Downriver Community Conference – RADIO SYSTEM RFP
REQUEST FOR PROPOSAL
800 MHz TRUNKED RADIO
COMMUNICATIONS SYSTEM,
FOR
Downriver Community Conference, MI
RFP # 11- 05
August 25, 2011
Downriver Community Conference15100 Northline Rd.
Southgate, MI48195
734-362-7005 / RCC Consultants, Inc.
4900 Cox Road, Suite 235
Glen Allen, Virginia23060
804-353-0300
Page 1
Downriver Community Conference, MI – Radio System RFP
1.Introduction
1.1Project objectives
1.1.1Background
1.2History of DCC
1.3History of DMA
1.3.1History of DMA Radio System
2.Instructions to Proposers
2.1Purpose
2.2Scope and contents
2.3Applicable References
2.4Intention
2.5Right to Cancel or Reject
2.6Proposer Qualifications
2.7RFP Administration
2.7.1Compliance with Instructions
2.7.2Intention to Respond
2.7.3Correspondence, Communications and Questions
2.7.4Meetings with Proposers
2.7.4.1Pre-Proposal Meeting
2.7.4.2Proposal Clarification Meetings
2.7.5Duration of Applicability
2.7.6Confidentiality
2.7.7Addenda
2.7.8Negotiations
2.7.9Binding Contract
2.8Tentative Schedule
2.9Response Preparation and Submittal Instructions
2.9.1Proposal Contents and Organization
2.9.2Transmittal Letter
2.9.3Executive Summary
2.9.4Proposal
2.9.5Terms and Conditions and Cost Proposal
3.Proposal Evaluation and Selection process
3.1Introduction
3.2Proposal Evaluation Phase 1 - Mandatory Requirements
3.3Proposal Evaluation Phase 2 - Technical Proposals
3.3.1Evaluation Organization
3.3.2Evaluation of the Technical Proposals
3.4Proposal Evaluation Phase 3 - Cost Proposals
3.5Proposal Evaluation Phase 4
4.Description of Existing System
4.1Existing DMA Radio System
4.1.1City of Taylor Tower
4.1.2PSAPs
4.1.3Microwave Network
4.1.4Radio system users
4.1.5Subscriber radios and quantities
4.1.6Backup Measures
4.2System maintenance
4.3Statement of Problems
4.4Statement of Needs
4.5Rebanding
5.Technical Requirements
5.1Introduction
5.2General Requirements
5.3General Recommendations
5.4Open System Architecture
5.5Trunked Radio System
5.5.1Network Requirements
5.5.2Controller Configuration
5.5.3Functions of network control elements
5.5.4Network Control Terminals
5.5.5Talk Groups and Talk Group Priorities
5.5.6Site Control Electronics
5.5.7Modulation and Multiple Access Techniques
5.5.8Mobiles and Portables
5.5.9Console Priority
5.5.10Simulcast Optimizing
5.5.11Telephone Interconnect System (optional)
5.5.12Encryption
5.5.13Degradation
5.5.14General Interoperability Requirements
5.6Coverage Reliability Guarantee
5.7Frequency
5.8Fixed Site Equipment
5.8.1General Requirements
5.9General Radio Requirements
5.10Mobile Radio Requirements
5.10.1Feature Sets
5.10.2Types of radios
5.11Portable Radio Requirements
5.11.1Feature Sets
5.11.2Types of radios
5.12Control Stations Requirements
5.12.1Types of radios
5.13Quantities of Subscriber Radios
5.13.1Quantities of the Radios
5.14Dispatch Console Requirements
5.14.1General Requirements
5.14.2Dispatch Furniture
5.14.3Cabling
5.14.4Operator Audio Control Interface
5.14.5Provision for Recording
5.14.6Console Control
5.14.7Headset Interface Kit
5.14.8Simultaneous Selection
5.14.9Cross Channel Patch
5.14.10All Mute Switch and Timer
5.14.11Master Transmit Switch
5.14.12Speakers
5.14.13Transmit and Receive Radio Station Control
5.14.14Monitor RF receivers
5.14.15Display
5.14.16Instant Transmit
5.14.17Receive Functions
5.14.18Call Indicator
5.14.19Crossmute
5.14.20Emergency Signal Indicator
5.14.21Console Power
5.14.22Emergency Backup
5.15Antenna and Transmission Line Requirements
5.15.1General Requirements
5.16Recommended Site Interconnection Network/ System
5.17Site Shelters, Towers, Generators, and UPS Requirements
5.17.1Equipment Shelter Specifications (if applicable)
5.17.2Tower Specifications (if applicable)
5.17.3Emergency Generators Specifications
5.17.4Uninterruptable Power Supply (UPS)
5.18Site Alarms
6.Implementation requirements
6.1Proposer Responsibility
6.2Project Management
6.2.1Project Plan
6.2.2Automated Project Management Tool
6.2.3Project Status Meetings and Progress Reporting
6.2.4Deliverable Management Plans, Reports and Documentation
6.3Project Staffing
6.3.1Key Personnel
6.3.2Personnel Assignments and Access
6.4System Design
6.5System Installation
6.5.1Installation Planning and Management
6.5.2Site Surveys
6.5.3Applicable Laws and Codes
6.6System Acceptance
6.6.1System Acceptance Testing
6.6.2Acceptance Testing Plan and Procedures
7.Warranty and Support Requirements
7.1Scope of Warranty and Support
7.1.1Replacement Parts
7.2System
7.2.1Technician
7.2.2Operations Support
7.2.3Response Times
7.3Preventive
7.4Repair / Replacement of Defective Components
7.5Software
7.5.1Proposer Service Vehicles
7.5.2Firmware Updates
7.5.3Response to Funding Inquiries
7.5.4Response to FCC Inquiries
7.5.5Reliability Improvements
7.5.6Scheduling, Problem Tracking and Reporting
7.6System Maintenance Plan (During Warranty Period)
7.7Technical Support for Ongoing Operations and System Expansion
7.7.1Configuration Management
7.7.2System Expansion
7.7.3Mobile, Portable, Control Station Radios and Consoles
8.Training Requirements
8.1Scope
8.2Training Plan
8.3Training Delivery
8.3.1Training Management
8.3.2Training Courseware
8.3.3Scheduling and Conducting Training
9.Standard Terms & Conditions for Request for Proposal
9.1Services
9.1.1Specific Services
9.1.2Meetings and Reports
9.1.3Project Personnel and Management
9.1.4Implementation Schedule
9.1.5Change Orders; Procedure
9.1.6Training
9.1.7Time of the Essence
9.1.8Acceptance Test
9.2Payments
9.3Software
a.Ownership; Authority
b.Compliance with Applicable Laws
c.Fulfillment of Warranty Obligations
9.4Subcontracting
9.5Assignment
9.6Compliance with Laws and Policies
9.7Hold Harmless
9.8Indemnification and Insurance
9.9No Limit of Liability
9.10Force Majeure Clause
9.11Conflict of Interest
9.12Non-Exclusive Contract
9.13Performance Bond
9.14Liquidated Damages
9.15Disputes
9.16Reports, Information and Audits
9.17Proprietary Materials
9.18Ownership of Property
9.19Warranty
9.20Confidentiality
9.21Termination
9.22Contract Documents
9.23Independent Contractor
9.24Notices
9.25Waiver
9.26Law to Govern
9.27Amendment
9.28Consequential Damages
9.29Equal Opportunity
9.30Michigan Ethics and Election Law.
9.31Continuing Obligations
9.32Entirety
9.33Severability
Appendix A: Critical Buildings
Appendix B: Microwave/Fiber Network
Appendix C: Current Inventory of DCC/DMA Subscriber radios
Appendix D: Post-rebanding Frequencies
Page 1 of 144
Downriver Community Conference, MI – Radio System RFP
1.Introduction
1.1Project objectives
- The DCC/DMA plans to replace its aging 16 channel, 4-site 800 MHz trunked simulcast system with a new Phase I Project 25, 16 channel 800 MHz simulcast trunked system. The new system will use the existing sites. The new system must be upgradeable to P25 Phase II. DCC/DMA desires to enhance or maintain current system’s coverage performance and functionality, including interoperability. This will be a single system to meet the present and future voice communications requirements for all sixteen (16) communities. DCC/DMA is procuring the system infrastructure. The DCC, at each community’s option, discretion and schedule, will purchase end user subscriber equipment.
1.1.1Background
- The Downriver Mutual Aid (DMA) 911 District is a consortium of sixteen (16) communities in lower Wayne County that share resources for the primary purpose of economic development. With the exception of Grosse Ile, which is connected by two bridges, the communities form a contiguous area generally bounded by Vanborn Road and the RougeRiver to the north, the DetroitRiver to the east, the HuronRiver on the south and Inkster Road on the west.
- The sixteen (16) downriver communities provide autonomous public safety and public works operations. Each community acts as a primary PSAP for its residents providing Police, Fire, and Rescue services. All E-911 calls within each community are directed to the appropriate primary PSAP which is located in each community’s Police headquarters.
- The DMA 911 District communities consist of the following: Allen Park, Brownstown, Ecorse, Flat Rock, Gibraltar, Grosse Ile, Lincoln Park, Melvindale, River Rouge, Riverview, Rockwood, Southgate, Taylor, Trenton, Woodhaven and Wyandotte.
- A map of the service area is shown in Figure 1.1-1.
Figure 1.1-1 DMAServiceTerritory
1.2History of DCC
- Downriver Community Conference (DCC) was formed in 1977 as a regional partnership and a common voice for Downriver communities. Today DCC develops programs and provides leadership in various areas such as economic and community development, employment and training, weatherization and transportation services.
1.3History of DMA
- The DCC started after the Downriver Mutual Aid consortium which was founded in 1969 to coordinate public safety activities during emergencies.
- The DMA formalizes a number of sophisticated services that no single department or city could offer, such as creating a regional SWAT Team, a Crisis Negotiation Team, an Underwater Search & Recovery Team, the Downriver Area Narcotics Organization (DRANO), the Downriver Auto Theft Team (DRATT) and a Uniformed Police Task Force.
- In addition, the Downriver area now boasts one of the most sophisticated HazMat (hazardous materials) teams in Michigan — a vital service in a region that’s home to heavy industry and a fragile ecosystem.
1.3.1History of DMA Radio System
- The Downriver Mutual Aid (DMA) radio system has been in existence for just over 12-years and covers the member Police and Fire Departments. The current 800 MHz system, procured in 1998, was financed through a 12-million dollar bond which was paid for with funds captured by the State of Michigan E-911 telephone surcharge. The telephone charge can capture up to 80-cents per monthly bill on land-line and cellular telephone bills and the rate is currently 42-cents per monthly land-line and cellular telephone bill. This surcharge allowed the Downriver communities to finance the new radio system which covered four tower sites, radio dispatch consoles for all Downriver PSAP’s, and mobile/portable radios for Police and Fire Departments.
2.Instructions to Proposers
2.1Purpose
- This document provides a comprehensive set of formal requirements for an 800 MHz APCO P25 digital trunked radio system (Radio System).The purposes of this Request for Proposal (RFP) are to solicit comprehensive proposals for:
- Updating DMA’s current radio infrastructure to the latest P25 standards (Refer to Section 5). This includes engineering, furnishing, installation, testing and integration of a single infrastructure for all sixteen (16) Downriver communities consisting of an 800 MHz Digital Trunking Radio System, referred to as the Infrastructure.
- Engineering, furnishing, installation, testing and training for all end user subscriber equipment consisting of portables, mobiles, control stations, and dispatch consoles, referred to as Subscriber Equipment.
- Maintenance of the System after Final Acceptance by the DCC/DMA, referred to as Maintenance.
- The RFP provides a definitive specification of technical requirements for the design and implementation of the Radio System.
- The RFP establishes the contractual requirements for the system and service deliverables that must be satisfied as a condition of acceptance of the delivered Radio System.
2.2Scope and contents
- In accordance with the technical parameters and requirements set forth herein, it is the intent of this formal Request for Proposals (RFP) to receive Proposals from qualified Contractors for furnishing all labor and materials, to successfully furnish, install and maintain an 800 MHz APCO P25 digital trunked radio system for the service area of DCC/DMA. It is intended that the system infrastructure be designed, evaluated, awarded, and constructed as an integrated system by a single prime Contractor. DCC/DMA will accept separate comprehensive proposals for all RF subscriber equipment - Mobile, Portable, and Control Station radios. Work to be performed consists of the furnishing of all materials, machinery, equipment, software, labor, supplies, tools, transportation, and other incidentals necessary or convenient to complete the Work as shown in the individual sections of this RFP. The issuance of this RFP constitutes only an invitation to submit Proposals.
- Should a contract award result from this RFP, DCC/DMA reserves the right to award all, part, or none of the furnishing of materials, machinery, equipment, software, labor, supplies, tools, transportation, and other incidentals necessary or convenient to complete the 800 MHz APCO P25 digital trunked radio system. DCC/DMA reserves the right to incrementally amend any initial contract to include all or part of additional phases that may be required to meet the RFP objectives.
- This RFP provides a detailed definition of the functional, technical and performance requirements of the Radio System, along with a detailed specification of associated implementation and support services, including Project Management, Installation, Warranty, and Training. In addition, the RFP provides a detailed description of the procurement process, the requirements for preparation and submission of proposal responses, and the standard contract terms and conditions that will be incorporated in the Radio System implementation contract with the selected Proposer.
- Refer to the table of contents for the organization of the RFP.
2.3Applicable References
- The following state, national and international standards are referenced in this specification.
- Association of Public-Safety Communications Officials (APCO) P25 (P25) (Refer to Section 3)
2.4Intention
- DCC/DMA intends to purchase a system complete and functional in all respects for the sole use, operation and benefit of the Downriver communities.
2.5Right to Cancel or Reject
- DCC/DMA has numerous ancillary contingencies impacting its ability to proceed with its proposed Radio System that must be resolved to DCC/DMA's satisfaction prior to awarding any contract resulting from this RFP. DCC/DMA reserves the right to cancel this RFP or reject any or all proposal(s) for any reason without obligation to any Proposer(s). DCC/DMA may consider factors other than pricing in selecting a Proposer.
2.6Proposer Qualifications
- This solicitation is limited to Proposer organizations who are established prime manufacturers of Radio Systems and/or qualified contractors who have equivalent Radio System installations (equivalent in terms of Radio System functionality, size, number of sites and users) that are in current productive use in U.S. or Canada public safety installations.
- Proposals will not be accepted from Proposer systems that do not meet the equivalency requirements and productive use requirements established in this section.
- The proposed Radio System technology, including all proposed Radio System software, applications software, database management software, and special-purpose hardware components must be non-developmental and in current operational use in a production Radio System that has capacity and performance specifications equivalent to or greater than those included in the accompanying RFP Specification. This requirement does not apply to P25 Phase 2 items referenced in this RFP.
- To be considered qualified, a Proposer must have demonstrated experience as the prime contractor in successful delivery of at least three (3) Radio Systems that conform to the equivalency and productive-use criteria in the previous paragraph.
- Proposer will be evaluated on their ability to provide at least three (3) references, and as many other references as are pertinent, up to a maximum of six (6) references, that demonstrate compliance with the requirements of this solicitation for successful delivery performance and the use of proven, non-developmental technology in equivalent Radio System. Information that must be supplied for each reference is as follows:
- Agency and Department
- Address
- Point of Contact (Name and Title, Telephone and Fax Numbers)
- Brief system overview description
- Comparative capabilities
- Infrastructure
- Number of towers
- Number of Users
- Number of Radios
- Date of Contract
- FOC Date (the date that the system became fully operational)
- The technical information provided with the references must demonstrate or support the capability of the proposed technology to satisfy the functionality and performance requirements of this solicitation.
2.7RFP Administration
2.7.1Compliance with Instructions
- Proposals shall strictly comply with all instructions and requirements stated herein. Failure to fully comply is sufficient reason to reject Proposer’s proposal without further explanation or obligation.
2.7.2Intention to Respond
- Proposers shall advise DCC of their intention to respond (yes or no) to this RFP. This intention shall be communicated in writing within ten (10) business days of the published date of the RFP.
2.7.3Correspondence, Communications and Questions
- Correspondence, communications and questions relative to the RFP or preparation of proposals shall be directed in writing to:
Darek Wieczorek
Managing Director
118 Greenwing Court
Georgetown, KY40324
Telephone: 502-370-4381
Email:
- With complete copy of all correspondence sent to:
Kim Donahey, MBA
Chief Financial Director
Michigan Works! SouthgateServiceCenter
Downriver Community Conference
15100 Northline Rd.
Southgate, MI48195
Email:
Direct: 734-362-7005
Fax: 734-407-0202
Website:
- Contact with any other DCC/DMA personnel regarding this project is prohibited and is grounds for rejection of proposal without further explanation or obligation.
- DCC will respond to Proposer inquiries at DCC’s discretion. All DCC responses will be sent to all Proposers in the form of a written addendum.
- Proposers shall notify DCC in writing immediately following discovery of any apparent omissions or conflicts in this RFP.
2.7.4Meetings with Proposers
2.7.4.1Pre-Proposal Meeting
- A pre-proposal meeting and site visits will be held Friday, September 9, 2011 at 10:00 AM EDT at the following location:
The Downriver Community Conference15100 Northline Rd.Southgate, MI 48195 Room 177
- Proposers are limited to four (4) attendees at the meeting and site visits. Attendance is strongly encouraged, but not mandatory, and Proposers are expected to be familiar with the entire contents of this RFP. In the meeting, Downriver will briefly review the contents of the RFP and allow Proposers to ask questions. DCC will escort the Proposers to the Wyandotte and Taylor PSAP locations, four (4) RF sites and the prime site communications room.
- The two PSAPs identified above provide typical layout of the consoles. Vendors are allowed to visit other PSAPs not visited on the day of the pre-proposal meeting. Vendors must make arrangements for their visits of the other PSAPs with the DCC contact person identified in Section 2.7.3.
- The vendors are allowed to contact the appropriate facilities for making arrangements to visit the critical buildings identified in Appendix A.
2.7.4.2Proposal Clarification Meetings
- Following the submittal of proposals, proposal clarification meetings may be held at DCC’s discretion with select Proposers to discuss and resolve any issues regarding the proposal. Any Proposer invited to attend a proposal clarification meeting shall have the proposed project manager and an agent or representative who shall have authority to make binding decisions related to the proposal attend this meeting(s).
2.7.5Duration of Applicability
- Proposals shall remain valid for 180 days from receipt of proposals by DCC/DMA and shall be the basis for negotiation of an agreement with DCC/DMA. If DCC/DMA selects the Proposer as the vendor and enters into negotiations with the Proposer, the proposal shall remain valid for the duration of negotiations until an agreement is signed or negotiations terminated, even if the 180 day applicability period is exceeded, unless modified by written agreement between the Proposer and DCC/DMA.
2.7.6Confidentiality
- DCC/DMA considers the RFP and related proposal preparation activity to be confidential. Therefore, the Proposer shall not disclose to anyone other than the DCC/DMA point of contact and the Proposers personnel directly involved in the response to this RFP any information concerning this RFP or the Proposer's proposal.
2.7.7Addenda
- Any interpretation or change to the RFP prior to the date and time for submittal of proposals, will be made only by written addendum issued by DCC/DMA to all Proposers intending to respond to the RFP and in attendance at the mandatory pre-proposal conference. All written addenda will become a part of the RFP.
- Interpretation or change of this RFP by any means other than a written addendum is not valid.
2.7.8Negotiations
- This is a negotiated procurement. Negotiation is a procedure that includes the receipt of proposal from offers, permits bargaining, and usually affords an opportunity to revise offers before award of a contract. Bargaining, in the sense of discussion, persuasion, alteration of initial assumption and positions may apply to price, schedule, technical requirements, type of contract or other terms of a proposed contract. DCC/DMA reserves the right to make an award based on the original proposal without negotiations with any offeror.
2.7.9Binding Contract
- A proposal received in response to a request for proposal (RFP) is an offer that can be accepted by DCC/DMA to create a binding contract.
- Award
In awarding a contract, price is but one factor to be considered and the award is not required to be made to the lowest offeror. Awards shall be made to the responsive, responsible firm whose proposal overall is the most advantageous to the DCC/DMA.