SPECIFICATION AND REQUEST FOR PROPOSALS
FOR A WIRELESS RADIO COMMUNICATIONS SYSTEM
SCHOOL DISTRICT OF PLUM BOROUGH
PLUM, PA 15239
PLUM BOROUGH SCHOOL DISTRICT
900 Elicker Road
Plum, PA 15239
412-798-6370
REQUEST FOR PROPOSAL
The Plum Borough School District (School District or District) invites qualified vendors to submit proposals
for a WIRELESS RADIO COMMUNICATIONS SYSTEM.
PRE-PROPOSAL MEETING
All interested vendors should attend a meeting at which time District personnel will be available to
answer questions regarding the RFP. The meeting is scheduled for Monday, January 6, 2014, at
1:00 p.m. in the Plum Borough High School, Conference Room, 900 Elicker Road, Plum, PA 15239.
Attendance is mandatory.
SUBMISSION OF SEALED PROPOSALS
The vendor shall submit two (2) signed copies (1 original, 1 photocopy) of the completed proposal in a
sealed envelope clearly marked “WIRELESS RADIO COMMUNICATIONS SYSTEM RFP.”
Proposals are due by 1:00 p.m. - Monday, January 13, 2014.
All proposals shall be opened and publicly read starting at 1:00 p.m. The District reserves the right to reject
any, and all proposals, or any part of any and all proposals.
MAIL OR DELIVER THE PROPOSAL TO THE FOLLOWING ADDRESS:
Plum Borough School District
Attention: Michael Brewer
Director of Administrative Services
900 Elicker Road
Plum, PA 15239
Facsimile and electronic proposals shall not be accepted.
PURPOSE
The Plum Borough School District (School District or District) is requesting proposals for a Wireless Radio
Communications System. The District is seeking a radio system for the purpose of assisting with the
implementation of an area wide emergency management plan designed to support interoperability at both
the district and inter-district levels. This upgrade of communications equipment will allow for
standardization among the District which will conveniently allow us to have common channels and
therefore simplify our ability to assist one another during emergency and non emergency situations.
Transportation Department:
The Transportation Department currently has approximately 70 buses with cell phones in service at this
time, in addition to several support staff vehicles that contain cell phones. Most communication is between
buses and the transportation hub.
School Facilities:
The communication system at the school level will have multiple uses. The primary use will be for safety
and security by the Plum Borough School District staff and administration groups during the school day, as
well as communication with custodial staff. Secondary use includes athletic, extracurricular, social events
and communication when normal communication devices are out of service. Radio systems at the
elementary school level are also used for communicating with playground staff. Radio systems are also
used to communicate within the school and with other schools located within the similar geographic area
when there are emergencies outside the control of the School District. There is also a need to communicate
with administrative staff when off-site, but within the School District. A VHF Repeater(s) will need to be
located to accommodate these needs and services, accordingly. Furthermore, maintenance of these
repeaters shall be included within the scope of this contract.
Emergency Communications:
There are situations when emergency communication must take place with local fire, safety and health
organizations. This is communication that is beyond the scope of day-to-day activities. This type of
communication involves administrative staff at the District Administration Office, local municipal and
county service organizations, and/or site-based administrative staff.
The Plum Borough School District is a public school district, located in eastern Allegheny County. It
serves the entire Borough of Plum, a suburb of Pittsburgh, which has a population of 27,126 (2010 Census).
The District is governed by a board of nine locally, elected school directors. A Superintendent of Schools,
who is appointed by the Board, is the chief administrative officer of the School District, with overall
responsibility for all aspects of operations, including education and finance.
The School District operates five (5) elementary schools; one (1) junior high school and one (1) high school.
All District Buildings are located in Plum Borough. Its total student enrollment is approximately 4,100.
The District employs 21 administrators, approximately 275 teachers, and approximately 240 other support
staff.
SCOPE OF SERVICES and SPECIFICATIONS FOR
WIRELESS RADIO COMMUNICATIONS SYSTEM
1. DISTRICT BUILDINGS:
The successful Vendor will be responsible for providing a WIRELESS RADIO COMMUNICATIONS
SYSTEM for the following School District buildings and departments:
a. Central Office, 900 Elicker Road, Plum:
b. Plum Senior High School (Grades 9-12), 900 Elicker Road, Plum
i. Principal
ii. Athletic Office
iii. Guidance Office
c. A.E. Oblock Junior High School (Grades 7-8), 440 Presque Isle Drive, Plum
d. AS@P (Grades K-6), 100 School Road, Plum
e. Center Elementary School (Grades K-6), 201 Center-New Texas Road, Plum
f. George Pivik Elementary School (Grades K-6), 151 School Road, Plum
g. Holiday Park Elementary School (Grades k-6), 4795 Havana Drive, Plum
h. Regency Park Elementary School(Grades k-6), 606 Miller’s Lane, Plum
i. Transportation Hub, 3411 Leechburg Road, Plum
j. Facilities Department, 900 Elicker Road, Plum
Project Description:
The Plum District School District wishes to maintain a relationship with a vendor for the maintenance and
support of the District’s radio communications infrastructure. The selected vendor shall maintain all facets
of our infrastructure, including, but not limited to:
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Infrastructure
Subscriber equipment - handhelds, base, repeater(s) and mobile radios
Mobile radio batteries
System documentation
Removal or installation of mobile units in District vehicles and equipment.
The vendor will also be responsible for the planning, installation, and provisioning of new infrastructure and
equipment as required by the District. The vendor will provide an annual FCC/Preventive Maintenance
check on the District-wide Repeater System. The vendor will provide equipment as requested by the
District for usage. All parts and labor required to install the equipment is to be included. Free pick-up and
delivery by the vendor of equipment in need of repair is included as part of this proposal.
The proposer, within the scope of this RFP, shall provide training to the Plum Borough School District staff
on operation of all mobile and handheld radio systems on an as-needed basis. These trainings will occur
periodically throughout the year, and will be available to new and existing staff to provide them with the
information they need to effectively use the radio systems network. The proposer shall provide a training
plan as well as model training materials for evaluation by the District; these materials may be requested
prior to proposal selection.
Maintenance, Parts and Repair:
The proposer shall maintain and repair all systems, equipment, hardware and software throughout the life of
this agreement. This includes, but is not limited to, all components of the District’s infrastructure, site
repeater(s) and subscriber equipment. The Plum Borough School District reserves the right to have
technical staff on-site to witness, and if desired, assist in the maintenance and troubleshooting procedures.
This shall not relieve the chosen proposer from warranty and maintenance responsibility as defined in this
RFP. The District anticipates that additional equipment, such as site-based repeaters, handhelds, or mobile
radios, may be added in the course of this agreement. It is the expectation of the District that, upon
activation of new equipment, it shall become part of the radio system, and thereby be fully supported under
this agreement. On an annual basis, the proposer and the District shall review any additions or
modifications to the radio systems network and, if necessary, adjust the yearly renewal cost to accommodate
equipment added or removed. Should the proposer indicate that the amount of additional equipment
brought online in a given year requires an adjustment to the maintenance contract, the District must be
notified no less than sixty (60) days in advance of the contract renewal. The proposer shall provide an
itemized list of the equipment added to the contract, along with a proposed adjustment to the contract to
accommodate this equipment. The District shall have the option to accept these updates as presented,
choose to maintain the equipment on a time and materials basis, or exclude the equipment from this
agreement entirely.
Proposers must briefly describe their trouble reporting and resolution procedure. Copies of actual
procedures or policies are not required with the Proposal, but may be requested prior to or any time after
award. Proposers must briefly describe their customer support services philosophy. Proposers must
describe any other outside resources available to the Proposer for performance of the system. This could
include strategic partners, consultants and Sub-Contractors. Proposers must submit a list of assigned staff,
their qualifications, relevant training (including industry and manufacturer certifications, and personnel
training such as supervisor or foreman training), and experience. Proposers must submit three (3)
references from previous projects similar in scope and complexity to that described in this RFP that the
Proposer has performed in the last three years. Include sufficient variety to cover all types of projects
required by this RFP. Include a brief narrative describing the project(s) performed for each reference.
Project scope and complexity should be similar to that required by this RFP.
Cost:
Cost Schedules being proposed are to be comprehensive and are to include all components and services
necessary to meet the requirements of this RFP. Costs not identified cannot be added or considered at a
later time and will not be accepted in the final contract. The Proposer is to provide detailed pricing for each
item or service necessary to comply with the requirements of this RFP. Cost Schedules should include the
following at a minimum:
a.) Model number (if applicable)
b.) Description of item or service
c.) Unit price
d.) Extended price
e.) Total price
f.) Labor Rates for Repairs not included in base contract
g.) Cost of Replacement Batteries
Additional Information/Submittals:
a) Test Equipment & Spare Parts
b) Training
c) Maintenance Plan (Maintenance, Parts & Repair)
d) Parts Availability
e) Warranty Information
All equipment replaced or removed by the contractor or vendor shall remain the property of the Plum
Borough School District.
References: Please provide at least three (3) current commercial/institutional customers references that have
Wireless Radio Communications of similar type, size, complexity and use.
1. _______________________________________________________________________
2. _______________________________________________________________________
3. _______________________________________________________________________
System Description:
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The system shall utilize the NXDN™ CAI (Common Air Interface), based on FDMA
(Frequency-Division, Multiple-Access) technology for channel access.
The radio system shall be capable of operating in both in FM analog at 12.5 kHz or in NXDN™,
using the Digital Air Interface, at 12.5 kHz or 6.25 kHz format.
Analog and digital radios shall be able to operate on the same RF channel in the same fleet.
Therefore, repeaters will retransmit audio in the same mode it was originally transmitted – whether
in analog or digital.
Digital signal vocoding shall be achieved using the AMBE+2 codec. The codec rate shall be 3600
bps (voice: 2,450 bps + error correction: 1,150 bps).
The digital channel shall have the ability to operate on a singularly licensed 6.25 kHz channel rather
than just in a time slot on a 12.5 kHz channel.
The gross transmission bit rate shall be 9600 bps at 12.5 kHz and 4800 bps at 6.25 kHz.
The system shall be operational in VHF.
Operational Requirements:
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The system shall be able to communicate in the following modes:
o Direct mode: The system shall support peer to peer communication on a simplex frequency,
analog or digital, in a given transceiver’s RF output power.
o Digital Conventional mode: The system shall have the ability to operate in digital
conventional mode to enhance FM conventional capabilities to include the following
functions:
 FM analog and digital units shall be able to share the same RF channel.
 1000 Group ID’s and 1000 Unit ID’s shall be supported.
 Private call capability – The digital conventional system shall allow for the
programming of a community repeater using CTCSS/DCS tones in FM analog or by
using A Radio Access Number (RAN) code in digital.
 The RAN codes shall allow the capability for up to 16 users.
 The radios and repeaters will communicate with each other upon receipt of a
matching RAN code and Group ID or Unit ID.
 Subscriber units shall have the capability of Group ID Scan in a conventional system
so that it will receive traffic only on the Group ID’s programmed into the Group ID
list of a radio.
 Repeaters in the system shall occupy 2 RU in a 19” rack and be used as either a 25W
continuous duty or 50W intermittent duty station in VHF or 25W continuous duty or
50W intermittent duty in UHF.
 System shall have the capability to interface into an IP network in order to create an
IP-based wide-area conventional radio system with the following capabilities:
 System shall support up to 48 sites in multicast applications or 16 sites in
unicast applications.
 Scalable networks can be created over existing IT assets, private microwave,
spread spectrum links, or carrier services using standard 10/100 Base-T
Ethernet switches and routers.
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IPSec VPN tunneling shall be enabled in order to provide an encrypted secure
communications link within the IP network.
The system shall be able to broadcast messages across the IP network through
either unicast or multicast messages so that messages will reach the intended
target sites.
Subscribers on a system shall be able to seamlessly roam between sites by
detecting the best RSSI level from a beacon signal from a site and associating
with the site with the strongest signal. A minimum threshold RSSI level for
each beacon signal shall be programmable for site roaming. The beacon
signal timing shall be a programmable option.
The system shall have programmable options to allow for proper transmission
timing on the system to accommodate network latency. A site roaming link
delay time shall be programmable between 10-2550 ms in order to delay a
transceiver from searching for another beacon signal. The dropout delay time
in the system shall be programmable between 0 and 1230 seconds in order to
halt the transceiver from site roaming in order to ensure the call is completed.
The system shall allow the capability to program user lists to restrict use of
specific operational sites so that a subscriber can only roam onto site that it is
permitted to do so.
Repeaters: General Characteristics:
Repeaters shall be able to support the following modes:
o FM Conventional
o NXDN Conventional
Auxiliary outputs in the repeaters shall be programmable as alarm outputs in the case of
power outages, receive unlock, and transmit unlock.
Subscriber Characteristics:
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Each subscriber radio shall have a unique Electronic Serial Number (ESN).
Each subscriber radio shall have the capability of operating either in analog or digital mode and will
have an autosense feature that allows the radio to retransmit in the same format (analog or digital) as
it originally received without using a scan function.
Portables shall include a 16-position mechanical selector knob.
School District Requirements
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District wide school bus communications. Bus must be able to communicate to one and
other along with back to the bus garage.
School to school communications. Ability to communicate from school building to
school building along with the administration offices thru a base radio using the bus
repeater but not on the same group.
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In building communications, portable to portable, at the 7 schools. This is not on the bus
system. Use of existing VHF frequencies.
High school requires a repeater for coverage. This will be a VHF repeater.
FCC license for 2 VHF (150-174) repeater pairs.
Training of mechanics on installation of mobiles.
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Equipment Needs:
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Each school will get 6 VHF portable radios
High school will get a repeater and 6 portable radios
School bus repeater system
70 Bus radios
One (1) base radio at bus garage to talk to buses
Eight (8) base radios, one at each school to talk on the repeater, on a different group
from buses
Seven (7) 6-unit chargers
School Portable Radio Requirements:
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16 Channel Capability
5 watt VHF (150-174)
2000 Mah lithium ion battery
3-year warranty
IP55 rating
Successful Bidder:
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Provide 24/7 support/service
*Note: Comparables may be substituted for the aforementioned equipment
based upon the decision of the Plum Borough School District.
SYNOPSIS OF PROCUREMENT PROCESS
1. District issues and advertises invitation for proposals.
2. Vendor should thoroughly review the RFP prior to submitting same. Failure to provide a thorough
response will reflect negatively upon the Vendor during the District’s review.
3. Vendor should attend Pre-Proposal Meeting. Failure to attend may reflect negatively upon the Vendor
during the District’s review.
4. District will open and review timely submitted Proposals.
5. District Representatives may request supplemental or additional information from any Vendor. Vendor
may request to submit supplemental information amending the proposal. If District honors the request,
other Vendors who have submitted proposals that fall within the competitive range will be accorded the
same opportunity.
6. Discussion of Proposals: District representatives may or may not conduct negotiations of technical
aspects of the proposals and/or prices after reviewing all proposals submitted. These negotiations will
involve only Vendors who submit proposals that fall within the competitive range.
7. District Representatives may conduct interviews.
8. Post-proposal negotiations may be conducted jointly with representatives of the District and Vendor's
representative relative to terms and conditions for a written contract. The Vendor's representative shall be
qualified to answer any administrative and technical clarifications relative to the Proposal.
9. District reserves the right to negotiate proposed pricing with any Vendor.
10. Proposals will be weighed in the following manner:
(a) Quality of Response to Request for Proposals
(b) Capability of Vendor to supply services
(c) Price
(d) References
(e) Financial capabilities
(f) Direct experience in public school districts
(g) Additional information which supports why the Vendor would be the most qualified to satisfy the
District’s needs.
GENERAL REQUIREMENTS FOR RFP
The Board of School Directors of the Plum Borough School District is seeking RFPs for a wireless radio
communications system subject to the following conditions:
1. DATE DUE:
All RFPs must be received by January 13, 2014.
2. RFP IDENTIFICATION:
All RFPs should be submitted in a sealed envelope marked, "WIRELESS RADIO
COMMUNICATIONS SYSTEM RFP."
3. MAIL OR DELIVER THE PROPOSAL TO THE FOLLOWING ADDRESS:
Plum Borough School District
Attention: Michael Brewer
Director of Administrative Services
900 Elicker Road
Plum, PA 15239
Facsimile and electronic proposals shall not be accepted.
Bidder assumes risk of untimely delivery by private carrier or U.S. Mail. Date and time of deposit with
U.S. Post Office or private carrier is not controlling.
3. RFP FORM:
RFP must include Proposal Sheet.
4. SIGNATURE:
RFP must be signed in ink by an authorized representative.
5. NON-COLLUSION AFFIDAVIT:
Vendor is required to submit the Non-Collusion Affidavit with their RFP.
6. REFERENCES AND EXPERIENCE:
Vendor is required to provide the School District with a list of references (minimum of three). In addition,
each Vendor is required to provide the School District with a list of relevant experience in providing similar
services to public and/or private entities.
7. REQUIRED SUBMITTALS:
i.
ii.
iii.
Completed and signed Proposal Sheet.
Proposed form of or Sample Contract.
Client list comprised of Pennsylvania school districts; include name of school district and school
district contact information, if applicable.
Any Non-school district references.
Summary of relevant experience in providing a system or similar service to a public and/or private
entity.
Completed, signed and notarized Non-Collusion Affidavit.
iv.
v.
vi.
If the Vendor cannot provide any required submittal, Vendor must state reason.
8.
SUPPLEMENTS:
Vendors are encouraged to supplement this RFP with additional information which supports why the
Vendor would be the most qualified to satisfy the District’s needs. Vendors are strongly encouraged to
include with the Proposal two (2) copies of any additional documentation or narrative which Vendor
believes supports why the Vendor would be the most qualified to satisfy the District’s needs.
9.
CONFIDENTIALITY:
Proposals may be open to the public after the RFPs are opened. Regardless, after award of a contract, all
proposals shall be open to public inspection, subject to any continuing prohibition on the disclosure of
confidential data which is designated as such in any Proposal (consistent with the Pennsylvania Right to
Know Law).
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Confidential Data. Vendor may designate those portions of the initial proposal which constitute
trade secrets or confidential proprietary information, consistent with the Pennsylvania Right to
Know Law.
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Financial Information. Unless the District is required to do so pursuant to an order of a state agency
or court of competent jurisdiction, a Vendor’s financial information requested for purposes of
demonstrating a Vendor’s economic capability to provide services shall not be disclosed to the
public.
10. QUESTIONS:
Questions or inquiries should be directed to
Michael Brewer
Director of Administrative Services
900 Elicker Road
Plum, PA 15239
412-798-6370 or
brewerm@pbsd.k12.pa.us
11. BOARD RESERVATIONS:
The School Board reserves the right to purchase all or any part of the system mentioned on the form at the
price quoted. Furthermore, to the fullest extent permitted by law, the Board reserves the right to reject
any/or all RFPs and to waive any or all irregularities in the RFPs.
The Board reserves the right to waive all informalities and/or technicalities where the best interests of the
District may be served, including the right to award a contract with or without any further discussion or
negotiation with anyone proposing this system. The Board may give a Vendor an opportunity to cure any
deficiency in its Proposal, or waive such deficiency where it is advantageous to the Board to do so.
INSTRUCTIONS FOR NON-COLLUSION AFFIDAVIT
1. This Non-Collusion Affidavit is material to any contract awarded pursuant to this proposal. According to the
Pennsylvania Anti-RFP-Rigging Act, 73 P.S. ##166 et seq. governmental agencies may require Non-Collusion
Affidavits to be submitted together with proposals.
2. This Non-Collusion Affidavit must be executed by the member, officer or employee of the contractor who
makes the final decision on prices and the amount quoted in the proposal.
3. Proposal rigging and other efforts to restrain competition, and the making of false sworn statements in
connection with the submission of proposals are unlawful and may be subject to criminal prosecution. The
person who signs the Affidavit should examine it carefully before signing and assure himself or herself that each
statement is true and accurate, making diligent inquiry, as necessary, of all other persons employed by or
associated with the Contractor with responsibilities for the preparation, approval or submission of the proposal.
4. In the case of a proposal submitted by a joint venture, each party to the venture must be identified in the
proposal documents, and an Affidavit must be submitted separately on behalf of each item.
5. Failure to file an Affidavit in compliance with these instructions will result in disqualification of the proposal.
NON-COLLUSION AFFIDAVIT
State of _____________________________:
County of ___________________________:
S.S.
I STATE THAT I AM ____________________________________ (Name and Title) of
____________________________________________(Name of Vendor/Firm) and that I am authorized to make this Affidavit on
behalf of Vendor, and its owners, directors, and officers. I am the person responsible for Vendor’s price(s) and the Contract Sums
proposed in this RFP for Plum Borough School District Secretarial Services.
I STATE THAT:
1. The price(s) and amount of this Proposal have been arrived at independently and without consultation, communication or
agreement with any other vendor, contractor, proposer or potential proposer.
2. Neither the price(s) nor the amount of this Proposal, and neither the approximate price(s) nor approximate amount of this
Proposal, have been disclosed to any other firm or person who is a proposer or potential proposer, and they will not be disclosed
before the RFP opening.
3. No attempt has been made or will be made to induce any firm or person to refrain from proposing on this contract, or to submit
a proposal higher than this Proposal, or to submit any intentionally high or noncompetitive proposal or other form of
complementary proposal.
4. The Proposal of my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, and
firm or person to submit a complementary or other noncompetitive proposal.
5. ____________________________________ (Name of Vendor/Firm), its affiliates, subsidiaries, officers, directors and
employees are not currently under investigation by any governmental agency and have not in the last four years been convicted or
found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to
bidding on any public contract, except as follows:
I STATE THAT _______________________________________(Name of Vendor/Firm) understands and acknowledges that
the above representatives are material and important, and will be relied on by the Plum Borough School District in awarding the
pupil secretarial contract for which this Proposal is submitted. I understand and my firm understands that any misstatement in this
Affidavit is and shall be treated as fraudulent concealment from the Plum Borough School District of the true facts relating to the
submission of proposals for this contract.
_____________________________________________________
Signature of Affiant
SWORN TO and SUBSCRIBED BEFORE ME
THIS_______ DAY OF _________________, 2013
__________________________________________ My Commission Expires:
Notary Public (seal)