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C I T Y O F L O S A N G E L E S L O S A N G E L E S F I R E D E P A R T M E N T
REQUEST FOR PROPOSAL
FIRE STATION ALERTING SYSTEM RFP #<XX>
ISSUE DATE: July 26, 2012
DUE DATE: October 16, 2012
NOTE: THE FINAL DRAFT OF THIS RFP IS SUBJECT TO THE OFFICE OF CITY ATTORNEY APPROVAL.
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5 0 0 E A S T T E M P L E S T R E E T
Los angeles, CA 90012Contents
1. Introduction and Overview............................................................................................. 1 1.1 LAFD Overview................................................................................................................ 2 1.2 Metropolitan Fire Communications................................................................................ 3 1.2.1 Operations Control Dispatch – Backup Center................................................................ 3 1.3 Project Information...........................................................Error! Bookmark not defined. 2. General RFP Information ................................................................................................ 5 2.1 Purpose of RFP ..................................................................Error! Bookmark not defined. 2.2 Mandatory Proposers’ Conference............................................................................... 18 2.3 Mandatory Site Visits .................................................................................................... 18 2.4 Interpretation and Clarifications................................................................................... 19 2.5 Proposal Timeline.......................................................................................................... 19 2.6 Proposal Submission ..................................................................................................... 19 2.6.1 Late Proposals ............................................................................................................... 20 2.6.2 Withdrawal of Proposals............................................................................................... 20 2.7 Rejection of Proposals ......................................................Error! Bookmark not defined. 2.8 Protests and Objections ................................................................................................ 20 2.8.1 RFP ................................................................................................................................ 21 2.8.2 Selection Process ........................................................................................................... 21 2.9 Award of Contract.............................................................Error! Bookmark not defined. 2.10 Contract Negotiations .......................................................Error! Bookmark not defined. 2.11 Proposal Format and Content....................................................................................... 22 2.11.1 Cover Letter ............................................................................................................... 24 2.11.2 Table of Contents ...................................................................................................... 24 2.11.3 Executive Summary ................................................................................................... 24 2.11.4 Proposer Qualifications and Profile........................................................................... 24 2.11.5 Proposed FSAS System and Design............................................................................ 27 2.11.6 Proposed Approach ................................................................................................... 27 2.11.7 Proposed Warranties and Support............................................................................ 28 2.11.8 Proposed Training Course Description and Curriculum............................................. 28 2.11.9 Pricing Proposal......................................................................................................... 28 2.11.10 Payment Structure .................................................................................................... 35 2.11.11 Project Schedule and Management Methodologies ................................................. 35 2.11.12 Key Personnel ............................................................................................................ 36 2.11.13 Additional Equipment................................................................................................ 36 2.11.14 Additional Information.............................................................................................. 37 2.11.15 Required City Documents .......................................................................................... 37 2.12 Proposal Evaluation Criteria..............................................Error! Bookmark not defined. 2.13 Information Requested and Not Furnished ......................Error! Bookmark not defined.
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2.14 Alternatives .......................................................................Error! Bookmark not defined. 2.15 Proposal Errors..................................................................Error! Bookmark not defined. 2.16 Waiver of Minor Administrative Irregularities..................Error! Bookmark not defined. 2.17 Costs Incurred by Proposers .............................................Error! Bookmark not defined. 3. Proposer Qualifications and Profile ..................................Error! Bookmark not defined. 3.1 Company Profile................................................................Error! Bookmark not defined. 3.2 Organizational Information...............................................Error! Bookmark not defined. 3.3 Financial Condition............................................................Error! Bookmark not defined. 3.4 Number of Fire Station Alerting Systems Implemented...Error! Bookmark not defined. 3.5 References ........................................................................Error! Bookmark not defined. 3.6 User Group Information....................................................Error! Bookmark not defined. 3.7 Product Line Profile...........................................................Error! Bookmark not defined. 3.8 Regulatory Requirements .................................................Error! Bookmark not defined. 3.9 Research and Development Activities ..............................Error! Bookmark not defined. 4. Current State................................................................................................................. 38 4.1 LAFD Command and Control Systems Overview ..............Error! Bookmark not defined. 4.2 MFC Dispatch Operations ............................................................................................. 39 4.2.1 Call Dispatch.................................................................................................................. 39 4.2.2 Dispatch/Message Acknowledgement (Answer‐Back) ................................................. 39 4.2.3 Status ............................................................................................................................ 40 4.2.4 Backup Facility .............................................................................................................. 40 4.3 Fire Station Alerting System.......................................................................................... 41 4.3.1 Call Manager (Software Service)................................................................................... 41 4.3.2 SCU (Device Controller) ................................................................................................. 42 4.3.3 Terminal Server (Device Controller) .............................................................................. 44 4.3.4 Redcom MSP (Device Controller)................................................................................... 44 4.3.5 Digitized Voice (Software Service)................................................................................. 45 4.3.6 FSAS Integration............................................................................................................ 45 4.4 Voice Radio System....................................................................................................... 46 4.5 Data Radio System ........................................................................................................ 46 4.6 Outside Fire Phone........................................................................................................ 46 5. Statement of Work........................................................................................................ 47 5.1 Fire Station Alerting System Goals/Benefits .....................Error! Bookmark not defined. 5.2 Fire Station Alerting Functional Requirements............................................................. 49 5.2.1 Pre‐Alert ........................................................................................................................ 51 5.2.2 Dispatch ........................................................................................................................ 52 5.2.3 Audio ............................................................................................................................. 53 5.2.4 Visual............................................................................................................................. 55 5.2.5 Administration .............................................................................................................. 58 5.2.6 System Stability ............................................................................................................. 59 5.2.7 Alternate Monitoring/Alerting Systems........................................................................ 60 5.2.8 Outside Fire Phone ........................................................................................................ 61 5.3 Fire Station Alerting Technical Requirements .............................................................. 61 5.3.1 Component Testing Capability ...................................................................................... 62 5.3.2 FSAS Monitoring............................................................................................................ 63 5.4 FSAS/FCCS Integration .................................................................................................. 66 5.4.1 CAD................................................................................................................................ 66
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5.4.2 TCP/IP............................................................................................................................ 66 5.4.3 FSAS Backup Connection ............................................................................................... 66 5.4.4 Network Security ........................................................................................................... 67 5.4.5 Zetron/Headset Audio Interface ................................................................................... 67 5.4.6 Voice Logger.................................................................................................................. 67 5.4.7 Master Time Source ...................................................................................................... 67 5.4.8 Installation at MFC........................................................................................................ 67 5.5 Documentation ............................................................................................................. 68 5.6 Installation .................................................................................................................... 68 5.6.1 Compliance.................................................................................................................... 69 5.6.2 As‐Built Documentation ................................................................................................ 70 5.6.3 Fire Station Equipment.................................................................................................. 70 5.7 Project Management .................................................................................................... 71 5.7.1 Project Work Plan/Control Document........................................................................... 72 5.7.2 Risk Analysis, Risk Mitigation, Contingency Planning ................................................... 73 5.7.3 Change Order Process ................................................................................................... 73 5.7.4 Penalties........................................................................................................................ 74 5.7.5 Vendor and City Responsibilities ................................................................................... 74 5.8 Integration and Simultaneous Dual FSAS Operations................................................... 75 5.8.1 Simultaneous Dual FSAS Operations ............................................................................. 76 5.9 Testing and Acceptance ................................................................................................ 76 5.9.1 System Testing and Pilot ............................................................................................... 77 5.9.2 Final FSAS System Acceptance ...................................................................................... 77 5.9.3 Acceptance Test Outline................................................................................................ 78 5.9.4 Test Plan/Procedure...................................................................................................... 78 5.9.5 FSAS System Acceptance Sequence............................................................................... 78 5.9.6 Acceptance Test Procedures (ATP)................................................................................ 79 5.9.7 Inspection Process......................................................................................................... 80 5.9.8 Acceptance Testing ....................................................................................................... 80 5.9.9 FSAS System Performance............................................................................................. 80 5.9.10 Failure Mode Performance Testing........................................................................... 81 5.9.11 Phased Implementation Plan .................................................................................... 81 5.10 Training ......................................................................................................................... 81 5.10.1 Training for Fire Uniform Personnel Assigned to MFC .............................................. 81 5.10.2 Training for Fire Uniform Personnel Assigned to Field.............................................. 82 5.10.3 Technical Training ..................................................................................................... 82 5.10.4 Training Solutions...................................................................................................... 82 5.11 Warranty, Maintenance and Support ........................................................................... 83 5.11.1 Work and Equipment Warranty................................................................................ 83 5.11.2 System Warranty....................................................................................................... 83 5.11.3 Software Warranty ................................................................................................... 83 5.11.4 Extended Service Agreement .................................................................................... 83 5.11.5 Spare Parts ................................................................................................................ 84 5.11.6 Equipment Failure During Warranty ......................................................................... 84 5.11.7 Technical and Maintenance Support Services........................................................... 84 5.12 System Upgrades and Expansion .................................................................................. 85 6. General Proposal Conditions ............................................Error! Bookmark not defined.
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6.1 Definition of Terms ...........................................................Error! Bookmark not defined. 6.2 Property of City/Proprietary Material ..............................Error! Bookmark not defined. 6.3 Advisory Notices and Addendum(a) .................................Error! Bookmark not defined. 6.4 Licensing Requirements ....................................................Error! Bookmark not defined. 6.5 Multiple Proposals ............................................................Error! Bookmark not defined. 6.6 Alternative Solutions to RFP Specifications ......................Error! Bookmark not defined. 6.7 Additional Data .................................................................Error! Bookmark not defined. 6.8 Background Check and Screening .....................................Error! Bookmark not defined. 6.9 Pre‐Award Negotiations....................................................Error! Bookmark not defined. 6.10 Contract Negotiations .......................................................Error! Bookmark not defined. 6.11 Execution of Contract........................................................Error! Bookmark not defined. 6.12 Collaboration.....................................................................Error! Bookmark not defined. 6.13 Amendments/Modifications/Change Orders ...................Error! Bookmark not defined. 6.14 Prime Contractor...............................................................Error! Bookmark not defined. 6.15 Subcontractors/Joint Ventures .........................................Error! Bookmark not defined. 6.15.1 Copies of Subcontractor Agreements............................Error! Bookmark not defined. 6.16 Supplier Performance Feedback Meetings .......................Error! Bookmark not defined. 6.17 Replacement of Contractor’s Staff....................................Error! Bookmark not defined. 6.18 Contractor’s Address.........................................................Error! Bookmark not defined. 6.19 Information on Business Location and Workforce ...........Error! Bookmark not defined. 6.20 Accuracy and Completeness .............................................Error! Bookmark not defined. 7. Specific Terms and Conditions ..........................................Error! Bookmark not defined. 7.1 Proposal Security Deposit Bond........................................Error! Bookmark not defined. 7.2 Performance Bond ............................................................Error! Bookmark not defined. 7.3 Escrow Account.................................................................Error! Bookmark not defined. 7.4 Non‐Discrimination/Equal Employment Practices/ Affirmative Action.Error! Bookmark
not defined. 7.5 Business Inclusion Program (BIP) Requirements ..............Error! Bookmark not defined. 7.6 Child Support Obligations .................................................Error! Bookmark not defined. 7.7 Living Wage Ordinance and Service Contractor Worker Retention Ordinance.......Error!
Bookmark not defined. 7.8 Equal Benefits Ordinance (EBO)........................................Error! Bookmark not defined. 7.9 Contractor Responsibility Ordinance (CRO)......................Error! Bookmark not defined. 7.10 Non‐Collusion Statement..................................................Error! Bookmark not defined. 7.11 Contractor Evaluation Ordinance (CEO) ...........................Error! Bookmark not defined. 7.12 Americans with Disabilities Act.........................................Error! Bookmark not defined. 7.13 Slavery Disclosure Ordinance............................................Error! Bookmark not defined. 7.14 Insurance/Indemnity.........................................................Error! Bookmark not defined. 7.15 Prevailing Wage Requirements.........................................Error! Bookmark not defined. 7.16 Standard Provisions for City Contracts .............................Error! Bookmark not defined. 7.17 City Business Tax Registration Certificate.........................Error! Bookmark not defined. 7.18 Notice Regarding Los Angeles Campaign Contribution and Fundraising RestrictionsError!
Bookmark not defined. 7.19 Compliance .......................................................................Error! Bookmark not defined. 7.20 Governing Law ..................................................................Error! Bookmark not defined. 7.21 California State Sales Tax ..................................................Error! Bookmark not defined. 7.22 California State Board of Equalization Permit ..................Error! Bookmark not defined.
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7.23 Federal Excise Taxes..........................................................Error! Bookmark not defined. 7.24 Quality Standards of Material (Cost of Testing)................Error! Bookmark not defined. 7.25 New and Unused...............................................................Error! Bookmark not defined. 7.26 Discounts Language ..........................................................Error! Bookmark not defined. 7.27 General City Reservations .................................................Error! Bookmark not defined. 7.28 Standing of Proposer.........................................................Error! Bookmark not defined. 7.29 Eligible Proposers..............................................................Error! Bookmark not defined. 7.30 Source of Funds.................................................................Error! Bookmark not defined. 7.31 Questions/Technical Assistance........................................Error! Bookmark not defined. 7.32 Confidentiality and Restrictions Disclosure ......................Error! Bookmark not defined. 7.33 First Source Hiring Ordinance ...........................................Error! Bookmark not defined. 8. Contract Execution Requirements ....................................Error! Bookmark not defined. 9. Attachment List.................................................................Error! Bookmark not defined.
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1. Introduction and Overview
The City of Los Angeles (“City”) is seeking proposals from qualified vendors (“Proposers”) for a stable state‐of‐the‐art internet protocol (IP) Fire Station Alerting System (“FSAS” or “Solution”) that offers pre‐alert capabilities, dispatch capabilities, audio and visual features, administrative features and alternative forms of monitoring. The selected Proposer must be capable of providing the best platform, implementation, installation services, support, and equipment to successfully implement a fully functioning Fire Station Alerting System which will best meet the City’s needs.
The Department desires a system that provides the operational and functional benefits to enhance the quality of services it provides. The goals of the project are to establish a redundant synchronized backup system at both dispatch centers such that there is a primary link that, if not available, will automatically switch to the secondary link for the delivery of dispatch information from the dispatch center to the locations. The proposed solution will be installed in approximately 114 locations throughout the City, including fire stations, training facilities, maintenance facilities, a helicopter company, fire boat stations, a tractor company, airport rescue firefighting response units (ARFF) and back‐up dispatch centers. It must be able to: (1) accommodate a high call volume with no degradation of service, (2) integrate with Los Angeles Fire Department’s (“LAFD” or “Department”) computer‐aided‐dispatch (“CAD”) software and hardware, (3) integrate with the voice and data radio systems and (4) have redundancy with radio‐based fallback capability.
The proposed FSAS must be compliant with the National Fire Protection Association (NFPA) – 1221 guidelines and standards. The proposed FSAS must already be implemented in other cities or fire communication systems that: (a) have requirements similar to that of the City, (b) reflect best practices that the Proposer recommends to the City. and (c) facilitate the goal of reducing response turnout time through some means of pre‐alerting units that a dispatch is about to occur within a station’s geographic area of responsibility.
The purpose of the project is to:
Decrease incident turnout times through earlier pre‐alerting of first responders, prior to actual dispatch recommendation and voice dispatch phase.
Decrease first responder stress levels through earlier alerting and use of technology that allows for ramping of distinct audio/visual alerting devices from preset minimum levels to maximum levels and adjustable by time of day or night and by company/unit type.
Decrease first responder stress levels through zoned night alerting of specific unit companies, without disturbing those responders who are not recommended/alerted, and allowing alerting for only those personnel actually needed.
Increase the ability of first responders to utilize their “night‐vision” while dressing and responding to apparatus, further reducing stress levels at night.
Decrease human error during a pre‐alert or dispatch phase through text‐to‐speech technology to fire stations and to first responders available on radio in the field.
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Create efficiency and reduce dispatcher stress through the use of text‐to‐speech technology, lessening time for dispatchers to vocalize dispatches and concentrate on CAD dispatch recommendations and essential voice radio traffic on tactical channels.
The current FSAS is wire‐line based and uses a hardened Redcom standard analog telephony switch. The Redcom delivers synthesized voice, human voice, and data generated by CAD over a combination of microwave and/or dedicated 56K phone lines that terminate in each fire station. The Redcom also provides two‐way human voice communication between Metropolitan Fire Communications (“MFC”) and Fire Stations. Human voice dispatches are simultaneously broadcast over the LAFD 800 MHz Analog Conventional Voice Radio System (ACVRS) via a voice radio switch that is integrated with the FSAS through a headset audio interface unit located at each dispatch position at MFC.
Due to the varied sizes and locations of the fire stations, site visits will be required for this project, as well as visits to the primary (MFC) and secondary Operations Control Dispatch (OCD) dispatch centers. The purpose of the site visits is to allow Proposers to inspect the facilities and identify, on a fire station by fire station basis, an accurate quote, based on any and all needs of each site. The site visits will be coordinated by the City and will occur prior to the RFP submission deadline.
1.1 LAFD Overview LAFD is an all‐risk department that performs numerous functions including fire prevention, fire suppression and emergency medical services. LAFD is the largest municipal fire department on the West Coast and serves a population of more than 4,000,000 residents that span over 470 square miles throughout the City of Los Angeles, City of San Fernando and Bell Canyon. The service area includes Los Angeles International Airport, Van Nuys Airport, the Port of Los Angeles, several large oil refineries, 770 high‐rise buildings, numerous industrial complexes and 11 major freeways spread across varied topography.
The table below provides some metrics on the department’s size. All numbers are approximate.
Uniform Personnel 3,588 Civilian Personnel 361 Divisions 2 Battalions 14 Fire Stations 106 Single Engines 60 Task Forces 30 Rescue Ambulances 89 EMT Ambulances 34 Light Forces 12 Hazmat Squads 4 USAR Companies 6 Airport Units 6 Fire Boats 5 Swift Water Rescue Teams 4 Helicopters 6
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1.2 Metropolitan Fire Communications
Metropolitan Fire Communications (“MFC”) is a secondary public safety answering point that serves as the vital link between the residents of the City and emergency fire and medical services. A majority of the requests received are forwarded directly from the Los Angeles Police Department. In 2010 ‐ 2011, MFC processed over 800,000 telephone calls and dispatched resources to more than 370,000 incidents. The department averages 1,044 dispatches per day.
MFC operates 24‐hours a day and is staffed daily with dispatchers, floor captains and a Battalion Commander. The dispatchers are personnel who have received over 600 hours of specialized training in dispatch operations.
The table below provides metrics on the MFC’s size. All numbers are approximate.
Dispatch Workstations 64 Certified Dispatchers 26 Floor Captains 3 Battalion Commander 1 Active Consoles 39 Training Consoles 13 Remote Locations 5
If a problem causes staff to relocate from MFC, LAFD operates out of an alternate site known as Operations Control Dispatch (OCD).
1.2.1 Operations Control Dispatch – Backup Center
Operations Control Dispatch (OCD) was the Department’s primary dispatch center, but with the opening of MFC in February 2012 as the primary dispatch center, OCD became the Department’s secondary or backup center. A separate synchronized and redundant CAD resides at OCD. The dispatch floor consists of 23 CAD consoles with an additional CAD connection in the Battalion Commander’s office, Captain’s office, Public Service Officer’s office and Department Operations Command room.
1.2.2 Future Back‐Up Dispatch Operations Centers
The City intends to establish additional back‐up dispatch operations centers for LAFD. The additional anticipated dispatch centers will be located at LAPD Valley Dispatch Center and LAPD Metropolitan Dispatch Center. Thus, Proposer will also be required to visit these additional locations during the site visits.
1.3 Computer‐Aided‐Dispatch
LAFD currently operates an open‐architecture computer‐aided dispatch (CAD) with customized software that was specifically designed for the Department. In the near future, the City intends to replace the Department’s current CAD. Therefore, the proposed FSAS must interface with the existing CAD, as well as any next generation of 911‐style CAD.
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While a new CAD may not be installed prior to the installation of the proposed FSAS, it is expected that the new FSAS be accessible from the current proprietary CAD as well as any next generation CAD that is selected by the City. It is understood that integration work must be performed by selected CAD vendor to communicate with FSAS, but FSAS vendor should make themselves available to assist however possible at such time.
The Proposer must outline any anticipated concerns, problems, challenges and/or disruptions in services that may occur with the proposed system when the City transitions from the existing CAD to a new CAD.
Any reference henceforth to “CAD” in this document refers to both the existing CAD and the anticipated next generation of 911‐style CAD.
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2. General Proposal Conditions
2.1 Definition of Terms
The following terms used in the RFP documents shall be construed as follows:
“City” shall mean the City of Los Angeles.
“Department” shall be considered synonymous with the City’s Fire Department.
“Agreement” shall be considered synonymous with term “Contract.”
“Contractor” shall mean the individual, partnership, corporation or other entity selected to implement the new FSAS.
“Proposer” shall mean any entity that submits a proposal in response to this RFP.
2.2 Property of City/Proprietary Material
All proposals submitted in response to this RFP shall become the property of the City of Los Angeles and subject to the State of California Public Records Act. Proposers shall identify all copyrighted material, trade secrets or other proprietary information that the proposers claim are exempt from the California Public Records Act (California Government Code Section 6250 et seq.).
If a Proposer claims such an exemption, the City will notify the Proposer in the event that a request for disclosure of that information is lodged. The City is required under law to make an independent determination as to whether information is required to be disclosed under the California Public Records Act.
2.3 Advisory Notices and Addendum(a)
The City reserves the right to issue addendum(a) to this RFP, which shall be made available to registered users on www.labavn.org. The City recommends that the Proposer check the website frequently, including shortly before the deadline to submit the proposal, to ensure the Proposer has complied with any addendum and/or advisory notices that have been issued. All proposers must acknowledge any addendum(a) issued as a result of any change in this RFP on the proposer’s signature declaration page. Failure to indicate receipt of addendum(a) may result in a proposal being rejected as non‐responsive.
Proposer is responsible for ensuring that its proposal reflects any and all changes regardless of when the proposal was submitted. Failure to address the requirements of such addendum may result in the proposal not being considered. This determination shall be made at the sole discretion of the City which shall not be bound by any representations otherwise.
2.4 Licensing Requirements
Proposer must ensure that all work performed, including, but not limited to, alternations to the fire stations, construction, installation and mounting of equipment, is performed in compliance
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and consistent with all laws and regulations. Any work that requires specialty crafts, certifications and/or licenses must be outlined as such in the proposal. Proposer must identify the entity they will subcontract with that possesses the requisite licenses and/or certifications for said work in the proposal.
2.5 Multiple Proposals
Proposers interested in submitting more than one proposal may do so, provided that each proposal stands alone and independently complies with the instructions, conditions and specifications of the RFP.
2.6 Additional Data The proposal must include any other relevant information the Proposer believes essential to the evaluation of the proposal.
2.7 Pre‐Award Negotiations Prior to award of the contract, the successful Proposer may be required to attend negotiation meetings that will be scheduled at a later date. The intent of the meeting(s) will be to discuss and negotiate contract requirements, prices, service level agreements, detailed scope of work specifications, ordering, invoicing, delivery and receiving and payment procedures in order to insure successful administration of the contract.
2.8 Contract Negotiations All Proposers approved for funding shall be required to enter into contracts with the City. At a minimum, the selected Proposers shall be bound to the terms of their proposals. The City reserves the right to make a contract award contingent upon the satisfactory completion by the Proposer of certain special conditions. The contract offer of the City may contain additional terms or terms different from those set forth herein.
As part of the negotiation process, the City reserves the right to:
Fund all or portions of a Proposer’s proposal and/or require that one Proposer collaborate with another for the provision of specific services, either prior to execution of an agreement or at any point during the life of the agreement.
Use other sources of funds to fund all or portions of a Proposer’s proposal.
Require that a funded Proposer utilize a facility designated by the City for purposes of implementing its project.
Elect to contract directly with one or more of the identified collaborators.
Require all collaborators identified in the proposal to become co‐signatories to any contract with the City.
2.9 Award of Contract Award of contract is made to the contractor/consultant with the best combination of price, experience, and quality of service delivery. Awards are not restricted to the lowest cost proposal..
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2.10 Execution of Contract
Unless otherwise stated, proposals submitted shall be irrevocable for a period of 90 days following the proposal opening date. A response to this RFP is an offer to contract with the City based upon the terms, conditions, service level agreement and specifications contained in the proposal submitted. A contract will be formed when the City awards the contract to the selected Proposer.
Any contract made pursuant to this RFP must be accepted in writing by the Proposer. If for any reason Proposer should fail to accept the contract in writing, any conduct by Proposer which recognizes the existence of a contract pertaining to the subject matter hereof, shall constitute acceptance by Proposer of the contract and all of its terms and conditions.
2.11 Subcontractors/Joint Ventures
Acceptance or rejection of a Proposer’s request to use subcontractors is at the sole discretion of the City. With approval of the City, the contractor may enter into subcontracts and joint participation agreements with others for the performance of portions of resultant agreement.
The provisions of resultant agreement shall apply to all subcontractors in the same manner as to the contractor. In particular, the City will not pay, even indirectly, the fees and expenses of subcontractors that do not conform to the limitations and documentation requirements of resultant agreement.
2.12 Contractor’s Address
The address given in the Proposal shall be considered the legal address of the contractor and shall be changed only by written notice to the City. The contractor shall supply an address to which certified mail can be delivered. The delivery of any communication to the contractor personally, or to such address, or the depositing in the United States Mail, registered or certified with postage prepaid, addressed to the contractor at such address, shall constitute a legal service thereof. Also, telephone numbers, fax numbers, and e‐mail addresses (if applicable) must be provided.
2.13 Information on Business Location and Workforce
It is the policy of the City to encourage businesses to locate or remain in the City. Therefore, the City Council requires all City departments to gather information on the headquarters address and certain information on the employees of the firms contracting with the City. The following information must be included in each proposal:
Headquarters address of the proposing firm.
Total workforce.
Percentage of the total workforce residing in the City.
Percentage of total workforce employed in the City.
The address of branch offices located within the City.
Workforce in each Los Angeles branch office(s).
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Percentage of workforce in each Los Angeles branch office(s) residing in the City.
If the Proposer is a joint venture or other collaboration of separate entities, each member of the joint venture or collaboration must submit such a list.
2.14 Accuracy and Completeness
The proposal must set forth accurate and complete information as required in this RFP. Unclear, incomplete and/or inaccurate documentation may not be considered. Falsification of any information may result in disqualification.
If the Proposer knowingly and willfully submits false performance or other data, the City reserves the right to reject the proposal. If it is determined that a contract was awarded as a result of false performance or other data submitted in the response to the RFP, the City reserves the right to terminate the contract.
Unnecessarily elaborate or lengthy proposals or other presentations beyond those needed to give a sufficient, clear response to all the RFP requirements are not desired.
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3. Specific Terms and Conditions
3.1 Proposal Security Deposit Bond [The amount of the Proposal Security/Deposit/Bond will depend on advice provided by the CAO.]
3.2 Performance Bond
The successful Proposer will be required to provide a performance bond, in accordance with the City’s Risk Management Requirements prior to the award of the contract to cover the completion of the project.
3.3 Non‐Discrimination/Equal Employment Practices/ Affirmative Action
The Proposer agrees not to discriminate during the performance of the Agreement against any employee or applicant for employment because of the employee's or applicant's race, religion, national origin, ancestry, sex, age, sexual orientation, disability, marital status, domestic partner status, or medical condition.
The Los Angeles Administrative Code Section 10.8 et seq. establishes an Affirmative Action Program for Proposers doing business with the City. (A copy of the City Charter and Administrative Codes may be viewed on the Internet at http://lacodes.lacity.org.) As a condition of contract award, the selected Proposer is required to comply with the provisions of the City’s Affirmative Action Program. Proposers must refer to Attachment I, Non‐Discrimination, Equal Employment Practices, and Affirmative Action Program, of the RFP for additional information and instructions. Proposals must include a signed Affirmative Action Practices Certification Form (Form A‐1), Composition of Workforce Form (Form A‐2), and a signed Affirmative Action Plan consisting of either:
Trade association Affirmative Action Plan ‐ a contractor's Affirmative Action Plan developed as part of a Collective Bargaining Agreement to which the contractor is a party, is acceptable if it meets the requirements of Los Angeles Administrative Code, Section 10.8 through Section 10.13 et seq.
The Proposer’s own Affirmative Action Plan that meets all the requirements of the City’s Program.
A signed copy of the City’s Affirmative Action Plan (Form A‐6 and A‐7).
3.4 Business Inclusion Program (BIP) Requirements
It is the policy of the City to provide Minority Business Enterprise (MBE), Women Business Enterprise (WBE), Small Business Enterprise (SBE), Emerging Business Enterprise (EBE), Disabled Veteran Business Enterprise (DVBE), and all Other Business Enterprise (OBE) concerns an equal opportunity to participate in the performance of all City contracts. Proposers will assist the City in implementing this policy by taking all reasonable steps to ensure that all available business enterprises; including MBEs, WBEs, SBEs, EBEs, DVBEs and OBEs, have an equal opportunity to compete for, and participate in, City contracts. Equal opportunity will be determined by the Proposer’s BIP outreach documentation. Participation by MBEs, WBEs, SBEs, EBEs, DVBEs, and OBEs may be in the form of subcontracting. Proposers must refer to the Business Inclusion
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Program Helpful Hints on www.labavn.org. BIP outreach must be performed using the Business Assistance Virtual Network (www.labavn.org). A Proposer’s failure to utilize and complete their BIP outreach as prescribed may result in their proposal being deemed non‐responsive.
3.5 Equal Benefits Ordinance (EBO) Proposers are advised that any contract awarded pursuant to this procurement process shall be subject to the applicable provisions of Los Angeles Administrative Code Section 10.8.2.1, Equal Benefits Ordinance (EBO), as provided in Exhibit N of this RFP.
All Proposers must complete and upload, the Equal Benefits Ordinance Affidavit (two (2) pages) available on the City of Los Angeles’ Business Assistance Virtual Network (BAVN) residing at www.labavn.org prior to award of a City contract valued at $5,000 or more. The Equal Benefits Ordinance Affidavit shall be effective for a period of twelve months from the date it is first uploaded onto the City’s BAVN. Proposers do not need to submit supporting documentation with their bids or proposals. However, the City may request supporting documentation to verify that the benefits are provided equally as specified on the Equal Benefits Ordinance Affidavit.
Proposers seeking additional information regarding the requirements of the Equal Benefits Ordinance may visit the Bureau of Contract Administration’s website at www.bca.lacity.org.
3.6 Contractor Responsibility Ordinance (CRO) Proposers are advised that any contract awarded as a result of this RFP process may be subject to the provisions of the Los Angeles Administrative Code, Section 10.40 et seq., Contractor Responsibility Ordinance (CRO). Proposers must refer to Attachment F, “Contractor Responsibility Ordinance” for further information regarding the requirements. All Proposers must complete and return with their proposal the Responsibility Questionnaire included in Attachment F. Failure to return the completed Questionnaire will result in a Proposer being deemed non‐responsive. Corporations must affix their corporate seal to all pages in the Questionnaire that requires a signature.
3.7 Non‐Collusion Statement
Each proposal must include an executed Statement of Non‐Collusion included in Attachment D of this RFP. If the Proposer is a joint venture or other collaboration of separate entities each member of the joint venture or collaboration must submit an executed statement. Corporations must affix their corporate seal.
3.8 Contractor Evaluation Ordinance (CEO) Proposers are advised that any contract awarded as a result of this RFP process may be subject to the provisions of the Contractor Evaluation Ordinance (Los Angeles Administrative Code, Section 10.39 et seq.). In accordance with this Ordinance the City must conduct an evaluation of a contractor’s performance at the end of the Agreement.
The City may also conduct evaluations of the contractor’s performance during the term of the Agreement. Evaluations will be based on a number of criteria, including the quality of the work product or services performed, the timeliness of performance, financial issues and the expertise of personnel that the Contractor assigns to the Agreement. Information from the evaluations
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will be kept in a centralized database and City departments will consider that information when awarding future contracts.
3.9 Slavery Disclosure Ordinance Unless otherwise exempt, in accordance with the provisions of the Slavery Disclosure Ordinance, any contract awarded pursuant to this RFP will be subject to the Slavery Disclosure Ordinance, Section 10.41 of the Los Angeles Administrative Code, as provided in Exhibit N of this RFP.
All Proposers must complete and upload, the Slavery Disclosure Ordinance Affidavit (one (1) page) available on the City of Los Angeles’ Business Assistance Virtual Network (BAVN) residing at www.labavn.org prior to award of a City contract.
Proposers seeking additional information regarding the requirements of the Slavery Disclosure Ordinance may visit the Bureau of Contract Administration’s website at www.bca.lacity.org.
3.10 Prevailing Wage Requirements
The Contractor must comply with the provisions of the California Labor Code relating to Public Works wages. These provisions require the Contractor to pay not less than the general prevailing wage rates to all workers employed in the execution of the contract and to post a copy of the general prevailing wage rates at the job site, in a conspicuous place available to all employees and applicants for employment.
The general prevailing wage rates must be those rates as determined by the Director of the Department of Industrial Relations (DIR) of the State of California. Copies of these rates are on file in the Office of Contract Compliance, Bureau of Contract Administration, telephone (213) 847‐2629.
State prevailing wage rates may be obtained from the Division of Labor Statistics and Research at http://www.dir.ca.gov/dlsr/DPreWageDetermination.htm.
3.11 First Source Hiring Ordinance
Unless approved for an exemption, contractors under contracts primarily for the furnishing of services to or for the City, the value of which is in excess of $25,000 and a contract term of at least three (3) months, and certain recipients of City Loans or Grants, shall comply with the provisions of Los Angeles Administrative Code Sections 10.44 et seq., First Source Hiring Ordinance (FSHO). Bidders/Proposers shall refer to Attachment G, “First Source Hiring Ordinance” for further information regarding the requirements of the Ordinance. The Anticipated Job Opportunities Form (FSHO‐1) and Subcontractor Information Form (FSHO‐2) contained in the Attachment/Appendix shall only be required of the Bidder/Proposer that is selected for award of a contract.
3.12 Standard Provisions for City Contracts
The selected Proposer will be required to enter into a contract with the City that is consistent with the requirements of this RFP. The City will include in the contract the provisions as discussed here and presented in Attachment N . Proposal Volume II must either include: a) a statement of the Proposers willingness and ability to comply with each individual contract
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provision discussed in Attachment N or; b) present alternate contract language and a discussion describing the reasons for the Proposer’s requested deviation from proposed City contract provision(s).
The City reserves the rights to further negotiate the terms and conditions of the contract except those provisions that are required by City Ordinance or State or Federal law.
The “Standard Provisions for City Contracts” (as amended from time to time) attached, as Attachment N must be incorporated into and made a part of the final contract. Standard Provisions for City Contracts are contract provisions developed by the City Attorney to reflect the requirements of various City Ordinances and other City policies. The Standard City Contract Provisions are utilized for all City contracts.
The standard citywide indemnification and insurance conditions are incorporated into the Standard Provisions for City Contracts (see Attachment N). The specific insurance coverage and limits currently anticipated for a contract issued pursuant to this RFP are detailed on the “Insurance Requirements Sheet” attached to said Standard Provisions.
Bidders/Proposers who believe that they meet the qualifications for one of the exemptions described in the LWO List of Statutory Exemptions shall apply for exemption from the Ordinance by submitting with their proposal the Bidder/Contractor Application for Non‐Coverage or Exemption (Form OCC/LW‐10), or the Non‐Profit/One‐Person Contractor Certification of Exemption (OCC/LW‐13). The List of Statutory Exemptions, the Application and the Certification are attached hereto as Attachment K.
3.13 City Business Tax Registration Certificate
The contractor shall obtain and keep current a Business Tax Registration Certificate Number (BTRC #) and all such certificates required of it and shall not allow any such certificate(s) to be revoked or suspended while any contract is in effect. The Office of Finance administers this program. They are located at City Hall 200 N. Spring St, Room 101, Los Angeles, CA 90012. Their phone number is (213) 473‐5901. Forms and instructions can be accessed via the Internet at http://www.lacity.org/finance/.
3.14 Notice Regarding Los Angeles Campaign Contribution and Fundraising Restrictions
Proposers who submit a response to this solicitation are subject to the Los Angeles City Charter Section 470(c)(12) and related ordinances. As a result, Proposers may not make campaign contributions to and/or engage in fundraising for certain elected City officials or candidates for elected City office from the time they submit the response until either the Contract is approved or, for successful Proposers, 12 months after the contract is signed. The Proposers’ principals and subcontractors performing $100,000 or more in work on the Contract, as well as the principals of those subcontractors, are subject to the same limitations on campaign contributions and fundraising.
Proposers must submit CEC form 55 (provided in Attachment O ) to the awarding authority at the same time its proposal is submitted. The form requires Proposers to identify their principals, their subcontractors performing $100,000 or more in work on the contract, and the principals
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and subcontractors. Proposers must also notify their principals and subcontractors in writing of the restrictions and include the notice in contracts with subcontractors. Proposals submitted without a completed CEC Form 55 shall be deemed non‐responsive. Proposers who fail to comply with City law may be subject to penalties, termination of contract, and debarment. Additional information regarding these restrictions and requirements may be obtained from the City Ethics Commission at (213) 978‐1960 or http://ethics.lacity.org.
3.15 Compliance
Contractor must comply with federal, state, county and municipal laws in the performance of this agreement.
3.16 California State Sales Tax
Do not include California State sales tax in prices quoted unless otherwise requested. If requested, sales tax must be identified as being included in the pricing.
3.17 California State Board of Equalization Permit
Proposer shall enter the company’s State of California Board of Equalization permit number on the proposal form. If the company does not have this permit, the Proposer shall sign the proposal form declaring that the company has no California sales tax permit.
3.18 Federal Excise Taxes
The City of Los Angeles is exempt from the payment of excise taxes imposed by the Federal Government. Such taxes must not be included in the proposed prices. Federal excise exemption certificates will be furnished by the Department of General Services upon request.
3.19 Quality Standards of Material (Cost of Testing)
If desired by the City, material(s) and/or service(s) in this proposal shall be subjected to testing, dissection or analysis by a recognized testing laboratory or consultant selected by the City to determine that the material(s)/services(s) submitted for proposal conform to the specifications. Unless otherwise stated in the RFP, the cost of testing, dissection or analysis shall be borne by the City.
3.20 New and Unused
Except for rental services and specified re‐manufactured parts, all materials and equipment furnished shall be new and unused. The requirement shall not preclude the use of recycled material in the manufacturing process.
3.21 Discounts Language
Contractor/consultant agrees to offer the City any discount terms that are offered to its best customers for the goods and services provided proposed under this RFP.
3.22 General City Reservations
The City reserves the right to:
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Extend the submission deadline should it be in the interest of the City. In this instance Proposers will have the right to revise their proposals in the event the deadline is extended.
Withdraw this RFP at any time without prior notice. The City makes no representation that any contract will be awarded to any Proposer responding to this RFP. The City reserves the right to reject any and all submissions.
Verify all information in the proposal. If the information cannot be verified, and if the errors are not willful, the City reserves the right to reduce the rating points awarded.
Require a pre‐award interview and/or site inspection.
Waive informalities in the proposal in accordance with the City Charter.
The Proposer may not make any changes or additions after the deadline to submit proposals. The City reserves the right to request additional information or documentation, as it deems necessary.
If the selection of the Proposer is based in part on the qualifications of specific key individuals named in the proposal, the City must approve in advance any changes in the key individuals or the percentage of time the individuals spend on the project. The City reserves the right to have the selected Proposer replace any project personnel.
3.23 Standing of Proposer
Regardless of the merits of the proposal submitted, a Proposer may not be recommended for funding it if has a history of contract non‐compliance with the City or any other funding source, poor past or current contract performance with the City or any other funding source, or current disputed or disallowed costs with the City or any other funding source.
Contractors/organizations that have been sanctioned because of non‐compliance with Single Audit requirements for managing grant funds will be eligible to apply; however, they will not be eligible to receive any funding, if awarded under this RFP process, until the sanction is removed.
The City will only enter into an agreement with entities that are in good standing with the California Secretary of State.
3.24 Eligible Proposers
1. The Proposer must be qualified to conduct business in the State of California.
2. Proposer must be in good standing with the Secretary of State, if a Corporation or Limited Liability Company.
3. Proposer has not been determined to be non‐responsible nor has the Proposer been debarred by the City pursuant to the Contractor Responsibility Ordinance.
4. Proposer has not been debarred by the federal government, State of California, or local government.
5. If the Proposer has contracted with the State of California or the City of Los Angeles, it must not have an outstanding debt which has not been repaid or for which a repayment agreement plan has not been implemented. If it has contracted with the City of Los Angeles, it must not have an outstanding disallowed cost or other liability to the City.
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6. Financial stability and ongoing ability to provide the services proposed.
7. Availability of adequate staffing, including support and backup staff, with sufficient experience and technical expertise.
8. Proposer must propose equipment that meets NFPA Guidelines and Standards.
9. Proposer must have attended the Mandatory Pre‐proposal Conference.
10. Proposer must have attended the Mandatory Site Visits.
3.25 Source of Funds
The funding and contracting authority for this RFP is subject to the Los Angeles City Council approval and the continuing availability of City funds for this project.
3.26 Confidentiality and Restrictions Disclosure
All Proposers are advised that any contract awarded as a result of this RFP process will be subject to the following provisions:
All documents, records, and information provided by the City to the Contractor, or accessed or reviewed by the Contractor, during performance of this Agreement will remain the property of the City. All documents, records and information provided by the City to the Contractor, or accessed or reviewed by the Contractor during the performance of this Agreement, are confidential (hereinafter collectively referred to as “Confidential Information”). The Contractor agrees not to provide Confidential Information, nor disclose their content or any information contained in them, either orally or in writing, to any other person or entity. The Contractor agrees that all Confidential Information used or reviewed in connection with the Contractor’s work for the City will be used only for the purpose of carrying out City business and cannot be used for any other purpose. The Contractor will be responsible for protecting the confidentiality and maintaining the security of City documents and records in its possession.
The Contractor will make the Confidential Information provided by the City to the Contractor, or accessed or reviewed by the Contractor during performance of this Agreement, available to its employees, agents and subcontractors, only on a need to know basis. Further, the Contractor will provide written instructions to all of its employees, agents and subcontractors, with access to the Confidential Information about the penalties for its unauthorized use or disclosure.
The Contractor will store and process Confidential Information in an electronic format in such a way that unauthorized persons cannot retrieve the information by computer, remote terminal or other means.
The Contractor must not remove Confidential Information or any other documents or information used or reviewed in connection with the Contractor’s work for the City from City facilities without prior approval from the City. The Contractor will not use, other than in direct performance of work required pursuant to the Agreement, or make notes of any home address or home telephone numbers contained in Confidential Information provided by the City that are reviewed during work on this Agreement. The Contractor will, at the conclusion of this Agreement, or at the request of the City, promptly return any and all Confidential Information and all other written materials, notes, documents, or other
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information obtained by the Contractor during the course of work under this Agreement to the City. The Contractor will not make or retain copies of any such information, materials, or documents.
Any reports, findings, deliverables, analyses, studies, notes, information, or data generated as a result of this Agreement are to be considered confidential. The Contractor will not make such information available to any individual, agency, or organization except as provided for in this Agreement or as required by law.
The Contractor will require that all its employees, agents, and subcontractors who will review, be provided, or have access to Confidential Information, during the performance of this Agreement, execute a confidentiality agreement that incorporates the provisions of this Section, prior to being able to access Confidential Information.
The Contractor will develop and administer a document Control Procedure over documents flowing to and from the City, in such a manner as to ensure that the confidentiality requirements of this Section 5 are met. Each document will be controlled through the use of a Document Control Number.
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4. Contract Execution Requirements
If recommended for funding, the Proposer shall be required to enter into an agreement with the City of Los Angeles and comply with the requirements listed below.
Failure to comply with these requirements will result in non‐execution of the contract. The contract will incorporate the Standard Provisions for City Contracts, Exhibit N. The agreement with the selected Proposer(s) will be on a FIXED fee‐for‐performance basis.
Insurance Certificates
Selected Proposers will be required to maintain insurance at a level to be determined by the City’s Risk Manager, with the City named as an additional insured. Selected Proposers will be required to provide insurance at the time of contract execution. Proposers shall refer to Attachments M and N for City of Los Angeles Insurance Requirements.
Secretary of State Documentation
All contractors are required to submit one copy of their Articles of Incorporation, partnership, or other business organizational documents (as appropriate) filed with the Secretary of the State. Organizations must be in good standing and authorized to do business in California.
Corporate Documents
All contractors who are organized as a corporation or a limited liability company are required to submit a Secretary of State Corporate Number, a copy of its By‐Laws, a current list of its Board of Directors, and a Resolution of Executorial Authority with a Signature Specimen.
City Business License Number
All contractors are required to submit one copy of their City of Los Angeles Business License, Tax Registration Certificate or Proposer Registration Number. To obtain a Business Tax Registration Certificate (BTRC) call the City Clerk’s Office at (213) 473‐5901 and pays the respective business taxes. The address is as follows: City of Los Angeles, City Hall, Room 101, Office of Finance, Tax and Permit Division, 201 North Main Street, Los Angeles, CA 90012.
Proof of IRS Number (W‐9)
All contractors are required to complete and submit Proof of IRS Number (W‐9) Form.
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5. Procurement Process
It is the City’s intent to award a contract, in a form approved by the City Attorney, to the selected Proposer. The City anticipates issuing a contract term for 5 (five) years, covering implementation and warranties. The contract may include options of up to three additional five‐year renewals. This RFP and the submitted proposal, or any part thereof, may be incorporated into and made a part of the contract. Proposals accepted by the City in writing constitute a legally binding contract offer. All proposals shall be prepared simply and economically, avoiding the use of unnecessary promotional material.
The City reserves the right to modify requirements of this RFP if it is in the best interest of the City.
5.1 Mandatory Proposers’ Conference
The City will conduct a Mandatory Proposers’ Conference to provide Proposers an opportunity to have questions answered about procedural and substantive issues related to this RFP. Proposers shall contact the RFP Administrator at least seven (7) working days prior to the Proposers’ Conference to RSVP and/or to submit any questions in writing.
No minutes will be taken at the Conference; attendees will be responsible for taking their own notes. If you have any further questions regarding the RFP, please refer to the Request for Clarification guidelines set forth in Section 5.3.
All questions raised at the Proposers’ Conference will be recorded and may be answered orally. All questions and answers will be memorialized in a questions and answers (Q&A) document maintained on the City of Los Angeles Business Assistance Virtual Network at www.labavn.com.
Bring your own copy of the RFP. Copies will not be provided at the conference.
The conference is scheduled for Thursday, August 16, 2012 at 9:00am:
City of Los Angeles Emergency Operations Center
500 Temple Street (Media Room) Los Angeles, CA 90012
Attendance at the Proposers’ Conference is mandatory. Failure to attend the Proposers’ Conference will result in the rejection of the proposal.
5.2 Mandatory Site Visits
The City will also conduct mandatory site visits to provide Proposers an opportunity to determine the individual proposal/costs of each separate installation. All prospective Proposers shall attend the site visits on the dates and times as scheduled by LAFD. Potential Proposers that have previously visited the sites are not exempt or excluded from attending the mandatory site visits. The purpose of these mandatory site visits is to determine the individual proposal/costs
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of each separate installation. The proposal for each location shall include a rough drawing and a list of all equipment/systems proposed with a room/location identified. Proposer shall evaluate the potential need for any additional electrical upgrades or other significant building modifications necessary to provide a complete and functional system. Electrical upgrades or other required building modifications should be noted by the Proposer but not included in the price of quote.
Member(s) of the LAFD will participate in and coordinate all site visits. The City anticipates these site visits will be conducted August 17, 2012 – September 14, 2012.
Attendance at all of the site visits is mandatory. Failure to attend the Site Visits will result in the rejection of the proposal.
5.3 Requests for Clarification All RFP‐related questions must be submitted by e‐mail to the Contract and Grants Section Manager, Bill Jones, at [email protected]. Please identify the RFP title and number in the subject line of your message.
To ensure the fair and consistent distribution of information, all questions will be answered via the Q&A document available on www.labavn.org. No individual answers will be given. The Q&A document will be updated on a regular basis to ensure the prompt delivery of information.
All RFP‐related questions must be submitted on or before October 2, 2012 2:00pm (Pacific Time). RFP‐related questions will NOT be accepted after that date and time. Questions to which you would like a response at the Mandatory Proposers’ Conference must be submitted in accord with the requirements above.
5.4 Proposal Timeline
Below is the timeline for this proposal process:
Description Responsibility Completion Date Publish RFP City July 26, 2012 Due Date to Submit Written Questions for Pre‐Proposal Conference
Proposer August 9, 2012
Mandatory Proposers’ Conference City/Proposer August 16, 2012 Mandatory Site Visits City/Proposer August 17, 2012 –
September 14, 2012 Deadline to Submit Written Questions Proposer October 2, 2012 Proposal Submission Deadline Proposer October 16, 2012
5.5 Proposal Submission
Proposers shall submit the original proposal plus twelve (12) complete copies in 3‐ring binders, as well as twelve (12) CD‐ROMs containing the complete copy of the proposal. Digital files shall be in Microsoft Word or Excel format, in any version from 1997 to 2010. The CD‐ROM should not be redacted. Proposals submitted via facsimile or e‐mail will not be accepted.
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Materials in response to this RFP shall be delivered to the City in a sealed package in person or by courier service and received by 2:00pm (Pacific Time), October 16, 2012, at the following address:
Stewart Young Deputy Contract Coordinator
Los Angeles Fire Department – City Hall East 200 N. Main Street, Room 1640
Los Angeles, CA 90012
The label shall clearly identify the RFP for which the proposal is submitted.
Persons who deliver a Proposal will be issued a “Notice of Receipt of Proposal.” The original copy of the submitted Proposal will be marked with a time and date stamp. Timely submission of the Proposal is the sole responsibility of the Proposer. The City reserves the right to determine the timeliness of all submissions.
5.5.1 Late Proposals
Late proposals will not be evaluated.
5.5.2 Withdrawal of Proposals
Proposer may withdraw a submitted proposal in writing at any time prior to the specified due date and time. Faxed withdrawals will be accepted. A written request, signed by an authorized representative of the company, shall be submitted to the Contract and Grants Section Manager (see Section 2.8.2). After withdrawing a previously submitted proposal, the Proposer may submit another proposal at any time up to the specified due date and time.
5.6 Proposal Evaluation Criteria Proposals will be evaluated based on the Proposers’ ability to meet the performance requirements set forth in this RFP, with the evaluation criteria as outlined below:
SELECTION CRITERIA POINTS FSAS Design and Functional Capabilities System 30 Methodology 20 Contractor’s Demonstrated Ability to Complete Project 20 Staff Experience and References 15 Cost Proposal 15 Total Possible 100
The City may elect to request oral presentation from a Proposer.
5.7 Protests and Objections Protests concerning this RFP process will be accepted by the Department based on either the RFP content (terms and conditions as set forth in the RFP) or the staff recommendation for contract award (selection process).
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5.7.1 RFP
A protest based on the content (terms and conditions as set forth in the RFP) of the RFP shall be filed within fifteen (15) calendar days after the RFP is first advertised. The Department will respond in writing by mail to protestor(s) within fifteen (15) calendar days of receipt of the protest. Should the Department determine that a revision to the RFP is appropriate, the City will mail a notice to all firms in attendance at the Proposers’ Conference of any revisions to the RFP.
5.7.2 Selection Process
A protest based on the specific selection process shall be filed with the City within fifteen (15) calendar days after staff recommendation for contract award has been made available to the public. The City will notify Proposers in writing by mail of the City’s staff recommendation of contract award. Upon receipt of any protests on the specific selection process, a review of the protest(s) shall be conducted by the Protest Review Committee (Committee members to be identified at a later time). A protest hearing will be convened at a publicly noticed meeting. Protesting parties will be notified of the specific date, time and location that the protest will be discussed, and will be given the opportunity to present their arguments at the public session. The City will conduct the hearing within thirty (30) calendar days of the protest submission deadline. The findings of the Protest Review Committee will be presented to the City’s Board of Fire Commissioners for consideration at one of its scheduled public meetings.
If the protest submission deadline falls on a weekend or a holiday, then the deadline will be extended to the next business day.
All protests regarding this RFP must be in writing and sent by certified mail with return receipt to:
Bill Jones Contract and Grants Section Manager
Los Angeles Fire Department Administrative Services Bureau, Contracts Unit
200 N. Main St., Room 1630 Los Angeles, CA 90012
All protests shall include the following information:
1. Name, address, and telephone number of the protester. 2. Name and number of this RFP. 3. A full and complete written statement specifying in detail the legal and factual grounds of
the protest, including copies of relevant documents. 4. Statement as to the form of relief requested. 5. Request that the Protest Review Committee make a recommendation regarding the protest
to the Board of Fire Commissioners. After the close of the hearing the City’s Board of Fire Commissioners shall make a final determination with respect to the protest, and shall award the contract accordingly or reject all proposals. The decision shall be final.
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5.8 Information Requested and Not Furnished
The information requested and the manner of submission are essential to permit prompt evaluation of all proposals. Accordingly, the City reserves the right to declare as non‐responsive and reject any proposals in which information is requested and is not furnished or when a direct or complete answer is not provided.
5.9 Alternatives The Proposer shall not change any wording in the RFP or associated documents. Any explanation or alternatives offered shall be submitted in a letter attached to the front of the proposal documents. Alternatives that do not substantially meet the City’s requirements cannot be considered. Proposals submitted subject to certain conditions and/or limitations may be rejected as non‐responsive.
5.10 Proposal Errors
Proposer is liable for all errors or omissions incurred by Proposer in preparing the proposal. Proposer will not be allowed to alter proposal documents after the due date for submission.
The City reserves the right to make corrections or amendments due to errors identified in proposal by the City or the Proposer. This type of correction or amendment will only be allowed for errors as typing, transposition or any other obvious error. Any changes will be date and time stamped and attached to proposal. All changes shall be coordinated in writing with, authorized by and made by the Contract Administrator.
5.11 Costs Incurred by Proposers
The City is not responsible for any costs incurred by Proposer while submitting proposals. All Proposers who respond to solicitations do so solely at their own expense. Proposals shall not include any such expenses as part of the proposed budget.
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6. Proposal Submission Format and Content
In order to facilitate the evaluation process, a standard format for proposal submission has been developed. It is the responsibility of each Proposer to include the requested information in the appropriate section and to provide a comprehensive response that addresses all aspects of this RFP. All proposals must be complete, in writing, and accompanied by all required City forms, appendices, specifications, drawings schematic diagrams and any technical and/or illustrative literature. The content and sequence of the proposal must be organized and labeled as outlined below, in the specified order, tabbed, and bound in binders. The City may deem a Proposer non‐responsive if the proposer fails to provide all required information, documentation and copies before the due date.
The proposal should clearly identify all the necessary infrastructure, systems, hardware, software, resources, and personnel needed for the implementation, operation and maintenance of the proposed FSAS system. It should also clearly state the assumptions and dependencies of the proposed solution.
Proposals should be tabbed and organized as set forth below:
I. Cover Letter
II. Table of Contents
III. Executive Summary
IV. Proposer Qualifications and Profile
V. Proposed FSAS System and Design
VI. Approach
VII. Warranties and Support
VIII. Training
IX. Cost Proposal
X. Payment Structure
XI. Project Schedule and Management Methodologies
XII. Key Personnel
XIII. Additional Equipment
XIV. Additional Information
XV. Required City Documents
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6.1.1 Cover Letter
Each proposal shall be accompanied by a cover letter that identifies the legal business status (e.g., individual, partnership, corporation, etc.), address, telephone number, fax number, and e‐mail address of the Proposer. The cover letter must contain a general statement of purpose for submission. The cover letter shall indicate the name, title, address, and telephone number of the person or persons authorized to represent the Proposer in order to enter into negotiations with the City with respect to this RFP and any subsequent awarded contract. The cover letter shall also indicate any limitation of authority for any person named.
The cover letter shall be signed by a representative or officer of the Proposer who is authorized to bind the firm to all provisions of the RFP. Said representative shall also have authority to make subsequent changes to the contract if an award is made.
If the Proposer is a partnership, a general manager shall sign the proposal in the name of the partnership thereof. If the Proposer is a corporation, the proposal shall be signed on behalf of the corporation by two (2) authorized officers (a Chairperson of the Board, President or Vice President, and a Secretary, Treasurer, or Chief Financial Officer) or by an officer authorized by a resolution of the Board of Directors to execute such documents on behalf of the corporation. The corporate seal shall be affixed.
Proposals submitted by consortiums, joint ventures, or teams will not be considered responsive unless it is established in the proposal that all contractual responsibility rests solely with one member of the group or one legal entity. The proposal shall clearly identify the responsible entity.
All above signatures shall be original and written in ink.
6.1.2 Table of Contents
The Proposal shall include a Table of Contents listing, at a minimum, the proposal sections required by this RFP, with page numbers.
6.1.3 Executive Summary
The Executive Summary shall contain an overview of the Proposal that demonstrates an understanding of the City’s requirements. It should also include features of proposed solution that highlight how it meets those requirements, as well as a summary of the Proposer’s relevant background and experience.
6.1.4 Corporate Seal
Corporations must affix their corporate seal to required documentation that must be submitted with the proposal. Failure to do so will render the proposal as non‐responsive.
6.1.5 Proposer Qualifications and Profile
The Proposer profile shall give the City a good understanding of the Proposer’s business. A full set of responses is required for the Proposer and each proposed Subcontractor. Responses shall be considered a commitment on the Proposer’s part to provide comparable levels of services to the City. If this will not be the case, provide a statement of explanation.
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6.1.5.1 Company Profile
Please include the following information:
Provide a brief history of your company, the year founded, form of the organization (corporation, partnership, sole proprietorship).
How many years has your organization been in business as a fire station alerting supplier?
List any industry achievements or awards that the firm or individuals in the firm may have gained.
Describe the firm’s success and years of experience in achieving similar project goals and objectives as described in the RFP, and highlight the participation in such work by the key personnel proposed for assignment to this project.
Describe the firm’s success in completing similar projects on time. Particular emphasis should be placed on projects of similar size and completed in a government setting.
Identify subcontractors by company name, address, contact person, telephone number, and project function. Describe your firm’s experience working with each subcontractor, and include references for at least two similar projects completed with said subcontractor.
6.1.5.2 Organizational Information
Enclose an organization chart for your company sales, support, and service divisions. Indicate the total number of employees and their distribution by function. Identify, with an asterisk, those categories comprised of people serving multiple roles. Please include the following information:
Total employees
Sales
Technical support
Research and development
Maintenance
Management
Number of total employees having less than two years of service with the company
6.1.5.3 Financial Condition Provide audited annual reports and/or financial statements for each of the last three fiscal years. List and disclose any bankruptcy, pending litigation, planned office closures or any impending mergers. Provide any additional information about the firm’s financial condition that may relate to its ability to complete the project.
6.1.5.4 Number of Fire Station Alerting Systems Implemented
Using the table below as an example, list only the numbers of implementations for the fire station alerting system that is being proposed; implementations to be considered are those where numerous fire stations were involved, with extensive use of Proposer’s product line:
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Product or Solution Number of Implementations in last 12 Months
Number to Date
Comments
Proposers may also provide a brief overview of implementations that are similar to the City in scope and complexity.
6.1.5.5 References This proposal shall describe the Proposer’s past experience with similar undertakings as described in the Statement of Work (Section 5) of this RFP and provide the following:
Name(s) and contact information of customer(s) for whom the same service was provided
Dates and periods during which the indicated service was provided
The extent and exact nature of the service(s) rendered
NOTE: Proposal shall include a statement expressly authorizing the City to contact any identified individuals listed as references and to request information on the performance of the Proposer. Please provide at least three references.
6.1.5.6 User Group Information
Provide the following information regarding user groups, if applicable:
When was the user group organized?
How many members belong to the group?
How often does the user group meet?
Name and phone number of the group president?
Are there any membership fees?
Is a group bulletin board / newsgroup available on the Internet?
6.1.5.7 Product Line Profile Using the table below as an example, identify the original development date and the date of the last two (2) product or solution releases (list the most current first) for each element of the proposed solution. Add as many rows as necessary to the table.
Product or Solution Original development date Release # 1 Release #2
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Product or Solution Original development date Release # 1 Release #2
6.1.6 Proposed FSAS System and Design
The proposal must outline the features and functionalities of the proposed FSAS and demonstrate the FSAS meets the operational and technical needs of the City as well as include the typical life of the proposed FSAS. Proposers shall complete the Requirements Response Matrix (Attachment A) to indicate specifically how the proposed FSAS meets each of the City’s requirements.
The proposal shall also identify the minimum requirements for City‐supplied equipment and infrastructure, including any required new purchases or upgrades of hardware/software, wiring, new equipment, etc., that will be necessary to complete the implementation and operation of the proposed FSAS.
The Proposer should specifically identify and list proprietary equipment and products that will be employed or integrated in the proposed solution.
Proposers may propose additional or alternative solutions, which must be priced separately. Proposers may also include any additional information for consideration and review by the selection committee that will enable the selection committee to have a comprehensive understanding of the proposed system, design, functionality and performance. The additional information must be included under Section XVI Additional Information.
6.1.7 Proposed Approach
All proposals must:
a. Describe the Proposer’s understanding of the specific needs and issues of the assignment.
b. Describe the Proposer’s overall approach, method and end result. This narrative shall provide a description of how Proposer intends to satisfy the City’s requirements; document and recommended configuration(s); install and test the configured FSAS; migrate fire stations to the new FSAS; establish appropriate access rights; install the FSAS; and document the FSAS.
c. Describe how its approach to installation meets City requirements.
d. Describe its approach for addressing the City’s requirements regarding simultaneous dual FSAS operations.
e. Describe its proposed testing acceptance procedures.
f. Describe how its approach to documentation meets City requirements.
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g. Indicate any limitations as described in the Statement of Work, Section‐5, which will impact the performance of the proposed solution.
h. Describe its proposed approach to integrate the proposed FSAS into the additional back‐up dispatch operations centers located at LAPD. Proposer must include the requested optional information as set forth in Section 8.3.
6.1.8 Proposed Training Course Description and Curriculum
Proposer must address the City’s training requirements as set forth in Section 9.10 of this RFP and include a copy of each proposed training course curriculum.
6.1.9 Proposed Warranties, Maintenance, and Support Services
The proposal shall describe the proposed warranties and support that will offered to cover all aspects and phases of the project including, but not limited to, equipment/hardware, software and systems that will be implemented with the proposed FSAS. The proposal should specify the terms and conditions associated with such an offer and how it may impact the operations.
6.1.10 System Upgrades and Expansion
This section of the proposal must include the Proposer’s response to the questions and requested information set forth in Section 9.12. The Contractor shall guarantee availability of spare parts for a minimum of seven (7) years from the date the manufacture discontinues production. As the equipment approaches the point of manufacture discontinuance, the Proposer must notify the City at least one year in advance of the manufacture discontinuance date in order to give the City has the option to acquire additional spare modules.
6.1.11 Proposed Training Course Description and Curriculum
Proposer shall address the City’s initial and on‐going training requirements described later in the Training section of the RFP and also include the proposed training course description(s) and the proposed curriculum.
6.1.12 Cost Proposal This section is intended to provide the City with a total cost of the FSAS, including all support and ancillary services required to go‐live, as well as ongoing costs.
The Proposer shall complete the Pricing Template in Attachment B to fulfill this requirement, including detailed quotes per location. The City will not accept averaged budgeted costs.
The Proposer shall respond to all pricing as a “Fixed Price” in this proposal; this shall be for all costs related to equipment/hardware, material, software, training, customization, implementation, construction and installation. Proposers shall include unit pricing for all equipment. Pricing shall include all required software licenses, whether proprietary or third party, throughout the term of the contract.
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The total proposed cost for the entire project shall also include taxes and shipping. Proposers shall include the costs to remove the existing FSAS after the proposed system is installed, tested, complete and burned‐in. Also, the costs to restore all holes and/or damage created by the installation and/or removal in to the facility including but not limited to: damage to the plaster, drywall, block, bricks, floors and ceiling. Contractor shall restore other visible/structural members, floors and ceiling. All restoration shall restore the site to its original state including matching painting to the existing texture and color(s) and filling of holes in the wall, ceilings, and/or floors.
Proposers shall price spare parts (described in Section 5.11.2) as a separate line item.
Contractor shall obtain written approval from LAFD prior to the disposal of any LAFD equipment removed in relation with this project.
NOTE: Potential collectible items such as gong bells, answer‐back panels, etc. shall be removed without damage and returned in good condition to LAFD.
Proposers shall complete all three tabs of the Pricing Template:
Pricing Per Location – a detailed listing of priced items for each location. Complete a separate tab for each location.
Non‐Location Pricing – a detailed listing of priced items for the project not related to a specific location.
Summary – a summary of all project costs, initial and post‐implementation
6.1.12.1 Fire Stations and Additional Fire Facilities
Proposals shall provide detailed pricing information for each installation location. The pricing per location tab in the Pricing Template provides guidance for organizing the pricing line items. Proposers may add additional lines as necessary, but should adhere to the structure as closely as possible in order to facilitate comparison.
Below is a listing of the fire stations, fire facilities and dispatch locations.
Fire Station or Work Location Address
1 2230 Pasadena Avenue Los Angeles, CA 90031
2 1962 E. Cesar Chavez Avenue Los Angeles, CA 90033
3 108 N. Freemont Avenue Los Angeles, CA 90012
4 450 E. Temple Street Los Angeles, CA 90012
5 8900 S. Emerson Avenue Los Angeles, CA 90045
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Fire Station or Work Location Address
6 326 N. Virgil Avenue Los Angeles, CA 90004
7 14123 Nordoff Street Arleta, CA 91331
8 11351 Tampa Avenue Northridge, CA 91324
9 430 E. 7th Street Los Angeles, CA 90014
10 1335 S. Olive Street Los Angeles, CA 90015
11 1819 W. 7th Street Los Angeles, CA 90057
12 5921 N. Figueroa Street Los Angeles, CA 90042
13 2401 W. Pico Blvd. Los Angeles, CA 90006
14 3401 S. Central Avenue Los Angeles, CA 90011
15 915 W. Jefferson Blvd. Los Angeles, CA 90007
16 2011 N. Eastern Avenue Los Angeles, CA 90032
17 1601 S. Santa Fe Avenue Los Angeles, CA 90021
18 12050 Balboa Blvd. Granada Hills, CA 91344
19 12229 Sunset Blvd. Los Angeles, CA 90049
20 2411 W. Sunset Blvd. Los Angeles, CA 90026
21 1192 E. 51st Street Los Angeles, CA 90011
23 17281 Sunset Blvd. Pacific Palisades, CA 90272
24 9411 Wentworth Street Sunland, CA 91040
25 2927 E. Whittier Blvd. Los Angeles, CA 90023
26 2009 S. Western Avenue Los Angeles, CA 90018
27 1327 N. Cole Avenue Los Angeles, CA 90028
28 11641 Corbin Avenue Northridge, CA 91326
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Fire Station or Work Location Address
29 4029 W. Wilshire Blvd. Los Angeles, CA 90010
33 6406 S. Main Street Los Angeles, CA 90033
34 3661 S. 7th Avenue Los Angeles, CA 90018
35 1601 N. Hillhurst Avenue Los Angeles, CA 90027
36 1005 N. Gaffey Street San Pedro, CA 90732
37 1090 S. Veteran Avenue Los Angeles, CA 90024
38 124 E. “I” Street Wilmington, CA 90744
39 14415 Sylvan Street Van Nuys, CA 91401
40 330 Ferry Street Terminal Island, CA
41 1439 N. Gardner Street Terminal Island, CA
42 2021 Colorado Blvd. Los Angeles, CA 90041
43 3690 S. Motor Avenue Los Angeles, CA 90034
44 1410 Cypress Avenue Los Angeles, CA 90065
46 4370 S. Hoover Street Los Angeles, CA 90037
47 4575 Huntington Drive South Los Angeles, CA 90032
48 1601 S. Grand Avenue San Pedro, CA 90731
49 400 Yacht Street, Berth 194 Wilmington, CA 90744
50 3036 Fletcher Drive Los Angeles, CA 90065
51 10435 Sepulveda Blvd. Los Angeles, CA 90045
52 4957 Melrose Avenue Los Angeles, CA 90029
55 4455 E. York Blvd. Los Angeles, CA 90041
56 2759 Rowena Avenue Los Angeles, CA 90039
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Fire Station or Work Location Address
57 7800 S. Vermont Avenue Los Angeles, CA 90044
58 1556 S. Robertson Blvd. Los Angeles, CA 90035
59 11505 W. Olympic Blvd. Los Angeles, CA 90064
60 5320 Tujunga Avenue North Hollywood, CA 91601
61 5821 W 3rd Street Los Angeles, CA 90036
62 11970 W Venice Blvd. Los Angeles, CA 90066
63 1930 Shell Avenue Venice, CA 90291
64 118 W 108th Street Los Angeles, CA 90061
65 1801 E Century Blvd. Los Angeles, CA 90002
66 1909 W Slauson Avenue Los Angeles, CA 90047
67 5451 Playa Vista Drive Los Angeles, CA 90094
68 5023 W Washington Blvd. Los Angeles, CA 90019
69 15045 Sunset Blvd. Pacific Palisades, CA 90272
70 9861 Reseda Blvd. Northridge, CA 91324
71 107 S Beverly Glen Blvd. Los Angeles, CA 90024
72 6811 De Soto Avenue Canoga Park, CA 91303
73 7419 Reseda Blvd. Reseda, CA 91335
74 7777 Foothill Blvd. Tujunga, CA 91042
75 15345 San Fernando Mission Mission Hills, CA 91340
76 3111 N Cahuenga Blvd. Los Angeles, CA 90068
77 9224 Sunland Blvd. Sunland, CA 91352
78 4041 Whitsett Avenue Studio City, CA 91604
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Fire Station or Work Location Address
79 18030 S Vermont Avenue Gardena, CA 90247
80 6911 World Way West Los Angeles, CA 90045
81 14355 W Arminta Street Panorama City, CA 91402
82 1800 N Bronson Avenue Los Angeles, CA 90028
83 4960 Balboa Blvd. Encino, CA 91316
84 21050 W Burbank Blvd. Woodland Hills, CA 91367
85 1331 W 253rd Street Harbor City, CA 90710
86 4305 Vineland Avenue North Hollywood, CA 91605
87 10124 Balboa Blvd. North Hills, CA 91343
88 5101 N. Sepulveda Blvd. Sherman Oaks, CA 91403
89 7063 Laurel Canyon Blvd. North Hollywood, CA 91605
90 7921 Woodley Avenue Van Nuys, CA 91406
91 14430 Polk Street Sylmar, CA 91342
92 10556 W Pico Blvd. Los Angeles, CA 90064
93 19059 Ventura Blvd. Tarzana, CA 91356
94 4470 Coliseum Street Los Angeles, CA 90016
95 10010 International Road. Los Angeles, CA 90045
96 21800 Marilla Street Chatsworth, CA 91311
97 8021 Mulholland Drive Los Angeles, CA 90046
98 13035 Van Nuys Blvd. Pacoima, CA 91331
99 14145 Mulholland Drive Beverly Hills, CA 90210
100 6751 Louise Avenue Van Nuys, CA 91406
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Fire Station or Work Location Address
101 1414 W. 25th Street San Pedro, CA 90732
102 13200 Burbank Blvd. Van Nuys, CA 91401
103 18143 Parthenia Street Northridge, CA 91325
104 8349 Winnetka Avenue Canoga Park, CA 91306
105 6345 Fallbrook Avenue Woodland Hills, CA 91364
106 23004 Roscoe Blvd. West Hills, CA 91304
107 20225 Devonshire Street Chatsworth, CA 91311
108 12520 Mulholland Drive Beverly Hills, CA 90210
109 16500 Mulholland Drive Los Angeles, CA 90049
110 2945 Miner Street, Berth 44A San Pedro, CA 90731
111 1444 S. Seaside Ave., Berth 256 Terminal Island, CA 90731
112 444 S. Harbor Blvd. Berth 86 San Pedro, CA 90731
114 16617 Arminta Street Van Nuys, CA 91406
208 FHMTC
1700 Stadium Way Los Angeles, CA 90012
205 Supply & Maintenance
140 N. Avenue 19 Los Angeles, CA 90031
208 Arson Section
1700 Stadium Way Los Angeles, CA 90012
911 MFC Training Room
500 E Temple Los Angeles, CA 90012
911 MFC Server Room
500 E Temple Los Angeles, CA 90012
LAPD Metropolitan Communication Dispatch Center
100 N. Los Angeles Street Los Angeles, CA 90012
LAPD Valley Communication Dispatch Center
23001 Roscoe Blvd. West Hills, CA 91307
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6.1.12.2 Non‐Location Pricing
Proposals shall provide detailed pricing information for each item or service unrelated to a specific location. The Non‐Location Pricing tab in the Pricing Template provides guidance for organizing the pricing line items. Proposers may add additional lines as necessary, but should adhere to the structure as closely as possible in order to facilitate comparison.
This tab also includes a place for time and materials pricing for the Proposer’s engineers/technicians to upgrade and change the FSAS during the entire service period, or to supplement City staff, if needed.
The Proposer is responsible for ensuring accurate price quotes related to this Statement of Work and RFP and may not change their quote after submission. The Proposer is responsible to ensure that each fire station noted is accurately quoted; averaged quotes are not acceptable; hence, the required fire station site visits. Errors in this process may cause rejection of the RFP by the City.
6.1.12.3 Pricing Assumptions
Proposer shall document any assumptions made in developing the above price quotations.
6.1.13 Payment Structure
The contract shall be fixed‐price with progress payments linked to Proposer’s successful completion of specified milestones that shall be agreed during contract negotiations with the successful Proposer.
The City reserves the right to withhold ten percent of the final payment until FSAS is operating successfully in the final production environment for at least thirty days. A final job review will be conducted to observe any unfinished work or discrepancies that may exist. Contractor shall remedy all such items prior to the release of the retention monies.
The City reserves the right to select any payment structure that is in the City’s best interest.
In this section of the proposal, Proposers may provide information on expected payment terms.
6.1.14 Project Schedule and Management Methodologies
Because time is of the essence, the proposal shall include an anticipated performance schedule by phase indicating the plan for accomplishing the design, development, implementation, acceptance testing, training, and any other support proposed for completion of this project. This section should also show the personnel engaged in each task, the deliverables for each task, and the significant completion dates for each deliverable. Appropriate review periods shall be indicated.
This section shall also address the Proposer’s approach to project management, as described in the Statement of Work.
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6.1.15 Key Personnel Proposer shall identify the project manager(s) and project team members responsible for implementing this project. Include an organization chart showing the roles of key personnel and expected percentage project participation. Identify any staff supplied by a Subcontractor.
The Proposer shall provide and identify a single‐point‐of‐contact for all work to be performed under the eventual agreement.
Proposal shall list the following information for each project manager/team member:
Full Name
Education, Training and/or Certifications
Number of years of experience working in the industry
Description of the work to be performed on the project
A list of relevant experience on similar types of project, scope and size designing and implementing a FSAS system for a government agency and the level of responsibility on the respective projects.
Include resumes for key personnel.
If the City is dissatisfied with the performance, competence, capabilities, or fitness for a particular task of any staff member (whether an employee or contractor) assigned by Contractor to perform the Services, the City may request the replacement of such project staff member. If any key personnel leave the project for any reason, the Contractor shall allow for a two week transition / overlap of personnel, at no additional cost to the City.
If the Proposer is able to provide staff for tasks that would otherwise be performed by the City (e.g., engineering), descriptions/skills and hourly rates for that staff may be included in the Proposal as separate line items.
Proposers should also describe any City resource requirements, during the project term and for ongoing support.
NOTE: The selected Proposer and its employees will be subject to a background check and receive the appropriate clearance before being approved to work on this project. Any individual that does not pass the background check will not be allowed to work on this project.
6.1.16 Additional Equipment
The scope of this project includes the specified number of locations. In the event additional equipment is required for these or other fire stations that are a part LAFD at the time of the request, the Proposer shall agree to provide that equipment at the unit price contained in the Proposal for the term of the contract.
The Proposer shall further ensure that proposed equipment shall be available for a period of ten years after acceptance, either identical to that provided, or operationally identical and
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compatible and meeting the specifications of the equipment provided for this FSAS project. The vendor shall include agreement in writing in the Proposal.
6.1.17 Additional Information
In a separately tabbed section, the Proposal shall include any additional information the Proposer may wish to include as part of the Proposal. Proposers may provide a description of any competitive advantages in this section.
6.1.18 Required City Documents
The following required City documents included in the Exhibit Block shall be completed and included in the proposal. Do not copy the city documents on company letterhead or alter the format of the documents to make it uniform with the rest of the proposal. City documents must remain in their original format.
Attachment A – Requirements Response Matrix
Attachment B – Pricing Template
Attachment C – Proposer Workforce Information
Attachment D – Statement of Non‐Collusion
Attachment E – EBO Documents to Verify Compliance
Attachment F – City of Los Angeles Responsibility Questionnaire
Attachment G – First Source Hiring
Attachment H – MBE‐WBE‐OBE Subcontractor Outreach Program
Attachment I – Non‐Discrimination, Equal Employment Practices, Affirmative Action Program
Attachment J – Child Support Obligations
Attachment K – Service Contract Worker Retention Ordinance
Attachment L – Contractor Responsibility Ordinance (SCWRO) and Living Wage Ordinance (LWO)
Attachment M – Insurance Requirements
Attachment N – Standard Provisions for City Contract
Attachment O – Bidder Certification Form 50
Attachment P – Technical Assistance Request Form
Please note that additional documents will be required for this RFP when you sign up with www.LABVN.org. ALL PROPOSERS MUST SIGN UP WITH www.LABAVN.org
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7. LAFD Command and Control Systems Overview
This section describes the current state of LAFD’s Command and Control Systems, beginning with an overview, then describing dispatch operations, fire station alerting, radio systems, and outside fire phones. The emphasis of the description is on the functionality of the FSAS. For context, the following diagram illustrates LAFD’s Command and Control Systems (FCCS), including the CAD/dispatch, Mobile Data Communication (MDC) and Fire Station Alerting.
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7.1 MFC Dispatch Operations
This section describes dispatch operations at LAFD’s Metropolitan Fire Communications Center (MFC), with focus on the interaction with the FSAS.
7.1.1 Call Dispatch
When a Call‐taker receives a 9‐1‐1 call, the automatic number identification/automatic location identification (“ANI/ALI”) populates the command line of the Call‐taker CAD work station. The Call‐taker then verifies the location and obtains the information necessary to determine the type of incident and identify the requisite resources to dispatch. Typically, dispatches made to Fire Stations for units that are in quarters are done via the Digitized Voice System (DVS). For some types of incidents, the dispatch is done using the dispatcher’s voice instead of the DVS announcement. CAD determines which dispatch method to be used: DVS, Human Voice, or Radio.
7.1.1.1 In‐Quarters DVS Dispatch Sequence
The normal dispatch sequence provides:
Alert actions at the Fire Stations of all units that will be dispatched from Quarters. These include opening the PA, turning on house lights, ringing the bells, and ringing the appropriate phones.
A printout of the incident dispatch at the Fire Stations of all dispatched units.
A Digitized Voice Announcement (DVS) played over the PA system at the Fire Stations of any units that are in Quarters.
An incident dispatch message to the MDCs of all dispatched units
Most audio announcements are simulcast both over the FSAS and through the Voice Radio Switch to units which are in Fire Station Quarters that require human voice delivery rather than DVS. Radio simulcast is achieved by activating the radio transmit switch during some or all of the audio announcement.
7.1.1.2 Not‐in‐Quarters Human Voice Dispatch Sequence (Radio Mode)
The normal dispatch sequence provides:
A printout of the incident dispatch at the Fire Stations of all dispatched units.
The dispatcher’s voice making the appropriate announcement over Voice Radio Switch system
An incident dispatch message to the MDCs of all dispatched units
7.1.2 Dispatch/Message Acknowledgement (Answer‐Back)
If personnel are in‐quarters and have been dispatched to an incident, they are required to acknowledge receipt of the dispatch through the manual answer‐back console which provides a visual indicator in the CAD that the dispatch has been received and verified by station
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personnel. If the manual answer‐back console has not been activated, the CAD displays a visual indication for the Resource Controller that station personnel have not acknowledged the dispatch.
7.1.3 Status
An MDC is used by all resources to update and maintain proper status. The CAD is updated by any status change and tracks the status of all resources (e.g., En Route, On Site, Transporting).
7.1.4 Backup Facility
If a problem causes staff to relocate from the MFC, LAFD operates out of Operations Control Dispatch (OCD).
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7.2 Fire Station Alerting System
This section describes the software and hardware environment of the current Fire Command and Control dispatch system, FCCS.
A Simplified View of the FCCS FSA System The Present FSAS is integrated with the CAD; all the functionality and logic of the FSAS is controlled by the CAD.
7.2.1 Call Manager (Software Service)
The Call Manager is the heart of the FSAS. It is responsible for responding to CAD requests to create dispatches and calls, as well as creating calls that originate at the fire station. It directs multiple sub‐systems to play digitized audio, connects dispatchers for Human voice dispatch, prepares incident printouts, and sets answer‐back switches.
7.2.1.1 Functions
Automatic Dispatch – Connect dispatch audio based on unit type and location (PA or phone as required).
Long Term Recorder (LTR)
Short Term Recorder ( )
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Manual Dispatch – Connect dispatch audio based on fire station (PA only).
Digitized Dispatch – Generate a concatenated speech DVS dispatch based upon the incident type, an address and a list of units. It then connects the appropriate paths through the Redcom MSP (Modular Switching Peripheral) and delivers the audio message.
Digitized Cancel – Similar to a digitized dispatch, but informs the units they are not needed.
“All‐Call” – A special case of the manual dispatch above. Connects all fire stations not on a call to a dispatch console.
Create Call (Initiate Outgoing FS Connection) – Connects one or more fire phones to a dispatcher for a two‐way conversation.
Create Call (Answer Incoming FS Connection) – When a fire phone in the station is taken off‐hook, an indicator flashes at the dispatch console. If this call is answered by the dispatch, a two‐way conversation is created.
Add FS to Call or Dispatch – A dispatcher involved in a call can add additional fire station phones to that call.
Add Workstation to Call or Dispatch – A supervisor console can add additional workstations to an existing call. This is typically used by a supervisor to monitor console audio.
Remove FS from Call or Dispatch – Used to remove or hang‐up a connection to a fire station.
Remove Workstation from Call or Dispatch – Used by a Supervisor console to remove a connected workstation.
End Manual Dispatch – The normal way to end an audio dispatch.
Hang‐up Call – When the last party leaves a two‐way conversation, the call is automatically ended.
Set Answer‐back – When a dispatch is made, the call manager sets the answer‐back indicator. If the answer‐back button is not pressed within 30 seconds, it begins to blink on the dispatcher consoles.
7.2.1.2 Notifications
The call manager produces the following notifications:
End of Dispatch Tone – This visual indication is delivered to the dispatch consoles so the dispatcher knows when it is okay to begin the audio portion of a manual dispatch.
End of Automatic Dispatch – An indication than the computer generated dispatch is complete and the fire station is free for another dispatch.
“Night Switch” Setting – An indication on the dispatch consoles that a unit has selected the “night” setting. Dispatches to this unit will be directed to the appropriate phone and not use the PA.
7.2.2 Station Control Unit (SCU) (Device Controller)
FCCS provides a software controller that manages the physical SCU in the fire station. Each SCU is connected via a phone line and a data line. These lines operate in concert to provide
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dispatches and report status. Although the SCU can operate in a degraded mode when only one of the two lines is available, normal operation requires both connections.
7.2.2.1 Functions
The SCU service provides the following functions, which map directly to the capabilities of the in‐station equipment:
Ring Phone (Fire, RA, EMS, or Chief)
End Ring Phone (Fire, RA, EMS, or Chief)
Strike Gong n Times
Start Ring Bell, End Ring Bell
Query SCU Status
Send SCU Echo Test
Turn PA On, Turn PA Off
Turn House Lights On, Turn House Lights Off
Illuminate Answer‐back Indicator (RA, EMS, or Chief)
Darken Answer‐back Indicator (RA, EMS, or Chief)
Turn Auxiliary x On, Turn Auxiliary x Off*
Update SCU Firmware
Send Printout
*There are two available auxiliary relays.
7.2.2.2 Notifications
The SCU maintains a list of SCU statuses. It also responds to the following events from the station equipment:
Phone goes off‐hook (Fire, RA, EMS, or Chief)
Phone goes on‐hook (Fire, RA, EMS, or Chief)
Answer‐back button is pressed (Fire, RA, EMS, or Chief)
Alarm is on or off
Day or night is selected on night‐switch (RA, EMS, or Chief)
Printer error has occurred or has been corrected
Station equipment has been powered up
7.2.2.3 Automatic Conferencing
Each SCU in the fire station maintains four separate phones: one for the fire company, a rescue ambulance, an EMT ambulance, and the fire chief. Not all phones are used in all stations, and some stations would use additional phones if they were available.
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Although four separate four lines are available for targeted dispatch, there is only one audio line to each station.
The phone lines in many stations are multiplexed throughout the station (especially in larger stations). For example, rescue and EMT phones will be in several locations in addition to the dorm area.
As a side effect of this analog multiplexing, all phones of one type are automatically linked. (For example, when one RA phone rings, they all ring.) This behavior will not happen automatically on IP phones.
Also, as a side effect of the single audio path, all PA announcements are delivered on all phones. If you pick up any phone at any location during a dispatch, you will hear the ongoing announcement.
Finally, picking up any phone of any type automatically conferences you in to any ongoing conversation at the fire station.
7.2.3 Terminal Server (Device Controller)
Many devices (including the data connections to the fire stations) are connected via serial ports. For simplicity, these ports are bundled into Ethernet‐connected terminal servers.
This service provides the status of each port, and provides a simple mechanism to write data to any serially‐connected device.
7.2.3.1 Typical Connections
Fire Station SCUs
Relay Chassis
A/B Switches
7.2.3.2 Notifications
A Rendezvous list provides a list of all available serial ports, and the message status will indicate the connection state.
7.2.4 Redcom MSP (Device Controller)
Just as the SCU refers to the managing software and the in‐station devices, “Redcom” refers to an in‐house device controller and the physical device.
The Redcom MSP is the device that routes all audio paths from the dispatcher console and the DVS machines to the fire stations. It handles all conferences and generates and interprets DTMF tones
7.2.4.1 Functions
The Redcom MSP is a full‐fledged audio switching device, and acts as a complete phone switch. FCCS makes use of a smaller subset of functions, detailed below.
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Give Path – to make an audio connection
Conference – to connect multiple connections
Reserve – to reserve an audio port
Release – to relinquish a previously reserved port
DTMF – to send or receive audio tones
7.2.4.2 Notifications
The software task monitors and reports the status of each Redcom component. The task also receives information from the MSP, but this information is generally not published.
7.2.5 Digitized Voice (Software Service)
The digitized voice system consists of a primary and backup server running custom software from Locution. These servers are running the Windows operating system (all other servers are hosted on Redhat Linux).
These servers house 16‐port Dialogic audio boards. These boards are connected to the Redcom MSP, where they can be switched in to send audio to the fire stations.
At the command of the CAD, the Locution software produces an audio file. The FCCS call manager selects the appropriate pathways through the Redcom, opens the PA, and begins playing the audio file.
7.2.6 FSAS Integration
7.2.6.1 Inter‐Process Messaging – Tibco Rendezvous System
FCCS is designed around the Tibco Rendezvous messaging system. This is third party middleware that simplifies the communication between client and server.
Each time a dispatch is created (either automatically by a pended dispatch or manually through the FSAS panel), a call is placed to one of the dispatch services. This call can be intercepted by listening on to a Rendezvous subject similar to "LAFD.FCCS2.CALLMGR.MANUAL_DISPATCH". The service is not “intercepted” in the strict sense of the word, as the original request continues unhindered.
Each of the services described in the Call Manager section can be intercepted in this way.
All system status is distributed through Rendezvous lists. FCCS publishes over forty lists, all of which can be subscribed to by client software. These include incident status, unit status, temporary situations, personnel information, console log‐in status, fire station configuration, and much more.
7.2.6.2 Headset Interface
The Fire Station Alerting System is integrated into the headset for the voice radio switch provided by Zetron Inc., which arbitrates the 911 audio, Radio audio and DCN audio.
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7.2.6.3 Voice Logger
FCCS currently records Fire Station Alerting audio at several points. Human voice is logged at the headset using the Zetron short term recorder. Human voice is also logged at the Verint long term recorder (as contracted through AT&T) via a direct feed from the Radio system. Digitized voice is recorded on a long term recorder prior to being fed into the Redcom system.
7.2.6.4 Master Time Source
There is a master time source on the network that is used to synchronize the times of all network devices, including CAD, Radio, and FSAS.
7.3 Voice Radio System
The LAFD radio system is comprised of voice and data sub‐systems. The analog conventional voice radio system (ACVRS) operates in the 800 MHz band using a nine (9) site voted and simulcast repeater system on eighteen (18) licensed channels, with a 10th site as a mono‐cast backup.
Three 700 MHz digital channels are licensed to the LAFD and will be part of a 34 channel digital trunked voice radio system (DTVRS) that will be implemented in the future.
LAFD will also be utilizing the newly upgraded 6 site 800 Mhz. P‐25 digital linear Simulcast Trunked Radio System (STARS) after July 1, 2012 following system testing and acceptance. 70 Talk‐groups will be reserved on the system for non‐firefighting use and will provide additional capacity for special events, support functions and fallback.
7.4 Data Radio System
The data system provides coverage throughout the City of Los Angeles via a Motorola Private Data TAC network utilizing four semi‐duplex channels operating in the 500 MHz frequency band. The frequencies are licensed to the City of Los Angeles and the system is utilized solely by the LAFD. The network utilizes the Motorola RD‐Lap protocol. The fire department's 600 vehicles utilize ruggedized Mobile Data Computers (MDCs) connected to a Motorola vehicular radio modem (VRM) to communicate with (6) base station sites controlled by the Radio Network Controller (RNC). The RNC is connected to the computer aided dispatch (CAD) system via the dispatch LAN. The CAD acts as the Host for all messaging throughout the data radio network.
7.5 Outside Fire Phone Each fire station currently has an exterior telephone adjacent to the front door of the fire station that connects directly to the DCN in the dispatch center and facilitates two‐way voice communication with dispatch center personnel. The outside fire phone is intended for use by members of the public that come to a fire station to report an emergency. It is used primarily when a fire station is vacant. However, when the outside fire phone is picked up (off‐hook), an alert (continuous buzzer) is issued inside the fire station to alert anyone inside that someone is using the outside fire phone.
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8. Statement of Work
This section outlines the tasks and duties expected of the selected Contractor. The Proposer’s response should reflect an understanding of these tasks and demonstrate their ability to carry them out. The City is seeking an experienced Proposer to provide the services necessary to successfully develop and implement a stable IP fire station alerting solution FSAS, which includes but is not limited to the system and the following services:
1. Fire Station Alerting System: Proposer shall provide all hardware, software and accessories necessary to implement the proposed FSAS to ensure it is fully functional. This includes, but is not limited to, all new system components, lighting, speakers, message indicators, labels, power component, local network switch at each fire station and the dispatch centers.
2. FCCS Integration: Proposer shall describe how the proposed FSAS will integrate with the CAD, through vendor‐supplied APIs or equivalent technology. The City will be responsible utilizing the APIs. Proposer has sole responsibility for integration with the master clock, voice logging, and headset audio (although the City will assist in coordinating with Zetron as required).
3. Installation: Contractor shall be responsible for the complete installation of all hardware and software necessary to implement the proposed FSAS and the removal of all equipment from the old FSAS. Contractor shall also provide as‐built documentation of the system and its configuration at each location.
Contractor shall be responsible for obtaining any and all City and/or State permits required to implement, install and/or operate the proposed FSAS and all fees associated with such permits. Proposer shall ensure that any and all alterations and/or modifications to fire stations or City property are pre‐approved by LAFD and compliant with all City and/or State rules and regulations. Proposer shall ensure any and all approvals are received for work performed.
4. Project Management: The complexity and timeframe for completing the Project will require a significant amount of oversight and project management. The Contractor shall provide a full‐time project manager and key personnel to work on‐site to respond to City needs, questions, and/or issues.
5. Simultaneous Dual FSAS Operation: The selected Proposer shall collaborate with LAFD, the City’s Information Technology Agency (ITA) and FSAS Project Team to develop a migration plan from the existing FSAS to the new FSAS. This will require the City to simultaneously operate both systems until the LAFD has completely migrated to the proposed FSAS. To perform the dual operation, the City will write custom software that will manage the selection and operation of the system used for dispatches. This facility will be table‐driven, and will allow fire stations to be switched from the old system to the new system (and possibly back again) as work is completed at each fire station, and as confidence grows in the smooth operation of the new system.
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6. Testing and Acceptance Procedures: Contractor shall work with LAFD, ITA, and FSAS Project Team to develop a phased migration plan to operate and test the proposed FSAS and transition LAFD from the existing system to the proposed solution.
7. Training: Proposer shall offer and conduct intensive training courses for LAFD and ITA personnel and technicians to use, operate, maintain and support the proposed FSAS.
The Proposer must develop a process to facilitate transfer of knowledge of system design and operation to the recommended number of technical staff. The knowledge transfer process must include the timing, method and Proposer staff. This education process must be defined as early as possible to allow the City adequate time to provide the appropriate staff for the knowledge transfer.
8. Warranties, Maintenance and Support: Proposer shall provide warranties for all proposed hardware and software along with optional extended warranty offerings. Proposer shall propose maintenance and support packages.
9. System Upgrades: Proposer shall address offerings it will make for future system upgrades and/or the potential expansion of the proposed FSAS in new locations.
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8.1 Fire Station Alerting Functional Requirements
The City seeks a new FSAS that offers innovative technology solutions for dispatching resources. It shall be robust with synchronized backup systems and multiple monitored delivery paths. Within each fire station and dispatch location, the new FSAS shall be installed in any and all necessary areas, including, but not limited to: offices, kitchens, locker rooms, restrooms, dormitories (individual and/or group), workrooms, training rooms, fitness rooms, hallways, apparatus bays, exterior areas around the location and other structures on the property.
Proposer’s system shall contain state of the art features that will improve current fire dispatch operations and reduce the amount of time it takes to dispatch resources. The proposed FSAS shall include a new integrated public address system and integrated doorbell. In addition, the proposed FSAS shall have the ability to utilize state of the art synthesized speech technology and provide the capability to dispatch through the public address (PA) system at each fire station or location, as well as the ability to dispatch with a live human voice.
The selected FSAS Proposer shall provide all new system components, color‐coded wiring with appropriate labeling, lighting, speakers, message indicators, and other necessary systems. No remanufactured or used equipment will be allowed.
The proposed FSAS shall be able to:
1) Be controllable at the dispatch center or backup dispatch centers with the ability to turn off for all fire stations, groups of stations or individual stations.
2) Alert fire stations and dispatch locations automatically and simultaneously.
3) Integrate with the current CAD and future top tier CAD vendors.
4) Alert personnel in quarters by generating distinct audible tones and visual alert notifications for the various incident types and types of resources or apparatus housed at each fire station.
5) Customize the type and number of rings programmed if fire phones are maintained. (Fire Phones may be removed if Proposer can show an adequate method of zoning.)
6) Provide the automatic time settings to switch to nighttime mode to provide shunting or reduce volume of inside or outside speakers, initiate zoning settings and override the audio to speakers/lighting for specific resources. These nighttime settings shall be programmable and allow for audio to be set as desired by the Department via centralzied programming. Some programming should be allowed at the remote location/fire station for specific zoning. Proposer to specify what features should be allowed to program from the remote location/fire station level.
7) Be programmed and/or modified from a central location at each dispatch operations facility, if the Department desires to program and/or modify the tones and settings for the pre‐alerts.
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8) Provide full control to adjust, override or manage settings. Vendor to explain what locations have which specific capabilities.
9) Provide Call‐Taker and/or Resource Controller with the option to type commands that dictate the use of the pre‐alert notifications and allow none, some or all pre‐alert options.
10) Contain security features that only allow authorized personnel at the dispatch centers or at each fire station to control the volume, adjust the intensity of the visual indicators, control zoning, override automatic turning on or shunting of devices, override night settings and/or program or modify system settings.
The City seeks a FSAS that offers the following features:
Category Feature Pre‐Alert Capabilities Pre‐Alerting
Shut‐off Dispatch Capabilities Queuing of Simultaneous Dispatches
Receipt of Dispatch/Message Acknowledgement Capability Audio Audible Tones
Text‐to‐Speech or Other Synthesized Voice System Automatic Volume Controls Fire Phones
Visual Visual Alert Dispatch Lighting Automatic Nighttime Settings Ramped Up Night Lighting Lighting Pathways Alert (Strobe) Lighting in Areas Subject to Loud Noise Message Boards Time‐Elapsed Dispatch Readout Fire Station Printing Alternate Display Capabilities
Administration Security Features User Configurable Settings Full Zoning Capabilities
System Stability Synchronized Redundant Server/Controller Systems Multiple Dispatch Paths ‐ Primary and Secondary links Backup Storage Systems Log And Reporting Features
Alternate Monitoring/Alerting Systems
Alternate Alerting Portable FSAS Capabilities Equipment Integration
The FSAS shall have a logical user interface to provide the ability to send tones and text‐to‐speech (or other synthesized voice system) to any remote location and/or fire station. It shall also have the ability to send an “all‐call” dispatch to all locations or selected locations with a
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combination of some or all of the tones, text‐to‐speech, human voice, data, information to printer, turn on lights, etc.
The FSAS shall use the master time clock synchronized with the CAD, allow recording on the current Verint voice logger system or other voice logger systems, with the capability of recording all individual audios to each location, record for all time logs, incident information and reports.
Text‐to‐Speech is used throughout this document, but is not meant to limit the type of digital or synthesized voice systems used by vendor. Proposer shall explain the benefits of its specific voice system and shall submit several audio samples of text‐to‐speech, inclusive of samples from a current fire station installation, audio from a digital trunked radio system and a conventional radio system, clearly identifying differences in the samples submitted. Text‐to‐speech samples must be submitted on a CD‐ROM in either MP3 or WAV format.
The Department should have the ability to select different voices, accent and gender and shall approve the text‐to‐speech voice prior to installation and will have final approval prior to acceptance of the system.
8.1.1 Pre‐Alert
The Fire Station Alerting System shall generate a unique alert tone for each unit or company type followed by a text‐to‐speech announcement at the fire station upon call‐taker incident entry and prior to actual dispatch functions by the radio dispatcher. The FSAS shall be capable of up to twelve (12) different and distinctive tones for varying unit or company types. The visual alert shall be to lighting displays, display boards with a unique light and text display for each unit and/or company type. Vendor should explain what portions of the audible and visual indicators are controllable by each fire station by authorized personnel including if by time of day and/or location of personnel within the station. Lighting/displays shall be consistent at all locations throughout the system.
The pre‐alert shall be sufficient to notify station personnel both audibly (text‐to‐speech announce and audible alert) and visually (light bars, display boards, TV overlay, computer display, etc.), regardless of their location within the station, and specific to their unit or company assignment and CAD identifier, and based upon initial CAD recommendation of a pending dispatch. For example, if Truck Company personnel are assigned to one dorm on a particular shift, but assigned to a different area on a subsequent shift, the FSAS shall include the ability to accommodate this type of change, specific to an individual dormitory level and without dispatch center intervention.
The new FSAS shall not cause any limitations of the text‐to‐speech announcement or transmission as the result of the number of units being recommended, or stations pre‐alerted or dispatched.
The pre‐alert shall further audibly alert fire station personnel via text‐to‐speech the unit identification of those units responding when available in quarters (QTR) for each specific fire station. It should provide the incident type/category, the location of the incident, the cross‐street, the commonplace name if given; stated only once. It is desirable for the pre‐alert system
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to provide text‐to‐speech to resources on the radio. Vendor shall explain if this can be accomplished and provide a separate line item quote.
The pre‐alert functionality may be basic information to initiate personnel response, where the actual dispatch will carry more detailed information.
8.1.2 Dispatch
Upon conclusion of the pre‐alert notifications, the dispatcher shall be able to dispatch the resources and/or units to the reported incident. All affected fire stations and resources and/or units shall be dispatched simultaneously. When the dispatcher activates the alerting system with the unit and radio channel assignment, a distinct and unique tone shall alert fire station personnel with the details of the incoming incident, by resource type. Simultaneously, a distinct visual lighting notification shall also be activated. The subsequent alert tones and synthesized voice announcement shall immediately and automatically be broadcasted.
8.1.2.1 Queued Dispatches
In the event that a “collision” of incidents occurs simultaneously at the same location causing the audio system to temporarily become unavailable, the FSAS shall have the ability to “stack” or “queuing of calls” by placing multiple dispatch calls in the queue automatically until the audio system is available to dispatch the next call. The queuing of the calls shall occur without missing and/or losing said calls and should not slow the dispatching time of other calls. The FSAS shall have intelligent timing and activation to handle separate back‐to‐back incidents to avoid cut‐offs or missed alerts, with the time delay between calls in queue modifiable by Department through remote programming from immediate to an adjustable delay.
Proposer shall explain if the proposed system does not allow for queuing of calls and explain how the proposed system can overcome the concern regarding missed alerts.
8.1.2.2 Receipt of Dispatch/Message Acknowledgement Capability
The FSAS shall include a mechanism for fire personnel to acknowledge receipt of dispatches or messages and “answer‐back” while in quarters. These buttons shall be conveniently located to minimize any need to travel outside of a direct path to the apparatus the member is responding upon. Some locations with separate and multiple apparatus bays will require multiple answer‐back buttons. Proposer shall explain how this will be accomplished and provide locations on drawings created after site visits.
A personnel acknowledgement shall not cause reset of the alerting system process in the fire station. The Proposer shall explain how the answer‐back will provide an indication for dispatchers.
The FSAS shall also provide a manual reset button for fire station personnel. This separate button/device shall also be provided for reset of the FSAS for false alerts or corrected dispatches and shall be located where designated by fire station site visits.
Reset and personnel acknowledgement buttons shall be color‐coded and differentiated for daytime and nighttime use and lit for night time differentiation. These devices/buttons may also be infrared or RF remotes to allow for firefighters to remain in bed and not have to
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physically change their location to reset; fire station alerting controllers shall be capable of this type of activity.
8.1.2.3 Shut‐off
The FSAS shall have the ability to:
Shut off of lights or alarms after a pre‐determined time that is programmable centrally or at a fire station.
Manually shut off of lights or alarms at the remote location/fire station
8.1.3 Audio
8.1.3.1 Audible Tones
The FSAS alert tones shall:
1) Broadcast a ramped up and progressive sound throughout the fire station PA system that is audible for personnel throughout the interior of the fire station and in the exterior yards and allow for one decibel (DB) increments per second.
2) Allow independently‐adjustable inputs and outputs.
3) Allow for controls by time of day.
4) Allow authorized personnel at the dispatch centers to set the standard minimum and maximum volume settings at each fire station.
5) Automatically reset only after a pre‐determined amount of time has passed.
6) Provide a manual reset.
7) Interface appropriately with stations PA system and doorbell. Provide muting to the PA system when the alerting system is activated.
8) Allow for alert prioritization: the FSAS pre‐alert tones and text to speech audio shall be subordinate to and give priority to live dispatcher voice. The FSAS cannot override or cause mixed audio with the dispatcher voice.
9) Provide a programmable notification/alert to personnel at the fire station/location for operational or administrative messages sent only to the printer (ex: Special Notice, Information Notice, Street Closure, etc.)
8.1.3.2 Text‐to‐Speech (or Other Synthesized Voice System)
The proposed FSAS shall have the ability to perform the following functions: audibly alert personnel in quarters with the resources being dispatched, the incident type, incident description, location of incident, cross‐streets and the commonplace name and, if given, time of dispatch via text‐to‐speech.
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The text‐to‐speech database and pronunciation shall be proper and pronounced phonetically. It shall allow programming for the announcement of street numbers a minimum of two times in different formats. It should be programmed for the first announcement to give the address by street number (i.e. 15‐5‐5) and, if desired, a second announcement shall be by individual number (i.e. 1‐5‐5‐5). The number of times the announcement is made shall be user configurable.
The FSAS shall offer text‐to‐speech technology that has the ability to be turned on or off at all dispatch centers according to the current dispatch operations mode or by specific incident type.
The FSAS shall allow the Department to select and control the speed of the text‐to‐speech audio from a dispatch location. This location should allow a global change to all or any remote location/fire station systems voice speed and can only be set by an administrator and not by the remote location/fire station.
The proposed FSAS shall not cause any limitations of the text‐to‐speech announcement or transmission as the result of the number of resources being recommended, or stations pre‐alerted or dispatched.
It is desired to have the text‐to‐speech sound files installed on a server. If the proposed FSAS operates differently than server based, the Proposer should be explained in detail how the system works, as well as upgradability and reprogramming.
Any subsequent programming of text‐to‐speech for additional streets, names, information, etc., shall be easily modified by the Department at a central location with a secure sign‐in by authorized personnel without the need for any special programming or equipment. It shall provide a simple preview facility that will play the announced audio of any word or address. The changes shall be immediate, without any perceived delays. Text‐to‐speech updates shall not require any chip re‐programming by Proposer, re‐flashing of chip, require the purchase of update, or otherwise require interaction of an outside party.
Any customized pronunciation changes shall be propagated to all stations automatically and in a timely manner. (This applies only to systems with distributed audio databases.)
The Proposer shall be responsible for the initial programming of text‐to‐speech for all streets, names, information, etc. and shall check to ensure pronunciations are proper prior to full acceptance of system.
Proposer shall detail any and all digital voice features the system incorporates and detail the benefits for using its form of text‐to‐speech technology.
8.1.3.3 Volume Control
The volume levels for the FSAS audible features such as the pre‐alert tones, digital voice system and public address shall be able to “ramp” up upon activation. The FSAS should allow for central programming of the maximum/minimum settings for all locations with the FSAS and allow designated personnel at each location to adjust the volume levels as required so long as the settings cannot be programmed outside the parameters of the dispatch center’s settings.
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IMPORTANT NOTE: The Proposer shall provide a solution for the FSAS to provide amplified sound and/or strobe lights to loud areas such as an Apparatus floor, or at high noise locations (i.e., airport stations). If amplified sound is used, it should have the capability to detect current noise levels and adjust the volume of amplified sound up or down accordingly.
8.1.3.4 PA System/Additional Inputs
The proposed FSAS shall provide the capability, if desired in the future, for fire station personnel to monitor radio communications through the PA but still allow the dispatcher to send live voice dispatches or text‐to‐speech announcements when there is an incident or an “all‐call.”
The integrated FSAS PA system should have inputs to allow the monitoring of other desired audio. Proposer shall provide the details of this feature.
8.1.3.5 Fire Phones
The proposed FSAS shall provide the ability to ring different phones with various/distinct tones, rings or number of bells for each type of apparatus or type of response (i.e., BC/EMS/RA). The FSAS needs to be able to zone these phones, tones or ringing of bells. The ability to ring different zones should be controllable at the remote location/fire station. With the exception of the Outside Fire Phone, it is the Department’s desire to eliminate the existing fire phones concept. Fire Phones may be removed if Proposer can show an adequate method of zoning.
8.1.4 Visual
The proposed FSAS shall provide visual alert notifications that can be seen by personnel throughout the interior of the fire station, apparatus bays and exterior perimeter of the station to alert personnel of a dispatch to an incident.
The proposed FSAS shall offer visual alert features, including but not limited to:
1) Have the ability to provide unique colored lighting alert notifications programmed for various units and/or companies.
2) Cause apparatus bay lighting, alert (strobe) lighting, directional path lighting, room lighting and ancillary lighting (maps, etc.) to activate until reset by programmable timer or by responders with the capability for the system to recognize and adjust automatically by the time of day.
3) Provide a message board that automatically activates with unique colored lighting and displayed text for each specific unit, resource and/or company type. During the site visit the Proposer shall determine the recommended quantity and location for the visual alert mechanisms at each fire station. The proposal should further detail the logical reasoning for the suggested placement of the visual alerting mechanism.
4) Provide a solution in areas subject to loud noises such as the apparatus floors of fire stations, apparatus floors and perimeter of airport ARFF stations, etc. that will alert personnel visually when the noise level exceeds the ability to hear the audio.
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Proposer shall identify the type of visual alert mechanisms offered by the proposed FSAS and indicate the suggested quantity and specify the location of each mechanism.
8.1.4.1 Lighting
The proposed FSAS shall contain multiple methods of lighting. Pre‐alert, dispatch and any alternate methods of alerting shall cause appropriate lighting to activate for at least twelve (12) customizable lighting configurations for the various resources housed at each fire station. These resources include but are not limited to: an Engine, Truck, ALS Rescue Ambulance, BLS Rescue Ambulance, Squad, Brush Patrol, Urban Search and Rescue (USAR), Specialty Apparatus, Battalion Chief, Division Chief and/or all units. The lighting features shall be controllable by time of day by authorized personnel. The system that controls these lighting configurations shall be software controllable by personnel at either the primary or backup dispatch centers (MFC/OCD) or by personnel in the respective fire station.
The FSAS shall provide night lighting with the automatic ability to ramp‐up the intensity of lighting from a minimum to a maximum level over the course of the first 20 seconds. Proposer’s proposal shall indicate the maximum number of different lighting levels for this feature. All proposed lighting shall be energy efficient illuminators designed to reduce power consumption without compromising the greatest amount of illumination possible. Illuminators shall be capable of mean time to failure (MTTF) greater than 60,000 hours of operation.
The FSAS shall be able to provide lighting paths and directional lighting to pole holes or apparatus floors for nighttime operation or navigation in dimly lit areas of the fire station.
The proposed FSAS shall automatically turn on lighting to maps, printers, apparatus bays and any other areas as identified during the site visits. The FSAS shall be able to differentiate between light apparatus bay responses (RAs) and heavy apparatus bay responses (i.e. trucks, engines, etc.) and be programmable at station level if the apparatus are a mix between heavy and light apparatus on the same apparatus floor.
8.1.4.2 Time Elapsed Since Dispatch Readout
The FSAS shall allow the ability to provide a readout of time elapsed since dispatch readout in locations/fire stations. Proposer shall provide the suggested number of readouts in fire station/location and document if these dispatch readouts can be combined into other message boards.
8.1.4.3 Printing
The FSAS shall provide a printing facility at all locations including the primary and backup dispatch centers and, at large facilities, allow for multiple printers to be installed in separate areas at the same fire station or location. CAD will generate printouts for dispatches, move‐ups, and canceled dispatches. The printer shall have the ability to print multiple pages quickly and not delay units from responding while waiting for the print‐out.
The Proposer should describe what style of printing the FSAS supports, specifically receipt‐style (“rip‐and‐run”) printing or full page printing. The FSAS printing system shall use commonly
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available printers and printer drivers. It shall be possible to replace a faulty printer with one commonly available.
The Proposer should indicate the brand, model, page per minute output and describe the kinds of printing the FSAS supports, including:
Receipt‐style (“rip‐and‐run”)
Full page black and white
Full page color
Other (please describe)
An individually addressable TCP/IP printer is preferred. The printer shall be capable of generating out‐of‐paper notifications and paper‐jam notification. These notifications shall generate an alarm on the monitoring console (see Section 5.3.2.1).
If a serial printer is used (connected locally to station equipment), it shall have a large enough buffer to handle multiple pages. The supplied printer shall be able to print multiple copies locally, without re‐transmission of data.
The City is interested in the ability to print full color dispatch maps with incident routing. Proposer should indicate if the proposed system is capable of generating, transmitting, and printing these maps fast enough for dispatch purposes.
The FSAS should have the ability for other approved Departments and/or Agencies (e.g., Department of Transportation, Department of Water & Power) to securely log into system and send messages to the printer in the remote locations and/or fire stations along with a log maintained of the date, time, and individual ID of the member log in. These messages will not take priority over any messages sent by LAFD. The FSAS should allow the message to be sent to specific location, a geographic location or all locations.
The FSAS shall provide the capability to send an audible indication, when desired, of a message sent to the printer when the audio or PA system is not opened, such as a “Special Notice” or “Information Notice.” This audible indication shall be programmable for the various types of notices and shall have the ability to be set either on or off depending upon the type of notice.
Proposer shall provide a list of compatible printers prior to final proposal. The Department will advise Proposer of the approved printer selected prior to the final proposal being received. The Department will approve the final installation location/s of the printers and the acceptable model of the printer.
The Proposer shall supply a function that will allow a dispatch, cancel, or other FSAS printout to be re‐sent. It is assumed this function will be used when a printer has jammed or otherwise failed. Proposer should indicate if this function is available at the fire station, the dispatch center, or both. Proposer should also indicate if the system can only re‐print the most recent page, or if more, how many historical pages this function can support.
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8.1.4.4 Alternate Display Capabilities
The Fire Station Alerting System shall have future capabilities to display data across a Television display in any rooms having such devices, or data to dedicated computer screens, or data to dedicated unit response displays.
Provide in your response as noted in a separate line item quotes for display to Televisions, display/reader boards, computer displays, etc.
8.1.5 Administration
8.1.5.1 Security
Proposer should specify the built‐in security features of the proposed FSAS designed to guard against viruses, cyber terrorist attacks along with the features to project the stability of the system and system access by City personnel. Vendor shall explain the various levels of security and the access to the systems/settings allowed for each level.
8.1.5.2 Zoning
The FSAS control panel shall have the capability to zone areas of the fire station with appropriate audible and visual lighting cues and all lighting and speakers shall be integrated. During the site visits the Proposer shall assess the zoning options for each fire station which will be dependent upon the individual floor plan and layout. Proposer shall consider the potential for future changes to the structure, staffing, and resources assigned at each fire station and allow for flexibility.
The proposed FSAS shall have zoning capabilities that allow LAFD to:
1) Configure at the fire station for all programming of zoning of audio and lighting in dormitories according to the individual dormitory, general dormitory by apparatus personnel or the room to minimize waking of personnel not assigned to respond to a reported incident.
2) Easily set the zone features to account for personnel assigned to specific resources during a particular shift based on time of day and location of personnel in station for either resources normally assigned to the station or on a move‐up to the particular station being alerted.
3) Assign the same resource as the shift before or use a different dormitory by easily selecting the dormitory area without dispatch center intervention.
4) Set the volume levels in specific areas and/or shut off the audio in specific areas. This should be configurable at the remote location/fire station level and shall have a visible and easy to interpret readout in each zone.
Please identify if there are any security precautions, control mechanisms, and/or measures to regulate who has the ability to adjust the settings and controls. Proposer shall also provide explanations and/or solutions to prevent fire station/location system settings from becoming set too low, potentially causing a missed response.
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8.1.6 System Stability
8.1.6.1 Performance and Reliability
The FSAS shall be available to users twenty‐four (24) hours per day, seven (7) days per week, with FSAS availability of no less than 99.999%, measured annually.
The FSAS shall be considered down whenever normal FSAS operations cannot be conducted without experiencing major system alarms or conditions that inhibit or prevent a dispatcher from communicating with the fire stations or performing vital FSAS functions.
The proposed system shall be capable of performing hardware/software routine maintenance and upgrades while the system is fully operational. The Proposer shall identify all required activities, such as hardware/software maintenance, data reorganization, off‐line processing, etc. that may cause parts of the system to be unavailable or off‐line. The Proposer shall identify the average period of time, if any, that parts of the system can be expected to be unavailable or off‐line due to each of these activities over a one‐month time frame. The Proposer should also explain how it will enable the system to be available to users during these times and what special steps, if any, it will take to make sure this is the case during these times.
The FSAS shall provide for transactional alerting response times of not greater than three (3) seconds 99% of the time. Transactional alerting response time is the amount of time from receipt of station alert data at the alerting PC to the return of data to the alerting PC acknowledging that the initial alert activities noted in the Statement of Work are successful.
Proposer shall describe how its solution will allow the City to perform inquiries, transactions, updates, having minimal impacts on overall FSAS performance. Additionally, describe how your FSAS provides for transaction response times and whether the proposed FSAS meets/exceeds this goal, or if there are any limitations to this goal.
Proposer shall provide specifications regarding the level of degradation, if any, based on call volumes or other system activity.
8.1.6.2 Full Redundancy Capabilities
It is desired for the FSAS to have synchronous full redundant capabilities with a server/controller housed at the Metropolitan Fire Communications Center (MFC) and at the Department’s backup dispatch centers located at OCD, LAPD Metropolitan Communication Dispatch Center and LAPD Valley Communication Dispatch Center. Additional backup server locations should be configurable and integrated so if any one system is taken out of service for repairs or failures, it will not affect the other servers.
8.1.6.3 Fault Tolerance
It is expected that the failure of one or more components in the fire station should not impact the functionality of the remaining components (e.g., speaker failure should not impact the FS from receiving the dispatch print outs).
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The FSAS shall be capable of operating on its own, independently of the CAD if the CAD is unavailable.
8.1.6.4 Multiple Dispatching Paths – Dual Link
The FSAS shall have the capability to use a minimum of two links. A primary link is required for sending all dispatch audio and data with a secondary link using the Department existing radio system frequencies for a backup link. The connection to these links shall be at the primary dispatch center, and backup dispatch centers located at OCD, LAPD Metropolitan Communication Dispatch Center and LAPD Valley Communication Dispatch Center.
The FSAS dual dispatching paths shall be a self‐checking system with continual monitoring to ensure all systems are functioning and communicating. It shall have the ability to automatically switch from the primary link over to the secondary (backup link) if primary link is down. This automatic backup shall not create duplicate dispatch audios to locations, systems, or dispatch center notifications. The error shall be logged in reports with a specific clear text indicating the problem. Proposer shall describe how their system accomplishes this and the lag time between the primary link and secondary link.
8.1.6.5 Backup Storage
All call reports shall be available for at least twelve (12) months and have the ability to be archived for at least an additional twenty‐four (24) months. All audio pre‐alerts and/or dispatches shall be available for at least eighteen (18) months and have the ability to be archived for at least another twenty‐four (24) months. The system shall have enough memory to support the logging requirements. Proposer shall outline the type of backup storage system offered and its storage capacity.
8.1.6.6 Log and Reporting
The proposed FSAS shall contain a built‐in error reporting and debugging tool system to provide its status and if something went wrong or right and time stamp successful or failure. The reports shall be able to be generated from the dispatch center or fire station.
Proposer shall detail its reporting features and outline any and all ad hoc and canned reports inherent in the system.
8.2 Fire Station Alerting Desired Capabilities
8.2.1 Select Monitoring
It is desired to provide an input into the PA system at each location that would provide the ability to monitor select radio communications on Department radio systems.
Proposer shall explain if their system will allow this feature.
8.2.2 Alternative Wireless Fire Station Alerting
LAFD desires a FSAS that has the capability of sending dispatch information, Special Notices, and/or pertinent fire alerting information generated in CAD via, email, pagers, SMS and HTML, to mobile and/or handheld wireless devices. It shall have the ability to send information to all
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users, groups or a single individual or resources. The FSAS shall also have the ability to send this information to MDC’s, command vehicle systems or fax machines.
Proposer shall explain how this will be accomplished.
8.2.3 Portability
A self‐contained portable FSAS is desired with the capability of alerting by audio and visual systems and may be used as a temporary system in the event of a total failure of the FSAS in a fire station or other temporary uses. The portable system should have the capability to connect to a network as a primary link, use the radio system as a secondary link and accept 110volts. The Proposer should specify the details of this.
8.2.4 Appliance Equipment Integration Capabilities
LAFD desires a system with sufficient intelligence and input andoutput capabilities to allow for future automation such as, but not limited to the ability to: shut‐off of kitchen appliances, open andclose apparatus bay doors, openand close of automatic gates, activation of fans or PlymoVent exhaust extraction systems, traffic control devices, telephone systems, paging systems and video cameras.
If proposed FSAS has the ability to offer these desired capabilities, the Proposal should include separate line item quotes to integratesaid features at each locatio Proposal should detail how the FSAS would integrate with these features should the Department decide to implement them in the future.
8.2.5 Outside Fire Phone
The previously described Outside Fire Phone (see Section 4.6) that provides two‐way voice capability for the public along with an off‐hook alert (continuous buzzer) issued in the fire station shall be maintained in the proposed system. As previously indicated (see Section 5.2.3.5) Fire Phones may be removed if Proposer can show an adequate method of zoning. Without two‐way communications through the FSAS, the Proposer may need to route the phone directly to the dispatch center to an existing 7 digit emergency phone number while providing caller ID information and populating the CAD. The LAFD is open to the means through which the two‐way voice capability is accomplished. If the Proposer’s FSAS is unable to facilitate the described two‐way voice communications the Proposer should so state and recommend an alternative means of meeting this requirement. Proposer should include a line item expense in the proposal for an equivalent replacement.
8.3 Additional Back‐up Dispatch Operations Center In the future, the City plans to expand LAFD dispatch operations to include two additional locations, LAPD Valley Dispatch Center and LAPD Metropolitan Dispatch Center. Therefore, Proposers will be required to visit the respective locations LAPD Valley Dispatch Center and LAPD Metropolitan Dispatch Center during the site visits. The Proposal must provide: (1) a line item breakdown of the costs to integrate the proposed FSAS at said locations and (2) a narrative
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that describes in detail the process and procedure that will be required to install the proposed FSAS at said locations.
8.4 Fire Station Alerting Technical Requirements
8.4.1 Component Testing Capability
This section describes the requirements related to component testing capabilities.
8.4.1.1 Component Selection
Proposer shall ensure that each component is addressable individually for testing. It shall be possible for the operator in the dispatch center to control every function of every component in each fire station.
8.4.1.2 Ad Hoc Testing
In addition, every function of each component shall be able to be tested on an ad hoc basis. For example, if a component function is normally activated only as part of a larger dispatch system, it shall be possible to activate that function alone, without activating the larger system.
8.4.1.3 In‐Use Indication
The test facility shall indicate what components are currently in use so an operator does not inadvertently interrupt a dispatch or call.
8.4.1.4 Test Dispatch Override
In the case of a dispatch requiring equipment that is being tested, the FSAS shall be able to override the test and proceed with the emergency dispatch.
8.4.1.5 Systems Tests
In addition to individual component testing, Proposer shall accommodate end‐to‐end tests of common systems, including those listed below. These tests shall restore the previous dispatch settings and not impact actual settings after the tests are concluded.
Fire Dispatch – This test should perform all the usual dispatch activities associated with a daytime dispatch of a fire company.
Rescue (Zoned) Dispatch – This test should perform all the usual dispatch activities associated with a daytime dispatch of a single ambulance unit.
Special Case Dispatches – This test facility should ignore the current settings of the fire station and the time of day, and allow a dispatch by varying (at least) the following settings:
- Night‐switch or time‐of‐day settings - Volume settings - Set pre‐alert type - Visual alerts and house lights - Dispatch zone - Audio port selection (if applicable)
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8.4.1.6 Dispatch Test and Training Equipment
In addition to the 100+ fire stations, Proposer shall provide additional equipment for two dispatch test and training rooms located the dispatch facilities. Every component that is in the field shall be included in the test suite. This test suite should behave identically to a real fire station. Where unusual, expensive, or impractical hardware is being controlled (such as appliances, multiple lighting systems, traffic signals, etc.) an indicator may be used to simulate operation.
8.4.2 FSAS Monitoring
This section describes LAFD’s requirements related to system monitoring.
SNMP traps shall be provided where applicable. All diagnostic messages shall be in plain English; fault messages or detection notices requiring translations are not acceptable.
8.4.2.1 Monitoring and Backup Console
Proposer shall provide a console from which technicians may monitor the health of the system. A mechanism shall also be provided to control the FSAS. It is preferable if these are co‐located or part of the same system.
Proposer shall provide both the hardware and software for this console. In addition, any special tools required to measure and monitor system performance shall be included.
The monitoring console shall be coupled with a functionally equivalent backup console. It is expected that this console will be used when the primary console is not available.
The monitoring consoles may be configured as primary/backup, or the backup console may be simultaneously updated with the main console. If the backup console shall be used, it is expected to be available with minimal delay.
The backup console may be co‐located in the primary dispatch center, or it may be located in a remote facility.
8.4.2.2 Monitoring Tools
The Proposer shall provide all required testing and monitoring equipment, tools, and software for system monitoring and troubleshooting.
8.4.2.3 Local Fire Station Alarm
If the equipment in the fire station detects that it has lost connectivity with the dispatch center, and if that outage lasts longer than 30 seconds, an alarm shall sound in the fire station. This duration shall be configurable from the dispatch center.
8.4.2.4 Component Status
The monitoring consoles shall provide the status of each component of the fire station alerting system. The failure of any system shall be logged (see below). The resolution time and action shall also be logged.
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Major System Failures: The system shall generate configurable, audible alarms for major component failures. A persistent visual indication shall also be generated on the monitoring console. The audio/visual alert shall continue until acknowledged.
Alarm Acknowledgement: As is typical of annunciator panels, it shall be possible to silence the alarm after it has been acknowledged. This activity should also be logged.
Minor Component Failure: The system shall provide some indication (such as trouble icons) for transient or minor problems. It is important that some indication is presented in those cases where a transient failure occurred, but was resolved before an operator took action. Each failure/recovery instance shall be logged.
Open Protocols: As with the entire fire station alerting system, the use of open protocol where possible is required. Specifically, the use of components that support SNMP is encouraged.
Permanent Log: The system shall generate a permanent log of component status and activity. It is expected that only the transition of a component state will generate a log record. Repetitive records without status change will not be accepted (see below). Further, transient failures and recoveries shall not flood the log with repetitive entries. In these cases, the number of these failures in a given time period should be logged.
8.4.2.5 Configurable Alerts and Indications
It shall be possible to configure each alert condition. Each shall be capable of generating at least:
Pre‐acknowledgement visual indication (e.g., a flashing lamp)
Post‐acknowledgement visual indication (e.g., a steady lamp)
Audio indication with configurable volume and content
E‐mail and pager notification
Relay contact closure to provide additional hardware notification
8.4.2.6 Software APIs
If the Proposer’s FSAS does not provide its own monitoring capabilities, it shall provide monitoring APIs that will integrate with the City’s CAD in order to deliver the necessary access, monitoring and manipulation. The following requirements relate to those optional APIs.
An API shall be provided that will allow in‐house software the ability to determine the status of each monitored component and system.
A mechanism shall be provided that will allow the passive notification of a change in a monitored component or system. It shall be possible to determine system status without polling.
Proposer shall provide extensive API documentation. Each function shall be listed and described. The input and output variables of each function shall be indicated and their use clearly described.
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Sample software or example code fragments showing proper function use should be provided.
Functional documentation should be arranged by topic, although a supplemental encyclopedic reference section is appreciated.
8.4.2.7 Logging
Successful problem solving relies on complete and detailed information. It is imperative that the FSAS provide a complete record of every action attempted and the success or failure of that action. Where failure occurs, all relevant information is expected to be included in the logged report. In particular, device error codes are required.
Each individual FSAS action shall generate a permanent record or audit trail. For example, it is not enough to log that a dispatch was issued. Each action (activating the PA, turning on the house lights, shutting off appliances, etc.) shall be logged individually. In addition to operator actions, all remote operations (from the fire stations) shall also be logged. This includes adjusting local volume levels, setting the night switch, etc.
It is expected that this log be viewable in real time. It is also expected that the log shall be viewable (in order) by time of day. In addition, custom reports may be generated either on the screen or system printer.
It is also desirable to be able to search by CAD‐provided incident number. Proposer should indicate if this functionality is available.
8.4.2.8 Battery Status
The monitoring system shall indicate if a fire station is currently using battery power to operate. It should also indicate the remaining battery life in minutes. If available, the system should show the battery age or condition.
8.4.2.9 Connection State
The monitoring system shall indicate how each fire station is currently connected (i.e. primary network or backup network).
8.4.2.10 Statistics
The monitoring system shall maintain and display upon request the following statistics:
Network timing information to each fire station, including minimum, maximum, and average delay.
Network outage to fire stations, individually and in total.
Failure count of each monitored component and system.
Use count of each component
It shall also be possible to generate a statistical report for any time period, stretching back at least five years.
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8.4.2.11 Notification
The FSAS shall provide a visible and audible notification in the event of a power outage at remote location/fire station. This notification is in addition to the outage indication that is sent to the dispatch center.
The FSAS shall also provide alerts when the battery backup power is low, both at the fire station and at the dispatch center.
8.5 FSAS/FCCS Integration This section describes the connectivity‐related requirements.
8.5.1 CAD Integration
The City anticipates that CAD integration will be accomplished through the use of vendor‐supplied APIs or equivalent technology. Any function available natively to the FSAS should also be accessible via API. This includes, but is not limited to, CAD communication to FSAS of pre‐alerts and dispatches as well as FSAS communication to CAD of acknowledgements (answer‐back).
Proposer shall provide extensive API documentation, listing and describing each function as well as the input/output variables.
8.5.2 TCP/IP
The chosen FSAS shall be TCP/IP based, including transport. Wherever possible, all devices/equipment should be IP‐addressable.
It is expected that the termination point of the FSAS network connection will be relocate‐able with minimal effort.
If the FSAS is not in use, it should not consume any appreciable bandwidth on the network. This is not applicable to internal components if the FSAS incorporates an internal network that is isolated from the City network.
Proposer shall indicate the minimum, typical, and maximum bandwidth requirements for the FSAS per fire station.
8.5.3 FSAS Backup Connection
In addition to the primary network connection, each fire station shall be reachable via Radio Network existing in the City.
In case of the main FSAS failure the Proposer shall provide a backup, preferably using the Departments existing radio system frequencies for a backup notification link. The Proposer shall provide all necessary radio equipment and indicate how this will be accomplished using an existing Radio infrastructure. The Department will decide and approve a radio channel for this purpose.
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8.5.4 Network Security
The Proposer shall explain if they have remote log‐in capabilities and, if so, how security and unauthorized use to system is managed. The Proposer shall explain how they will provide security to network with a password or by encryption. The network itself will be closed, with the possible exception of Contractor remote assistance, which ITA/LAFD will control.
8.5.5 Zetron/Headset Audio Interface
Currently the FSAS, the 9‐1‐1 telephone, administrative telephone, and radio system are all integrated to operate via a single headset at the dispatch console. Proposer shall describe how their additional audio source can be seamlessly integrated.
8.5.5.1 MFC Backup Operation
OCD is the current backup facility. In this case, the FSA shall be able to work through the headset the same way it will in MFC. At OCD the headset integration is coordinated through Orbacom and a relay connection. Proposer shall ensure this system will also be compatible with the new FSAS.
LAFD operations necessitate a backup facility for dispatch operations. The current backup facility is located at CHE. LAFD may in the future change the location of the backup facility, or operate out of multiple facilities. Proposed new locations may be the LAPD Metro and/or Valley Dispatch centers. The new FSAS shall be able to be controlled / operated from any backup site selected by LAFD.
8.5.6 Voice Logger
FCCS currently uses an audio logging system from Verint to log all calls and audio dispatches. The Proposer shall ensure that all new audio dispatches can continue to be logged using this system.
8.5.6.1 Audio File Delivery
In the case of text to speech being delivered as an MP3 file, then that same MP3 file shall be saved locally. It shall be possible to listen to this file with some tool available locally at the dispatch center; trouble shooting requires this (and also for proof that dispatches were made and sent).
8.5.7 Master Time Source
The new FSAS shall be compatible with the existing Master Time Clock. Proposer will need to connect their system to LAFD’s existing GPS clock to ensure consistent time‐keeping and reporting.
8.5.8 Installation at MFC
It is expected that any new equipment will be installed at MFC, and as needed at OCD, LAPD Metropolitan Communication Dispatch Center and LAPD Valley Communication Dispatch Centers. The Proposer needs to specify the connectivity requirement between MFC and at OCD,
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LAPD Metropolitan Communication Dispatch Center and LAPD Valley Communication Dispatch Centers.
8.6 Documentation
In addition to as‐built documentation required for each FSAS location (described in 5.6.2), Proposers are required to provide at least, but not limited to, the following in both hard copy and electronic form (indexed PDF or Microsoft Office suite):
Training and Operations – Site‐specific user training and operations manuals
Service and Maintenance – Site‐specific service and maintenance manuals
Troubleshooting Guides
Any other document relevant to the initial troubleshooting and maintenance of the system
Reliability Report
Detailed test plans and procedures
Software code (for non‐standard product developed specifically for this project)
Software, configuration files, APIs and Licenses
Project Plan
Phase‐Over Plan
The Contractor shall submit the system documentation and user guides to the City for review. The final system and user documentation shall incorporate and address any City feedback.
The proposal shall describe these documents including the purpose, format, content and scope of each, clearly and unambiguously. Proposer shall indicate where in the schedule of deliverables these will appear.
8.7 Installation The selected Proposer shall provide installation of the FSAS. The FSAS shall be installed in such a manner that normal fire station alerting continues during the installation process. The City shall not provide any tools, materials, equipment, or personnel other than points of contact.
Proposer shall provide complete wiring to all subsystems and components for power, control, and communications for the entire FSAS including, but not limited to, lighting, audio, PA system, answer‐back panels, servers, controllers, gateways, network switches, firewalls, and the FSAS network infrastructure at dispatch centers and all fire stations. The Proposer shall provide network connectivity to the demarcation points at fire stations as specified by the City for City‐provided data transport between the fire stations and dispatch centers.
The current FSAS utilizes dual 56Kbps DDS circuits to perform voice and data alert functions. The new FSAS will not utilize the 56KB DDS circuits. The City is establishing a new data transport mechanism between the Dispatch center and all fire stations. The proposer is expected to connect their equipment to a demarcation point in each fire station. The new data transport provided by the city will be used only for the new FSAS, and the existing 56KB dds circuits shall
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remain for the existing FSAS, thereby providing the ability to run both systems in parallel. All system components shall be installed in standard racks and cabinets. Racks needed in the equipment room (215) in MFC will be provided by the City. All other racks and cabinets shall be provided by the Proposer. All racks and cabinets shall be seismically braced per codes and standards.
Proposer shall provide rack/cabinet elevation drawings with system components as part of the preliminary design documentation.
The proposed FSAS must have proper grounding and surge protection, potentially connected to an Uninterruptible Power Supply (UPS), battery backup, and remote reset capabilities.
8.7.1 Compliance
The Contractor shall install and configure hardware and software, as well as perform any activities or tasks necessary for the development and operation of the FSAS. The Contractor shall ensure that FSAS hardware, related equipment, products, custom software, and third‐party proprietary software are configured and integrated to meet the functional, technical, operational, and performance requirements described in this RFP.
The workmanship standards and appearance of work throughout shall be in accordance with Best Practices for good workmanship. Work shall adhere to the highest standards of safety for persons and property. Work shall be performed only by competent technicians certified by the Proposer for installation, test and turn up of the proposed equipment, and shall be supervised by a technically competent and trained foreman.
To minimize operational disruptions, the City will provide the Successful Proposer with an installation plan, for each facility, that includes dates and times installation may occur, no less than 1 week (7 calendar days) ahead of the start of any installation. The City reserves the right to alter the installation calendar to meet emergency operational needs, no less than 72 hours (3 calendar days) prior to the start of an installation. If an installation at one location is canceled for emergency operational needs, the Successful Proposer must be prepared to move on to the next facility in the installation plan. Means of egress shall be continually maintained free of all obstructions or impediments to full instant use in case of emergency. All installation teams must perform their own daily site clean‐up.
The City shall approve all designs (e.g., equipment location) before installation begins.
Proposer shall ensure that any and all alterations and/or modifications to fire stations or City property are compliant with all City and/or State rules and regulations.
Any fiber cables used shall be Plenum rated and armored where required. All installations shall be labeled per industry standard and approved by the City. IP Addresses shall be marked on the devices where applicable.
All cables and wiring shall be Plenum rated. All installations and materials shall comply with NEMA, NEC, NFPA, UL, TIA/EIA, ASTM, IPCEA, BICSI and all other Federal, State, County, and/or City rules, regulations and ordinances prevailing at the time of implementation.
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All network cables shall be minimum CAT‐5e, CAT‐6A or higher. All cables shall be approved by the City before installations. All cable installation shall be certified and the test results provided.
All permits necessary and where applicable (including low voltage and high voltage) shall be obtained by the Proposer through the appropriate agency. Proposer is responsible for all fees associated with such permits.
8.7.2 As‐Built Documentation
Contractor shall provide six (6) complete digital and paper sets of any and all FSAS documents including but not limited to charts, diagrams, drawings, descriptions, floor plans of each fire station / alert location that identifies any and all equipment that has been installed for FSAS; licenses; permits and reports.
All digital documents shall be in one or all of the following editable formats: PDF, MS Word, Visio, MS Project, or Excel. All AutoCAD drawings shall be submitted both in .DWG and .PDF formats.
At a minimum, as‐built documentation shall include, but is not limited to, the following:
Production Data, including descriptions or catalog cuts for each system component
System Level Diagram
Design documentation including preliminary and detail design documentation such as: detailed engineering, block diagrams, cabling, wiring, floor plans, equipment lists, detailed drawings, cable routing plans, calculations, equipment layout diagrams etc.
Site Floor Plans
Survey document, site preparation and installation requirements
Site Equipment Rack Configurations
An interface document for each site, where applicable
ATP Test Checklists
Functional Acceptance Test Plan test sheets and results
Maintenance Manuals
Technical Service Manuals
8.7.3 Fire Station Equipment
8.7.3.1 Limited Space
Proposer shall be aware that in many fire stations, there is extremely limited space for additional equipment. The current space used by the fire station controller is approximately one full‐size PC chassis.
Proposer shall indicate if additional space will be required, or if an equipment rack is needed. All equipment shall be installed in a manner which will provide security against tampering.
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Proposer shall specify how the equipment will be installed to protect against all types of damage and secure against tampering it.
Any seismic bracing if required shall be provided for approved installation.
8.7.3.2 No Climate Control
Proposer shall also be aware that no stations have a separate equipment room, and no climate control will be possible for any equipment. As in any fire station alerting system, the equipment shall be expected to withstand high temperatures, dust, and vibration.
8.7.3.3 Power Conditioning
All installations shall include surge protection systems approved by the Department to prevent any spikes due to power problems, including lightning strikes. All proposals shall include the cost of surge protection devices and the installation of these devices.
8.7.3.4 External Devices
All exterior speakers provided in FSAS shall be durable and weatherproof. The operation of the exterior speakers shall be configurable with the ability to turn on or off any speaker at the remote location/fire station and provide a visible readout of speaker’s status, e.g., temporarily shunted, on. The outside speakers shall be programmable from a remote location to shut automatically with global nighttime programming or by fire station personnel.
8.7.3.5 Maintainability
The equipment that will be installed into the fire stations shall be easily serviceable. Ideally, the equipment would all use modular circuit board assemblies, possibly in a rack mounted card cage.
8.7.3.6 Battery Backup
The FSAS shall have a battery backup system and be connected to an UPS system where available and or allow for future connection to UPS. Proposer shall specify the minimum time the battery backup will provide power for all FSAS components. Proposers shall also provide visual and audio indicators when the backup system is incapable of sustaining the FSAS. The battery backup provided shall use a commercial, off‐the‐shelf standard replaceable battery that is readily available at distributors.
8.8 Project Management
The Proposer shall provide a single‐point‐of‐contact for all work to be performed under the eventual agreement. The Proposer shall assign personnel to tasks and manage all work on the project including coordination with City staff for any City task and responsibilities. The Contractor shall work closely with the City’s Project Manager including regular meetings as appropriate to meet deadlines and complete the required work. The Contractor shall provide weekly written status reports comparing their status with the approved Work Plan/Control.
At a minimum, written weekly status reports shall include:
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Activities completed in the previous week
Planned activities for the next week
Variance from work plan
Reasons for such variances
Corrective actions taken or proposed to ensure adherence to project schedule
Modifications to the work plan
Issues and potential future issues of concern
Project risks and associated risk mitigation measures
The City expects that the Contractor will bring to its attention any City tasks that are off‐track and endangering the project’s success.
The Contractor shall provide portions of documents and major system development components (such as workflow, security, etc.) for review and testing, as they are developed in order to facilitate timely review of completed deliverables. The Contractor shall conduct walkthroughs of all draft and final deliverables with City staff to enhance understanding and further facilitate and expedite the City review and approval process associated with deliverables.
A project issues management process shall be established to enable the maximum level of communication and documentation for the project. All members of the project team shall be responsible for communications regarding project issues to whoever is managing this process. The Contractor shall be responsible for monitoring and managing the resolution of identified project issues and communicating the resolution of each to the City Project Coordinator. As issues arise, appropriate City and Contractor staff shall be notified and a process to resolve the issue initiated. The issues tracking process shall be maintained and utilized throughout the term of the project.
The ultimate success of the project is the sole responsibility of the City and, as such, the City is to direct all activities of the Contractor related to the project.
8.8.1 Project Work Plan/Control Document
The Contractor shall develop a Project Work Plan/Control Document (Work Plan) and provide continuous on‐site management. The purpose of the Work Plan is to:
Provide the City and Contractor with the information necessary to make the decisions that ensure the Project is completed in the most efficient manner possible within the constraints of the deadline,
Enable the City to effectively track Project progress on a weekly basis,
Establish a communication process to ensure timely reporting and resolution of issues as they are identified, and
Manage configuration and control technical changes to FDCS and EMSS production and test environments.
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The Work Plan shall include:
Task and Deliverable descriptions
A Work Breakdown Schedule (WBS) that outlines sequence dependencies among tasks, including City tasks/deliverables
Tasks responsibilities, staffing, effort, and due dates presented in Gantt and milestone charts
Identification of major go/no‐go milestones in the Project, and go/no‐go criteria
A list of key assumptions
City review periods for Deliverables
The City expects that the Contractor will provide a “best practices” work plan, which shall be adapted for the City’s requirements and expected timeline for City‐owned tasks.
The Contractor shall monitor personnel work and task performance on a daily basis. The Work Plan shall be viewable online by City staff and updated weekly or sooner as new tasks are defined, tasks are completed, or task due dates are missed. All such tasks shall be included and highlighted for the weekly briefings and in the weekly written status reports.
The Contractor shall also maintain a log of project task assignments, both for its own personnel and for tasks assigned to City staff for purposes of knowledge transfer.
The Work Plan shall be submitted for the City's review and approval and shall be reviewed and revised if necessary, to meet content and format requirements of the City
8.8.2 Risk Analysis, Risk Mitigation, Contingency Planning
The Contractor shall be responsible for identifying, analyzing, and mitigating risks to the project objectives, scope, budget or timeline. Proposers shall include a description of the approach, processes and tools used to manage risk and develop contingency plans throughout the project duration.
8.8.3 Change Order Process
All changes to the WBS or Statement of Work shall be formally documented with a scope of work description, explanation, and budget, and approved by the City’s Project Manager prior to implementation or commitment to resources or funds. The change in scope request shall include reallocation of total contract funds to cover the change. Changes in the total contract award amount will require contract amendment. Scope changes which have not received prior approval will not be reimbursable.
The Proposer is expected to accomplish approved project work within the budgeted amounts. It should be assumed, unless otherwise directed by the City in writing, that all scope adjustments shall stay within the contract’s not‐to‐exceed value. An increase in the budget of any task shall be matched by an equal or greater decrease in the budget of other tasks such that the total contract value shall not increase. It is the Proposer’s responsibility to suggest such scope adjustments in a manner that will minimize their effect on the overall project deliverables.
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In some cases, portions of the project’s tasks may be logically assigned to a subcontractor. In such a case, it shall be the Proposer’s responsibility to ensure all the appropriate contract requirements and project management tasks are included that Proposer’s contract and rigorously adhered to.
Tasks identified by a subcontractor and not included in the Proposer contract shall be the responsibility of the Proposer unless the Proposer receives a written waiver from the City. Likewise, any subcontracting of Proposer’s tasks shall only be allowed with the written authorization of the City’s Project Manager.
8.8.4 Penalties
During contract negotiation, the selected Proposer shall be expected to agree to including penalty clauses addressing, but not limited to, the following areas:
Time of performance – agreed amount per day (or other agreed period) per location for work not completed within the agreed performance period
Late repair – agreed amount per day (or other agreed period) per location for warranty defects not corrected within the contractual service level agreement
Warranty performance – reimbursement at agreed hourly rate for warranted emergency repairs performed by City resources
Warranty returns – reimbursement of shipping cost for repair or replacement of any equipment or software media that does not materially conform to the agreed warranty during its respective warranty period
8.8.5 Vendor and City Responsibilities
The table below provides a high‐level view of the expected responsibility split between the City and selected Vendor.
Vendor City Recommend equipment placement Approve equipment placement Recommend printer model(s) Approve printer model(s) Provide samples of audio sounds, text‐
to‐speech, and voice types Approve audio sounds, text‐to‐speech,
and voice types Recommend radio channel for
secondary dispatch link Approve final radio channel
Recommend other equipment Approve equipment Procure and install equipment Review and approve installation Provide as‐built documentation Review and approve as‐built
documentation Provide APIs for CAD integration,
including related documentation and assistance to City technical staff
Use APIs to integrate new FSAS to CAD Build table‐driven structure to support
simultaneous dual FSAS operations Provide integration with master clock,
voice logging, and headset audio Provide information to assist with clock,
voice logging and headset audio integration
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Vendor City Provide component monitoring, or APIs
to allow monitoring through the CAD Approve monitoring approach, use APIs to
integrate to CAD if necessary Provide project management for all
aspects of vendor responsibility and tracking/coordination for City responsibilities
Provide project management for City responsibilities, provide coordination with vendor
Identify and assist in resolving issues Identify and assist in resolving issues Develop security configuration
recommendations Review and approve security
configurations Perform initial testing and provide
results Review initial testing results
Develop acceptance testing plans and schedules
Review and approve acceptance testing plans and schedules
Conduct acceptance testing and provide results
Review and approve acceptance testing results
Provide training courses Attend training courses Provide other documentation Review and approve documentation Provide workspace space requirements Provide necessary workspace
8.9 Integration and Simultaneous Dual FSAS Operations
Proposer shall provide the capability to allow the CAD to integrate with the FSAS. The logic and functionality of the CAD will remain and the new API(s) identified by the vendor shall allow the tight integration of the CAD with the newly acquired FSAS. The selected Proposer shall be required to provide the API(s), proper documentation and sample code if applicable of the API(s) and access to support engineers and developers in order to facilitate the City’s development and integration task using the provided API(s).
As the City is considering replacement of its current CAD system, the proposed product shall easily integrate with leading off‐the‐shelf CAD products.
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8.9.1 Simultaneous Dual FSAS Operations
The successful implementation of the new FSAS shall require the simultaneous operation of both the old and new alerting system until the new system is fully installed, tested, and operational.
FCCS Co‐existing with the New FSAS The City will write custom software to manage the selection and operation of which system is used for dispatches. This facility will be table‐driven, and will allow fire stations to be switched from the old system to the new system (and possibly back again) as work is completed at each fire station, and as confidence grows in the smooth operation of the new system.
The selected Proposer shall be required to work with The City of Los Angeles to make this happen by answering questions relating to their provided API, providing best practices based other integrated solutions, and providing emulation software or testing suites in order to facilitate development and integration for the City staff.
8.10 Testing and Acceptance
The purpose of this section is to provide a description of plans, tests and procedures to measure and verify proof of performance to ultimately gain acceptance and achieve use of the FSAS by the City at cutover.
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Factory‐staging acceptance test (FAT) shall be witnessed/approved by six (6) City personnel. Proposer shall include appropriate costing as a separate line item.
As soon as possible after the completion of an identified deliverable, the City and Proposer shall make a joint inspection thereof, or of such portion thereof that has not yet been accepted by the City. The Proposer shall prepare and sign a list of items of work remaining to be completed or work to be redone or modified, if any. All such work included in the WBS as a deliverable and not so listed shall be deemed accepted and the Proposer shall have no further responsibility for the work so accepted, except for the protection of the accepted work while completing, replacing, or modifying items set forth on the list or subsequent tasks.
The above procedure shall be repeated with respect to items so listed until all such work has been accepted by the City. Any incomplete tasks shall be completed at the Proposer’s expense.
8.10.1 System Testing and Pilot
The Development/Test environment shall contain a scale down version of the main FSAS, where it shall allow the full functional development and integration in the CAD. The software development and integration team at the City shall work closely with the vendor’s development team in order to identify and understand the APIs that shall allow the CAD to control all the functionalities of the FSAS. Once the development has been completed and a tight integration is established between the CAD and the FSAS, it shall be tested and accepted.
Upon successful completion of this phase, the pilot phase shall commence. For the pilot phase, LAFD shall identify a set of fire stations to act as FSAS pilots. Once the FSAS is installed in those pilot stations, the newly‐developed and integrated code shall be rolled out to production and the live fire 911 system shall dispatch to the these selected stations using the newly FSAS. The dual mode software developed by the city shall allow for dual FSAS operation in the production environment.
8.10.2 Final FSAS System Acceptance
Final System Acceptance for this RFP is defined as each participating fire station having received all equipment designated for installation, completed installation of same by the Proposer and a relative sampling of implemented and tested FSAS systems throughout the communications system for full system performance acceptance. The system shall operate error‐free for a period of thirty (30) days after the last successful test/implementation.
Error‐free for this RFP is defined as any error occurring between the receiving workstation PC and the FSAS control module and all‐encompassing peripheral or secondary or redundant FSAS operations required within this RFP and Statement of Work.
The Proposer shall conduct facility operations tests at each of the sites that area a part of this Statement of Work. This includes equipment tests, alerting tests, backup power tests and any related tests in order to show functionality and completeness of the FSAS.
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8.10.3 Acceptance Test Outline The Proposer shall include tasks and estimated duration of the Acceptance Test Outline as part of their proposal and WBS.
8.10.4 Test Plan/Procedure Acceptance testing shall follow a phased approach as described in Section 5.9.1 above:
Pilot fire stations
Individual/groups of fire stations after Vendor completes installation at the location(s)
Entire FSAS after all installations are complete
For each phase/group of locations:
The Proposer shall provide a draft Acceptance Test Procedures list to the City Project Manager 15 days prior to beginning each phase of the FSAS System Performance testing.
The Proposer shall provide notice of readiness to inspect (Facility Inspection) to the Project Manager prior to implementation.
The Proposer shall provide notice of readiness to inspect (Final Inspection) for dispatch to the Project Manager indicating that installation has been completed.
The Proposer shall provide a Pre‐Test resolution punch list document as a result of physical Final Inspection for the locations prior to a notice to proceed with the FSAS System Performance testing.
The City Project Manager shall provide notification to the Proposer to proceed with Acceptance Testing.
The Proposer shall provide the FSAS System Test Report, no more than five working days after completion of the testing.
The City Project Manager shall provide notification of Cutover to the affected LAFD staff.
The Proposer shall deliver the final documentation including the FSAS System Maintenance Manual and the as‐built documentation.
For the final phase only:
The City Project Manager shall provide notification to proceed with 30‐day performance period.
The City Project Manager shall provide notification of Final FSAS System Acceptance to the Proposer.
8.10.5 FSAS System Acceptance Sequence
The sequence for acceptance of each location (or group) shall be as follows: The Contractor shall provide the approved FSAS design definition.
Notification to Contractor that the City is ready for installation.
Notification by the Contractor to the City Project Manager that installation is complete.
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Final Inspection of each site by designated City staff, and creation of punch list for inspection items.
Notification by the Contractor that the Pre‐Test punch list is resolved and acceptance tests are ready to begin.
Perform the Acceptance Testing as defined in the FSAS System Performance paragraphs of this Section.
Contractor delivers the FSAS System Test Report.
Approval of FSAS System Test reports by the City Project Manager.
Successful Cutover.
Contractor delivers relevant documentation.
For the final phase:
Successful completion of a 30‐day performance period.
Contractor delivers Final Documentation.
Recommendation for acceptance by the City Project Manager.
Final FSAS System Acceptance.
8.10.6 Acceptance Test Procedures (ATP) Should specific devices or subsystems fail to meet specifications during the acceptance test the City Project Manager may, at their option, elect one of the following procedures:
The Proposer would repair or reconfigure the equipment and would then retest that device or subsystem later in that test sequence.
The Proposer would retest the device or subsystem at a later date and submit the results to the City’s Project Manager for approval.
In the event that devices, subsystems, or systems fail to meet specifications upon retest, or in the event that multiple devices or subsystems fail during any individual test sequence, the City Project Manager may, at their option, terminate the test sequence for rescheduling at a later date.
The Proposer shall provide all test equipment and personnel necessary to demonstrate the viability of the FSAS. Any test equipment used shall be quality service shop equipment in current calibration. The ATP shall include the Methods, Procedures, Data Reduction Process and Results Display, as defined below.
The ATP shall also specifically address:
Exercising every primary and backup circuit and document the results.
Provide specific tests to prove the absence of single mode failures.
In the event that the Contractor has provided notice that work is complete and the FSAS or subsystem is available for inspection or acceptance testing, and should the FSAS or subsystem
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then be inspected or tested at a mutually agreed upon time and place according to the mutually agreed upon inspection list or test plan, and should the City Project Manager upon reviewing the inspection record or test results determine that the FSAS or subsystem fails the test or inspection and requires correction and re‐ inspection or re‐testing, then the FSAS or subsystem shall be considered to be “Not Accepted”.
8.10.7 Inspection Process Designated City staff shall conduct specific physical site inspection tasks for the Final Inspection. The results from these inspections shall be recorded as punch list items. For Final Inspection:
The Contractor shall provide notice of readiness that the installation is complete and ready for final inspection, and therefore the FSAS is ready for Acceptance Testing.
The City Project Manager and Contractor Project Manager shall agree to an inspection schedule, which shall be updated as necessary in the Master Schedule.
The City Project Manager or designee shall inspect the site, create the project punch list, fill out site inspection forms, and deliver these lists and forms to the Project Team as a project transmittal.
The Contractor shall respond to these inspection items in the form of a Pre‐Test resolution list.
The resolution of these punch list items is required prior to notification to begin the Acceptance Testing.
8.10.8 Acceptance Testing The final Acceptance Test Procedures shall be provided and approved after contract award. The Procedures shall address testing the FSAS performance per the criteria and all tests listed in the FSAS System Performance section of this RFP. They shall be structured according to the following basic format:
Methods ‐ A description of the test sequence, objectives and steps required to verify compliance.
Procedures ‐ Detailed test procedures shall be provided to enable testing of all performance criteria as specified in this RFP. Procedures shall include, as a minimum, a schedule for performance, specific equipment required for the tests, step by step instructions for completing the test, and all test‐specific requirements such as routing for coverage tests.
Data Collection/Reduction Process ‐ Detailed description of the data collection/reduction process to be used. As a minimum, this shall include the data acquisition equipment, check lists, forms, required software, statistical reduction methods, and procedures used to reduce the collected data to a usable form.
Result Display ‐ Describe the format to be used to display the results of the test.
8.10.9 FSAS System Performance
The equipment described in this RFP is expected to function individually and as a complete FSAS. As such, the overarching performance specification and of subsequent acceptance criteria shall be on complete FSAS System Performance. The equipment shall have been turned on, aligned
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and operational prior to beginning the acceptance test. Tests shall be conducted in such a way as to be repeatable.
For acceptance purposes, the tests shall be documented by the Contractor, and may be witnessed, all or in part, by the City Project Manager and/or their designee. The Proposer shall issue the FSAS System Test Report. The test report shall be provided no more than five (5) working days after completion of these tests, for approval by the City Project Manager.
8.10.10 Failure Mode Performance Testing
The Contractor shall demonstrate the failure mode operation of the FSAS. All equipment and equipment components, both main and standby or alternate, shall be exercised during the course of the test.
All standard FSAS functions and failure modes, including continued FSAS operation within the limits as defined in this RFP, shall be demonstrated. Alarm functions shall also be demonstrated.
8.10.11 Phased Implementation Plan
The conversion from the existing FSAS to the new FSAS shall be accomplished such that there is a minimum of disruption to operations during the cutover. The Contractor shall provide a detailed cutover plan including all procedures for the plan to the City Project Manager for approval at least 30 days prior to beginning the acceptance testing.
This plan shall take into account fixed equipment cutover, interfaces with and transfer of control to or from existing FSAS/equipment, any dispatching transitions, special sequences, scheduled downtime, any dual operation necessary, and personnel schedules.
8.11 Training
8.11.1 Training for Personnel Assigned to MFC
Proposal must explain how Proposer will train dispatch personnel during the dispatch 24‐hours of operation on the FSAS functions. Proposer must provide all training materials, including but not limited to booklets, manuals and diagrams for the staff of the Metropolitan Fire Communications Center. There are approximately eighty (80) full time dispatchers, twenty (20) stand‐by members trained as dispatchers, twelve (12) Fire Captains and three (3) Battalion Commanders.
The training shall have adequate hands‐on approach on the model of equipment supplied and it shall include sufficient information and experience to familiarize dispatch center personnel with FSAS features and operations for their particular assignments.
Proposer must offer multiple identical training sessions to account for the various staffing and shift assignments as well as make‐up sessions.
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Proposal must include a copy of the proposed training curriculum along with the line item cost as required in the Section: Proposal Submission Format.
8.11.2 Training for Personnel in the Field Proposer shall explain how they will provide/conduct training during business hours on all FSAS functions and provide all manuals for the staff assigned to the field (Fire Stations) of the Los Angeles Fire Department working 24 hour shifts on platoon duty.
The training shall have adequate hands‐on approach on the model of equipment supplied and it must include sufficient information and experience to familiarize field personnel with FSAS features and operations for their particular assignments.
Proposer shall offer multiple identical sessions to accommodate personnel who work on the different shifts, as well as offer make‐up sessions.
Proposal must include a copy of the proposed training curriculum along with the line item cost as required in the Section: Proposal Submission Format. Technical Training
Technical training shall be provided to appropriate Information Technology Agency (ITA) staff and MIS staff and support personnel including complete orientation with FSAS components, troubleshooting guidelines and software and hardware operations. The training shall provide in depth knowledge on how to make routine repairs and replacements upon completion of training. Proposer should contemplate providing training for IT, radio shop technical staff and dispatch center supervision/administrative staff.
The technical training can be categorized into three groups:
ITA Technical Staff – Engineers and Technicians
ITA Development and Integration staff – Software developers, integrator and support staff
LAFD MIS staff – LAFD operation support
8.11.3 Training Solutions Proposer shall include the proposed training course(s) description(s) and curriculum in the proposal. Proposal should also include the costs for said training offerings. Proposer shall provide a list of training courses available to technical, staff and field personnel. The training shall be comprehensive to ensure that the dispatchers, field personnel and if used, “train the trainers” can effectively use, operate and maintain the FSAS. Outline the length of time it will take to train personnel on the new system via these various forms of training listed below:
Train the Trainer
In‐Class instruction
Manuals
Webinars
YouTube Videos
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The total bid cost shall include the line item for the training offered in the cost proposal.
8.12 Warranty, Maintenance and Support
8.12.1 Work and Equipment Warranty
The Proposer shall warrant that all equipment, work and documentation to be supplied to meet the following specification:
Such work and equipment shall be free from defects in material and workmanship for a period of at least one (1) year from the date of final system acceptance. The Proposer shall provide all parts and labor needed during the warranty period. All equipment supplied as part of the contract shall be new. Refurbished or remanufactured components will not be accepted.
8.12.2 System Warranty
The system warranty shall include the total FSAS including all interfaces to the other systems, such as, interfaces to radio system, 9‐1‐1 telephone system, CAD, Logging Recorders, and Master Time Source (MTS) infrastructure, etc, which support the activities of the LAFD 9‐dispatch operation.
If at any time during the warranty period the City or the Proposer discovers any malfunction, failure, defect or design error, the Proposer shall, entirely at its own expense, promptly correct such malfunction, failure, or design error within a service level to be agreed during contract negotiations.
8.12.3 Software Warranty
The Proposer shall warrant that any software products provided for the FSAS shall be free from defects or errors for the life of the contract. The Proposer shall provide all necessary services to promptly correct any such defects at no cost to the City. This applies to the correction of "bugs" which may be found in the operating software.
Software upgrades and licenses shall not require the City to purchase upgrades of hardware to support the software changes for the life of the contract.
Note: The City reserves the right to deploy system trained City technicians to perform emergency maintenance during the warranty period without voiding the terms of the warranty.
8.12.4 Extended Service Agreement
Maintenance service shall be available on a 24/7‐day a week basis to perform both preventive and repair maintenance according to the extended service agreement provided.
Proposer’s field engineers shall respond to service calls initiated by the City according to a service level to be agreed during contract negotiations.
Remote trouble‐shooting may be conducted via secured modem/VPN access. If remote trouble‐shooting with assistance from ITA technical staff does not resolve the problems, physical
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presence of Proposer’s technical staff shall be required on‐site at no additional cost to the CITY. If requested by the City, the Proposer’s engineer/technician shall arrive on‐site according to a service level to be agreed during contract negotiations.
The City may engage the Proposer to make upgrades or requested changes to the FSAS within mutually agreed upon terms and conditions during the active warranty or service agreement periods.
8.12.5 Spare Parts In order to limit downtime, selected Proposer shall provide five percent (5%) spare parts for the new major/critical equipment associated with this RFP for the City to retain at its Piper Technical Center.
8.12.6 Equipment Failure During Warranty Period
If any equipment fails during the warranty period, the Proposer shall meet with the City Project Manager to discuss and explain such failures. If, in the opinion of the Project Manager, these failures indicate that the equipment is potentially prone to continuing failures, the Proposer shall replace such equipment at no cost.
8.12.7 Technical and Maintenance Support Services Post Implementation and Warranty
Proposal must provide a description of the various levels of technical and system support services post implementation and “going‐live” that Vendor offers including but not limited to: telephone support, on‐site support and virtual support. In the description of each level of support please include the following: the hours of operation, whether the support is available during holidays, technician qualifications, and method of providing maintenance. Costs associated with these support services, along with location of technical support staff, and procedures for obtaining support should also be included. All other terms and pricing of support services and applicable warranties offered by Proposer should be clearly set forth in the proposal.
The Proposer shall provide a written statement indicating the length of time they will remain committed to supporting the proposed FSAS hardware solution with parts, modules, boards, equipment, upgrades, and modifications required for maintaining and/or expanding the system.
The Proposer shall describe in detail how it proposes to maintain continuous availability of the system to the City, with a minimum uptime of 99.999%, measured annually. The Proposer’s response shall include, but not be limited to, the following:
1. Describe the support services required to implement the system through “going‐live”.
2. What is the highest level of support services that you provide? Include a complete description of the services and the proposed cost.
3. Do you offer any lower or midlevel support service packages? Describe the associated services and the proposed costs.
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4. What on‐site supervisory and technical support staff shall support the proposed FSAS, and during what hours shall they be available? Are maintenance services provided by in‐house personnel or another party?
5. Describe the Help Desk services available by telephone for ITA hardware and software support technicians. The Proposer shall at a minimum provide 24/7 availability of Help Desk services during the entire term of the contract.
6. If errors/issues are discovered at another agency’s site, how and when will the City be notified and the FSAS be corrected?
7. Describe the method and procedures for escalating service problems, issues, or failed commitments for maintenance of the FSAS. Define the roles and responsibilities of the escalation reporting structure.
8. Provide a customer satisfaction summary for a recent 12‐month period.
9. Provide a list of known and outstanding errors/FSAS deficiencies and a plan for resolution.
10. Describe your policy/process for updating, applying service patches, fixing bugs to the FSAS when new releases of support software become available.
11. What level of support is provided to the City during implementation and go‐ing live and for how long?
12. What are the different levels of host implementation post warranty?
8.13 System Upgrades and Expansion
Contract(s) executed pursuant to this RFP will result in the City expending significant resources to achieve a fully integrated, state of the art FSAS. Therefore, the City requires assurances that the system will not become unserviceable within a short time after implementation, or fail to be nimble enough to withstand expansion and change within the City in the years following implementation of the original system. Therefore, your Proposal must address the following issues. The Proposal must have an open‐architecture interface that allows the City to upgrade, add to and/or replace elements of the system in the future.
The Proposal must also outline how the proposed FSAS can be expanded and integrated into additional facilities that require FSAS capabilities, which were not contemplated under this RFP.
The Proposal must describe the required process for expanding the system over time, as the need arises in the City.
The Proposal must describe upgrades that the Proposer anticipates occurring during the life of the FSAS .
The Proposal must include responses to the following questions:
1. If the City requests software enhancements after implementation of the original system has been completed, what process will you use to evaluate and satisfy the request?
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2. How long will you support each version of the proposed software?
3. Have you ever discontinued support for an older release of the proposed hardware and software?
4. Do you have a policy governing the length of time you support software solutions?
5. What is required of the City to remain compliant with your maintenance and support proposals after the warranty and implementation periods have expired?
6. What are the average costs and timeframes associated with a software update?
7. Can you assure the City that in the event that a customized solution is implemented, you will support and maintain it in future releases of the FSAS software.
8. Describe your change management process for software releases, including but not limited to regression testing and version control procedures etc.
9. Describe your approach to supporting open systems standards.