FEMA CAP Grant DMR UHF Radio System
Request for Proposal
October 9, 2015
Presented by:
NYU Hospitals Center (NYUHC)
NYU Hospitals Center
Table of Contents
1.
RFP Objective ......................................................................................................................................4
2.
Milestone Calendar ...............................................................................................................................4
3.
Required RFP Response Format ...........................................................................................................5
4.
Due Date of Proposals, Delivery Instruction and Communication .......................................................5
5.
Proprietary Information, Non-Disclosure .............................................................................................6
6.
Costs Incurred .......................................................................................................................................6
7.
NYUHC Reserves Right to Reject Any and All Bids ...........................................................................6
8.
Effective Period of Prices .....................................................................................................................6
9.
System Specifications and Conceptual Design .....................................................................................6
System Requirements ...........................................................................................................................6
General Information .............................................................................................................................7
References .........................................................................................................................................7
Standards ...........................................................................................................................................7
Requirements ........................................................................................................................................8
Workmanship ....................................................................................................................................8
Materials ...........................................................................................................................................8
System Acceptance Testing and Proof of Performance ....................................................................8
Turnkey Project and Sub-Contractors ...............................................................................................8
Premises Visits ..................................................................................................................................9
Site Modifications .............................................................................................................................9
Time for Completion .........................................................................................................................9
Training and Maintenance............................................................................................................... 10
Parallel Implementation .................................................................................................................. 10
Parts Availability ............................................................................................................................ 10
Warranty of Network Performance ................................................................................................. 10
Identified User Needs ......................................................................................................................... 11
Infrastructure Equipment .................................................................................................................... 11
Interconnectivity System Requirements ............................................................................................. 11
Infrastructure Systems Configuration ................................................................................................. 11
System Monitoring via Personal Computer ........................................................................................ 15
Coverage Criteria ................................................................................................................................ 15
Radio System Infrastructure Installation Guidelines .......................................................................... 17
Implementation ................................................................................................................................... 18
Warranty and Maintenance Guidelines ............................................................................................... 19
System Administration and Spare Parts Requirements....................................................................... 20
Subscriber Equipment Requirements.................................................................................................. 20
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Subscriber Equipment Specifications ................................................................................................. 21
Radio System Pricing ......................................................................................................................... 21
Subscriber Equipment Pricing ............................................................................................................ 24
10.
Pricing ................................................................................................................................................ 26
Add Alternate for future buildings...................................................................................................... 26
11.
Evaluation Criteria .............................................................................................................................. 26
12.
Company Profile and Financial Stability ............................................................................................ 27
13.
High Level Strategy/ Timeline ........................................................................................................... 28
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1. RFP Objective
During and following the events of Super Storm Sandy in October 2012, all Ultra High Frequency (UHF)
systems supporting Security, Building Services, Dietary, Telecommunications, Emergency Management, and
RED+F Facilities failed due to catastrophic power loss and water damage.
The Hospital currently lacks a UHF radio transmitter and repeater solution that was fully designed above flood
levels, with Emergency power and battery back-up.
The opportunity exists to install a fortified IP (Internet Protocol) based Digital UHF Distributed Radio system
within the confines of the NYU Hospitals Center Superblock, Hospital for Joint Diseases, Center for
Musculoskeletal Care (CMC) and Ambulatory Care Center (ACC). The newly designed solution will be used
daily by all mission critical departments, but can quickly convert into a command and control solution
whenever an emergency situation arises.
This Technical Specification describes the requirements for a multi-site DMR (Digital Mobile Radio) UHF
Radio System to be provided and installed by a qualified equipment supplier and/or supplier’s representative for
use at the following New York University Medical Center (NYUHC) facilities:
1.
NYU Hospital Center Superblock
530/550 1st Avenue, Manhattan
2.
Ambulatory Care Center (ACC)
240 East 38th Street, Manhattan
3.
Center for Musculoskeletal Care (CMC)
333 East 38th Street, Manhattan
4.
Hospital for Joint Diseases (HJD)
301 East 17th Street, Manhattan
5.
Cobble Hill (Future)
83 Amity St, Brooklyn, NY 11201
6.
Kimmel Pavilion (Future)
NYU Hospital Center Superblock
530/550 1st Avenue, Manhattan
7.
Science Building (Future)
NYU Hospital Center Superblock
530/550 1st Avenue, Manhattan
8.
NYU Lutheran Medical Center (Future)
150 55th Street, Brooklyn, New York 11220
The initial system to be deployed will consist of the first four (4) sites listed (all located in Manhattan). Future
systems will be added at a later date, as separate projects. The proposed system design shall be flexible so that
additional sites can be added without major changes or reconfigurations to existing equipment. Pricing for each
site should be on a separate excel sheet and pricing for the 3 future sites should be on a separate excel file
and each site should be on a separate sheet (format of the excel should be same as first four sites).
2. Milestone Calendar
Notification of Interest to Bid
All suppliers who plan to submit a proposal shall notify NYUHC by email to ITSourcing@nyumc.org no later
than 3PM Eastern, October 16, 2015. Password to the file downloads will be provided when you notify
NYUHC of you interest to bid.
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Mandatory Pre-Bid Meeting
A mandatory pre-bid meeting and site visits will be held on October 27, 2015 at 9:30 AM Eastern.
240 East 38th Street, Manhattan (Between 2nd and 3rd Avenues)
Ambulatory Care Center (ACC)
New York, NY 10016
1st Floor/G-11 Large Conference Room
Pre-Bid Meeting Itinerary (Times may vary depending on questions, etc.)
9:00 AM
Pre-Bid Meeting, Ambulatory Care Center (ACC)
Walk down the block to Center for Musculoskeletal Care (CMC)
Walk down 1st Avenue to the Superblock Campus
Shuttle Bus to HJD Campus
The RFP will be reviewed, general questions answered, and site visits to the four (4) facilities listed above (#1
through #4) conducted through 5PM. A 30 minute, on-your-own lunch break will be accommodated at the
Superblock campus around noon. Suppliers are encouraged to return to the last visited site promptly after the
lunch break. If all site visits cannot be covered by 5PM of October 27, they will be completed the next day
(October 28). It is suggested that any questions arising during the site visits be submitted in writing afterwards.
While questions may be asked during the site visits, verbal answers will not be binding on NYUHC. NYUHC
requests that each supplier have a technical person available for the site visits; subsequent site visits will not be
possible. Please limit your team to no more than 3 people.
Milestones
Date
Time
RFP Release Date
October 9, 2015
5:00 PM Eastern
Notification of Interest to Bid
October 16, 2015
3:00 PM Eastern
Pre-bid Meeting and Site Visits
October 27, 2015
9:00 AM Eastern
Supplier Questions Due
November 6, 2015
5:00 PM Eastern
Response to Suppliers Due
November 13, 2015
5:00 PM Eastern
Proposals Due
November 30, 2015
12:00 PM Eastern
Award
December 18, 2015
5:00 PM Eastern
3. Required RFP Response Format
Suppliers are required to submit their Proposal in the specified electronic format. Supplier will submit their
entire RFP response and all completed forms electronically via e-mail to NYUHC with supplier’s information
and responses provided in the appropriate places therein. The required electronic applications formats are
Microsoft Word and Microsoft Excel. Any supporting graphic or presentation-based slides may be
submitted in a separate PowerPoint file. PDF format is not acceptable for any submitted text, graphics or
slides.
4. Due Date of Proposals, Delivery Instruction and Communication
All Proposals are due by NOVEMBER 30, 2015, no later than 12:00 P.M. EST
Send your complete electronic response via email to: ITSourcing@nyumc.org
Bidders Note: All questions regarding interpretation or specifications must be submitted in writing to
ITSourcing@nyumc.org only. Under no circumstances shall supplier contact any employee of NYUHC. Any
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dialogue initiated by the bidder not addressed to contacts above will result in an immediate disqualification.
Discussions on other business matters not related to this RFP are permitted.
5. Proprietary Information, Non-Disclosure
Supplier shall have no rights in this document or the information contained therein and shall not duplicate or
disseminate said document or information outside the supplier's organization without the prior written consent
of NYUHC.
6. Costs Incurred
All costs incurred in the preparation and presentation of the Proposal shall be borne by the supplier. By
submitting a Proposal, supplier agrees that the rejection of any Proposal in whole or in part will not render
NYUHC liable for incurred costs and damages.
7. NYUHC Reserves Right to Reject Any and All Bids
Nothing in this RFP shall create any binding obligation upon NYUHC. Moreover, NYUHC, at its sole
discretion, reserves the right to reject any and all bids as well as the right not to award any contract under this
bid process. NYUHC reserves the right to award portion of this bid. All bids should be governed by NYUHC
standard Policy and Procedure and Terms and Conditions.
8. Effective Period of Prices
All pricing Proposals by supplier will remain fixed and firm through December 31, 2016.
9. System Specifications and Conceptual Design
Various NYUHC departmental services operate on the following UHF frequencies:
FCC LICENSE
FREQUENCIES
LOCATION
WQAK428*
451.950/456.950
550 First Ave.
WPQA231
464.9625/469.9625
550 First Ave.
WQNG973
461.850/466.850
550 First Ave.
WPJK484
464.425/469.425
545 First Ave.
WQOH278
461.975/466.975
545 First Ave.
WQJF665
463.6875/468.6875
301 E. 17th St.
*this license expired in 2014.
NYUHC does not currently have UHF channels licensed at the two 38th St. facilities.
System Requirements
The new DMR UHF radio system shall:
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provide coverage equal to, or better than, currently available in all four locations (minimum of -100 dBm)
operate across all connected NYUHC facilities on a user selectable/talk group basis
have a minimum of four UHF channels at each site
utilize DMR TDMA technology
support text and email messaging
support telephone interconnect
utilize IP-based connectivity, accomplished by means of fiber
provide “dispatch” terminals that have access to all radio resources
be equipped with a 96 hour battery backup power system*
*The battery backup system shall operate all system components: radio repeaters, routers, fiber optic terminals,
etc., fully independent of any other power source. The battery backup system shall be designed for full-system
load.
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A basic block diagram of the conceptual DMR UHF radio system follows:
UHF
UHF
ACC
UHF
.
240 E. 38TH St
333 E. 38TH St
.
FIBER
FIBER
FIBER
UHF
HJD
17th
Future
Additional
Locations
CMC
St.
UHF
UHF
NYU
Cobble Hill
SUPERBLOCK
530/550 1ST Ave.
70 Atlantic Ave.
Brooklyn
FIBER
FIBER
CONCEPTUAL DMR UHF SYSTEM CONFIGURATION
A user shall be able to transmit to all sites or selected sites based upon talk group/channel configurations and
access permissions.
General Information
References
The Proposer must demonstrate that it has designed, delivered, and installed UHF DMR systems of equivalent
technology and configuration (multi-site) as proposed for NYUHC. These systems shall be described with
enough information that NYUHC and its Consultant can reasonably determine their project equivalency.
The Proposer shall provide a brief description of three (3) installed and fully operational TDMA DMR systems
that are similar to the system being proposed for NYUHC. The description should include information
regarding system features/components (e.g., number/types of sites and channels, subscriber count, and
implementation timeframe) as well as a current customer contact including name, address, and phone number,
title, department, and system responsibility.
A factory authorized service center that is fully staffed and trained to support the proposed infrastructure
network and all related subsystem equipment must be located within a two (2) hour response time to NYUHC to
be considered adequate to satisfy installation, implementation, optimization, warranty and ongoing maintenance
needs. The services Contractor and all subcontractors, if any, must be able to legally conduct business within
the State of New York and New York City.
Standards
The following standards shall apply, as appropriate, to all equipment, installation methods, and materials:
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EIA/TIA–Electronic/Telecommunications Association
NEC - National Electric Code
NEMA - National Electrical Manufacturer's Association
IEEE - Institute of Electrical and Electronic Engineers, Inc.
FCC - Federal Communications Commission
FAA – Federal Aviation Administration
NFPA – National Fire Prevention Association
Building Codes for the City of New York (DOB)
OSHA - Occupational Safety and Health Administration
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Requirements
Workmanship
All workmanship must conform to normal and accepted standards for the telecommunications industry and will
be thoroughly monitored by NYUHC Representatives and its Consultant at various stages during project
implementation and before final network acceptance. All fixed site equipment, including electronic
communications infrastructure, alarm systems, network management consoles, electrical wiring, towers,
antennas, mounts etc., must be installed by, or under the supervision of, the Contractor.
The Contractor must completely remove and properly dispose of residue due to its work, return the site to a
useable state and will be responsible for the cost of repairing all damage caused by the Contractor or its
subcontractors during network installation.
NYUHC and its Consultant reserve the right to halt the installation process due to poor workmanship,
housekeeping, scheduling, work interruptions, etc. Work halts that have resulted from poor workmanship shall
not relieve the Contractor of their responsibility to conform to the installation time requirements as stated in this
Specification.
Materials
All equipment must be new and unused, meet telecommunications industry standards (EIA/TIA), and, where
applicable, be registered with and approved by the Federal Communications Commission. NYUHC or its
Consultant will reserve the right to reject and require the return, at the Contractor's expense, of any and all
components which are defective or fail to comply with this specification. NYUHC will require that any such
rejections or returns will neither validate nor invalidate the Contract and that rejection of material for cause will
not provide an extension of time to the Contractor.
System Acceptance Testing and Proof of Performance
Acceptance testing will be performed prior to Final System Acceptance by NYUHC, and successful passage of
NYUHC’s tests will be a condition of Final System Acceptance. All test equipment required for the
Acceptance Test Plan (ATP) shall be provided by the Contractor.
The test plan shall demonstrate and document the following:
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Signal Strength at all facilities
Proper operation of talk path/channel/location selection features.
Proper operation of automatic unit identification and emergency features.
Proper operation of text messaging and email capabilities
Proper operation of telephone interconnect
Proper operation of Radio Dispatch Consoles
Coverage reliability and delivered audio quality
Reliability and verification of backup electrical power system operation
Reliability and verification of interconnectivity network operation
Engineering support for any advertised feature of the system and/or subscriber must be provided by the
Contractor if requested by NYUHC.
Turnkey Project and Sub-Contractors
It is desirable that a single Contractor have total turnkey responsibility for the project so as to assure a fully
operational network.
A “Turnkey” Contractor is responsible for system design/performance to specifications, the provisioning of
equipment, equipment layout, installation, testing, and final acceptance of the radio system and all of its
components. All costs to provide these turnkey services shall be included in the Pricing Proposal.
Any Proposer desiring to use subcontractors must include within their Proposal a list and description of any
such subcontractors. NYUHC will require documentation and references if the work carried out by the
contractor is greater than 5% of the total work, to ensure the qualification of a subcontractor. NYUHC will
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require that a subcontractor cannot be changed without written permission and that any changes in
subcontractors will not provide an extension of time to the Contractor.
The supplier, as part of their proposal shall indicate proposed locations of repeater system equipment and at
each location where a piece of supplier equipment is required, the supplier must define the power, grounding, IT
data connectivity requirements, as well as heat dissipation data for each respective piece of equipment.
Premises Visits
NYUHC, its designated local representative, and/or its Consultant, will coordinate access to all current radio
system sites as part of the mandatory Pre-Bid Meeting agenda. Proposers are advised to schedule qualified
personnel to attend the site visits; there will not be any opportunity for “revisits”. Site visit details will be
provided prior to the pre-bid meeting.
Site Modifications
Proposers must clearly document any site modifications (e.g. architectural, mechanical, electrical, civil or
structural) that their equipment may require. All construction-related site modification work will be the
responsibility of NYUHC.
The Contractor shall provide the following information for each site in a “site floor plan/elevation drawing”
document that has sufficient details that it can be used by NYUHC’s construction/electrical subcontractors to
prepare the sites (provide within one month after receiving a Purchase Order – include marked up floor plans):
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Required floor space
Quantity, dimensions, weight and location of equipment racks/cabinets
Minimal ceiling height required
Required electrical capacity (number/location of outlets, current capacity, etc.)
Location of “master ground bar” (to be provided by NYUHC)
Estimated heat load (in BTU’s)
Suggested ceiling lighting plan, if required
Antenna line path from equipment to antennas
NYUHC will determine if the equipment installations shall be enclosed within solid walls or cages, or if other
suitable access barriers will be necessary.
As of the date of any resulting agreement, the Contractor will have completed a site inspection by qualified
personnel of each existing and proposed site comprising the System, and will determine if the present condition
of such sites and any existing facilities is acceptable to the Contractor and that the System components can be
installed in a workable condition at each site. Should a proposed site not meet the requirements of the
Contractor, the Contractor shall identify with specificity the modifications needed to bring the site to the
condition needed to install the System components. Should it become necessary that alternative sites and
facilities be substituted for initially identified sites and facilities, the Contractor shall inspect the alternative sites
and facilities and report to NYUHC, in writing, those conditions that make substitution necessary.
The Contractor will, prior to installation of the System at each site, re-inspect such site including structures
located thereon and shall identify, in writing, to NYUHC any changes in sites and facilities since the initial
inspection that may affect the System. If the Contractor fails to re-inspect the sites prior to installation of
components of the System, it shall thereafter be liable for any failure of the System to perform in conformance
with this RFP and any resulting agreement caused, in whole or in part, by changes at any site. The Contractor
will agree to correct malfunctions, hardware defects, and failures of the System to perform in strict conformance
with the specifications of this RFP and any resulting agreement.
Time for Completion
The Project's time frame for completion shall not be greater than 12 months (from Contract execution/provision
of Purchase Order, through Cutover and Beneficial Use). The Proposer shall provide a detailed project schedule
as part of its proposal submission and this project schedule will be reviewed on a regular basis.
The Project will not be deemed complete until a fully-compliant UHF DMR radio system has been installed at
all facilities and all system functionality, audio quality and mandatory coverage testing has been completed to
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the reasonable satisfaction of NYUHC and its Consultant, and, not until a Certificate of Substantial Completion
has been issued by NYUHC.
Training and Maintenance
NYUHC considers training to be of critical importance. Training shall be completed on-site by the Contractor's
personnel. Training shall include all equipment provided by the Contractor.
The Contractor will provide Administrative Training for two (2) System Administrators. Such training will
enable these personnel to perform functionality/feature radio system changes, via software programming, to
portables, mobiles and control stations; poll the network diagnostics; perform traffic and feature usage studies;
configure dispatch terminals, etc. Training shall also be provided for the Radio Dispatch Terminals. The number
of personnel to be trained will be provided by NYUHC at a later date.
The Contractor will permit technical personnel within NYUHC, and NYUHC’s Consultant, to observe user
equipment installation, network implementation, training, and all optimization/testing phases.
The Contractor will allow, upon network system acceptance, designated NYUHC personnel to be provided with
security and access codes, which will allow NYUHC to make routine operational changes and conduct radio
profile maintenance. The Contractor must continuously and within a reasonable timeframe notify NYUHC of
any computer and radio network software code revisions and any recommended equipment modifications. All
such code revisions, upgrades and modifications shall be automatically incorporated into the project, up through
the commencement of formal acceptance testing.
The Contractor will coordinate all training sessions with NYUHC. All training must be approved by NYUHC.
All training shall be conducted within 30 days prior to system cutover.
Parallel Implementation
The new UHF DMR network must be installed in parallel with currently-operating UHF radio systems; the new
UHF DMR equipment will be fully installed and operationally ready before the current existing system(s) can
be decommissioned. The current UHF systems are the only radio communications systems in use by NYUHC
and must operate 24/7 365days. No interruptions in service will be allowed without prior approval of NYUHC
or its designees. If the proposed system reuses existing equipment, the Proposer shall provide a description of
how the reuse of this equipment will not interrupt current operations, or the supplier shall provide
temporary/loner equipment.
The period of time of parallel operations will be used to perform testing of operational functionality of the entire
network, mobiles, portables, and network features. After the new network has been tested and accepted, and
NYUHC has decommissioned the current radio systems, the Contractor must remove the existing system
equipment, including UHF antenna system components, power/control wiring and equipment cabinets/shelters,
as required and directed by a NYUHC designee. All removed equipment remains the property of NYUHC,
unless other arrangements have been made, and shall be delivered to a designated central location for its
disposal. The proceeds from such disposal will be credited to NYU.
Parts Availability
It will be a condition of the contract that the Contractor provides a written guarantee that all proprietary
components and repair parts shall be available for at least ten (10) years from the date of network acceptance.
End user equipment (e.g. portables, mobiles, etc.) repair parts shall be available for at least five (5) years from
the date of cessation of equipment manufacturer.
Proposers should fully disclose the end-of-life status of each piece of equipment in their Proposal. End-ofproduction dates should be provided, minimally, for base stations, network controllers, power supplies, dispatch
consoles, audio switches, power systems, and all models of user equipment. It is the intent, to the maximum
extent possible, for NYUHC to avoid the purchase of any network equipment that is nearing (within 24 months)
the end of its production cycle.
Warranty of Network Performance
The Contractor shall warrant that the installed UHF DMR radio network will function according to equipment
specifications, industry standards, and the minimum operational characteristics listed in this Specification.
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Identified User Needs
NYUHC wishes to develop a UHF DMR radio network that will provide capacity and features which will allow
NYUHC to realize improved coverage and operations within and adjacent to NYUHC’s designated facilities.
NYUHC has identified a need for the system to support 700 users during a busy hour. Proposer shall include in
this proposal a capacity analysis verifying that the proposed solution satisfies this need.
Infrastructure Equipment
Fixed Site Radio Equipment
Proposed fixed station radio equipment must comply with DMR standards for UHF radio systems.
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Equipment must comply with FCC Part 90 Rules and Regulations for stability, deviation, spurious and harmonic
emissions.
Base/repeater stations shall be designed for continuous-duty, 100% operation at full manufacturer’s specification.
Base station/repeaters shall support TDMA digital and FM analog conventional modes of operation.
The system shall incorporate site monitoring and infrastructure alarm systems capable of reporting major/minor
infrastructure functionality alarms on alarm console display devices.
The proposed infrastructure components shall have the ability to be expanded, without having to replace
previously-installed equipment. The proposed infrastructure architecture must be configured to readily accept the
installation of additional infrastructure sites above that included in the Proposer’s initial 4-site design, to
accommodate future population expansion and growth within NYUHC.
Minimum electrical specifications per repeater
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Number of Frequencies:
Power Input:
Operating Temperature:
Duty Cycle:
One transmit; one receive
Capable of operating from 13 VDC to 48 VDC
-30°C to +60°C
100 % Continuous Operation
Fixed Base Station Transmitter Specifications
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Frequency Range:
RF Power Output:
RF Output Impedance:
450-512 MHz
Sufficient power to achieve desired coverage
50 ohms
Fixed Base Station Receiver Specifications
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Frequency Range:
Channel Spacing:
450-512 MHz
12.5 KHz
Interconnectivity System Requirements
NYUHC requires fiber interconnectivity for the system design. The proposer shall specify fiber connection
requirements. Fiber system connectivity will be provided by NYUHC; the Contractor shall provide required
connectivity details to NYUHC so that the fiber network will be compatible with the proposed radio system
equipment.
Infrastructure Systems Configuration
Overview
1. This section defines those critical operational and functional tasks necessary to enhance NYUHC’s
public safety radio communications reliability, effectiveness, and suitability
2. Proposers are required to provide a comprehensive functional and technical proposal for a UHF DMR
radio network. The new digital network shall utilize the necessary number of infrastructure sites, as
determined by the Proposer, to comply with NYUHC’s System Requirements as specified on Page 6 of
this RFP.
3. Proposers should indicate a guaranteed level of portable and mobile area coverage and delivered audio
quality indicative of their design. The current coverage provided by the various UHF systems in the
three facilities shall be used as a benchmark for the digital design.
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4. Proposers are required to furnish and install transmit and receive site equipment/configurations that
adhere to those minimum technical requirements for fixed site equipment as described elsewhere.
5. Physical modifications to proposed sites, or existing NYUHC-owned/leased sites, to accommodate
newly proposed network equipment, shall be the responsibility of NYUHC. The Proposer shall provide
detailed space, electrical and fiber requirements.
6. Proposers shall provide all pertinent information concerning proposed equipment, relative to electrical,
mechanical, structural and physical space requirements. Proposers must consider enhanced security
and environmental issues in preparing their Proposal Response. Any known deficiencies in NYUHC
owned sites, as well as for any newly proposed sites, inclusive of structural, electrical or lightning
protection systems, shall be stated in the Proposal response.
7. It shall be the responsibility of the Proposer to provide and install industry-accepted standard electrical
grounding systems and lightning protection devices to protect proposed equipment from damage due to
electrical transients on antenna systems, power, telephone, or control cables. The Contractor shall
advise NYUHC of the detailed requirements for a suitable “Master Ground Bar” (MGB) to be
provided by NYUHC for each installation location. The Contractor will attach its equipment grounding
systems to this “Master Ground Bar”.
8. The Contractor will agree to correct malfunctions, hardware defects, and any failures of the System to
perform in strict conformance with the specifications of this RFP and any resulting agreement. The
Contractor will, prior to installation of the System at each site, re-inspect such site including structures
located thereon and shall identify, in writing, to NYUHC any changes in sites and facilities since the
initial inspection that may affect the System
9. The UHF DMR radio system will initially be sized to support 700 users. Each proposed new radio
network site shall be capable of channel expansion without requiring the replacement of previously
installed equipment (e.g., antennas, multi-couplers, combiners, etc.).
The delivery and installation of equipment cabinets, security systems, standby and emergency power systems,
antenna systems, electrical grounding systems, lightning protection, transmission lines, cable attachment
hardware, cable tray hardware, etc., is part of this project and must be provided by the Contractor. All deliveries
must be coordinated with NYUHC prior to the delivery date. Removal of decommissioned radio equipment,
shelters and antenna systems is a Contractor requirement. All removed equipment shall be returned to NYUHC
for disposal.
The Contractor shall furnish and install all equipment wiring, wiring hardware, interface electronics and
materials necessary, and at no additional cost than that identified in their Pricing Proposal, to complete
the successful implementation and operation of the proposed UHF DMR radio network.
Site Configuration
The Proposer shall determine if existing radio sites are capable of housing and supporting additional equipment
(assuming dual operation of the legacy radio system while the new system is installed and tested). The
Proposers shall indicate if new equipment locations and/or related support facilities might be required for their
proposed site designs. The Proposer shall determine if any temporary relocation of existing equipment might be
needed to accommodate the installation of the new equipment. Any storage required during relocation or during
implementation should be contracted to Liberty Storage, unless NYU team deems fit to use another company.
Site Development
Proposers are required to supply all technical support, equipment, material and labor necessary to develop each
proposed simulcast infrastructure site into a functional UHF DMR digital radio facility, fully incorporated into
the specified turnkey communications system.
The Contractor will be required to provide detailed “site floor plan and elevation drawings” to NYUHC (as
detailed in Section 4). No equipment installation work will be initiated until NYUHC has reviewed and
approved, in writing, all equipment installation plans.
Site Power Systems
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The digital radio infrastructure sites shall operate from a suitable battery-operated DC power source, sized to
sustain full system operation for a minimum 96 hour period. The battery system shall utilize sealed cells and
100% redundant battery charger components rated for telecommunication service. The Contractor shall confirm
with NYUHC that backup generator power is provided to each radio site.
Site Antenna Systems
The Contractor shall furnish and install new antenna systems specifically designed to meet NYUHC’s coverage
requirements and objectives. All antennas installations shall be capable of sustaining winds of 120 mph.
The Contractor shall equip all antennas with gas tube lightning arrestor devices (Polyphasor™ or equivalent).
All coaxial cable elements used as interconnecting jumpers for outdoor-mounted equipment or transmitter
components shall be 1/2" Andrew FSJ4-50B or equivalent. All antenna lines shall be of solid outer conductor
construction; cables with braided shields are not acceptable. Coaxial cables shall comply with applicable
building/fire codes.
Transmission lines shall be grounded at the antenna, at the top most part of the supporting structure and at the
transmission line building entry location. Grounding strap kits, manufacturer-approved for the type of
transmission line installed, shall be provided. All cables shall be neatly run and firmly attached to a supporting
structure. All transmission line mounting hardware will be stainless steel, of a type and size sufficient for the
cable. No plastic ties or electrical tape will be allowed for attaching cables to towers or other support structures.
System Control Scheme
The proposed radio network must incorporate high levels of redundancy to assure continued system operation.
To provide the highest level of reliability, site/system control schemes shall be IP-based, fully redundant and
utilize distributed processor technology to the maximum extent possible.
Radio Network Alarm System
The Contractor shall furnish and install an automatic alarm system to monitor and alert, as a minimum, status
(per site) on the following radio system operating parameters:
Major Alarm Conditions
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Radio Equipment Failure
AC Power Failure
High Reflected Power, TX Ant.
Battery Charger Failure
Generator Failure.
Low Transmitter Output (each transmitter).
Battery Charger Failure
Low Generator Fuel
A summary major/minor alarm indication should be displayed on an alarm system terminal position and/or at
the Radio Dispatch consoles. This alarm indication should appear as a “flag” at a conspicuous area on a flatscreen display field. Determination of specific alarm point conditions shall be obtainable from any dedicated
alarm system terminal position.
The system shall provide SMTP capability, HP OpenView.
Radio Dispatch Positions
PC-based radio dispatch positions will be provided for Emergency Management and Security (one each). These
dispatch positions will provide graphical representation of all available radio channel/talk group resources. Each
talk group “icon” will provide an indication that a talk group is active or idle.
Each dispatcher position shall be equipped to selectively monitor and control any combination of talk groups,
and other designated radio channels (some of these “other” resources will be receive-only).
Each console position shall be equipped to perform, at a minimum, the following system management tasks:
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User radio identification
Emergency unit identification
Talk group patching
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Retrieval of system activity i.e. the types of calls, call duration, when made, user identification, etc.
Ability to regroup individual radios into special talk groups.
Dispatch Console Reliability
A high degree of reliability for the new radio dispatch console subsystem is required. The console system, to
the greatest extent possible, shall:
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Be automatically self-correcting in terms of momentary loss of electrical power or infrastructure connectivity.
Provide continuous and automatic self-testing and diagnosis.
Allow continued operation of the remaining consoles in the event of failure to a specific console, through isolation
of the defective console device.
Be of a design that eliminates single points of failure.
All wiring, terminal blocks, wire management hardware, modems and like devices necessary for the reliable
operation of proposed radio dispatch consoles shall be provided by the Contractor.
Power Supply
It is a critical requirement that power loss or surges shall not affect radio dispatch operations. Power loss or
surges shall not alter the system software or operating parameters at the radio dispatch positions. An
uninterruptible power supply (UPS), capable of supporting consoles and related equipment for a minimum 15minute period shall be provided at each radio dispatch console location. The dispatch console equipment UPS
shall be connected to an outlet on a circuit that is supported by the building’s primary emergency power
generator. The Contractor shall advise NYUHC of emergency power outlet requirements and locations.
Headset Jack and Microphone
All radio consoles shall be configured for headset and local-microphone operations. Each console shall provide
independent transmit audio level settings for audio inputs from the headset microphone and a desktop
microphone, such that dispatchers may freely switch operation without affecting dispatch audio quality. Dual
headset jacks shall be provided at each position for training and supervisory purposes.
Footswitch
Each of the radio consoles shall include a footswitch for PTT operation of the selected channel(s). The
footswitch shall be heavy duty, rated for constant and continuous use, and shall be designed so as not to skid on
a smooth flooring surface. The Contractor shall supply and install a footswitch for each console.
Dispatch Console Positions
Each of the radio dispatch consoles shall include all controls that apply to the various channel/talk groups and
auxiliary functions for the console. Each console position shall contain as a minimum:
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Select Speaker – for audio from selected channels/ talk groups, with volume control.
Unselect speaker – for audio from unselected channels/ talk groups, with volume control.
Transmit Function – a color-coded transmit function to control the push to talk (PTT) function for the selected
transmitter(s) and/ or talk group(s).
Clock – shall display time in twenty four-hour format.
VU Meter or Audio Level Display.
Keypad or screen representation of a keypad for numeric data entry.
Microphone – desktop microphone type. This microphone shall be resistant to interference, such as from lights,
cathode ray tube terminals, or other devices used in the proximity of the console.
Dual Headset Jack – a dual headset jack shall be provided which will allow for use of a headset equipped with RJ327 type plug with modular adapter. Separate headset volume controls for radio and telephone audio output shall
be provided.
ID Display on the channel window for standard calls and emergency calls
All Receiver Mute Function – a function, which will mute the received audio from all unselected channels, shall
be provided.
Emergency/ Reset – consoles shall receive emergency alerts from the radio system regardless of the status of the
channel control window. Emergency messages shall be indicated by a flashing ID, and emergency ID character
and an audible alert. Dispatcher acknowledgment of the message shall silence the audible alert and stop the
flashing display. Multiple emergency messages shall be queued in the display stack and the emergency ID
character shall continue to flash until all messages have been viewed and subsequently cleared by the dispatcher.
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Alert Tones – the console shall be provided with distinct tones used for alerting purposes over the air. Each alert
tone shall be immediately broadcast, when activated, on the selected radio channel.
Individual Volume Adjust – shall be provided for each channel on the console. Associated color-coded status
indicators shall continuously show whether the channel is in the full or adjustable volume control shall be
automatically bypassed when a channel is placed in select status.
Channel/Group Name – designated channel/ group control modules shall include a minimum of eight character
alphanumeric display symbols to identify the channel/group.
Talk Group/Channel Busy Indication.
System Interfaces
The digital voice network’s radio dispatch subsystem shall include circuitry required to operate remotelycontrolled base stations/repeaters as described by this Specification and in the Proposer’s submittal. At a
minimum, each base station interface shall consist of a plug-in circuit card (or the software equivalent)
containing VoIP-related circuitry, line driver amplifiers, two-wire and four-wire receive amplifiers, digital
automatic level adjustment circuitry and fault-diagnostic circuitry. The interface shall be capable of remotely
controlling base stations via industry-standard 4-wire tone signaling (if required for use with “other” radio
equipment resources).
Logging & Recording
The Proposed dispatch console system design shall provide an audio interface for connection to a recording
system (to be provided by others).
System Monitoring via Personal Computer
It is a requirement that radio system be capable of being monitored from a desktop PC by means of a selectable
password-protected “icon” (application). The Proposer shall provide options for this type of feature that would
allow listen-only channel and/or talk group selection from the PC.
Coverage Criteria
Overview
NYUHC’s UHF DMR Radio Network shall be designed to support UHF DMR portable hand-carried radio
equipment, operated at hip level, both on street and within designated building structures. Proposers must fully
identify and guarantee the coverage predicted for their proposed solution, per the functional and operational
requirements of this Specification.
Coverage compliance will be based upon portable radio talk-back (suitable signal level at the base station).
Service Area
Portable radio on-street coverage shall be no less than 95% of the service area as defined by NYUHC. Desired
in-building portable coverage shall be no less than 95% within buildings identified by NYUHC.
Coverage is defined as the minimum usable signal necessary to provide a clearly readable voice signal at the
base station without repetition (no syllables lost) from locations within building structures and outdoors, at
street level, within the defined service area. Using the Delivered Audio Quality representations described in
EIA/TIA TSB-88, the delivered audio quality throughout the identified service area shall be no less than DAQ
3.4 for portable operations.
All references to coverage reliability in this Specification refer to statistical area reliability. For example, the
phrase "95% coverage" indicates that the total area described shall exhibit at least 95% statistical probability
that coverage areas, if tested, would be found to support electrical performance which equals or exceeds that
minimum signal level necessary to deliver required Delivered Audio Quality, as listed in this Specification.
However, it will not be acceptable to provide a coverage guarantee which includes a relatively large number of
failed points clustered within any single vicinity, while still meeting the overall goal of 95% coverage.
In-Building Coverage – Critical Buildings
NYUHC specifically requires the UHF DMR system to provide coverage inside the buildings associated with
the system design as described on Page 4 of this RFP (NYU Superblock, ACC, CMC and HJD).
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Coverage inside the listed buildings shall be -100 dBm or better. If insufficient coverage of the listed buildings
is identified during System Acceptance Testing, the Contractor will be responsible for modifying the system, at
no additional cost to NYUHC, as may be necessary, by utilizing following approaches:
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Passive repeater systems installed in the building
Bi-directional amplifier (BDA) system installed in the building.
Receiver-only systems in or near the building
Modifying/adjusting System repeater site antennas or adding distributed antennas systems within the building.
Coverage Analysis
Proposers, as part of their Proposal, shall provide a formal statement that the coverage objectives are met by
their proposed solution. Any exception taken to the specified coverage requirements must be clearly identified
with a detailed description of the extent of the exception and the reason for which it was taken, in order for
proper consideration to be given to the Proposal during the evaluation process.
Proposers should provide written descriptions of the processes and propagation models used to calculate
proposed area coverage.
The following minimum information shall be provided to support the proposed coverage design:
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Antenna manufacturer/model number
Antenna gain
Antenna height
Antenna azimuth, if a directional antenna is used
Base station Effective Radiated Power (ERP) in Watts
Coverage Acceptance Criteria
In addition to successful completion of a system Functional Test Plan, System Acceptance will be based upon
the Contractor conducting the following tests, once the system is fully operational:
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Field Unit Received Signal Strength (in dBm)
Bit Error Rate (BER)
Delivered Audio Quality (DAQ)
Verification of the installed system's coverage is a component part of the Test and Acceptance criteria described
in this RFP.
Field strength test results obtained throughout the coverage area, in accordance with minimally required
reliability percentages, shall be of sufficient level to produce a Delivered Audio Quality (DAQ) rating of 3.4 for
a portable radio throughout the predicted service area to be considered passing.
The Contractor shall submit a written and graphical report containing an analysis of the test results to the
NYUHC Project Representative and Consultant at the conclusion of the test. The results shall be depicted for
portable on-street and in-building coverage. The analysis shall include maps of the coverage area divided into
grids, with the test results for field tests displayed in each grid on a separate map.
NYUHC or designee will reserve the right to disapprove any test instrumentation or procedures. During these
tests, the network’s transmitter output power shall be monitored and no adjustments made to the transmitter,
portable/mobile radio units or test instrumentation after appropriate calibration of all involved equipment.
Portable radio voice quality testing shall be performed using a minimum of ten phonetically balanced phrases,
to be supplied by the Contractor. A successful test measurement shall be one which requires no repetition to
understand the spoken phrase and with a DAQ of 3.4. A successfully tested grid is defined as one whereby
voice communications quality from a dispatch console to a portable radio unit, and a portable unit to a dispatch
console, is not less than DAQ 3.4 as described below.
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Delivered Audio Quality chart:
DAQ
DESCRIPTION
5.0
Speech easily understood.
4.0
Speech easily understood. Occasional Noise/Distortion.
3.4
Speech understandable with repetition only rarely required. Some Noise/Distortion.
3.0
Speech understandable with slight effort. Occasional repetition required due to
Noise/Distortion.
2.0
Understandable with considerable effort. Frequent repetition due to Noise/Distortion.
1.0
Unusable, speech present but unreadable.
Ninety-five percent (95%) of grids tested must meet or exceed these defined requirements for the system to be
considered coverage compliant.
The test team shall be comprised of a Contractor’s technical representative who will set up and operate all test
equipment, and representatives from NYUHC who will observe the testing.
Final System Acceptance shall not be acknowledged until the new UHF DMR radio network successfully
complies with performance test requirements in a manner whereby the as-built radio network equals or exceeds
the coverage performance guaranteed by the Proposer or as otherwise amended by the Contract.
Radio System Infrastructure Installation Guidelines
Engineering Drawings
The Contractor will be required to furnish detailed engineering drawings prior to construction and/or installation
of each major portion of the system.
Civil drawings showing location details of the new UHF DMR equipment and antenna systems shall be
provided by Contractor. All site design drawings are subject to review and approval by NYUHC. NYUHC will
not reimburse the Contractor for any site installation work that is initiated without prior written
approval of drawings.
Contractor will be required to provide a comprehensive test record of alignment levels, settings and software
versions installed within both infrastructure and user equipment (if applicable). The scope and detail of the
comprehensive Acceptance Test Plan shall be completed prior to contract execution with the successful
Proposer. Prior to commencement of acceptance testing procedures, the Contractor shall provide documentation
that certifies that all installed equipment has been furnished with the latest software releases available for those
equipment items/groupings.
Contractor will be required to supply hard copy and soft copy (CDROM) “As-Built” Documentation which will
include engineering and construction drawings, software releases, third-party equipment manuals and alignment
details listed above. The total number of hard copy document sets to be provided shall include (1) one sitespecific set for each infrastructure site, and two (2) comprehensive sets for NYUHC’s use. As-Built Documents
must be submitted to NYUHC’s Project Representative within forty-five days after system acceptance testing
has been successfully concluded. Final payment for Contracted services shall not be released by NYUHC until
this documentation submittal has been successfully completed by the Contractor and reviewed and approved by
NYUHC’s Project Representative and Consultant.
The supplier shall prepare detailed equipment layout and raceway interconnection drawing on NYU existing
building floor plans so all proposed system equipment can be identified on a plan drawing. At each equipment
location the supplier shall identify the MEP & IT requirements for their equipment for coordination with
building electrical, mechanical, and IT infrastructure systems.
Workmanship
All workmanship shall be of the highest quality, in accordance with industry-accepted practices, supplierspecific installation standards, and the National Electric Code. Work areas shall be maintained in a neat,
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orderly fashion. Work sites shall incorporate Contractor-provided trash containers and residue of the work shall
be discarded as the work is underway.
The installation of audio, signal and control cables between and within equipment cabinets, enclosures, racks
and cable trays must be properly routed such that wires/cables do not cross over each within cable bundles.
Cables must be properly labeled, routed and secured. To the maximum extent possible, cables carrying AC
power, low-level audio, RF and digital signals must be grouped separately. All radio equipment shall be labeled
with the appropriate FCC call sign and frequencies.
The installation of any network cabling within or outside of the equipment cabinets, enclosures, racks, cable
trays will be routed in accordance with industry standard cable management systems.
NYUHC’s Project Representative and Consultant shall have the right to temporarily stop Contractor’s work
progress if workmanship falls below acceptable levels and shall have the authority to require the Contractor to
remove and/or correct all observed instances of poor wiring practice, inappropriate use of installation materials
and other obvious installation defects as a result of apparent poor workmanship. Approval to resume
installation work activities shall be provided to the Contractor once agreement is reached in resolving observed
workmanship defects.
The determination of Contractor workmanship acceptability, as well as the suitability of any proposed rework
plans offered by the Contractor, shall remain with NYUHC’s Project Representative and the Consultant.
NYUHC will not be responsible for the damage or loss of Contractor’s or subcontractor’s tools or supplies,
person property, vehicles, or installation materials and equipment at any time before, during, or after the project
installation period.
Implementation
Deployment of New UHF DMR Radio System
The Contractor will be responsible for the installation of all network elements. The Contractor will be required
to prepare and submit a comprehensive migration plan that will prevent disruption of communications on the
existing analog conventional radio networks and provide a smooth transition to the new UHF DMR radio
network.
Contractor must supply a sequence of events schedule for the installation of the new network showing any
effect the different stages of installation may have on existing systems. Any relocation of, or modification to
existing equipment must be stipulated, with prior approval obtained from NYUHC’s Project Representative.
Proposers shall provide a GANNT chart depicting major project tasks and milestones, and the implementation
timeframe for each. These required proposal submittals will be used by NYUHC’s Project Representative and
Consultant to evaluate the Proposer’s ability and understanding of specification requirements to perform this
work in a manner that offers no disruption to ongoing public safety communications operations.
Contractor shall provide a schedule for the training of system managers and user personnel. Contractor will
supply schedules for the programming and distribution of subscriber equipment (owned by NYUHC or
provided by the Contractor) and subsequent transfer of departments onto the new network and the estimated
time period when the transfer could be completed.
Contractor shall coordinate the orderly transfer of services to the new network only after having successfully
concluded equipment alignment and installation procedures, successful completion of the network acceptance
test and completion of manager, dispatcher, user and technical staff training programs.
Contractor must not dismantle or modify the existing radio systems without prior approval of NYUHC’s Project
Representative. Some portions of the existing network may remain operational after acceptance of the new
system. NYUHC’s Project Representative will notify the Contractor if elements of the legacy radio
infrastructure equipment may be reallocated or otherwise can be decommissioned.
Contractor shall take the lead in developing user talk groups (channel assignments) and programming templates
that are acceptable to the NYUHC users, and shall complete necessary user equipment installation,
programming and record keeping, as required. This activity must be completed prior to service cutover.
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Project Management - Implementation
Successful deployment of the proposed turn-key radio system will be dependent upon the Contractor assigning
an experienced and responsive Project Manager. The Contractor shall submit the proposed Project
Manager’s resume to NYUHC for review and approval prior to assigning the person to the project.
NYUHC will have the right to approve or disapprove the proposed candidate.
The Contractor’s assigned Project Manager will manage the project with an absolute adherence to the project
schedule as developed jointly by the Contractor and NYUHC. NYUHC will not accept any deviation from the
agreed-upon project schedule.
The Project Manager will anticipate the need for installation/programming/optimization resources and have
those resources available when the schedule calls for them. NYUHC will not accept any Change Orders, unless
they are a result of design or equipment changes initiated by NYUHC.
Contractor’s Project Manager shall be available Monday through Friday, during normal business hours,
throughout the term of the Contract. The Project Manager shall be expected to be on-site at NYUHC during
periods of Installation and Implementation, ATP and System Cutover, and as otherwise required by NYUHC
Project Representative.
The Contractor’s Project Manager will provide weekly project updates via email no later than 3:00PM, EST,
each Friday. Project status meetings and/or conference calls will be held on a weekly basis, with a schedule to
be determined.
Contractor will be responsible for the provisioning and cost of warehousing, insurance, storage, and security of
radio network infrastructure and user equipment prior to and during the construction and installation phases of
the project.
FCC Licensing
Contractor shall provide technical support/engineering as required to modify existing FCC licenses or to acquire
additional frequencies/licenses required to facilitate operation of the proposed digital radio network. This
activity shall include all FCC licensing application development, frequency coordination, and associated fees
for the initial four (4) Manhattan locations.
Warranty and Maintenance Guidelines
Warranty
The Contractor shall warrant all provided network equipment furnished as part of the Contract and associated
radio infrastructure, subscriber and related user equipment and software for a period of at least one year after
the date of system acceptance. The warranty will commence at the time of final acceptance approval and the
Contractor shall provide all labor and parts for maintenance and repair, including preventive maintenance, of
the network provided. All costs for the one-year warranty will be borne by the Contractor.
The Proposer should provide a cost proposal for an optional maintenance agreement in one-year increments for
ten (10) year duration, post warranty period, for all system materials and functionality. NYUHC may elect to
accept or reject this additional maintenance agreement, or portions thereof.
The following conditions shall additionally apply with respect to warranty or extended warranty conditions:
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Replacement parts must be new and of current manufacture and meet or exceed the specifications of the original
supplied equipment (OEM).
Contractor shall have qualified technicians physically present and available on-site in response to a reported
service outage within two (2) hours and such response will be required on a 24/7/365 basis.
The communications equipment provider shall have a fully qualified, staffed and equipped service facility located
within the NYUHC area during the contract, warranty and maintenance agreement period.
Warranty Response
Should any Contractor-provided equipment item (such as a specific portable radio, repeater station, station
circuit board, power amplifier, etc.) fail three (3) times during the warranty period, Contractor will replace that
equipment item and warranty the replacement for one additional year from the time of replacement.
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The Contractor must make available replacement parts for all Contractor-provided components of the digital
radio infrastructure for 10 years following acceptance. Post-warranty replacement parts service for
infrastructure equipment shall be available within 24-hours of parts order replacement.
Proposers shall provide, as part of Infrastructure Pricing, a list of quantities and costs for recommended spares
and equipment for infrastructure and major system components, including antennas and cabling. This list should
be based on the best knowledge and experience of the Proposer’s engineering, manufacturing and service
personnel. This spare equipment price submittal shall be in compliance with the requirements indicated in the
Pricing section.
The Contractor must guarantee the UHF DMR radio network’s operating software, inclusive of user equipment
software, for a one-year period following network acceptance. The Contractor shall provide software updates
for the entire period under which NYUHC has contracted for Contractor-provided after-warranty maintenance
services.
The Contractor further guarantees that it has good title to any material and software supplied to NYUHC and
that it will defend NYUHC from any third party claims concerning such material or software.
Maintenance
During the initial warranty period, the Contractor shall be responsible for:
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Preventive maintenance of radio system infrastructure equipment
Maintenance and repair of infrastructure equipment, antenna systems
Maintenance and repair of all DC power systems (batteries, etc.)
Maintenance and repair of subscriber and related user equipment, if applicable.
Maintenance and repair of Contractor-provided interconnectivity equipment.
System Administration and Spare Parts Requirements
System Administration
Contractor shall provide training for System Managers of sufficient scope to permit NYUHC staff members to
add/delete radio users, create new talk paths, delete obsolete talk paths, and to access all other software
controlled features within the provided network system manager configuration.
Spare Parts
Contractor will be required to supply an initial manufacturer’s recommended level of stock of spare parts which
shall be reviewed and approved by NYUHC, as determined necessary, to maintain all components of the
network’s infrastructure for a one-year period. These spare parts shall be located either at selected NYUHC
radio infrastructure sites or a location designated by NYUHC.
As spare parts are consumed in the course of routine or repair maintenance during the warranty period, the
Contractor shall immediately replenish its stock of locally housed spare parts, where necessary. A report of the
utilization frequency and rate of all spare materials shall be made available to NYUHC. If at any time the
Contractor is aware of any equipment repair or recall notifications the Contractor shall notify NYUHC by
electronic and routine mail. Trends of unusual system or component failure shall be brought to the attention of
NYUHC by the Contractor.
Subscriber Equipment Requirements
This Section describes the requirements for mobile, portable, and control station equipment. All radio
equipment provided and installed by the Contractor shall be FCC type accepted under Part 90 of the FCC Rules
and Regulations. Additionally, all supplied equipment shall be in current production and shall meet or exceed
the requirements of this Section. Proposed equipment shall be identified for its compliancy with the applicable
DMR standards.
All proposed subscriber equipment shall comply with the DMR standard as applies to the Proposer’s specific
system features.
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Subscriber Equipment Specifications
All proposed subscriber radio equipment shall comply with the DMR 2-slot equivalency standard. Two voice or
voice/data transmissions shall be accommodated on a 12.5 kHz radio channel, providing 6.25 kHz equivalency.
NYUHC currently has a large inventory of TDMA DMR subscriber radio equipment. Therefore, the proposed
new radio system and new subscriber equipment shall utilize TDMA modulation.
The following are general requirements; the Proposer shall provide detailed descriptions and specifications for
all proposed subscriber equipment.
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Incorporate heavy-duty construction, weather-sealed enclosures and weather-sealed controls to meet Military
Standard 810 C, D, E and F for water, shock, vibration, dust, humidity and high/low temperature performance.
Incorporate optional electronic, alphanumeric displays (minimum of eight characters) to provide visual indication
of system availability, channel/talk group/mode selection, incoming user ID and Emergency ID, call alerts, and
operational status such as scan and channel busy.
An EMERGENCY priority button shall be capable of initiating an emergency priority call. This feature will be
provided on an as-needed basis, depending upon the needs of the user agency.
Radio operating information shall be contained in an electrically erasable memory device. Unit will be fully
programmable from an IBM-compatible computer.
The subscriber radios shall provide an available Transmit Time-Out Timer to warn the user of excessive
transmission length. Time out timer should automatically disable the radio’s transmitter after a pre-determined
period; thereby eliminating talk group/channel interference caused by either a defective speaker/microphone or
PTT button.
Radio Programming and Installation
The Proposal shall include pricing for development of radio programming templates, creation of programming
files, and programming of all radios (existing or new) for all NYUHC users. Any programming errors or
omissions shall be resolved by the Contractor within 10 days of being identified.
The Proposal shall include pricing for installation services for all mobile radios, mobile chargers, and control
stations as a separate line item for each radio type. The pricing shall include the removal of any legacy radio
equipment (as directed by NYUHC and/or its Consultant). All removed equipment shall not be damaged;
control cables shall not be cut. All removed mobile radios shall be packaged with their microphones, speakers,
mounting brackets, etc., and returned to NYUHC. New mobile antennas shall be installed per the direction of
NYUHC and/or its Consultant.
The Contractor’s assigned Project Manager shall be experienced with the ordering, programming, and
installation of all subscriber radio equipment types. The Project Manager will:
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coordinate the delivery and inventory of all required subscriber equipment
supervise programming activities
distribute portables and accessories (“packages”)
coordinate and supervise mobile radio, mobile charger, and control station installations
resolve programming and/or installation issues
coordinate user training
The Project Manager shall provide a weekly status report specific to the provisioning of subscriber equipment,
via email, indicating (a) tasks completed, (b) issues outstanding, and (c) future planned tasks, no later than close
of business (3PM EST) every Friday.
Radio System Pricing
General Pricing Information
This infrastructure and subscriber equipment pricing portion of this RFP is provided as a guide for Proposers so
that the necessary information can be provided to NYUHC, their designees and Consultant in a format that
would allow for an accurate assessment of proposed costs. This information is illustrative of the detail required
for each infrastructure site. As this is a turnkey project, any pricing omission of a scope or task that is normally
considered part of a DMR radio system will be provided for by the Contractor at no additional cost to NYUHC.
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Maintenance Costs
Annual System maintenance cost shall be provided through the eleventh (11th) year of network ownership, after
the initial one-year warranty period.
If applicable, detailed maintenance costs for Subscriber Equipment should be included. These details should
cover normal maintenance, extended warranty type maintenance programs, or other types of maintenance
programs including recurring software upgrades.
Pricing Summaries
Detailed pricing Summaries for Infrastructure and Subscriber Equipment shall be provided as part of the
Proposal Submittal; pricing shall be submitted in a separate sealed package.
Infrastructure Pricing Worksheets
Proposal pricing shall be entered on the UHF Price Exhibit Excel workbook included with this RFP.
These worksheets suggest the detail required and may be expanded as necessary. Do not change the format of
the worksheets. Proposers shall develop and submit individual pricing sheets for each infrastructure site,
inclusive of dispatch site locations, for their Price Proposal to be considered responsive.
Provide pricing as appropriate to each site’s configuration.
The worksheets below are for reference only. Official pricing must be submitted on the excel sheet included.
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RADIO SITE EQUIPMENT (PER SITE)
EQUIPMENT
Site Name____________________________________
UNIT COST
QUANTITY
EXTENDED COST
Transmitters/Receivers
Transmitter Antenna(s)
Transmitter Combiner(s)
Receiver Antenna(s)
Receiver Multicoupler
Microwave Equipment
Ethernet Switch Equipment
Standby Battery
Plant/Charger
Equipment Enclosures
Infrastructure Installation
Project Management
System Engineering
Other (identify)
Total
ANNUAL MAINTENANCE (FOR 5 and 10 YEARS)
Provide an annual cost per proposed maintenance feature (equipment, software, virus protection, system
monitoring, etc.) for a total of five (5) and ten (10) year options.
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Subscriber Equipment Pricing
NYUHC will require portable and mobile radio units for use by the various departments.
PORTABLE RADIOS
PORTABLE RADIO
EQUIPMENT
QUANT
ITY
UNIT COST
EXTENDED
COST
Full-featured model
Standard model
Compact model
Programming (per unit)
Extended Warranty (# years?)
Accessories
Battery
Speaker microphone
Single Unit AC Charger
Multi-Unit Charger (6 radios)
Other
Trade-in Credit*
Total
The Proposer shall provide a Portable Radio Accessories catalog listing all available accessories such as ear
buds, tactical microphones and headsets, batteries, carry cases, etc.
*NYUHC requests that the Proposer consider providing trade-in credit for equipment which is not compatible
with the new digital DMR system.
MOBILE RADIOS
EQUIPMENT
QUANTITY
UNIT COST
EXTENDED
COST
Full Feature –Dash Mount
Installation
Basic Model –Dash Mount
Installation
Programming (per unit)
Extended Warranty (# years?)
Other
Total
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Mobile installation pricing shall include removal of existing radio equipment, as directed by NYUHC. Control
cables shall not be cut; removed equipment shall be packaged and returned to NYUHC. New mobile antennas,
coaxial cables and mounts shall be provided.
CONTROL STATIONS
EQUIPMENT
QUANTITY
UNIT COST
EXTENDED
COST
Control Station w/mounting base
Power Supply
Base station microphone
Remote Desk set (“handset” type)
Tone Remote Adaptor
Antenna System (external)
Transmission Line
Installation Materials
Installation
Programming (per unit)
Extended Warranty (# years?)
Other
Total
Control Station installations shall not utilize indoor-mounted “magnetic mount” antennas unless specifically
approved by NYUHC.
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10. Pricing
Provide a detailed price estimate by phase or sub-project, including a summary of all costs and a detailed list of
each item proposed and its associated cost. Please distinguish each proposed cost into categories, for example:
licenses, implementation, training, maintenance, etc.
We encourage you to submit a price estimate that is aggressively valued which will exceed our expectations and
influence the consolidation of our SUPPLIERs and market share.
Pricing for each site should be on a separate excel sheet and pricing for the 3 future sites should be on a
separate excel file and each site should be on a separate sheet (format of the excel should be same as first
four sites).
Add Alternate for future buildings
Please provide add alternate pricing for in-building services (UHF) for the Kimmel and Science buildings
currently under construction. PDF floor plans included with this RFP. Please price each building separately.
Each of these buildings would be a separate project to be completed at a later date. They will not be part of this
UHF installation.
11. Evaluation Criteria
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Compliance with RFP Requirements
Coverage Guarantee
System Capabilities/Functionality
Technology/Architecture Roadmap
Infrastructure Maturity
Hardware/Handsets
Ease of Use
Scalability
Back-up power, 96-hours
SMTP and alarm capabilities
Project Plan
Price
Implementation Methodology/Schedule
Engineering/Installation Services
System Support
Spare parts
Service Center Location/Response time
Training
Company History/Background
Past Performance and References
Please provide your companies experience installing/maintaining FDNY ARCS (Auxiliary Radio
Communication System). Tell us about your company’s experience, if any, combining ARCS to existing UHF
systems. ARCS is not included in this installation. We just want to understand your company’s familiarity and
experience with ARCS.
Please provide a list of three references that may include hospitals, education, or finance institutions who have
received services on similar engagements as the one outlined by this RFP and include the information below.
See also Reference Template below.
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Client name and headquarter address
Contact name
Telephone number
Email address
Length of time using your services
Brief description of the service provided
Failure to provide suitable references to NYUHC will result in the supplier’s bid being rejected without further
consideration.
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Reference List
Organization
Name
Contact Name
Headquarters
Address
E-mail
Phone
Length of
time using
your
services
Brief
description of
services
provided
12. Company Profile and Financial Stability
Please provide information that will enable us to evaluate your company’s financial stability. We require that
you include the following:
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Company description: including ownership, number of years in business, strategic direction, mission, history,
acknowledgements or awards
Recent financial results
Partner relationships
Description of selection criteria for contractor or co-implementation partners
Work force distribution by country, city, state, etc.
Total number of employees: include number of project managers, implementation specialists, development
engineers, % full time versus contracted, etc.
Average number of years of application and implementation experience and business process definition for
consultants and managers
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13. High Level Strategy/ Timeline
Provide a high level strategy / approach for this project based on a proposed implementation completion (on air)
date of December 30, 2016. Actual timeline will be reviewed following contract award. Include milestones,
phased deliverables, and integration points between requirements.
BELOW IS AN EXAMPLE
June 2015
• Include milestones/
deliverables here
10/2/2015
July 2015
• Include milestones/
deliverables here
August 2015
• Include milestones/
deliverables here
FEMA CAP Grant DMR UHF Radio System
September 2015
• Include milestones/
deliverables here
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