Washington County Purchasing Department Washington County Municipal Center

Transcription

1 Washington County Purchasing Department Washington County Municipal Center Tel: (518) Fax: (518) TDD: (518) March 28, 2018 Ladies and Gentlemen: Enclosed is Notice to Bidders outlining time, date, and place where sealed bids will be received for furnishing equipment, materials, or services to be required by Washington County and designated as Specification No VHF Simulcast/Interoperable Public Safety Radio System. Also enclosed are Instructions to Bidders, Proposal Form, Specifications, and Non- Collusive Bidding Certificate for this item. We hope you will provide us with a bid. Sincerely, Robert Buck Purchasing Coordinator Enc.

2 Washington County Request for Proposals: VHF Simulcast/Interoperable Public Safety Radio System Issued: March 28, 2018 Responses Due: May 3, 2018, 2:30 PM RFP # For additional information, contact Washington County Administration (518) countyadmin@co.washington.ny.us

3 Overview: Washington County is requesting proposals from qualified Vendor s to plan, design, install and make fully operational a radio system of the type and style, and with the operational and coverage capabilities required by the County. Submittal Requirements: Sealed proposals must be received no later than 2:30PM (EST) on May 3, 2018: Proposals will be received at: Washington County Purchasing, Room B240 One original and five (5) copies of the response to this RFP are requested Include one original set of the non-collusive and notary forms found on the last two pages of this RFP All proposals must be accompanied by an electronic version for duplication purposes Please mark Radio System RFP conspicuously on the outer envelope portion of the sealed envelope Responses received after the deadline will not be considered by the County Questions and Requests for Clarification: For questions or clarifications, please contact Washington County Administration at or via at countyadmin@co.washington.ny.us All questions and requests for clarification must be submitted no later than April 13, 2018, 2:30pm. Answers to questions and requests for clarification will be compiled and posted on the County s website at washingtoncountyny.gov/466/purchasing accompanying this RFP document no later than April 20, 2018, 4:30pm. 1 P age

4 1 Project Requirements 1.1 Overview Project Description Washington County (the County) has issued this specification as part of its project to upgrade the current public safety radio system. The County has been using a radio system that has components that date back 10 to 15 years. The County has embarked upon this project for the purpose of updating the radio system with a modern P25 conventional VHF simulcast radio system. The County is proposing a public safety grade P25 conventional VHF simulcast voice radio system with analog VHF highband paging. The County will also be integrating portions of its current system, which will be continued to be used during the transition and in the future Process Overview The specification contains numerous sections with each defining different aspects of the radio system. Each segment addresses a specific portion of the radio system. The specification sets forth requirements made by the County relative to technical, operational, administrative and financial aspects of the system. Each Vendor must respond to the specifications and questions posed according to their products' capabilities. Vendors are encouraged to offer alternatives to the assumptions made by the County, but each must respond to and be compliant with the primary specifications and questions before offering any alternatives This specification constitutes a solicitation to purchase a new public safety radio system, and as such, the body of the specification and the successful Vendor s response will be incorporated into a contract document The County shall be sole judge of which Vendor s response best meets the technical, operational and financial needs of the County. The County reserves the right to reject any or all responses to this specification. Decision of the County is final. 2 P age

5 1.2 Radio Systems/Subscribers Overview Radio System The Vendor shall offer a Public Safety Grade P25 conventional VHF simulcast system. The system shall consist of one simulcast zone transmitting from five sites. Provide an optional price for additional channels and describe maximum expandability. The Vendor must propose an initial solution that contains operations from all sites as outlined in the specification. Vendor must respond to all questions and technical assumptions made by the County for their response to be considered compliant. The Vendor is encouraged to provide the response that is input into the RFP document provided Paging System The Vendor shall offer a VHF-high band system that provides paging for both the EMS and Fire analog/tone paging systems. The single paging channel must be simulcast as 1 zone across all sites. The paging operations shall be controlled via the consoles Subscriber Units Subscribers will have the option to purchase subscriber units from any Vendor compatible with the selected fixed site system. 3 P age

6 2 General Requirements 2.1 Competency Guarantee In responding to this specification, the Vendor confirms and guarantees that it is technically competent and qualified to plan, design, install and make fully operational a radio system of the type and style, and with the operational and coverage capabilities required by the County By accepting the Vendor s offering, the County understands and Vendor confirms without reservation or condition, that the system offered is guaranteed complete and will meet all requirements set forth herein As a condition of award of contract, and in consideration of the amount of the award, the Vendor guarantees that it will develop, implement, connect, make operational, and do all other work necessary to complete the project. 2.2 System Completeness and Representations The Vendor must do all work as specified herein and provide all documentation and finish all site/system work as required The Vendor shall engineer, supply, deliver, install and make operational all the equipment defined in this specification. This equipment shall create a complete, engineered system, which is fully operational and provide all the features and functional capabilities called for throughout this document All descriptions and representations shall be considered part of the specifications for any piece of equipment to which they relate or refer in any manner Failure of the Vendor to read and/or understand each of the requirements, or the Vendor s failure to include any feature, device, operational capability or services required to meet the intent of this specification, whether specifically called for or not herein, or regardless of where they appear herein, shall not reduce the Vendor s responsibility to provide them for the base price proposed. No extras or other compensation shall be allowed in case of such omissions. 4 P age

7 2.2.5 Omission of any switch, feature, function, module, connector, indicator or other component or device from this text or the annexed schematic representations, drawings, charts, lists, etc., that is required to make the system complete and acceptably operational in accord with the intent of this procurement, shall not exempt the Vendor from including, providing and installing the same for the base price quoted as if it were specifically called out. 2.3 First Quality Unless otherwise stipulated in writing by the County, all radio units, consoles, encoders, decoders, voters, modems, boards of all types, processors, controllers, racks, cabinets, stands, CRTs, computer mice and trackballs, cables of all types, connectors (electrical and mechanical), hardware of any description, wire of every type, all mounting devices, antennas (fixed and mobile), lightning arresters, lamps, UPS units, circuit boxes, conduit, electrical fixtures of all types, tie wraps, tape, fasteners, mounting boards and platforms, and all other items used in the assembly and installation of this system, shall be of first class quality and free of all defects and damage Upon request by the County, Vendor shall furnish satisfactory evidence as to the kind and quality of such products and items Equipment is considered new even if materials used in its construction, packaging, shipping, installation, or documentation have been recycled or returned from a previous shipment without having been installed or placed in service. If, when inspected by County representatives or any other governing or licensing agency, any item intended for use in this project is rejected as not compliant with these requirements, after having been delivered to the site, shall be immediately repaired to the satisfaction of the Project Director or removed from the property by the Vendor If the Vendor fails to repair or remove such rejected materials and/or equipment items promptly, the County will cause same to be removed by others at the expense of the Vendor. The County reserves the right to withhold payment for such material, etc. 2.4 Product Substitutions and Alternatives Vendors may offer alternate products they consider equal to or better than products specified herein. 5 P age

8 2.4.2 Such alternate offerings shall be submitted to the County, complete with cut sheets, drawings, specifications, etc., within the time set forth for submitting questions Upon receipt of this documentation, the County will determine if the alternate product is acceptable to the application as an alternate or substitute If so, all prospective Vendors will be notified by addenda in order to afford each an equal bidding opportunity If the offering is found unacceptable, all Vendors will be so notified. 2.5 Product Samples Each Vendor must provide, if requested by the County after the specifications have been received and the technical portion is under evaluation, samples of finishes and of specific products as offered in the specification, for evaluation by the County Evaluation shall consider the design quality, ruggedness, operational quality and suitability to the County's needs Samples shall be provided within ten (10) business days following the day such request is made by the County to the Vendor Failure to provide requested samples may be deemed cause to declare the offering incomplete and unresponsive, resulting in its removal from further consideration The County shall be the sole judge as to the quality and suitability of the products offered for use in this system. Decisions by the County shall be final Samples of equipment not specifically offered in the specification may not be shown, offered, or otherwise mentioned during any portion of the evaluation process. Only products and services specifically identifiable in the specification may be addressed. 6 P age

9 2.6 Standards Compliance FCC Requirements All equipment proposed must meet or exceed all applicable FCC requirements and the system requirements set forth herein Where a conflict appears between these standards the more stringent requirement shall be the minimum acceptable National and Other Applicable Standards All wiring and installation services must conform to applicable standards including, but not limited to, OSHA, ADA, NEC, NFPA, and BOCA New York Statewide Communications Interoperability Plan (SCIP) NYS 700MHz Public Safety National Interoperability Channel Plan Guideline NYS Name & Use of MHz in New York State (NYLAW1) Guideline NYS Name and Use of Common EMS VHF Radio Channels in New York Guideline DHS OEC Guidelines for Encryption in Land Mobile Radio Systems P APCO Wireless Deployment & Management Effective Practices Guide New York State Standards OASIS National Plan for Mitigating to IP-Enables Systems NENA Standards APCO Project APCO/CSAA Other standards, identified in other portions of this specification, shall by reference, be included here 7 P age

10 2.6.3 Emissions Certification All equipment proposed in which microprocessors or switching power supplies are used shall have undergone comprehensive electromagnetic emissions testing, and the Vendor shall certify that any testing is equivalent to Part 15, Subpart "J" of the FCC rules for Class "A" computing devices. The Vendor may be requested to submit the test report for review, upon request, without charge, at any point during this process Workstation Certifications Monitors and workstations will be UL and FCC approved devices, with TCO and Energy Star or equivalent certification. Other certifications such as epeat or RoHS compliancy shall be stated Standard Precedence Specific work requirements set forth in the various parts of the specification by the County will be deemed the established standard for that work, taking precedence over any other recognized standard. 2.7 Patented Items The Vendor agrees to indemnify, defend, and save the County, its agents and employees harmless from liability of any nature or kind for the use of any copyrighted or un-copyrighted composition, secret process, patented or un-patented invention, articles or appliances furnished or used in performance of this contract for which the Vendor is not the patentee, assignee or licensee but which the Vendor has provided as part of its proposal to and contract with the County. 2.8 Mechanical The equipment shall not have any sharp edges, etc. that could be hazardous to the user, installer or repair person. Assemblies, welds, screws, rivets, etc. shall be secure All equipment must fit in standard racks or cabinets that do not exceed 24 width x 28 depth x 84 height. 8 P age

11 2.8.3 The Vendor shall provide the minimum spacing/setback between radio equipment racks or cabinets. The Vendor will also provide any spacing/setback requirements for any equipment that will not be located in a standard rack such as batteries or UPS equipment The Vendor shall locate and install all equipment at mutually agreed to locations with the communications building locations. These locations will be determined and documented prior to installation. All equipment cabinets or racks shall be secured directly to the floor to prevent accidental shift in location or tipping. The Vendor shall provide front and aerial views of the proposed rack layout for each of the sites The Vendor shall provide all necessary interfaces with base repeaters, peripheral computer hardware such as consoles, microwave, PSTN or legacy conventional equipment. Interfaces shall include cabling and modems, all of which shall be identified by the functional diagrams of the proposed system The Vendor must provide and install all necessary cabling between equipment and interface devices. The Vendor shall supply a cable ladder plan prior to starting the installation that will show the areas of the cable ladder in which the cable will be installed. All cabling shall be labeled with pre-printed adhesive wire labels. The labels shall be every 3 feet and at ends adjacent to the connectors. All cables shall be secured every 3 feet with tie wraps. All openings for cables entering cabinets or racks shall be protected by rubber grommets. No splicing of cables will be allowed. 2.9 Environmental The radio equipment will be located in typical communications shelters and locations. All of the buildings will contain substantial amounts of communications equipment and will be designed for expansion beyond the upgraded radio system. The Vendor shall provide equipment that is designed to fully operate without degraded performance in the communications buildings under normal operating and failure conditions that exist such as power or HVAC failure Non-Dispatch Locations All outside RF equipment shall be designed to operate continuous duty with a temperature range of -22º F to +144º F with a non-condensing humidity level of 95% All network equipment shall be designed to operate continuous duty with a temperature range of 32º F to +113º F with a non-condensing humidity level of 95%. 9 P age

12 Equipment shall be properly designed and shielded to prevent any degraded operation in high RF environments associated with communications facilities Dispatch Locations All equipment shall remain operational at room temperatures of 40 F to 95 F All equipment shall remain operational in a range of 20% to 80% relative humidity, non-condensing All equipment shall be storable in a range of 32 F to 120 F All equipment shall be storable in a range of 10% to 90% relative humidity, non-condensing Surface Temperature The temperature of conductive exposed surfaces, including metal covered with thin coatings, shall not exceed 130 F, at the highest operating ambient temperature of the equipment Thermal Output Vendor shall state BTU requirements of all equipment and workstations Plenum Rating All wiring and/or cables installed above ceilings or under floors shall be plenum rated Electrical Environment Equipment shall meet all of the requirements, e.g., function normally in the presence of, or after subjection to, those electrical environmental conditions or stresses that are designated as normal The equipment shall be protected and isolated from transients, surges, sags, noise, brownouts, harmonic distortion, induction, power line faults, etc Static Discharge Electronics shall successfully withstand electrostatic discharge (ESD) potentials of up to 8,000 volts from a human body on any exposed surface with no effect on normal operation. 10 P age

13 2.9.9 Audible Noise Emission Equipment noise emission shall not subject any personnel to sound levels greater than those allowed in Occupational Safety and Health Acts (OSHA) regulation , considering exposure time and place of installation It is desirable that the noise level of the equipment is limited to 50 db continuously, or 75 dba intermittently (less than a 10 percent duty cycle), at normal distances as measured on the A scale of a standard sound level meter at slow response Grounding Site Grounding The County has provided electrical grounding and lightning grounding at the communications sites. The Vendor will be responsible for completing an audit and recommendations when requested by the County for providing the grounding beyond the County-supplied grounding required for safety and proper operation/protection of the Vendor-supplied equipment Equipment Grounding The Vendor shall have detailed specifications for the grounding of its equipment to safeguard personnel from electrical shock hazard, to prevent equipment damage and service interruption, and to provide a reliable zero voltage reference for equipment operation. Each frame/chassis ground shall be electrically isolated from the common equipment to eliminate ground loops due to ground potential differences Power Line, Data, and Control Surge Devices Power line transient and surge protection shall be provided for any common electronics equipment and each operator position in the system. The minimum discharge current rating for each line surge protector shall be 10,000 amperes. Describe protection system and specifications Transient and surge protection shall be provided for each radio tie line (RTL) in the system, having a minimum discharge current rating of 5,000 amperes. Describe protection system and specifications. 11 P age

14 When data, signal and/or telecommunications connections are made using copper conductors, it is required that TVSS devices shall be used on these lines to provide the appropriate level of protection. Even when gas tube or carbon-block primary protectors exist, it is strongly recommended that secondary TVSS protection be provided Power Requirements Commercial and Backup Generator Power All the County sites will operate with commercial power under normal conditions. However, all sites will have backup generators that will provide backup power to the sites. The Vendor shall provide the appropriate power conditioning to ensure protection to the equipment during conditions that might occur with the transfer of power from commercial to generator power. All equipment shall run from 120/208 volt, 60 Hz AC power directly or via a battery powered system which shall run from 120/208 volt, 60 Hz AC power The Vendor shall provide the power requirements of each rack of equipment, as well as the total power requirements of the site DC or UPS Backup Power The Vendor shall check compatibility with any existing UPS equipment, and check for load sizing. Vendor shall make recommendations about the use of existing UPS equipment, and propose additional or replacement equipment as necessary. Vendor shall state UPS power requirements of any common electronics, and each console position The Vendor shall provide specifications sheets for all equipment provided Software Requirements System Security The system shall provide a mechanism to prevent outside contamination, along with descriptions of the system protections. The system shall be hardened to protect against outside software breaches and against failure due to software issues such as viruses, worms and other forms of destructive interaction with outside software elements. 12 P age

15 2.13 Labeling All infrastructure items comprising of the system shall be labeled with a non-removable label that is water resistant. The label shall indicate the name of the piece of equipment, the operating frequency if the equipment is frequency dependent. The labeling shall be consistent with both the functional system drawing and the rack layout. The label shall be bar code readable for semi-automated inventorying of the equipment upon delivery. The Vendor shall provide five (5) pictures of the labeling examples in the response that are consistent with this requirement Describe the recommended labeling method of the in-building cables and wires Labeling of new combiners and multicouplers are the Vendor s responsibility The County will supply fixed asset, Property of Washington County stickers and any stickers required by grant funding for purchases hereunder, which the Vendor will be required to affix to equipment to be determined by the County. 13 P age

16 3 Overall Design 3.1 Overview Washington County (the County) has issued this specification as part of its project to establish a new public safety radio system. The County has been using a radio system that has components that date back 10 to 15 years. The County has embarked upon this project for the purpose of updating the radio system with a modern radio system. As a separate project, the County has been upgrading the communications sites and the interconnections between the sites. Because of the numerous items surrounding the determination of the radio system, the County intent is to review the cost and benefits of the various systems proposed to determine the best direction for the County. The County is proposing a Public Safety Grade P25 conventional VHF Simulcast system with analog VHF high-band paging. The system will be broken into a maximum of one zone with a minimum of 4 proposed RF channels. The County will also be integrating portions of its current system, which will be continued to be used during the transition and in the future The County proposes at a minimum a simulcast solution for the following systems Fire and EMS Alerting/Dispatch (One-way communications) EMS Response (Repeated) Law Enforcement Response (Repeated) Fire Response (Simplex New VHF Frequency). The current fire response frequency is on VHF Low-Band. The vendor must incorporate a patch or other comparable technology between the old and new fire frequency so as to account for both technologies being used in the field The current communications system consists of seven (7) communications sites One (1) tower site/control point is located at the primary Emergency Communications Center at the Washington County Municipal Center N, W One (1) control point is located at the back up 9-1-1/Communications Center located at the Warren County Sheriff s Office N, W 14 P age

17 Mount Defiance Ticonderoga, NY N, W Prospect Mountain Lake George, NY N, W Burch Hill Hebron, NY N, W Willard Mountain Easton, NY N, W Colfax Mountain Jackson, NY N, W The current microwave links between the sites are in the process of being upgraded to accommodate a simulcast system. 3.2 Current System The County provides communications and service to 35 fire departments, 10 emergency medical service (EMS), 10 police agencies, and County Department of Public Works, totaling 56 emergency response provider agencies. The above agencies represent all public safety agencies within the County of Washington, as well as portions of the Counties of Rutland and Bennington within the State of Vermont The County provides PSAP and emergency dispatch services for all communities and agencies from the Emergency Communications Center in the County Municipal Center on Broadway in Fort Edward, New York The communications center consists of six fully functional dispatch positions The current backup communications center is located at the Warren County Sheriff s Office, SR 9, Queensbury, NY Washington County uses a variety of radio systems The County systems include: VHF low-band fire communications system. (Simplex, voted receive, console selected transmit). Low band fire communications are to be replaced by VHF frequencies VHF high-band fire paging and alerting. (One-way communications) VHF high-band law enforcement mobile radio district (MRD-North). (Duplex, voted receive, set repeat transmit from Burch Hill, console selected transmit) 15 P age

18 VHF high-band law enforcement mobile radio district (MRD-South). (Duplex, voted receive, vote steered transmit Willard Mtn/Colfax Mtn, console selected transmit) VHF high-band EMS paging/alerting & EMS communications system. (Duplex, voted receive, set repeat from transmit Burch Hill, console selected transmit) VHF high-band DPW communications system. (Duplex, voted receive, set repeat transmit from Burch Hill, console selected transmit) VHF low-band Emergency Management System (Simplex, voted receive, console selected transmit) VHF high-band Emergency Management Repeater system Multiple simplex stations Currently, the County radio system consists of a network of towers in and adjacent to Washington County. Not all services are located on all towers. Type of Operation Area of Sites Operation Law Enforcement MRD Countywide Defiance, Ft Edward, Burch, Willard, Colfax Law NYLAW1 Countywide Defiance, Ft Edward, Burch, Willard, Public Works Countywide Defiance, Ft Edward, Burch, Willard, Inter and Intra Operability Nationwide Burch Fort Edward/Hudson Falls Village Fort Edward PD EMS Alerting & Countywide Defiance, Ft Edward, Burch, Willard, Colfax Communications Fire communications Countywide Defiance, Ft Edward, Burch, Willard, Colfax Fire Alerting Countywide Prospect, Defiance, Ft Edward, Burch, Willard, Colfax Emergency Management Regionwide Prospect, Burch, Willard, Colfax 16 P age

19 3.3 Wide-Area Radio System The new system shall consist primarily of a conventional, Public Safety Grade P25 conventional VHF analog simulcast. This system will primarily be used by Law Enforcement, Fire/EMS, Emergency Management and Public Works. In addition, there will be an upgraded simulcast paging system implemented on analog tone/voice VHF High-band for both Fire and EMS. The selected paging system will be tone/voice. A successful Vendor must provide a system that meets the system requirements as outlined. As an alternative, if desired offer alternatives that will provide additional advantages above those provided by the system outlined. The radio system will consist of one primary coverage area encompassing Washington County and western Rutland and Bennington County s in Vermont. The following attachments contain the information for the system Radio System - VHF High Band public safety grade P25 conventional, with minimum simulcasting of Law Enforcement MRD, EMS Response and Fire Response frequencies. The vendor shall show pricing for adding additional base stations to the simulcast plan Paging System - (1) one VHF analog simulcast tone/voice paging system National Interop Channels composed of 3 single channel base stations operating VHF-high band, UHF, and 800 MHz. and 3 four frequency base station/repeaters operating in non-simulcast analog and digital conventional channel modes VHF-high band, UHF, 700 MHz and 800 MHz Attachment 1 Site Data The site data for the sites the County currently utilized is outlined Attachment 2 Current Frequency Plan The current frequency plan is outlined Attachment 3 Future Frequency Plan The frequency plan for the new system and VHF paging system is outlined. 3.4 Backup Control Stations As part of this proposal, the Vendor shall provide the following equipment at each of the two dispatch locations Current Motorola MTR-2000 VHF Stations may be reused for the below control station requirements. 17 P age

20 One (1) UHF static single frequency control station One (1) UHF console selectable multi-frequency control station Three (3) VHF static single frequency control stations Two (2) VHF console selectable multi-frequency control stations Two (2) combiners, one for each band Three (3) antennas (two transmit and one receive) and 100 feet of transmission line, accessories and installation, one for each antenna. 3.5 Dispatch Consoles and Logging Recorders The County will have two communications centers - a primary and backup communications center. The primary communications center will be located in its current location at the Department of Public Safety, Washington County Municipal Center Building B, Basement, 383 Broadway, Fort Edward, NY. The current backup communications center is located at the Warren County Sheriff s Office, State Route 9, Lake George NY Currently, the communications center uses a mix of VHF low-band and VHF high-band conventional analog channels All current department alerting is performed via either single page buttons or the page list within the Motorola MCC-5500 Communications Console Currently, the County records all telephone circuits by line, radios by channel, and all position audio. The County is in the process of soliciting information for an upgrade of the current recording application. 3.6 Subscribers The County will not be purchasing any subscriber equipment. 18 P age

21 3.7 Project Implementation The Vendor shall implement the system in phases after staging the equipment at the Vendor s location. The County plan is to implement the system in phases and to test the system at the completion of each phase. Phase I will include the staging of all the equipment including the simulcast solution. Phase 2 will consist of the installation of the dispatch control stations and interoperations channels. Phase 3 will include the installation of all the RF equipment and optimization of the various simulcast systems. During Phase 4, the system will be tested, cutover will occur, and following a sixty (60) day error-free burn-in period, the system will have accomplished coverage testing. Phase 5 will involve end user deployment, final acceptance and warranty commencement. 3.8 Multiple Manufacturers Currently, conventional analog provides the greatest amount of subscriber options. The goal of P25 is to replicate the Vendor s selection and allow numerous different manufacturers equipment to interoperate, and the County is interested in having multiple sources of user radio equipment for the new radio system Identify any other radio equipment manufacturers that offer user radio equipment that is known to be compatible with all of the P25 features and capabilities of the Vendor s proposed system infrastructure Identify any other radio equipment manufacturers of system components, system interfaces, base stations, and subscribers that offer radio equipment that is known to be fully compatible with the P25 features and capabilities of the Vendor s proposed system infrastructure. 3.9 Prior Experience The County desires a system that is ready to operate from the time of initial installation. 19 P age

22 Vendor shall include a list of at least up to four (4) references together with supporting documents demonstrating that the Vendor has successfully implemented similar systems, of similar size and complexity in the United States of America or Canada during the past five (5) years. List the projects in order of proximity to Washington County and identify (i) the name of the system, (ii) the location, (iii) the contact person, (iv) contact person s address, telephone number, and address; and (v) identify the Vendor s role in each such project. References from New York government entities are preferred, but not required The Vendor in its proposal shall make provision to cover the actual expenses of up to six (6) County representatives to travel to the closest manufacturer s site from Fort Edward, New York. Any such travel shall be in accordance with the County s travel policies For each of the systems, list the band, type of protocol used on the system, type of operation (voice and/or data), type of system backbone, system software version, number of sites and how the sites are networked (simulcast or multicast), and date the system was accepted Life Cycle The County s goal is to maximize the investment and usefulness of the system; therefore, the life cycle and the expandability of the product are important to understand. The Vendor shall provide a system that will support operations for at least the next 15 years Describe what the Vendor feels is the life of each major component of the system and what the predicted life of the radio system is. The response shall include discussion how the Vendor plans to react to software and hardware incompatibilities. The major areas that will be reviewed are system, RF systems, consoles and subscriber units List the Vendor s supported life for all system components in order of shortest supported life to longest supported life Describe the system's expandability with regard to the major elements of the system and discuss how the expansion of each major element will affect the other components of the system. 20 P age

23 4 Voice/Paging/Interoperations Radio 4.1 General Requirements The scope covered by this section of the specification and the resulting contract includes the development and installation of a VHF high-band public safety grade P25 capable/compliant simulcast repeated radio system and a conventional, simplex analog VHF paging system by the Vendor Voice Radio System The Vendor shall provide a VHF repeated simulcast solution at a minimum for Law Enforcement, EMS Response, and Fire Response, with the possibility for future expansion Paging Radio System The Vendor shall provide a simplex simulcast analog VHF paging tone/voice system, utilizing the current alert frequency MHz National Interoperation Channels The Vendor shall provide the channels to support National Interoperations channels from the dispatch center in the VHF high-band, UHF and 700/800 MHz bands as documented in attachments 2 & The successful Vendor must provide, install, implement and test a turnkey radio communications system of the County s selection offered by the Vendor in response to the specification The Vendor is required to interface the equipment it provides with the County s microwave interconnect system, communications consoles, and audio recording equipment. 4.2 System System Operation Describe the system that will be used to implement the radio system Describe the system from a function description Describe the system from a hardware description. 21 P age

24 List all P25-compliant interfaces to the system Describe the system capacity in terms of expansion of channels, sites and dispatch locations/positions. Indicate how the capacity is determined, what the capacity is currently used and what capacity is remaining. 4.3 Voice Radio System Capabilities Describe the capabilities of the system and any abilities to control the processing of the following types of calls. For areas that are not applicable for the various modes please reply "Not supported by protocol" MDC1200 Signaling GE Star FleetSync P25 Conventional The system must have the ability on any channel to transmit and receive as either analog conventional, P25 or mixed mode Emergency Calls and Alerts Emergency Alarm Selective Alerting Other System Features Channel Hangtime 22 P age

25 4.4 Paging Radio System Capabilities Describe the capabilities of the system and any abilities to control the processing of the following types of paging options. For areas that are not applicable for the various modes please reply "Not supported by protocol" VHF analog tone/voice simulcast - Two-tone voice system that allows sequentially emitted tones to activate standard two-tone pagers System management Describe how the paging system will be integrated in the system management system Console system Describe how the paging system will integrate into the console system Describe paging system redundancy Describe fault tolerance and how the paging system will react to server failures, single-site failures, connection failures, and any other system components that will degrade the paging system Please indicate the paging call capacity for a typical public safety profile. 4.5 Interoperation Radio System Capabilities Describe the capabilities of the system and any abilities to control the processing of the following types of base station/repeaters options. For areas that are not applicable for the various modes please reply "Not supported by protocol." In all bands of interoperations, the console must be able to monitor the receive side of the repeater and enable or disable the repeater function from the console. In addition, for the TAC channels that console operator must be able to select the TAC channel from the available TAC channels to operate on. Describe system capabilities to perform this function. 23 P age

26 4.5.3 The normal operation will be for the dispatcher to monitor the four bands CALL channels. As needed, the dispatcher will enable the repeater of the CALL channel. In addition, the dispatcher will have the ability to select any of the TAC channels in the band, with the exception of the 700 MHz band which will be limited to the Hudson Valley focused channels, as found in attachment 3. The console will indicate to the dispatcher the channel the dispatcher had selected. The TAC channels will in general have the repeater disabled, until enabled by the dispatcher. Describe how the system will provide this functionality For each band, there will be a separate CALL base station/repeater and separate multi-channel TAC base station/repeater. Each base station/repeater will be duplexed and connected to one transmission line that will be mounted on the tower. The base stations/ repeaters and duplexer must be rack mounted The base station/repeater channels are described in Attachment 1 Site Data. 4.6 System Channel Capabilities The system shall be capable of supporting RF sites in all major frequency bands including VHF, UHF, and 700/800 MHz. Describe the bands the system will support and additional components that will be required to support the various bands Describe the number of channels the system is capable of supporting. Outline additional components that will be required to support the additional channels and the number of channels at each site in the system. Describe how the system capacity is determined and the items that affect the capacity Describe the types of digital and analog signaling the system is capable of supporting. Include types of analog signaling that the system and the consoles are able to receive Describe the number of radio users under typical public-safety operations that simulcast system will support. The Vendor shall explain the assumptions used in its modeling of the site capacity. Assume the following criteria: grade of service 1% or better, average queue time of two seconds or less, average call time of seven seconds and number of push to talks (PTTs) per hour of five. 24 P age

27 4.7 Simulcast The Vendor shall provide a simulcast system that delivers consistent and reliable radio coverage, voice quality and radio call capability during normal operations. The system must gracefully degrade and provide the best possible radio call capability during failure times Describe the transmit simulcast and voted receivers architecture in detail, with written descriptions of all major system components and their functions. System and site block diagrams shall be provided to show the interconnection and the detailed audio/logic signal flow between system elements Describe the timing device or clock required to provide the timing stability for the simulcast system. The clock must also provide external interfaces so other devices may use the same clock for timing These systems shall be capable of automatically adjusting the path delay and amplitude of any one or all the circuits utilized in the system to maintain high simulcast audio quality in the talk-out direction. The automatic adjustment shall compensate for any change in interconnect circuits. Describe the system s method of providing simulcast timing including but not limited to initial optimization, resetting interval and method, simulcast time delay control and limits as it pertains to remote sites distance, frequency stability, self-testing and corrective testing that will occur during normal system operations and what procedures will be followed to correct simulcast errors Describe the functionality of the voted receive system. Include a detailed description of how the voted receive system selects the best receive audio source The County is installing a high-capacity microwave system 150 Mbps. The system will carry the majority of the radio system traffic; however, in some cases it may be required to connect sites with fiber or PSTN circuits. The Vendor s simulcast design shall be GPS synchronized and shall have the capability to connect audio and data between the prime control site and transmit sites via microwave circuits, fiber or PSTN-based T-1 circuits. Confirm the use of the three types of connectivity media and describe the inter-site requirements system Describe the process and the equipment for adding additional sites to the system. Also, specify the maximum site capacity of a single simulcast site or prime controller specifications. 25 P age

28 4.7.8 Describe the process and equipment required for the addition of base repeater or receiver channels Describe the method by which the simulcast remote sites are controlled and interfaced with the system controller. Link type and bit rate shall be specified Describe the alarms associated with the simulcast system and how the alarms relate to component/software failure and associated simulcast coverage issues Discuss in detail how the loss of an individual site will cause audio quality issues Also detail how the system determines the necessity to remove additional sites or fall into a single-site repeater mode Fault Tolerance Alarms Provide a list of all elements of the system that can affect the performance of the system. Describe how that element will be alarmed in the system, whether the alarms are analog or digital, and whether the alarm condition is reported to the network management system Alarms In addition to the radio equipment alarms, the radio system management system shall provide the ability for the County to monitor up 8 analog alarms and 32 discrete i/o alarms The Vendor shall provide a highly reliable fault tolerant system. The County understands that there will be failures of system components and connectivity. The Vendor shall provide a radio system that will minimize the effect of a failure and without creating cascading issues. Fault tolerance shall be provided to not suffer the loss of wide-area operational capability as a result of the failure of a single system component. Describe the impact to the conventional simulcast offering when a control component or a site is lost Describe methods to back up system/radio configuration data Describe the methods the system is programmed to use to self-heal or self-isolate any issue to minimize impact to the system. How are these automatic operations communicated to the system manager? System Redundancy 26 P age

29 The County understands that devices central to the operation and control of the entire system are a potential single point of failure. A system that exhibits the possibility of losing any of the fully operating system features upon failure of a single device or major component will not be acceptable. Vendors are to confirm that the system being offered will not have any single point of failure that disables or disrupts any trunking or operational feature Area of Failure Describe how the system reacts to a failure of any of the system components described. With each area of failure, describe how the failure impacts the following operational area impacted by failure Master Site(s) Describe all master site component failures individually. Include all LAN/WAN equipment and servers. The Vendor shall include failures affecting system components and operations. Describe how these elements will be alarmed and are reported to the system manager. All elements must be alarmed Radios How do radio units react and adapt to failure? How is normal operation hindered? Dispatch How does dispatch react and adapt to failure? How is normal operation hindered? Wide-Area Call Describe how sites react to failures for both multicast and simulcast. Describe how the failure affects site and channel availability and operations Detection Detail where and how failure is detected, indication to radio units and dispatchers, and indication to the system operator Protection Detail the proposed protection components, fallback modes of operation, radio unit failure friendly features and estimated restoration time Probability of Failure Dispatch 27 P age

30 Describe all system component failures related to dispatch individually. Include failures affecting dispatch operations but not related to system components. Describe how these elements will be alarmed and how these alarms will be displayed at the network manager. All elements that can be alarmed must be alarmed Radios How do radio units react and adapt to failure? How is normal operation hindered? Dispatch How does dispatch react and adapt to failure? How is normal operation hindered? Wide-Area Call Describe how sites react to failures for both multicast and simulcast. Describe how the failure affects site and channel availability and operations Detection Detail where and how failure is detected, indication to radio units and dispatchers, and indication to the system operator Protection Detail the proposed protection components, fallback modes of operation, radio unit failure friendly features and estimated restoration time Probability of Failure Site Equipment Describe all system component failures related to site equipment individually, including but not limited to site controller, router, base stations, tower-top amplifiers and antennas. If the proposed design dictates varying site configurations, ensure that the analysis comprises all configurations for both multicast and simulcast sites. The Vendor shall include failures affecting system operations but not related to system components. The Vendor shall include how the system reacts to loss of simulcast sites. Discuss in detail how the loss of an individual site will cause audio quality issues and how the system will adapt. Describe all the elements that can be alarmed and how these alarms will be displayed at the network manager. All items that can be alarmed must be alarmed Radios How do radio units react and adapt to failure? How is normal operation hindered? Dispatch How does dispatch react and adapt to failure? How is normal operation hindered? 28 P age

31 Wide-Area Call Describe how sites react to failures for both multicast and simulcast. Describe how the failure affects site and channel availability and operations Detection Detail where and how failure is detected, indication to radio units and dispatchers, and indication to the system operator Protection Detail the proposed protection components, fallback modes of operation, radio unit failure friendly features and estimated restoration time Probability of Failure Connectivity Provide a thorough analysis of the results of connectivity failures such as microwave or PSTN failure or microwave or PSTN connectivity timing changes Radios How do radio units react and adapt to failure? How is normal operation hindered? Dispatch How does dispatch react and adapt to failure? How is normal operation hindered? Wide-Area Call Describe how sites react to failures for both multicast and simulcast. Describe how the failure affects site and channel availability and operations Detection Detail where and how failure is detected, indication to radio units and dispatchers, and indication to the system operator Protection Detail the proposed protection components, fallback modes of operation, radio unit failure friendly features and estimated restoration time Probability of Failure Describe components that might be added as options that are not included in the proposals that provide a higher level of redundancy such as backup for primary system controllers. 29 P age

32 4.8 RF Site Equipment General The Vendor shall offer a state-of-the-art conventional and a digital, simulcast trunked radio system capable of supporting highly missioncritical communications requirements. The Vendor is expected to offer the highest quality, continuous duty rating, high-performance robust electronic components throughout its offerings The fixed site equipment to be included and offered as part of the response shall be all that is necessary to fully install and make operable each radio system site. The fixed site equipment will include equipment to operate the voice trunked radio system, paging system and interoperation system All equipment must be installed in equipment racks no higher than 84 inches in height Receiver Voting Describe the voting system that will be used at each site and system. Include in the description how the voting decision is made and the parameter used to make the decision Describe how the voters will be configured to ensure that a failure of power to any receiving component will minimize the effect of the power failure Base Stations and Repeaters The VHF-high band, UHF and 700/800 MHz frequencies that the County will use at each individual site are outlined in Attachments 2 & The County will have the capability to operate with the national interoperability channels at VHF High-band, UHF, 700 MHz and 800 MHz at three radio sites, to be suggested by the Vendor, determined by wide area coverage Radio base stations/repeaters are to be continuous duty at the full licensed power. The equipment shall be software programmable to support any the channel in the respective public safety band - VHF highband, UHF and 700/800 MHz band All equipment, at time of delivery, shall be FCC type accepted for the proposed application, and proposals shall provide the type acceptance numbers in their proposals, if available. 30 P age

33 Describe the fixed base stations and repeaters that will be used at each location. The Vendor shall include the descriptions of all equipment parameters including, but not limited to, the electrical, mechanical, environmental and radio modulation/frequency capabilities Describe the base stations abilities to operate in either the analog or digital mode or the upgrade capability of the base stations to trunked from conventional Provide the specifications for each base station. The specifications below provide the minimum specifications VHF base station/repeaters. If the base station offering complies, indicate the base station value, if it does not comply, indicate "Non-compliant" and value RF Output Power 100 watts, minimum Duty Cycle Continuous transmit Mounting Vertical rack Frequency Control Synthesized - site Programmable 4.9 Transmit Combiners Transmit Combiners are presently being used on the current system. Provided that integrating the simulcast solution into the current combiner system does not degrade performance, then the current transmit combiners may be used. Any combiners shall be designed to operate continuous duty at full power with all transmitters transmitting the maximum allowable FCC power If additional combiners are required, describe the combiner that will likely be implemented in the system. All combiners shall be installed in an indoor free-standing rack. The Vendor shall include descriptions of all equipment parameters including, but not limited to, the power rating, isolation, channel loss, channel separation, VSWR, power rating limit, ambient operation temperature and insertion loss Describe the expandability of the combiner. 31 P age

34 4.10 Receive Multicoupler The Vendor shall provide the receive multicoupler necessary to combine the VHF channels outlined in Attachment All receive multicouplers shall be installed in an indoor 84 inch freestanding rack. All receive multicouplers shall be equipped with a test port and test line to allow the frequency performance to be tested within the building All receiver multicouplers shall fail to provide the least amount of degrading of the system. Describe how the failure affects the system Describe the combiner planned to be implemented in the system. Include descriptions of all equipment parameters including, but not limited to, the frequency range, noise figure, adjustable gain, input third order intercept point, isolation, Rx to Rx, VSWR, power supply and channel capacity. If the Vendor proposes that another combination will work better, indicate why the current design is not acceptable All components may be installed within indoor 84 inch free-standing racks Describe the expandability of the receive multicoupler Base Station Antennas The Vendor shall use the antennas that provide gain and antenna patterns as outlined in Attachment 2 for the respective sites. The antennas must be capable of operating throughout the VHF public safety band. The antennas proposed for each site will provide radiation patterns tailored to maximize the coverage area and be designed to comply with the interference standards in accordance with current licensing and FCC rules. If the Vendor feels another antenna design will work better the Vendor may propose it as an alternative Describe the antennas the Vendor plans to use in the system if different from those specified here. The Vendor shall include, but not limit the specification to wind rating, intermodulation prevention, lightning protection, termination, antenna gain, radiation pattern, down-tilt angle if applicable, polarization, rate power input, VSWR, antenna termination, frequency range and lightning surge protection. If the Vendor proposes that another antenna will work better, indicate why the current design is not acceptable. 32 P age

35 Each optional antenna, including the antenna cables and ancillary equipment, shall be designed and installed to withstand the forces exerted by winds of no less than 100 mph without ice and 75 mph with ½" of radial ice The Vendor shall provide 6-foot standoffs for mounting of all antennas. Any antenna of greater than 15 feet in length shall have a base support and a top support where applicable After installation, antenna lines shall be sweep tested with a Time Domain Reflectometer (TDR). A test sweep shall also be made using a Frequency Domain Reflectometer (FDR) at the operating frequencies with the antenna attached. All antenna systems must be matched to the transmitters and receivers with a VSWR not greater than 1.20: A detailed report of all the parameters including the calculated ERP and copy of each pattern showing line length and any imperfections in the path shall be provided by the Vendor Install the antennas, cables, lightning protection, connectors and ancillary equipment as needed following generally accepted standards and practices Transmission Lines The Vendor shall use 7/8 inch Andrew cable or approved equal for all VHF main TX transmission line. The Vendor shall use 7/8 inch Andrew LDF4-50A transmission line or approved equal for all RX transmission. All main transmission lines shall be assumed 25 feet plus the height of the tower as the length between the antenna and the entrance. Transmission line from the antenna connection to the lightning arrester shall be one continuous length The Vendor shall use for jumper cables from the antenna end and from the cable entrance to the equipment, ½ inch Andrew Superflex FSJ4-50B cabling, or approved equal. The jumpers shall be cut to length, and at the antenna side, provide the appropriate drip loop and tension relief loop Transmission Line Grounding All transmission line shall be grounded with Andrew grounding kits, or approved equal at a minimum of the following locations: Within 6 feet of the antenna jumper on the transmission line At the mid-point of the tower for antennas that exceed 150 feet in height. 33 P age

36 Within 15 feet of the base of the tower At the outside entrance of the building Grounding kits shall be Andrew Sure Ground or approved equal Each transmission line shall be grounded to the tower or to an approved building ground point using ground kits recommended by the cable manufacturer, and 1/0 bare copper wire where appropriate. Exterior exposed ground wires shall be aluminum coated copper wire All transmission lines shall be grounded within 12 inches of the entrance to the building with a Polyphaser surge suppression device. Transmit and receive (without a tower-top preamp) lines must use a Polyphaser DSXL Series or equivalent and the transmit lines connected to the tower-top preamp must use a Polyphaser CGXL Series or equivalent. If the Vendor proposes another transmission line surge suppression device, indicate why the current design is not acceptable In the event the tower legs are not accessible for the grounding connection, then the Vendor must attach the ground lead to the tower cross members using a Number 213, Cable to Flat Metal Clamp, as manufactured by Harger Lightning Protection, Inc or approved equal In all cases, avoid direct copper contact with any of the other tower materials. Where questions arise contact the designated County Project Director (as hereinafter defined) for clarification before proceeding Antenna ground kit tails will be connected to the buss bar using stainless steel hardware including a star washer under both the bolt head and nut. All antennas shall be of the DC ground design Identification All transmission lines shall be identified with 6-inch bands of 3M marine color tape in the following locations: On the jumper between the antenna and the main transmission line Within 3 feet of the termination on the antenna side of the transmission line. The bands shall be visible from the outside of the tower On the main transmission line on the building side of the transmission line within 2 feet of bending from the tower At the bottom end of the main coax at the PolyPhaser connection. 34 P age

37 Color designators will be advised by the County at the time of transmission line installation Connectors All connectors used shall be Type N, HN Series C, LC, BNC, or EIA flange, and shall be fully compatible with directly associated equipment or jumpers in the system. The power rating of the connector shall not be exceeded. No splices or adapters shall be used All jumper cables shall use only male N connectors except where required by a different antenna connector All connectors shall be weather tight with silver- or gold-plated contact surfaces No connector shall be installed inside of any conduit, nor shall any be installed in a manner so that it cannot be properly reached and assembled or disassembled using the necessary wrenches, cutters and other necessary tools Each connector not installed inside a weatherproof enclosure shall be sealed against moisture Connector sealing products Tape, 3M Super88 tape only Water seal, Decibel Vapor seal only Weather proofing kit, Andrew Cold Shrink weather proofing kit only Coating, 3M Scotchkote only No other waterproofing method is acceptable Interior cabling Interior transmission lines are run from the lightning arrester port inside the building to a termination point of the input or output connector for that channel, or group of channels on the combining equipment or transmitter or receiver to which the antenna will be appropriately attached. 35 P age

38 Jumpers may be used for other connections as is technically appropriate so long as the cable used is, at the minimum, super- flexible 1/4 inch foam dielectric Andrews FSJ1-50A or approved equivalent, the total length of which shall not exceed 10 feet. All interior cabling shall be secured by the use of clamps. All cabling shall be installed in a professional, workmanlike manner Transmission Line Hardware Hangers shall be stainless steel and shall be spaced apart no more than 3 feet vertically Snap-in or clamp-on types appropriate to the supporting members may be used The use of wrap-lock or tape to secure the cables directly to the tower is not acceptable Crimp-on type cable connectors are not acceptable. 36 P age

39 5 Radio Coverage 5.1 Communication Sites The County has six (6) radio locations currently in use. The County has provided the list of currently identified sites for potential development if needed. Those current sites and the antenna heights are listed in Attachment 1 and Coverage Requirements Propagation analysis performed by the Vendor shall be based on the following standards and documents: Institute of Electrical and Electronic Engineers (IEEE), Vehicular Technology Society Propagation Committee "Standard Report on Measuring Field Strength in Radio Wave Propagation." TIA/EIA TSB88, dated January 1998 Wireless Communications Systems Performance in Noise and Interference-Limited Situations Recommended Methods for Technology-Independent Modeling, Simulation, and Verification. The Vendor shall reference the latest versions FCC Rules and Regulations 5.3 Definitions Coverage Coverage is defined as the ability to successfully complete inbound and outbound radio-to-radio voice communications via the system infrastructure throughout the designated areas, standing still and while in motion, with at least the minimum required level of audio quality (per TIA/TSB-88B or latest approved version DAQ) and with a specified level of propagation reliability stated. DAQ testing guarantees that in simulcast environment that both the signal strength and the simulcast effects combine to provide a DAQ of 3.4. The coverage predictions must assume full foliage to provide worst case predictions Reliability 37 P age

40 Coverage reliability is defined as area reliability. "95% coverage" means that 95% of the bounded areas described shall have a coverage resulting in a DAQ 3.4 at least 95% of the time Audio Quality The Vendor shall submit a sample with its proposals of digital voice messages for the following DAQ levels as defined by TSB-88. Audio samples may be submitted in the.wav file format on CD-R media DAQ DAQ DAQ DAQ DAQ 5.0 Delivered Audio Quality DAQ 5.0 DAQ 4.5 DAQ 4.0 DAQ 3.4 DAQ 3.0 DAQ 2.0 DAQ 1.0 Subjective Performance Description Speech easily understood. Speech easily understood. Infrequent noise/distortion. Speech easily understood. Occasional noise/distortion. Speech understandable with repetition only rarely required. Some noise/distortion. Speech understandable with slight effort. Occasional repetition required due to noise/distortion. Understandable with considerable effort. Frequent repetition due to noise/distortion. Unusable, speech present but unreadable Propagation Models Radio coverage shall be predicted through the use of a radio propagation model that has been developed on the basis of theoretical and empirical data, and that will take into account channel bandwidth, modulation schemes, delivered audio quality, coverage reliability, terrain irregularity, foliage, land use/land cover, building penetration losses, noise, and longand short-term signal variations. 38 P age

41 5.3.6 Radio coverage prediction must include the worse-case effect of foliage as the system will be tested with foliage on the trees The Vendor s radio propagation models must account for any harmful time delay interference (TDI) that may occur. This means that forecasted areas of TDI shall be clearly shown on the coverage maps in black or be shown as non-covered areas, and a separate TDI map shall depict areas with potential TDI in black The Vendor shall use a terrain database with a minimum of 3 arc-seconds of resolution The Vendor shall clearly identify all simulation parameters and the coverage model used in its analysis. Parameters shall include, but are not limited to: Frequency band Terrain elevation database Land clutter and other environmental losses (map with areas and associated losses) Digital/analog signal Base station/repeater power Subscriber power Receiver sensitivity ENBW for all radio equipment Noise Figure of equipment Receiver static threshold Receiver faded threshold for specific DAQ (state % of fading accounted for, ex. 80%, 90% etc.) Noise threshold RF environmental noise value employed at subscriber and base station Reliability factors (standard deviation value employed and total reliability value in db) Combiner loss 39 P age

42 Multicoupler loss/gain Transmission system losses Antenna type and model, pattern, gain and HAGL and azimuth Talk-out and talk-in power levels needed at base and subscriber antennas to achieve DAQ Talk-out and talk-in power levels needed at base and subscriber receiver terminals to achieve DAQ Simulcast delay threshold in microseconds Simulcast capture ratio in db 5.4 Radio Configurations Mobile Mobile radio coverage on-street shall be provided with the mobile radio with a transmit power of 45 watts and unity gain whip antenna mounted on the roof of the car (4.9 ) connected to the radio with 15 feet of RG58 A/U cable Portable Portable radio coverage on-street shall be provided using a portable radio with a transmit power of 3 watts for hip level transmit and receive worn on the waist (3.3 AGL) throughout the designated areas Pager Pager coverage on-street worn at hip level receive at the waist (3.3 AGL) throughout the designated areas. 5.5 Propagation Prediction Map The Vendor shall show the detailed coverage maps on a standard 8 ½ by 11 inch paper or if requested by the County within two weeks of the request on 11 x 17 inch maps using USGS 1:250,000 scale topographical maps. The scale on the finished map shall be 1 inch = 1 mile The Vendor shall also make Propagation Prediction Maps available in PDF file format on CD-ROM or similar format. 40 P age

43 5.5.3 Coverage shall be depicted using a light transparent color or crosshatching for those areas that meet or exceed the minimum coverage reliability threshold All maps shall include a background layer suitable for County reference (e.g., municipalities, topography, roads, rivers, etc.). 5.6 Required Propagation Predictions The Vendor shall provide analog and digital maps that represent the Vendor s guaranteed coverage for portable and mobile talk in and talk out coverage. The coverage level to be supported is DAQ of 3.4 with 95% reliability. For each coverage map requested, the Vendor must indicate the parameters used, as well as the percentage area of coverage of the area defined by the provide shape file which supports a DAQ of 3.4 with 95% reliability for the County. In addition, if TDI is present, the Vendor must provide a map showing areas in which TDI is occurring. The following are required, which provide guaranteed coverage = Analog Conventional VHF Each Site Non-Simulcast Analog Conventional VHF Networked (simulcast) Maps System System plus Vendor defined additional site Analog Conventional VHF Tone/Voice Paging Each Site Non-Simulcast Analog VHF Simulcast Tone/Voice Paging Networked (simulcast) MapsSystem System plus Vendor defined additional site Interoperability sites include propagation for each spectrum. Include propagation of sites into surrounding County s 5.7 Basic Radio System Configuration The new proposed radio system will include: The simulcast of all primary radio systems Simulcast paging for fire and EMS. 41 P age

44 National Interop Channels Both the main and backup communications centers will have local control stations for wireless backup. 5.8 Features and Functions Voting Comparator Functions The console shall be able to display a graphic or the control and display of voting comparator functions Voting comparator graphics shall be compatible with Motorola Solutions, Harris, Raytheon JPS and other industry standard comparator systems The display shall show continuous site receive indications and clearly show voted site indication The user shall have the ability to manually force vote and disable any site The display shall show both disable and fail indications If transmitter steering is used, the selected site shall be indicated separately from the receive site voting The user shall be able to manually select any site for transmitter steering Conventional Describe all features available on analog conventional channels including but not limited to: Multi-Frequency Control Alternate Line Select Repeater Control Through Console Repeat Priority Marker Takeover Each channel shall have a logging recorder output that provides a programmable output level and the ability to strip off keying tones. 42 P age

45 The consoles shall have the capability of supporting MDC-1200, G-Star, FleetSync, and DTMF signaling systems The Vendor shall describe capabilities and feature sets supported for each signaling protocol including but not limited to: Status Messaging Selective Call Call Alert Radio Check Radio Inhibit/Un-inhibit Analog Performance Requirements Transmit Performance Output level shall increase less than 3 db with an audio input increase of 30 db beyond the start of compression Frequency response shall be within +1 and -3 db, 300 to 3000 Hz (1 khz reference) Hum and noise shall be a maximum of -55 dbm Audio output shall be adjustable from -20 to +11 dbm, into a 600 ohm load Audio distortion shall be two percent (2%) or less at rated output Output impedance shall be selectable for 600 ohms or 10K bridging Guard tone shall be 2175 Hz Other guard tones shall be available Function tones shall include all industry EIA standards Keying tone accuracy shall be +/- 1 Hz Keying tone distortion shall be less than 1% High guard tone shall be adjustable -10 to +10dB relative to voice Low guard tone shall be adjustable -20 to -30 db relative to voice. 43 P age

46 Function tone shall be adjustable from -10 to 0 db relative to voice High guard shall be adjustable from 120 ms to 500 ms Function tone shall be adjustable from 25 ms to 40 ms Low guard tone shall be continuous during PTT Tone timing shall be +/- 5 ms The response time for a PTT shall be 50 ms maximum as measured from the console activation to output of line card Local ground shall be conveniently available for selectable use Paging tones shall be capable within 300 Hz Hz Paging tone accuracy shall be +/- 1 Hz Paging tone distortion shall be less than 1% Receive Performance Output level shall increase less than 3 db with an audio input increase of 30 db beyond the start of compression Compression threshold shall be adjustable from -35 to 10 db at 1 khz Compression attack and release times shall be separately adjustable The compression range shall be a minimum of 40 db The receive input shall be capable of levels between -30 to +10 dbm The call light sensitivity shall be programmable between -40 to -10 dbm Frequency response shall be within +1 and -3 db, 300 to 3000 Hz (1 khz reference) Hum and noise shall be a maximum of -55 dbm Speaker audio output shall be 3 watts, minimum, with a sufficient SPL for dispatch center applications Speaker audio distortion shall be 3% or less at rated output Input impedance shall be selectable for 600 ohms or 10K bridging. 44 P age

47 Cross talk shall be a minimum of 60 db below rated output Hz notch filters shall be available in the transmit audio path, and optionally available in the receive audio path. It is preferable that the filters be activated on a channel basis Notch filters shall be done in the digital domain, and not require tuning or periodic adjustments The notch depth shall be a minimum of 55 db The notch bandwidth shall be +/- 3% maximum at -3 db. 5.9 Fault Tolerance Describe how the system reacts to a failure of any of the network components utilized within the console system Describe the different methods to increase fault tolerance Describe the Vendor recommended level of fault tolerance, and recommended redundancy options 5.10 Power Requirements Provide the power requirements and UPS loads of all supplied equipment Connectivity and Interface Describe the interface and the capacity required for between the console and radio system. Identify the two end points of the communications Describe how to determine the size of the bandwidth required as related to trunked channels and conventional channels Describe QoS requirements to allow for proper operation. 45 P age

48 5.12 System Life Cycle Describe the expected life of each major component of the system and the predicted life of the dispatch console system. Be sure to distinguish between products manufactured by the Vendor and products that are sources from other Vendors Describe what component will have the shortest life Describe the components that will fall outside of the Vendor-provided warranty Please describe any programs the Vendor has in place to manage the lifecycle of the system software and hardware components. Provide an indication of the costs associated with these programs Prior Experience Washington County wishes to utilize technology that is fully developed, mature, and fully meets the operational requirements of the field users. Vendors shall be prepared to offer reference examples of their experience in implementing system strategies similar and comparable to that envisioned for this project Describe at least three (3) other systems that are using the same technology and are the most similar to the proposed system. Please provide a reference with name and contact information 5.14 Acceptance Test Plan The Vendor shall provide their acceptance test plan conforming, at a minimum, with the specifications set forth herein, including, but not limited to Section 4 hereof, and that verifies all functional requirements have been met. 46 P age

49 6 Logging Recorders 6.1 Overview Logging Recorders are not required as part of this RFP Currently, the County records all telephone circuits by line, radios by channel, and all position audio. All recording is from analog interfaces Provide a complete description of interface provided to the logging recorders at both main and backup dispatch centers including the interface types available It is preferred that the interface is provided in an IP format. List all logging recorder Vendors that have been certified using the provided interface. 47 P age

50 7 Interface Requirements 7.1 Legacy Radio Frequency Equipment The County currently has numerous legacy frequencies and associated RF equipment that will be upgraded through this radio project. There will be potentially over 40 conventional simplex and/or repeated base stations, receivers, and interoperability channels Describe how the legacy equipment will be integrated into the radio system and/or console system and confirm whether each existing or added RF station will maintain its functional capability Describe the expansion capabilities of the system to provide additional interfaces for conventional stations Describe any legacy signaling such as MDC or G-Star signaling that can be supported in the system and provide the signaling to other subscribers and consoles operating on the system. 7.2 Microwave System Site Interface The Vendor shall provide the ability to interface with a microwave system with Ethernet interfaces and MPLS routers. The demarcation for the radio system to the microwave system shall be the Ethernet port on the microwave radio Describe the demarcation, signaling and channels requirement required for each site. Describe how to determine the size of the bandwidth required as related to trunked channels and conventional channels Confirm that the microwave system being implemented by the County will provide the connectivity required. 48 P age

51 8 System Management 8.1 Fault Management Fault management shall provide facilities that allow system managers to discover faults in managed devices, the system and system operation, to determine their cause and to take remedial action. To enable this, fault management provides mechanisms to report the occurrence of faults, log reports, perform diagnostic tests and correct faults (possibly automatically). The Vendor is responsible for installing and testing all alarms to ensure that all elements that can have an operational impact on the system are alarmed as part of the system The County will provide demarcated alarms points for the shelter, generator, tower and microwave alarms. There will be potentially up to 40 external non-radio system alarms per site. The Vendor is responsible for interconnecting all other alarms including cabling and demarcation Describe the fault management system that is used by the system. Describe the capabilities to monitor and alarms available to monitor the system components, RF and site components. Describe the notification mechanism that can be used by the system and the quantity of alarm notifications All alarms that do use dry contact closures into the radio system alarms must provide the following clear and identifiable demarcation. All alarm outputs generated by this equipment are to be extended by this Vendor to Type 66 punch blocks located in the shelter for alarm terminations. These activations are caused by the closure of normally open dry contacts. Such terminations are to be clearly identified at each end with identification codes approved by the County The alarms shall include at a minimum the following alarms: System Equipment Alarms Component/Controller/Computer Major Alarm Component/Controller/Computer Minor Alarm Power Failure Alarm Connectivity Failure Timing Device/Clock Alarm 49 P age

52 Surge Protection Alarm UPS/Battery Power Systems Low Battery Voltage High Battery Voltage Automatic Bypass Operation Emergency Operation (UPS on Battery) Rectifier/Inverter Failure Radio Equipment Alarms Low Forward Power High Reflected Power Tower-Top Receiver Pre-Amp Failure Interference on Voice Channel TX/RX Failure TX/RX Disabled Component/Controller/Computer Major Alarm Component/Controller/Computer Minor Alarm Power Failure Alarm Connectivity Failure Surge Protection Alarm UPS/Battery Power Systems Low Battery Voltage High Battery Voltage Automatic Bypass Operation Emergency Operation (UPS on Battery) 50 P age

53 Rectifier/Inverter Failure Dispatch Center Alarms Logging Recorder Full Logging Recorder Alarm Component/Controller/Computer Major Alarm Component/Controller/Computer Minor Alarm Power Failure Alarm Connectivity Failure Timing Device/Clock Alarm Surge Protection Alarm UPS/Battery Power Systems Low Battery Voltage High Battery Voltage Automatic Bypass Operation Emergency Operation (UPS on Battery) Rectifier/Inverter Failure Alarms In addition to the radio and console equipment alarms, the radio system management system shall provide the ability for the County to monitor up 8 analog alarms and 32 discrete i/o alarms. The following is a list of potential alarms Generator Alarms (each Location) Generator Automatic Position Generator Running Generator Fail Generator Minor Alarm Generator Major Alarm 51 P age

54 Fuel - Low Fuel Surge Protection Alarm Building/Tower Alarms Door Alarm (Door Open, Each Door) Fire/Smoke Detector High Temperature Alarm Low Temperature Alarm Loss of Utility Power Tower Light Failure # Tower Light Failure # Surge Protection Alarm Connectivity Alarms MW Major (up to 4 radios) MW Minor (up to 4 radios) Router Major Router Minor Rectifier Major Rectifier Minor Section purposely omitted 52 P age

55 9 Project Management Strong project management is the key to the successful deployment of the proposed radio system. Vendor shall submit its proposal to include a detailed description of the project management approach that will be applied to the project. Project staffing shall be managed by the selected Vendor based on workload and the level of effort throughout the implementation / installation process; however, the positions identified below shall be staffed throughout the duration of the project and shall not be changed without prior approval of the County. 9.1 Project Director The County will appoint a project director ( County Project Director ) The County Project Director has the right to intervene into and resolve any dispute between any companies, persons, contractors, installers and any other individuals, which has a bearing on this contract, make determinations in the best interest of the County and issue instructions binding on all The County Project Director may name other persons to assist him and assign such levels of authority, as he or she deems appropriate. Notice of such assignments shall be given to the Vendor, in writing, prior to the assignments becoming effective. 9.2 Project Manager The Vendor shall appoint a project manager subject to the approval of the County ( Vendor Project Manager ). The County reserves the right to direct the Vendor to replace the Vendor Project Manager at any time without disclosing a specific reason The Vendor Project Manager shall serve as foreman or supervisor of the Vendor s work related to this project The Vendor Project Manager shall be the County's single point of contact with the Vendor for the resolution of all problems and obtaining related information As such the Vendor Project Manager must be immediately available at a location in the County any time his personnel, including sub-contractors, are performing any work on the project. 53 P age

56 9.2.5 The Vendor Project Manager shall be named at the time of execution of the contract resulting from this solicitation. The Vendor Project Manager shall be identified by name and his or her business address and telephone number(s) identified in the contract resulting from this solicitation No work may be started until this requirement is satisfied. 9.3 Project Engineer The Vendor s Project Engineer shall have the primary responsibility for managing the system design and ensuring that the system is installed in accordance with the approved system design Any deviation from the system design shall be subject to project change control procedures and will not be undertaken until approved by the County The Vendor s Project Engineer shall ensure the development of block diagrams, system level diagrams and rack diagrams to assist the installation team in completing the system installation The Vendor s Project Engineer shall also supervise the development and execution of the Acceptance Test Plan, the Coverage Acceptance Test Plan and guide the project team through the processes and procedures necessary to prove that the system performs as specified in the contract No test plan will be executed until approved by the County. 9.4 Project Plan Vendor shall draft and utilize a project plan that is based on the statement of work and contract for the proposed radio system The project plan shall include a work breakdown structure that aligns with the project approach described in Implementation Section of this RFP The project plan shall describe, in detail, the system description, approach to be followed for the successful completion of the project Section purposely omitted 54 P age

57 9.5 Project Schedule The Vendor shall provide a Project schedule, in Microsoft Project mpp format. Vendor shall draft and provide a project schedule that aligns with a work breakdown structure utilized in the project plan, and the project approach described in Implementation Section of this RFP The Vendor shall develop and maintain a project schedule including tasks, milestones, start and end dates, task prerequisites, and task owners based on an approved WBS The project schedule shall include, at a minimum, the following components: WBS Numbering scheme Tasks to be completed Duration of each task Start date and completion date for each task Predecessors for each task Key project milestones The Vendor shall provide the updated schedule as an agenda item for all project status meetings between the County and the Vendor. 9.6 Project Status Meetings Project status meetings shall be scheduled by the Vendor s Project Manager at increments no less often than monthly; provided that the County reserves the right to adjust the frequency of such meetings as it deems necessary and prudent Vendor shall describe how these meetings will be conducted, agenda items to be addressed, and the method of capturing and distributing meeting minutes A project kickoff meeting shall be scheduled prior to the beginning of the project. Periodic project status meetings shall be scheduled following contract award and the initial kickoff meeting. 55 P age

58 9.6.4 The Vendor shall be responsible for scheduling the meetings as well as preparing meeting agendas and minutes. The meeting agenda items shall include, as a minimum, the following items: Schedule review Status of deliverables Risk items Changes Plans for the next period Action item assignments Punch list review 9.7 Change Management Vendor shall describe how changes to the project scope, duration, and/or cost will be managed. 9.8 Risk Management Vendor shall propose the method of identifying and managing risks to the project. 9.9 Project Issues List A list of project issues shall be kept and managed by the Vendor s Project Manager The project issues list shall be reviewed and updated during project status meetings The project issued list shall include, at minimum: Date of issue Description of issue Due date Ball in court (who owns the issue) Status (open, closed, on hold, etc.) 56 P age

59 9.10 Executive Summary The Vendor s Project Manager shall draft and distribute an executive summary of the status for the project on, at minimum, a quarterly basis. The Vendor s Project Manager must deliver quarterly executive summary reports to the County. Reports shall include, at a minimum: Brief summary regarding the overall status of the project Progress to date on each task or task set Status of the project schedule, including the identification of any slippage in the project schedule Tasks or task sets that are at risk Recommendations and actions to mitigate any reported project risk 9.11 QA / QC Program The Vendor shall include a Quality Assurance / Quality Control (QA/QC) plan for the project. The QA/QC plan shall be submitted for review during preliminary design as described in this section The plan shall address all stages of the project, including, but not limited to: Procurement System design Installation Implementation Testing Cutover The QA/QC plan shall specifically describe the plans and procedures that ensure the proposed system is designed in accordance with the standards and requirements described in this RFP The QA/QC plan shall be included as part of the Project Plan developed by the Vendor Project Manager The QA/QC plan shall be an integral part of the project and include County personnel as part of the review and approval process for all deliverables and submittals. 57 P age

60 The proposed QA/QC plan shall address the following project tasks at a minimum: Design analysis and verification RF coverage analysis and verification Design changes and document control Material shipping, receiving and storage Site preparation (if required) Field installation and inspection Equipment inventory and tracking System testing and validation Software regression testing Deficiency reporting and correction Implementation and cutover Training and certification 58 P age

61 10 Installation 10.1 Overview The County seeks to procure a public safety grade P25 capable VHF simulcast radio system and expects the system to be installed in a professional manner General Requirements All installation work shall be performed in accordance with all applicable laws, rules and regulations, including, but not limited to the laws, rules and regulations of the U.S. Department of Labor, the State of New York and Washington County, New York The Vendor will provide all the necessary personnel, tools, equipment, supplies and other expenses to provide for the design, installation, training and optimization of the system defined Site Management The Vendor shall be responsible for removing and disposing of any debris from his work All debris shall be cleaned up and removed at the end of each day No contractor, may at any time, do anything that could be deemed or construed to be pollution of the environment or damage to any right of way All damage to any property shall be reported by the Vendor to the property owner and to the County Project Director. All repairs of such damage shall be made immediately by the Vendor at the Vendor s sole cost and expense. Such repairs shall be done in a manner suitable and acceptable to the property owner and the County Project Director Where more than one contractor is working at the same time, each shall be responsible for cleaning up his own scrap and debris. Cooperation between contractors is required to assure the intent of this section is fully complied with. 59 P age

62 If those working concurrently at a site are unable to resolve any differences concerning clean-up chores in an amicable manner, the County Project Director or his representative shall survey the situation, make a determination of the most prudent resolution and issue instructions binding on all parties involved No materials may be stored, discarded or dumped in any manner contrary to any local, state, or federal laws, rules or regulations, nor in any way not approved by the County Project Director If the Vendor, its sub-contractors or other Vendors engaged by the Vendor fail to clean and maintain any work areas in a manner acceptable to the County, the County Project Director will, after one written warning delivered to the Vendor s Project Manager, have an outside contractor clean any or all of the Vendor s work areas. Costs for such services will be paid out of funds set aside for the Vendor and any balance due the Vendor will be reduced by the amount paid for said cleanup Coordination of Work It is possible several contractors, sub-contractors, County personnel, other workers, other contractors, or any combination of these could be scheduled to work concurrently at the same location It is also possible representatives of different companies may have to work together in order to accomplish the various requirements established by this specification Where either of the above conditions occurs, the contractors shall meet or otherwise communicate ahead of time to schedule the work and coordinate their activities to reduce the possibility of interfering with each other If conflicts develop that cannot be resolved by mutual agreement, the County Project Director shall intervene, make a determination in the best interest of the County and issue instructions that shall be binding on all parties Licenses, Permits and Inspections The County, or its designee, shall obtain the following licenses and permits Building leases, access 60 P age

63 FCC licenses for two-way radio channels Environmental clearances Zoning permits, variances The Vendor shall obtain the following as necessary If applicable, the County will waive any fees it normally charges for such permits, inspections, or approvals The Vendor is responsible for fees charged by other agencies Electrical permits, inspections, approvals Trash removal or dumping permits Fire safety inspections, approvals Vendors licenses if required by the County or any other local government or district where the Vendor is doing work Other licenses and permits as may be required by any authority or entity Delivery and Storage of Materials and Equipment The Vendor needs to provide a secure area to receive equipment. The County must have access to the area during normal business hours for inventory and inspection or at other times if prearranged in advance The Vendor shall make all arrangements to deliver material and equipment from the secure area referenced in Section to the site where it will be installed and made operable Title (i.e., risk of loss or damage) to such materials and equipment will remain with the Vendor until it is at the final site install location and determined to be correct and in acceptable condition with no apparent defects of any kind Delivery and initial inspections shall be in accordance with time frames and schedules agreed to between the Vendor and the County and shown in the time line chart filed as part of the specification submission. 61 P age

64 The Vendor agrees that if County employees or agents acknowledge delivery or receipt of equipment shipped in accordance with this contract they do so, on behalf of the Vendor. Notwithstanding the foregoing, if the Vendor wants County personnel to accept deliveries on its behalf, then the Vendor must establish a written agreement with the County for this purpose Liability for any damage or insurance claims resulting from the shipping or receipt of such goods shall be that of the Vendor, not of the County or its representatives Section intentionally omitted If no agreement is established between the Vendor and County for County personnel to act on its behalf, the Vendor must schedule deliveries of equipment so that an employee of that Vendor is present to receive said equipment It is the Vendor s responsibility to document each piece of equipment delivered and to have delivery receipts signed by the County Project Director or his authorized representative and to provide originals of said receipts to the County for the purpose of verifying said deliveries. If no delivery receipt is available, it is the Vendor s responsibility to create a delivery receipt System Installation The system shall be installed in accordance with the procedures outlined in this specification and finalized via documentation prepared by the Vendor and approved by the County. Any deviations from the plan have to be approved in writing by the County The Vendor must install all the equipment it provides, doing the work in a manner acceptable to the County To meet this requirement, the Vendor shall review the planned methods with the County Project Director before proceeding with any work and receive the director's approval first If a Vendor proceeds without prior approval it shall do so at its own risk If that work is deemed unacceptable when inspected, the Vendor shall be required to make such revisions, changes or re-installations, including repairs to buildings and vehicles, as directed by the County Project Director. 62 P age

65 Such revisions, changes, re-installations, and repairs shall be entirely at the expense of the Vendor The Vendor shall prosecute the work at all times with a force of adequately skilled and experienced persons in numbers sufficient to insure completion of the work within the time set forth in this specification At all times the Vendor will enforce strict discipline and good order among its employees and shall not employ on the work any unfit person or anyone not skilled in the work assigned to him or her All installation work shall be accomplished without any interruption of the present operational capabilities of the County communications systems unless satisfactory arrangements to the contrary have been made with and been approved by the County Project Director See the various parts of this specification package for more detailed requirements Completion of Work The whole of this project is anticipated to be completed within thirty-six (36) months from the date on which the last signatory to the contract awarded hereunder executes the contract. As a result of this agreement, the County will commit to schedules and policies with other contractors and system users Environmental Concerns and Requirements Some sites may be located in or on property not owned by the County. Vendor acknowledges that regardless of site ownership, all environmental issues addressed herein and the related requirements apply to every site Any violation of the environmental conditions stated herein or of any laws or rules of any agency or government is the sole responsibility of the Vendor Any environmental issues arising at any site shall be brought to the attention of the County s Project Director. 63 P age

66 11 Implementation 11.1 Timeline The system will be implemented in five (5) phases over an anticipated time of thirty six (36) months. The Vendor s proposed project schedule must reflect the desired timeline. If the Vendor proposes a different project timeline, it must indicate the reason for such a suggestion and such an amended timeline is subject to the written approval and acceptance of the County prior to contract award The Vendor shall implement the system in phases after staging the equipment at the Vendor s location. The County plan is to implement the system in phases and to test the system at the completion of each phase. Phase 1 will include the staging of all the equipment including the VHF simulcast solution. Phases 2 will include the installation of all the RF equipment and optimization of the various simulcast systems. During Phase 3, the system will be tested, cutover, and following a sixty (60) day error-free burn-in period, the system will have accomplished coverage testing. Phase 4 will involve end user deployment, final acceptance and the start of the warranty Change Orders As with all projects of this size and complexity, there will be changes to the original scope of work. An important part of managing a project is to prevent, track and document changes. The proposal must include the procedures to minimize or stop scope creep, identify potential problems that can change the schedule or project cost, and track and record changes that are agreed upon by the County and the Vendor. The Vendor will include with the proposal a sample change control document, subject to the review and written approval of the County prior to contract award. Live System Outages Due to the fact the installation will require integration of the current operational system; the Vendor shall take steps to reduce the outages to the currently operational system. In addition, the Vendor shall notify the Vendor Project Manager in writing when a system outage is going to occur. 64 P age

67 11.3 Cutover Plan The Vendor will include a high-level plan to transition from the existing systems to the new system and the steps required to complete the cutover. During transition, an agency must have minimal and deterministic outages to communications on the existing system. The Vendor must make provision for the temporary use of loaner radios, gateways, RF patches, timing, training and/or any other method to minimize disruptions to operations at the sole cost and expense of the Vendor A detailed, final transition and cutover plan will be required from the Vendor sixty (60) calendar days prior to cutover. The cutover plan must also include an exit plan to transition back to the old system if there is a problem during the cutover phase. There shall be a well-defined decision point for the subscriber agencies to determine if the agency and the system are ready for cutover Project Approach The following is the proposed project approach. The Vendor shall describe how it will meet this approach or make modifications for an alternate approach. The Vendor must provide justification for any change in the approach. Describe and recommend alterations to the approach that will meet the objective of testing a portion of the system before installing the majority of the system to ensure the system operates as specified in the Vendor s information. This project approach must align with the project plan and project schedule Pre-Contract Issue Intent to Award/Negotiate System Work Design Review Contract Finalized and Signed Detailed Design Review with Modifications/Finalizing to Specification Response including System Design, Pricing and ATP Phase 1 - Staging System All sites and equipment Training N/A 65 P age

68 Testing SATP Complete Phase 2 - Field Installation RF System System Implementation of the complete RF system Testing SATP Partial testing focusing on consoles and conventional channels CATP Complete testing Training System manager Phase 3 - Subscriber Testing / 60-Day Burn In Period Testing SATP Functional testing of mobile and portables Subscriber Equipment A subset of subscriber equipment shall be cut over to the new system day live testing Phase 4 Subscriber Deployment Subscriber Radio Deployment Final acceptance 66 P age

69 12 Testing 12.1 Overview The Vendor shall propose system testing for the complete System Acceptance Test Plan (SATP) and Coverage Acceptance Test (CATP). The testing shall verify that all components of the system operate as described in the specification. The Vendor shall provide all test equipment required for the ATP, and all such test equipment must be in current calibration with appropriate calibration records Section purposely omitted The SATP and CATP shall include the procedures to be followed, the equipment to be used, and the pass/fail criteria to be utilized to verify system performance. At the time of execution of the contract resulting from this solicitation, a final acceptance test plan shall be submitted for review, and additions and/or deletions and approval shall be done during the detailed design review and prior to signing the contract Within thirty (30) calendar days of successful completion of all the areas of testing within a phase of testing, the Vendor shall provide the County with a complete set of test documentation, including the testing procedures utilized, test results, testing dates, testing locations, project participants, weather conditions, a description of testing irregularities or problems encountered, and testing of corrective results. Any punch-listed items that have not been resolved within the 30-day window shall be listed along with the proposed resolution and timeframe for completion The County Project Director will certify and accept the whole of the work when all the components have been installed, are performing in a satisfactory manner for thirty (30) calendar days at the system level, the job is approved as meeting specifications, and all documentation has been provided and approved as specified Portions of the system may be accepted at different times at the discretion of the County Project Director at the recommendation of the consulting assistants Three (3) complete printed sets together with test documentation shall be provided in three-ring binders along with three (3) complete sets in electronic format (Adobe PDF) on DVD media. 67 P age

70 12.2 System Acceptance Test Plan (SATP) The Vendor shall provide a complete, thorough System Acceptance Test Plan (SATP) with its proposal Areas of Testing The testing will be broken down into the following areas. The Vendor shall propose how the following areas shall be tested to ensure the system is operating properly. The Vendor shall provide a complete Acceptance Test Plan Test List and a sample of procedure of a test from each area. The SATP Test List will work as the guideline of requested tests for the various phases of the process Physical Reviewing all installation of the equipment to ensure it meets the requirements of how the work and equipment shall be installed Functional Testing of all the normal operating features and functions of the system as described in this specification Fault Testing of the response to fault conditions by the system to ensure expected reactions to condition Stress Testing the response of the system at near capacity levels to ensure expected reactions to condition Coverage Testing the RF coverage to ensure the guaranteed coverage level and audio quality conditions are met Testing Process During each phase of the project, the testing shall occur in the following sequence: Physical Functional Fault Stress Coverage The testing will progress to the next area of testing until the current area of testing is completed and signed off on by the County Project Director. 68 P age

71 The goal of these areas of testing is to ensure the system is working as defined in this specification. In cases in which definition is not provided, the system is expected to operate in a manner that meets or exceeds industry standards for traditional public-safety operation. The test will be considered pass if the system operates as published. If the test does not operate as published the test will be considered failed. In its sole and absolute discretion, the County will have the ability allow a test to pass that has failed, but operates in an acceptable manner. If a test fails, and the County elects to pass the otherwise failed test, the Vendor shall have thirty (30) calendar days to correct the issue to pass the test. At the County s discretion, the testing may either proceed to the next area or stop until the issues are corrected. Any punch-listed items that have not been resolved within the 30-day window shall be listed along with the proposed resolution and time frame for completion. The system will not pass final acceptance with failed items not completed. At the County s discretion, the system may pass final acceptance with failed items remaining Coverage Acceptance Test Plan (CATP) Coverage testing will be completed only with full foliage on deciduous trees in the summer months of June until August The Vendor shall provide a complete, thorough Coverage Acceptance Test Plan (CATP) with the proposal. The coverage test shall cover two methods of testing. Either method or both methods may be used by the County to complete the coverage testing DAQ Testing RSSI/BER Testing General Methods The following testing guidelines shall be used by the Vendor. If the Vendor is not able to meet the guidelines, the Vendor shall specify why an alternative method is better or is as effective or allows the system to be tested in a more time-effective manner Coverage testing will be completed only with full foliage on deciduous trees TSB Compliance 69 P age

72 The RSSI/BER test shall be in conformance with the Telecommunications Industry Association (TIA) Telecommunications Systems Bulletin TSB D Titled Wireless Communications Systems Performance in Noise and Interference Limited Situations Recommended Methods for Technology Independent Modeling, Simulation, and Verification. TSB D has defined Channel Performance Criterion (CPC) as the specified minimum design performance level in a faded channel, and provides a set of Delivered Audio Quality (DAQ) CPCs that define subjective voice quality performance applicable to both analog voice and digital voice systems. As outlined in TSB-88.3-D, Section 5, automated coverage measurements shall be made at a significant number of test locations chosen at uniformly distributed random test locations throughout the test area. Therefore, the Vendor shall provide a map overlay showing grids no greater than 1/2 mile by 1/2 mile grids evenly over the coverage test area Drive Route A necessary preparation step is determining an appropriate drive route. The drive route shall pass through each grid at least once. The drive route shall include traversing the coverage footprint of each site of the system. Time and effort will be spent determining the specific areas to be measured; however the method of determining this area may vary. Typically, one drive route is planned for each site of the system. However, the County may elect, in its sole and absolute discretion, to develop a drive route that encompasses multiple sites if it is deemed practical and effective. Depending on the size of the coverage area, different methods of drive route planning may apply. Therefore, the County will reserve the right to apply a variety of methods to determine areas for tests. Additionally, identifying specific routes to be driven is not practical at this planning stage. Road closures, route changes, and other issues may have a bearing on the route selected. As such, the County will select specific drive routes as part of the implementation of this exercise Inaccessible Grids Inaccessible grids shall not be graded or counted in the reliability calculations. The County on a grid-by-grid basis may elect to pass a grid if it is determined it will obviously be covered. Due to the large areas inaccessible by automobile, the Vendor shall carefully review inaccessible grids and the effects on coverage guarantees. The County is open to discussions on methods to adequately represent large areas of inaccessible areas Foliage 70 P age

73 Coverage testing will be completed only with full foliage on deciduous trees in the summer months of June until August Section purposely omitted Personnel Required The Vendor s discussion shall provide a list of required people for each test and each person s function in the test DAQ Testing Methodology It is required that the coverage tests measure the ability to receive intelligent speech, both talk-out and talk-in, using a portable radio specified in this specification. Both paths shall be evaluated It is required that test coverage performance be established using a speech intelligibility test that can be performed over the talk-in and the talk-out paths. The tests will be performed by County-designated personnel as well as the Vendor representatives Roaming Site roaming will be an important part of day-to-day operation and will be factored into the coverage testing process and is an important factor in the ability to make calls. This means that if a radio fails to affiliate with or roam to the proper repeater site, and the test calls are unsuccessful as a result, the test call fails Audio Quality The Vendor shall supply with this specification an Audio CD with audio representations of the various levels of DAQ. The portable radio voice testing shall be performed using random sentences read from daily periodicals. Both clear and encrypted voice modes will be tested. Extrapolation of results from tests in one direction to reach conclusions about the other direction will not be acceptable. For talk-in testing, all of the channel configurations used in the test shall be recorded on the County dispatch center recorder. All test locations shall have a method to identify the sample by a location Documentation 71 P age

74 At the completion of the coverage testing, there shall be a calculation of the number of points that passed the test divided by the total number of points tested multiplied by 100 to determine the percentage of the area coverage. In addition, within five (5) business days following coverage tests, Vendor shall deliver to the County a map of the intended coverage area showing the test areas that passed in green and the test areas that failed in red. Test results shall be provided in an electronic format suitable for the County to perform its own analysis and plotting of results RSSI/BER Testing Coverage testing will be completed only with full foliage on deciduous trees Methodology The Vendor shall provide a detailed discussion on the parameter used for the drive test. The parameter shall include the test setup, methodology for testing and how the testing methodology simulates actual field conditions. The Vendor shall include a detailed discussion on the RSSI and BER levels used for the test and how these values represent the thresholds required by the County Data Collection Data collection during the test shall be made by utilizing a test vehicle with an externally mounted antenna on the roof of the vehicle with no other equipment mounted or installed nearby. Any and all signal measurements shall be made at equal distance intervals throughout the entire coverage area along the drive route. Signal measurements shall be the median of at least 50 subsamples averaged over 40 wave lengths during travel. The Vendor shall also measure the bit error rate (BER) simultaneously, along with the signal strength measurements during the test. The measurements shall be correlated with GPS coordinates Documentation At the completion of the test, the Vendor shall provide the County with a detailed data copy of the test statistics and in an electronic format. Also, within 24 hours of the completion of the test, the Vendor shall provide a map depicting the signal strength measured in each grid. The signal strength depiction shall utilize multiple colors for the different signal strength levels measured. In addition, the Vendor shall also indicate the bit error rate (BER) measured within each grid. 72 P age

75 12.6 Test Phases Overview The following phases correspond with the implementation schedule provided to the County. The goal of the phased testing is to qualify and resolve issues early in the process. The testing will include all items that the Vendor will provide with this specification. The Vendor shall use the SATP - Test List in an Excel format to indicate what test will be completed at which phase Staging The Vendor shall provide for a staging area at the Vendor s location to facilitate system assembly and testing. The staging area shall be in a secured facility specifically designed for the staging of large-scale publicsafety radio communication systems and equipment in a climate- and RFcontrolled environment Representatives from the County will attend and participate in the staging event. The Vendor will assemble and stage the system. The County and Vendor will arrange a mutually agreeable time for the testing event. The Vendor shall provide transportation, lodging and meals for six (6) County representatives to attend staging testing The system staging testing process shall simulate as closely as possible the final configuration of the system. The system layout within the staging area shall, to the extent possible, be laid out geographically as it will be in the field. For example, northwest sites in the County shall be in the northwest corner of the staging area. This will permit the County's representatives to become familiar with the system layout and facilitate testing the appropriate system features while on-site When the County has arrived at the staging facility, the first on-site activity of staging will be for the Vendor to provide a presentation describing the staging event and schedule. The presentation will identify what equipment has been staged, and how the testing will occur. The County and the Vendor will then proceed through all the testing in the ATP Staging Phase Testing Functional Complete 73 P age

76 Fault Complete Stress Complete 12.8 Field Tests Overview The Vendor shall facilitate system assembly and testing. All tests will be completed with the equipment in the final location. Representatives from the County will attend and participate in all of the ATP. The County and Vendor will arrange a mutually agreeable time for the testing event. The system testing process will be with the equipment in the final configuration of the system. The Vendor is to provide a presentation describing the staging event and schedule. The presentation will identify what equipment and how the testing will occur. The County and the Vendor will then proceed through all the testing in the ATP Phase Testing Physical All newly installed equipment Functional Complete Fault Complete Stress Complete Coverage Complete system test Phase Testing Physical All newly installed equipment Functional 60 calendar days live operation, resolution of punch list items and testing of all mobiles, portables and control stations Fault 60 calendar days live operation and resolution of punch 74 P age

77 13 Training 13.1 Overview The Vendor shall provide the County with comprehensive training on the radio system. Successful training is an important factor in implementing a successful system. All materials used in the training written material, computer files, and audio/visual material used for training will be furnished to the County to be used solely for training of people operating on the County s system System Manager Training The Vendor shall provide a comprehensive course that provides training for County designated staff to understand and utilize the radio system features and functions, fault components, resolution and reporting capabilities of the all system components and subscribers. The course goal shall be to train system managers to a level to maintain, operate and monitor the system operations. The system manager training shall be divided into two aspects of training. A complete course that includes a full system manager training course must be provided after Phase 3 is completed. Thirty (30) calendar days prior to final acceptance, a refresher course of three (3) calendar days shall be provided. All courses must be completed on County equipment. There will be up to six participants in the system manager training course. The Vendor shall describe in detail the course provided to obtain the system manager level training. The description must include a brief outline of the course, duration of the course and the preferred number of participants in each course. 75 P age

78 13.3 Console Administrator Training The Vendor shall provide a comprehensive course that provides training for a person to understand and utilize the console system features and functions, fault components, and resolution and reporting capabilities of the all console components. The course goal shall be to train console managers to a level to maintain, operate and monitor the console operations. The console managers training shall be divided into two aspects of training. A complete course that includes a full console manager training course of three (3) calendar days must be provided after Phase 1 is completed. Thirty (30) calendar days prior to final acceptance, a refresher course of two (2) calendar days shall be provided. All courses must be completed on County equipment. There will be up to six participants in the console managers training course. The Vendor shall describe in detail the course provided to obtain the console manager level training. The description must include a brief outline of the course, duration of the course and the preferred number of participants in each course Console Operator Training The Vendor shall provide a comprehensive course that provides the training required to operate the consoles. The training must provide a comprehensive overview of how to operate the console with significant hands-on time to allow the operator to become familiar with the console and the County s console configuration of the console. The console operator training shall be completed in two (2) calendar days. All course work must be completed on County equipment. There will be up to 65 participants in the console operators training course. The Vendor shall describe in detail the course provided to obtain the console operator level training. The description must include a brief outline of the course, duration of the course and the preferred number of participants in each course The Vendor shall provide the option of a comprehensive course that provides the training required to train people to operate the consoles (Train the- trainer course) Ongoing Support The Vendor shall provide for one year after final acceptance, 24/7 ongoing telephone support for the system manager and console manager. 76 P age

79 14 Warranty 14.1 Overview The County plans to operate the new radio system for the next fifteen (15) years from the date of acceptance. The County s goal is to manage the system, but have the Vendor provide warranty, preventive maintenance, services, repairs and possibly component upgrades to allow the system to reliably provide the operational features and functions over the life of the system. The County has not historically been a self maintained radio facility. It is expected that this will continue to be the case Warranty Timeline The Vendor shall own the equipment and take full responsibility for insuring the equipment until final acceptance of the system by the County. Only after final acceptance of the system by the County shall the warranty commence on any of the equipment Equipment Covered The Vendor shall warranty and maintain all of the equipment provided by the Vendor in this specification and observe conditions of other items such as buildings. The equipment shall include but not be limited to system infrastructure including but not limited to system controller, site controllers and remote site controllers, base repeaters, antenna systems, control stations and communications center equipment, voting receiver equipment, microwave equipment, dispatch console systems, and simulcast control and optimization equipment mobiles, portable and control stations Maintenance, warranty and upgrade proposals shall clearly identify those items covered under the agreement, and clearly delineate items that are not included or conditions that will invalidate any of the agreements Warranty Conditions The Vendor will maintain the radio system, antenna systems, consoles and other components provided or installed under this contract, in like new operating condition over the life of this warranty period. 77 P age

80 14.5 Warranty Period The Vendor shall explain its Warranty service and the period thereof for each unit after final acceptance New Equipment Only The Vendor shall warrant to the County that the equipment to be delivered shall be new, not remanufactured, and that it shall conform to these requirements and be free from defects in materials and workmanship. The Vendor shall warrant capable of satisfactory performance under the County s operating conditions at specified equipment rating and capacity and conformance with this specification, the Vendor response to this specification or the Vendor s published specifications, whichever is most stringent Specification Conformance The Vendor shall warrant all materials, workmanship, and the successful operation of all equipment and apparatus supplied by the Vendor for a period of three years from the date of final acceptance. If any defects in material, functionality or workmanship occur within the warranty period, including non-conformance with this specification, the Vendor s response to this specification or the Vendor s published specifications, whichever is most stringent, the Vendor shall determine the cause of failure; remove, repair or replace any defective part or parts or software; deliver and reinstall the part or software; and place the equipment back into service at the Vendor s sole cost and expense Scheduled and Corrective Maintenance Warranty scheduled and corrective maintenance shall be provided to the same level as the proposed scheduled and corrective maintenance for ongoing maintenance during the non-warranty period. The Vendor shall maintain the required stock of spare parts in local inventory located within two (2) hours driving distance of the Emergency Communications Center, located in Fort Edward and must establish a maintenance staff to ensure the response times during the warranty period are the same as those for additional years during the non-warranty maintenance periods. The Vendor shall supply all equipment and systems at no cost to the County for parts, software costs, labor and associated maintenance charges for a period of three years from the date of final system acceptance. The Vendor shall be responsible for any shipping costs incurred to send 78 P age

81 components or equipment to manufacturers for repair or replacement. The Vendor shall maintain the required stock of spare parts within two (2) hours driving distance of the Emergency Communications Center and must establish a maintenance staff to ensure the response times during the warranty period are the same as those for additional years during the non-warranty maintenance periods Lemon Rule If during the Warranty period equipment is found not to meet the warranty specified including repeated failures of the same components or units and nonconformance with the specification, the Vendor shall correct any defect or replace any unit that exhibits more than three (3) instances of failure. If the repeated failures are the result of a design defect, the Vendor shall replace all involved equipment Software and Hardware Extended Warranty The Vendor shall also separately include pricing for software extended warranty and upgrades for the years 3 thru 10. This will include all required bug fixes, any operating systems changes, and software upgrades to include subscriber unit programming software, revisions, and enhancements. Separate line item pricing shall be provided for the radio system, and the consoles The Vendor shall also provide pricing for hardware warranty and upgrades for the years 3 thru 10. This will include any hardware replacements needed for obsolescence or new hardware requirements for software upgrades. 79 P age

82 15 Maintenance 15.1 Equipment Covered The Vendor shall warranty and maintain all of the equipment provided by the Vendor in this specification and observe conditions of other items such as buildings. The equipment shall include but not be limited to system infrastructure including but not limited to system controller, site controllers and remote site controllers, base repeaters, antenna systems, control stations and communications center equipment, voting receiver equipment, microwave equipment, dispatch console systems, and simulcast control and optimization equipment mobiles, portable and control stations Maintenance, warranty and upgrade proposals shall clearly identify those items covered under the agreement, and clearly delineate items that are not included or conditions that will invalidate any of the agreements Maintenance and Service Provider Service Shop Qualifications The Vendor shall detail the name, location and capabilities of the service facility, which will provide any or all of the installation, warranty and maintenance. The Vendor shall also include a description of the proposed service facilities, the size and location of the facilities, and a list of customers who operate systems of similar size and complexity for which installation and maintenance services are performed. The Vendor shall specifically identify what experience the facility and its staff have in working on or with the P25 capable simulcast system that is proposed to the County Service Technicians 80 P age

83 Within its proposal submitted in response to this solicitation, the Vendor shall list names of all technicians and their FCC class license if any, along with detailed descriptions of the technicians experience in repairing radio equipment including years of experience, training, special qualifications and classes required for the proposed system for all such technicians who will service the radio system. If there are no such technicians currently I the area, as a condition of contract award, Vendor shall supply such list prior the execution of the contract, which list shall be subject to the review and approval of the County. The Vendor shall outline the required courses to maintain the County system and the required refresh period for the training that will be required of the technicians. Failure to provide a list of acceptable technicians shall be cause for cancelling said award of contract The County reserves the right to request and be granted the replacement of a technician, if in the opinion of the County, the technician s work is unacceptable The County may seek to independently verify the experience and training listed for each technician or firm of technicians, in its sole and absolute discretion. The Vendor shall cooperate with the County in providing additional information for independent verification Remote Service Resources The Vendor shall outline the level and timing of the factory support that will be provided to the local service presence. The discussion shall detail how issues are escalated and on what criteria those issues are escalated Monthly Service Meetings The County reserves the right to request a monthly meeting with the Vendor to discuss the implementation of the service contract resulting from this solicitation, discuss specific radio repair issues and to resolve any outstanding radio repair issues with any of the service providers covered by the contract Database The Vendor shall be responsible for maintaining an accurate database of all base stations, control stations, mobile units, portables and other associated equipment that is part of the County system. Such a database will be available to the County upon request in both hard copy and electronic format. 81 P age

84 15.3 Spare Parts The Vendor will be responsible for providing a spare parts inventory for the County system. Such spare parts inventory shall be available within two (2) hours driving distance of the Emergency Communications Center, to facilitate repair and maintenance of the system The Vendor shall supply and manage for the County a list of all required spare parts critical to the overall operation of the County system. The Vendor has the sole responsibility for insuring that all spare parts on the inventory list are available to meet the repair and restoration times required by the County. The spare inventory shall be refreshed and replenished as parts are used. Such replenishment is the sole responsibility of the Vendor. Quarterly, the Vendor shall submit to the County a status of the spare parts inventory, such as the parts used and the status of replenishment The Vendor shall warrant that it will maintain a stock of replacement parts for each item included in this procurement and shall be in a position to promptly replace these parts as may be required for a period of seven (7) years past the date the County has been notified the component is no longer supported. The Vendor shall notify the County six (6) months prior to a component on the system being discontinued. No component on the system shall be discontinued in the first three (3) years after final acceptance. If the part is discontinued and spare parts are no longer available during the first 10 (10) years, the Vendor will replace the discontinued component and any affected components at no cost to the County The Vendor shall provide a recommended list of spare parts that might be purchased by other local governments and districts that wish to perform in-house maintenance. There shall be spares lists for mobile radios, portable radios, base stations, antennas, channel banks, RF control stations, consoles, logging recorders, etc. The Vendor shall also provide prices for all available spare parts The Vendor understands that not having a spare part for the system does not provide sufficient reason to not meet the required warranty and maintenance times outlined in this specification Scheduled Maintenance The Vendor shall undertake a preventative scheduled maintenance program for the purpose of inspection and evaluation of the radio system. 82 P age

85 The preventive maintenance (PM) checks shall be performed on a regular basis with the first month of this contract. Results shall be reported to the County within ten (10) calendar days of the last check performed The results shall be provided in both hard copy and digital format in an organized and understandable fashion. Failure to complete the checks and provide the County with the results shall result in payment being withheld for the monthly contract amount until such time as the results are received The PMs will include but not be limited to the following items: Facility Tower conditions observed and noted Grounding and lightning protection inspected Building inspection of the shelter/building, e.g. interior lighting working, receptacles working, HVAC, generator, etc Cleanup Building and site swept clean and garbage from site and building removed System Controller and system equipment operating conditions tested Base stations and repeaters operating parameters tested and verified Antenna and coax lines TDRed and tested Consoles and logging recorders operating parameters tested and verified Any individual UPS units supplied with consoles or logging recorders The Vendor will describe the scheduled preventive maintenance for monthly, quarterly, bi-annual and yearly maintenance. 83 P age

86 15.5 Corrective Maintenance The Vendor shall provide as-needed service. The service requested shall correspond to the level of failure. The Vendor shall describe the various levels of service that will be performed. The Vendor is also encouraged to provide alternatives to the County s maintenance program after the Vendor has met the County requested plan The different levels will be defined as follows in which failure is defined as a condition that degrades the end user s subscriber and console operators ability to operate the system Level 1 Failure Greater than 10% failure of system Greater than 20% failure of consoles Greater than 25% failure of sites, channels or system components Site environment alarms (smoke, access, temp, AC power) This level is meant to represent a major issue that results in an unusable system, sub-system, product, or critical features from the County s perspective. No work-around or immediate solution is available Level 2 Failure Less than 20% failure of system Less than 25% failure of consoles Less than 33% failure of sites, channels or system components Critical mobile, portable or control station that requires immediate response as determined by the County This level is meant to represent a minor failure in which most of the system is operational, and the portion of the system that is operational is providing no degraded performance for the end users Level 3 Failure Intermittent system issue that does not affect the end user for a period of greater than 15 minutes collectively over a 24-hour period Non-critical mobile, portable or control stations or service work. 84 P age

87 System service work Non-contract additional service work, such as install, removal and programming of subscriber radios This level is meant to represent a failure that does not affect the performance of the system, but may affect a non-critical end-user component Level 4 Failure Non-critical, non-system item such as a mobile or portable that can be out of service without affecting public-safety operations This level is meant to represent a failure that does not have to be immediately back in service, and cost is an important factor in the corrective maintenance Response Times The Vendor shall provide the following response times for the different levels of incidents: Level 1 - Service must be available at all times 365 calendar days a year, 24 hours per day, 7 calendar days a week with call-back response of less than 30 minutes and be on-site of failure within two hours Level 2 - Service must be available at all times 365 calendar days, 24 hours per day, 7 calendar days a week with call-back response of less than 30 minutes and be on-site of failure within four hours Level 3 - Service must be available during business days and from 8 AM to 5 PM with call-back response of less than four hours and be on-site within 24 hours of request or as agreed by the County Level 4 - Service must be available during business days and from 8 AM to 5 PM with call-back response of less than one (1) calendar day and be on-site within five (5) calendar days or via shipped service at a Vendorprovided depot service At the County s discretion, it may elevate any failure or system condition to a Level 1 failure requiring immediate attention. 85 P age

88 15.6 Maintenance Plans The Vendor shall include maintenance options for an additional maintenance after warranty. The Vendor shall propose an additional extension for a total of ten (10) years of system maintenance based on the required levels of maintenance proposed The County may contract for such options on an annual or multi-year plan as it determines in its best interests. The pricing shall remain firm so long as the County makes its commitment to extend the service at least ninety (90) calendar days before the expiration of the current contracted period Maintenance - (from control station section) Beyond the warranty period, the Vendor shall provide local or depot services at the same level as provided during the warranty period Fees for such services shall be set forth in the Vendor s proposal. 86 P age

89 16 Upgrades 16.1 Overview The County plans to operate this system for up to 15 years or more. It is quite apparent many of the major components have hardware and software lives much shorter than the anticipated life of the system. The Vendor shall describe in detail how the County is to insure the system is able to operate for the expected 15-year life. Include in this detailed description, the programs for the system to be upgrade. The Vendor shall provide programs to maintain the functional aspects of the system, supportability and serviceability. The description of the program shall describe conflicts that over time might arise, such as hardware incompatibility or software upgrade program. The program description shall clearly define how those issues are resolved Functionality/Serviceability/Supportability Upgrade Software The software upgrade program will provide the County with software upgrades only when required to ensure continued functionality, serviceability and supportability. This will include upgrades caused by hardware failure or upgrades. It is assumed the software will provide the same functionality to the system as the earlier version of software. The goal of the program is to maintain software upgrades on a regular basis as opposed to large upgrades at a later date Hardware The hardware upgrade program will provide the County with hardware upgrades only when required to ensure continued functionality, serviceability and supportability. This will include upgrades caused by software failures or upgrades. It is assumed the hardware will provide the same functionality to the system as the earlier version. The goal of the program is to maintain software upgrades on a regular basis as opposed to large upgrades at a later date Upgrade Plans Each Vendor shall include upgrade plans after the warranty. The Vendor shall propose an additional two-year option to extend system maintenance based on the County s upgrade requirement. 87 P age

90 17 Documentation 17.1 Vendor Documents The Vendor shall provide the list of all manuals that will be provided for the system The Vendor shall provide specification sheets for all equipment provided The Vendor shall provide, as a response to the specification, current hard copies and, if available, soft copies on disk, of all the manuals for the Vendor s equipment for the portions of the system that the users/operator will interface Customer Design Review By the completion of the customer design review the following information must be provided in a single comprehensive document Proposal - Updated proposal with all changes input into document to clearly reflect final CDR system Location Modifications/Requirements - Comprehensive list of the following items required for proper preparation of the equipment install Rack drawing or other drawings that characterize the equipment to be installed at the County All space requirements including rack drawing and floor plan layout All electrical needs and a detailed description which affect County location All grounding changes which affect County location All antenna and transmission requirements for installation of equipment on the tower, cable ladder, ice bridge and cable entry port A list of any other changes required at any of the County location in preparation of the County install. 88 P age

91 17.3 Pre-Commencement Fifteen (15) calendar days prior to the start of Phase 1, the Vendor shall supply the following documentation. The documentation shall be provided in.pdf and the software native program Project Management Information Any additional drawings, calculations, and certifications required by the County shall be submitted to the County Project Director and approved before the Vendor will be permitted to start the work Finalized graphic line or work chart indicating the work schedule as affected by the award and contract periods Name, address, telephone number of Vendor s Project Manager The Vendor will not be authorized to proceed with any work or delivery of any materials until these requirements are met All documents shall be delivered in a form acceptable to the County Project Director Safety Documentation Documentation that indicates all safety precautions to be taken by personnel employed in the installation, operation or maintenance of the equipment Inventory Information The Vendor shall provide a County acceptable method for inventorying the equipment as the equipment is delivered to the receiving location as outlined in section The Vendor shall provide the contracted list of equipment purchased with an associated list of deliverable items. The list of deliverable items at a minimum shall have a product description, Vendor, make, model, serial number and bar code information. The goal of the County is to semi-automatically inventory the equipment via a bar code reader when the equipment arrives at the receiving location. The Vendor will provide it recommend method of achieving this goal Manuals Complete and current set of three (3) hard copies, and one (1) electronic copy of operating manuals, installation manuals, service and maintenance manuals and programming manuals for the Vendor s and OEM equipment to be installed on the system. 89 P age

92 System Diagram Comprehensive diagrams of the system which shows all major components of the system and the required interconnection Each manual or wiring diagram shall fully and clearly detail any modifications done either by the factory or by personnel in the field. Such modifications shall be included in every manual for each piece of equipment on which such changes have any effect An acceptable manual is one complete with wiring diagrams, circuit descriptions, operating instructions, service and fault locator charts, pictorials of each circuit board, mother board, main frame or chassis, parts locators and identification, voltage and resistance measurements, waveforms, alignment instructions and service procedure instructions and parts lists This will permit the County to update the drawings as system changes occur in the ensuing years Manuals shall be bound in sets in loose leaf or other acceptable binders, one manual of each type per set, and shall be clearly indexed The County will not recommend acceptance of the system if the Vendor fails to provide the documentation manuals in the specified form and detail At this point, the Vendor must also provide any other documentation not previously provided but required by the County Pre-Final Acceptance As-Built Drawings Thirty (30) calendar days prior to final acceptance, the Vendor shall supply a complete set of as-built drawings to the County Project Director. Three (3) copies of the documentation shall be provided in three-ring binders and three copies on CD media in the original software format, including AutoCAD, Excel and Word for drawings, spreadsheets, and text. At a minimum, the following as-built documentation shall be included in each set: System Documentation Project-specific system manual that describes the overall system layouts, architecture, and its operating and failure modes 90 P age

93 System block diagrams Documentation of final programming configuration for all software programmable equipment A soft copy and printed copy of all equipment programming templates used in the system A soft copy and printed copy of all subscriber programming used on the system System Inventory Provide a complete inventory of all provided equipment and software in printed form and in the latest version of Microsoft Access. : For each piece of equipment, the Vendor shall provide the following information: A complete list of the location of the equipment (building, department, vehicle number) and entity operating the piece of equipment A complete list of model numbers, serial numbers and version numbers A complete list of all replaceable parts A complete list of all recommended spare parts A complete list of all recommended maintenance schedules for all system components A complete list of the warranty on all system equipment Site Documentation to be Provided Site layouts and floor plans of each equipment site, and dispatch facility, to scale Rack face drawings, to scale Drawings showing location of antenna, transmission line and mounting apparatus on each tower, cable ladder and entrance port Drawings showing cable tray location details, to scale Interconnect drawing that shows the numbering and labeling of all cabling that connect interconnect equipment 91 P age

94 A log of level settings for all control circuits and the limitations on the setting of the control circuits A record of telephone circuits by circuit number and telephone number for service on these circuits Acceptance Test Documentation to be Provided Complete copies of all acceptance test data with acceptable tolerances and all recorded measurements Radio propagation coverage maps and associated data for each map produced Coverage acceptance test documentation User Manuals to be Provided Each subscriber unit shall be delivered with a comprehensive user's guide 92 P age

95 18 Pricing 18.1 Overview The Vendor shall provide its best pricing. Any discounts, trade-ins, cost incentives or signing bonuses the Vendor intends to offer shall be contained in the proposal The Vendor shall acknowledge that this project may be a multi-year/multiphase project and that funding for the project is being provided by the New York State Interoperable Commutations Grant Program and the Vendor shall comply with all rules associated with that program Submittal The Vendor shall submit all pricing for its proposal(s) based on the pricing worksheets. The worksheets serve as the basis for the proposed pricing of all equipment and all services including, but not limited to, equipment delivery, freight, installation, programming, optimization, project management, engineering, training, testing, Vendor travel and per-diem, supplies, etc. Submission of a proposal shall be conclusive evidence that the Vendor has investigated and is satisfied as to the conditions to be encountered in performing the work All pricing shall be input into an Excel worksheet. The Vendor shall provide as much detail to properly represent the equipment including equipment model names, supplier names and model numbers for thirdparty equipment, etc. The Vendor shall clearly and effectively communicate system concept, infrastructure configuration and user equipment options. Pricing shall reflect both system and component level costs. County reserves the right to modify quantities contingent on final receipt of FCC licensing System Cost The Vendor shall provide a worksheet that rolls up the total pricing for the system Main Radio Site The Vendor shall provide the cost of the equipment and services at the main radio site to provide a complete and operating system that meets the requirements of the specification. The pricing shall show proposal equipment, recommended spares and optional additional items. 93 P age

96 Remote Radio Site The Vendor shall provide the cost of the equipment and services at each of the radio sites to provide a complete and operating system that meets the requirements of the specification. The pricing shall show proposal equipment, recommended spares and optional additional items Dispatch Centers The Vendor shall provide the cost of the equipment and services at the primary dispatch center in Fort Edward and backup dispatch center at the Warren County Sheriff s Office and list pricing for replacement equipment, recommended spares and optional additional items Services The Vendor shall provide the general system wide services that are required to complete the radio project Cost Additions and Reductions The Vendors shall include the additional cost reductions and additions as listed. These cost additions and reductions can be exercised as desired by the County For the initial five (5) years after final acceptance, the Vendor agrees to maintain the same price as the original proposed additions or upgrades. 94 P age

97 19 Appendices 19.1 Attachment 1 Site Data The site data for the sites the County will use is outlined Attachment 2 VHF Frequency Plan The frequency plan for the current system The frequency plan for the new VHF simulcast system Attachment 3 Public Safety National Interoperability Channel Plan Washington County TICP March Attachment 4 County Map and Shape Files See attached map 95 P age

98 Title VI / Nondiscrimination Policy Statement It is the policy of Washington County that no person shall, on the grounds of race, color, national origin, or sex as provided by Title VI of the Civil Rights Act of 1964, and the Civil Rights Restoration Act of 1987 (P.L ) be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity. Washington County will make every effort to ensure nondiscrimination in all of its programs and activities, whether those programs and activities are Federally funded or not. This policy incorporates all of Washington County s operations. Washington County firmly believes in, and subscribes to, fair employment practices and opens its facilities to every qualified person. In all employment practices, the County is committed to prohibiting discrimination on the basis of race, color, creed, national origin, sex, age, marital status, or disability. Washington County supports all federal and state laws, rules and regulations dealing with discrimination and specifically endorses all applicable provisions of Title VII of the Federal Civil Rights Act of 1964, the Age Discrimination in Employment Act, Section 504 of the Rehabilitation Act of 1973, the New York State Human Rights Law and the Americans with Disabilities Act. 96 P age

99 State of } County of } NON-COLLUSIVE BIDDING CERTIFICATE, being duly sworn, deposes and says:(a) By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief: (1) The prices in this bid have been arrived at independently without collusion, consultation, communication or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor. (2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor and; (3) No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition. (b) If the bidder is an individual, the bid must be signed by that individual; if the bidder is a corporation, it must be impressed with the corporate seal, signed by an officer of that corporation, or other person authorized by resolution of the Board of Directors, and in such case, a copy of the resolution must be attached; if a partnership, it must be signed by one of the partners or other person authorized by a writing signed by at least one general partner and submitted with the bid or previously filed with the Washington County Purchasing Department. I, hereby affirm under the penalties of perjury that the foregoing statement is true. Individual Bidder Co-Partnership (Corporate Seal) By: Partner Corporation (notary stamp) By: Corporate Officer - Title Sworn to before me this day of, P age

100 NOTARIZATION OF SIGNATORY FOR SOLE PROPRIETORSHIP OR PARTNERSHIP: STATE OF NEW YORK } COUNTY OF } } SS: On this day of 20, before me personally came, to me known and known to me to be the person who executed the foregoing instrument, and he/she duly acknowledge to me that he/she executed the same. Notary Public or FOR CORPORATIONS: STATE OF NEW YORK } } SS: COUNTY OF } personally came On this day of 20, before me, to me known who, being by me duly sworn, did depose and say that he/she is the corporation of, the described in, and which executed the within Instrument; that he/she knows the seal of such corporation; that the seal affixed to said Instrument is such corporate seal; that it was so affixed by order of the Board of Directors of said corporation; and he/she signed his/her name hereto by like order. Notary Public 98 P age