Status: Current Bid Request
Bid #: 2008-16
Bidding Started: 5/15/08 at 4:30 PM
Bidding Ends: 7/21/08 at 2:00 PM

Description:

City of Wilson

Request for Proposals

800 MHz Trunked Radio System

REQUEST FOR PROPOSALS RFP 2008-16

TITLE: 800 MHz Trunked Radio System
USING AGENCY: CITY OF WILSON, NORTH CAROLINA
ISSUE DATE: May 15, 2008
ISSUING AGENCY: CITY OF WILSON
P.O. BOX 10
1800 EAST HERRING AVENUE
WILSON, NORTH CAROLINA 27894-0010

IMPORTANT NOTE: Indicate firm name and RFP number on the front of each sealed proposal envelope or package, along with the date for receipt of PROPOSALS specified below.

Sealed proposals subject to the terms and conditions made a part hereof will be received until July 21, 2008 @ 2:00 PM for furnishing the services described herein. Proposals will be opened in the office of the Purchasing Manager at the City of Wilson Warehouse 1800 Herring Avenue, Wilson, North Carolina.

All qualified proposals will be evaluated and an award will be made to the firm (s) whose proposal is deemed to be in the best interest of the City of Wilson, all factors considered. The City of Wilson reserves the unqualified right to reject any or all offers if determined in its best interest.

SEND ALL PROPOSALS DIRECTLY TO THE ISSUING AGENCY ADDRESS SHOWN ABOVE.

Procedural inquiries: Richard Williams
(Address shown above)
(252) 399-2405
rwilliams@wilsonnc.org

Technical inquiries: Dathan Shows
(Address shown above)
(252) 399-2300
dshows@wilsonnc.org

MANDATORY PRE-PROPOSAL MEETING:
(Attendance will be a factor in award)

Tuesday, May 27, 2008, 2:00pm City of Wilson Council Chambers


I. Project Scope

The City of Wilson, North Carolina (City) is seeking proposals from qualified radio equipment manufacturers and/or solutions providers for the design, fabrication and installation of a new 800 MHz trunked radio system to serve the departments of the City of Wilson, North Carolina. The purpose of this request is to define minimum requirements, solicit proposals, and gain adequate information by which the City of Wilson may evaluate the services offered by solutions provider. It is the intent of the City to secure a contract for the procurement, design and installation of a turnkey 800 MHz Trunked radio interoperable solution for the public safety and other governmental agencies of the City of Wilson. While this RFP is specifically for the City of Wilson, the County of Wilson is participating in the process and may also participate in the purchase and implementation of the system, subject to acceptable system solution evaluation and funding availability.

The City and County of Wilson currently operate multiple LMR systems from one primary site and one secondary site. In addition, City and County Law Enforcement departments operate on multi-site repeater systems. The specific LMR system types and site locations will be provided at the MANDATORY PRE-PROPOSAL MEETING for all firms interested in responding to this RFP.

All proposals received in response to this RFP will be held in confidence; the selection of the successful solutions provider will be made based on a number of factors which include the total cost of the system, adequacy of design, expandability, adoption of future standards or enhancements and implementation time schedule.

Proposals in response to this RFP are due as specified. The details and pricing of the submittals are anticipated to be complex and, as such, the system designs and pricing will be confidential, as they will require additional detailed review and evaluation. Each proposal must include a summary price that is the final and all-inclusive price for the complete system proposed.

Each solution provider shall be responsible for ensuring their proposal arrives prior to the due date and time. Each solutions provider is permitted to submit up to two proposals. Submittal of more than two proposals shall result in the disqualification of the solutions provider.

Prior to the due date and time of the proposals submitted, the solutions provider shall be allowed to withdraw their proposal for any reason. All proposals must be valid for a period of 120 calendar days after the due date. When requested by the City of Wilson, samples, specific information, specification clarifications, technical data, and/or demonstrations must be furnished for the City of Wilson’s inspection or evaluation at no expense to the City of Wilson.

It is the intent of this RFP to secure competitive proposals and the system design concept statements herein are intended to indicate only the general scope and quality level of the system desired. Solutions providers are required to offer equipment, supplies and/or services to produce a turnkey, comprehensive solution to the design concepts described herein. A request for proposals process is different from an invitation to bid. Expectations are to review creative, competitive solutions to the stated problem or need as specified herein. While adherence to specifications is desired, proposers may take exception to any requirement of the RFP. However, exceptions must be clearly stated and noted as such in the response. Electrical equipment performance specifications listed herein for fixed radio equipment and radio subscriber units are minimum requirements and must be met by the equipment proposed.

The goal of this process is to create a scalable and flexible radio system network that is accessible by all Public Safety and other governmental agencies of the City of Wilson. The Interoperable System should be evolutionary with the ability to seamlessly integrate future technologies, allowing longevity of the infrastructure.

All prices quoted must be complete, best and final including inside delivery. The quote will state any specified installation for a complete and fully operational system. It shall be the responsibility of the solutions provider to make all necessary arrangements for delivery to the jobsite. The City of Wilson agrees to provide limited storage and jobsite accommodation space if possible; solutions providers are to indicate their onsite storage and staging requirements in their proposal.

The City of Wilson is not subject to local, state or federal taxes. A tax-exempt certificate will be provided to the successful solutions provider.

This document is a Request for Proposal and not a Bid. The City of Wilson reserves the right to negotiate with any solutions provider after the proposals are opened pursuant to required modifications, clarifications or further determine the proposed system’s applicability to the City’s needs.

II. Mandatory Technical Narrative

This section will allow the solutions provider to explain the network topology/implementation and how it directly meets the needs of the end users. This offers an opportunity to discuss how the solutions provider understands the scope of work. The level of detail will provide the evaluation team insights into the solutions provider’s understanding of the total project.

Respond to the following issues:

a. Quality of the design and demonstrated ability to meet performance requirements, with particular emphasis on coverage, operational reliability and recoverability.

b. Extent to and ease with which each user can communicate with the other agency units within the City and County of Wilson. The solution must have the ability to be controlled by users in the field in a preprogrammed, user selectable configuration, as well as by a control console at each PSAP for communicating with other units/agencies.

c. The response must include relevant and complete literature/descriptions of the items in the proposal.

d. Extent to which the technology employs proven, commercial technology and standards which allow connection to the broadest possible range of commercial equipment. All equipment should meet or exceed the latest NENA, EIA, FAA and FCC standards and regulations applicable to this class of equipment. Adherence to Project 25 phase 1 and any costs associated with upgrading to the future phase 2 standards is highly desirable. An overview of Project 25 phase 2 and migration path to a phase 2 infrastructure is highly desirable. Specifications that render a technology proprietary to a sole source should be avoided. If manufacturers choose not to produce equipment to meet a specific industry standard that is being met by commercially available equipment, it will not be considered sufficient cause to adjudge these specifications as restrictive.

e. The technology should be able to leverage existing communications infrastructure where possible. All equipment that will be ended of life within 36 months must be noted. Any product that is ended of life during the first 36 months of operation can be upgraded to the newer technology and granted full purchase price as in-kind value.

f. Extent to which the technology will allow the City of Wilson to communicate with adjacent city and county agencies during mutual aid events as well as communicating with state agencies during a foreseeable critical.

g. Extent to which the solutions provider understands the logistics support for deployment of the network, as well as approach and content for training of the various user groups. The solutions provider must convey to the Radio Committee that their organization has a suitable approach, the required resources and possesses sufficient management expertise and experience to manage resources and effectively achieve all contracted requirements.

h. Operator and service manuals shall be supplied for each type of equipment furnished with as built drawings and detailed system documentation upon system acceptance.

i. Maps must be provided depicting the predicted coverage of the 800 MHz Trunked radio system. These maps will reliably predict the talk-out (base station to portable radio) for in building coverage for all city and county owned facilities; as well as talk back (portable to base station) from each site. Overall portable coverage for the county shall be 90% talk-out and talk-back utilizing portable radios. Minimum acceptable Digital Audio Quality (DAQ) will be 3 or a 2.6 BER in a faded channel. Minimum acceptable Analog Audio Quality will be 17 dBS SINAD in a faded channel. Methodology used to predict coverage must be detailed in order to assess accuracy of the coverage maps. Example the adherence to TSB88-A of the TIAS/EIA Telecommunications Systems Bulletin. The proposed acceptance test plan should be included in this section. Objective real world real time tests are highly desirable.

j. The solutions provider shall be responsible for engineering, furnishing, installing and testing all elements of the system in accordance with industry standard best practices. A performance bond is expected to be for the requirements of the design, delivery and install period plus one year after final acceptance of the system by the City of Wilson.

k. The solutions provider shall propose a baseline schedule for design, delivery, installation and testing of all items required for the system. The schedule shall address as a minimum, the following:

1. Site Surveys and Preparation
2. Detailed Design
3. Equipment delivery including acquisition of drop ship/OEM subsystems
4. System Installation
5. System Testing
6. Acceptance Test
7. System Documentation
8. Training of technical and operational features and functions as well as preventative maintenance best practices and non technical care, which could include videotapes.

The tasks that the city or county must perform to maintain the schedule must be identified. The City of Wilson reserves the right to make reasonable changes to the proposed schedule of any subsequent schedule at no additional cost to the City or the County.

Within fourteen days of the selection of a solutions provider, a detailed installation plan and procedure for each site and phase will be finalized. All plans must be approved by the City of Wilson. Plans will include floor plans, equipment layout, rack elevations, antenna placements, cabling and wiring diagrams.

The solutions provider shall ensure that all equipment is electrically bonded, grounded and protected in accordance with MIL-HDBK-419A and the National Electrical Code. This shall include all metal conduits, trays, racks, cabinets, antennas, transmission lines, electrical service entrance conductors, telephone lines and other metallic conductors.

The solutions provider shall provide lightning protection equipment including surge arrestors adhering to MIL-HDBK-/1004/6 and BELCORE TR-TSY 000070 and TR-TSY-000072 specifications.

The solutions provider shall comply with software licensing requirements for the City and County’s (or their designated representatives) use during installation and ongoing use after system implementation. Software license shall be transferred by the solutions provider to the county, and solutions provider will continue to support the software during the system warranty period.

The solutions provider shall guarantee an open architecture interface which is non-proprietary, for the future connection of external systems such as, but not limited to, computer aided dispatch (CAD), network management system (NMS), data, diagnostics and control and usage tracking.

The final acceptance test of the requirements of the system shall be performed by the solutions provider. The tests shall meet or exceed industry best practices and standards in order to document fully compliance with the RFP. All necessary personnel, labor, materials, documentation and test equipment to perform all acceptance tests shall be provided by the solutions provider. All test plans are subject to review and approval. It is intended that a designated representative(s) will be at all or part of the testing.

III. Cost Proposal Requirements

The cost proposal shall be submitted to the City of Wilson in a separate, sealed package from the Technical proposal.

The cost proposal shall be formatted to follow the below subsections. Each subsection shall include a detailed line item for each network element and is to be listed with the part number, OEM unit price and extended price. Failure to follow cost proposal format can be assessed as non-responsive and could disqualify the proposal

All costs for FCC licenses and/or other modifications to existing licenses and coordination agencies required to operate the system must be provided as a detailed line item description. Current license information can be obtained from the FCC as a matter of public record.

All costs associated with programming all equipment must be detailed as a line item. (For example, subscriber equipment, dispatch consoles, services and programming subsystem).

The solutions provider shall detail the warranties for all the equipment listed. The solutions provider shall provide as a separate section any follow-on maintenance for a period of two and five years.

The solutions provider shall make necessary provisions to warehouse all materials and equipment to be installed.

Any monthly recurring costs that will be associated with the network need to be identified in the appropriate subsection. (i.e. tower rental in the Fixed Equipment section broken out under the specific site the cost is associated with or T1 costs for connectivity at the E911 center other locations)

Any costs associated with altering existing communications network systems or subsystems must be disclosed and incorporated in the proposal.

Installation costs shall be detailed in each subsection with a break out of costs per major activity. (For example, antenna installation, base station optimization, mobile install, and field strength test).
The system configuration, the number of sites, their locations and the methodology used for inter-site connectivity are to be determined by the solutions provider. Based on the past experience and knowledge of the topography; multiple sites may be required. The City of Wilson requests that the solutions providers show the costs for the individual sites proposed and for the inter-site connectivity.

The solutions providers shall describe the plans and approach for accomplishing the work requested. The information shall be in enough detail to enable the City of Wilson to ascertain the solutions provider understands the effort to be accomplished and should outline the steps in the total service proposed.

The respondents are required to examine the sites where the work is to be performed and to make all necessary investigations in order to become thoroughly familiar with the conditions relating to materials, supplies and equipment to be furnished.

Trunked Radio Fixed Equipment

This section is to evaluate the economies of the equipment/services associated with each tower site that will consist of the core critical switching and RF base station equipment which the subscriber units will interface in order to access the network. Typically the elements detailed will be repeaters, antennas, transmission lines, connectors, connecting cables, lightning and grounding equipment and cables, mounting racks or cabinets, receiver multi-couplers, transmitter combiners, filters and any other necessary ancillary equipment.

Each tower site shall be addressed separately and will include any civil work and/or tower work that will be necessary in order to complete the installation. Each effort shall be quoted separately (civil, tower work, antennas installation, RF equipment, switching equipment). A detailed description of the tower shall be submitted including FCC information required for licensing, owner of the tower and any monthly charges for attaching antennas to the structure.

A detailed line item pricing is mandatory and should identify drop ship or OEM vendors. The list will include a complete model number, basic description and a reference to the technical brochure. Model numbers should reflect any OEM information.

Networking Transport Infrastructure

This section is to evaluate the economies of the transport technology and the associated equipment/services that will provide connectivity to each tower site and primary control point. Typically the elements detailed will be network interface equipment, computers, controller or control cards, card cages, PSTN interfaces, multi-plexers, modems, routers, bridges, network data repeaters, microwave radios, transmission line, antennas, system management equipment and software, and third party equipment and services needed to link the sites in the proposed system Each transport path shall be addressed separately and identified as connectivity between two specific points and include all installation costs.

A detailed line item pricing is mandatory and should identify drop ship or OEM vendors. The list will include a complete model number, basic description and a reference to the technical brochure. Model numbers should reflect any OEM information.

Subscriber Units

This section is to evaluate the economies of the subscriber equipment/services associated with providing reliable public safety communications. Typically the subscriber units shall be defined as Control Stations, Mobiles and Portables. Each subscriber unit will have a feature set that will meet the needs of a specific department, agency or jurisdiction. The user community of the proposed trunked radio system will consist of both Public Safety as well as Public Works employees. The breakdown of the user community is provided in table below. All subscriber units will be able to utilize emergency mutual aid wireless infrastructure in the City of Wilson during critical events. The ability to utilize other state and local mutual aid and/or primary wireless infrastructure is highly desirable in order to adapt to statewide interoperability efforts. Proposer’s response should provide an adequate representation of feature sets that will meet the various needs of each user group. The layout of the subscriber units should address each type of device as described above in a straightforward format. Model number basic description of features and functions with accessories itemizes. Each feature and function should be noted if it is a software key upgrade or is a hardware add-on. The trunked radio system should be designed for an initial deployment of 700 subscriber units with the capability of expanding to accommodate an additional 200-300 units should Wilson County decide to participate in the system.

Agency/Jurisdiction Law Enforcement
Fire
EMS
Public Works
City of Wilson 225 125 350
County of Wilson 100 100 50 25


A detailed line item pricing is mandatory and should identify drop ship or OEM vendors. The list will include a complete model number, basic description and a reference to the technical brochure. Model numbers/names should reflect any OEM information.

Financing

Each proposer shall include any financing options available that will include the entire cost of the solution acquisition; including, but not limited to fixed system equipment, networking and transport infrastructure, subscriber units, implementation, programming, and installation. Proposals for financing shall include term, interest rate, payment schedules, and any necessary actions that must be performed on the part of the City. All financing proposals shall be fixed for a period of ninety (90) days from the date of proposal opening.

































Terms and Conditions

a. DEFAULT: In case of default by the contractor, the City of Wilson may procure the articles or services from other sources and hold the contractor responsible for any excess cost occasioned thereby.
b. GOVERNMENTAL RESTRICTIONS: In the event any Governmental restrictions are imposed which necessitate alteration of the material, quality, workmanship or performance of the items prior to delivery, it shall be the responsibility of the contractor to notify, in writing, the issuing purchasing office at once, indicating the specific regulation, which required such alterations. The City of Wilson reserves the right to accept any such alterations, including any price adjustments occasioned thereby, or to cancel the contract.
c. AVAILABILITY OF FUNDS: Any and all payments to the contractor are dependent upon and subject to the availability of funds to the City for the purpose set forth in this agreement.
d. TAXES: Any applicable taxes shall be invoiced as a separate item. The City is not exempt from local or North Carolina sales tax.
e. SITUS: The place of this contract, its situs and forum, shall be North Carolina, where all matters, whether sounding in contract or tort, relating to its validity, construction, interpretation and enforcement shall be determined.
f. GOVERNING LAWS: This contract is made under and shall be governed and construed in accordance with the laws of the State of North Carolina.
g. INSPECTION AT CONTRACTOR’S SITE: The City of Wilson reserves the right to inspect, at a reasonable time, the equipment/item, plant or other facilities of a prospective contractor prior to contract award, and during the contract term as necessary for the City of Wilson’s determination that such equipment/item, plant or other facilities conform with the specifications/requirements and are adequate and suitable for the proper and effective performance of the contract.
h. PAYMENT TERMS: Payment terms are Net 30 after receipt of correct invoice or acceptance of goods, whichever is later.
i. AFFIRMATIVE ACTION: The contractor will take affirmative action in complying with all Federal and State requirements concerning fair employment and employment of the handicapped, and concerning the treatment of all employees without regard to discrimination by reason of race, color, religion, sex, national origin or physical handicap.
j. CONDITION AND PACKAGING: Unless otherwise provided by special terms and conditions or specifications, it is understood and agreed that any item offered or shipped has not been sold or used for any purpose and shall be in first class condition. All containers/packaging shall be suitable for handling, storage or shipment.
k. STANDARDS: All manufactured items and/or fabricated assemblies subject to operation under pressure, operation by connection to an electric source, or operation involving a connection to a manufactured, natural, or LP gas source shall be constructed and approved in a manner acceptable to the appropriate state inspector which customarily requires the label or reexamination listing or identification marking of the appropriate safety standard organization; such as the American Society of Mechanical Engineers for pressure vessels; the Underwriter’s Laboratories and or National Electrical Manufacturers’ Association for electrically operated assemblies; or the American Gas Association for gas operated assemblies, where such approvals of listings have been established for the type of device offered and furnished. Further, all items furnished shall meet all requirements of the Occupational Safety and Health Act (OSHA), and state and federal requirements relating to clean air and water pollution.
l. PATENT: The contractor shall hold and save the City of Wilson, its officers, agents and employees, harmless from liability of any kind, including costs and expenses, on account of any copyrighted material, patented or unpatented invention, articles, device or appliance manufactured or used in the performance of this contract, including use by the government.
m. ADVERTISING: Contractor agrees not to use the existence of this contract, the name of the City of Wilson as part of any commercial advertisement.
n. ACCESS TO PERSONS AND RECORDS: An independent auditor shall have access to persons and records as a result of all contracts or grants entered into by the City of Wilson in accordance with General Statute 147-64.7.
o. ASSIGNMENT: No assignment of the contractor’s obligations nor the contractor’s right to receive payment hereunder shall be permitted. However, upon written request approved by the issuing purchasing authority and solely as a convenience to the contractor, the City of Wilson may:
i. Forward the contractor’s payment check directly to any person or entity designated by the contractor, and
ii. Include any person or entity designated by contractor as a joint payee on the contractor’s payment check.
In no event shall such approval and action obligate the City of Wilson to anyone other than the contractor and the contractor shall remain responsible for fulfillment of all contract obligations.
p. INSURANCE:
COVERAGE- During the term of the contract, the contractor at its sole cost and expense shall provide commercial insurance of such type and with such terms and limits as may be reasonably associated with the contract. As a minimum, the contractor shall provide and maintain the following coverage and limits:
i. Worker’s Compensation- The contractor shall provide and maintain Worker’s Compensation Insurance, as required by the laws of North Carolina, as well as employer’s liability coverage with minimum limits of $150,000.00, covering all of contractor’s employees who are engaged in any work under the contract. If any work is sublet, the contractor shall require the subcontractor to provide the same coverage for any for any of his employees engaged in any work under the contract.
ii. Commercial General Liability- General Liability Coverage on a Comprehensive Broad Form on an occurrence basis in the minimum amount of $500,000.00 Combined Single Limit. (Defense cost shall be in excess of the limit of the liability.)
iii. Automobile-Automobile Liability Insurance, to include liability coverage, covering all owned, hired, and non-owned vehicles, used in connection with the contract. The minimum combined single limit shall be $150,000.00 uninsured/under insured motorist; and $1,000.00 medical payment.
REQUIREMENTS: Providing and maintaining adequate insurance coverage is a material obligation of the contractor and is of the essence of this contract. All such insurance shall meet all laws of the State of North Carolina. Such insurance coverage shall be obtained from companies that are authorized to provide such coverage and that are authorized by the Commissioner of Insurance to do business in North Carolina. The contractor shall at all times comply with terms of such insurance policies, and all requirements of the insurer under any such insurance policies, except as they may conflict with existing North Carolina laws or this contract. The limits of coverage under each insurance policy maintained by the contractor shall not be interpreted as limiting the contractor’s liability and obligations under the contract.
q. CANCELLATION (TERM CONTRACTS ONLY): All contract obligations shall prevail for at least 180 days after the effective date of the contract. After that period, in addition to the provisions of the paragraph entitled Price Adjustments, for the protection of both parties, this contract may be canceled in whole or in part by either party giving 30 days prior notice in writing to the other party. Such notice of cancellation, as required herein, shall be transmitted via U.S. MAIL, Certified, and Return Receipt Requested. The 30 days notice for cancellation shall begin on the day the return receipt is signed and dated.
r. QUANTITIES (TERM CONTRACT ONLY): The award of a term contract neither implies nor guarantees any minimum or maximum purchases thereunder.
s. PRICE ADJUSTMENTS (TERM CONTRACT ONLY): Any price changes, downward or upward, which might be permitted during the contract period must be general, either by reason of market change or on the part of the contractor to other customers.
i. Notification: Must be given to the Purchasing Department, in writing, concerning any proposed price adjustments. Such notification shall be accompanied by copy of manufacturer’s official notice or other acceptable evidence that the change is general in nature.
ii. Decreases: The City of Wilson shall receive full proportionate benefit immediately at any time during the contract period.
iii. Increases: All prices shall be firm against increase for 180 days from the effective date of the contract. After this period, a request for increase may be submitted with the City of Wilson reserving the right to reject the increase, or cancel the contract. Such action by the City of Wilson shall occur not later than 15 days after the receipt by the City of Wilson of a properly documented request for price increase. Any increases accepted shall become effective not later than 30 days after the expiration of the original 15 days reserved to evaluate the request for increase.
iv. Invoices: It is understood and agreed that orders will be shipped at the established contract prices in effect on dates orders are placed. Invoicing at variance with this provision will subject the contract to cancellation. Applicable North Carolina sales tax shall be invoiced as a separate item.
t. YEAR 2000 COMPLIANCE/WARRANTY: Vendor shall ensure the product(s) furnished pursuant to this agreement ("product" shall include, without limitation, any piece of equipment, hardware, firmware, middleware, custom or commercial software, or internal components, subroutines, and interfaces therein) which performs any date and/or time data recognition function, calculation, or sequencing, will support a four digit year format, and will provide accurate date/time data and leap year calculations on and after December 31, 1999, and at the same level of functionality for which originally acquired without additional cost to the user. This warranty shall survive termination or expiration of the agreement.

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