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1 Table of Contents 1. General Instructions Request for Proposals Background Information Existing System Description Scope of Services General Scope of Services Project Management Project Initialization and Design Detailed Design Documentation Requirements Frequency Planning and Acquisition Interference Analysis and Mitigation Physical Facilities Requirements Connectivity Network Requirements Mapping Shipment and Storage Alarm Plan Installation Equipment Grounding Surge Protection Relocation of Existing Equipment Inspections Testing and Cutover Radio System Acceptance Testing Radio System Coverage Testing Radio System Access Tests Radio System Cutover General System Requirements System Reliability General Major Failures System Failure Modes Control Data Redundancy Page 1 of 89

2 Traffic-Bearing Channel Failure Multiple-Mode Failures Equipment Mounting Installation Control of Measuring and Test Equipment Coverage Requirements Service Area and Coverage Test Sectors Required Coverage Levels Coverage Reliability Coverage Maps and Analysis Coverage Problem Areas Radio System Capacity Project 25 Phase II TMDA Compliance Multi-Vendor Subscriber Support Mandatory Project 25 Features and Functions Optional P25 Features and Functions Unit and Talk Group Identifiers Emergency Access Encryption Over-the-Air Programming Interoperability Requirements Text Message Paging Function Radio System Performance System Access Time and Throughput Delay Interference Radio System Equipment General Fixed Transmitters and Receivers Voting Comparators Antenna Systems Subscribers Tiers Subscriber Equipment Standards Subscriber Specifications TIA/EIA-102 Compliance Page 2 of 89

3 8.7. Over-the-Air Programming Mobile Radio Equipment Trunk-Mounted Mobile Radio Units Dash-Mounted Mobile Radio Units Mobile Radio Antennas Standard Mobile Radio Antennas Mobile Antenna Installation Mobile Radio Equipment Installation Portable Radio Equipment Control Station Control Station Antenna Equipment Installation Portable Battery Chargers Vehicular Charger Vehicular Adapter Network Management System General Information Configuration Management Performance Management Security Management Fault Management Alarm Points Alarm Point Inputs Alarm Indication Visible and Audible Annunciation Historical Data Dispatch Center Systems Console System Console Position Requirements Backup Control Stations Console Radio Channel Requirements Logging Recorder Connectivity Interconnection Leased Circuit Installation Page 3 of 89

4 Leased Connectivity Tests Physical Facilities General Design Basis of Physical Facilities Proposal Description Geotechnical Investigation Earthwork Site Plan Construction Engineering Submittals Concrete Testing Chain-Link Fencing Towers Upgrade Existing Towers Existing Tower Analysis Report Equipment Buildings and Enclosures Arrangement & Size Building Submittals Building Penetrations Building Systems HVAC Fire Protection Electrical Backup/Standby Generator General Information - Standby Generator Service Generator Location Starting System Generator Noise Abatement quiet Instrumentation and Alarms Generator Spare Parts Generator Acceptance Testing Generator Maintenance and Service Alternative Backup/Standby Micro Turbine Uninterruptible Power Supply (UPS) System Requirements Emergency Shutoff Bypass Switch Page 4 of 89

5 UPS System Submittals Facility Performance Objectives and Testing Physical Facilities As-Built Documentation (CDRL 027) Documentation Requirements Standard Manuals (CDRL 028) System Maintenance Manual (CDRL 029) As-Built Drawings (CDRL 030) Documentation Copies Training General Syllabus and Scheduling Training Lab Maintenance and Warranty (CDRL 032) Warranty software maintenance Maintenance Years two through five Maintenance Years six through ten System and Equipment Support On-Site Support OPTION: On-Site Support Additional Years Maintenance Records Service Bulletins Spare Parts Rolling Repair and Return Replacement Parts Preventive Maintenance Safety Quality Assurance/Quality Control (CDRL 036) Recommended Spare Parts List (CDRL 035) Attachments A WMATA Operated Mobile and Portable Radios 83 B Standards 86 C Service Area Bounding Coordinates in NAD Page 5 of 89

6 1. General Instructions 1.1. Request for Proposals The Washington Metropolitan Area Transit Authority (WMATA) is requesting proposals for a Project 25 trunked radio system. Proposers interested in providing the specified goods and services shall submit a Proposal to WMATA as instructed. 2. Background Information WMATA currently owns and operates a UHF (T-Band) digital simulcast trunked used for communicating with radio users operating above and below ground throughout the entire WMATA service area. The CRCS provides voice and data communications among BUS, Rail, Metro Police (MTPD), Paratransit, Maintenance and Administrative personnel and vehicles. The WMATA CRCS for above ground coverage is based on a UHF, single cell, simulcast, 10-site, 15-voice channels 4 bus data AVL channels, one mobile data channel and a paging channel digital trunked radio system using the Motorola SmartZone 3.0z radio communications platform. The above ground CRCS is designed to provide 95% reliability (DAQ 3.4) in street portable radio coverage throughout the entire WMATA service area. The CRCS is configured to operate with one Master Site Controller located at CTF and geographically redundant Prime Site Controllers located at JGB and CTF. Existing remote radio sites are connected by T-1 lines leased from Verizon. Bellow ground communications are provided by a Distributed Antenna System (DAS) installed inside the Metro tunnels. The DAS is fed by a redundant RF donor system which distributes the above ground RF signal using fiber optic links to a number of UHF BDAs installed along the right of way. The below ground CRCS system is designed to provide 95% reliability (DAQ 3.4) coverage with portable radios inside moving trains. The underground portion of this system is outside this RFP with the exception of reconfiguring the filters that are at the injection point below ground Existing System Description WMATA s operates a single cell, ten-site, 15-channel, Motorola SMARTZONE 3.0z UHF simulcast trunked radio system. Existing tower sites are listed in Table 2-1. Existing dispatch sites are listed in Table 2-2. Frequencies currently in use are listed in Table 2-3. Table 2-1 Current Site Locations Number Address Location Old Arrington Lane Fairfax Station, VA N W Page 6 of 89

7 Number Address Location NW Corner 9th and Peabody Washington, DC 3900 Augustine St Alexandria, VA Sunrise Valley Dr Reston, VA Horner Rd.37 mi West Dale City, VA 101 Monroe St Rockville, MD MONTGOMERY County 600 5th St NW Washington, DC Jericho Park and Lemmons Bridge Jericho Park, MD PRINCE GEORGE'S County 8900 Greenwood Place Savage, MD HOWARD County 4700 Block Silver Hill Rd Suitland, MD PRINCE GEORGE'S County N W N W N W N W N W N W N W N W N W Table 2-2 Dispatch Centers Number Name Attributes 1 Jackson Graham Building (JGB) Current Master Site and prime site 2 Carmen Turner Facility (CTF) Backup prime site By the end of February 2012 the current CRCS will have redundant prime sites at JGB and CTF (currently operational) and the Master Site controller will be at CTF instead of JGB. In the future it is anticipated that CTF will become the master site for the entire CRCS system. Table 2-3 Frequencies Currently in Use Tx Channels (MHz) Rx Channels (MHz) Channel License System Use TPAS; Railroad Mixed Mode (A/D) TPAS; Railroad Mixed Mode (A/D) BUS; Urban Passenger Mixed Mode (A/D) BUS; Urban Passenger Mixed Mode (A/D) BUS; Urban Passenger Mixed Mode (A/D) Page 7 of 89

8 Tx Channels (MHz) Rx Channels (MHz) Channel License System Use BUS; Urban Passenger (MTPD) Mixed Mode (A/D) BUS; Urban Passenger Mixed Mode (A/D) BUS; Urban Passenger Mixed Mode (A/D) TPAS; Railroad Mixed Mode (A/D) TPAS; Railroad Mixed Mode (A/D) TPAS; Railroad ASTRO Only (D) TPAS; Railroad ASTRO Only (D) TPAS; Railroad ASTRO Only (D) TPAS; Railroad ASTRO Only (D) BUS; Urban Passenger ASTRO Only (D) BUS; Urban Passenger Orbital Data (A) Proposed & License Applied Orbital Data (A) Proposed & License Applied Orbital Data (A) TPAS; Railroad Orbital Data (A) TPAS; Railroad Mobile Data BUS; Urban Passenger Paging (D) The SMARTZONE 3.0z is constructed with the Motorola standard features and functions. Notable features and function included in the WMATA configuration are listed below. Table 2-4 Radio System Features Feature Included Comment Voice recording Yes NICE recorders Over the air programming No Encryption Yes Some MTP portables Encryption console No Interconnection technology Yes Wireline (WMATA leases T1 lines) Redundant Prime Site Yes Redundant Switching System Yes IP-based Technology No Redundant Below Ground System Feed Yes 2.2. WMATA intends to upgrade the current radio system using Project 25 Phase II technology, existing licensed spectrum, and reusing as much infrastructure as possible, practical, and advisable. WMATA wants to take advantage of recent capital purchases, but does not want to risk increased service problems, maintenance, or lack of vendor support by attempting reuse of inexpensive items. Proposers are encouraged to reuse equipment where these specifications can be met. Page 8 of 89

9 The main areas of equipment reuse could include: Dispatch site facilities and support systems Grounding and lightning protection Main and backup power sources and distribution (not including UPS s) Leased line connectivity systems HVAC Backup control stations and their tower/antenna systems NICE (brand) recording systems (propose and quote any needed upgrades) Dispatch consoles and their ancillary equipment (recall recorders, speakers, microphones, pedals, furniture, power systems, etc) Tower site facilities and support systems: o Shelters o Towers 2.3. Proposer is instructed to offer a turnkey proposal including all equipment and services needed for a ready-to-use radio system infrastructure and an orderly transition of the subscriber equipment. During contract negotiations, WMATA may choose to accept the entire proposed turnkey offer, or WMATA may select certain options or other parts of the radio system support equipment that they wish to provide WMATA needs a clear understanding of the Proposer s requirements for these pieces of support equipment in order to make purchase decisions. Proposer shall identify any radio system support equipment proposed for reuse that is not produced by Proposer (PI-001). This equipment might include: UPS s Backup power generators Antenna cabling Grounding upgrades Additional leased line connectivity 2.5. Proposer shall include full solutions to identified deficiencies in terms of equipment, software, and services to fulfill a turnkey solution. Proposer shall describe key requirements for the support equipment, for example, 35kW backup power generator for site X, 5000 watt UPS rack mountable in 10 rack units, or Three T1 circuit connectivity between point X and Y with latency less than 3 milliseconds and jitter less than 1 millisecond. Page 9 of 89

10 3. Scope of Services 3.1. General Scope of Services To meet the FCC s narrow banding requirements and maintain the desired above ground radio coverage, the current CRCS system must be upgraded. With this RFP, WMATA seeks to upgrade their existing Motorola SmartZone system with a new digital simulcast trunked radio system based on Project 25 (P25) Phase II (6.25-kHz equivalent TDMA) standards for public safety radio systems. In addition, this RFP covers the seamless integration of the above ground CRCS infrastructure to the below ground CRCS DAS as well as the replacement and/or upgrade of all subscriber radios currently owned and operated by WMATA WMATA recognizes that the time sequence of this RFP and the design and construction phases of a radio system of this complexity will likely force WMATA to miss this deadline January 1, 2013 for Narrow Banding imposed by the FCC. However, WMATA is interested in completing this project in the shortest possible duration. The project completion date will be evaluated as part of the proposal Proposal Instructions The contractor shall be required to provide all equipment, goods and services necessary to comply with the requirement of this statement of work. WMATA will require incremental approvals throughout all stages of this contract, these approvals are necessary for proper coordination and direction of the contract. WMATA s approval does not relieve the contractor of any responsibility from any terms, conditions or requirements under these specifications The Contractor shall design, engineer, furnish, install, configure, test, commission and warrant the radio system and its associated radios, antenna systems, combiners, multi-couplers, network management system, and other ancillary systems, equipment, software and interfaces as specified in this RFP and as necessary to provide a complete and operational radio system on a full turn-key basis The Contractor shall be responsible to maintain continuous operation of the CRCS during the transition from the current SmartZone to the new P25 system. The contractor shall develop a cutover plan that will ensure no interference with the operation of the CRCS during revenue service hours of the rail system. As a rule, there will be no total loss of radio communications during normal rail revenue hours and no more than 10 minutes of downtime at one time during rail non-revenue hours. The proposer will provide adequate details, including a preliminary cutover plan to allow the WMATA proposal evaluation team to accurately assess the validity of the plan. The cutover plan will be evaluated as part the proposal (PI 002). Page 10 of 89

11 The Contractor shall be responsible to perform a detailed coverage prediction analysis to identify the number and location of all radio sites needed to guarantee the radio coverage required under this contract as specified elsewhere in this document. The contractor shall include in his proposal detailed information of his coverage prediction analysis, including calculations, assumptions and coverage maps (PI 003). WMATA radio operating procedures are based on single cell, wide area and talkgroup communications. Coverage is based on providing wide area coverage over the entire WMATA service area (see Figure 6.1). System designs based on multiple cell coverage, sectors or areas shall not be acceptable and such proposals will be rejected The contractor shall be fully responsible for any existing site modifications that might be required to support the new system. The contractor shall also be responsible for the development of all new sites that are needed by his proposed design. WMATA expects the contractor to aggressively pursue leases on any new sites proposed and existing lease modifications, as required. The contractor shall be responsible for identifying new sites, shall lead leasing arrangement negotiations with site owners, shall obtain all necessary permits related to site development and shall provide all material and labor required for development of new sites. WMATA will offer advice and counsel, and approve the final lease agreement. The ten sites WMATA currently uses are leased. WMATA has no interest, want, need, or desire to become responsible for or become involved in new site construction. New sites proposed for this system upgrade shall be existing or nearterm sites. WMATA will not participate in site construction under this RFP. Project delays related to site construction are not acceptable. The current lease for the remote site at Reston is nearing its expiration date. The Contractor is required to replace the existing Reston site. The replacement of the Reston remote site shall be included in the Contractors proposal. The Contractor shall be required to maintain existing coverage during the Reston cutover time frame The contractor is fully and completely obligated to meet the contractual radio coverage performance guarantee specified elsewhere in this document. WMATA will not accept change orders or cost increases based on additional sites to those sites the proposer advances in their proposal The contractor shall be responsible to provide seamless integration of the new above ground infrastructure with the existing redundant below ground RF donor feed. Any necessary modifications to the below ground RF feed equipment and system will be implemented as part of this contract. Page 11 of 89

12 The contractor shall include the upgrade or replace all existing mobile and portable radios currently operating in the CRCS system. A list of WMATA operated mobile and portable radios is shown in Appendix A. The contractor s proposal shall include the upgrade and/or replacement of the mobile and portable radios currently owned by WMATA. WMATA reserves the right not to procure new mobile and portable radios under this contract. The Contractor shall provide sufficiently detailed cost information on the procurement and installation of the mobile and portable radios to support WMATA cost benefit analysis for including or excluding the supply of any or all of the mobile and portable radios. This information is necessary for WMATA to make informed decisions about increasing or decreasing the number of subscriber units as deemed necessary The contractor shall coordinate all work with WMATA s scheduling requirements. This may require the contractor to perform specific elements of the work (such as cutovers, installation of non-fixed equipment, etc.) during periods outside of normal working hours. The contractor has responsibility for preparing the Site Specific Work Plans (SSWP) as needed to perform their work. SSWP s shall be prepared in accordance with current WMATA instructions and shall be provided with sufficient time to allow WMATA to complete their review, approval and concurrence process. Delays to this project cannot be a result of late or incomplete SSWP s. Contractors must coordinate their site activities with other contractors which may be working in the same facilities The proposer shall provide as a minimum three (3) descriptions of projects of same size, scope and complexity as the project required by these specifications that were designed, installed and commissioned by the proposer contractor during the past 5 years. The contractor shall provide adequate information about those systems to allow WMATA to fully evaluate the validity of the references against these specifications. The descriptions shall include the name and contact information of the people who have familiarity with the submitted projects. WMATA will contact all of the referenced people. Past performance references will be evaluated against this RFP (PI 004) The equipment shelter at the Savage remote site will have to be completely replaced by the Contractor to meet the requirements of this RFP. The old shelter will be taken to a place determined by WMATA. The new shelter shall be equipped with HVAC, equipment racks, an appropriate power distribution and security equipment. The Contractor shall inspect the existing equipment and reuse this existing equipment to the extent reasonable as determined by WMATA. The structure shall be a high quality with a projected life of thirty years The contractor shall participate in the WMATA Safety & Security Certification Program throughout the duration of the Contract, see Section 16 below The contractor shall comply with all the applicable standards listed in Appendix B - Standards. Page 12 of 89

13 4. Project Management 4.1. Project Manager and Team The contractor is responsible for overall project management. The Contractor shall submit a Project Management Plan developed for this project, which shall address the processes and organization that will be used for the execution of this project (CDRL 001). Contractor shall designate a single project manager to supervise and coordinate the contractor s work and to act as the primary point of contact (POC) for all project-related issues. The project manager s home office shall be located within 50 miles of the WMATA Jackson Graham Building, 600 5th Street, NW, Washington, DC The intent is that the project manager can respond to same-day meeting requests. The contractor shall provide contact information for the project manager (PI 005), including: Name Mailing address Shipping address Office phone number Fax number Mobile phone number address 4.2. Project Organization Team The Proposer shall provide detailed information about the proposed project organization that as a minimum includes the following: Provide an overall organization chart for the proposed project team for approval by WMATA (PI 006). Provide names, resumes and proposed project responsibilities of key personnel for approval (PI 007) Provide a list of subcontractors, outlining the portion of the work for which each one is responsible (PI 008). Provide names, resumes and proposed project responsibilities for each subcontractor s key personnel for approval. Provide a list of local maintenance shops (PI 009) that will be available for technical support and maintenance services during the warranty period Project Review Meetings and Teleconferences The Contractor shall conduct project review meetings each month during each phase of this project. The meetings will be held at the WMATA Jackson Graham Building or other local WMATA facilities designated by the WMATA project Manager. The Contractor shall conduct regular project teleconferences every two weeks in between the project review meetings. The agenda for project review meetings and teleconferences shall follow this general outline: Page 13 of 89

14 Review of minutes from last meeting or teleconference Activities for previous period Current project issues New issues and action items Plans for next period Schedule review Action item review Risk item review Date and time of next meeting or teleconference The Contractor shall be responsible to produce meeting minutes, update the action item list, and meeting minutes to the Project Team within five business days after the project review meeting or teleconference for approval by WMATA (CDRL 002) Project Status Reports The Contractor shall submit monthly project status reports to WMATA for the duration of the project (CDRL 003). Monthly status reports shall describe: Work completed during the previous month Scheduled items for the next month Red flag items Action items Updated project schedule Transmittal log Punch-list items Submittal schedule Project status reports are to be submitted for approval by WMATA within eight days after the end of the month Action Items Contractor shall maintain an action item list. The action item list shall include the following information for each identified action item: Item number Date opened Open/closed status Description Responsible party/parties Close date Action log Project Schedule Page 14 of 89

15 Contractor shall maintain the master project schedule covering the design, implementation, test, and acceptance periods of the project (CDRL 004). The scheduling software shall be Primavera. The project schedule shall provide a breakdown of each task, including the following details: Start and end dates Predecessors and successors Responsible party or parties Percentage completed Critical path Contractor shall update the project schedule to reflect actual task completion dates. An updated project schedule shall be submitted with the monthly progress report. The monthly progress reports with include a narrative explanation of the changes shown in the updated schedule. The schedule for the implementation of each radio site and dispatch center shall be broken out separately. The proposer shall provide a detailed preliminary schedule, clearly indicating assumptions in the schedule regarding tasks which are the responsibility of WMATA (PI 010) Submittals The contractor shall prepare and submit for WMATA approval a submittal schedule that will provide dates of project submittals that meet the high level Project Schedule. The Submittal Schedule must include all deliverables and milestones identified in the Statement of Work (CDRL 005). The contractor will maintain the submittal schedule to identify project deliverables that are delayed, late, or incomplete. This submittal schedule shall be provided monthly for WMATA review and approval. The schedule will include the following for each item: RFP or contract reference Document description Scheduled submittal date Actual submittal date Notes Transmittals The contractor shall deliver all submittals and other official project documentation with an accompanying transmittal form. Besides the documentation included on the project submittal schedule, official documentation may include decisions, meeting agenda and minutes and change order requests. The transmittal form shall include: Page 15 of 89

16 A transmittal serial number of a format agreed upon by the project team to identify the sender A list of documents delivered as part of the transmittal The contractor shall maintain a log of its transmittals and shall include it with the monthly project status report for approval by WMATA Online Collaboration WMATA is using PROCORE as the standard on-line collaboration project management tool. The contractor will be granted access to WMATA s PROCORE system and he will be required to utilize PROCORE for storage and handling of all project documentation. The contractor shall maintain the project information current and up-to-date in this system. The collaboration facility will be a centralized location for accessing these types of information: Contract documents Approved design documents Project records: meeting minutes, action item lists, etc Project correspondence Approved schedule and calendar coordination Contract changes and modifications Other documents, that central access to which, would benefit the project Change Orders The contractor shall submit change order requests to WMATA for any contract change that has an impact on schedule, cost, system operation, or performance. Change order requests shall include the following information: Customer name Project number and title Issue date Tracking number Contractor name Reason for change Description of change Contractor s perception of cost impact Schedule impact Operational or performance impact No changes to the work shall commence until the change order request has been approved by WMATA, in writing Project Kickoff Meeting WMATA shall conduct a project kickoff meeting within 2 weeks from NTP. WMATA shall develop the meeting agenda; however as a minimum the following items will be discussed at the project kickoff meeting: Introductions Project work plan Page 16 of 89

17 Project review meetings Project teleconferences Action items Submittals Transmittals Punch-lists Project status reports Project overview Status of project Sites Schedule Detailed design review content Payment schedule Safety Quality control and quality assurance (Required Submittal) Subcontractors Action items Schedule for meetings and teleconferences Other items as needed The contractor shall come to the meeting prepared to discuss, as a minimum, each of these abovementioned items (PI 046). Page 17 of 89

18 5. Project Initialization and Design The contractor shall proceed with project initialization and design activities upon contract execution and upon receipt of a formal Notice to Proceed. The contractor shall provide all equipment and labor required in order to meet the specifications, without claim for additional payment, it being fully understood that a complete operating system is required. This is a turn-key project involving both subscribers and infrastructure equipment and systems. The contractor shall be responsible for designing, furnishing, and installing all interfaces with existing systems and equipment, as well as such interfaces that might be specified in the system specification, unless such interfaces are specifically excluded or ascribed to others in this specification. The contractor shall be obligated to provide a system that meets all guarantees in the proposal for the price contained in the bidder s price proposal Detailed Design Documentation Requirements The Contractor shall prepare and submit to WMATA four hard copies and two electronic copies of detailed design documentation for review and approval. Design documentation shall be submitted incrementally and in accordance with the contents of the applicable design phase identified below. Radio system detailed design documentation shall include but is not limited to the following items: System block diagram(s) RF coverage predictions System gain analysis Antenna and combiner/multi-coupler system plans and calculations Traffic loading analysis Frequency plan Draft FCC license applications Electrical load calculations Electrical circuit requirements Heat load calculations Rack elevations Equipment lists Interference analysis Draft acceptance test plans Alarm plan Connectivity network requirements Console system layouts Draft cutover/migration plans Page 18 of 89

19 Project schedule List of critical spare parts Tower(s) structural analysis Leased line plan Radio System Detailed Design Reviews Contractor shall present the radio system detailed design to the project team at the Detailed Design Reviews (DDR). The DDR will be provided at increments of 35% complete (CDRL 006), 65% complete (CDRL 007) and a 95 % final presentation (CDRL 008). The 100% design will be described in the contractor furnished as built drawings (CDRL 009). Contractor shall review the landline connectivity network for the existing and new radio locations. Contractor shall provide the requirements for additional leased landlines, existing locations, and new locations. In concert with the DDR, the contractor will order and coordinate the order on leased landline providers. Contractor shall review physical facilities for the existing and new radio locations. Contractor shall provide any facilities improvements needed to support the radio system. WMATA shall be provided a 21 day review period after each increment of the Detailed Design Review process. Contractor shall make appropriate changes to the detailed design within ten working days of receiving the project team s comments. Once all comments have been resolved to the satisfaction of the project team, WMATA will approve the detailed design Frequency Planning and Acquisition The radio system shall utilize WMATA s existing UHF frequencies. WMATA s current FCC licenses are WPVX388 and WPVX365. The new radio system shall be designed with initially 16 channels selected by the Contractor from the 21 available channels deemed most appropriate for the system. The Contractor shall also submit an optional cost for 18 channel system and an additional optional cost for 20 channel system that may be exercised during the life of this contract. Ten of the channels provided shall be capable of operating in either Time Division Multiple Access (TDMA) or Frequency Division Multiple Access (FDMA). Rack space, power, HVAC combiners, multicouplers, splitters, etc. are to be provided for a 20 channel system. The contractor will prepare all necessary documentation for WMATA to apply to the FCC for narrowband adjustments to their existing licenses. Page 19 of 89

20 The contractor shall develop a frequency plan (CDRL 010) for the radio system using all 21 UHF T-band licensed frequency pairs listed in Table 2-3. Should the contractor find WMATA s existing spectrum unsuitable, the contractor shall locate and secure, sufficient frequencies to complete the system. The contractor shall include in his proposal the estimated costs of locating and securing frequencies. This cost shall be provided below the contract cost evaluation line. The contractor shall provide system, frequency, and site data required to complete FCC Form 601 and associated schedules and frequency licensing packages required by regional public safety communications planning committees. WMATA will pay all frequency coordination fees. The proposers shall provide a frequency utilization plan (PI 011) identifying specific frequencies for licensing and implementation at each site as part of the proposal Interference Analysis and Mitigation The contractor shall identify collocated RF equipment and its operating frequencies. The contractor shall analyze this equipment and the new system to identify potential sources of intermodulation, spurious emissions, transmitter noise, or receiver desensitization. The contractor shall provide a report (CDRL 011) on this analysis as part of the radio system detailed design review documentation. Where the interference analysis indicates the potential for interference to or from collocated sites, the contractor shall mitigate interference. The contractor shall provide supporting documentation as part of the detailed design documentation to demonstrate that interference to or from collocated equipment will be mitigated. The contractor shall cooperate to resolve reports of interference to or from collocated equipment where the following criteria are met: The interference must be reported within one year following final system acceptance The collocated equipment must have been licensed installed and operational prior to the DDR The collocated equipment must be operating within the bounds of its license, FCC regulations, and published equipment specifications Contractor shall resolve interference that meets the above criteria at no cost to WMATA. This may require furnishing and installing additional filtering or other equipment, but is not intended to include research and development of new equipment The contractor and WMATA shall work together to identify and define resolutions for interference that is not identified as arising from collocated equipment. An allowance of $ 500,000 will be included in the cost proposal below the evaluation line for this effort Physical Facilities Requirements Page 20 of 89

21 Contractor shall submit to WMATA physical facilities requirements to support the radio system, including building floor space, ceiling height, cable tray, ice bridge, cable ladder, HVAC, electric power, tower space, and grounding (CDRL 012). The proposer shall provide a brief summary of the preliminary physical facilities upgrades needed based on the proposed system design. The cost for all necessary physical facilities upgrades shall be included in the offeror s proposal The new radio system may use the existing tower sites listed in Table 2-1 and Table 2-2 above. The proposer may use any, all, or none of the current sites. Proposer shall describe in detail each site included in the radio system design (PI 012). The description shall include the following items: Radio sites selected Function of the site within the LMR system A list of equipment to be located there; and General assessment of the site and list of upgrades needed to the site support equipment The system shall be configured for active redundancy of communications, full system control and administrative functions. The Jackson Graham Building and Carmen Turner Facility shall each be configured with fully geographically redundant equipment. The expectation is that these redundant components will function as hot standby pairs and automatically switch when one site fails with no loss of operational and administrative features. Proposer shall explain, in the proposal, the operation and fail over timing of these redundant systems Connectivity Network Requirements The contractor shall submit to WMATA connectivity network requirements to support the radio system, including physical and electrical interfaces, capacity, and points of demarcation (CDRL 013). The WMATA enterprise network can be used for this system, provided that it is fully coordinated with WMATA Department of Information Technology, and includes all network security features and software security features. This contract shall bear all costs associated with interfacing to the WMATA network. The proposers shall provide a brief summary of the preliminary connectivity network upgrades needed based on the proposed system design (PI 013) Mapping The contractor will work with WMATA to develop a fleet map for the radio system. WMATA will provide final approval of the fleet map before implementation by the Contractor (CDRL 014). The contractor shall implement the fleet map upon approval by WMATA Shipment and Storage Page 21 of 89

22 Upon successful completion of staging acceptance tests, the contractor shall ship fixed equipment to the Contractor s storage facility. The contractor shall secure written Notice to Proceed from WMATA prior to each shipment Alarm Plan The contractor shall provide an alarm plan with the detailed design documentation (CDRL 015). The plan shall include the following: A complete list of alarms to be monitored at each site Severity level (major or minor) of alarms to be monitored at each site An alarm list shall be submitted to WMATA for approval The contractor shall install and configure the network management system (NMS). The contractor shall connect physical facility alarms into the NMS Installation Contractor shall install equipment in a neat and professional manner, employing the highest standards of workmanship and in compliance with the grounding guidelines detailed below. Contractor shall leave all sites in a neat, presentable condition throughout the project. After installation and prior to acceptance, the contractor shall remove all rubbish, temporary structures, and equipment generated or used by the contractor during installation Equipment Grounding Contractor shall ground its equipment to the site ground system in accordance with Standards and Guidelines for Communication Sites (R56), NFPA 70, NFPA 780 and ANSI J-STD Surge Protection Contractor shall furnish and install surge protective devices (SPDs) on all electrical, communications, and control circuits connected to its equipment in accordance with approved standards. Where SPDs are, or will be, provided by others, Contractor shall verify the suitability these SPDs for its equipment. If the provided SPDs are suitable, contractor is not required to install additional SPDs Relocation of Existing Equipment The contractor shall identify and remove existing equipment that must be relocated or removed to accommodate radio system equipment. The contractor, as part of the proposal or the DDR, may propose the relocation of any items at radio sites. WMATA shall approve the relocation of items or equipment prior to any relocation. The cost for relocating any items or equipment shall be included in the proposal Inspections Page 22 of 89

23 The Contractor shall notify WMATA when equipment installation is complete. WMATA will inspect equipment installation and prepare a punch-list of items to be corrected. The project punch-list will include the following information for each identified punch-list item: Item number Site name Date identified Description Responsible party or parties Resolution date Notes The contractor shall respond to and correct each punch-list item before acceptance testing begins. WMATA will record the resolution of punch-list items. Page 23 of 89

24 6. Testing and Cutover 6.1. Acceptance testing shall demonstrate system features, functions, and failure modes described in the specifications. Within bounds, the specific means of demonstrating system viability will be left to contractor. The intent of this RFP is not to be restrictive, nor is it to require extraordinary measurement facilities during manufacture or implementation. Rather, the intent is to require that all equipment operate together effectively and as designed in the environment in which it is installed. Contractor shall prepare detailed acceptance test procedures for all equipment and system tests described below and submit them to WMATA for approval. Upon completion of the tests, the Contractor shall submit test reports signed by authorized WMATA and Contractor personnel that witnessed the tests (CDRL 016). Contractor shall recommend the extent of WMATA personnel involvement in the acceptance testing Factory Acceptance Tests Acceptance testing begins with factory acceptance testing. The system shall be assembled and tested in the factory or at a staging area to enable identification and correction of problems prior to shipment. Factory tests shall include functional, operational, specification, feature, and failure mode tests to verify proper system operation. Factory tests shall specifically address any required modifications or upgrades to existing equipment as installed and in current operation in the field, and require simulation or connection to similar equipment to prove proper performance. The Contractor shall submit Factory Acceptance Test Reports for WMATA approval (CDRL 017) Contractor shall provide authenticated inspection and factory test documentation at the time of factory testing of all new radio equipment supplied, showing that the equipment meets the specifications. This test documentation shall be included along with the factory test results for sign off Field Acceptance Testing Field acceptance testing shall allow for random spot-checking of factory test results. Results from component equipment tests made during system staging may be used in lieu of making the same tests after final installation, provided there are no modifications of the component equipment between testing and installation. After installation, Contractor shall, upon direction of WMATA, repeat a representative sample of component equipment tests under actual field conditions to ensure that the performance of the system has not been degraded as a result of shipping and field installation. WMATA may, at their option, agree that staging area demonstrations of certain functions or failure mode operations are adequate and need not be re-tested in the final installed configuration. The Contractor shall submit Field Acceptance Test Reports for WMATA approval (CDRL 018). Page 24 of 89

25 Contractor shall demonstrate failure mode operation of the system during acceptance testing. All equipment and components, both main and standby, shall be exercised during the course of testing. All standard system functions and failure modes, including continued system operation during major failures, shall be demonstrated. Alarm functions shall also be demonstrated Radio System Acceptance Testing Draft Acceptance Test Plans The contractor shall prepare draft Acceptance Test Plans (ATPs) and shall submit them to WMATA at the 35% DDR. WMATA will approve the final ATPs at least 90 calendar days prior to the beginning of acceptance testing. The proposers shall provide an outline of acceptance testing steps that are planned and the estimated duration of time required to complete acceptance testing (PI 014). The outline shall describe the areas of test, test location (factory or field), types of test methods, types of procedures, and presentation of results. Indicate when and where specific tests will be performed, whether in the factory, at staging, or in the field Staging Acceptance Testing Staging acceptance testing is also known as factory acceptance testing. The contractor shall notify WMATA of the date, time, and location of staging testing at least four weeks prior to the beginning of staging acceptance testing. Contractor shall perform staging testing after WMATA approves staging test plans. At the completion of testing, contractor shall provide WMATA written documentation of failures observed and certification that failures will be resolved before equipment is shipped Base Station Tests The contractor shall perform base station tests (CDRL 019) after equipment installation and submit test results prior to acceptance testing. Base station tests shall include at least the following tests: Transmitter frequency Transmitter deviation Transmitter forward and reflected power Combiner forward and reflected power Receiver frequency Receiver static (un-faded) sensitivity The contractor is allowed to submit factory measurements of the above equipment tests for the WMATA s approval in lieu of conducting comprehensive equipment tests in the field. However, the ATP shall allow WMATA the opportunity to randomly choose select repeaters on which to conduct any of the equipment tests described above. Page 25 of 89

26 Interference Testing The contractor shall verify that receiver static sensitivity of each receiver at each site is not degraded by more than 3 db under duplex operation and when connected to the actual antenna and antenna-combining network. This test shall be made while collocated radio equipment is in full operation, to demonstrate non-interference to and from that equipment. The test shall indicate receiver static sensitivity in dbm with the receiver multicoupler input connected each of the following ways: Terminated in a 50-ohm dummy load Connected to the receive transmission line and antenna, with no transmitters active Connected to the receive transmission line and antenna, with all transmitters active Field Acceptance Testing The contractor shall perform field acceptance testing after the final ATPs have been reviewed and approved by WMATA and after staging test punch-list and installation punch-list items have been resolved. Field acceptance testing is used to verify that the radio system, proven operational in staging, is also operational after field deployment. Field acceptance testing does not need to repeat functional and feature testing already completed in staging, except on a spot checking basis (CDRL 020) Radio System Coverage Testing Contractor shall demonstrate that the system meets Delivered Audio Quality (DAQ) coverage guarantees specified in Section 7.2 of this document through an approved automated test method. Coverage tests shall be performed in a statistically valid number of randomly selected test locations that are evenly distributed across the service area. Tests shall be performed while in motion. The Proposers shall include in their proposals the following information (PI 015): Draft coverage Acceptance Test Plan (ATP). Being innovative, practical, and reasonable in approach to coverage acceptance testing is encouraged. Methods described in this section are not intended to preclude alternative methods that provide equivalent information as long as a reasonable technical relationship may be established between the proposed method and the guaranteed coverage specifications. Provide a detailed description of proposed alternative test methods. Indicate the number of test locations required in the service area to verify that the coverage meets the coverage guarantee. Provide supporting calculations. Provide calculations for attenuators to be inserted in the test apparatus to simulate the various coverage levels required (mobile, portable). During the acceptance tests, WMATA may require measurements be made to and from specific locations. The purpose of making such measurements is to characterize the Page 26 of 89

27 coverage of specific areas within the service area. Examples of such locations include the entrances of select subway stations where BDAs may be located as the head end for underground coverage systems. The results of these specific locations are not to be used in the calculation demonstrating that coverage meets the specified reliability over the entire service area. These specific measurements shall be recorded and presented in the test report. WMATA and contractor will define the test location list during development of the approved detailed coverage test plan Radio System Access Tests At each test location, a single attempt shall be made to access the system by pressing the push-to-talk button for not more than one second (automatic re-tries within the one second are allowed). If the test radio does not receive a channel grant tone in that time, the access test for that location has failed Delivered Audio Quality Tests Test routing or locations shall be included in the detailed test procedure of the coverage testing portion of the ATP, and shall be mutually agreed upon by contractor and WMATA. Measurements at each test location shall be made over a distance of not less than 40 wavelengths Radio System Coverage and Access Test Report Contractor shall provide a coverage test report within ten business days of the conclusion of coverage acceptance testing (CDRL 021). The test report shall provide the following information: Access test results o Number of passed test locations (where the test apparatus was granted channel access within one second) o Number of failed test locations o Number of untested locations o o Table of access test locations with coordinates and pass/fail results Map of test results for the service area showing: Roads and political boundaries Test locations color-coded to indicate pass/fail results o Summary of results o Percentage of test locations passed (passed test locations divided by total locations tested) o DAQ test results o Talk-in and talk-out test results shall be reported separately Page 27 of 89

28 o Number of passed test locations (where the DAQ meets or exceeds the performance objectives) o Number of failed test locations o Number of untested locations o Table of DAQ test locations with coordinates and pass/fail results o Map of test results for service area showing: Roads and political boundaries Test locations color-coded to indicate pass/fail results o Summary of results o Percentage of test locations passed (passed test locations divided by total locations tested) Coverage Test Failures In the event there is a demonstrated failure of either the test apparatus or the tested system during a coverage acceptance test, WMATA and contractor will agree upon a portion of the service area that must be retested after the failure is repaired. Should the failed portion (or major contributing radio site) affect the coverage evaluation of other areas, WMATA may, at its option, require additional area to be retested as well. The new test results will replace the previous results Coverage Retesting In the event the coverage or access test fails to meet the coverage guarantees and contractor deems this to be a result of the test route, contractor, at contractor s expense, may request a retest, but shall use this procedure: Contractor shall submit a new route for WMATA s approval. The new route shall contain, at a minimum, the same number of test points and similar random and even distribution as the original test. Data resulting from the retest shall be combined with the original test data and cumulative coverage and access percentages shall be computed as if one test had been performed. Further re-tests may be performed at contractor s discretion and expense. All costs (including direct expenses) for the re-testing described in this section, including those incurred by WMATA personnel, WMATA s consultant, and other contractors shall be borne by contractor Thirty-Day Performance Test Contractor shall conduct a 30-day performance ( burn-in ) test after the successful completion of field acceptance testing. During the performance test, contractor shall maintain records of any equipment failures and equipment or system adjustments made Electromagnetic Exposure Page 28 of 89

29 Contractor shall analyze each radio site for human exposure to electromagnetic fields in accordance with FCC OET Bulletin 65. Where required by 47 CFR (b), contractor shall provide WMATA a statement of compliance with the electromagnetic exposure limits found in 47 CFR for each licensed radio system site. Contractor will perform the human exposure study and post any needed warning signs Radio System Cutover Contractor shall prepare a plan for cutting over WMATA s operations from the old radio system to the new radio system. The cutover plan (CDRL 022) shall address the following items as they apply: Fixed equipment cutover, including the integration with the below ground RF feed. Cutover of subscribers (mobiles and portables) Interfaces with and transfer of control from existing systems and equipment Dispatching transitions Special sequences Scheduled downtime Dual operation of old and new systems Personnel schedules Fallback plans in case of problems or failures After WMATA approves the cutover plan and after successful completion of the 30-day performance test, contractor shall cut over radio system operations from the old system to the new system. A preliminary cutover plan will be provided with the proposal (PI 016). The cutover plan will address the cutover of both the fixed infrastructure and the subscribers and will identify all measures taken to ensure that loss of radio communications will not exceed 10 minutes per day. Loss of communications will only be permitted during non-revenue hours of the rail system Radio System User Evaluation Period Following cutover and before final acceptance, WMATA s users shall have a 90-day period in which to report radio system problems. Contractor shall log each reported problem and either (1) resolve the problem, (2) register the problem as a warranty issue and provide a plan of action to resolve the problem, or (3) explain the problem to WMATA s satisfaction. Contractor shall work with WMATA to establish and communicate an effective user problem reporting process. Contractor shall be the primary point of contact. WMATA shall have full visibility into the process throughout the period. In essence, this process will be same process used throughout the warranty and any purchased support periods for WMATA to engage Contractor for support. Page 29 of 89

30 Final System Acceptance Final system acceptance will follow successful completion of all tests in the approved contractor s acceptance test plan Substantial Completion Inspection Report (SCI) Upon completion of the final system acceptance tests the Contractor shall submit an SCI report that will include the following information: Certificate of approval for all designs Certificate for completion of all tests with copies of approved test reports Punch Lists cleared of all discrepancies Certificate of Completion for Training Certificate for Delivery of Spare Parts Certificate of approval of as-built drawings Certificate of delivery of documentation for Maintenance and Operations Certificate of completion of System Safety and Security documentation The SCI report shall be submitted in electronic format (CD). (CDRL 023) Approval of the SCI documentation by WMATA will signify the start of the contractual warranty period. Page 30 of 89

31 7. General System Requirements This section provides general requirements applicable to all systems specified in this RFP. The goal of the RFP for WMATA to procure a P25, Phase II radio system that will maximize compatibility with existing infrastructure, improve operational capability, maintainability, technical quality, interoperability with adjacent jurisdictions and with a low propensity toward obsolescence. This RFP is for a single cell, wide area, digital simulcast trunked radio system, including the following subsystems: P25 Phase II (6.25 khz equivalent Time Domain Multiple Access (TDMA) Simulcast Trunked Radio System Leased Site Network Alarm System Logging Recorder Upgrade 7.1. System Reliability General No single-point failure shall reduce the ability of the system to provide two-way radio voice communication. A full geographic redundant system is required. System redundancy will apply to all core system and will cover communications as well as administration and control functions. A particular concern is the control dispatch locations at CTF and JGB that would need core systems with full local and geographical redundancy (see section 5.4.3) Major Failures Major failures affect the operation of the system, cause degradation in system performance or in the ability to perform the mission. The following are considered major failures: Loss of functionality of any entire site Simultaneous loss of 25 percent of the radio channels (rounded up to the next whole channel) in the simulcast system Failure of 25 percent of the console positions (rounded up to the next whole console) at either communications center Failure of the alarm system to report any alarms within its alarm reporting cycle Loss of wide-area communications capabilities or networking Loss of simulcast capabilities Any failure that causes the trunked system to fail or revert to operation as a conventional radio system Loss of primary system clocking Loss of system administration capabilities Failure of the primary CPU of the network management system Page 31 of 89

32 System Failure Modes The proposer shall describe in detail his approach to system or component failure (PI 017). All failure situations identified below shall be specifically addressed. A description of potential failure mode fallback or redundant operation, impact on service, alarm indication, and capability of restoration shall be provided Control Data Redundancy The radio system shall incorporate control data redundancy. Either the system shall provide more than one control data channel or a secondary control channel shall be automatically activated whenever the primary control channel fails. When a single control channel fails or when the secondary control channel is activated, the system shall continue to operate as a full-featured trunked system. The proposer shall provide a detailed explanation of the specific control channel operations (PI 018), particularly for vendor-specific implementation of unique features offered. This shall include system drawings, timing diagrams, and functional descriptions of how the control channel is implemented Traffic-Bearing Channel Failure Failure of a traffic-bearing channel shall cause the system to remove that channel from operation. The system shall continue to operate as a full-featured, simulcast trunked system Multiple-Mode Failures Multiple-mode failures of control system components may cause the trunking aspects of the system to degrade or to fail, but under no circumstances shall any combination of failures of the control system cause the radio equipment to become inoperable to the extent that the system cannot be used as a conventional radio system. In the event that the system reverts to conventional system, subscriber units shall revert to conventional operation Equipment Mounting Land Mobile Radio (LMR) equipment shall be mounted in open equipment racks when located inside environmentally controlled rooms/shelters. All sections of a rack without equipment must be filled with spacer panel. Equipment racks shall be securely fastened to the floor and connected to a common ground. Floor-mounted cabinets will be provided when the equipment rooms/shelters are not environmentally controlled. Cabinets shall be securely fastened to the floor Installation Page 32 of 89

33 Contractor shall install equipment and physical facilities in a neat and professional manner, employing the highest standard of workmanship and in compliance with all applicable federal, state and local regulations and standards and with the Contractor s own installation standards. Contractor shall leave all sites in a neat, presentable condition throughout the installation phase of the project. All rubbish, temporary structures, and equipment shall be removed prior to site or system acceptance Control of Measuring and Test Equipment Measuring and test equipment used for installation and/or for determining compliance with quantitative values shall be part of a documented calibration control program. Torque wrenches, which shall be used whenever a torque value is specified, shall be included in the calibration program. Multimeters used for checking continuity do not need to be in the calibration program; however, multimeters used for measuring quantitative values shall be included in the calibration program. Rulers, tape measures, and bubble levels shall be in good condition; however, they do not need to be included in the calibration program Radio System Coverage Coverage Requirements Service Area and Coverage Test Sectors The radio system shall provide coverage in the service area shown in Figure 7-1. A PDF illustration, an Excel file, and an ESRI Shape File with geographic locations defining Page 33 of 89