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Request for Proposals

Radio Communications Equipment and Services

Cowley County Emergency CommunicationsCowley County, Kansas

SUBMITTAL D EADLINE November 21, 2014

RFP NUMBER2014-009

REQUEST FOR PROPOSALS

FOR

RADIO COMMUNICATIONS EQUIPMENT AND SERVICES

WHICH INCLUDE:

DISPATCH RADIO CONSOLE EQUIPMENT

RELOCATION OF RADIO EQUIPMENT

FURNISH AND INSTALL LAND MOBILE RADIO ANTENNA SYSTEMS

FOR

COWLEY COUNTY EMERGENCY COMMUNICATIONS

RFP# 2014-009

Prepared for Cowley County, KS by Mission Critical Partners, Inc. Page i

Cowley County, KS October 10, 2014Request for Proposal for Radio Communications Equipment and Services

RFP 2014-009

Table of Contents

1. INTRODUCTION.....................................................................................................................................................1

1.1 PURPOSE.........................................................................................................................................................11.2 STATEMENT OF NEEDS.......................................................................................................................................11.3 PROJECT KNOWLEDGE........................................................................................................................................21.4 RFP INSTRUCTIONS AND INFORMATION.................................................................................................................3

1.4.1 Publish RFP...............................................................................................................................................31.4.2 Mandatory Pre-Proposal Conference and Site Visitation..........................................................................31.4.3 RFP Questions..........................................................................................................................................41.4.4 RFP Submission........................................................................................................................................41.4.5 Proposals Opening...................................................................................................................................41.4.6 Proposal Evaluations................................................................................................................................51.4.7 Proposal Evaluation Criteria.....................................................................................................................51.4.8 Final Selection..........................................................................................................................................5

2. GENERAL TERMS AND CONDITIONS.............................................................................................................. 6

2.1 ACCEPTANCE OF RFP TERMS...............................................................................................................................62.2 SUBMISSION OF ALTERNATE PROPOSALS................................................................................................................62.3 RIGHT TO REJECT..............................................................................................................................................62.4 RIGHT TO EVALUATE..........................................................................................................................................62.5 RIGHT TO ACCEPT.............................................................................................................................................72.6 IDENTIFICATION OF SUB-RESPONDENTS AND OTHER CONTRACTORS FOR PORTIONS OF THE WORK...................................72.7 SUPERVISION AND CONSTRUCTION PROCEDURES.....................................................................................................72.8 RESPONSIBILITY FOR THOSE PERFORMING THE WORK..............................................................................................72.9 COMPLETENESS AND ACCURACY OF INFORMATION..................................................................................................72.10 PROGRESS AND COMPLETION..............................................................................................................................82.11 PROTECTION OF PERSONS AND PROPERTY..............................................................................................................82.12 PROOF OF INSURANCE........................................................................................................................................82.13 INDUSTRY STANDARDS.......................................................................................................................................82.14 NEW MATERIALS, SUPPLIES, OR EQUIPMENT..........................................................................................................82.15 IMPLIED REQUIREMENTS.....................................................................................................................................92.16 CHANGES IN THE WORK.....................................................................................................................................92.17 CLAIMS FOR ADDITIONAL COST OR TIME...............................................................................................................92.18 MINOR CHANGES IN THE WORK..........................................................................................................................92.19 AMENDMENT...................................................................................................................................................92.20 COMPLIANCE WITH LAWS...................................................................................................................................92.21 CONFLICT OF INTEREST.......................................................................................................................................92.22 CONTRACT.....................................................................................................................................................102.23 CONTRACT TERMINATION.................................................................................................................................102.24 FAILURE TO DELIVER........................................................................................................................................102.25 EXPENSES......................................................................................................................................................10

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RFP 2014-009

3. RADIO EQUIPMENT RELOCATION AND ANTENNA SYSTEM REQUIREMENTS.................................................11

3.1 GENERAL.......................................................................................................................................................113.2 FACILITY PREPARATIONS...................................................................................................................................123.3 POWER.........................................................................................................................................................133.4 COMMUNICATIONS EQUIPMENT RACKS AND CABINETS..........................................................................................133.5 RADIO COMMUNICATION EQUIPMENT................................................................................................................133.6 TRANSMITTER COMBINERS................................................................................................................................143.7 TRANSMISSION LINES AND CABLE MANAGEMENT SYSTEMS.....................................................................................153.8 ANTENNA SYSTEMS.........................................................................................................................................173.9 INFRASTRUCTURE AND FACILITY GROUNDING........................................................................................................193.10 FINAL TESTING................................................................................................................................................203.11 DOCUMENTATION TO BE SUPPLIED.....................................................................................................................21

4. CONSOLE SYSTEM REQUIREMENTS............................................................................................................. 23

4.1 SUMMARY OF FEATURES..................................................................................................................................234.2 9-1-1 CENTER LOCATION.................................................................................................................................234.3 OVERVIEW.....................................................................................................................................................234.4 GENERAL REQUIREMENTS AND FEATURES............................................................................................................244.5 TRUNKED REQUIREMENTS.................................................................................................................................264.6 CONVENTIONAL REQUIREMENTS........................................................................................................................264.7 PAGING AND SIGNALING REQUIREMENTS.................................................................................................274.8 ALERT TONES.................................................................................................................................................274.9 LOGGING RECORDER INTERFACE.........................................................................................................................284.10 OPERATOR POSITION EQUIPMENT......................................................................................................................284.11 COMMON ELECTRONICS EQUIPMENT..................................................................................................................294.12 APCO P25 COMMON AIR INTERFACE (CAI) OPERATION.......................................................................................30

5. REFERENCES............................................................................................................................................... 31

6. TRAINING – ALL SYSTEMS........................................................................................................................... 32

6.1 TRAINING PROGRAM.......................................................................................................................................326.2 TRAIN-THE-TRAINER........................................................................................................................................326.3 DISPATCH CONSOLE OPERATION (STRUCTURED AS TRAIN-THE-TRAINER)....................................................................326.4 TRAINING MATERIALS......................................................................................................................................33

6.4.1 Hard and Soft Copies..............................................................................................................................336.5 TRAINING CRITERIA REVIEW..............................................................................................................................33

7. SYSTEM INSTALLATION, TEST, AND ACCEPTANCE – ALL SYSTEMS................................................................34

7.1 GENERAL.......................................................................................................................................................347.2 TURNKEY INSTALLATION...................................................................................................................................347.3 TECHNICIAN AND INSTALLATION QUALIFICATIONS..................................................................................................347.4 DISPATCH CONSOLE SYSTEM STAGING................................................................................................................357.5 DISPATCH CONSOLE INSTALLATION.....................................................................................................................35

7.5.1 Project Punch List...................................................................................................................................36

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RFP 2014-009

7.6 CONSOLE CONFIGURATION................................................................................................................................377.7 FINAL ACCEPTANCE TESTING.............................................................................................................................38

7.7.1 Testing Responsibility.............................................................................................................................387.7.2 Final Acceptance Test Plan (FATP)..........................................................................................................387.7.3 Final Acceptance Test Plan Submittal.....................................................................................................397.7.4 System and Component Testing.............................................................................................................39

7.8 TRANSITION PLAN...........................................................................................................................................397.9 AS-BUILT DOCUMENTATION..............................................................................................................................407.10 SOFTWARE BACKUPS.......................................................................................................................................417.11 SYSTEM ACCEPTANCE.......................................................................................................................................41

8. GROUNDING AND LIGHTNING SUPPRESSION – ALL SYSTEMS......................................................................43

8.1 GENERAL.......................................................................................................................................................438.2 GROUNDING..................................................................................................................................................438.3 EQUIPMENT ELECTRICAL GROUND......................................................................................................................438.4 TRANSIENT VOLTAGE SURGE SUPPRESSION (TVSS)...........................................................................................43

9. MAINTENANCE AND WARRANTY SUPPORT – ALL SYSTEMS.........................................................................45

9.1 POINT OF CONTACT.........................................................................................................................................459.2 WARRANTY....................................................................................................................................................45

9.2.1 Telephone Warranty Support.................................................................................................................459.2.2 Warranty Non-covered Items.................................................................................................................46

9.3 PRICING........................................................................................................................................................469.4 PARTS AVAILABILITY.........................................................................................................................................469.5 SPARE PARTS.................................................................................................................................................469.6 SPARES AVAILABILITY – 24/7............................................................................................................................479.7 REPAIR AND ADVANCE REPLACEMENT.................................................................................................................479.8 ROUTINE MAINTENANCE..................................................................................................................................47

9.8.1 Schedule of Response Times...................................................................................................................479.8.2 Contract Maintenance Programs...........................................................................................................48

9.9 PREVENTATIVE MAINTENANCE...........................................................................................................................489.10 INSTALLATION AND REPAIR PROVIDERS................................................................................................................48

10. POST-CUTOVER SUPPORT – ALL SYSTEMS...................................................................................................50

10.1 POST-CUTOVER REPAIR LOGGING AND REPORTING................................................................................................5010.2 TROUBLE ESCALATION PROCEDURES...................................................................................................................5010.3 CONFIGURATION/UPGRADE MANAGEMENT.........................................................................................................50

11. IMPLEMENTATION RESPONSIBILITIES – ALL SYSTEMS..................................................................................51

11.1 PROJECT MANAGEMENT...................................................................................................................................5111.2 HIGH-LEVEL PROJECT PLAN AND GANTT CHART....................................................................................................51

11.2.1 Project Plan........................................................................................................................................5111.2.2 Gantt Chart........................................................................................................................................5211.2.3 Within 30 Days...................................................................................................................................52

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11.3 BIWEEKLY PROGRESS REPORTS..........................................................................................................................5211.4 RESPONDENT CHANGE ORDER...........................................................................................................................5211.5 LIMITED INTERRUPTION....................................................................................................................................5311.6 RESPONSIBILITY FOR DAMAGES..........................................................................................................................5311.7 RESPONDENT PERSONNEL.................................................................................................................................5311.8 STORAGE.......................................................................................................................................................5311.9 DELIVERY.......................................................................................................................................................5411.10 PACKAGING AND SHIPPING MATERIAL............................................................................................................5411.11 INVENTORY CONTROL..................................................................................................................................54

12. GLOSSARY.................................................................................................................................................. 55

APPENDIX A – RADIO INSTALLATION CONCEPT...................................................................................................57

APPENDIX B – REQUIRED RADIOS AND OPERATING FREQUENCIES......................................................................59

APPENDIX C – BUILDING DRAWINGS................................................................................................................... 61

APPENDIX D – COWLEY COUNTY TOWER SITES AND REPEATER LOCATIONS.........................................................67

ATTACHMENT A – PRICING PROPOSAL........................................................................................................................69

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RFP 2014-009

1. INTRODUCTION

1.1 PURPOSE

Cowley County, Kansas, is accepting proposals from qualified Respondents to provide radio communications equipment and services for the implementation of a new dispatch center.

1.2 STATEMENT OF NEEDS

Cowley County, Kansas, through Cowley County Emergency Communications (CCEC), provides Enhanced 9-1-1 (E9-1-1) wireline and wireless services from public safety answering points (PSAPs) in Arkansas City and Winfield. These two locations currently serve a combined population of approximately 36,000.

Cowley County (County) is consolidating E9-1-1 call-handling and dispatching operations into a single PSAP/Communications Center/Emergency Operations Center located at 321 E. 10th Ave., Winfield, Kansas, 67156.

To facilitate this relocation and consolidation it is the County’s intent to: Purchase and install new call-handling and Internet Protocol (IP)-based a dispatch radio

consoles, that will meet today’s needs; Migrate EOC communications equipment to the new EOC Relocate the Public Safety Radio System control stations to the new facility. Migrate to Next Generation 911 technology to meet future needs; Leverage state-of-the-art technology to achieve cost-effective deployment, maximum

sustainability, and improved functionality for the residents of Cowley County.

The County’s current console system is approaching end-of-life and has reached its capacity regarding the number of channels that can be monitored by the CCEC. It is therefore the County’s desire to replace the existing dispatch consoles with new consoles that will support the CCEC’s needs for years to come. It is the County’s desire to receive competitive proposals for dispatch console solutions to identify the solution that will provide the greatest value and meet the needs of the County.

The County’s current radio system is controlled by a large number of control stations, located at the PSAP, which access a network of very-high frequency (VHF), ultra-high frequency (UHF), and 800 megahertz (MHz) repeaters on various radio systems, located throughout the County. The purpose of this Request for Proposal (RFP) is to identify and contract with a vendor to assist with the technology requirements associated with the relocation and consolidation of the Cowley County 9-1-1 center into the new building. The County desires to contract with a single, turnkey contractor to provide the following equipment and services:

Prepared for Cowley County, KS by Mission Critical Partners, Inc. Page 1


RFP 2014-009

Design, provide, install, and test a new IP-based dispatch console system at the new PSAP location.

Relocate the existing radio system control stations from the current location to the new PSAP location.

Design, provision, and install the complete antenna system needed to provide mission-critical communications service between the control stations and their associated repeaters.

The response shall describe a complete solution, including all material and labor requirements and methods to be used in this project.

All equipment and materials to be supplied shall comply with the latest applicable standards and guidelines at the time of proposal submission. Should these standards change or be updated for final release, the successful Respondent shall implement the final standards at no additional charge to the County.

1.3 PROJECT KNOWLEDGE

In order to demonstrate total project knowledge and an understanding of the requirements, Respondents shall provide a response for each paragraph in each section in the RFP.

The mandatory features are indicated by the use of the words must, shall, or will. In order to comply, Respondents must provide a detailed written description of how they will meet the requirements. The words should, desired, or desirable represent features that are desirable. These responses will be considered when evaluating proposals, but only after the mandatory features are addressed.

The responses to each paragraph of the RFP can only be:

Understood. The Respondent understands the statement. Respondents do not have to supply a written description to these paragraphs.

Complies. The Respondent’s proposal complies with the requirement and the product/service is included in the base price, is currently developed, and is available for shipment and installation, or activation.

Complies with Exception. The Respondent’s proposal either addresses the requirement through another method or is available at a contractually defined date without additional costs.

Does Not Comply. The Respondent’s proposal does not/cannot meet the requirement.



RFP 2014-009

Below each requirement will be either one check box (Understood) or three check boxes (Complies, Complies with Exception, and Does Not Comply). Respondents must respond by placing an “X” in only one check box per requirement. (Double click on the appropriate box, change the default value to “Checked” and click “OK.”) Failure to complete this process properly will be treated the same as not providing an answer.

Understood

A response and description to each requirement is required. Do not underestimate the importance of providing details. The details should be sufficient to properly convey the Respondent’s intentions, but should not be verbose in nature. Marketing materials are not considered appropriate in-line responses. Respondents may attach marketing materials as separate, supplemental documents, but details are still required to support the answer.

Respondents must not refer to other sections as a response. Even if the response is an exact duplicate of a previous response, the details must be provided in the same paragraph as the requirement. Respondents must not include pricing information in their descriptions and must not refer the reader to pricing.

1.4 RFP INSTRUCTIONS AND INFORMATION

1.4.1 Publish RFP

The RFP is being published on Friday, October 10, 2014. The RFP consists of this document (in both Microsoft® (MS) Word and Adobe® Acrobat® formats) and Attachment A – Pricing Proposal, a Microsoft® Excel file.

Understood

1.4.2 Mandatory Pre-Proposal Conference and Site Visitation

A mandatory pre-proposal conference and visits to the current PSAPs and the new PSAP location will be held on Monday, October 20, 2014. The pre-proposal meeting will be held at the new Cowley County 9-1-1 center at 321 E. 10th Ave, Winfield, KS, beginning at 10:00 AM. A tour of the current PSAP locations and EOC will begin at 1:00 PM. In order for Cowley County to determine the number of attendees, please RSVP to John Stradal at [email protected] by close of business on Friday, October 17, 2014.

Understood



RFP 2014-009

1.4.3 RFP Questions

The deadline for submitting questions is 5:00 p.m. Central Time on Friday, November 7, 2014. Questions regarding this RFP shall be directed via email to John Stradal at [email protected] and copied to Richard Gaston at [email protected]. Oral responses shall not be binding on the County. If it becomes necessary to revise any part of this RFP, an amendment will be sent to Respondents that will require the Respondents to acknowledge the receipt of any amendment.

Understood

1.4.4 RFP Submission

Proposals must be received by the County no later than 3:00 p.m. Central Time on Friday, November 21, 2014. Responses received after that time will not be accepted. Responses shall consist of:

A version of this document (in either MS Word or Adobe® PDF format) with check boxes completed, along with detailed responses. A completed Attachment A – Pricing Proposal in MS Excel format, in a separately sealed packaged labeled “Cowley County Dispatch Radio Consoles and Radio Services RFP # 2014-009 Attachment A – Pricing Proposal.”

One (1) unbound original and six (6) bound copies, for a total of seven (7) copies, of the sealed proposal, as well as one (1) electronic copy (PDF preferred) on CD or USB drive, must be clearly labeled “Cowley County Dispatch Radio Consoles and Radio Services RFP # 2014-009.” These copies and the separately sealed Attachment A – Pricing Proposal shall be sent to:

County Clerk Karen MadisonCowley County Courthouse South Annex

321 E. 10th Ave.P.O. Box 472

Winfield, KS 67156-2843

Responses will not be accepted by facsimile or email.

Understood

1.4.5 Proposals Opening



RFP 2014-009

Proposals shall be opened at 3:00 p.m. Central Time on Friday, November 21, 2014. Only the names of Respondents shall be announced. Proposals that are identified as responsive shall be submitted to the Evaluation Teams the same day.

Understood

1.4.6 Proposal Evaluations

The Evaluation Teams will complete their review of responsive proposals by 5:00 p.m. Central Time on Thursday, December 11, 2014.

Understood

1.4.7 Proposal Evaluation Criteria

The County shall evaluate proposals based on numerous criteria, including:

A. RFP complianceB. Respondent experienceC. Reference checksD. Cost of equipmentE. Lifecycle costsF. Unit costs of proposed equipment componentsG. Capability, features, and functionality of the consolesH. Design of the antenna systems and control station-to-repeater path reliabilityI. Warranty, maintenance, and supportJ. Demonstrated ability to perform the services describedK. Quality of work as verified by referencesL. Demonstrated history of providing similar services to comparable entitiesM. Willingness to accept the County’s contract termsN. Any other factors the Evaluation Teams deem relevant

Understood

1.4.8 Final Selection

Final selection and notice of intent to award a contract will occur by 5:00 p.m. Central Time on Wednesday, December 17, 2014.

Understood



RFP 2014-009

2. GENERAL TERMS AND CONDITIONS

Respondents shall provide a response to the terms and conditions, as a whole, following Section 2.25. Any exceptions shall be so noted in the response.

Understood

2.1 ACCEPTANCE OF RFP TERMS

A proposal submitted in response to this RFP shall constitute a binding offer. Acknowledgment of this condition shall be indicated on the Letter of Interest or Cover Letter by the signature of the Respondent, or an officer of the Respondent legally authorized to execute contractual obligations. A submission in response to this RFP acknowledges acceptance by the Respondent of all terms and conditions including compensation, as set forth herein. A Respondent shall identify clearly and thoroughly explain any variations between its proposal and the RFP requirements. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance, except as outlined or specified in the RFP.

2.2 SUBMISSION OF ALTERNATE PROPOSALS

Respondents may submit alternative designs for the radio installation and antenna systems, based upon their engineering and perceived better design. However any respondent desiring to submit an alternative design and proposal shall also submit a primary proposal that complies with these bid specifications. Alternative proposals shall be in the same format as the primary proposal indicating and providing the same level of detail as the primary proposal. Alternative proposals shall be marked as “Alternative Proposal” and enclosed in a separate sealed envelope. Pricing for alternative proposals shall likewise be marked as “Alternative Proposal Pricing” and enclosed in a separate sealed envelope.

2.3 RIGHT TO REJECT

The County reserves the right to reject any or all responses, or any portion thereof, and to select the response(s) that, in its sole discretion, it judges to be in the County’s best interests.

2.4 RIGHT TO EVALUATE

The County reserves the right to evaluate proposals in terms of the County’s best interests, applying criteria provided in this RFP and any other criteria the County, in its sole discretion, deems pertinent. Any proposal that does not meet the necessary criteria, or for which a fixed



RFP 2014-009

dollar amount cannot be precisely determined, will be considered non-responsive and may be rejected.

During the selection process, the County may wish to interview key technical personnel that would perform the installation, as well as the assigned project manager and service personnel who would be supporting the installation.

During contract negotiations, the County may require additional information deemed necessary to clarify the approach and understanding of the requested services.

2.5 RIGHT TO ACCEPT

The County may or may not decide to award to the Respondent with the lowest price. The County reserves the right to choose systems that best fit its current and future needs. The County may request additional information and/or a “best and final” offer from some or all Respondents. This will be the Respondent’s only opportunity to modify its proposal after the proposal submission deadline. Furthermore, award of contract may be made without discussion with any Respondents after proposals are received. Proposals should therefore be submitted on the most favorable terms.

2.6 IDENTIFICATION OF SUB-RESPONDENTS AND OTHER CONTRACTORS FOR PORTIONS OF THE WORK

Respondents shall furnish as part of their proposals a list of the names of the sub-Respondents, subcontractors, or other persons or organizations proposed for such portions of the work as may be designated in the proposal requirements, or, if none is so designated, the names of the Respondents proposed for the principal portions of the work.

2.7 SUPERVISION AND CONSTRUCTION PROCEDURES

The successful Respondent shall supervise and direct the work, using the highest skills and attention. The successful Respondent shall be solely responsible for all means, methods, techniques, sequences, and procedures, and for coordinating all portions of the work under the contract.

2.8 RESPONSIBILITY FOR THOSE PERFORMING THE WORK

The successful Respondent shall be responsible to the County for the acts and omissions of its employees and all subcontractors, their agents and employees, and all other persons performing any of the work under a contract with the Respondent.

2.9 COMPLETENESS AND ACCURACY OF INFORMATION



RFP 2014-009

Respondents are solely responsible for conducting their own independent research, due diligence, or other work necessary for the preparation of responses, negotiation of contracts, and the subsequent delivery of services pursuant to any contract. The County takes no responsibility for the completeness or the accuracy of any information presented in this RFP or otherwise distributed or made available during the selection process, or during the term of any subsequent contract.

2.10 PROGRESS AND COMPLETION

The successful Respondent shall begin work on the date of commencement as defined in the contract, shall carry the work forward expeditiously with adequate forces, and shall complete it within the contracted time.

2.11 PROTECTION OF PERSONS AND PROPERTY

The successful Respondent shall comply with all applicable laws, ordinances, rules, regulations, and orders of any public authority having jurisdiction for the safety of persons or property, or to protect them from damage, injury, or loss. When or where any direct or indirect damage or injury is done to public or private property by or on account of any act, omission, neglect, or misconduct by the successful Respondent, s/he shall restore, at her/his own expense, such property to a condition similar or equal to that existing before such damage or injury was done, by repairing or otherwise restoring as may be directed, or shall make good such damage or injury in an acceptable manner.

2.12 PROOF OF INSURANCE

Upon request, the successful Respondent shall present an affidavit of worker's compensation, public liability, and property damage insurance to the County.

2.13 INDUSTRY STANDARDS

If not otherwise provided, materials or work called for in this RFP shall be furnished and performed in accordance with established best practices and standards recognized by the contracted industry, and shall comply with all codes and regulations that shall apply.

2.14 NEW MATERIALS, SUPPLIES, OR EQUIPMENT

Unless otherwise specified, all materials, supplies, or equipment offered by a vendor shall be new, unused in any regard, and of current design. All materials, supplies, and equipment shall be first class in all respects. Seconds, refurbished, or flawed items will not be acceptable. All



RFP 2014-009

materials, supplies, or equipment shall be suitable for their intended purpose and, unless otherwise specified, fully assembled and ready for use on delivery.

2.15 IMPLIED REQUIREMENTS

All products and services not specifically mentioned in this RFP, but which are necessary to complete a future conversion to a Project 25 (P25)-compliant dispatch console system as described by these specifications, shall be identified, and specifically noted within a submitted proposal. It is the intent of the county to identify these products, services and components but not purchase at this time.

2.16 CHANGES IN THE WORK

The County, without invalidating the contract, may order changes in the work within the general scope of the contract consisting of additions, deletions, or other revisions, with the contracted sum and the contracted time being adjusted accordingly.

2.17 CLAIMS FOR ADDITIONAL COST OR TIME

If the successful Respondent wishes to make a claim for an increase in the contracted sum or an extension in the contracted time, s/he shall give the County written notice thereof within a reasonable time after the occurrence of the event giving rise to such claim. This notice shall be given by the successful Respondent before proceeding to execute said work.

2.18 MINOR CHANGES IN THE WORK

The County shall have authority to order minor changes in the work not involving an adjustment in the contracted sum or an extension of the contracted time, and not inconsistent with the intent of the contract documents.

2.19 AMENDMENT

No oral statement of any person shall modify or otherwise change or affect the terms, conditions, or specifications stated in the resulting contract. All amendments to the contract shall be made in writing by the County.

2.20 COMPLIANCE WITH LAWS

Proposals must comply with all Federal, State, County, and local laws governing or covering this type of service.

2.21 CONFLICT OF INTEREST



RFP 2014-009

No public official and/or City or County employee, or immediate relative thereof, shall have financial interest in any contract resulting from this RFP.

2.22 CONTRACT

This RFP, submitted documents, and any negotiations, when properly accepted by the County, shall constitute a contract equally binding between the County and the successful Respondent. The contract represents the entire and integrated agreement between the parties hereto and supersedes all prior negotiations, representations, or agreements, either written or oral, including the proposal documents. The contract may be amended or modified with change orders or addendums.

2.23 CONTRACT TERMINATION

The contract shall remain in effect until any of the following occurs: 1) contract expires; 2) completion of services; 3) acceptance of services; or 4) termination by either party with a written Notice of Cancellation stating therein the reasons for such cancellation and the effective date of cancellation.

2.24 FAILURE TO DELIVER

In the event of failure of the successful Respondent to deliver services in accordance with the contract terms and conditions, the County, after due oral or written notice, may procure the services from other sources and hold the successful Respondent responsible for any costs stemming from additional purchased and/or administrative services.

2.25 EXPENSES

Expenses incurred in the preparation, submission, and presentation of this RFP are the responsibility of the Respondent and cannot be charged to the County.

Acceptance of Terms and Conditions:

Complies Complies with Exception Does Not Comply

Details to support the answer:



RFP 2014-009

3. RADIO EQUIPMENT RELOCATION AND ANTENNA SYSTEM REQUIREMENTS

3.1 GENERAL

A. This section of the RFP addresses the requirements for the relocation of the control stations from the existing PSAP to the new PSAP, and installation of the required antenna systems at the new PSAP.

B. The successful Respondent shall accomplish radio system removal and reinstallation. It also shall provide and install: interior and exterior transmission cabling; communications technology equipment; antenna systems; and associated interior and exterior grounding systems.

C. The County requires the successful Respondent to conduct the communications system work described in this RFP. The following tasks are required:

1. Complete any needed onsite surveys with the County to review needed work and project scope.

2. Install infrastructure, and communications wiring3. Install internal and exterior grounding and surge protection4. Relocate and install radio equipment. Note: Some radios are encrypted and must

be kept in use by the same user groups.5. Interface the radio equipment with the new dispatch console system6. Install radio power components7. Install transmission cables and antenna systems on the existing 70-foot tower to

support radio communications equipment8. Install, terminate, and verify testing of new cables from the antenna to the radio9. Test all radio equipment for proper operation prior to relocation10. Test and commission County-provided radio control station communications

equipment following relocation.11. Return the work site to a condition documented before work commencement12. Deliver as-built and contractual documents

D. The successful Respondent is responsible for labor, material, equipment, travel, lodging, and transportation costs for meetings, surveys, facility work, radio installation, and commissioning necessary to meet the requirements of this RFP.

E. Installation shall be performed by the successful Respondent’s factory-trained field personnel or service shop. No subcontractor will be allowed without County approval.



RFP 2014-009

F. The successful Respondent shall survey the existing facilities and document existing equipment and conditions in order to develop a preliminary design and cost estimate, and to establish their basis for the overall installation design.

G. The successful Respondent shall provide a preliminary design of the radio equipment, antenna, and transmission cable installation for review and comment by the County prior to beginning the final installation design.

1. Appendix A illustrates the installation concept for each radio and Appendix B lists the required radios and operating frequencies.

2. Locations and the equipment being installed shall require verification with the County prior to approval.

3. Respondents are encouraged to provide alternative solutions engineered to meet the minimum design requirements.

H. The successful Respondent shall provide a firm lump sum price to the County for all labor and materials, engineering, installation, and project-management services.

I. The successful Respondent shall comply with industry best practices for system installation, grounding, and bonding. The required minimum standard shall be Motorola R-56.

The successful Respondent will schedule the work described in this RFP with the County, without interruption to current public-safety communications.



3.2 FACILITY PREPARATIONS

A. Facility preparation includes, but is not limited to: facility work, antenna and transmission cable mounting, and grounding. Facility preparation work shall be in accordance with established industry commercial standards (Motorola R-56) and is required to adhere to the minimum County requirements.

B. No permits are anticipated to be required. However should the proposed work require permits, the successful Respondent shall obtain required local approvals and work permits, where necessary, with County support, to deliver a completed project to the



RFP 2014-009

County. The successful Respondent shall provide documents required for permitting for the work of this project.



3.3 POWER

A. The successful Respondent shall coordinate specific power requirements for the equipment with the County.

B. Preliminary power requirements shall be provided to the County as part of the preliminary design and as requested by the County.

Understood

3.4 COMMUNICATIONS EQUIPMENT RACKS AND CABINETS

A. The County will provide four (4) standard-sized (19 inches wide), 2-post communications equipment racks in the data center room of the new 9-1-1 center & EOC facility.

B. One (1) standard-sized 2-post communications rack will be provided by the County in the emergency operations center (EOC) communications room for mounting the amateur radio equipment.

C. Respondents shall familiarize themselves with both equipment locations.

Understood

3.5 RADIO COMMUNICATION EQUIPMENT

A. It is of primary importance to the County that the migration from the old to the new facility be seamless, with no interruption in service. It is the intent of the County to reuse existing control station equipment, currently installed in the “old” PSAPs, relocating those radios to the new PSAP. There are radios and control stations that are currently in use by County departments, and which may be repurposed to facilitate this migration. Respondents shall work with the County project team to familiarize themselves with the available radios, and plan their migration strategies accordingly.



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B. There are Kenwood TK8180 control stations currently equipped with Transcrypt voice inversion scramblers for law enforcement and emergency management agencies, which must be maintained and remain operational before, during, and after system migration. The successful Respondent must familiarize itself with the equipment and the departmental operations where this equipment is utilized. Any and all system migration or radio replacement solutions must consider maintaining voice security capability throughout the migration process.

C. The successful Respondent shall mount and secure the equipment in County-provided racks per manufacturers’ installation instructions and best practices.

D. The successful Respondent shall mount and install County-provided radios, listed in Appendix B, as follows:

1. Install land mobile radio (LMR) control stations in the existing equipment racks in the data center room.

2. Install amateur radio stations in the County-provided equipment rack in the EOC communications room, and provide and install punch-down blocks and CAT6 wiring for future remote control head installation

3. Interface radio control stations with the dispatch console gateway equipment provided by the successful Respondent.

4. Provide hardware to properly secure the equipment in the cabinets and racks.5. Mount radios per manufacturers’ installation procedures and best practices.



3.6 TRANSMITTER COMBINERS

A. The successful Respondent shall provide and install four (4) control station combiners as follows:

a. Three ultra-high frequency (UHF) combiners with a capacity for eight (8) radio frequency (RF) channels

b. One (1) 800 megahertz (MHz) combiner with capacity for four (4) RF channels.c. Appendix A provides a conceptual design for the combiners. The Respondent is

free to provide an optional design that best meets the needs of the County.

B. The successful Respondent shall provide all needed jumper cables and connectors to connect the combiners to the radio equipment located in the data center room.



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C. Frequencies to be combined are identified in Appendix B. Respondents should configure the combiners in their responses to provide the maximum isolation between transmit frequencies, while providing the lowest possible combiner loss of transmitted power.



3.7 TRANSMISSION LINES AND CABLE MANAGEMENT SYSTEMS

A. The successful Respondent shall provide and install cables, connectors, and cable support hardware to connect the antennas to the radio equipment.

B. The successful Respondent shall coordinate with the County to perform required onsite surveys to determine the best approach to providing and installing the proper cable support ladders and route required for the transmission cables from:

1. Building parapet to the communications room in the EOC for amateur radio antennas. (See items D and N below.)

2. Building entry port to the data center room racks.

C. The successful Respondent shall utilize existing cable trays, conduits, and/or building and room penetrations to the maximum extent possible, as identified during the onsite survey with the County.

D. The Successful Respondent shall obtain County review and approval prior to any building modifications resulting from the installation of transmission cables.

E. Building modifications resulting from the installation and routing of the transmission cables shall be inspected by the County’s designated representative following the completion of work.

F. The successful Respondent shall install and terminate transmission cables as follows:

1. Install five (5) runs of ½-inch Foam CELLFLEX® LCF12-50J or equivalent cable from the designated EOC communications room to the antenna-mounting locations within the building’s parapet (includes one [1] spare).

2. Install 13 runs of ½-inch Foam CELLFLEX® LCF12-50J or equivalent cable from the data center room to the building’s entry port and vault (includes two [2] spares).



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3. Install 11 runs of ⅞-inch Foam CELLFLEX® LCF78-50 or equivalent cable from the building’s entry port and vault to the antenna-mounting locations on the communications tower.

G. All cables shall be grounded at the top of the cable run where it attaches to the tower and at the bottom of the tower prior to entering the conduit. The successful Respondent will provide grounding bars as needed and connect the grounding bars to the tower-site grounding system that is installed.

H. The successful Respondent shall use low-PIM (passive intermodulation) connectors for all cable terminations and connections.

I. The successful Respondent must include manufacturers’ specification sheets for all cable, connectors, and surge-protection devices being proposed.

J. The successful Respondent shall determine proper cable lengths for the equipment to be installed.

K. The point where the antenna transmission lines enter the conduits that run from the base of the tower to the entry vault in the building requires weatherproofing. The successful Respondent shall provide a commercially made port assembly that is specifically designed for this purpose.

L. The successful Respondent shall provide and install a cable ladder on the tower from the uppermost antenna mounting to the cable conduits located below the communications tower. The needed quantity of snap-in hanger kits or cable blocks to secure the cables to the cable ladder shall be provided and installed.

M. Final termination inside the communications room and data center room locations shall be coordinated with the County prior to installation.

N. Cables shall be installed in a manner so that the manufacturer’s minimum bend radius is not exceeded.

O. The mechanical systems duct chase to the building parapet will be opened and closed by the building contractor to facilitate the amateur radio antenna cable installation. The successful Respondent shall provide and install an appropriate cable ladder or cable-management system to securely install and support five (5) ½-inch coaxial cables in the vertical mechanical duct chase. Coaxial cables should be installed and supported in a manner that is recommended by the coaxial cable manufacturer.




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3.8 ANTENNA SYSTEMS

A. The County is looking for a solution for antennas and antenna installation for the public safety radios that will operate on a newly constructed tower located at its new 9-1-1 center. The solution shall also include three antennas to accommodate the needs of the amateur radio antennas that shall be installed on the building parapet.

B. The successful Respondent shall provide and install an antenna system at the 9-1-1 center at the following locations:

1. Communications tower to support 11 antennas:a. One (1) combinedb. Four (4) transmitc. Four (4) received. Two (2) directional antennas with a minimum of 9 dBd (decibel gain in

relation to a dipole antenna) or higher.2. The building parapet mounting location is to support two (2) omnidirectional

amateur radio antennas and five (5) cables. The County will supply the amateur band antennas.

C. The antennas for the public safety radio systems shall be single-band antennas covering the frequency range of:

1. 150-174 MHz (VHF) 2. 450-470 MHz (UHF)3. 806-860 MHz

D. The amateur radio antennas being provided by the County are dual-band antennas covering the 2-meter and 70-centimeter (cm) amateur radio bands in one antenna. A high-frequency (HF) wire dipole antenna covering the 80-meter, 40-meter, and 20-meter amateur radio bands shall be provided. Installation location of the dipole antenna shall be coordinated by Cowley County Emergency Management personnel.

E. All antennas to be provided must meet the following minimum specifications for quality, durability, and electrical operation. It is expected that the antennas to be provided will be of highest quality, capable of withstanding severe Kansas winds, winter ice, and summer storms.

1. Gain - 6 dBd omnidirectional antennas; 9 dBd directional antennas2. Construction – Omnidirectional; fiberglass collinear; heavy-duty 3. Construction – Directional; welded heavy-duty aluminum or coated steel4. Wind Velocity (no ice) – 135 miles per hour (MPH) 5. Wind Velocity (1/2-inch radial ice) – 105 MPH



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6. Omnidirectional antennas shall be low-PIM rated 7. Directional antennas shall be low-PIM rated if available in the required antenna

type8. Connectors shall be low-PIM, 7/16-DIN (omnidirectional) and type N (directional)

Responses shall include manufacturers’ specification sheets for all antennas, mounts and hardware to be provided.

F. The Respondents will be responsible for determining optimum locations for the antennas on the tower. Antenna locations will be selected based upon the height needed to access the applicable repeater(s). Respondents will be responsible for selection of the antenna type (directional or omnidirectional), mounting location, and orientation needed to provide the optimum path reliability.

G. Mission-critical system availability is needed. Antennas shall be mounted at locations that provide the highest-availability path possible to the associated repeater, with an availability goal of 99.999 percent wherever possible. Should this level of availability not be possible on any path, the successful Respondent shall provide the annual projected availability for that path. The successful Respondent shall provide documentation to support path availability for his/her antenna system design prior to antenna installation.The locations of the subject repeaters are attached as Appendix D.

H. The successful Respondent shall review and confirm the proposed antenna placement and associated supports with the County prior to installation.

I. The successful Respondent shall engineer and design the antenna-mounting scheme that accounts for potential interference and intermodulation among the proposed antennas on the tower, and mitigates that risk to the greatest extent possible through good antenna system engineering practices and coordination with the combiner manufacturers.

J. The successful Respondent is responsible for coordinating the tower-loading requirements with the County and ensuring that the proposed antenna installation arrangement conforms to the loading specifications set by the tower manufacturer, maintaining the tower loading at 100 percent or less. Final antenna system design will be validated by a structural analysis conducted by the tower manufacturer, World Tower, prior to antenna installation. Tower analysis costs are to be included in the selected Respondent’s lump-sum price.

K. The successful Respondent shall install a 6-foot antenna jumper with low-PIM connectors from CELLFLEX® (or equivalent) cable to the antennas.



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L. Antennas shall be installed in accordance with antenna and tower manufacturers’ requirements and industry best practices.

M. The successful Respondent shall work with the County in determining the quantity, elevations, and locations of the antennas required to support radio communications.

N. The successful Respondent shall provide necessary mounting arrangements and hardware for attaching the antennas and cables to the existing tower. The tower was supplied with a quantity of mounting brackets and hardware that are in County storage. The Respondents will determine what brackets are currently available and what additional mounting hardware is needed.



3.9 INFRASTRUCTURE AND FACILITY GROUNDING

A. Equipment and components shall be properly grounded and installed with surge protection in accordance with industry best practices and applicable Electronic Industries Alliance (EIA) standards.

B. The successful Respondent shall provide and install coaxial-cable ground kits and surge protectors, ground bars, and ground wires from cabinets, transmission lines, and equipment to the interior ground bus.

C. Exterior transmission cables shall be grounded with proper ground kits connected to the tower ground and building entry bus.

D. Interior transmission cable shall be grounded, at a minimum, as follows:

1. A master ground bus bar shall be installed within 24 inches of the transmission line entry into the building.

2. A LOW PIM Polyphaser or equivalent surge suppressor shall be installed on the incoming transmission line entering the building and shall be properly grounded to a master copper ground bar in the building cable entry vault.

E. The successful Respondent shall provide and install a copper master ground bar in the cable entry vault. This ground bar shall be exothermically welded to the site grounding system connection existing in the vault.



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3.10 FINAL TESTING

A. Upon completion of equipment, transmission line, and antenna installation, the successful Respondent’s field technicians shall test each system to ensure that it is operationally correct as intended by the County.

B. Upon completion of equipment installation, the antenna and feed line shall be sweep-tested from the combiner output to the antenna by the successful Respondent’s field technicians, in order to document current antenna system frequency response and any detected faults.

C. Respondents shall conduct and document path-loss tests for each repeater-control station path, in order to determine received signal level at the antenna terminal of the receiver on both ends of the path.

1. Test results shall be reviewed with the County to determine if any action is required and to accommodate schedule remediation, if required.

D. The successful Respondent shall provide necessary technical personnel and test equipment to conduct final testing.

E. The successful Respondent shall document the procedures used for operational testing and provide results to the County via hard copy or PDF.

F. Failed tests will be documented, corrected, and retested in a time agreed upon between the successful Respondent and the County, and be at the sole expense of the successful Respondent.

1. Defective components shall be replaced and re-tested. 2. Defective components that cannot be corrected shall be replaced at the expense

of the successful Respondent.3. If it is determined that the source of the failure is a County-provided radio, it will

be the responsibility of the County to provide or coordinate with the successful Respondent a replacement at the County’s expense.

G. The County or an appointed representative shall conduct and/or witness execution of the tests conducted by the successful Respondent.



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H. A final walk-through shall be conducted to create a punch list of items not meeting these specifications.

I. The successful Respondent shall establish and maintain a punch list, as mutually agreed to with the County, for equipment and acceptance tests. The punch list shall include the following at a minimum:

1. Sequential punch list item number2. Date identified3. Item description4. Party responsible for resolution5. Expected resolution date6. Resolution date7. Details about how each punch list item was resolved and tested8. Notes about the item

J. The successful Respondent shall be responsible for reviewing the punch list items and advising the County of the changes.

K. Final acceptance testing shall not commence until punch list items are resolved.

L. The County shall accept completion of the installation, following final resolution of any outstanding punch list items.



3.11 DOCUMENTATION TO BE SUPPLIED

A. The successful Respondent shall keep manufacturers’ installation and operational materials, parts lists, and other related materials in an orderly manner. Materials shall be turned over to the County prior to project completion.

B. Complete as-built documentation shall include, at a minimum, three (3) printed and one (1) PDF copy (with the ability to copy and print) of documentation that address the following functions or activities (as applicable):

1. Cable and terminations2. Final as-built drawings, which can be provided in Visio or another County-

agreed-upon format3. Operations and maintenance manuals and information



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4. Bills of lading5. Certificates of origin for equipment and material6. Progress photographs with descriptive narrative7. Inspection certifications, test reports, and final inspection documents8. Warranty documentation9. Other documentation that the County feels applicable to the proposed solution





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4. CONSOLE SYSTEM REQUIREMENTS

4.1 SUMMARY OF FEATURES

The County intends to procure a dispatch console platform that addresses the immediate needs at the new 9-1-1 center, and provides inherent flexibility for future expansion and integration of features. Required features include end-to-end IP and a graphical user interface (GUI).

The system shall include a central platform to host the system management.

The system shall provide fully integrated, graphics-based dispatch consoles.

Eight (8) positions shall be configured for radio dispatch operations.

“Thin client” applications, which duplicate console functionality on a laptop or desktop computer, shall be available for local and remote transportable and mobile command post applications.

Dispatch consoles shall be able to monitor and transmit on proposed and existing conventional control stations, repeaters, base stations, and receivers, as well as future communication systems.

By achieving these goals, the County will improve public safety for the citizens and visitors to Cowley County.



4.2 9-1-1 CENTER LOCATION

The new Cowley County 9-1-1 center is located at 321 E. 10th Ave., Winfield, KS 67156. The facility does have backup emergency power capable of supporting a dispatch console system and the Public Safety radio equipment.

Understood

4.3 OVERVIEW



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Respondents must provide documentation that describes how their dispatch console system supports P25 standards and features, should the County’s radio system be migrated to such operation in the future.



4.4 GENERAL REQUIREMENTS AND FEATURES

A. Respondents shall provide pricing for the replacement of existing console equipment with state-of-the-art, IP-connected dispatch console equipment.

B. The proposed system will serve a total of eight (8) fixed dispatch positions and five (5) console dispatch applications for laptop computers for office and field use through a Virtual Private Network.

C. Five (5) new dispatch positions shall be located at the 9-1-1 Dispatch center, one (1) new dispatch position shall be located in the training room, and two (2) new dispatch positions shall be located in the EOC communications room, with an option to procure a mobile dispatch position.

1. The 9-1-1 Dispatch center and training room are located on the west side of the basement of the County’s new facility; the EOC communications room is located on the same level on the east side, while the data center room is located in the middle. These rooms will provide separate, but similar operations to the County.

2. All features, options, and access to system and radio resources shall be available from all console positions, allowing full dispatching capabilities from each console position.

D. The dispatch console is a critical link for public-safety personnel. It is here that the dispatch operator must relay critical information from the public to public-safety personnel in the field. At times, the dispatcher may be in stressful conditions with lives at risk. It is imperative that the dispatch consoles be laid out in a manner that allows the operation of such consoles to be second nature to dispatch personnel. The dispatch consoles should provide the operator with as much information as necessary without the screen being cluttered, and should be easily navigated to perform necessary functions. Features of the consoles shall include, but not be limited to, those described below.

1. Dispatch console equipment (operator positions) shall be designed to be placed on the County’s modular workstation furniture and provide operators with an



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ergonomic design permitting ease of operation over extended periods, typically 8–12 hours for each operator.

2. Dispatch console equipment shall support adjustable workstations, i.e., operators can dynamically adjust the furniture for sitting or standing operation, as needed.

3. Console positions shall be able to acoustically cross-mute channels in order to eliminate acoustic feedback between operators.

4. The screen display shall be designed so that all dispatch functions are operable from one display.

5. The screen display shall be very flexible, allowing authorized personnel the ability to determine which functions are available at each operator position.

6. New features and screen configurations shall be supported through software programming and not reconfiguration of hardware.

7. Capability to program, store, retrieve, and edit multiple custom operator screens and configurations for each operator position shall be provided.

8. Operator screen configurations and the alias database shall be stored locally, or on a centrally located server.

9. The dispatch console shall display an alias name on screen when a unit with a radio identification (ID) stored in the alias database is transmitting.

10. Operator positions shall have the ability to decrypt and encrypt secure voice communications. Channels shall have a distinctive icon if encryption is being used for that channel.

11. Upon activation of an emergency alarm by field units, dispatch positions shall provide an audible alert, display the calling unit’s ID, and provide a visual alert of an emergency activation.

12. Operators shall have the ability to utilize a headset or stationary gooseneck-type microphone for transmitting audio.

13. The capability to converse on the telephone utilizing the same operator headset that is used for radio conversations shall be provided.

14. An instant recall option shall be provided that allows the operator to verify his/her recent traffic. Playback shall be available at the operator position.



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4.5 TRUNKED REQUIREMENTS

There are no requirements for the dispatch console equipment to interface with trunked radio communications equipment at this time. The respondent shall list any optional interfaces available to radio system manufacturers’ Project 25, digital, and analog trunked radio systems.

Understood

4.6 CONVENTIONAL REQUIREMENTS

Respondents shall describe the following required, standard features:

A. Dispatch equipment shall include an instant transmit switch for each conventional repeater channel and/or base station, including the paging system.

B. On conventional resources capable of operating on multiple frequencies/modes, a control/indicator shall be provided to select the desired transmit frequency/mode (select channel). The select-channel function shall cause the associated channel to switch frequencies/modes. Once a channel has been selected, the operator shall be able to transmit on this channel by pressing the footswitch or transmit button.

C. A transmit-audio-level meter shall be provided that shows the level of transmitted voice. This meter should also indicate the level of receive audio present on the selected channel.

D. Operator positions shall have the ability to independently set each channel’s volume level. Minimum audio levels shall be capable of being set to avoid missed calls.

E. A control/indicator shall be provided to allow the operator to mute or unmute audio from unselected channels. Selected audio and unselected audio shall be audible from separate speakers.

F. A control/indicator shall be provided that allows the operator to select multiple channels, giving the dispatcher the ability to broadcast to several channels at once.



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G. Operators shall have the ability to patch two or more conventional repeaters and/or base stations together so that users may communicate directly. Operator positions shall be equipped such that a minimum of eight (8) simultaneous patches shall be available.

H. The operator positions shall have the capability of position-to-position intercom through the console system without activating any radio resources.



4.7 PAGING AND SIGNALING REQUIREMENTS

A. The console shall support the following formats:

a. Quick Call II/103b. Dual-tone multi-frequency (DTMF)c. MDC1200 Selective Calld. Two-tone (standard)e. Two-tone (non-standard)f. FleetSync® encode and decode

B. Preprogrammed pages and groups shall be created and modified using the console alias database program.

C. A manual-page feature shall be provided.

D. A visible indication shall be given when each page ends. The ability to monitor tones as they are being sent will be provided.

E. Standard list pages shall be created to allow the operator to select or stack pages to be sent to multiple recipients.

F. An instant-page feature shall allow operators to send multiple pages with the single press of a button.



4.8 ALERT TONES



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A. Consoles shall be capable of transmitting at least three (3) distinctive alert tones indicating to field units the priority or type of dispatch to follow.

B. Consoles shall be capable of sending a “Channel Marker” tone on selected channels or talk groups



4.9 LOGGING RECORDER INTERFACE

A. The console system shall provide an IP connection, and an analog connection for the transmit-and-receive audio feed from each control or base station gateway, in order to provide an audio interface with the County’s logging recorder. This audio feed level shall be adjustable and balanced between transmit and receive levels.

B. Details of the logging recorder being purchased will be provided to the selected Respondent.

C. Recording of selected and unselected audio shall be supported.



4.10 OPERATOR POSITION EQUIPMENT

A. Equipment supplied for use by the dispatch operators shall be capable of withstanding the 24 hours a day, 7 days a week (24/7) usage and the environment of today’s dispatch centers.

B. Operator position display monitors shall be a 22-inch, touch-screen, liquid crystal display (LCD), with resolution of 1920 x 1080 or better.

C. Keyboards shall be a standard 101-key keyboard.

D. Operator functions shall be executed by positioning a screen pointer (cursor) over the appropriate icon and pressing the mouse button.



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E. Headset jacks and headsets shall be provided to enable the operator to hear select audio via a headset, and allow the operator to respond via a microphone attached to the headset. The headset plug inserted into the jack shall automatically disconnect the console’s microphone and mute the selected speakers.

F. An optional second headset jack shall be provided at each position for supervisory and training purposes.

G. A heavy-duty footswitch shall be provided to allow the operator to key the selected channel hands-free.

H. A separate audio processing and interface module shall be provided to accommodate interfacing of all microphones, headsets, speakers, and footswitch accessories with the workstation personal computer (PC). Internal workstation PC sound cards and USB connections shall not be used for direct connection with console speakers, microphones, headsets, or footswitches.

I. PCs workstations supplied shall be capable of providing a GUI using the Microsoft® Windows 7 Operating System, be capable of local area network (LAN) client-server architecture for network access, and be capable of supporting multiple Microsoft® Windows 7-compliant applications.

J. PCs supplied shall be based on present state-of-the-art PC technology.



4.11 COMMON ELECTRONICS EQUIPMENT

A. The common electronics equipment shall contain equipment necessary to route audio and control signals between the dispatch operator positions and the radio communications equipment.

B. The common electronics equipment shall not have a single point of failure. Redundant servers, cards, and power supplies shall be used when feasible.

C. The common electronics equipment shall be capable of receiving alarm information from distant communications sites and displaying this information on the dispatch screen.



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D. The common electronics equipment shall allow for remote dispatch positions. These remote dispatch positions shall be connected via a LAN/wide area network (WAN)/virtual private network (VPN) connection.



4.12 APCO P25 COMMON AIR INTERFACE (CAI) OPERATION

A. The console shall be capable of controlling Association of Public-Safety Communications Officials, International (APCO) P25 common air interface (CAI)-compliant mobile radios directly from the console when used in a control-station mode. A list of supported radio makes and models shall be provided.

B. Initial control-station interfaces shall operate in the analog mode, with the capability to operate in P25 in the future. Respondents shall provide the requirements to enable P25 operations and provide pricing as a separate option.

C. The following functions, at a minimum, shall be available from the console to control the radio(s):

1. Unit ID2. Emergency Alert3. Zone Select4. Group Select5. Encryption Enable/Disable6. Monitor Enable/Disable7. Radio Wide Scan Enable/Disable8. Scan Enable/Disable9. Talk-Around Enable/Disable

D. Radio subscriber unit push-to-talk (PTT) ID (i.e., Caller ID) shall be displayed in decimal format, hexadecimal format, or in aliased alphanumeric format. This is a requirement for future communications interoperability.





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5. REFERENCES

Respondents shall furnish three (3) references of installations similar in size and scope. References submitted should be no more than three (3) years old. References shall include the name and location of the system, contact person, telephone number, and a brief description of the system.





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6. TRAINING – ALL SYSTEMS

6.1 TRAINING PROGRAM

The successful Respondent shall develop and conduct training programs to allow County personnel to become knowledgeable with the dispatch consoles and radio systems. Respondents shall fully describe proposed training programs detailing how the Respondent intends to provide training. The training description shall include the following:

A list of subjects with a description of each Class material to be provided by the Respondent Number of classes Class duration Need for recurring training Class size Class cost for future training



6.2 TRAIN-THE-TRAINER

The successful Respondent shall train County employees or designated individuals. The train-the-trainer approach will be used to train other users.

Training shall be conducted at a to-be-determined location within Cowley County. The successful Respondent shall coordinate with the County regarding the number of attendees and schedule.

Classes shall be scheduled as near to system cutover as possible.



6.3 DISPATCH CONSOLE OPERATION (STRUCTURED AS TRAIN-THE-TRAINER)

The successful Respondent shall provide complete and comprehensive programming training that covers software usage, manipulation of primary features, and interface customization.



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A detailed instruction manual should be provided for the software that includes a description of software settings and features.



6.4 TRAINING MATERIALS

The successful Respondent shall provide instructional materials—including printed manuals, as well as audio, video, and interactive self-paced PC programs—and complete equipment operating instructions for technical and operational training classes. Actual and/or exact model and series of equipment being delivered shall be made available for hands-on use and operation during training. Instructional materials shall be subject to the approval of the County and shall become property of the County.



6.4.1 Hard and Soft Copies

The successful Respondent must provide hard and soft copies (i.e., electronic, preferably in PDF format) of end-user training documentation, as well as copies of administrative training documentation in CD or USB drive format, in addition to a hard copy for the participants.



6.5 TRAINING CRITERIA REVIEW

The County will review and approve training materials and course presentations prior to the actual training of County personnel.





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7. SYSTEM INSTALLATION, TEST, AND ACCEPTANCE – ALL SYSTEMS

7.1 GENERAL

A. The console system procurement is intended to coincide with the relocation of the radio equipment. The selected Respondent will have the total responsibility for successful installation of both the radio and console components of the system.

B. The successful Respondent shall attend biweekly project and installation planning meetings as deemed necessary by the County prior to and during installation. Additional meetings may be scheduled at the discretion of the County.

C. If changes in the overall timeline occur, the successful Respondent shall update the project schedule for discussion during these project meetings.

D. Building drawings are attached as Appendix C.



7.2 TURNKEY INSTALLATION

Respondents must provide a turnkey installation of the dispatch console system solution that complies with APCO and industry standards and practices for communications sites. Proposals must include specific standards and practices for review by the County. The successful Respondent must take full contractual responsibility.



7.3 TECHNICIAN AND INSTALLATION QUALIFICATIONS

Installations shall be performed by factory-authorized or successful Respondent-affiliated service shops. Other shops or technicians may be used upon mutual agreement between the County and the successful Respondent. Qualified, adequately trained personnel familiar with this type of work shall perform installations. Respondents shall provide the names of the service shops, a summary of their experience, and a list of five (5) references (minimum) for each



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proposed shop. The County reserves the right to reject a proposed service and/or installation shop.



7.4 DISPATCH CONSOLE SYSTEM STAGING

A. The console system shall be completely assembled, powered and fully tested for operation of all desired features prior to delivery to the County. The staging shall be accomplished at a proposed location, agreed upon by the County, with access to factory-trained engineering, software, and design personnel.

B. The selected respondent shall prepare a Factory Test Procedure for the console system, tailored to test the specific operation of included features purchased by the County.



7.5 DISPATCH CONSOLE INSTALLATION

A. Installation shall include a complete, tested dispatch console solution to include placement of associated cabling, appropriate system layout, and terminal connections. The successful Respondent shall provide associated power supplies and other hardware, adapters, and/or connections to deliver a complete operable system to the County at the time of acceptance.

B. Prior to the start of the console installation, the successful Respondent shall participate in a mandatory project site survey with the County to confirm actual equipment location within each space. At that time, the exact equipment locations shall be determined and documented by the successful Respondent.

C. The successful Respondent shall provide and pay for materials necessary for the execution and completion of work. Unless otherwise specified, materials incorporated into the permanent work shall be new and shall meet the requirements of this RFP. Materials furnished and work completed shall be subject to inspection by the County.

D. Spare equipment shall be supplied in an unused condition. However, equipment supplied as spare equipment shall not be used for installation of the proposed system. .



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E. Equipment and devices shall be cleaned internally and externally, and damaged finishes shall be repaired.

F. Wiring and cabling should be installed using industry best practices. Cable installations should be neat and orderly, utilizing cable runs, cable trays, and conduit where appropriate. Network cabling shall be Category (Cat) 6a network cable and color-coded to designate systems utilizing the cable. The successful Respondent shall follow American National Standards Institute (ANSI) /Telecommunications Industry Association (TIA) 568-C.0, Generic Telecommunications Cabling for Customer Premises, for cable installations.

G. Respondents must use automated test equipment to test every Cat 6a cable and patch cord end-to-end, and shall provide the County with test results in hard- and soft-copy formats, i.e., electronic, preferably PDF. Respondents shall perform end-to-end testing of CAT6 cables based on ANSI/TIA 568-C.2 Balanced Twisted-Pair Telecommunications Cabling and Components Standard testing requirements.

H. Termination points, jacks, patch panels, and cables must be labeled at both ends using high-quality labels printed with a mechanical device. Identification must be by circuit ID number, position name or number, module port, etc. Labeling schemes must be approved by County staff prior to and/or during the installation process.

I. Worksites shall be left neat and broom swept upon completion of work each day. Equipment room floors shall be thoroughly cleaned, and scuff marks and abrasions shall be removed prior to acceptance. Trash shall be removed weekly.

J. Inspection:

1. The County shall conduct an inspection of the installations upon substantial completion. Deficiencies shall be documented on a single punch list and provided to the successful Respondent for resolution.

2. Final acceptance testing shall not commence until punch list items are resolved.



7.5.1 Project Punch List



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A. The successful Respondent shall establish and maintain a punch list, as mutually agreed to with the County, for equipment and acceptance tests.

B. The punch list shall be maintained in real-time and published weekly. The punch list shall include the following at a minimum:

Sequential punch list item number Date identified Item description Party responsible for resolution Expected resolution date Resolution date Details about how each punch list item was resolved and tested Notes about the item

C. If responsibility for resolving an item is transferred to another person or group, a new entry shall be added to the punch list and the original entry shall be appropriately noted.

D. The successful Respondent shall be responsible for reviewing the punch list items and advising the County of the changes. The status of punch list items shall be updated during the biweekly status meeting.



7.6 CONSOLE CONFIGURATION

A. The successful Respondent shall develop the console configuration in coordination with the County to align with the subscriber fleet map. The County will provide all data needed to develop the alias databases.

B. The successful Respondent shall develop the console configuration with input and direction from the County. The configuration shall contain at a minimum:

Channel Agency Emergency actions Encryption capability

C. The successful Respondent shall develop console-programming templates. These templates shall have the basic features and functions defined for a particular console and user type.



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D. Once the templates are approved and completed, the successful Respondent shall use these configurations for programming of the consoles, and for further configuration of the system. The successful Respondent shall submit these with the final as-built documentation.



7.7 FINAL ACCEPTANCE TESTING

Prior to final acceptance testing, the successful Respondent shall verify and document that equipment, hardware, and software are upgraded to the latest factory revision. Multiple revision levels among similar equipment are not acceptable. The County shall be given verbal and written notice when the system is ready for final acceptance testing.



7.7.1 Testing Responsibility

The successful Respondent is responsible for materials provided by the Respondent until such time that the County has accepted the solution. The successful Respondent must notify the County in writing that the solution is installed and ready for testing and acceptance by the County. The degree of acceptance, operability, or failure in the testing-and-acceptance process will be determined solely by the County.



7.7.2 Final Acceptance Test Plan (FATP)

The successful Respondent shall submit a detailed Final Acceptance Test Plan (FATP) outlining a comprehensive series of tests that will demonstrate proof of performance and readiness for final acceptance by the County. The FATP must show that the plan is measurable and trackable. This same plan shall be incorporated into the Factory Test Plan.




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7.7.3 Final Acceptance Test Plan Submittal

The FATP shall be submitted no later than 15 business days before the testing starts, and shall be approved by the County no later than five (5) business days before the testing starts.



7.7.4 System and Component Testing

A. The successful Respondent shall use the completed and approved FATP. It is expected that the FATP has been performed and tests have been successful before the County witnesses the official FATP. The FATP shall be signed and dated by the successful Respondent and County representatives following completion of tests. Tests in the FATP shall be marked as either pass, fail, or pass qualify.

B. The successful Respondent shall provide necessary technical personnel and test equipment to conduct FATP tests. Deviations, anomalies, and test failures shall be resolved at the successful Respondent's expense.

C. Failed tests shall be documented, corrected and retested. Defective components shall be replaced and retested. Defective components that cannot be corrected shall be replaced at the expense of the successful Respondent.

D. Retest of individual failed FATP tests or the entire plan shall be at the County’s discretion.

E. The fully executed and completed FATP document shall be provided to the County.



7.8 TRANSITION PLAN



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A. The successful Respondent shall be responsible for coordinating transition of the new dispatch console and radio systems with the County.

B. Execution of the transition plan shall ensure that new radio and dispatch position equipment is brought online with minimal interruption to existing systems and communications.

C. The County currently operates multiple control stations and connectivity will be established with the new console system as soon as the consoles are installed, and prior to any console testing or training activities.

D. Channels must be defined in the new console system to mirror existing channels and console resources used by the County.

E. During final design, the successful Respondent shall coordinate a transition strategy with the County describing how the radio and console systems will be integrated into a fully operational system.

1. The successful Respondent shall successfully complete tests and training prior to the actual transition of systems.

2. The successful Respondent shall provide the necessary technical and operational personnel to participate in the migration from existing systems to the proposed system.

3. The plan shall include the schedule and procedures associated with the transition of each operational user group. The plan shall specifically address how the existing users will begin using the new system with minimal operational impact.

4. The plan shall provide detailed component or subsystem transition plans, and specifically delineate between systems that either affect or do not affect ongoing operations.

5. The County reserves the right to approve and change the transition plan as it relates to any or all system components.



7.9 AS-BUILT DOCUMENTATION



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The successful Respondents must provide a minimum of three (3) hard copies and three (3) soft copies (i.e., electronic, preferably in PDF format) of solution and as-built documentation. Soft copy documentation must be in CD or USB drive format and must include:

A. Documentation indexB. Cabling and terminationsC. Final as-built drawings, which can be provided in Visio or another County agreed-upon

format D. Fleet mapping and programmingE. Setup and configuration information F. Successfully completed, signed, and dated FATPG. Warranty documentationH. Manufacturer technical and maintenance manuals required to support the solution I. Operations documentation; this documentation must include backup and recovery

procedures, along with recommended maintenance processesJ. User manuals for systems, subsystems, and applicationsK. Documentation supporting operating systemsL. Other documentation that the County feels applicable to the proposed solution



7.10 SOFTWARE BACKUPS

The successful Respondent must create backups of all applicable devices. The backups must include the operating solution, configurations, applications, databases, and applicable software licenses. These backups will aid in the timely restoration of the device should a replacement be necessary. These “current backups” must be turned over to the County upon final acceptance. The backups must be in a tapeless format. Other media used must be approved by the County.



7.11 SYSTEM ACCEPTANCE

The County shall deem the console equipment ready for final acceptance following successful completion and approval of the following:

A. Final design submittals



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B. Final inspection and punch list resolutionC. As-built documentation D. FATPE. Training





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8. GROUNDING AND LIGHTNING SUPPRESSION – ALL SYSTEMS

8.1 GENERAL

Respondents shall comply with industry best practices for system installation, grounding, and bonding. Industry standards, guidelines, and methods to which a Respondent complies shall be submitted with the proposal to allow the County to review and approve prior to contract award.

The minimum acceptable standard is the current Motorola R56 standard, as published.



8.2 GROUNDING

Components shall be properly grounded and installed with surge protection per standard industry practice. Respondents shall provide and install coaxial cable ground kits and surge protectors, ground bars, ground wires from cabinets and equipment to the interior, and site ground systems. Respondents must describe how this is accomplished.



8.3 EQUIPMENT ELECTRICAL GROUND

Respondents must provide detailed documentation on how their dispatch console solution will be protected from the hazards of equipment damage, service interruptions, and personal injury from electrical shock.



8.4 TRANSIENT VOLTAGE SURGE SUPPRESSION (TVSS)

Secondary TVSS devices are required to be installed in addition to primary protection, typically on facilities’ punch-down blocks (low-density installations), or via plug-in modules (high-density



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installations), and are used to protect the equipment from voltages that may have been introduced into the site from utility facilities.

The secondary TVSS devices must list a clamping voltage of 250 volts (.25 kV) or less and operate in less than ten (10) nanoseconds. The device must have an operational indicator in the form of a light or audible signal to alert maintenance personnel that the device has been exercised, failed, or the circuit is no longer protected. The secondary TVSS must not degrade the audio signaling and must have a minimum of a 1-year manufacturer’s warranty.

The County is not prescribing or requiring any one manufacturer of this TVSS equipment, but it must be UL 497A (Secondary Protectors for Communications Circuits) compliant. However, a very good explanation of the device is found on the ITW LINX manufacturer’s website: http://www.itwlinx.com.





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9. MAINTENANCE AND WARRANTY SUPPORT – ALL SYSTEMS

9.1 POINT OF CONTACT

The successful Respondent must provide a single point of contact for operational, warranty and maintenance issues relating to the radio system, antenna system, and dispatch console solutions proposed in this RFP. The successful Respondent must provide the name, email address, and phone numbers for this contact.



9.2 WARRANTY

Respondents shall state the length and nature of warranties (in years) for hardware, software, and ancillary equipment. The warranty period commences upon the County’s final acceptance of the solution. The successful Respondent must resolve faults or malfunctions during the warranty period at no additional cost to the County. The County reserves the right to begin the warranty period earlier if only minor punch list items remain unresolved, and will provide written notice of such to the successful Respondent. Respondents also must provide 24/7 maintenance through year five (5) and shall include the annual cost (after warranties expire) in Attachment A – Pricing Proposal. This must include hardware and software provided by the Respondent.



9.2.1 Telephone Warranty Support

The successful Respondent shall provide a single toll-free telephone number that answers 24 hours a day, seven (7) days a week, and 365 days a year (24/7/365) for service requests, remote technical support, and warranty claims.





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9.2.2 Warranty Non-covered Items

Respondents must describe how non-warranty or maintenance agreement-covered items are repaired. Respondents must describe the processes and procedures, and provide cost factors.



9.3 PRICING

Pricing must clearly show the cost for year one (1) and include the warranty on the dispatch console system with 24/7 support. Respondents must show the cost for 24/7 support for years two through five in Attachment A – Pricing Proposal.



9.4 PARTS AVAILABILITY

A. The successful Respondent shall provide the Manufacturer’s replacement parts availability policy for all console and radio equipment being provided. The County desires that repair and replacement parts be available for a minimum of seven (7) years from the date of last shipment of that product.

B. Parts ordered on a priority basis shall be delivered within 24 hours after placing an order. The successful Respondent shall provide year-round, 24-hour ordering facilities via telephone, Internet, email, and fax service.



9.5 SPARE PARTS

Respondents must provide a recommended spares list (parts, modules, boards, and/or equipment) required to maintain the proposed dispatch console solution. These spare parts will be purchased and maintained on site. Pricing for these spares must be provided in Attachment A – Pricing Proposal.



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Respondents shall provide the equipment manufacturers’ repair parts availability policy once the products provided have reached end-of-manufacture and/or final shipment.



9.6 SPARES AVAILABILITY – 24/7

Respondents must provide a detailed list of spare parts that would be available to the Respondent’s service personnel in the event of a critical failure. Respondents shall include the timeframe these spares can be available onsite after a reported service outage, on a 24/7 basis. Respondents should not include the spare parts being sold with this solution. Respondents should indicate if they have access to other spare parts.



9.7 REPAIR AND ADVANCE REPLACEMENT

Respondents must provide pricing and documentation describing the repair and advance replacement of dispatch console solution components purchased by the County, as described in the Respondent’s proposal.



9.8 ROUTINE MAINTENANCE

9.8.1 Schedule of Response Times

Respondents shall provide a schedule of response times to have qualified repair personnel onsite due to an outage, including those that occur during normal working hours and those that occur after normal working hours.




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9.8.2 Contract Maintenance Programs

Respondents shall provide details and pricing for contract maintenance programs that are available.



9.9 PREVENTATIVE MAINTENANCE

Respondents are requested to provide details of their preventive maintenance programs and agreements available for the dispatch console and radio systems.



9.10 INSTALLATION AND REPAIR PROVIDERS

Respondents must identify both the installation and ongoing maintenance providers for the radio and console systems. Respondents shall provide the location and travel time from their service facility location that will service this system. It is the desire of the County to have one (1) entity responsible for the initial installation of both the radio and console systems, and to have that same service provider responsible for the ongoing maintenance of both the radio and console systems during the warranty period, and thereafter. Respondents not providing this capability will be considered non-compliant.

If the installation and maintenance is being performed by a Respondent’s subcontractor, the respondent shall provide a full profile of that subcontractor, with relevant experience, staff resumes, and response times. Respondents shall indicate the service center location, hours of availability, and proposed and guaranteed response times to the County for major and minor failures. The County reserves the right to reject any subcontractor.

Respondents providing service utilizing their own employees and facilities shall provide a full profile of their capabilities and services, with relevant experience, staff resumes, and response times. Respondents shall indicate the service center location, hours of availability, and proposed and guaranteed response times to the County for major and minor failures.



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10. POST-CUTOVER SUPPORT – ALL SYSTEMS

10.1 POST-CUTOVER REPAIR LOGGING AND REPORTING

The successful Respondent must provide a process for reporting and logging County- and Respondent-detected troubles and outages. Respondents must describe the information, the delivery process, and how often this information will be shared with the County. This process must also track solution problems and errors, and must provide a complete trouble history to the County. Secure Web access to this report is preferred.



10.2 TROUBLE ESCALATION PROCEDURES

Following the radio and dispatch console system solution cutover, the County may require escalation of an issue for resolution. Respondents must describe and provide documentation on the escalation process, including names, titles, and contact information. If the after-hours escalation process differs, Respondents must include this process as well.



10.3 CONFIGURATION/UPGRADE MANAGEMENT

Respondents must include their procedures for managing and tracking changes made to the system. This is especially important in the event that changes affect the performance of a particular device and it needs to be returned to its former configuration.





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11. IMPLEMENTATION RESPONSIBILITIES – ALL SYSTEMS

The following subsections outline the County’s anticipated deliverables for the installation and acceptance of the radio and dispatch console system solutions.

11.1 PROJECT MANAGEMENT

Respondents must assign a project manager to this project that has experience with similar projects, the proposed solution, and public safety communications requirements. Respondents must provide the project manager’s résumé, references, and experience with like projects.



11.2 HIGH-LEVEL PROJECT PLAN AND GANTT CHART

11.2.1 Project Plan

Respondents must include in their proposal a high-level project plan that shows the entire project. The plan must include the steps that will be followed so that there are no service interruptions. At a minimum, the following milestones should be included:

Project kick-off Final radio system antenna system design Final console system design Comprehensive design review Equipment manufacturing System staging Equipment delivery Radio system installation Console installation Console configuration Acceptance testing User training System cutover Console documentation Equipment warranty





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11.2.2 Gantt Chart

The project plan must also include a task-oriented Gantt chart based on the project plan that is created in Microsoft® Project or equivalent.



11.2.3 Within 30 Days

In addition to the high-level project plan, the successful Respondent must provide the County with a more detailed project plan, timeline, and a Gantt chart created in MS Project or equivalent within 30 days of contract signing.



11.3 BIWEEKLY PROGRESS REPORTS

The County requires, at a minimum, biweekly written progress reports via email. Each biweekly progress report must contain details relating to the following tasks:

Onsite installation progress Testing and acceptance Adherence to the Gantt chart and adjustments, if necessary Punch list items, outstanding issues, and progress report



11.4 RESPONDENT CHANGE ORDER

The successful Respondent is responsible for the submission of a written change order prior to performing work, or for equipment not covered under the contract with the County.




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11.5 LIMITED INTERRUPTION

As the successful Respondent performs the installation of the radio system and dispatch console solution, the Respondent must ensure the County that there will be a minimal amount of interruption to the mutually agreed-upon schedule of the PSAP. The County reserves the right to alter or suspend the intended schedule for any reason as determined by the County.



11.6 RESPONSIBILITY FOR DAMAGES

The successful Respondent is responsible for damages caused by the Respondent, employees, subcontractors, or delivery personnel to any County facility through the receiving, delivery, and installation of the entire radio and dispatch console systems.



11.7 RESPONDENT PERSONNEL

The successful Respondent’s personnel and subcontractors must be professional at all times while onsite and working with and around County personnel. If issues arise, the County reserves the right to request any of the successful Respondent’s personnel to be replaced at any time.



11.8 STORAGE

The successful Respondent is accountable for the storage of materials until such time that the items are to be installed. County facilities must not be used as a warehouse for uninstalled equipment.



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11.9 DELIVERY

The successful Respondent must arrange for equipment to be delivered onsite with a minimum of a week’s notice, and the cost for delivery must be included in Respondents’ proposals. The successful Respondent must provide tracking numbers for the equipment being delivered. The receipt, inventory, and movement of material are the responsibility of the successful Respondent.



11.10 PACKAGING AND SHIPPING MATERIAL

The successful Respondent is responsible for the disposal of shipping material, as well as the daily removal of all other day-to-day refuse and debris.



11.11 INVENTORY CONTROL

The successful Respondent must provide the County with a detailed inventory of equipment provided in the installation of the solution and owned by the County. At a minimum, the inventory data must include where it is installed, the manufacturer, the manufacturer’s warranty period, part number, serial number, quantity, and model number. The successful Respondent must provide the inventory in hard-copy format, and in soft-copy format using MS Excel.





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12. GLOSSARY

Agency Term that applies generically to any local, state, federal entity or organization, such as: a department, division, city/town, or bureau. Includes: government, quasi-government, and private groups.

ANSI American National Standards Institute

APCO Association of Public-Safety Communications Officials, International

Channel The route through which a message is sent. A connection between initiating and terminating nodes of a circuit. A single path provided by a transmission medium via an electrical separation, such as by frequency or frequency pairs.

Communications Information transfer among or between users. In public safety communications, the ability of public safety agencies to talk across agencies.

Conventional A radio system with dedicated, single-purpose channels (can be shared between several users with different operational needs; e.g., fire and police). A user must select the specific channel to be used.

FATP Final Acceptance Test Plan

Frequency The number of cycles or events of a periodic process in a unit of time.

ID Identification

Infrastructure Dedicated telecommunications networks; the hardware and software needed to complete and maintain a public safety communications system

Interoperability The ability of diverse systems and organizations to work together (inter-operate). In public safety, the ability of personnel to exchange voice and data communications with staff from other agencies, on demand, and in real time.

Project 25 (P25) or APCO-25

A suite of standards for digital radio communications for use by federal, state/province and local public safety agencies in North America, to enable them to communicate with other agencies and mutual-aid response teams in emergencies.

PTT Push-to-talk

Receiver The component(s) of a radio device that converts the radio waves into


http://en.wikipedia.org/wiki/North_America

http://en.wikipedia.org/wiki/Professional_Mobile_Radio

http://en.wikipedia.org/wiki/Digital_radio


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audible signals.

Repeater A special receiver/transmitter combination that receives a signal on one frequency and retransmits a new signal on another frequency, usually within the same frequency band, sometimes referred to as a relay station.

Respondent Any individual or entity bidding on the right to supply products and services in response to this RFP.

RFP Request For Proposal

Successful Respondent

Any individual or entity selected from among all Respondents to supply products and services in response to this RFP.

Subscriber User; a customer on a network.

Subscriber Unit User’s equipment (usually a mobile or portable radio).

TIA Telecommunications Industry Association



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APPENDIX A – RADIO INSTALLATION CONCEPT



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APPENDIX B – REQUIRED RADIOS AND OPERATING FREQUENCIES



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APPENDIX C – BUILDING DRAWINGS



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APPENDIX D – COWLEY COUNTY TOWER SITES AND REPEATER LOCATIONS



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ATTACHMENT A – PRICING PROPOSAL

Respondents shall complete the provided MS 2010 Excel spreadsheet and include it as part of their proposal.

End of Document


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