Columbia Communications District Request for Information New Radio Communications System

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1 Columbia Communications District Request for Information New Radio Communications System Submission Deadline January 2,

2 1 Overview 1.1 Introduction The Columbia 911Communications District (C911CD) ("the District") is seeking information from interested parties in providing new radio communication systems for Columbia County, Oregon. THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for information and planning purposes - it does not constitute a Request for Proposal (RFP), an Invitation for Bid (IFB) or a promise to issue an RFP or IFB in the future. This request for information does not commit the District to contract for any supply or service whatsoever. Further, the District is not, at this time, seeking proposals and will not accept unsolicited proposals. Interested parties are advised that the District will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested party's expense. Not responding to this RFI does not preclude participation in any future RFP, if any is issued. If a solicitation is released, companies replying to this RFI will be notified. 2 Radio Communications Background 2.1 About C911CD C911CD provides enhanced 911 service to all of Columbia County, Oregon. It also provides the countywide infrastructure for all public safety radio systems for the County. Currently, the District law enforcement, fire and rescue services utilizes VHF conventional analog repeaters operating in a simulcast mode from multiple radio sites located both within the County and in adjacent counties. The Columbia 911 Communications District is located in Columbia County in north western Oregon. The Communications District provides communications for all public safety agencies within the County. It operates the County dispatch 911 center. The Columbia Communications District is a special taxing authority for all of Columbia County. The District provides all call taking and dispatching for all public safety agencies based in Columbia County. The County's population is approximately 49,300 and is primarily a rural county with approximately 50% of its residents commuting to the Portland, Oregon area and the Vancouver and Longview, Washington areas for employment. The major industry in the County is lumber and paper manufacturing. Columbia County encompasses 688 square miles. It's northern and eastern boundaries are made up of more than 53 miles of the shoreline of the Columbia River. The only primary highway is U.S. Route 30 which runs north and south on the eastern side of the County and then east-west on the northern side of the County. State Route 47 is a north-south road on the western side of the 2

3 County. With the exception of Highway 30 most roads in the County follow natural terrain paths such as canyons and river/creek routes. The District provides the public safety voice and data communications for the entire County. Interoperability is provided to adjacent counties in both Oregon and Washington. The District provides the public safety voice and data communications for the entire County. Interoperability is provided to adjacent counties in both Oregon and Washington. The current radio sites are located at the addresses in Table 1 Table 1- Radio Sites Site Name Address Site Owner Type of Antenna Support McNulty Rd., St. Free standing St. Helens Dispatch Helens Columbia 911 tower Clatskanie Lookout Rd., Clatskanie Columbia 911 Free standing Mountain tower Corey Hill City Reservoir Columbia 911 Free standing tower Columbia Heights Columbia Hts. Rd. Day Wireless Free standing Longview, WA tower Green Mountain 3.5 mi NE of Kalama, WA State of Oregon Free standing tower Bald Hill Bald Hill, Scappoose Corp of Guyed tower Engineers Scappoose PD E. Columbia, Scappoose Roof mounted Scappoose Meissner Lookout Meissner Lookout ODF Pole CD911 operates on VHF conventional analog radio equipment. All primary frequencies are simulcast throughout the County. Received signals are sent via microwave from the sites to the Dispatch center in St. Helens where the voters are located. The microwave system is an old Alcatel-Lucent system, also analog. Figure 1 shows the site and microwave system layout. 3

4 Figure 1 - Microwave System Columbia Hts miles 15.9 miles Clatskanie Mtn. Green Mtn. 15.1miles 24.8 miles Meissner 14.2 miles 12.1miles 26.6miles Corey Hill 13.5 miles St. Helens Bald Mtn. 7.4 miles A summary of the major types of equipment in the system is shown in Table 2. Table 2 - Equipment Summary Equipment Type (Repeater, combiner, etc.) Equipment Manufacturer Scappoose Equipment Model Repeater Motorola MTR 2000 VHF system Repeater Motorola Quantar UHF mobile data system Simulcast Control simulcast Harris Synchrocast 3 Controller network Receiver voting JPS PSM-1 Selects best receiver for each frequency Microwave Alcatel-Lucent MDR-8000 Connectivity between sites Transmitting Combines transmitters to Sinclair Combiner one antenna Multicoupler Sinclair Splits antenna to all receivers Use 4

5 Below is a chart of FCC licensing information related to the systems described above. Several additional frequencies have recently been licensed for both mobile and use and repeater use. C911 also now has a vehicle repeater license for countywide use. TABLE 6 - Licenses and Frequencies LICENSE FREQUENCY USE WPZY MHz Simulcast Radio System Transmit MHz Simulcast Radio System Transmit MHz Simulcast Radio System Transmit MHz Simulcast Radio System Transmit MHz Simulcast Radio System Transmit MHz Simulcast Radio System Transmit MHz Simulcast Radio System Transmit MHz Simulcast Radio System Transmit MHz Interoperability calling base MHz Mobile Data System MHz Mobile radio unit transmit MHz Mobile radio unit transmit MHz Mobile radio unit transmit MHz Mobile radio unit transmit MHz Mobile radio unit transmit MHz Mobile radio unit transmit MHz Mobile radio unit transmit MHz Mobile radio unit transmit MHz Mobile radio unit transmit MHz Mobile radio unit transmit MHz Mobile radio unit transmit MHz Mobile radio unit transmit MHz Mobile radio unit transmit MHz Mobile radio unit transmit MHz Mobile radio unit transmit MHz Mobile radio unit transmit MHz Interoperability calling mobile WQNK MHz Point to Point microwave St. Helens - Bald Hill WQNK MHz Point to Point microwave Bald Hill - St. Helens WPXV MHz Point to Point microwave Clatskanie Mtn. - Corey Hill WPXV MHz Point to Point microwave Clatskanie Mtn. - Columbia Hts. WPXV MHz Point to Point microwave Clatskanie Mtn. - Green Mtn. WPXV MHz Point to Point microwave Corey Hill - Clatskanie Mtn. WPXV MHz Point to Point microwave Columbia Hts - Clatskanie Mtn. WPXV MHz Point to Point microwave Green Mtn. - Clatskanie WPXV MHz Point to Point microwave Green Mtn. - St. Helens WPXV MHz Point to Point microwave St. Helens - Green Mtn. WQQI GHZ Point to point Microwave Meissner - Clatskanie Mtn. 5

6 WQGL GHz Temporary use microwave Countywide 3 Goals of the RFI At a minimum, the goals of the RFI are as follows: Explore communications options: o latest technologies o radio system coverage o interoperability both within the District and with other relevant agencies o microwave system capacity to support functions beyond radio o reliability and redundancy o emergency backup support Improve in-building radio coverage Identify cost effective solutions Provide high level estimate of costs for a replacement radio system Explore dedicated data solutions for mobile applications Explore solutions for GPS tracking that would be compatible with the radio system Identify other radio frequency and data functionality that would benefit the District with respect to communications and that could be incorporated into a consolidated communication system Discussion spectrum requirements for a future radio system Provide input on the number of additional frequencies believed to be necessary to support District communications in the future. Identify the target frequency bands, and methodology for obtaining necessary additional spectrum Because stakeholders input is a critical success factor for the Telecommunication Plan, the District will establish a group of Technical and Operational Staff to provide input throughout the process. 4 RFI Response 4.1 Overview There will be no "pre-bid" meeting for this RFI process. All questions from RFI recipients will be answered and shared with all registered recipients. Interested parties will provide information to help identify radio communications solutions and available options in addressing District's needs. There will not be any site visits included in this RFI process. Most of the sites are remotely located on the mountains in and around the County and most have limited accessibility. They are all developed sites and some with multiple radio site tenants. Google Earth may be consulted to see the site layouts. Solutions should estimate total cost of ownership and assume a minimum 10 to 15-year life. Vendors shall provide information on its system solutions offerings, including the following: 6

7 APCO Project 25(P25) systems, equipment and components Alternate Tx/Rx technologies Methods of providing interoperability with neighboring communities and counties. Remote network management solutions System performance and reporting Interface to current dispatch communication consoles Replacement of existing consoles Recommendations for the best technology for the District Recommendations for coverage in the rural areas of the County Recommendations for console replacement Common off the shelf industry standard system components Simulcast, if needed Fault-tolerance with multiple redundancies and fail-safes Subscriber radio (mobile, portable, control station) offerings and tiers, including accessories Need for additional frequencies, as well as proposed frequency bands and methodology to secure frequencies. Suggestions for an implementation plan that will not interrupt required services. System data capabilities, including the use of smart devices and broadband technology Any additional information that meets the goals identified 5 Additional Submission Request The District is seeking any non-proprietary information (types of services provided, case studies, industry standards, best practices) from firms that have performed similar types of technology implementations 6 Submission Date and Instructions 6.1 Interested Parties Interested parties are instructed to respond to this RFI as instructed below. Submittals should be in Microsoft Word, PowerPoint or Adobe Acrobat compatible format and are due no later than January 2, 2018, 5:00 PM PT. Responses (not including additional optional submittals) and submitted via to Proprietary information, if any, should be minimized and MUST BE CLEARLY MARKED. To aid the District please segregate proprietary information. Please be advised that all submissions become District property and may not be returned. 6.2 Submittal Requirements Submittal shall include: Cover Letter Copy of the Presentation Package The District will select respondents to this RFI and schedule presentations. 7 Communications 7

8 All communications with the District regarding this RFI shall be limited to Brian Burright, Acting Executive Director 8 Questions Questions regarding this announcement shall be submitted in writing by to Brian Burright. Verbal questions will NOT be accepted. Questions shall NOT contain proprietary or classified information. The District does not guarantee that questions received after December 18, :00 PM PT will be answered. 8

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