COOKE COUNTY RFP FY19-02 Public Safety Radio System

COOKE COUNTY RFP FY19-02 Public Safety Radio System

SECTION I: TERMS AND CONDITIONS

SECTION II: CONFLICT OF INTEREST QUESTIONNAIRE

SECTION III: ETHICS STATEMENT

SECTION IV: NOTICE TO PROPOSER

SECTION V: PROPOSAL SPECIFICATIONS

SECTION VI: W-9/HB1295/HB89

SECTION VII: LEGAL NOTICE

COOKE COUNTY, TEXAS TERMS AND CONDITIONS

1. Proposals must give full company name and address of the proposers. Failure to manually sign proposal

will disqualify proposal.

2. All proposers must complete the “Conflict of Interest Questionnaire”. Chapter 176 of the Texas Local Government code requires that any vendor or person conducting business or wishing to conduct business with a county complete the questionnaire. It must be filed with the Cooke County Clerk. It is a Class C misdemeanor offense if a person violates Section 176.006, Local Government Code. Any questions can be directed to the Texas Ethics Commission in Austin.

3. It is understood that Cooke County, Texas reserves the right to accept or reject any and/or all Proposals for any or all products and/or services covered in an Invitation for Proposal, to waive informalities or defects in submittals or to accept such submittals as it shall deem to be in the best interest of Cooke County. All proposers must complete W-9.

4. All Invitation for Proposals shall be submitted in hard copy paper form and shall be submitted in a sealed envelope, plainly marked on the outside with the proposal number and name. A hard copy paper form submittal shall be manually signed in ink by a person having the authority to bind the firm in a contract. Submittals shall be mailed or hand delivered to the Cooke County Auditor’s Office.

5. Sealed Proposals will be opened on the date set forth in the Notice to Proposers and/or the Legal Notice.

6. Any explanation, clarification, or interpretation desired by a proposer regarding any part of the proposal must be requested in writing from the Auditor’s Office not less than five (5) business days before proposal closing. Interpretations, corrections, or changes to the proposal made in any other manner are not binding upon the County, and proposers shall not rely upon such interpretations, corrections or changes. Oral explanations or instructions given before the award of the contract are not binding. Request for

explanations or clarifications may be e-mailed to [email protected] or faxed to Cooke

County at 940.668.5442. The fax must clearly identify the proposer’s company name, point of contact and proposal number. Any written information given to one proposer concerning a proposal will be furnished as an addendum to all proposers who have been issued a proposal.

7. The requirement to furnish a Security Bond and/or Performance Bond, when necessary, will be stated elsewhere in the Specifications.

8. If ownership of your firm should change during the term of this contract, Cooke County must be notified (Novation) in writing within ten (10) days and a new declaration of relationships submitted immediately to the Cooke County Auditor’s Office. Failure by the vendor to provide written notification of change of ownership may result in cancellation of the contract.

9. Cooke County is exempt from State Sales Tax and Federal Excise Tax; therefore, the prices submitted shall not include taxes.

mailto:[email protected]

10. All delivery and freight charges, please include quotes with F.O.B., are to be included as part of the proposal/quote/proposal price. All components required to render the item complete, installed, and operational shall be included in the total proposal price. Cooke County will pay no additional freight/delivery/installation/set up fees.

11. The title and risk of loss of the goods shall not pass to County until County takes possession of the goods at the point(s) of delivery.

12. Escalation and De-escalation: It is agreed the unit price proposal is based, in part, on prices charged or quoted at the time of this proposal by a product supplier to the vendor. The unit price proposal may be increased or decreased when a product supplier increases or decreases their price to the vendor; however, the increase or decrease in the unit price shall be limited to the amount of the increase or decrease in price a product supplier charges the vendor. Any change in the unit price proposal shall be accompanied by supporting documents from the vendor’s product supplier. The vendor shall provide notice to the county auditor at least two (2) days in advance of any increase in the unit price proposal. The two- (2) day period shall begin upon receipt of the notice by the county auditor. Cooke County reserves the rights to cease purchase of the product, purchase from the secondary proposers, re-proposal or continue purchasing from the primary vendor if the unit price proposal increases.

13. If delay is foreseen, vendor shall give written notice to the county auditor. Cooke County has the right to extend delivery date if reasons appear valid. Vendor must keep the county advised at all times of status of order. Default in promised delivery (without accepted reasons) or failure to meet specifications, authorizes the county to purchase supplies elsewhere and charge full increase in cost and handling to defaulting vendor.

14. All items proposed shall be new, in first class condition, including containers suitable for shipment and storage, unless otherwise indicated in proposal. Verbal agreements to the contrary will not be recognized. All materials and services shall be subject to County’s approval. Unsatisfactory material will be returned at Proposer’s expense.

15. Specifications may reference name brands, make, and/or model numbers. Any reference made to model/make and /or manufacturer used in specifications is for descriptive purposes only. Products/ materials of like quality will be considered. Cooke County shall act as sole judge in determining equality and acceptability of products offered.

16. The apparent silence of specifications as to any detail, or the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail and that only material and workmanship of the finest quality are to be used. All interpretations of specifications shall be made on the basis of this statement. The items furnished under this contract shall be new, unused of the latest product in production to commercial trade and shall be of the highest quality as to materials used and workmanship. Manufacturer furnishing these items shall be experienced in design and construction of such items and shall be an established supplier of the item proposal.

17. Proposers are responsible for including all pertinent product data in the returned proposal package. Literature, brochures, data sheets, specification information, completed forms requested as part of the proposal package and any other facts which may affect the evaluation and subsequent contract award

should be included. Materials such as legal documents and contractual agreements, which the proposers wishes to include as a condition of the proposal, must also be in the returned proposal package. Failure to include all necessary and proper supplemental materials may be cause to reject the entire Proposal.

18. The proposal will be awarded to the lowest and best proposal and in the best interest of Cooke County. Contracts may be awarded to more than one proposer if it is in the best interest of Cooke County.

19. All proposers will comply with all Federal, State, and local laws relative to conducting business in Cooke County including, but not limited to licensing, labor and health laws. The laws of the State of Texas will govern as to the interpretation, validity and effect of this proposal, its award, and any contract entered into.

20. The successful proposers agrees, by entering into this contract, to defend, indemnify and hold Cooke County harmless from any and all courses of action of claims of damages arising out of or related to proposer’s performance under this contract.

21. Upon signing this proposal document, an proposers offering to sell supplies, materials, services, or equipment to Cooke County certifies that the proposers has not violated the antitrust laws of this state codified in Texas Business and Commerce Code §15.01, et seq., as amended, or the federal antitrust laws, and has not communicated directly or indirectly the proposal made to any competitor or any other person engaged in such line of business. Any or all Proposals may be rejected if the County believes that collusion exists among the proposers. Proposals in which the prices are obviously unbalanced may be rejected. If multiple Proposals are submitted by a proposers and after the Proposals are opened, one of the Proposals is withdrawn, the result will be that all of the Proposals submitted by that proposers will be withdrawn; however, nothing herein prohibits a vendor from submitting multiple Proposals for different products or services.

22. Acceptance of and final payment for the item will be contingent upon satisfactory performance of the product received by Cooke County.

23. Successful Proposers shall submit separate invoices, on each purchase order. Invoices shall be itemized and transportation charges, if any, shall be listed separately. Mail to Cooke County, Accounts Payable, 101 S. Dixon, Gainesville, Texas 76240. Payments shall not be due until the above instruments are submitted after delivery.

24. It is expressly understood and agreed that in case Cooke County should need any item(s) not available within the time frame requested from the successful vendor during the term of this contract, Cooke County reserves the right to purchase these items from other than the successful vendor. This shall not be in violation of any terms or conditions of said contract. Further, Cooke County reserves the right to seek another vendor if, any time, vendor’s prices do not conform to public pricing.

25. The price to be paid by Cooke County shall be that contained in Proposer’s proposal which Proposers warrants to be no higher than the Proposer’s current prices on orders by others for products of the same kind and specification covered by this agreement for similar quantities under similar or like conditions and methods of purchase. In the event Seller breaches this warranty, the prices of the items shall be reduced

to the Proposer’s current prices on order by others, or the alternative, Cooke County may cancel this contract without liability to Proposers for breach or Proposer’s actual expense.

26. Proposers shall not limit or exclude any implied warranties and any attempt to do so shall render this contract voidable at the option of the County. Proposer’s warrants that the goods furnished will conform to the specifications, drawings and descriptions listed in the proposal invitation, and to the sample(s) furnished by Proposers, if any. In the event of a conflict between the specifications, drawings, and descriptions, the specifications shall govern.

27. Proposer’s warrants that the product sold to County shall conform to the standards promulgated by the U.S. Department of Labor under the Occupational Safety and Health Act of 1970. In the event the product does not conform to OSHA standards, buyer may return the product for correction or replacement at the Sellers expense. In the event Seller fails to make the appropriate correction within a reasonable time, correction made by County will be at Proposer’s expense.

28. Proposers and proposer’s insurance carrier waive any and all rights whatsoever with regard to subrogation against Cooke County as an indirect party to any suit arising out of personal or property damages resulting from proposer’s performance under this agreement.

29. No officer or employee of the County shall have a financial interest, direct or indirect, in any contract with the County, or shall be financially interested, directly or indirectly, in the sale to the County of any land, materials, supplies or service, except on behalf of the County as an officer or employee. Any willful violation of this section shall constitute malfeasance in office and any officer or employee guilty thereof shall be subject to removal from his office or position. Any violation of this section, with the knowledge, expressively implied, of the person or corporation contracting with the County shall render the contract voidable by the Commissioners’ Court.

30. Any interpretation, corrections or changes to these specifications will be made by addenda. Sole issuing authority of addenda shall be vested in the Cooke County Auditor, authorized to do so by the Commissioners Court. Addenda will be mailed to all who are known to have received a copy of the specifications. Proposers shall acknowledge receipt of all addenda.

31. All proposers must complete the forms 1295 Certificate of Interested Parties electronic application on the Texas Ethics Commission Website https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm. It must be notarized and submitted with proposal packet.

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

SIGNATURE PAGE I hereby certify that the items offered meet all of the requirements of the proposal conditions and specifications and I hereby accept the provisions of the terms and conditions included in the proposal specifications. Respectfully submitted: ______________________________________________________________________________ Legal Name of Proposers ______________________________________________________________________________ Authorized Representative Signature ______________________________________________________________________________ Print or Type Authorized Representative’s Name and Title ______________________________________________________________________________ Complete Mailing Address (for Correspondence) City State Zip Code ______________________________________________________________________________ Complete Remittance Address (if different from above) City State Zip Code ______________________________________________________________________________ Telephone Number Fax Number ______________________________________________________________________________ Authorized Representative’s Email Address ______________________________________________________________________________ Federal ID Number (Proposers or Corporation) or Social Security Number (Individual) Cooke County does not discriminate on the basis of race, color, national origin, sex, religion, age and disability in employment or the provision of services.

CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ

For vendor or other person doing business with local governmental entity

This questionnaire is being filed in accordance with chapter 176 of the Local

Government Code by a person doing business with the governmental entity.

By law this questionnaire must be filed with the records administrator of the

local government not later than the 7th business day after the date the person

becomes aware of facts that require the statement to be filed. See Section

176.006, Local Government Code.

A person commits an offense if the person violates Section 176.006, Local

Government Code. An offense under this section is a Class C misdemeanor.

1. Name of person doing business with local governmental entity.

2.

Check this box if you are filing an update to a previously filed questionnaire.

(The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than September 1 of the year for

which an activity described in Section 176.006(a), Local Government Code, is pending and not later than the 7th business day after the date the

originally filed questionnaire becomes incomplete or inaccurate.)

3. Describe each affiliation or business relationship with an employee or contractor of the local governmental

entity who makes recommendations to a local government officer of the local governmental entity with respect

to expenditure of money.

4. Describe each affiliation or business relationship with a person who is a local government officer and who

appoints or employs a local government officer of the local governmental entity that is the subject of this

questionnaire.

OFFICE USE

ONLY

____________

Date Received

CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ

For vendor or other person doing business with local governmental entity

5. Name of local government officer with whom filer has affiliation or business relationship. (Complete this

section only if the answer to A, B, or C is YES.)

This section, item 5 including subparts A, B, C & D, must be completed for each officer with whom the filer has

affiliation or business relationship. Attach additional pages to this Form CIQ as necessary.

A. Is the local government officer named in this section receiving or likely to receive taxable income from the filer

of the questionnaire?

Yes No

B. Is the filer of the questionnaire receiving or likely to receive taxable income from or at the direction of the local

government officer named in this section AND the taxable income is not from the local governmental entity?

Yes No

C. Is the filer of this questionnaire affiliated with a corporation or other business entity that the local government

officer serves as an officer or director, or holds an ownership of 10 percent or more?

Yes No

D. Describe each affiliation or business relationship.

6. Describe any other affiliation or business relationship that might cause a conflict of interest.

7.

____________________________________________________ _______________

Signature of person doing business with the governmental entity Date

Texas Legislature passed House Bill 1295 that went into effect January 1, 2016. It requires contracts that

are approved by Commissioner’s Court to have a notarized ethics statement submitted to the County.

Here is the link to the website with the video explaining how to do this.


Please submit your completed form with your proposal packet.


House Bill 89 VERIFICATION

I, ______________________________________(Person name), the undersigned

representative of_(Company or Business name)___________________________

______________________________________________________________________________

_____________ ______________(hereafter referred to as company) being an adult over the

age of eighteen (18) years of age, after being duly sworn by the undersigned notary, do

hereby depose and verify under oath that the company named-above, under the provisions

of Subtitle F, Title 10, Government Code Chapter 2270::

1. Does not boycott Israel currently; and 2. Will not boycott Israel during the term of the contract the above-named

Company, business or individual with Cooke County, Texas.

Pursuant to Section 2270.001, Texas Government Code:

1. “Boycott Israel” means refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes; and

2. “Company” means a for-profit sole proprietorship, organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, or any limited liability company, including a wholly owned subsidiary, majority-owned subsidiary, parent company or affiliate of those entities or business associations that exist to make a profit.

______________________ ________________________

DATE SIGNATURE OF COMPANY REPRESENTATIVE

ON THIS THE _____ day of _________________________, 20____, personally appeared

________________________________________, the above-named person, who after by me

being duly sworn, did swear and confirm that the above is true and correct.

NOTARY SEAL ____________________________________

Cooke County, Texas

REQUEST FOR PROPOSAL #FY19-02

PUBLIC SAFETY RADIO SYSTEM

PROPOSAL FROM

____________________________

(Insert Vendor Name)

DUE NO LATER THAN July 1st, 2019:

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TABLE OF CONTENTS

1.0 INFORMATION FOR VENDORS ................................................................................... 5 1.1 Notice ....................................................................................................................... 5 1.2 Background Information ............................................................................................ 6 1.3 Definition Of Terms ................................................................................................... 7 1.4 Turnkey Approach .................................................................................................... 8 1.5 RFP Requirements ................................................................................................... 8

1.5.1 Acceptance of General Requirements ................................................................. 8 1.5.2 RFP Notice ......................................................................................................... 9 1.5.3 RFP Procedural & Content Questions ................................................................. 9 1.5.4 RFP Addenda ....................................................................................................10 1.5.5 Deadline for Proposals .......................................................................................10 1.5.6 Opening of Proposals ........................................................................................11 1.5.7 Disclosure of Proposal Contents ........................................................................11 1.5.8 Signing of Proposals ..........................................................................................12 1.5.9 Cost of Proposal ................................................................................................12 1.5.10 Rights to Proposal and Contractual Material ......................................................13 1.5.11 Use of County Logo ...........................................................................................13 1.5.12 Disqualification or Rejection of Proposals ..........................................................13 1.5.13 Conflict of Interest ..............................................................................................14 1.5.14 Rejection of Proposals .......................................................................................14 1.5.15 Right to Waive Irregularities ...............................................................................14 1.5.16 Withdrawal of Proposal ......................................................................................14 1.5.17 Amending of Proposals ......................................................................................14 1.5.18 Proposal Offer Firm ............................................................................................15 1.5.19 Exceptions to RFP Specifications ......................................................................15 1.5.20 Consideration of Proposals ................................................................................15 1.5.21 Discovery ...........................................................................................................15 1.5.22 RFP Termination ................................................................................................16 1.5.23 Security Bond ....................................................................................................16 1.5.24 Risk of Loss .......................................................................................................16 1.5.25 No Obligation .....................................................................................................16 1.5.26 Cost/Pricing Information .....................................................................................17

1.6 Vendor Qualifications ...............................................................................................17 1.7 Obligation of Proposer .............................................................................................17 1.8 Project Manager ......................................................................................................18 1.9 Proposal Contents ...................................................................................................18

1.9.1 Vendor Profile ....................................................................................................19 1.9.2 Technical Proposal ............................................................................................20 1.9.3 Cost/Pricing Proposal ........................................................................................20

1.10 Review and Evaluation of Proposals ........................................................................21 1.11 Evaluation Criteria ...................................................................................................21 1.12 Pre-Proposal Conference ........................................................................................22 1.13 Award of Contract ....................................................................................................23

2.0 GENERAL TERMS AND CONDITIONS ........................................................................24

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2.1 General ....................................................................................................................24 2.2 Intent .......................................................................................................................24 2.3 Contract Document Hierarchy ..................................................................................25 2.4 Notices ....................................................................................................................25 2.5 Performance Bond ...................................................................................................25 2.6 Assignment ..............................................................................................................25 2.7 Errors or Omissions .................................................................................................26 2.8 Governing Laws .......................................................................................................26 2.9 Laws, Statutes and Other Governmental Requirements ..........................................26 2.10 Disability ..................................................................................................................26 2.11 No Obligation ...........................................................................................................27 2.12 Fiscal Funding Limitation .........................................................................................27 2.13 Texas Sales Tax ......................................................................................................27 2.14 Total Payment to Vendor .........................................................................................27 2.15 Payment Terms .......................................................................................................27 2.16 Termination..............................................................................................................28 2.17 Abandonment ..........................................................................................................29 2.18 Statement of Liability ...............................................................................................29 2.19 Copyrights and Patents ...........................................................................................29 2.20 Right to Publish .......................................................................................................30 2.21 Applicable Codes and Regulations ..........................................................................30 2.22 Construction Permits ...............................................................................................30 2.23 Configuration Responsibility ....................................................................................30 2.24 Prime Contractor Responsibility ...............................................................................31 2.25 Detailed Design Review ...........................................................................................32 2.26 Work by County or County's Vendors ......................................................................32 2.27 Warranties ...............................................................................................................33

2.27.1 General ..............................................................................................................33 2.27.2 Warranty of Title.................................................................................................33 2.27.3 Warranty of Specifications and Performance .....................................................33 2.27.4 Equipment Warranty and Maintenance ..............................................................33

2.28 Final Acceptance .....................................................................................................33 3.0 TECHNICAL AND PERFORMANCE REQUIREMENTS .....................................................35

3.1 General Requirements .............................................................................................35 3.2 Description of Desired System .................................................................................35 3.3 System Configuration Concept ................................................................................36 3.4 Coverage Requirements ..........................................................................................38 3.5 System Facilities ......................................................................................................40

3.5.1 General ..............................................................................................................40 3.5.2 Site Locations ....................................................................................................40 3.5.3 Base Station Antenna Configuration ..................................................................41 3.5.5 Dispatch Center .................................................................................................41

3.6 Dispatch Console Requirements ..............................................................................41 3.6.1 General ..............................................................................................................41 3.6.2 Existing Console System ...................................................................................41

3.7 Simulcast Control and Distribution ...........................................................................42 3.8 AES Encryption .......................................................................................................42 3.9 Logging Recorder ....................................................................................................42 3.10 System Interconnection ...........................................................................................42 3.11 System Protection Features .....................................................................................43

3.11.1 General Protection .............................................................................................43

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3.11.2 UPS Equipment .................................................................................................43 3.11.4 Interference Protection .......................................................................................43 3.11.5 System Failure Modes .......................................................................................44

3.12 User Equipment .......................................................................................................44 3.13 System Options .......................................................................................................44

3.13.1 P25 Phase 2 Infrastructure ................................................................................45 3.13.2 User Radio Retuning & Reprograming ...............................................................45 3.13.3 User Equipment .................................................................................................45 3.13.4 Add-on Voted Receive only site .........................................................................45 3.13.5 Maintenance Contract ........................................................................................46 3.13.6 Microwave Backhaul ..........................................................................................46 3.13.7 Add-on Generator ..............................................................................................47

3.14 Design Reviews .......................................................................................................48 3.14.1 Preliminary Design Review ................................................................................48 3.14.2 Final Design Review ..........................................................................................49

4.0 SYSTEM EQUIPMENT SPECIFICATIONS ...................................................................50 4.1 General ....................................................................................................................50 4.2 Simulcast Equipment ...............................................................................................50 4.3 Base Station Equipment ..........................................................................................50 4.4 Transmit Combiners ................................................................................................52 4.5 Receiver Multicoupler/TTA Equipment .....................................................................52 4.6 Transmission Line....................................................................................................52 4.7 Base Station Antennas ............................................................................................53 4.8 Backup Generators (Option) ....................................................................................54

5.0 INSTALLATION, TESTING, MAINTENANCE & WARRANTY .......................................56 5.1 Equipment Delivery ..................................................................................................56 5.2 Installation ...............................................................................................................56

5.2.1 Installation Criteria .............................................................................................56 5.2.2 Installation Procedures / Implementation Schedule ............................................57

5.3 System Acceptance .................................................................................................58 5.3.1 Testing ...............................................................................................................58 5.3.2 System Installation Compliance .........................................................................59 5.3.3 Equipment Tests ................................................................................................60 5.3.3 System Operational Tests ..................................................................................60 5.3.3 Coverage Verification Tests ...............................................................................60 5.3.4 Thirty-Day Performance Test .............................................................................61

5.4 Documentation ........................................................................................................62 5.5 Training ...................................................................................................................63 5.6 Final Cleaning & Equipment Removal/Disposal .......................................................64 5.7 Initial Warranty and Maintenance .............................................................................64 5.8 Maintenance / Extended Support .............................................................................65

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KEY DATES / MEETINGS / INFORMATION

PROJECT NAME: PUBLIC SAFETY RADIO SYSTEM

PRE-PROPOSAL

CONFERENCE & SITE VISIT(S): Cooke County EMS Office

Time & Date: May 1st, 2019 / 9:00 AM CST

Location: Cooke County EMS Office

301 West Church Street, Gainesville, TX 76240

RFP DEADLINE DATE & TIME: July 1st, 2019 / 4:00 PM CST

RFP DELIVERY LOCATION: Cooke County Auditor Office

101 South Dixon Street

Gainesville, TX 76240

RFP SECURITY: 5% of the Proposal amount in the form of a Surety Bond

payable to Cooke County, Texas

NOTICE

RESPONSES THAT ARE NOT SIGNED OR THAT ARE RECEIVED IN THE COUNTY EMC OFFICE AFTER THE

DUE DATE AND TIME WILL NOT BE CONSIDERED.

ALL QUESTIONS RELATED TO THE RFP ARE TO BE SUBMITTED BY EMAIL NO LATER THAN May 8th, 2019

at 4:00 PM CST.

Ray Fletcher

Email: [email protected]

NO TELEPHONE QUESTIONS WILL BE ACCEPTED.

COOKE COUNTY

Proposal Specifications Aggregates Page 5

1.0 INFORMATION FOR VENDORS

1.1 Notice

Cooke County, Texas is requesting sealed proposals from qualified suppliers of Public Safety Radio

Systems, to provide equipment and services for a P25, conventional, simulcast, 5-channel VHF radio

system.

Cooke County is committed to maintaining fair and open competition. Every effort is made to maintain

the highest level of ethical conduct in every aspect of the procurement process. Qualification and

selection of vendors is based on those vendors who share the same high standards of ethical conduct.

The County requests proposals for the detailed design and implementation of an integrated system on a

“turnkey” basis. This turnkey system shall include all hardware, software, installation, system design and

engineering, warranty and maintenance, testing, training and documentation and all costs associated

with providing a fully functional, turnkey communications system as described in this Request for

Proposals (“RFP”).

The terms and conditions specified in this document will apply to the RFP as a whole, including all

options addressed by the RFP. Only those vendors fully capable of complying with the terms and

conditions stated herein will be considered qualified for an award and subsequent contract.

It is the intention of Cooke County to execute a final contract with the vendor whose proposal is

deemed most advantageous in accordance with the evaluation criteria specified in this RFP. The County

may conduct post-proposal discussions with any or all vendors deemed to be reasonably qualified for

selection for award. "Post-Proposal discussions" may include, but are not limited to: requests for

additional information, interviews, requests for proposal modifications or revisions and requests for

"best-and-final" offers. Cooke County may reject any part of any, or all, proposals.

COOKE COUNTY


1.2 Background Information

The Cooke County (County) Emergency Management Coordinator (EMC) manages the Sheriff’s Office

(CCSO), Cooke County Firefighters Association (CC FFA), Cooke County EMS (CC EMS), the County

Commissioner’s (CC Commissioner) system, and its own Emergency Management (CC EMC)

communications system. These systems all operate in the VHF frequency band via single-site repeaters,

except for the CC FFA. The CC FFA has split their system into East and West zones that transmit from

separate repeater sites but share the same VHF frequency pair. The CCSO system is a conventional P25

Phase 1 digital system while the others are conventional analog systems. The existing repeater sites for

the County and where each system is located are shown below in Table 1. Table 4 in §3.5.2 provides the

site parameters for each existing transmit location.

County System Transmit

Location(s) Callsign

Antenna Height

(meter) Transmit (MHz) Receive (MHz)

CCSO Pentex KNHD981 120.7 155.1300 155.9700

CC FFA Rice Ave WPKV449 106.7

154.2950 150.7900

CC FFA Pentex WPKV449 104.9

CC EMS Rice Ave KNAE663 106.7 155.5650 153.7400

CC EMC EMC

Monopole WQJQ455 70.7 155.5275 153.8525

CC Commissioners Rice Ave KNGY937 79 155.9400 154.1000

Table 1

The existing County radio systems are facing two primary issues: equipment obsolescence and the need

for increased portable radio coverage. The County and its first responders seek to improve their

COOKE COUNTY


communication abilities to the extent that they can reliably communicate via their portable radios over

95% of the geographical areas within the County. Currently, users report reliable communications over

90% of the county with their mobile radios only, with much lower reliability for portable radios.

Therefore, existing communications conditions tether the user to their vehicles.

All of the repeaters, except for the East CC FFA, are Motorola Quantar models. The East CC FFA repeater

is a Kenwood NX-700. All repeaters are no longer produced and/or supported.

There are 450 radios in the existing subscriber fleet for the County, comprised of a mix of Motorola

XTS/XTL radios, Motorola APX radios, and Kenwood TK-5720/5220 radios. The Motorola APX and the

Kenwood TK radios are current production models with no end of support issues from their

manufacturers. However, the Motorola XTS / XTL series radios are no longer produced by Motorola and

their end-of-support date is 12/31/2019.

All of the County’s mobile and portable radios are capable of mixed-mode operations; they can be

operated in analog and P25 Phase 1 digital modes. Mixed-mode functionality allows the CC EMC,

CC EMS, and CC FFA users, which currently operate on analog radio systems, to program the CCSO

channel into their radios for intraoperability purposes.

1.3 Definition Of Terms

“RFP” shall refer to this Request for Proposals. “Proposal” shall mean a written offer to provide the

equipment and services in accordance with requirements specified herein.

“Proposer“ or “Vendor” shall mean a person, firm or corporation who submits a Proposal to provide

equipment, material, and/or services necessary in the performance of the requirements specified

herein.

“County”, “Purchaser”, or “Owner” shall refer to Cooke County, Texas.

"System" shall refer to an integrated collection of equipment, hardware, software that if fully functional

and capable of delivering the performance and features required.

COOKE COUNTY


“Furnish”, “provide”, “propose”, or “offer” shall mean to supply, equip, and deliver the specified

equipment, material and/or services to the Purchaser.

“Must”, “shall”, “will”, “is required”, and “are required” are terms that identify a mandatory item or

factor. Failure to comply with a mandatory item or factor may result in the elimination of the Vendor’s

Proposal from future consideration.

“Agreement” or “Contract” shall refer to the PUBLIC SAFETY RADIO SYSTEM purchase contract that will

be negotiated with the selected Vendor per Section 1.11.

1.4 Turnkey Approach

The desired proposal is one in which the vendor delivers, installs, and configures specified equipment

and provides training and documentation. This RFP specifies equipment and performance standards. It is

the vendor’s responsibility to determine the specific hardware, software, accessories, and services

required to deliver a fully functional system. The County will not issue change orders based on the fact

that a detail was omitted from the Vendor’s proposal.

1.5 RFP Requirements

The County views this RFP as the framework to be used by the Vendor in preparing and submitting the

proposal, and as an integral part of the final contractual agreement to be negotiated with the Vendor. It

is important for the Vendor to become familiar with the paragraph items within this section, as they will

prevail in the event of any discrepancies or differences between project-related or contractual

documents.

The Vendor must submit three (3) hardcopies and one electronic copy of their response to the RFP to

the County. All responses must be complete and accurate.

1.5.1 Acceptance of General Requirements

The Vendor must accept the mandatory requirements by paragraph number contained

specifically within this section in the letter of transmittal. Should a vendor object to any of the

COOKE COUNTY


County’s requirements as contained herein, the Vendor may propose specific language that it

believes would be acceptable to the County. Acceptance of alternative language is solely at the

County's discretion.

Vendors should be aware that the contents of the successful Proposal will become a part of the

subsequent contractual documents. Failure of the Vendor to accept this obligation may result in

the cancellation of any award. Any damages occurring to the County as a result of the Vendor’s

failure to contract may be recovered from the Vendor.

1.5.2 RFP Notice

A notice of this RFP will initially be published in the Gainesville Daily Register and the Weekly

News of Cooke County sixty (60) days prior to its deadline on April 12, 2019. The RFP and any

subsequent addenda can be found at

www.co.cooke.tx.us/page/cooke.ProposalsRFPSpecifications.

1.5.3 RFP Procedural & Content Questions

Any vendor requiring further clarification of the RFP procedure contained herein should submit

specific questions, in writing, to the County EMC.

During the review of the RFP and preparation of the Proposal, certain errors, omissions or

ambiguities may be discovered. Any explanation, clarification, or interpretation desired by a

vendor regarding any part of this RFP must be requested in writing from the County EMC at

least 14 days prior to the published submission deadline, as referenced in this RFP or addenda.

Interpretations, corrections or changes to the RFP made in any other manner are not binding

upon the County, and vendors shall not rely upon such interpretations, corrections or changes.

Oral explanations or instructions given before the award of the Contract are not binding. The

attempt to question other County staff or representatives may result in the Vendor’s

disqualification.

Requests for explanations or clarifications may be submitted to Ray Fletcher at

[email protected]. The email must clearly identify the RFP by title. Answers to

questions will be provided via addenda per §1.5.4.

COOKE COUNTY


1.5.4 RFP Addenda

Any interpretations, corrections, changes, or answers to questions regarding the RFP will be

made by addendum. Sole issuing authority of addendum shall be vested in the Cooke County

EMC. Addenda will be provided to all vendors who are known to have received this RFP and will

be published at www.co.cooke.tx.us/page/cooke.ProposalsRFPSpecifications. Only information

supplied by the County, in writing, through the County EMC or in this RFP should be used in the

preparation of proposals.

1.5.5 Deadline for Proposals

Proposals must be submitted in a sealed package or container marked “PUBLIC SAFETY

COMMUNICATION SYSTEM” along with the Vendor’s name and address. Three hard copies and

one electronic copy of the proposal will be submitted. Facsimile transmittals or offers

communicated by telephone or email will not be accepted or considered. Proposals that are not

submitted in a sealed package or container will not be considered. Proposals will be received

until July 1st, 2019, at 4:00 PM local time. The Vendor can mail or deliver the proposal to the

following address:

Cooke County Auditor

101 South Dixon Street

Gainesville, TX 76240

The County will record and time-stamp receipt of the proposal. The Vendor is responsible for

the means of delivering the proposal documents to the location listed above on time. Delays

due to any instrumentality used to transmit the proposal including delay occasioned by the

Vendor’s or the Cooke County's internal mailing system will be the responsibility of the Vendor.

The proposal must be completed and delivered in time to avoid disqualification for lateness due

to difficulties in delivery. The time clock in the County Auditor's office is the official clock for

determining whether proposals are submitted timely. Late proposals will not be accepted under

any circumstances.

COOKE COUNTY


1.5.6 Opening of Proposals

A public “Opening of Proposals” will take place as follows:

Date: July 1, 2019

Time: 4:00 PM CST

Location: Cooke County Courthouse

Commissioners Courtroom

101 South Dixon Street, Gainesville, TX 76240

The name of all vendors submitting a Proposal will be read aloud but no contents of the

proposals will be disclosed.

1.5.7 Disclosure of Proposal Contents

Proposals will be opened in a manner that avoids disclosure of the contents to competing

vendors and keeps the proposals secret during negotiations. All proposals are open for public

inspection after the contract award, but trade secrets and confidential information in the

proposals are not open for public inspection if such data is clearly identified as such. This

identification will be done by individually marking each page with the words “Proprietary

Information” on which such proprietary information is found. If the Vendor fails to identify

proprietary information, they agree that by submission of their proposal that those sections

shall be deemed non-proprietary and made available upon public request.

Vendors are advised that the confidentiality of the proposals will be protected by the County to

the extent permitted by law. Vendors are advised to consider the implications of the Texas Open

Records Act, particularly after the Proposal process has ceased and the contract has been

awarded. While there is provision in the Texas Open Records Act to protect proprietary

information, particularly under Section 3(9) and Section 3(10) of this act where the Vendor can

meet certain evidentiary standards, Vendor’s are advised that a determination on whether

those standards have been met will not be decided by Cooke County, but by the Office of the

Attorney General of the State of Texas.

COOKE COUNTY


1.5.8 Signing of Proposals

Proposals must show the full firm name and address of the Vendor, and be manually signed.

Failure to do so will disqualify the proposal. Person signing the proposal must show title or

AUTHORITY TO BIND THE FIRM IN A CONTRACT. The submission and signature of a proposal will

indicate the intention of the Vendor to adhere to the provisions in this RFP.

Proposals which are signed for a partnership must be signed in the firm’s name by at least one

partner of the firm or by an attorney-in-fact. If signed by an attorney-in-fact, there should be,

attached to the proposal, a Power of Attorney evidencing authority to sign proposals, dated the

same date as the proposal, and executed in accordance with legal requirements of the firm.

Proposals which are signed for a corporation must have the correct corporate name thereon

and signature of the authorized company official. The title of the office held by the person

signing for the corporation must appear below the signature of the officer.

Proposals which are signed by an individual doing business under a firm name must be signed in

the name of the individual doing business under the proper firm name.

1.5.9 Cost of Proposal

This RFP does not commit the County to pay any costs incurred by any vendor in preparation

and/or submission of a proposal, or for procuring or contracting for the items to be furnished

under this RFP. All costs directly or indirectly related to responding to this RFP, including all costs

incurred in providing supplementary documentation or presentation which may be required by

the County, will be borne by the Vendor.

Each vendor will be responsible for all costs incurred in preparing or responding to this RFP. The

Vendor agrees to bear all risks for loss, injury, or destruction of hardware, software or goods

and materials (ordered or supplied as the result of the eventual contract) which might occur

prior to delivery to the County, and such loss, injury, or destruction shall not release the Vendor

from any obligations under this RFP or any resulting contract.

COOKE COUNTY


1.5.10 Rights to Proposal and Contractual Material

All reports, charts, schedules, or other appended documentation to any proposal, content of

basic proposal, or contracts and any responses, inquiries, correspondence, and related material

submitted by the Vendor shall become property of the County upon receipt.

1.5.11 Use of County Logo

Cooke County Logos and Images (hereinafter “Logo”) are registered trademarks with the State

of Texas Secretary of State and Cooke County is the owner of all rights to the Logo.

Unauthorized use of the Logo is strictly prohibited.

1.5.12 Disqualification or Rejection of Proposals

Vendors may be disqualified for any of the following reasons:

1. There is reason to believe that collusion exists among the vendors.

2. The Vendor is involved in any litigation against the County.

3. The Vendor is in arrears on an existing contract or has defaulted on a previous contract

with the County.

4. The Vendor lacks financial stability.

5. The Vendor has failed to perform under previous or present contracts with the County.

6. The Vendor failed to use the forms attached to this RFP.

7. The Vendor failed to adhere to one or more of the provisions established in this RFP.

8. The Vendor failed to submit its proposal in the format specified herein.

9. If, in the opinion of the County, a proposal contains false or misleading statements.

10. Any attempt by the Vendor to negotiate or give information concerning the contents of

its proposal to the County or its representatives other than as officially requested by the

County EMC.

11. If it is determined by the County that gratuities in the form of entertainment, gifts, or

otherwise, were offered or given by the Vendor, or any agent or representative of the

Vendor, to any officer or employee of the County with a view toward securing or

amending, or the making of any determinations with respect to the RFP or contract.

COOKE COUNTY


1.5.13 Conflict of Interest

Vendors must assure the County that no conflict of interest exists between it and anyone

associated with the County. No public official shall have interest in this contract, in accordance

with Vernon’s Texas Codes Annotated, Local Government Code Title 5, Subtitle C., and

Chapter 171. Prior to submission of any proposal, each vendor must file, with the County, a

disclosure of no conflict of interest, attested to by its Corporate Attorney. Vendors are obligated

to provide updated information concerning the disclosure of interests, as warranted,

throughout the time the proposals are being considered.

1.5.14 Rejection of Proposals

Proposals may be rejected if they show any alteration of words or figures, incomplete proposals,

erasures, or irregularities of any kind, or contain any unbalanced values. Proposals tendered or

delivered after the official time designated for receipt of the proposal shall not be considered.

1.5.15 Right to Waive Irregularities

Proposals will be considered as being “irregular” if they show any omission, alterations of form,

additions, or conditions not called for, or irregularities of any kind.

The County reserves the right to waive minor irregularities in proposals. This right is at the sole

discretion of the County.

1.5.16 Withdrawal of Proposal

A vendor's Proposal may be withdrawn by a duly authorized representative of the Vendor at any

time prior to the proposal submission deadline, upon presentation of acceptable identification.

1.5.17 Amending of Proposals

A vendor may submit an amended proposal before the deadline for receipt of proposals. Such

amended proposals must be complete replacements of a previously submitted proposal and

must be clearly identified as such in the transmittal letter. The County will not merge, collate, or

assemble proposal materials.

COOKE COUNTY


1.5.18 Proposal Offer Firm

Responses to this RFP, including pricing information, will be considered firm for 180 days after

the latter of: 1.) the due date for receipt of proposals; or 2.) the date of receipt of the Vendor’s

last, best-and-final offer is submitted.

1.5.19 Exceptions to RFP Specifications

Although the specifications in the following sections represent the County’s anticipated needs,

there may be instances in which it is in the County’s interest to permit exceptions to the

specifications and accept alternatives.

It is important that the Vendor make clear where exceptions are taken to the specifications and

how the Vendor will provide alternatives. Therefore, exceptions, conditions, or qualifications to

the provisions of the County’s specifications must be clearly identified as such together with

reasons for taking exceptions, and inserted in the proposal at this point. The Vendor should

explain the benefit of the exception and how the proposed alternative meets the intention of

the original specification. If the Vendor does not make clear that an exception is being taken,

this will be deemed to mean that the proposal is responding to, and will meet, the specification

as written.

1.5.20 Consideration of Proposals

Discussions may be conducted with responsible vendors capable of being selected for the award

for the purpose of clarification. Until award of the Contract is made by the County, the right will

be reserved to reject any or all proposals, to re-advertise for new proposals, or to proceed with

the work in any manner as may be considered in the best interest of the County.

1.5.21 Discovery

The County may elect to conduct any of the following additional activities with any responsible

vendor:

1. Vendor equipment and products demonstrations

2. Reference checking

3. Vendor client site visits

COOKE COUNTY


1.5.22 RFP Termination

The County reserves the right, at its sole and unqualified discretion, to cancel this RFP at any

time. The County reserves the right to reject any or all proposals submitted in response to this

RFP.

1.5.23 Security Bond

All vendors shall make payable to Cooke County, a security bond in an amount equal to 5% of

the total proposal price of all hardware, software, and services to be provided under the

contract. The security bond shall be issued by a surety authorized to do business in the State of

Texas. No cash, checks, certified check, cashier’s check or other forms of payment will be

accepted. The successful Vendor’s bond will be retained until the contract has been executed

and the Vendor has furnished the required payment, performance, and maintenance bonds. The

County reserves the right to retain all other vendor’s security bonds up to 180 days from

proposal receipt deadline or until the contract is executed, whichever is earlier. If a vendor

should refuse to enter into a contract, the County will redeem such Vendor’s security bond.

1.5.24 Risk of Loss

The Vendor agrees to bear all risks of loss, injury, or destruction of hardware, software or goods

and materials (ordered or supplied as the result of the eventual contract) which might occur

prior to delivery to the County, and such loss, injury, or destruction will not release the Vendor

from any obligations under this RFP or any resulting contract.

1.5.25 No Obligation

This procurement in no manner obligates the County or any of its agencies to the eventual

purchase, rental, or lease of any software, hardware or services offered until authorized by the

Cooke County Commissioners' Court and confirmed by a written contract signed by an

authorized representative of the County.

COOKE COUNTY


1.5.26 Cost/Pricing Information

The County intends to purchase the equipment and services through a Purchase Agreement.

Any prices subject to change or outside regulation must be explained. Refer to the cost sheets

for items to be included.

1.6 Vendor Qualifications

Any Vendor offering radio system solutions must demonstrate competence with the design, supply,

installation, and support of public safety radio systems. References from projects of similar size and

scope will be verified and shall comply with the following:

The vendor shall be an authorized sales and service agency for the equipment being offered.

The vendor shall have a service facility within 100 miles of Gainesville, TX.

The vendor must supply adequate local staff and facilities to implement the radio system

upgrade and provide ongoing service and maintenance after system acceptance as defined

herein.

The vendor must be qualified to conduct business within the State of Texas.

The Vendor will serve as the prime Vendor and will be responsible for all aspects of the project and the

work quality of any subcontractors. SubVendors must also demonstrate competence and experience

within their specific scope of services.

County reserves the right to reject any Proposal or part of any Proposal, if indication or review of any

services or equipment proposed is deemed to have an unsatisfactory performance record or does not

completely meet the requirements stated herein.

Purchaser may make such investigation as is deemed necessary to determine the ability of the Proposer

to provide the equipment, material, and/or services as required by this RFP and to determine the

adequacy of the proposed equipment, material, and/or services. The Proposer shall furnish, upon

request and in a timely manner, all such data and information requested for this purpose.

1.7 Obligation of Proposer

Proposers are required to submit their Proposals upon the following express conditions:

COOKE COUNTY


a. Proposers shall thoroughly examine all drawings, specifications, plans, instructions, and all other

contract documents pertaining to this RFP.

b. Proposers shall make all investigations necessary to thoroughly inform themselves regarding

plant and facilities for delivery of materials or equipment and the performance of services as

required by the RFP conditions.

c. No plea of ignorance by the Proposer of conditions that exist or that may hereafter exist as a

result of failure or omission on the part of the Proposer to make the necessary examinations

and investigations will be accepted as a basis for varying the requirements of the County.

d. Proposal must comply with all federal, state, county and local laws concerning these types of

services.

In case of ambiguity or lack of clarity in stating prices in the Proposal, Purchaser reserves the right to

adopt the price written in words or reject the Proposal.

1.8 Project Manager

The County’s Project Manager will be Ray Fletcher and will be the County’s single point of contact for all

technical and implementation matters. Upon award of contract, the Vendor shall assign a project

manager who shall be the single point of contact for the Vendor and shall have the power to make

decisions concerning all technical and implementation matters.

1.9 Proposal Contents

A Proposal is defined as a written offer to provide the equipment and services in accordance with

requirements specified herein. To be compliant the Vendor’s Proposal submission must include:

1. A cover letter signed by owner or corporate officer, expressing the Vendor’s intent to

provide equipment, software and services as required in this RFP.

2. A Vendor Profile that describes the Vendor’s contact individuals, the background and

experience of the Vendor’s firm and all associated proposed subcontractors.

3. The Vendor shall provide a Point-By-Point response to the RFP. The Point-By-Point

COOKE COUNTY


Response shall specifically accept, clarify, or take exception to each section of the RFP.

Each response must be complete without reference to other sections of the response.

An electronic copy of the RFP document is being provided to facilitate this requirement.

4. A Technical Proposal that addresses the requirements described herein.

5. A Cost Proposal which details all costs of the proposed offering, including recurring costs

for a five-year period and any applicable contractual terms. Official proposal pricing

sheets are included as Attachment 2. The completed pricing sheets must be included

with the cost proposal. All costs associated with implementing the proposed equipment

and services must be included on the official pricing sheets.

6. A project delivery and implementation schedule which defines project milestones

referenced to contract award date.

Any proposal submission that lacks any of these components will not constitute a proposal, will not be

evaluated, and will not be eligible for contract award.

Only proposals for a complete Public Safety Radio System as defined in this RFP will be accepted in

response to this RFP. The Vendor will carry full, non-assignable, and non-delegable responsibility for the

technical and timely completion of all aspects of the project as defined in this RFP.

1.9.1 Vendor Profile

The Vendor profile must provide information on the Vendor’s firm or organization, including the

parent company, if applicable. In the specific order, it must provide the following information:

1. Clearly define the qualifications of the firm including experience with similar

projects.

2. An outline of the Vendor’s proposed project organization including key project

personnel and a statement of experience for each.

3. A description of how the Vendor proposes to provide support and maintenance

for the equipment and options outlined in this RFP.

4. Professional references for the Vendor must be provided. A list of Public Safety

Radio System projects must be provided. The Vendor shall provide project

information regarding project status of all referenced Public Safety Radio System

projects.

COOKE COUNTY


5. A list of all proposed subcontractors will be provided describing the anticipated

service and/or equipment, or software provided. The experience, qualifications

and technical support for each subcontractor shall be clearly stated. Vendors shall

list all employees and subcontractors that will require access to County’s facilities.

These employees will be subject to a background investigation prior to approval

for access to those locations.

6. The Vendor shall provide a preliminary outline demonstrating the Vendor's

approach to organization and completion of the project encompassing all

appropriate activities and milestones including those tasks, which are deemed to

be the responsibility of the County. Tasks shall be clearly identified as to whether

they are the responsibility of the Vendor, a specified subcontractor, or the

County. The primary purpose of the outline is to obtain a general picture of the

Vendor's approach to accomplishing the ultimate goal.

7. The Vendor must provide a clearly stated description of their Problem Escalation

Procedures that will be followed to support the timely implementation of the

Public Safety Radio System. This detailed description shall identify management

and technical resources proposed to support the County in the event of

equipment or personnel problems.

1.9.2 Technical Proposal

A Technical Proposal must be submitted that encompasses all RFP requirements and options.

The Technical Proposal must be clearly divided so that each optional task or item described in

the RFP is completely distinguishable and may be considered separately. The technical proposal

must be physically separate from the submitted cost proposal. Proposals lacking adequate

documentation will receive a lower score on the proposal evaluation.

1.9.3 Cost/Pricing Proposal

The Cost/Pricing Proposal must be submitted as a separate document from the Technical

Proposal and must include all costs and options. The Cost Proposal must be clearly divided so

that costs associated with each RFP option are shown separately and are independently stated.

COOKE COUNTY


Recurring costs (if any) shall be clearly defined and identified. The costs shall be distinct and

separate from initial costs, with a recurring figure by year and a total recurring cost figure for

the first five years after warranty.

1.10 Review and Evaluation of Proposals

All proposals will be reviewed for completeness and those found to be either incomplete or non-

responsive will be rejected from further consideration. The evaluation team will determine if a reply is

“non-responsive” and their decision will be conclusive. County’s evaluation team will evaluate

responsive and complete proposals.

An evaluation team will be appointed by County’s project team. This team will conduct a technical

evaluation to determine the technical compliance of each proposal and to determine that complete and

responsive proposals have been submitted. They will provide an evaluation of cost proposals and

selection of potential vendors for further evaluation and/or negotiations.

The evaluation team will review the proposals and rank each from best-to-least-desirable based on

compliance with the Evaluation Criteria specified in Section 1.10 of this RFP. Discussions may be

conducted individually with vendors who submit responsive proposals and who are determined

reasonably qualified for award of a contract. Revisions and/or clarifications may be requested after

proposal submission and before contract award to obtain best-and-final offers.

1.11 Evaluation Criteria

The project evaluation criteria are listed herein.

Technical Compliance. This evaluation shall consider the degree to which the technical

requirements of the RFP are met.

Maximum Score 35

COOKE COUNTY


Vendor References. This evaluation will consider the Vendor’s experience and qualifications with

similar Public Safety Radio System projects, professional references, financial stability, and other

items included in the Vendor Profile section of this RFP.

Maximum Score 20

Acquisition, Maintenance and Operational Costs. This evaluation will consider all costs associated

with initial implementation, maintenance, and other costs identified in the Cost/Pricing Proposal

section of this RFP.

Maximum Score 35

Complete Project Implementation Schedule. This schedule shall include a time-line of all the tasks

proposed by the Vendor. This schedule shall include all tasks to be completed by the Vendor and its

subcontractors.

Maximum Score 10

Total Evaluation Score 100

1.12 Pre-Proposal Conference

The County will conduct a Pre-Proposal Conference for all interested parties.

Date: May 1st, 2019

Time: 9:00 AM CST

Location: Cooke County EMS Station #1

301 West Church Street, Gainesville, TX 76240

Attendance at this meeting is not required to submit a proposal. However, vendors are encouraged to

attend, as it is expected that many relevant questions will be asked and answered during the

conference. Vendors may email or mail any pertinent questions, prior to the conference or until May 8th,

2019, in order to allow the County to prepare adequate responses and Addenda.

COOKE COUNTY


Ray Fletcher

301 South Chestnut Street, Gainesville, TX 76240

Email: [email protected]

The conference will include an inspection of the Dispatch Center and the two existing radio site

locations.

1.13 Award of Contract

County reserves the right to accept or reject any and all proposals and to re-solicit for proposals, as it

shall deem to be in the best interests of County. Receipt of any proposal shall under no circumstances

obligate County to accept the lowest cost proposal. The award of a contract shall be made to the vendor

whose proposal is determined to be the best evaluated offer, taking into consideration demonstrated

competence and qualifications to perform the service solicited in the RFP. County will enter into

contract negotiations with the selected Vendor. A purchase contract will be developed and executed

with the selected Vendor. If County is unable to negotiate a contract with the selected Vendor, County

may at its sole discretion select an alternate Vendor or take other actions deemed to be in the best

interest of County.

COOKE COUNTY


2.0 GENERAL TERMS AND CONDITIONS

2.1 General

Any catalog or manufacturer’s reference in this RFP is descriptive, but not restrictive and used only to

indicate type and grade. Proposals on other items of similar and equal quality will be considered,

provided the Vendor clearly states exactly what items will be furnished. Otherwise, the Vendor shall be

required to furnish the items required in the specifications.

County may make such investigation as is deemed necessary to determine the ability of the Vendor to

provide the equipment, material, and/or services as required by this specification and to determine the

adequacy of the proposed equipment, material, and/or services. The Vendor shall furnish, upon request

and in a timely manner, all such data and information requested for this purpose.

County shall consider, as a competent vendor, only those vendors who are fully capable of complying

with all terms and conditions set forth in this RFP.

2.2 Intent

It is the intent of this RFP and the resulting contract documents to describe a functionally complete

project resulting in a Public Safety Radio System and associated items and services. Any work, materials,

or equipment that may reasonably be inferred from the contract documents as being required to

produce the intended result will be supplied, whether or not specifically set forth herein. When words

which have a well-known technical or trade meaning are used to describe work, materials or equipment,

such words shall be interpreted in accordance with that meaning. Reference to standard specifications,

manuals, codes or recommendations of any technical society, organization or association, or to the laws

or regulations of any governmental authority, whether such reference be specific or by implication, shall

mean the latest standard specification, manual, code or laws or regulations in effect at the time of

contract award, except as may be otherwise specifically stated. However, no provision of any referenced

standard specification, manual or code (whether or not specifically incorporated by reference in the

contract documents) shall be effective to change the duties and responsibilities of County, Vendor, or

any of their subcontractors, consultants, agents or employees from those set forth specifically in the

contract documents.

COOKE COUNTY


2.3 Contract Document Hierarchy

The contract, statement of work, RFP, Vendor’s best-and-final offer, and Vendor’s Proposal and any

subsequent, approved amendments will constitute the contract documents. All requirements, terms and

conditions stated in the RFP will apply unless specifically superseded by the Contract, Statement of

Work or other higher precedent document. Any inconsistencies will be resolved in the following order of

precedence:

a. Contract

b. Statement of Work

c. RFP

d. Vendor’s best-and-final offer

e. Vendor’s Proposal

2.4 Notices

All notices required by any of the Contract documents shall be in writing and shall be deemed delivered

upon mailing by certified mail, return receipt requested, to the addresses specified in the Contract.

2.5 Performance Bond

Simultaneous with delivery of the executed Contract, the successful Vendor shall provide a surety bond

or bonds as security for faithful performance of this Contract and for the payment of all persons

performing labor on the project under this contract and furnishing materials in connection with this

contract, in the amount of 100% of the Contract amount. The surety on such bond or bonds shall be a

duly authorized surety company satisfactory to and subject to investigation by the County.

2.6 Assignment

Neither party of the Contract shall assign the Contract, or sublet it as a whole or part, without the prior

written consent of the other party.

COOKE COUNTY


2.7 Errors or Omissions

If the Vendor discovers any error or omission in the contract drawings or specifications or in the work

undertaken or performed by it, it shall immediately notify the County in writing and the Vendor shall

verify or correct the same. If, knowing of such error or omission and prior to its correction thereof, the

Vendor proceeds with any work affected thereby, it shall do so at its own risk and the work so done shall

not be considered as work done under contract and in performance thereof unless, and until, approved

and accepted by the County.

2.8 Governing Laws

The Contract will be governed by the laws of the State of Texas. All duties of the parties shall be deemed

to be performed in Cooke County, Texas. The applicable law for any legal dispute arising out of the

contract shall be law of the State of Texas. Any legal dispute will be filed in the courts of Cooke County,

Texas.

2.9 Laws, Statutes and Other Governmental Requirements

Vendor agrees to maintain compliance with all laws, statues, and other governmental provisions

prevailing during the term of this agreement.

2.10 Disability

In accordance with the provisions of the Americans With Disabilities Act of 1990 (ADA), Vendor warrants

that it and any and all of its subcontractors will not unlawfully discriminate on the basis of disability in

the provision of services to general public, nor in the availability, terms and/or conditions of

employment for applicants for employment with, or employees of Vendor or any of its subcontractors.

Vendor warrants it will fully comply with ADA provisions and any other applicable federal, state and

local laws concerning disability and will defend, indemnify and hold County harmless against any claims

or allegations asserted by third parties or subcontractors against County arising out of Vendor’s and/or

its subcontractors alleged failure to comply with the above-referenced laws concerning disability

discrimination in the performance of this agreement.

COOKE COUNTY


2.11 No Obligation

This procurement in no manner obligates the County, or any of its agencies, to the eventual rental, lease

or purchase of any hardware, software or services offered until confirmed by a written Contract signed

by an authorized representative of the County and its designees.

2.12 Fiscal Funding Limitation

In the event no funds or insufficient funds are appropriated and budgeted or are otherwise unavailable

by any means whatsoever in any fiscal period for payments due under this contract, then the County will

immediately notify Vendor of such occurrence and this contract shall be terminated on the last day of

the fiscal period for which appropriations were received without penalty or expense to the County of

any kind whatsoever, except to the portions of annual payments herein agreed upon for which funds

shall have been appropriated and budgeted or are otherwise available.

Any contract awarded as a result of this RFP process may be terminated if sufficient appropriations or

authorizations do not exist. Such termination will be effected by sending written notice to the Vendor.

The County’s decision whether sufficient appropriations and authorizations will be available shall be

accepted by the Vendor as final.

2.13 Texas Sales Tax

The County is exempt from Federal Excise and State Sales Tax. The price to be paid by the County under

the contract shall exclude all taxes for which the County’s tax exempt status applies.

2.14 Total Payment to Vendor

The total payment figure specified by the Vendor in its proposal or otherwise negotiated in the Contract

is the maximum payment that will be made by the County for the equipment, warranty, maintenance

and all other services and equipment required by this RFP.

2.15 Payment Terms

The Vendor shall submit invoices for payment based upon completed project millstones. The following

payment schedule will be utilized unless otherwise negotiated in the Contract.

COOKE COUNTY


15 % upon execution of Contract

20% upon issuance of Notice To Proceed by County

20% upon delivery of equipment

15% upon completion of equipment installation

15% upon successful completion of §5.3 System Acceptance Testing

15% upon §2.28 Final Acceptance

Payment shall be due thirty (30) days following the date of Vendor’s invoice and verification of

completion of the project milestone by the County. The County shall be responsible for verification and

approval of Vendor’s invoice, which approval shall not be unreasonably withheld. Approved invoices

shall be paid via Electronic Funds Transfer (EFT).

2.16 Termination

The County may terminate the contract at any time, with or without cause, by notice, in writing, mailed

certified mail, return receipt requested, to the Vendor. Upon receipt of such notice, the Vendor shall

immediately discontinue all services and work and the placing of all orders or the entering of contracts

for supplies, assistance, facilities and materials in connection with the performance of the contract and

shall proceed to cancel all existing contracts insofar as they are chargeable to the contract.

If the County terminates its contract under the foregoing paragraph, the County shall pay the Vendor for

services actually performed prior to such termination, less such payments as have been previously

made. The Vendor shall not be entitled to any further compensation for work performed by the Vendor

or sub-contractors under its control or direction from date of receipt of notice of cancellation.

Upon termination of the contract, the Vendor shall provide the County with reproducible copies of all

completed work or partially completed documents prepared under the contract, all such documents

being owned by the County.

COOKE COUNTY


2.17 Abandonment

In the event the Vendor fails to complete all or any portion of the work to be performed as specified in

the contract, it will forfeit all retainage from completed portions of the project. Additionally, the Vendor

will be liable for subsequent costs incurred to complete the project, to the extent such additional costs

exceed the amount of contractual retainage held by the County.

2.18 Statement of Liability

The County shall not be liable in the event of loss, destruction, or theft of, vendor-provided equipment,

software and technical literature. It is the Vendor’s responsibility to obtain insurance coverage for such

loss in an amount the Vendor deems appropriate.

2.19 Copyrights and Patents

License and/or royalty fees for the use of a process which is authorized by the Vendor for the County’s

use for the equipment provided in this procurement must be reasonable and paid to the holder of the

copyright or patent, or authorized licensee, directly by the Vendor and not by, or through, the County. If

the Vendor uses any other design, device or materials covered by patent or copyright, it shall provide for

such use by suitable agreement with the holder of such patented or copyrighted design, device or

materials. It is mutually agreed to and understood that, without exception, the contract prices shall

include all royalties or costs arising from the use of such designs, devices or materials in any way

involved in the system.

Where activities supported by this project produce original computer programs, writings, sound

recordings, pictorial reproduction, drawings, or other graphical representation and works of any similar

nature (the term computer program includes executable computer programs and supporting data in any

form), the County has the right to use, duplicate, and disclose, in whole or in part, in any manner, for

any purpose whatsoever and have others do so. If the material is copyrightable, the Vendor may

copyright such, and the County reserves a royalty-free, non-exclusive, and irrevocable license to

reproduce, publish and use such materials, in whole or in part to authorize others to do so.

COOKE COUNTY


2.20 Right to Publish

Throughout the duration of this procurement process and contract term, potential vendors must secure,

from the County, written approval prior to the release of any information that pertains to the potential

work or activities covered by this procurement or the subsequent contract. The Vendor shall not issue

any news releases or other statements pertaining to the award or servicing of the agreement, which

state or imply the County’s endorsement of Vendor’s products or services. Failure to adhere to these

requirements may result in disqualification of the Vendor’s proposal or termination of the contract.

2.21 Applicable Codes and Regulations

The Vendor is responsible for compliance with all applicable codes and regulations including but not

limited to the latest versions of the International Building Code, National Electrical Code, International

Fire Code, and International Mechanical Code. The Vendor shall also be responsible for compliance with

applicable Environmental Protection Agency, Federal Communications Commission, and Federal

Aviation Administration regulations and any other codes or regulations necessary for implementation of

the Vendor’s proposal.

2.22 Construction Permits

The Vendor shall be responsible for obtaining all necessary construction permits for system installation

and implementation. The County will provide assistance in expediting the permitting process and will

waive all County permitting fees. The Vendor will retain the ultimate responsibility for obtaining the

appropriate construction permits.

2.23 Configuration Responsibility

Vendor will be responsible for the configuration and integration of all equipment, systems and services

furnished under the contract. Vendor will be solely responsible for the performance of the delivered

equipment. Any additional components not specifically identified in the Contract and its attachments,

but that is required in order to fulfill the requirements set forth under the terms and conditions of the

Contract, shall be provided and installed by the Vendor without additional charge to the County.

COOKE COUNTY


2.24 Prime Contractor Responsibility

If a Proposal includes hardware, software and/or other services to be supplied by other vendors, it will

be mandatory for the Vendor to act as Prime Contractor for the procurement of the entire system and

related services. The Vendor shall be considered the sole point of contact with regard to contractual

stipulations to include payment of any and all charges, as the County does not recognize sub-contractors

in this instance.

In addition, the successful vendor will be responsible for meeting all other requirements of these

specifications. The proposal must clearly indicate the hardware and software which is not

manufactured, marketed and/or maintained by the Vendor.

Primary sub-vendors shall be companies with extensive experience in the installation and maintenance

of hardware and software. Vendor shall state the tasks and time commitments for each proposed sub-

vendor. Installation and maintenance sub-vendors and/or joint ventures shall be licensed to do business

in the State of Texas. Vendor shall provide documentation acceptable to the County proving each sub-

vendor’s qualifications, the number of, and the qualifications of, their personnel available for the

contract work. Vendor agrees to use only the sub-vendors and personnel previously identified to the

County. Assignment of different sub-vendors and personnel other than identified will require written

permission from the County. The County reserves the right to disapprove, with reasonable cause, any

sub-vendor and any employee.

Vendor agrees that it is fully responsible to the County for the acts and omissions of its sub-vendors on

the same basis as it is for the acts of omissions of persons directly employed by it, and that failure of the

County to disapprove a sub-vendor shall in no way relieve Vendor of such obligations. Nothing

contained in the Contract shall create any contractual relationship between any sub-vendor and the

County nor create any obligation on the part of the County to pay, or to see the payment of, any sums to

any sub-vendor. Vendor shall not write any subcontract at variance with the conditions of the Contract

documents.

The Vendor shall operate as an independent contractor and not as an officer, agent, servant or

employee of the County. The Vendor shall have exclusive control of, and the exclusive right to control,

the details of its operations hereunder, and all persons performing same, and shall be solely responsible

COOKE COUNTY


for the acts and omissions for its officers, agents, employees, vendors, and subcontractors. The doctrine

of respondent superior shall not apply as between the County and Vendor, its officers, agents,

employees, contractors and subcontractors. Nothing herein shall be construed as creating a partnership

or joint enterprise between the County and Vendor, its officers, agents, employees, contractors and

subcontractors.

2.25 Detailed Design Review

The Vendor will submit a detailed design document for review in accordance with §3.14 Design Reviews

within 60 days of contract award. The Detailed Design will be presented to the County at the specified

Design Review meeting. The Vendor will be expected to interface with representatives from the County

and County’s Consultants to discuss any relevant project issues, options, and integration details. Any

necessary design changes/modifications will be presented to the County within 14 days of the Detailed

Design meeting.

Upon acceptance of the Vendor's design, the County will issue a Notice to Proceed. Equipment

manufacture, delivery and installation will not begin until County accepts the detailed design and issues

a formal Notice to Proceed to the Vendor. Approval of the design documentation by County shall be

general in nature and shall not relieve the Vendor of responsibility for the accuracy of the document nor

for the proper design and performance of the equipment and services provided under this procurement.

2.26 Work by County or County's Vendors

County reserves the right to perform work related to this project and to perform or award separate

contracts in connection with other work at the sites. All such work and responsibilities shall be identified

in the Contract and/or Statement of Work. The Vendor shall incorporate and coordinate the Vendor's

work with work of County and/or County's separate vendors as required by the Contract documents.

Costs caused by defective or ill-timed work shall be borne by the party responsible. If the Vendor claims

that delay or additional cost is involved because of such action by County and/or County's separate

vendors, the Vendor shall make such claims as provided in the Contract.

COOKE COUNTY


2.27 Warranties

2.27.1 General

The provisions of this section are general warranty terms.

2.27.2 Warranty of Title

The Vendor warrants to County that it possesses good, clear and marketable title to all

equipment and materials provided hereunder and there are no pending liens, claims or

encumbrances whatsoever against said equipment and materials.

2.27.3 Warranty of Specifications and Performance

The Vendor warrants that all equipment, materials and workmanship furnished, whether

furnished by the Vendor, or its sub-contractors and suppliers, will comply with the

specifications, drawings and other descriptions supplied or adopted and that all services will be

performed in a workmanlike manner.

Vendor shall be solely responsible for the performance of the delivered materials and

equipment. Vendor shall provide a working “system” that shall provide the equipment,

performance, and services as described in the Contract, its Exhibits, Statement of Work and the

RFP.

2.27.4 Equipment Warranty and Maintenance

All equipment, materials, and parts shall be warranted by the manufacturer’s warranty period or

for a period of one year, whichever is longer, against defects in design, materials and

workmanship. The warranty period shall begin upon final acceptance. The Vendor shall propose

pricing for an optional five-year maintenance period commencing after expiration of the initial

warranty period for all equipment and hardware associated with this procurement. The

Proposal shall clearly define the terms, coverages, and cost of the optional five-year

maintenance period.

2.28 Final Acceptance

The Vendor shall receive final acceptance for upon completion of the following steps:

COOKE COUNTY


1. Submission of all documentation required by the RFP

2. Completion of all construction and installation required by the RFP

3. Completion of all services as required by the RFP

4. Successful completion of all acceptance testing

5. Submission of acceptance test reports

6. Submission of two copies of all final design and as-built drawings

7. Final Acceptance will be issued by the County no later than thirty (30) days after successful

competition of Items 1-6 above.

COOKE COUNTY


3.0 TECHNICAL AND PERFORMANCE REQUIREMENTS

3.1 General Requirements

The County is soliciting proposals from qualified firms to provide a new turnkey, public safety quality

radio system that meets or exceeds the needs and functional requirements of the system users as stated

herein. The Vendor shall propose their system configuration to achieve the operational requirements

and shall be responsible for the method of accomplishing their proposed configuration. Any deviation

from the requirements shall be specifically noted as an exception in the proposal. The County shall have

the sole authority to determine compliance with the stated system requirements.

The Proposal must comply with the following general standards:

All equipment and services offered shall be of high quality and suitable for the intended

purpose.

No discontinued, used, or refurnished equipment shall be supplied under this procurement

other than equipment specified herein as available for reuse.

The vendor shall be an authorized sales and service agency for the equipment being offered.

All equipment and devices added to the system shall be current models with Vendor support for

a minimum of seven years.

This section shall provide an operational description of the minimum requirements of the desired

system.

3.2 Description of Desired System

The requested radio system upgrade will replace the existing VHF systems described in §1.2. The

anticipated system will operate in P25 Phase 1 conventional (non-trunked) mode. The system shall also

be capable of P25 Phase 2 conventional operations through software upgrades, without hardware

replacement. P25 operations shall be compliant with relevant TIA standards for APCO Project 25 (P25)

systems as they relate to the Phase 1 and Phase 2 Common Air Interface (CAI). It is further anticipated

that three pre-selected radio site locations will be required to satisfy the coverage requirements (see

§3.14 Design Reviews) and that simulcast technology will be utilized to configure the fixed-site

COOKE COUNTY


equipment for operation with the same frequency pairs at all site locations. The new P25 Simulcast

Conventional Radio System is expected to use the same five VHF frequency pairs that are currently

licensed to the County per the FCC licenses listed in Table 1. Vendor shall be responsible for APCO

coordination and FCC Licensing to modify the existing licenses for operation from the three sites. If any

of the licenses cannot be modified for this proposal, the County and Vendor will work together to assess

the impact to the proposed solution.

It is anticipated that fiber optic circuits will be used to interconnect the site locations. Leased fiber optic

infrastructure exists near each site location, but does not currently extend to equipment shelters. The

Vendor will be responsible for providing any necessary extension of fiber for use in this project. The

County will be responsible for monthly service costs associated with the fiber circuits. The Winstar site

may require alternative backhaul methods. See §3.10 for additional requirements for system backhaul.

Vendor will provide optional pricing for a backup microwave system interconnecting the site locations. It

is assumed that the existing dispatch console equipment and locations will be reused. The Vendor will

check the readiness of these consoles and will price upgrades or replacements if needed. Pricing shall

include any necessary interface equipment, software, and services required for fully operational console

equipment.

A subset of the existing user radio fleet will be reused. The proposal shall include optional pricing to

retune and reprogram the existing radios. Optional pricing for P25 compliant user radios will be included

in the procurement. The procurement of one backup generator is also requested as an option at the

Winstar site. System options may be purchased under a separate agreement(s) or included with the

procurement at the sole discretion of Cooke County.

3.3 System Configuration Concept

Based on the coverage and operational needs of the County and its radio users, the County has

performed preliminary system configuration activities and developed a tentative system configuration.

The Vendor shall evaluate and validate this system configuration concept. The Vendor shall submit a

proposal consistent with the system configuration concept. If the Vendor feels that alternative

configurations could better fulfill the stated objectives of the RFP, the Vendor may submit alternate

proposals or options.

COOKE COUNTY


Per the coverage and operational needs of the County, available site locations, and FCC spectrum

limitations, the County anticipates the following general system configuration:

Protocol: APCO P25 Phase 1 Conventional

Site Count: Three – §3.5.2 Site Locations

Channels: Five VHF frequency pairs

o CCSO: 155.130 MHz – TX | 155.970 MHz – RX

o CC FFA: 154.295 MHz – TX | 150.790 MHz – RX

o CC EMS: 155.565 MHz – TX | 153.740 MHz – RX

o CC EMC: 155.5275 MHz – TX | 153.8525 MHz – RX

o CC Commissioners: 155.940 MHz – TX | 154.100 MHz - RX

Multisite Configuration: Simulcast

Console System: Incorporation of the existing 2-postion Motorola MIP5000 consoles or

replacement with an IP-based console system

Logging Recorder: Integration of the existing Eventide Mediaworks logging recorder

Backhaul: Fiber optic connections; optional backup microwave system

The system shall be deployed with the five frequency pairs at each site. The transmitters on each

channel group shall be configured to broadcast on the same frequency simultaneously at all site

locations.

The system delivered shall be compliant with relevant TIA P25 standards and be capable of P25 CAI

Phase 1 C4FM modulation, P25 Phase 1 CQPSK simulcast modulation, and P25 Phase 2 H-DQPSK

simulcast modulation as deemed appropriate by the Vendor's design. The system shall support all

existing user equipment that has been P25 CAP certified (performance, conformance, and

interoperability) for operations in the frequency band utilized for this deployment.

The County has identified three existing RF site locations which will be made available to the successful

Vendor. Based upon preliminary coverage analysis it is believed that these three sites will satisfy the

coverage requirements presented in §3.4 Coverage Requirements. The Vendor will be responsible

COOKE COUNTY


for evaluating the site locations presented in §3.5.2 Site Locations and for determining whether

they meet the coverage requirements. If the Vendor does not feel these three sites will meet the

coverage requirements presented in §3.4 Coverage Requirements, then the Vendor will present

the coverage they will guarantee with this configuration.

The Vendor’s proposed simulcast solution shall incorporate all components necessary to provide

simulcast quality frequency stability, time synchronization, and modulation fidelity. The County

anticipates the use of GPS technology to provide simulcast time synchronization and master oscillator

reference; see §3.7 Simulcast Control and Distribution. Each simulcast channel shall utilize

voter/comparator technology and processing to ensure that the most reliable receiver signal is selected

at all times and distributed to the transmitters for rebroadcast.

3.4 Coverage Requirements

Table 2 provides a breakdown of the coverage requirements. All coverage reliability requirements are

expressed as bounded area reliability for DAQ 3.4 performance. Portable radio coverage shall assume a

7 inch helical antenna worn at the hip and 9 dB attenuation due to body blockage. Mobile coverage shall

assume a roof-mounted antenna with net gain of 0 dBd.

Bounded Area

Outdoor Portable

Radio Coverage

Mobile Radio

Coverage

Cooke County, TX 95% 99%

Table 2

The County expects to utilize the communications sites provided in §3.5.2 Site Locations based

upon known availability and preliminary performance analysis. However, the Vendor is fully responsible

for evaluating the coverage performance of these recommended sites. If in the Vendor’s analysis the

coverage requirements in Table 2 cannot be achieved, the Vendor shall submit the coverage

performance they are willing to guarantee per their recommended design. The Proposal shall describe in

detail the proposed site configuration and guaranteed coverage performance. The Proposal shall include

coverage prediction maps supporting recommended system design. Coverage maps shall utilize TIA TSB-

88 methodology and include a detailed description of all evaluation thresholds and margins utilized. The

COOKE COUNTY


coverage maps shall include both outbound (base-to-portable/mobile) and inbound (portable/mobile-

to-base) predictions.

The County has particular interest in coverage performance at seven historically problematic locations

within the county. These locations must be included in the coverage test plans outlined in §5.3.3 and

voice testing will also be performed at or near these locations during the test plans. The County and

Vendor will discuss expected coverage performances at these locations ahead of testing. These locations

are listed in Table 3.

Location Latitude Longitude

Valley View 33-29-17.86N 097-09-55.25W

Road Runner 33-28-19.97N 097-04-49.43W

Tyler Bluff 33-44-05.39N 097-27-32.96W

Rosston 33-28-14.04N 097-24-46.40W

Delaware Bend 33-56-22.41N 096-56-44.51W

Illinois Bend 33-48-10.30N 097-27-45.9W

Sheriff Office 33-38-57.66N 097-10-06.30W

Table 3

Prior to final system acceptance, the Vendor must successfully complete a coverage verification test.

The Vendor shall prepare a coverage verification test plan utilizing TIA TSB-88 methodology. It is

anticipated that the service area will be divided into uniform grids for evaluation purposes. An

automated drive test process will be utilized to measure both RSSI and BER of the outbound signal. A

corresponding inbound measurement method is preferred. However, the Proposal may present

calculation methodology to relate the outbound drive data to inbound performance. RF attenuators may

be utilized as necessary to simulate portable radio body blockage and/or inbound path imbalance. Each

accessible grid will be statistically evaluated to determine if the RSSI and BER requirements have been

satisfied. It will then be determined if the required percentage of “passing” grids for the specific service

requirement in Table 2 was satisfied. The coverage test plan shall include limited voice testing in not

more than 10% of the test tiles. The purpose of the voice testing is to demonstrate DAQ 3.4

performance at a sampling of locations throughout the coverage area.

COOKE COUNTY


3.5 System Facilities

3.5.1 General

The County’s conceptual configuration has identified site locations that will be made available to

support the fixed-site equipment. The Vendor shall provide any and all necessary modifications

and/or improvements for transmission sites on a turnkey basis. Proposals shall describe and

price any special requirements (e.g. architectural, mechanical, electrical, civil, or structural

modifications) that their equipment may need at the locations that are intended to be utilized.

The County will work with the selected Vendor to determine which site upgrades, which may be

required, might be performed by the County outside the scope of this proposal. Once all site

preparations and upgrades have been identified and performed, the Vendor shall inspect the

facility and certify its suitability for the intended purpose. Any additional site preparation or

upgrades required by the Vendor after site certification will be the responsibility of the Vendor.

3.5.2 Site Locations

Table 4 provides technical details for the existing site locations. The Vendor may assume that

the existing sites and all antenna heights will be available. If it is later determined that sites

and/or optimal antenna heights are not available, the County and Vendor will work together to

assess the impact of any changes required.

Site Name Latitude Longitude ASR Structure

Type

Structure

Height

(meters)

Pentex 33-39-01.0N 097-20-23.0W 1055827 Guyed

Tower 122

Rice Ave 33-36-00.0N 097-07-58.0W 1057148 Guyed

Tower 100.6

Winstar 33-45-54.7N 097-08-01.7W N/A Water

Tank ~49

Table 4

Other sites may be proposed for the system design if deemed more advantageous; the County

and Vendor will work together to assess the impact of any changes. The inclusion of

COOKE COUNTY


other/alternate sites in the proposed design must include an evaluation of available space for

antennas and equipment. There is an existing County-owned equipment shelter at Rice Ave site.

At the Pentex site, the County utilizes common space belonging to Pentex Energy, owners of the

Pentex site. The Winstar site is not currently utilized by the County and will require a full turnkey

installation.

3.5.3 Base Station Antenna Configuration

The selected Vendor is responsible for providing an antenna/filtering configuration at each site

that allows the system channels to operate without internally generated interference or

degradation while minimizing the physical footprint of the County at each site. The Proposal

shall fully describe the proposed antenna systems on a site-by-site basis. The acceptance test

plan shall include procedures to demonstrate that sufficient transmit-to-receive isolation and

interference protection has been provided.

3.5.5 Dispatch Center

The existing Dispatch Center located at the Cooke County sheriff’s Office at 300 County Road

451, Gainesville, TX 76240 shall be utilized with the P25 system. It is anticipated that the existing

console system will reused as described in § 3.6.

3.6 Dispatch Console Requirements

3.6.1 General

The County has two existing dispatch console positions located at the Dispatch Center. These

consoles operate on the Motorola MIP5000 platform. The County is interested in reusing the

existing console system.

3.6.2 Existing Console System

The existing MIP5000 console system operates with two positions and twelve channels. System

channels are interfaced to the existing console system via control station radios. There are six

Motorola APX6500 radios, three Motorola XTL consolettes, and additional analog, Motorola

radios in support of the consoles. Five APX radios provide audio for the CCSO, CC EMS, CC FFA,

CC EMC, and Gainesville PD to the radio consoles. The sixth APX radio is steerable and provides

COOKE COUNTY


audio for the CC Commissioner channel plus interoperable channels of neighboring entities.

CCSO, CC EMS, CC FFA, and CC EMC are recorded channel currently and will need to continue to

be recorded with the new system. The Vendor is responsible for evaluating the existing system

for incorporation into the new P25 system, including any required console and/or radio

upgrades. Non-supported and/or end-of-life devices shall be noted and priced for replacement.

The Proposal should include any available options and associated pricing to fully integrate the

proposed radio system with the existing consoles to take advantage of additional features and

P25 metadata.

3.7 Simulcast Control and Distribution

The transmission system shall be specifically designed for simulcast operations. The system must include

all equipment necessary to distribute time-synchronized voted audio to the transmission sites and

provide required transmitter frequency stability, deviation stability, and transmitters launch time

synchronization. It is anticipated that transmitter time and frequency synchronization system will be

GPS disciplined.

3.8 AES Encryption

The use voice encryption is not initially anticipated. However, the proposed system shall be capable of

supporting standardized AES encryption without additional licenses or hardware replacements.

3.9 Logging Recorder

The County intends to utilize its existing Eventide Mediaworks logging recorder. The Vendor shall fully

integrate the existing logging recorder into the new communications system and record all channels on

the new system. If the recorder needs to be expanded or modified, Vendor will work with the County to

determine feasibility and costs.

3.10 System Interconnection

The existing sites are anticipated to be interconnected via fiber optic connectivity. Leased fiber is

available near all existing site locations. The Vendor shall provide any necessary extension of fiber

services to the proposed equipment locations. The County will be responsible for recurring costs

COOKE COUNTY


associated with leased fiber optic circuits. The availability of fiber optic connectivity to the Winstar site is

unknown. Vendor shall investigate connectivity options for the Winstar site and recommend the best

option as part of their turnkey installation of this site. If a microwave solution is proposed, that solution

shall comply with the requirements of §3.13.6. The Vendor shall provide all hardware, software, and

services for a complete backhaul system to support the proposed system.

3.11 System Protection Features

3.11.1 General Protection

The Vendor shall describe any system alarm, status, and monitoring features provided with the

proposed system. Optional features recommended by the Vendor should be described in detail

and priced separately.

3.11.2 UPS Equipment

The Vendor shall be responsible for providing UPS equipment for the intended purpose of the

equipment proposed and is capable of supporting the anticipated electrical load for the

equipment proposed.

3.11.4 Interference Protection

The system and equipment offered by the Vendor shall include all necessary devices required to

prevent interference to and from the equipment provided hereunder. No base station or control

station transmitter in the system shall cause measurable degradation to any receiver in the

system. Further, all receivers must operate free of measurable degradation with all co-located

transmitters active. System testing will include measurements to demonstrate interference

protection.

The design shall include system alignment and optimization in order to minimize simulcast

interference in coverage overlap areas. The design review must include predictions of simulcast

performance and demonstrate that any interference areas that will remain after system

optimization will be positioned in non-critical areas.

COOKE COUNTY


3.11.5 System Failure Modes

With the Proposal, the Vendor must provide a detailed discussion of all possible system failure

modes and shall define the system's operational capabilities and limitations which may result

from these failure modes. Particular attention should be paid to the system’s ability to remain

functional due to the following failures:

GPS timing system failure

Master oscillator failure

Voter/comparator failure

Interconnection circuit failure

Transmitter failure

Receiver multicoupler failure

Simulcast controller failure

The discussion shall include typical and maximum fault detection and failover times associated

with a voter/comparator failure and simulcast/site controller failure. System acceptance testing

shall demonstrate that each of these failures results in system recovery within the maximum

failover time.

3.12 User Equipment

The County intends to utilize existing mobile and portable subscriber fleet radios which are

capable of P25 operation. Other user radios will be replaced. Vendor shall proposal optional

services for returning and reprogramming compatible user radios per §3.13.2 and optional user

radios per §3.13.3. Regardless of options selected regarding user radio units and services,

Vendor will be responsible for certifying the readiness of the existing P25 capable subscriber

fleet.

3.13 System Options

The County requests detailed information and pricing for the following system options. The

County will determine which (if any) options will be exercised prior to Contract execution. Each

option shall be clearly defined and priced in the Proposal.

COOKE COUNTY


3.13.1 P25 Phase 2 Infrastructure

Per §3.2 the proposed system shall be capable of migration to P25 Phase 2 operations without

replacement of hardware. The County is requesting optional pricing for fully functional Phase 2

operations with the initial system implementation.

3.13.2 User Radio Retuning & Reprograming

Table 5 provides an inventory of existing user radios that will be retained for operations with the

proposed system. The Proposal shall include optional pricing to retune and reprogram these

radio units. The pricing shall assume that all units will be delivered in good working condition

and will be properly optioned for P25 conventional operations. There may be slight changes to

the final radio counts, with adjustments consistent with per unit pricing submitted in the

Proposal.

Model Count

Motorola APX 1000 16

Motorola APX 6500 8

Motorola APX 6000 16

Kenwood TK-5720 12

Kenwood TK-5220 62

Table 5

3.13.3 User Equipment

The proposal shall include optional pricing, good for two years, for individual agencies within the

County to purchase P25 portable and mobile radios to operate on the new radio system. Two

tiers each of portable and mobile radios shall be offered. The option shall include per unit costs

for AES encryption and for Phase 2 conventional operations.

3.13.4 Add-on Voted Receive only site

The proposal shall include optional pricing for the equipment necessary for a theoretical fully

functional voted receive-only site. Selection of an actual site and connectivity to the site are not

required.

COOKE COUNTY


3.13.5 Maintenance Contract

The Vendor shall provide in its Proposal an optional Maintenance Service Contract (including

parts, labor, and software maintenance) for the system and all equipment provided under this

procurement to extend for five-year periods following the Initial Warranty and Maintenance

Period. A minimum of two five-year periods (total of 10 years of extended

maintenance/support) shall be offered. Where the Vendor proposes to secure a separate

service agreement for specified system components, it shall enter a separate line showing the

price estimate for such service. Any and all restrictions and/or limitations to the pricing provided

for the extended maintenance support should be clearly defined in the Vendor’s Proposal. These

restrictions and/or limitations could include, but are not limited to, deductibles, service call

costs, response times, after hour response, etc.

For hardware maintenance, the Vendor must include a proposed maintenance contract. For

software maintenance, the Vendor must describe the availability of routine technical support,

after-hours emergency support, and their policy for providing software upgrades and

enhancements. All required software maintenance contracts must be included for review.

All recurring costs which may exist in addition to hardware and software maintenance shall be

included in the optional Maintenance Service Contract. Recurring costs are to include any

annual licensing fees, or other fees, associated with the system other than normal operational

expenses and supplies.

Any optional system monitoring services should also be described and priced.

3.13.6 Microwave Backhaul

The Proposal shall include optional pricing for all engineering, equipment, services, and FCC

licensing necessary to provide a backup microwave backhaul system to support the proposed

system. The microwave equipment shall utilize licensed FCC spectrum and shall not operate with

non-licensed frequencies. The Vendor is responsible for determining the most suitable

equipment and spectrum for this purpose.

COOKE COUNTY


3.13.7 Add-on Generator

The Proposal shall include optional pricing for adding a backup natural gas generator at the

Winstar site. If it is determined that natural gas is not reasonably available at the site, the

generator shall operate with propane fuel.

Only a generator manufactured for Industrial/Commercial use is to be proposed; those

manufactured for residential/light duty use are not acceptable. The generator shall include an

enclosure and fuel tank (if propane fueled) and shall be installed on a concrete pad per

manufacturer recommendations. The generator design shall include all necessary equipment

and services to deliver a fully functional backup generator. In the event of failure of commercial

power, the generator shall automatically start and service shall be automatically transferred

from commercial power to generator power. The proposed backup generator shall power the

equipment shelter, all equipment in the shelter, and shelter accessories. See §4.8 for generator

and automatic transfer switch specifications.

3.13.7.1 Generator Sizing

The Vendor shall be responsible for sizing the proposed generator based upon the

anticipated load of the proposed site equipment and existing lighting and HVAC

equipment; minimum load of 25 kWatts. The Detail Design Review must include detailed

electrical load calculations to verity that the generator is appropriately sized to support

the intended use.

3.13.7.2 Fuel Tank & Run-Time

The generator shall run on propane or natural gas and shall provide a minimum run-

time of 48 hours.

3.13.7.3 Generator Alarms

Alarm capabilities are intended to provide indicators of generator status and health. All

generator alarms shall be interconnected with the radio system alarm and monitoring

sub-system.

Minimum alarm requirements are:

COOKE COUNTY


Commercial Power status (AC on/off)

(Standard: Program to stay on for 15 minutes after power is restored.)

Remote re-set/start

Generator on/off

Low oil pressure

Low fuel pressure (propane)

Over crank

High coolant temperature

Low coolant level

Low battery voltage

Over speed

3.14 Design Reviews

3.14.1 Preliminary Design Review

A Preliminary Design Review (PDR) shall be conducted no later than 60 days from execution of

the purchase agreement. This process shall include a review of the Vendor’s preliminary

configuration and design documentation for the project. Information to be submitted for PDR

shall include all data required to determine conformance with the requirements of the RFP and

contract documents including:

1. A complete narrative description which includes up-to-date information to correctly

describe the actual equipment, materials, software, features, and programming

comprising the system.

2. Discussion of any configurations and options to be selected by the County.

3. An up-to-date listing of all equipment and software, by site and subsystem, which

details all options and how each of the required features and functions will be

accomplished.

4. A complete system functional diagram which identifies all major system

components and details the system interconnection to clarify system operation for

each location. This diagram shall include detailed site block diagrams.

COOKE COUNTY


5. Updated coverage prediction maps

6. All necessary plans, designs, and analyses related to recommend site preparation or

site upgrades.

7. Detailed Implementation Schedule and work plans for equipment production,

system configuration, installation, implementation, testing, cutover, and final

acceptance. The Detailed Implementation Schedule shall provide the major project

tasks and include: 1.) the order of execution, 2.) start date, and 3.) contemplated

date of completion. The Vendor will track the actual process at such intervals as

directed by the County.

8. The County will complete its review of the PDR documentation within 14 days, at

which time the County will either issue approval to proceed with the final design or

will state the required changes needed to grant approval.

3.14.2 Final Design Review

Once the PDR has been completed and the County has provided approval to proceed with the

final design, the Vendor shall prepare the Final Design Review (FDR). The FDR will update all

design and contract documents as needed to reflect the final design as agreed upon by the

parties during the Design Phase. Any design element, plans, or drawings requiring review and

certification from a licensed professional engineer or architect shall be sealed by a qualified and

licensed professional as applicable. A FDR meeting will be conducted to review all FDR

documentation. The County will complete its review of the FDR documentation within 7 days, at

which time the County will issue a Notice to Proceed. Equipment manufacture, delivery, and

installation will not begin until the County accepts the FDR documents and issues a formal

Notice to Proceed to the Vendor. Approval of the PDR and FDR documentation by the County is

general in nature and shall not relieve the Vendor of responsibility for the accuracy of its

documentation nor for the proper function and performance of the system and system

components.

COOKE COUNTY


4.0 SYSTEM EQUIPMENT SPECIFICATIONS

4.1 General

The successful Vendor shall be responsible for the system configuration and selection of all equipment

necessary to satisfy the requirements of this RFP. All equipment offered shall be of high quality,

consistent with the intended function and requirements of the system and compatible with the

Vendor’s system configuration. Functional requirements and specifications for the requested

communications system were provided in Section 3 herein.

4.2 Simulcast Equipment

Transmission equipment shall be specifically designed for simulcast operations. The following general

specifications apply to each simulcast channel proposed by the Vendor.

Transmitter Frequency Stability: 0.001PPM from -30°C to +60°C ambient. Referenced to GPS-

disciplined local oscillator frequency standard in simulcast configurations. The difference in

transmit center frequency between any pair of simulcast transmitters shall not exceed 1 Hz.

Transmitter Deviation Stability: The transmitter deviation difference between any pair of

simulcast transmitters shall not exceed 1 Hz.

Transmitter Launch Time and Oscillator Reference: GPS disciplined

4.3 Base Station Equipment

The transmit/receive sites shall be equipped with top-of-the-line base stations appropriate for the

intended function as specified in this RFP. The base station shall be capable of supporting simulcast

operations with a high quality of performance, service, and reliability.

The base stations shall be rated for continuous-duty and shall be mounted in industry-standard 19"

equipment cabinets. All equipment shall be FCC type-accepted and Vendors shall provide the type

acceptance numbers in their proposals. The base station shall operate from a nominal 120-volt, 60-Hz

source, and shall operate within rated specification from -

base station equipment including transmitter, receiver, meters, protection devices and any other

COOKE COUNTY


associated RF devices or assemblies shall be furnished with type “N” or “DIN” connectors as appropriate

per the design.

The transmitter output impedance and the receiver input impedance shall be 50 ohms. Suitable devices

shall be provided to ensure that impedance changes in the antenna system will not cause changes in the

transmitter output power.

Each base station shall be provided with appropriate circulators and harmonic filters to minimize the

effects of transmitter produced intermodulation and harmonic products. The Vendor shall describe, in

detail, the interference protection proposed.

All base stations shall be protected from other co-located, in-band and out-of-band transmitters and

shall perform normal operation without degradation with all co-site equipment activated.

The system shall provide a method of station identification in accordance with FCC requirements. The

base station shall include circuitry and hardware provisions for manually switched local operation for

testing and maintenance.

The proposed base station equipment shall meet or exceed TIA/EIA-603, Section 4.2, and the Code of

Federal Regulations 47, Part 90, Subpart I for transmitters and TIA/EIA-603, Section 4.1 for receivers.

The Vendor’s Proposal shall include manufacturer specification information detailing relevant

performance data for:

Frequency Range

Frequency Stability

RF Power Output

Channel Spacing

Channel Step (PLL Step)

Frequency Deviation

Frequency Modulation Type

Modulation Fidelity

COOKE COUNTY


FCC Emission Designator

Audio Distortion

Receiver Sensitivity 5% BER

Adjacent Channel Rejection

Spurious and Image Rejection

4.4 Transmit Combiners

It is anticipated that combiners may be utilized for connection of each base station transmitter at a site

to a common transmit antenna(s). However, the available VHF spectrum may requirement multiple

combiners and alternative antenna system designs. Any proposed combiners must provide

bandpass/band-reject functionality. All combiners/filters must be specifically designed for the frequency

plan that will be developed. As noted in §3.11.4 Interference Protection and elsewhere, the Vendor’s

design must provide adequate interference protection. No transmitter in the system shall cause

measurable degradation to any receiver in the system. Further, all receivers must operate free of

measurable degradation with all transmitters active. System testing will include measurements to

demonstrate frequency compatibility and interference protection.

4.5 Receiver Multicoupler/TTA Equipment

It is anticipated that receiver multicoupler systems may be utilized for the connection of each base

station receiver at a site to a common receive antenna. These multicoupler systems may include

splitters, amplifiers, filters, etc. As noted in §3.5.3 Base Station Antenna Configuration, all receiver

multicoupler systems must be specifically designed for the frequencies deployed at the site locations. As

noted in §3.11.4 Interference Protection and elsewhere, the Vendor’s design must provide

adequate interference protection.

4.6 Transmission Line

All antenna transmission lines shall be CommScope HELIAX series or approved equivalent. All

transmission lines shall be terminated with type “N” or “DIN” female connectors as needed for the

specific application. The connectors must be constructed of all non-ferrous materials. No coaxial cable

splices or adapters shall be utilized.

COOKE COUNTY


Jacketed, flexible, foam dielectric cable with solid copper outer conductor shall be used as jumper cables

to connect the transmitters and receivers to RF devices, transmission lines, and antennas. Jumper cables

for the site receiver circuits shall use a minimum of ¼-inch flexible, low-loss cable. Jumper cables for the

site transmitter circuits shall use a minimum of ½-inch flexible low-loss cable. All connectors shall be

specially designed for the cable provided and not exceed 0.25 dB insertion loss. In addition, any

connectors/connections provided for external installation shall be protected from corrosion and

weather damage as recommended by the manufacturer; vinyl tape shall not be utilized. All coaxes shall

be labeled on the antenna jumper and at the jumper to the repeater inside of the radio equipment

room/area using color tape so that the antenna system for each repeater can be easily identified at each

site. The coax labels/markings for the channels at each site shall be the same at each of the County's

repeater sites.

Vendor shall determine the correct transmission line diameter and lengths for installation. All cables

must be secured with cable manufacturer approved stainless steel clamps and hardware. Each cable run

shall be provided with a direct path to ground and equipped with lightning/surge protection.

Complete diagrams for each system site installation shall be provided by the Vendor to detail the cable

type, placement, connectors used, grounding location, lengths of all cables proposed and the coax

labeling scheme.

4.7 Base Station Antennas

All base station antennas shall be rugged and durable units. Fiberglass radome antennas or exposed

folded dipole metal antennas can be utilized. If metal dipole antennas are utilized the antennas should

be properly coated/designed to eliminate the possibility of corrosion at the antenna’s dissimilar metal

joints which could result in non-linear junctions/behavior which is the basis for intermodulation

interference. Specific antennas are to be specified by the Vendor, consistent with the proposed

configuration. The Vendor or subcontractor chosen for the antenna installations must be experienced in

the installation of base station antennas. The supplier shall furnish all required brackets and mounts to

install the antennas. All exposed hardware, mounting brackets, and fasteners must be fabricated from

material that will minimize dissimilar metallic junctions and corrosion.

COOKE COUNTY


All antennas and transmission lines shall be sweep-tested by the Vendor with a network analyzer prior

to or upon installation. Chart recordings of sweep measurements shall be made and retained in the site

log. No V.S.W.R. in excess of 1.5:1 is permitted to any fixed antenna/coaxial cable system.

4.8 Backup Generators (Option)

The optional backup generator described §3.13.4 shall meet following equipment specifications:

60 HZ, 120/240 VAC, 1 Phase output

±1% voltage regulation

Propane or Natural Gas

12 volt starting voltage

Battery charging alternator

Engine block heater

200A UL mainline circuit breaker

Muffler system with sound level below 70 dB(A) at 7 meters at full rated load

Standard electronic Governor

Hour meter

Each generator shall include an automatic transfer switch which provides switching of the equipment

shelter electrical load between commercial power and generator power. Permanently attached manual

handles shall also be installed on the transfer switch. The switch shall provide positive mechanical and

electrical interlocking and mechanically-held contacts. Quick-make and quick-break contact mechanisms

shall be provided for manual transfer under load. The switch shall be fully wired and integrated with the

engine generator set in accordance with local electrical and fire codes. Each automatic transfer switch

shall meet the following specifications:

Installation in shelter

U.L. listed and labeled, tested per U.L. Standard 1008

CSA Approved

600 Volt contactor

Rated at 200 amps

COOKE COUNTY


2 Pole construction

Operating at 60 HZ

240 Volts, 1 phase

In-phase adjustable control

7-Day programmable exerciser

2-wire start circuit

NEMA 1 Enclosure

COOKE COUNTY


5.0 INSTALLATION, TESTING, MAINTENANCE & WARRANTY

5.1 Equipment Delivery

Equipment delivery and installation will not begin until the County accepts the Vendor’s Final Design

Review, as described in §3.14.2 Final Design Review, and issues a formal Notice To Proceed (NTP). All

deliveries to the County shall be freight prepaid by the Vendor with no charges or costs to be paid by the

County at the time of delivery. All deliveries shall be made to a secure facility maintained at the

Vendor’s expense or at a secure location mutually agreed upon by the Vendor and the County.

Deliveries shall be unloaded by the Vendor or delivery person. Regardless of the place of delivery, the

Vendor shall notify the County regarding the date, time, place, and items associated with each delivery

within a reasonable time prior to the date and time thereof; provided, if the Vendor cannot determine

the date and time with reasonable certainty, then the required notice shall be given within 24 hours

following the delivery.

The County shall have the right, but not the duty, to make inspections with regard to each and every

item delivered. The delivery of radio system components shall not constitute partial or conditional

acceptance of the system or any of its components by the County.

5.2 Installation

5.2.1 Installation Criteria

Installation of all materials and equipment must meet FCC and EIA industry standards in all

respects with specific attention given to applicable County Codes, Fire Codes, and Electrical

Codes and to the methods employed for wiring, cabling, terminations, cable and wire labeling,

documentation, wire codes, equipment room layouts, antenna installation, general appearance

and operating performance. If the installation of any material or equipment covered under this

procurement requires a licensed tradesman to design and/or to perform the installation task,

the Vendor shall utilize a licensed and qualified professional to perform said task.

The Vendor shall be responsible for the cost of repairing or bringing to original condition existing

County facilities that may suffer damage during the course of system installation, to include

COOKE COUNTY


floors, walls, ceilings, roofing, grounds, landscaping, pavement, call box enclosures, vehicle

interiors, vehicle exteriors, etc. The Vendor shall also completely remove from the premises all

packaging, crates, and other litter due to their work.

With its proposal, the Vendor must describe installation plans and procedures and indicate the

supporting organizational structure, listing specific qualifications of personnel and job functions

proposed to complete the system installation.

5.2.2 Installation Procedures / Implementation Schedule

Vendor shall provide adequate, technically competent, factory-trained personnel to install all

equipment and features supplied for this system. All installation activities shall be coordinated

with the County. During the installation, no circuits or equipment shall be removed, adjusted or

disconnected by the Vendor without prior authorization by the County.

The Vendor shall work in as judicious a manner as possible. Vendors shall include in their

proposals an Estimated Implementation Schedule, with major milestones listed and specifying

those items required of the County to complete implementation. This schedule shall include a

time-line of all the tasks proposed by the Vendor. This schedule shall include all configuration,

installation, testing, and integration tasks to be completed by the Vendor and its subcontractors.

During the Final Design Review, the selected Vendor shall submit a Detailed Implementation

Schedule with an established cutover date.

Control station installations shall be performed by qualified personnel at the locations specified

by the County. The County must approve final placement of all equipment, cable routing, and

antenna mounting configurations. All installation activity shall be conducted under the

supervision of the County's personnel.

These installations shall include all required materials and services to provide professional,

complete, and ready-to-operate equipment.

COOKE COUNTY


The selected Vendor shall install the system, equipment, and associated support devices without

any interruptions to the ongoing operations unless a planned interruption is specifically agreed

upon by the County.

All equipment installations shall utilize best industry practices for radio frequency equipment.

The Vendor shall furnish and install lightning and AC surge protection at all radio base stations

and control equipment locations. Each antenna supplied for this system shall incorporate

lightning protection. All antenna transmission lines shall be grounded 1.) at the antenna base,

2.) at the base of the antenna tower, if applicable, and 3.) at the point of entry to the shelter or

building that houses the system equipment.

The electrical service for all system equipment shall be protected by transient voltage surge

protection devices. All equipment cabinets and/or racks shall be connected to site ground with

#2 AWG solid copper conductors. The grounding wire for the cabinet shall be attached to the

equipment rail with a star washer. All equipment cabinets within the same room shall be

connected with their grounding line at the site's single-point grounding plate. This site

grounding plate shall have low impedance, less than 5 ohms, to earth ground.

All interconnecting wiring shall originate/terminate at telephone type punch blocks. All punch

block connections shall be made via bridging clips. Complete point-to-point wiring drawings

shall be made and incorporated into the as-built system documentation.

5.3 System Acceptance

5.3.1 Testing

Upon completion of the system installation, and before final acceptance by the County, the

Vendor shall perform the following tests and submit the results to the County, in writing:

A. On-site inspection of completed system installation, with all deficiencies

corrected

B. Equipment tests and verification of equipment performance

C. Formal demonstration of operational system features as described herein

COOKE COUNTY


D. Coverage verification test

E. Thirty-day performance and stability test

Detailed test procedures for each of the system tests shall be submitted for approval to the

County at least thirty (30) days before each test is scheduled to be performed. The County will

approve, conditionally approve, or reject the test plan within fourteen (14) days of submittal.

All tests shall be monitored by the County and will not be considered valid tests unless the test

plan has received prior approval and the tests are monitored by the County or its designated

agent. The County reserves the right to disapprove any tests or test results which do not

conform with agreed upon procedures and pass/fail criteria. If disapproved, it shall be the sole

responsibility of Vendor to modify, correct, or repeat any such disapproved tests or test results

to the satisfaction of the County and at no cost to the County.

All tests, excluding the 30-day performance test, shall be coordinated in advance with the

County and shall be conducted during normal working hours, Monday through Friday, from 8:00

A.M. to 5:00 P.M.

5.3.2 System Installation Compliance

The purpose of this test is to determine completion of system installation and to verify system

operability.

Vendor shall conduct an on-site inspection of all system facilities with the County prior to formal

acceptance by the County. This inspection shall demonstrate that all system components have

been delivered and installed at their proper location. The inspection shall demonstrate that all

mechanical installation requirements have been completed and all equipment has been

properly connected to electrical service, properly grounded, and all signal, coaxial, and data

cables have been properly connected to the equipment. As-built documentation shall be

supplied prior to requesting Final System Acceptance.

COOKE COUNTY


5.3.3 Equipment Tests

All performance parameters for the equipment supplied shall be tested and documented to

confirm that the equipment and performance specifications are met. Equipment tests include

but are not limited to:

Frequency error

Transmitter output power

Combiner output power

Modulation fidelity

Receive antenna system optimization

Receiver sensitivity

Effective sensitivity

Transmit-to-receive isolation

Antenna system components shall be tested prior to (or upon installation) and verified after

completion of installation.

5.3.3 System Operational Tests

The system shall undergo a complete operational test to demonstrate all system features and

functions including but not limited to:

P25 Required Features and Functions

Relevant P25 Standard Options

Propriety Features and Functions (if any)

Console Features and Functions

Failover and fault recovery

Networking performance

5.3.3 Coverage Verification Tests

The Vendor shall propose a coverage verification testing methodology which is sufficient to

demonstrate compliance with their coverage guarantee. As described in §3.4 Coverage

COOKE COUNTY


Requirements, the testing methodology should be consistent with TIA/EIA TSB-88 methods and

should produce repeatable and statically significant results. Details concerning the Coverage

Verification Test process and procedures will be agreed upon prior to execution of the Contract.

If the Coverage Verification Tests reveals that the coverage requirements have not been

satisfied, the Vendor will be responsible for performing necessary system

modifications/enhancements at no cost to the County.

5.3.4 Thirty-Day Performance Test

Following successful competition of all other testing and demonstrations, the system shall

undergo a successful 30-day performance test under full operational load without a major fixed-

equipment failure. Vendor will specifically authorize, in writing, the County to operate the

system during this 30-day performance test period without voiding or violating any provisions of

the Contract and without being considered in beneficial use of the system.

All existing equipment reprogramming and/or reconfiguration performed by Vendor under this

procurement shall be completed prior to the initiation of the 30-day performance test in order

that the test can be conducted under full operational load.

During the 30-day performance test, the County may operate the system in any mode desired

and perform any operational, control, or modification function within the normal operational

limits of the system. Vendor will not adjust or make repairs to the system during the

performance test period without stopping the 30-day test. For the duration of 30-day

performance test period, no major system failures may occur. A major system failure is defined

as any failure which reduces the availability of the system, or part thereof, including reduction in

performance and failure of equipment. Major failures include:

Simulcast Control Failures:

Any system conditions which cause the simulcast timing, simulcast distribution, or

receiver voting system(s) to cease normal operations or fail to perform correct

commands will be considered a major system failure. Any failure event which causes the

system to revert to a non-simulcast mode shall be classified as a Major Failure.

COOKE COUNTY


Base Station Failures:

If three or more base station transmitters or receivers simultaneously fail or are

inoperable for any reason a major failure will be deemed to have occurred. A failure of

up to two base stations is not considered a major system failure, unless the problem

cannot be corrected within 24 hours.

If at any time during the 30-day test period, four base station transmitters or

receiver failures (regardless of frequency or location) have occurred, although

only less than three were inoperative at a time, a major failure will be deemed

to have occurred and the 30-day performance test will be stopped.

In the event of a major failure, the test will be stopped, the fault shall be corrected, the County

shall be notified of the nature of the failure and all corrective action taken, and a new 30-day

performance test period shall begin. After three unsuccessful attempts, Vendor will be

considered in default of the contract. If the 30-day operational test cannot be successfully

completed within 120 days after the equipment installation, system test, and verification,

Vendor may be deemed in default of the contract. Upon default, the County may, at its option:

1. enforce the provisions of the performance bond;

2. reject the system and require Vendor to refund monies paid to Vendor to date by the

County; or

3. enforce any other remedy available under law.

Following successful completion of all testing, the system shall be considered accepted.

5.4 Documentation

Vendor shall supply, with system delivery, complete system documentation including equipment

maintenance and operations manuals. This documentation shall include all project-specific and

pertinent plans, wiring lists, operating instructions, parts lists, system block and level diagrams, circuit

schematic diagrams, alignment and calibration procedures, printed circuit board layouts, maintenance

charts and tables, and a listing of all equipment and devices required to test and certify the complete

system. As-built documentation must be supplied a minimum of 30 days prior to overall system

COOKE COUNTY


acceptance. All fixed sites must have an operations/maintenance manual and as-built documentation at

the site covering all electronic equipment installed at the site. Vendor shall also provide brochures and

technical specification sheets for all other products furnished. In addition, three sets of documentation

and manuals shall be supplied to the County.

5.5 Training

Vendor shall provide formal system training for the County’s operational, training, and management

personnel. This training shall provide the County’s staff with a working knowledge of the system

operation and hands-on system experience.

All training shall occur immediately prior to the 30-day test and acceptance of the system and shall be

conducted at the mutual convenience of Vendor and the County. The Vendor shall describe the

proposed training programs for:

1. Dispatch personnel

2. County's Training Staff

3. Systems Management Staff

4. Any off-site training required or recommended

The proposed training program shall thoroughly address the radio system furnished. The training

program description shall include Vendor's training staff, training methodology, documentation,

schedules, curriculum, and media used. Training expense, if any, shall be separately listed for each of the

training programs requested above.

The Vendor’s proposal shall assume that all console training will be performed in Cooke County utilizing

the console equipment provided under this procurement. The County is proposing a “train the trainer”

approach for up to 3 staff members, which will be trained as a group. The Vendor’s proposal should

include a description of the proposed console training program.

COOKE COUNTY


5.6 Final Cleaning & Equipment Removal/Disposal

Prior to requesting Final Acceptance, Vendor shall clean the work areas to the satisfaction of the County.

The final cleaning includes the removal of all non-permanent protection materials from labels and glass

surfaces, polish glass, clean exposed finishes, touch up minor finish damage, clean or replace filters of

mechanical systems, remove packing materials and debris, and any other cleaning or repairs necessary

to return the work areas to an acceptable condition.

At the time of the contract negotiations the County will define the scope of the equipment removal and

disposal associated with this project. The Vendor will provide a price for these services after the scope

has been agreed upon and all site locations have been inspected by the Vendor. These services may

include the removal of radio equipment, cables, transmission lines, antenna systems and mounting

hardware, batteries, etc. that are identified by the County for removal and disposal. The Vendor shall

provide these services in compliance with all applicable environmental and safety regulations. The

ownership of all removed materials will be transferred to the Vendor at the time of removal/disposal.

5.7 Initial Warranty and Maintenance

The County requires that each Vendor’s Proposal will include at a minimum a one (1) year warranty and

one (1) full year of maintenance for all purchased/delivered equipment and parts so that they are

warranted and maintained for a period of one (1) year against defects in design, materials and

workmanship. If the Vendor’s equipment is covered by a manufacturer’s warranty in excess of one (1)

year, the length of the included warranty term shall be clearly specified in the Vendor’s Proposal. Any

and all restrictions and/or limitations to warranty coverage should be clearly defined in the Vendor’s

Proposal.

The 1st year warranty and the maintenance periods shall begin upon formal acceptance of the system as

specified in the section above. This Initial Warranty and Maintenance service shall be provided on a 24-

hour day, 365-day a year basis with a response time not to exceed four hours. The Vendor’s warranty

shall warrant and guarantee further that the equipment furnished hereunder is of good workmanship

and materials and that the same is properly designed, operable and equipped for the proposed use by

the County and is in strict conformity with the equipment and performance specifications and the

applicable contract documents. Vendor shall be responsible for any needed warranty actions including

COOKE COUNTY


all parts and labor, travel and all other expenses required to deliver a whole and operational system as

described in the RFP. The Vendor shall state the procedure and methodology for obtaining system

repairs during the warranty coverage period.

During contract negotiations the Vendor may be asked to provide a cost quotation for maintenance of

certain retained user equipment (if applicable) to cover the period during the new system warranty. The

Vendor will be provided (if applicable) with a list of all equipment to be covered under this provision and

the Vendor will be given an opportunity to inspect the equipment. After expiration of the new system

warranty period, all equipment (new and retained) will be covered (at the option of the County) by a

separate Maintenance / Extended Support agreement.

5.8 Maintenance / Extended Support

The Vendor shall provide in its Proposal an optional Maintenance Service Contract (including parts,

labor, and software maintenance) for the system and all equipment provided under this procurement to

extend for five-year periods following the Initial Warranty Period. A minimum of two five-year periods

(total of 10 years of extended maintenance/support) shall be offered. Where the Vendor proposes to

secure a separate service agreement for specified system components, it shall enter a separate line

showing the price estimate for such service. Any and all restrictions and/or limitations to the pricing

provided for the extended maintenance support should be clearly defined in the Vendor’s Proposal.

These restrictions and/or limitations could include, but are not limited to, deductibles, service call costs,

response times, after hour response, etc.

For hardware maintenance, the Vendor must include a proposed maintenance contract. For software

maintenance, the Vendor must describe the availability of routine technical support, after-hours

emergency support, and their policy for providing software upgrades and enhancements. All required

software maintenance contracts must be included for review.

All recurring costs which may exist in addition to hardware and software maintenance shall be included

in the optional Maintenance Service Contract. Recurring costs are to include any annual licensing fees,

or other fees, associated with the system other than normal operational expenses and supplies. During

contract negotiations the Vendor may be asked to adjust the pricing and terms of this

maintenance/extended support to cover certain retained user equipment (if applicable). The Vendor will

COOKE COUNTY


be provided with a list of all retained equipment to be added under this agreement and an opportunity

to inspect the equipment.

COOKE COUNTY


COOKE COUNTY AUDITOR COOKE COUNTY COURTHOUSE

101 SO. DIXON STREET

GAINESVILLE, TEXAS 76240

PHONE: 940-668-5431 - FAX: 940-668-5442

Request for Proposal

By order of the Commissioners’ Court of Cooke County, Texas, the County Auditor will receive

sealed RFPs until 4:00 P.M., Monday, July 1, 2019, for Public Safety Radio System for

payment have been provided through the Cooke County budget approved by the Commissioners’

Court for the fiscal year. Complete RFP specifications are available at the Cooke County

Auditor’s Office or on Cooke County’s website: www.co.cooke.tx.us. Sealed RFPs must be

addressed to Cooke County Auditor’s Office, 101 South Dixon St., Gainesville, Texas 76240. No

electronic bids will be accepted. Sealed RFPs must be in the office of the County Auditor on or

before 4:00 p.m. on Monday July 1, 2019, in an envelope plainly marked “RFQ-FY19-02-Public

Safety Radio System”. Proposals will be opened in the Cooke County Commissioners Courtroom

located at 101 South Dixon St., Gainesville, Texas, 76240, on Monday, July 1, 2019 at 4:00 p.m.

Cooke County reserves the right to reject any and all bids.

ATTENTION: CLASSIFIEDS

BILL TO: COOKE COUNTY

Auditor Office

NOTICE TO PUBLISHER: please publish in your issue on Friday, April 12, 2019 and Friday, April 19,

2019. A copy of this notice and the publisher’s affidavit must accompany the invoice when presented

for payment.

NEWSPAPER: Gainesville Daily Register

DATE: April 9, 2019

http://www.co.cooke.tx.us/

Documents

COOKE COUNTY RFP FY19-02 Public Safety Radio System