McKenzie County Healthcare Systems Hospital Replacement and Long-Term Care Replacement Watford City, North Dakota Request for Proposal (RFP) for Distributed Antenna System
Table of Contents Introducti on...2 Instruction to Bidders...2 Scope of Servi ces...3 Summary...3 References...3 Definitions...4 System Description...4 Submittals...7 Additional Services and Substitutions...8 Selecti on Process and Success ful Bidder...9 Appendix A...9 Table of Contents i
Introduction McKenzie County Healthcare Systems is requesting proposals from qualified Providers to provide a new Distributed Antenna System to support cell tower boosting as well as emergency broadband radio for a new critical access hospital and expansion of existing long-term care facility located in Watford City, North Dakota. The new replacement hospital for McKenzie County Healthcare Systems is located at 709 4 th Avenue NE in Watford City, North Dakota. The hospital is an approximate 83,100 SF replacement facility and will be built onto the existing Long-Term Care Home at this location. The Long-Term Care Home is an existing structure that is approximately 28,660 SF and will have approximately 17,600 SF renovated as a part of this project. In addition to the renovations at the Long-Term Care Home, a building addition of approximately 25,250 SF will be added to the facility. The Owner is requesting pricing for submitting parties to provide a comprehensive and coordinated distributed antenna and system to serve the entire new hospital and Long Term Care facility including existing, renovated, and added areas to the building. Exact performance requirements are identified under the Scope of Services Section. Instruction to Bidders Components being requested through this RFP are being submitted to the Healthcare Connect Fund (HCF) through the Universal Service Administrative Company (USAC). Refer to HCF FCC Form 461 for a breakdown of specific requirements associated with this RFP. Proposals shall be submitted as indicated per HCF FCC Form 461. The identified form will provide RFP submittal initiation dates as well as RFP dates for submission. Dates identified must be adhered to in order to remain eligible for selection. Proposals shall be titled as RFP Related to Network Firewall. List each site proposed for with HSP # identified per HCF FCC Form 461 as follows: Site Listing HCP #11611, #36789 (these sites are located under one roof but different parts of the building) McKenzie County Healthcare System 709 4 th Avenue NE Watford City, North Dakota 58854 Proposals for this RFP shall clearly identify which services and components are being provided for the Long-Term Care Building and which services and components are being provided for the Hospital and associated Clinics. Pricing shall reflect this division of services. Submitted proposals shall stand as documented for 30 days from submission. Upon a successful agreement between Owner and awarded Vendor, it is the intent that the Vendor will remain under contract for the scope of work indicated until work has been completed. Where service contracts are agreed to by both parties, the submitting party shall agree to provide such services for the period of time identified. Each proposal shall include the following items at a minimum: Company Name Company Contact Person Company Credentials, Certifications, Qualifications Equipment Specification Sheets for Submitted Items Associated Unit Pricing for Each Component Schedule 1 Year Parts and Labor Warranty Scope of RFP 2
RFP Submittal Schedule: RFP Submission: RFP Submissions shall be due the 28th day following the initial posting for services to USAC s website. RFP Selection: Private selection and award of successful Vendor shall be made by the 10 th day following final submissions. Contracts: Owner/Vendor contracts shall be completed within 20 days of contacting awarded Vendor. Contract period will run from December 12, 2016 December 31, 2017. Acquisition and Planning: The awarded Vendor shall have 45 days after finalizing contracts to review product spec sheets with the Owner and to order and receive materials and equipment for installation. Installation: The installation process shall take place in 2 phases. The Long-Term Care new and existing buildings shall take place during Phase I. The Hospital shall take place during Phase II. Phase I work shall be completed 30 days after the acquisition and planning period and include installation, setup, and testing. Phase II work shall be coordinated with the Owner s Construction Manager, but is scheduled to start immediately after Phase I work is complete. Necessary Phase II work required to support Phase I work shall be completed during Phase I. Phase II work shall be completed 30 days after Phase I work is completed. The Vendor shall work in conjunction with the Owner s Information Technology Director. Closeout: The awarded Vendor shall have 14 days after completion of Phase II, to provide DVD disc to Owner with all product information for items that were provided and to complete any required Owner training. Questions shall be submitted as identified per HCF FCC Form 461 no later than 15 days after initial posting of RFP. All questions will be responded to in a single addendum issued to all parties via USAC s website. Submitting parties shall familiarize themselves with HCF FCC Form 463 to fully understand the invoicing process and commitments required upon a successful award. Supporting documents associated with this project must be maintained for 5 years after completion of services. Submitting parties shall familiarize themselves with HCF FCC Form 498. Awarded service providers participating in the HCF program shall be required to obtain a Service Provider Identification Number (SPIN). Scope of Services Submitted proposals shall include products and pricing for the following items. Manufactures indicated are intended to be used as a base product but equivalent manufacturers are acceptable. Performance characteristics identified shall be considered the minimum level acceptable for this proposal. Include only eligible equivalent components within submissions. Summary Provide in-building Distributed Antenna System (DAS) to support multiple wireless services. The providing Vendor shall provide frequency coordination to ensure the provided systems do not interfere with the owner s Local Wireless Area Network (LWAN) at the 2.4 and 2.5 ghz wavelengths. References Comply with the latest edition of the following applicable specifications and standards except as otherwise shown or specified: Scope of RFP 3
FCC Regulations: Part 15: WLAN Part 22: 850 MHz cellular band services Part 24: Personal Communications Server Part 27: Miscellaneous Wireless Communications Services Part 90: Specialized Mobile Radio Service Definitions The following list of terms as used in this specification are defined as follows: AWS : Advanced Wireless Services DAS : Distributed Antenna System (synonymous with in-building antenna system) ESMR : Enhanced SMR (operated by Sprint) LBS : Location Based Services LMR: Land Mobile Radio LTE : Long Term Evolution PCS : Personal Communications Service RF : Radio Frequency RFID : Radio Frequency Identification RSSI : Received Signal Strength Indication RTLS : Real-Time Location Services SMR : Specialized Mobile Radio (synonymous with trunked radio or public access mobile radio) is a land-based radio service that provides 1-to-many and many-to-1 communications Wi-Fi : Wireless Fidelity WMTS : Wireless Medical Telemetry System System Description The in-building distributed antenna system, herein DAS, shall reliably distribute RF signals/services throughout the specified frequency ranges and throughout the specified coverage spaces. The System shall be implemented based on proven technology that can seamlessly integrate with the rapid evolution of wireless technologies and business applications. The System shall be flexible and shall easily accommodate additional wireless services within the System s frequency bands without requiring significant upgrades or system modifications. The DAS shall include subsystems, equipment, components, transmission media, connection/termination apparatus, etc., necessary for a complete operating System as described herein. The DAS shall include a head end subsystem. The head end shall include a common interface point. The head end shall be co-located with Base Station systems from multiple Wireless Operators along with Owner provided 2-way radio system. The WLAN system shall include the access points, controllers, rack electronics, associated software licenses and necessary tie connections to hospital network electronics. The Wired Network horizontal cabling to support the WLAN is not part of this bid. Category 6A cabling infrastructure to support 73 WAPS have been planned for outside of this RFP. If quantity is greater than 73, include cabling infrastructure within proposal to support devices. Provide 5 spare WAPS to Owner for spares. The wireless network system shall be provided as a 1G solution with the ability to support hospital and guest networks. Design Criteria Frequency Range: The System shall be capable of supporting all frequencies between 400 MHz to 2700 MHz. Scope of RFP 4
The System shall distribute RF coverage at levels outlined below in the following areas of the building(s) herein specified coverage areas: Floor areas of the new Hospital, Long-Term Care Building, as well as the existing Long-Term Care Building General Use Spaces (breakrooms, staff rooms) Basement Stairwells (using best effort from adjacent coverage areas) Elevators (using best effort from adjacent coverage areas) Public Restrooms (using best effort from adjacent coverage areas) Garage MEP Spaces Courtyard at Long-Term Care Addition Refer to the attached plans per Appendix A for floor coverage areas. The following spaces have been provided with space to support system components required by this RFP. Rooms indicated Main can house higher quantities of components. Refer to documents for additional information. Hospital: Data Room B147 (Main): This room will be the location for the main headend DAS equipment. Provide freestanding rack with system for this space in order to properly support head end electronics. Other spaces provided will have wall space available. Server B613 Data B326 Data B746 Data B526 Equip B225 Long-Term Care Building: Data A313 Data A223 Data Room C324 The System shall be able to simultaneously support the following wireless services, applications, and/or technologies: Wireless Operators, such as AT&T, Verizon, Sprint, T-Mobile/MetroPCS: 700 MHz Upper and Lower Bands LTE Cellular (850 MHz) PCS (1900 MHz) ESMR (800 MHz) AWS (1700/2100 MHz) Public Safety ( First Responder ): Frequencies for the local Public Safety radio systems shall be supported. The DAS vendor shall confirm the frequencies required at the time of facility opening. UHF (450-520 MHz) LMR 700/800 MHz - Land Mobile Radio 802.11a/b/g/n/ac (2.4 and 5 GHz) / Wi-Fi Data and Voice Communications Scope of RFP 5
The System s transmission media can take many forms, from coaxial to fiber optic to Cat 6a, or hybrid fiber/coaxial based solutions. The DAS shall extend the Wireless Operator services from the head end system by interfacing to either a passive or active DAS that is deployed in each of the building structures. The System shall have the capability for separate control over each service (or Wireless Operator) to allow the ability to adjust and control power levels without disturbing other services/operators. The System shall support multiple services in modular architecture so services can be added or removed without requiring new infrastructure, without readjustment of signal power levels, or disturbing existing services. The System shall enable services to be added without requiring additional cabling or antennas. The System shall not impede any management features or functionality of any attached network and/or device management system. The System shall allow for proactive management and end-to-end alarming of active electronics. The System shall be able to engage with 3 rd party SNMP-based element management systems and provide fault management information. Signal strength shall be measured with a predetermined industry standard tool such as calibrated test equipment. The System shall deliver signal at the following levels: Wireless Operator services (Cell/SMR/PCS/AWS/700MHz) shall be -75 dbm or stronger within 90% of the specified coverage areas for all systems, services, applications, and/or technologies. Existing signal strength for each Wireless Operator shall be measured prior to finalization of the DAS Detailed Design. Wi-Fi signals shall be -67 dbm or stronger within 90% of the specified coverage areas for Wi-Fi. Public Safety channels shall be <-95 dbm> or stronger within 90% of the specified coverage areas, or as specified by any local ordinance Base Bid Work The work of this section includes furnishing materials, installation, and coordination through the General Contractor with other trades for a complete, operational, and balanced System. Furnish necessary materials, accessories, fasteners, etc., and the labor and associated services required to provide the System (DAS) specified herein. The work of this section includes the following: Project Management Services Detailed Design (DAS) Installation and System Balancing Coordination with the Overall Construction Team and Usage of Pathways Provided by Others Manage Wireless Operators Connection to DAS Manage signal interference of WLAN with DAS system Manage Integration with Public Safety Radios System Acceptance Testing and Turnover to Owner The work of this section requires particular attention to the following: Ceiling Types: The installer shall fully understand every ceiling type and its interaction with the System. For example, some ceiling types may impede RF signals and, subsequently, System performance. Pathways: The work of this section requires the installer fully understand the pathways and to coordinate placement of cables within those pathways. Scope of RFP 6
Work Covered By Others Pathways backbone conduits and primary pathways Telecommunications Rooms power, cooling, and grounding Local Area Network (LAN) and Local Wireless Area Network (LWAN) Submittals Submittal Requirements Prior To Start Of Construction: Product Data Submittal. Shop Drawings Submittal: Shop drawings shall include the following information: System or functional block/line diagrams. Plans indicating equipment, antenna, and/or component locations, cable routes, and other installation information; identify construction elements that would affect the System s performance (such as metallic ceiling materials). Coverage plans, showing the design RF coverage (signal strength) for each frequency band required in 1.04 B.3. Equipment and/or wall/rack elevations showing equipment layout, space requirements, and integration with other systems (outside the scope of the DAS system). Installation details for antenna mounting, specialty cable hangers, and other components unique to the System, and other information that depicts the intended installation. Submittal Requirements Prior to Acceptance Testing: Acceptance Testing Procedures Submittal: Describe in detail the procedure for testing the System s performance and balancing the System s signal strength, including a description of the test data (or an example of the test report). The Contractor shall demonstrate the desired services have been successfully deployed and tested. Specifically, the DAS must be deployed with the Wireless Operators criteria and approval. Submittal Requirements at Close Out: As-Built Drawings Submittal Operations and Maintenance Manual Warranty System to perform as described within this Section for a period of 1 years. All manufacturers equipment warranties shall pass through including cabling, components, electronics, etc. Manufacturers DAS: CommScope Corning Examination and Preparation Prior to the start of this Section s installation Work, examine Communications Rooms and Pathways for completeness, compatibility with the Work of this section, and readiness for connections with the Work of this section. Scope of RFP 7
Installation Project Management Services: The awarded Vendor shall assign a single-point-of-contact to this project with overall responsibility for communications and ultimate delivery of contracted materials, installation, performance criteria, and services PM. This PM shall be responsible for interfacing with the Owner, General Contractor, Engineer, and their Subcontractors. The PM shall present the design iterations to the Owner, coordinate cable routes with the Engineer, coordinate onsite construction activities with the General Contractor, manage the process to coordinate bringing wireless operators into the facility, and close out the project with the Owner. Detailed Design (DAS): The Contractor shall use the requirements of this Section to complete the detailed design of the System. Design shall include computer RF modeling and site surveys. The detailed design shall deliver the preconstruction submittals, including iterations for the Owner s review and sign-off. The Contractor shall be able to show design RF signal levels to sub-room precision using ibwave (RF prediction software) for all rooms within the defined coverage areas. The Contractor will obtain drawings (in DWG format) from Owner for use in their wireless modeling which includes the 2-D floor plans, RCP plans, and elevations. Installation: The Contractor shall coordinate the installation and schedule with the Owner and General Contractor prior to the start of installation activities. Once the Owner and General Contractor have accepted the coordination and schedule, the Contactor may proceed with installation. System Balancing: The Contractor shall balance the System component (e.g., antenna) signal strength to the device signal levels. Final Survey: The Contractor shall perform a wireless survey demonstrating performance according to the design criteria of Part 1 (above). From this survey, produce a survey report, including floor plan coverage levels. Connections to System Manage Public Safety Connection to System: The Contractor shall represent the Owner during negotiations with wireless operators and Public Safety, coordinate site preparation, assist with wireless service providers installation, and coordinate connection of wireless service providers to the System. The Wireless Operator integration shall be turn-key. Integration includes Bi-Directional Amplifier (BDA) for Public Safety, donor antenna, and updated telecommunication drawings. Manage FCC License: Acting as a representative of the Owner, obtain required licenses for operation under FCC Regulations. System Acceptance Testing and Turn Over to Owner Complete the acceptance testing as prescribed in the accepted Testing Procedures submittal. Present the completed System and wireless services to the Owner, including functionality, features, ongoing maintenance, and warranty procedures. Demonstrate to Owner and Engineer system operation, including signal strength at select locations. Deliver at least 1 set of both electronic records and printed records per the Owner s request. Provide training to Owner staff for system operation, maintenance, and walk-thru of general system layout. Extended Support Services Provide support services for 12 months following the Owner s acceptance of the System (for services such as remote monitoring of the DAS, or integration of additional wireless operators). Additional Services and Substitutions Each submitting party has the ability to offer additional products and services such as: Scope of RFP 8
Substituted products with pricing to better serve the facility. Enhanced Hardware. Information System Management Services. Product Support Services. Extended Warranties. Other. Products and services shall be submitted separate from base scope items and clearly identified as Additional Services and Substitutions. Selection Process and Successful Bidder The Owner will select a successful bidder within 10 days of final RFP submissions. All bids will be opened and reviewed privately. The criteria for selection will include pricing, qualifications, ability to meet the schedule provided and additional services and substitutions offered resulting in the best value for the Owner. Selection Criteria weighted by category: Pricing 25% Qualifications 25% Ability to meet or exceed the schedule provided 25% Additional Services and Substitutions 25% The Owner maintains the right disqualify any or all bids or select services within a particular bid that does not meet the requirements of the RFP. An email will be sent to all submitting parties via their email address utilized to submit to the RFP, notifying who the successful bidder is. A follow-up phone call will be made from the Owner to the successful bidder with announcement of award. The successful bidder will then be put in contact with the appropriate purchasing authority for the Owner to implement any necessary contracts, product submittals, and make purchases. Equipment shall be guaranteed to be onsite and ready for installation by the appropriate personnel not exceeding timeframes identified within the RFP schedule. It is the intent of this RFP that all products will be shipped to the successful bidder and brought to the jobsite with them. Product warranties shall not take effect until equipment arrives at the Owner s jobsite and are brought into service. Appendix A Refer to the attached Construction Documents for the project. Supporting items for this RFP have been highlighted but it is encouraged to review all documents for proper understanding of the project. Scope of RFP 9