REQUEST FOR PROPOSALS

Transcription

1 REQUEST FOR PROPOSALS July 28, 2015 Bartow County is soliciting competitive sealed proposals from qualified contractors for an Association of Public-Safety Communications Officials (APCO) P25 Phase 2 TDMA 700/800 MHz simulcast trunked radio system and subscribers, with a backbone microwave network. Proposals must be returned in a sealed package with the words Bartow County 700/800MHz radio system clearly marked on the outside of the package. Electronic bids will not be accepted.. Proposals will be received until 3:00 P.M. local time on Friday September 18, 2015 at the Bartow County Commissioner s Office, 135 West Cherokee Avenue, Suite 251, Cartersville, GA The official time clock is on the wall in the Commissioner s office. Any proposal received after this date and time will not be accepted. A mandatory pre-proposal conference is scheduled for 9:00 A.M. local time on Tuesday, August 11, 2015 at the Bartow County Sheriff Office, Training Room, located at 104 Zena Drive, Cartersville, GA All vendors are required to attend. Non-mandatory site walks will follow after the pre-proposal conference, and may continue on Wednesday August 12. Questions regarding proposals should be directed to the County s Project Manager, Will Martin. at martinw@bartowga.org no later than 12:00 (noon) local time on August 18, An addendum answering all questions will be sent no later than COB August 20, Proposals are legal and binding upon the Vendor when submitted. One (1) unbound original (designated as the original), eleven (11) bound copies, and two (2) copies on USB Flash drive media in PDF of your proposal should be submitted. Bound proposals are to be submitted by either a 3 ring binder, binder clip or comb type binding only. For contracts greater than $25, all Vendors must be licensed contractors as required by Georgia Code regarding contractor licensure. Vendor's name, license number, limits, classification and expiration date must be placed on the outside of the envelope containing the proposal documents. For work which includes electrical, plumbing or HVAC work, the prime contractor or subcontractor(s) shall be listed on the envelope if the portion is less than $25, If the work is $25, or greater, the prime contractor or subcontractor(s)' license information shall also be on the envelope. For work which includes masonry work, the prime contractor or subcontractor(s) shall be listed on the envelope if the portion is less than $100, If the work is $100, or greater, the prime contractor or subcontractor(s)' license information shall also be on the envelope. All vendors must submit with proposal, a bid bond, certified check or cashier's check in the amount of five percent (5%) of the total proposal. Successful vendor will be required to meet insurance requirements, submit a one hundred percent (100%) performance bond and a one hundred percent (100%) payment bond. Insurance and Bonding Company must be licensed to do business by the Georgia Secretary of State, authorized to do business in Georgia by The Georgia Insurance Department, listed in the Department of Treasury's Publication of Companies holding Certificates of Authority as Acceptable Surety on Federal Bonds and as acceptable reinsuring companies, and must have an A.M. Best rating of A-5 or higher. The written proposal documents supersede any verbal or written prior communications between the parties. All companies submitting a proposal will be notified in writing of award. Selection criteria are outlined in the request for proposal documents. More than one bid/proposal for the same work/product from an individual or entity under the same or different names will not be considered and result in rejection of all bids/proposals in which that bidder has an interest. Bartow County s payment terms are net 30. We will not pay for any goods or services in advance of receipt and inspection. If you are unable to comply with these terms, we require that you not place a bid. Any bid or request for proposals not accepting these terms will be considered non-responsive and not acceptable. 1

2 Attached you will find a Drug-Free Workplace Affidavit (must be notarized), a General Indemnity form, an Attestation of Illegal Aliens form (must be notarized) and the County s Contractor s Safety Program. All must be filled out, signed and returned with your proposal. Failure to do so will result in your proposal being rejected. Each vender must submit a signed Conflict of Interest form with each and every proposal with Bartow County at the time of that party s submission of the proposal. In those cases where proposals are opened by the County and the apparent low vender for which the proposal would be awarded has not done so, the County will notify that vender that the signed Conflict of Interest form was not submitted, but that the submission of the form within two working days after the County s notification, oral or written, of the failure to submit the form, will allow the County to further consider the proposal in accordance with all other applicable rules and practices. The County will not be responsible for the vender s loss of the opportunity if the vender cannot be reached by the County s best effort for contact. The County reserves the right to waive technicalities and to make an award deemed in its best interest, or to reject any and all proposals, including without limitation, nonconforming, nonresponsive, unbalanced, or conditional proposals. Owner further reserves the right to reject the proposal of any vender whom it finds, after reasonable inquiry and evaluation, to not be responsible. The County may also reject the proposal of any vender if the County believes that it would not be in the best interest of the project/bid to make an award to that bidder. The County also reserves the right to waive all informalities not involving price, time, or changes in the work and to negotiate contract terms with the successful vender. The County also reserves the right to reject the proposal of a vender who has previously failed to perform properly or complete on time contracts of a similar nature, or a proposal of a vender who investigation shows is not in a position to perform the contract. Steve Taylor Bartow County Commissioner 2

3 Table of Contents 1. Instructions to Vendors 2. System Overview 3. APCO P25 Trunking System Description 4. APCO P25 Radio Equipment Requirements 5. Equipment Installation Requirements 6. Performance Verification 7. Training Requirements 8. Warranty, Maintenance, and Technology Refresh 9. Proposal Pricing Appendix A: Frequency Coordination Appendix B: Portable Coverage Area Requirement Map Appendix C: Conflict of Interest Appendix D: Drug-Free Workplace Affidavit Appendix E: General Indemnity Appendix F: Attestation of Illegal Aliens Appendix G: Contractor s Safety Program Appendix H: Bidder Registration, Business License, Right to Audit, Civil Rights, Davis-Bacon Act Appendix I: Statement of No Bid Appendix J: Contractor E-Verify Form Appendix K: SubContractor E-Verify Form Appendix L: Sub-SubContractor E-Verify Form Appendix M: Bid Bond Form Appendix N: Sample Payment Bond Form (Required after Award) Appendix O: Sample Performance Bond Form (Required after Award) 3

4 1 INSTRUCTIONS TO VENDORS Bartow County is seeking proposals for an Association of Public-Safety Communications Officials (APCO) P25 Phase 2 TDMA 700 MHz simulcast trunked radio system with 700/800 MHz subscribers, and a backbone microwave network. Vendors providing proposals must describe all components, services, and tasks required to implement a working, fully functional system, and clearly state whether or not said components and services are to be furnished by the vendor. Any and all components - whether hardware or software required, to make the system usable and fully operational that are not described in the proposal documents as being necessary, shall be provided at the vendor's expense. The price listed in the vendor's proposal shall be the delivered price, including freight to - and installation at - the locations of work in the Bartow County, Georgia. Proposals shall include all costs of equipment, installation, and maintenance. Warranty periods shall be described for all components. 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. Bartow County will entertain proposals of subscribers only (i.e., mobile radios, portable radios and control stations) if the proposed subscribers meet all of the specifications listed herein for operations on a trunked radio infrastructure (e.g., Vendors may submit subscriber-only proposal if subscribers meet all APCO 25 Phase 2 trunking requirements and Vendor describes the operations and limitations of using their radios on another vendor s infrastructure, if any). Subscriber-only proposals shall include equipment, installation, maintenance and warranty. 1.1 General Requirements A. No organization is to discuss any aspect of this Request for Proposal with anyone other than Will Martin. This is to insure that all prospective respondents have the same level of knowledge relative to the project as well as insuring the additional data is made available to all vendors. B. A mandatory pre-proposal conference is scheduled to begin at 9:00 A.M. local time on Tuesday, August 11, 2015 at the Bartow County Commissioner s Office, Suite 251, located at 135 West Cherokee Avenue, Cartersville, GA All vendors are required to attend. All questions or requests for additional information shall be addressed to Will Martin. at martinw@bartowga.org. The deadline for all questions is 12:00 (noon) local time on August 18, Vendors are encouraged to submit questions early. C. One (1) unbound original (designated as the original), eleven (11) bound copies, and two (2) copies on USB Flash drive media in PDF of your proposal should be submitted. All copies of the proposal must be identical. The full cost for proposal 4

5 preparation is to be borne by the proposing firm. Proposals must be signed in ink by a company official who has authorization to commit company resources. D. Proposals shall be submitted in a sealed envelope/package. Envelope/package shall be addressed to the Bartow County Commissioner, 135 West Cherokee Avenue, Suite 251, Cartersville, GA and shall be identified with the words Bartow County 700/800 MHz radio system date of opening on the outside of the envelope/package. E. The Vendor is responsible for assuring delivery on or before the stated date and local time as well as for any associated delivery costs. Be sure to include a Letter of Transmittal and all other requested materials. Arrange response Table of Contents, Illustration, etc. to track in order with this RFP. Proposals not received by the stated date and time will not be accepted. F. Proposals submitted are not publicly available until after award by Bartow County. All proposals and supporting materials as well as correspondence relating to this RFP become property of Bartow County when received. Bartow County is subject to the open records law and all information submitted in proposals will be available to others upon request. G. The successful vendor is required within ten (10) days of Notification of Award of to provide the following: 1. Certificate of Insurance as specified in the proposal documents. 2. Two (2) properly executed contract documents. 3. Payment and Performance Bond as required. Failure to provide the above documents within ten days after the Notice of Award may be just cause for the annulment of the award. At the discretion of the County, the award may then be made to the next highest scoring responsible vendor. 1.2 Evaluation Criteria Bartow County intends to accept the offer that is most advantageous to itself from the standpoint of price, functional sufficiency, technical sufficiency, and other factors. It reserves the right to reject any and all proposals received by reason by this request, to modify configurations proposed or to negotiate separately with any source whatsoever, in any manner deemed to be in the best interests of the Bartow County. During the evaluation, validation, and selection process, the County may desire the presence of a Vendor s representative for answering specific questions, orally and/or in writing. The County will not be liable for Vendor s costs incurred for preparation or presentation in this regard. Vendors responses will be evaluated based on the following criteria: 5

6 1. References 10%- Vendors shall provide five (5) references of 700 MHz or 800 MHz APCO P25 Phase 2 public safety systems similar to the one proposed to Bartow County. References should have a contact name, address, current phone number, dates of system installations and brief system descriptions. References will be utilized to evaluate vendor's experience and ability to provide system. Vendor will provide resumes of the project team detailing experience with similar systems. At a minimum, resumes of the project manager, project engineer, optimization team and training coordinator should be provided. Changes to the project team must be approved by Bartow County. 2. Company Stability 5%- Vendors shall provide financial statements to include balance sheets and profit loss reports and a brief history of the entity submitting a proposal covering at least five calendar years. The stability and viability of proposed Vendors is of critical importance to Bartow County s long-term investment in an 700 MHz communication system. Vendor s information should clearly outline the history of its Land Mobile Radio product lines. DUNS number should be provided. 3. Service and Support 20% - Vendor will provide the details on the location and type of the local system support available to Bartow County. Vendor will specifically outline similar systems that local service personnel are supporting. Successful Vendor will have a local service shop within 50 miles, that is capable of servicing and supporting the proposed system(s). 4. Technical Compliance 30% - Vendor shall describe their system by following the outline of the technical specifications. Vendor shall indicate whether their system is compliant or not and briefly describe their system, if not compliant. In the areas of the specification where Vendor is asked to describe their system and operations, Bartow County will determine which technical solution is in the best interest of the County. Evaluation criteria include: Compatibility with existing assets Features and functions provided Meets equipment specs Guaranteed radio coverage Interoperability with other jurisdictions Reliability of equipment/system Fault-tolerant system Fallback modes of operation Redundancy in system design 5. Compatibility with neighboring P25 Systems 10% - Vendor will provide the details on their equipments ability to interface with 800 MHz simulcast systems of Cobb County and Rome-Floyd. The details must include the backhaul 6

7 requirements, interface requirements and the operations and limitations of the subscribers. 6. Complete System Price 25% - Vendors shall complete the pricing sheet in Section 9.0 of this RFP. Successful Vendor on price will be the one with a total system cost that Bartow County feels is in their best interest. Pricing issues include: Pricing for all equipment and services Installation costs Trade-in allowance and other discounts Maintenance pricing 1.3 Taxes & Pricing Bartow County is exempt from federal excise tax and Georgia sales tax with regard to goods and services purchased directly by Bartow County. Suppliers and contractors are responsible for federal excise tax and sales tax, including taxes for materials incorporated in County construction projects. Suppliers and contractors should contact the State of Georgia Sales Tax Division for additional information. Prices shall be stated in units and quotations made separately on each item. Where there is a conflict between unit prices and extended prices, unit prices will govern. 1.4 Insurance Prior to execution of the contract, and at all times that this Contract is in force, the Contractor shall obtain, maintain and furnish the County Certificates of Insurance from licensed companies doing business in the State of Georgia and acceptable to the County covering the following County Standard Insurance Requirements: 1. Statutory Workers' Compensation Insurance (a) Employers Liability: Bodily Injury by Accident - $100,000 each accident Bodily Injury by Disease - $500,000 policy limit Bodily Injury by Disease - $100,000 each employee 2. Comprehensive General Liability Insurance (a) $500,000 limit of liability per occurrence for bodily injury and property damage (b) The following additional coverages must apply: Unless waived by the Risk Manager * 1986 (or later) ISO Commercial General Liability Form * Dedicated Limits per Project Site or Location (CG or CG 25 04) * Additional Insured Endorsement (Form B CG with a modification for completed operations) * Blanket Contractual Liability (included in 1986 or later forms) * Broad Form Property Damage (included in 1986 or later forms) 7

8 * Severability of Interest (included in 1986 or later forms) * Underground, explosion, and collapse coverage (included in 1986 or later forms) * Personal Injury (deleting both contractual and employee exclusions) * Incidental Medical Malpractice * Hostile Fire Pollution Wording 3. Auto Liability Insurance (a) $500,000 limit of liability per occurrence for bodily injury and property damage (b) Comprehensive form covering all owned, non-owned, leased, hired, and borrowed vehicles (c) Additional Insured Endorsement (d) Contractual Liability 4. Umbrella Liability Insurance - $3,000,000 limit of liability (a) The following additional coverages must apply: Unless waived by the Risk Manager * Additional Insured Endorsement * Concurrency of Effective Dates with Primary * Blanket Contractual Liability * Drop Down Feature * Care, Custody, and Control - Follow Form Primary * Aggregates: Apply Where Applicable in Primary * Umbrella Policy must be as broad as the primary policy 5. Bartow County (and any applicable Authority) must be shown as an additional insured on General Liability, Auto Liability and Umbrella Liability policies. 6. The cancellation should provide 10 days notice for nonpayment and 30 days notice of cancellation 7. Certificate Holder must read: Bartow County Commissioner 135 West Cherokee Avenue, Suite 251 Cartersville, GA Insurance Company, except Worker' Compensation carrier, must have an A.M. Best Rating of A-5 or higher. Certain Workers' Comp funds may be acceptable by the approval of the Risk Management Division. European markets including those based in London and domestic surplus lines markets that operate on a nonadmitted basis are exempt from this requirement provided that the contractor s broker/agent can provide financial data to establish that a market is equal to or exceeds the financial strengths associated with the A.M. Best s rating of A-5 or better. 8

9 9. Insurance Company should be licensed to do business by the Georgia Department of Insurance. 10. Certificates of Insurance, and any subsequent renewals, must reference specific proposal/contract by project name and project/proposal number. 11. The Contractor shall agree to provide complete certified copies of current insurance policy(ies) if requested by the County to verify the compliance with these insurance requirements. 12. All insurance coverages required to be provided by the Contractor will be primary over any insurance program carried by the County. 13. Contractor shall incorporate a copy of the insurance requirements as herein provided in each and every subcontract with each and every Subcontractor in any tier, and shall require each and every Subcontractor of any tier to comply with all such requirements. Contractor agrees that if for any reason Subcontractor fails to procure and maintain insurance as required, all such required Insurance shall be procured and maintained by Contractor at Contractor's expense. 14. No Contractor or Subcontractor shall commence any work of any kind under this Contract until all insurance requirements contained in this Contract have been complied with and until evidence of such compliance satisfactory to Bartow County as to form and content has been filed with Bartow County. The Accord Certificate of Insurance or a pre-approved substitute is the required form in all cases where reference is made to a Certificate of Insurance or an approved substitute. 15. The Contractor shall agree to waive all rights of subrogation against the County, its officers, officials, employees, and volunteers from losses arising from work performed by the contractor for the County. 16. All Risk Contractors Equipment and Contents Insurance covering owned, used, and leased equipment, tools, supplies, and contents required to perform the services called for in the Contract. The coverage must be for full replacement cost. The County will be included as a Loss Payee in this coverage for County owned equipment, tools, supplies, and contents. 17. The Contractor shall make available to the County, through its records or records of their insurer, information regarding a specific claim. Any loss run information available from the contractor or their insurer will be made available to the County upon their request. 9

10 18. Compliance by the Contractor and all subcontractors with the foregoing requirements as to carrying insurance shall not relieve the Contractor and all Subcontractors of their liability provisions of the Contract. 19. The Contractor and all Subcontractors are to comply with the Occupational Safety and Health Act of 1970, Public Law , and any other laws that may apply to this Contract. 20. The Contractor shall at a minimum apply risk management practices accepted by the contractors industry. 1.5 Required Bonds Bid proposals must include a (5%) Bid Bond. The successful vendor must submit a one hundred percent (100%) performance bond and a one hundred percent (100%) payment bond for your firms proposed work. Surety Company must have the same rating as item 8 above. 1.6 System Implementation Timeline Vendor shall submit a timeline for system implementation, using Microsoft Project or equivalent software, which highlights major tasks and milestones. Bartow County desires implementation in March

11 2 SYSTEM OVERVIEW 2.1 Overview Bartow County desires to procure the latest APCO Project 25 Phase 2 compliant simulcast digital technology for use at 700 MHz by its public safety responders. In order to provide a backbone network for this system an IP based microwave system will be required. Since the users are typically sending group-type messages (one-tomany), where the group members are dispersed around the County, simulcast technology is viewed as a better system choice than cellular-type technology Background Bartow County, encompassing a land area of approximately 470 square miles and a population of over 101,000. The County currently operates VHF systems, but needs improved performance of both portable and mobile communications for all public safety personnel. Bartow County 911 Dispatch is located at 104 Zena Drive, Cartersville, GA The 911 Center currently houses eight (8) combination calltaker and dispatch positions, as well as various other pieces of equipment such as printers and logging recorders. Two additional combination call-taker and dispatch positions are approved to be added for a total of ten (10) by system implementation Requested Communications System The County requests vendor proposals for a reliable radio system using proven technology that provides outside and in-building coverage for portable radios with enough talk groups to allow user agencies to operate safely and efficiently today and in the future. Vendors should propose a network that contains as many tower sites as required to meet the coverage requirements contained in this RFP. The County is in the process of coordinating six (6) 700 MHz NPSPAC frequencies and will make application for their use to their Region 10 NPSPAC Regional Planning Committee (RPC) at sites consistent with the successful vendor s RF site trunked simulcast design for county-wide coverage. Bidders should propose their choice of site locations and exact tower heights required for their design to meet the County s coverage requirements. Vendors are to include the cost of all site work and, internal to the building, dual-hvac, UPS, generator, automatic transfer switch and associated components. Bartow County requires that the new voice radio system meet the recommendations of the Association of Public Safety Communications Officers (APCO) and all TIA/EIA- 102 Project 25 Digital Land Mobile Radio Standards. Each Vendor should specifically outline how their system meets these standards and how the Vendor plans on continuing to meet these standards. 11

12 2.1.3 System Coverage Objective Bartow County requires a digital radio system that provides 95-percent area-coverage reliability or better, with portables in swivel cases operating inside the building types outlined in this specification, using a ½-wavelength flexible-wire antenna, receiving at hip level and transmitting at head level. System coverage should extend only three to five miles beyond the County boundaries, or as required by Region 10 RPC Capacity Bartow County requires a radio system that can handle 900+ public safety units when constructed. These units should be able to be organized into operational groups or talk groups on the radio infrastructure. Flexibility should be designed in the system initially to allow for operational talk groups and talk groups for emergencies or special events. Different departments within the County will use the special event talk groups to communicate with each other. The system design should have the flexibility to modify the talk groups and possibly modify the infrastructure without having to reprogram all of the subscriber radios Reliability Bartow County will evaluate the reliability of the proposed system and equipment based on three factors: components, sites and networks. Bartow County requires that quality components be used in the design. These components should use current standards that relate to their design and operation, including but not limited to ANSI, TIA, APCO, NFPA, IEEE, NTIA, ISO and other relevant standards. Bartow County is interested in purchasing equipment from a stable company with a reputation for building quality products. Reliable equipment is the foundation to building reliable systems. In addition to component reliability, Bartow County requires a system designed and built with site reliability in mind. This includes the use of generators, UPSs, surge protectors, HVAC, grounding standards, electrical standards, redundant equipment and fault-tolerant equipment. These considerations should be apparent in the radio systems, interconnection systems and any subsystem that supports the County infrastructure. In addition, the condition of the sites should be monitored via an alarm and control system that allows remote diagnostics of each site. Finally, the network must be designed and built to high-reliability standards. When referring to the network, we mean the equipment used to connect the individual sites to make them function properly as a group. The network should have fault-tolerance and redundancy designed into its operation. It should come with a network management-and-diagnostic system that allows for easy management and interrogation (diagnostics) of network components. 12

13 /800 MHz Mutual Aid Subscriber programming will include the National Mutual Aid repeater and talkaround channels to be used for operations outside the network area or for close-in operations with mutual aid responders. In addition, One (1) 700 MHz mutual aid repeater and Five (5) 800 MHz mutual aid repeaters will be installed at locations to be specified for the extension of the 700/800 MHz mutual-aid systems already operating in the State of Georgia. The 800 MHz National Mutual Aid conventional calling channels will be capable of being monitored in the 911 Center. The consoles should have the ability to patch local communications onto this channel. 2.3 Regional System Partner Proposal Options Bartow County provides mutual aid and receives benefits from mutual aid with surrounding communities. Moving to a 700/800 MHz platform improves the ability for Bartow to communicate directly with both Cobb County and Rome-Floyd during mutual aid events. Bartow is very interested in exploring partnering with either or both of these entities to achieve system design benefits for Bartow and the partner counties. Vendors are requested to provide separate optional proposals describing possible system costs for Bartow partnering with Rome-Floyd and/or system costs for Bartow partnering with Cobb County to be able to achieve cost savings through sharing border sites for coverage into Bartow, or other system cost reduction opportunities from their prime offering. Should Bartow be able to share trunking system resources of a neighboring system, Vendors shall quote a cost for this option, inclusive of the deduction of any infrastructure equipment and the addition of the microwave and interface equipment required to link the two systems. Vendors are requested to provide a narrative of possible system design benefits for Bartow and partner counties. Vendors are asked to discuss technical and operational system issues and any system features that could assist the partner counties with governance and financial management. 13

14 3 APCO PROJECT 25 TRUNKING SYSTEM DESCRIPTION 3.1 System Configuration The P25 radio system for Bartow County shall include but not be limited to the following, as detailed in the body of this RFP and the pricing section: a. One APCO P25 Phase 2-compliant digital trunked 700 MHz, 6-channel, multisite simulcast system. b. One IP based microwave transport system to provide backhaul for the P25 digital radio system. c. Equipment shelters with HVAC d. Alarm-and-control equipment e. UPSs, generators and associated components f. Towers g. Shelters h. Site preparation, fencing, crushed stone and site grounding i. Network management system j. Control center consoles k. Mobile radios with 3-dB gain antennas l. Portables with 1/2 wave antennas, chargers and swivel cases m. Control stations with Yagi antennas n. Conventional 700 MHz and 800 MHz mutual aid repeaters o. Spare Parts p. Optional Inter-RF Subsystem Interface q. Optional over the air reprogramming (OTAP) r. Optional multiunit chargers s. Optional spare batteries t. Optional AES encryption addition for subscribers u. Option: over the air rekeying (OTAR) v. Optional maintenance & warranty for years 2 through 10 w. Optional technology refresh for years 2 through 10 14

15 3.2 Trunking Requirements Vendor shall provide a 700 MHz P25 Phase 2 system that supports both P25 Phase 1 and P25 Phase 2 modes. The mode of operation shall be automatically selected based upon the subscriber programming. The trunked radio system should be based upon the performance specifications contained herein. This section of the SOW provides an overview of the performance requirements of the system Channel Priority RF channels shall be assigned automatically in real-time by the system controller in response to system user (field units and console dispatchers) requests, in accordance with channel availability and user assignment priorities. A minimum of eight levels of priority shall be incorporated in the system User Group Organizational Structure To provide for flexibility and use of the trunked radio system and to provide additional flexibility and capability for future system operational expansion, at least 2,000 individual talk groups shall be available within the system. All field units (mobiles, portables, and RF control stations) and console dispatch positions shall be capable of being assigned user group address designators that shall permit communications between groups of field units or groups of field units and individual dispatch positions. All units operating within the same user group shall receive both sides of every conversation addressed to or from the group members. The system shall be capable of individual call, group call (sub-fleet), and all call (fleet) voice communications and alerting. The talk group plan must be submitted by vendor to the consultant, and approved by the County prior to equipment programming Addressing and Signaling The addressing and signaling system shall permit the assignment of a minimum of 48,000 discrete field unit addresses. All discrete addresses shall be able to be a member of any or all user groups. Regardless of the user group affiliation, the discrete unit address for a unit shall not change. Each unit shall have a unique discrete unit address. Talk group addresses shall have the capability of being partitioned into various organizational user group structures. Vendor shall assist the County in the development of a countywide talk group plan. 15

16 3.2.4 System Access Time Each system user (field units, console dispatchers, etc.) shall have access to all RF channels via an operator programmable priority protocol. Channel access time shall be in accordance with APCO P25 and NFPA 1221 Standards Private Conversation The trunked radio system shall permit designated radios to have individual conversations with one another. This mode shall allow two units to have a conversation so that no one else is privileged to the communications, or is aware of it being requested. An originating radio user specifies the identification of the destination radio user and initiates the transmission. The destination radio user receives the transmission and is able to communicate with the originating radio user without having to change any settings on the radio Dynamic Switching Between Technologies The trunked radio system shall permit radios to access the system in either the APCO Project 25 Phase 1 FDMA mode or the APCO Project 25 Phase 2 TDMA mode realtime on a channel by channel basis. Individual channels shall not have to be partitioned or dedicated as either FDMA or TDMA. This will allow the controller to assign channels in the most flexible manner and will allow the users to migrate from FDMA technology to TDMA technology without concern for channel resources. The switching device will assign channels without concern for technology as the channels will be equipped with TDMA/FDMA operations. Selection of TDMA/FDMA modes of operation shall be determined by the subscriber programming Selective Alerting The trunked radio system shall provide a means for selectivity alerting radio units on an individual, group (sub-fleet), or all-call (fleet) basis On-Channel Interference The trunked radio system controller shall have the capability of detecting an interfering signal on any of the RF channel receivers. If such a signal is detected, the system controller shall shut down the associated channel transmitters and receivers for the duration of the interference. If the interference appears on the control / signaling channel, the system controller shall switch to an alternative control / signaling channel, as well as remove the channel being interfered with from the system. Once the interference is gone, the RF channel shall be reactivated by the system controller for system use Out-of-Range (Contact) Indication A programmable feature shall be provided to alert the user when a field unit leaves the radio coverage area of Bartow County s system. The user shall be notified of this condition by a visible or audible signal when the condition is first sensed. 16

17 Unit Disable The trunked radio system shall provide the capability of allowing the system supervisor using a system-manager terminal to enable or disable any field units on the trunked system. The disabling of a field unit shall prevent the unit from monitoring any voice communications on any channel or user group in the system. A disabled unit shall not be able to transmit or otherwise join into any voice conversation on the system. The enabling or disabling function shall occur while the field unit is on the system anywhere within the radio coverage area. The system shall have the capability to search the trunked system for the unit. The system manager terminal shall provide a positive indication to the system supervisor when the system succeeds in enabling or disabling the unit. The field unit and system shall handshake so that the system shall have a positive indication of success. This process shall not involve any shutdown of the system. The operation shall not require the use of any working channel. A disabled unit can only be re-enabled by the system supervisor. If for any reason the trunked system is shutdown or disabled, any disabled units shall stay disabled. If the unit is not on the system at the time the enabling or disabling function is initially invoked, the system shall have the ability to capture the unit when it comes into the system. When the target unit comes into the system, the system shall have the capability to quickly capture and automatically enable or disable the unit Unit Identification (ID) Each unit (mobile, portable, RF control station, and dispatch console) shall send its unique discrete address identification to the system each time the unit transmits. The ID shall be displayed on the associated dispatch-control-console channel module, as well as any other field units or RF control stations that are equipped with display capabilities. The ID that is displayed shall be system programmable and shall be either the unit ID number or the plain language alias (fleet, sub-fleet, talk group, affiliation group, or individual unit name) name. Vendor shall state the alias naming capabilities of the system in its proposal Automatic Station ID Automatic International Morse Code Station Identification shall be provided for the trunked radio system. Operation of the Automatic Station ID shall be in accordance with FCC rules for trunked radio systems Dynamic Regrouping The trunked radio system shall permit the reassigning of radio units to new or other temporary user-group assignments. The system supervisor using the system manager terminal can initiate the reassignments. This reassignment of user groups shall occur while the field unit is operating on the system anywhere within the RF coverage range of the system. The system shall 17

18 handshake with the target unit and confirm that the requested change has been accomplished. The system manager shall be capable of regrouping field units once they have re-entered the RF coverage range or when they are powered up (turned on) at any time after the initial regrouping has taken place. The system shall include the ability to perform this function manually, and also with a stored software plan to allow for the automatic programming of many units into predetermined user groups. This reprogramming shall allow for the saved plan to be initiated at any future time by the system supervisor. Vendor shall provide a description of this feature and the total time required to regroup 100 units of a pre-stored group. Total time is to be measured from the time that the regrouping activity is initiated by the system supervisor, to the time that the 100 units are regrouped and able to receive voice messages. All 100 units are presumed to be on and within RF coverage range of the system Trunking Protocol The trunking protocol shall allow for message -type trunking (repeater hang time after release of PTT switch) or transmission -type trunking (RF channel instantly reverts to pool of available RF channels) on the system. This feature shall allow reconfiguration of the trunking protocol as necessary and as future system operations dictate System / Site Controller A primary system / site controller shall be provided, and shall consist of the necessary hardware and software to provide overall monitoring and control of the trunked radio system. The system shall be responsible for automatically making RF channel assignments and performing priority call queuing, late entry assignments, and data logging of system activity. The system shall perform other unit and control activities as necessary to completely control the trunked radio system. The system shall have the capability to receive requests for access to the system from field units (mobile, portable, RF control station) and from dispatch console positions via the control / signaling channel. It shall identify an unused RF channel and direct the signaling system to move the addressed unit or user group to the designated RF channel. The system shall assign an RF channel in accordance with priorities and user-group assignment procedures established by the County. System software / hardware updates and / or changes shall be completed while maintaining continuous communications and without forfeiting any features or functions required by this SOW. 18

19 The trunked radio system shall be controlled by a primary-site controller (system controller). Failure of the system primary-site controller shall not cause the loss of any functions or features required by this SOW. Records management and APCO Project 25/16 priority system access shall be maintained. As an alternate to the System/Site Controller, Vendor shall describe system control capability and the reliability of their proposed architecture specifically addressing the intent of the operations and features as listed in this specification Network Manager A network-manager interface shall be provided for control of the total trunked radio network by authorized personnel. The network manager shall allow data entry and retrieval from the system. Data retrieval shall include receiving control / signaling channel data and alarm messages from the various system controllers. Examples of data entry include altering system parameters, removing channels from operation, regrouping radio units, disabling radios, etc. The network manager shall be password protected from access by unauthorized personnel. The network-manager shall be a web-based application that allows the system manager to access the trunked network from any computer with web access Database A database shall be provided that will store system user profiles, such as user group access, priority levels, dynamic regrouping plans, authorization codes, interconnect access, etc. Additionally, whenever a field unit is turned on and the unit is within RF coverage range of the system, the unit s discrete address and user-group selection shall be recorded into the system database. Whenever a field unit is on and is in RF coverage range of the system, any change of user group selection for the field unit shall automatically update the system database with the unit s ID (discrete data signaling address) and current user-group selection. The database shall permit user-defined sorting of calls by units, groups, time of day, duration of call, channel, site and priority. The database shall be continuously backed up. This backup database shall act as a hot standby database that is automatically kept current. Should there be a failure with the primary database; the backup database shall automatically be activated for system access. Every 24 hours, the database shall be automatically backed up to a storage hardware device external to the 700/800-MHz trunked control system. Sufficient storage capacity shall be provided for storing data over a two-year period. If unattended, fully automatic backup capability cannot be provided, vendor shall specify the system s backup capabilities and limitations, and any user involvement that might be required. The database shall have sufficient capacity to store all system profiles, as well as the capacity to store 45 days of system activity for report generation. 19

20 System Diagnostics Sufficient hardware and software shall be provided to monitor and test the trunked radio system. The diagnostic system shall continuously test all RF repeater stations, site controllers and other critical hardware and software functions. Should any abnormalities be found during a test sequence, the abnormality shall be logged in plain language (not coded characters). At a minimum, the log shall include the type of problem encountered, the date and time, and the channel(s) or equipment where the problem occurred. Additionally, the diagnostics system shall activate audible and visible alarms to notify the system supervisor of the problem. If a failure results in a loss of transmitter power or high VSWR on a repeater station, combiner or antenna system, the system controller shall automatically remove that repeater station from the system until such time that the fault is corrected. If interference is received on a radio channel, the system controller shall automatically remove that channel and associated receivers from the system until such time that the fault is corrected. When a repeater station or a radio channel is removed from service, an alarm shall be sent to the system supervisor System Alarms Alarm-status information shall be accessible from the network manager terminal or web-based application. The system supervisor shall be able to ask for and receive alarm conditions concerning the base-station repeaters and controllers. The system shall be capable of having alarms printed out (as they occur) in plain language on a printer. This printer shall be included with the system supervisor terminals. All alarms must meet the requirements of NFPA and ISO (Insurance Service Organization). A remote-alarm-indication subsystem shall be provided to capture diagnostic and alarm reports, as well as summarize traffic operations. At a minimum, the following trunked system alarms shall be logged and displayed: Transmitter power / VSWR Control / signaling channel data integrity Working channel integrity Proper trunking operation of each channel System interference reception In addition to network alarms, shelter and power subsystem alarms from generators, transfer switches and UPS equipment shall also be integrated. All individual system alarms must appear at the dispatch center and the radio maintenance facility. The network monitoring and control system and trunked radio network-manager terminals or web-based applications are to be installed at the above facilities in the same manner. 20

21 Report Generation The network manager shall be capable of generating management reports to provide the necessary information for management personnel to review the reports and make decisions regarding staff resource allocation and altering system size, and to evaluate the operational effectiveness of the various components of the trunked radio system. The reports shall include at least one month of system activity Network Manager Terminal One network manager terminal shall be included. The terminals shall consist of a desktop-style keyboard, processor, software, Flat-Panel-Display (FPD), printer, all necessary interconnect cabling and 120 VAC power supply. The network manager terminal or web-based application shall allow an operator at the terminal to perform the following tasks: a. Inquire about the status of alarms. b. Inquire and make changes to the priority level of assignments of any and all units in the system; the priority shall be assigned on an individual basis, by user-group assignments, or both. c. Inquire about dispatch call-loading information. d. The terminal shall display the real-time activity of the prime-site controller at a designated location within the system Reliability / Redundancy / Backup A minimum of two trunking system failure modes shall be provided to minimize the loss of communications system features and functions. As an alternative to the Reliability/Redundancy/Backup operations listed in this specification, Vendor shall provide information for the County to properly evaluate the Reliability/Redundancy/Backup features offered by their system design specifically addressing the intent of the operations and features as listed in this specification Failure Mode One Due to operational requirements and system loading, a failure that would cause the system to revert to conventional (non-trunking) operation would degrade the system to an unacceptable level. For this reason, it is required that the system shall continue to trunk and provide all features, including radio coverage and APCO 25 features, in the event that the primary-system controller or remote-site controllers fail. Therefore, redundant system and site controllers and automatic switching facilities are required. 21

22 If the primary system or site controller fails, the system shall automatically switch to a backup system or site controller for trunking control. During this mode of operation, the system shall continue to provide all features and functions specified in this document. The system shall not be OFF THE AIR for longer than ten seconds (maximum) during the system adjustment Failure Mode Two Should the trunked radio system central controllers fail to the point that APCO 25 trunking can no longer be maintained, then the trunking system shall revert to what is common known as a failsoft mode of operation. During this mode of operation, a signaling message shall be continuously transmitted by the system repeaters to notify the mobiles, portables, and RF control stations that the system is in a failsoft mode. This signaling shall also ensure that the mobile and portable radio shall not go into failsoft mode when they are out of RF coverage range of the system. This system shall not be OFF THE AIR for longer than 15 seconds (maximum) during the failsoft system adjustment. While the system is operating in the failsoft mode, the receiver / voting system shall continue to function, and the system shall continue to operate in simulcast mode without any reduction in coverage Other Reliability Requirements The system shall have the capability of assigning a minimum of four trunked repeater stations to perform as the control / signaling channel. When a new control / signaling channel is assigned, radio units shall automatically search for and acquire the new channel. The control / signaling channel shall periodically be rotated between trunked repeater stations. In the event that the control / signaling channel fails, the failure shall be detected and one of the remaining stations shall be automatically assigned as the control / signaling channel. A monitoring device shall be provided at each RF site to monitor control / signaling activity, forward and reflected transmitter power, and up to eight other alarm inputs to be used as the County sees fit. The alarms shall automatically be reported as described in Section System Alignment / Diagnostics / Test Equipment Any alignment control and diagnostic test equipment required for the proper alignment and optimization of the trunked simulcast system shall be provided with the communications system. 22

23 Spare Parts Inventory Vendor shall furnish with the response an itemized listing, with purchase costs, of spare parts, sub-assemblies, plug-in boards and components that should be kept in stock in order to maintain the communications system at a fully operational and functional level. Vendor shall provide contract pricing for replacement parts five years beyond system acceptance. 3.3 Channelization Radio Channels The County desires to utilize six (6) 700 MHz channels for trunked simulcast voice communication. Vendors must present a valid FCC 700 MHz design. Vendors shall describe how their proposed system will operate on the public safety spectrum in the 700 MHz band to accommodate future channel expansion. 3.4 Radio Communications Coverage The successful vendor shall provide a trunked simulcast system to meet the coverage area requirement objective of 95-percent area-coverage reliability or better, with portables in swivel cases operating inside buildings using a ½-wavelength flexiblewire antenna, receiving at hip level and transmitting at head level. Proof of coverage-performance compliance shall be determined through the coverage acceptance test plan. Should the vendor s system fail to meet the coverage reliability outlined in this specification, vendor shall provide additional equipment to meet coverage reliability. Procurement and installation of additional equipment is the vendor s responsibility Portable Radio In-Building Coverage Parameters Buildings requiring portable radio coverage will be classified as light density or medium density as follows: a. The losses associated with light density type structures shall be assumed to be 8 db in all areas of the County. b. The losses associated with medium density shall be assumed to be 12 db areas of the County highlighted on the County Land Use Map as Medium/High Density Residential, Residential Mixed Use, Commercial, Commercial Mixed Use, Industrial, Mining, Public/Institutional and Transportation/Communications/Utilities. Refer to Appendix B. 23

24 Building clutter / foliage losses used in the calculations shall be vendor s corporate standard using Land Use Land Clutter (LULC). The County shall be divided into grids so that a statistically valid test can be performed. Typically this is greater than 500 grids for a 95% reliable system Portable Radio In-Vehicle Coverage Parameters Coverage for portable units operating inside vehicles shall be based on the portable receiving and transmitting at head level using a ½-wavelength flexible-wire antenna. Vehicles may be parked, or traveling on any street, road (paved or unpaved) or highway at up to 65 mph within the coverage area Mobile Radio Coverage Parameters Mobile radio coverage shall be based on the use of ¼-wavelength unity gain mobile antennas. Vehicles may be parked, or traveling on any street, road (paved or unpaved) or highway at up to 65 mph within the coverage area. Vehicular antennas are to be center mounted on each vehicle roof, or center of the cab, unless specifically noted elsewhere in this document for a particular vehicle or class of vehicles Coverage Maps Vendor shall provide separate composite coverage maps in their response that are an accurate portrayal of expected system performance for each of the following conditions: a. Talkout to a portable while the portable is operating at hip level: 1. outside 2. inside an 8 db (light) attenuation building 3. inside a 12 db (medium) attenuation building b. Talkback from a portable while the portable is operating at head level: 1. outside 2. inside an 8 db (light) attenuation building 3. inside a 12 db (medium) attenuation building 4. inside a moving vehicle c. Talkout to a portable while the portable is operating at head level: 1. outside 2. inside an 8 db (light) attenuation building 3. inside a 12 db (medium) attenuation building 4. inside a moving vehicle d. Talkback from a portable while the portable is operating at hip level: 1. outside 24

25 2. inside an 8 db (light) attenuation building 3. inside a 12 db (medium) attenuation building e. Talkout to a mobile while the vehicle is traveling on local streets, roads and interstate highways. f. Talkback from a mobile while the vehicle is traveling on local streets, roads and interstate highways. g. One composite map showing all tower site FCC 40 dbu contours associated with the system design. Any areas within the coverage contours shown on a map that are predicted to have a reliability of less than the reliability applicable to that map shall be clearly marked on the map. A description of how vendor calculated the coverage shall be included in the response. List the coverage model(s) used (for example Okumura, Longley-Rice, etc.). All operating parameters and factors pertaining to the coverage commitment for a specific map shall be shown for that map (preferably on the map). The following minimum information shall be clearly defined for each map and each site: a. Base / repeater RF power output. b. Base / repeater antenna gain and directivity. c. Transmit ERP. d. Effective receiver sensitivity and BER threshold for the coverage contour. e. Base / repeater antenna height above ground, specifying the antenna height at the center point and the antenna s overall length. f. Base / repeater antenna height above average terrain. g. Base / repeater site elevation AMSL. h. Mobile and portable antenna type and gain or loss. i. Mobile and portable RF output power. j. The configuration of field units (for example talk out to portable inside medium density buildings) and the environmental loss factors utilized. k. Simulcast offset delay. l. Foliage loss / standard deviation. m. Building loss / standard deviation. n. Moving factor. 25

26 3.4.5 RF Coverage Acceptance Criteria General The County s acceptance of the RF coverage portion of the system shall be based on successful passage of the RF Coverage Acceptance Test. A detailed RF Coverage Acceptance Test Plan (RFC-ATP) shall be included in vendor s response. The RFC-ATP shall reflect the system proposed and include (at a minimum) the following items: a. A brief description of how the test shall be conducted. b. County manpower requirements. c. A list of mobiles and portables in the system to be supplied by the County for the actual data gathering. d. How long the test shall take (approximate time). e. An explanation of the methodology of data gathering. f. An explanation of how the results shall be tabulated and documented. g. An explanation of why the methodology of data gathering and presentation of the results to the County shall prove that the coverage reliability requirement of this document shall be met in general and in the defined special RF coverage areas. The vendor s RFC-ATP shall incorporate the following minimum criteria: The County shall be divided into grid squares. All grids shall be tested in the entire county. Both computer automated tests and audio quality tests shall be performed throughout the County demonstrating 95-percent coverage as proposed by vendor coverage maps. Testing points shall be chosen by the County and, to the extent possible, should not cluster adjacent grid test points together. Successful completion of the test shall occur when 95 percent or more of all grids pass the audio test. A written test plan must be submitted and approved by the County prior to performing the test. No greater than four adjacent grids shall fail in any part of the County. An adjacent grid shall be defined as grids having common sides or apexes. The tests shall be based on aforementioned portable-radio configurations. The calibrated test-radio configuration shall be verified by an independent means acceptable to the County both before and immediately following the tests. Test equipment shall remain in the possession of the County for the duration of the test Automated RF Testing The test instrumentation used to record signal strength measurements shall provide a method of correlating the location and the signal level measurement, such as a GPS receiver. The test instrumentation shall be capable of operation in a vehicle for talkout tests, and at the fixed equipment sites for talkback tests. 26

27 A test route shall be developed by vendor and approved by the County. Continuous data shall be recorded throughout the test route. Transportation shall be provided by the County to any test locations not generally accessible by car. The testing procedures will only consider accessible grids. The test shall be statistically significant for the required reliability Voice Quality Tests For each radio configuration, at least 95 percent of the test locations shall provide a voice quality rating of DAQ 3.4 or better for both talk-out and talkback messages. DAQ Table : Subjective Performance Description 1 Unusable. Speech present but unreadable. 2 Understandable with considerable effort. Frequent repetition due to noise / distortion. 3 Speech understandable with slight effort. Occasional repetition required due to noise / distortion. 3.4 Speech understandable with repetition only rarely required. Some noise / distortion. 4 Speech easily understood. Occasional noise / distortion. 4.5 Speech easily understood. Infrequent noise / distortion 5 Speech easily understood. The test evaluation team(s) shall be made up of two County representatives and one vendor representative. If the test messages meet or exceed the test criteria, as agreed by a majority of test evaluation team, the grid is considered to have passed. If the test messages do not meet the test criteria, as agreed by a majority of the test evaluation team, the grid failed. Separate portable radio talk-out and talkback tests shall be conducted for selected buildings, outdoors and in moving vehicles. The tests conducted using a portable radio shall be performed either at a fixed location or in a moving environment at the County s discretion. The County will provide test messages representing commonly used dispatch language for the fire, Emergency Medical Services (EMS) and law enforcement. Vendor and the County must mutually agree on the test messages. The test messages will be no longer than 10 seconds in length. Test messages will be drawn at random and read and evaluated. Once used, the test message will be discarded so as not to be used again. 27

28 3.4.6 Coverage Performance Vendor shall guarantee RF coverage performance in accordance with the requirements in this SOW, section 3.5. If the RF coverage performance of the system supplied by vendor does not meet the requirements of the SOW, vendor shall modify or otherwise cause the system to meet the requirements of this document at no cost (direct or indirect) to the County. Vendor shall submit a plan to meet such requirements that is satisfactory to the County, in the County s sole discretion. This plan shall become an enforceable part of the written contractual agreement between the County and vendor. 28

29 4 APCO P25 RADIO EQUIPMENT REQUIREMENTS 4.1 General This Scope of Work contains performance criteria and requirements upon which vendor shall base its proposal for an 700 MHz P25 Phase 2 trunked radio communications network that shall support voice operations. It shall be the responsibility of vendor to verify completeness of the material list, and the suitability of the devices to meet the total requirements of this SOW. Base stations shall employ digital emission for public safety voice communications. A digital system is based on the use of radio equipment providing true digital emission without the use of an analog modulating subcarrier. A digital trunked radio system is specified to achieve consistent voice quality across the coverage area. Additionally, the County expects that the performance and quality of encrypted voice over the digital system will be identical to that of clear voice. Vendor shall propose digital field unit equipment and consoles with vocoding that digitizes the human voice and broadcasts that information with digital emissions as its primary mode of operation. Field unit equipment shall provide conventional analog operation for communications on the five National Mutual Aid conventional channels. In the event that add-on features or devices such as voice encryption, mobile-data terminals, laptop computers, etc., are added in the future, it shall be possible to utilize the field unit equipment without replacement and with only minor add-in modification, such as an encoder / decoder chip or radio-data interface Equipment Layout The location and position of all equipment shall be in accordance with good ergonomic engineering practices such that optimum functional efficiency will result. All equipment shall be arranged and installed in a coordinated fashion. Consideration shall be taken during the arrangement of equipment to ensure that each piece of equipment s intended function will not be impaired due to the influence of adjacent equipment or other environmental factors. Sufficient space and clearance shall be provided such that service and maintenance of each piece of equipment can readily be performed. Equipment layout diagrams shall be provided by Vendor and approved by the County, prior to installation Equipment Mounting To maximize space utilization and facilitate equipment maintenance, vendor shall install the fixed equipment in open 19-inch self-supporting racks. If the supplied equipment requires a cabinet for FCC certification, the equipment shall remain completely contained in a self-supporting indoor cabinet-style enclosure. Vendor is reminded to ensure that installation of all equipment is performed in accordance with local building codes. 29

30 4.2 Trunked Repeater Station Digital Trunked Repeater Station This section defines the requirements for continuous-duty 700 MHz digital trunked repeater base stations for the digital operations. The station shall be equipped with full transmitter and receiver shielding. The station shall be microprocessor controlled so that frequencies, options and upgrades can be software programmed. The station must be capable of operating within an ambient temperature range of 30 to +60 degrees centigrade at a 90-percent relative humidity at 40 degrees centigrade. The repeater station shall be configured for operation within a simulcast radio system. The trunked repeater station and/or 700 MHz radio system shall be equipped with an automatic Morse Code identifier(s) and shall operate to meet FCC requirements during all modes of operation. The station identifier shall be programmable as to frequency and interval and 800 MHz Analog Mutual Aid Repeater Stations This section defines the requirements for continuous-duty analog repeater base stations for conventional mutual aid operations. The station shall be equipped with full transmitter and receiver shielding. The station shall be microprocessor controlled so that frequencies, options and upgrades can be software programmed. The station must be capable of operating within an ambient temperature range of 30 to +60 degrees centigrade at a 90-percent relative humidity at 40 degrees centigrade. The repeater station shall be configured for operation within a simulcast radio system. The repeater station shall be equipped with an automatic Morse Code identifier(s) and shall operate to meet FCC requirements during all modes of operation. The station identifier shall be programmable as to frequency and interval. 4.3 Antenna Multicoupling System An antenna multicoupling system shall be provided at each RF site. The transmission line, combiners, multicouplers and accessories are specified herein. Vendor shall include with its response the antenna type, antenna heights (centerline AGL), antenna 30

31 mount type, antenna side-arm type and length, and antenna orientations for all transmit and receive antennas Transmitter Combiners Factory-tuned transmitter combiners shall be supplied for combining transmitters at each trunked simulcast RF site. Unused ports at a site shall be properly terminated. Unused ports will be determined after the Detailed Design Review. Each combiner shall be field expandable utilizing a building block design Receiver Multicoupler Active receiver multicouplers shall be provided for each trunked simulcast RF site. Unused ports at a site shall be properly terminated. Unused ports will be determined after the Detailed Design Review. The multicouplers shall consist of a tower-mounted preselector filter, preamplifier, and preamplifier test system and a ground-mounted receiver-distribution system including power supply and associated controls. The tower-mounted preamplifier shall be redundant, and it shall be possible to switch the main or backup preamplifier into service or bypass them altogether from the ground unit Antennas The antennas shall be supplied with mounting brackets, mast and all other suitable mounting hardware for mounting on a communications tower in accordance with EIA/TIA 222G standards. Base-station antennas shall be low PIM, high-quality, longlife and suitable for public safety applications. The antennas shall be commensurate with coverage requirements. All brackets, masts, clamps and hardware shall be of hotdipped galvanized steel or a quality-grade stainless steel Transmission Lines All lines should be Commscope/Andrew Model, LDF5-50A, LDF6-50A, or LDF7-50A jacketed foam Heliax or equivalent as required to meet coverage requirements. All lines should be installed with appropriate surge suppressors, grounding kits, hoisting grips, cable hangers and connectors. Jumpers and connectors shall be provided to connect all RF infrastructures to antennas. 4.4 Simulcast System Controllers A Controller that perform the control and signaling functions for the radio system shall be a computer / processor with software specifically designed for the proposed trunked radio system. It shall be capable of operating over a temperature range of +10 to +40 degrees Celsius, from a nominal 120-VAC, 60-Hz power supply. The unit shall be mounted in a freestanding 19-inch rack frame or self-contained equipment cabinet, and shall be provided in a fault-tolerant configuration with duplicate components, including a backup power supply. All peripheral equipment that provides self- 31

32 diagnostics and alarms shall be included. An uninterruptible power supply (UPS) shall provide four hours of backup power in the event AC power is lost, unless the network manager is at a site with generator protection, in which case 30 minutes of UPS power will be acceptable. 4.5 Network Manager The network manager shall perform the management and user interface functions for the trunked communications system. The unit shall be mounted in a standard 19-inch rack frame or self-contained equipment cabinet. All peripheral equipment that provides self-diagnostics and alarms shall be included. An uninterruptible power supply (UPS) shall provide four hours of backup power in the event AC power is lost, unless the network manager is at a site with generator protection, in which case 30 minutes of UPS power will be acceptable. 4.6 Simulcast Equipment As an alternate to the Simulcast Equipment listed in this specification, Vendor shall provide a description of their systems simulcast operation as well as its frequency/amplitude/phase control capability Simulcast Operation To provide the required radio coverage, the communications system shall be configured with transmitter sites that shall operate in simulcast trunked mode. Simulcast specifically refers to the transmission of identical RF carrier signals from multiple, geographically separated sites at exactly the same time. This is especially important to ensure intelligible audio quality in overlap areas (areas where a field-unit radio is in range of more than one transmitter site). This mode of operation requires highly specialized equipment to control transmitter frequency and synchronization throughout the simulcast system. Vendor shall describe the operation of their system upon any failure involving control equipment that affects simulcast trunked operation. The trunking system communications paths via the digital microwave system shall be optimized for the most efficient use of the microwave channels. Simulcast-control equipment shall be located at the prime site Precision-Frequency Source A precision-frequency source shall be redundant, and shall be provided at each simulcast site to stabilize frequency synthesizers in the trunked repeater stations, and to provide critical synchronization of simulcast transmission equipment. The primary precision-frequency source shall be an off-the-air GPS-frequency-locked-stable source, and the secondary precision-frequency source shall be an atomic type, rubidium or other frequency-locked-stable source. The redundant-frequency sources shall be capable of maintaining the proper frequency stability and synchronization of 32

33 the system upon failure / loss of the primary GPS reference signal. The redundantfrequency source must be capable of maintaining the simulcast system without degradation for a period of at least 96 hours. Vendor shall describe in detail the operation of the proposed frequency source and its redundancy capabilities, and justify the technical suitability of the source to meet simulcast system requirements during normal, abnormal or loss of GPS reference signal Audio Distribution Equipment Audio distribution equipment shall be provided as necessary to allow for proper distribution of audio signals to and from the multiple simulcast sites. The equipment shall be rack mounted in a way that affords ready access for servicing and adjustment. 4.7 Site Equipment The new system shall comply with the following documents; the latest version may be obtained from their respective standards organizations: a. ANSI/EIA/TIA-222-G, Structural Standards for Antenna Supporting Structures and Antennas b. NFPA 70, National Electrical Code (NEC) c. NFPA 110, Standard for Emergency and Standby Power Systems d. NFPA 780, Standard for the Installation of Lightning Protection Systems e. NFPA 1221, Standard for the Installation, Maintenance and Use of Emergency Services Communications Systems f. FAA Advisory Circular 70/7460-1, Obstruction Marking and Lighting g. FAA Advisory Circular 150/ , Specification for Obstruction Lighting Equipment Site equipment shall be installed following current industry recognized guidelines (i.e. Harris Site Grounding and Lightning Protection Guidelines AE/LZT /1, Motorola R56 Standards and Guidelines for Communications Sites), or equivalent, where guidelines do not conflict with the abovementioned standards Communications Towers The structure should be designed to meet minimum wind speed as defined by EIA/TIA standards for the Bartow County area. Ice loading shall be considered at ½ inch. All fabricated tower members shall be hot dip galvanized after fabrication per ASTM Standard A123. Hardware shall be galvanized per ASTM Standard A153 and B695. Other types of zinc coating are not acceptable. The tower shall include all foundations, hardware and lights to meet FCC and FAA requirements. The following additional materials shall be provided with the tower structure and incorporated into the tower design as required by EIA/TIA 222G: climbing ladder, safety device, transmission line support ladders, antenna mounts as well as grounding materials. Tower designs should be stamped by a professional engineer that is registered in the State of Georgia and who is qualified to design 33

34 communication towers and foundations. The tower should be designed for double the loading capacity that the vendor needs to provide for this procurement s antenna systems. Vendor shall describe the design parameters of the proposed towers Equipment Shelter Shelters should be specifically designed to house RF communications equipment providing a secure environment for the proposed equipment. The shelters shall be sectioned to also house a generator. The shelters should have enough space to accommodate the proposed equipment for the County and include 50 percent more space for future expansion. Shelters shall meet or exceed all local and state regulations and national codes. The shelter shall have a flat roof. The shelter shall be constructed of concrete, steel or other material that would supply the same integrity (fire, bullet and vandal resistant). The shelter shall be rated for 100 mph wind and include a ten (10) year warranty. The foundation for the shelter shall meet or exceed manufacturer s specifications and shall set on 4 concrete piers at a minimum Exterior The exterior finish of the shelter shall be a stone aggregate, color to be reviewed and approved by the County. There shall be a 3 door (1.5 hour fire rating and bullet resistant) that includes a deadbolt lock and hydraulic closure. Near the door shall be 100W high-pressure sodium light with photocell. A concrete pad shall be supplied at the entrance to the shelter. The minimum size of the pad shall be 3 6 x Interior The interior shall be insulated with a minimum R-11 rating. The interior walls shall have an FRP (fiberglass reinforced plastic) finish. The floor shall be tiled with 1/8 thick vinyl composite tile (gray preferred). There shall be cable ladders to provide a continuous path to the cable/waveguide feed-thru plate. A fire extinguisher and first aid kit shall be supplied and mounted to the wall. Standard ceiling lighting with a wall switch located by the door shall be supplied. A 2 x 4 telephone board, at a minimum, shall be supplied on the wall above where the telephone conduits enter the shelter Electrical The shelter shall contain an electrical system suitable for servicing the current and the proposed equipment plus a 50 percent increase in load. Surge Protection Devices shall be on all power feeders to and from the shelter. They shall provide a suitable level of protection in accordance with the manufacturer s instructions. The electrical system shall be configured for the back-up UPS proposed by the Successful Vendor. There shall be (1) dedicated 20-amp breaker for each duplex outlet. The AC units, lighting and other electrical components for the shelter shall be on unprotected power. There 34

35 shall be standard unprotected duplex outlets supplied on each wall. All electrical work shall conform to the most recent National Electric Code Entry Ports Entry ports shall be provided for the following: a. Waveguide/cable entry plate The plate shall have 4 ports. It shall be located so as to allow the transmission lines to exit the building and continue along on the cable bridge to the antenna support structure. b. Electric and telephone There shall be openings supplied for the entrance of the electrical and telephone conduits. c. Transmission-line surge protector ground cables A non-conductive port shall be provided below the waveguide entry plate to facilitate the lightning surgeprotection ground wires to be connected to the external ground bar Grounding Provide for a grounding system inside the shelter that complies with the National Electric Code specifications. This shall include a halo ground system. There shall be drops for the following points/equipment at a minimum: Cable ladders Telephone backboard Electrical panels Waveguide entry plate AC unit(s) UPS External ground ring A ground bar shall be supplied on the exterior of the shelter and located under the waveguide entry plate Air Conditioning Redundant air conditioners with lead/lag controller shall be provided. Wall air conditioners shall be provided to regulate the internal temperature of the building. They shall be located on one wall of the building. A heat/cool thermostat shall be provided to control the temperature in the shelter Alarms The shelter shall be equipped (at a minimum) with a smoke alarm, low-temperature alarm, high-temperature alarm and door-open alarm. When an alarm is triggered, it shall provide a form C dry closure or other method of connection into the network monitoring and control system. Alarms on all devices meet the requirements of Section System Alarms. 35

36 4.7.3 Power Backup Vendor shall include automatic transfer switches, and generators capable of manual and remote starting and stopping. Fuel tanks shall be capable of maintaining power to the site for 72 hours at full load upon commercial power failure. Generators shall have a recording capability in order to provide test history of weekly testing under load for one hour. In addition, redundant site Uninterruptible Power Supplies (UPS) shall be provided that can maintain the operation of the site at full load for 30 minutes until the generator comes on line. The UPS should be auto-switch type with make-before-break switching. Status alarms on all devices shall meet the requirements of Section System Alarms Generator Fuel Generator fuel will vary by site depending on availability. Vendor shall include pricing for the options of LP, natural gas or diesel. 4.8 Digital Subscriber Radios This section of the SOW delineates the requirements for 700/800 MHz dual-mode digital / analog subscriber radios including the mobile, portable and control stations. The radios shall be current production, microprocessor-controlled, frequencysynthesized units. The units shall contain the necessary hardware and software to operate in the trunked and conventional modes. The radios shall operate with digital FM modulation in the trunked mode and both digital and analog modulation in the conventional mode. These units shall be equipped to operate in the public safety portion of the 700 MHz band. Each radio shall be type accepted by the FCC and shall meet the requirements delineated herein General Features and Functions All mobile and portable radios shall have access to the trunking system with the same features and functions as described in the following subsections Trunking Operation The trunking-logic circuitry shall control the radio unit such that, when not engaged in a sequence of messages, the unit continuously monitors a source of signaling information in accordance with the control / signaling channel concept. Each radio unit shall have an assigned discrete unit and user group address. When a channel is selected by the system controller, the system controller shall direct the radio units having the designated user group address to move to the selected channel and to monitor transmissions on that channel. Provisions shall be made to prevent receiver audio output when the unit is monitoring the control / signaling channel or when it is not being quieted by reception of an RF talking channel, such as after completion of voice traffic and before the unit reverts to control / signaling channel monitoring. 36

37 To initiate a call when the radio unit is in the monitor mode, activation of the transmit PTT shall initiate a request for a channel via the control / signaling channel. This request shall include the unit s discrete address and the user group address to which the unit is assigned. Appropriate call-type information shall also be included in the signaling message. In the event the signaling system is occupied, the unit shall automatically attempt re-access until access is accomplished, or if no RF channel is available, an indication of awaiting channel queue shall be presented. The queue shall be determined by the priority level of the calling unit, its recent use status, or if priorities are equal, on a First-In, First-Out (FIFO) basis. The radio unit shall remain on the selected channel for the duration of all traffic transmitted or received during a sequence of exchanges if the system is operating in the message trunking mode. After the hang time has elapsed and no traffic is present on the channel, the unit shall automatically revert to the monitor mode. When in a monitoring condition, the radio unit shall decode instructions transmitted to the address group to which the unit is currently affiliated via the control / signaling channel. These instructions shall direct the unit to an RF channel selected by the system controller. Upon receipt of these instructions, the unit shall switch to the designated channel. In the event the radio unit shall encounter faded conditions, a means shall be provided to allow the radio to regain immediate reception of calls already in progress Conventional Operation The radio unit shall also operate on conventional analog 700/800 MHz channels. This shall provide users with the capability to communicate with other agencies on mutualaid channels, as well as provide talk around capability for localized communications between units. The radio unit shall be equipped with a two-way Continuous-Tone Controlled-Squelch System (CTCSS), which will ensure receiver protection against unwanted (improper or uncoded) signals Radio Personality Each radio unit shall contain a non-volatile programmable memory area, which stores the radio s personality, such as radio identity, operational frequencies, CTCSS codes, user-group assignments, failsoft operational modes and other parameters that specify the unit s unique feature capability. The unit s personality can be changed at any time through field programming. Additionally, certain features may be enabled or disabled while the radio is in operation via the system manager Dynamic Regrouping Each radio unit shall be capable of user-group reassignment via the system manager without intervention by the radio operator. 37

38 4.8.6 Emergency Call Each radio unit shall be capable of an emergency call by activation of an emergency switch located on the radio control group of the unit Time-Out Timer The radio unit shall be equipped with a time-out timer to prevent inadvertent keying of the transmitter for extended periods of time. The timer shall inhibit the transmitter when the RF transmission exceeds a predetermined length of time that shall be adjustable and factory set to approximately 60 seconds. Release of the PTT switch shall reset the timer. The radio operator shall be alerted that the transmitter has timed out by an audible alert tone from the radio speaker Optional Features Designated subscriber units shall be configured and supplied with the optional features described in the following subsections. The types of options, accessories and quantities will be determined at time of equipment order Private Call Designated radio units shall have the ability to establish a single conversation between themselves and one other unit. The dispatcher could be one of the two units. This conversation shall be limited to the two units involved, and would not be heard by other units in the same user group or system, including the dispatcher. If the designated radio unit is equipped with an alphanumeric display, it shall display the unit ID of the radio unit originating the call while receiving the call Selective Alerting Designated radio units shall have the ability to send and receive selective call-alerting codes to and from other so equipped users in the system. The alert signal shall consist of an audible or visible indicator. If the radio unit is unattended, an indication that this unit has been alerted shall be provided. If the designated radio is equipped with an alphanumeric display, it shall display the unit ID of the radio unit originating the call while receiving a selective signaling alert Priority Channel Scan Designated radio units shall have the capability for receiver channel scan of selected user groups or conventional radio channels. The radio unit shall systematically sample the control / signaling channel to determine if a user group / radio channel that is on the radio s scan list has communications activity. When a conversation is detected, 38

39 the unit shall switch to the associated RF channel and open up the receiver audio circuits to monitor the conversation. In the priority mode, if the channel being monitored is not the priority channel, the unit shall continue to systematically monitor the control / signaling channel to determine if the priority user group / radio channel has communications activity. When a conversation is detected on the priority channel, the unit shall switch to the associated RF channel and open up the receiver audio circuits to monitor the conversation. The sampling rate shall be such that audio intelligibility is not seriously impaired. If the designated radio is equipped with an alphanumeric display, it shall display the talk group of the radio unit that is transmitting at that time. The scan list and the priority channel shall be selectable by the radio operator. The radios shall not scan the trunked and conventional channel simultaneously /800 MHz Mobile Radio Dual-Mode Digital Mobile Radio This section of the SOW delineates the requirements for 700/800 MHz dual-mode digital / analog mobile radios. Radios shall be capable of operation in P25 Phase 1 and Phase 2 trunked modes, as well as analog conventional modes for mutual aid. Mobile radios shall be required in the front-mount, remote-mount, and dual-control configurations to address all vehicular radio requirements of the County. Law enforcement will require both front-mount and remote-mount, fire apparatus will require remote-mount, and ambulances and mobile command posts will require dualcontrol. The following control functions and indicators shall be accessible from outside the radio case: Power on / off switch Volume control via positive detent rotary switch Group / channel selector via positive detent rotary switch System selector Push-to-Talk (PTT) switch Emergency switch Scan control Alphanumeric display DTMF keypad (optional) Encryption on / off switch (optional) 39

40 Public Address External Speaker (Optional) All public safety mobile radios shall be equipped with an external speaker Mobile Microphone Options All mobile radios shall be equipped with a palm-type heavy-duty microphone. As an option, Vendor shall propose different models of microphones as described below: Dual-Tone Multi-Frequency (DTMF) microphone to allow for encoding capabilities by the radio operator; the microphone shall be furnished with a DTMF keypad incorporated into the microphone assembly. Waterproof noise-canceling microphone with the mobile control unit for fire department pumper trucks. The successful vendor may be requested to interface his mobile radio with existing integrated headsets used in fire apparatus having in-vehicle intercom capabilities External Speaker Designated dash-mount radio units shall be equipped with an external speaker. The radio shall provide a power output of six watts for use in high-noise environments. Mounting brackets and interconnecting cable shall be supplied Universal-Mount Mobile Radio The mobile radio equipment shall consist of a radio set, control unit, intercabling kit and such other items as necessary for a complete, highly reliable, two-way mobile radio installation. The radio set shall be a universal-mount radio that is a compact, lightweight, rugged unit consisting of a transmitter and receiver assembly in a fully enclosed housing. The control unit mounting shall be user configurable. Universal-mount (front / trunk) mobile radios shall be installed in designated vehicles. The mobile radio equipment shall consist of a radio set, control unit, intercabling kits and such other items as necessary for a complete, highly reliable two-way FM mobile radio installation. The radio set shall be a compact, lightweight rugged unit consisting of a transmitter and receiver assembly in a fully enclosed housing. The radio set shall be capable of front or trunk mounting. The control unit and speaker shall be an external part of the radio set housing when trunk mounted. A trunk-mounting kit shall be provided for designated units. The mounting kit shall include control cable, power cable, external control head, external speaker and mounting hardware. When front mounted, the control unit shall become an integral part of the radio set housing. The speaker may be internal or external. The unit shall be environmentally weatherproof in its design and operation. Its use shall not interfere with operation of other equipment or gauges. No add-on weatherproof boxes will be acceptable, except for motorcycle-mount radios. Solid-state circuitry shall be used through the radio unit. 40

41 Certain fire department radios shall be equipped with dual-control heads and speakers. The rear-mounted control group shall provide full control of the radio unit and shall be equipped with a 15-watt (at three-percent distortion) amplified speaker with separate volume control and a noise-canceling microphone. All control heads, speakers, microphones, accessories, wires and plugs shall be designed, constructed and installed in a manner to preclude the entry and accumulation of water to the extent that the radio malfunctions, the operation and specifications of the equipment are degraded, corrosion or other degradation of any mechanical or electrical components could occur. An optional headset shall be available. The universal-mount mobile radio shall be capable of operating in 160 modes, including multiple trunking systems, multiple conventional systems and multiple user groups per trunking system Mobile Data Capabilities Mobile radios shall be equipped with a connector that allows for easy connection of Mobile Data Terminal (MDT) and Global Positioning Satellite (GPS) equipment. The County would like the future ability to utilize each mobile radio for voice and data. The County would like the future ability to send Automatic Vehicle Location to the 911 Center using only a GPS and a mobile radio without the additional expense of an MDT. Vendor shall describe how their system will handle this operation Mobile Antenna and Transmission Line dB-Gain Heavy-Duty Antenna Vendor shall provide roof-mounted 3-dB-gain, heavy-duty mobile antennas for each mobile radio. The antenna shall have an impedance of 50 ohms, an installed VSWR of 1.5:1 maximum, a minimum bandwidth of 63 MHz, and an input-power capability of 40 watts. Actual antenna-mounting configurations may vary. For example, unmarked public safety vehicles may have the mobile antenna mounted on the trunk ¼-Wave Antenna and Magnetic Mount (Option) Vendor shall provide an optional ¼-wave mobile antenna and line item pricing. The antenna shall have an impedance of 50 ohms, an installed VSWR of 1.5:1 maximum, a minimum bandwidth of 63 MHz, and an input power capability of 40 watts. 41

42 4.10 Dual-Mode Portable Radios Portable Digital Radios This section of the document delineates the requirements for 700/800 MHz digital portable radios. Portable radios shall be required in Type 1, Type 2, Type 3 and Type 4 configurations, and shall offer as an option intrinsically safe and public-safety ruggedized / submersible configurations to address all portable radio requirements of the County. All Fire Department portable radios must be intrinsically safe. Radios shall be capable of operation in P25 Phase 1 and Phase 2 trunked modes, as well as analog conventional modes for mutual aid Type 1 Portable Configuration - Public Safety Control. The following control functions and indicators shall be accessible from outside the radio case and be operable while wearing fire fighting or other thick gloves: Power on / off switch Volume control 16-position group / channel selector via positive detent rotary switch System selector Push-to-Talk (PTT) switch Emergency switch (Mayday) Encryption on / off switch Channel requirements. The standard portable radio shall be capable of operating in 48 channels, including multiple trunking systems, multiple conventional systems, and multiple user groups per trunking system. The portable radio shall be capable of scanning multiple systems. Ruggedized for fire departments Type 2 Portable Configuration - Public Safety Control. The following control functions and indicators shall be accessible from outside the radio case and be operable while wearing fire fighting or other thick gloves: Power on / off switch Volume control Group / channel selector via positive detent rotary switch System selector Push-to-Talk (PTT) switch Emergency switch Scan control 42

43 Alphanumeric display, three lines and 12 characters Encryption on / off switch Channel requirements. The Type 2 portable radio shall be capable of operating in 255 channels, including multiple trunking systems, multiple conventional systems, and multiple user groups per trunking system. The portable radio shall be capable of scanning multiple systems. Ruggedized for fire departments Type 3 Portable Configuration - Public Safety Control. The following control functions and indicators shall be accessible from outside the radio case and be operable while wearing fire fighting or other thick gloves: Power on / off switch Volume control via positive detent rotary switch Group / channel selector via positive detent rotary switch System selector Push-to-Talk (PTT) switch Emergency switch Scan control Alphanumeric display, three lines and 12 characters Backlit DTMF keypad Encryption on / off switch Channel requirements. The Type 3 portable radio shall be capable of operating in 255 channels, including multiple trunking systems, multiple conventional systems, and multiple user groups per trunking system. The portable radio shall be capable of scanning multiple systems. Ruggedized for fire departments Type 4 Portable Configuration - Public Works Control. The following control functions and indicators shall be accessible from outside the radio case. Power on / off switch Volume control 16-position group / channel selector via positive detent rotary switch System selector Push-to-Talk (PTT) switch Emergency switch Channel requirements. The standard portable radio shall be capable of operating in 48 channels, including multiple trunking systems, multiple conventional systems, and 43

44 multiple user groups per trunking system. The portable radio shall be capable of scanning multiple systems Rechargeable Battery The rechargeable battery supplied with the radio shall be configured by either connection method or physical shape to eliminate the possibility of applying battery power of incorrect polarity to the radio. The battery shall contain nickel-cadmium cells or advanced technology material that meets or exceeds nickel-cadmium specifications, and shall provide sufficient power to operate the radio within the requirements of this SOW for a minimum of ten hours of continual use without recharging, at a percent duty cycle. The battery shall be capable of being charged to 90 percent of full charge within three hours. Batteries that work with smart chargers, that charge, condition and communicate with each other, are preferred Accessory Connections Weatherproof external accessory connections shall be provided as an integral part of the radio for the connection of a remote speaker-microphone-antenna combination Antenna Portable units shall be equipped with a ½-wavelength flexible-wire antenna. Options should be available for replacing the ½-wavelength flexible-wire antenna with a Speaker- Microphone-Antenna (SMA). The speaker-microphone-antenna combination shall be in one enclosure and shall be provided with a PTT capability. The antenna shall mount on top of the unit and shall be a ¼-wavelength flexible-wire antenna. The unit shall attach to the appropriate weatherproof connector. The interconnecting cable shall be a reinforced cable housed in a protective sheath Swivel Carrying Case A belt-mounted swivel case shall be provided with each portable radio, and shall be constructed of black leather. Options should be available for replacing the leather carrying case with either a permanently affixed belt clip attachment or nylon case Options and Accessories Designated portable radios shall be configured and supplied with the features and equipment described in Sections 4.10 through and the following subsections. The type of options, accessories and quantities will be determined at the time of equipment order. 44

45 4.11 Chargers / Accessories All chargers shall be Underwriters Laboratory (UL) listed Single Unit Fast Charger The portable radio shall operate in the receive mode while being charged in the singleunit charger. The chargers shall be so configured as to provide a receptacle or receptacles for insertion of the battery pack or radio. The charger shall operate from a 120 VAC, 60-Hz single-phase source via a three-pronged US style plug. The charger shall be mechanically configured to provide electrical contact to the radio battery upon insertion of the radio or separate battery into the charger. Battery charging shall be possible whether the battery is out of or installed in the radio. The charger shall be capable of charging a discharged battery to 90 percent of its maximum capacity within three hours. The charger shall have a charging rate regulator that shall select either a full charge rate or a reduced charge rate. The charge current rate shall be of such a value as to cause no damage to the battery being charged. This regulator shall automatically adjust the charge rate with respect to the condition of the battery. An indicator shall be provided to display the relative charge status of the battery. It shall indicate a single-point charge condition on the battery-charging curve (i.e., a light that illuminates or increases / decreases in intensity when the battery has reached a specified charge level, or when the charger is switched from a full-charge rate to a reduced-charge rate or turns off) Multi-Unit Fast Charger The multi-unit fast charger should meet the same specifications listed above for the single-unit fast charger. The multi-unit fast charger shall be capable of charging a minimum of five batteries simultaneously and have a battery status indicator for each battery position Digital / Analog Dual-Mode RF Control Station Dual-Mode Analog / Digital RF Control Station This section of the SOW delineates the requirements for 700/800 MHz digital / analog dual-mode RF-control stations. Control Stations shall be capable of operation in P25 Phase 1 and Phase 2 trunked modes, as well as analog conventional modes for mutual aid. The following control functions and indicators shall be accessible : 45

46 Power on / off switch Volume control via positive detent rotary switch Group / channel selector via positive detent rotary switch System selector Push-to-Talk (PTT) switch Emergency switch Scan control Alphanumeric display, four lines and 12 characters Encryption on / off switch (option) Each station shall meet the requirements delineated herein General Features and Functions All RF-control stations shall have access to the trunking system with the same features and functions as described above. Vendor shall provide a 12 VDC power supply with each control station. Power supply should be UL listed Options and Accessories Designated RF-control stations shall be configured and supplied with the options and accessories described in the following subsections Desk Microphone RF-control stations shall be equipped with a desk-stand-type microphone. The microphone shall contain a Push-to-Talk (PTT) switch. Additionally, it shall contain a CTCSS monitor switch to disable tone squelch prior to transmission when operating in the conventional mode Control Capabilities RF-control stations shall be offered for local front panel, extended local control as well as remote control External Speakers Control Stations shall be capable of operating a minimum of three (3) external speakers Channel Requirements The RF-control station shall be capable of operating in 160 modes, including multiple trunking systems, multiple conventional systems and multiple user groups per trunking system. 46

47 Control Station Antenna and Transmission Line The control station antenna shall be a 10dB or higher gain Yagi. Fifty (50) feet of ½- inch foam transmission line, connectors and surge suppressors should be supplied for each RF-control station per the pricing section requirements Equipment Surge Protection Devices Control and Power Line Surge Devices All communications equipment shall be furnished with non-load-bearing (voltage sensitive) power line and control line (if leased or outside lines) transient and surge protection devices. All low voltage wires and any lines that connect to any RF equipment must have Ferrite beads. In addition, all telephone lines must have surge protection and spark-gap connectors. All T1 s not in the microwave system shall have T1 surge protection Coaxial Transmission Line Surge Devices Coaxial surge protection equipment for all vendor-furnished coaxial transmission lines entering the equipment building shall be supplied. The protectors shall incorporate bulkhead mounting, and shall be PolyPhaser Corporation series or equivalent Balance of Product Line Discount Vendor shall provide a Balance of Product Line percentage discount for other products that are compatible with the proposed 700/800 MHz system. For evaluation purposes, the discount levels shall be categorized as follows: a. Portable radios, including firmware upgrades, options and accessories. b. Mobile radios, including firmware upgrades, options and accessories. c. RF control stations, including firmware upgrades, options and accessories. d. Base stations, including firmware upgrades, options and accessories. e. Base-station antennas and transmission-line products. f. Dispatch consoles and central electronics, including options and accessories. g. Microwave radios, multiplex, including options and accessories. h. Microwave antennas, waveguide, including options and accessories. i. Stationary storage batteries and chargers, including options and accessories. j. Network and system management software and hardware, including options and accessories. k. Test equipment, tools, software and programming devices. 47

48 The discount levels shall remain in effect for one year beyond system acceptance. Increases or decreases made in subsequent years shall be at the same percentage rate as vendor s GSA contract changes in effect for that year, for a total period of five years beyond system acceptance. Bartow County and its municipalities will have the option of purchasing items from vendor at these rates Digital Microwave Network The requirements stated herein represent a functional specification for a new digital microwave communications network to support the following: a. The 700MHz trunked simulcast radio system as specified herein b. System alarm and maintenance circuits Vendor is required to design the digital microwave system with sufficient capacity to accommodate the channel requirements of the communications systems in this RFP as well as provide for a minimum of fifty percent 700MHz RF system growth beyond the stated requirements. Vendor shall be responsible for delivery of the microwave system and installation, optimization, and performance verification of the complete network Microwave Network Configuration Vendor shall propose a cost-effective digital microwave system maximizing network reliability and availability. Digital facilities provide stable, reliable and predictable transmission routes that greatly simplify simulcast optimization and maintenance. A loop network configuration is preferred. Monitored hot standby radios shall be required for spur or non-loop paths. A space-diversity-type system shall be provided Frequencies The RF paths determined for the digital microwave network shall utilize Federal Communications Commission (FCC) Part 94 frequencies assigned for full-period service. Frequencies in the 6 GHz or 11 GHz band shall be utilized in the design of the digital microwave paths. To the greatest extent possible, consideration shall be given to minimizing differences in product lines and types. Applications for frequency coordination and FCC licensing for the microwave radio paths shall be prepared and filed by vendor. The results of the required frequency engineering analysis and the applications for FCC authorization shall be transmitted to the County for review prior to filing with the FCC. Vendor shall be responsible for the cost of microwave frequency coordination. 48

49 Performance Objectives The digital microwave paths shall be designed for an annual one-way, per-path availability of percent for 10-6 BER Network Monitoring and Control System A microwave-integrated network fault-management-and-control system shall be provided to efficiently manage the operation of the entire radio / microwave network. The client / server-based system shall provide management of network components from a single workstation Microwave Network Acceptance Test Plan Vendor shall propose a comprehensive field test and acceptance plan to be performed at the completion of the installation on a per hop basis Center Communications Console Requirements General Description The following communications-control-center-equipment design criteria are based upon the need for maximum reliability, flexibility, ease of operation, expansion and service. To meet these criteria, the electronic hardware shall be of solid-state configuration, continuous duty and reflect state-of-the-art microprocessor control concepts in communications control center design. The communications-controlcenter-equipment shall be installed at the Bartow County 911 Center. It shall provide all the necessary control functions to operate the digital trunked radio communications systems and conventional base-and-repeater stations. The communications control center equipment shall interface with the trunked system infrastructure using Internet Protocol (IP) packet protocols in order to pass call control data and voice communications efficiently and reliably through the radio system s IP transport network. The console-operator positions shall contain durable touch screen color flat-panel-display (FPD) monitors of the latest technology. The console positions merely signal the radio system s transport network as to the radio channel(s) upon which control shall be exercised. Bidders should review the existing console locations for space, equipment and integration issues Quantity of Dispatch Positions Vendor shall supply ten (10) new IP-based dispatch positions at the Bartow County 911 Center. Vendor shall provide for instant call-check recording at each console 49

50 position for both radio communication recording and for telephone conversation recording Radio Control Subsystem The communications control center equipment shall provide all the necessary control functions to operate digital radio communication systems and conventional base-andrepeater stations, as well as other systems specified in this document Operator Interface Requirements A console position shall be capable of signaling a discrete radio unit, group, or all units / groups, as well as other console operating positions (selective intercom). When a field unit initiates an emergency alert, the console shall provide an audible alert and display the unit ID (alias) of the calling unit. The console shall operate in the full duplex mode so that a dispatcher can simultaneously transmit and receive without having to release the transmit function. The console shall have wireline priority (non-rf) over a field unit and shall have the capability to preempt the unit s repeat transmit audio from the system. If the dispatcher attempts to make a call, and all trunked RF channels are busy, a visible and audible alert shall be initiated at the console. When the channel becomes available, the console shall automatically alert the dispatcher with an audible tone. The console shall retain the channel availability for the dispatcher for a predetermined time period to allow the dispatcher time to activate the transmit function for a user group. When the console operator initiates a transmit function to gain access to the trunking system, a unique audible or visible acknowledgment shall be provided to alert the operator that access has been successful and communications can begin. A private conversation shall be capable between the console position operator and any properly equipped mobile, portable or RF control station. This conversation shall not be able to be monitored by another unit in the system. The console system shall be capable of displaying the discrete unit ID or user group ID of trunked field units and other dispatch positions on the console position that the communication is directed to. The ID displayed shall be the unit s alias name System Control Requirements To minimize operator confusion and the chance of mistakes being made, operators shall be able to perform all functions on the interactive touch FPD screen and by using an interface device (mouse, trackball or special keyboard). The FPD screen display shall be designed so that the number of items that will appear on the screen at one time 50

51 shall be minimized, thereby reducing the potential distractions to the operators. However, all radio-dispatch functions shall be operable from one display screen. Operators shall not be required to access another screen display in order to perform a radio-dispatch function. The screen display shall be flexible, allowing authorized personnel to determine which functions are available at each operator position, which channels are available, how these channels appear on the screen, as well as the names associated with channels, channel options, auxiliary functions and indicators. Each channel or auxiliary function shall be referenced by alphanumeric characters (minimum of eight), not numeric or cryptic references. A CPU shall be provided at each operator position to provide an intelligent user interface, store additional screen configurations, and allow for the transfer of screen configurations. The microprocessor shall scan the screen and operator interface for the operator s actions, and shall use IP packet protocols to pass call control data and voice communications. The microprocessor shall also decode messages from the radio system s IP transport network and control the indicators on the screen. To provide maximum reliability, the CPU shall have sufficient internal memory as well as external fixed and removable drives. The preferred configuration would allow a single CPU to control radio operations as well as 911 functions. Vendor must certify the software on each CPU. In order to minimize any eyestrain, a high-resolution touch screen flat panel display (FPD) color monitor shall be provided. The monitor screen shall be a minimum of 21- inch diagonal and shall have a minimum resolution of 1280 by 1024 pixels. The screen shall be capable of displaying a minimum of 16,000 colors. The viewing angle of the display shall be 80 degrees up, down, left and right. Each console position shall be furnished with the following devices, controls and capabilities: a. Speakers: A minimum of two speakers is required for monitoring selected and unselected audio of the trunked and conventional radio systems. b. Microphone: A high-quality cardioid-pattern gooseneck or swivel-mount microphone having a uniform frequency response and a minimum front-to-back discrimination of 15 db shall be provided on a nine-inch flexible arm. The microphone shall incorporate a hum-resistant design and shall be usable near flat panel displays. Final selection of microphone types shall be determined at the time of contract. c. Clock: A direct-reading, 24-hour, time-of-day clock shall be displayed on the FPD screen. The clock shall be synchronized using SpectraCom technology or equivalent. d. Metering: A VU meter / display shall be provided for constant visual indication of the transmit-audio speech levels. 51

52 e. Speaker volume controls: Volume controls shall be provided for control of each speaker. f. Intercom function: An intercom function shall be provided to permit the operator to selectively talk to a base-station site or to another console position. g. Monitor function: A monitor function shall be provided to permit the operator to disable the CTCSS of any selected conventional base-station receiver (if so equipped) in order to permit monitoring of the communications channel prior to making a transmission. h. Alert tone: An alert-tone function shall be provided for continuous, pulsed and warble alert tones. Tones shall be provided and independently impressed by the operator command on the transmit audio of the selected radio channel. The pulsed tone shall be a nominal 1000-Hz signal pulsed at a rapid rate. The warble tone shall alternate low and high frequency audio signals. The alert tone output shall be adjustable by maintenance personnel. This function shall be hidden from view until it is required by the operator. i. Unselected speaker mute: All unselected channels to a predetermined level. Unselect speaker should automatically mute when console is transmitting so as to reduce transmitted ambient noise. j. Simultaneous channel selection: A simul-select function shall be provided to allow selection of a group of channels for monitoring or transmission. This mode of operation shall allow the selection of multiple trunked user groups and / or conventional channels. The trunked fields shall be able to talk back to the dispatcher directly, without having to change the user group selector switch. k. Transmit function. l. Pedal foot switch. m. Supervisory control: A control override shall be provided to inhibit the keying of any base-station radio from any control point, paralleled with the supervisory control console specified herein. n. Multi-auto select: Pre-programmed groups of trunked user groups and / or conventional radio channels shall automatically be selected by the selection of a single command button or keystroke. These groups of channels shall be operator programmable. o. Channel crosspatch: This feature shall permit a signal received on one channel to be retransmitted to another channel, and vice versa. The purpose is to allow field units of different conventional radio channels and / or trunked user groups to communicate directly. When operating in this mode, the console shall patch the trunked user groups together utilizing only one RF trunked channel, so as to leave more trunked RF channels available for reuse. It shall be possible for the dispatcher to operate the console on any non-patched channel without interface to the patched channels. Visual indication shall be provided for all channels operating in the patched mode. 52

53 p. Cross muting: A cross-muting arrangement shall be provided to acoustically crossmute channels on an operator-position-by-operator-position and channel-bychannel basis, in order to eliminate acoustic feedback between selected operator positions that are co-located. q. Keyed channel interlocks: A means shall be provided to lock out control of a channel from other console positions if that channel is already keyed from another console position. The supervisor position shall override this feature. r. Instant-recall recorder / reproducer output: A separate logging recorder audio output shall be provided. It shall consist of operators mixed transmit and receive headset audio. s. Headset jack: A headset jack shall be installed in a position convenient to the operator, and shall be used to interface a telephone-type headset with the communications console. When a headset is inserted into the jack, the operator shall have the capability of routing selected audio to the headset and / or selected speaker. Audio from the unselected channels shall remain routed to the unselected speaker output. The selected speaker audio shall operate normally with the headset removed from its associated jack or when telephone audio is routed to the headset. Selected speaker audio shall be muted when selected audio is routed to the headset (see radio / telephone interface below). A headset volume control shall be provided and shall not affect the volume control setting of the selected speaker. PTT function shall be incorporated into the headset jack. Dual headset jacks shall be provided at each console position. t. Radio / telephone interface: The console equipment shall accommodate a radio / telephone interface with the console operator s headset. Operation shall be such that when the headset is not plugged into its associated jack, selected receiver audio is routed to the selected speaker and console-microphone audio is routed to the selected radio functions. When the headset is plugged into the headset jack and no telephone line is selected, the selected speaker is muted, selected audio is routed to the headset, and transmit audio originates from the headset microphone and is routed to the selected radio functions. When the headset is plugged into the headset jack and a telephone line is selected, selected audio appears at the selected speaker, telephone audio appears in the headset, and headset microphone audio is routed to the telephone. With the latter configuration, should the console position be placed in a transmit condition, headset-microphone audio would transfer from the telephone to the selected radio channel and would revert to the telephone upon release of the transmit key. During the time the console is in the transmit mode, the telephone circuit shall automatically be placed on hold. u. On-screen help: Extensive help instructions shall be available on the screen. These help instructions shall explain all major console operations and functions in an easily understandable way. The operator shall be able to access any help instructions through no more than two command button or keystroke selections, and shall be able to exit the help mode with only one command button or keystroke selection. All radio operations shall continue as normal, and critical channels shall be able to be monitored while a help screen is being viewed. 53

54 Paging All paging functions shall be operated via the FPD screen. The FPD screen shall prompt the operator to enter the correct paging format, paging code, channel, and, if required, channel frequency, and shall display all of this information when entered. The signaling codes shall be transmitted when a send / transmit page command button on the screen is chosen. A visible and audible indication shall be given on the screen when the signaling sequence is complete and a voice message may begin. Pressing the send / transmit page command button a second time shall automatically resend the previously entered signaling format / paging code. A page may be transmitted on single or simultaneously selected base stations. Additionally, a pre-programmed paging (PPP) function shall be provided on the screen. When this function is selected, the operator may send a page with a maximum of two command button selections. Each operator position shall be capable of storing and displaying 140 pre-programmed pages. Up to 25 of these pages shall appear on the screen at any one time, with the remainder accessible by scrolling through the list. Each pre-programmed page shall be displayed with a user-defined name to indicate who or what is being signaled. The operator shall be able to modify the signaling formats or change a channel stored in memory at any time with the controls at the console position. All pre-programmed paging information entered shall be retained in the case of a power failure. The base station(s) shall remain keyed for one to five seconds (adjustable), so that the operator can initiate a voice message without a break in the radio transmission. During paging operations, the base-station transmitter CTCSS encode tone (if so equipped) shall be disabled so that other CTCSS tone-protected receivers operating in the system shall not receive the paging tones and voice messages Channel Control Requirements Each channel-control window shall contain the specific command buttons and indicators required to control the corresponding base station / talk group. Normally, one base station, trunked talk group, etc., shall be controlled by a single channelcontrol window on the FPD screen at the console position. Each channel-control window shall be supplied with the following minimum functions and features: a. Name: An eight-character alphanumeric name of the channel or talk group it is associated with. b. Call indicator: Flashes when receive audio is present. 54

55 c. Transmit indicator: Illuminated whenever channel is keyed, including keying from a parallel remote-control point or parallel console position. d. The following control functions shall be provided by on-screen command buttons and / or function keys on a keyboard: e. Transmit function: Provides independent and direct keying of a channel. f. Mute function: Mutes the individual channel to a predetermined level without affecting the other channels. Once muted, the channel shall remain muted until unmuted by the console operator or it shall automatically unmute if the channel is selected. When deselected, it shall revert back to the muted condition. g. Select function: Routes the channel audio to selected speaker output and allows the channel to be keyed via the system transmit function or foot pedal. Any previously selected channel returns to unselected status Console Furniture This section intentionally left blank Console Common Electronics Equipment General Description The communications control center equipment shall interface with the trunked system infrastructure using Internet Protocol (IP) packet protocols in order to pass call control data and voice communications efficiently and reliably through the radio system s IP transport network. In addition, the communication control center equipment shall interface with conventional radio hardware including two-wire and four-wire audio terminations and with DC, tone or E&M controls. Vendor shall describe in the response the wiring required to interconnect console positions with conventional hardware. The console system shall function such that no single-point failure will disable more than one radio channel or more than one console position. Vendor shall describe how diagnostic and continuous self-tests will be performed. For each console position, the receive electronics logic design shall be such that the received signals shall be automatically routed to either of two outputs (selected or unselected), depending upon the channel selected. A voice detector circuit shall cause a call indicator to flash at a steady rate upon reception of a received audio signal. This feature shall be provided with any equipped channel. The muting for unselected audio shall affect a partial mute. 55

56 When a channel is in a muted condition, it shall automatically unmute when selected. Upon selection of another channel, the channel shall automatically return to the previous muted state. When unmuted, the primary unselected receive audio shall not be muted when transmitting on the selected channel. Vendor shall describe how the console system can be expanded and provide pricing on expansion kits Logging Recorder Interfaces Vendor shall provide equipment to connect digital trunked and conventional resources to the County s logging recorder. The communication system shall be provided with logging recorder audio outputs for monitoring dispatcher / radio traffic on a conventional radio-channel / trunked-user-group basis and on an operator-position basis. Channel / user group audio shall consist of transmit and receive audio for a particular radio channel / user group irrespective of selected channel status. Operator position audio shall consist of the operator s transmit audio and selected receive audio. The recorded audio outputs shall be free of any control and function tone signals. A minimum of 30 trunked user group audio outputs shall be provided. Vendor shall propose optional incremental expansion of recorder audio outputs. Vendor shall be responsible for this interface connection. Equipment must be compatible with an Eventide Nexlog 740 recorder Voice Encryption Digital voice transmissions shall be encrypted over-the-air using the Advanced Encryption Standard (AES) as described in the P25 Standard. The system shall be capable of voice encryption for designated radio channels and field units as required. The system shall be capable of encrypting/decrypting at all console locations to provide end-to-end encryption. The Vendor shall quote the optional cost to add digital voice encryption capability to mobiles, portables, and control stations. The Vendor shall quote the optional cost to add digital voice decrypting on logging recorders, on a per talk-group basis. The loading of encryption keys for subscribers shall be manual on a unit by unit basis. Vendors should provide optional pricing of a Key Loader/Key Manager device including connecting cables for all subscriber types. 56

57 4.18 OTAR Vendors should provide optional pricing of a network based application of key management utilizing Over the Air Rekeying (OTAR) messaging to subscriberequipped encryption devices OTAP Vendors should provide optional pricing of a network based application of subscriber programming and provisioning, utilizing Over the Air Programming (OTAP) messaging to subscribers ISSI Vendors should provide optional pricing for automatic interface between the Bartow County APCO P25 system and two (2) other P25 systems, following the Inter RF Subsystem Interface Standards. The connections to each of the other systems should allow for ten (10) talkpaths. 5 EQUIPMENT INSTALLATION REQUIREMENTS 5.1 General Throughout the entire project the Vendor shall provide a local project manager (PM) who has responsibility for delivering the project on schedule and within scope. The PM will be dedicated to the project and will work directly with Bartow County s project manager. The equipment installation required by this SOW includes the following described items, as well as other attachments, hardware, software and procedures as may be required to ensure a completed installation that is in accordance with the standards of good engineering practice, all federal, state, and local regulations and codes, and all building codes and ordinances in effect at the sites delineated in this SOW. Specific installation practices set forth herein shall be followed unless vendor feels they are not the best available practices or do not conform to code, in which case vendor shall so state this in the written response. Vendor shall install the equipment and connect the units to commercial / emergency AC power and uninterruptible power sources. All wiring is to be installed in appropriate conduit. Proposal prices shall include installation hardware, brackets, braces, fasteners of all kinds, wiring, ancillary devices, and procedures and services required to install and / or interface components to provide a complete operating system, which fulfills the requirements of this SOW. 57

58 Vendor is required to adhere to FCC rules in all matters pertaining to the work. The installation work shall be approved by the project manager and the County prior to commencement of a particular phase of work on a site-by-site basis. Vendor shall provide descriptions and layout drawings showing the proposed installations at each site at least 30 days prior to beginning work at the site. No work shall commence without written approval from the County. Rack mounting shall be accomplished by a combination of floor and top mounting. Vendor shall propose the recommended method and provide an option for any other recommended method. The County shall select the preferred method prior to contract award. Standard rack height shall be 84 inches in height. Vendor shall be responsible for delivering, storing, placing, handling and disposition of materials. All aspects of the installation shall be planned and executed in a professional manner. Manuals and as-built drawings shall be left at each site, describing the installation and equipment installed at that site. A complete set of manuals and as-built drawings shall also be provided to Bartow County System Staging Vendor shall stage all fixed equipment. The equipment for each site shall be made operational and shall be tested prior to installation in the field. The County, at its option, shall supply representatives to witness the staging and testing of the equipment. All equipment must be functional within the staged system prior to delivery acceptance. Factory Acceptance Test plans shall be submitted for the staged fixed equipment with the vendor s proposal. 5.2 Cutover Plan Vendor is to describe a cutover plan in the response. This plan shall include a chronological chart (Gantt-type format) with the tasks to be accomplished and the time for achievement of each task shown. A smooth operational transition from the existing systems to the new trunked radio system is the goal. The existing communications systems shall remain operational during the cutover phase. Vendor shall provide a phased implementation plan that will ensure that no current dispatch function is negatively impacted or impaired during system cutover to the new communications system. 58

59 5.3 Grounding All equipment that can be electrically grounded without impairing performance shall be grounded. This shall include all metal conduit trays, racks, chassis, shelves, antennas and transmission lines in accordance with this SOW. All grounding shall be done in accordance with the National Electric Code and the National Electric Safety Code. 5.4 Radio System Installation Main Distribution Frame (If Required) Vendor shall supply and mount a Main Distribution Frame (MDF) for interconnection of all audio, control, microwave and telephone circuits. The MDF shall consist of a plywood backboard, painted with flame retardant paint and mounted in each equipment room at each site, space permitting. Otherwise, the MDF may be rackmounted or frame-mounted, but cable lengths must be adequate to permit wall mounting in the future, should space become available. Industry Type 110 connecting blocks, or equivalent, shall be mounted on the board, rack or frame to facilitate interconnection of equipment. All connecting blocks shall be appropriately labeled for each circuit connected Repeater Stations and Satellite Receiver Units The repeater stations and any satellite receiver units shall be placed to provide reasonable access for servicing and maintenance, to ensure proper cooling, and to facilitate installation and servicing requirements Antennas (Control Station) The directional control station antennas shall be installed and bore-sighted to the nearest trunked-simulcast RF-site antennas within 3 degrees (any direction) Mobile Radios The mobile radios shall be installed by the vendor at the facilities of each County or City department and / or local vendor facility located within Bartow County. Arrangements for scheduling this work shall be completed by vendor no less than 15 calendar days prior to the start of the work. Vendor shall provide a completion schedule acceptable to and signed by each County or City department. The mounting locations of the mobile-radio equipment shall be solely at the discretion of the department, and may vary from vehicle to vehicle dependent upon operational requirements. A sample installation shall be performed by the vendor for each type of vehicle/mobile configuration. Vendor shall receive departmental acceptance for each type prior to proceeding. 59

60 Mobile-radio equipment and radio accessories are to be mounted in a manner that will permit safe operation of the vehicle and will not interfere with proper operation of safety equipment or the air-bag system. Should the antenna(s) require a new location on the vehicle, the old antenna hole(s) shall be plugged with an appropriate rubber plug. All cabling, connectors, brackets and hardware shall be provided and installed by vendor. All installations shall be performed per the manufacturer s recommendations and shall use good engineering practice (wires and cables bundled, no sharp edges exposed, no wire exposed, wires insulated from catalytic converter and engine heat, etc.) Mobile-Radio Antennas The mounting locations of the mobile-radio antennas shall be solely at the discretion of the County, and may vary from vehicle to vehicle. Vendor shall recommend with the response the best mounting and type of antenna to use, considering uniform pattern and best overall performance. A sample installation shall be performed by vendor for each type of vehicle / mobile antenna configuration, for County acceptance, prior to continuing and completing the respective fleet installation Portable Radio Equipment Portable radios, single unit chargers, multi-chargers, spare batteries, and associated accessories shall be tested per Section 6 and delivered to a location designated by the County. 5.5 Microwave System Installation General The microwave system installation shall include all of the equipment formally specified for the new digital microwave system, plus all other hardware, appliances and procedures required for a complete operating system. The microwave installation requirements shall be in addition to the other applicable requirements stated herein Equipment Installation The microwave-radio equipment shall be installed in accordance with the technical parameters of the FCC license authorizations and all applicable requirements of Part 94 of FCC Rules and Regulations. Vendor shall furnish and install the necessary wiring, cabling and conduits necessary for connection of the microwave station equipment to AC and DC power and ground. Equipment racks shall be firmly bolted in place. Vendor shall align and optimize all electronic equipment. 60

61 5.6 Installation Coordination Vendor shall carefully coordinate all phases of the work with the County to minimize equipment downtime. The coordination efforts shall be between vendor, the subcontractor, the County, the existing equipment maintenance shop and the telephone company or leased circuit provider, as applicable. Conflict resolution shall be at the sole discretion of the County. 5.7 Existing Equipment Integration Vendor shall be responsible for integrating all County-supplied equipment, including 911 Center recording equipment, CAD hardware, etc., to provide completely functional voice and data communications systems. 61

62 6 PERFORMANCE VERIFICATION 6.1 General System performance shall be verified in four phases: Phase 1. Technical Specification Compliance. Phase 2. Equipment Function Operational Compliance. Phase 3. RF Coverage Compliance. Phase 4. System Performance Period Compliance. Phases 1 and 2 shall be satisfactorily complete before Phase 3 begins. Phase 3 shall be satisfactorily completed before Phase 4 begins. Vendor shall provide all necessary technical personnel and test equipment to conduct the tests. Vendor shall coordinate with the County as to scheduling of the tests, and provide at least three weeks notice prior to performing the tests. It is recognized that a variety of testing procedures and equipment may be utilized to verify a particular specification in Phases 1 and 2. Therefore, vendor shall be afforded latitude in Phases 1 and 2 provided the methods proposed are per the EIA / TIA testing methods, the manufacturer s testing procedures and acceptable to the County. All test results shall be recorded in a standardized format to be determined by vendor. Each data sheet shall be signed by the vendor and the County s representative. The format to be used for recording of test program data shall be submitted to the County for approval 30 days prior to testing. 6.2 System Acceptance Test Plan A System Acceptance Test Plan (SATP) shall be submitted with the vendor s proposal for the P25, Microwave and Paging systems. These plans shall form the basis for a mutually-agreed-upon SATP between the County and vendor for each technology. Factory Acceptance Test (FAT) plans are not acceptable submittals. The SATP shall, as closely as possible, resemble the real life application of the equipment and shall include, but not be limited to: Phase 1: Technical Specification Compliance: Fixed-end equipment. Field equipment. 62

63 Phase 2: Equipment Function Operational Compliance: Trunked radio system. Consoles / control stations. Field equipment. Phase 3: RF Coverage Compliance: In addition to vendor-provided equipment, any existing County equipment to be modified and / or relocated shall be tested or demonstrated to be fully functional, both before and after modification and / or relocation. Phase 4: System Performance Period Compliance. 6.3 P25 Radio System Performance Verification Phase 1 Technical Specification Compliance Following equipment installation, the following minimum tests shall be performed for each piece of equipment (including any modified and / or relocated existing equipment). Any equipment not meeting the requirements of this SOW shall be repaired or replaced by vendor without cost to the County. These tests shall be: Base stations: Transmit frequency Transmitter deviation normal speech, signaling and maximum Forward and reflected power at transmitter output Forward and reflected power at transmitter combiner output Insertion loss of transmitter combiner Receiver frequency Receiver db SINAD Receiver BER Receiver multicoupler and tower-top amplifier gain / loss RF control stations: Transmit frequencies Transmitter deviation normal speech, signaling and maximum Forward and reflected power at transmitter output Receiver frequencies Receiver 12-dB SINAD sensitivity Receiver BER Antenna and transmission line tests: All antennas and transmission lines shall be tested from the interior of the equipment buildings using Time Domain Reflectometry (TDR), and a TDR unit capable of producing a hard copy of the results. This method of measurement shall indicate any impedance discontinuities in the transmission line / antenna 63

64 system. Additionally, swept return loss / VSWR measurements shall be made over the operating band of the antenna system using a Wiltron Site Master network analyzer or equivalent at the input connector of the transmission line. Vendor shall provide suitable documentation of the test results. A printed copy of the results shall be provided to the County. Mobile radios in conventional mode and P25 trunking mode: Transmit frequencies Transmitter deviation normal speech, signaling and maximum Forward and reflected power at transmitter output Receiver frequencies Receiver 12-dB SINAD sensitivity Receiver BER Portable radios in conventional mode and P25 trunking mode: Transmit frequencies Transmitter deviation normal speech, signaling and maximum Receiver frequencies Receiver 12-dB SINAD sensitivity Receiver BER Phase 2 Equipment Operational Functional Compliance All equipment functions shall be demonstrated for all equipment specified in this document P25 Subscriber Equipment Interoperability Test Vendor shall demonstrate the P25 interoperability capabilities of their infrastructure using two other vendors P25 subscriber portable and mobile radios Phase 3 RF Coverage Compliance Tests Coverage tests shall be performed as specified in Section Phase 4 30-Day System Performance Period At the successful completion of the system / equipment tests and the RF coverage tests, and after the required system loading is attained, vendor shall complete a consecutive, 30-day system performance period without a major failure. 64

65 6.4 Final System Acceptance At the successful completion of all tests delineated in this section, and the successful completion of the 30-day system performance period, the systems will be accepted, upon which, the County shall provide vendor-written confirmation that Final System Acceptance has been achieved. The warranty period shall commence upon the County s written confirmation of Final System Acceptance. 6.5 Project Schedule Vendor shall maintain a project schedule for the duration of the project. If the schedule requires revision due to any delays, the schedule revision shall be presented to the County for approval. Project meetings shall be held at a Bartow County facility at least bi-weekly to update project schedules and discuss project issues. 7 TRAINING A detailed plan for all training must be supplied by vendor and approved by the County at least 60 days prior to the communications system installation. 7.1 Voice System Dispatcher and Field Radio Users Training Concurrent with the installation and prior to the performance period of the communications systems, vendor shall provide on-site orientation and training for the County s dispatch and field radio personnel as to all aspects of the operation and functioning of the new communications systems. Personnel shall be trained in all available routine features and functions, as well as in the following areas: a. The configuration of the new system and its operational modes as well as differences between the new system and the existing system. b. Operational theory of control consoles, base repeater, voting system, RF control stations, mobile and portable equipment as well as trunking, conventional and failure modes of operation. c. Hands-on familiarization with all communications control functions and equipment. d. Proper radio technique. e. Basic mobile / portable / dispatcher operator maintenance and diagnostic troubleshooting techniques. f. System manager terminals and report generation. The County reserves the right to videotape all training at its expense to provide a permanent training record and system operations record. Vendor shall provide all training materials and supplies. A copy of any and all training material shall become the property of the County. The training sessions shall be scheduled at times and locations designated by the County. The training will be required on a 24-hour basis 65

66 without extra cost to the County, to accommodate all shift workers and volunteer providers. The County will provide space where training can be conducted. Live equipment is to be used in a hands-on environment. All supporting equipment shall be supplied by vendor. Vendor shall specify the amount of classroom and hands-on training that will be required to train approximately 625 personnel from the County and Cities in their proposal. Vendor shall specify the time required to train the all personnel within a time frame commensurate with system implementation. Vendor shall specify the number of training sessions required. Each class size shall be limited to a maximum of 30 personnel. In addition, vendor shall provide a Train-the Trainer course for personnel who will be training future employees. All requested information shall be supplied with the training plan and must be approved by the County. 8 WARRANTY, MAINTENANCE, AND TECHNOLOGY REFRESH Vendor shall offer at least a one (1) year warranty on all systems and components. This warranty shall include parts and labor. Also, as part of their proposal, vendor shall provide all maintenance services, including parts and labor for one (1) year. In addition, optional proposals are beings requested to provide additional services: a. System Management and Maintenance Services, including parts and labor, for years two (2) through ten (10) b. Technology Refresh Services for hardware and software, for years two (2) through ten (10) Vendor shall demonstrate that they have service and repair facilities that can provide a two hour response time, in normal traffic, to a service request anywhere within Bartow County. Facilities must have been operational for at least three (3) years. Vendor shall provide the address, current staffing and their certifications, and history of the main service and repair facility that will handle Bartow County s mission critical communications system and other company certified service and repair facilities that may provide resources. 8.1 Warranty Period Maintenance General The warranty and maintenance period shall begin on the date of final system acceptance. Vendor shall provide the necessary labor, parts, supplies, procedures, transportation, test equipment and facilities to maintain the new vendor-provided equipment, firmware and software to the level of factory performance and within requirements contained herein within the warranty period. The maintenance shall 66

67 cover preventive maintenance, repair due to normal usage and emergency maintenance Warranty Maintenance Contract Term All maintenance services shall be provided as part of the communications system, without additional charge to the County, for the warranty period of at least 12 months following the date of final system acceptance Warranty Maintenance Personnel Vendor shall provide competent, experienced and highly qualified personnel acceptable to the County to execute required maintenance tasks during the warranty period. All maintenance personnel shall be trained and experienced in standard communications industry practices. Personnel who perform maintenance on the system shall have completed all required manufacturer-approved training for that equipment. Said training, or appropriate refresher courses, shall have been completed within the previous year, and evidence thereof shall be provided to the County Warranty Maintenance Response Time Vendor shall provide replacement parts and materials and qualified personnel to service the fixed equipment at the site of work within two hours after notification of equipment failure. Fixed equipment shall not be out of service in excess of 24 hours after notification of equipment failure. Non-fixed equipment (mobile and portable radios, etc.) shall be picked up locally by vendor at locations designated by the County and delivered back to the point of pick-up once repaired. Eighty percent of the time, non-fixed equipment repair periods shall meet a three-day turn-around period. The 80 percent shall be calculated monthly. For each month that vendor does not meet the 80 percent requirement the warranty period shall be extended one month. The warranty period maintenance shall be on a working-hour basis as follows: Fixed Equipment Non-fixed Equipment Twenty-four hours per day, seven days per week. Nine hours per day, five days per (i.e., mobile, portable, etc.) week (0700hrs to 1700 hrs) Availability of Replacement Parts Vendor shall certify that a stock of replacement parts for each item included in the equipment response is maintained and that vendor is capable of replacing such parts, assemblies, modules and devices for each item of equipment included in the purchase, as well as updating all appropriate software. Vendor shall also certify that a stock of replacement parts for each critical component to be supplied as part of the communication system shall be immediately available at all times during the initial 67

68 warranty period. These parts shall be either in vendor stock and available for timely transfer to the communications system site to meet maintenance criteria, or stored at the sites. In addition, vendor shall certify that all replacement parts shall remain available to the County for a period of five years following final system acceptance. Prior to final system acceptance, vendor shall provide the County with detailed component lists and item cost of all replacement parts for the communications system at each location, including catalog numbers and sources of supply System Warranty Maintenance Test Equipment Vendor service shop shall provide all test equipment and parts required to support the County s maintenance requirements. 8.2 System Management and Maintenance Services (Option) Post warranty System Management and Maintenance Services, including parts and labor, for years two (2) through ten (10) shall consist of the following services: System Management Services a. System Manager Functions b. Performance Management Reports c. Configuration Management d. Network Planning e. Inventory Management f. Repair Coordination System Maintenance Services a. Network Monitoring and Dispatch Services b. Technical Support c. Infrastructure Repair w/advance Replacement d. Network Preventative Maintenance e. Site Equipment Maintenance: Generator, HVAC, UPS f. Optional- Vegetation Management/Weed Control 8.3. Technology Refresh Services (Option) Vendor hardware and software refresh services for years two (2) through ten (10) shall include performing the refreshes; however, if the County s staff must be engaged, complete instructions/training must be provided. Vendor shall provide a description of refresh program, options, and schedules. 68

69 9.0 PROPOSAL PRICING Vendor should provide the installed price using the following categories at a minimum. This Pricing Sheet is not intended to be all-inclusive. If the vendor s proposed equipment and radio system design has features and functions that support Bartow County requirements differently, include alternative pricing. Asterisk items indicate items that are dependent on vendor s design. Item Qty Unit Price Extended APCO P25 Phase 2 6-Channel 700 MHz Simulcast System prime and remote site electronics, with all antenna systems and combiners Microwave Backbone System 700 and 800 MHz Conventional Mutual Aid Repeaters 6 Equipment Shelter with dual-hvac* Electrical Utility Service and Meter Pedestal* Site Preparation, Fencing, Crushed Stone and Grounding* UPS Power Backup and Automatic Transfer Switch * Tower, Self-support* Tower, Guyed* Lot Lot LP Generator Diesel Generator Natural Gas Generator Each Each Each 911 Console Positions with call-check recording 10 P25 Logging Recorder Interfaces Professional Services Implementation, Testing & Cutover Recommended Spare Parts Lot Lot Lot Portable Subscriber - Type 1 47 Portable Subscriber - Type Portable Subscriber - Type 3 33 Portable Subscriber - Type 4 44 Mobile Subscriber - Front Mount 347 Mobile Subscriber - Remote Mount 40 Mobile Subscriber - Dual Control 5 Control Station (Departments); Yagi Ant. with 50' Coax 42 Control Stations Racked at 911 Center 8 Total 69

70 PROPOSAL PRICING (Continued) Item Qty Unit Price Extended Option: AES encryption for Portable Subscribers Each Option: AES encryption for Mobile Subscribers Option: AES Key Loader Option: Speaker Microphone with Antenna Option: Spare Portable Battery Option: Multiunit Charger Option: 3-dB Gain Mobile Antenna Option: ¼-Wave Mobile Antenna Option: GPS Tracking Capability for Fire Portables Option: Over the Air Programming (OTAP) Option: Over the Air Rekeying (OTAR) Each Each Each Each Each Each Each Each Option: Inter-RF Subsystem Interface for 3 interfaces 10 talkpaths Option: Web-Based Paging Application/ Platform Option: System Management and Maintenance Services for years 2 through 10, Lump Sum Price (Also provide a schedule showing annual pricing) Option: Technology Refresh for years 2 through 10, Lump Sum Price (Also provide a schedule showing annual pricing) Option: Geo-diverse prime site equipment Option: One (1) Backup 911 Console position to be located in the City of Cartersville Police Headquarters 70

71 9.1 Balance of Portfolio Discounts Vendor shall provide a Balance of Product Line percentage discount for other products that are compatible with the proposed 700MHz system. For evaluation purposes, the discount levels shall be categorized as follows: Bi-Directional Amplifiers (in building coverage) Portable radios, including options and accessories. Mobile radios, including options and accessories. RF control stations, including options and accessories. Base stations, including options and accessories. Base station antennas and transmission line products. Dispatch consoles and central electronics, including options and accessories. Microwave radios, multiplex, including options and accessories. Microwave antennas, waveguide, including options and accessories. Stationary storage batteries, chargers, including options and accessories. Network and system management, software and hardware, including options and accessories. Test equipment, tools, software and programming devices. Bartow County reserves the right to select specific items from a proposal without selecting all items. Bartow County is not obligated to make a purchase from this RFP. 9.2 Cost Reduction Opportunities with Regional System Options In accordance with Section 2.8, vendor shall describe the capital cost reductions and possible operating cost reductions to Bartow County. 71

72 Appendix A: APCO Frequency Coordination Results Bartow County Frequencies on Region 10 Application 12.5 KHz Channel Centers Channel Base Frequency Mobile Frequency MHz MHz MHz MHz MHz MHz MHz MHz MHz MHz MHz MHz 72

73 Appendix B: Portable Coverage Area Requirement Map Buildings requiring portable radio coverage will be classified as light density or medium density as follows: a. The losses associated with light density type structures shall be assumed to be 8 db in all areas of the County. b. The losses associated with medium density shall be assumed to be 12 db areas of the County highlighted on the County Land Use Map as Medium/High Density Residential, Residential Mixed Use, Commercial, Commercial Mixed Use, Industrial, Mining, Public/Institutional and Transportation/Communications/Utilities. Refer to Appendix B. The Bartow County Land Use Map web link: 73

74 Appendix C: CONFLICT OF INTEREST I hereby certify that this bid/proposal is submitted in conformance with Bartow County s conflict of interest restrictions. No employee of Bartow County is the sole proprietor, a partner or a person having any ownership interest in the business submitting this bid/proposal, or likely to receive taxable income, other than investment income. Additionally, no such employee has an indirect interest in the contract, which is the subject of this bid/proposal*. Signature Date * Indirect Interest means any contract in which an employee has no direct interest however a spouse or relative has an interest in the contract, or likely to receive taxable income, other than investment income. A conflict of interest exists if a spouse or relative commingle their assets. Examples of commingling assets include sharing a joint-checking account or jointly owned property together with a company or person doing business with Bartow County. 74

75 Appendix D: DRUG-FREE WORKPLACE AFFIDAVIT Contractor/Company/Business Name: Contractor/Company/Business Authorized Agent: (Check applicable box) (Printed Name) I hereby state that, as an employer, I have adopted a Drug-Free Workplace policy, which meets the criteria set forth by the Georgia Employment Commission and at a minimum the requirements of the Bartow County s Drug-Free Workplace program, which includes preemployment drug testing, reasonable suspicion drug testing and, when applicable, compliance with the U.S. Department of Transportation Procedures for Transportation Workplace Drug Testing Programs as specified in Title 49 of the Code of Federal Regulations (CFR) Part 40 and Title 49 CFR Part 199. Said Drug-Free Workplace program is in compliance with the Georgia Drug-Free Workplace Act; refer to Georgia Law (OGCA ) et sequentia. I hereby state that I employ less than five (5) employees, and I am not required to submit the Drug-Free Workplace Affidavit. Contractor/Company/Business Authorized Agent: Date: (Signature) STATE OF ) ) COUNTY OF ) Personally appeared before me, the undersigned, a Notary Public, in and for said County and State,, officer, principal, and / or agent with authority to bind, and with whom I am personally acquainted (or who proved to me on the basis of satisfactory evidence), and who executed the foregoing instrument for the purposes therein contained. Witness my hand and seal this day of, 20. NOTARY PUBLIC My commission expires (SEAL) 75

76 Appendix E: GENERAL INDEMNITY I,, hereby agree to indemnify, defend and hold harmless Bartow County, its appointed or elected officials, employees, and agents and each of them for any and all suits, actions, legal or administrative proceedings, claims, demands, damages, liabilities, attorney fees, costs and expenses of whatsoever kind or nature arising out of my contractor s obligations and operations provided in this contract. I acknowledge that I have familiarized myself with the subject property and I also release Bartow County from any and all claims that may result from the activity associated with this contract. (Applicant s Signature) (Date) 76

77 Appendix F CONTRACTOR S ATTESTATION REGARDING ILLEGAL IMMIGRANTS OR ALIENS Pursuant to the Georgia Security and Immigration Compliance Act of 2006 (GSICA) and the Georgia Illegal Immigration and Reform Enforcement Act of 2011, I (We), the Contractor identified below, hereby attests, certifies, warrants and assures that I (We) will not knowingly utilize the services of any illegal immigrant or alien in the performance of this Contract, and will not knowingly utilize the services of any subcontractor who will utilize the services of an illegal immigrant or alien in the performance of this Contract. Company Name: Contractor s Authorized Agent: (Printed Name) Contractor s Authorized Agent: (Signature) Date: STATE OF COUNTY OF Personally appeared before me, the undersigned, a Notary Public, in and for said County and State,, officer, principal, and / or agent with authority to bind, and with whom I am personally acquainted (or who proved to me on the basis of satisfactory evidence), and who executed the foregoing instrument for the purposes therein contained. Witness my hand and seal this day of, 20. My commission expires: Notary Public 77

78 Appendix G BARTOW COUNTY CONTRACTOR SAFETY GUIDELINES 1. PURPOSE Bartow County does not take responsibility for the safety of the Contractor s employees. Nor does the County take responsibility for instructing Contractors on how to perform work. Rather, this guideline spells out what is expected of Contractors conducting work for Bartow County. Contractors are defined as non-county government individuals or businesses that are retained by the County to provide specific labor or services. 2. RESPONSIBILITIES OF THE CONTRACTOR Contractor compliance with all State of Georgia and federal occupational safety and health standards is a condition of doing business with Bartow County. Contractors have the responsibility to: Conduct daily safety inspections of all assigned areas. Identify and correct hazards within their responsibility and report hazards to the County. Provide Contractor employees with personal protective equipment as needed to safely perform contracted tasks. Ensure Contractor employees have the training for assigned tasks as is required by State of Georgia and federal occupational safety and health standards. Coordinate with County Safety Coordinator for safety related issues that may affect County operations. Establish and maintain an effective safety and health program for contractor employees. Establish and maintain an effective safe housekeeping program. Make available for inspection by the County any written safety programs, material safety data sheets, training records and other safety-related documents. 3. MONITORING AND INSPECTIONS All Contractors and subcontractors working under contract with Bartow County are subject to regular safety and health monitoring by the County. 4. HAZARDOUS CHEMICAL / SUBSTANCE NOTIFICATION Contractors must follow State of Georgia and federal Occupational Safety and Health Administration Hazard Communication standard requirements including use, safe handling and storage of chemicals. Contractors are required to inform the County of all hazardous substances which may be brought on to County property, including providing the most current Material Safety Data Sheet for each substance. All spills and leaks of hazardous chemicals shall be immediately reported to the County Safety Coordinator. 78

79 5. WORK ZONE TRAFFIC CONTROL All Contractors conducting work which involve traffic control in the public way shall comply with the Federal Highway Administration s Manual on Uniform Traffic Control Devices. The County Traffic Engineer should also be contacted prior to commencing operations. This measure is to insure the safety of workers and the public. 6. DUE REGARD FOR THE PUBLIC All Contractors and their employees while engaged in work for Bartow County shall exercise due regard and reasonable care for the safety of the public. 7. OTHER POLICIES AND PROCEDURES All Contractor employees shall adhere to all County policies and procedures, including but not limited to: access to County facilities and equipment, use of controlled substances, firearm & explosive restrictions, harassment of other persons, traffic and parking regulations. 79

80 CONTRACTOR / CONSULTANT / SERVICE PROVIDER AKNOWLEDGEMENT OF RECIEPT OF BARTOW COUNTY CONTRACTOR SAFETY GUIDELINES Company Name: Contractor s Authorized Safety Representative: I acknowledge receipt of and agree to comply with the Bartow County s Contractor Safety Guidelines. I will also make employees and subcontractors aware of County s safety expectations and requirements. I understand that any accidents, injuries or property damage will be reported to the County Safety Coordinator within three (3) days. I also understand that any questions regarding the program can be directed to the contracting department head and/or the County Safety Coordinator. I certify that all personnel entering confined spaces have been trained in accordance with Occupational Safety and Health Administration regulation: 29 Code of Federal Regulations Authorized Representative (Printed): Date: Signature of Authorized Representative: 80

81 Appendix H BUSINESS LICENSE REQUIREMENT Prior to award, the winning Vendor may be required to provide proof of a valid Bartow County business license. RIGHT TO AUDIT Contractors shall establish a reasonable invoice accounting system which enables ready identification of contractor costs of goods and use of funds. The County or its representative may audit the contractor s records anytime before four (4) years after final payment (or until all disputed claims have been settled, whichever is longer) to verify the County s payment obligation and the use of County s funds. This right to audit shall include subcontractors from whom goods or services are subcontracted by the contractor. Contractor shall ensure the County has these rights with subcontractors. Any disputed claims will be verified by an independent auditor at the cost of the County unless the contractor is found to have overcharged the County in which case the contractor will pay the cost of the audit as well as repay all overcharges. CIVIL RIGHTS Nondiscrimination In accordance with Title VI of the Civil Rights Act, as amended, 42 U.S.C. 2000d, section 303 of the Age Discrimination Act of 1975, as amended, 42 U.S.C. 6102, section 202 of the Americans with Disabilities Act of 1990, 42 U.S.C , and Federal transit law at 49 U.S.C. 5332, the Contractor agrees that it will not discriminate against any employee or applicant for employment because of race, color, creed, national origin, sex, age or disability. In addition, the Contractor agrees to comply with applicable Federal implementing regulations and other implementing requirements FTA/FHWA/DOT may issue. CERTIFICATION OF ELIGIBILITY UNDER THE DAVIS-BACON ACT (a) By the submission of this proposal, the offeror certifies that neither it nor any person or firm who has an interest in the offeror s firm is a person or firm ineligible to be awarded contracts by the United States Government by virtue of section 3(a) of the Davis-Bacon Act or 29 CFR 5.12(a)(1). (b) No part of the contract resulting from this solicitation shall be subcontracted to any person or firm ineligible to be awarded contracts by the United States Government by virtue of section 3(a) of the Davis-Bacon Act or CFR 5.12(a)(1). (c) The penalty for making false statements is prescribed in the U.S. Criminal Code, 18 U.S.C

82 Appendix I STATEMENT OF NO BID BID/PROPOSAL # If Vendor is not bidding on the goods and/or services as stated in this bid/proposal, please complete and return this form to: Bartow County, Purchasing Department, Company Name: Contact Person: Address: County / State / Zip Phone Number: Today s Date: The above has declined to submit a bid/proposal for the following reason(s): (check all that apply) COMMENTS: Cannot meet specifications as given Specifications were unclear We do not offer this commodity/service or an equivalent Insufficient time to response to bid/proposal Cannot meet delivery requirements Our schedule would not permit us to perform in the time allotted Vendor Signature 82

83 Appendix J Contractor Affidavit under O.C.G.A (b)(1) By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A , stating affirmatively that the individual, firm, organization or corporation which is engaged in a physical performance of services agreement with Bartow County, Georgia has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A (b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows: E-Verify Authorization Number Date of Authorization Authorized Signature Name of Contractor Address Address Name of Project Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on, 20 in (city), (state). Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS THE_ DAY OF _, 20 _. NOTARY PUBLIC My Commission Expires: 83

84 84

85 Appendix K Subcontractor Affidavit under O.C.G.A (b)(3) By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A , stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with: [name of contractor who has contract with Bartow County] on behalf of Bartow County, Georgia has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A Furthermore, the undersigned subcontractor will continue to use the federal work authorization program throughout the contract period and the undersigned subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the subcontractor with the information required by O.C.G.A (b). Additionally, the undersigned subcontractor will forward notice of the receipt of an affidavit from a subsubcontractor to the contractor within five business days of receipt. If the undersigned subcontractor receives notice of receipt of an affidavit from any sub-subcontractor that has contracted with a subsubcontractor to forward, within five business days of receipt, a copy of such notice to the contractor. Subcontractor hereby attests that its federal work authorization user identification number and date of authorization are as follows: Federal Work Authorization User Identification Number Date of Authorization Name of Subcontractor Name of Project Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on, 20 in (city), (state). Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS THE_ DAY OF _, 20 _. NOTARY PUBLIC My Commission Expires:

86 Appendix L Sub-subcontractor Affidavit under O.C.G.A (b)(4) By executing this affidavit, the undersigned sub-subcontractor verifies its compliance with O.C.G.A , stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with: [name of subcontractor or sub-subcontractor with whom such sub-subcontractor has contract] (hereinafter referred to as Subcontractor ) and [name of contractor who has contract with Bartow County] on behalf of Bartow County, Georgia has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A Furthermore, the undersigned subsubcontractor will continue to use the federal work Authorization program throughout the contract period and the undersigned sub-subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the subsubcontractor with the information Required by O.C.G.A (b). The undersigned subsubcontractor shall submit, at the time of such contract, this affidavit to Subcontractor. Additionally, the undersigned sub-subcontractor will forward notice of the receipt of any affidavit from a subsubcontractor to Subcontractor. Sub-subcontractor hereby attests that its federal work authorization user identification number and date of authorization are as follows: Federal Work Authorization User Identification Number Date of Authorization Name of Sub-subcontractor Name of Project Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on, 20 in (city), (state). Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS THE_ DAY OF _, 20 _. NOTARY PUBLIC My Commission Expires:

87 Appendix M BARTOW COUNTY PROJECT NO. (Project Name) KNOW ALL MEN BY THESE PRESENTS: that BID BOND (Name of Contractor) (Address of Contractor) a (Corporation, Partnership or Individual) hereinafter called Principal, and (Name of Surety) (Address of Surety) a Corporation of the State of, and a surety authorized by law to do business in the State of Georgia, hereinafter called Surety, are held and firmly bound unto The Commissioner of Bartow County (Name of Obligee) Suite 251, Frank Moore Administration and Judicial Center 135 W. Cherokee Avenue, Cartersville, Georgia (Address of Obligee) hereinafter referred to as Obligee: in the penal sum of Dollars ($ ) in lawful money of the United States, for the payment of which sum well and truly to be made, we bind ourselves, our heirs, executors, administrators and successors, jointly and severally, firmly by these present.

88 WHEREAS, the Principal is about to submit, or has submitted, to Bartow County, Georgia, a proposal for furnishing materials, labor, and equipment for:. WHEREAS, the Principal desires to file this Bond in accordance with law in lieu of a certified Bidder's check otherwise required to accompany this Proposal. NOW, THEREFORE, the conditions of this obligation are such that if the proposal be accepted, the Principal shall within ten days after receipt of notification of the acceptance, execute a Contract in accordance with the Proposal and upon the terms, conditions, and prices set forth in the form and manner required by Bartow County, Georgia, and execute a sufficient and satisfactory Performance Bond and Payment Bond payable to Bartow County, Georgia, each in the amount of 100% of the total Contract Price, in form and with security satisfactory to said Bartow County, Georgia, and otherwise, to be and remain in full force and virtue in law, and the Surety shall, upon failure of the Principal to comply with any or all of the foregoing requirements within the time specified above, immediately pay to Bartow County, Georgia upon demand, the amount hereof in good and lawful money of the United States of America, not as a penalty, but as liquidated damages. PROVIDED, FURTHER, that Principal and Surety agree and represent that this bond is executed pursuant to and in accordance with the applicable provisions of the Official Code of Georgia Annotated, as Amended, including, but not limited to, O.C.G.A , et. seq. and , et. seq., and is intended to be and shall be construed as a bond in compliance with the requirements thereof. Signed, sealed, and dated this day of, ATTEST: (Principal) (Principal Secretary) (SEAL) By: (Address)

89 (Witness as to Principal) (Address) (Surety) ATTEST: By: (Attorney-in-Fact) and Resident Agent (Attorney-in-Fact) (SEAL) (Address) (Witness as to Surety) (Address) NOTE: Date of Bond must not be prior to date of Contract. If Contractor is a Partnership, all partners shall execute Bond. IMPORTANT:Surety Companies executing Bonds must appear on the Treasury Department's most current list (Circular 570 as amended) and be authorized to transact business in the State where the Project is located.

90 Appendix N BARTOW COUNTY PROJECT NO. (Project Name) PAYMENT BOND KNOW ALL MEN BY THESE PRESENTS: that (Name of Contractor) (Address of Contractor) a (Corporation, Partnership or Individual) hereinafter called Principal, and (Name of Surety) (Address of Surety) a Corporation of the State of, and a surety authorized by law to do business in the State of Georgia, hereinafter called Surety, are held and firmly bound unto The Commissioner of Bartow County (Name of Obligee) Suite 251, Frank Moore Administration and Judicial Center, 135 W. Cherokee Avenue, Cartersville, Georgia (Address of Obligee) hereinafter referred to as Obligee for the use and protection of all subcontractors and all persons supplying labor, services, skill, tools, machinery, materials, and/or equipment in the prosecution of the work provided for in the contract hereinafter referred to in the full and just sum of

91 Dollars ( ), in lawful money of the United States, for the payment of which sum, well and truly to be made, the Principal and Surety bind themselves, their, and each of their heirs, executors, administrators,

92 successors and assigns, jointly and severally firmly by these present. The condition of this obligation is such, as whereas the Principal entered into a certain contract, hereto attached, with the Obligee, dated, for. NOW, THEREFORE THE CONDITION OF THIS OBLIGATION IS SUCH, that if the Principal shall well, truly and faithfully perform said Contract according to its terms, covenants, and conditions, and shall promptly pay all persons furnishing labor, materials service, skill, tools, machinery and/or equipment for use in the performance of said Contract, then this obligation shall be void; otherwise it shall remain in full force and effect. ALL persons who have furnished labor, materials, services, skill, tools, machinery and/or equipment for use in the performance of said Contract shall have a direct right of action of this Bond, provided payment has not been made in full within ninety (90) days after the last day on which labor was performed, materials, services, skill, tools, machinery, and equipment furnished or the subcontract completed. PROVIDED FURTHER, that said Surety to this Bond, for value received, hereby stipulates and agrees that no change, extension of time, alterations, or additions to the terms of the Contract or to the Work to be performed thereunder shall in any way affect its obligation on this bond, and it does hereby waive notice of any such change, extension of time alterations, or additions to the terms of the Contract or to the work to be performed thereunder. PROVIDED, HOWEVER, that no suit or action shall be commenced hereunder by any person furnishing labor, materials, services, skill, tools, machinery, and/or equipment having a direct contractual relationship with subcontractor, but no contractual relationship express or implied with the Principal: Unless such person shall have given notice to the Principal within ninety (90) days after such person did, or performed the last of the work or labor, or furnished the last of the materials, services, skill, tools, machinery and/or equipment for which claim is made, stating with substantial accuracy the amount claimed and the name of the party to whom the materials, services, skill, tools, machinery and/or equipment were furnished, or for whom the work or labor was done or performed. Such a notice shall be served by mailing the same by registered mail, postage prepaid, in an envelope addressed to the Principal, at any place where an office is regularly maintained for the transaction of business, or served in any manner in which legal process may be served in the State in which the aforesaid project is located, save that such service need not be made by a public officer, and a copy of such notice shall be delivered to the Obligee, to the person and at the address provided for in the Contract, within five (5) days of the mailing of the notice to the Principal. PROVIDED, FURTHER, that any suit under this bond must be instituted before the expiration of one (1) year after the acceptance of the public works covered by the Contract by the proper authorities.

93 PROVIDED, FURTHER, that Principal and Surety agree and represent that this bond is executed pursuant to and in accordance with the applicable provisions of the Official Code of Georgia Annotated, as Amended, including, but not limited to, O.C.G.A , et. seq. and , et. seq., and is intended to be and shall be construed as a bonds in compliance with the requirements thereof. Signed, sealed, and dated this day of, ATTEST: (Principal) (Principal Secretary) (SEAL) By (Address) (Witness as to Principal) (Address)

94 (Surety) ATTEST: By: (Attorney-in-Fact) and Resident Agent (Attorney-in-Fact) (SEAL) (Address) (Witness as to Surety) (Address) NOTE: Date of Bond must not be prior to date of Contract. If Contractor is a Partnership, all partners shall execute Bond. IMPORTANT: Surety Companies executing Bonds must appear on the Treasury Department's most current list (Circular 570 as amended) and be authorized to transact business in the State where the Project is located.

95 Appendix O BARTOW COUNTY PROJECT NO. (Project Name) PERFORMANCE BOND KNOW ALL MEN BY THESE PRESENTS: that (Name of Contractor) (Address of Contractor) a (Corporation, Partnership or Individual) hereinafter called Principal, and (Name of Surety) (Address of Surety) a Corporation of the State of, and a surety authorized by law to do business in the State of Georgia, hereinafter called Surety, are held and firmly bound unto The Commissioner of Bartow County (Name of Obligee) Suite 251, Frank Moore Administration and Judicial Center, 135 W. Cherokee Avenue, Cartersville, Georgia (Address of Obligee) hereinafter referred to as Obligee, are held and firmly bound unto said Obligee and all person doing work or furnishing skill, tools, machinery, supplies, or material under or for the purpose of the Contract hereinafter referred to, in the penal sum of Dollars ($ ) in lawful money of the United States, for the payment of which sum well and truly to be made, we bind

96 ourselves, our heirs, executors, administrators and successors, jointly and severally, firmly by these presents. The condition of this obligation is such, as whereas the Principal entered into a certain contract, hereto attached, with the Obligee, dated, for. NOW, THEREFORE THE CONDITION OF THIS OBLIGATION IS SUCH, that if the Principal shall well, truly, fully and faithfully perform said contract according to its terms, covenants, conditions, and agreements of said contract during the original term of said contract and any extensions thereof that may be granted by the Obligee, with or without notice to the Surety, and during the life of any guaranty required under the contract, and shall also well and truly perform and fulfill all the undertakings, covenants, terms, conditions and agreement of any and all duly authorized modifications of said contract that may hereafter be made, then this obligation shall be void, otherwise to remain in full force and effect. PROVIDED FURTHER, that said Surety to this Bond, for value received, hereby stipulates and agrees that no change, extension of time, alterations, or additions to the terms of the Contract or to the Work to be performed thereunder shall in any way affect its obligation on this bond, and it does hereby waive notice of any such change, extension of time, alterations, or additions to the terms of the Contract or to the work to be performed thereunder. PROVIDED, FURTHER, that Principal and Surety agree and represent that this bond is executed pursuant to and in accordance with the applicable provisions of the Official Code of Georgia Annotated, as Amended, including, but not limited to, O.C.G.A , et. seq. and , et. seq., and is intended to be and shall be construed as a bond in compliance with the requirements thereof. Signed, sealed, and dated this day of, ATTEST: (Principal) (Principal Secretary) By: (Address) (SEAL)

97 (Witness as to Principal) (Address) (Surety) ATTEST: By: (Attorney-in-Fact) and Resident Agent (Attorney-in-Fact) (SEAL) (Address) (Witness as to Surety) (Address) NOTE: Date of Bond must not be prior to date of Contract. If Contractor is a Partnership, all partners shall execute Bond. IMPORTANT: Surety Companies executing Bonds must appear on the Treasury Department's most current list (Circular 570 as amended) and be authorized to transact business in the State where the Project is located.

98