ORDER N0. 26868 AUTHORIZE PROPOSALS FOR COMMUNICATIONS SYSTEM SHERIFFS OFFICE On this the 12th day of February 2001, upon motion made by Commissioner Griffin, seconded by Commissioner Baldwin, the Court unanimously approved by a vote of 4-0-0, to approve sending out request for proposals for communication system for Sheriff's Department. All proposals due May 11, 2001 by 4 pm. COMMISSIONERS' COURT AGENDA REQUEST PLEASE FURNISH ONE ORIGINAL AND NINE COPIES OF THIS. REQUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT. MADE BY: W.R Hierholzer ~~ OFFICE: Kerr Countv Sheriff s Office MEETING DATE: February 12, 2001 ~ TIME PREFERRED: SUBJECT: (PLEASE BE SPECIFIC) Consider and discuss approving sending out request for proposals for communication system for Sheriff s Office. EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON) NAME OF PERSON ADDRESSING THE COURT: W.R HIerholzer ESTIMATED LENGTH OF PRESENTATION: IF PERSONNEL MATTER -NAME OF EMPLOYEE: 5 minutes Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5, Chapter 551 and 552. Government Code, is as follows: Meeting scheduled for Mondays: THIS REQUEST RECEIVED BY THIS REQUEST RECEIVED ON: 5:00 P.M. previous Tuesday. All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepared for the Court's formal consideration and actiast at time of Court Meetings. Your cooperation will be appreciated and contribute towards your request being addressed at the earliest opportunity. See Agenda Request Rules Adopted by Commissioners' Court. DATE: February 12, 2001 TO: Kerr County Judge Fred Henneke and Kerr County Commissioners' Court FROM: Sheriff W.R. Hierholzer RE: Communication System Consider and discuss approving sending out request for proposals to provide equipment and services for a Conventional, Simulcast, VHF (150 MHz) radio system for the Sheriff's office. KERB COUNTY, TEXAS RADIO SYSTEM UPGRADE REQUEST FOR PROPOSALS dated February 12, 2001 Proposals Due May 11, 2001 4:00 PM Pre Proposal Conference March 14, 2001 10:30 AM RADIO SYSTEM UPGRADE PROCUREMENT TABLE OF CONTENTS 1.0 INTRODUCTION ........................................... 1 1.1 NOTICE .................................................. 1 1.2 SYSTEM DESIGN .......................................... 1 1.3 TURNKEY SYSTEM ........................................ 1 1.4 DEFINITIONS ............................................. 2 1.5 RFP REQUIREMENTS ...................................... 3 1.5.1 Acceptance of General Requirements ......................... 3 1.5.2 RFP Notice Requirements .................................. 4 1.5.3 RFP Procedural & Content Questions ......................... 4 1.5.4 Basis for Proposal ......................................... 4 1.5.5 Deadline for Proposals ..................................... 4 1.5.6 Opening of Proposals ...................................... 5 1.5.7 Disclosure of Proposal Contents ............................. 5 1.5.8 Late Proposals ........................................... 5 1.5.9 Signing of Proposals ...................................... 5 1.5.10 Cost of Proposal .......................................... 6 1.5.11 Ownership of Proposals .................................... 6 1.5.12 Disqualification or Rejection of Proposals ..................... 6 1.5.13 Conflict of Interest ........................................ 6 1.5.14 Rejection of Proposals ..................................... 7 -- 1.5.15 Right to Waive Irregularities ................................. 7 1.5.16 Withdrawal of Proposals ................................... 7 1.5.17 Amending of Proposals .................................... 7 1.5.18 Proposal Offer Firm ........................................ 7 1.5.19 Exceptions to RFP Specifications ............................ 8 1.5.20 Consideration of Proposals ................................. 8 1.5.21 System and Product Discovery .............................. 8 1.5.22 RFP Termination .......................................... 8 1.5.23 Security Bond ............................................ 8 1.5.24 Risk of Loss .............................................. 9 1.5.25 No Obligation ............................................. 9 1.5.26 Cost/Pricing Information ................................... 9 1.5.27 Payment Provisions ....................................... 9 1.6 PRE-PROPOSAL CONFERENCE ............................. 9 1.7 PROPOSAL CONTENTS ................................... 10 1.7.1 Vendor Profile ........................................... 11 1.7.2 Technical Proposal ....................................... 12 1.7.3 Cost/Pricing Proposal ..................................... 12 1.8 REVIEW AND EVALUATION OF PROPOSALS ................. 13 1.9 EVALUATION CRITERIA ................................... 14 2.0 GENERAL TERMS AND CONDITIONS ........................ 16 2.1 TURN KEY SYSTEM ....................................... 16 i - .< 2.2 INTENT ................................................. 16 2.3 r-, CONTRACT DOCUMENT HIERARCHY ....................... 17 2.4 TOTAL PAYMENT TO VENDOR ............................. 17 2.5 CONSEQUENTIAL DAMAGES ......... . .................... 17 2.6 COPYRIGHTS AND PATENTS .............................. 17 2.7 SYSTEM CONFIGURATION RESPONSIBILITY ................. 17 2.8 INSTALLATION PLANS REVIEWlAPPROVAL .................. 18 2.9 SYSTEM DELIVERY AND COMPLETION ...................... 18 2.9.1 Progress of Work ............................. .. 18 2.9,2 . ........ Time for Completion ........................... . 19 2.9.3 .. ........ Completion Schedule ................................ 19 2.9.4 ..... Right to Disapprove ...................................... 19 2.9,5 Passage of Title and Risk of Loss ........................... 20 2.9.6 Force Majeure ........................................... 20 2.10 INSURANCE AND LIABILITIES ...... . ....................... 20 2.10.1 Insurance Coverage ........................... 20 2.10.2 ........... Indemnification .................................. 22 2.10.3 ........ Liability for Patents, Copyrights and Proprietary Rights ......... 23 2.11 TRAINING ................................. . 23 2.12 .. ........... FINAL SYSTEM ACCEPTANCE ............................. 23 2.12.1 Thirty-Day Operational Stability and Performance Test ......... 24 2.13 GOVERNING LAWS ............................ . 25 2.14 .. ........ NO OBLIGATION ........................... . 25 -- 2.15 .. ........... SUFFICIENT APPROPRIATION ............................. 25 2.16 PRIME CONTRACTOR RESPONSIBILITY ..................... 25 2.17 TERMINATION ........................................... 26 2.18 ABANDONMENT ......................................... 26 2.19 STATEMENT OF LIABILITY ................................ 26 2.20 TEXAS SALES TAX ....................................... 26 2.21 WARRANTIES ........................................... 27 2.21.1 Warranty of Title ......................................... 27 2.21.2 Warranty of Specifications and Performance .................. 27 2.22 SYSTEM MAINTENANCE .................................. 27 2.23 PAYMENT AND PERFORMANCE BONDS ..................... 28 2.24 MAINTENANCE/EXTENDED SUPPORT ....................... 28 2.25 ASSIGNMENT ........................................... 29 2.26 ERRORS OR OMISSIONS .................................. 29 2.27 CHANGES IN THE WORK .................................. 29 3.0 SIMULCAST CONVENTIONAL RADIO SYSTEM ................ 30 3.1 INTRODUCTION .......................................... 30 3.2 SYSTEM DESCRIPTION ................................... 30 3.2.1 Fixed-site Equipment ..................................... 30 3.2.2 User/subscriber Equipment ................................ 31 3.2.3 Dispatch Center Equipment ................................ 31 3.3 ITEMIZED PRICING ....................................... 32 r" 3.4 GENERAL DESIGN REQUIREMENTS ........................ 32 _il_ - 3.5 SYSTEM DESIGN REQUIREMENTS .......................... 33 3.6 SYSTEM RADIO COVERAGE ............................... 33 3.7 SYSTEM SITES .......................................... 34 3.8 SYSTEM INTERCONNECTION .............................. 35 3.9 SYSTEM LICENSE REQUIREMENTS ......................... 35 3.10 GENERAL SIMULCAST EQUIPMENT ......................... 36 3.11 SYSTEM SPECIFICATIONS ................................ 36 3.11.1 Simulcast System Base Stations ............................ 36 3.11.1.1 Minimum Base Station Specifications ........................ 37 3.11.2 150 MHz Satellite Receiver ................................. 38 3.11.2.1 Satellite Receiver Technical Characteristics .................. 38 3.11.3 Antenna System Equipment ................................ 38 3.11.3.1 Transmission Lines ....................................... 38 3.11.3.2 Antennas ............................................... 39 3.11.3.3 Duplexers ............................................... 40 3.11.4 ComparatorNoter System ................................. 40 3.11.4.1 General ................................................. 40 3.11.4.2 Voter System Technical Specifications ....................... 41 3.11.5 Dispatch Consoles ....................................... 41 3.12 INTERFERENCE AND INTERMODULATION PROTECTION ....... 42 3.13 INSTALLATION .......................................... 43 3.13.1 Installation Criteria ....................................... 43 3.13.2 Installation Procedures .................................... 43 3.14 SYSTEM ACCEPTANCE ................................... 44 3.14.1 Testing ................................................. 44 3.14.2 System Installation Compliance ............................ 45 3.14.3 System Operational Demonstration ......................... 45 3.14.4 System Coverage Verification Test .......................... 46 3.14.5 Thirty-Day Performance Test ............................... 47 3.15 WARRANTY AND MAINTENANCE ........................... 48 3.16 DOCUMENTATION ....................................... 49 3.17 TRAINING ............................................... 49 3.18 FINAL CLEANING ........................................ 50 -iii- 1.0 INTRODUCTION 1.1 NOTICE Kerr County, Texas, is requesting proposals from qualified suppliers of public safety communications systems, hereinafter referred to as ("Vendor"), to provide equipment and services for a Conventional, Simulcast, VHF (150 MHz) radio system. Throughout this Request for Proposals ("RFP"), Kerr County, Texas, will be referred to as the "County". The County requests proposals for the detailed design and implementation of an integrated system on a "turnkey' basis. This turnkey system shall include all hardware, software, installation, system design and engineering studies (where indicated), warranty and maintenance, testing, training and documentation and all costs associated with providing a fully functional, turnkey communications system that will be County-owned and operated while being maintained by the selected Vendor/manufacturer. The terms and conditions specified in Section 2 of this Request for Proposals will apply to the RFP as a whole and will include all systems and options addressed by the RFP. The technical and performance standards for the system are defined herein in Section 3. Only those vendors fully capable of complying with the terms and conditions stated herein will be considered for award. The County intends to execute a final contract with the Vendor whose proposal is deemed most advantageous to the County in accordance with the system performance and proposal evaluation criteria specified in this RFP. 1.2 SYSTEM DESIGN The system must provide the County with a functional communications tool to provide for effective emergency response of public safety activities and support. Adequate mobile and portable radio coverage and reliability are primary concerns in the design of the system. Vendors may submit alternative proposals, if necessary, to describe a more effective solution. However, each Vendor must submit at least one complete, turnkey proposal which addresses the system requirements described herein. 1.3 TURNKEY SYSTEM The County regards this communications system as a publicsafetyqualitysystem that shall operate with the required coverage, reliability and capabilities as specified herein. Vendors shall propose a radio communications system that operates on the County's existing VHF frequencies and system license. The proposal submitted must be a complete, turnkey solution which includes all base station equipment and/or base station modifications and all required ancillary equipment. The County may conduct post-proposal discussions with all Vendors deemed by the County to be reasonably qualified for selection for award. "Post-Proposal discussions" include, but are not limited to: requests for additional information, interviews, requests for proposal modifications or revisions and requests for "best-and-final" offers. The County may reject any part of any, or all, proposals. Any information contained in the Vendor's proposal that is considered secret orconfidential by the Vendor must be clearly identified as such. Information not marked as proprietary, secret or confidential will be considered public information. Proposals will be opened in a manner that avoids disclosure to competing Vendors and keeps the contents of certain, select items secret during the negotiations. 1.4 DEFINITIONS This section is intended to document and define for the Vendor any abbreviations or specific terms utilized throughout the Request for Proposal. County Kerr County, Texas, including the Kerr Sheriffs Department and any other entities that may choose to use this system. Evaluation team A body comprised of representatives of the County, assigned to evaluate the proposals. May, should, preferable, prefers These terms identify a desirable or discretionary item or factor. Must, shall, will, is required, are required These terms identify a mandatory item or factor. Failure to comply with a mandatory item orfactor may result in the elimination of the Vendor's proposal from future consideration. Vendor Any person, corporation or partnership who chooses to submit a proposal. Proposal A Vendor's response to the RFP Request For Proposal orRFP All documents and amendments, including those attached or incorporated by reference, used for soliciting proposals. Page -2- w Responsive proposal A proposal which addresses all mandatory requirements of the RFP. RFP Request for Proposal System A VHF Simulcast Radio Communications System as specified herein. 1.5 RFP REQUIREMENTS The County views this RFP as the framework to be used by the Vendor in preparing and submitting the proposal, and as an integral part of the final contractual agreement to be negotiated with the Vendor. It is important for the Vendor to become familiar with the paragraph items within this section, as they will prevail in the event of any discrepancies or differences between project-related or contractual documents. The County has designated the following individual as Project Manager with overall project responsibility for administration of this Request for Proposals. ^ W. R. "Rusty" Hierholzer Sheriff and Project Manager Law Enforcement Center 400 Clearwater Paseo Kerrville, TX 78028 Ali inquiries and requests regarding this Request for Proposals must be submitted, in writing, to the Project Manager as indicated above. Other employees do not have authority to respond for the County in writing and the attempt to question other employees may result in the Vendor's disqualification, Only written responses from the Project Manager will be binding in regard to inquiries requesting clarification or additional information. The Project Manager's written responses will be forwarded simultaneously to all prospective Vendors. The Vendor must submit five (5) copies of their response to the RFP. All responses and each copy must be complete and accurate. 1.5.1 Acceptance of General Requirements The Vendor must accept the mandatory requirements by paragraph number contained specifically within this section in the letter of transmittal. Should a Vendoro~ject to any of Page -3- the County's requirements as contained herein, the Vendor may propose specific language that it believes would be acceptable to the County. Acceptance of alternative language is .-, solely at the County's discretion. 1.5.2 RFP Notice Requirements In accordance with State law and procedures of the County, a notice of Request for Proposals will be published in the Kerr County newspapers once a week for two consecutive weeks. The date of the first publication will be before the fourteenth (14th) day before the date of the proposal opening. 1.5.3 RFP Procedural & Content Questions Any Vendor requiring further clarification of the RFP procedure contained herein should submit specific questions, in writing, to the Project Manager. During the review of the RFP and preparation of the Proposal, certain errors, omissions or ambiguities may be discovered. If so, or if there are doubts or concerns about the meaning of any part of this RFP, written questions should be submitted in writing by mail to the Project Manager at the above address or by FAX to (830) 257-7904. This will allow time to answer the questions and distribute them so that all potential Vendors will have the benefit of the information. Any assumptions made about the meaning or accuracy of a statement in the RFP are made at the risk of the Vendor. A lack of questions by the Vendor indicates to the County that the requirements are understood and that the requirements will be met at the prices proposed by the Vendor. Oral instructions from the County are not be construed as the County's official position. The County's official position will be issued, in writing, only by the Project Manager. 1.5.4 Basis for Proposal Only information supplied by the County, in writing, through the Project Manager or in this RFP should be used in the preparation of proposals. 1.5.5 Deadline for Proposals Proposals must be submitted in a sealed envelope marked "VHF Radio System ,-. Proposal" along with the Vendor's name and address. Proposals will be received until May 11 2001 at 4.00 P M local time at the address listed below. Page -4- The Vendor can mail or deliver the proposal to the following address: W. R. "Rusty" Hierholzer Sheriff and Project Manager Law Enforcement Center 400 Clearwater Paseo Kerrville, TX 78028 The Project Manager will record and time-stamp receipt of the proposal and forward it for opening and evaluation at a later time. 1.5.6 Opening of Proposals All proposals will be opened at Commissioners Court on May 14, 2001, at or after 10:00 AM; however, contents of proposals, including prices, will not be disclosed at that time. 1.5.7 Disclosure of Proposal Contents Proposals will be opened in a manner that avoids disclosure of the contents to competing Vendors and keeps the proposals secret during negotiations. All proposals are open for public inspection after the contract award, but trade secrets and confidential information in the proposals are not open for public inspection if such data is clearly identified as such. Information not clearly identified as confidential will be considered public information. 1.5.8 Late Proposals Proposals must be returned in sufficient time so as be received and time-stamped at the above location or before the published proposal deadline. All proposals will be date and time stamped upon receipt. Any proposal received after the time and date set for receipt of proposals is late and will not be considered. 1.5.9 Signing of Proposals The submission and signature of a proposal will indicate the intention of the Vendor to adhere to the provisions in this RFP. Proposals which are signed for a partnership must be signed in the firm's name by at least one partner of the firm or by an attorney-in-fact. If signed by an attorney-in-fact, there ..- should be, attached to the proposal, a Power of Attorney evidencing authority to sign Page -5- proposals, dated the same date as the proposal, and executed in accordance with legal requirements of the firm. Proposals which are signed for a corporation must have the correct corporate name thereon and signature of the authorized company official. The title of the office held by the person signing for the corporation must appear below the signature of the officer. Proposals which are signed by an individual doing business under a firm name must be signed in the name of the individual doing business under the proper firm name. 1.5.10 Cost of Proposal This RFP does not commit the County to pay any costs incurred by any Vendor in preparation and/or submission of a proposal, or for procuring or contracting for the items to be furnished under this RFP. All costs directly or indirectly related to responding to this RFP (including all costs incurred in providing supplementary documentation) will be borne by the Vendor. Each Vendor will be responsible for all costs incurred in preparing or responding to this RFP. 1.5.11 Ownership of Proposals All documents submitted in response to this RFP will become the property of the County. 1.5.12 Disqualification or Rejection of Proposals Vendors may be disqualified for any of the following reasons: There is reason to believe that collusion exists among the Vendors. The Vendor is involved in any litigation against the County. The Vendor is in arrears on an existing contract or has defaulted on a previous contract with the County. The Vendor lacks financial stability. The Vendor has failed to perform under previous or present contracts with the County. The Vendor failed to use the forms attached to this RFP. The Vendor failed to adhere to one or more of the provisions established in this RFP. The Vendor failed to submit its proposal in the format specified herein. 1.5.13 Conflict of Interest Vendors must assure the County that no conflict of interest exists between it and anyone associated with the County. Prior to submission of any proposal, each Vendor must file, Page -6- with the Project Manager, a disclosure of no conflict of interest, attested to by its Corporate Attorney. Vendors are obligated to provide updated information concerning the disclosure of interests, as warranted, throughout the time the proposals are being considered. 1.5.14 Rejection of Proposals Proposals may be rejected if they show any alteration of words or figures, additions not called for, conditional or uncalled-for alternate proposals, incomplete proposals, erasures, or irregularities of any kind, or contain any unbalanced values. Proposals tendered or delivered after the official time designated for receipt of the proposal shall not be considered. 1.5.15 Right to Waive Irregularities Proposals will be considered as being "irregular" if they show any omission, alterations of form, additions, or conditions not called for, or irregularities of any kind. The County reserves the right to waive minor irregularities in proposals. This right is at the sole discretion of the County. -- 1.5.16 Withdrawal of Proposals Proposals may be withdrawn by written notice received by the Project Manager prior to the exact hours and date specified for the receipt of proposals. A proposal may also be withdrawn in person by a Vendor or his authorized representative, provided his identity is made known and he signs a receipt for the proposal, but only if the withdrawal is made prior to the exact hour and date specified for receipt of proposals. 1.5.17 Amending of Proposals A Vendor may submit an amended proposal before the deadline for receipt of proposals. Such amended proposals must be complete replacements of a previously submitted proposal and must be clearly identified as such in the transmittal letter. The County will not merge, collate, or assemble proposal materials. 1.5.18 Proposal Offer Firm Responses to this RFP, including pricing information, will be considered firm for one- hundred and eighty (180) days after the latter of: 1.) the due date for receipt of proposals; ..-. or 2.) the date of receipt of the Vendor's last, best-and-final offer is submitted. Page -7- 1.5.19 Exceptions to RFP Specifications ..- Although the specifications in the following sections represent the County's anticipated needs, there may be instances in which it is in the County's interest to permit exceptions to the specifications and accept alternatives. It is extremely important that the Vendor make very clear where exceptions are taken to the specifications and how the Vendor will provide alternatives. Therefore, exceptions, conditions, or qualifications to the provisions of the County's specifications must be clearly identified as such together with reasons for taking exceptions, and inserted in the proposal at this point. If the Vendor does not make clear that an exception is being taken, this will be deemed to mean that the proposal is responding to, and will meet, the specification as written. 1.5.20 Consideration of Proposals Discussions may be conducted with responsible Vendors capable of being selected for the award for the purpose of clarification. Until award of the Contract is made by the County, the right will be reserved to reject any or all proposals, to re-advertise for new proposals, or to proceed with the work in any manner as may be considered in the best interest of the -- County. 1.5.21 System and Product Discovery The County may elect to conduct any of the following additional activities with any responsible Vendor: 1. Vendor system and products demonstrations 2. Reference checking 3. Vendor client site visits 1.5.22 RFP Termination The County reserves the right, at its sole and unqualified discretion, to cancel this RFP at any time. The County reserves the right to reject any or all proposals submitted in response to this RFP. 1.5.23 Security Bond All Vendors shall make payable to Kerr County, a security bond in an amount equal to five (5) percent of the total contract price of all hardware, software and services to-be provided Page -8- under the contract. The security bond shall be either a certified check or cashier's check or a bond issued by a surety authorized to do business in the State of Texas. The successful Vendor's bond will be retained until the contract has been executed and the Vendor has furnished the required payment, performance and maintenance bonds. The County reserves the right to retain all other Vendor's security bonds until 180 days from proposal receipt deadline or until the contract is executed, whichever is earlier. If a Vendor should refuse to enter into a contract, the County will retain such Vendor's security bond. 1.5.24 Risk of Loss The Vendor agrees to bear all risks of loss, injury, or destruction of hardware, software or goods and materials (ordered or supplied as the result of the eventual contract) which might occur prior to delivery to the County, and such loss, injury, or destruction will not release the Vendor from any obligations under this RFP or any resulting contract. 1.5.25 No Obligation This procurement in no manner obligates the County or any of its agencies to the eventual purchase, rental, or lease of any software, hardware or services offered until authorized by the County Commissioners and confirmed by a written contract signed by an authorized -- representative of the County. 1.5.26 Cost/Pricing Information The County intends to purchase the System through a Purchase Agreement. Any prices subject to change or outside regulation must be explained. An itemized list showing a complete breakdown of all costs, equipment purchases and all other costs associated with operating the proposed system must be included. 1.5.27 Payment Provisions Each Vendor must submit payment provisions. The County expects to pay no more than 10% of the total project cost upon signing, 60% based upon the successful completion of all project milestones, and 30% to be retained until successful completion of a formal System Acceptance Test by the County. 1.6 PRE-PROPOSAL CONFERENCE The County will conduct aPre-Proposal Conference for all interested parties. Date: March 14, 2001 Page -9- Time: 10:30 am Location: Commissioner's Court 700 Main Street Kerrville, Texas Attendance at this meeting is not required to submit a proposal. However, Vendors are strongly urged to attend, as it is expected that many relevant questions will be asked and answered during the conference. Vendors are encouraged to fax any pertinent questions to the Project Manager, prior to the conference, in order to allow the County to prepare adequate responses. Vendors may request inspection access of the County's radio facilities beginning at 11:00 AM to 4:00 PM the day of the Pre-Proposal Conference. 1.7 PROPOSAL CONTENTS A proposal is defined as an offer to provide a turnkey system composed of equipment, software and services which meet, or exceed, all requirements of this RFP, including all specifications, functional requirements and performance standards. To be compliant the Vendor must submit: 1. A cover letter singed by owner or corporate officer, expressing the Vendor's intent to provide equipment, software and services as required in this RFP 2. A Vendor Profile which describes the Vendor's contact individuals, the background and experience of the Vendor's firm and all associated proposed subcontractors 3. ATechnical Proposal which addresses the requirements described herein, including a functional and operational description of the system from a user's perspective 4. A Cost Proposal which details all costs of the proposed offering, including recurring costs for a five (5) year period and any applicable contractual terms. 5. The Vendor shall also provide alease/purchase cost proposal, which the County may choose rather than outright purchase, at the County's option. 6 A project delivery and implementation schedule which defines project milestones referenced to contract award. Any proposal submission which lacks any of these components will not constitute a proposal, will not be evaluated and will not be eligible for contract award. Only turnkey proposals will be accepted in response to this RFP. The turnkey Vendor will carry full non-assignable and non-delegable responsibility for the technical performance and timely completion of all aspects of the project. Page -10- 1.7.1 Vendor Profile The Vendor profile must provide information on the Vendor's firm or organization, including the parent company, if applicable. In the specific order, it must provide the following information. 1. Clearly define the qualifications of the firm including experience and financial structure indicating percentage of the firm's assets which are presently committed to public safety communications market. 2. An outline of the proposed project organization including key project personnel and a statement of experience for each. This shall include an organization chart to reference personnel and sub-contractors. 3. A description of how the Vendor proposes to provide support and maintenance for the system(s) and options outlined in this RFP. 4. Professional references for the Vendor must be provided. A list of all public safety radio systems must be provided where similar systems provided by the Vendor have been completed and are now in use. The Vendor shall provide project information -- regarding project status of all referenced simulcast radio system projects. 5. A list of all proposed subcontractors will be provided and referenced to the anticipated service, equipment, or software provided. The experience, qualifications and technical support for each subcontractor shall be clearly stated. Proposers shall list all employees and subcontractors that will require access to the County's facilities. All employees proposed for the County's facilities will be subject to a background investigation prior to approval for access to those locations . 6. The Vendorshall provide a preliminary outline demonstrating the Vendor's approach to organization and completion of the project encompassing all appropriate activities and milestones including those tasks which are deemed to be the responsibility of the County. Tasks shall be clearly identified as to whether they are the responsibility of the proposer, a specified subcontractor or the County. The primary purpose of the outline is to obtain a general picture of the Vendor's approach to accomplishing the ultimate goal. 7. The Vendor must provide a clearly stated description of his Problem Escalation ~-- Procedures which he will follow to support the timely implementation of a fully functional and compliant system. This detailed description shall identify Page -11- management and technical resources proposed to support the County in the event of system, equipment, software or personnel problems. .-- 1.7.2 Technical Proposal A Technical Proposal must be submitted that encompasses all subsystem features and options. The Technical Proposal must be clearly divided so that each optional task or item described in the RFP is completely distinguishable and may be considered separately. The technical proposal must be submitted physically separate from the submitted cost proposal. The technical proposal must fully describe the functional capabilities of the proposed system(s) and must provide adequate technical detail to permit the evaluation team to assess the feasibility of the Vendor's proposed approach or solution. In addition, the technical proposal must contain an operational description ofthe system features, functions and controls. Manuals, product descriptions and other promotional material may be included. These items should be submitted as an Appendix to the technical proposal. Proposals lacking adequate documentation will receive a lower score on the proposal evaluation. 1.7.3 Cost/Pricing Proposal The Cost/Pricing Proposal must be submitted separate from the Technical Proposal and must include initial costs, recurring costs and total cost of ownership and operation. Costs shall be quoted by item where indicated in addition to total cost, so that a per item cost is shown for items quoted in quantities. The Cost Proposal must be clearly divided so that costs associated with each RFP option are shown separately and are independently stated. Costs to interface or integrate each option with the master system are to be included in the cost for the option. Costs are to be stated such that all costs associated with each system are distinguishable. However, the Vendor may note cost savings or discounts resulting from the combining of system components or options into one integrated system. Costs stated for each option shall clearly and completely outline all recurring costs, including but not limited to : 1.) Hardware maintenance, 2.) Software maintenance and 3.) Any recurring license fees, 4.) Estimate of site lease cost (from site owner/agent) for each site proposed, and 5.) Estimate of leased telephone line cost (T1 or other consistent with the Vendor's design). Recurring costs shall be distinct and separate from initial costs, with a recurring figure by year and a total recurring cost figure for the first five (5) years after warranty. Page -12- 1.8 REVIEW AND EVALUATION OF PROPOSALS All proposals will be reviewed for completeness and those found to be either incomplete or non-responsive will be rejected from further consideration. The evaluation team will determine if a reply is non-responsive and their decision will be conclusive. Responsive and complete proposals will be evaluated by the County's evaluation team. An evaluation team will be appointed by the County's project team. This team will conduct a technical evaluation to determine the technical compliance with each proposal and to determine that complete and responsive proposals have been submitted. In addition, this team will be selected for special skills and expertise necessary for final evaluation. They will provide an evaluation of cost proposals and selection of Vendors for further evaluation and/or negotiations. The evaluation team will review the technical proposals and will rank each from best-to- least-desirable of meeting the stated functional requirements. This review shall be evaluated on a numerical scale and will include evaluation of technical compliance, reliability of proposed design, effect on present County Dispatch Center, project support, Vendor references and project schedule. In order to consider the total projecf cost, the evaluation team will also review the cost proposals for a County purchased system to operate on radio channels licensed by the County. Included in the Vendor's cost proposals, the Vendor must include costs for equipment and services: 1.) For Single-channel, VHF, Simulcast radio operations 2.) For Upgrade of Single-channel, Simulcast system to aTwo-channel system 3.) Optional Digital Microwave links to interconnect the system's sites 4.) For replacement mobile radios, portable radios, desktop control station radios, as specified herein 5.) For all project management, engineering, documentation, training, testing and installation services and 6.) For all options listed herein and/or proposed by Vendor. This cost proposal shall include costs for turnkey system acquisition, annual system maintenance costs for five years, total five-year system operational cost, and all costs required for site and facilities modifications and leases. Page-13- Discussions may be conducted individually with Vendors who submit responsive proposals and who are determined reasonably qualified for award of the contract. Revisions may be permitted after submission and before contract award to obtain the best-and-final offers. 1.9 EVALUATION CRITERIA The project evaluation criteria are listed herein. Technical Compliance. This level of detail represents the degree to which the functional and performance requirements of the system, as specified in this RFP, are met and shall include the ease of system use and the proposed system's application to operational needs, as well as the effect of the proposed system upon the present voice communications system. Maximum Score 30 Reliability of System Design and Project Supporf. This aspect of the design shall include the reliability of the total turnkey system and shall include 1.) reliability of system design, 2.) adequacy of system maintenance, 3.) support parts availability, 4.) location, staffing level and technical training of the support staff and 5.) service to meet the special -- needs of public safety operations. Maximum Score 20 Vendor References. This listing of references shall include the Vendor's experience and qualifications with turnkey, simulcast radio system projects for public safety operations. This document shall include a listing of recent, successful simulcast radio system projects. The Vendor shall state its financial report to support this project, shall furnish a project organization of key personnel to implement the project, list all subcontractors that will be utilized and define their tasks and shall provide professional references of all working simulcast radio communications systems, designed or implemented by its firm. Maximum Score 15 Acquisition, Maintenance and Operational Costs. This schedule shall include a spread sheet identifying all system costs for the five-year project life. The Vendor shall identify those costs that will be supported by subcontractors. Maximum Score 20 Page-14- Complete Project Implementation Schedule. This schedule shall include atime-line of all the tasks proposed by the Vendor. This schedule shall include all design, installation, testing and integration tasks to be completed by the Vendor and its subcontractors. Maximum Score 15 Total Evaluation Score 100 - a. Page-IS- 2.0 GENERAL TERMS AND CONDITIONS The County shall consider, as a competent Vendor, only those Vendors who are fully capable of complying with all terms and conditions set forth in this RFP. All terms and conditions set forth in this RFP shall become a part of the final contract. 2.1 TURNKEY SYSTEM The selected Vendor shall furnish all labor, materials and equipment to design, install, test and make operational, warrant and maintain the VHF, Simulcast radio communications system and its components. This project is being developed on a turnkey basis and nothing herein shall be construed to limit or otherwise relieve contractor of the responsibility to deliver the system to the County and assure that said system meets or exceeds all performance criteria specified in this RFP. The "turnkey" Vendor, or prime contractor, will carry all responsibility for the technical and timely completion of all aspects of the project covered in their proposal. 2.2 INTENT It is the intent of this RFP and the resulting contract documents to describe a functionally complete project. Any work, materials or equipment that may reasonably be inferred from the contract documents as being required to produce the intended result will be supplied, whetherornotspecificallysetforth herein. When words which have swell-known technical or trade meaning are used to describe work, materials or equipment, such words shall be interpreted in accordance with that meaning. Reference to standard specifications, manuals or codes of any technical society, organization or association, or to the laws or regulations of any governmental authority, whether such reference be specific or by implication, shall mean the latest standard specification, manual, code or laws or regulations in effect at the time of contract award, except as may be otherwise specifically stated. However, no provision of any referenced standard specification, manual or code (whether or not specifically incorporated by reference in the contract documents) shall be effective to change the duties and responsibilities of the County, contractor, or any of their consultants, agents or employees from those set forth saecifically in the contract documents. It is also the intention of the RFP, the resulting contract and its exhibits, to provide radio communications of a quality suitable for Public Safety purposes and to provide all equipment and services necessary to provide portable radio coverage throughout the entire designated coverage area as specified in this RFP. .-. Page-16- 2.3 CONTRACT DOCUMENT HIERARCHY The contract, statement ofwork, RFP, Vendor's best-and-final offer, and Vendor's proposal and any subsequent, approved amendments will constitute the contract documents. All requirements, terms and conditions stated in the RFP will apply unless specifically superseded by the Contract, Statement of Work or other higher precedent document. Any inconsistencies will be resolved in the following order of precedence: a. Contract b. Statement of Work c. RFP d. Vendor's best-and-final offer e. Vendor's proposal 2.4 TOTAL PAYMENT TO VENDOR The total payment figure specified by the Vendor in its proposal is the maximum payment that will be made by the County for the system, training, warranty, maintenance and all other services and equipment required by this RFP. 2.5 CONSEQUENTIAL DAMAGES Failure of the system (including hardware, software, interfaces and services) to perform as required by the RFP will result in substantial loss to the County. Should such failure occur during the first full year of operation after Final System Acceptance, the contractor agrees to reimburse the County for actual losses including, but not limited to; recovery expenses, salaries, and/or professional assistance required to repair or replace hardware or software, interfaces, or to acquire substitute services and for all other costs resulting from the Vendor's failure to perform. 2.6 COPYRIGHTS AND PATENTS License and/or royalty fees for the use of a process which is authorized by the Vendor for the County's use for the system must be reasonable and paid to the holder of the copyright or patent, or his authorized licensee, directly by Vendor and not by, or through, the County. 2.7 SYSTEM CONFIGURATION RESPONSIBILITY ,.. Vendor will be responsible for system configuration including, but not limited to; all equipment, systems and services furnished under the contract. Vendor will be solely Page -17- responsible for the performance of the delivered system. It is the responsibility of the Vendor to provide a complete and operational system, as described herein, incorporating suitable devices. Any additional equipment not specifically identified in the Contract and its attachments, but that is required in order to fulfill the requirements set forth under the terms and conditions of the contract, shall be provided and installed by Vendor without additional charge to the County. 2.8 INSTALLATION PLANS REVIEW/APPROVAL The Vendor will submit complete Installation Plans for review and acceptance by the County within 45 days of contract award. The Plans will also show compliance with the RFP, proposal, and contract design and performance requirements and contain a narrative description of how that level of performance is to be achieved. It shall also contain detailed hardware design information, including, but not limited to; wiring diagrams, building requirements, console modifications, as well as identifying the location of all equipment. The document will include a detailed schedule showing the order in which the Vendor proposes to carry on the work and the date on which they will start the several salient features (including equipment production, installation and testing) and the contemplated dates for completing them. -- The County will complete its review within 14 days, at which time the County will either give the Vendor Notice to Proceed or will state required changes needed to grant approval. Delivery and installation will not begin until the County accepts the Installation Plans and gives a Notice to Proceed. Such approval by the County shall be general in nature and shall not relieve the Vendor of the responsibility for the accuracy of the document nor for the proper functioning and performance of the system. 2.9 SYSTEM DELIVERY AND COMPLETION Delivery, installation, acceptance testing and checkouts of the system shall be completed prior to January 1, 2002. Final delivery of the system shall occur when County has accepted the system, but only after all delivery, installation, optimization, testing, corrections, re-testing and user training have been satisfactorily completed and when all operation and maintenance manuals and other documentation required have been delivered and been found to be satisfactory. 2.9.1 Progress of Work The Vendor shall provide progress reports to the County as required, including the status of work and any problems encountered. These reports shall be accompanied by an explanation of the proposed solutions. Two copies of these progress reports shall be Page -18- delivered to the County upon request. Progress reports shall include charts prepared in GANTT format. 2.9.2 Time for Completion The date of commencement, rate of progress and the time for completion of the work to be done hereunder are critical conditions of the contract. The work embraced in the contract shall be commenced within ten (10) calendar days after the Notice to Proceed has been issued by the County. The Vendor shall agree that said work shall be executed regularly, diligently and without interruption at such rate as will ensure full completion thereof with the time specified. It is expressly understood and agreed by and between the Vendor and the County that the time of completion of the work described herein is a reasonable time for completion of the same, taking into consideration the average climatic range, nature of the work, and the work site. It shalt be the responsibility of the Vendor to schedule and coordinate its work in such a manner as to complete the work within the specified time. 2.9.3 Completion Schedule The Vendor shall furnish sufficient forces and equipment and shall work such hours, including night shifts and lawful overtime operations as may be necessary to ensure the '-' prosecution of the work in accordance with the approved completion schedule. If required by the County, the Vendor shall take such steps as may be necessary to improve its progress and must submit its revised completion schedule for approval, demonstrating the manner in which the desired rate of progress maybe regained. It shall be the responsibility of the Vendor to maintain its schedule so as not to delay the progress of the project. 2.9.4 Right to Disapprove The County reserves the right to disapprove, with reasonable cause, any personnel, documentation, manuals, lists, training materials or any other material. If any item or material is disapproved, it is the sole responsibility of the Vendor to correct the deficiency. If such a deficiency is not corrected to be in accordance with the system specifications, the Vendor shall be in default of its contractual obligations. In the event such disapproval may result in a delay of timely contract performance, the Vendor shall present information regarding any such delay to the County prior to the selection of replacement items. The County may reject any personnel of the Vendor or its subVendors for cause; however, the County may not be able to provide details regarding such cause. Page -19- 2.9.5 Passage of Title and Risk of Loss Risk of loss or damage to all equipment covered by the contract shall remain with the Vendor until acceptance of the system. The Vendor shall also be liable for loss or damage to equipment caused by the negligence of its officers, agents or employees of the Vendor or its subVendor(s). 2.9.6 Force Majeure If the performance of the contract, or of any obligation contained in it, is prevented, restricted or interfered with by reason of fire, explosion, epidemic, hailstorm, hurricane, tornado, cyclone, flood, power failure, war, revolution, civil commotion, acts of public enemies, blockade or embargo or any other circumstances beyond the reasonable control of the party affected, then the party affected, upon giving prompt notice to the other party, shall be excused form such performance on aday-for-day basis to the extent of such prevention, restriction or interference (and the other party shall likewise be excused from pertormance of its obligations on aday-for-day basis to the extent such party's obligations relate to the pertormance so prevented, restricted or interfered with); provided that the party so affected shall use its best efforts to avoid or remove such causes of non-performance and both parties shall perform with dispatch whenever such causes are removed or ceased. 2.10 INSURANCE AND LIABILITIES 2.10.1 Insurance Coverage Vendor shall have insurance coverage and furnish certificates of insurance in triplicate with the County's and Vendor's names stated on the certificates and submitted prior to the beginning of on-site operations. The coverage and amounts below are minimum requirements and do not establish limits to Vendor's liability. Other coverage and higher limits may be provided at Vendor's option and expense. 1. Workers' compensation, including occupational disease, as prescribed or permitted by law, and employer's liability with a limit of not less than $100,000 per occurrence. The policy should include, when appropriate: a. All States' Endorsements, and b. United States Longshoreman and Harbor Workers' Compensation Act. 2. Comprehensive General Liability Insurance for bodily injury and property damage with a combined single limit of not less than $1,000,9A0 for each Page -20- occurrence. Coverage shall be extended for endorsements made and exclusions removed, as follows: a. Premises and Operations b. Blanket Contractual c. Personal Injury Liability (extending to claims from employees of Vendor) d. Vendor's Protective Liability (for work let or sublet) e. Products and Completed Operations f. Broad Form Property Damage g. Explosion, Collapse and Underground Damage (as applicable) 3. Comprehensive Auto Liability Insurance, including owned, non-owned hired or leased automobiles used in connection with this work, with a bodily injury and property damage combined single limit of $500,000 each occurrence. 4. Excess and Umbrella Liability Insurance in a form following the underwritten coverages in the amount of $1,000,000 each occurrence and $1,000,000 aggregate. All insurance policies are to be written by companies authorized to do business under the -- laws of the State of Texas and acceptable to the County. All insurance policies, with the exception of Workers' Compensation, shall name the County as an additional named insured. Vendor shall purchase and maintain property insurance on all system components it provides for the full cost of replacement as of the time of any loss for which it bears the risk of loss under this contract. This insurance shall include as loss payee; the County, the Vendor, and ail subVendors as their interests may appear, and shall insure against loss of the system or any portion thereof from the perils of fire and those perils included under "Extended Coverage." It shall include "All Risks" insurance for physical loss or damage including, without duplication of coverage for theft, vandalism, malicious mischief and transit damage. Vendor shall solely be responsible for any co-insurance penalties or deductibles. Vendor shall carry and pay premiums for an equipment floater policy to cover equipment while in transit, (excluding overseas shipment by sea or air), temporarily warehoused or elsewhere and while at the job site awaiting installation. Vendor may maintain insurance coverage at its own option and expense to cover tools, equipment, etc., whether owned or rented, the capital value of which are not included in the cost of the system. Insurance coverages shall not be canceled or lapsed on account of any partial occupancy by the County prior to system completion. Waiver of subrogation shall-include,~/endor, sub- Page -21- Vendors, the County and their employees and representatives associated with the work. Vendor and its subVendors and suppliers will waive all rights against each other and the County for damages caused by perils covered by insurance. This waiver shall be not effective to the extent of any loss not covered by insurance and shall not extend to losses resulting from the professional services of any engineer or architect. Any insured property loss shall be adjusted with the County and payable to the County as trustee for the insured, as their interests may appear, subject to any applicable mortgagee clause. Upon the occurrence of an insured loss, monies received will be deposited in a separate account and the County shall make distributions to the parties in interest in order to complete delivery and installation of the system. Vendor shall maintain, on file with the County at all times during the term of the contract, certificates of insurance showing that the insurance required herein has been obtained. Such certificates shall provide that cancellation or material change shall not be permitted without giving thirty (30) days prior written notice to the County. Any notice of cancellation shall be given in writing to the Project Manager, Kerr County, Texas with a copy to the County Auditor by registered or certified mail and return receipt requested. Copies of any insurance policy under this agreement shall be provided by Vendor to the County at the County's request. Upon contract award, work will not commence until all insurance requirements specified herein have been met. The Vendor will be responsible for delivering to the County the subVendor's Certificates of Insurance and policy endorsements for approval. The Vendor will indicate on all certificates of insurance whether or not such insurance covers subVendors. All insurance requirements made upon the Vendor shall apply to each subVendor's work operations. With the exception of worker's compensation and employer's liability insurance, all insurance coverage shall include the County as an additional insured. This status must be indicated by additional insured endorsements to the policies. Such endorsements must be signed by an authorized representative of each insurer. 2.10.2 I ndemnification Vendor must indemnify and hold harmless the County, its officers, agents and employees from and against any and all claims, losses, damages, causes of action, suits and liability of every kind including, but not limited to; all expenses of litigation, court cost and attorney's fees for injury or death to any person, and for damages to any property, arising out of, or in connection with, the acts and/or omissions of the Vendor, its officers, agents, employees and subVendors under this contract. Page -22- 2.10.3 Liability for Patents, Copyrights and Proprietary Rights If notified promptly in writing of any action brought against the County based on a claim that the system, or any component thereof, or any documentation or instruction manual, infringes a patent, copyright or other proprietary right, Vendor will defend such action at its own expense and will pay the cost and damages awarded in any such action, provided that Vendor shall have sole control of the defense of any such action in all negotiations for the settlement of compromise thereof. The County may participate in such actions through counsel of its own selection at its own cost. In the event that a permanent injunction is obtained against the County's use of the system or any part thereof by reason of infringement of a patent, copyright or other proprietary right, Vendor shall (or if in Vendor's opinion a product is likely to become the subject of a claim of infringement of a patent, copyright or other proprietary right, Vendor may), at its option and at its expense either procure for the County the right to continue using the component part or remove the infringing component or part and replace with like component or part. Vendor shall not have any liability to the County under any provision of this section if the infringement of any patent, copyright or other proprietary right, or claim thereof, is based solely upon the use for a system in combination with products not furnished by Vendor unless said use is expressly approved in writing by Vendor. -- 2.11 TRAINING The Vendor shall outline a training plan for the County's operations and system management staff that will enable them to operate and support the system. This plan shall include any courses to be provided off-site, classroom training and on-the-job training necessary for system management staff and operations personnel. All training shall occur prior to the acceptance of the system and shall be conducted at the mutual convenience of the Vendor and the County. The Vendor's training shall include training manuals for all registered students. 2.12 FINAL SYSTEM ACCEPTANCE Upon completion of the system installation, the Vendor shall perform the following tests and submit the results to the County, in writing: 1. On-site inspection of completed system installations with all deficiencies corrected. 2. Formal demonstration of operational system features. 3. Formal testing of equipment performance parameters upon which system performance is based. 4. Talk-out and talk-in coverage tests demonstrating compliance with RFP and Contract requirements. - ~. Page -23- 5. Thirty-day operational stability and performance test . Test plans for each of the system tests shall be submitted for approval to the County thirty (30) days before each test. All tests shall be monitored by the County and will not be considered valid tests, as here specified, unless the test plan has received prior approval and the tests are monitored by the County or its designated agent. The County reserves the right to disapprove any tests, test plans, or test results and it shall be the sole responsibility of the Vendor to modify, correct, or repeat within reason and with mutual agreement by the County and the Vendor, any such disapproved tests, test plan or results to the satisfaction of, and at no cost to, the County. Following successful completion of all testing and delivery of all contract items, the system shall be considered finally accepted by the County. 2.12.1 Thirty-Day Operational Stability and Performance Test Following successful demonstration of the system's operational features, functions, equipment, and coverage tests, the system shall undergo a successful thirty (30) day performance test under full operational load without a major fixed-equipment failure, or demonstrated unreliability. Use of the system for testing, including this Thirty-Day test, ~- shall not constitute acceptance of the system. During the thirty-day performance period, no major system failures may occur. A major failure is defined as a failure of any fixed-site equipment to perform the functions required of it in this RFP and the resulting Contract. If a major fixed-equipment or software failure occurs during athirty-day pertormance test period, the test shall be halted immediately. The Vendor will notify the County of the failure and the corrective action taken by the Vendor. The Vendor shall take all action necessary to correct the failure, including purchasing, at its expense, substitute hardware, software, intertaces, or services as deemed appropriate by the County. Anew thirty-day pertormance test period will begin once the County approves of the corrective action taken by the Vendor. If the thirty-day pertormance test cannot be successfully completed after three unsuccessful tests following the successful demonstration of the system's operational features and functions, the Vendor shall be deemed in default of the contract. The County may, at its option: (1) enforce the provisions of the pertormance bond; or (2) reject the system and require the Vendor to refund monies paid to Vendor to date by the County; or (3} enforce any other remedy available under law. H. Page -24- 2.13 GOVERNING LAWS The Contract will be governed by the laws of the State of Texas. All duties of the parties shall be deemed to be performed in Kerr County, Texas. The applicable law for any legal dispute arising out of the contract shall be the taw of the State of Texas. Any legal dispute will be filed in the courts of Kerr County, Texas. 2.14 NO OBLIGATION This procurement in no manner obligates the County, or any of its agencies, to the eventual rental, lease or purchase of any hardware, software or services offered until confirmed by a written contract signed by an authorized representative of the County and its designees. The Vendor will be required to assist the County with site selection and site lease negotiations; however, the County will execute separate agreements with site lessors as recommended by the Vendor prior to Vendor performing any work on such lessor's property. 2.15 SUFFICIENT APPROPRIATION Any contract awarded as a result of this RFP process may be terminated if sufficient appropriations or authorizations do not exist. Such termination will be effected by sending written notice to the Vendor. The County's decision whether sufficient appropriations and authorizations will be available shall be accepted by the Vendor as final. 2.16 PRIME CONTRACTOR RESPONSIBILITY If a proposal includes hardware, software and/or other services to be supplied by other Vendors, it wilt be mandatory for the Vendor to act as Prime Contractor for the procurement of the entire system and related services. The Vendor shall be considered the sole point of contact with regard to contractual stipulations to include payment of any and all charges, as the County does not recognize subVendors in this instance. Vendor agrees that it is fully responsible to the County for the acts and omissions of its subVendors on the same basis as it is for the acts of omissions of persons directly employed by it, and that failure of the County to disapprove a subVendor shall in no way relieve Vendor of such obligations. Nothing contained in the Contract shall create any contractual relationship between any subVendor and the County nor create any obligation on the part of the County to pay, or to see the payment of, any sums to any subVendor. Vendor shall not write any subcontract at variance with the conditions of the Contract documents. Page -25- 2.17 TERMINATION The County may terminate the contract at any time, with or without cause, by notice, in writing, mailed certified mail, return receipt requested, to the Vendor. Upon receipt of such notice, the Vendor shall immediately discontinue all services and work and the placing of all orders or the entering of contracts for supplies, assistance, facilities and materials in connection with the performance of the contract and shall proceed to cancel all existing contracts insofar as they are chargeable to the contract. If the County terminates its contract under the foregoing paragraph, the County shall pay the Vendor for services actually performed prior to such termination, less such payments as have been previously made. Vendor shall not be entitled to any further compensation for work performed by Vendor or any under its control or direction from date of receipt of notice of cancellation. Upon termination of the contract, the Vendor shall provide the County with reproducible copies ofall completed work or partially completed documents prepared underthe contract, all such documents being owned by the County. 2.18 ABANDONMENT In the event the Vendor fails to complete all or any portion of the work to be performed as specified in the contract, it will forfeit aN retainage from completed portions of the project. Additionally, the Vendor will be liable for subsequent costs incurred to complete the project, to the extent such additional costs exceed the amount of contractual retainage held by the County. 2.19 STATEMENT OF LIABILITY The County shall not be liable in the event of loss, destruction, or theft of, Vendor provided equipment, software and technical literature. It is the Vendor's responsibility to obtain insurance coverage for such loss in an amount the Vendor deems appropriate, 2.20 TEXAS SALES TAX The price to be paid by the County under the contract shall include no amount or reimbursement to pay taxes for which the County's tax exempt status applies, or could have applied. Page -26- 2.21 WARRANTIES 2.21.1 Warranty of Title The Vendor warrants to the County that it possesses good, clear and marketable title to all equipment and materials provided hereunder and there are no pending liens, claims or encumbrances whatsoever against said equipment and materials. 2.21.2 Warranty of Specifications and Performance The Vendor warrants that all equipment, materials and workmanship furnished, whether furnished by the Vendor, or its subVendors and suppliers, will comply with the specifications, drawings and other descriptions supplied or adopted and that all services will be performed in a workmanlike manner. Vendor shall be solely responsible for the performance of the delivered system and equipment. Vendor shall provide a working system that shall provide the system/equipment performance as described in the Contract, its Exhibits, Statement Of Work and the RFP. The Vendor warrants that all features and capabilities of the system, including all hardware and software components, will work together as an integrated whole and that such components will be fit for their intended purposes as a Public Safety Radio Communications System as defined by the Contract, Statement of Work and RFP. 2.22 SYSTEM MAINTENANCE The Vendor shall maintain the system, including all furnished equipment, software and services, for a period of one year from date of formal system acceptance. The proposer shall specify all maintenance facilities, whether sub-contracted or operated by its firm. The Vendor provided maintenance shall include: 24 hour, 7 days per week, with maximum two-hour response time for any critical system component (those components whose failure would result in the complete loss of the simulcast system or affect the operational functionality and availability of the system). Eight (8) hour, five (5) days per week, maximum next business day response for non-critical system components (those components whose failure would not affect the availability or usage of the system). ^ When notified of the outage condition, the Vendor's maintenance staff shall advise the County ofestimated on-site arrival time of properlytrained and equipped service personnel. If after four (4) hours at the County's facility the outage problem is not vorrected, the Page -27- responding service technician shall notify the County of all remedial action that has been ,_ attempted to that point and shall request additional technical resources from the Vendor's support organization for problem resolution. The Vendor shall provide a listing of its program management and technical support personnel available to support the project during the warranted period. This shall include office telephone numbers, emergency telephone numbers, pager and cellular telephone numbers. In addition, the Vendor shall furnish atoll-free emergency contact telephone number which shall be staffed and answered twenty-four (24) hours daily to address system level service requests which cannot be corrected by the local support personnel or subVendors. 2.23 PAYMENT AND PERFORMANCE BONDS As a condition precedent to the County's obligation to sign a contract with the selected Vendor, the Vendor will be required to provide the County with both payment and performance bonds whose penal amount at least equals the total contract price of all hardware, software and service to be provided under the contract. Bonding companies to be used are subject to the approval of the County. Bonding companies must be listed in the latest U.S. Treasury Department Circular 570, be authorized to do business in Texas and have an underwriting limitation equal to/or greater than the penal sum of each bond. Alternatively, the County may, in its discretion, accept bonds for sureties authorized to do business in Texas which also have a Best's Key Rating Guide (Property-Casualty) rating ofAor better. If the amount of any payment, performance or maintenance bond is in excess of 10% of the bonding company's capital and surplus, then the bonding company must supply additional information to the County before it will be accepted. The information to be provided is specified in Article 7.19-1 (b) of the Texas Insurance Code. The performance and payment bonds shall remain in effect until the conclusion of the warranty period. 2.24 MAINTENANCE/EXTENDED SUPPORT With his proposal, the Vendor must propose an optional extended service agreement for five (5) years beyond the warranty period for both the complete system maintenance. All recurring costs which may exist in addition to hardware and software maintenance shall be included in the optional five-year quote. Recurring costs are to include any annual licensing fees, orotherfees, associated with the system otherthan normal operational expenses and supplies. •-- Page -28- 2.25 ASSIGNMENT Neither party of the Contract shall assign the Contract, or sublet it as a whole or part, without the prior written consent of the other party. 2.26 ERRORS OR OMISSIONS If the Vendor discovers any error or omission in the contract drawings or specifications or in the work undertaken or performed by it, it shall immediately notify the County in writing and the Vendor shall verify or correct the same. If, knowing of such error or omission and prior to its correction thereof, the Vendor proceeds with any work affected thereby, it shall do so at its own risk and the work so done shall not be considered as work done under contract and in performance thereof unless, and until, approved and accepted by the County. 2.27 CHANGES IN THE WORK Without invalidating the Contract, the County may order additions, deletions or revisions to the Statement of Work. Such additions, deletions or revisions shall be authorized by a Written Amendment, Change Order or Work Directive Change. All Change Orders which, individually or when cumulatively added to amounts authorized pursuant to prior Change Orders for this project, increase the cost of the work to the County or which extend the time for completion must be formally authorized, and approved by, the County's governing body prior to their issuance and before the change may be implemented, No claim against the County for extra work in furtherance of such change order shall be allowed unless prior approval has been obtained. The Vendor shall be compensated for changes in the work necessitated by the enactment or revision of codes, laws or regulations, subsequent to the execution of the Contract through the use of a Change Order as identified above. - m. Page -29- 3.0 SIMULCAST CONVENTIONAL RADIO SYSTEM 3.1 INTRODUCTION Kerr County, Texas, is soliciting competitive proposals from Vendors to provide a replacement VHF, 150 MHz, Simulcast Radio Communications System to operate throughout all areas of Kerr County, Texas, It is the intent of this Request For Proposals to provide the County with reliable voice radio communications for all Kerr County Sheriffs Department users. This Request For Proposals defines the required system design and radio coverage for the Radio System in the 150 MHz band. The Vendor shall propose their system design to achieve the RFP's operational and coverage requirements and shall be responsible for the method of accomplishing their proposed design and radio coverage. All system parameters must be satisfactorily met and verified by the County and all required equipment and support items and services must be satisfactorily delivered to the County prior to system acceptance. Along with their proposals, the responding Vendors shall provide their project implementation schedule to ensure that the proposed system will be implemented within the time requirements of this RFP. This Section Three of the Request for Proposal shall define, for procurement purposes, the minimum design requirements of the system to be proposed. 3.2 SYSTEM DESCRIPTION 3.2.1 FIXED-SITE EQUIPMENT This system shall include: A. Asingle-channel, multi-site, analog, simulcast, VHF (150 MHz) repeater system configured with sufficient transmit and/or receive sites so as to meet the coverage requirements stated in this RFP. Responding Vendors shall provide a proposal for the system, as described in these specifications. B. An option to add a second repeater channel at all sites with the same operational functions and parameters as the primary channel. C. Uninterruptable Power System for the radio equipment located at all proposed ,-- remote sites. Page-30- D. System shall be proposed with primary control via leased telephone circuits between the control center at the Sheriffs Department Dispatch Facility and all remote sites as required by the proposed design configuration. E. An option for primary control via microwave system interconnecting the remote sites shall also be offered. F. The system proposed shall be capable of detecting and reporting to dispatch personnel any failure within the system or an event that would adversely affect proper functioning of the system. G. All necessary modifications to the existing dispatch console system to control the simulcast radio system and perform all dispatch functions. 3.2.2 User/subscriber Equipment The Kerr County Sheriffs Departmentwill retain and utilize the existing mobile and portable radio equipment and purchase any additional equipment necessary either within the procurement covered by this RFP or procure separately at the discretion of the County. - The County Sheriffs Department currently own and operate many 150 MHz mobile and portable radios that must be used on the system proposed. Each potential Vendor shall investigate all radios currently-owned by the Sheriffs Department and certify that such equipment is in good working condition and will work on the proposed system as indicated in this RFP. Any radio equipment that must or should be replaced must be identified in the proposal and such replacement cost included in the overall itemized system cost. 3.2.3 Dispatch Center Equipment The proposed system must include all facilities necessary to allow the Sheriffs Department dispatch center to communicate with all mobile and portable units located within the boundary of Kerr County. In addition, the system must include all facilities necessary to allow mobile and portable units to communicate with other mobile and portable units within the boundary of Kerr County. All such communications shall be accomplished without requiring any manual changes to the operating equipment, dispatch console, mobile or portable radio, other than operation of a push-to-talk switch. Shouid the County choose to implement a second VHF radio channel, communications shall be possible between any and all units on their selected channel utilizing only the push to talk switch on the radio or console equipment. .- Page -31- 3.3 ITEMIZED PRICING Pricing for the following shall be shown as separately costed items: A. Fixed-site transmitterand receiver equipment along with all necessary accessories; i.e., antennas, transmission lines, simulcast control and distribution equipment, receiver/voter equipment, etc. B. Optional cost to implement second VHF radio channel at ail simulcast sites. C. Optional cost to design, license (if necessary) and implement a microwave interconnection subsystem in lieu of leased telephone lines. D. System fault detection and notification subsystem E. Extended Maintenance Service Contract for one-year periods following the one- yearwarranty period for all equipment provided under this procurement. F. Itemized costs for replacement mobile and/or portable equipment as recommended by the Vendor. G. Estimates for recurring costs such as site lease, telephone line lease, etc. 3.4 GENERAL DESIGN REQUIREMENTS The system shall provide reliable, efficient radio operation for the County Sheriff's Department personnel throughout the required operational area. The proposed system shall be designed for Countywide mobile and portable operation and to prevent total system shutdown due to any single-point failure within the system. With the proposal, the Vendor must provide a detailed discussion of all possible system failure modes and shall define the system's operational capabilities and limitations which may result from these failure modes. This design protection shall include providing Uninterruptable Power Supplies (UPS) to protect the proposed radio and simulcast control equipment and all site equipment associated with the remote site interconnection and alarm networks at all remote sites. The operating load of the equipment protected by the UPS equipment shall not exceed 70% of the UPS capacity. With their response, the Vendor shall state the UPS design and capabilities for this protection. In addition, the Vendor shall specify any procedures required of the County to provide for system failure protection. Page -32- 3.5 SYSTEM DESIGN REQUIREMENTS Sufficient data and information shall be provided with the Vendor proposal to allow a complete evaluation of the proposed system. A Detailed System Design Review will not be conducted after contract award; therefore, a complete review of the Vendor's detailed design for the project will be a portion of the proposal evaluation. As a result, the proposal shall include the complete design documentation, all engineering data describing all equipment and construction required. Installation plans will be submitted after contract award and approved by the County in accordance with Section 2.8 above. The County shall review and approve the Vendor's proposed detailed design prior to award. Information to be submitted with the proposal shall include all data required to determine conformance with the requirements of the RFP. This submission shall include: 1. A formal, complete narrative description which includes information to correctly describe the actual equipment proposed, features comprising the system, the level of performance to be attained, and how these are to be accomplished. 2. A listing of all equipment and software, by site and subsystem, detailing all options and required features. 3. A complete System Functional Diagram which identifies all major system components and details the system interconnection to clarify system operation for each location. This diagram shall include detailed site block diagrams. 4 . Design parameters, including engineering analyses, drawings and designs; coverage maps and calculations for radio coverage by site and system; electrical service; heating, cooling and ventilation requirements; and electronic equipment performance. 5. Project Work Plan including; Installation, implementation, general testing and cutover plans to provide uninterrupted radio service of the present County radio systems and operations. Detailed equipment and system test procedures will be submitted in accordance with Section 2.12 above. 3.6 SYSTEM RADIO COVERAGE The County will operate both mobile (vehicular-mounted) and portable (hand-held) radio equipment on this system. The system pertormance objective is defined as mobile coverage with 98% reliability and portable coverage with 95% reliability within the County ~- boundary. In addition, reliable coverage is required inside of the County Courthouse and the County Jail facility co-located with the Sheriffs Office and dispatch center. Page -33- In their proposal, the Vendor shall provide coverage predictions consistent with TIA/EIA TSB88 at a delivered audio quality of DAQ 3.0, which demonstrate compliance with the .... above objective. These predictions shall depict both outbound (fixed-site transmit to mobile and portable receive) and inbound (mobile and portable transmit to fixed-site receive) coverage based upon the multi-site, simulcast system proposed by the Vendor. The coverage predictions shall also indicate the areas where coverage can be obtained within typical buildings. The Vendor must furnish the associated coverage parameters and performance calculations utilized as data input to the coverage prediction model. This includes all noise figure, gain, loss, power and sensitivity calculations used in developing the system performance prediction. All sites required or proposed by the Vendor are to be identified and the nature of the facilities noted, such as; commercial lease site, proposed construction of a new site, water or fire tower, etc. The Vendor must provide detailed site construction, lease and interconnection facility cost to be borne by the County for all sites included in the proposal, and reasonable assurances that the sites and facilities are available for the recommended usage. The Vendor shall describe, in general, the field tests and procedures they will utilize to verify that the parameters used in the coverage prediction have been reached and that the -- coverage area proposed has been achieved. 3.7 SYSTEM SITES The County currently leases sites for its existing radio communications system. The County also intends to lease tower sites and facilities for the new system to be proposed by the Vendor. Sites shall be recommended by the Vendor to achieve the coverage requirements stated herein. Vendors shall contact owners or agents of the towers and facilities proposed to determine suitabilityfor the proposed design and availabilityfor lease. Information obtained from site owners, such as availability and expected initial and recurring costs, shall be individually provided in the Vendor's cost proposal to support the Vendors proposed ownership and operational cost. For each remote radio equipment site, the Vendor is required to provide a quotation for an Uninterruptable Power Source (UPS) which shall suppress power transients and maintain power to all system equipment, including repeaters, for a period often (10) minutes during power outages if an emergency generator is available at the site. Sites without emergency power shall be provided with UPS capable of supporting all system equipment for one (1) hour, otherwise, an emergency generator shall be proposed to power the 10 minute UPS ,-- and all system equipment. Page -34- 3.8 SYSTEM INTERCONNECTION The Vendor shall include, within their proposal, the proposed methodology for inter- connecting the simulcast radio system sites, and connecting the dispatch facility to the system. These links, whether by leased telephone lines or some other method, will be used to carry voice and control information for the radio system. Each link will have sufficient channel capacity tosupportthetwo-channel simulcast system's duplex audio and the control and alarm information required for system operation. Leased telephone lines shall be included in the pricing and cost proposal as an annual amount and as a total cost for the five-year use of the lines. The Vendor shall define the required type and quantity of leased telephone circuits, with grade of service, for each interconnection required by the RFP and his design. If standard telephone company audio grade, T-Carrier circuits are not adequate for their design, the Vendor shall furnish and install the interface and conditioning equipment necessary for each required system interconnection. In their response, the Vendor shall provide a complete technical and operational description of any proposed interface and conditioning equipment, and all such cost shall be included in the overall system cost. The Vendors shall, in their proposal, offer an alternative to leased telephone -- interconnecting circuits, using aVendor-provided and maintained, County-owned digital microwave system. 3.9 SYSTEM LICENSE REQUIREMENTS The County is currently licensed for a single repeater channel (KVF682) on 155.550MHz (F62) and 154.830MHz (MO) at a single site. The successful Vendor will be required to prepare all frequency coordination and FCC license application forms necessary to re- license this channel for operation in the simulcast configuration proposed. The County is also requiring the Vendor to investigate the possibility of obtaining a second repeater channel to support special operations without interfering with ongoing dispatch functions. This additional repeater channel will also be configured as a multi-site, simulcast channel. In addition, the County is experiencing interference on its mobile transmit (repeater receive) frequency of the current primary dispatch channel. The Vendor is required to determine if a suitable replacement frequency is available. The successful Vendor will be required to prepare, for County signature, all forms necessary for regulatory filings. County will pay, separate from payments made to the Vendor as defined herein, all fees by Coordination or Regulatory entities associated with these regulatory filings. Page -35- 3.10 GENERAL SIMULCAST EQUIPMENT ,-. Asingle-channel (or two-channel if available and desired by the County) 150 MHZ simulcast radio communications system shall befurnished, along with the simulcast control, conditioning, and distribution equipment, in orderto provide the coverage requirements as described in this RFP. The system proposed shall be based upon and utilize equipment specifically designed to meet the stringent tolerances required for simulcast. All frequencies and system timing shall be synchronized to a G.P.S.-based clock. Audio time delay and phase /amplitude equalization shall be precisely controlled in orderto provide clear and undistorted reception in the coverage overlap areas where multiple signals are received by the field units. Amulti- site receiver voter/selector shall be provided for each radio channel. The voter/selector shall determine the best audio source, based upon signal-to-noise ratio, from among all receivers and provide that selected audio to the dispatch console and to the simulcast transmitters to be repeated. 3.11 SYSTEM SPECIFICATIONS Detailed System Radio Specifications are described herein. 3.11.1 Simulcast System Base Stations The proposed simulcast system base station configuration will be determined by the design specified herein or any Vendor recommended alternative design. These base stations shall be provided for 150-174 MHZ operation, continuous-duty and shall be mounted in industry- standard 19" equipment cabinets. All transmitters and receivers shall be capable of operating in wideband (25 kHz) and narrowband (12.5 kHz) modes and contain emission masks based upon current FCC Rules & Regulations. Selection of wideband or narrowband mode shall be accomplished by programming. All equipment shall be FCC type-accepted and Vendors shall provide the type acceptance numbers in their proposals. The base station shall operate from a 120 volt, 60 Hz single phase source, and shall operate within rated specification from° -30° C to +60° C, and to 90% RH at 50° C. The transmitter output impedance and the receiver input impedance shall be 50 ohms. Suitable devices shall be provided to insure that impedance changes in the antenna system will not cause changes in the transmitter output power. Each base station shall be provided with the required circulators and harmonic filters to minimize the effects of transmitter produced ,_ intermodulation and harmonic products. The proposer shall describe, in detail, the interference protection proposed. All base station equipment including transmitter, Page -36- receiver, protection devices and any other RF devices orassemblies shall be furnished with Type "N" connectors. The base station equipment shall be capable of simultaneous transmit and receive operation. All base stations and repeaters shall be protected from other co-located, in-band and out-of-band transmitters and shall perform normal operations without degradation with all co-site equipment activated. Solid-state, automatic station identifiers shall be equipped within the base station installation to conform with FCC requirements. The Vendor shall state his method for providing this automatic station identification. The base station shall include circuitry and hardware provisions for manually switched local operation for testing and maintenance. The system must transmit a suitable code to the associated system receivers to eliminate squelch tail noise bursts. 3.11.1.1 Minimum Base Station Specifications Transmitter Section Operating Frequencies RF Power Output Spurious and Harmonic Emissions -- Emission Designator/Deviation Frequency Stability 150-174 MHz 100 Watt Minimum 90 d6 maximum 16KOF3E, 5 KHz 11 KOF3E, 2.5 kHz 1 PPM Nominal .0005 PPM External Reference FM Noise Audio Response Audio Distortion -50 dB at " 3 KHz deviation +1 to -3 dB, from 6 dB per octave preemphasis, 300 Hz to 3000 Hz Less than 2.0 % at 1000 Hz, for 60% RSD Receiver Section Operating Frequencies Channel Spacing Sensitivity (EIA 12 d6 SINAD) Adjacent Channel Rejection Frequency Stability Intermodulation Rejection Spurious and Image Rejection Audio Response 150-174 MHz 25 KHz / 12.5 kHz Programmable 0.25 uV -85 dB or better at 25 KHz -80 d6 or better at 12.5 kHz 1 PPM Nominal -85 dB or better -100 dB or better +1, -3 d6 from 6 dB per octave de-emphasis from 300 to 3000 Hz Page -37- Audio Distortion 3.11.2 150 MHz Satellite Receiver 5% @ 1000 Hz (12.5 kHz) 3% @ 1000 Hz (25 kHz) Each satellite receiver installation proposed by Vendor shall include all required antennas, transmission lines, filters, multicouplers, encoding and system support equipment. Indoor cabinets, test sets, extender cards, test handsets and other supportive hardware shall be furnished. All receivers must be fully compatible with the proposed radio system. All receivers must mount in standard 19 inch cabinets, which are equipped with front and back lockable doors. 3.11.2.1 Satellite Receiver Technical Characteristics The satellite receiver shall be fully compatible with the proposed Comparator/VoterSystern, and shall meet the technical and performance specifications of the 150 MHz, base station receiver. * The receiver shall operate from 120 VAC and must be capable of proper operation with ±15% AC power variation, and shall be furnished with an AC ~--- power fail alarm. * The receiver RF input connector shall be a Type "N". * Each satellite receivershall be equipped with metering circuitryfornecessary testing and shall be equipped with a monitor speaker. 3.11.3 Antenna System Equipment 3.11.3.1 Transmission Lines All antenna transmission lines 200 feet in length or less shall be Andrew Corporation LDF 5-50A or approved equal, for lengths over 200 feet, Andrew Corporation LDF 6-50 or LDF7- 50A or approved equal. Use of these cables shall not diminish the Vendor's turnkey responsibility. The Vendor shall specify the proposed coaxial cable with his coverage prediction calculations. All transmission lines shall be terminated in Type "N" Female connectors. The connectors must be constructed of all non-ferrous materials. No coaxial cable splices or adapters shall be utilized. Jacketed, flexible, foam dielectric cable with solid copper outer conductor shall be used within the equipment shelter as jumper cables to connect transmitter,-receiver and/or Page -38- filters/duplexers to the tower transmission lines. All in-shelter jumper cables shall be terminated in Type "N" Male connectors at each end of the cable. Jumper cables for the site receiver circuits shall use a minimum of 1/4 inch flexible, low-loss cable. Jumper cables for the site transmitter circuits shall use a minimum of Yz inch flexible low-loss cable. Complete diagrams for each system site installation shall be provided to detail the cable type, placement, connectors used, grounding location and lengths of all cables proposed. The Vendorshall design the system using low-loss connectors, which shall not exceed 0.25 dB loss. All connectors shall be manufactured specifically for the cable supplied. In addition, any connectors/connections provided for external installation shall be protected from corrosion and weather damage. Vinyl tape shall not be utilized. All coaxial cable transmission lines shall be attached to the tower with Andrew Corporation approved cable hangers and stainless steel fasteners furnished by the cable supplier. These cable hangers shall not be spaced more than four feet apart on vertical runs. Each cable run shall be provided with a direct path to ground for lightning protection. 3.11.3.2 Antennas All 150 MHz base station antennas shall be rugged, durable fiberglass-enclosed units. Exposed element antennas are to be avoided. Transmit and Receive Antennas are to be specified by Vendor, consistent with proposed design. All connectors on all fixed-station cables and antennas must be type "N". The supplier shall furnish all required brackets and mounts to install the antennas. All exposed hardware, mounting brackets, and fasteners must be fabricated from stainless steel. All base station antennas and transmission line shall be sweep-tested with a network analyzer prior to installation. All installed antenna/transmission line networks shall be both sweep and TDR tested after installation. Chart recordings of sweep and TDR measurements shall be made and retained in the site log. No V.S.W.R. in excess of 1.2:1 is permitted to any fixed antennalcoaxial cable system. The Vendor shall determine the correct transmission line lengths for installation. All cables must be secured with Andrew Corporation, or approved equal, stainless steel clamps and hardware and put in cable trays. These trays and associated hardware shall be supplied as part of this procurement. Coaxial cable adapters and splices shall not be utilized. Page -39- 3.11.3.3 Duplexers The simulcast system will contain one or at most two repeaters at each site. Unless the Vendor can showjustification otherwise, each transmitter/receiver combination (repeater) shall utilize a dedicated antenna and transmission line with duplexer. Duplexers shall be "Pass/Reject" Type which meet, or exceed, the following specifications: Maximum Number of Transmitters 1 Maximum Number of Receivers 1 Insertion Loss 3.0 dB maximum Power Handling Capacity 300 Watts minimum Receiver Isolation at Transmit Frequency 75 dB minimum Transmitter Noise suppression at Receive Frequency 75 dB minimum Input V.S.W.R. 1.50:1 maximum Full Performance Temperature Range -30° C to +60° C The Vendor shall include a complete description, with diagrams, of his proposed common antenna system design for each site. This shall include the identification of all losses and connectorization for each component. ''^ 3.11.4 ComparatorNoter System 3.11.4.1 General The comparator/voter for each channel shall accept inputs from all receivers on that channel and automatically and continuously select the receiver with the best audio quality for re-broadcast. The operation of the comparator/voter shall not interfere with voice messages, there shall be no clipped syllables and no noticeable delay in the selection process. The comparator must select the receiverwhich is producing the best quality audio at any instant. Initial selection must be done in 50 milliseconds or less, with switching of a selected receiver in 10 milliseconds or less. The comparator must be able to handle variations in input signal level that may be encountered using commercial telephone lines and/or multiplex from each receiver. It shall select on audio quality steps of no less than 2 d6. Circuitry to filter or otherwise remove all digital data or subaudiable tones transmitted from the selected audio output feeding each simulcast transmitter shall be provided at the base station or at the comparator/voter. This will be done to assure that the repeater operation ,.,, does not retransmit any in-bound digital data or tones. The respondent shall state his method for removing digital data and tones to prevent its being rebroadcasted. If filters are Page -40- used in the comparator to remove signaling tones impressed upon the audio output of receivers, these filters shall be notch filters, whose center frequency is identical to that of the tone to be removed. Vendors shall specify the 3 dB bandwidth of any such notch filters used. They shall be sufficiently narrow to remove as little of the received audio spectrum as is possible, so as not to appreciably degrade voice quality. Each comparator shall be equipped with one spare receiver termination unit, and shall be expandable to add a minimum of five additional receiver termination units at a later date. Comparator/voter output panel(s) shall be available, as an option, which will enable the status of all base station and satellite receivers for each channel to be visually determined and to provide capability of manual selection or rejection of any receiver in the voting process. Audio monitoring for receiver's audio signal shall be provided. Such monitoring may consist of separate audio outputs for each receiver, or a single output for each channel that can be switched from receiver to receiver. All voting comparators supplied must be equipped with automatic gain control and must be capable of simultaneously processing inputs from all system receivers associated with a given channel. 3.11.4.2 Voter System Technical Specifications Power Supply 120 VAC t15%, 60 Hz Mounting Standard 19" EIA cabinet Selection Process SINAD comparator must select on maximum of 2.0 d6 steps. Input/output Impedance 600 Ohms, balanced Line Input Sensitivity -30 dBm to +11 dBm. AGC shall hold output level within ±1.0 d6 over this range Line Output -25 dBm to +11 dBm Frequency Response Flat±1.0 dB from 300 - 3000 Hz, except in region of notch filter. Output Distortion 3.0% maximum at 1000 Hz, 0.0 dBm, 5.0% maximum at 1000 Hz, +10 dBm Hum and Noise -55 dB below output level of 0 dBm Response Timing Initial selection (time between signal applied to analog voter input and signal appearing at analog voter output) within 50 msec, selection change 10 msec maximum. 3.11.5 Dispatch Consoles ~- The County will retain its existing dispatch consoles for the near future. These consoles may be replaced at a later date as part of the design and implementation of a new Page -41- County/City consolidated E-911 dispatch center. Any and all modifications or enhancements to the existing dispatch consoles required in order to effectively utilize proposed system shall be provided by the Vendor as part of the proposed system and included in the system itemized costs. If leased telephone lines or microwave is proposed to connect the dispatch console to the simulcast system, the current control station access shall be retained as a backup mode of operation. 3.12 INTERFERENCE AND INTERMODULATION PROTECTION The system shall be designed with, and provided with, the latest technology and equipment to provide interference protection to prevent disruptive signals from originating from the system base, mobile, portable or control equipment and shall be designed with, and provided with, interference protection to prevent disruptive interference or intermodulation signals to the radio system from externally generated base, mobile, portable or control equipment. This shall include any condition in which radio signals mix within County radio equipment to degrade system performance or emit disruptive signals. The delivered radio system's interference and intermodulation design must support system operation throughout the defined coverage area. This protection shall address interference and intermodulation ^ conditions as: 1. Co-channel interference which is caused by mobile or base transmitters on the same channel within the user's radio system. Co-channel interference to the system which origi- natesfrom external base or mobile radio units whose emitted signals are mixed within their own equipment to produce a resultant radiated signal which is co-channel with the County's system channels. Co-channel interference is categorized as harmful interference if the co- channel signals cannot be overridden by the transmitter in use. 2. The system shall not sufferfrom co-channel interference which provides measurable performance degradation. The Vendor shall submit, with his bid, those radio system intermodulation and interference problems which he is now addressing or has addressed and provide the County with a statement of the resolution of these system interference and intermod problems. 3. The system specified under this specification shall not suffer from radiated or conducted interference or measurable performance degradation from microprocessor, micro computer, mini computer or main frame computer devices and all associated equipment to include but not be limited to: I/O devices, terminals, printers, data ^ concentrators and protocol converters. Page -42- 4. No equipment provided with this specification shall cause interference to any Doppler measuring radar devices, or any other speed measuring device, which are FCC type-accepted. In the event that interference is caused by or received by the system as described above, the Vendor shall be solely responsible for its correction. Failure of the Vendor to correct an interference problem will be considered a Breach Of Contract and may result in termination and liquidation of the Performance Bond. 3.13 INSTALLATION 3.13.1 Installation Criteria Installation of all materials and equipment must meet FCC and EIA industry standards in all respects with specific attention given to applicable Fire Codes and Electrical Codes and to the methods employed for wiring, cabling, terminations, cable and wire labeling, documentation, wire codes, equipment room layouts, general appearance and operating performance. The Vendor shall be responsible for the cost of repairing or bringing to original condition existing facilities that may suffer damage during the course of system installation, to include floors, walls, ceilings, grounds, pavement, etc. The Vendorshall also completely remove from the premises all packaging, crates, and other litter due to his work. The Vendor shall provide equipment which will not interfere with the operation of existing equipment, nor will existing equipment interfere with the proposed equipment. With their proposal, the Vendor must describe installation plans and procedures and indicate his supporting organizational structure listing specific qualifications of personnel and job functions proposed to complete the system installation. 3.13.21nstallation Procedures The Vendor shall provide adequate, technically competent, factory-trained personnel to install all equipment and features supplied forthis system. All installation activities shall be coordinated with the County's Program Manager. During the installation, no circuits or equipment shall be removed, adjusted or disconnected by the Vendor without prior authorization by the County. The Vendor shall work in as judicious a manner as possible. Vendors shall include in their proposals an implementation schedule, with major milestones listed and specify those .-~ items required by the County to complete implementation. Page -43- The selected Vendor shall install the system, equipment and associated support devices ~-- without any interruptions to the present system. Vendors must detail in their proposed plan for any communications cross-patching required during the implementation activity. The Vendor shall furnish and install lightning and AC surge protection at all radio base stations, consoles and control equipment sites. Each antenna supplied forthis system shall incorporate lightning protection. All antenna transmission lines shall be grounded 1.) at the antenna base, 2.) at the base of the antenna tower and 3.) at the point of entry to the shelter or building that houses the system equipment. At the transmitter site(s), the electrical service for the simulcast system transmitters and control equipment shall be protected by transient protector for, each leg of the electrical service. All equipment cabinets and/or racks shall be connected to site ground with # 2 AWG solid copper conductor. The grounding wire for the cabinet shall be attached to the equipment rail with a star washer. All equipment cabinets within the same room shall be connected with their grounding line at the site's single-point grounding plate. This site grounding plate shall have a low impedance, less than 5 ohms, to earth ground. -- Each telephone line connected to system equipment shall be protected with a surge/transient protector, connected across the line at the entrance box inside the building. The protector's ground connections shall be connected to the site ground with #10 AWG copper conductor. The Vendor shall provide all required antenna brackets, coaxial cable hangers, cable entrance supports, interior cable ladders, equipment and cable grounding provisions, conduits and power connections as required. All interconnecting wiring shall originate/terminate at telephone type punch blocks. All punch block connections shall be made via bridging clips. Complete point-to-point wiring drawings shall be made and incorporated into the as-built system documentation. 3.14 SYSTEM ACCEPTANCE 3.14.1 Testing Upon completion of the system installation, and before final acceptance by the County, the Vendor shall perform the following tests and submit the results to the County, in writing: ,-- A. On-site inspection of completed system installation, with all deficiencies corrected. Page-44- B. Formal demonstration of operational system features as described herein. C. Formal demonstration of equipment performance parameters upon which system performance is based. D. System coverage tests, including the In-Building Coverage as specified. E. Thirty-day performance test. Test plans for each of the system tests shall be submitted for approval to the County thirty (30) days before each test is scheduled to be performed. The County will approve, conditionally approve or reject the test plan within 15 days of submittal. All tests shall be monitored by the County and will not be considered valid tests as herein specified unless the test plan has received prior approval and the tests are monitored by the County or its designated agent. The County reserves the right to disapprove any tests or test results and it shall be the sole responsibility of the Vendor to modify, correct, or repeat, within reason and with mutual agreement by the County and the Vendor, any such disapproved tests or test results to the satisfaction of, and at no cost to, the County. All equipment, system and coverage acceptance testing shall be coordinated in advance -- with the County's Project Manager and shall be conducted during normal working hours, Monday through Friday, from 8:00 A.M. to 5:00 P.M. 3.14.2 System Installation Compliance The purpose of this test is to determine completion of system installation and to verify system operability. The Vendor shall conduct an on-site inspection of all systems facilities with the County prior to formal acceptance by the County. This inspection shall demonstrate that all system components have been delivered and installed at their proper location. The inspection shall demonstrate that all mechanical installation requirements have been completed and all equipment has been properly connected to electrical service, properly grounded and all signal, coaxial and data cables have been properly connected to the equipment. As-built documentation shall be supplied prior to requesting System Acceptance. 3.14.3 System Operational Demonstration All system's functions specified herein shall be demonstrated to be operational. ..~ Documented results of these tests shall be supplied to the County. The operational features of the Simulcast System shal l be fully demonstrated. an d shall be fully Page -45- comprehensively tested, in accordance with the stated system specifications. The Vendor shall provide a test procedure whereby simulcast alignment can be verified and the quality of received audio in the overlap areas can be assessed. 3.14.4 System Coverage Verification Test Based upon the system technical design parameters contained in the Vendors proposed design and detailed design review, the Vendor will perform a detailed propagation predication which depicts the resulting mobile and portable coverages of the defined radio operating area for talk-in and talk-out communications. In order to demonstrate that the system provides the talk-out and talk-in coverage as predicted, the Vendor will propose a test methodology to provide: 1.) an automated test with an automated mobile field test set, 2.) a coverage test plan with detailed procedures, and 3.) a data presentation and data reduction capability and methodology. For talk-out coverage testing, the automated mobile field test set shall measure and record Receiver Signal Strength Indication. The coverage area to be tested shall be divided into equal-area orthogonal grids. The automated mobile field test set shall record the Receiver Signal Strength Indication for each grid to be verified. The vehicle and test set shall -- transverse each grid consistent with the land-use for the grid. At a location chosen at random within each grid, the automated mobile field test set will accumulate a minimum of 500 signal strength readings over a distance of forty wavelengths. The median signal strength of these 500 readings must be at or above the predicted signal strength for that grid to pass; otherwise, the grid fails the coverage verification. The Vendor must demonstrate that at least 95% of all grids pass for the RF signal level portion of the Coverage Acceptance Test to be considered passed. Prior to beginning the data collection and field testing, the Vendor must demonstrate the test procedure with a Process Validation Test. This Process Validation Test may be limited to a few test grids, but must demonstrate the methodology and accuracy of the data collection and data reduction for the field tests. The Vendor shall provide a detailed list of all calibration procedures used with the test, and must furnish flow chart and timing information for the data collection step and flow chart and process definition used for the data reduction procedure. The Vendor must provide a copy of raw data collected to the point at which the data from each grid is to be processed and a copy of the processed data on IBM compatible floppy disks. The test methodology shall include a separate analysis of the data collected to verify talk-in .-~ coverage. Additional data collection or testing may be required to account for the performance added to the system by any receive-only sites. a Page -46- After approval of the test process (plan and procedures) and successful system installation r-. and operational demonstration, the Vendor will supply all necessary test equipment, perform coverage verification tests, analyze the acquired data and present the raw data, the reduced data and the compliance statement in a report to the County. In-building coverage verification shall be demonstrated from inside approximately ten (10) buildings as defined by the County's Project Team and from inside the County Courthouse and County Jail Facility. The system shall be tested for compliance of operational capability as well as reliable radio coverage into, and from, the designated test buildings. 3.14.5 Thirty-Day Performance Test Following demonstration of the system operational features and functions and the system coverage tests, the system shall undergo a successful thirty-day performance test under full operational load without a major fixed-equipment failure. During the thirty-day performance period, no major system failures may occur. A major system failure is defined as any failure which reduces the availability of the system and/or part thereof. System disruption due to interference or intermodulation disturbances will be considered as a majorfailure of the system design. Should these events occur, the Vendor -- will be responsible to provide a timely correction of the system disruption. In the event of a major failure, the fault shall be corrected, the County shall be notified of the nature of the failure and all corrective action taken, and a new thirty-day operational test period shall begin. After three (3) unsuccessful attempts, the Vendor will be considered in default of the contract if the thirty-day operational test cannot be successfully completed within 120 days (excluding time allowed by County for corrective actions) after the equipment installation, system test and verification. The Vendor shall be deemed in default and the County may enforce the provisions of the performance and guaranty bond, at the option of the County. Following successful completion of all testing, the system shall be considered accepted. A major system failure is defined as any failure which reduces the availability of the system and/or part thereof and include reduction of system performance or failure of equipment. Equipment failures include: Base Station Failures: If two or more base station radios have failed and are simultaneously inoperative, a major failure will be deemed to have occurred and the thirty-day performance test Page -47- will be stopped. A single base station radio failure is not considered a major system .-, failure, unless the problem cannot be corrected within 24 hours. If at any time during the thirty-day test period, three base station radio failures have occurred, although only one base station radio was inoperative at a time, a major failure will be deemed to have occurred and the 30-day performance test will be stopped. Simulcast System Failures: System conditions which cause the simulcast control network to cease normal operations or to fail to perform correct frequency, phase or amplitude control will be considered a major system failure. During the 30-day performance test, The County may operate the system in any mode desired and perform any operational, control or modification function within the normal operational limits of the system. 3.15 WARRANTY AND MAINTENANCE All equipment and parts shall be warranted and maintained for a period of one (1) year against defects in design, materials and workmanship. The warranty and the maintenance periods shall begin upon formal acceptance of the system as specified in the section above. The Vendor's warranty shall warrant and guarantee further that the equipment furnished hereunder is of good workmanship and materials and that the same is properly designed, operable and equipped for the proposed use by the County and is in strict conformity with the detailed RFP Specifications and the applicable contract documents. The Vendor shall be responsible for any needed warranty actions including all parts and labor, travel and all other expenses required to deliver a whole and operational system as described in the RFP. The Vendor shall state the procedure and methodology for system repairs during the warranty coverage period and state the source of parts to be used for these warranty repairs. System maintenance shall be provided for one year following formal system acceptance. Fixed-site maintenance service shall be on a 24-hour day, 365-day year basis with a response time not to exceed two hours. The Vendor shall certify that its proposed service facility shall initiate, within two hours, repair to any critical product that fails under warranty. All requests for this maintenance service will originate only from the County's System Manager or officially designated coordinator. - ~. Page -48- In addition, the Vendor shall provide a costed proposal for a Maintenance Service Contract for the system to extend for one year periods following the initial ,-. maintenance period, which the County may select as an option. Where the Vendor proposes to secure a separate service agreementfor specified system components, it shall enter a separate line showing the price estimate for such service. If it becomes necessary for the County to contract for warranty repairs due to the inability or failure of the Vendor to perform such repairs, the Vendor shall reimburse the County for all invoices for labor, parts, shipping, and handling costs to perform such repairs within 30 days from presentation of such County invoice. This shall only occur after the Vendor has been given reasonable time and fair opportunity to respond and correct the problem. 3.16 DOCUMENTATION The Vendor shall supply, with system delivery, complete system documentation including equipment maintenance and operations manuals. This documentation shall include all project-specific and pertinent plans, wiring lists, operating instructions, parts lists, system block and level diagrams, circuit schematic diagrams, alignment and calibration procedures, printed circuit board layouts, -- maintenance charts and tables and a listing of all equipment and devices required to test and certify the complete system. As-built documentation must be supplied prior to overall system acceptance. All fixed sites must have anoperations/mainten- ance manual and as-built documentation at the site covering all electronic equipment installed at the site. The Vendor shall also provide brochures and technical specification sheets for all other products furnished. In addition, one additional set of documentation and manuals shall be supplied to the County for permanent storage and future reference. 3.17 TRAINING The Vendor shall provide formal system training for the County's operational, training and management personnel. This training shall provide the County's staff with a working knowledge of the system operation and hands-on system experience. All training shall occur prior to the use and acceptance of the system and shall be conducted at the mutual convenience of the Vendor and the County. The Vendor shall describe his proposed training programs for: ,~.. 1.) System Operations training for the County's Training Staff, Page -49- 2.) On-site system operations training for the County's radio users and for Systems Operator Staff, 3.) Any off-site training required for County's personnel. This proposed training program shall thoroughly address the simulcast radio system furnished. The training program description shall include Vendor's training staff, training methodology, documentation, schedules, curriculum and media used. Training expense, if any, shall be separately listed for each of the training programs requested above. 3.18 FINAL CLEANING Prior to requesting Final Acceptance, the Vendor shall clean the entire work area, at each system installation site, to the normal maintenance and cleaning quality of office work areas. The Vendor shall remove all non-permanent protection materials from labels and glass surfaces, polish glass, clean exposed finishes, touch up minor finish damage, clean or replace filters of mechanical systems, remove packing materials and debris and broom clean non-occupied spaces, clean lighting fixtures and replace burned-out or dimmed .- lamps, vacuum and shampoo all carpeting and perform similar cleanup operations needed to provide a clean work area. Page -50-