REQUEST FOR PROPOSAL
800 MHz TRUNKED RADIO
COMMUNICATIONS SYSTEM,
FOR
Downriver Community Conference, MI
RFP # 11- 05
August 25, 2011
Downriver Community Conference
15100 Northline Rd.
Southgate, MI 48195
734-362-7005
RCC Consultants, Inc.
4900 Cox Road, Suite 235
Glen Allen, Virginia 23060
804-353-0300
Downriver Community Conference, MI – Radio System RFP
1.
INTRODUCTION.......................................................................................................................... 7
1.1
Project objectives ................................................................................................................ 7
1.1.1 Background ............................................................................................................ 7
1.2
History of DCC ................................................................................................................... 9
1.3
History of DMA .................................................................................................................. 9
1.3.1 History of DMA Radio System.............................................................................. 9
2.
INSTRUCTIONS TO PROPOSERS ......................................................................................... 10
2.1
Purpose.............................................................................................................................. 10
2.2
Scope and contents............................................................................................................ 11
2.3
Applicable References ...................................................................................................... 11
2.4
Intention ............................................................................................................................ 12
2.5
Right to Cancel or Reject .................................................................................................. 12
2.6
Proposer Qualifications..................................................................................................... 12
2.7
RFP Administration .......................................................................................................... 14
2.7.1 Compliance with Instructions .............................................................................. 14
2.7.2 Intention to Respond ............................................................................................ 14
2.7.3 Correspondence, Communications and Questions .............................................. 14
2.7.4 Meetings with Proposers ...................................................................................... 15
2.7.4.1 Pre-Proposal Meeting .......................................................................... 15
2.7.4.2
2.8
2.9
3.
Proposal Clarification Meetings .......................................................... 16
2.7.5 Duration of Applicability ..................................................................................... 16
2.7.6 Confidentiality ..................................................................................................... 16
2.7.7 Addenda ............................................................................................................... 17
2.7.8 Negotiations ......................................................................................................... 17
2.7.9 Binding Contract .................................................................................................. 17
Tentative Schedule ............................................................................................................ 18
Response Preparation and Submittal Instructions ............................................................. 19
2.9.1 Proposal Contents and Organization.................................................................... 19
2.9.2 Transmittal Letter ................................................................................................ 20
2.9.3 Executive Summary ............................................................................................. 22
2.9.4 Proposal ............................................................................................................... 23
2.9.5 Terms and Conditions and Cost Proposal ............................................................ 25
PROPOSAL EVALUATION AND SELECTION PROCESS ................................................ 30
3.1
Introduction....................................................................................................................... 30
3.2
Proposal Evaluation Phase 1 - Mandatory Requirements ................................................. 30
3.3
Proposal Evaluation Phase 2 - Technical Proposals ......................................................... 31
3.3.1 Evaluation Organization ...................................................................................... 31
3.3.2 Evaluation of the Technical Proposals ................................................................. 31
3.4
Proposal Evaluation Phase 3 - Cost Proposals .................................................................. 32
3.5
Proposal Evaluation Phase 4 ............................................................................................. 32
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Downriver Community Conference, MI – Radio System RFP
4.
DESCRIPTION OF EXISTING SYSTEM ............................................................................... 34
4.1
Existing DMA Radio System............................................................................................ 34
4.1.1 City of Taylor Tower ........................................................................................... 35
4.1.2 PSAPs .................................................................................................................. 36
4.1.3 Microwave Network ............................................................................................ 37
4.1.4 Radio system users............................................................................................... 37
4.1.5 Subscriber radios and quantities .......................................................................... 37
4.1.6 Backup Measures ................................................................................................. 37
4.2
System maintenance ......................................................................................................... 38
4.3
Statement of Problems ...................................................................................................... 38
4.4
Statement of Needs ........................................................................................................... 38
4.5
Rebanding ......................................................................................................................... 39
5.
TECHNICAL REQUIREMENTS ............................................................................................. 40
5.1
Introduction....................................................................................................................... 40
5.2
General Requirements....................................................................................................... 41
5.3
General Recommendations ............................................................................................... 42
5.4
Open System Architecture ................................................................................................ 42
5.5
Trunked Radio System...................................................................................................... 44
5.5.1 Network Requirements ........................................................................................ 44
5.5.2 Controller Configuration...................................................................................... 45
5.5.3 Functions of network control elements ................................................................ 45
5.5.4 Network Control Terminals ................................................................................. 46
5.5.5 Talk Groups and Talk Group Priorities ............................................................... 46
5.5.6 Site Control Electronics ....................................................................................... 47
5.5.7 Modulation and Multiple Access Techniques...................................................... 48
5.5.8 Mobiles and Portables .......................................................................................... 48
5.5.9 Console Priority ................................................................................................... 49
5.5.10 Simulcast Optimizing .......................................................................................... 49
5.5.11 Telephone Interconnect System (optional) .......................................................... 49
5.5.12 Encryption............................................................................................................ 50
5.5.13 Degradation.......................................................................................................... 50
5.5.14 General Interoperability Requirements ................................................................ 51
5.6
Coverage Reliability Guarantee ........................................................................................ 52
5.7
Frequency.......................................................................................................................... 53
5.8
Fixed Site Equipment........................................................................................................ 53
5.8.1 General Requirements.......................................................................................... 53
5.9
General Radio Requirements ............................................................................................ 54
5.10
Mobile Radio Requirements ............................................................................................. 55
5.10.1 Feature Sets .......................................................................................................... 55
5.10.2 Types of radios..................................................................................................... 57
5.11
Portable Radio Requirements ........................................................................................... 58
5.11.1 Feature Sets .......................................................................................................... 58
5.11.2 Types of radios..................................................................................................... 60
5.12
Control Stations Requirements ......................................................................................... 61
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5.13
5.14
5.15
5.16
5.17
5.18
6.
5.12.1 Types of radios..................................................................................................... 62
Quantities of Subscriber Radios........................................................................................ 63
5.13.1 Quantities of the Radios ....................................................................................... 63
Dispatch Console Requirements ....................................................................................... 64
5.14.1 General Requirements.......................................................................................... 65
5.14.2 Dispatch Furniture ............................................................................................... 66
5.14.3 Cabling ................................................................................................................. 66
5.14.4 Operator Audio Control Interface ........................................................................ 67
5.14.5 Provision for Recording ....................................................................................... 67
5.14.6 Console Control ................................................................................................... 68
5.14.7 Headset Interface Kit ........................................................................................... 69
5.14.8 Simultaneous Selection ........................................................................................ 69
5.14.9 Cross Channel Patch ............................................................................................ 70
5.14.10 All Mute Switch and Timer ................................................................................. 71
5.14.11 Master Transmit Switch ....................................................................................... 71
5.14.12 Speakers ............................................................................................................... 71
5.14.13 Transmit and Receive Radio Station Control ...................................................... 72
5.14.14 Monitor RF receivers ........................................................................................... 72
5.14.15 Display ................................................................................................................. 72
5.14.16 Instant Transmit ................................................................................................... 73
5.14.17 Receive Functions ................................................................................................ 73
5.14.18 Call Indicator ....................................................................................................... 73
5.14.19 Crossmute ............................................................................................................ 74
5.14.20 Emergency Signal Indicator................................................................................. 74
5.14.21 Console Power ..................................................................................................... 74
5.14.22 Emergency Backup .............................................................................................. 74
Antenna and Transmission Line Requirements ................................................................ 75
5.15.1 General Requirements.......................................................................................... 75
Recommended Site Interconnection Network/ System .................................................... 75
Site Shelters, Towers, Generators, and UPS Requirements .............................................. 76
5.17.1 Equipment Shelter Specifications (if applicable) ................................................ 76
5.17.2 Tower Specifications (if applicable) .................................................................... 80
5.17.3 Emergency Generators Specifications ................................................................. 81
5.17.4 Uninterruptable Power Supply (UPS) .................................................................. 82
Site Alarms ....................................................................................................................... 83
IMPLEMENTATION REQUIREMENTS................................................................................ 84
6.1
Proposer Responsibility .................................................................................................... 84
6.2
Project Management ......................................................................................................... 85
6.2.1 Project Plan .......................................................................................................... 85
6.2.2 Automated Project Management Tool ................................................................. 86
6.2.3 Project Status Meetings and Progress Reporting ................................................. 87
6.2.4 Deliverable Management Plans, Reports and Documentation............................. 87
6.3
Project Staffing ................................................................................................................. 88
6.3.1 Key Personnel ...................................................................................................... 89
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6.4
6.5
6.6
6.3.2 Personnel Assignments and Access ..................................................................... 90
System Design .................................................................................................................. 91
System Installation ............................................................................................................ 92
6.5.1 Installation Planning and Management ................................................................ 92
6.5.2 Site Surveys ......................................................................................................... 92
6.5.3 Applicable Laws and Codes ................................................................................ 93
System Acceptance ........................................................................................................... 93
6.6.1 System Acceptance Testing ................................................................................. 93
6.6.2 Acceptance Testing Plan and Procedures ............................................................ 94
7.
WARRANTY AND SUPPORT REQUIREMENTS ................................................................ 96
7.1
Scope of Warranty and Support ........................................................................................ 96
7.1.1 Replacement Parts................................................................................................ 97
7.2
System............................................................................................................................... 97
7.2.1 Technician............................................................................................................ 97
7.2.2 Operations Support .............................................................................................. 98
7.2.3 Response Times ................................................................................................... 98
7.3
Preventive ......................................................................................................................... 98
7.4
Repair / Replacement of Defective Components .............................................................. 99
7.5
Software ............................................................................................................................ 99
7.5.1 Proposer Service Vehicles ................................................................................. 100
7.5.2 Firmware Updates .............................................................................................. 100
7.5.3 Response to Funding Inquiries .......................................................................... 100
7.5.4 Response to FCC Inquiries ................................................................................ 100
7.5.5 Reliability Improvements .................................................................................. 100
7.5.6 Scheduling, Problem Tracking and Reporting ................................................... 101
7.6
System Maintenance Plan (During Warranty Period)..................................................... 101
7.7
Technical Support for Ongoing Operations and System Expansion ............................... 102
7.7.1 Configuration Management ............................................................................... 103
7.7.2 System Expansion .............................................................................................. 103
7.7.3 Mobile, Portable, Control Station Radios and Consoles.................................... 103
8.
TRAINING REQUIREMENTS ............................................................................................... 104
8.1
Scope............................................................................................................................... 104
8.2
Training Plan................................................................................................................... 105
8.3
Training Delivery ............................................................................................................ 105
8.3.1 Training Management ........................................................................................ 105
8.3.2 Training Courseware.......................................................................................... 106
8.3.3 Scheduling and Conducting Training ................................................................ 106
9.
STANDARD TERMS & CONDITIONS FOR REQUEST FOR PROPOSAL.................... 108
9.1
Services ........................................................................................................................... 108
9.1.1 Specific Services ................................................................................................ 108
9.1.2 Meetings and Reports ........................................................................................ 108
9.1.3 Project Personnel and Management ................................................................... 109
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9.1.4 Implementation Schedule .................................................................................. 109
9.1.5 Change Orders; Procedure ................................................................................. 109
9.1.6 Training.............................................................................................................. 111
9.1.7 Time of the Essence ........................................................................................... 111
9.1.8 Acceptance Test ................................................................................................. 112
9.2
Payments ......................................................................................................................... 112
9.3
Software .......................................................................................................................... 114
a.
Ownership; Authority ..................................................................................................... 114
b.
Compliance with Applicable Laws ................................................................................. 114
c.
Fulfillment of Warranty Obligations .............................................................................. 115
9.4
Subcontracting ................................................................................................................ 115
9.5
Assignment ..................................................................................................................... 115
9.6
Compliance with Laws and Policies ............................................................................... 116
9.7
Hold Harmless ................................................................................................................ 116
9.8
Indemnification and Insurance ........................................................................................ 116
9.9
No Limit of Liability....................................................................................................... 119
9.10
Force Majeure Clause ..................................................................................................... 119
9.11
Conflict of Interest .......................................................................................................... 120
9.12
Non-Exclusive Contract .................................................................................................. 120
9.13
Performance Bond .......................................................................................................... 120
9.14
Liquidated Damages ....................................................................................................... 121
9.15
Disputes .......................................................................................................................... 121
9.16
Reports, Information and Audits..................................................................................... 122
9.17
Proprietary Materials ...................................................................................................... 122
9.18
Ownership of Property .................................................................................................... 122
9.19
Warranty ......................................................................................................................... 122
9.20
Confidentiality ................................................................................................................ 123
9.21
Termination..................................................................................................................... 123
9.22
Contract Documents ....................................................................................................... 124
9.23
Independent Contractor................................................................................................... 124
9.24
Notices ............................................................................................................................ 124
9.25
Waiver............................................................................................................................. 125
9.26
Law to Govern ................................................................................................................ 125
9.27
Amendment ..................................................................................................................... 125
9.28
Consequential Damages .................................................................................................. 125
9.29
Equal Opportunity........................................................................................................... 126
9.30
Michigan Ethics and Election Law. ................................................................................ 126
9.31
Continuing Obligations ................................................................................................... 126
9.32
Entirety............................................................................................................................ 126
9.33
Severability ..................................................................................................................... 126
Appendix A: Critical Buildings ................................................................................................... 127
Appendix B: Microwave/Fiber Network ..................................................................................... 134
Appendix C: Current Inventory of DCC/DMA Subscriber radios............................................... 140
Appendix D: Post-rebanding Frequencies ................................................................................... 142
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Downriver Community Conference, MI – Radio System RFP
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Downriver Community Conference, MI – Radio System RFP
1.
INTRODUCTION
1.1 Project objectives
a. 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.
1.1.1 Background
a. 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 Rouge
River to the north, the Detroit River to the east, the Huron River on the south and Inkster
Road on the west.
b. 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.
c. 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.
d. A map of the service area is shown in Figure 1.1-1.
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Downriver Community Conference, MI – Radio System RFP
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Downriver Community Conference, MI – Radio System RFP
Figure 1.1-1 DMA Service Territory
1.2 History of DCC
a. 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.
1.3 History of DMA
a. The DCC started after the Downriver Mutual Aid consortium which was founded in 1969 to
coordinate public safety activities during emergencies.
b. 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.
c. 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.
1.3.1 History of DMA Radio System
a. 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.
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Downriver Community Conference, MI – Radio System RFP
2.
INSTRUCTIONS TO PROPOSERS
2.1 Purpose
a. 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:
1. 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.
2. 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.
3. Maintenance of the System after Final Acceptance by the DCC/DMA, referred to as
Maintenance.
b. The RFP provides a definitive specification of technical requirements for the design and
implementation of the Radio System.
c. 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.
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Downriver Community Conference, MI – Radio System RFP
2.2 Scope and contents
a. 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.
b. 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.
c. 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.
d. Refer to the table of contents for the organization of the RFP.
2.3 Applicable References
a. The following state, national and international standards are referenced in this specification.
1. Association of Public-Safety Communications Officials (APCO) P25 (P25) (Refer to
Section 3)
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Downriver Community Conference, MI – Radio System RFP
2.4 Intention
a. DCC/DMA intends to purchase a system complete and functional in all respects for the sole
use, operation and benefit of the Downriver communities.
2.5 Right to Cancel or Reject
a. 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.
2.6 Proposer Qualifications
a. 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.
b. Proposals will not be accepted from Proposer systems that do not meet the equivalency
requirements and productive use requirements established in this section.
c. 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.
d. 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.
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e. 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:
f.
i.
Agency and Department
ii.
Address
iii.
Point of Contact (Name and Title, Telephone and Fax Numbers)
iv.
Brief system overview description
v.
Comparative capabilities
vi.
Infrastructure
vii.
Number of towers
viii.
Number of Users
ix.
Number of Radios
x.
Date of Contract
xi.
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.
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2.7 RFP Administration
2.7.1 Compliance with Instructions
a. 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.
2.7.2 Intention to Respond
a. 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.
2.7.3 Correspondence, Communications and Questions
a. 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, KY 40324
Telephone: 502-370-4381
Email: dwieczorek@rcc.com
b. With complete copy of all correspondence sent to:
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Downriver Community Conference, MI – Radio System RFP
Kim Donahey, MBA
Chief Financial Director
Michigan Works! Southgate Service Center
Downriver Community Conference
15100 Northline Rd.
Southgate, MI 48195
Email: Kim.Donahey@dccwf.org
Direct: 734-362-7005
Fax: 734-407-0202
Website: www.dccwf.org
c. Contact with any other DCC/DMA personnel regarding this project is prohibited and is
grounds for rejection of proposal without further explanation or obligation.
d. 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.
e. Proposers shall notify DCC in writing immediately following discovery of any apparent
omissions or conflicts in this RFP.
2.7.4 Meetings with Proposers
2.7.4.1 Pre-Proposal Meeting
a. 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
b. 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.
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c. 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.
d. The vendors are allowed to contact the appropriate facilities for making arrangements
to visit the critical buildings identified in Appendix A.
2.7.4.2 Proposal Clarification Meetings
a. 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).
2.7.5 Duration of Applicability
a. 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.
2.7.6 Confidentiality
a. 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.
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2.7.7 Addenda
a. 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.
b. Interpretation or change of this RFP by any means other than a written addendum is not
valid.
2.7.8
Negotiations
a. 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.
2.7.9
Binding Contract
a. 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.
1. 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.
2. Rejection of Proposals
DCC/DMA reserves the right to reject all proposals, or parts thereof,
which are determined not to be in the best interest for DCC/DMA. Such
rejection is not subject to appeal.
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3. Funding
If funds are not appropriated for payment of this contract, DCC/DMA
may terminate the contract within thirty (30) day written notice without
any early termination penalties, charges, fees or cost of any kind to
DCC/DMA.
4. Delivery Terms
Proposals shall include delivery costs to the specified delivery point, all
transportation charges prepaid and borne by the contractor.
5. Delays in Delivery
Delays in delivery caused by bonafide strikes, government priority or
requisition, riots, fires, sabotage, acts of God or any other delay deemed
by DCC/DMA to be clearly and unequivocally beyond the contractor’s
control, shall be recognized by DCC/DMA. The vendor may be relieved
of meeting delivery time specified if vendor files with DCC/DMA a
request for extension of time, signed by a responsible official, giving in
detail the essential circumstances, which, upon verification by
DCC/DMA’s authorized representative, justifies such extension.
2.8
Tentative Schedule
a. RFP Packets available starting Thursday, August 25, 2011
b. Pre-Proposal Meeting/site visits on Friday September 9th, 2011 at 10:00 AM (ET)
c. Last day for submitting questions: Friday, September 16, 2011
d. Sealed Proposals due: Friday, October 7,2011 by 3:00 PM (ET)
e. Firms will be short-listed to the top firms by Friday, October 28, 2011
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f.
2.9
Interviews may be conducted with top Firms in Closed Session with the DCC/DMA
Committee during the week of November 7, 2011. Firm’s interview times will be
scheduled under separate correspondence following the receipt of proposals. During the
interview/workshop sessions, the vendor will be invited to provide presentations on their
RFP response. The vendor will be allowed to make their presentation to the DCC/DMA
evaluation committee. The vendor may include demonstration of the equipment being
proposed in their RFP response during the interview/workshop sessions.
Response Preparation and Submittal Instructions
a. All proposals must be received by 3:00 PM EDT October 7, 2011.
b. E-mail and/or faxed submission of proposals will not be accepted. All deliveries of
written submissions by Proposers shall be addressed as follows:
Downriver Community Conference
RFP #11-05: 800 MHz System
15100 Northline Rd., Room 134
Southgate, MI 48195
Attn: Kimberly Donahey
c. It is the Proposer’s sole responsibility to deliver the proposal. Proposals that are not
received by the Closing Date and Time specified above shall be returned unopened.
2.9.1 Proposal Contents and Organization
a. Proposals submitted in response to this RFP must include:
Package 1: Two (2) sets of the Original Proposal Documents together in a separately
sealed package. Each Original Proposal Documents Set shall include:



The signed original Transmittal Letter
The original Executive Summary
The original Proposal
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

The signed original Terms and Conditions Price Proposal
A CD-ROM containing a complete electronic version of the Proposal Documents and
any supporting documentation in PDF format.
Package 2: Technical Proposal Package

Two (2) copies of CD-ROM containing the following in PDF format:
 Executive Summary
 Proposal Volume.
Package 3: Price Proposal Package

Two (2) copies of CD-ROM containing the following in PDF format:
 Terms and Conditions & Price Proposal Volume, in a separate sealed
package.
b. Each of the three sets of materials listed above must be sealed in separate packages, and
each package must be clearly labeled, with the following content designation on outside
cover:
RFP #11-05: 800 MHz Trunked Radio Communications System
October 7, 2011
c. The requirements for content and organization of the proposal documents are provided in
the following paragraphs.
2.9.2 Transmittal Letter
a. The Transmittal Letter shall be in the form of a standard business letter and shall be
signed by an individual authorized to legally bind the Proposer. The Transmittal Letter
MUST:
i. identify the submitting organization;
ii. identify the name and title of the person authorized by the organization to
contractually obligate the organization;
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iii. identify the name, title, telephone number and e-mail address of the person
authorized to negotiate the contract on behalf of the organization;
iv. identify the names, titles and telephone numbers of persons to be contacted for
clarification;
v. be signed by the person authorized to contractually obligate the organization;
vi. acknowledge receipt of any and all addenda to this RFP.
b. Proposer Certification
i. Respond with a statement as outlined below:
The undersigned Proposer hereby certifies that this proposal is submitted in response to, and
complies with all RFP requirements of, the RFP and subsequent modifications as issued by the
DCC/DMA. Proposer has read this Request for Proposal (RFP) #11-05: 800 MHz Trunked Radio
Communications System, all the attachments, addenda (if any) and exhibits issued for this project
and understand their contents and requirements.
This proposal includes and acknowledges addenda No. ___-___ that have been issued for this
request.
Binding Signatures:
The undersigned firm, submitting their proposal, hereby declares and agrees to be bound, and to
perform the work in accordance with all the terms, conditions and requirements of the within and
foregoing proposal, the contract, the applicable specifications and special provisions, and the
schedule of prices as hereby submitted and made part of their proposal submission.
Firm Name: _________________________________________
Address:
________________________________________
(Street/City Office Box)
_________________________________________
(City) (State) (Zip Code)
Telephone Number:_________________________________________
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(Area Code)
Authorized Signature: ________________________________________
(Sign in Ink)
Print Name: _________________________________________
(Title)
Name, title, address, and telephone Number
of individual designated as the single point
of contact and Project Manager for all work
to be Performed under this contract, and all
sub proposers to be employed n the work
effort.
2.9.3 Executive Summary
a. The Executive Summary shall provide an overview of the Proposer’s qualifications and
the proposed approach to satisfying the requirements of this Radio System solicitation,
including the technical solution, implementation plan and management plan. The
Executive Summary shall be limited to a maximum of 10 pages of text with up to 10
pages of additional maps and charts permitted.
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b. The Executive Summary must not contain any system cost or pricing information.
2.9.4 Proposal
a. The Proposal shall be a bound, labeled volume, separate from the Terms and Conditions
& Price Proposal, and shall have the inventory number of the copy (e.g., Copy 1 of 2)
included on the cover.
b. The Proposal must address all technical and service requirements and shall be submitted
in the format and sequence described.
a) Section 1: Organizational Overview and Qualifications
i.
In this section of the proposal, each Proposer shall provide an overview of their
organization, along with descriptions and supporting evidence of their corporate
qualifications with respect to the qualification criteria specified in RFP Section 2.6. The
same information must also be provided for all proposed subcontractors to demonstrate a
subcontractor’s qualifications to perform a specifically designated portion of the project.
ii.
In their response, Proposers shall provide the required references for qualifying
operational Radio Systems, and describe their experience in providing services similar to
those required in this RFP to public safety clients. Proposers shall describe how and to
what extent each of their references is relevant to this Radio System implementation.
Subcontractor references incorporated to establish qualifications must be clearly
identified and attributed.
b) Section 2: Technical Requirements
i.
Proposers must provide in this section their plans for accomplishing the Radio System
Technical Requirements as specified in RFP Section 4. Proposers are to provide a
written response under each requirement. Responses that do not explicitly address each
requirement will be considered non-compliant. The written response shall begin with a
statement of compliance in accordance with the Compliance response coding
instructions below. In addition, a statement of availability of the capability proposed to
satisfy each numbered requirement shall be included, in accordance with the Availability
response instructions below.
Compliance - the extent to which the Proposer’s approach or technical solution satisfies
the specific requirement:
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(F) Fully Compliant – The proposed solution is fully and unconditionally
compliant with the specified requirements.
(C) Conditionally Compliant – The proposed solution will satisfy the specified
requirements under a specific set of conditions or operational constraints, but
cannot be unconditionally warranted to meet the requirements.
(N) Non-Compliant - The proposed solution cannot meet the requirements as
specified.
Availability - an indication that the proposed solution is available as an existing COTS
capability or is developmental.
Production COTS – The proposed capability is provided by a fully-functional
commercial-off-the-shelf production product or component. The table must
indicate the Proposer’s reference (one or more of the corporate references
provided in response to the Qualifications section of the RFP) at which the
capability is in use.
Developmental – The proposed capability is not in full production, and some
development is required (includes pre-production and limited production
products). The referenced proposal section must provide a detailed description of
the development effort that is required.
c) Section 3: Implementation Requirements
Proposers must provide in this section their plans for accomplishing the Radio System
implementation program as specified in RFP Section 6. Proposers are to provide a written
response under each requirement.
d) Section 4: Warranty and Support Requirements
Proposers must provide in this section their plans for accomplishing the Radio System and
support program as specified in RFP Section 7 Proposers are to provide a written response under
each requirement.
e) Section 5: Training Requirements
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Proposers must provide in this section their plans for accomplishing the Radio System training
program as specified in RFP Section 8. Proposers are to provide a written response under each
requirement.
f) Section 6: Product Literature Appendix
Standard product literature, data sheets and other pertinent technical information for standard
products, components and software proposed for inclusion in the system shall be included in this
appendix to the technical proposal. Failure to include appropriate product information for any
proposed component may adversely impact the evaluation score for that component or capability.
2.9.5 Terms and Conditions and Cost Proposal
i.
The Terms and Conditions and Cost Proposal shall be a bound and labeled volume,
separate from the Technical Proposal, and shall display the inventory number of the copy
(e.g., Copy 1 of 2) on the cover.
ii.
The Contract and Cost Proposal must address detailed contract and pricing information
for the system, and must be submitted in the format and sequence described below.
a) Section 1: Contract Terms and Conditions
i.
Proposers shall include a statement of compliance with the contract terms and conditions
of this RFP Section 9 “Terms and Conditions.” The statement of compliance must
explicitly state either:
1. that the Proposer unconditionally and without exception, accepts and agrees to
be bound by all of the provisions of the Standard Contract and the special terms
and conditions; or
2. that the Proposer conditionally accepts and agrees to be bound by the provisions
of the Standard Contract and special terms and conditions.
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ii.
In the event that acceptance is conditional for a specific element of the contract terms
and conditions, the Proposer must fully and clearly describe the conditions under which
the terms and conditions are acceptable, and the conditions under which the Proposer will
not accept the terms and conditions. If the Proposer takes exception to a specific element
of the standard and special terms and conditions, the Proposer must clearly and fully
define the exception, and must propose an alternate statement of the excepted terms or
conditions that would be unconditionally acceptable to the Proposer. Proposers are
advised that any exception or conditional acceptance that is determined to be critical
material to DCC/DMA may be grounds for elimination in the selection process.
b) Section 2: Proposer’s Terms and Conditions
i.
In this section of the Proposal, the Proposer shall include any additional terms and conditions
that the Proposer requires to be incorporated in the Contract.
ii.
Proposers are advised to use caution to ensure that their required additional terms and
conditions are not in conflict with the specified terms and conditions, which could result in an
unfavorable evaluation or elimination from the selection process.
c) Section 4: Cost Proposal
i.
All equipment prices shall include a breakdown of major equipment. Equipment shall be
sorted by site. Equipment proposed to be installed at each physical location shall be
clearly identified by part and/or model number, quantity, and unit pricing. Non sitespecific items such as software licenses, test equipment, spare parts, miscellaneous
supplies and materials, etc. shall be itemized under the site “other”.
ii.
Radio unit pricing shall be detailed and itemized. All subscriber unit models,
configurations, software, firmware, standard options, special options, and accessories
available from the manufacturer shall be included in a separate radio matrix.
iii.
Detailed pricing must be provided for all equipment, software and services. Proposers
shall prepare and include in their proposals a summary price table and a set of detailed
price tables, as follows.
d) Price Summary Table
i.
The Price Summary shall provide a proposed price for each of the major system
components and services:
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Price Summary
Site
Cost Element
Total
Proposed
Price
Equipment
Total System Price
Services
System
Implementation
Maintenance
Training
Services
Summary
Total
Price
ii.
Price
Proposed
Proposer may also provide various payment options for the total proposed price.
e) Bill of Materials
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Proposer shall provide an itemized Bill of Materials itemizing all equipment and software and
software licenses included in the system, and organized by subsystem, workstation or other major
component assembly. For each item in the Bill of Material, the Item Description, Quantity, Unit
Cost and Total Cost must be provided.
Subsystem and component costs must roll up to the costs shown in the Price Summary Table.
i.
System Implementation Cost
Proposer shall provide cost details for system implementation, including the nonrecurring costs and services including, but not limited to; engineering, factory staging,
delivery/freight, installation, permits/fees, acceptance testing, project management,
warranty, and service contracts shall be priced separately for each system element.
Proposer shall provide the cost details for implementation in accordance with RFP
Section 4. Subsystem and component costs must roll up to the costs shown in the Price
Summary Table.
ii.
Warranty Cost Detail
Proposer shall provide the cost details for providing System Warranty and Support in
accordance with Section 7. The cost detail matrices provided must identify the total costs
for each item in the Bill of Materials, including the cost of each of the options identified
in RFP Section 7. The detailed costs must roll up to the costs shown in the Price
Summary Table.
iii.
Training Cost Detail
Proposer shall provide the cost details for providing Training in accordance with RFP
Section 8. The cost detail matrices provided must identify the quantity, unit price and
total price for each type of training.
iv.
Maintenance Cost Detail (after expiration of the warranty)
Proposer shall provide the cost details for providing System Maintenance and Support in
accordance with Section 7. The cost detail matrices provided must identify the total costs
for each item in the Bill of Materials, including the cost of each of the options identified
in RFP Section 7. The detailed costs must roll up to the costs shown in the Price
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Summary Table. The maintenance costs shall be provided for 10 years after expiration of
the warranty.
f) Section 5: Corporate Data
Proposers shall provide the following documents for the Proposer’s Company and for each of the
proposed subcontractors:

a copy of the most recent audited financial statement or audit;

a document evidencing bonding or application for bonding, as applicable;

current tax documents evidencing legal status (i.e., for profit or nonprofit corporation,
partnership) and federal tax identification number;

documents evidencing current liability insurance; and

documentation evidencing current registration to do business in the State of Michigan.
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3.
PROPOSAL EVALUATION AND SELECTION PROCESS
3.1 Introduction
a. DCC/DMA and its consultant will conduct a comprehensive, fair, and impartial evaluation of
proposals received in response to this procurement effort. All proposals will be evaluated by how
well the proposal satisfies the described/stated needs, rather than how exactly the proposal
matches the strictest interpretation of the terminology and design concepts stated herein. Newly
emerging technologies, additional features, and the ability of the proposed solutions to adapt to
the evolution of wireless communications will be a consideration.
b. The evaluation will be conducted in four phases:
Phase 1 - Evaluation of Mandatory Requirements and Initial Screening.
Phase 2 - Evaluation of Technical Proposals.
Phase 3 - Evaluation of Cost Proposals.
Phase 4 - Ranking of Proposals.
3.2 Proposal Evaluation Phase 1 - Mandatory Requirements
a. The purpose of this phase is to determine if each proposal is eligible for award of a contract,
thus justifying a complete evaluation.
b. Proposals will be evaluated to determine if they are complete and whether they comply with
the instructions included in DCC/DMA’s Request for Proposal document and they contain
the required forms and affidavits as outlined.
c. Those proposals determined to be suitable for award will be evaluated by the technical
committee. Failure to comply with the instructions or to submit a complete proposal may
deem a proposal not suitable. DCC/DMA reserves the right to waive minor irregularities.
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3.3 Proposal Evaluation Phase 2 - Technical Proposals
a. Any technical proposal that is incomplete or in which there are significant inconsistencies or
inaccuracies may be rejected by DCC/DMA. Technical proposals will be evaluated to
determine if they comply with the instructions to Contractors listed in this RFP. DCC/DMA
reserves the right to reject any or all proposals.
3.3.1 Evaluation Organization
a. A Technical Evaluation Committee will be established to score and evaluate the
submitted technical proposals.
b. The Technical Evaluation Committee may include members from DCC/DMA's affected
agencies who have experience with voice and data communications systems in
participating local governments and/or a background in communications related
activities. The Committee will be responsible for the technical proposal evaluation
(including corporate reference checks).
3.3.2 Evaluation of the Technical Proposals
a. DCC/DMA and its consultant will evaluate the Contractor's response and the extent to
which it meets the requirements delineated in this RFP. Detailed evaluation criteria have
been developed to cover each of the RFP areas, and standardized tools and a well defined
scoring system will be used to evaluate the responses. These will not be made public, but
the following specific areas of interest have been identified as priorities for the project:

Coverage design maximizing the use of existing sites and ensuring coverage in
“must cover” buildings. Overall approach to coverage design and quality of the
provided coverage plots will be an important part of this aspect of evaluation.

Fault tolerance. Fall–back modes of operation and avoidance of single points of
failure will be closely scrutinized.

Interoperability. Technically enabling DCC/DMA to enter into mutual roaming
agreements with the adjacent systems and the functionality of network–level
solutions with non-RF compatible systems will be of particular importance.
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
Compliance with/upgradeability to P25 Phase II. Vendor’s capability to upgrade
the proposed technology to P25 Phase II will be evaluated taking into
consideration the level of information provided, the technical ease of migration,
pricing clarity and commitment.

Range of capabilities for the proposed subscriber equipment. DCC/DMA will
evaluate ability of the proposers to supply all of the required accessories and
features as well as the ability to meet DCC/DMA’s financial and functional needs
for all potential users of the system.

Compatibility with and use of the DCC/DMA provided fiber/microwave
network.

Warranty/maintenance/support – Capability of the vendor to provide long-term
local support of the system proposed (Infrastructure, subscriber or both as
applicable).

Cut-over and migration plans to the new system.
3.4 Proposal Evaluation Phase 3 - Cost Proposals
a. At the conclusion of the Technical Evaluation for each technical proposal considered
acceptable, the corresponding cost proposal will be examined to determine if the cost
proposal is consistent with the technical proposal and its calculations are accurate.
b. Any cost proposal that is incomplete or in which there are significant inconsistencies or
inaccuracies may be rejected by DCC/DMA. DCC/DMA reserves the right to reject any
or all proposals.
3.5 Proposal Evaluation Phase 4
a. Finally, all proposals that have been evaluated through proposal evaluation phase 3 will
be ranked according to the scores received through the previous phases.
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b. DCC/DMA may request the Proposer to give an oral presentation on the information
provided in the Proposal. This presentation will be only to clarify information submitted
in the Proposal, not to change the Proposal. Therefore, Proposers should submit a
complete Proposal. (Any verbal presentation may be transcribed and included as part of
the Proposer’s official Proposal, at DCC/DMA’s option.)
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4.
DESCRIPTION OF EXISTING SYSTEM
4.1 Existing DMA Radio System
a. The current radio system is a 16 channel Motorola Smartnet II 800 MHz simulcast
trunked system. It is a dual mode system with both analog and digital trunked talkgroups.
The FCC Call Sign for this system is WPIU702. There are four (4) tower sites and one
main communications room. The tower sites are located in Flat Rock, Riverview, Ecorse
and Taylor. The communications room for the prime site is located at the Taylor Police
Department located on 23515 Goddard Rd.
b. The transmitter/receiver sites for the DMA 800 trunked system are at the following
locations:
Site
Coordinates
Flat Rock
42-05-47
83-17-53
Riverview
42-09-44
83-12-20
Ecorse
42-14-42
83-08-51
Taylor
42-15-23
83-16-58
Tower
Registration
No.
ASR:
1217446
ASR:
1001046
ASR:
1217447
ASR:
1061542
Ground
Elevation
(meter)
181.0
Address
26848 Will Carleton Rd.,
Flat Rock
20863 Grange Rd.,
Riverview
177.4
71 Cicotte St., Ecorse
190.5
25360 Ecorse Rd., Taylor
182.9
c. All towers except for Taylor are free of rent and are either owned by DMA or have longterm leases. The tower at the City of Taylor site was recently sold to a private tower
company (TowerCo.). See Section 3.1.1 for additional information.
d. All sites have similar equipment as follows:




PiRod Self-Supporting Tower
Shelter; approximately 20’ x 10.5’ x 10’
AC Service: Single Phase, 300 Amp
Generator; GTS Systems, natural gas, (45 KW, 3 phase)
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








UPS; Best Power, Ferrups, (18 KVA)
16 Motorola Quantar stations
1 Motorola Quantar station (as backup conventional fail-safe system)
Controller; Smartnet II
Motorola TeNSr channel bank equipment interfaced to Comcast fiber optic ATM
MOSCAD alarm monitoring equipment (the system is monitored by Motorola in
Schaumburg, IL)
Transmitter Combiner: Cellwave WIJD860-6T
Receiver Multicoupler: Celwave TDF6501A-1
Motorola R56 site grounding
e. DMA is also in process of installing microwave links at some of the tower sites (Ecorse,
Riverview, Flat Rock).
f.
The prime site for the DMA trunked system is located at Taylor PD. It houses the
Motorola Zone Controller (T5825A) and main and alternate controllers (T5272A). There
are 4 control stations installed in one of the racks as follows:




MPSCS 82C911 – Motorola ASTRO control station
WW MA1 Motorola ASTRO Control station
WC MA1 Motorola ASTRO Control station
Motorola MCS 2000 control station
g. The prime site communications room houses other equipment including 911 servers.
There is a 90 KW diesel generator (480/277 V, 3 phase) that provides backup power to
the building.
4.1.1 City of Taylor Tower
a. The tower at the City of Taylor site was recently sold to a private tower company (TowerCo.;
Site # M12017). The current DMA antenna system is located at the top level of the tower.
The current DMA loading on the tower is grandfathered. However, any changes (i.e.,
additional antennas, lines) may change the terms of the contract.
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4.1.2 PSAPs
a. 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. Each PSAP is equipped
with one Motorola Centracom Elite radio dispatch console position and a 19” flat panel
display. A stand-alone Motorola Astro control station provides backup capability in the event
the dispatch console is severed from the network. The dispatch console is connected to the
800 MHz trunked network (prime site) via the Comcast fiber network.
b. DCC has long term plans to combine PSAPs. This initiative has already started with three
communities of Lincoln Park, Southgate and Wyandotte as the Downriver Central Dispatch.
The combined dispatch is located at the Wyandotte PD and consists of three radio console
positions (a forth position equipped with backup control station). The center makes routine
use of the console’s talkgroup merge (patch) feature which allows multiple talkgroups to be
patched together on one voice channel. For example, a police dispatch position can combine
two or more of the member police talkgroups into one dispatch talkgroup for the duration of
that shift.
c. The radio console primarily controls the trunked radio system and except for the Taylor PD
console, there are no other conventional channels or functionality (outside the trunked radio
system) included in the console. The Taylor PD radio console, being at the same building
where the radio system prime site is located, includes alarm functions for the
Communications Room. The alarms for the communications room displayed on the console
screen are as follows:






Door
Smoke
High Temperature
Low Temperature
UPS Low battery
UPS - Running
-
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4.1.3 Microwave Network
a. DCC leases fiber optic ATM and T1 services for its member 911 traffic. The radio dispatch
consoles are also connected to the trunked system prime site at Taylor PD through the leased
Comcast service. DCC is in the process of replacing some of the leased fiber network with
DCC owned microwave network. A map of the current and future planned microwave
network is shown in Appendix B.
4.1.4 Radio system users
a. The DMA system primarily supports the member DCC public safety police and fire users.
District Court Police (Districts 23rd, 24th and 33rd) are also on the system. In addition,
Gibraltar Public Works and Riverview Public Works have their subscriber radios on the
system.
4.1.5 Subscriber radios and quantities
a. The table in Appendix C shows the inventory of the DCC subscriber radios. The type and
model number of the subscriber radios are as follows:
Portables are Motorola XTS3000 Model H09UCF9PW7BN
Mobiles are Motorola Astro Spectra Plus D04UJH9SW3AN, W4 and W5s
Consolettes are Motorola Astro Spectra Model L04UJH9PW7AN
4.1.6 Backup Measures
a. The DMA radio system has multiple levels of backups. The trunked system technology has
its own inherent backup measures providing multiple channels and levels of redundancy. If
the entire simulcast system is down, then the four tower sites will operate in site-trunking
mode where each site is programmed to operate independently on four of the 16 channels. In
this mode of operation, the towers are no longer operating in simulcast mode.
b. The DCC also has an additional level of backup consisting of an existing stand-alone single
conventional 800 MHz channel at each site.
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c. Each site is also equipped with power back up including UPS and generator.
4.2 System maintenance
a. DMA is in contract with Motorola Schaumburg for maintenance of the infrastructure. The
system is continuously monitored by Motorola Schaumburg through the installed MOSCAD
alarm and monitoring system. The maintenance of the subscriber units is not included in this
contract and is handled by the individual communities as need arises.
4.3 Statement of Problems
a. The current system is at the end of its life and is outdated. It uses proprietary technology and
prevents the consortiums shareholders from competitively bidding services and equipment.
Further, this proprietary system has an unacceptable yearly maintenance cost for technology
no longer supported by the manufacturer. The consortium is therefore procuring technology
that is standards based and one which will provide APCO Project 25 compliance.
b. Encryption is lacking and will be an essential upgrade.
c. Onsite maintenance and support of the system is lacking in the present configuration. The
Technology Committee recommends that upgrades provide redundancy and permit access
and support across both assigned police and fire personnel. That standards based equipment
should deter end of life issues as presently experienced and repair and replacement could be
covered by “off the shelf” products.
4.4 Statement of Needs
a. The Technology Committee identified the ownership of tower sites and channels as essential
assets that should be passed on to the future generations of public safety employees and
recognizes that should they be forfeit there would most certainly be insurmountable obstacles
to their replacement. Local control assures that shareholder issues are responded to in a
timely fashion and the governance and administration of the system is continued with their
interests in defining decisions.
b. At present the consortium enjoys favorable portable in-building coverage for its public safety
personnel and wishes to, at a minimum, maintain, and if possible, enhance it.
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c. Interoperability is currently considered sufficient as demonstrated during a recent funeral
detail where Detroit Police, Michigan State Police and other local police and fire personnel
communicated without issue. Local control does not require additional contact and authority
and or setup from outside sources. The present system maintains a wide range of talk groups
that are available for Public Safety personnel and can be further broken down to smaller
groups as the situation dictates. The PSAPs have the ability to patch with other groups and
decisions are made at the shift level which provides timely and effective use as incidents
quickly form and change in scope.
4.5 Rebanding
a. DCC is in negotiation with Sprint Nextel to have its 800 MHz Public Safety radio system
“rebanded” according to a Report and Order (R&O) which was issued by the Federal
Communications Commission (FCC) on August 6, 2004. The negotiation will result in a final
Frequency Reconfiguration Agreement (FRA).
b. By the time the contract is awarded the existing system will have been rebanded and will be
operating on channels in the new NPSPAC band (851-854 MHz).
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5.
TECHNICAL REQUIREMENTS
5.1 Introduction
a. It is the intent of the DCC/DMA to upgrade to a single 16-channel, 4-site 700/800 MHz
simulcast system, providing DCC/DMA with in-building coverage (all channels in current
use are 800 MHz but the subscriber units and base stations need to be capable of operating in
700 MHz band).
b. It is very important that the system coverage of the proposed system shall at a minimum be
equivalent to that of the current system. No loss of coverage or degradation of audio quality
may result from the system replacement.
c. Coverage engineering, using the existing 4 sites only, will be among the most critical
evaluation criteria. Coverage maps will be evaluated based on the guaranteed coverage area
provided by the proposed system design. (Coverage tests will be based on the coverage area
predicted by the Proposer, and will not be limited to the current DCC service area
boundaries.)
d. Coverage maps will clearly show the areas with buildings with signal penetration losses of up
to 15 dB with reliable radio signal coverage. The Proposer will guarantee with a minimum
98% signal reliability and a Delivered Audio Quality (DAQ) of 3.4 (speech understandable
without repetition, but with some noise or distortion present) for portable radios (with
antenna on the portable) worn at belt level inside a non-swivel carry-case in accordance with
the coverage maps included in the proposal.
e. Coverage maps will also be produced to show the 98% reliable coverage area that will be
provided for portable radios (with antenna on the portable) worn at belt level inside a nonswivel carry-case outdoors.
f.
Coverage maps will also be produced to show the 98% reliable coverage area that will be
provided for portable radios (with antenna on the portable) held at head level outdoors.
g. Coverage maps will also be produced to show the 98% reliable coverage area that will be
provided for mobile radios with rooftop antennas.
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h. In addition, the DCC/DMA has included a list of critical building coverage test points in
Appendix A that includes hospitals, schools, major public buildings, major commercial
buildings, factories, and other designated facilities that have been identified by fire, police,
EMS, and other users as buildings within which reliable signal coverage is specifically
required. During site surveys, proposers are encouraged to measure the signal penetrability of
these buildings, and if the signal coverage reliability threshold will not be met, include signal
amplification equipment in their proposals. Itemized pricing.
i.
Further, it is required by DCC/DMA that the system utilizes P25 digital modulation and
trunking technology and the most frequency efficient wide area system design architecture
available to ensure reliable Public Safety communications.
j.
While this document attempts to describe all the parts of a complete radio system that
includes fixed location radio equipment, operator control consoles, associated antenna
systems, mobile and portable radios, RF control stations, and network control equipment, it is
the ultimate responsibility of the Proposer to make sure the system is complete and meets the
required specifications as set forth herein.
5.2 General Requirements
1. The proposed system shall include technical capability to support at least 16,000 radio unit
IDs.
2. The proposed system shall provide interoperability among all agencies using 700/800 MHz
systems within Wayne County and neighboring cities, counties and the State of Michigan
Public Safety Communications System (MPSCS). The methods of interoperability will be
described in detail in the proposals.
3. The proposed subscriber radios (mobile, portable and control station) must have met the
established MPSCS technical and operational standards and be certified as eligible for use on
the MPSCS before the Contract will be executed. Additional information can be found at
http://www.michigan.gov/mpscs.
4. The proposed subscriber radios (mobile, portable and control station) shall have passed the
interoperability requirements of the Department of Homeland Security (DHS) P25
Compliance Assessment Program (CAP) before the Contract will be executed. Please provide
the corresponding certification numbers for subscriber radios in P25 Phase 1 and Phase 2 as
applicable.
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5. The proposed system shall be provisioned with the AES encryption algorithm.
6. The proposer is required to include the current 4 tower sites owned/leased by the DCC/DMA
(See Section 4.1).
7. The proposer is required to use the 16 NPSPAC frequencies licensed by the DCC under call
sign WPIU702. (See Appendix D for a list of frequencies.)
5.3 General Recommendations
a. During the site surveys, Proposers are expected to carefully analyze the facilities listed below.
Should Proposer choose not to use the existing infrastructure and/or propose something different,
a detailed explanation as to why and what cost impact there is to the DCC/DMA shall be
provided.
b. The proposer is encouraged to use the existing DCC/DMA Comcast Fiber/Microwave
connectivity to the existing 4 sites and the PSAPs (See Section 4.1.3).
c. The proposer is encouraged to use the existing backup generator power and UPS (See Section
4.1).
5.4 Open System Architecture
a. The system proposed shall be compliant with the currently adopted and approved P25 standards
for trunking. Proposers offering a system claiming to meet TIA/EIA IS/TSB102 (P25) digital
radio trunking technical specifications must provide sufficient technical details, conformance
certifications and delivery guarantees.
b. The Proposer shall meet as a minimum the P25 Standards noted as “mandatory” within the P25
Statement of Requirements document dated March 3, 2010 including those listed below, and
answer each of the following requirements on a line by line basis. Proposer failing to answer each
item may be subject to disqualification.
1. Mandatory Common Air Interface (CAI)
i. ANSI/TIA102BABA - IMBE Vocoder Description
ii. ANSI/TIA102BABB-A – IMBE Vocoder Conformance
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iii. TSB102-A ANSI102BAAA – 12.5 KHz Channel Bandwidth
iv. ANSI/TIA102BAAA – FDMA
v. ANSI/TIA102CAAA – QPSK-C-C4FM
2. Mandatory Trunking Features for P25 Per TIA Documents TSB102-A, TSB102AABA,
ANSI/EIA, TIA102AABB, and ANSI/EIA/TIA102AABC:
i. Broadcast Voice Call
ii. Individual Voice Call
iii. Registration
iv. Roaming
v. Analog Mutual aid
3. Standard Optional Trunking Features Per P25 Documents TSB102 –A, TSB102AABA,
ANSI/EIA/TIA102AABB, and ANSI/EIA/TIA102AABC:
i. Priority Call
ii. Call Interrupt
iii. Discreet Listening
iv. Silent Emergency
v. Talking Party Identification
vi. Call Alerting
vii. Call Restriction
viii. Affiliation
ix. Call Routing
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4. All fixed site receivers and transmitters, mobiles, and portables must conform to the
TIA/EIA 102.CAAA-Digital C4FM/CQPSK Transceiver Measurement Methods
document and the TIA/EIA 102.CAAB-C-Transceiver Performance Recommendations.
5. Encryption Features Per P25 Document ANSI/TIA102AAAD-A:
i. AES Encryption of CAI Voice
6. The DCC/DMA desires that the system will be fully compliant with Project 25 Inter-RF
Subsystem Interface (ISSI) Messages and Procedures for Voice Services, TIA102.BACC-A . This includes compliancy with
i. Protocol Specification TIA-102.BACA-A
ii. Conformance Test Procedures TIA-102.CACC
iii. Performance Recommendations TIA-102.CACA
iv. Performance Measurement Methods TIA-102.CACB-1
v. The ISSI must be capable of passing the P-25 required Interoperability Test
Procedures (TIA-102.CACD ).
7. Note: If the system is not initially compliant with the above ISSI standards, the proposer
shall detail all costs and technical impact of upgrading the system to compliance.
5.5 Trunked Radio System
5.5.1 Network Requirements
a. Overall control of the trunked radio network may be accomplished through use of distributed
electronics for additional reliability. Network control electronics includes maintenance of
radio registration records, audio switching, simulcast control, microwave (or other medium)
loop switching control, and all other control and monitoring functions of the radio system
infrastructure.
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5.5.2 Controller Configuration
a. The following controller configuration is one way that the trunked radio network control
system can be configured. Proposers may propose a system utilizing this approach, or may
offer an alternative approach, either of which should provide the following minimum level of
reliability:
b. The system architecture shall be fault tolerant such that a single point failure of any electronic
device, (i.e. card, module, power supply, CPU, etc.) will not significantly affect the operation
or performance of the system.
c. The Proposer shall offer a significant discussion of the redundancy offered to protect the
communications system.
5.5.3 Functions of network control elements
a. Functions of the network control elements shall include:
i.
Maintaining a concurrent record of unit identification registrations.
ii.
Proposers shall provide for at least 2,000 unit IDs initially, and be capable of expansion
to at least 16,000 unit IDs. Note: if the proposer will impose any additional costs for
licenses to grow from the initial to the expanded ID count, these costs must be clearly
stated in the proposals.
iii.
Maintaining a list of talk group assignments for each mobile radio, portable radio, and RF
control station.
iv.
Providing audio switching between radio sites and radio consoles.
v.
Controlling functions and features in all radio consoles.
vi.
Maintaining the priority level status of every talk group and assignment of radio
channels. At least eight (8) levels of priority shall be available.
vii.
Scalable to be able to provide sufficient growth; proposers shall state the maximum
network capacity of the network.
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viii.
Providing multi-level password control for changing functions of the network controllers.
5.5.4 Network Control Terminals
a. The network control terminal(s) shall maintain a concurrent record of unit identification
registrations.
b. Two network control terminals shall be provided and placed at locations determined by the
DCC/DMA.
c. Each network control terminal shall include a flat panel LCD monitor of at least 21”,
keyboard, mouse and a parallel or Universal Serial Bus (USB) laser printer.
d. Sufficient memory shall be provided and installed in the computer to support system
software, but have a minimum of 30 day memory.
e. The network control terminals shall have manager software and report generator modules
with the following report.
i.
Provision of traffic data reports. The Proposer shall include a description of the
standard traffic reports that will be available.
ii.
Display and printing of radio system alarm data. The Proposer shall include a
description of the standard alarms that will be available.
iii.
Provision of usage statistics on a per-user and per-talkgroup basis.
5.5.5 Talk Groups and Talk Group Priorities
a. The network control system is to have the capacity to manage the assignment of numerous
unique talk groups concurrently throughout the Network. Proposer shall identify system
capacities for talkgroups.
b. The radio system shall be capable of at least 1000 talkgroups.
c. The radio system shall be capable of at least eight (8) levels of priority.
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d. Assignment of priority levels shall be made at a network control terminal.
e. The network controllers, including distributed radio system control, shall have the capability
to receive requests for access to the system from mobile radios, portable radios, or control
stations via over-the-air signaling from the radios.
f.
It shall identify any unused channel and direct the signaling system to move the addressed
unit or units to the selected RF channel.
g. The network control system shall incorporate those features needed to permit the switching of
discrete units and/or groups of units.
h. The network control system shall assign channels in accordance with priorities and group
assignments established by the system user.
i.
Emergency priority shall be accomplished by equipping all mobiles, portables, and control
stations in the system with a priority emergency switch which, when activated, will provide
the user with instant notification to the dispatcher, other radios on the same talk groups with
display equipped radio, and the network control terminals that an emergency exists. A
manager using a network control terminal shall have the ability to disable the emergency alert
from any radio.
j.
The dispatcher and the network control terminals shall also immediately receive a display of
the unit number or identification of the unit having the emergency.
k. The radio system shall be capable of using alias IDs. Proposer shall thoroughly describe the
means by which Alias IDs are entered, stored and shared among various system devices,
including but not limited to system management terminals, dispatch consoles, and subscriber
units.
5.5.6 Site Control Electronics
a. Proposals shall also include a detailed discussion of the impact to the overall system when a
given site loses its communications link to the network control system, and methods to
mitigate any identified problems.
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5.5.7 Modulation and Multiple Access Techniques
a. Compliance with the APCO P25 Phase I standard is required.
b. Future compliance with the P25 CAI Phase II standard modulation and multiple access
technique is desired (H-CPM and H-DQPSK, 2-slot TDMA). The proposer shall provide:

a binding commitment to upgradeability

technical and logistical detailed descriptions of such an upgrade

detailed description of technical and functional impact of such upgrade (capacity,
coverage, functionality)

a binding quote for such an upgrade
5.5.8 Mobiles and Portables
a. All mobile and portable radios to be provided under this project shall be capable of trunking
operations across all of the frequencies assigned to the Public Safety Service in the 700/800
MHz band.
b. Must support analog and digital direct radio to radio operation
c. All trunking radios provided in this Project, including those fixed location radios used at all
sites, shall employ a consistent method of P25 digital voice modulation.
d. All mobile and portable radios shall also be able to transmit and receive in a conventional
analog modulation mode but only when used to intercommunicate through conventional
analog modulation interoperability mobile relay stations, and when used to intercommunicate
on a direct radio to radio basis. Direct radio to radio inter-communication in a digital mode is
required.
e. The digital radio method used for direct radio-to-radio communications is required to be the
same method used in the trunked mode for P25 compatibility.
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5.5.9 Console Priority
a. A dispatch center operator using a radio communications control console tied into the system
over the site inter-connection network, shall be able to interrupt and transmit on any talk
group programmed in the console, even when that talk group is in use by a user member of
the talk group who is transmitting to other members of the talk group.
5.5.10 Simulcast Optimizing
a. The Proposer shall describe in detail the method used to accomplish phase, amplitude, and
frequency synchronization on all simulcast transmitters.
b. The Proposer's design shall include methods of minimizing adverse effects on signal quality
if one or more transmitters should fail.
5.5.11 Telephone Interconnect System (optional)
a. The system shall be equipped with five interconnect connections to the public switched
telephone network.
b. The duration and extendibility of interconnect calls shall be programmable by the system
administrator and/or a dispatcher.
c. The system administrator shall have the ability to enable and disable the telephone
interconnect feature by unit ID, talkgroup ID, and channel resource.
d. The system priority level assigned to interconnect calls shall be programmable by the system
administrator.
e. Interconnect calls shall be provided in a half duplex mode at a minimum.
f.
For units with telephone interconnect capability enabled, it shall be possible to call a specific
radio from a telephone set on the public switched network even if that radio is set on a talk
group.
g. Proposals shall explain exactly how calling a radio from a telephone set will be
accomplished.
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h. The system shall have the ability to track usage statistics and audits of calls being made.
Proposers shall provide a copy of such report.
5.5.12 Encryption
a. Encryption shall be accomplished using a digital format with 256-bit AES Federal standards.
b. There shall be no reduction in audio quality or radio area coverage when operating in the
encrypted mode compared to the clear mode.
c. Trunked radio system features such as scan, unit I.D., and emergency shall operate while in
the encrypted mode.
d. The system shall support over-the-air re-keying (OTAR) of encrypted key codes and provide
for at least 16 multiple keys.
e. Encryption synchronization shall be transmitted continuously to accommodate reacquisition
during fading conditions and to enable users to join a conversation in progress.
f.
Proposers shall provide an end to end timing diagram showing audio delays in the P25 digital
mode and the AES encrypted mode from PTT by one unit to receive unmute on another unit
operating on a different site in the same system.
g. The Proposer shall provide, as an option in the subscriber equipment matrix, all necessary
encryption modules, key loaders, software, hardware, key management computers, OTAR
components, and any other equipment required to implement fully an encryption system in
conformance with these requirements.
5.5.13 Degradation
a. Proposers shall include a complete and detailed written description of the levels of
degradation that can occur with failures of system elements and how to correct these failures.
This written description shall include all potential failure scenarios, including the failure of:
ii.
a control channel station.
iii.
a site controller at a simulcast site.
iv.
a network controller.
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5.5.14 General Interoperability Requirements
a. Proposer shall provide interoperability with the following agencies.
i.
The State of Michigan (MPSCS)
ii.
Wayne County Emergency Management (VHF, Conventional)
iii.
Western Wayne (800 MHz Trunked, P25)
iv.
Wayne County (800 MHz Trunked, P25)
b. Proposers shall clearly define the method of Interoperability: network interface or air
interface. If network interface, will the connection be automatic or via dispatcher interface?
How will roaming between agencies be accomplished – automatic, manual or none?
c. Proposers shall provide a detailed description of the methodology by which the radio units
roam among systems and sites, including:
i.
The methodology by which the radio unit acquires and uses the system’s control
channel frequencies for the purposes of switching among systems/sites.
ii.
How the radio avoids remaining on a low signal site when in range of a higher signal
site.
iii.
The radio unit’s algorithm for accessing a site upon power-up and upon requiring a
site change.
iv.
Any features in the radio unit’s roaming algorithm which might provide for more
efficient system operation (automatically favoring a higher capacity site, etc.).
v.
If the proposed system architecture relies upon radio unit registration, then describe
how the system protects from conditions that might entail numerous radios
registering simultaneously, thus potentially overloading the system.
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vi.
Describe the step-by-step process by which radio units or talkgroups that are
disallowed on a site(s) are prevented from accessing the disallowed site(s). Describe
whether this is performed via radio unit roaming algorithms, system controller
commands, or a combination of both.
vii.
Describe what happens to radio units when the currently registered site enters Site
Trunking, and the adjacent site(s) are disallowed for that radio unit or talkgroup.
5.6 Coverage Reliability Guarantee
a. Proposers are required to submit radio system coverage maps for their proposed 700/800
MHz P25 trunked radio system demonstrating areas of coverage for portable radio talk-in and
talk-out. Coverage maps shall depict predicted signal coverage for 98% area reliability for a
portable radio in a non-swivel case with its antenna at belt level, with a DAQ of 3.4 (Speech
understandable without repetition, but with some noise or distortion present). The map scale
should be such that adjacent counties into which the coverage extends can be seen.
b. Coverage in a failure mode shall be equal to coverage in normal operating mode.
c. In building coverage with a penetration loss of 15 dB will be clearly shown on the coverage
plots. In addition, the DCC/DMA has included a list in Appendix A that includes buildings
within which reliable signal coverage is specifically required. Coverage shall be provided
throughout the building (including basements, stairwells, and elevators), and may be tested by
the Proposer at the worst-case points within the buildings.
d. Proposers shall provide a guarantee in the Proposal of 700/800 MHz Project 25 radio system
coverage for the system performance once the fixed location radio equipment is installed and
commissioned.
e. Proposers shall be responsible for the coverage guarantee provisions including remedial
actions to be undertaken by and at the Proposer’s expense if the coverage as depicted in the
proposal plots is not met.
f.
The RF design must employ measures to reduce or eliminate the effects of RF interference
with all users at existing facilities.
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5.7 Frequency
The bidder must take into account the mandatory Sprint/Nextel re-banding initiative and
incorporate these proposed new frequencies listed in Appendix D in their system design.
If applicable, it will be the sole responsibility of the bidder to provide the licensing service for all
frequencies to be used on the system and incur all costs and fees associated with said licenses. All
licenses shall be assigned to the DCC/DMA.
5.8 Fixed Site Equipment
a. Proposers must support their offering with detailed supporting technical documentation. All
existing equipment must remain operational during the installation of new fixed site
equipment until it is determined by the DCC/DMA to be decommissioned. Proposers shall
present a high level cutover plan in their proposals.
5.8.1 General Requirements
a. Fixed location equipment to be provided includes P25 800 MHz digital modulation stations
configured for the trunked network.
b. Fixed location equipment shall meet the standards set by P25 Phase I and must have the
capability of migrating to Phase II. If the equipment will require an upgrade to Phase II, the
proposer shall indicate the technical and logistical details for the upgrade, along with all
associated costs.
c. Equipment Racks and Cabinets
i. Radio stations shall be installed in Proposer provided racks or cabinets with dimensions
that shall not exceed 84"H x 24"W x 26"D
ii. It shall be possible to arrange racks side by side in a row. The Proposer shall utilize a
ladder type cable support above the cabinets and all power, signal, and transmission
line cables shall be routed out above each cabinet to this ladder type support. Cabinets
and racks shall be attached by bolts or lag screws to the floor or by an acceptable
attachment to the cable ladder.
iii. All equipment mounted in the cabinets shall be bolted to the cabinet to prevent equipment
from being easily spilled out of the rack. Proposals shall include footprint drawings of
racks at each site that would be installed if the Proposer is selected as the Contractor.
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iv. Proposers are encouraged to leave the bottom 12 inches of rack space unused. As an
alternative, Proposers are encouraged to install low maintenance equipment in the
lowest spaces of the racks. Proposals shall include drawings showing the arrangement
of all equipment in each rack and cabinet to be provided if Proposer is selected as the
Contractor.
v. Installation of new equipment must occur while existing equipment is kept in service.
d. Detailed technical documentation for all fixed site equipment shall be provided as part of the
proposal.
5.9 General Radio Requirements
a. Proposers shall provide in the proposal a matrix offering the entire line of mobile, portable,
control station radios and consoles that are P25 Phase I capable only and radios that are Phase
II capable. A separate matrix shall be provided for Phase I and Phase II capable radios in the
form of Excel spread sheets and shall include model, options, feature sets, transmitter and
receiver specifications, and end of life cycle as predicted by Proposer for each radio. In
addition, the Matrix shall also reference those radios that can be software upgradeable to P25
Phase II. Separate prices shall also be provided for the installation and initial programming of
every radio in the matrix.
b. Radios shall be capable of transmitting and receiving on any of the 700 MHz and 800 MHz
Public Safety licensable frequencies.
c. Radios shall be capable of operating in analog and P25 digital, trunked or conventional FM
mode.
d. Direct radio to radio communications capability is required (talkaround) using both analog
and digital modulation techniques.
e. Radios shall be of current design and manufactured and FCC type accepted.
f. Radios shall be capable of operation without significant degradation when subjected to
applicable shock, humidity, and vibration.
g. Radios shall be capable of being programmed by USB cable interface.
h. Proposer shall supply all necessary equipment; including software, hardware, and cables
required for the DCC/DMA to do the programming of radios.
i. Detailed technical and installation documentation shall be provided for radios specified in the
radio matrix.
j. Proposers shall provide a list of accessories and installation options for radios specified in the
radio matrix.
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k. The proposed subscriber radios (mobile, portable and control station) must have met the
established MPSCS technical and operational standards and be certified as eligible for use on
the MPSCS before the Contract will be executed.
l. The proposed subscriber radios (mobile, portable and control station) shall have passed the
interoperability requirements of the Department of Homeland Security (DHS) P25
Compliance Assessment Program (CAP) before the Contract will be executed. Please provide
the corresponding certification numbers for subscriber radios in P25 Phase 1 and Phase 2 as
applicable.
5.10 Mobile Radio Requirements
5.10.1 Feature Sets
The Proposer’s mobile radio equipment shall meet the following specification:
a. Talkgroup/channel control and display - Proposers shall fully describe the capability and any
limitations of the proposed radios relating to their ability to switch and display different talk
groups and/or conventional channels that may be assigned.
b. Internal batteries will not be accepted.
c. The various talkgroups/channels shall be easily selectable and identifiable in bright sunlight
and in total darkness.
d. The mobile radio shall have the capability to display the talk group/channel and receive radio
ID/alias identification utilizing a minimum 2 line 12 characters per line display.
e. The mobile radio shall have the capability to be programmed with an audible alert tone or
visual display indicating that the power is on.
f. The mobile radio shall have the capability to be programmed with an audible alert tone or
visual light when the push to talk button is keyed.
g. The mobile radio shall have the capability to be programmed with an out of range indication
that may be visual and/or audible.
h. The mobile radio shall have an automatic self test mode upon power-up with an indication of
any malfunction detected during the self test routine.
i. The mobile radio shall have a software adjustable set audio output level when the volume
control is turned all the way down. It shall also be possible to adjust the audio level to some
minimum level when the volume control is turned all the way down.
j. The mobile radio shall have the capability to turn encryption on or off by physical button or
switch.
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k. Proposers shall include in the matrix of accessories a control head with controls for the
siren/public address equipment. There shall be a description of any available full function
remote control head as part of the matrix of available mobile equipment.
l. Scanning - These radios shall be provided with a scanning capability. Proposers shall fully
describe their scanning capabilities for each radio offered.
m. The mobile radios shall have the capability for the user, factory or service shop to program
the radio to scan talk groups and/or conventional channels.
n. The user shall be able to select one primary and one secondary priority talkgroup/channel.
o. Proposals shall explain clearly how the talk groups/channels to be scanned can be selected
and changed.
p. Microphone and Speaker - Mobile radios shall be provided with a speaker and with a
microphone. A DTMF and noise canceling microphone shall be available as an option.
q. Interference
a. The mobile radio shall not be affected by the operation of any electronic, warning
equipment, or signal equipment that is either factory or field installed in said vehicle.
b. The operation of the mobile radio shall not provide any adverse impact on the
operation of any electronic component inherent in the vehicle or any of its
accessories either factory or field installed.
r. Power Supply
a. The radio set shall operate from a nominal 13.8 Volt DC primary power source.
b. The radio shall be equipped with suitable reverse polarity protection to avoid damage
if the radio or battery were to be incorrectly installed.
c. The radios may not be damaged in any way, nor shall they lose programming when
off or when transmitting, receiving, or in standby mode when the vehicle starter
motor is engaged.
d. The transmitter shall be capable of full power output at 12.6 Volts DC.
e. All positive power leads shall be adequately fused.
f. The radio shall have the capability to be turned on and off using an ignition
controlled source.
s. Cabling
a. All cabling required to interconnect the radio set, control unit, vehicle battery, and
fusing facilities shall be included in the proposal.
b. All cables shall consist of insulated waterproof material.
c. All cables shall have plugs (where applicable).
t. Antenna
a. Each mobile radio shall be supplied with a 3 dB gain antenna.
b. Each mobile radio shall have low loss coaxial cable and connectors.
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c. Installation Requirements
u. All items necessary for the proper installation of mobile radios shall be furnished. Lock kits
shall also be provided.
v. The assembly shall be capable of being withdrawn from its housing for servicing without
disturbing the housing or cabling installation.
5.10.2 Types of radios
a. Mobile radios are required in Low Tier, Mid Tier, and High Tier configurations to address all
of the radio requirements of the DCC/DMA.
b. The categories of the radios are defined as follows:
i.
Low Tier:
1. 700/800 MHz
2. Unencrypted
3. 48 Groups
4. Alphanumeric Display
5. Scan
6. Upgradable to P25 Phase 2
ii.
Mid Tier:
1. 700/800 MHz
2. Encrypted
3. 128 Groups
4. Alphanumeric Display
5. Scan Control with Priority Scan
6. Emergency
7. Universal Mount Capability
8. OTAR
9. Upgradable to P25 Phase 2
10. Telephone Interconnect (as an option)
iii.
High Tier:
1. 700/800 MHz
2. Encrypted
3. 512 Groups
4. Alphanumeric Display
5. Scan Control with Priority Scan
6. Emergency
7. Universal Mount Capability
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8. Ruggedized
9. Backlit DTMF Keypad
10. Dual Control-Head Capability (as an option)
11. OTAR
12. Upgradable to P25 Phase 2
13. Telephone Interconnect (as an option)
5.11 Portable Radio Requirements
5.11.1 Feature Sets
a. The Proposer’s portable radio equipment shall meet the following specification:
i.
Talkgroup/channel control and display - Proposers shall fully describe the capability
and any limitations of the proposed radios relating to their ability to switch and
display different talk groups and/or conventional channels that may be assigned.
ii.
Switching between talkgroups/channels shall be accomplished through a top
mounted, minimum of 16 positions, selector and other switching device such as a
zone switch or button.
iii.
The portable radio shall have the capability to display the talkgroups/channels and
receive radio ID/alias identification utilizing a minimum 2 line 12 characters per line
display.
iv.
The 16 position selector shall be a rotary knob with stops and no protruding edges
that can snag.
v.
The portable radios shall be capable of operating in analog or P25 digital, trunked or
conventional FM mode. The determination of which mode the radio operates in shall
be an automatic function of the channel or talkgroup selected by the user.
vi.
The various talk groups/channels shall be easily selectable and identifiable in bright
sunlight and in total darkness. Proposers shall provide the option for portable radios
to meet MIL-SPEC-810C, D, and E and UL intrinsically safe requirements in the
matrix of available equipment.
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vii.
Portable radios shall have a visible battery fuel gauge and have the capability to be
programmed with an audible alert tone indicating a low battery condition.
viii.
Portable radios shall have the ability to be programmed for a voice annunciation of
each talkgroup/channel selected.
ix.
Portable radios must have the capability to operate within a vehicular adaptor that is
listed in the matrix of available equipment.
x.
Scanning - These radios shall be provided with a scanning capability. Proposers shall
fully describe their scanning capabilities for each radio offered. shall fully describe
their scanning capabilities for each radio offered.
i. The portable radios shall have the capability for the user, factory or service
shop to program the radio to scan talk groups and/or conventional channels.
ii. The user shall be able to select one primary and one secondary priority
talkgroup/channel.
iii. Proposers shall explain clearly how the talk groups/channels to be scanned
can be selected and changed.
xi.
Microphone and Speaker – Lapel speaker/microphone accessories designed for
public safety users shall be listed in the matrix of available equipment.
xii.
Battery Capacity and Chargers
i. Proposers shall list all available battery options and their specifications for
each type of portable radio in the matrix of available equipment.
ii. A description of all available battery chargers shall be included in the matrix
of available equipment for each type of portable radio.
iii. All battery chargers shall be able to charge portable radio batteries from a
completely discharged to a fully charged state within 2 hours.
iv. All proposed chargers are required to condition the batteries for maximum
battery life.
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v. It shall be possible to charge batteries by themselves or while they are
connected to a portable radio in any charger.
xiii.
Battery Analyzers/conditioners
i. Proposers shall provide in the matrix of available equipment the option for
battery analyzers/conditioners.
ii. Battery analyzers shall be capable of a deep discharge of portable radio
batteries to not more than 10% of nominal charge capacity.
iii. Battery analyzers shall hold not less than three batteries
xiv.
Antenna
i. The portable radios shall be provided with a rubber coated flexible antenna
that shall not exceed five (5) inches in length.
ii. All lapel speaker/microphone/antenna accessories shall also include this type
of antenna.
xv.
Clips and Carrying Cases – All available belt clips and carrying cases shall be
included in the matrix of available equipment.
xvi.
Keypads - Proposers shall include a list of portable radios in the matrix of available
equipment that have the factory option for a DTMF keypad.
5.11.2 Types of radios
a. Portable radios are required in Low Tier, Mid Tier, and High Tier configurations to address
all of the radio requirements of the DCC/DMA.
b. The categories of the radios are defined as follows:
1.
Low Tier:
i. 700/800 MHz
ii. Unencrypted
iii. 48 Groups
iv. Alphanumeric Display
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v. Scan
vi. Upgradable to P25 Phase 2
2. Mid Tier:
i. 700/800 MHz
ii. Encrypted
iii. 128 Groups
iv. Alphanumeric Display
v. Scan Control with Priority Scan
vi. Emergency
vii. OTAR
viii. Upgradable to P25 Phase 2
ix. Telephone Interconnect (as an option)
3. High Tier:
i. 700/800 MHz
ii. Encrypted
iii. 512 Groups
iv. Alphanumeric Display
v. Scan Control with Priority Scan
vi. Emergency
vii. Ruggedized
viii. Backlit DTMF Keypad
ix. OTAR
x. Upgradable to P25 Phase 2
xi. Telephone Interconnect (as an option)
5.12 Control Stations Requirements
a. Trunked RF control stations shall be provided for local access to the radio system from
remote locations. Proposers shall provide in the Proposal a matrix offering the entire line of
RF control stations. The matrix shall include model options and feature sets.
b. Proposers shall include a list of all types of control stations and configurations offered in the
matrix of available equipment.
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c. Control stations shall include newly installed and connected transmission lines in the
proposal.
d. For the purposes of this RFP, assume 100 feet of transmission line for each installation and
provide pricing for omni or directional antennas as a selection.
5.12.1 Types of radios
a. Control station radios are required in Low Tier, Mid Tier, and High Tier configurations to
address all of the radio requirements of the DCC/DMA.
b. The categories of the radios are defined as follows:
1.
Low Tier:
i. 700/800 MHz
ii. Unencrypted
iii. 48 Groups
iv. Alphanumeric Display
v. Scan
vi. Upgradable to P25 Phase 2
2. Mid Tier:
i. 700/800 MHz
ii. Encrypted
iii. 128 Groups
iv. Alphanumeric Display
v. Scan Control with Priority Scan
vi. Emergency
vii. Universal Mount Capability
viii. OTAR
ix. Upgradable to P25 Phase 2
x. Local and remote control options (Digital Desktop)
3. High Tier:
i. 700/800 MHz
ii. Encrypted
iii. 512 Groups
iv. Alphanumeric Display
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v.
vi.
vii.
viii.
ix.
x.
Scan Control with Priority Scan
Emergency
Backlit DTMF Keypad
OTAR
Upgradable to P25 Phase 2
Local and remote control options (Digital Desktop)
5.13 Quantities of Subscriber Radios
5.13.1 Quantities of the Radios
a. The quantities of subscriber radios and the corresponding categories are listed in the Table
5.13-1:
Table 5.13-1 Subscriber Equipment Quantities
Description
Low Tier
Mid Tier
Mobiles remote Mount
50
225
Mobiles Dash Mount
40
200
Portables
100
525
Submersible Portable
0
5
Intrinsically Safe Portable
0
300
Single Unit Charger
50
350
Multiple Unit Charger
16
17
Desktop Stations
High Tier
35
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5.14 Dispatch Console Requirements
a. The Proposer shall provide, install, and connect PC based console electronics, as required, to
operate the system from locations designated in these requirements.
Table 5.14-1 PSAP Console Locations and Number of Consoles at Each PSAP
Allen Park Police Department
16850 Southfield Rd.
Allen Park, MI 48101
Brownstown Police Department
23125 King Rd.
Brownstown, MI 48183
1 Console
Ecorse Police Department
3869 W Jefferson
Ecorse, MI 48229
2 Consoles; 1 Consolette
Flat Rock Police Department
25500 Gibraltar Rd.
Flat Rock, MI 48134
1 Console, 1 Consolette
Gibraltar Police Department
29450 Munro
Gibraltar, MI 48173
1 Console, 1 Consolette
Grosse Ile Police Department
24525 Meridian
Grosse Ile, MI 48138
1 Console, 1 Consolette
Lincoln Park
1427 Cleophus
Lincoln Park, MI 48146
2 Consoles, 1 Consolette
Melvindale Police Department
3100 Oakwood
Melvindale, MI 48122
1 Console (FD) , 1 Consolette
River Rouge Police Department
10600 W. Jefferson
River Rouge, MI 48218
1 Console, 2 Consolettes
Riverview Police Department
14100 Civic Park
Riverview, MI 48192
1Console, 1 Consolette
1 Console, 2 Consolettes
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Rockwood Police Department
32409 Fort
Rockwood, MI 48173
Southgate Police Department
14710 Reaume
Southgate, MI 48195
1 Console, 2 Consolettes
Taylor Police Department
23515 Goddard
Taylor, MI 48180
No Console (DCD), 1 Consolette
Trenton Police Department
2872 W. Jefferson
Trenton, MI 48183
4 Consoles, 1 Consolette
Woodhaven Police Department
21869 West Rd.
Woodhaven, MI 48183
1 Console, 2 Consolettes
Wyandotte Police Department
2015 Biddle Ave.
Wyandotte, MI 48192
1 Console, 1 Consolette
1 Console, 2 Consolettes
5.14.1 General Requirements
a. The Proposer shall supply direct wireline consoles connected via existing microwave or fiber
connections.
b. Consoles shall include a flat panel LCD monitor of at least 21” with a minimum contrast
level of 350, a master control panel, and a pointer device (an optical mouse and/or touch
screen).
c. All the required centralized electronics shall be located in a separate equipment space.
d. Each workstation shall be equipped with two loudspeakers. One for console selected audio
and one for unselected audio.
e. A software based instant recall recorder is required at each operator position.
f.
The consoles shall have the capability of operating on the new P25 700/800 MHz trunked
radio system and the current backup conventional 800 MHz channels.
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g. Electronic equipment contained in the consoles shall be modular and reflect current concepts
in control center design.
h. Consoles shall utilize microprocessor technology for channel control.
i.
The electronic equipment shall meet or exceed the latest applicable EIA and FCC standards
and requirements, including those requirements applicable to a Class A digital device,
pursuant to Part 15 of the FCC Rules.
j.
The equipment shall also meet all telephone company specifications regarding audio levels
on lines.
k. All equipment and materials shall be factory new and shall be the best of their respective
kinds, free of corrosion, scratches, or such other defects as to present any other than new
appearance.
l.
All electronic equipment shall be solid state design. No incandescent light bulbs or vacuum
tubes will be permitted.
5.14.2 Dispatch Furniture
a. The Proposer shall make use of the existing furniture.
5.14.3 Cabling
a. All cabling shall attach to consoles and to racks in the electronic equipment room through
appropriate cable connectors to facilitate ease of removal for maintenance.
b. All cables shall be grouped according to type and the groups must be separated to minimize
the effects of cross-coupling.
c. All cables, other than those carrying digital signaling, between the electronic equipment racks
and consoles, radio system, and all other equipment, shall be routed through punch blocks
mounted on a sheet of plywood.
d. The Proposer shall furnish all necessary cabling and equipment to connect the consoles to the
radio system and voice recording equipment.
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e. Plenum rated cable shall be used where required.
f.
The consoles shall not be connected in a “Daisy Chain” arrangement.
5.14.4 Operator Audio Control Interface
a. Consoles shall have an operator audio control interface separate from the display screen.
b. This device shall contain a VU meter, a clock, a selected audio loudspeaker, an unselected
audio loudspeaker, volume control(s), and a gooseneck microphone and footswitch.
5.14.5 Provision for Recording
a. The proposer shall interface new 800 MHz radio system to the existing logging recorders at
each PSAP. The manufacturer and model number of the logging recorders are shown in Table
5.14-1
Table 5.14-1 Existing Logging Recorders at PSAPs
Model & Model #’s
PSAP
Allen Park
DSS
Brownstown
DSS Corp. “Equature” recording software
Ecorse
DSS
Flat Rock
DSS
Gibraltar
DSS
Grosse Ile
Wygant
Lincoln Park
DSS
Melvindale
Wygant Software
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Table 5.14-1 Existing Logging Recorders at PSAPs
Model & Model #’s
PSAP
River Rouge
DSS
Riverview
Wygant Encore 2 DVR System with Explorer 2 Software
Rockwood
DSS Corp
Model IPC-610MB-00FXB
Southgate
DSS
Taylor
DSS
Trenton
DSS Corporation – Equature 24 channel
Woodhaven
Racal Mirra IV
Wyandotte
DSS
b. If the Proposer cannot provide the required interfaces to the above logging recorders, then
options shall be proposed to DCC/DMA to provide equivalent functionality. The proposer
shall clearly state the proposed option(s), the impact to DCC/DMA and include pricing for
equipment and software licenses.
5.14.6 Console Control
a. Control of all functions shall be accomplished by means of a pointing device (an optical
mouse and/or touch screen).
b. The status of all radio channels and talkgroups currently configured at a given workstation
shall be shown on a single free standing display device.
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c. It shall be possible to accommodate the following monitoring and control functions on the
display device:
i.
Displaying status and permit control of eight talkgroups that are unique to the position.
ii.
Display status and permit control of four 800 MHz conventional backup channels.
iii.
Display status to monitor at least 20 additional talk groups/channels
d. The console shall have the capability for monitoring and controlling alarms, door strike
switches, sally port doors, elevators, etc. using the LCD monitor and a control means such as
an optical mouse or touch screen.
5.14.7 Headset Interface Kit
a. The Proposer shall provide, install, and connect a headset interface kit which incorporates the
circuitry required to interface headset operations with the radio system audio circuits.
b. Two parallel headset jacks shall be provided on all consoles.
c. There shall be a headset volume control adjacent to each jack or a separate volume control for
each jack.
d. There shall be no noticeable difference in audio level in a headset when a second headset is
plugged in or unplugged.
e. The selected radio audio shall be delivered to the headset ear piece.
5.14.8 Simultaneous Selection
a. There shall be a method to preset a specific set of talkgroups/channels into selected mode and
to command the console to select that group of talkgroups/channels with one key stroke.
b. It shall also be possible for the console operator to manually switch any group of
talkgroups/channels into selected mode.
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c. When the transmit key switch is actuated, the selected talkgroups/channels shall be keyed and
the dispatcher’s voice shall be heard by all users on each of the selected talkgroups/channels.
d. There shall be no change in audio level between any simultaneously selected
talkgroups/channels or between those talkgroups/channels and a non-selected
talkgroup/channel.
5.14.9 Cross Channel Patch
a. To facilitate intercommunication of units on different radio channels and/or talk groups, a
cross channel patch capability shall be provided.
b. This patch shall incorporate the necessary circuitry to enable the console operator to cross
connect any two or a combination of more than two radio channels or talk groups together as
required.
c. The patching of these channels and/or talk groups shall be accomplished without hardwire
connection.
d. Solid state circuitry shall be employed for all switching, control, and amplification.
e. Relays or electro-mechanical devices are not acceptable for use in the patch system.
f.
There shall be no decrease in audio levels to the consoles or to the fixed location radio
stations regardless of the number of channels and/or talk groups patched together.
g. No less than three (3) separate patches (any combination of cross channel patches or one
telephone patch and cross channel patches) may be activated by the console operator to work
simultaneously without interference.
h. This requirement is per position and shall not affect the operational capability of any other
position except that any channel/talk group is permitted in only one patch system wide at any
time.
i.
Both sides of the patch audio shall be continuously monitored by the console operator.
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j.
The system shall contain circuitry to enable the console operator to talk to all Parties in the
cross patch via a patch transmit (XMIT) switch, or a similar key, and the console operator
shall also be able to transmit over unpatched channels or talk groups without interrupting the
cross patch.
k. When patched, the dispatch console shall have priority over all radios included in the patch.
5.14.10 All Mute Switch and Timer
a. An all mute capability shall be provided to mute incoming unselected receiver audio from 0
to 20 dB during a preprogrammed timing interval, 0 to 60 seconds.
b. Mute timing adjustable in steps and software control of the timing interval are acceptable.
c. There shall be a means for the operator to reset the timer and restore received audio to full
volume.
5.14.11 Master Transmit Switch
a. A master transmit switch shall control the operation of the transmit switching circuitry in the
console on the selected talkgroups/channels.
b. The master transmit switch shall be panel mounted and activated by an optical mouse or
touch screen.
c. For operational convenience, a heavy duty single foot switch shall be provided. This foot
switch shall be wired in parallel with the panel mounted or pointing device activated transmit
switch.
5.14.12 Speakers
a. Each speaker package shall contain an audio amplifier that is a voice coil type with a three
inch minimum diameter loudspeaker and a volume control.
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b. The amplifier shall be capable of delivering at least 4 Watts of audio power at less than 1%
distortion.
5.14.13 Transmit and Receive Radio Station Control
a. The electronics for each console shall incorporate the controls required to operate the
following radio facilities:
i. 700/800 MHz trunked radio system talk groups
ii. Conventional radio systems currently in use
iii. Backup RF control stations for the 700/800 MHz trunked radio system
5.14.14 Monitor RF receivers
a. Proposers shall describe in detail the number of talkgroups/channels which the console
operator may configure for use at their workstation.
b. The radio consoles shall provide a separate volume setting control for each talkgroup/channel
and for the selected and unselected speakers.
5.14.15 Display
a. The status of all talkgroups/channels shall be presented on the display screen.
b. It shall be possible to display talkgroup/channel designations and the talkgroup or channel in
use, busy, selected, patched, muted, and the ID of the last 10 units that transmitted on the
talkgroup or channel.
c. Console operators shall be able to place any available talkgroup/channels into a detail display
of at least eight talkgroups/channels.
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5.14.16 Instant Transmit
a. An instant transmit switch shall provide a means for the console operator to momentarily key
one of the talkgroups or channels.
b. An instant transmit switch shall display status in detail without requiring the talkgroup or
channel to be selected.
c. An instant transmit switch shall allow transmission on only one talkgroup/channel even
though several talkgroups and channels have been selected for simultaneous operation.
d. Release of the instant transmit switch shall reactivate the previously selected
talkgroup/channel control
e. There shall be a separate instant transmit key for each of at least eight channels/talk groups if
a keyboard is used for channel control/talk group.
f.
Separate instant transmit keys are not required if an optical mouse is used.
g. The dispatch keyboard, if proposed, is considered a convenience item and may not be the sole
interface for performing any function on the dispatch console. Any and all functions of the
dispatch keyboard must also be accessible via pointer device and/or touchscreen.
5.14.17 Receive Functions
a. The receive section of the talkgroup/channel control shall contain a separate volume control
for both selected and unselected audio.
b. The select and unselect audio gates shall direct audio signals to the respective speakers.
5.14.18 Call Indicator
a. A call indicator circuit shall provide a visual indication of the incoming signals on talkgroups
and channels.
b. A call indicator shall display either the radio ID or alias.
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5.14.19 Crossmute
a. There shall be a capability for a crossmute function to be added on all talkgroups and
channels after the consoles are in use to prevent received signals from a loudspeaker on one
console from being picked up by the microphone of another console where a dispatcher is
transmitting on the same talkgroup or channel.
b. This capability shall protect all talkgroups and channels.
5.14.20 Emergency Signal Indicator
a. Emergency transmissions from radios shall result in the unit identification of the mobile or
portable being displayed on the dispatcher LCD monitor and an audible signal at the console.
b. Both signals shall remain activated until cleared by the dispatcher and the radio user.
c. There shall be the capability for this unit identification to be a plain English translation of a
unit ID number drawing from an alias ID table or database.
5.14.21 Console Power
a. Each console and equipment racks shall contain an independently operating continuous duty
power supply for furnishing regulated low voltage power to each channel control position and
auxiliary equipment.
b. Each power supply shall be completely solid state to ensure maximum reliability.
c. Each power supply shall incorporate circuitry to protect external equipment from excessive
voltage should a malfunction occur.
d. Proposers shall indicate the power consumed by the console and all associated equipment.
5.14.22 Emergency Backup
a. The console and associated electronics shall be delivered in a configuration that is very
reliable, and shall not be susceptible to an outage due to a single point of failure. All critical
common electronic devices shall be provided with an emergency back-up.
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b. Proposers shall include a complete and detailed written description of potential failure
scenarios, and how the system will continue to perform in the event of those failures.
5.15 Antenna and Transmission Line Requirements
5.15.1 General Requirements
a. All antennas, transmission lines, antenna mounting brackets, and transmission line brackets
shall be provided, connected, and installed.
b. All appurtenances shall be painted to match their respective color bands on tower
installations.
c. Collinear antennas shall be installed no closer than 72 inches from the tower structure.
d. Building rooftop installed collinear antennas shall be installed no closer than 36 inches from
obstructions which would cause RF reflections.
e. Any hardware needed to provide panel antenna mechanical beamtilt shall be provided
installed and connected by the Contractor.
f. 700/800 MHz RF control station antennas shall be a yagi or omni directional type of antenna
based on location.
g. Transmission lines shall be manufactured from one continuous piece of heliax coaxial cable.
h. No splices in the antenna transmission lines will be permitted. The only exception is the
jumper from the antenna to the transmission line.
i. The antenna transmission line shall be terminated with a Polyphaser lightning arrestor within
1 foot of entering the facility which shall be connected to the existing tower site ground ring.
j. There shall not be any connector inside any conduit.
k. The RF control station transmission line shall be determined by the Proposer to best suit
system needs.
l. Vendor will be responsible for supplying tower loading studies for all sites.
5.16 Recommended Site Interconnection Network/ System
a. The Proposer shall carefully analyze the existing site interconnection system. In the event that
the following connectivity elements are not a part of the design, a detailed justification shall
be provided in the proposal as to why and what cost impact there is to DCC/DMA.
b. The Proposer shall utilize microwave radio to link all radio sites, and is encouraged to use the
existing microwave/fiber connectivity to the sites.
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c. The Proposer shall utilize microwave radio to link the dispatch center, and is encouraged to
use the existing microwave/fiber connectivity provided by DCC/DMA.
5.17 Site Shelters, Towers, Generators, and UPS Requirements
a. The Proposer is encouraged to use the existing site shelters, towers, generators and UPS.
Should Proposer choose not to use the existing infrastructure and/or propose something
different, a detailed explanation as to why and what cost impact there is to the DCC/DMA
shall be provided. In those cases, the minimum following specifications shall be adhered to.
5.17.1 Equipment Shelter Specifications (if applicable)
a. The shelter shall be preassembled and covered in either fiberglass finish or a fiberglass stone
aggregate panel.
b. The shelter shall be 20 X 10.5 feet. The height shall be no less than 10 feet from the finished
floor to the inside ceiling. Proposer shall evaluate the specified capacity (size) of the shelter
based on a 100 percent growth capacity. If this growth capacity cannot be achieved then a
larger capacity (size) should be proposed.
c. The shelter must be dust proof, air and water tight
d. There shall be no air infiltration of the shelter via any through-the-wall, floor or roof items
when exposed to winds of 50 mph.
e. The optimum operating inside temperature shall be 72 degrees F. The heating and cooling
should be based on outside ambient temperatures and equipment operating heat output. All
heating and cooling shall be included.
f. A device that provides a dry contact closure for interior temperatures exceeding 80 degrees F.
and falling below 70 degrees F. shall be provided.
g. The shelter floor shall have a minimum of two 6 inches by 9 pound steel beams welded into
place. A 2 inches x 2 inches x 1/4 inch steel crossmember shall be placed between the beams
every 4 feet on center. The entire skid assembly shall be either rust resistant painted, or hot
dipped galvanized after fabrication.
h. The entire underside of the floor assembly should be covered with a .011 wire mesh rodent
shield prior to the installation of the skid assembly.
i. Proposer shall include in their proposal the costs of the concrete pad for the shelter, and also
any hardware needed to fasten the shelter to the pad.
j. The floor shall have a minimum loading of 200 pounds per square foot.
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k. The floor shall be comprised of one layer of ¾ inch CDX plywood on the exterior surface,
and one layer of ¾ inch tongue and groove plywood on the interior surface attached to wood
joists 16 inch on center. The floor surface before being assembled should have a penetrating
liquid bituminous sealer applied.
l. The interior core of the floor shall be filled with R-11 fiberglass insulation with a vapor
barrier.
m. The interior floor surface should be coated with a 1/8 inch x 12 inch x 12 inch square vinyl
commercial grade vinyl tile, and bonded with a waterproof contact adhesive.
n. The wall structures must have a minimum wind load of 120 miles per hour.
o. The interior wall shall be at minimum 5/8 inch OSB (oriented strand board) with a .030
fiberglass reinforced plastic laminated to the inside surface. The fiberglass panels shall be
white in color, and have moldings at all joints, seam and corners. Where the floor meets the
wall there shall be a 4 inch vinyl baseboard molding.
p. The exterior wall shall be either 5/8 inch CDX plywood coated in a fiberglass/resin
compound at least 1/8 inch thick, provided that all corners and other openings be rounded and
not squared off. Or the exterior wall can be a prefabricated wall using a fiberglass stone
aggregate panel. In either finish the material should be a light color of a tan to beige variety.
q. The shelter ceiling shall be a minimum of 3/8 inch wood substrate textured white with
moldings on the corners and seams.
r. At all points in the structure either interior or exterior where two pieces of material come
together, abut against each other, overlap or fastened one to another, the seams must be
sealed with an industrial grade adhesive sealer during final assembly to ensure water tight
joints.
s. The roof shall have a minimum loading of 100 pounds per square feet.
t. The roof must also have an impact resistance of 220 foot pounds with no damage to either the
interior or exterior of the shelter roof.
u. The interior of the ceiling shall be at minimum one layer of 5/8 inch OSB (oriented strand
board) with a .030 fiberglass reinforced plastic laminated to the interior side.
v. The exterior ceiling shall be one layer of ¾ inch CDX plywood covered with a commercial
grade nylon reinforced rubber roof material. This shall be secured in place with commercial
grade contact glue. The surface of the roof should be a tan or beige color.
w. The edges of the roof shall have a galvanized roof edge around the entire edge of the
structure. The roof shall be sloped from the center to the side to provide for proper drainage.
x. All interior voids shall be filled with a minimum of R-19 fiberglass insulation with a vapor
barrier.
y. The door shall have a minimum clearance of 3 feet X 7 feet. The door shall be constructed
from a minimum of 24 gauge steel and completely insulated.
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z. The door shall be bullet proofed to withstand a .22 caliber rifle, 12 gauge shot gun and a .357
caliber handgun.
aa. The door hinges will be heavy-duty ball bearing hinges with non-removable pins and capable
of supporting the door over an extended time of frequent use.
bb. The door shall be equipped with a commercial grade deadbolt.
cc. The Door shall be equipped with all necessary hardware to make it secured including any
handles, locking mechanisms or other necessary equipment.
dd. The doorframe shall be constructed from a minimum of 16-gauge steel and painted in a high
quality commercial grade paint that matches the exterior color of the shelter.
ee. The doorframe shall contain all necessary weather stripping to ensure a waterproof, airtight
seal.
ff. All door locks shall be keyed alike using a best core and Proposer shall provide one core key
for all locks and 5 keys.
gg. All insulation shall be non-combustible fiberglass bat with vapor barrier in accordance with
ASTM E-136.
hh. Insulation shall conform to the performance requirements of governmental standards.
ii. Wall and floor thickness shall be 3 ½ inch (R-11 Rating) and roof thickness shall be 6 inches
(R-19 Rating)
jj. Electrical installation and wiring shall conform to the latest edition of the local codes and the
National Electric Code.
kk. Shelters shall be provided with separate cable trays or ducts sufficient for routing signal and
power cables separately.
ll. The shelter shall be equipped with a power ground buss accessible to all electrical and
electronic equipment.
mm. The shelter shall also be provided with a separate signal ground buss accessible to all
electronic equipment. The signal ground buss shall terminate at a central point and be
connected to a ground rod outside the building. The DC resistance for power and signal
grounds shall not exceed 0.02 ohms from the farthest point to the grounding points. All
shelter grounding procedures shall comply with Motorola R-56, “Standards and Guidelines
for Communications Sites”.
nn. The shelter shall be equipped with a 2 position distribution panel with copper ground bar and
a 200 amp 120/240 VAC main breaker.
oo. The panel shall be equipped with 12 single pole 20A breakers.
pp. The shelter shall use fluorescent (2 bulb fixtures) light fixtures.
qq. There shall be sufficient lighting to provide a minimum of 150 feet of illumination at floor
level.
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rr. The shelter shall also be equipped with one weatherproof and vandal resistant outside light
mounted near the entrance door.
ss. A battery powered emergency light shall be provided on the interior wall just inside the
entrance door.
tt. The shelter shall be equipped with twenty 110v duplex receptacles, one every 4 running feet
of horizontal wall area, located 4 feet above the finished floor surface.
uu. All of the above electrical specifications shall be modified by the proposer to meet the
specific requirements of the equipment being supplied.
vv. Shelter shall include a high energy efficient air conditioner with a warranty of 1 year parts
and 5 years on the compressor and sealed system.
ww.
The air conditioner shall be sized to provide a 2 to 1 safety factor while maintaining an
interior temperature of +72 degrees F. with an ambient air temperature of +100 degrees F.
xx. Proposer shall provide heat loading specifications to shelter manufacturer so that the
manufacturer can consider the heat load when sizing the units.
yy. Shelter shall include a heating system sized to provide a 2 to 1 safety factor and designed to
provide an interior temperature of +70 degree F. with an exterior temperature of -30 degrees
F. Accompanied by a 30 miles per hour wind. Proposer shall provide heat loading
specifications to shelter manufacturer so that the manufacturer can consider the heat load
when sizing the units.
zz. All alarms must have a dry contact relay or v1 or v2 SNMP protocol for any unit failures.
aaa. The shelter shall include an automated ventilation system designed to exchange inside air
using a timer and temperature control to initiate its operation.
bbb.
The intake portion of the system shall be filtered and protected by an outside
weatherproof hood secured to the shelter. It shall be equipped with a stainless steel wire
screen to prevent the intrusion of insects, rain, dust and debris. This vent shall also be closed
until triggered by the automated control, and should be air and water resistant.
ccc. The exhaust portion of the system shall be protected by an outside weatherproof hood secured
to the shelter. It shall be equipped with a stainless steel wire screen to prevent the intrusion of
insects, rain, dust and debris. It shall also be controlled by a timer and temperature control.
ddd.
Both the intake and exhaust portions of the system must operate at the same time and be
triggered by the same controls.
eee. NOTE: the heating and air system and the ventilation system shall have sufficient controls so
that both systems do not operate at the same time.
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5.17.2 Tower Specifications (if applicable)
a. Should the Proposer have an alternate tower specification they will need to provide
documentation and studies related to their proposal including the cost benefit of their
proposal.
b. Radio towers shall be provided in accordance with this specification, complete, and installed
to include all materials, labor, painting, lighting, and other items as may be required by
governmental entities.
c. Towers should be self supporting with 3 legs heavy series.
d. Proposer shall size the tower to support all their antenna and equipment needs.
e. The Proposer shall also size the tower based on a 100 percent growth in the top 1/3 rd of the
tower.
f. Towers will need to be certified by a professional engineer prior to acceptance.
g. Towers shall comply with all governmental laws, statutes, ordinances and applicable
building/construction codes.
h. Any special requirements by the FCC or the FAA or other controlling agency shall be
addressed and resolved by successful bidder.
i. Note that any and all permits, licensing, tests or studies are the sole responsibility of the
Proposer.
j. The Proposer shall provide 3 full sets of drawings outlining the tower site layout, tower
construction and full design plan of the tower site.
k. Lighting shall be in accordance with all governmental requirements.
l. The tower must also be lighted using red top beacons, mid beacons and obstruction light
methods. There shall not be strobe lighting on any proposed towers.
m. All tower lights shall be able to be monitored via either a dry contact or a v1or v2 SNMP
when a bulb fails, or when controllers fail. The system must be able to monitor each bulb in a
beacon individually.
n. All towers must be painted in sequential color bands per the governmental requirements.
o. Painting will be required on all towers; this will include any and all parts of the structure,
excluding faces of dishes, antennas, and the climb ladder.
p. The proposed tower shall meet the requirements of EIA standards RS-222c and all
subsequent updates and /or revisions under the antenna and load conditions proposed by
Proposer.
q. Towers shall be built to withstand 120 miles per hour winds with one inch radial ice.
r. Proposer shall consider all equipment being proposed when creating tower loading studies.
This shall include but not be limited to dishes, antennas, mounting hardware, waveguide,
antenna line, and other equipment as necessary.
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s. Towers shall include a climb ladder that is at minimum 16 inches wide with 12 inch spacing.
t. The climb ladder shall also incorporate a safety climbing device that extends the entire height
of the ladder.
u. The climb ladder must extend the full height of the tower.
v. The proposer will be responsible for all soil studies.
w. A vertical mounting kit shall be provided.
x. Horizontal ice guards shall be provided from the base of the tower to the equipment shelter.
y. The proposer shall insure that the tower does not cause interference or disruption to other
radio services in proposed new location. Detuning, if required shall be included in the
proposed tower quote.
z. Tower Grounding procedures shall be compliant with Motorola R-56, “Standards and
Guidelines for Communications Sites”.
aa. Ice shields to protect the microwave antennas on the tower shall be included.
5.17.3 Emergency Generators Specifications
a. Generators shall be 45 KW alternating Current (AC) and liquid cooled.
b. The generator shall be fueled by natural gas as a preference.
c. The generators shall use 120/240 three phase voltage, with a regulation of 2 percent, no load
to full load. They shall operate at 60 Hz.
d. The generator shall meet or exceed NEMA, IEEE and ANSI standard for temperature rise.
Fungus resistant epoxy varnish in accordance with Mil-E-4970A shall be provided. NEMA
class F insulation shall be utilized.
e. The generator shall be equipped with automatic start/stop provisions and automatic transfer
panel for switchover from commercial to emergency power in the event of commercial power
failure. The system shall be automatically switched back to commercial power when service
is restored. A 10 second time delay shall be provided for automatic start to prevent start-up on
momentary voltage drops.
f. A high quality battery rated for cold weather cranking in the DCC/DMA area shall be
provided. Required racks and a trickle charger shall be included with the system.
g. An exerciser shall be provided to automatically start and run the motor for preset time period
to keep the batteries charged and the motor free. The length of the exerciser period shall be
adjustable from a minimum of 15 minutes one time per week to a multiple of 15 minutes as
often as desired.
h. The exerciser shall also include the ability to exercise with or without load.
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i.
The generator shall provide dry contacts for all of the following alarms: start, stop, transfer
active, transfer inactive, low oil pressure, low coolant, overheating, and any other fault of the
generator.
5.17.4 Uninterruptable Power Supply (UPS)
a. The UPS shall provide protection against power line problems that can cause permanent
electronic hardware damage, expensive restarting costs, data errors and loss of system
availability.
b. The unit must have at minimum the following features:
i.
Protection against power line spikes, surges, under voltages, blackouts or brown downs.
ii.
True on-line uninterruptable power system.
iii.
Microprocessor controller.
iv.
Designed for computer room installation.
v.
Small size to minimize floor space.
vi.
High efficiency PWM inverter.
vii.
Quiet (less than 65dB).
viii.
Must support site for a minimum of 45 minutes (Proposer will need to provide power
requirements to manufacturer).
ix.
Must be able to display input voltage, battery time remaining during utility outages,
output voltages, and various other faults and statuses.
x.
Three phase input and output.
xi.
Must provide a simple intuitive bypass operation for maintenance.
xii.
Static bypass switch with automatic retransfer.
xiii.
Internal, manually selected maintenance bypass.
xiv.
On-board self-check and diagnostics.
xv.
Optional power distribution cabinet.
xvi.
Mounted on casters with leveling jacks.
xvii.
Optional emergency off button located in a conspicuous place.
xviii.
Unit shall also have a way for the unit to be completely bypassed should the unit
completely fail.
xix.
Unit shall provide either dry contacts, or a v1 or v2 SNMP for alarm failures.
xx.
The unit offered should take into consideration all power needs including tower lighting,
and all radio service affecting equipment. Proposer shall also include enough capacity for
a 100 percent growth.
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5.18 Site Alarms
a. The Proposer shall provide the ability to receive messages when major system components
and/or equipment fails.
b. Equipment provided under this RFP must provide a v1 or v2 SNMP compatible output.
c. Vendor to include equipment and software to monitor the SNMP messages provided by the
equipment in v1 or v2 SNMP compatible protocol, or other methods (vendor to describe the
methodology).
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6.
IMPLEMENTATION REQUIREMENTS
a. The Proposer must provide a response below each section of the Implementation
Requirements. For those areas where no specific response is requested, the Proposer must
acknowledge the statement is understood.
b. The DCC/DMA’s goal is to complete the design, implementation and installation of the
system and achieve full production operations within 18 months after contract award. The
Master Implementation Schedule included in the proposed system implementation plan must
reflect the guaranteed schedule under which the system will be implemented and delivered
and complete transition to production operations will be achieved.
6.1 Proposer Responsibility
a. The selected Proposer shall be responsible for all aspects of system implementation,
including system design, network design, system development and integration, system
configuration, installation planning and preparation, system delivery and installation, system
testing and transition of production operations.
b. The selected Proposer must maintain effective communications with the project team and
DCC/DMA representatives through the duration of the implementation process to ensure the
effective exchange of information, responsiveness to customer inquiries and directives, and
timely identification and resolution of questions and problems.
c. The Proposer shall not take any action that will prevent the continuous operation of all
existing communications systems during the changeover to the new radio system. All service
affecting outages shall be pre-approved by DCC/DMA.
d. All necessary and incidental equipment needed in order to meet the requirement for a
complete and operating system, even if not specifically mentioned herein, shall be supplied
by the Proposer without claim for additional payment. The Proposer is responsible for
verifying the completeness of any parts lists, the correctness of any part numbers and the
overall suitability of the equipment to meet the main purpose of the RFP and its requirements.
e. Should the Proposer find any discrepancy between existing conditions and the Specification,
or if the Proposer finds that the requirements can be met and the Work completed in a more
advantageous way, the Proposer shall notify the DCC/DMA in writing of such finding.
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f.
The Proposer shall pay any inspection fees required and take out, at his or her own expense,
any and all permits and licenses required, including building permits and other licenses and
permits required by the various municipal or other public bodies involved or having
jurisdiction. The Proposer shall comply with all applicable laws of the United States and the
State of Michigan and the ordinances and regulations of various municipal or other public
bodies involved or having jurisdiction.
g. Proposer shall thoroughly assess the presence and functionality of existing site
environmental/security alarm systems and where such environmental, security, or system
functional alarming is absent or inadequate or connection to the network for reporting alarms
is absent or inadequate, Proposer shall include the necessary equipment to facilitate
implementation of appropriate capabilities. Any such proposed equipment should be
thoroughly discussed and documented with the objective of satisfying the DCC/DMA’s intent
to have a secure system of well monitored sites.
6.2 Project Management
a. The selected Proposer shall be responsible for all aspects of project management, including
planning, staffing, performance monitoring and oversight, subcontractor management, project
coordination, quality assurance and reporting. The following specific Project Management
activities must be performed.
6.2.1 Project Plan
a. The selected Proposer shall develop a comprehensive Project Plan for the Radio System
implementation project, and shall maintain the project plan through the active implementation
phases of the project. The Project Plan shall include the following:
i.
Project Management - A description of the proposed project organization structure, key
personnel assignments, and roles and responsibilities.
ii.
Project Work Plan - A description of the tasks that will be performed to accomplish the
implementation, delivery and acceptance of the system, including a detailed work plan
with task schedules and milestones.
iii.
Master Implementation Schedule – A detailed Gantt chart schedule showing the timephased schedule for accomplishing all design, development, integration, delivery and
testing activities, with the milestone schedules for all deliverable reviews and
documentation including associated review, approval and update sequences.
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b. The Master Implementation Schedule must include guaranteed dates for the key
implementation and delivery milestones.
c. The Master Implementation Schedule must include a detailed delivery schedule for
deliverable reports, plans and technical documentation items listed in Section 6.2.4 that will
be prepared and delivered in association with system implementation.
d. The Project Plan shall reflect the understanding that all deliverables are subject to customer
review and approval, and shall allow for rework to correct deficiencies prior to final review
and approval.
e. Proposers must submit a preliminary draft of the Project Plan as part of their response. The
preliminary project plan must not be generic boilerplate information, and must provide
specific details including project staffing and the proposed master implementation milestone
and deliverable schedule.
6.2.2 Automated Project Management Tool
a. Microsoft Project Professional Edition or equivalent shall be used for developing and
maintaining the master implementation schedule and subordinate work plans. Three (3)
licensed copies of the current version of Microsoft Project Professional Edition or equivalent
shall be delivered for use by the customer’s project team at the time that the baseline master
implementation schedule is delivered. The cost for these licenses should be reflected in the
cost proposal.
b. The automated project management software (Microsoft Project Professional Edition or
equivalent) shall be used to plan, implement, and monitor project work plans.
i.
The primary work plan and all subordinate detailed work plans (e.g., the System
Implementation, Testing and Quality Control plan, Deliverable plan, etc.) shall be
implemented and maintained using the automated project management software.
ii.
The detailed plans must be defined and maintained at a level that will enable an ongoing
assessment of the adequacy of the plan and the progress of planned implementation
activities.
c. The master implementation schedule must be updated on a monthly basis throughout the
entire implementation cycle to reflect changes in scheduled activities.
i.
The baseline schedule must be separately maintained to enable assessment of progress
against the original schedule.
ii.
The monthly project schedule update shall be delivered not less than two full working
days prior to the monthly project status review meeting.
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6.2.3 Project Status Meetings and Progress Reporting
a. Informal weekly reporting and formal monthly reporting of project status, progress and
current issues shall be provided throughout the duration of the Radio System implementation
project.
b. The selected Proposer shall prepare for and participate in informal weekly project status
meetings with the DCC/DMA Project Team to discuss project status and to resolve issues.
Directives, resolutions and action assignments shall be documented in writing by the
Proposer’s Project Manager and the document shall be delivered to the Project Team no later
than 4:30 p.m. of the next business day after the meeting.
c. The selected Proposer shall prepare for and participate in formal monthly project review
meetings with the DCC/DMA Project Team.
i.
At the formal monthly project review, the Proposer shall present the status of all project
tasks, identify problems and potential risk areas, coordinate the development of action
plans to resolve issues, and discuss the detailed activities planned for the next reporting
period. Each review shall include a detailed discussion of the project schedule and any
actual or projected variances between the baseline schedule and the current activities.
ii.
Directives, resolutions and action assignments shall be documented in writing by the
Proposer’s Project Manager and the document shall be delivered to the Project Team no
later than 4:30 p.m. of the next business day after the meeting.
6.2.4 Deliverable Management Plans, Reports and Documentation
a. At a minimum, the Plans, Reports and System Documentation listed in Tables 3.2.4-1 and
3.2.4-2 must be prepared and provided. The Tables indicate the level of information to be
provided in the proposal response – either a proposed (preliminary) version of the deliverable
itself or a complete outline of the deliverable.
i.
Project Management Plans and Reports Deliverables
Table 6.2.4-1 Management Plans and Reports
Deliverable
Radio System Project Plan
Include in Proposal Response
Proposed Implementation Project Plan
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Table 6.2.4-1 Management Plans and Reports
Deliverable
Include in Proposal Response
Monthly Project Status Reports
Project Status Report Outline
Site Preparation and Installation Plan
Site Preparation and Installation Plan
Outline
Training Curricula, Courseware
Training Delivery Plan
and Training Curricula, Courseware
Training Delivery Plan Outline
System Acceptance
Procedures
and SAT Plan/Procedures Outline
Test
System Maintenance Plan
Plan
and
Proposed System Maintenance Plan
Subscriber user guides for each type of Identify the specific user guides and
subscriber
manuals that will be provided with the
system and provide an outline of each.
Safety Notices
Documentation that indicate all safety
precautions to be taken by personnel.
6.3 Project Staffing
a. The selected Proposer shall be responsible for providing qualified and experienced
professional staff for the project to accomplish the system implementation and provide the
associated services in accordance with the contractually-established schedule.
b. Proposers must provide a staffing plan in their proposal response that identifies all key
personnel, to include those listed in section 6.3.1, describes their roles and responsibilities,
provides an experience summary for each key person that supports his/her project role, and
defines the reporting structure of the project within the Proposer’s organization.
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6.3.1 Key Personnel
a. The Proposer’s staffing plan must include the identity and qualifications of key staff that will
be assigned to the project, including key individuals for the following positions.
b. The selected Proposer shall assign a dedicated Project Manager whose project management
responsibilities shall include:
i.
Planning and monitoring project activities.
ii.
Working with the Project Coordinator and agency representatives to ensure timely and
effective response to information requirements and to resolve actual and/or potential
problems.
iii.
Reporting on project status.
iv.
Providing analytical and technical expertise as required by the project.
v.
Obtaining and scheduling the use of required resources.
vi.
Management and quality assurance of all required implementation and support services.
vii.
A minimum of three references from clients with installations of similar size and scope
shall be provided for the proposed Project Manager.
c. The selected Proposer shall assign a dedicated senior System Engineer whose project
responsibilities shall include:
i.
Oversight and coordination of the detailed system design and implementation activities,
with ongoing monitoring to ensure conformance with all specified System Requirements.
ii.
Primary technical liaison with the DCC/DMA project team with responsibility for
defining and obtaining concurrence for implementation and operational details including
workflows, component configurations, default settings, etc.
iii.
Oversight and coordination of system integration and testing activities to ensure
conformance of the system with system requirements and implementation agreements.
iv.
Direct involvement in the preparation of formal test plans for pre-delivery, installation,
and formal acceptance testing, and leadership of all formal testing activities.
v.
Quality assurance of all system and documentation deliverables.
d. The selected Proposer shall assign a dedicated Training Manager whose project
responsibilities shall include:
i.
Development of the Training Plan, with ongoing coordination to maintain and update the
detailed plans and procedures as necessary to accomplish the delivery of all required
Training.
ii.
Primary training liaison with the DCC/DMA project team with responsibility for
developing detailed delivery plans and content requirements for each training course, and
for providing regular status reporting on conversion activities.
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iii.
iv.
Coordination of training schedules and preparation activities.
Oversight and direction of training delivery and leadership of the training assessment
activities.
e. The selected Proposer shall assign an Operations and Maintenance Support Manager whose
shall be responsible for:
i.
Development of the Operations and Maintenance Support Plan, with ongoing
coordination to maintain and update the detailed plans and procedures as necessary to
accomplish the effective delivery of operations and maintenance support.
ii.
Primary technical liaison with the DCC/DMA project team with responsibility for
planning, coordinating, and implementing the operations and maintenance support
capabilities, including the DCC/DMA and Proposer help desks and linkages.
iii.
Participation in training preparation and delivery for providing operations and
maintenance support training system administrators and support staff.
iv.
Oversight and direction of the operations and maintenance support activities during the
initial warranty period and through the full production period.
6.3.2 Personnel Assignments and Access
a. All Proposer’s, subcontractor, and other personnel assigned by the Proposer to the
DCC/DMA Radio System project shall be apprised of and must acknowledge their
responsibilities with respect to the confidentiality of DCC/DMA installations, capabilities,
work processes and data.
b. The Proposer’s staff assignments shall be subject to DCC/DMA review and approval.
c. DCC/DMA reserve the right to approve all personnel assigned to the project and to explicitly
authorize participation and facilities access for each assigned individual.
d. DCC/DMA reserve the right to unilaterally request the replacement of any individual
assigned to the project, and the Proposer must accomplish the replacement with a person of
appropriate qualifications for the assigned position in a timely manner.
e. All Proposer employees, subcontractors and other personnel requiring access to DCC/DMA
radio facilities must be subject to background check that will be conducted by DCC/DMA.
f. A successful background check must be completed for all employees, subcontractors and
other personnel assigned to the project requiring access to DCC/DMA facilities, or will have
post-delivery maintenance responsibilities requiring on-site or remote access to operational
Radio System components.
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g. The background checks must be conducted prior granting access to any personnel, and
requests for background checks must be provided to the DCC/DMA Project Coordinator not
less than 24 hours in advance of the need for access. The DCC/DMA may, at its discretion,
refuse to allow an employee, subcontractor, or other person to have unescorted access to
agency facilities or direct or remote access to the Radio System if the individual has been
convicted of a felony or misdemeanor, is the subject of a current criminal investigation, has
an outstanding warrant, or is not a U.S. Citizen.
h. All Proposer employees, subcontractors and other personnel requiring access to DCC/DMA
facilities shall be subject to random drug testing.
i. All Proposer employees, subcontractors and other personnel may be required to be
credentialed and given keys or access passes to enter certain facilities. As such, the Proposer
will be responsible for all costs associated with such equipment.
6.4 System Design
a. The selected Proposer shall design the Radio System to provide comprehensive capabilities
as defined in this RFP Specification, and shall apply internal quality control processes to
verify that the system design is in conformance with each and every detailed functional and
performance requirement of the system.
b. A detailed System Design Document (SDD) shall be prepared and delivered for review and
approval in accordance with the deliverable schedule established in the Project Plan. The
initial SDD shall be delivered in editable softcopy (e.g., MS-Word but not Acrobat).
c. After release of the initial SDD, a formal Critical Design Review (CDR) shall be conducted,
at which all aspects of the system design shall be presented for discussion.
d. A detailed CDR agenda shall be prepared and delivered not less than three weeks prior to the
scheduled CDR presentation.
e. A final agenda shall be produced if necessary to incorporate any directed changes and the
final agenda and the CDR presentation slides shall be delivered in editable softcopy (e.g.
PowerPoint but not Acrobat) not less than five days prior to the scheduled CDR presentation.
f. Following the CDR, the System Design Document shall be updated as required to correct
deficiencies and to incorporate directed changes.
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6.5 System Installation
6.5.1 Installation Planning and Management
a. The Proposer shall be responsible for planning and accomplishing installation of the new
Radio System, its components and its workstations.
b. Proposer shall be responsible for implementing all network communications security
provisions on all Radio System components, as necessary to comply with standard policies.
c. Following successful installation and testing and system acceptance of the new Radio
System, the Proposer shall be responsible for planning and accomplishing de-installation and
removal of all current equipment that is not used in the new system.
6.5.2 Site Surveys
a. Proposer shall conduct site surveys of each designated installation location to support
preparation of a detailed installation plan, and shall:
i.
Provide a detailed floor plan showing equipment sizes, clearances, and suggested
arrangement for installation site.
ii.
Document the thermal loads associated with Radio System equipment in each installation
area, assess the environmental conditioning capability at each installation site, and
identify locations where the thermal loads may result in environmental issues.
iii.
Assess the adequacy of power supplies in each installation area and identify any potential
power issues associated with the Radio System equipment installations.
iv.
Identify communications network connectivity requirements at each installation area and
provide site-specific requirements for network drops.
v.
Identify any other special facility preparation requirements and installation support
equipment at any installation location that are necessary for installation of the applicable
system components. The Proposer shall be responsible for providing all such facility
preparations and installation support equipment, subject to agency approval.
b. Proposer shall develop a detailed Site Preparation and Installation Plan and provide timely
coordination with DCC/DMA to effect installation location preparation requirements such
that facility preparation requirements do not delay installation of the system. DCC/DMA may
request for the Site Preparation and Installation Plan to include the cost for the Proposer to
accomplish such needed services.
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6.5.3 Applicable Laws and Codes
a. Installation of all Radio System components, workstations and peripherals shall be in
accordance with applicable laws, codes, ordinances and industry standards.
b. In the event that any installation is found to violate specific law, code or ordinance, the
Proposer shall be responsible for affecting timely modifications to bring the installation into
conformance.
6.6 System Acceptance
6.6.1 System Acceptance Testing
a. The system shall be subjected to a sequence of formal tests associated with major
implementation milestones, and each formal test must be performed and successfully
completed before the Proposer will be authorized to proceed to the next implementation
stage. The following formal and informal acceptance tests will be performed at the designated
implementation stages:
Test
Implementation Stage
Result of Successful
Completion
Factory Acceptance Test
(FAT)
Completion of system
development, integration.
Approval to deliver and
install the system.
Site Installation Verification
and Operational Readiness
Test (informal)
Completion of site
installations, network
connectivity, and final
configurations.
Approval to commence final
Formal Acceptance Test.
System Acceptance Test
(SAT)
Completion
of
system System acceptance and
delivery, user training, and authorization of final
establishment of support payment.
infrastructure.
b. The System Acceptance Test (SAT) shall include:
a. Inspection of all deliverables and equipment installations;
b. A comprehensive functional demonstration of all system capabilities;
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c.
d.
e.
f.
A throughput and accuracy performance benchmark test;
Verification of completion and certification of all user training.
A 30-day operational availability and performance test;
A final verification of complete requirements satisfaction using a comprehensive
requirements matrix.
g. Portable radio coverage testing shall be tabulated using the Delivered Audio Quality
(DAQ), with a DAQ of 3.4 (speech understandable without repetition, but with some
noise or distortion present) being the threshold of acceptance. A test point in each onehalf square-mile grid within DCC/DMA service area, shall be randomly selected prior to
testing. In addition, the DCC/DMA has included a list of test points in Appendix A that
have been identified by fire, police, EMS, and other users as buildings within which
reliable signal coverage is required, and these will also be tested. Testing shall comply
with TIA TSB-88-B-1, shall conclusively demonstrate that radio coverage is being
achieved in accordance with the specifications required by this RFP.
h. Under normal day-to-day operating conditions with all user agencies on-line, the system
shall function continuously for 45 consecutive days without failures. Assuming that no
failures are uncovered, the system shall then be intentionally forced into full failure-mode
operation by manually disabling one or more key hardware components of the system.
During the failure mode of operation, it shall be seamless to end users and there shall be
no degradation in service. Upon completion of failure-mode testing and restoring the key
hardware components that were disabled, the system shall automatically be reverted to
full trunked-mode without inordinate intervention on the part of technical or operational
personnel.
6.6.2 Acceptance Testing Plan and Procedures
a. Proposers shall submit a System Acceptance Testing Plan and Procedures (ATPP) for
approval by the DCC/DMA. The ATPP document shall be used to coordinate each stage of
system acceptance testing. The ATPP shall include a detailed definition of all tests, including:
i.
Operational, functional and performance test scenarios and procedures.
ii.
Makeup and content of test data sets.
iii.
Operational and technical oversight and support during testing, and the roles of
participants.
iv.
Development, management and reporting of resolution plans for correcting any system
deficiencies and discrepancies that are found during acceptance testing.
b. A detailed requirements traceability matrix shall be included in the ATPP which shall
facilitate the assessment of test results and compliance of the system with all requirements.
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c. An initial draft of the ATPP shall be prepared and delivered not later than 60 days prior to the
scheduled commencement of the FAT. Specific FAT and SAT versions of the ATPP will be
produced for each test documenting the specific test procedures, criteria and datasets that will
be used in the test. The FAT ATPP must be prepared and delivered not less than 2 weeks
prior to the commencement of FAT testing. The SAT ATPP must be prepared and delivered
not less than 3 weeks prior to commencement of the final SAT.
d. Proposers shall include the proposed testing and delivery schedules in their proposed Master
Implementation Schedule, and shall include the initial delivery and each test-specific update
of the Acceptance Test Plan and Procedures as deliverable milestones in their Implementation
Schedule.
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7.
WARRANTY AND SUPPORT REQUIREMENTS
7.1 Scope of Warranty and Support
The proposer must provide a response below each section of the Warranty and Support
Requirements. For those areas where no specific response is requested, the Proposer must
acknowledge the statement is understood.
a. A comprehensive program of technical support, operations support and preventive and
remedial maintenance support for Radio System equipment and software must be provided
throughout the life of the system. The required elements of this support are:
i.
Regular preventive maintenance of the Radio System.
ii.
On-site remedial response to hardware or software problems with the Radio System.
iii.
Repair or replacement of defective components.
iv.
Provision and maintenance of spares kits containing critical spare parts for the Radio
System central identification system segments and the networked workstations.
v.
Software version management, with regular updates to apply approved patches and
updates, maintain current versions of all software components and to achieve or maintain
compliance with new and evolving federal and State standards.
vi.
Technical support for system expansion and extension of standard services to new users.
vii.
System configuration management.
viii.
Periodic reporting of routine activities and problem detection and resolution status.
ix.
A limitation on the year-to-year increase in cost of maintenance and updates.
b. All service and support of the Radio System processing components, software, and
workstations shall be provided under a comprehensive System Warranty Agreement for the
system. The System Agreement shall provide for all of the warranty support elements defined
above, and the selected Proposer shall be solely responsible for delivery of services under the
Agreement.
c. Proposers must specify the services that will be provided under their proposed System
Warranty Agreement and/or System Warranty.
d. The Proposer shall warrant to the DCC/DMA that the equipment to be delivered shall be new,
not remanufactured, and that it shall conform to these requirements and be free from defects
in materials and workmanship.
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e. The Proposer shall warrant all materials, workmanship, and the successful operation of all
equipment and apparatus supplied by them. If any defect or malfunction occurs within the
warranty period, including non-conformance with this document, the Proposer shall
determine the cause of failure, remove, repair or replace any defective part or parts, deliver
and reinstall the part and place the equipment back into service at their sole cost and expense.
f. The Proposer shall warrant the equipment to be free from imperfections and capable of
satisfactory performance under the DCC/DMA’s normal operation conditions.
g. The system shall be covered, both hardware and software, by a comprehensive one-year
warranty, under which all elements of system and support as listed in Section 7.1 and
described in Section 7.3 are provided at no additional cost for the one-year period beginning
upon acceptance of the system.
h. If any defect or malfunction occurs within the warranty period, including non-conformance
with this document, the Proposer shall determine the cause of failure, remove, repair or
replace any defective part or parts, deliver and reinstall the part and place the equipment back
into service at their sole cost and expense.
7.1.1 Replacement Parts
a. The Proposer shall warrant that it will maintain a stock of replacement parts for each item
included in this procurement and shall be in a position to replace promptly these parts as may
be required for a period of seven years after announcement of discontinuance, notice of which
shall be provided to the DCC/DMA.
b. As part of its Proposal, each Proposer shall indicate the level of spare parts for the equipment
that will be maintained within the DCC/DMA area. Proposers shall provide recommended
lists of spare parts that might be purchased by entities that wish to perform in-house .
Proposers shall also provide prices for all available spare parts as part of the separate pricing
data.
7.2 System
a. The Proposer shall provide operations support, preventive maintenance, warranty and on-call
remedial maintenance of the system in accordance with the following detailed requirements.
7.2.1 Technician
a. The proposer must indicate the availability of technicians to provide all services and
coordinate remedial maintenance as required.
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b. The technicians must be fully trained and qualified to provide all aspects of operations
support, preventive, first-tier remedial maintenance, management of the spares inventory,
performance of system backups and regular status reporting regarding routine operations and
problem detection and resolution.
c. The technicians working at DCC/DMA premises must successfully pass a criminal
background check.
7.2.2 Operations Support
a. Proposer shall provide a 24x7 help desk capability that answers calls for service for incidents,
problems and questions, and that coordinates problem resolution.
b. The help desk must be staffed with technical system specialists, providing expertise in
systems operations.
c. The help desk must have remote capabilities for diagnosing problems and for either
correcting them remotely or providing detailed problem information to the technician.
d. The help desk must maintain a detailed date/time-based log of all calls for service with
updates documenting the response to the call and the resolution of the service issue. Proposer
shall provide a monthly report of calls for service.
7.2.3 Response Times
a. The selected Proposer shall provide a list of their current response time frames. The list shall
include at a minimum three response levels or priority levels and time of arrival (response
times).
7.3 Preventive
a. During the warranty period, the Proposer shall, every three months, inspect, measure, and
adjust, if necessary each fixed RF Site and Dispatch Console location in the system and in the
event of equipment sub-standard performance, replace parts, or adjust as required, to meet
factory and system specifications. All batteries, except batteries for portables shall be
checked on a semiannual basis and maintained and/or replaced as needed by the Proposer.
b. The physical condition of all fixed equipment locations shall be inspected every six months
and any repairs or corrections needed shall be reported on a written summary. These
inspections shall include the cleaning of all dust and debris from the cabinets.
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7.4 Repair / Replacement of Defective Components
a. Proposer shall be responsible for repair or replacement of defective components under the
System Warranty Agreement. A defective component is one that has completely failed, or a
component that has experienced intermittent problems requiring remedial maintenance
attention more than three times in any 30-day period.
b. Proposer shall have sole responsibility for securing warranty repairs and replacements under
any applicable manufacturer’s warranty programs. However, failure to obtain any expected
warranty service from a manufacturer shall not relieve Proposer of the responsibility for
delivery of maintenance services in accordance with the response times defined in section
7.2.3.
7.5 Software
a. Proposer shall provide software and database support to maintain currency of the system
software and to rapidly respond to and correct problems.
b. Software warranty shall include the replacement of software that becomes obsolete or for
which the manufacturer discontinues support during the warranty period. When the
manufacturer (e.g. Microsoft) announces that support for a product (e.g., Windows XP) will
be discontinued, the Proposer must work proactively with the agencies to prepare for, plan,
implement, test and transition the system to a current supported-technology system.
c. Proposer shall provide software updates, modifications and patches and associated
documentation updates to maintain optimum operational capabilities, to maintain compliance
with new agency, State and federal regulations, to maintain compliance with evolving
imaging technology standards, and to maintain coherence and currency of operating
environments.
d. The technician shall assist agency personnel in determining the necessity of applying critical
and routine software updates (e.g., Microsoft service packs).
e. A formal change management process shall be implemented and used to provide scheduling
and obtain approval for all software modifications.
f. All software changes that are service-affecting shall be approved by the DCC/DMA.
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7.5.1 Proposer Service Vehicles
a. Proposer shall have service vehicles immediately available for emergency and routine
service. These vehicles shall be capable of performing all necessary field maintenance, on all
equipment, in all types of weather conditions.
7.5.2 Firmware Updates
a. Proposer shall provide programming for any firmware updates to any system component
released during the warranty period.
7.5.3 Response to Funding Inquiries
a. Should it be necessary for the DCC/DMA to respond to any inquiries from an agency that
provided grant dollars (governmental or non-governmental), for the purchase of any portions
of the Radio System, the Proposer shall provide any information necessary to enable the
DCC/DMA to respond fully to the inquiry.
7.5.4 Response to FCC Inquiries
a. Should it be necessary for the DCC/DMA to respond to any FCC inquiry concerning work,
repairs, etc., the Proposer shall provide any information necessary to enable the DCC/DMA
to respond fully to the inquiry.
b. The successful Proposer shall have satisfactory track record of complying with FCC license
requirements in a timely fashion as required by Federal law.
c. Proposer shall submit evidence of compliance with these requirements for the DCC/DMA to
review. The DCC/DMA reserves the right to obtain outside information of each review in
these matters.
7.5.5 Reliability Improvements
a. All reliability improvements that are released by the selected Proposer for the same type of
equipment as being maintained under the terms of the warranty contract shall be implemented
in the Radio System without additional charge during the period of the warranty.
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7.5.6 Scheduling, Problem Tracking and Reporting
a. Comprehensive management of the program must be provided during the life of the contract,
including:
i.
Maintenance Scheduling and management reporting.
ii.
Problem tracking using a formal problem tracking, resolution and sign-off methodology.
iii.
Standard problem escalation procedures for handling all types and levels of problem
situations.
iv.
Regular reporting of the status of all routine operations support, preventive , and problem
response and resolution.
b. A problem log and service record shall be maintained for each system hardware and software
component. Agency system administrators shall have interactive capabilities to access the log
and obtain information to aid assessment of system availability and effectiveness.
c. An incident report must be prepared and provided upon completion of each remedial call. The
report shall include at least the following information:
i.
Date and time notified
ii.
Type and time of arrival
iii.
Type and model number(s) of equipment(s)
iv.
Time spent for repair
v.
Time repair completed
vi.
Service completed
vii.
Description of malfunction
viii.
List of parts replaced
ix.
Action taken to prevent recurrence
x.
Signature of site representative
7.6 System Maintenance Plan (During Warranty Period)
a. A comprehensive System Maintenance Plan shall be developed and maintained describing the
plan and procedures for managing and providing system warranty and operations support.
The System Plan shall include the following:
i.
Organization – A description of the organization that will be directly responsible for
performing the services for the central identification system and networked workstations.
The description must include qualifications of the on-site technician and a description of
the technical support organization capabilities and procedures.
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ii.
Warranty Period and Warranty - A detailed discussion of the warranties provided for the
system hardware and software components, the maintenance procedures that will be used
during the warranty period, and the methods that will be used to secure the full benefits
of the warranties.
iii.
Operations Support - A detailed discussion of operations support, including a description
of procedures for backup operations and backup QA, procedures for maintaining system
virus protections, procedures for software update assessments, and other operations
support activities that will be provided under the Agreement. The section must describe
the planned frequency of each of the operations support activities, a description of how
the services will be scheduled and coordinated, and proposed Service Level Agreement
(SLA) performance levels.
iv.
Preventive Maintenance - A detailed discussion of preventive maintenance, including a
description of periodic service requirements (cleaning, calibration, etc.), the time required
for each type of service, the planned frequency with which preventive maintenance
services will be provided, a description of how the services will be scheduled and
coordinated, and proposed Service Level Agreement (SLA) performance levels.
v.
Remedial Maintenance - A detailed discussion of remedial maintenance procedures,
including the problem response approach and sequence of activities, the methods used to
ensure that response times are met and system availability requirements are maintained, a
description of repair/replacement procedures and timeframes, a description of procedures
for problem tracking, escalation and reporting, and proposed Service Level Agreement
(SLA) performance levels.
b. Proposers shall submit a preliminary draft of the System Warranty as part of their response.
The preliminary draft must be comprehensive and contain sufficient detail for an evaluation
of the effectiveness and value of the proposed approach. Proposers shall also include the
initial delivery and any subsequent updates of the System Warranty as deliverable milestones
in their proposed Master Implementation Schedule.
7.7 Technical Support for Ongoing Operations and System Expansion
a. The selected Proposer shall provide technical support through the life of the system, at the
request of the system manager. This support shall include, but not be limited to, configuration
management, periodic testing and training, and system expansion planning and
implementation.
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7.7.1 Configuration Management
a. A procedure for formal configuration management and version control shall be provided to
manage the system’s hardware and software configuration. The procedures must include a
notification and approval process whereby DCC/DMA shall receive timely notification of the
plans for an upgrade, have the opportunity to witness the regression testing and review test
reports, and approve or disapprove the upgrade prior to its implementation in the operational
system.
b. The configuration management procedure must include source control and release
management in order to insure that Radio System downtime is minimized and that updates
are applied efficiently and correctly.
c. The Proposer must provide responsive support to the DCC/DMA to ensure comprehensive
Configuration Management is established and maintained through the life of the system.
7.7.2 System Expansion
a. Proposer shall provide technical support for planning, implementing and testing customerdirected expansions and extensions of the Radio System, including but not limited to:
i.
Radio System expansion and/or reconfiguration to provide increased capacity for
additional users.
ii.
Radio System expansion to provide increased coverage.
7.7.3 Mobile, Portable, Control Station Radios and Consoles
a. Radios purchased under this RFP shall be covered under the same one year warranty. Radios
that fail during the warranty period shall be repaired at Proposer’s cost and shall be returned
within a 4 week period from time radio is submitted to Proposer.
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8.
TRAINING REQUIREMENTS
a. The Proposer must provide a response below each section of the Training Requirements. For
those areas where no specific response is requested, the Proposer must acknowledge the
statement is understood.
8.1 Scope
a. The selected Proposer must provide comprehensive training in the operations and
management of the Radio System and its components, as applicable to system managers,
dispatchers, and radio users.
b. Training shall be provided in conjunction with the initial installation of the system, and
update training shall be provided as required in association with system upgrades and
modifications.
c. The system must be capable of supporting training of new users without impacting
production operations or the integrity of the system’s identification records databases.
d. The following types of training shall be developed and provided:
i.
System Managers: Comprehensive training for the designated system managers and staff
in all aspects of system operations, network operations, database administration, database
and report generation tools, system performance monitoring and optimization procedures,
security management, backup and archival operations, and system recovery operations.
ii.
System Technicians: Detailed overview of the system architecture for the assigned
system technicians. The training shall also include vehicle installations of mobile
hardware.
e. Dispatch Users: Detailed system and application-specific training for the assigned system
managers and dispatch supervisors providing and introduction to and basic operation on the
dispatch console proposed, providing the knowledge to configure activate and customize
dispatch console features.
f. Radio Users: Detailed training shall be provided for designated operators of each specialized
type radio providing the introduction to the radio and covering basic operations on the
proposed radios.
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8.2 Training Plan
a. A comprehensive, detailed Training Curricula, Courseware and Training Delivery Plan shall
be prepared and provided as the detailed management plan for preparation of training courses
and training materials and for delivery of training to designated users, administrators and
managers.
b. The initial Training Curricula, Courseware and Training Delivery Plan shall include:
i.
A preliminary set of course outlines for each of the training courses that will be produced.
ii.
A description of the training materials that will be prepared and provided to support each
type of training.
c. The schedule for preparation of each of the training courses and associated training materials,
with linkages to the system development schedule clearly showing the sequencing of events
in the two schedules.
d. The detailed training delivery schedule.
e. As elements of the Training program are finalized, subsequent installments of the Training
Plan shall be prepared and issued that incorporate approved elements, such as approved
course outlines and training materials or the approved schedule.
f. Proposers shall include the initial and subsequent deliveries of the Training Plan, training
courseware and materials as deliverable milestones in their proposed Master Implementation
Schedules requested in Section 6.2.1b.
8.3 Training Delivery
8.3.1 Training Management
a. The selected Proposer shall be responsible for all aspects of preparing and delivering training
for radio system managers, dispatcher and users.
b. A Training Manager shall be assigned to lead the planning, preparation, coordination, and
delivery of training for the system and its distributed components.
c. During the planning, preparation for, and delivery of training, the Training Manager shall
participate in weekly and monthly program reviews, shall report status, and coordinate the
resolution of problems and issues.
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8.3.2 Training Courseware
a. Comprehensive training course curricula and associated training materials shall be developed
and submitted for review and approval. Any required modification or updates shall be
incorporated and final courseware and materials shall be delivered prior to commencement of
training.
b. All Radio System lesson plans, courseware and training materials shall be delivered in a form
that can be reproduced and used by DCC/DMA in on-going training and shall become the
property of the DCC/DMA. Proposer shall provide updates and modifications to the
courseware and training materials, as required to maintain currency as system upgrades and
changes are implemented throughout the life of the system.
8.3.3 Scheduling and Conducting Training
a. Table 8.3-1 lists the types and numbers of personnel that shall receive each type of training in
association with the implementation of the Radio System.
Table 8.3-1. Training Requirements Detail
Radio System Component /Type of Training
System Manager
Radio Dispatchers
Radio Users
Number of DCC/DMA Personnel
4
29 (two per site plus 1 extra for CDC)
80 (five per site)
b. Proposer shall schedule, coordinate, and conduct hands-on training for designated
management staff at designated installation locations in accordance with the Radio System
training requirements and the training schedules established in the Training Curricula,
Courseware and Training Delivery Plan.
c. It is preferred that training be delivered on-site, in a controlled environment. In cases where
training is to be done remotely or on-line, it is to be indicated as such.
d. The Proposer is to indicate if the training proposed is train-the-trainer.
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e. The required coordination shall include coordination of trainer and facility schedules,
coordination of local office preparations for training, and the distribution of necessary
training support equipment, materials and documentation. Multiple-shift training covering the
hours of 0700 - 2300 hours may be required for the DCC/DMA.
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9.
STANDARD TERMS & CONDITIONS FOR REQUEST FOR PROPOSAL
The Terms and Conditions, substantially in the form contained herein, shall be included in the
Agreement between DCC/DMA and the successful Proposer.
CONTRACT
THIS CONTRACT is between the Downriver Community Conference, an inter-local
government entity created under the Urban Cooperation Act, P.A. 7 of 1967 ( hereinafter
ADCC@),
on
behalf
of
the
Downriver
Mutual
Aid
(hereinafter
ADMA@),
and
____________________ (AContractor@).
This contract is entered into on ____ day, ___________, 2011.
9.1 Services
9.1.1 Specific Services
Contractor shall provide Software, equipment and services necessary to implement and maintain
the 800 MHZ Trunked Radio Communications System, hereinafter the “project”, in conformance
with the DCC/DMA’s RFP and Contractor’s Proposal that was accepted.
9.1.2
Meetings and Reports
Contractor shall meet with the DCC/DMA and such other personnel DCC/DMA specifies at least
monthly, either in person, by telephone or other electronic communication devices as deemed
most economical, and as otherwise necessary during the term to maintain and to inform the
DCC/DMA of the project’s progress. Contractor shall provide the DCC/DMA with a detailed
written monthly report (or more frequent if requested) along with documentation on the progress
of the work performed under this Agreement and all documentation regarding any Change
Orders.
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9.1.3
Project Personnel and Management
Each Party shall designate and maintain a person as its Project Manager who shall serve as the
primary point of contact with the other Party for communications and cooperation in performance
of services and achievement of the DCC/DMA's objectives. Each Project Manager shall be fully
knowledgeable in the Project’s goals and execution. Contractor shall employ for this contract a
core team consisting of personnel fully qualified to complete the contracted services. Contractor
agrees not to change the staff without prior written approval of the DCC/DMA’s project manager
or his/her designee, unless the staff change is outside the control of Contractor. Contractor may
supplement the core team from time to time with such other persons whose particular skills are
needed to complete the contracted services fully and timely. The Project will be managed by the
DCC/DMA’s designated project manager, and Contractor shall keep him/her fully informed of all
aspects of the Project.
9.1.4
Implementation Schedule
No later than thirty days after this Agreement is entered into, the Parties shall agree on a Master
Implementation Schedule with completion dates for all Deliverables (the “Schedule”) to be put in
writing and signed by both Parties’ Project Managers. This Schedule shall be changed only upon
written mutual agreement of both Parties through their respective Project Managers. The
Schedule and any written changes to it agreed to by the Parties and signed by the Project
Managers shall be deemed a part of and incorporated into this Agreement. The System
implementation and incorporated warranty maintenance and support periods shall not be modified
except by mutual written agreement of the parties.
9.1.5
Change Orders; Procedure
Unless the Parties otherwise agree in writing, each Deliverable shall be completed in accordance
with the approved Project Plan and the Schedule of the Parties. If, prior to Final Acceptance of
the last Deliverable, DCC/DMA desires a change in scope, the following procedures will apply:
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1. DCC/DMA’s Project Manager shall send written notice to Contractor’s Project Manager
of the change requested and Contractor shall send DCC/DMA’s Project Manager a
Change Order Response not later than 10 days from receipt of the notice confirming
whether and how it can make the change and whether it will result in a change in the
Project Plan or Schedule and/or any additional charge to DCC/DMA, and shall state the
amount of the charge, if any.
2. If, through its Change Order Response, Contractor indicates in writing that the change in
scope will not affect the Project Plan or will not result in additional charge to DCC/DMA,
DCC/DMA’s Project Manager shall notify Contractor in writing to implement the change
in scope in accordance with the Change Order Request at no additional cost to
DCC/DMA.
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3. If through its Change Order Response, Contractor indicates in writing that the change in
scope will affect the Project Plan/Schedule or the charges for completion of the Project
Plan, then the Contractor must obtain from DCC/DMA prior express written approval of
DCC/DMA and, if required, legislation by DCC/DMA Council must authorize additional
funds, and the change must be formalized in an amendment to this Agreement before
Contractor may implement said Change Order. Failure on the part of the Contractor to
obtain such approval from DCC/DMA, and the lack of legislative authority if necessary,
shall preclude Contractor from charging DCC/DMA for any implementation of the
Change Order by Contractor.
4. No payment shall be due Contractor by DCC/DMA for any changes if Contractor fails to
follow these change order procedures. Under no circumstance shall DCC/DMA waive
this requirement and no payment made to Contractor or any other action or inaction on
the part of DCC/DMA shall constitute a waiver.
9.1.6
Training
Contractor shall train personnel designated by DCC/DMA as necessary to implement and
maintain the 800 MHz Trunked Radio Communications System.
9.1.7
Time of the Essence
All provisions of this Agreement relating to time of performance and completion of the system
implementation are of the essence of this Agreement. Therefore, Contractor shall prosecute all
work and services diligently so as to assure satisfactory implementation of the system and
performance of all other services, not later than the time specified in the written signed Schedule,
as it may be revised from time to time by mutual written agreement of the Parties. Should
Contractor fail to deliver an acceptable deliverable by the time stated on the written signed
Schedule, the fee payment shall be suspended until the deliverable is completed and accepted by
DCC/DMA.
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9.1.8
Acceptance Test
DCC/DMA shall have a final Acceptance Test Period commencing upon receipt by DCC/DMA
of written notice by Contractor that the system is fully operational. During the Acceptance Test
period, DCC/DMA shall determine whether the Equipment and Software meet all standards set
forth in the RFP, any authorized Change Orders, the Contractor’s User Guides, and the
Contractor’s documentation (“Specifications”).
The final Acceptance Test Period shall be for thirty (30) days commencing upon receipt by
DCC/DMA of written notice by Contractor that the Equipment and Software are operational. If
within sixty (60) days after the final Acceptance Test Period, DCC/DMA has not given
Contractor a written deficiency statement specifying how the Equipment or Software fails to meet
the Specifications or an acceptance, the Equipment and Software shall be deemed accepted and
final payment shall be made to Contractor by DCC/DMA.
If DCC/DMA notifies Contractor of a deficiency, specifying in writing how the Equipment or
Software do not meet the Specifications, within the sixty (60) day period, Contractor shall have
fourteen (14) days to correct the deficiency, and DCC/DMA shall have an additional fourteen
(14) days after Contractor notifies DCC/DMA that every deficiency is corrected to evaluate the
Equipment and Software for compliance to the Specifications.
If the Equipment or Software does not meet the Specifications at the end of the second period of
Acceptance Testing by DCC/DMA, either DCC/DMA or Contractor may terminate this
Agreement. Upon any such termination, DCC/DMA shall return all Equipment and Software to
Contractor, and Contractor shall refund all monies paid by DCC/DMA to Contractor under this
Agreement. Neither party shall then have any further liability to the other under this Agreement.
9.2 Payments
Amount. DCC/DMA shall pay Contractor for accomplishment of all work and services
required by this Agreement in the total sum of not to exceed [
] Dollars ($[ ].00)
excluding mutually agreed upon change orders done pursuant to section 1.5.
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2. Payment. DCC/DMA shall pay Contractor after submission to and approval by
DCC/DMA of a verified billing itemizing the actual time and effort expended to the date
of the billing and the amount of the billing less any prior payments. If the billing is not
acceptable, DCC/DMA shall inform Contractor as to the reasons it is not and the
corrective actions necessary, if any, to qualify the billing for approval. Contractor
acknowledges that DCC/DMA is a tax-exempt entity and Contractor shall not charge
DCC/DMA for any sales, use, excise, or any other tax or assessments in the nature of
taxes, however designated.
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3. No additional costs or expenses shall be charged to DCC/DMA without the express
written permission of DCC/DMA and only upon certification of funds sufficient to cover
the additional costs and expenses.
4. No approval given or payment made under this Agreement shall be conclusive evidence
of the acceptance of performance under this Agreement either wholly or partially, and no
payment made hereunder shall be construed to be an acceptance of deficient or
unsatisfactory work.
9.3 Software
Contractor hereby grants to DCC/DMA a perpetual nonexclusive non-transferable License,
as, to install and use Contractor’s Software pursuant to the ASoftware License
Agreement@ (to be provided by the Contractor as an attachment or as an exhibit) and to
allow other agencies access to DCC/DMA’s System as set forth in this Agreement and
Exhibits attached hereto. In the event that Contractor supplies updates, corrections,
modifications, new versions or new releases of the Software (collectively referred to as
AUpdates@), such Updates shall be part of the Software and the provisions of this License
shall apply to such Updates and to the Software as modified thereby. Any charges by
Contractor for Updates shall be preapproved by DCC/DMA, if needed, and certification
of sufficient funds must occur before any Updates may be made. If Contractor fails to
follow such procedures, DCC/DMA shall owe no amount to Contractor for the Updates.
2. Warranties
a. Ownership; Authority
Contractor warrants that it has full power and authority to grant the rights
to the Software transferred to DCC/DMA without the consent of any other
person; and that neither the performance of the warranty obligations by
Contractor nor the documentation of the application will in any way
constitute an infringement or other violation of any copyright, trade secret,
trademark, patent, invention, proprietary information, or nondisclosure or
other rights of any third party.
b. Compliance with Applicable Laws
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Contractor warrants that the license for DCC/DMA to use the application
and the performance by Contractor of the warranty obligations shall be in
compliance with all applicable laws, rules and regulations.
c. Fulfillment of Warranty Obligations
If, at any time during the term of the Agreement, the Contractor or
DCC/DMA shall discover one or more defects or errors in the application
or any other respect in which the application fails to meet the description
and specifications set forth in this agreement, authorized Change Orders,
Contractor User Guides, or other documentation (the ASpecifications@)
Contractor shall, entirely at its own expense and within twenty-four (24)
hours of notice of a problem, correct such defect, error or non-conformity
by, among other things, supplying DCC/DMA with such corrective codes
and verifying documentation and making such additions, modifications, or
adjustments to the application as may be necessary to keep the application
in operating order in conformity with the description set forth in the
Specifications.
9.4 Subcontracting
None of the services covered by this Agreement shall be sub-contracted without the prior written
approval of DCC/DMA. Any work or services subcontracted hereunder shall be specified by
written contract or agreement and shall be subject to each provision of this Agreement.
Subcontracting shall not relieve Contractor of any of its obligations under the Agreement.
Contractor shall be and remain solely responsible to DCC/DMA for the acts or faults of any
subcontractor and of such subcontractor’s officers, agents, and employees, each of whom shall be
considered an agent or employee of Contractor to the extent of its subcontract. Contractor shall
file a conformed copy of the applicable subcontract with DCC/DMA. Contractor and any
subcontractor shall jointly and severally agree that DCC/DMA is not obligated to pay or to be
liable for the payment of any sums due any subcontractor.
9.5 Assignment
The Contractor shall not assign any interest in this Agreement, and shall not transfer any interest
in the same, whether by assignment or notation, without the prior written consent of DCC/DMA.
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The Contractor shall not assign any interest in this Agreement, and shall not transfer any interest
in the same, whether by assignment or notation, without the prior written consent of DCC/DMA.
9.6 Compliance with Laws and Policies
This Agreement is subject to, and Contractor shall comply with, all applicable statutes,
ordinances, regulations and rules of the Federal Government, the State of Michigan, the County
of Wayne and the DCC/DMA communities.
The Contractor shall utilize best efforts to recruit and maximize the participation of all qualified
segments of the business community in sub-contracting work, including the utilization of small,
minority (MBE) and female business enterprises (FBE). This includes the use of practices such
as assuring the inclusion of qualified Small Business Enterprises in proposal solicitation and
dividing large contracts into smaller contracts when economically feasible.
9.7 Hold Harmless
The Contractor shall protect, defend and hold harmless DCC/DMA, its, Officers, Employees, and
Agents from any and all loss, claims, expenses, actions, causes of action, costs, damages and
obligations, financial or otherwise, including attorney fees and legal expenses, arising from any
and all acts of the Contractor, its agents, employees, licensees, invitee, that result in injury to
persons or damage to property.
.
9.8 Indemnification and Insurance
1.
General Indemnification
Contractor shall indemnify and save harmless DCC/DMA and their respective agencies,
officers, agents and employees ("Indemnified Parties") from and against all suits or
claims to the extent such suits or claims arise out of an error, omission or negligent act of
Contractor pursuant to this Agreement; and Contractor shall, at its own expense, defend
the Indemnified Parties in all litigation, pay all reasonable attorneys’ fees, damages, court
costs and other expenses arising out of such litigation or claims incurred in connection
therewith; and Contractor shall, at its own expense, satisfy and cause to be discharged
such judgments as may be obtained against the Indemnified Parties, arising out of such
litigation. Such indemnification shall survive the term of this Agreement.
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2.
Trade Secrets and Other Protected Information
Contractor shall indemnify and shall hold harmless (including reasonable
attorneys< fees) the Indemnified Parties against all liability to third parties to the
extent arising from or in connection with Contractor’s violation of any third
party's trade secrets, proprietary information, trademarks, copyright, patent rights,
or other intellectual property rights in connection with the performance of
services under this Agreement.
3.
Injuries or Death of Third Party
Contractor agrees to indemnify and hold harmless Indemnified Parties against all
losses and liabilities to the extent arising out of or resulting from all injuries or
death to persons or damage to property, including theft, on account of
performance of work or services by Contractor pursuant to the Agreement.
4.
Obligation to Contractor's Employees
Contractor shall indemnify and hold harmless Indemnified Parties against all
liabilities to the extent arising out of Contractor's failure to perform all obligations
owed to Contractor's employees.
5.
FICA and Taxes
Contractor agrees to indemnify DCC/DMA for any and all sums that are due and
owing to the Internal Revenue Service (IRS) for withholding FICA and
unemployment or other state and federal taxes. Contractor further agrees to make
such payments to the IRS and appropriate state authorities for withholding FICA
and unemployment taxes.
6.
Duration of Indemnification
Contractor's obligation to indemnify any Indemnified Party will survive the
expiration or termination of this Agreement by either party for any reason. To the
extent the interests of DCC/DMA and Contractor do not conflict, Contractor may,
at its option, conduct the defense in any such third party action arising as
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described herein and DCC/DMA promises to cooperate with such defense to the
fullest extent possible.
7.
Insurance Coverage
The Contractor, at its sole cost and expense, shall procure and maintain Workers
Compensation insurance coverage. The Contractor shall furnish a copy of a document
evidencing such Workers Compensation coverage to DCC/DMA prior to commencement
of services under this Agreement.
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The Contractor, at its sole cost and expense, shall procure and maintain at all times
during the term of this agreement, Comprehensive General Liability Insurance in an
amount of not less than One Million Dollars ($1,000,000). DCC/DMA shall be named
as additional named insured.
The Contractor shall carry during the performance of the Agreement and shall keep in
full force, Professional Liability Insurance.
The professional liability insurance should have: minimum limits of five million dollars
($5,000,000) for any one incident and if not written on an occurrence basis, shall be
maintained for a period not less than 2 years following the completion of the work.
The Contractor shall furnish to DCC/DMA, Certificates of Insurance certifying the
above types and amounts of insurance. Such Certificates shall include a Notice of
Cancellation clause with notification being sent to DCC/DMA.
The Contractor shall furnish coverage for any and all damage that may arise from or in
connection with Contractor services to DCC/DMA’s existing radio system, including
but not limited to, coverage for damage to the local and wide area network and loss of
data integrity in the amount not less than $1,000,000.00 per occurrence.
The Contractor shall furnish coverage for any valuable documents and/or equipment
being removed from DCC/DMA facilities in an amount not less than $500,000.
9.9 No Limit of Liability
The limits of insurance specified above shall in no way constitute the upper limits for which
Contractor is responsible under its indemnification obligations.
9.10 Force Majeure Clause
The Contractor shall not be charged with default nor DCC/DMA be held liable because of delays
in completion of the work or payment therefore due to any of the following:
Acts of the Federal Government, including controls or materials, equipment, tool or labor
essential to completion of the work by reason of war, national defense or any other national
emergency.
Changes in the method of performing work covered by the contract, upon order of DCC/DMA to
the extent that any delay is the direct result of any such change.
DRAFT
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Causes not reasonably foreseeable by the parties of this contract at the time of the execution of
the contract, which are beyond the reasonable control of, and through no fault or negligence of,
the Contractor or DCC/DMA. This shall include, but not be restricted to, acts of God or the
public enemy, freight embargoes and court actions; acts of another Contractor in the
performance of some other contract with DCC/DMA, fires, floods, epidemics, quarantines and
strikes; weather of unusual severity such as hurricanes, tornadoes and cyclones; nuclear radiation
or radioactive contamination; and other like factors of unusual severity which directly affect or
prohibit work under the contract.
9.11 Conflict of Interest
No officer, employee or agent of DCC/DMA who exercises any functions or responsibilities in
connection with the planning and carrying out of the program, nor any immediate family
member, close business associate or organization which is about to employ any such person,
shall have any personal financial interest, direct or indirect, in the Contractor or in this
Agreement and the Contractor shall take appropriate steps to assure compliance.
The Contractor agrees that it will not contract with any Sub-Contractor in which it has any
personal financial interest, direct or indirect. The Contractor further covenants that in the
performance of this Agreement, no person having any conflicting interest shall be employed.
9.12 Non-Exclusive Contract
This is a non-exclusive contract and DCC/DMA may purchase the same or similar item(s) from
other Contractors at any time during the pendency of this contract.
9.13 Performance Bond
The Contractor shall execute and deliver to DCC/DMA contemporaneously with the execution
of this Agreement, a performance bond in the amount of proposed and agreed contract price in
the name of DCC/DMA. The bond shall be in effect for the duration of this Agreement and any
renewals thereof, unless DCC/DMA agrees, in writing, to release the performance bond in whole
or in part. The required bond shall be conditioned upon and for the full performance, and actual
fulfillment and Acceptance of each and every Deliverable, term, condition, provision, and
obligation of the Contractor and its officers, and employees arising under this Agreement.
DCC/DMA’s right to recover from the bond shall include all costs and damages associated with
the transfer of services provided under this Agreement to another contractor or to DCC/DMA as
a result of Contractor’s failure to perform.
DRAFT
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9.14 Liquidated Damages
DCC/DMA will require payment by Contractor of liquidated damages for any delay or failure of
the Contractor to meet the Project Schedule for delivery of Project Major Milestones at a rate of
$1,500 per calendar day or any part thereof. In the event of such delay or failure, DCC/DMA
shall notify the Contractor in writing (e.g. fax or e-mail) of any claim for liquidated damages
pursuant to this Section. If the Contractor has not corrected the delay to DCC/DMA’s
reasonable satisfaction and put the project in compliance with the Project Schedule for delivery
of Major Milestones within 10 days of receipt of DCC/DMA’s Notice, the liquidated damages
shall begin to accrue until compliance is reached and shall be payable by Contractor to
DCC/DMA within 15 days of a written invoice from DCC/DMA to Contractor. Further,
liquidated damages shall not accrue if the delay is deemed by DCC/DMA to be excusable and
not caused by the Contractor or their agents and sub-Contractors.
DCC/DMA will also require liquidated damages for failure of the Contractor to meet the
performance levels established in the RFP and/or the guaranteed performance levels specified in
the Contractor’s proposal, at a rate of $500 per calendar day or any part thereof for each and
every instance in which the delivered system is found in testing to be deficient in its capabilities
to meet the required performance levels. In the event of such failure, DCC/DMA shall notify the
Contractor in writing (e.g. fax or e-mail) of any claim for liquidated damages pursuant to this
Section. If the Contractor has not corrected the deficiency and provided a system that fully
satisfies the applicable requirement within 10 days of receipt of DCC/DMA’s Notice, the
liquidated damages shall begin to accrue until compliance with the performance requirement is
reached. Liquidated damages shall be payable by Contractor to DCC/DMA within 15 days of a
written invoice from DCC/DMA to Contractor.
DCC/DMA shall have the right at any time to deduct any assessed liquidated damages from
monies otherwise due to the Contractor. No failure by DCC/DMA on any occasion to assess,
invoice, collect, or deduct from monies otherwise due Contractor, liquidated damages imposable
under the Section shall be construed to waive or restrict any right DCC/DMA has to liquidated
damages under this Section.
9.15 Disputes
Both DCC/DMA and Contractor agree to make reasonable effort to resolve any disputes which
may arise and hereby agree to waive any right to a trial by jury in any action or proceeding based
upon, or in any way related to the Project or this contract.
DRAFT
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9.16 Reports, Information and Audits
The Contractor, at such times and in such form as DCC/DMA may require, shall furnish
DCC/DMA such reports as may be requested pertaining to the services undertaken pursuant to
this Agreement, the costs and obligations incurred or to be incurred in connection therewith, and
any other matters covered by this Agreement. The Contractor shall retain all financial and
administrative records for a period of seven years after the expiration or termination of this
Agreement, and shall permit DCC/DMA or any of its representatives or auditors access to such
records.
Any authorized representative of DCC/DMA at all reasonable times and with reasonable notice,
shall have the right to inspect documents related to the work during the preparation. Further, any
authorized representative of DCC/DMA shall be able to with reasonable notice examine
accounting books, and records relating to the project.
9.17 Proprietary Materials
DCC/DMA acknowledges that in the course of performing services, the Contractor may use
products, materials, or propriety methodologies. DCC/DMA agrees that it shall have or have
obtained no rights in such propriety products, materials, and methodologies except pursuant to a
separate written agreement executed by the parties.
The Contractor acknowledges that in the course of performing services for DCC/DMA, the
materials and information obtained, used and/or produced for DCC/DMA are the exclusive
properties of DCC/DMA and may not be disseminated in any manner without prior written
approval of DCC/DMA, Program Management Office.
9.18 Ownership of Property
The Contractor agrees that at the expiration or in the event of any termination of this Agreement,
that any custom programming code, data, research, schematic concepts, reports, and other
similar items produced in connection with this Agreement shall become the property of
DCC/DMA and Contractor shall promptly deliver such items to DCC/DMA, Program
Management Office. Contractor may retain a copy of such items.
9.19 Warranty
The Contractor warrants that the services to be provided by it hereunder will be performed in a
good, timely and professional manner by qualified staff and in accordance with generally
accepted professional standards. The Contractor further warrants that the design and
recommended solution are workable and capable of meeting the Project Objective.
DRAFT
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9.20 Confidentiality
The Contractor, its agents and employees will keep and retain any and all information and
records generated under this Agreement in strictest confidence and will neither use such
information or records nor disclose such information or records to anyone without the explicit
written permission of DCC/DMA. The Contractor warrants that it has and will continue to have
safeguards in place to assure that such information and records are kept confidential by the
Contractor, its agents and employees.
9.21 Termination
DCC/DMA may terminate this Agreement by giving thirty (30) days notice in writing from
DCC/DMA to the Contractor. If this Agreement is terminated by DCC/DMA as provided, the
Contractor will be paid an amount, which bears the same ratio to the total compensation, as the
services actually performed bear to the total services of the Contractor, covered by this
Agreement less payments of compensation previously made or liquidated damages assessed
under Section 14.
In the event that the Contractor shall materially breach the terms and conditions of this
Agreement, and such material breach shall not have been cured within ten (10) days after the
Contractor’s receipt from DCC/DMA of written notification specifying such material breach
then, in such event, DCC/DMA may either withhold payments then due to the Contractor, or
may terminate this Agreement upon written notification, and/or seek any right or remedy
available at law, or in equity. DCC/DMA shall also have the following rights and remedies,
which may be exercised singularly or in combination.
The right to procure other services as substitutes for services procured from the Contractor
hereunder, or to perform such services itself, and recover direct damages from the Contractor
incurred in obtaining and/or performing such services.
The right to recover direct damages incurred, in excess of any damages recovered pursuant to
this section, as a result of the defaulting party’s failure to perform.
In the event that DCC/DMA chooses to withhold payment, DCC/DMA shall, in writing, notify
the Contractor of the reasons for such action and of the conditions precedent to the resumption of
payment to the Contractor. In no event will any payment pursuant to this section exceed the
compensation provided for herein.
The Contractor shall have the right to terminate this Agreement in the event that DCC/DMA
shall materially breach in its fulfillment of the terms and conditions of this Agreement, and such
material default shall not have been cured within thirty (30) days after DCC/DMA’s receipt from
the Contractor of written notification specifying such material breach.
DRAFT
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In the event that this Agreement is terminated by either party, the Contractor will provide
DCC/DMA with all work in progress, as is, as of the date of termination and DCC/DMA shall
provide to the Contractor reasonable payment for said work in progress.
9.22 Contract Documents
This contract between DCC/DMA and the Contractor includes the RFP document and the
Contractor's Proposal, which are hereby incorporated into this contract.
In the event of a conflict or variance between any of the documents comprising the Contract,
such conflicts or variations and interpretations shall be resolved by giving precedence in the
following order:
1. The Contract’s terms and conditions
2. The RFP
3. The Contractor’s Proposal
4. All other Exhibits to the Contract
9.23 Independent Contractor
The Contractor shall perform all work and services described herein as an independent
contractor and not as an officer, agent, servant or employee of DCC/DMA. Contractor shall have
exclusive control of and the exclusive right to control the details of the services and work
performed hereunder and all persons performing the same and shall be solely responsible for the
acts and omissions of its officers, agents, employees, Contractors and Sub-Contractors, if any.
Nothing herein shall be construed as creating a partnership or joint venture between DCC/DMA
and Contractor. No person performing any of the work or services described hereunder shall be
considered an officer, agent, servant or employee of DCC/DMA, nor shall any such person be
entitled to any benefits available or granted to employees of DCC/DMA.
9.24 Notices
This Agreement requires that all notices, approvals, authorizations, waivers, instructions or
determinations shall be effective only when given in writing and signed by DCC/DMA, the
Contractor, or their authorized designees.
This Agreement requires that all notices shall be personally served or sent by certified mail,
postage prepaid and return receipt requested, addressed to the parties:
To DCC/DMA:
DRAFT
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_______________________________________________________________________
________________________________
____________________________________________________
To Contractor:
_____________________________________________________
_____________________________________________________
_____________________________________________________
_____________________________________________________
9.25 Waiver
This contract shall be construed in a manner that a waiver or any breach of any provision of this
contract shall not constitute or operate as a waiver of any other breach of such provision or of
any other provisions, nor shall any failure to enforce any provision hereof operate as a waiver of
such provision or of any other provision.
9.26 Law to Govern
This contract is entered into and is to be performed in the State of Michigan. DCC/DMA and
Contractor agree that the law of the State of Michigan shall govern the rights, obligations, duties
and liabilities of the parties to this Agreement and shall govern the interpretation of this
Agreement without regard to any conflict of law provisions.
9.27 Amendment
This contract may be modified or amended only by a written agreement duly executed by the
parties hereto or their representatives.
This Agreement may be modified or amended only by a written agreement duly executed by the
parties hereto or their representatives.
9.28 Consequential Damages
In no event shall either of the parties be liable to the other for the payment of any
consequential damages. However, the provisions of this Article shall not apply in any
way to Contractor's obligation to indemnify the DCC/DMA.
DRAFT
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9.29 Equal Opportunity
To be inserted if applicable.
9.30 Michigan Ethics and Election Law.
To be inserted if applicable.
9.31 Continuing Obligations
Any terms, conditions, representations, or warranties contained in this contract that must survive
termination or expiration of this contract to be fully effective will survive the termination or
expiration of this contract. Additionally, termination or expiration of this contract will not affect
DCC/DMA’s right to continue to use any Deliverable for which it has paid, including licensed
material. And no termination or expiration of this contract will affect DCC/DMA’s right to
receive maintenance, warranty work, or other services for which DCC/DMA has paid.
9.32 Entirety
This contract, the RFP, the contractor’s proposal and the exhibits attached hereto contain the
entire contract between the parties as to the matters contained herein. Any oral representations
or modifications concerning this contract shall be of no force and effect.
9.33 Severability
This contract shall be severable, if any part or parts of this contract shall, for any reason, be held
unenforceable by a court of competent jurisdiction, all remaining parts shall remain binding and
in full force and effect.
CONTRACTOR
Downriver Community Conference
By: ___________________________
____________________________
Its: _____________________________
____________________________
DRAFT
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Appendix A: Critical Buildings
DRAFT
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Community
Must-cover buildings for radio coverage
Address
Ford PRC,
25555 Pennsylvania
Waste Water Treatment Plant
34001 W. Jefferson
Brownstown Business Center Buildings (N & S)
19991 Brownstown Center Dr.
Township Hall Building
23125 King
Henry Ford Hospital Brownstown.
23050 West Rd
Woodhaven High
24787 Van Horn
Brownstown Middle School
20135 Inkster
Wegeinka Elementary School
23925 Arsenal
Gudith Elementary School
22700 Sibley
Hunter Elementary School
21320 Roche
Boller Meadow Senior High Rise
21400 Dix-Toledo
Auto Alliance International Plant
1 International Dr.
Canadian National Rail Yard
24002 Vreeland Rd.
Flat Rock Metal Steel Plant
26601 W Huron River Dr.
Manheim Remarketing Inc.
29500 Gateway Dr.
Royal Arc Welding Inc.
23891 Vreeland 48134
Target Steel Inc.
24601 Vreeland
Bobcean Elementary School
28300 Evergreen
Allen Park
Brownstown
Ecorse
Flat Rock
DRAFT
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Community
Must-cover buildings for radio coverage
Address
Barnes Elementary School
24925 Meadows
Simpson Middle School
24900 Meadows
Flat Rock High School
25600 Seneca
Summit Academy
30100 Olmstead Rd.
Melvindale High School
18656 Prospect
Strong Middle School
3303 Oakwood
Allendale Elementary School
3201 Oakwood
Academy of Business & Technology
19624 Wood
Coogan Senior High Rise
3501 Oakwood
Melvindale Pump House
3390 Greenfield
Marathon Tank Farm
1403 Schaefer
Melvindale Civic Arena
4300 S. Dearborn
Riverview Community High School
12431 Longsdorf 48193
Memorial Elementary School
13425 Colvin St.
Forest Elementary School
19400 Hampton St.
Seitz School
17800 Kennebec St.
Huntington School
17752 Kennebac St.
Gibraltar
Grosse Ile
Lincoln Park
Melvindale
River Rouge
Riverview
DRAFT
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Community
Must-cover buildings for radio coverage
Address
Gabriel Richard High School
15325 Pennsylvania
Riverview City Hall
14100 Civic Park Dr.
Riverview Fire Dept
14300 Sibley
Riverview Landfill
20863 Grange Rd.
DTE/City Energy Services (land fill)
DTE Transfer Station (Pennsylvania & Electric)
Rockwood
Southgate
DRAFT
Riverview Towers (High Rise)
13333 Pennsylvania Ave.
Chase Bank
17800 Fort St.
Advantage 1 Bank
14750 King Rd.
DFCU Credit Union Service Center
19224 W. Fort St.
Ash Stevens (chemical site)
18655 Krause
Jones Chemical
18000 Payne St.
Systrand Manufacturing
20201 Woodruff Rd.
U.S. Silica Pit
20837 Huron River Dr.
Earth Tech Basement.
33653 Swallow Dr
St. Mary School – Basement
32447 Church St.
Deaconess Towers
16400 Dix Toledo
Southgate Coop
11255 Allen Rd
Southgate Anderson High School
15475 Leroy
Village Green Apts. – Quarry Road
16700 Quarry Rd.
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Community
Must-cover buildings for radio coverage
Address
Southgate YMCA
16777 Northline
Southgate Meadows
16201 and 16333 Allen Rd.
Seaway Towers
16335 Barberry
Trenton Waste Water Treatment Plant
1801 Van Horn
Trenton Towers
2645 Riverside Dr.
Kennedy Ice Arena (all levels)
3101West Rd
Riverside Hospital
150 Truax Street
Oakwood Southshore Hospital
5450 Fort St.
Taylor
Trenton
All Schools
Woodhaven
Anderson Elementary
2600 Harrison
Hedke Elementary
3600 Marian
Boyd Arthers Middle School
4000 Marian
Trenton High School
2601 Charlton
Chrysler Engine Plant
2000 Van Horn Rd.
DTE Trenton Chemical Power Plant
4695 West Jefferson Ave.
DSC
1491 West Jefferson Ave.
300 ft. into the Detroit River/Trenton Channel
4695 West Jefferson Ave.
Woodhaven Schools
Bates Elementary
DRAFT
22811 Gudith Rd.
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Community
Must-cover buildings for radio coverage
Address
Erving Elementary
24175 Hall Rd.
Patrick Henry Middle School
24825 Hall Rd.
Yake Elementary School
16400 Carter Rd.
Henry Ford Medical Center
23050 West Rd.
Woodhaven Medical Center
18600 Van Horn Rd.
Delaco Kasle Steel
25225 Hall Rd.
Detroit Origin Distribution
26885 Hall Rd.
Ford Forging Plant
24189 Allen Rd.
Ford Motor Stamping Plant
20900 West Rd.
Yamato International
22036 Commerce Dr.
CN Railroad
Wyandotte
DRAFT
Buckeye Pipeline
24002 Allen Rd.
Mazda Corporation
22400 Vreeland Rd.
Mazda Prep Center
22400 Vreeland Rd.
Marathon Oil Co.
24400 Allen Rd.
Waste Water Treatment Plant
797 Central Street
Henry Ford Wyandotte Hospital
2333 Biddle Ave.
BASF Plant
1609 Biddle Ave.
BASF Central Warehouse
800 Central Street
Biddle House High Rise
3301 Biddle Ave.
Bishop Coop High Rise
2651 Biddle Ave.
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Community
DRAFT
Must-cover buildings for radio coverage
Address
Wyandotte Coop High Rise
2455 Biddle Ave.
Chestnut Tower High Rise
20 Chestnut
Roosevelt High School
540 Eureka Rd.
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Appendix B: Microwave/Fiber Network
DRAFT
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DRAFT
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DRAFT
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DRAFT
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Appendix C: Current Inventory of DCC/DMA Subscriber radios
DRAFT
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Downriver Community Conference, MI – Radio System RFP
Subscriber Radio Inventory
Downriver
Community
Conference
23rd Dist. Court
24th Dist. Court
33rd Dist. Court
Allen Park
Brownstown Twp
DMA Special
Ecorse
Flat Rock
Gibraltar
Grosse Ile
HCMA (Parks)
HEMS
Lincoln Park
Melvindale
River Rouge
Riverview
Rockwood
Romulus
Southgate
Taylor
Trenton
Woodhaven
Wyandotte
Totals:
DRAFT
Control Stations
Fire
Portables
Fire
Mobiles
Police
Portables
8
4
9
57
38
10
29
26
12
29
3
Police
Mobiles
2
3
33
21
2
2
2
2
13
21
16
26
10
27
5
8
12
7
12
4
2
2
2
2
2
36
9
14
16
15
6
6
8
9
6
29
11
20
9
5
6
16
13
11
9
86
34
27
31
10
4
39
132
48
22
57
2
2
2
2
2
19
59
28
20
18
37
364
171
715
315
22
21
7
15
12
7
10
9
City
Portables
City
Mobiles
5
13
4
24
49
14
27
24
9
Page 141 of 144
13
Agency
Total
8
4
9
124
110
22
67
73
62
79
12
4
159
62
71
71
38
4
90
258
105
82
110
1624
Downriver Community Conference, MI – Radio System RFP
Appendix D: Post-rebanding Frequencies
DRAFT
Page 142 of 144
Downriver Community Conference, MI – Radio System RFP
Base transmit Frequencies (MHz) UNDER WPIU702
20863 Grange Rd:
20355 Goddard Rd:
71 Cicotte Street:
26848 Will Carlton Rd:
851.5750
851.5750
851.5750
851.5750
852.1250
852.1250
852.1250
852.1250
852.2000
852.2000
852.2000
852.2000
852.2625
852.2625
852.2625
852.2625
852.5750
852.5750
852.5750
852.5750
852.7750
852.7750
852.7750
852.7750
852.8000
852.8000
852.8000
852.8000
852.8250
852.8250
852.8250
852.8250
853.0750
853.0750
853.0750
853.0750
853.1000
853.1000
853.1000
853.1000
853.1250
853.1250
853.1250
853.1250
853.3375
853.3375
853.3375
853.3375
853.5875
853.5875
853.5875
853.5875
853.6500
853.6500
853.6500
853.6500
853.7500
853.7500
853.7500
853.7500
853.8375
853.8375
853.8375
853.8375
DRAFT
Page 143 of 144