KINGFISHER COUNTY ENHANCED 9-1-1 COMMUNICATIONS BOARD RADIO

Page 1 of 34 - 911 Radio Communications Equipment

KINGFISHER COUNTY ENHANCED 9-1-1

COMMUNICATIONS BOARD

RADIO CONSOLE EQUIPMENT REQUEST FOR PROPOSAL

August 12, 2013


Table of Contents

INTRODUCTION ....................................................................................................................................................................... 3 PURPOSE AND OBJECTIVES ................................................................................................................................................ 3 OVERVIEW OF PROCESS ...................................................................................................................................................... 3 SCHEDULE OF EVENTS ......................................................................................................................................................... 3 CONTACT INFORMATION .................................................................................................................................................... 4 INSTRUCTIONS TO BIDDERS .............................................................................................................................................. 4

TERMS AND CONDITIONS ................................................................................................................................................... 6

EVALUATION PROCESS ...................................................................................................................................................... 11

RADIO CONSOLE COMMUNICATIONS SYSTEM CRITERIA .................................................................................. 13 EQUIPMENT CRITERIA ....................................................................................................................................................... 13 SYSTEM REQUIREMENTS .................................................................................................................................................. 14 FUNCTIONAL REQUIREMENTS ....................................................................................................................................... 18 USER INTERFACE REQUIREMENTS .............................................................................................................................. 26 GENERAL REQUIREMENTS ............................................................................................................................................... 27 PROJECT DESCRIPTION AND SCOPE OF WORK ....................................................................................................... 28 PROJECT OVERVIEW ............................................................................................................................................................ 28 SYSTEM ACCEPTANCE AND TESTING .......................................................................................................................... 31 TRAINING ................................................................................................................................................................................. 31 PRICING SHEETS .................................................................................................................................................................... 32

PRICING SHEET – RADIO COMMUNICATIONS EQUIPMENT - PURCHASE .................................................... 33

PRICING SHEET – RADIO COMMUNICATIONS EQUIPMENT – LEASE/PURCHASE ................................... 34


INTRODUCTION

PURPOSE AND OBJECTIVES

Kingfisher County Enhanced 9-1-1 Communications Board (referenced throughout this

document as the “Board”) desires to select the appropriate radio communications equipment for

its new 911 Public Service Answering Point (PSAP). This PSAP will serve multiple public safety

agencies in Kingfisher & Blaine Counties. The system will need to have connectivity with

Police/Fire/EMS in both Kingfisher and Blaine Counties. This is a new county-wide PSAP that

will be implanting Enhanced 911 services for the first time in this County and in Blaine County.

OVERVIEW OF PROCESS

The following is an outline of the RFP/Bid process:

1. RFP Issuance to Bidders - A Request for Proposal (RFP) will be issued to

requesting Vendors.

2. Response to RFP and Bid Request Due Date – Vendors desiring to respond to the

RPF are to provide a response to this RFP and a Bid detailing the cost.

3. Bid Opening and Tabulation – At the date and time specified below, received Bids

will be opened and tabulated.

4. Presentations from Selected Bidders – Selected Vendors will be required to make

presentations to the Board as requested by the Board.

5. Recommendation to County Commissioners – The Board will make a

recommendation to the County Commissioners

6. Approval by County Commissioners – The County Commissioners will have the

final approval and awarding of the Bid.

SCHEDULE OF EVENTS The following is the schedule of events listed in the order of occurrence, showing the major

milestones from issuance of the RFP to the contract award:

Milestone Event Time(s) and Date(s)

1. Publish RFP Aug. 12, 2013

2. Proposals Due Date Sept. 3, 2013 4:30PM

3. Bid Opening and Tabulation Sept. 4, 2013

4. Presentations from Selected Bidders Sept 5, 2013 – Sept 11, 2013

5. Approval by The Board Sept. 16, 2013

7. Order Equipment Sept 23, 2013

8. Installation begins Oct 21, 2013 or sooner

9. Released to agency after training Nov 4, 2013


CONTACT INFORMATION

The Board has designated the following contact person for questions related to this

procurement.

Nikki Dykes

124 E Sheridan

Kingfisher, Oklahoma 73750

Office 405-375-6214

E-mail [email protected]

INSTRUCTIONS TO BIDDERS 1. Bid Submission - These bid forms must be prepared in the name of Bidder and properly

executed by an authorized person, signed in ink and notarized, with full knowledge and acceptance of all provisions. Signature on the bid indicates a commitment by Bidder to adhere to the provisions of the Invitation to Bid and addenda and also indicates Bidder’s complete understanding of, and agreement to, the terms of the Bid proposed. Bids may not be changed or withdrawn after the deadline for submitting bids. Bids must be submitted only on this form. The entire Invitation for Bid packet must be returned including any attachments necessary to completely and accurately respond to the Invitation. Bids must be in strict conformance with the instructions, forms, and specifications contained in this Invitation for Bid.

2. Sealed bids may be either mailed or delivered, but must be received at:

Kingfisher County 911 Center

C/O Nikki Dykes

124 E Sheridan, Basement


3. Bids will be accepted at the above address from 8:00 a.m. to 4:30 p.m., Monday thru Friday

except for holidays. Bidder shall submit seven (7) copies of their bid. Board is not responsible for the failure of bids to be received prior to the specific date and time. Late bids will be rejected.

4. Board will not accept faxed bids; nor will Board accept bids faxed or delivered to any Board Member of the Board.

5. Board is not responsible for any of Bidder’s costs in preparing the bid response, regardless of whether the bid is submitted, accepted or rejected.

6. All bids must be securely sealed and plainly marked with the Bid Description and the Bid

Opening Date on the lower left corner of the outside of the bid envelope. The original bid must be marked as “ORIGINAL BID”. Your name and address must also be clearly indicated on the envelope.

mailto:[email protected]


7. The original and all copies must be identical in all respects. Bids must be completed and submitted in ink or typewritten. Bids written in pencil will be rejected. Any corrections to the bids must be initialed in ink.

8. While proposals must include all requested information, vendors are encouraged to include

additional data that provides a better picture of their proposed solution or that suggest innovative approaches that might not have been anticipated in this RFP.

9. Board may amend its Invitation for Bid at any time before the Bid Submission Date, and any such amendments shall become a part of this Invitation. Board will send a notification of any amendments to those Bidders who have registered their intent to submit a bid. However, it is your responsibility to inquire about any amendments, which will be available from the Board contact person. You must acknowledge receipt of any amendments by signing and returning the Acknowledgment of Receipt of Amendments form attached to the Amendment with your Bid. Board may reject any Bid that fails to acknowledge any amendments.

10. Questions regarding any portion of this Invitation for Bid must be submitted in writing (sent by mail or email) to the Board contact person. You should submit questions as early as possible. The Board will attempt to respond in writing to all timely submitted questions, but cannot guarantee a response to any question received within 10 working days of the Bid Submission Date. Responses to Questions will be delivered electronically if received electronically, unless Bidder specifically requests otherwise. At Board’s discretion, the question(s) and any information or clarification given to Bidder in response may be communicated to other Bidders that notified Board of their intent to bid if appropriate to ensure fairness in the process for all Bidders.

11. Oral presentations may be requested by the Board. The costs associated with this presentation will be at the Vendor's expense. If the Vendor should choose to invite the evaluation committee for a site inspection, the associated costs for those site visits will be at the Vendor's expense.

12. Board may reject any or all bids, in whole or in part if it contains additional terms or conditions

that modify the requirements of this Invitation for Bid or for any other reason the Board deems consistent with the terms of the Invitation for Bid.

The Board reserves the right to waive any formalities or minor irregularities, defects, or errors in bids to extend the deadline for submitting Bids, to postpone award of the contract for up to 30 days without impact to the delivery deadline, to reject any and all proposals upon finding that doing so in the public interest and to cancel the procurement at any time prior to contract execution. An engineering meeting will be held once the bid is awarded.

Bidder may withdraw his bid before the Bid Submission Date by delivering a request in writing to the Board contact person.

13. After a contract award is recommended by the Board, a copy of the bid summary will be available at

Kingfisher County 911 Center

C/O Nikki Dykes


124 E Sheridan, Basement


Bid results are not provided in response to telephone or email inquiries.

14. If a contract is awarded, it will be to the Bidder that Board determines is the lowest responsible,

secure bidder meeting specifications as determined solely by the Board at its discretion.

15. Site inspections will be available to a Bidder at its discretion upon reasonable notice to the Board. No request for site visits will be honored 72 hours or less before the bid submission deadline. Failure to conduct a site survey shall not excuse errors in bidding. It is strongly suggested that all Bidders make a site visit to the PSAP prior to preparation and submission of responses. Site visits may be arranged by contacting the Board.

TERMS AND CONDITIONS

1. SUBCONTRACTORS: Vendor may use sub contractors to perform such duties and obligations that may be delegated to it by the Vendor. The Vendor will notify the Board of any sub-contractor that is depending on Vendor for payment of any kind. The Vendor agrees that any work completed by the sub contractor, employees, or agents of the sub contractor does not negate the Vendor’s responsibilities as set forth within the resulting contract. The Vendor will remain solely responsible for performance of its obligations under the contract. The Board will look solely to the Vendor for performance of the contract. No relationship will be created, and no liability incurred, by the Board to any of Vendor’s sub-contractors, agents or employees of the sub-contractor. Payment under the terms of the resulting contract will be made directly to the Vendor. The sub-contractor, agent or employee of sub-contractor shall have no right to payment from the Board.

2. INDEMNIFICATION: To the extent authorized by law, the Vendor shall indemnify, save and hold harmless The Board, its employees and agents, against any and all claims, damages, liability and court awards including costs, expenses, and attorney fees incurred as a result of any act or omission by the Vendor or its employees, agents, subcontractors, or assignees.

3. INSURANCE: The Vendor, and any subcontractors, shall purchase and maintain such insurance that will protect them, and the Board against all claims arising from the operation of the work or the execution of this contract. The Board, their officers, agents and employees shall be named as additional insured parties on all insurance policies required by the specifications to be purchased by the Vendor or subcontractor. The insurance required by this paragraph shall provide adequate protection for the Vendor and subcontractors, respectively, against damage claims that may arise from operations under this contract, whether such operations are by the insured or by anyone directly or indirectly employed by the Vendor. Certificates of Insurance shall be placed on file with the Board within 10 days after the award of the contract. Insurance shall be in the minimum amounts set forth below and Workers’ Compensation insurance in the statutory limits required by law.


Personal injury, each person $ 175,000.00

Property damage, each person $ 25,000.00

Personal injury and property damage, each occurrence

$ 1,000,000.00

Workers’ Compensation (Statutory limits)

4. ORAL STATEMENTS: No oral statements by any person shall modify or otherwise affect the provisions of this Invitation for Bid. All modifications, addenda or amendments must be made in writing by the Board.

5. TAXES: Board is exempt from federal excise and state sales taxes and such taxes shall not be included in the bid prices.

6. PROHIBITION OF GRATUITIES: It shall be unethical for any person to offer, or give, or agree to give any current or former Board employee, or for any current or former Board employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, or preparation of any part of a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing or in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to any program requirement or a contract or subcontract, or to any solicitation or proposal thereafter.

7. EXCUSABLE DELAY: The contractor shall not be liable for any excess costs if the failure to perform the contract arises out of causes beyond the control and without the fault or negligence of the contractor. Such causes may include, but are not restricted to acts of God or of the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather; but in every case the failure to perform must be beyond the control and without the fault or negligence of the contractor. If the failure to perform is caused by the fault of a subcontractor, and if such default arises from causes beyond the control of both the contractor and subcontractor, and without the fault or negligence of either of them, the contractor shall not be liable for any excess costs for failure to perform, unless the supplies or services to be furnished by the subcontractor were obtainable from other sources in sufficient time to permit the contractor to meet the required delivery schedule.


8. ORDER OF PRECEDENCE: In the event of inconsistency between the provisions of this solicitation, the inconsistency shall be resolved by giving precedence in the following order:

(A) Oklahoma state law (B) Kingfisher County Procurement Policies and amendments, (C) The bidding schedule, (D) Instructions to Vendors, and General conditions, (E) Other provisions of the contract whether incorporated by reference.

9. OKLAHOMA LAW CLAUSE: Upon award of a contract or Purchase Order under this proposal, the person, partnership, association, or corporation to whom the award is made must comply with the laws of Oklahoma that require such person or entity to be authorized and/or licensed to do business in this State and County. Notwithstanding the fact that applicable statutes may exempt or exclude the successful vendor from requirements that it be authorized and/or licensed to do business in this state, by submission of this signed proposal, the vendor agrees to subject itself to the jurisdiction and process of the courts of the State of Oklahoma, to all matters and disputes arising or to arise under the contract and performance thereof, including any questions as to the liability for taxes, licenses, or fees levied by the State. Oklahoma law further states that at the conclusion of the selection process, the contents of all proposals shall be placed in public domain and be open to inspection by interested parties.

10. VENDOR RESPONSIBILITY: The vendor must assume that any purchase, responsibility, insurance, and action or activity which is necessary for the satisfactory operation of the services requested in the invitation to proposal, but which is not specifically designated as a Board responsibility, is a responsibility of the Contractor's operation, and the vendor shall include these in the response to this invitation to proposal accordingly.

11. VENDOR QUALIFICATIONS: Vendor must, upon request, provide satisfactory evidence of his/her ability to furnish and maintain goods and services in accordance with the terms and conditions of this proposal. It is the vendor’s responsibility to fully acquaint him/herself with the conditions and scope of this RFP. Failure to do so will in no way relieve him/her of any obligation with respect to this request or any subsequent contract.

12. AFFIRMATIVE ACTION: The vendor will take affirmative action in complying with all federal and state requirements concerning fair employment and treatment of all employees.

13. PRIME CONTRACTOR RESPONSIBILITIES: The successful bidder shall be considered the prime Contractor and shall be required to assume total responsibility for delivery, installation, and warranty of all hardware, software, engineering and support services offered in the proposal, whether or not the bidder is the direct manufacturer, producer, author, or supplier of the item. The Board shall consider the successful bidder to be the sole point of contact with regard to all contractual matters, including the performance, service, and payment of any and all charges resulting from the lease and installation of the entire system configuration, and all other services performed. Failure to meet these obligations shall result in the cancellation of any contracts. Prior to final


selection, bidders may be required to submit additional information that the Board may deem necessary to determine the Vendor’s qualifications to complete the work.

14. ACCEPTANCE CRITERIA: The final contract will include mutually agreed upon acceptance criteria that encompasses all aspects of services, hardware and software included in the accepted proposal.

15. ORAL PRESENTATION/DISCUSSION: Any vendor or all vendors may be requested to make an oral presentation of their proposal to the Board after the proposal opening. Discussion may be conducted with responsible vendors, who submit proposals determined to have a reasonable possibility of being selected for award, for the purpose of clarification to assure full understanding of and responsiveness to the solicitation requirement. Vendors shall be accorded fair and equal treatment with respect to any opportunity for discussions and revision of proposals, and such revisions may be permitted after submissions and prior to award, for the purpose of obtaining best and final offers. The purpose of these presentations/discussions will be to:

a. Determine in greater detail such vendor’s qualifications. b. Explore with the vendor the scope and nature of the project, the vendor’s

proposed method of performance, and the relative utility of alternative methods of approach.

c. Determine that the vendor will make available the necessary personnel and facilities to perform within the required time.

d. Agree upon fair and reasonable compensation, taking into account the estimated value of the required services/equipment, the scope and complexity of the proposed project, and nature thereof.

16. DEVIATIONS: Any deviations from the requirements of this RFP must be listed separately and identified as such in the table of contents.

17. GENERAL CONDITIONS: a. The Board reserves the right to award proposals received on the basis of the

efficiency and quality of the system proposed, individual items, groups of items, or the entire list of items; and to reject any and all proposals; and to waive any technicalities.

b. Brand names and numbers, when used, are for reference only to indicate character or quality desired and do not indicate a preference.

c. Equal items will be considered. The item substituted for shall be identified and the equal item’s qualifications for substitution shall be identified. The Board’s determination of what shall constitute equality shall be final and conclusive.

d. When brand name, number, or level of quality is not stated by the vendor, it is understood that the offer is exactly as specified.

e. Oklahoma Code exempts the Board from sales, use, or excise taxes and those charges must not be included as any part of the proposal price. Handling and shipping charges must be shown as separate items. Shipping charges will be considered as a factor in determining awards.

f. Samples of any articles deemed necessary shall be furnished free of any cost to the Board. These samples may be retained for future comparisons. Any samples not destroyed by testing or not retained for comparisons will be returned to the vendor at the vendor's expense upon request.


g. The successful vendor shall indemnify and hold harmless the Board, its officers, agents, and employees, from all suits or claims of any character brought by reason of infringing on any patent, trade mark, or copyright.

h. In case of default by contractor, the Board reserves the right to purchase any or all components or programs in default in open market, charging the contractor with any excess costs. Periods of performance may be extended if the facts as to the cause of delay are justified in the opinion of the proper Board officials.

i. Ownership of all data, material and documentation originated and prepared for the Board pursuant to this contract shall belong exclusively to the Board.

j. If it becomes necessary to revise any part of this RFP, an amendment will be provided to all vendors who received the original RFP. The Board is not bound by an amendment or interpretation that is not in writing.

18. PRICING, PAYMENT AND RETAINAGE: Negotiated prices shall be firm and not subject to increase during the term of any contractual agreement arising between the Board and the successful vendor.

19. NEW EQUIPMENT, SOFTWARE VERSION: The Board shall accept only new equipment and the latest version of software and operating systems. Used and/or factory-refurbished equipment will not be accepted.

20. EXECUTION OF CONTRACT: Upon the acceptance of a proposal, the Board shall negotiate a contract with the successful Vendor. If, upon submission to the Vendor by the Board of the final contract as negotiated between the parties, the Vendor fails, neglects or refuses to execute said contract within 14 days after the receipt of said contract, in an envelope addressed to said Vendor at the address given upon the Proposal, with the postage prepaid thereon, then the Board may at its own option deem any bid bond or security deposit forfeited as liquidated damages. Upon such termination, said agreement and all other prior agreements, written or oral, shall become null and void and of no effect, and the Board may reconsider other proposals or solicit new proposals at its discretion.

21. CONTRACTUAL TERMS AND CONDITIONS: Contractual claims, whether for money or other relief, shall be submitted in writing to the Board no later than 60 days after final payment. Written notice of the Contractor’s intention to file such claim shall have been given at such time as the claim arises.

22. NO ASSIGNMENT: Assignment by the successful Vendor to a third party of any contract based on this RFP or any monies due is absolutely prohibited and will not be honored by the Board unless approved by the Board in writing.

23. TRANSPORTION AND STORAGE: The Contractor shall make all arrangement for transportation of equipment in suitable vehicles and by experienced equipment carriers. Supervision of packing, unpacking, and placement of equipment shall be provided by the Contractor without charge to the Board other than that indicated for shipping and installation services in the Proposal. The Board will make available to the Contractor the sites and equipment buildings when they are ready. These will be taken by the Contractor as-is and may be used for storage of contract-related equipment. The Contractor is expected to maintain these sites in a neat and organized manner, disposing of all debris and repairing any incidental damage, major or minor, caused by


installation or transportation-related activities. The procurement of any required commercial storage space (not belonging to the Board) prior to, during, or after system installation will be at the expense of the Contractor

24. CONTRACTOR COMMITMENT: The Contractor shall maintain and upgrade the operational software at its current or publicly released level for the term of the contract with the Board, pursuant to this RFP.

25. NON-SELECTED PROPOSALS: Non-selection of any proposal will mean that another acceptable proposal was deemed to be more advantageous to the Board or that no proposal was accepted. Vendors whose proposals are not accepted will be notified. Notification of non-selected Vendors will be devoid of any criticism of the Proposal and of any implication that the Proposal or proposed system were deficient

26. STATEMENT OF TIME: A period of time, unless stated as a number of workdays, shall include Saturdays, Sundays and holidays.

27. USE OF TERMS: The terms vendor, contractor and bidder are used interchangeably in this document.

28. PERFORMANCE BOND: At contract signing, the successful bidder may be expected to post a performance bond from a corporate surety firm licensed to do business in the State of Oklahoma or a certified check equal to 10% of the total bid price. The bond will make the Kingfisher County 9-1-1 Enhanced Communications Board the payee in case of vendor breach of contract or failure to perform.

EVALUATION PROCESS

1. The Board reserves the right to seek clarification of proposals. Bidder shall designate a contact person and telephone number for questions that may arise during the proposal evaluation period.

2. The Board will review each proposal to determine if it is complete and that it is accurate in its calculation and consistent with the intent of this document. Any proposal, which does not meet the necessary criteria, or for which a fixed dollar amount cannot be precisely determined, will be considered non-responsive and may be rejected.

3. The selection of a Vendor will be announced to the selected Vendor by telephone and in writing, and to the non-selected Bidders in writing.

4. If the Vendor fails to post the required bonds or execute a contract or otherwise comply with the terms of this document, the award may be withdrawn by The Board and another selection made.

5. The Board reserves the right to reject any and all proposals received as a result of this RFP, and to cancel this solicitation if doing so would be in the best interest of the public. The Board reserves the right to accept a proposal or proposals in whole or in part. A Vendor will be held to the terms submitted in its proposal.


6. If a contract is awarded, it will be to the Bidder that the Board determines is in the

best interest of the Kingfisher County 911 Center and the bidder meeting specifications as determined solely by the Board at its discretion. The principle criteria used to evaluate the Bids will be based on conformity to system specifications. Additional criteria used to evaluate the Bids will be total cost and

a. The overall system feasibility, stability, expandability, and suitability. b. Warranty, Maintenance, Spare Parts & Software Maintenance plans. c. Installation, Acceptance & Training plans. d. Age of technology proposed in relation to how it will carry the Board past a 5

year planning period. e. If two proposals receive the same score during the evaluation process, the

proposal with the least cost will be selected. f. Reference checks and previous installation experiences.

7. Bidder shall provide three references from similar projects. Information should

include the name of the jurisdiction, contact person name, address, telephone, a brief description of the project. These references, along with other installations known to the evaluation committee, may be contacted as part of the evaluation process.

8. Bidder must include a written statement giving the Board the right to investigate the

references and past performance of any bidder, sub-contractor or their employees, with respect to its successful performance of similar services, compliance with the RFP and contractual obligations, and its lawful payment of suppliers, sub-contractors, and workers.

9. Selected Bidders will be required to make a presentation of the products to the Board

prior to final selection and awarding of the Bid.

Responding to the Bid 10. Bidder may interlineate its response under each paragraph. Bidder should respond to

each paragraph as follows:

a. YES meaning the bid unequivocally meets the requirement or the Vendor unequivocally agrees to the term;

b. NO meaning the bid does not meet or the Vendor does not agree with the term;

c. or EXCEPTION, meaning the bid does not meet or the Vendor does not agree with the term but achieves the requirement in a different way than is anticipated by the paragraph. If the Vendor responds by marking EXCEPTION, a short explanation must be included to explain reason for the exception to the requirement and how Vendor’s proposal achieves the objective of the paragraph. If the Vendor’s explanation meets the objectives of the paragraph, the Board may or may not consider the requirement of the paragraph met.


RADIO CONSOLE COMMUNICATIONS SYSTEM CRITERIA

EQUIPMENT CRITERIA

Bidders submitting a response shall ensure that their solution will meet the following criteria.

GENERAL REQUIREMENTS 1.1 SCOPE

These specifications define the minimum requirements and standards for a Communications

Control Console and related accessories for the Kingfisher County, Oklahoma E911 Center. System shall have connectivity with Blaine County police/fire/ems.

1.2 QUALITY

Proposed equipment shall meet or exceed industry standards for quality and reliability. All materials, parts, assemblies, etc. shall be new, and be free of corrosion, blemishes or other cosmetic defects. Design and construction shall be consistent with current best engineering

practices, and shall be manufactured in the United States. 1.3 CERTIFICATIONS

All equipment proposed shall be certified to Part 15, Subpart “J” and, as applicable, Part 68 of

the Federal Communications Commission (FCC) rules for Class “A” computing devices. 1.4 WARRANTY

Bidder shall warranty all equipment to be free from defects in material and workmanship, and to operate in accordance with these specifications for a period of not less than one (1) year from date of shipment.

1.5 REPLACEMENT PART AVAILABILITY

The manufacture of the proposed console equipment shall maintain of complete stock of repair components for the system for a period of not less than seven (7) years after initial delivery. These parts shall be available for shipment on an expedited basis 24 hours a day, 365 days a year including weekends and holidays.

1.6 DOCUMENTATION Complete documentation shall be provided with the system. Each console system shall include, at a minimum, manuals that address the following functions or activities:

Installation Service Programming Operation

The manuals shall be printed in black ink on 8.5” x 11” white paper utilizing at least a 10-point type font. The individual manual sheets shall be fastened together with a comb-binding, three-ring binder, or other similar positive binding mechanism.


2. SYSTEM REQUIREMENTS 2.1 SYSTEM ARCHITECTURE 2.1.1 Console System

The console system shall be comprised of three IP-based operator positions. 2.2 SYSTEM REDUNDANCY 2.2.1 System Redundancy The console system shall be configured such that no single point of

failure shall completely disable the system. The disabling of a no more than one operating position and two radio channels as a result of a single point failure is permissible under this specification. Acceptable redundant architectures include but are not limited to:

Dual redundant power supplies with automatic switch-over.

All console system hardware devices shall be capable of supporting redundant IP networks.

2.3 MAINTAINABILITY 2.3.1 Remote Diagnostics The system shall include provisions for remote monitoring of system diagnostics via a dial-up modem or VPN.

2.3.2 Miscellaneous All components, test points, and critical areas of the card(s) shall be clearly identified with silk-screened labeling on the printed circuit board.

2.4 APPLICATION SPECIFIC SYSTEM REQUIREMENTS Key attributes of the console system shall be as defined in paragraphs 2.4.x below:

2.4.1 Quantity of Operator Positions:

Qty 3 2.4.2 Base or Control Station Interface Requirements

Local 8 Tone 8 SNSZ/ASTRO 0

2.4.3 Auxiliary Control Input/Output Lines:

Inputs 8 Outputs 8

2.4.4 Analog Paging Formats

DTMF Two-Tone Standard (Mot. or GE)

2.4.5 Operator Accessories

Headset - Noise Canceling 6-Wire Tel/Radio Headset Interface – Dual Footswitch


2.4.6 Spares:

Spare cards and or interfaces shall be required to maintain redundancy during

emergency replacement. 2.5 CONSOLE SYSTEM ELECTRICAL REQUIREMENTS The console system shall meet or exceed the following electrical specifications:

2.5.1 TRANSMIT ELECTRICAL SPECIFICATIONS Audio Output: +10 dBm max. into 600-ohm line Output Impedance: Transmit: 600 ohm balanced. Idle: 600 or 3500 ohm Distortion: <2% at full output. Signal-to-noise > 50 dB. Hum, Cross-Talk all –50 dB at

full output Microphone Input: -65 dBm for full output Headset Input: -20 dBm for full output Page/Spare Input: -15 dBm, not compressed Freq. Response: -3 to +1 dB from 250 - 3400Hz. (Excluding guard tone notch) Compression: Input level increase of 30 dB above knee of compression causes <3 dB

output increase

2.5.2 RECEIVE ELECTRICAL SPECIFICATIONS Input Impedance: 600 or 10K ohm (4-wire)/3500 ohm (2-wire) Line Balance: 66 dB at 1000Hz Rx Sensitivity: -30 dBm max at knee of compression: adjustable Freq. Response: -3 to +1 dB from 250-5000 Hz (except guard tone notch) Compression: Input level increase of 30 dB above knee of compression causes <3 dB

output increase Distortion: < 2% Call Light Sensitivity: Programmable between -18 dB and -32 dB below knee of compression Audio Output: 5 watts into 4 ohms at each speaker Mute: Programmable from 0 to -50 dB. “All-mute” time programmable from 1

sec. to infinity

2.5.3 AUXILIARY INPUT/OUTPUT ELECTRICAL SPECIFICATIONS 2.5.3.1 RELAY OUTPUTS Relay Contact Current: 1.0 A Isolation Voltage: 50 volts with respect to system ground and between contacts

2.5.3.2 OPTICALLY ISOLATED INPUTS “On” Current Range: +5 to +25 mA “Off” Current Range: -25 to +2 mA Max. Positive Current: +15 mA continuous, +40 mA peak2 Max Negative Current: -25 mA continuous, -40 mA peak


ESR: 405 ohms plus 0.7 VDC forward voltage drop Isolation Voltage: 50 volts with respect to system ground

2.5.3.3 NON-ISOLATED INPUTS “On” Voltage Range: +3.5 to +30 volts “Off” Voltage Range: -30 to +0.9 volts Equiv. Parallel Res: 5 kohms pulled to +8.5 volts

2.6 SYSTEM EXPANSION The proposed system shall be expandable to accommodate a total of 80 operator positions and

500 radio channels. 3. INTERFACE AND CONTROL REQUIREMENTS 3.1 RADIO CONTROL PROTOCOLS The dispatch console shall be capable of interfacing with and controlling the following communications devices: base stations; control stations; repeaters; intercoms; telephone lines; and public address systems using 2, 4, or 6 wire connections.

3.1.1 Tone Control The console shall be capable of generating, on a channel by channel basis, all 15 EIA standard control tones. These tones shall be programmable by the end user in software. The range of the tones shall be between 650-2050 Hz with provisions for altering the Guard Tone frequency from its nominal value of 2175 Hz. The duration of the High Level Guard Tone shall be adjustable between 100 and 790 milliseconds in 10 millisecond steps. Function Tone Duration shall be 40 milliseconds. The tone frequency accuracy shall be +/- 0.2%, and timing accuracy shall be +/- 1.0%. Guard Tone frequencies may be software programmable to: 2100, 2175, 2300, 2325, 2600, 2800, or 2970.

3.1.2 Local/E&M The console shall be capable of controlling radios using local and E & M methods. To support this, the console shall provide, on a channel by channel basis, “normally open” PTT relay with contacts rated for 1.0A at 24 VAC/DC. For E & M functions, the console shall provide transmit control via the channel’s PTT relay, with an external bidder-supplied 48V supply.

3.2 TRUNKING PROTOCOLS 3.2.1 Motorola SmartNet®/ SmartZone®/ASTRO® Trunking The console shall be capable of controlling E.F. Johnson 5300 ES series mobile radios supporting the Motorola SmartNet® / SmartZone® /ASTRO® (SNSZ/ASTRO®) protocol directly from the console when used in a control-station mode. The following functions, as a minimum, shall be available from the console to control the radio(s): Zone Select, Group Select, Encryption Enable/Disable, Monitor Enable/Disable, Radio Wide Scan Enable/Disable, Scan Enable/Disable, Selective Squelch Enable/Disable, and Talk-Around Enable/Disable. Radio subscriber unit PTT (Caller) ID shall be displayed in decimal format, hexadecimal format or else in aliased alphanumeric format. Caller ID shall be displayed for Private Calls and for units transmitting within an active Group Call.


3.3 PARALLEL CONSOLE OPERATION W/ OTHER CONSOLES AND REMOTES The console shall be capable of supporting “Line Operated Transmit Light” (LOTL) indications on both DC and Tone controlled channels. When LOTL is configured and enabled, the console shall indicate to operator(s) when a paralleled remote or console is transmitting on that channel. This function shall be available on a per channel basis, and may be enabled or disabled as required.

3.4 CROSS-BUSY DISCRETES The console shall be capable of providing cross-busy outputs and accepting cross-busy inputs on a channel by channel basis. The cross-busy connections shall support automatic muting of channels on the same or parallel positions when transmitting to prevent audio feedback from occurring. The cross-busy signals shall be capable of being routed to any or all of the channels

in the system, or to another console. 3.5 PHONE LINE INTERFACE The console system shall support interface with one or more analog (“POTS”) telephone lines for patching purposes. The console shall be compatible with lines terminated at a central office or at a local PBX fitted with an analog port. That portion of the console equipment that connects to the phone lines shall be compliant with FCC rules, Part 68. Standard telephone instrument functions, including DTMF dialing and hook-flash, shall be provided. Hands-free operation of a phone line must be supported.

3.6 AUXILIARY INTERFACES The console system shall provide a maximum of 72 relays for control of external electrical devices such as lights, doors, CCTV cameras, and intercoms. Relay contacts shall be rated for 50 VDC at 1.0 Amps. The console system shall also provide inputs for a maximum of 48 optically isolated and a maximum of 192 non-optically isolated discretes.

3.7 TIME SYNC INPUT

The console system shall support clock VAC)

IRIG B input from external source (1 to 4 Vpp Amp signal)

Spectracom NetClock, RS-232 interface, Format 0 or Format 1

3.8 REMOTE DIAGNOSTICS PORT The console system shall support remote monitoring of system configuration settings and activities via a dial-up modem or VPN. Access to the diagnostic port shall be password protected.

3.9 LOGGING RECORDER OUTPUT The console shall provide, on a channel by channel basis, logging recorder outputs. Each output shall be presented at a 0 dBm level, 600 ohm, single-ended. The option of VoIP recording is authorized Additionally, one output per console shall be available for various combinations of select, unselect, and microphone audio.

3.10 CONSOLE NETWORKING The console system shall provide a general indication on the console screen of the health of the


IP network on which it resides and allow for a technician to access additional log information to assist in troubleshooting IP network performance issues. All console system hardware devices shall be capable of supporting redundant IP networks. To allow for installation to be performed by non-IT personnel, there shall be a centralized method of device discovery and provisioning of device IP network addresses such that it eliminates the need to access each device separately.

4.0 FUNCTIONAL REQUIREMENTS 4.1 CHANNEL CONTROL FUNCTIONS The console shall provide the following system and channel control functions:

4.1.1 Transmit Clicking on the icon shall cause the console to transmit on all selected channels. When attempting to transmit on multiple selected channels, if any channel is busy or unavailable, this shall not prevent transmission on available channels. This function shall be paralleled with a foot operated PTT switch if the console is so equipped. (Note: Throughout the balance of this specification, the term “clicking” shall be interpreted to include both left-clicking with a mouse or trackball.)

4.1.2 Monitor Clicking on this icon shall cause the selected channel to disable its coded squelch (CTCSS/DPL) thus allowing the user to monitor the channel for activity prior to transmitting.

4.1.3 Site Intercom Clicking on the icon shall allow the operator to communicate with selected remote base station

sites without keying the radio transmitter. 4.1.4 Alert Clicking on the icon shall cause an alert tone to be transmitted on the selected channel(s). The following alert tones shall be available:

Steady Alert Tone

Slow Siren

Fast Siren

Hi/Lo Warble

Beeps

4.1.5 All Mute Clicking on the icon shall cause all unselected channels in the console to mute (i.e. reduce audio level to a predetermined low value). Pressing this icon again shall cancel the mute function, and return all channels to their previous volume levels. The mute level and duration

prior to automatic return to the original level(s) shall be user programmable. 4.1.6 Simultaneous Select This icon shall allow the user to select more than one base station for transmitting at a time. This shall be accomplished by clicking on the “Simultaneous Select” icon and then, clicking the Channel icon(s) to choose the channels the user wishes to select. When the “Transmit” function is activated, the console shall key up all of the selected channels.


4.1.7 Group Select Pressing this icon shall automatically select a pre-defined set of channels. Up to 16 separate Groups can be pre-programmed in software. Following this, when the “Transmit” function is activated, the console shall key up all of the selected channels. Canceling the function is accomplished by selecting any Single Channel icons.

4.1.8 Patch Path Depressing this icon shall allow the operator to set up multiple, simultaneous, independent patches at the same operator position. Pressing the key or clicking on the icon causes the Patch Path to increment upwards from 8, 10, 16, or 24 possible paths.

4.1.9 Patch Depressing this icon shall allow the operator to turn on the Patch setup command. Clicking the channel icons with the patch on will place that channel onto the indicated Patch Path. Up to 48 Channels may be placed onto a single Patch Path. While channels are patched together, when one channel receives an incoming call, the other channel(s) on that Patch Path will transmit and rebroadcast the received audio. Clicking on a channel icon that is presently patched will “un-patch” that channel. Depressing icon again will toggle off the Patch setup command.

4.1.10 Patch Clear Depressing this icon shall allow the operator to take down the indicated Patch Path, thereby removing all associated channels from being patched together.

4.1.11 Patch Transmit Depressing and holding this icon shall allow the operator to transmit on all of the channels patched on the selected patch Path of the console. The key shall allow the function to be performed only if there is no call activity on any of the patched channels.

4.1.12 ANI Review When the console is called by a field unit using ANI (Automatic Number Identification), the field unit’s identifier number shall be shown in channel icon. To sequentially review ANIs that were previously received, the operator shall repeatedly press the ANI Review key to scroll backwards through the stack. Each ANI will be shown in turn on the highlighted channel icon.

4.1.13 Priority Marker Pressing this icon shall cause the console to transmit a brief tone over the radio channel every few seconds while the channel is idle. This function can be assigned to any and all channels in the system, on a channel-by-channel basis. The frequency, duration, interval, and amplitude of the Priority Marker shall be user adjustable in software.

4.2 SYSTEM CONTROL FUNCTIONS 4.2.1 Speaker/Headset Pressing this icon shall cause the selected audio (and optionally the unselected audio) to be rerouted from the speaker to the headset or handset earpiece (if so equipped). Pressing the icon again shall route the audio back to the speaker.


4.2.2 Last Call Transmit Pressing and holding this icon shall cause the console to transmit on the channel that most recently experienced channel activity (i.e. received a call). This function shall occur regardless of which channel(s) are currently selected. If implemented as a physical key, the button will

have an LED, colored red that will illuminate whenever the key is depressed. 4.2.3 Page Enter This icon shall be used to “stack” a group of pages such that when the “Page Send” icon is pressed, the stack will be transmitted in the order the operator entered them.

4.2.4 Page Clear When pressed this icon shall clear all pending and/or transmitting pages that have been entered either as a single call or a stack.

4.2.5 Page Send Pressing this icon shall cause the current manually entered page or stack of pages to be transmitted through the selected channels.

4.2.6 Console Intercom Call Pressing this icon will cause the called console to alert its operator by emitting a beep indicating that an intercom call is pending. There shall be one of these icons on the console for each operator position. 4.2.7 Console Intercom Talk Pressing this icon shall cause the microphone audio of the calling console to be routed to the called console, and vice versa.

4.2.8 Console Takeover Pressing this icon will cause the associated console’s buttons and functions to be disabled. One console takeover button shall be presented for each operator position in the system. Also, this function shall only be available from the supervisory console position

4.2.9 Group Instant Transmit Pressing and holding this icon shall cause a pre-programmed group of channels to be transmitted on simultaneously. The system shall have a minimum of 16 icons optionally available at each position for this function.

4.2.10 Select Pressing this icon shall cause the highlighted channel to be “selected”. The audio of the selected channel shall be routed to the left-hand speaker and that channel shall be transmitted on in the event that the system “Transmit” key is activated.

4.2.11 Frequency Up or Down Pressing a “Frequency Up” or “Frequency Down” icon shall cause the highlighted channel to increment the channel frequency select. The console shall accommodate up to 15 frequencies per channel.


4.2.12 Instant Transmit Pressing and holding this icon shall cause the console to immediately begin transmitting on the

highlighted channel without any need for changing the channel selection of the console. 4.2.13 Mute Pressing this icon shall cause the volume level of the highlighted channel to be reduced to a pre- programmed level. Pressing this icon again shall cause the volume level to be restored to its previous level.

4.2.14 Volume Up Each time the “Volume Up” icon is pressed, volume of the highlighted channel shall increase and the console’s display shall indicate the new volume level in percent. 4.2.15 Volume Down Each time the “Volume Down” icon is pressed, volume of the highlighted channel shall decrease and the channel icon shall indicate the new volume level in percent

4.2.16 Main/Standby Pressing this icon shall cause the system to switch to the highlighted channel’s standby base station. Pressing the icon again shall cause the main base station to be switched back on.

4.2.17 Answer/Hold The Answer/Hold icon is used to connect to a telephone line channel, and toggles the phone into the hold mode after it is connected.

4.2.18 Phone Release The Phone Release icon is used to disconnect the phone line for a telephone line channel.

4.2.19 Hook-Flash This icon, used on telephone line channels (if so equipped), when pressed shall cause a hook-flash on the telephone line.

4.2.20 PL Up and Down The PL Up and Down icon may be used to select the Private Line function of a tone channel.

4.2.21 Repeat On/Off Pressing this icon shall cause the repeater function of the transmitter to be disabled (if so equipped).

4.2.22 Self Repeat Pressing this icon shall cause the console to enable the repeat-patch between the base station’s receiver and its transmitter.

4.2.23 Priority Transmit This icon is used to override other operator positions who are in a transmit mode on a particular channel. Pressing this key shall cause the transmitting position to “dump” the channel, and the originating position to then be in the transmitting mode.


4.2.24 Monitor A Pressing the Monitor A icon connects the highlighted channel’s unselect audio to the Monitor A

speaker. 4.2.25 Monitor B Pressing the Monitor B icon connects the highlighted channel’s unselect audio to the Monitor B

speaker. 4.2.26 Digital Voice Privacy Code Pressing this command will activate the DVP mode on configured channels.

4.2.27 DVP Clear De-activates DVP mode.

4.2.28 IRR Enable The IRR Enable icon allows the channel to be recorded when Transmit or Receive audio is present. If this icon is not present, the function will default to always record the audio.

4.2.29 IRR Play The IRR Play icon is used to start playback of the current message stored in the Instant Recall Recorder of the highlighted channel.

4.2.30 IRR Prev Pressing the IRR Previous icon makes the next older message in the Instant Recall Recorder of the highlighted channel the current message.

4.2.31 IRR Reset Pressing the IRR Reset icon makes the most recent recorded message in the Instant Recall Recorder of the highlighted channel the current message.

4.2.32 Icom Review Reviews the intercom calls that have been received on the intercom channel. If more than on intercom channel has been defined then the calls received on the highlighted intercom channel are reviewed.

4.2.33 Icom Select Cycles through the defined intercoms (for the highlighted intercom channel if more than one intercom channel is defined) connecting the audio from the console to the intercom remote position.

4.2.34 Icom Talk Opens the audio path for the operator to talk through the intercom to the remote speaker.

4.2.35 Door Activates the second aux output assigned to current intercom. This aux output is usually used for opening a door.


4.2.36 Disable CAD This button is only needed when the console has a CAD (Computer Aided Device) interface connected to it through a serial port. This button disables the CAD control over the console while allowing console activity messages to be sent to CAD. When this button is activated, a countdown timer is started and displayed in the system message area. The timer indicates the amount of time before the CAD-disable condition will be automatically removed.

4.2.37 Left Mouse Button This button is used to “press” screen buttons and such as menu function and system and channel functions. The left button is also used to highlight a Channel Selector Box for subsequent control operations.

4.2.38 Middle Mouse Button This button is used for “instant” selecting of a channel. A channel may be selected simply by moving the mouse over one (1) of the Channel Selectors and pressing the middle mouse button. The channel will be highlighted at the same time. When used on a phone channel, it will select the channel and take the phone off-hook.

4.2.39 Right Mouse Button This button is used for “instant” transmit on a channel. When the mouse is located over a Channel Selector and the right button is pressed and held down, PTT will be keyed for that channel. The status of the channel selects and the channel highlight will not change.

4.3 AUDIO ROUTING AND PRESENTATION 4.3.1 Receive Audio The console shall route received audio from the “selected” channel(s) to the left-most speaker on the audio panel. The received audio from the remaining “unselected” channels shall be summed and presented at the right-most speaker on the audio panel. Each console operating position shall provide a means for the operator to direct one or more channels of unselected receive audio to up to two additional independent “monitor” speakers.

4.3.2 Transmit Audio When the PTT icon, or footswitch is activated, microphone audio shall be routed to the selected channel(s). Transmit audio shall be buffered and delayed for a period equal to the combined duration of the high level guard tone and function tone such that no clipping of syllables occurs if the operator begins speaking at the exact instant that PTT is activated. The release of the PTT at the end of the transmission shall be extended by an equal time period.

4.3.3 Integration of Telephone and Radio Dispatch Audio The console system shall support a Telephone/Radio Headset Interface device that will allow the operator to use one headset for operating both an external telephone and the console. The Telephone/Radio Headset Interface shall provide a standard “two-prong” type PJ7 jack for the headset to plug into, and shall be designed to mount under the tabletop/counter. The unit shall have independent volume controls for both radio and telephone. When the telephone is “on-hook” (i.e. telephone not in use), the select audio of the console shall

be routed to the earpiece of the headset. When PTT is depressed, the headset microphone audio shall be routed to the selected channel(s). When an external telephone device connected to the unit is taken “off-hook” (i.e. placed in use),


a contact closure from the telephone system shall cause the Telephone/Radio Headset Interface to route the select audio into the select speaker, and present the user with telephone audio in the earpiece. The microphone audio is routed to the telephone such that the user can converse with the caller in full duplex without the need to press the transmit button. However, when the user needs to answer a radio call on the console, activation of PTT shall cause the microphone audio to momentarily be routed to the select channel(s). This muting of transmitted audio to the telephone caller shall be switch/jumper selectable. When the external telephone returns to an “on-hook” condition, the Telephone/Radio Headset Interface shall return the select audio to the headset earpiece. It shall be possible to interface two Telephone/Radio Headset Interfaces to a console position to allow for training and supervision. It shall be the responsibility of the bidding entity to ensure compatibility with the user’s telephone system and to provide any hardware and engineering required to interface the systems.

4.4 PAGING FUNCTIONS The console shall be capable of supporting the following paging formats:

Motorola Quick-Call 1 (2+2)

Motorola Two-Tone Quick-Call 2 (1+1)

GE® Two-Ton -Tone

DTMF

Knox DTMF

1500/2805 Hz Interrupted Dialing

Plectron (Two-Tone w/ non-standard frequencies, durations, and gaps)

5/6 Tone Sequential (CCIR, ZVEI, EIA, or EEA)

The console shall provide the capability to initiate a page through manual entry of a paging format and cap-code, or via activation of a single icon (“single button paging”). The console shall provide a means for the system administrator to program one or several pages with differing formats and associate them with a single icon. Pages shall be automatically steered to the appropriate user-defined channel. During page transmission, the console shall provide visual and audio cues of the progress and status of the transmission. The console system shall support a minimum of 1000 pages at each operating position arranged in a hierarchical structure for easy access by operators. The ability for the console to perform single button paging is a mandatory requirement. Consoles that only offer “call-up” or “paging table” lists that require the operator to scroll through calls to find the appropriate selection shall not be acceptable under this specification.

4.5 CROSS-CHANNEL PATCHING Each of the channels or phone lines interfaced in the system shall be capable of being patched together. The console shall be capable of supporting up to 8 simultaneous, independent patches system-wide. In addition, any number of channels can be part of a patch. The console shall support directional switching of the patch using either COR input or VOX activation. Full duplex patching to telephone lines shall be supported.

4.6 AUTOMATIC NUMBER IDENTIFICATION (ANI) For channels requiring Automatic Number Identification (ANI), also known as PTT-ID, the console shall be capable, on a channel by channel basis of decoding and displaying ANI and associating them with the channel that the ANI was received on. The console shall also be capable of storing a minimum of 6 ANI codes for later recall. The following ANI formats shall be supported:


DTMF ▪ P25

5/6 Tone ▪ EDACS

GE-Star ▪ SNSZ/ASTRO®

MDC-1200 ▪ Passport (MIN)

P25 ▪ iDEN

FleetSync® ▪ MPT1327

The console must be capable of muting the received audible ANI data burst of GE-Star, MDC-1200, and FleetSync®, which shall not be presented to the speaker. The console shall be capable of encoding the DTMF and 5/6 Tone formats for signaling and acknowledgement. The system must be capable of supporting Full Feature MDC-1200 with Emergency Acknowledge. The system shall be capable of supporting a “look-up table” for converting ANI codes to plain text. When a valid ANI code is received on a channel, the system will equate the ANI number to a name in the table and display that name in the appropriate location on the monitor. The names located in the table shall be field programmable via software and be capable of up to 10 characters per name.

4.7 AUXILIARY I/O CONTROL AND ALARM ANNUNCIATION The console system shall provide auxiliary inputs and outputs at the common controller level (shared resources which may be accessed from any and all operating positions) and at the console operating position level (local resources accessible only to that position).

4.7.1 Common Controller Level Auxiliary I/O Auxiliary outputs shall be user programmable for the following control modes: momentary on, toggle on/ toggle off, and interlocked (i.e. activation of one output deactivates another). Auxiliary inputs shall be user programmable to be interpreted/managed as alarms or as status inputs (e.g. light or door status). When one or more alarm inputs are activated, the alarms shall be queued in the order received and presented to the operator on the main screen. An alarm acknowledgement button or control shall be provided to acknowledge the alarm. When all alarms have been acknowledged, the alarm message display shall be blanked. The console system shall include provisions for programming a contact closure output when an alarm is acknowledged. Clearing an alarm at one position must clear the alarm at all positions. Status of all auxiliary inputs shall be available to the operator without compromising the operator’s ability to monitor and transmit on all channels presented on the main screen.

4.8 PARALLEL STATUS Any shared system resource (e.g. frequency/PL selection on a radio, repeater on/off, or common controller level auxiliary I/O) shall result in a status update visible at all console operating positions.

4.9 “PER CHANNEL” INSTANT RECALL RECORDER The console shall be capable of providing a minimum of four (4) minutes of instant recall recording for any DC, Tone or Local channel in the system. Playback audio shall be presented in the selected speaker if the source channel is selected; otherwise presentation will occur in the unselect speaker. In the event that an incoming call occurs during playback, the playback operation will be terminated to avoid conflict. Controls for the IRR shall be presented on the video display. Proposals for two-channel instant recall recorders with one dedicated to the currently selected channel(s) and one dedicated to the unselected channels shall be deemed non-responsive.


4.9.1 TX Audio Delay Tone, local and DC channels must be capable of up to four (4) seconds of Tx audio buffering for enhanced dispatch and patching operations

4.10 CONSOLE TAKE-OVER The console system shall include provisions that allow the supervisor’s console to inhibit transmit operations on a subordinate’s operating position.

4.11 INTERCOM The console system shall include provisions for position to position intercom operation. The console system shall be capable of supporting two-way communications with up to 12 external door intercom points.

4.12 PROGRAMMABILITY The console shall be capable of 100% field programmability. This shall be accomplished using console- programming software and cables supplied with the system and/or directly from a supervisory CRT based position if so equipped. The software shall be capable of execution on a Windows compatible computer. Any software, programming cables, and all manuals shall become the property of the end-user upon payment of final invoice.

5. USER INTERFACE REQUIREMENTS The console shall provide operator controls and status information using the following mechanisms: A video display with iconic representations of channel resources, control functions, and status displays. Control functions shall be activated by mouse inputs.

5.1 VIDEO DISPLAY In order to minimize visual distractions to the dispatcher, the user interface shall be capable of being configured such that information and indications appear only when applicable to an event. It shall not be necessary to have every indication constantly visible on the screen, regardless of its state, in order for the dispatcher to access it. The dispatcher shall have access to radio channels in the system that may not be permanently displayed on their screen including: Adding a radio channel to their workspace for as long as the dispatcher requires. Allowing for an instant transmit or access to receive notifications for radio channels that they do not add to the workspace.

5.3 CAD CONTROL Each operator position shall be optionally capable of supporting Computer Aided Dispatch (CAD) functions.


FIRE/LAW ENFORCEMENT/EMS RADIO SUBSYSTEM BID SPECIFICATIONS

1. GENERAL REQUIREMENTS 1.1 SCOPE

These specifications define the minimum requirements and standards for a Fire/Law/EMS Enforcement Radio Subsystem and related accessories for the Kingfisher County E911 Center and connectivity with Blaine County police/fire/ems.

1.2 QUALITY Proposed equipment shall meet or exceed industry standards for quality and reliability. All materials, parts, assemblies, etc. shall be new, and be free of corrosion, blemishes or other cosmetic defects. Design and construction shall be consistent with current best engineering practices.

1.3 WARRANTY

Bidder shall warranty all equipment to be free of defects in material and workmanship, and to operate in accordance with these specifications for a period not less than 3 years from date of shipment. This warranty shall cover all parts and factory labor. Additional years of warranty shall be offered as an option.

1.4 REPLACEMENT PART AVAILABILITY The manufacturer of the proposed equipment shall maintain of complete stock of repair components for the system for a period of not less than seven (7) years after initial delivery. These parts shall be available for shipment on an expedited basis 24 hours a day, 365 days a year including weekends and holidays.

1.5 DOCUMENTATION

Complete documentation shall be provided with the system. Each system shall include, at a minimum, manuals that address the following functions or activities: •Installation •Service •Programming •Operation The manuals shall be printed in black ink on 8.5” x 11” white paper utilizing at least a10-point type font. The individual manual sheets shall be fastened together with a comb-binding, three- ring binder, or similar binding.


2. PROJECT DESCRIPTION AND SCOPE OF WORK

The project will establish a conventional VHF Conventional land mobile radio subsystem. The frequency band of the radio frequency (RF) infrastructure will be in the VHF (138-174 MHz) band using public safety and other available, licensable frequencies. Analog Conventional technology (ANSI/EIA/TIA suite of standards as applicable) will be native to the subsystem infrastructure. The selected Contractor will provide the subsystem design, deliverables, implementation, training, and support. The long term goals for the subsystem will involve continued development of the infrastructure to improve coverage, function, capacity, and sustainability that is ongoing after the initial implementation. The system will be used by Federal, State, and Local Fire, Law Enforcement, EMS, and other agencies eligible to access and operate on the system. Operational dispatch procedures will likely change from those presently used. New consoles will be purchased as part of this RFP that need to interface with the implemented radio equipment to support the features of subscriber equipment, and allow the dispatchers to work effectively with the users of the system as selected by the dispatcher. In the dispatch system the voice traffic generated by each dispatcher will be heard throughout the County. The response from units will be received by the appropriate dispatcher.

A. PROJECT OVERVIEW 1. The subsystem will be a best fit conventional VHF Countywide land mobile radio subsystem to provide Fire, Law Enforcement, and EMS users with adequate functions, coverage, capacity and interoperability to meet their public safety communications requirements. The infrastructure will be scaled to accommodate the initial users anticipated on the system, with growth potential that is not limited by the system architecture and technologies deployed. The selected Contractor will provide a complete system, project management and all deliverables to implement, test, and support the system.

2. Equipment Installation Installation includes, but is not limited to hardware, external wiring, ancillary devices, procedures, and services required to install and/or interface components to create an operating subsystem which fulfills the requirements of this RFP. The selected Contractor is required to adhere to FCC rules, local electrical codes and building regulations, and to be consistent with “good” engineering practices. The Contractor shall provide descriptions and layout drawings

depicting the proposed installations at site 30 days prior to actual installation. 3. Subsystem Design and Documentation The Contractor shall provide documentation of the complete subsystem within thirty (30) days of installation. Provide documentation for the complete subsystem design and architecture, including back-up system components, user equipment and dispatch equipment. The Contractor shall supply six (3) complete sets of user and technical manuals (paper and electronic) for each type of equipment. The Contractor shall provide “as-built site drawings” and all site documentation detailing all RF and IT system elements.


4. System Staging The Contractor shall provide for a staging area to permit the system to be tested prior to permanent installation at the site. This test shall simulate as close as possible the final configuration of the system. This will permit County representatives to become familiar with the subsystem and test the system features. The following system components shall be part of the staging area test for the system as appropriate for a complete site: a. Antenna multiplex equipment b. Control equipment c. Subscriber equipment

5. Responsibilities The Bidder shall provide a responsibilities matrix clearly identifying the responsibilities and the deliverables to be provided by the Contractor, subcontractors, the County and other parties, and issues relevant to the success of the subsystem. Detail all responsibilities and ownership of project requirements, including but not limited to those listed below. The Bidder shall identify all interrelated project requirements, regardless of ownership. This is intended to assist the County with all aspects of the project and coordination between all parties responsible for services to be performed and deliverables. a. County Responsibilities

i. Tower site information including initial “as built” site survey ii. Tower owner coordination iii. Frequency acquisition and licensing (if required) iv. Project management and agency coordination

b. Contractor Responsibilities i. Project planning and phased implementation plan as described ii. Tower site development and updating “as built” site drawings iii. Frequency planning and coordination with County licensing process iv. System testing and acceptance planning, execution

B. TECHNICAL REQUIREMENTS The Bidder shall provide a complete conventional VHF Conventional land mobile radio subsystem design, project implementation plan, and costs to implement and maintain the Bidder’s system design. The Bidder’s proposal shall detail the complete subsystem architecture, all radio frequency (RF) and information technology (IT) infrastructure components, system coverage, console equipment, user equipment, and interfaces related to the Bidder’s intended system design. The County intent is to establish a new countywide E911 center that will serve as a foundation on which to build and expand as additional capacity and technology is required. The subsystem should allow flexible expansion and upgrade using commercial off the shelf equipment and technology standards. The County has described in this RFP the functional expectations of the subsystem that fits public safety needs, and County government operations. It is important that Bidders understand the intent of the system for the County, their users and dispatchers. It is also important for Bidders to understand the management and contract practices of County. The best value, best fit subsystem for the County is one that allows the County to establish the infrastructure foundation and user functions at the most efficient cost, and is able to grow with technology standards and agency requirements. Each Bidder proposal will be measured by adherence to the County’s scope of work contained in this RFP, and the long term impacts of operational costs, technology migration, and total cost of ownership.


1. Long-Term System Development Plan The County envisions the need to scale the initial implementation and expand the system over time as user numbers increase and system improvements are required. The initial scope of the system is intended to provide the County with an infrastructure design that is able to grow without the need to replace significant subsystem components or incur costly subsystem changes. The Bidder design should accommodate a scaled design and have the ability to grow

incrementally in terms of adding capacity and technology. 2. Backup Power Requirements At the control site the Contractor shall provide an uninterrupted power supply (UPS) capable of operating the antenna sites for a minimum of twenty (20) minutes. The UPS shall become operational automatically and immediately upon sensing the loss of the normal power source. This will allow ample time for the backup generator to start up and fully power the site. The Contractor and its subcontractors will coordinate project installation schedules and all interconnects for power, data, and all other site connections with the County Project Manager.

3. Antenna Systems Bidders should assume that separate antennas for each control/base station will be used and should be identified in the Bidder design. Combiners and multi-couplers shall meet industry standards for public safety communications systems. This equipment shall meet industry standards for continuous operation, minimum frequency separation, and loss parameters. The County desires high quality, high performance specifications standard in the industry. The County also desires high quality, high performance antenna specifications common to the industry, which may result in PIM antennas being appropriate to the Bidder system design to reduce potential passive inter-modulation. The impedance of all base station repeaters and all antenna system elements shall be 50 ohms. The transmit/receive antennas will be appropriate to provide the required coverage. The antenna systems will be connected via 1/2” or larger foam dielectric coaxial transmission cable to the transmitter combiner and to the control/base station. All antenna systems will be installed with proper lightning protection in accordance with EIA standards. The antenna network will be appropriate and suitable to provide the required coverage as described in this RFP. The voltage standing wave ratio of any piece of equipment in the transmit and receive systems shall not exceed 1.5 to 1. The specifications of the antennas and other equipment shall, at a minimum, comport with the specifications contained in the Bidder’s proposal. The antenna system installed shall be provided showing radiation patterns tailored to the coverage area as developed by the Bidder. The antenna system will be a combination of omni- directional and directional antennas, and low loss transmission cable with lightning and surge protection. Each antenna cable shall be grounded to the tower or to an approved building ground point using ground kits recommended by the cable manufacturer and 1/0 bare copper wire where appropriate. No less than two (2) ground kits per cable, one (1) kit to be installed at the top of the cable at the point it connects to the antenna, the other kit to be installed where the cable leaves the tower/building to enter the arrester bulk head. A lightning arrester shall be installed on each antenna. Site ground systems installed by the Contractor shall result in a ground resistance no greater than five (5) ohms. Transmission line from the antenna connection of the lightning arrester shall be one continuous length (from antenna to arrester) of low-loss foam dielectric insulated cable with a copper or copper clad center conductor inside, surrounded by a copper (or other suitable material) outer conductor, which is covered by a black polyethylene


outer jacket. A jumper cable may be used between antenna proper and the main cable as is technically appropriate so long as the cable used is, at the minimum, super-flexible 1/2” foam dielectric cable, the total length of which shall not to exceed ten (10) feet. Phone lines (line-to- line and line-to ground) shall have transient and surge protection.

5. Backroom Equipment The backroom equipment shall be comprised of Analog Conventional capable radios integrated into the Antenna System to reduce interference between radios. A minimum of 8 VHF radios should be used and interfaced into the communications center dispatch console system. At least 4 of the VHF radios should be capable of selecting up to 32 channels via the radio dispatch console by the dispatcher. The radios shall be interface into a backup power source to provide at least 1 hour of emergency power. Further details will be provided by the Kingfisher County E911 Designated Contact. All radios shall be programmed and interfaced into the dispatch center consoles per Kingfisher County E911 Center Specifications.

SYSTEM ACCEPTANCE AND TESTING

1. The Vendor will be responsible for all materials, hardware and software provided until subject items have been delivered, implemented, tested, and accepted.

2. The Vendor will certify in writing to the Board when the system is installed and ready for testing.

3. Acceptance Testing - Acceptance test plans are required as determined by the Board. The 911 Director and Vendor shall work together to determine whether or not the system passes an acceptance test performed.

4. If, in 911 Director’s judgment, it is determined that the system has not passed a test performed, the 911 Director will provide the Vendor a written description of the way(s) in which the system’s performance was deemed unsatisfactory. The document will also include a limited but reasonable period of time in which the problem is to be resolved by the Vendor.

TRAINING

5. Vendor shall detail the training requirements associated with the implementation of the system.

6. All training course content will be subject to review and approval by the Board.

7. Training must be conducted by qualified instructors and must cover all aspects of the use of the system.

8. Training must be on premise at the PSAP utilizing the installed equipment, unless agreed otherwise. Training must be scheduled as close to the cut over date as practical.


9. Vendor’s bid shall set out the type, length, and time of training to be provided.

10. Participants in the training must receive individual copies of applicable training materials at the time the course is conducted.

PRICING SHEETS

11. Both pricing sheets attached to this RFP are to be returned completed.

12. The pricing sheet titles “PRICING SHEET – RADIO COMMUNICATIONS EQUIPMENT – PURCHASE” is to provide an option for the purchase of the equipment plus the five (5) year maintenance cost.

13. The pricing sheet titled “PRICING SHEET – RADIO COMMUNICATIONS EQUIPMENT – LEASE/PURCHASE” is to provide an option to enter into a lease / purchase arrangement.


PRICING SHEET – RADIO COMMUNICATIONS EQUIPMENT - PURCHASE Vendor Name: _______________________________________________ Address: _______________________________________________ _______________________________________________ _______________________________________________ City: ______________________________ State: ________ Zip: _______ Contact Name: _____________________________ Phone: _________________ Base Equipment: _____________________ Critical Spares: _____________________ Recommended Spares: _____________________ Installation: _____________________ Training: _____________________ Maintenance Costs: Year 1: _____________________

Year 2: _____________________

Year 3: _____________________

Year 4: _____________________

Year 5: _____________________ Total All Costs: _____________________


PRICING SHEET – RADIO COMMUNICATIONS EQUIPMENT – LEASE/PURCHASE Vendor Name: _______________________________________________ Address: _______________________________________________ _______________________________________________ _______________________________________________ City: ______________________________ State: ________ Zip: _______ Contact Name: _____________________________ Phone: _________________ Base Equipment: _____________________ Critical Spares: _____________________ Recommended Spares: _____________________ Installation: _____________________ Training: _____________________ Maintenance Costs: Year 1: _____________________

Year 2: _____________________

Year 3: _____________________

Year 4: _____________________

Year 5: _____________________ Total All Costs: _____________________ Interest Rate (APR) _____________ Minimum Down Payment ____________________ Monthly payment based on sixty (60) months _______________________

Documents

KINGFISHER COUNTY ENHANCED 9-1-1 COMMUNICATIONS BOARD RADIO