Sheboygan County, WI Public Safety Radio System. Request for Proposals for a County-Wide Simulcast 800 MHz P25 Trunked Radio System

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1 Sheboygan County, WI Public Safety Radio System Request for Proposals for a County-Wide Simulcast 800 MHz P25 Trunked Radio System ADDENDUM 1 And Response to Questions Submitted October 20, 2014 Issued by: Sheboygan County Wisconsin Prepared by: Elert & Associates Phone: Fax:

2 ADDENDUM 1 Sheboygan County Public Safety Radio Systems Additions to the RFP Text: None Amendments to the RFP Text: 1.2. TIMELINE (REVISED) RFP issued Monday, September 22, 2014 Mandatory Pre-proposal conference Thursday, October 9, 2014 at 9 a.m. with site tour following till ~4:00 p.m. Final Questions due NLT (REVISED) Wednesday, November 5, 2014 Question response by County NLT (REVISED) Wednesday, November 14, 2014 Proposals due NLT (REVISED) Friday, December 12, 2014 at 3 p.m. Proposal review period December 15 December 30, 2014 Negotiations with selected vendor TBD, may begin January 2015 Goal of contract award 3.1. CURRENT COUNTY RADIO SYSTEM OVERVIEW The County operates the following base/repeater stations: Locations: a) VHF Point to Point Base Station (Courthouse) b) VHF T8R8 Law Interop Base Station (Courthouse) c) VHF T8R8 Fire Interop Base Station (Courthouse) d) VHF Washington County Control Base Station (Courthouse) e) 800 MHz EDACS to Ozaukee Co. Control Station (Courthouse) f) ITAC4 800 MHz Repeater Station (Taylor Hill) g) ICALL 800 MHz Repeater Station (Taylor Hill) h) VHF T42R Base (City of Sheboygan PD) i) Coast Guard Station (Sheboygan PD) j) IFERN Base (Comprehensive Health) k) MARC Repeater (Comprehensive Health) January 2015 dependent on negotiation progress, legal review and County Board authorization. ADDENDUM 1 Sheboygan County, WI October 20, 2014 Page 2 of 11

3 l) One MABAS Alert Receiver (Courthouse) m) 800 MHz P25 / Analog conventional Repeater 1. Rocky Knoll 2. JSM 3. Vorpahl 4. Georgia Ave) The above stations will be retained and be interfaced to the new console system As an alternate the stations and any associated single channel antenna systems will be replaced The ITAC4 and ICALL 800 MHz repeater stations at Taylor Hill utilize the 800 MHz combining system DISPATCH CONSOLE PROGRAMMING Once the fleet mapping is complete Contractor shall as soon as practical develop and hold a planning session to review talk-groups and channel planning to validate the information needed by the radio console system engineers. This effort will be fully documented and provided as an output Console programming effort shall review all preprogramming patches to validate conventional and external trunked radio systems Console programming effort shall review all preprogramming for door controls, alarms, and how the emergency button on terminals activates changes to the console All of the following conventional stations will be interfaced to the new console system as available resources: a) VHF Point to Point Base Station (Courthouse) b) VHF T8R8 Law Interop Base Station (Courthouse) c) VHF T8R8 Fire Interop Base Station (Courthouse) d) VHF Washington County Control Base Station (Courthouse) e) 800 MHz EDACS to Ozaukee Co. Control Station (Courthouse) f) ITAC4 800 MHz Repeater Station (Taylor Hill) g) ICALL 800 MHz Repeater Station (Taylor Hill) h) VHF T42R Base (City of Sheboygan PD) i) Coast Guard Station (Sheboygan PD) j) IFERN Base (Comprehensive Health) k) MARC Repeater (Comprehensive Health) l) One MABAS Alert Receiver (Courthouse) Deletions to the RFP Text: None ADDENDUM 1 Sheboygan County, WI October 20, 2014 Page 3 of 11

4 Questions Questions submitted as of 17:00 CST Wednesday, October 15, Answers to questions are in red. 1. Has heat ever been an issue at the County building penthouse site? ANSWER: Yes and the County is in the process of installing two air conditioners for the space. 2. How/what is the power feed to the County building penthouse? ANSWER: The power is fed from the dispatch center distribution via a 480 transformer located in the penthouse providing 208/120V. This is not from a UPS only the generator. 3. How old it the Eventide logger at the City? ANSWER: 7 years old. 4. Will the new equipment room at dispatch be provided with a dry agent fire protection system? ANSWER: Yes 5. Will the County provide Internet access for a VPN at one of the radio systems sites? ANSWER: Yes How about at the County dispatch site? ANSWER: Yes 6. Will the County be providing and installing door switches at Taylor, Hill, Vorphal, ANR, Rocky Knoll and Comprehensive Health sites? ANSWER: Yes 7. Is there an expectation of providing area temperature, door, ATC and generator physical alarms at the JSM site? ANSWER: The owner of the JSM site has those capabilities already and has the ability to forward alarms to the county so the vendors do not need to provide physical alarms from this site. 8. How will alarms for the generator and ATC be provided at the Rocky Knoll site? ANSWER: Per the County Electrician, there is conduit piping installed between the Generator location and the radio equipment building. This would allow for a cable, with alarm contact information, to be run from the Generator to the alarm interface block at the radio equipment building. Necessary wiring will be installed by the civil contractor for these alarms. 9. Would the County accept 3 rd party radios to meet its subscriber radio requirements? ANSWER: No 10. Would the County consider extending the due date of the proposal by 30 days? ANSWER: See revised schedule. 11. Connectivity for the LEC to the penthouse at the Courthouse is a 100 pair cable. Vendors suggested this will need to be replaced with a LAN capable connectivity. Is this to be considered a part of the civil work that the County will provide or will the cost of this work need to be included in the proposal response? ANSWER: If required this will be part of the civil work provided by the County. 12. Would the county entertain a RFP submission that proposes a managed service subscriber fee, per unit, financial model? ANSWER: No. Sheboygan County would not have an interest in a managed service subscriber fee model. ADDENDUM 1 Sheboygan County, WI October 20, 2014 Page 4 of 11

5 13. What lease value does the County consider as an acceptable cost for leasing a tower? ANSWER: The lease cost considered would need to be typical for the area. For purposes of the response to the RFP Proposers using existing towers should use them in their design if a selected tower provides optimal performance characteristics over others. Although cost will be an ultimate factor in site selection the Proposer s reasoning for the site selection will be a larger factor in the points awarded for system design thus the rationale should be provided for the selection. If a proposed site has no antenna space or antenna structure would need to be extended and not to mention or plan for a resolution there would likely be a reduction in points as a result. Thus it would be best for the selected sites to be visited or some other means of gathering that information described. 14. Section a states that the coverage requirements are based on 95% reliability and 95% area coverage of the Sheboygan County boundary + 1 mile. Section states that approximately 40.4 % of the County s jurisdictional boundary consists of land the remainder of the boundary is in Lake Michigan. Is the coverage requirement based on 95% reliability and 95% area of the County Land boundary + 1 mile or the County s jurisdictional boundary + 1 mile? ANSWER: The Sheboygan County coverage requirement is based on 95% reliability and 95% area of the County land boundary +1 mile. Coverage of the jurisdictional area of the County in Lake Michigan is best effort only. 15. How many existing radios, portable and mobile, are upgradable to P25 and will they be retained? ANSWER: See Section No decisions have been made by the owners of these radios as to if they will upgrade or if they decide to purchase new units. These units are not part of the radio quantities requested in the RFP. 16. Are vendors to quote the price of upgrading existing county radios to P25? ANSWER: No. 17. Are MOBEXcom radios P25 capable and if so are vendors to quote the price of upgrading these radios to P25? ANSWER: No. MOBEXcom radios will be replaced. 18. With regard to the number of resources and tabs on the console, in j you ask for 140 resources yet in k you ask for 6 tabs with 44 resources. Please clarify as the sum of resources in k is 264 ANSWER: K refers to the capacity per TAB. J refers to the total assignable resources per position. Resources could be duplicated in the 6 tabs or some tabs may not have 44 resources assigned to it. 19. Section states that the Proposer is to submit an outdoor coverage test plan defining where the Owner shall expect to have coverage within that area which typically implies that the Owner is looking for a covered area design (coverage guarantee of 95% of the area shown to have coverage) and not the Section a coverage requirement based on 95% reliability and 95% area coverage of the Sheboygan County boundary + 1 mile (coverage guarantee of 95% of the area within the boundary). Does the County desire a bounded area coverage guarantee or a covered area guarantee? ANSWER: The County desires bounded area coverage in which 95% of the tiles that can be driven in the County +1 mile are reliable 95%. No more than one failed tile should adjoin another failed tile. ADDENDUM 1 Sheboygan County, WI October 20, 2014 Page 5 of 11

6 20. Section gg.2 identifies 10 conventional base stations as being supported by the current County communication system. Section identifies 9 conventional base stations. Should both lists have the same number of base stations? ANSWER: gg.2 lists the stations interfaced to the County dispatch console system only. Additional stations will be added to Section as an updated list of all stations. All stations listed below will be interfaced to the new console system: a) VHF Point to Point Base Station (Courthouse) b) VHF T8R8 Law Interop Base Station (Courthouse) c) VHF T8R8 Fire Interop Base Station (Courthouse) d) VHF Washington County Control Base Station (Courthouse) e) 800 MHz EDACS to Ozaukee Co. Control Station (Courthouse) f) ITAC4 800 MHz Repeater Station (Taylor Hill) g) ICALL 800 MHz Repeater Station (Taylor Hill) h) VHF T42R Base (City of Sheboygan PD) i) Coast Guard Station (Sheboygan PD) j) IFERN Base (Comprehensive Health) k) MARC Repeater (Comprehensive Health) l) One MABAS Alert Receiver (Courthouse) m) Ozaukee Co. T1 audio circuit. (Courthouse) it is a four wire circuit. 21. Please provide the following information that is needed to appropriately design the Logging Recorder System: Number of conventional channels for recording ANSWER: Up to 12 Number of 911 telephone lines ANSWER: To be determined and provided in a future addendum. Desired channel-hour storage capacity ANSWER: One year. Number of remote access licenses ANSWER: 8 for the city and 7 for the county. 22. Section states that the minimum capacity of each microwave link should be 150 Mbps. Section states that the minimum inter-site connectivity should be 50 Mbps with an option for 150 Mbps. Is the 50 Mbps requirement the minimum capacity that is to be used for each inter-site connectivity? ANSWER: The minimum equipped capacity per link shall be 50 Mbps and each link shall be capable of being expanded to 150 Mbps without a hardware change. The requirement is to determine the cost differential for the upgrade at the time of the contract. 23. Please define what is meant by Hoot and Holler intercom between sites. ANSWER: This refers to the service channel or order-wire channel for voice communications on the microwave network allowing a technician to have voice communications for troubleshooting between sites. ADDENDUM 1 Sheboygan County, WI October 20, 2014 Page 6 of 11

7 24. Weather Sirens are mentioned here but not mentioned anywhere else in the RFP. Are the Weather Sirens activated by the current County trunked communications system? ANSWER: No. They are activated by the VHF Paging system using two tone format (1 second A, 3 second B) through the radio console. How are the Weather Sirens related to the new communications system? ANSWER: Sirens will be activated through the dispatch console system using paging tones generated by the new console system over the VHF paging channel as described in Section Sirens are a one-way activation only. 25. Is the expectation that the 4 channels identified in this section will operate in P25 conventional as well as analog repeaters? ANSWER: Yes. Backup repeaters shall be proposed as an alternate and shall provide 800 MHz P25 Conventional operation. 26. Please identify the control format of the 9 radio repeaters identified in this section i.e. tone controlled, current-keyed ANSWER: All use the standard tone control format. 27. Please describe the backhaul in place that supports these 9 radio repeaters and if it will be retained ANSWER: See list of stations provided in #8 above. The stations located at the Courthouse are interfaced to the County dispatch console system via a 100 pair cable between the LEC and Courthouse. The ITAC 4(8TAC94), ICALL(8TAC90), MARC repeater, and IFERN stations go through the 4 wire E&M cards on the channel banks though the Microwave system. These stations terminate on a punch block in the Courthouse Penthouse room which is then cross connected to the 100 pair cable going to Equipment room off of the Sally Port. The stations at Sheboygan PD are interfaced to the console system via wiring between racks in the back room. Also see #11 above. 28. Please describe the need for repeaters in the paging system and how they are used ANSWER: The repeaters in the paging system allow for local paging terminals, siren activation and for a backup VHF voice channel and for interoperability with agencies that have only VHF radios in their vehicles. 29. Section h states 95% Confidence factor. Should this be 95% Confidence factor? ANSWER: Yes h should be 95% Confidence factor. 30. Sections 27.9 and ask for alternate pricing for mobile and portable radios and control stations that are P25 Phase 2 ready. There is no alternate section in the RFP that asks for P25 Phase 2 infrastructure. Should the Vendors provide alternate pricing for P25 Phase 2 Infrastructure also? ANSWER: No. Expected infrastructure is Phase Section identifies the Georgia Avenue Water Tank as one of four 800 MHz backup sites. The Table in Section also identifies the Georgia Avenue Water Tank as one of four 800 MHz backup sites. Section identifies the FCC License as WPTS436. WPTS436 identifies transmit frequency MHz as being licensed for use at the Georgia Avenue Water Tank site. The actual FCC License for WPTS436 identifies transmit frequency MHz as being licensed for use at the Taylor Drive site (Loc 1 on the license) and the Georgia Avenue site is not identified for use on the license. What is the correct location for the use of transmit frequency MHz? If the location is not the Taylor Drive site, what is the FCC license authorizing the use of the Georgia Avenue Water Tank location? ANSWER: This was recently discovered and ADDENDUM 1 Sheboygan County, WI October 20, 2014 Page 7 of 11

8 reported to County personnel. Sheboygan County will be taking steps to correct the location on the license. 32. Does this section mean that the system infrastructure must be designed and implemented to perform each of the identified P25 Optional Standards? ANSWER: No. The infrastructure should be designed using only P25 CAP standard features to allow for total interoperability of various manufacturer radios. OTAP is the only CAP exception if that feature were to be instituted. 33. If the answer to the question for is yes, the BER of 2.0% for Digital Voice Quality DAQ 3.4 is applicable to P25 Phase 1 communication only as identified in TSB D Table A.1. Since imposes P25 Phase 2 operation on the infrastructure, the acceptable BER is 2.4% as indicated in TSB-88.1-D Table A.1. Would the County change the acceptable BER for coverage testing to 2.4% for Digital Voice Quality of DAQ 3.4 for P25 Phase 2 communications? ANSWER: The system infrastructure is to be a P25 Phase 1 design. 34. Section states that the Appendix (6) lists some (67) of the buildings that will be tested for portable indoor coverage. Section states that at least 100 buildings will be tested for portable indoor coverage. Section m caps the loss of buildings to be 15 db in the Village of Kohler and Sheboygan City and 8 db for the remainder of the County. Our assumption is that this building loss cap applies to the 67 buildings identified in Appendix 6. Is our assumption correct? ANSWER: Yes, the County has decided to reduce the number of buildings tested to 67. For subjective testing in buildings if a test fails the building attenuation will be measured inside and outside by the Contractor. Within the City of Sheboygan and the City of Kohler if the building loss is greater than 15dB the test is not counted. In the remainder of the County if the test fails and the building loss is found to greater than 8dB the test is not counted. 35. The coordinates for the following buildings in Appendix 6 appear to be incorrect. Could the County provide the correct coordinates for the buildings? Batavia Fire Department ANSWER: Lat/Lon / Beechwood Fire Department ANSWER: Lat/Lon / Osthoff Resort ANSWER: Lat/Lon / Russell Town Hall ANSWER: Lat/Lon / Due to the questions being asked and interference from the holiday season, would it be possible to have a 45 day extension before proposals are due? ANSWER: The due date for proposals is extended to Wednesday, December 12, What is the KVA rating of the Kohler fast response generators at each site? ANSWER: The Generators are 30KW single phase 120/240 volt at the Taylor Hill, Comprehensive Health, Vorpahl, and ANR sites. The Rocky Knoll site has a 200RZ 120/208 3 phase diesel fueled generator (This generator also feeds the Rocky Knoll boiler room equipment.). 38. What is the capacity of the fuel tanks at each site? ANSWER: 250 Gallon LP Tank at the Taylor Hill site. 320 Gallon LP Tanks at the Comprehensive Health, Vorpahl, and ANR sites. There is a 400 gallon diesel fuel tank for the generator at Rocky Knoll. ADDENDUM 1 Sheboygan County, WI October 20, 2014 Page 8 of 11

9 39. Are the red and green light stanchions on the City Comm consoles going to be retained and if so, do the consoles need to support them? ANSWER: Yes, the current light stanchions will be replaced with a 3 light stanchion. The stanchion will be supplied by the furniture vendor, but the console will be required to provide two output contact closures. One will be a momentary closure that will occur with a PTT from the console and the other will be a latching closure (Request for Assistance) by means of an icon on the console screen. 40. Is the Kaval BDA in the county courthouse penthouse there to support the 800MHz trunked radio system? ANSWER: Yes. The Kaval BDA currently supplies signal to the Courthouse building an Annex. We also have a Kaval BDA located in the LEC in the equipment penthouse located above the jail. The BDA in the courthouse has a gain of 60dB and the BDA in the LEC has a gain of 80dB. 41. What is the service area border (defined as county border plus 1 mile) for the eastern side of the County based on the two boundary maps shown in the RFP, 30 miles out in the lake or the County shoreline? ANSWER: The Sheboygan County shoreline plus 1 mile as best effort. This is for design purpose only. No testing is expected over water. 42. Is a new logging recorder for the telephony system required? ANSWER: Yes for 911. If so, please provide the number of inputs required for analog, TDM, and VoIP telephones; whether or not ANI/ALI is required; and if a specific 911 vendor interface is required. ANSWER: The new logger shall interface to the present PlantCML Sentinel RescueSTAR 911 system which is analog. ALI/ANI is not logged at this time. The number of lines will be provided in a future addendum. 43. Can you clarify sections and ? Are these the same circuits? How many duplexed audio paths are required between Sheboygan County and Ozaukee County, and where do the circuits terminate? ANSWER: Today a T1circuit joins Sheboygan County to Ozaukee County providing a 4 wire duplex voice intercom circuit between dispatch consoles for interoperability and patching purposes using VOX. The new microwave system will be IP based but there will be a requirement to provide the same functionality for one, 4 wire duplex voice circuit (one TX and one RX pair). This circuit will terminate at the JSM site where it will be interconnected to an existing microwave link that routes the duplex audio circuit to Ozaukee County. 44. Can you please identify the Other subsystems, as defined in section ANSWER: System Management, Alarm/Monitoring and Logging subsystems. 45. In order to provide the best possible solution, vendors need to be able ask and have answered questions as they work through the subtlety of the RFP requirements. A question and answer period as short as the one provided for in this RFP requires potential vendors other than the incumbent to make assumptions, often worst case assumptions that affect design and pricing. Will Sheboygan please extend the period to ask questions and receive answers through two weeks before RFP closure to put other vendors on a reasonable footing compared to the incumbent? ANSWER: Since the proposal submission deadline is being extended to ADDENDUM 1 Sheboygan County, WI October 20, 2014 Page 9 of 11

10 December 12 th the question period is also extended 3 weeks to November 5, Answers would be provided by November 14th. 46. Regarding Page 97 Section It is desired that the P25 trunked system be compliant with and support the following optional standards: Phase 2 TDMA During the pre-bid conference it was stated that P25 Phase 2 was not needed in regards to infrastructure. Can we assume that the statement above on page 97 should be deleted? ANSWER: The new Sheboygan County infrastructure is to be P25 Phase 1 compliant. The intention of the items in is that the County wants to understand if the proposed infrastructure hardware supports these optional items and in particular your question is in regard to thus when would Phase 2 be expected to be supported if not at the time of proposal submission and if the proposed equipment would require hardware and/or software changes. 47. Regarding information on pages 17 & 18: Four (4) multi-mode conventional analog/p MHz channels are licensed, one each, at four (4) repeater sites to provide backup The stations are located at the following sites: A) Rocky Knoll B) JSM/Highway 67 c) Vorpahl D) Georgia Ave Water Tank These stations will be retained/re-utilized The County operates the following base/repeater stations: Locations: a) VHF Point to Point Base Station (Courthouse) b) VHF T8R8 Law Interop Base Station (Courthouse) c) VHF T8R8 Fire Interop Base Station (Courthouse) d) VHF Washington County Control Base Station (Courthouse) e) 800 MHz EDACS to Ozaukee Co. Control Station (Courthouse) f) ITAC4 800 MHz Repeater Station (Taylor Hill) g) ICALL 800 MHz Repeater Station (Taylor Hill) h) VHF T42R Base (City of Sheboygan PD) ADDENDUM 1 Sheboygan County, WI October 20, 2014 Page 10 of 11

11 i) Coast Guard Station (Sheboygan PD) The above stations will be retained. Will information on the above base/control stations such as manufacture and model number please be provided? ANSWER: a) VHF Point to Point Base Station (Courthouse) b) VHF T8R8 Law Interop Base Station (Courthouse) c) VHF T8R8 Fire Interop Base Station (Courthouse) d) VHF Washington County Control Base Station (Courthouse) e) 800 MHz EDACS to Ozaukee Co. Control Station (Courthouse) f) ITAC4 800 MHz Repeater Station (Taylor Hill) g) ICALL 800 MHz Repeater Station (Taylor Hill) h) VHF T42R Base (City of Sheboygan PD) i) Coast Guard Station (Sheboygan PD) j) IFERN Base (Comprehensive Health) k) MARC Repeater (Comprehensive Health) l) One MABAS Alert Receiver (Courthouse) m) 800 MHz P25 / Analog conventional Repeater 1. Rocky Knoll 2. JSM 3. Vorpahl 4. Georgia Ave) Will provide in a future addendum. Will provide in a future addendum. Motorola Quantar Model T5365A 800MHz Motorola Quantar Model T5365A 800MHz Motorola CDM 750 Mobile radio with tone remote adaptor attached VeeTronix Model 2TR9A receiver Motorola Quantar Model T536A 800Mhz s End of Addendum ADDENDUM 1 Sheboygan County, WI October 20, 2014 Page 11 of 11

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