by a reputable manufacturer and guaranteed for one (1) year from the date of replacement and replaced at no cost is.. It is this vendor s experience that OEM s only provide for equipment replacements with warranties extending from the original date of installation, not extending for the from the date of replacement. Would the government change the language of this paragraph to: Any equipment replaced by the Contractor during the contract period shall be equal to the equipment purchased, manufactured by a reputable manufacturer and continue the equipment warrantee for the original term of the warranty or one (1) year from the date of delivery at no cost is.. Answer: No. Page 6 of 24

7 39. Question: Page 16. II.3 F: All equipment shall be covered by the manufacturer s standard warranty or for a minimum of one (1) year warranty on hardware and ninety (90) days warranty on software.. If, during this period, such faults develop, the unit or component affected is to be replaced without any cost to the State. Where accessories are to be supplied, they must be compatible with the rest of the equipment. In a parts only sale, can we expect the agency to pack and ship the defected to part to us? Would we be expected to send a ups pick up ticket and cover the cost of the freight for the return? Answer: See Appendix B-1, Clause 71 d & e, Warranties & Guarantees 40. Question: With regard to Section II, II.3,M, is it a requirement that the referenced website support e-commerce functionality, or simply act as a current information reference site? Answer: See Page 17 (L) - At the present time we are looking for a current information reference site. II.4.2 DELIVERY Page Question: Delivery- Please clarify - "Delivery shall be expressed in 30 calendar days required to make delivery." Are deliveries due in 30 days or do we just express delivery in 30 day increments? Answer: Paragraph 1 has been changed to read number of calendar days to make delivery. II.5 DOCUMENTATION Page 19 II.6 TECHNICAL LIBRARY Page Question: Reference: Section II.5 DOCUMENTATION and II.6 TECHNICAL LIBRARY These two sections seem to duplicate each other. Could the government combine these two paragraphs into a single paragraph thereby eliminating the duplication? Answer: No, Section II.5 refers to user manuals and II.6 refers to technical specifications. II.7 EQUIPMENT SPARES Page Question: Page 19 II.7 EQUIPMENT SPARES The Contractor shall maintain a stock of repair and/or replacement parts for all equipment offered under any contract resulting from this RFP. The parts inventory should be maintained in sufficient quantities to keep all equipment purchased under this contract in operating condition by providing immediate repair without having to order parts, for the duration of any contract resulting from the RFP. Will PSG change this requirement? Answer: If the product were sold by your firm, the requirement will apply. Page 7 of 24

8 44. Question: Page 19 Part II.7 Equipment Spares asks for a list of Recommended Spares List for all equipment. Is this after award and on by order basis? Say, we sell the system and provide the authorized user with the Spares List. Answer: Yes, list would be provided at time of purchase. 45. Question: Page 19 IDENTIFICATION MARKERS AND INVENTORY At the discretion of Authorized Users, Authorized Users shall supply and Contractors shall affix permanent identification markers suitable for inventory purposes for all equipment. Such markers shall indicate that the equipment is owned by Authorized Users. Will the contract holder be able to charge for this service when requested? Also, what percentage of the purchases do you anticipate needing this service? Answer: This requirement has been removed. 46. Question: Page 19 Part II.7 When the parts inventory must be provided to the contract administrator? Does it mean contract administrator at OGS? What is the purpose of this yearly report? Answer: We have revised this section and have removed this requirement. It does not apply to this solicitation. II.8 TRAINING Page Question: Page 20 II.9 TRAINING Contractors will be required to provide training required for any Security Systems and Solutions purchased. Does the training requirement apply to sales including services only or does it apply to parts only sales as well? Answer: As the requirement indicates, training is required for any security system or solution purchased. The determination as to whether or not training is required would be based on the quantity and complexity of parts ordered. For example; an authorized contract user purchasing parts to upgrade a present system may require training on certain aspects of the parts purchased. A purchase of one component to repair an existing system would not require training. 48. Question: Page 20, Training Is the training cost added to the price of the security system sold? Is there a minimum purchase price that should include on site training? For example, if we sell security parts totaling $3,000, are we to assume the state will expect on site training? If so, the training will cost more than the product. Answer: See answer #47 above. Page 8 of 24

9 49. Question: Page 107 Lot #1 Product Only Does this price need to include on site service, maintenance, and instruction or is it just a Box Sale? There is no line item for training only advanced training. Please advise if training is automatically included in all sales? Answer: See Page 19 (Section II.8) and Pages The costs proposal price sheets should reflect training costs. 50. Question: Reference: Paragraph II.8 IDENTIFICATION MARKETS AND INVENTORY How would the government suggest vendors handle the cost associated with managing the process of affixing the permanent identification markers? Under our current GSA contact this requirement does not exist. This requirement could be as simple as one person performing this task in less than a two to three hours or a team of individuals taking days or more to perform this task. Would the government accept an hourly charge to perform this requirement or does the government intend that all vendors include this burden to each equipment item proposed? Answer: This requirement has been removed. 51. Question: It would be practical to keep a "pool" of inventory parts available common to multiple users. How would identification markers specific to Authorized users be applied in such cases? Answer: This requirement has been deleted. 52. Question: Page 20 of 140, Section II - Procurement Specific Requirements, II.9 Training Do we need to submit a description of this training with the bid, or at the time the system is purchased? Answer: See Section II.8, Page 19. Training for what is required with your bid. Additionally, authorized contract users will specify their training needs at the time of purchase. 53. Question: Page 19 Am I correct assuming that cost of training should be included with the price of the equipment? Can we put it as separate line items for different product lines? Again, depending on the system configuration different training is required. It is not a function related to one item. Answer: Training costs should be included, see revised Section II.8 in Addendum I. Page 9 of 24

10 II.9 MAINTENANCE OF EQUIPMENT Page Question: Page 20 II.10.1 GENERAL PROVISIONS If the State and its Authorized Users elects to purchase any system or piece of equipment to be provided as a result of this RFP, all required maintenance will be provided under warranty during the first year subsequent to Acceptance of the system. Does this provision apply to parts only sales? Are we expected to provide on site warranty services for parts only sales? Answer: See answer to question 47 above. As to warranty, this will depend on the circumstances, does the part replace an existing part that was defective or is it an isolated purchase for a spare? All equipment must be provided with a one year warranty. See Appendix B-1, section 71, d and e (Page 85). 55. Question: Page 20 II.10.1 GENERAL PROVISIONS all required maintenance will be provided under warranty during the first year subsequent to Acceptance of the system. Please define Acceptance of the system. Please clarify. Answer: Acceptance means, after complete installation and testing and customer signoff as accepted. (See Appendix B-1 Clause 73, page 87). 56. Question: Page 20, & Maintenance Are contractors required to provide on site maintenance for the 1 st year or is this only if the state purchases a maintenance agreement? Same for warranty services or do we get paid an hourly rate to respond to service calls. Answer: See answer #54 above. 57. Question: Reference: Paragraph II.10.1 General Provisions If the State and its Authorized Users elects to purchase any system or piece of equipment to be provided as a result of this RFP, all required maintenance will be provided under warranty during the first year subsequent to Acceptance of the system. Warranty and what is covered by a warranty is very much different than the terms of a maintenance requirement or agreement. Under our current GSA contact we sell to end users, hundreds of equipment items that are customer installed or installed by other Installation vendors. Under the terms of this paragraph, you are forcing each customer of this contract to have a maintenance agreement for each item. This is a very burdensome requirement for Vendors to comply with and for your eventual customers to afford. We agree we would like the opportunity to sell a Maintenance Agreements to our customers for equipment items or systems, but to force them, through this clause, it is often expensive and an unnecessary cost for the end-user. This section is interweaving Warranty provisions with Maintenance provisions. Would the government separate out Warranty provisions away from maintenance provisions? Answer: They are separate. This provision provides for any maintenance under the one year warranty period. Maintenance agreements would be for periods following the one year warranty period and would be purchased at the discretion of the authorized users. Page 10 of 24

11 58. Question: Additionally, could you define subsequent to Acceptance of the system. Answer: After a system has been tested and fully accepted by the authorized user, the one year warranty period would begin. Example: a system is purchased on 09/01/06, it is delivered on 10/01/06 and installed on 11/01/06; the system is tested and accepted by the authorized user on 11/15/06, the one year warranty period begins 11/15/ Question: Would Authorized Users entertain Prepaid Annual Maintenance discounts of less than 10% if offered by the Contractor? Answer: No, the minimum discount must be 10%, see paragraph 4, Page Question: Will different types of maintenance agreements be allowed to be purchased by Authorized Users (ie: Full Maintenance vs. Inspection Only, etc.) In regards to keeping a spare parts inventory of critical parts- What if the piece of equipment is obsolete and no spare part is available? Answer: Authorized contract users will make these determinations at the time of purchase. 61. Question: Is this true that 1 st year maintenance should be automatically included with each product? Or it can be listed as separate items on the price lists, because sometimes manufacturer includes it and sometimes not. Answer: NYS requires that all products purchased include a warranty period of one year. See Section , Page 20. II.9.3 PREVENTATIVE MAINTENANCE 62. Question: Costs for Preventative Maintenance should be on a separate price list? Answer: We have included this on the cost proposal price sheets. See Addendum I. II.9.5. MAINTENANCE/SERVICE SHEETS 63. Question: Will reasonable exceptions to the Contractor response times be allowed for remote regions/areas? Answer: No. 64. Question: Would this be for all support requests including help desk inquiries, remote diagnostics, , etc? Answer: Section II.9.5 indicates requirements for on-site maintenance. Authorized users may request complete records that would include Help Desk inquiries, etc. Page 11 of 24

12 II.9.7 MAINTENANCE GUARANTEE 65. Question: The referenced paragraphs do not take into account conditions that could lead to longer repair times than those required. How will reasonable exceptions (ie: obsolete equipment, long lead-time items, catastrophic failures, poor installations by other contractors, etc.) be dealt with? Can these terms be negotiated on a case-by-case basis? Answer: See Section II.9.7, last paragraph, The Contractor shall not be liable if failure to perform arises out of causes beyond its control and without the fault or negligence of the Contractor (Acts of God, the public enemy, fires, floods, strikes, freight embargoes, etc.). 65. Question: In the event that there is a fire at a local facility, or a lightning strike or other acts of god, will the same maintenance guarantee apply? For instance, if a system is totally disabled due to a lightning strike requiring a complete replacement, normally a billable event, will the same penalties be in force? Answer: See Sec. II.9.7: The Contractor shall not be liable if failure to perform arises out of causes beyond its control and without the fault or negligence of the Contractor (Acts of God, the public enemy, fires, floods, strikes, freight embargoes, etc.). II.9.8 FAILURE TO COMPLY 66. Question: Will the Contractor be allowed to correct issues as set forth in paragraph II.9.8 "Failure to Comply"? Answer: Contractors are given 30 days to correct all issues. SECTION III SPECIAL TERMS AND CONDITIONS Page 25 III.14 PERFORMANCE AND PAYMENT BOND 67. Question: III.14 Performance Bond Is the performance bond at the discretion of the individual agencies or purchasers? Answer: Yes, authorized users will make this determination based on the size, complexity and cost of any system purchased. III.16 NYS DEPT. OF LABOR PREVAILING WAGE RATE SCHEDULES Pages Question: Where can we locate wage rates for certain security service technicians, installers, etc.? Answer: Contact New York State Department of Labor for guidance on this Question: Will the state require certified payrolls every time maintenance or installation is done? Answer: See page 31, B3- The Vendor(s) are required to certify payrolls and keep the certified records on site and available. Page 12 of 24

13 70. Question: It s very important to be clear so we can bid the project correctly. If we sell products to the state and need to furnish final connections and programming, are we subject to prevailing wage and if so under which class? Normally for this work the electrician class is used if we are on a construction project since this is a multiple-award contract it s different and I need better direction. The same can be asked if we are doing emergency repairs, actual installation, and preventative maintenance. If possible, all are different, however I would like a determination. Another question I have is during the contract, if we are working in NYC, does the OGS accept the NYC Office of Comptroller Alarm Technician repair and maintenance class in the NYC area? New York State prevailing wage does not carry this class only the electricians class. Answer: Labor rates are set by the NYS Dept. of Labor. Contact New York State Department of Labor for guidance on this Question: Page 109, Labor Rates Are we only using the state labor rate which only has electricians or can we use NYC or whatever other jurisdiction we are in and use the category with the best description? Page 110 Same as questions for page 107. Also what labor category is to be used? Page 111 I believe OGS should tell me what labor category to use, please clarify. Page 112 Same as above. Page 113 Same as above. Answer: Labor rates are set by the NYS Dept. of Labor. Contact New York State Department of Labor for guidance on this Question: The NYS Department of Labor Prevailing Wage Schedule changes from year to year. This is a (potential) ten year contract when the extensions are included. There is provision within this contract for the maintenance of profit margin on material by means of an adjustable price list (on specified anniversaries). The contract does not seem to have a similar flexibility for labor. Is the only labor cost option that is permissible a single hourly wage which must be used throughout the tenure of the contract? Applying any reasonable scale of cost increase over this period of time would result in the present value exceeding normal charge rates. We are curious weather the State would allow a percentage markup formula applied to the prevailing wage rates (similar to what is allowed on material). Answer: It is expected that bid submissions will contain pricing that will allow bidders to comply with Prevailing wage rate requirements and any anticipated prevailing wage rate increases by the NYS DOL for the term of any resultant contracts awarded as a result of the RFP. Page 13 of 24

14 73. Question: Section on page 32 states that Adjustments to NYS contract wage rates, as a result of changes to existing prevailing wage rates as authorized by the Department of Labor, will only be allowed under extraordinary circumstances, as determined by the Commissioner of OGS. Please clarify what constitutes extraordinary circumstances. We have seen significant increases in the prevailing wage during certain years. Is extraordinary circumstances a percent increase or dollar amount? Most of the other Government contracts use a cost plus basis for this situation as the changes are beyond the control of the bidder. The bidder may increase the billable labor rate only by the amount of the actual change in the prevailing wage on the date it goes into effect. Answer: It is expected that bid submissions will contain pricing that will allow bidders to comply with Prevailing wage rate requirements and any anticipated prevailing wage rate increases by the NYS DOL for the term of any resultant contracts awarded as a result of the RFP. III.17 CONTRACTORS INSURANCE REQUIREMENTS Page Question: Page 45 - Certificates of Insurance are job related and filled out before the project starts of we have to submit a certificate for a certain amount now with RFP? Please clarify. On page 33 it says that Insurance Certificates should be obtained and filed with NYS before the work starts. Answer: Proof of Insurance is required with all proposals and to authorized users at time of purchase and prior to commencing a project. III.20 CONTRACTOR AND SUBCONTRACTOR RESPONSIBILITIES Page Question: If you have certified subcontractors in one of the specified areas, can you bid to provide service to that area on your bid proposal? Answer: Yes. III.21 ESTABLISH AND MAINTAIN PRICING Page Question: Page 36 III.21 ESTABLISH AND MAINTAIN PRICING All net prices must INCLUDE all applicable shipping; handling, insurance and associated delivery charges and such charges must be included in the discount. Are we to include costs for freight in the parts price of our master price list? If so, what should we use as a standard shipping point? Answer: Yes. Contract as warded as a result of this RFP may be Statewide or by Region, and as such shipping points will vary anywhere within NYS. See Appendix B-1, Clause 47b (page 81). III.23 CONTRACT CHANGES/UPDATE SCHEDULE Page Question: What is the procedure for introducing advance camera technology? Answer: See section noted above and Appendix I for contract update procedures. Section A. 1&2 Auto Add and Regular Add (pages ). Page 14 of 24

15 78. Question: If a bidder has a broad GSA schedule, how is non-scheduled equipment addressed? Answer: See Section notes above and Appendix I for contract update procedures. Section A. 1&2 Auto Add and Regular Add (pages ). Additionally we are seeking bidders to submit bids that contain all products offered. 79. Question: Are amendments to the contract (ie: auto/regular adds) allowed at times other than the six month intervals? Answer: Yes. 80. Question: Can we escalate our existing NYS OGS contract pricing from 2004 by the CPI? Answer: No. III.24 EMERGING TECHNOLOGIES Page Question: Referencing Section III.24, Emerging Technologies: How does OGS plan to identify emerging technologies? Will OGS accept recommendations from contractors who represent an emerging technology? Answer: This will be determined by various factors, such as the needs or requirements of NYS agencies or other authorized users. SECTION IV USE OF CONTREACT BY STATE AGENCIES, POLITITAL SUBDIVISIONS AND OTHERS AUTHORIZED BY LAW Page IV.1 DETERMINATION OF CONTRACT USE Page Question: What are the estimated number of access points, employees, locations, basic or specific parameters? Answer: The New York State contract, quantities are not specific. New York State authorized contract users make these determinations. SECTION V ADMINISTRATIVE Page V.6 PRICE SHEETS/PROPOSAL FORM page Question: Page 43 V.6 PRICE SHEETS/PROPOSAL FORM The officially published catalog shall contain the manufacturer s suggested retail prices (MSRP) for all items contained in the catalog. Many manufacturers to not publish a MSRP. In such cases should we create a MSRP to offer a discount from? Answer: Bid submission must include a NYS net price list. MSRP prices must be verifiable. SECTION VI PROPOSAL FORMAT AND CONTENT Page VI.2 FORMAT AND CONTENT OF BID SUBMITTAL Page Question: Section VI.2 Format and content of bid submittal, Item 3; what format is required for price pages? Answer: See new Proposal Table of Contents in Addendum I. Page 15 of 24

16 85. Question: What needs to be submitted with a bid? Do you desire all 140 pages to be returned? Answer: See new Proposal Table of Contents in Addendum Question: Does this contract call for the bidders to state what unit prices are for a specified list of equipment? Do you want to see cut sheets/data sheets, for example a camera? What type of camera? Answer: See 3 State Net Price and Product Listing. We expect that bidders will submit their complete products lines including pricing as indicated in the RFP. 87. Question: Is it mandatory that bidders submit four (4) customer references? Answer: Yes see 4b Project References/Client Information. 88. Question: On Page 114 it is required to provide 4 customer references in NY for each proposed security system. We are proposing many different products from various manufactures that can be integrated in a security system based on a particular customer need. Can we submit just 4 references from large projects? Answer: We require four references for projects completed for different manufacturers. 89. Question: A. I refer you to page 107 of 140 for Product Only. Are you looking for manufacturers or resellers? Answer: It can be either. B. If resellers are you looking for an electronic version of the published catalog or hard copy? Answer: Both, see section VI.2, page 44, Item Question: Are the Price Sheets, Catalogs, and Instruction Manuals required to be submitted at the time of bid? Answer: Yes. 91. Question: What constitutes a proof of business certificate to conduct business in New York State? Answer: A certificate issued by the New York State Department of State or other documentation attesting to registration with the Department of State. 92. Question: Page CONTRACTORS INSURANCE REQUIREMENTS At what point (before the bid or after the award) are we expected to have the required policies and coverage s in place? Answer: Page 45 (4d) - At time of bid submission and by bid opening date. Page 16 of 24

17 93. Question: Page Technical Library Bidder must submit with the proposal detailed product specifications, all necessary data on all Security Systems and Solutions proposed. One copy is required and an electronic CD copy is preferred. Do you really want a hard copy data sheet on each or is a CD library acceptable? Answer: Page 45, Item 6. Technical Library - A CD library is acceptable. 94. Question: Page 45 #D2 - What is meant by Proof of certificates to conduct business in NY? Answer: A certificate issued by the New York State Department of State or other documentation attesting to registration with the Department of State. 95. Question: Page 45 d1). Proof of Certificate to conduct business in NYS. What is this? Where can we secure this from? Answer: A certificate issued by the New York State Department of State or other documentation attesting to registration with the Department of State Question: Page 45, d4) - System Technical Certifications by specific technicians should be submitted with the RFP. Does that mean that we submit the certificates from all Manufacturers for every technician working for us? Or can it be generic certificate from manufacturer that they trained their personnel on their products? Answer: It will be sufficient to provide a certificate from each manufacturer listing the employees certified. 97. Question: Page Technical Library How does this pertain to software companies? Answer: Item 6 on Page 45 lists requirements such as system capacities, systems features. If these are software related, you must submit required specifications. APPENDIX B-1: GENERAL SPECIFICATIONS (TECHNOLOGY PRODUCTS AND SERVICES Pages Question: The RFP states that the contract period is for "Five Years commencing on the date of approval by OSC with two, 2-year extensions and one, 1-year extension". The NYS Prevailing Wages have not been identified for beyond Is there a provision to make increases relative to the % increases of the NYS Prevailing Wages as they occur? Answer: Page 77 - See Clause 16 paragraph c. It is expected that bid submissions will contain pricing that will allow bidders to comply with Prevailing wage rate requirements and any anticipated prevailing wage rate increases by the NYS DOL for the term of any resultant contracts awarded as a result of the RFP. Page 17 of 24

18 APPENDIX C BID SHEETS (PART I) 99. Question: Page PLACE OF MANUFACTURE OF PRODUCT(S) BID: C. Manufactured In NYS and Outside NYS If yes to C above, Location (State) where more than half the value is added to the product(s) bid: How would you recommend we respond to this query? Answer: Indicate, if possible, where manufacturers are from or attach a list of indicating the states where the products are manufactured See page 102, Item Question: Page 102 Question #1 asks if we are a NYS business. If we answer no will we be penalized or should be look to have NYS address prior to bidding? Answer: No Question: Bidders are required to submit an Emergency contact form, where is this located? Answer: This form was inadvertently left out. It is now included in the RFP as Appendix C Part I Question: Page 102 Bidders Disclosure of Contacts Form. How is this to be completed? Answer: Complete all applicable information required by the form. Located on Page 107. APPENDIX C COST PROPOSAL PRICE SHEETS (PART II) 103. Question: Page 106 of the RFP refers to Provided excel spreadsheets. None were located. Answer: Page 106 was intended to be the cover sheet for the price pages beginning on page Question: Page 42, V.6, Price Sheets Proposal Form MSRP If we offer the State of New York a discount off MSRP, does that amount for each item (example, a camera, a call box, a burglar alarm panel) include an on site visit for training, final connection, or does our bid on hourly cost cover these items, because the labor will far exceed the cost of the product unless there is a very large order. Is the state contemplating Box Sales or are all purchases going to have training, installation, programming, etc.? Answer: NYS net price lists can reflect product costs, installation and other charges. See Cost Proposal Price Sheets, page 111 of the RFP. Page 18 of 24

19 105. Question: Page 96 The 1 st and 2 nd questions ask if we have a GSA contact, we do. The GSA contract is not subject to Davis Bacon Prevailing Wage and Box Sales do not include on site training and maintenance unless it s paid for. Should we offer this explanation in the bid or will this deem our answers non-responsive if we cannot offer the same terms as we offer GSA. Answer: See answer to question 104 above. There is a place on the cost proposal price sheets for training and maintenance costs Question: We suggest that, similar to the $100 minimum order allowable for material, that a minimum one day charge be allowed for labor. Since traveling time cannot be charged for (yet this time is paid by the contractor), this would allow for an equitable way to maintain a reasonable hourly rate. Answer: For Lot 2, various hourly rates by category can be submitted. See Appendix C Part II - cost proposal price sheets and also Section II.9.2 (Page 21) for maintenance center requirements Question: Price sheets, file name "NYSRFP20191 Security Systems Price Sheets.xls"- Location? Answer: This was an erroneous reference, see Addendum I Question: For Lot 2 Product and Maintenance - The per hour boxes are self explanatory - however, the per month/1-2 year boxes are not. Is it based on straight time/40 hours a week etc.? Answer: This depends on how you arrive at rates for monthly or yearly time frames. If you offer monthly or yearly rates, their prices should be reflected here Question: Page 107 Lot Sheets What information is to be included on these sheets? Is this a hardware section or components? Pricing? Answer: These are your cost proposal pricing sheets. All information regarding your costs for Lots bid needs to be listed here in order for an evaluation of your bid submission to take place. Page 19 of 24

20 APPENDIX D: MANUFACTURER S GUARANTEE 110. Question: Please confirm that the manufacturers guarantee is not required for a bidder of material only. Answer: It is required Question: MANUFACTURER'S GUARANTEE & MANUFACTURER S CERTIFICATE Part A * - The vendor must secure from the manufacturer, if the bidder is not the manufacturer, a written guarantee executed by the manufacturer that the manufacturer, in the event that the contractor is unable to complete an acceptable installation or to provide continuing maintenance within the terms and conditions of such contract, will perform or cause to be performed all installation and maintenance obligations of the contractor for the awarded contract at a cost to the State no greater than manufacturer's then prevailing rates for similarly situated customers. A complete security system may include ancillary devices from manufacturers such as relays, batteries, power supplies, etc. Do we need to provide the requested MANUFACTURER'S GUARANTEE and MANUFACTURER S CERTIFICATE for such items? Answer: MANUFACTURER'S GUARANTEE or MANUFACTURER S CERTIFICATE must be provided for all components offered in a bid submission Question: Since distributors are responsible to act as gatekeepers and only sell to manufacturer authorized contractors, is it permissible to obtain the Manufacturer Certification from a distributor (with the distributor s signature) as proof of authorization? (There is a precedent for this approach as it was used in the State s Network/DataCom cabling contracts) Answer: See the Manufacturers Certificate on page 121 of the RFP, which states the bidder must forward the certificate to the manufacturer, obtaining a certificate from a distributor does not meet this requirement Question: While the type of guaranty of maintenance requested (with a manufacturer s indemnification for a contractor going out of business, non-performing, etc.) is common for structured cabling manufacturers, it is not common for security equipment (cameras, etc.) manufacturers. Insisting on this level of responsibility, will in our opinion, severely limit the equipment which can be offered with maintenance. We request that the State reconsider this aspect of the equipment guaranty so that we can provide a varied and desirable suite of equipment. Answer: Thank you for your suggestion but we are unable to remove this requirement. Page 20 of 24

21 114. Question: Appendix D on pages 117 and 118 requires the bidder to submit a Manufacturer s Guarantee document for all manufacturer s of principal system components being bid. While some of the major manufacturers have agreed to this document, some have expressed that they will only agree to certain sections or include limitations. For example, a major CCTV manufacturer will only agree to support product with parts for a period of 7 years from date of last sale. Will this automatically disallow the products from this manufacturer or will such stipulations be considered on a case by case basis. Answer: No, the requirement is for 10 years from the date of acceptance of the installation not the date of the last sale of any equipment. See Manufacturers Guarantee, Part B, Page Question: Will any spare parts /control panels or other spare equipment be turned over to the successful contractor by the local facilities? For example, if there is an obsolete system or a system with obsolete detectors or other components, and the local facility has spare equipment in a storage area, will that equipment be made available to the contractor for use in repairing the system? Answer: See Manufacturers Guarantee, page 120, Part B Question: Page 117 Do we require a Manufacturers certificate for all 3rd party hardware we provide? We provide an integrated solution which may or may not include a PC or signature pad, etc. We may also use different types of PC s (Dell, HP, Toshiba, etc) We offer a turnkey solution by including all hardware but by no means is this a mandatory offer, we reserve the right to allow the client to utilize existing PC hardware in order to save the added expense. In our opinion the manufacturer of the PC etc. would never be held to service our products as we act as a VAR for all hardware we sell and do not simply pass through third party products. Answer: Yes. The Manufacturer s Guarantee is for all products that you supply to any authorized user from any contract resulting from this RFP. See Page 120, Part D of the Manufacturer s Guarantee. If authorized users have existing equipment that is utilized in the security system or solution, no Manufacturer s Guarantee would be required for existing equipment Question: Page 123 Appendix F :Contractor Requirement under Article 15-A. Who fills out the information regarding the OGS % guidelines for MBE and WBE. Are we supposed to submit anything with RFP or this all goes into effect after award? What do we do with these pages? Answer: See Addendum I, Page 126 for MBE and WBE for goals. Goal achievement would occur after contract award. Page 21 of 24

22 118. Question: Page 127 of 140, Appendix G: Prevailing Wage, states that "Prevailing Labor Rates from the department of labor are available on the web site..." However, when checking the rates for the Regions we are interested in bidding, we have found that although Region 2 has an occupation that lists Burglar, Alarm, and Security work as part of it's work description, both Region 1 and Region 3 do not. Hence, which Prevailing Wage Rate occupation applies to the work covered within this RFP in those Regions? Answer: Labor rates are set by the NYS Dept. of Labor. Contact New York State Department of Labor for guidance on this For additional labor rate information, contact the NYS DOL: For Dutchess County For Putnam and Westchester County For Nassau and Suffolk According to Article 8 of the New York State Labor Law, prevailing rates are determined by virtue of collective bargaining agreements between bona fide labor organizations and employers of the private sector, provided that said employers employ at least 30% of workers in the same trade or occupation in the locality where the work is being performed. GENERAL QUESTIONS 119. Question: When will any new contracts replace existing contracts? Answer: This may occur as new contract are awarded or as present contract terms expire Question: Will progress payments be available? Answer: This will need to be determined by authorized contract users at time of purchase Question: What systems or performance level of systems is required? Answer: Authorized users of resultant contracts will make those determinations at time of purchase Question: Any equipment replaced by the Contractor during the contract period shall be new, manufactured by a reputable manufacturer and guaranteed for one (1) year from the date of replacement and replaced at no cost if found defective during that time. In a parts only order, we interpret this to mean that the replacement product will be shipped to the agency at our expense. However, because it was a parts only sale, the agency would install the replacement unit themselves. Is this a correct interpretation? Answer: Yes, however this would be determined by authorized contract user at time of transaction. Page 22 of 24