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HomeMy WebLinkAboutRFP 9055 Scope of Work FINALRFP 9055 City of Denton-Radio System Assessment and Support Services 1 CITY OF DENTON, TEXAS REQUEST FOR PROPOSALS RADIO SYSTEM ASSESSMENT AND SUPPORT SERVICES RADIO SYSTEM ASSESSMENT TO SUPPORT THE CURRENT STATUS, GOALS, AND OUTCOMES OF THE DENTON LAND MOBILE RADIO SYSTEM Table of Contents Section I: Introduction ……….……………………………………….………….….…….…....1 Section II: Submission Information ..……………………….………………….….…..………3 Section III: Evaluation Procedure ………………………….………….…………..….…….…4 APPENDIX A: Tasks …………………………………………….…………………..……….…5 SECTION I – INTRODUCTION 1.1 Purpose Through this Request for Proposal (RFP), the City of Denton is seeking qualified firms with substantial experience in providing various aspects of Land Mobile Radio (LMR) systems for Public Safety departments and other City departments. The work to be supported will evaluate existing operational equipment performance, antenna performance, RF propagation, operational procedures, documentation availability, Federal Communications Commission (FCC) licensing and corresponding programming software. The scope of work for this RFP includes ten initial “projects” that have been separated into individual Tasks of Work (Tasks #1 through #10), as outlined in Appendix A. In addition, radio system support services over the next three (3) years will be included in the scope. The awarded firm must present proof of qualifications and ability to accomplish all aspects of the requested services. A list of Vendor Qualifications is listed below in Section 1.4. The awarded firm shall possess a proven track record of providing goods and services that represent the best value to their clients. The selected proposal should be able to provide innovative methods to handle municipal challenges and cost-effective solutions. RFP 9055 City of Denton-Radio System Assessment and Support Services 2 The City of Denton uses a 2-site Motorola simulcast, Phase II, trunked radio system with 22 radio console units in two different dispatch centers that rely on a core connection with a neighboring Public Safety partner. This system also supports 1400 subscriber units used by three different agencies. The City of Denton also uses a 3rd radio tower site to house State interoperability frequencies and equipment. 1.2 Services/Tasks of Work A list of the individual Tasks of Work is provided below with details for each Task outlined in Appendix A. Any disruptions of service must be approved by the IT Communications Manager with as much advance notice as possible. List of Tasks of Work Task Task Title TASK 1: Evaluation of all radio systems including FCC Authorizations. TASK 2: Infrastructure performance verification of radio sites. TASK 3: System console performance verification. TASK 4: Sampling of mobile and portable radio review. TASK 5: Evaluation of operational procedures. TASK 6: Propagation study of existing and proposed radio coverages. TASK 7: Identification of any antenna pattern distortions. TASK 8: Evaluation of the City of Denton radio system documentation and confirm the programing software matches the radios. TASK 9: Verify that the radio system infrastructure equipment is properly grounded. TASK 10: Measure the ground resistance at the tower sites. Additional Services The City may request for ancillary or additional services within the capacity of the Vendor as may be useful or necessary in the interests of the City of Denton for the above Tasks. These additional services may include, but not be limited to, preventative radio system support services and training for City staff. 1.3 Deliverables In addition to the services outlined in the scope, the awarded firm shall deliver each of the deliverables listed below. See Appendix A for the deliverable details for each Task. • Parameters of infrastructure and documentation • Parameters of hardware and documentation RFP 9055 City of Denton-Radio System Assessment and Support Services 3 • Comparison of FCC Authorizations and documentation • Maps with supporting documentation • Executive Report 1.4 Vendor Qualifications All work should be conducted by a firm who has previous substantial experience working Public Safety and other municipal departments and meet the following criteria: Licenses/Certifications • FCC General Radiotelephone Operator License (GROL) • Public Safety Distributed Antenna System (DAS) Certification • Radio Frequency Interference Mitigation (RFIM) Industry Certification • Line Antenna Sweep (LAS) Industry Certification • Passive Intermodulation (PIM) Industry Certification • In-Building Public Safety Communications (IB-PSC) Professional Experience • Minimum of five (5) years of LMR system experience (two-way radio and specifically Public Safety P25 systems): o LMR simulcast radio system experience o Standard LMR antenna configurations o RF propagation and RF coverage prediction • Proven expertise in system design, licensing, FCC and FAA application filings, and operating Rules and Regulations, with the following FAA and FCC Rules and Regulations: Part 1, Part 17, Part 90, and Part 101 • Experience and knowledge on testing tower top amplifiers • Inventory management experience SECTION II – SUBMISSION INFORMATION Interested firms must submit sealed cost proposal and qualification submissions that include, at minimum, the following information: Summary of Qualifications submittal: • Company Overview – Provide an overview of the company, including years in business, size, areas of specialization, particular abilities, and qualifications related to these services. Include the location of your office where the majority of the work will be performed and approximate number of employees in that office. • Method and Workplan Approach – Describe your team’s overall method and approach to accomplish the goals and services outlined in Appendix A and additional services. Explain how you plan to meet specific needs and adapt to RFP 9055 City of Denton-Radio System Assessment and Support Services 4 changing requirements. Include approximate timeframe for completion of Task of Works 1 through 10. • Past Experience and Examples of Comparable Services – Summary of details on three (3) completed past projects over the past five (5) years, particularly those comparable in scope and size. Include name of client project manager with phone number and email address. • Proposed Team and Qualifications – Provide resumes/bios of all individual(s) that would be directly responsible for completing these services for the City of Denton. Include the availability and manpower estimates for each proposed team member. Provide list of all relevant licenses, certifications, and industry accreditations. Cost Proposal submittal: • Provide a proposal breakdown of the total cost to accomplish the goals, services, and deliverables for each Task outlined within the scope and Appendix A. • Provide and explain the pricing structure for any potential additional services. SECTION III – EVALUATION PROCEDURE The City of Denton will evaluate the submissions, meeting the Vendor Qualifications outlined in Section 1.4, in accordance with the selection criteria and will rank the Firm(s) on the basis of the submittals. The City of Denton reserves the right to consider information obtained in addition to the data submitted in the response. The selection criterion is listed below: Proposed Method and Workplan Approach – 30% Evaluation of the method and approach to accomplish the goals and services outlined in Appendix A and additional services. Ability to meet specific needs, adapt to changing requirements and complete tasks in a timely manner. Proposed Team – 15% Evaluation of the qualifications, reputation, and compatibility with needs of the City of Denton and the Project of the individual or individuals who will perform the Contract. Past Experience of Firm – 25% Evaluation of the quality of the firm’s experience and expertise in the areas proposed. Total Cost of Services/Price – 30% RFP 9055 City of Denton-Radio System Assessment and Support Services 5 APPENDIX A: Tasks of Work Table of Contents Overview of Tasks………...…………………………………………………………….…….9 Task 1: Evaluation of all radio systems including FCC Authorizations…………………10 Task 2: Infrastructure performance verification of radio sites……………………………11 Task 3: System console performance verification………………………………..……….12 Task 4: Sampling of rolling stock review….……………………………………………..…13 Task 5: Evaluation of operational procedures……………………………………….…….14 Task 6: Propagation study of existing and proposed radio coverages…………….……15 Task 7: Identification of any antenna pattern distortions…………………………….……16 Task 8: Evaluation of the City of Denton radio system documentation and confirm programming software matches the radios……………..……………………….17 Task 9: Verify that the radio system equipment is properly grounded………..………….18 Task 10: Measure the ground resistance at the tower sites…………………..…….….…19 RFP 9055 City of Denton-Radio System Assessment and Support Services 6 Overview of Tasks The tables below present the descriptions and goals of ten Tasks, including but not limited to, expected deliverables. Each Task is presented in the format below: Goal Implementation Team (GIT) This section indicates the Goal Implementation Team (GIT) that is presenting the Task. Purpose and Outcomes This section provides the purpose of the work and the expected outcomes of the work. This section provides background information and context for potential firms. Project Steps and Timeline This section outlines the specific steps and purpose timeline of work that should be accounted for by the responding firm. The firms should also account for and provide detail regarding any additional steps or work that may be undertaken to deliver the final products as listed in the “Deliverables” section of the table for that Task. Stakeholder / Participants This section lists the project stakeholders and/or participants that the selected firm will use throughout the services to meet the deliverables of that Task. Deliverables This section provides documentation for an overview of the major deliverables that will need to be submitted and approved by the City of Denton in order to successfully meet the terms of the Contract. RFP 9055 City of Denton-Radio System Assessment and Support Services 7 TASK 1: Evaluation of all radio systems including FCC Authorizations Goal Implementation Team (GIT) City of Denton Technology Services Department Purpose and Outcomes Radio system evaluation to include all three radio sites. Provide exact latitude / longitude, tower information, operating frequencies, authorized radio emissions, FCC licensed Effective Radiated Power (ERP) per channel, radio equipment, transmission line type and length, antenna(s) type, model number and gain, mounted location on tower, antenna orientation, antenna system configuration (include RF passive equipment), receiver equipment (multi-coupler, RF filters, tower-top amplifiers), link type, link frequency (licensed or unlicensed?), link radio equipment (include emission, FCC ERP, path information). Review FCC database for all City of Denton issued FCC licenses. Project Steps and Timeline Meet with the City of Denton IT Communications Manager for a kick- off meeting to review the TASK, timeline, the roles and responsibilities, milestones, and desired outcomes. The Vendor will submit an Implementation Plan to the IT Communications Manager. Stakeholder / Participants Employees and/or approved contractors of Vendor. Deliverables Provide documentation and an Executive Summary Report of items listed in the above Purpose and Outcomes. Provide recommendations. RFP 9055 City of Denton-Radio System Assessment and Support Services 8 TASK 2: Infrastructure performance verification of radio sites. Goal Implementation Team (GIT) City of Denton Technology Services Department Purpose and Outcomes Infrastructure performance verification to include all radio sites. Provide RF transmitter output power, transmitter modulation level, RF power losses between the transmitter and antenna, RF reflected power, Return Loss, RF noise floor level (include measurement method), effective receiver sensitivity of each receiver, interference and intermodulation information. Project Steps and Timeline Meet with the City of Denton IT Communications Manager for a kick- off meeting to review the TASK, timeline, the roles and responsibilities, milestones, and desired outcomes. The Vendor will submit an Implementation Plan to the IT Communications Manager. Stakeholder / Participants Employees and/or approved contractors of Vendor. Deliverables Provide Documentation and an Executive Summary Report of items listed in the above Purpose and Outcomes. RFP 9055 City of Denton-Radio System Assessment and Support Services 9 TASK 3: System console performance verification. Goal Implementation Team (GIT) City of Denton Technology Services Department Purpose and Outcomes Provide all console locations, the quantity of dispatch locations, listing of console equipment, the dispatch performance, and the reliability evaluation. Project Steps and Timeline Meet with the City of Denton IT Communications Manager for a kick- off meeting to review the TASK, timeline, the roles and responsibilities, milestones, and desired outcomes. The Vendor will submit an Implementation Plan to the IT Communications Manager. Stakeholder / Participants Employees and/or approved contractors of Vendor. Deliverables Provide documentation and an Executive Summary Report of items listed in the above Purpose and Outcomes. RFP 9055 City of Denton-Radio System Assessment and Support Services 10 TASK 4: Sampling of mobile and portable radio review. Goal Implementation Team (GIT) City of Denton Technology Services Department Purpose and Outcomes Provide information on mobile and portable equipment in use by the City of Denton. The GIT above will determine the percentage of each type of equipment to sample and the specific information to be measured for this task. Project Steps and Timeline Meet with the City of Denton IT Communications Manager for a kick- off meeting to review the TASK, timeline, the roles and responsibilities, milestones, and desired outcomes. The Vendor will submit an Implementation Plan to the IT Communications Manager. Stakeholder / Participants Employees and/or approved contractors of Vendor. Deliverables Provide documentation on the sampling and maintenance and an Executive Summary Report of items listed in the above Purpose and Outcomes. Provide recommendations. RFP 9055 City of Denton-Radio System Assessment and Support Services 11 TASK 5: Documenting operational procedures to increase the reliability of communications for in-building communications for first responders. Goal Implementation Team (GIT) City of Denton Technology Services Department Purpose and Outcomes Provide operational procedure details of the radio system, the list of all Distributed Antenna System(s) (DAS), a list of all in-building coverages with Received Signal Strength Indication of each DAS system, the Fire Marshall training information, design engineering license information / liability insurance. Project Steps and Timeline Meet with the City of Denton IT Communications Manager for a kick- off meeting to review the TASK, timeline, the roles and responsibilities, milestones, and desired outcomes. The Vendor will submit an Implementation Plan to the IT Communications Manager. Stakeholder / Participants Employees and/or approved contractors of Vendor. Deliverables Provide documentation and an Executive Summary Report of items listed in the above Purpose and Outcomes. Provide recommendations. RFP 9055 City of Denton-Radio System Assessment and Support Services 12 TASK 6: Propagation study of existing and proposed radio coverages. Goal Implementation Team (GIT) City of Denton Technology Services Department Purpose and Outcomes Provide RF propagation studies of existing and proposed radio systems. Project Steps and Timeline Meet with the City of Denton IT Communications Manager for a kick- off meeting to review the TASK, timeline, the roles and responsibilities, milestones, and desired outcomes. The Vendor will submit an Implementation Plan to the IT Communications Manager. Stakeholder / Participants Employees and/or approved contractors of Vendor. Deliverables Provide documentation to include area maps and an Executive Summary Report of items listed in the above Purpose and Outcomes. Provide recommendations. RFP 9055 City of Denton-Radio System Assessment and Support Services 13 TASK 7: Identification of any antenna pattern distortions. Goal Implementation Team (GIT) City of Denton Technology Services Department Purpose and Outcomes Identify all antenna pattern distortions along with the reason for the distortion. Project Steps and Timeline Meet with the City of Denton IT Communications Manager for a kick- off meeting to review the TASK, timeline, the roles and responsibilities, milestones, and desired outcomes. The Vendor will submit an Implementation Plan to the IT Communications Manager. Stakeholder / Participants Employees and/or approved contractors of Vendor. Deliverables Provide documentation to include system diagrams and an Executive Summary Report of items listed in the above Purpose and Outcomes. Provide recommendations. RFP 9055 City of Denton-Radio System Assessment and Support Services 14 TASK 8: Evaluation of the City of Denton radio system documentation and confirm the programming software matches the radios. Goal Implementation Team (GIT) City of Denton Technology Services Department Purpose and Outcomes Evaluate all existing system documentation. Provide a system block diagram of systems as directed by the GIT. Verify the radio programming software matches the radios. Project Steps and Timeline Meet with the City of Denton IT Communications Manager for a kick- off meeting to review the TASK, timeline, the city roles and responsibilities, milestones, and desired outcomes. The Vendor will submit an Implementation Plan to the IT Communications Manager. Stakeholder / Participants Employees and/or approved contractors of Vendor. Deliverables Provide documentation and an Executive Summary Report of items listed in the above Purpose and Outcomes. Provide recommendations. RFP 9055 City of Denton-Radio System Assessment and Support Services 15 TASK 9: Verify that the radio system infrastructure equipment is properly grounded. Goal Implementation Team (GIT) City of Denton Technology Services Department Purpose and Outcomes Verify all system radio equipment is correctly grounded. Project Steps and Timeline Meet with the City of Denton IT Communications Manager for a kick- off meeting to review the TASK, timeline, the roles and responsibilities, milestones, and desired outcomes. The Vendor will submit an Implementation Plan to the IT Communications Manager. Stakeholder / Participants Employees and/or approved contractors of Vendor. Deliverables Provide documentation and an Executive Summary Report of items listed in the above Purpose and Outcomes. Provide recommendations. RFP 9055 City of Denton-Radio System Assessment and Support Services 16 TASK 10: Measure the ground resistance at the tower sites. Goal Implementation Team (GIT) City of Denton Technology Services Department Purpose and Outcomes Measure the ground resistance at all tower sites. Project Steps and Timeline Meet with the City of Denton IT Communications Manager for a kick- off meeting to review the TASK, timeline, the roles and responsibilities, milestones, and desired outcomes. The Vendor will submit an Implementation Plan to the IT Communications Manager. Stakeholder / Participants Employees and/or approved contractors of Vendor. Deliverables Provide documentation and an Executive Summary Report of items listed in the above Purpose and Outcomes. Provide recommendations.