ROGERS COUNTY
INVITATION TO BID - AMENDED
BID #681 - Radios
RETURN BIDS TO:
ISSUE DATE: April 25, 2016
DUE DATE: May 27, 2016
TIME DUE: Prior to 4:00 PM CST.
BIDS WILL BE OPENED: Monday, May 31, 2016 at 9:00 AM CST
in Board of County Commissioners Meeting
BID PERIOD: April 25 – June 30, 2016
Rogers County Clerk
Megan Jackson
Purchasing Agent
200 S Lynn Riggs Blvd.
Claremore, Oklahoma 74017
Rogers County is seeking sealed bids on the following item(s):
Radios: 250 or More - Mobile; 250 or More - Portable
Module
Price
700/800 Mobile Radio (Single Band)
$
700/800 Portables (Single Band)
$
700/800, UHF, VHF, LTE Radio
$
Console (5 and 2)
$
Total Equipment cost for Site 1
$
Total Equipment cost for Site 2
$
Itemized Misc. Equipment Costs for all Sites
$
& Facilities
10 year Interest Rate %
%
Financing Company:
Total Price for Required Modules $
Support
First Year Support (12 Months)
Maintenance costs for all equipment, radios and consoles for
remaining 9 years of the lease
First Year Warranty (12 Months)
Warranty costs for all equipment, radios and consoles for
remaining 9 years of the lease
Inclusions
Total Equipment Cost
Total Warranty Cost
Total Maintenance Cost
Total Support and Maintenance - First Year
Grand Total
10 Year Lease – Priced for Monthly payments
10 Year Lease – Priced for Yearly payments
Page 1 of 8
Price per add’l
user license
# of User Licenses
Included in Price
$
$
$
$
$
$
$
$
Standard
24/7 Support
Business Hours
$
$
$
$
$
$
$
$
Price
$
$
$
$
$
$
$
Bid #681 - Radios
For information regarding Bid #681,
Please contact Jon Sappington at
(918) 798-2639
See pages 2 - 8 for specifications of bid
All materials shall meet the
Oklahoma Department of Transportation
Specifications.
TERMS AND CONDITIONS
1.
Sealed bids will be opened in the Rogers County Commissioner’s Conference Room
Rogers County Courthouse, 200 S Lynn Riggs Blvd. Claremore, Oklahoma, 74017, at the time and date
shown on the Invitation to Bid form.
2.
LATE BIDS WILL NOT BE CONSIDERED. Bids must be received in sealed envelopes, (one to an
envelope) with bid number and closing date written on the outside of the envelope.
3.
Unit Prices will be guaranteed correct by the bidder.
4.
Firm prices will be F. O. B. destination.
5.
Purchases by Rogers County, Oklahoma are NOT subject to State or Federal Taxes.
6.
This bid is submitted as a legal offer and any bid when accepted by Rogers County constitutes a firm contract.
7.
Oklahoma laws require each bidder submitting a bid to a county for goods or services to furnish a notarized
sworn statement of non-collusion and must be original signatures. The form is supplied below.
8.
Bids will be firm until JUNE
30, 2016.
THIS AFFIDAVIT MUST BE EXECUTED FOR THIS BID TO BE CONSIDERED
AFFIDAVIT: I, the undersigned of lawful age, being first duly sworn on oath say that he (she) is the agent authorized by the
bidder to submit the attached bid. Affiant further states that the bidder has not been a party to any collusion among bidders in
restraint of freedom of competition by agreement to bid at a fixed price or to refrain from bidding, or with any County Official, or
employee as to the quantity or price in the prospective contract of any other terms of said prospective contract: or in any
discussion between bidders and any County Official concerning exchange of money or thing of value for special consideration
in the letting of a contract: that the bidder/contractor has not paid, given, or donated, or agreed to pay, give, or donate any
office, officer, or employee of Rogers County (or other entity) any money or thing of value, either directly or indirectly in the
procuring of the award of a contract pursuant to this bid.
Bidder’s Name:________________________________________________ (print)
Bidder’s Signature:____________________________________________
Subscribed and sworn before me on this __________day of__________________________20,______.
Notary Public______________________________________________________________________________
My Commission Expires:________________________________ Commission Number____________________
SEAL
Bid invalid if not sealed or original!!
BIDDER’S FEI/SSN: ___________________________________________________
COMPANY: __________________________________________________________
ADDRESS:__________________________________________________________
____________________________________________________________________
CONTACT NAME: ____________________________________________________
PHONE NUMBER: ____________________________________________________
FAX NUMBER: _______________________________________________________
Rogers County Clerk Robin Anderson
Purchasing Agent Megan Jackson
200 S. Lynn Riggs Blvd.
Claremore, Oklahoma 74017
Page 2 of 8
(918) 923-4427
Bid #681 - Radios
INVITATION TO BID
Pursuant to the provisions of Sections 1500 to 1507, Title 19 O.S., bid for County purchases in excess of
$15,000.00 are to be solicited by the County Clerk’s Purchasing Agent. The bids will be evaluated and awarded
by the Board of County Commissioners at the time and date listed at the end of this invitation.
Rogers County is seeking bids on: Land Mobile Radio Solution
GENERAL:
Rogers County intends to purchase a system that will support its radio communications
requirements as outlined in this Document. The intent of this solution is to provide user end
equipment, back end equipment, and infrastructure equipment to allow public safety and public
service agencies adequate radio communications. The purchase of this system by the County will
be from a single Bidder who shall furnish all equipment and services required for installation
and optimization of a fully operational system meeting the County's requirements. This shall
include the installation of two (2) five-channel P25 Phase 2 repeater sites (2 RF sites expected
but responsibility of the Bidder to determine based on coverage predictions), a digital microwave
system to connect the two RF sites, communications center dispatch equipment (2 locations), a
master wide area controller and audio switch (hosted and non-hosted P25 Phase 2 core
controllers will be considered) and a backhaul plan from the RF sites and dispatch to the proposed
hosted or non-hosted P25 Phase 2 core.
Rogers County is requesting sealed bids for a Land Mobile Radio Solution that would include 400
Portable Radios, 400 Mobile Radios, Tower Infrastructure that will guarantee 95% portable radio
coverage County wide, and 7 P25 capable next-gen consoles. Successful bidder shall meet or
exceed the following bid specifications.
Rogers County desires to upgrade its current Moto Turbo Radio System to a two (2) site five (5)
channel 700/800 MHz APCO 25 (P25) phase II digital trunked radio communications system with
redundant controllers to provide reliable portable handheld radio coverage throughout 95% of the
County.
This system will be dispatched by five (5) Communication Consoles located in the Rogers County
911 County Dispatch Center as well as at Claremore Police Department Dispatch Center, utilizing
two (2) Communications Consoles. The centers will be connected to the system using Rogers
County provided fiber. The RF system is expected to be two (2) independent APCO 25 (P25)
Phase II digital multi-sites.
All equipment, material, and service provided, including pricing, shall address
the entire system, to ensure a complete turnkey system.
The Bidder will take complete responsibility for furnishing and installing system equipment and
ancillary facilities and provide the necessary engineering of all equipment provided. The Proposer
will be responsible for system performance including a guaranteed radio coverage of 95% for
portable radios on the hip (outdoors), installation of base station sites and communications center
equipment, microwave, optimization of the radio infrastructure and microwave backbone and
achieving satisfactory system performance. Acceptance tests of system components, software and
equipment provided pursuant to this specification must be passed to the satisfaction of the County.
Page 3 of 8
Bid #681 - Radios
The specific location of each of the sites, and equipment to be installed at these sites shall be
submitted as an attachment to your proposal. The trunked coverage design criteria shall be for 95%
within the County’s boundary’s defined coverage area for portable coverage. RF coverage is
defined as the digital Bit Error Rate (BER) that provides a minimum Delivered Audio Quality
(DAQ) 3.4 audio signal for both outbound (talk-out) and inbound (talkback) communications.
Once a contract with the County is signed, the Proposer will be expected to assist with submission
of any required radio licensing applications to the appropriate federal agencies on behalf of the
County. The County intends to pay any fees associated with such licensing.
The County also desires PTT over cellular technology to extend P25 Land Mobile Radio (LMR)
communication services to users on commercial cellular and private LTE broadband networks. 20
user applications must be priced in the proposal.
Rogers County Public Service Agencies currently have a variety of radio solutions from standard
VHF, Digital UHF, 700/800, Digital VHF, etc. The Rogers County system will provide reliable
and cost-effective radio-to-radio voice communications for first responders in the region.
 The project includes the following key components to accomplish this level of
interoperability: Development of 700/800 MHz Project 25 Phase II trunked systems with
95% County wide portable and mobile coverage within the Rogers County boundary.
Develop a backhaul microwave system for network connectivity between RF sites. Provide
Dispatch Control of the System. Provide a backhaul plan from the RF sites and dispatch to
the proposed hosted or non-hosted P25 Phase 2 core. The proposed trunked radio system
shall comply with the latest applicable P25 suite of standards adopted as TIA and/or ANSI
documents at the time of the proposal submission. Provide PTT over cellular technology
to extend P25 Land Mobile Radio (LMR) communication services to users on commercial
cellular and private LTE broadband networks.
 The granting of any progress payment or payments by the County or the receipt thereof by
the successful Proposer, shall not constitute in any sense acceptance of the work or of any
portion thereof, and in no way lessens the liability of the successful Proposer to replace
work or material which does not conform to the contract documents, though the character
of such work or material may not have been apparent or detected at the time such payment
was made. Payments must have County approval and will therefore be dependent upon the
Customer’s established procedural timeline.
Vendor Background
•
•
Provide a brief company history.
Describe the vendor’s current customer base (total customers served, customer type(s),
Page 4 of 8
Bid #681 - Radios
•
•
•
etc.). If the vendor specializes in any area, please describe.
Describe the vendor’s expertise providing services similar to those in scope in this project.
Customization and Integration
Project Summary
A. The Vendor shall be responsible for providing the following project components:









Furnishing and installing system equipment and ancillary facilities
o Claremore RF Site
o RSU Campus RF Site or another designated site
o Claremore PD
o Rogers County 911 Center
o Hosted Controller Facility
o Broken Arrow Core Facility
o States Motorola Core Facility
Engineering and system design
Project management
Software installation and programming
Training (Optionally priced)
Acceptance testing, including factory staging tests, coverage testing
Cutover plan and execution
Transition plan for subscribers and dispatch consoles
Warranty and maintenance
B. The selected vendor shall be responsible for furnishing complete and fully functional systems:



Radio communications system, including the guarantee of radio coverage.
Point-to-point microwave backhaul network between the two RF sites
Radio dispatch consoles at two locations
C. Work shall be planned, coordinated and conducted with minimal interruption of service to
existing critical systems.
D. Proposals shall completely describe the equipment and methods that will be used to implement
the system. The intent of this document is to allow Proposer’s to use the best equipment,
technology, and methods available to provide state-of-the-art public safety communications
systems of highest quality and performance.
E. All equipment shall be new and operational and be covered by a full factory and/or
manufacturer’s warranty of not less than three years from system acceptance.
F. In the event that requirements are stated in more than one section and appear to conflict, the
more stringent requirement shall apply.
G. Land Mobile Radio (LMR) licenses – The selected Bidder will assist with the acquisition of
700 or 800 licenses. They will ensure a proper amount is required for future growth. The
County shall provide all current licensing information to the Selected Bidder following
contract award. Following approval of the preliminary design phase, the Bidder shall provide
all modifications and applicable forms to the County for review and approval. The Bidder shall
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Bid #681 - Radios
also be responsible for any frequency research, support and preparation, if necessary. The
County shall sign and submit all forms following approval.
•
Describe the specific implementation process for a project of this scope including the roles
of key members of the implementation team.
Describe the Bidder’s training and project management services.
Describe all training documentation and instructional support available to the agency.
•
•
System Overview
Complete the following tables by selecting the correct column (Y / N) for each requirement. If
additional explanation is required, information may be included in the comments column.
Y
N
Yes – The proposed solution meets or exceeds the requirement.
No – The proposed solution cannot meet the requirement.
Vendor Overview
The following are minimum requirements of the proposed solution. If the vendor does not currently
meet these requirements, please describe any alternatives in the Comments column provided.
General Vendor Information
•
•
•
•
•
•
Description
400 - Portable Radios that offer VHF,
UHF, 700/800, and LTE capability. P25
Trunking, Phase 2, AES Encryption with
Over-the Air-Rekeying (OTAR), Battery,
400 fire speaker microphones, belt clip,
and charger
Portable Radios will need to be capable of
utilizing LTE networks
700/800 Portables, P25 Trunking, Phase
2, AES Encryption with Over-the AirRekeying (OTAR), Battery, 100 fire
speaker microphones, belt clip, and
charger
400 – 700/800 mobiles, P25 Trunking,
Phase 2, AES Encryption with Over-the
Air-Rekeying (OTAR), Any Antennas
and Mounting equipment needed,
microphones,
7 – Consoles that will be able to connect
to and utilize the P25 Phase 2 radio
infrastructure
Consoles will require the application, 2
Speakers, Monitor, Mouse, Keyboard,
Footswitch, Desk Microphone, and any
other items needed
Page 6 of 8
Y
N
Comments
Bid #681 - Radios
•
•
•
•
•
•
•
•
•
Tower Sites throughout the County to
ensure 95% coverage utilizing portable
radios.
Five (5) P25 Phase 2 channels at each RF
site
This solution must be able to connect
back to the States Motorola Core as well
as the Broken Arrow Harris core. At the
minimum, to utilize RMA and SMA
channels
A minimum of 4 interoperability talk
paths are required in order to ensure
proper interoperable communications
with cooperating agencies from
neighboring conventional analog to P25
systems.
Any antennas, Coax, Combiners, Multicoupler, amplifier, radios, etc. that will be
needed to complete the project
Due to the location of the tower locations
a Microwave network will be needed to
connect the two RF sites.
A backhaul plan from the RF sites and
dispatch to the proposed hosted or nonhosted P25 Phase 2 core.
Bidder will be responsible for securing
and assisting with the setting up of talk
groups, 700/800 licenses, and provide
optional pricing for training.
Bidder must provide PTT over cellular
technology to extend P25 Land Mobile
Radio (LMR) communication services to
users on commercial cellular and private
LTE broadband networks. A minimum of
20 applications must be priced.
Specify Delivery Date: _______________________________
NOTE: Delivery date could be a factor in awarding of the bid.
Vendor must supply Three (3) references with their bid submission.
Sealed bids must be submitted to the Rogers County Purchasing Agent
Rogers County Courthouse 200 S Lynn Riggs Blvd. Claremore, Oklahoma, 74017
Prior to 4:00 P.M. Central Time on May 27, 2016
Sealed bids will be opened in the Commissioner’s Meeting Room
Rogers County Courthouse 200 S Lynn Riggs Blvd. Claremore, Oklahoma, 74017
Monday, May 31, 2016 @ 9:00 A.M. Central Time
Page 7 of 8
Bid #681 - Radios



No additional information will be accepted from any vendor once bid submission date and time
have expired. Late bids will not be considered.
Any changes on submitted bid must be initialed by vendor
Including but not limited to: strike-outs, over-writes, or white-out
Facsimiles or electronic submissions WILL NOT be accepted.
Rogers County reserves the right to delete any item and reject any and all bids, to accept in whole
or in part, to waive any informalities or technicalities in bids received, to accept bids on materials
or equipment with variations from specification in those cases where efficiency of operation will
not be impaired and unless otherwise specified by the bidder or accept any item in the bid.
Recognizing that preparing a bid involves considerable effort, your observance of the foregoing
instructions will help insure that your bid will receive proper processing for its presentation to the
Board of County Commissioners for consideration.
Thank you for bidding –
Megan Jackson
Purchasing Agent
200 S Lynn Riggs Blvd.
Claremore, Oklahoma 74017
mjackson@rogerscounty.org
918.923.4427
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Bid #681 - Radios