CADDO PARISH 9-1-1 COMMUNICATIONS DISTRICT …caddo911.com/Caddo_Parish_Communications_District...1.2 PROCUREMENT SCHEDULE ... 2-6 2.11 PREPARATION COSTS ... Operations Center during

CADDO PARISH 9-1-1 COMMUNICATIONS DISTRICT NUMBER ONE

P25 COMPLIANT RADIO SYSTEM REQUEST FOR PROPOSALS

RFP – 0517 - 001

MAY 11, 2017

Page i

Table of Contents Page

1 INTRODUCTION .............................................................................................................. 1-1

1.1 PURPOSE ....................................................................................................................... 1-1

1.2 PROCUREMENT SCHEDULE ............................................................................................ 1-1

2 RULES GOVERNING PROPOSAL SUBMISSION ...................................................... 2-1

2.1 EXAMINATION OF REQUEST FOR PROPOSAL .................................................................. 2-2

2.2 PROPOSAL SECURITY .................................................................................................... 2-2

2.3 PERFORMANCE BOND ................................................................................................... 2-3

2.4 REQUIRED SUBMITTALS ................................................................................................ 2-3

2.4.1 Insurance Requirements.......................................................................................... 2-4

2.4.2 List of Clients .......................................................................................................... 2-4

2.4.3 Company Information ............................................................................................. 2-4

2.5 DISQUALIFICATIONS ..................................................................................................... 2-4

2.6 PROPOSAL SUBMISSION DEADLINE ............................................................................... 2-4

2.7 MANDATORY PRE-PROPOSAL CONFERENCE.................................................................. 2-5

2.8 SITE VISITS ................................................................................................................... 2-5

2.9 QUESTIONS ................................................................................................................... 2-5

2.10 PROPOSAL ACCEPTANCE/AWARD ................................................................................. 2-6

2.11 PREPARATION COSTS .................................................................................................... 2-6

2.12 NEWS RELEASES ........................................................................................................... 2-6

2.13 LEGAL STATUS, PERMITS, TAXES AND FEES ................................................................. 2-6

2.14 PROPOSAL FORMAT ...................................................................................................... 2-6

2.15 MISTAKES AFTER PROPOSAL OPENING ......................................................................... 2-7

2.16 WITHDRAWAL OF PROPOSALS BEFORE OPENING .......................................................... 2-7

2.17 PROPOSER’S RESPONSIBILITY ....................................................................................... 2-7

2.18 LOWER PRICES .............................................................................................................. 2-7

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2.19 RIGHT TO PROTEST ....................................................................................................... 2-8

2.20 DISQUALIFICATION OF PROPOSALS ............................................................................... 2-8

2.21 LATE PROPOSALS .......................................................................................................... 2-8

2.22 TAXES ........................................................................................................................... 2-9

2.23 GOVERNING PRICES ...................................................................................................... 2-9

2.24 CLARIFICATION OF PROPOSAL DOCUMENTS ................................................................. 2-9

2.25 COMPLIANCE WITH LAWS ........................................................................................... 2-10

2.26 QUALITY OF PRODUCTS .............................................................................................. 2-10

2.27 COMPETITION INTENDED ............................................................................................ 2-10

2.28 BRAND NAMES ........................................................................................................... 2-10

2.29 CAPTIONS ................................................................................................................... 2-11

3 GENERAL CONTRACT CLAUSES ............................................................................... 3-1

3.1 PROHIBITIONS OF GRATUITIES ...................................................................................... 3-1

3.2 ORDER OF PRECEDENCE OF DOCUMENTS ...................................................................... 3-1

3.3 TERM OF THE AGREEMENT............................................................................................ 3-1

3.4 TERMINATION ............................................................................................................... 3-1

3.4.1 Termination for Convenience ................................................................................. 3-1

3.4.2 Termination for Cause ............................................................................................ 3-2

3.5 NON-APPROPRIATION ................................................................................................... 3-2

3.6 EXCUSABLE DELAY ...................................................................................................... 3-2

3.7 TIMELY PERFORMANCE – LIQUIDATED DAMAGES ........................................................ 3-3

3.8 PAYMENT TERMS .......................................................................................................... 3-3

3.9 ASSIGNMENT................................................................................................................. 3-4

3.10 CONTRACT ADMINISTRATION ....................................................................................... 3-4

3.11 CHOICE OF VENUE ........................................................................................................ 3-4

3.12 RIGHT OF REVIEW AND AUDIT ...................................................................................... 3-4

3.13 PROCESSING OF DATA WARRANTY ............................................................................... 3-4

3.14 TYPE OF CONTRACT ...................................................................................................... 3-5

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3.15 DEFAULT BY CONTRACTOR .......................................................................................... 3-5

3.16 INSURANCE ................................................................................................................... 3-5

3.17 CONFIDENTIAL WORK .................................................................................................. 3-5

3.18 PROPRIETARY INFORMATION ........................................................................................ 3-6

3.19 OWNERSHIP .................................................................................................................. 3-6

3.20 CONTRACTOR’S LIABILITY ........................................................................................... 3-6

3.21 INDEMNITY ................................................................................................................... 3-6

3.22 CLAIM OF LIENS ............................................................................................................ 3-7

3.23 COVENANT AGAINST CONTINGENT FEE ........................................................................ 3-7

3.24 NONDISCRIMINATION .................................................................................................... 3-7

3.25 COMPLIANCE WITH LAWS ............................................................................................ 3-8

3.26 INDEPENDENT CONTRACTOR ........................................................................................ 3-8

3.27 LEGAL CONSTRUCTION ................................................................................................. 3-8

3.28 SUCCESSORS AND ASSIGNS ........................................................................................... 3-8

3.29 CAPTIONS ..................................................................................................................... 3-8

3.30 ENTIRE AGREEMENT ..................................................................................................... 3-8

3.31 EXECUTION OF CONTRACT .................................................................................. 3-9

3.32 CONTRACTOR-AGENT TAX EXEMPT PURCHASES .......................................... 3-9

3.33 CONTRACTOR - AGENT PURCHASING PROCEDURE ..................................... 3-10

3.34 CONTRACTOR - AGENT INVOICING PROCEDURES ....................................... 3-10

4 PROPOSAL REQUIREMENTS ...................................................................................... 4-1

4.1 PROPOSAL FORMAT ...................................................................................................... 4-1

4.2 PRICES .......................................................................................................................... 4-5

4.3 COMPLETE, UNAMBIGUOUS, CONCISE RESPONSES ....................................................... 4-5

4.4 PROPOSER CERTIFICATION ............................................................................................ 4-5

4.5 EVALUATION CRITERIA ................................................................................................ 4-6

4.6 FORMAL PRESENTATION/INTERVIEW ............................................................................ 4-6

4.7 REQUIRED FORMS ......................................................................................................... 4-6

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4.7.1 LDR Form R-1020 .................................................................................................. 4-6

4.7.2 AFFIDAVIT OF NON-COLLUSION ...................................................................... 4-8

EXHIBIT A – TECHNICAL SPECIFICATIONS

EXHIBIT B – PRICING WORKSHEETS

REQUEST FOR PROPOSALS RFP NO. 0517-001

P25 Compliant Radio System

Caddo Parish 9-1-1 Communications District Number One Page 1-1

1 INTRODUCTION

The Caddo Parish Communications District Number One (District) is a political subdivision of the State of Louisiana and was created for the express purpose of implementing and managing the 9-1-1 emergency telephone reporting system for the citizens of Caddo Parish.

The Caddo Parish 9-1-1 Emergency Communications Center (ECC) is a secured 24-hour-a-day/365 day-a-year facility, and access is restricted to authorized personnel only. The ECC is located at 1144 Texas Avenue in Shreveport, Louisiana, and houses the communications operations for the Shreveport Police, Fire, and the Caddo Parish Sheriff’s departments. The facility also houses the administrative offices of the 9-1-1 District and serves as the Emergency Operations Center during times of major emergencies or natural disasters for the Caddo-Parish Office of Homeland Security/Emergency Preparedness.

The District operates a fifteen-channel, seven-site, 800 MHz SmartNet II simulcast system that provides direct communications among the various public safety and general government agencies within Caddo Parish.

The District wishes to replace their legacy 800 MHz trunked voice radio system with a digital, Association of Public Safety Communications Officials (APCO) Project 25 (P25) compliant communications system. The “Technical Specifications” and “Pricing Worksheets” for the P25 Compliant Radio System can be found in Exhibit A and Exhibit B respectively of this RFP.

1.1 PURPOSE

This Request for Proposals (RFP) is issued by the District for the purpose of obtaining competitive proposals for the replacement of their existing 800 MHz trunked radio system with a digital, Association of Public Safety Communications Officials (APCO) Project 25 (P25) Phase 1 and Phase 2 compliant radio communications system.

1.2 PROCUREMENT SCHEDULE

Release of RFP: May 11, 2017

Pre-Proposal Conference: June 20, 2017, at 9:00 am Central time at the ECC Training Room

Site Visits: June 20-21, 2017, will begin immediately following Pre-Proposal Conference and will extend into June 21st if required

Deadline for Vendor Questions via US Mail or Email:

June 28, 2017, received by 3:00 pm Central time via courier, US mail or email

Caddo Parish 9-1-1 Response to Vendor Questions:

July 10, 2017, response by C.O.B. via email

Vendor Proposals Due: July 18, 2017, by 3:00 pm Central time




2 RULES GOVERNING PROPOSAL SUBMISSION

This Section specifies requirements for preparation and submittal of Proposal.

DEFINITIONS

Definitions set forth in other Contract Documents are applicable to the Proposals as may be appropriate.

Addenda are written or graphic instruments issued by the District prior to the opening of the Proposals, which modify or interpret the Documents by additions, deletions, clarifications, corrections and prior approvals.

"Contractor" is the Proposer whose Proposal is accepted by the District.

"District" is the Caddo Parish Communications District Number One, a political subdivision of the state of Louisiana.

A “Proposal” is a complete and properly signed proposal to do the Work or designated portion thereof for the sums stipulated therein supported by data called for by the Proposal Documents.

A “Proposer” is one who submits a Proposal for a prime Contract with the Owner for the Work described in the proposed Contract Documents.

Where the word "Engineer" or "Designer" is used in any of the documents, it shall refer to the Prime Designer of the project.

“Owner” is the District.

PROPOSER'S REPRESENTATION

Each Proposer by submitting a Proposal represents that:

The Proposer has read and understands the Request for Proposals and the Proposal is made in accordance therewith.

The Proposer has visited the site and is familiar with the local conditions under which the Work is to be performed.

The Proposal is based solely upon the materials, systems and equipment described in the Request for Proposal Documents as advertised and as modified by addenda.

The Proposal is not based on any verbal instructions contrary to the Documents and addenda.

The Proposer must be fully qualified under any state or local licensing law for Contractors in effect at the time and at the location of the Work before submitting a Proposal. In the State of Louisiana, Revised Statutes 37:2150, et seq. will be considered, if applicable. The Contractor shall be required to submit a Certificate of Licensure upon the execution of the Contract.




The Contractor shall be responsible for determining that all Subcontractors are duly licensed in accordance with law.

2.1 EXAMINATION OF REQUEST FOR PROPOSAL

The Proposer is required to carefully examine the Request for Proposal (RFP), attached documentation, and radio system to inform themselves thoroughly regarding any and all conditions and requirements that may in any manner affect the work to be performed under this contract. No allowances will be made because of a lack of knowledge of these conditions.

Proposers are obligated to and shall promptly notify the Prime Designer of any substantial ambiguity, inconsistency or error which they may discover upon examination of the Proposer Documents or of the site and local conditions.

Proposers have the option to submit their proposals electronically or by paper copy.

The District is using BidSync to allow for the electronic submission of proposals. If the Proposer chooses to submit an electronic proposal, you will have to register with BidSync. Written instructions necessary to use the electronic proposal service and for the electronic submission of proposals are provided at the BidSync website at http://www.bidsync.com or by calling 1-800-990-9339. The Proposer is advised to make all necessary arrangements with BidSync.com and to become familiar with system and process requirements prior to using the service to submit a proposal.

Request for Proposal Documents may also be obtained as stated in the Advertisement for Proposals.

Complete sets of Proposal Documents shall be used in preparing Proposals; neither the Owner nor the District's Prime Designer assumes any responsibility for errors or misinterpretations resulting from the use of incomplete sets of Proposal Documents.

2.2 PROPOSAL SECURITY

No Proposal shall be considered or accepted unless the Proposal is accompanied by Proposal Security in an amount of not less than five percent (5%) of the base Proposal and all alternates.

The Proposal Security shall be in the form of a certified check or cashier's check drawn on a bank insured by the Federal Deposit Insurance Corporation or a Surety Bond written by a surety company licensed to do business in Louisiana, signed by the surety's agent or attorney-in-fact, and countersigned by a person who is under contract with the surety company or bond issuer as a licensed agent in this State and who is residing in this State. The surety must meet the qualifications required by law. The Surety Bond shall be in favor of the District and shall be accompanied by an appropriate power of attorney.

The Proposal Security furnished by the Contractor shall guarantee that the Contractor will, if awarded, enter into a Contract with the District and furnish a Performance, Maintenance and Payment Bond and evidence of insurance on the forms provided by the District as required by




these Contract Documents within fourteen (14) days after written notice that the Agreement is ready for the Contractor's signature.

Should the Proposer (Contractor) fail or refuse to enter into such Contract or fail or refuse to furnish such bonds or evidence of insurance on the forms provided by the District, the amount of the Proposal Security shall be forfeited to the Owner as liquidated damages.

All Surety Bonds shall be submitted on forms provided by the District or on forms acceptable to the District.

The Owner shall have the right to retain the Proposal Security of Proposers until either (a) the Contract has been executed and bonds and evidence of insurance have been furnished, or (b) the specified time has elapsed so that Proposals may be withdrawn, or (c) all Proposals have been rejected.

2.3 PERFORMANCE BOND

The Contractor shall furnish and pay for a Performance, Maintenance and Payment Bond written by a company licensed to do business in Louisiana, which shall be signed by the surety's agent or attorney-in-fact and countersigned by a person who is under contract with the surety as a licensed agent in this State and who is residing in this State in an amount equal to 100% of the Contract amount. Surety must be listed currently on the U. S. Department of Treasury Financial Management Service List (Treasury List) as approved for an amount equal to or greater than the Contract amount or must be an insurance company domiciled in Louisiana or owned by Louisiana residents. If surety is qualified other than by listing on the Treasury list, the Contract amount may not exceed fifteen percent of policyholders' surplus as shown by surety's most recent financial statements filed with the Louisiana Department of Insurance and may not exceed the amount of $500,000. However, a Louisiana domiciled insurance company with at least an A-rating in the latest printing of the A. M. Best's Key Rating Guide shall not be subject to the $500,000 limitation, provided that the Contract amount does not exceed ten percent of policyholders' surplus as shown in the latest A. M. Best's Key Rating Guide nor fifteen percent of policyholders' surplus as shown by surety's most recent financial statements filed with the Louisiana Department of Insurance. The Bond shall be signed by the surety's agent or attorney-in-fact and countersigned by a person who is under contract with surety as a licensed agent in this State and who is residing in this State. The Bond shall be in favor of the District. The bond requirements set forth herein and in all Contract Documents shall be at all times and by this term are amended to conform to state law. The Proposer shall require the attorney-in-fact who executes the required Bond on behalf of the surety to affix thereto a certified and current copy of a power of attorney.

2.4 REQUIRED SUBMITTALS

The following submittals shall be required by the Proposer upon adoption of a resolution by the Board of Commissioners authorizing the administrator to enter into negotiations with the apparent low Proposer within three (3) business days after resolution.




2.4.1 INSURANCE REQUIREMENTS

Proof of general comprehensive public liability insurance shall be required by the Proposer upon adoption of a resolution by the Board of Commissioners authorizing the Administrator to enter into negotiations with the apparent low Proposer within three (3) business days after adoption of resolution. Evidence that employees are bonded must also accompany proof of liability insurance.

2.4.2 LIST OF CLIENTS

Please submit a list of clients to which you currently provide services. Please provide contact name and telephone number for each client.

2.4.3 COMPANY INFORMATION

Please provide information on your company related to the number of employees, number of years in business, and other information that you feel may be of some interest to the District.

2.5 DISQUALIFICATIONS

The District may disqualify any proposal, which does not meet the requirements of the Request for Proposal.

Altered or incomplete Proposal Forms or use of substitute formats will render the proposal non-responsive.

Proposals should be submitted in a sealed envelope as outlined herein and on your envelope showing the RFP number, opening date, time, title and appropriate license number(s) on the outside of the envelope. If a sealed container is used, then the envelope must be taped to the top of the container.

Facsimile or email transmissions of proposals will not be considered.

2.6 PROPOSAL SUBMISSION DEADLINE

Proposal submission deadline is Tuesday, July 18, 2017 by 3:00 p.m. CDT.

If Proposer chooses to submit a paper proposal to the District, the Proposer must submit four (4) copies of the proposal, and the proposal must be received by the District by Tuesday, July 18, 2017 at 3:00 p.m. CDT. All copies of the proposals must be under sealed envelope, clearly marked as “RFP 0517-001” Caddo Parish Communications District P25 Compliant Radio System with proposer’s state license number located on the outside of the envelope.

Proposals shall be delivered or mailed to: Caddo Parish Communications District Number One Attn: Martha Carter 9-1-1 Administrator 1144 Texas Avenue




Shreveport, LA 71101-3343

2.7 MANDATORY PRE-PROPOSAL CONFERENCE

A Pre-Proposal Conference will be held at the Emergency Communications Center located at 1144 Texas Avenue, Shreveport, Louisiana on Tuesday, June 20, 2017 at 9:00 a.m. in the Training Room. Proposers will have an opportunity to raise questions, request clarifications, and discuss issues relevant to this RFP.

Attendance at this meeting is mandatory. Failure to attend will result in disqualification.

Formal amendments or addendum to the RFP that may result from any discussion held during the pre-proposal conference will be issued in accordance with Section 2.24 – Clarification of Proposal Documents and Addenda.

2.8 SITE VISITS

After a short break, following the Pre-proposal Conference on Tuesday, June 20, 2017, the District will provide escorted tours of the various work sites until approximately 5:00 PM. Contractors must provide their own transportation and the exact time of departure will be determined based on the length of the Pre-Proposal Conference. Site visits will continue through the close of business on June 21, 2017.

Contractors are required to visit and inspect all of the sites where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award. Proposals from Contractors who do not visit each of the sites will not be considered.

Attendees are encouraged to bring all supplies needed for the site visits with them to the sites. These two days of site visits will be the only days provided for site visits for the radio system.

2.9 QUESTIONS

Any questions regarding the Technical Specifications provided in Exhibit A as outlined within the Request for Proposals are to be submitted to: Tim Barrentine, PMP Omnicom Consulting Group, Inc. Office 850-702-4723 Mobile 850-212-8462 Fax 850-792-4706 The deadline for the submittal of questions is 3:00 p.m. CDT on Friday, June 28, 2017 and the District will respond to vendor questions no later than C.O.B. July 10, 2017.




2.10 PROPOSAL ACCEPTANCE/AWARD

The Caddo Parish 9-1-1 Board will provide written Notice of Intent to Negotiate a Contract with the selected Proposer (Contractor) which the District considers to have submitted the best and most advantageous proposal. The District reserves the right to accept or reject any or all proposals or sections thereof, negotiate terms, waive technicalities, and award in the best interest of the District. Furthermore, the District reserves the right to award without further discussion.

2.11 PREPARATION COSTS

The District shall not be responsible for any proposal preparation costs, nor for costs including attorney fees associated with any challenge (administrative, judicial, or otherwise) to the determination of the highest ranked Proposer and/or award of contract and/or rejection of Proposal. By submitting a proposal, each Proposer agrees to be bound in this respect and waives all claims to such costs and fees.

2.12 NEWS RELEASES

News releases pertaining to the award resulting from the RFP shall not be made without prior written approval of the District.

2.13 LEGAL STATUS, PERMITS, TAXES AND FEES

All proposals shall include documentation that the Proposer is appropriately registered with the Office of the Louisiana Secretary of State to do business in the state of Louisiana.

"All Proposals shall be inclusive of the costs of all business and professional licenses, permits, taxes and fees as required by Federal, state, or local governmental agencies.

All Proposers shall certify that they are licensed under the provisions of Louisiana Revised Statutes 37:2150 et seq, and show their license number on both the proposal schedule and on the outside of the envelope use for submission of the Proposal. In the case of an electronic Proposal, the Proposer must register with BidSync and instructions to use and prepare are provided at the following website: http://www.bidsync.com or by calling 1-800-990-9339.

The Proposer shall not be permitted to propose or perform any type or types of work not included in the classification under which his license was issued."

2.14 PROPOSAL FORMAT

All proposals must be submitted using the format as provided in the solicitation document and must be signed by an official of the proposing firm, who has specific and legal authorization to obligate the Proposer to the terms of said specification.

Altered or incomplete proposals or use of substitute formats may render the proposal non-responsive.

All prices and notations should be printed in ink or typewritten.




Errors should be crossed out, corrections entered and initialed by the person signing the proposal.

Erasures or use of typewriter correction fluid may be cause for declaring the proposal non-responsive.

No proposal shall be altered or amended after the time specified for opening.

2.15 MISTAKES AFTER PROPOSAL OPENING

Ambiguous proposals which are uncertain as to terms, delivery, quantity, or compliance with specifications may be declared as non-responsive or otherwise discarded.

Proposals containing patently obvious mechanical, clerical, or mathematical errors may be withdrawn by the Proposer if clear and convincingly sworn, written evidence is furnished to the District within 48 hours of the Proposal opening excluding Saturdays, Sundays and Legal Holidays.

A Proposer, who attempts to withdraw a proposal under provisions of this section, shall not be allowed to resubmit a proposal on the same contract if it is re-advertised (R.S. 38-2214 C).

2.16 WITHDRAWAL OF PROPOSALS BEFORE OPENING

Proposals containing patently obvious mechanical, clerical or mathematical errors may be withdrawn by the Proposer if clear and convincing sworn, written evidence of such errors is furnished to the District within forty-eight hours of the proposal opening excluding Saturdays, Sundays and legal holidays.

Prior to the time and date designated for receipt of proposals, proposals submitted early may be modified or withdrawn only by notice to the party receiving proposals at the place and prior to the time designated for receipt of proposals.

Withdrawn proposals may be resubmitted up to the time designated for the receipt of proposals provided that they are then fully in conformance with these Instructions to Proposers.

2.17 PROPOSER’S RESPONSIBILITY

Each Proposer shall fully acquaint themselves with conditions relating to the scope and restrictions attending the execution of the work under the conditions of this RFP.

The failure or omission of a Proposer to acquaint himself/herself with existing conditions shall in no way relieve him/her of any obligation with respect to this RFP or to the contract.

Proposers are required to attend mandatory Pre-Proposal Conference.

2.18 LOWER PRICES

There is no Federal or State law that prohibits proposers from submitting a proposal lower than a price or proposal given to the U.S. Government. Proposers may submit lower than U.S.




Government Contract price without any liability, because the District is exempt from the provisions of the Robinson-Patman Act and other related laws.

2.19 RIGHT TO PROTEST

Any Proposer or prospective Proposer or contractor who is aggrieved in the solicitation of award of a contract pursuant hereto may protest to the District's Administrator. The protest shall be submitted in writing within seven (7) days after the notice of intent to negotiate with the selected Proposer (Contractor) is posted. The protest must include a detailed statement indicating reason(s) for the protest

The District’s Board of Commissioners shall have authority, prior to the initiation of litigation concerning the protest, to settle and resolve a protest of an aggrieved Proposer, actual or prospective, concerning the solicitation or award of a contract.

If the protest is not resolved by mutual agreement, the District’s Board of Commissioners shall issue a decision, in writing within ten (10) days.

The decision shall state the reason for the action taken.

Any protest taken to court shall be subject to the Protestor paying all administrative costs, attorney fees, and court costs when it is determined that the protest is without standing.

The right of protest does not prevent the District from proceeding with the award of the contract at any time.

2.20 DISQUALIFICATION OF PROPOSALS

The District shall have the right to disqualify any or all Proposals for just cause and to waive any informalities and technicalities. The District will disqualify any Proposal, which does not meet the requirements of the Request for Proposals. If the District proposes to disqualify any Proposer on the grounds that such Proposer is not a responsive Proposer, the District shall give written notice of the proposed disqualification to such Proposer and include in the written notice, all reasons for the proposed disqualification.

The proposed disqualified vendor/contractor will be given the opportunity to be heard at an informal hearing at which such Proposer will be afforded the opportunity to refute the reasons given by the District for disqualification.

2.21 LATE PROPOSALS

It shall be the sole responsibility of the Proposer to pay for any type of delivery service charge, and to see that his/her proposal is received by the Office of the Administrator on time.

The clock used shall be the Administrator’s official date/time stamp clock for paper proposal and the web-based electronic proposal company’s clock for e-proposals.

The District does not assume any financial responsibility for late deliveries by the U.S. Postal System or any other delivery service.




Late proposals will not be accepted and once documented, will be returned to the Proposer unopened.

2.22 TAXES

The Caddo Parish Communications District does not pay State and Local sales tax as a political subdivision of the state of Louisiana under Louisiana Revised Statute 47:301 (8) c

The District’s Federal I.D. number is 72-1128331

2.23 GOVERNING PRICES

LUMP SUM Proposal Prices must be firm and prices written in words shall govern over prices written in figures. Prices submitted must be based upon payment in thirty (30) days after delivery and acceptance.

2.24 CLARIFICATION OF PROPOSAL DOCUMENTS

Proposers requiring additional information may submit their question(s) in writing to the attention of the Administrator by June 28, 2017 at 3:00 p.m. Central Time via courier, US Mail or email.

Answers to questions received that would change and/or clarify this solicitation will be provided in writing to all firms that have received the original Request for Proposal.

Addenda will be mailed or delivered via email to all who are known by the Prime Designer to have received a complete set of Proposal Documents.

Copies of addenda will be made available for inspection wherever Proposal Documents are on file for that purpose.

Addenda shall not be issued within a period of seventy-two (72) hours prior to the advertised time for the opening of proposals, excluding Saturdays, Sundays, and any other legal holidays; however, if the necessity arises to issue an addendum modifying plans and specifications within the seventy-two hour (72) period prior to the advertised time for the opening of proposals, then the opening of proposals shall be extended for at least seven (7) days, without the requirement of re-advertising. The District shall be consulted prior to issuance of such an addendum and shall approve such issuance.

The Owner shall have the right to extend the proposal date by up to twenty-one (21) days without the requirement of re-advertising. Any such extension shall be made by addendum issued by the Proposer.

Each Proposer shall ascertain from the Prime Designer prior to submitting a proposal that the Proposer has received all addenda issued, and the Proposer shall acknowledge receipt of all addenda on the Proposal Form.




All such Addenda shall become part of the Contract Documents and all Proposers shall be bound by such addenda. The District shall not be legally bound by an addendum or interpretation that is not in writing. It shall be the Proposer’s responsibility to make inquiry as to the Addenda issued.

2.25 COMPLIANCE WITH LAWS

By submission of a proposal, all vendors agree that they are in compliance with all Federal, State and local laws pertaining to this proposal, including but not limited to, Louisiana Revised Statues 14:133, which states that, “Whoever commits the crime of filing false public records shall be imprisoned for not more than five years...or shall be fined not more than five thousand dollars, or both.” During the period following issuance of a proposal and prior to final award of a contract, the vendor shall not discuss this procurement with any party, except members of the District’s staff or other parties designated in this solicitation.

2.26 QUALITY OF PRODUCTS

Unless otherwise indicated in this proposal, it is understood and agreed that any item offered or shipped on this proposal shall be new, the latest model, and in first class condition, and when applicable all containers shall be new and suitable for storage or shipment, and that prices include standard commercial packaging.

2.27 COMPETITION INTENDED

A Proposer, who discovers a discrepancy or omission in the specification, or is in doubt of the interpretation of any part of the Request for Proposal or considers that the Specification or Request for Proposal is restrictive or discriminatory shall notify the Administrator, in writing no later than five (5) working days prior to the scheduled proposal opening, or at a pre-proposal conference should one be scheduled. Exceptions taken do not obligate the District to change or alter specifications.

Nothing will change the Request for Proposal, unless written addendum is provided by the Administrator.

2.28 BRAND NAMES

Wherever in the specifications the name of a certain brand, make, manufacturer, or definite specification is utilized, they are used only to denote the quality standard of the product required and that they do not restrict Proposers to the specific brand, make, manufacturer, or specification named; that they are used only to set forth and convey to prospective Proposers the general style, type, character, and quality of the product required; and that equivalent products will be acceptable.

It shall be the responsibility of the Administrator and the professionally employed engineer or consultant to determine what is considered an equivalent product on any and all projects in which they have been legally employed to perform professional services.




2.29 CAPTIONS

The headings used herein are for convenience and may not reference the complete contents of the clause. The Contractor understands and agrees that it is their responsibility to adhere to all requirements listed in every clause herein.




3 GENERAL CONTRACT CLAUSES

The following are general contract clauses that are included in the District’s standard contracts.

3.1 PROHIBITIONS OF GRATUITIES

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

It shall be unethical for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor, or higher tier subcontractor under a contract to the prime contractor, or higher tier subcontractor or any person associated therewith, as an inducement for the award of a subcontractor order.

3.2 ORDER OF PRECEDENCE OF DOCUMENTS

For the resolution and interpretation of any inconsistencies in the Contract Documents, the precedence of these documents shall be given in the following order:

1) This Agreement, including the Exhibit(s), Addendum(s) and Amendment(s) thereto.

2) The District’s RFP, and Amendments thereto.

3) Contractor’s proposal and Clarifications as may be accepted by the District.

3.3 TERM OF THE AGREEMENT

The resulting Agreement between the District and the successful Proposer shall not be binding upon the Parties until it has been executed by or on behalf of each Party and until such time as Contractor has received a written Notice to Proceed from the District. The Term of the Agreement shall be based upon the negotiated Project Schedule required to complete the installation, training, testing, and acceptance of the system.

3.4 TERMINATION

Subject to the Provisions below, the contract may be terminated by the Administrator.

3.4.1 TERMINATION FOR CONVENIENCE




The District may, without cause, terminate this contract in whole or in part at any time for its convenience with a ten (10) day written notice to the Contractor.

In such instances, an adjustment shall be made to the Contractor, for the reasonable costs of the work performed through the date of termination.

Termination costs do not include lost profits, consequential damages, unabsorbed or under absorbed overhead of the Contractor or its subcontractors.

Failure of Contractor to include termination for convenience clause into its subcontracts and material purchase orders shall not expose the District to liability for lost profits in conjunction with a termination for convenience settlement or equitable adjustment.

The contractor expressly waives any damages, delay damages, or indirect costs which may arise from District’s election to terminate this contract in whole or in part for its convenience.

3.4.2 TERMINATION FOR CAUSE

Termination by the District for cause, default, or negligence on the part of the Contractor shall be excluded from the foregoing provisions.

Termination costs, if any, shall not apply.

The ten (10) days advance notice requirement is waived, and the default provision in this solicitation shall apply.

3.5 NON-APPROPRIATION

The contract issued pursuant hereto shall provide that in the event sufficient funds for the performance of the Agreement are not appropriated by the District’s Board of Commissioners

in any fiscal year covered by this contract, this agreement may be terminated by the District, without penalties, by giving notice to Contractor of such facts and the District’s intention to terminate its financial obligation.

3.6 EXCUSABLE DELAY

The Contractor shall not be liable for any excess costs, if the failure to perform the contract arises out of causes beyond the control and without the fault or negligence of the Contractor.

Such causes may include, but are not restricted to, acts of God or of the public enemy, act of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine, restrictions, strikes, freight, embargoes, and unusually severe weather; but in every case the failure to perform must be beyond the control and without the fault or negligence of the Contractor.




3.7 TIMELY PERFORMANCE – LIQUIDATED DAMAGES

Contractor hereby acknowledges that time is of the essence in completion of its obligations as defined in the Agreement between the District and the Contractor, and represented in the Contractor’s Project Schedule. In recognition of this, Contractor hereby agrees to pay to the District Liquidated Damages in the following amounts for any delays in meeting its obligations hereunder:

In accordance with the District RFP, if the Contractor fails to deliver and install the equipment in accordance with this RFP it is understood, and the Contractor hereby agrees that the amount of $2,000 per day for a period of up to 90 days shall be deducted from the monies due the Contractor for each intervening calendar day any work remains incomplete, not as a penalty, but as liquidated damages. However, the Contractor shall not be liable if failure to perform arises out of causes beyond the reasonable control of the Contractor (such as, but not limited to, the providing of appropriate and required information, timely access to facilities) and without the fault or negligence of the Contractor (acts of God, the public enemy, fires, floods, strikes, freight embargoes, etc.). After 90 days, the District reserves the right to enforce the provisions of the performance bond or continue the liquidated damages, at a daily rate of $2,000 with a maximum not to exceed the value of the contract.

3.8 PAYMENT TERMS

Upon execution by the parties of this Agreement, the District will pay to Contractor the agreed upon sum, according to the payment schedule, within thirty (30) days after the receipt by the District of a proper invoice therefore for contract execution.

At such time as Contractor delivers in good condition, consistent with the manufacturer's specifications and the requirements of this Agreement, and such delivery to the site has been certified and approved by the District, payments shall be made for each payment milestone as specified in the Agreement within thirty (30) days after the receipt of a proper invoice for each payment milestone.

Contractor shall submit invoices in triplicate covering work completed. All invoices shall be submitted via the United States Postal Service (USPS). Invoices are subject to approval by the District. Invoices shall be accompanied by shipping memoranda, if applicable.

An inventory of all items installed or delivered will be conducted by the District prior to approval of payment, if applicable. All invoices shall reference the associated payment milestone event incorporated by reference into this Agreement. All invoices shall include the following wording, and shall be signed by a duly authorized representative of Contractor: This invoice is certified to be accurate in all respects. All charges are authorized under this Agreement, and all equipment and/or services invoiced have been delivered in a conforming manner, and have not been previously invoiced.




3.9 ASSIGNMENT

The Contractor shall not sublet, assign, nor by means of a stock transfer or sale of its business, assign or transfer this contract without the written consent of the District’s Administrator.

3.10 CONTRACT ADMINISTRATION

Questions or problems arising after the award of this contract shall be directed to the District’s Administrator. If a problem cannot be resolved by mutual agreement, then the District’s Board of Commissioners shall be notified.

3.11 CHOICE OF VENUE

The parties hereto stipulate that the venue of any possible litigation arising under this agreement shall be in the First Judicial District Court, Caddo Parish, Louisiana. In the event of conflict, the laws of the State of Louisiana shall prevail.

3.12 RIGHT OF REVIEW AND AUDIT

Contractor agrees to maintain financial records pertaining to all matters relative to this Contract in accordance with standard accounting principles and procedures and to retain all records and supporting documentation applicable to this Contract for a period of three (3) years, except that records are subject to audit findings shall be retained for three (3) years after such findings have been resolved.

Contractor agrees to permit the audit by the District or its designated representative of all its records relative to the contract at any time upon such notice as specified therein.

If the contractor is not located within Caddo or Bossier Parish, in the event of an audit he shall deliver the records or have the records delivered to the District's designated representative at an address designated by the District within the parish of Caddo.

If the District's designated representative finds the records delivered to be incomplete the contractor shall pay the representative's costs to travel to the contractor's offices to audit or retrieve the complete records.

3.13 PROCESSING OF DATA WARRANTY

The Contractor shall warrant fault-free performance and fault-free results in the processing of date and date related data (including, but not limited to calculating, comparing and sequencing) of all hardware, software, and firmware products delivered and services provided hereunder individually or in combination, as the case may be from the effective date of the contract.

Also, the Contractor warrants that during the current year and beyond calculations will be recognized and accommodated and will not, in any way, result in hardware, software or firmware failure.




The District, at its sole option, may require the Contractor, at any time, to demonstrate the procedures it intends to follow in order to comply with all the obligations contained herein.

The obligations contained herein apply to products provided by the Contractor, its subcontractor/sub consultant or any third party involved in the creation of the products to be delivered under this contract.

Failure to comply with any of the obligations contained herein may result in the District availing itself of all its rights under the law and under this contract including, but not limited to, its right pertaining to termination or default.

When software is to be used by the District, the Contractor shall be responsible for delivery of the Licensed Software Source Code to the Contractor’s escrow account.

Source code for those modules will be made available from the escrow agent to User if:

Contractor ceases to do business or Contractor becomes insolvent.

In such case, copies of the Software and documentation will be provided to the User under the terms of this agreement. User has unrestricted access to all software it has accepted from Contractor, but may not transfer source code or documentation to any other agency, commercial or private business under any conditions.

The warranties contained herein are separate and discrete from any other warranties specified in the solicitation document, and are not subject to any disclaimer of warranty or limitation of the Contractor’s liability.

3.14 TYPE OF CONTRACT

It is understood and agreed that any contract entered into shall be considered nonexclusive between the parties.

3.15 DEFAULT BY CONTRACTOR

In case of default by Contractor, the District reserves the right to purchase any or all items/services in default in open market, charging Contractor with any additional costs. SHOULD EACH CHARGE BE ASSESSED, NO SUBSEQUENT SOLICITATION RESPONSES OF THE DEFAULTING CONTRACTOR WILL BE CONSIDERED UNTIL THE ASSESSED CHARGE HAS BEEN SATISFIED.

3.16 INSURANCE

Any Contractor working on District property shall furnish an insurance certificate with coverages acceptable to the District’s Administrator.

3.17 CONFIDENTIAL WORK

No reports, information, project evaluation, project designs, data or any other documentation developed by, given to, prepared by or assembled by the Contractor under this Contract shall be




disclosed or made available to any individual or organization by the Contractor without the express prior written approval of the District.

3.18 PROPRIETARY INFORMATION

Proposers are to visibly mark as “Confidential” each part of their proposal which they consider to be proprietary information.

3.19 OWNERSHIP

The Contractor does hereby convey, sell, assign, and transfer to the District any and all right, title, and interest in and to all causes of action it may now or hereafter acquire under the antitrust laws of the United State of America and the State of Louisiana, relating or pertaining to the particular goods or services purchased or acquired by the District, pursuant to this Contract.

Upon acceptance or approval by the District, all reports, information, and other data, given to, prepared or assembled by the Contractor under this Contract, and any other related documents or items shall become the sole property of the District and shall be delivered to the District, without restriction or future use.

The Contractor may make copies of any and all documents for its files.

By execution of this Contract and in consideration of the fee for services to be paid under this Contract, the Contractor hereby conveys, transfers, and assigns to the District all rights under the Federal Copyright Act of 1976 (or any successor copyright statute), as amended, all common law copyrights and all other intellectual property rights acknowledged by law in the project designs and other project data developed under this Contract.

3.20 CONTRACTOR’S LIABILITY

As additional consideration for this Contract, the Contractor hereby agrees to waive the provisions of LSA-R.S. 9:2773, and the parties hereto agree that none of the provisions of this authority are to have any force and effect whatsoever on the legal relationship of the parties.

3.21 INDEMNITY

The Contractor agrees to defend, indemnify and hold the District, its officers, agents and employees, harmless against any and all claims lawsuits, judgments, costs and expenses for personal injury (including death), property damage or other harm for which recovery of damages (including reasonable attorneys’ fees for the defense thereof) is sought, suffered by any person or persons that may arise out of or be occasioned by the Contractor’s breach of any of the terms or provisions of this Contract, or by any negligent act or omission of the Contractor, its officers, agents, associates, employees or subcontractors, in the performance of this Contract; except that the indemnity provided for in this paragraph shall not apply to any liability resulting from the sole negligence of the District, its officers, agents, or employees or separate contractors, and in the event of joint and concurrent negligence of both the Contractor and the District, responsibility and indemnity, if any, shall be apportioned comparatively in accordance with the laws of the State of Louisiana, without, however, waiving any governmental immunity available




to the District under Louisiana law and without waiving any defenses of the parties hereto and not intended to create or grant any rights, contractual or otherwise, to any other person or entity.

The successful Proposer shall indemnify and save harmless District and all District Board of Officers, agents, and employees from all suits or claims of any character brought by reason of infringing on any patent trademark or copyright.

3.22 CLAIM OF LIENS

The Contractor shall hold the District harmless for any and all claims for liens of labor, services, or material furnished to the Contractor in connection with the performance of the Contractor’s obligations under this Contract.

3.23 COVENANT AGAINST CONTINGENT FEE

The contractor warrants that it has not employed any person, corporation, firm, association, or other organization, either directly or indirectly, to secure this Contract, other than persons regularly employed by the Contractor whose services in connection with the construction of the public contract or project or in securing the public contract were in the regular course of their duties for the Contractor. Further, the Contractor warrants that no part of the contract price received was paid or will be paid to any person, corporation, firm, association, or other organization for soliciting the contract, other than the payment of their normal compensation to persons regularly employed by the Contractor whose services in connection with the construction of the public building or project were in the regular course of their duties for the Contractor.

For breach or violation of this warranty, the District shall have the right to annul this Contract without liability.

3.24 NONDISCRIMINATION

As a condition of this Contract, the Contractor covenants that the Contractor will take all necessary actions to insure that, in connection with any work under this Contract, the Contractor, his associates and subcontractors, will not discriminate in the treatment or employment of any individual or groups of individuals on the grounds of race, color, religion, national origin, age, sex, or disability unrelated to job performance, either directly, indirectly or through contractual of other arrangements.

The Contractor shall also comply with all applicable requirements of the Americans with Disabilities Act, 42, U.S.C.A. 12101-12213, as amended.

In this regard, the Contractor shall keep, retain and safeguard all records relating to this Contract or work performed hereunder for a minimum period of three (3) years from final Contract completion, with full access allowed to authorized representatives of the District, upon request, for the purpose of evaluating compliance with this and other provisions of this Contract.




3.25 COMPLIANCE WITH LAWS

The Contractor shall comply with all applicable Federal, State, and Local laws and ordinances, as shall all others employed by them in carrying out the provisions of this Contract.

3.26 INDEPENDENT CONTRACTOR

In performing services under this Contract, the relationship between the District and the Contractor is that of independent contractor, and the District and the Contractor by the execution of this Contract does not change its independent status.

No term or provision of this Contract or act of the Contractor in the performance of this Contract shall be construed as making the Contractor the agent, servant, or employee of the District, or making the Contractor or any of its employees eligible for the fringe benefits, such as sick or annual leave benefits, retirement, insurance, worker’s compensation and unemployment compensation coverages, which the District provides its employees.

3.27 LEGAL CONSTRUCTION

In case anyone or more of the provisions contained in this Contract shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision thereof, and this Contract shall be considered as if such invalid, illegal, or unenforceable provision had never been contained in this Contract.

3.28 SUCCESSORS AND ASSIGNS

This Contract shall be binding upon and insure to the benefit of the parties hereto and their respective heirs, executors, administrators, successors and, except as otherwise provided in this Contract, their assigns.

3.29 CAPTIONS

The headings used herein are for convenience and may not reference the complete contents of the clause.

The Vendor/Contractor understands and agrees that it is their responsibility to adhere to all the requirements listed in every clause herein or provide specific exceptions on a deviation page with the required submittal forms.

3.30 ENTIRE AGREEMENT

This Contract complete with the solicitation document embodies the complete agreement of the parties hereto, superseding all oral or written previous and contemporary agreements between the parties and relating to matters in this Contract, and except as otherwise provided herein cannot be modified without written agreement of the parties to be attached to and made a part of this Contract.




3.31 EXECUTION OF CONTRACT

The District shall incur no obligation to the Contractor until the Agreement between the District and the Contractor is duly executed. Upon notice from the District that it intends to enter into an Agreement with the Contractor, the Contractor has fourteen (14) days to execute the Contract with the following: 1. Certificate of Insurance 2. Performance Bond meeting the requirements of Section 2.3 3. Affidavit of Non-Collusion (Form included in Contract Documents) 4. Certificate of Licensure as required by Louisiana Law 5. Certificate of Corporate Signature Authority

3.32 CONTRACTOR-AGENT TAX EXEMPT PURCHASES

CONTRACTOR-AGENT PROPOSAL

All Proposers shall submit their proposals without sales/use tax included for purchases of component construction materials, taxable services and leases and rentals of tangible personal property (hereinafter referred to as “materials/supplies”) for which they will be willing to furnish copies of invoices to the District. The successful contractors and subcontractors will be named as contract-agents of the District for this project under La. R.S. 47:301(8)(c) in order to allow exemption of sales and use taxes for purchases of materials/supplies. (Note: It may not be cost effective for the Contractor to provide the District with the required copies of invoices for very small purchases. It is at the discretion of the Contractor as to whether or not they will include in their proposal price sales/use tax for very small purchases for which they are not willing to furnish the required documentation).Contractor-agents of the District will be required to issue purchase orders for materials/supplies showing the District as responsible for payment and as the Owner. Payment to the vendors for construction materials/supplies will be made by the Contractor-Agent. It is recommended that a special bank account be used for this project. The District will directly reimburse to the prime Contractor-Agent with public funds. Even though the invoice shows the District as responsible for payment, Contractor-Agents, as agents of the District, will pay the vendor for these materials/supplies invoices and issue a monthly pay request to the District for these (the District is still responsible for being sure that they are paid).

Purchase orders shall show this as follows:

DELIVER F.O.B. DESTINATION TO:

(Contractor/Subcontractor Name), Contractor-Agent for Caddo Parish Communications District Number One.

(Address)

SOLD/BILL TO:

Caddo Parish Communications District Number One (Owner), C/O Contractor-Agent for the Caddo Parish Communications District Number One.




(Address)

Contractors and sub-contractors, who are working on projects for the District can make, tax-free purchases of construction materials for the District only if they are formally designated in a written agreement as agents of the District for the purpose of making purchases and only if all of the purchasing procedures set out in the next paragraph are utilized.

Purchases made in their own names by Contractors working for the District continue to be taxable. Contractor assumes all liability for loss or damage to all material and equipment purchased, leased, or rented as an agent of the District.

3.33 CONTRACTOR - AGENT PURCHASING PROCEDURE

Contractor, when Contractor-Agent status is required in the proposal documents, obtains three original tax-exempt forms from the District's 9-1-1 Administrator to be signed and returned with the signed contract. The form used will be the State of Louisiana, Department of Revenue, Designation of Construction Contractor as Agent of a Governmental Entity (R-1020) and will designate the name of the construction project. If the 9-1-1 Administrator approves the contract, she will sign three originals of Form R-1020. One original will be returned to the Contractor with the contract documents. Contractor issues copies of Form R-1020 to vendors when materials/supplies for the named construction project are purchased. Separate forms for same vendor can be supplied for separate purchases but is not mandated, so long as purchases are under the same contract approved for the Contractor-Agent status. A designated Contractor may not re-designate his subcontractors as authorized agents for the District. Possession of supplies to be taken in the District’s name upon delivery to the job site.

3.34 CONTRACTOR - AGENT INVOICING PROCEDURES

Contractor will have vendor issue an invoice for supplies on the vendor’s form of choice so long as it is filled out in the “Sold/Bill To” block in the following manner:

SOLD/BILL TO:

Caddo Parish Communications District Number One (Owner)

c/o Contractor-Agent for Caddo Parish Communications District Number One

The “DELIVER TO” block ________________________________,

Contractor-Agent for the District.

Ensure NO TAX is charged on or subsequently paid on the invoice.




4 PROPOSAL REQUIREMENTS

4.1 PROPOSAL FORMAT

Responses to this RFP shall be formatted as described below. The District reserves the right to reject any and all proposals, to waive defects and formalities in proposals, and to award the contract to the selected Proposer (Contractor) which the District considers to have submitted the best and most advantageous proposal.

Contractors are expected to examine the specifications, price proposal schedule, and all instructions. Failure to do so will be at the Contractor’s risk. Each Contractor shall furnish the information required by the solicitation. The proposal and price proposal schedule must be signed by an officer of the company, who is legally authorized to enter into a contractual relationship in the name of the Contractor and attested by the Corporate Secretary.

All proposals received will become a part of the official contract file and may be subject to disclosure. In order to enhance this process and provide each firm an equal opportunity for consideration, adherence to a standardized proposal format is required. The format of each proposal must contain the following elements organized into separate chapters and sections, as the Contractor may deem appropriate: 1. Cover Letter: A brief cover letter of introduction and interest.

2. Table of Contents: Including all sections and subsections.

3. Business Information: State the full name and address of your organization and the branch

office or other subordinate element that will perform the services described in this proposal. Include telephone number, point of contact and official signature of an authorized company representative. Indicate whether you operate as a single proprietorship, partnership, or corporation. Include the state(s) in which you are incorporated and/or licensed to operate.

4. Firm Project Team, Qualifications, Experience, Capabilities and References: Include an

organization chart and summary resumes of key personnel proposed for the project, including designations of the team leader, the consultant responsible for design, the project architect, the person responsible for all proposed communications with the owner and all proposed sub-consultants and description of their roles.

A. This section must include the qualifications of the staff the Contractor will assign to

this project once selected. At a minimum, the proposal should:

(1) Designate a Project Manager. A dedicated Project Manager is to be placed on this contract that possesses an active certification in a project management related philosophy (e.g. PMP, ITIL). This certification must remain valid during placement on this contract.




(2) Include the organization, functional discipline, and responsibilities of project team members.

(3) Provide a complete resume or description of each team member's education, professional experience, length of time employed by the Contractor and/or a subcontractor.

(4) The personnel named in the proposal shall remain assigned to the project throughout the period of the contract. No diversion or replacement may be made without submission of a resume of the proposed replacement and the final approval of the District.

(5) The Contractor shall clearly state if it is proposing to subcontract any of the work herein. The names of subcontractors are to be provided and by proposing such firm(s) or individuals, the Contractor assumes full liability for the subcontractor's performance.

B. Project References. This section of the Contractor’s proposal should:

(1) List or describe representative clients currently served, both nationally and by the local office, focusing on clients similar in size and complexity as that required by the District.

(2) Provide the current name, address, and telephone number of at least three (3) specific references (preferably local government) systems within the continental United State of similar size, scope, and technology which were developed and installed by the company either currently or in the past two years; preferably those where one or more of the project team members provided the same or similar services as requested herein.

(3) Each reference should indicate the scope of services provided to each referenced client.

5. Point by Point Response to RFP Requirements: To ensure prompt and objective evaluation of the proposals, the proposal shall address, in writing, every numbered section in this RFP in the order in which it appears, for each paragraph, using a font with bold and italics to clearly delineate responses to each subsection. The paragraph-by-paragraph response shall indicate compliance with every described requirement, specification, and function included in the RFP will be provided in a Microsoft Word file to facilitate preparation of your response. The response to each numbered section shall indicate whether the proposed system: A. Fully Complies with the requirement. Enter “Comply”. B. Partially complies with the requirement. Enter “Partial Compliance”. Explain

in detail each deviation that is provided. C. Cannot meet the requirement and the Proposer shall take exception to the

requirement. Enter “Exception Taken”. Explain in which way your firm either cannot comply or will not comply.




D. Is either not compliant or partially compliant with the paragraph’s requirement,

but that the required capability will be developed specifically for the District. Enter “To Be Developed”. With this response, the Proposer shall describe the time frame in which the capability will be developed (e.g., prior to going live, within the first year of warranty, etc.).

E. The specified requirement is met with an alternate solution that meets the same

functional requirement. Enter “Substitution”. Explain in detail the proposed substitution, the reason for the substitution, and the impact achieving the required solution.

F. In paragraphs that primarily describe existing conditions or contain other topics

for which a response of comply, partially comply, or exception taken is not appropriate, the Contractor shall indicate that it has reviewed the paragraph, understands its content, and the proposed system is not in conflict therewith. Enter “Understood”.

Proposals shall include each numbered section of this RFP, immediately followed by one of the acceptable responses indicated above. That is, at minimum, Responses shall include each numbered section paragraph immediately followed by “Comply”, “Partial Compliance”, “To Be Developed”, “Exception Taken”, “Substitution”, or “Understood”. The response shall then be immediately followed by an appropriate explanation of how the proposed system is fully, partially, or not in compliance with the indicated need/requirement, and if appropriate, an explanation of how the system will be modified and the time frame for the modification in order to meet the specified requirement.

Responses to this RFP that do not follow this specified format will have evaluation points deducted and may be rejected.

6. Project Management Plan, Implementation Schedule and Cutover Plan

This section should describe the recommended approach and provide a detailed project management plan regarding the assistance to be provided. The Contractor should clearly distinguish tasks that the Contractor will undertake as distinguished from those that are the responsibility of the District. Absence of this distinction will mean the Contractor is fully assuming responsibility for all tasks. The project management plan must discuss the staffing level(s) required to complete each task, as well as the relative effort that each member of the proposed project team will devote to the project. The project management plan should also discuss documentation and/or authorizations that will be required from the District, anticipated problem areas, proposed solutions to the problem areas, etc. The project management plan steps should be supported by the proposed hours the Contractor agrees to commit to assist the District plus the hours and resources required by




the District's staff to assist. The Contractor should clearly specify who has primary responsibility for each plan element; the Contractor or the District's staff. In this section, the Contractor must present a plan that clearly explains how it will manage and control all proposed activities and the resulting timetable. The firm must explain how the management and administrative processes will ensure that appropriate levels of attention are given so that work is properly performed and that milestones are met on a timely basis as proposed. The implementation schedule should set forth beginning and ending dates, deliverables, and major milestones for a proposed timetable that coincides with the proposed project management plan. The implementation schedule shall be provided to the District in Microsoft Project format. The Contractor shall include a detailed cutover plan in its submittal for both proposals. The existing voice radio system serves the needs of public safety and local government agencies in Caddo Parish and has approximately 6,000 subscribers authorized on the system. Therefore, the proposed radio system shall be implemented, tested and cutover in a manner that minimizes the impact on the existing system and its users. The Contractor’s cutover plan shall provide sufficient details to relay an understanding of existing operations, technical issues, available frequency resources, available physical space, and schedule to accomplish cutover to the replacement radio system.

SUBMITTAL FORMAT: Proposals may be submitted electronically via BidSync or as hard copy with electronic media as described below. If BidSync is not utilized to submit a response, then ALL proposal copies must be submitted in a sealed opaque envelope or container with the OUTER MOST container stating the company name, address, telephone number, the RFP number and TITLE (RFP-0517-001 P25 Compliant Radio System).

Two USB Flash drives, each with a complete (single PDF file) electronic copy of the proposal WITHOUT Pricing and each with a second electronic file containing the completed pricing sheets. All electronic media shall allow unrestricted access to the documents.

Four bound paper copies of the signed proposal WITHOUT Pricing

and, in a separately sealed envelope or container

Four bound paper copies of the signed Pricing proposal

Contractors are responsible for informing any commercial delivery service, if used, of all delivery requirements and for ensuring that the required address information appears on the outer wrapper or envelope used by such service. No responsibility shall attach to the District for the premature opening of a proposal not properly addressed and identified, and/or delivered to the proper or improper address. Oral, telephonic or Proposals received via facsimile will NOT be considered.




Late delivery of a proposal for any reason, including late delivery by United States Mail or express delivery, shall disqualify the proposal. Request for Proposal Documents may also be obtained as stated in the Advertisement for Proposals. Complete sets of proposal documents shall be used in preparing proposals; neither the Owner nor the District's Prime Designer assumes any responsibility for errors or misinterpretations resulting from the use of incomplete sets of proposal documents.

4.2 PRICES

Prices shall be specified in the attached proposal Pricing Worksheets provided in Exhibit B. Proposers shall propose all equipment and services as delineated in the Pricing Worksheets. If a specific line item is not applicable or included at no cost, the Proposer shall state this in the Pricing Worksheets.

4.3 COMPLETE, UNAMBIGUOUS, CONCISE RESPONSES

All requirements of this RFP should be answered as concisely as possible. Ambiguous statements, such as “All reasonable effort to provide maintenance, etc.,” may be grounds to declare a proposal non-responsive.

4.4 PROPOSER CERTIFICATION

The undersigned Proposer hereby certifies that this proposal is submitted in response to, and complies with all RFP requirements of, the RFP and subsequent modifications as issued by the District.

Firm Name: __________________________________________

Address: __________________________________________ (Street/Post Office Box)

__________________________________________ (City) (State) (Zip Code)

Telephone Number: __________________________________________ (Area Code)

Authorized Signature: __________________________________________ (Sign in Ink)

Print Name: __________________________________________ (Title)

The Proposer shall provide a listing of the name, title, address, and telephone number of the individual assigned as the single point of contact and the Project Manager for all work to be performed under this contract.

The Proposer shall provide a listing of all subcontractors to be employed in the work effort performed under this contract.




4.5 EVALUATION CRITERIA

The selection of the Contractor will be made based on responses to this Request for Proposal. Failure to provide adequate information to enable the District to evaluate the proposed systems, and the incorporated features and functions, may result in the elimination of the entire response from further consideration.

Each Contractor’s response will be evaluated for responsiveness to the requirements of this RFP. The evaluation criteria shall include:

1. FIRM PROJECT TEAM, QUALIFICATIONS, EXPERIENCE, CAPABILITIES, & REFERENCES – 25%

2. POINT BY POINT RESPONSES TO RFP REQUIREMENTS – 25%

3. IMPLEMENTATION SCHEDULE, PROJECT MANAGEMENT & CUTOVER PLANS – 15%

4. SERVICE AND MAINTENANCE PLAN – 10%

5. CONTRACT PRICE PROPOSAL – Submitted in Separate Envelope – 25%

4.6 FORMAL PRESENTATION/INTERVIEW

Prior to the scoring of proposals, the Selection Committee may require formal presentations from Contractors to answer or further clarify their responses.

4.7 REQUIRED FORMS

4.7.1 LDR FORM R-1020

The Contractor shall complete the State of Louisiana, LDR Form R-1020 below for Designation of Construction Contractor as Agent of a Governmental Entity Sales Tax Exemption Certificate.




4.7.2 AFFIDAVIT OF NON-COLLUSION AFFIDAVIT OF NON-COLLUSION

STATE OF _________________________

COUNTY (PARISH) OF ________________

_____________________________, being first duly sworn before the undersigned authority, does hereby depose and state:

I am authorized to execute this affidavit on behalf of _____________________________, hereinafter "Contractor".

That neither Contractor nor any of its officers, owners, agents, representatives, employees, or parties in interest, including this Affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly with any other Proposer, firm or person to submit a collusive or sham Proposal in connection with the Contract for which the attached Proposal has been submitted or to refrain from proposing in connection with said Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communications or conference with any other Proposer, to fix any profit or overhead cost element of the Proposal price or the Proposal price of any other Proposer, or to secure through the collusion, conspiracy, connivance or unlawful agreement any advantage against the Caddo Parish Communications District No. One, or any person interested in the proposed Contract; and

The prices quoted in the Proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the Proposer or any of its agents, representatives, owners, employees or parties in interest, including this Affiant.

Contractor employed no person, corporation, firm, association or other organization, either directly or indirectly, to secure the Contract other than persons regularly employed by Contractor whose services in connection with the securing of the Contract were in the regular course of their duties for the Contractor.

No part of the Contract price received by or to be received by Contractor was or will be paid to any person, corporation, firm, association or other organization for soliciting the Contract, other than the payment of their normal compensation to persons regularly employed by Contractor whose services in connection with securing the Contract were performed in the regular course of their duties for Contractor.

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THUS DONE AND SIGNED BEFORE ME, THE UNDERSIGNED Notary Public and subscribing witnesses on this _____day of _______, 2017 in the foregoing County (Parish) and State.

__________________________ _______________________________

Witness Contractor

__________________________ _______________________________

Witness Notary Public

TABLE OF CONTENTS

Caddo Parish 9-1-1 Communications District Number One Page i

1. INTRODUCTION AND OVERVIEW .............................................................................. 1-1

1.1 Project Overview ....................................................................................................... 1-1

1.2 General Scope of Work .............................................................................................. 1-2

1.3 Definitions.................................................................................................................. 1-2

1.4 Standards of Work ..................................................................................................... 1-5

1.5 General Services Provided by the Contractor ............................................................ 1-7

1.5.1 Turnkey ................................................................................................................ 1-7

1.5.2 Inspection of Existing and Potential Network Sites ............................................ 1-7

1.5.3 System Design ..................................................................................................... 1-7

1.5.4 Implementation and Integration ........................................................................... 1-7

1.5.5 Backhaul Network ............................................................................................... 1-8

1.5.6 FAA/FCC Regulatory Work ................................................................................ 1-8

1.5.7 Permits ................................................................................................................. 1-8

1.6 Other Contractor Requirements ................................................................................. 1-9

1.6.1 Property Damage ................................................................................................. 1-9

1.6.2 Existing System Interruptions .............................................................................. 1-9

1.6.3 Shipments ........................................................................................................... 1-10

1.6.4 Transfer of Title and Ownership ........................................................................ 1-11

1.6.5 Errors and Omissions ......................................................................................... 1-11

1.6.6 Project Management & Engineering .................................................................. 1-11

1.6.7 Site Plans ............................................................................................................ 1-12

1.6.8 Testing1-12

1.6.9 Training .............................................................................................................. 1-12

1.7 Detailed Design Review .......................................................................................... 1-13

1.8 Pre-Construction Conference ................................................................................... 1-14

1.9 Contractor Meetings................................................................................................. 1-14

1.10 Contractor-Furnished Materials, Equipment and Workmanship ............................. 1-14

1.11 Site Access ............................................................................................................... 1-15

1.12 Proposal Format Instructions ................................................................................... 1-15

1.12.1 Point by Point Response to RFP Requirements ................................................. 1-15

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1.12.2 Project Management Plan, Implementation Schedule and Cutover Plan .......... 1-16

1.12.3 Technical Approach and Proposed Solution ...................................................... 1-17

1.12.4 Service and Maintenance Plan ........................................................................... 1-17

1.12.5 Firm Project Team, Qualifications, Experience and Capabilities ...................... 1-17

2. CURRENT SYSTEM DESCRIPTION ............................................................................. 2-1

2.1 Overview .................................................................................................................... 2-1

2.2 Infrastructure Tower Sites.......................................................................................... 2-1

2.2.1 E-911 Center Tower Site ..................................................................................... 2-2

2.2.2 Ellerbe Tower Site ............................................................................................... 2-2

2.2.3 CDC/Wade Tower Site ........................................................................................ 2-2

2.2.4 Greenwood Tower Site ........................................................................................ 2-2

2.2.5 KMSS Tower Site ................................................................................................ 2-3

2.2.6 Vivian Tower Site ................................................................................................ 2-3

2.2.7 Fire Station 17 Tower Site ................................................................................... 2-3

2.3 Caddo Parish Communications District Dispatch...................................................... 2-3

2.4 Caddo Correctional Center ........................................................................................ 2-3

2.5 Bi-Directional Amplifier Systems ............................................................................. 2-4

2.6 Logging Recorders ..................................................................................................... 2-4

2.7 Communication System Frequencies ......................................................................... 2-4

2.8 Conventional Backup Repeaters ................................................................................ 2-5

2.9 Backhaul Network ..................................................................................................... 2-6

2.10 Fire Station Alerting .................................................................................................. 2-6

2.11 Interoperability ........................................................................................................... 2-7

2.12 VHF Paging System ................................................................................................... 2-7

2.13 Mobile Data System ................................................................................................... 2-7

3. SYSTEM IMPLEMENTATION PLAN ............................................................................ 3-1

3.1 Project Communications Plan .................................................................................... 3-1

3.2 Project Schedule......................................................................................................... 3-2

3.3 Extension of the Project Schedule ............................................................................. 3-3

3.4 Work Breakdown Structure ....................................................................................... 3-3

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3.5 Quality Assurance Plan .............................................................................................. 3-3

3.6 Change Control Process ............................................................................................. 3-4

3.7 Transition, Cutover, and Fallback Plan...................................................................... 3-4

4. COMMUNICATION SYSTEM REQUIREMENTS ....................................................... 4-1

4.1 General Overview ...................................................................................................... 4-1

4.2 Parallel Trunked Systems Operation ......................................................................... 4-1

4.3 APCO Project 25 Compliance ................................................................................... 4-2

4.3.1 P25 Compliance Assessment Program ................................................................ 4-2

4.4 Infrastructure Network Control Point Equipment and Sites ...................................... 4-2

4.5 P25 Trunked Simulcast Infrastructure System .......................................................... 4-3

4.5.1 Precision Frequency Source ................................................................................. 4-3

4.5.2 Channel Capacity ................................................................................................. 4-4

4.5.3 P25 Phase 1 and Phase 2 Operations ................................................................... 4-4

4.5.4 Trunked ISSI Interface ......................................................................................... 4-4

4.5.5 P25 Talk-group and User ID Capacity................................................................. 4-6

4.5.6 P25 Data Communications .................................................................................. 4-6

4.6 Frequencies and FCC Licenses .................................................................................. 4-6

4.6.1 Intermodulation Analysis ..................................................................................... 4-8

4.6.2 Conventional Backup Repeaters .......................................................................... 4-8

4.6.3 Conventional Repeater at CCC-Jail ..................................................................... 4-9

4.6.4 National Mutual Aid Channels ............................................................................ 4-9

4.7 Preliminary Frequency Plan ..................................................................................... 4-10

4.8 System Reliability, Redundancy, and Backup Requirements .................................. 4-10

4.8.1 Single Point Failure Modes ................................................................................ 4-10

4.8.2 System Control Point Geo-Redundancy ............................................................ 4-10

4.8.3 Simulcast Site Failure ........................................................................................ 4-10

4.8.4 Simulcast Base Station Failure .......................................................................... 4-11

4.8.5 Dispatch Console System Failure ...................................................................... 4-11

4.8.6 Dispatch Console Fallback ................................................................................ 4-11

4.8.7 Infrastructure Power Systems Failure ................................................................ 4-11

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4.8.8 Catastrophic System Failure .............................................................................. 4-12

4.8.9 Control Channel Reliability ............................................................................... 4-12

4.9 Trunked System Functional Requirements .............................................................. 4-12

4.9.1 Voice Encryption ............................................................................................... 4-12

4.9.2 P25 Data ............................................................................................................. 4-12

4.9.3 Over-the-Air Programming ................................................................................ 4-12

4.9.4 GPS and AVL .................................................................................................... 4-12

4.9.5 Common System Features and Services ............................................................ 4-12

4.9.6 Commercial Carrier Talk-group Interface ......................................................... 4-14

4.10 NPSPAC Mutual Aid Simulcast System ................................................................. 4-14

4.11 Trunked and Conventional Repeater Base Stations ................................................. 4-14

4.12 Transmitter Power Monitoring System .................................................................... 4-15

4.13 800 MHz Antenna Systems ..................................................................................... 4-15

4.13.1 Transmission Lines ............................................................................................ 4-16

4.13.2 Transmitter Combiner ........................................................................................ 4-16

4.13.3 Receiver Multicoupler ....................................................................................... 4-16

4.14 System Interoperability ............................................................................................ 4-17

4.14.1 Regional Interoperability with Other P25 Systems ........................................... 4-17

4.14.2 Interoperability with Legacy and Conventional Systems .................................. 4-17

4.14.3 NPSPAC Mutual Aid Simulcast System ........................................................... 4-18

4.15 Logging Recorder Systems (Optional Purchase) ..................................................... 4-18

4.15.1 Upgrade of the Existing Logging Recorder Systems ......................................... 4-19

4.15.2 Replacement Voice Logging Recorder System (Optional Purchase) ................ 4-19

4.16 Network Control and Management System ............................................................. 4-19

4.16.1 Remote Access ................................................................................................... 4-20

4.16.2 NCMS Network Security ................................................................................... 4-20

4.16.3 System Manager Access Levels......................................................................... 4-20

4.16.4 Data Base Partitioning ....................................................................................... 4-20

4.16.5 Communication System Failure Notification and Alerting ............................... 4-20

4.16.6 System Database Management .......................................................................... 4-20

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4.16.7 Alias Database Management.............................................................................. 4-21

4.16.8 System Management Report Generation ........................................................... 4-21

4.16.9 System Ancillary and Site Alarms, and Controls .............................................. 4-21

4.16.10 Remote Terminal Units ...................................................................................... 4-22

5. DISPATCH CONSOLE REQUIREMENTS .................................................................... 5-1

5.1 Wireline Dispatch Console Locations ....................................................................... 5-1

5.1.1 E-911 Center ........................................................................................................ 5-1

5.1.2 Port Facility .......................................................................................................... 5-2

5.1.3 CCC-Jail ............................................................................................................... 5-2

5.2 Hospital Control Station Radios ................................................................................ 5-2

5.3 General ....................................................................................................................... 5-3

5.4 Dispatch Console Furniture ....................................................................................... 5-3

5.5 Dispatch Center Netclock Timing/Synchronization .................................................. 5-4

5.6 Console Common Electronics Equipment ................................................................. 5-4

5.7 Console System Interfaces ......................................................................................... 5-4

5.7.1 Aux I/O Functions................................................................................................ 5-4

5.7.2 Conventional Channel Interface .......................................................................... 5-4

5.8 Call Director Function ............................................................................................... 5-5

5.9 Agency Partitioning ................................................................................................... 5-5

5.10 Centralized Fault Management Network ................................................................... 5-5

5.11 Loss of Console LAN ................................................................................................ 5-6

5.12 Diagnostics ................................................................................................................. 5-6

5.13 End-to-End Encryption .............................................................................................. 5-6

5.14 Console Patching ....................................................................................................... 5-6

5.15 Channel Control Requirements .................................................................................. 5-7

5.16 Power Line Surge Protection and UPS Power Supply .............................................. 5-8

5.17 Common Dispatch Console Functions....................................................................... 5-8

5.17.1 User Login Accounts ........................................................................................... 5-8

5.17.2 Network Link Failure ........................................................................................... 5-8

5.17.3 System Not Wide Area/Failsoft ........................................................................... 5-8

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5.17.4 Supervisory Control ............................................................................................. 5-9

5.17.5 Aux I/O Functions................................................................................................ 5-9

5.17.6 Full Duplex .......................................................................................................... 5-9

5.17.7 Dispatch Console Priority .................................................................................... 5-9

5.17.8 Select Speaker ...................................................................................................... 5-9

5.17.9 Unselect Speaker .................................................................................................. 5-9

5.17.10 Unselect Audio Mute ........................................................................................... 5-9

5.17.11 Speaker Volume Controls .................................................................................... 5-9

5.17.12 Individual Volume Adjust.................................................................................. 5-10

5.17.13 Instant Recall Recorder ...................................................................................... 5-10

5.17.14 Headset and Jacks .............................................................................................. 5-10

5.17.15 Microphone ........................................................................................................ 5-10

5.17.16 Footswitch .......................................................................................................... 5-10

5.17.17 Transmit PTT ..................................................................................................... 5-11

5.17.18 Instant Transmit ................................................................................................. 5-11

5.17.19 Busy Tone .......................................................................................................... 5-11

5.17.20 Talk-group and ID Alias Display ....................................................................... 5-11

5.17.21 Intercom ............................................................................................................. 5-11

5.17.22 Clock ..5-12

5.17.23 VU Display ........................................................................................................ 5-12

5.17.24 Keypad ............................................................................................................... 5-12

5.17.25 Keyed Channel Interlock ................................................................................... 5-12

5.17.26 Channel Name .................................................................................................... 5-12

5.17.27 Channel Marker ................................................................................................. 5-12

5.17.28 Conventional Channel Monitor.......................................................................... 5-12

5.17.29 Repeater Disable ................................................................................................ 5-12

5.17.30 Repeater Enable ................................................................................................. 5-12

5.17.31 Talk-group/Channel Select ................................................................................ 5-12

5.17.32 Call History Window ......................................................................................... 5-13

5.17.33 ID Display Queuing ........................................................................................... 5-13

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5.17.34 Simultaneous Select ........................................................................................... 5-13

5.17.35 Multi-Auto Select............................................................................................... 5-13

5.17.36 Talk-group Call .................................................................................................. 5-13

5.17.37 Selective Call Alert ............................................................................................ 5-13

5.17.38 Private Call......................................................................................................... 5-13

5.17.39 Talk-Group/Channel Busy Indicator.................................................................. 5-14

5.17.40 Talk-Group Merge ............................................................................................. 5-14

5.17.41 Talk-Group/Channel Cross Patch ...................................................................... 5-14

5.17.42 Talk-Group/Channel/Telephone Cross Patch .................................................... 5-14

5.17.43 Talk-Group/Channel Audio Cross Mute ............................................................ 5-14

5.17.44 Trunked Announcement Group Calls ................................................................ 5-14

5.17.45 Trunked Emergency Calls.................................................................................. 5-14

5.17.46 Emergency Call Alert and Display .................................................................... 5-14

5.17.47 Emergency Reset ............................................................................................... 5-15

5.17.48 Alert Tones......................................................................................................... 5-15

5.17.49 Paging Encoder .................................................................................................. 5-15

5.17.50 Preprogrammed Single Button Function Paging ............................................... 5-16

5.17.51 Status Messaging ............................................................................................... 5-16

5.17.52 Radio-Telephone Interface................................................................................. 5-16

6. USER EQUIPMENT REQUIREMENTS ......................................................................... 6-1

6.1 MIL-STD and IP Requirements ................................................................................. 6-1

6.2 Features and Functions .............................................................................................. 6-1

6.3 GPS Specifications..................................................................................................... 6-5

6.4 Mobile Radio General Requirements......................................................................... 6-5

6.5 Mobile Radio Configurations and Options ................................................................ 6-5

6.6 Portable Radio General Requirements ....................................................................... 6-7

6.7 Portable Radio Configurations and Options .............................................................. 6-8

6.8 Control Station Radio Configurations and Options ................................................. 6-10

6.9 Fleet Mapping and Subscriber Equipment Programming ........................................ 6-11

7. FAA AND FCC FILINGS AND AUTHORIZATIONS ................................................... 7-1

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7.1 FAA Study and Determination .................................................................................. 7-1

7.2 FCC Application, Coordination, and Licensing ........................................................ 7-1

7.3 FCC Antenna Structure Registration ......................................................................... 7-1

7.4 AM Detuning ............................................................................................................. 7-1

7.5 Environmental, Tribal, Historical, MPE, EME/NIR, and Other Studies ................... 7-1

7.6 Receiver Desense ....................................................................................................... 7-1

8. SCOPE OF WORK FOR COMMUNICATION SITES .................................................. 8-1

8.1 UPS and DC Power Systems ..................................................................................... 8-1

8.1.1 UPS Systems for Geo-Redundant Site ................................................................. 8-2

8.1.2 DC Power Plant Systems ..................................................................................... 8-3

8.1.3 UPS System Requirements .................................................................................. 8-3

8.1.4 DC Power Plant Requirements ............................................................................ 8-4

8.1.5 DC Power Plant for Microwave ........................................................................... 8-6

8.1.6 Power Inverters .................................................................................................... 8-7

8.2 Tower Structural Analyses and Modifications .......................................................... 8-8

8.3 E-911 Center Tower Site ........................................................................................... 8-8

8.4 Ellerbe Tower Site ..................................................................................................... 8-9

8.5 Wade/CDC Tower Site ............................................................................................ 8-10

8.6 Greenwood Tower Site ............................................................................................ 8-10

8.7 KMSS Tower Site .................................................................................................... 8-10

8.8 Vivian Tower Site .................................................................................................... 8-11

8.9 Fire Station #17 Tower Site ..................................................................................... 8-11

8.10 CCC-Jail Site ........................................................................................................... 8-12

8.11 Backup Dispatch at the Port Facility ....................................................................... 8-13

8.12 Fire Station 8 Microwave Link (Optional) .............................................................. 8-14

9. TOWER STRUCTURE GENERAL REQUIREMENTS ................................................ 9-1

9.1 Reference Standards................................................................................................... 9-1

9.2 Geotechnical Exploration........................................................................................... 9-2

9.3 Tower Foundation Construction and Design ............................................................. 9-3

9.4 Concrete Materials Testing ........................................................................................ 9-4

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9.5 Design Plans and Submittals ...................................................................................... 9-4

9.6 Construction Notifications ......................................................................................... 9-5

9.7 Materials .................................................................................................................... 9-5

9.8 Corrosion Protection .................................................................................................. 9-6

9.9 Loads and Stresses ..................................................................................................... 9-6

9.10 Appurtenances............................................................................................................ 9-6

9.11 Antenna System and Transmission Line Loading ..................................................... 9-6

9.12 Antenna Mounting Hardware .................................................................................... 9-7

9.13 Wind Speed and Loading ........................................................................................... 9-7

9.14 Tower Twist, Sway, and Displacement ..................................................................... 9-7

9.15 Transmission Line Support System ........................................................................... 9-7

9.16 Waveguide Bridge System ......................................................................................... 9-7

9.17 Climbing Ladder ........................................................................................................ 9-8

10. MICROWAVE BACKHAUL NETWORK .................................................................... 10-1

10.1 Performance Objectives ........................................................................................... 10-3

10.2 Microwave Network Configuration and Capacity ................................................... 10-4

10.2.1 Six-Site Microwave Loop .................................................................................. 10-4

10.2.2 KMSS to Vivian Spur ........................................................................................ 10-4

10.2.3 New Vivian to Fire Station 8 Spur (Optional) ................................................... 10-4

10.2.4 New E-911 to the CCC-Jail Spur (Optional) ..................................................... 10-5

10.2.5 New Ellerbe to the Port Facility Spur (Optional) .............................................. 10-5

10.3 Microwave Equipment Requirements...................................................................... 10-6

10.3.1 Configuration and Operation ............................................................................. 10-6

10.3.2 Monitoring and Test Points ................................................................................ 10-6

10.4 Physical Path Survey................................................................................................ 10-6

10.5 Microwave Frequencies and Licensing ................................................................... 10-8

10.6 Microwave Antenna Systems .................................................................................. 10-8

10.6.1 Antennas ............................................................................................................ 10-8

10.6.2 Transmission Lines ............................................................................................ 10-8

10.6.3 Pressurization Equipment .................................................................................. 10-9

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10.7 Data Service Channel ............................................................................................... 10-9

10.8 Microwave Equipment Installation .......................................................................... 10-9

10.8.1 Interruption of Network Backhaul Connectivity for Existing Systems ............. 10-9

10.8.2 Equipment Installation ....................................................................................... 10-9

10.8.3 Antennas and Transmission Lines ..................................................................... 10-9

10.8.4 Transmission Line Grounding and Weatherproofing Kits............................... 10-10

10.9 Microwave System Testing and Verification ........................................................ 10-11

10.10 MPLS Routing ....................................................................................................... 10-12

11. RADIO COVERAGE AND DESIGN REQUIREMENTS ............................................ 11-1

11.1 General Requirements and Region 18 Compliance ................................................. 11-1

11.2 Radio Coverage Definition ...................................................................................... 11-1

11.3 Radio Coverage Requirements ................................................................................ 11-2

11.3.1 Radio System Service Area ............................................................................... 11-2

11.3.2 Infrastructure System Sites and Antenna Heights ............................................. 11-2

11.3.3 User Equipment Configuration .......................................................................... 11-2

11.3.4 User Equipment Technical Parameters .............................................................. 11-3

11.4 Contractor-Guaranteed Service Area Reliability ..................................................... 11-3

11.5 Coverage Maps ........................................................................................................ 11-4

11.5.1 Technical Parameters ......................................................................................... 11-5

12. FIRE STATION VOICE AND ALERTING REQUIREMENTS ................................. 12-1

12.1 Fire Station Voice Communications ........................................................................ 12-1

12.2 Fire Station Alerting ................................................................................................ 12-1

12.3 Fire Stations and Locations ...................................................................................... 12-2

13. INSTALLATION REQUIREMENTS ............................................................................. 13-1

13.1 General Installation Requirements ........................................................................... 13-1

13.2 Installation Approval ............................................................................................... 13-1

13.3 Equipment Storage and Delivery ............................................................................. 13-2

13.4 Installation Coordination ......................................................................................... 13-2

13.5 Grounding and Bonding Systems ............................................................................ 13-2

13.5.1 Standards ............................................................................................................ 13-3

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13.5.2 Grounding and Bonding Conductors ................................................................. 13-3

13.5.3 Equipment Grounding and Bonding .................................................................. 13-4

13.5.4 Transmission Line and Waveguide Grounding and Bonding ............................ 13-4

13.5.5 Tower Grounding and Bonding ......................................................................... 13-5

13.6 Lightning and Surge Suppression Requirements ..................................................... 13-6

13.6.1 Type 1 Primary AC Surge Suppression ............................................................. 13-6

13.6.2 Type 1 Secondary AC Surge Suppression ......................................................... 13-7

13.6.3 Type 3 Individual Equipment AC Surge Suppression ....................................... 13-7

13.6.4 DC Power Plant Surge Suppression ................................................................... 13-7

13.6.5 Coaxial Transmission Line Surge Suppression ................................................. 13-8

13.6.6 Low-Voltage and Copper Line Surge Suppression ........................................... 13-8

13.7 Infrastructure Equipment Installation ...................................................................... 13-8

13.7.1 Equipment Mounting ......................................................................................... 13-9

13.7.2 Electrical Systems .............................................................................................. 13-9

13.8 Antenna Systems Installation ................................................................................. 13-11

13.8.1 Antenna System Documentation...................................................................... 13-11

13.8.2 Communications System Antennas ................................................................. 13-11

13.8.3 Transmission Lines and Waveguides ............................................................... 13-11

13.8.4 Hangers and Hoist Grips .................................................................................. 13-12

13.8.5 RF Connectors ................................................................................................. 13-12

13.8.6 Coaxial Jumpers ............................................................................................... 13-12

13.8.7 Control Station Antennas ................................................................................. 13-12

13.9 Transmitter Combiners, Duplexers, and Filters ..................................................... 13-13

13.10 Receive Multicouplers and Tower-Top Amplifiers ............................................... 13-13

13.11 Infrastructure Equipment Removal and Disposal .................................................. 13-13

13.12 Dispatch Center Installations ................................................................................. 13-13

13.13 Fire Station Alerting .............................................................................................. 13-14

13.14 Logging Recorder System Installation................................................................... 13-14

13.15 Site Cleanup ........................................................................................................... 13-14

14. PERFORMANCE VERIFICATION AND ACCEPTANCE......................................... 14-1

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14.1 Factory Staging and Acceptance Testing ................................................................. 14-1

14.2 System Acceptance Test Plan .................................................................................. 14-2

14.3 Tower and Facilities Mechanical Inspection and Tests ........................................... 14-3

14.3.1 General ............................................................................................................... 14-3

14.3.2 Communication Site Tests ................................................................................. 14-4

14.3.3 UPS Power Systems ........................................................................................... 14-4

14.4 Equipment Specification Testing and Antenna System Sweeps.............................. 14-5

14.5 Radio Coverage Acceptance Testing ....................................................................... 14-6

14.5.1 CATP Requirements and Test Plan ................................................................... 14-6

14.5.2 CATP Pass/Fail Criteria ..................................................................................... 14-7

14.5.3 Automated BER and Informational Receive Signal Level Testing ................... 14-8

14.5.4 Subjective Voice Quality Testing ...................................................................... 14-8

14.5.5 Attenuated Radio Configurations ...................................................................... 14-9

14.5.6 Test Equipment Records .................................................................................. 14-10

14.5.7 Test Grids and Locations ................................................................................. 14-11

14.5.8 Coverage Test Results and Report ................................................................... 14-11

14.5.9 Coverage Test Failures .................................................................................... 14-12

14.5.10 Remedies for Coverage Failure ....................................................................... 14-12

14.6 Functional and Operational Tests .......................................................................... 14-13

14.7 Communications System Cutover Plan ................................................................. 14-13

14.8 30-Day Performance Period ................................................................................... 14-14

14.8.1 Major and Minor Failures ................................................................................ 14-14

14.8.2 Performance Documentation ........................................................................... 14-16

14.9 Final System Acceptance ....................................................................................... 14-16

15. TRAINING ......................................................................................................................... 15-1

15.1 Dispatcher Trainer Training ..................................................................................... 15-1

15.2 System Management Training ................................................................................. 15-2

15.3 System Maintenance Training ................................................................................. 15-3

15.4 On-Site User Trainer Training ................................................................................. 15-4

15.4.1 On-Site Radio User Training ............................................................................. 15-4

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16. SYSTEM DOCUMENTATION ....................................................................................... 16-1

16.1 General ..................................................................................................................... 16-1

16.2 System Drawings ..................................................................................................... 16-1

16.3 Instruction and Operation Manuals .......................................................................... 16-2

16.4 Maintenance Manuals .............................................................................................. 16-3

16.5 As-Built Drawings ................................................................................................... 16-4

16.6 System Testing and Acceptance Documentation ..................................................... 16-4

17. WARRANTY AND MAINTENANCE REQUIREMENTS .......................................... 17-1

17.1 Warranty Maintenance Commencement.................................................................. 17-1

17.2 Warranty Maintenance Period ................................................................................. 17-1

17.3 Ongoing Corrective and Preventative Maintenance ................................................ 17-1

17.4 Technology Refresh Cost ......................................................................................... 17-2

17.5 OEM Warranties ...................................................................................................... 17-3

17.6 Spares and Test Equipment ...................................................................................... 17-3

17.7 Remote System Monitoring ..................................................................................... 17-4

17.8 Preventative Maintenance Service During Warranty Period ................................... 17-4

17.9 Software Upgrade .................................................................................................... 17-5

17.10 Maintenance Personnel ............................................................................................ 17-5

17.11 Contractor Service Facilities .................................................................................... 17-5

17.12 Severity Levels Definitions and Response Time Requirements .............................. 17-5

17.13 Maintenance Response Penalty ................................................................................ 17-7

17.14 Availability of Replacement Parts ........................................................................... 17-7

17.15 Maintenance Documentation ................................................................................... 17-7

17.16 Firmware and Software Maintenance ...................................................................... 17-8

17.17 District Corrective and Preventative Maintenance Service Plan ............................. 17-9

17.18 On-Demand Local Technical Support ..................................................................... 17-9

A. TYPICAL EQUIPMENT SHELTER LAYOUT ............................................................. A-1

B. PUBLIC SAFETY SYSTEM USER EQUIPMENT .........................................................B-1

C. HOSPITAL CONTROL STATION RADIOS ................................................................. C-1

D. FIRE STATION ALERTING RADIO INTERFACE DRAWINGS ............................. D-1

TABLE OF CONTENTS

Caddo Parish 9-1-1 Communications District Number One Page xiv

E. MICROWAVE SYSTEM PATH DATA ...........................................................................E-1

F. TRANSMITTER COMBINER AND FREQUENCY ASSIGNMENTS ........................ F-1

Figure 1 – E911 Center Entry Port .................................................................................................... 8-9 Figure 2 - Current Microwave Backhaul Network ......................................................................... 10-3 Table 1 – Trunked System Frequencies ............................................................................................ 2-5 Table 2 – Conventional Backup Frequencies ................................................................................... 2-6 Table 3 – Licensed Simulcast Frequencies ....................................................................................... 4-8 Table 4 – Licensed Conventional Frequencies ................................................................................. 4-8 Table 5 – Licensed Conventional Backup Frequencies ................................................................... 4-9 Table 6 – Licensed Mutual Aid Frequencies .................................................................................... 4-9 Table 7 – Public Safety Mobile Radio Features ............................................................................... 6-6 Table 8 – Public Safety Portable Radio Features ............................................................................. 6-8 Table 9 - Delivered Audio Quality .................................................................................................. 11-1 Table 10 – Tower Site Antenna Height Parameters ....................................................................... 11-2 Table 11 – User Equipment Required Technical Parameters ........................................................ 11-3 Table 12 - Contractor-Guaranteed Service Area Reliability .......................................................... 11-4 Table 13 – Caddo Parish and Shreveport Fire Stations .................................................................. 12-3 Table 14 - Severity Response Time Requirements ........................................................................ 17-6 Table 15 - Severity Level Definitions ............................................................................................. 17-7




1. INTRODUCTION AND OVERVIEW

1.1 Project Overview

A. Caddo Parish Communications District Number One (District) wishes to replace their legacy 800 MHz trunked voice radio system with a digital, Association of Public Safety Communications Officials (APCO) Project 25 (P25) compliant communications system.

B. The District operates a fifteen-channel, seven-site, 800 MHz SmartNet II simulcast system that provides direct communications among the various public safety and general government agencies within the District.

C. The system’s prime site and collocated RF tower site are located at the E-911 Center at 1144 Texas Ave Shreveport, LA. 71101.

D. The District has six remote sites strategically located throughout Caddo Parish and locations and specifics about each site are listed in Section 2.2.

E. Each tower site utilizes two transmitter combiners, two transmit antennas, and one receive antenna system with a tower top amplifier and receiver multicoupler.

F. The District operates two conventional National Mutual Aid repeaters, the 8CALL90 and the 8TAC91 channels which are also simulcast from the District’s seven tower sites.

G. The District operates one stand-alone backup conventional analog repeater each of the seven tower sites.

H. The District operates a single stand-alone analog repeater system at the Caddo Corrections Center (CCC) for internal facility communications that is connected to a Motorola CommandPlus desktop console in Master Control.

I. The E-911 Center has one Gold Elite Centracom II dispatch console system with 16 operator positions to support dispatch operations for the Caddo Parish Sheriff, Shreveport Police Department, and the Shreveport Fire Department.

J. The current Harris Constellation 6GHz microwave backhaul system will be replaced with a new IP-based digital microwave solution with increased reliability and redundancy by the addition of District fiber resources. The new microwave system must support the existing SmartNet system T1s and the mobile data system.

K. The District will add a backup Dispatch location at the Port Facility that will include six (6) wireline consoles positions.

L. The District’s intent is the migration of public safety communications to P25 digital standards that provide essential interoperability options with surrounding agencies.

M. The District must keep the current SmartNet trunked system on the air at a reduced channel capacity for a period of time to support local government users until such time that those users are able to migrate to the new P25 system.




N. It is the expectation of the District that the new P25 system will provide a highly reliable and interoperable communication system with a high degree of redundancy and fail-safe design.

1.2 General Scope of Work

A. The Contractor’s proposed solution shall include the design, engineering, equipment and installation, implementation services, operator and technical training, and continued maintenance services for a state of the art P25 Phase 1 and Phase 2, public safety trunked simulcast radio system.

B. The P25 system shall provide all of the components of an APCO Project 25 standards-based digital communications network to meet the current and the foreseeable future needs of the regional public safety community.

C. The Contractor shall replace the two conventional National Mutual Aid 8CALL90 and the 8TAC91 channels, which are simulcast from the District’s seven tower sites.

D. The Contractor shall assume complete responsibility for the system design, engineering, hardware, software, functionality, radio coverage, licensing, installation, optimization, testing, training, cutover, and maintenance of a standards-based P25 compliant, digital trunked simulcast communications system based upon the performance specifications, and trunking features contained in this document and in the P25 Standards.

E. The Contractor shall complete and pass all acceptance tests of system components, including hardware, software, radio coverage, reliability, and the required functionality per the requirements of this RFP and the P25 standards.

F. The Contractor shall propose a complete and fully operational system that meets or exceeds the requirements herein.

G. If the Contractor’s system as installed, does not meet the contractual technical requirements, all additions or modifications required in meeting those technical requirements to satisfy the communication needs of the District shall be at the sole expense of the Contractor.

1.3 Definitions

A. The meaning of certain words as used within this document shall be controlled through the use of the following definitions unless stated otherwise in the document.

a. AC means alternating current

b. APCO means the Association of Public-Safety Communications Officials

c. Backhaul means a network that provides communications between RF transmission sites, communications centers where consoles are located, and the master core network control location




d. BER means bit error rate

e. CAI means Common Air Interface for a P25 radio network

f. Contractor means the proposer/respondent and any/all subcontractor(s) collectively

g. Conventional Channel means a non-trunked radio channel

h. CPC means Channel Performance Criterion which is the specified design performance level in a faded channel per TSB-88

i. CSSI means Console Sub-system Interface for a P25 radio network

j. DAQ is an acronym for Delivered Audio Quality

k. DC means direct current

l. District means the Caddo Parish Communications District Number One

m. FCC means the Federal Communications Commission

n. FDMA means frequency division multiple access

o. Fixed Network Equipment (FNE) means all hardware and software used to transmit and receive radio signals including but not necessarily limited to: the system’s 700/800 MHz transceivers, comparator/voter, system control systems, combiners, multiplexers, antennas, microwave transceivers and dishes, etc.

p. In-building Coverage means the amount of signal margin in decibels or dB provided for in a radio system design for the purpose of overcoming signal attenuation due to the building structure, in order to provide the minimum received signal level necessary to provide acceptable portable radio communications inside a building

q. ISSI means Inter Sub-system Interface for a P25 radio network

r. MHSB means Monitored Hot Standby

s. MPLS means Multiprotocol Label Switching that directs data traffic from one network node to the next based upon short path labels rather than long network addresses

t. Network Site means a location for the installation of the fixed network equipment

u. NPSPAC means the National Public Safety Planning and Advisory Committee

v. PIM means passive intermodulation which is a form of intermodulation distortion that occurs in components normally thought of as linear, such as cables, connectors, and antennas

w. Project 25 or P25 means a standard for digital radio communications for use by federal, state/province, and local public safety agencies in North America to enable them to communicate with other agencies and mutual aid response teams in an emergency




x. Repeater means an electronic device deigned to instantly retransmit at a higher power the transmission of a subscriber

y. RF means radio frequency

z. RSL means Received Signal Level

aa. Service Area is a specific user’s geographic bounded area of concern

bb. Service Area Reliability is the probability of achieving the desired CPC over the defined Service Area

cc. Specification means the document through which the requirements of the procurement are defined

dd. System means all electronics, hardware, and software components routinely employed to operate the 700/800 MHz digital trunked network including but not limited to fixed network equipment, antenna, transmission lines, electronic control consoles, microwave system, towers, tower grounding systems, associated subsystems, etc., resulting in a fully operational, licensable, highly reliable 700/800 MHz digital trunked public safety radio communications capability meeting the requirements of and intended to be part of this procurement

ee. Talk-group means a trunked virtual talk channel that is synonymous with a conventional radio channel or frequency

ff. Talk In from the ‘mobile equipment’ inbound to the fixed-end receiver system equipment. Also referred to as a reverse-link or up-link

gg. Talk Out from the fixed-end system equipment transmitters outbound to the ‘mobile’ units. Also referred to as a forward-link or down-link

hh. TDMA means time division multiple access

ii. TDR means time-domain reflectometer

jj. Turnkey Solution means the entire system and all tasks or services associated with the system, including the preparation of sites or structures for the installation of system components, including the removal of any existing components of any kind, shall be performed under the responsibility of the Contractor

kk. Test Tile is the location where the random subsamples for CPC are to be taken

ll. VAC means volts alternating current

mm. VDC means volts direct current

nn. 700 MHz means the radio spectrum between 763 and 805 Megahertz as currently authorized by the FCC




oo. 800 MHz means the radio spectrum between 806 and 862 Megahertz as currently authorized by the FCC

1.4 Standards of Work

A. The applicable sections or portions of the standards, regulations, and codes of the entities listed below shall apply to the Contractor for the equipment and site preparation and for the installation, operation, maintenance, and service of the system by the Contractor.

a. APCO Project 25 System and Standards Definition

b. APCO Project 25 Functional Requirements

c. FCC Rules and Regulations, Code of Federal Regulations, Title 47, Chapter I, including:

d. Part 17 - Construction, Marking and Lighting of Antenna Structures

e. Part 90 - Private Land Mobile Radio Services

f. Part 101 - Fixed Microwave Services

g. FAA Regulations

h. Vol. XI - Objects affecting Navigable Airspace Part 77

i. Advisory Circular 70/7460-1L

j. Electronic Industries Association (EIA) Standards:

k. EIA-152 Minimum Standards for Land Mobile Communications, FM, or PM Transmitters

l. EIA-204 Minimum Standards for Land Mobile Communication FM or PM Receivers (25-927 MHz)

m. EIA-210 Terminating and Signaling Equipment for Microwave Communication Systems

n. EIA-220 Minimum Standards for Land Mobile Communications Continuous Tone Controlled Squelch Systems (CTCSS)

o. EIA-232 Interface between data terminal equipment and data circuit-terminating equipment employing serial binary data interchange

p. EIA-310 Racks, Panels, and Associated Equipment

q. EIA-316 Minimum Standards for Portable/Personal Radio Transmitters, Receivers, and Transmitter/Receiver Combination Land Mobile Communications FM or PM Equipment, 25-1000 MHz

r. EIA-329 Minimum Standard for Land Mobile Communications Antennas, Part I - Base or Fixed Station Antennas, and Part II - Vehicular Antennas




s. Telecommunications Industry Association Standard TIA-603 latest revision

t. Telecommunications Industry Association Standard Technical Service Bulletin TSB-88 latest revision

u. Telecommunications Industry Association / Electronic Industries Association (TIA/EIA) Standard TIA-222 latest revision for communications towers

v. Telecommunications Industry Association (TIA) Standard TIA-102 latest revisions

w. IEEE - Institute of Electrical and Electronic Engineers

x. Military Standard 810 - where specified, radio equipment shall meet specific requirements of parts of Military Standard 810 C, D, E, F, and G

y. National Electrical Code

z. Local Electrical and Building Codes

aa. NEMA - National Electrical manufacturer’s Association

bb. National Fire Protection Association - (NFPA):

cc. NFPA #1221 - Standard for the Installation, Maintenance, and Use of Emergency Services Communications Systems

dd. NFPA #70 - National Electrical Code

ee. NFPA #37 - Combustion Engines

ff. NFPA #78 - Lightning Protection Code

gg. NFPA #110 - Emergency and Standby Power Systems

hh. NFPA #58 - Liquefied Petroleum Gas Code

B. The District’s communication system infrastructure equipment was installed in accordance with Motorola’s “Standards and Guidelines for Communication Sites” document also referred to in the industry as “Motorola R56”; the District requires at a minimum, that the Contractor review the existing installation for compliance with their installation standards and include any required infrastructure upgrades in their proposal.

C. In the absence of comprehensive published Contractor site standards for radio system installations, the latest version of R56 shall be utilized in part or in total as required.

D. The Contractor shall be responsible for meeting the requirements of the latest revisions of each document at the time of installation regardless of the revision level in place at the time of proposal submittal.

E. At time of installation, any non-compliant equipment shall be updated to the latest specification at no additional cost to the District.




F. In addition to the standards and codes referenced above, it is the intent of this document to specify a full and complete system that adheres to the objectives and requirements of APCO P25, Phase 1 and Phase 2.

1.5 General Services Provided by the Contractor

1.5.1 Turnkey

A. This RFP and any resulting agreement require the “turnkey” design, construction, installation, testing, and delivery of a completely operational system.

B. The Contractor shall furnish all design, services, materials, equipment, tools, skill, engineering, testing, and labor necessary to fully complete, in a timely manner, the requirements according to the Contract documents.

C. The Contractor assumes full responsibility for personnel, materials, and equipment employed in the construction and installation of the system and agrees to make no claims against the District for damages to such materials or equipment except for that which is caused solely by the District, its employees, or agents.

1.5.2 Inspection of Existing and Potential Network Sites

A. The Contractor shall conduct a thorough review and assessment of all sites to be included in the proposed system and identify all of the required services and costs necessary to fully complete the work at each of the sites.

1.5.3 System Design

A. Except as specifically noted elsewhere in this RFP, the Contractor shall be solely responsible for the design and performance of the radio communications system.

B. The Contractor shall warrant, guarantee, and covenant that the system is and will be engineered, furnished, installed, optimized, tested, and warranted by the Contractor to meet or exceed the requirements of this RFP.

C. Contractor shall provide information on system and network security.

1.5.4 Implementation and Integration

A. The Contractor shall be solely responsible for the proper installation and interface of all equipment provided pursuant to this RFP and any resulting agreement.

B. In any circumstances where existing equipment is utilized in the system, the Contractor will warrant that the equipment will perform in strict conformance to this RFP.

C. The Contractor shall be responsible for a complete, integrated factory staging of the radio communications system and ancillary subsystems, and any associated backhaul system equipment, prior to the shipment of the system for field integration.

D. Field integration of the radio communications system and the backhaul system, shall be the sole responsibility of the Contractor.




E. All electrical and mechanical work necessary to commission each site for usage and testing shall be the responsibility of the Contractor.

1.5.5 Backhaul Network

A. The Contractor shall engineer, design, and implement a public safety grade, highly available redundant, microwave radio backhaul system as defined in this RFP.

B. The Contractor shall include the interconnection to District fiber networks as defined in this RFP.

1.5.6 FAA/FCC Regulatory Work

A. The Contractor shall be responsible for all required frequency coordination, as well as for full processing of the FCC license applications for all radio system frequencies required to implement the system in accordance with the requirements of this RFP and any resulting agreement.

B. The Contractor shall be responsible for obtaining all required tribal, environmental, NEPA, SHPA, FAA, FCC, and any other miscellaneous studies and licenses necessary to commission the entire radio communications system at all of the network sites including FAA Studies and Determinations and modifications to FCC Antenna Structure Registrations.

C. The Contractor shall be responsible for producing all required technical studies, analyses, submittals, and all frequency coordination, NPSPAC Region 18 applications and submittals, licensing activities, and processing of the documentation with the appropriate licensing and regulatory authorities.

D. The Contractor shall be responsible for all costs and fees required to complete the tasks described above.

1.5.7 Permits

A. The Contractor shall be responsible for obtaining all necessary permits and provide the District with two (2) complete sets of the permitted drawings and addenda within five (5) days of issuance by the appropriate building official.

B. The Contractor shall be responsible for all fees and costs associated with obtaining the necessary permits.

C. If the permitted set of drawings change the scope of the work to be performed, the Contractor shall notify the District within thirty (30) days of receipt of the permitted drawings and such notification shall contain a written description of the change, the cost and time, if any.

D. Failure to provide such notice within thirty (30) days shall be a complete waiver by the Contractor of all additional cost and time and the Contractor shall perform the work at his




expense and complete the work in accordance with the Project Schedule and in no event shall the Contractor recover delay or consequential damages.

E. The Contractor shall perform work only in accordance with the permitted drawings and any subsequent revisions thereto.

F. The Contractor shall meet all state and local building codes as well as the Contractor’s own published internal quality and workmanship standards.

G. The Contractor shall agree to prepare and submit all necessary forms and to obtain all permits, licenses, certificates of occupancy, and clearances, as required.

1.6 Other Contractor Requirements

1.6.1 Property Damage

A. When working on District property and facilities, the Contractor shall neither remove any fixture nor District property, real or personal, from District premises, nor temporarily or permanently affix any equipment to District premises not specifically required by this RFP and any resulting agreement without the expressed written consent of the District.

B. In the event that any real or personal property of the District is damaged by any act or omission of the Contractor or any of its employees, agents, subcontractors or servants, the Contractor shall, at the sole option of the District, either immediately repair or replace such damage to the complete satisfaction of the District, or upon the District’s presentation of an invoice, reimburse the District for the actual reasonable cost of repairing such damaged property.

C. The Contractor shall regularly keep the District’s premises reasonably clean of accumulations of rubbish or scrap.

D. Upon completion of the system, the Contractor shall leave the District’s premises free from rubbish or scrap material resulting from the Contractor’s performance.

E. At any time during the Project, if the District or its designee deems a site to be in need of trash removal due to the Contractor efforts, the Contractor shall be responsible for removing the rubbish at its expense upon District notification.

1.6.2 Existing System Interruptions

A. The Contractor shall understand that the system may, at times, be operating in parallel with the current communication systems and that interruptions to the existing communication systems must be minimized or eliminated during the field implementation due to the commitment of the District to provide for the health, welfare, and safety of its citizens and personnel.

B. Therefore, the Contractor shall agree that at no time will its employees, agents, subcontractors or servants perform any work that may interrupt the existing




communication systems or any components of such system unless coordinated in advance with the District.

C. If an interruption is unavoidable for the Contractor to perform the work, the Contractor shall contact the District’s Project Manager in advance and describe in writing the following:

a. The nature of the work that will cause the unavoidable interruption

b. The duration of the interruption

c. A detailed statement of the scope and sequence of the work to be performed during the interruption

D. After giving notice and providing the written notification described above, the Contractor may proceed with the work only after receiving written confirmation from the District’s Project Manager that the interruption is both unavoidable and can be tolerated by the District.

E. If the Contractor fails to follow the procedure described above, or if the Contractor’s work causes an interruption to a greater extent or duration than was described in their written notice, the Contractor shall be strictly liable for all actual damages arising from and caused by the interruption.

F. In no event shall the Contractor be granted any extensions of time for performance under any resulting agreement for the time spent following the above-described procedures.

1.6.3 Shipments

A. The Contractor shall be responsible for the shipment, storage, and warehousing at Contractor-provided facilities, of all equipment prior to deployment to the sites for installation.

B. The Contractor shall be responsible to ship all equipment and software to mutually agreeable locations for storage, for which the Contractor shall be responsible.

C. Any equipment or parts required to provide a complete and operational system and not specifically mentioned in the Contractor’s proposal and any resulting contract shall be the sole responsibility of the Contractor without any claim for additional payment.

D. Deliveries shall be made in accordance with the Project Schedule as amended from time to time, and shall be made F.O.B.

E. The Contractor shall be responsible for transportation and storage of all hardware and software components of the system.




1.6.4 Transfer of Title and Ownership

A. All risk of loss or damage to the Contractor provided components while in transit, storage, installed in sites of work but prior to Final System Acceptance, shall be the responsibility of the Contractor.

B. In no circumstances shall the District assume liability for the Contractor provided hardware and software until the Contractor has received Final System Acceptance from the District.

C. Except as otherwise provided for in this Agreement, full and complete title for the system will pass from the Contractor to the District upon Final System Acceptance by the District, except for software and other products for which title does not transfer.

D. The Contractor warrants that the District shall have clear title in and to the system, free and clear of all encumbrances, upon Final System Acceptance by the District.

1.6.5 Errors and Omissions

A. The Contractor shall assume full responsibility for the acts and omissions of all its agents, servants, and employees, and all subcontractors, their agents, servants, and employees, and all other persons performing any of the work.

1.6.6 Project Management & Engineering

A. The Contractor shall assign a Project Manager who is an actual full-time employee of the Contractor and is authorized to exercise technical direction of this Project.

B. The Contractor shall provide the name, contact information, and resume of the Project Manager.

C. The Project Manager will be the single point of contact for the Project.

D. The Contractor shall propose a Project Manager with exceptional verbal and written communicative and technical skills as well as a thorough knowledge of the components to be provided by the Contractor and experienced in Project management.

E. The Contractor’s Project Manager is subject to initial approval and continual review by the District, which approval shall not be unreasonably withheld.

F. The District shall reserve the right at any time to require the Contractor to replace the Project Manager within 30 days upon written notification to the Contractor’s executive management team.

G. The Contractor’s Project Manager shall, at a minimum:

a. Attend regular Project meetings as scheduled

b. Generate meeting minutes for each Project meeting within 3 days of the respective meeting




c. Produce a running log of Project issues and punch list items

d. Provide written monthly status reports in draft and final forms in a format as approved by the District no later than the fifth business day after the end of each month for the draft report

e. Archive all Project correspondence to be supplied with final system documentation

H. The District shall review the draft report and submit comments and/or corrections.

I. A final monthly report shall be provided no later than five (5) days after the end of the preceding month.

J. The Contractor’s Project Manager shall provide written Schedule updates to the District Project team every 14 days as required using Microsoft Project conforming to the District’s formatting and content requirements and transmitted to the District in electronic Adobe Acrobat format.

K. The Contractor’s Project Manager shall provide other reports related to the system or its implementation as reasonably requested by the District.

1.6.7 Site Plans

A. The Contractor shall prepare site plans where required for zoning or any permit approvals as well as to file and be responsible for, all necessary zoning and applications for permits of any kind related to the system design and implementation.

B. All plans shall be submitted to the Project Manager for review and approval prior to final submission to the appropriate regulatory body or office.

C. The Contractor is responsible for coordinating, processing, and leading all zoning/permitting/licensing efforts on behalf of the District.

D. Attendance and involvement at any relevant hearings or committees shall be the responsibility of the Contractor throughout the course of the Project.

1.6.8 Testing

A. The Contractor shall perform all testing and re-testing as described throughout this specification and any resulting agreement.

1.6.9 Training

A. The Contractor shall conduct a comprehensive suite of training courses to instruct the District personnel in the proper operation, use, and maintenance of the system as well as to instruct employees in how to train other personnel in such subjects.

B. The Contractor shall comply with all training requirements contained in this specification and any resulting agreement.




C. The District agrees to notify the Contractor promptly in the event that a date change for a scheduled training program is required.

1.7 Detailed Design Review

A. The Contractor shall perform a comprehensive detailed design review (DDR) prior to the commencement of any manufacturing or field integration work.

B. The District will actively participate in the DDR with the Contractor and the District will provide signature signoff upon completion of this work effort to trigger the manufacturing and field integration process.

C. Completion of the DDR process shall take place upon mutual agreement between the Contractor and the District.

D. The Contractor shall supply all detailed design documents to the District in electronic Adobe Acrobat format.

E. The Contractor shall provide all documents in Microsoft Word and Microsoft Excel format as appropriate, in addition to electronic Adobe Acrobat format.

F. The detailed design must include, at a minimum, the following items for every system site:

a. Network and subsystem block drawings

b. Antenna subsystems

c. Spares equipment list and pricing matrix

d. Redundant backhaul design and network availability/reliability calculations

e. Line item equipment and pricing lists

f. Infrastructure, console, and network element programming parameters

g. Dispatch Console and NCMS database parameters/design

h. Failure mode analysis/system availability

i. Physical site requirements, civil work, facilities, electrical, HVAC, tower design, etc. as applicable for the scope of work

j. Preliminary factory and field ATPs

k. Final coverage and site configuration design

l. Final coverage ATP

m. Preliminary cutover plan/migration strategy/downtime requirements

n. Revised statement of work if modified

o. Operations, administration, installation, and maintenance manuals for the system




p. Software version control/equipment hardware and software roadmaps

1.8 Pre-Construction Conference

A. As soon as practical after award of the Contract, a pre-construction conference shall be scheduled with the District.

B. In attendance at said conference will be the District and its representatives.

C. The purpose of said conference is to determine procedures related to the smooth progress of the Project and for processing and distribution of all documents and correspondence related to the Contract will be established.

D. A schedule of values/equipment list shall be submitted to the District no later than the time and date of the pre-construction conference.

1.9 Contractor Meetings

A. The Contractor shall at its expense and as requested by the District, attend any and all meetings called by the District to discuss the work under the Contract.

B. Such meetings shall be conducted and recorded by the District with typed minutes of each meeting distributed to all attendees.

1.10 Contractor-Furnished Materials, Equipment and Workmanship

A. Only new, unused items of recent manufacture, specified quality, and free from defects will be accepted.

B. Rejected items shall be removed immediately from the work and replaced with items of the specified quality.

C. Failure by the District to order removal of rejected materials and equipment shall not relieve the Contractor from responsibility for quality of the materials supplied nor from any other obligation under the Contract documents.

D. No work defective in construction or quality, or deficient in meeting any requirement of the contract drawings and specifications will be acceptable regardless of the District’s failure to discover or to point out defects or deficiencies during construction; nor will the presence of field representatives at the work relieve the Contractor from responsibility for the quality and securing progress of work as required by the Contract documents.

E. The District shall notify the Contractor of defective or unacceptable work if the District discovers such.

F. No payment, whether partial or final, shall be construed as an acceptance of defective work or improper materials.

G. The Contractor shall continuously check architectural and structural clearances for accessibility of equipment and mechanical and electrical systems.




H. No allowance of any kind will be made for the Contractor’s negligence to foresee means of installing equipment into positions inside of structures.

1.11 Site Access

A. Access to the District sites shall be through means as indicated by the District and in accordance with the procedures established by the District.

B. The Contractor's plans for site access and storage areas shall be approved by the District.

C. The Contractor's access to the work areas shall be in such manner that the Contractor's traffic will not interfere with District operations.

D. The Contractor shall, at all times, maintain free unimpeded ingress and egress at the sites.

1.12 Proposal Format Instructions

A. The District will follow the evaluation process and selection criteria described in the instructions for this solicitation so in order to provide each proposing firm an equal opportunity for consideration, adherence to a standardized proposal format is required.

B. The District is not responsible for failure to locate, consider, and evaluate qualification factors presented outside of this format.

C. The format of each proposal must contain the following elements organized into separate chapters and sections, as the Contractor may deem appropriate:

a. Point by Point Response to RFP Requirements

b. Project Management Plan, Implementation Schedule and Cutover Plan

c. The Firm’s technical approach and proposed solution, adherence to P25 Standards, system redundancy, resiliency, the guaranteed radio coverage

d. Service and Maintenance Plan

e. Firm Project Team

f. Firm Qualifications, Capabilities and Experience with similar size P25 public safety systems

g. Project References for similar size P25 public safety systems

h. Cost Proposal

1.12.1 Point by Point Response to RFP Requirements

A. The Contractor is required to respond to each section or sub-section with one of the following responses:

a. Fully Compliant

b. Partially Compliant




c. Non-Compliant

B. The Contractor shall provide a summary compliance matrix to this RFP in Microsoft Excel format to aid with the evaluation process.

C. The Contractor shall confirm their understanding of the requirements of this RFP and the project, and shall clearly outline the scope and objectives of the proposal response as it relates to the scope and objectives of the project and the project deliverables.

1.12.2 Project Management Plan, Implementation Schedule and Cutover Plan

A. This section shall describe the Contractor’s approach and provide a detailed project management plan regarding the assistance to be provided.

B. The Contractor should clearly distinguish tasks that the Contractor will undertake as distinguished from those that are the responsibility of the District; absence of this distinction will assume that the Contractor is fully assuming the responsibility for all tasks.

C. The project management plan must discuss the staffing levels required to complete each task, as well as the relative effort that each member of the proposed project team will devote to the project.

D. The project management plan shall discuss documentation and/or authorizations that will be required from the District, the anticipated problem areas, and the proposed solutions to the problem areas.

E. The project management plan steps shall be supported by the proposed hours the Contractor agrees to commit to assist the District plus the hours and resources required by the District staff to assist.

F. The Contractor shall clearly specify who has primary responsibility for each plan element; the Contractor or the District staff.

G. The Contractor shall present a plan that clearly explains how it will manage and control all proposed activities and the resulting timetable.

H. The Contractor shall explain how the management and administrative processes will ensure that appropriate levels of attention are given so that work is properly performed and that milestones are met on a timely basis as proposed.

I. The implementation schedule shall set forth beginning and ending dates, deliverables, and major milestones for a proposed timetable that coincides with the proposed project management plan.

J. The implementation schedule shall be provided to the District in Microsoft Project and in Adobe PDF formats.

K. The Contractor shall include a detailed preliminary cutover plan in its submittal.




a. The proposed radio system shall be implemented, tested and cutover in a manner that minimizes the impact on the existing systems and its users.

b. The Contractor’s cutover plan shall provide sufficient details to relay an understanding of existing operations, technical issues, available frequency resources, available physical space, and the schedule to accomplish cutover to the new P25 system.

1.12.3 Technical Approach and Proposed Solution

A. The Contractor shall provide a detailed description of their proposed technical solutions and approach to their system design and equipment selection and their adherence to the P25 Standards.

B. The Contractor shall provide a detailed description of their proposed and proposed solutions for system redundancy and resiliency.

C. The Contractor shall provide a detailed description and definition of their guaranteed radio coverage.

1.12.4 Service and Maintenance Plan

A. The Contractor shall provide a detailed warranty, service and maintenance plan in accordance with the requirements of this RFP.

B. The service and maintenance plan shall describe in detail how the Contractor will provide warranty, service, and maintenance for the system and its components.

C. The plan shall provide the qualifications of its service personnel, the physical locations for depot service for subscribers and infrastructure components, any existing local service assets, and any planned future service assets in response to this RFP.

D. The service and maintenance plan shall provide the recommended service level and schedule for the proposed system and its sub-components.

1.12.5 Firm Project Team, Qualifications, Experience and Capabilities

A. This section shall include the qualifications of the staff assigned to this project and at a minimum, the proposal shall:

a. Designate a Project Manager

b. Include the organization, functional discipline, and responsibilities of the proposed project team members

c. Provide a complete resume or description of each team member's education, professional experience, length of time employed by the Contractor and/or a subcontractor




B. The personnel named in the proposal shall remain assigned to the project throughout the period of the contract and no diversion or replacement may be made without submission of a resume of the proposed replacement and the final approval of the District.

C. The Contractor shall clearly state if it proposes to subcontract any of the work herein.

a. The names of subcontractors shall be provided, and by proposing such firm(s) or individuals, the Contractor assumes full liability for the subcontractor's performance.

D. The Contractor shall provide the District with an overview description of the Contractor's firm and the Contractor's commitment to the services set forth in this RFP including the following:

a. Summarize the organizational structure and size of the company, the date of organization, and the current principal place of business

b. Outline and briefly discuss the scope of services provided and the approximate percentage of the total business devoted to the type of services requested in this RFP

c. Describe the Contractor's experience with similar projects

d. Indicate whether or not the company has an organized practice addressing the requested scope of services, who formally heads that practice, and where that person is located

e. Furnish a copy of the company’s latest Annual Report including its Form 10-K filed with the United States Securities and Exchange Commission

f. Describe any local office(s) that will service the system including size, services, area covered, and principal contact person

g. Describe worker safety training programs, job-site safety programs, accident prevention programs, written safety and health plans, including incident investigation and reporting procedures

h. Provide a listing of the Project Team Qualifications and Experience

E. Response shall include the qualifications of the staff the Contractor may assign to this project.

a. Include a listing of proposed staff, functional disciplines, and responsibilities of the project team members

b. Provide a complete resume or description of key team member's education, professional experience, length of time employed by the Contractor and/or a subcontractor

c. No personnel, including sub-contractors, named in the proposal shall be substituted throughout the period of the contract without submission of a resume of the proposed replacement with final approval of the District




F. The District reserves the right to make such additional investigations as it may deem necessary to establish the competency and financial stability of any Contractor and, if after the investigation and in the sole opinion of the District, the evidence of competency and financial stability is not satisfactory, the District reserves the right to reject the proposal.




2. CURRENT SYSTEM DESCRIPTION

2.1 Overview

A. The District’s current system is a 7-site simulcast, 15-channel, 800 MHz analog, trunked Motorola SmartNet system.

B. The system utilizes 800 MHz frequencies from the National Public Safety Planning Advisory Committee (“NPSPAC”) Radio Service.

C. The District operates the 8CALL90 and 8TAC91 channels which are simulcasted from the District’s 7 tower sites.

D. The system provides direct communications among the various public safety and general government agencies of the District.

E. The District’s prime control site is collocated with a remote transmit/receive site at the E-911 Center at 1144 Texas Ave Shreveport, Louisiana, 71101.

F. The District’s E-911 Center contains the Motorola Centracom Gold Elite dispatch console system with a total of sixteen (16) operator positions.

G. The District operates a seven-site 6 GHz microwave backhaul system which consists of Constellation model radio equipment manufactured by Harris Corporation, and Premisys simulcast channel banks.

2.2 Infrastructure Tower Sites

A. The communication system consists of seven tower sites that provide Parish wide radio coverage.

B. The seven tower sites consist of the E-911 Center facility and six remote tower sites that share a common configuration as follows:

a. GFRC Shelters 13’0” x 33’-0” x 9’-0” concrete equipment shelter with dual Liebert 5-ton HVAC units, and a Fire Suppression system

b. Onan 80 kW Standby LP-gas powered generator, a 1,000 gallon LP tank, and a 400-Amp Onan transfer switch

c. Two Best Power, 18kVA UPS systems

d. There are two, 100-Amp UPS breaker panels labeled “A” and “B” with (24) 20-Amp 120VAC breakers and (2) 20-Amp 240VAC breakers to receptacles installed above the current equipment racks

e. There is one, 100-Amp breaker panel labeled “BKR PNL #1” with (29) 20-Amp 120VAC breakers and (1) 30-Amp 120VAC breaker to receptacles installed mounted along the vacant cable tray




f. There is one, 400-Amp main breaker panel labeled “MAIN BKR PNL” with 26 of 42 slots occupied

g. A Transtector APEX Series Primary TVSS and disconnect switch

h. A Transtector APEX Series Secondary TVSS and disconnect switch

C. All sites and supporting equipment have been well maintained and are in excellent condition.

2.2.1 E-911 Center Tower Site

A. The E-911 Center Tower Site is District-owned and located at 1144 Texas Avenue, Shreveport, Louisiana, 71101.

B. The tower structure is a 240-ft self-supporting tower, ASR# 1205578, which supports the District’s communications system antennas.

C. The communications equipment room is housed within the E-911 Center facility.

D. The communications equipment is powered from a building emergency backup generator and UPS system.

2.2.2 Ellerbe Tower Site

A. The Ellerbe Tower Site is District-owned and located at 5589 Bent Tree Drive, Shreveport, Louisiana, 71115.

B. The tower structure is a 400-ft guyed tower, ASR 1205583 which supports the District’s communications system antennas.

C. There are 5 open ports on the Polyphaser PEEP transmission line entry port.

2.2.3 CDC/Wade Tower Site

A. The CDC/Wade Tower Site is District-owned and located at 8265 Caddo Drive, Keithville, Louisiana, 71047.



2.2.4 Greenwood Tower Site

A. The Greenwood Tower Site is leased and located at 9038 Jefferson Paige Road, Greenwood, Louisiana.






2.2.5 KMSS Tower Site

A. The KMSS Tower Site is leased and located at 7167 St. John Baptist Church Road, Mooringsport, Louisiana, 71060.

B. The tower structure is a 1,726-ft guyed tower, ASR 1022487 which supports the District’s communications system antennas.

C. There is (1) open port on the Polyphaser PEEP transmission line entry port.

D. There are (3) ½” Heliax lines, and (1) ¼” Superflex line that may be consolidated into a shared port on the Polyphaser PEEP transmission line entry port to free-up additional ports.

2.2.6 Vivian Tower Site

A. The Vivian Tower Site is leased and located at 15293 Old Atlanta Hwy, Vivian, Louisiana, 71082.


C. There are (4) open ports on the Polyphaser PEEP transmission line entry port.

2.2.7 Fire Station 17 Tower Site

A. The Fire Station 17 Tower Site is District-owned and located at 2890 Southland Park Drive, Shreveport, Louisiana, 71118.

B. The tower structure is a 230-ft self-supporting tower, ASR# 1205585, which supports the District’s communications system antennas.


2.3 Caddo Parish Communications District Dispatch

A. The District has a combined dispatch facility located at the E-911 Center at 1144 Texas Avenue in Shreveport.

B. The E-911 Center supports dispatch operations for the Caddo Parish Sheriff, Shreveport Police Department, and the Shreveport Fire Department.

C. The E-911 Center has sixteen (16) Motorola Gold Elite dispatch console positions in the dispatch area that are directly connected to the District’s central electronics bank (CEB) located in the electronics back room.

D. There are interoperability and backup control station radios located in the electronics back room.

2.4 Caddo Correctional Center

A. The Caddo Correctional Center (CCC) is a full-service jail rated at a capacity of 1500 beds, and is located at 1101 Forum Drive, Shreveport, LA.




B. The CCC utilizes a single 800 MHz conventional analog repeater system with a distributed antenna system connected to a Motorola CommandPlus desktop console for internal communications.

C. The CCC utilizes a radio control station with (2) desktop remotes for trunked system communications on the CCSO talk-group.

2.5 Bi-Directional Amplifier Systems

A. The District currently has a single BDA system at the Caddo Parish Courthouse located at 501 Texas Street, Shreveport, LA.

2.6 Logging Recorders

A. There are two logging recorder systems in use that record traffic on:

a. The 911 and telephone lines

b. The trunked system talk-groups

c. The mixed Tx/Rx select audio from each Gold Elite operator position

B. The Sheriff’s Office operates a Verint Audiolog, logging recorder system that receives de-trunked talk-group audio from the LORI and LOMI cards in the console electronics bank.

C. Shreveport Police and Shreveport Fire operate a NiceLog Digital Voice Logging system that receives voted analog receive audio by repeater channel from the (15) base station interface modules in the console electronics bank, and control channel data from a control station radio to de-trunk audio by talk-group for recording by the NiceLog.

2.7 Communication System Frequencies

A. The District has two FCC licenses for trunked operations because of the six-fixed sites per call sign limitation of the FCC;

a. WPMI869 supports the E-911, Ellerbe, CDC/Wade, Greenwood, KMSS, and Vivian tower sites

b. WPSG426 supports the Fire Station #17 tower site

B. The District has a total of twenty-five (25) trunked frequencies licensed at each site, fifteen (15) of which are utilized in the current trunked system.

C. The District supports interoperability and backup communications via two 800 MHz National Mutual Aid channels constructed in a 7-site simulcast configuration, and one stand-alone, conventional 800 MHz analog repeater channel at each tower site.

D. The frequencies presently used for the trunked system are listed in the Table 1 below.




Trunked Channel # Base Transmit Frequency

1 853.8125

2 853.8375

3 853.3875

4 853.5875

5 853.0875

6 853.3375

7 852.7875

8 853.1750

9 852.6375

10 852.9250

11 852.3000

12 852.6750

13 852.0875

14 852.4375

15 851.8875

Table 1 – Trunked System Frequencies

2.8 Conventional Backup Repeaters

A. The District has implemented a backup conventional analog repeater system that consists of one Motorola MTR2000 base station repeater located at each of the District’s trunked simulcast sites.

B. These conventional repeaters are a “stand-alone” backup system that can be used in the event of a total failure of the trunked system and microwave network.

C. Connectivity to the Gold Elite console system is by a rack of seven (7) RF control stations connected through BIMS.

D. The conventional backup repeater frequencies are:




Tower Site Base Transmit Frequency

E-911 851.1875 MHz

Ellerbe 851.2250 MHz

Fire Station #17 851.2875 MHz

CDC/Wade 851.4375 MHz

Greenwood 851.5875 MHz

KMSS 851.7875 MHz

Vivian 852.1375 MHz

Table 2 – Conventional Backup Frequencies

2.9 Backhaul Network

A. The District operates a seven-site 6 GHz microwave backhaul system which consists of Harris Constellation model radio equipment and Premisys simulcast channel banks.

B. Loop protection is provided via Larus Corporation loop switches which provides the system with a high level of reliability.

C. The spur to Vivian is a Monitored Hot Standby (MHSB) configuration that provides equipment redundancy through the use of dual transmitters and receivers.

D. The Vivian to KMSS, KMSS to Greenwood, and KMSS to E-911 paths are configured with diversity receive to provide the required path reliability needed for longer distances.

E. The microwave network utilizes microwave frequencies with a 10 MHz channel bandwidth.

F. All circuits are backhauled to the E-911 Center to the Premisys channel banks.

2.10 Fire Station Alerting

A. The District’s Fire Station Alerting (FSA) system utilizes the Gold Elite dispatch consoles to generate the activation signaling, alert tone, and voice dispatch message over the 800 MHz trunked system.

B. The FSA uses a dedicated talk-group and a dedicated control station radio at each fire station for the alerting of the fire stations, and the following sequence of events to alert the stations:

a. The dispatcher selects the talk-group(s) for alerting on the console

b. The dispatcher activates the PTT on the selected talk-group(s) and transmits one of the three alert tones on the Gold Elite console, followed by the voice message




c. The control station radio at the selected fire station(s) receives the transmission on its talk-group and outputs a carrier operated relay (COR) signal and receiver audio which is routed to a specially-designed interface box

d. The interface box responds to the COR signal from the control station and provides an isolated COR relay contact output, and a transformer-isolated balanced audio output that is gated by another set of contacts from the COR relay

e. The relay contact output from the interface box activates specific functions within the fire stations such as lights

f. The gated audio output from the interface box is routed to the public address (PA) system in each fire station

C. The control station radios and interface boxes will be replaced by the Contractor in the scope of this project.

2.11 Interoperability

A. The District’s current interoperability capabilities and systems include the following resources:

a. The 8CALL90 and the 8TAC91 NPSPAC National Mutual Aid channels in a simulcast configuration

b. A control station radio connected to the Gold Elite console system for LWIN to communicate with Bossier Parish

2.12 VHF Paging System

A. The District operates a 7-site simulcast VHF, POCSAG paging system by Zetron operating at 512bps.

B. The Paging System uses the District’s 7 tower sites.

C. A 72 MHz link transmitter at E-911 is used to distribute the paging data to the Glenayre transmitters at the 7 transmitter sites on 72.940 MHz.

D. The paging system transmitter frequency is 154.7850 MHz and has been narrowbanded to 12.5 kHz.

E. FCC call signs are WPQB897 and KNFQ687.

2.13 Mobile Data System

A. The District operates a private, IP based, 7-site, 800 MHz mobile data system manufactured by DataRadio and capable of data speeds of 32 kbps and 64 kbps. This system supports approximately 600 public safety mobile data units in Caddo Parish.

B. The mobile data system utilizes the District’s seven (7) tower sites and equipment shelters. The mobile data system infrastructure and antenna system is independent of the




existing 800 MHz SmartNet system at all sites except the E911 and FS#17 sites. At these sites, the SmartNet system’s receive antenna also functions as the diversity receive antenna for the mobile data system.

C. There are two RF data channels at the E911 and FS#17 sites. All other sites have one RF data channel.

D. Backhaul connectivity for the mobile data system to the system router and CAD system at the 911 Center is via the existing 6 GHz microwave system and the Premisys channel banks.

E. It is a requirement of this RFP that the new IP based microwave system provide transport for the mobile data system and that it functions with the equivalent or better data throughput and reliability as it does with the existing TDM based microwave system.

F. Any disruption to the mobile data system’s operation as part of the Contractor’s installation must be approved in advance, carefully planned, brief in time and necessary.




3. SYSTEM IMPLEMENTATION PLAN

A. The system implementation shall include the complete installation and optimization of the infrastructure equipment that is comprised of multiple repeater tower sites, microwave and fiber backhaul networks, base station repeater radios, trunked system controllers and network management systems, dispatch consoles and associated subscriber equipment.

B. All equipment furnished by the Contractor shall meet the requirements of this RFP and the manufacturers' published specifications, comply with all Federal, State, and Local laws, rules, regulations, and ordinances, at the time of delivery, reflect high quality workmanship throughout, and be suitable for the intended purposes delineated herein.

C. The Contractor shall provide detailed plans of processes for tracking and controlling the Project and shall include a high-level Project plan for the overall Project Schedule, work breakdown structure, Project communications, quality assurance, change control procedures, and a transition and cutover plan for each agency.

D. The Project plan will be a dynamic document that will be continually updated and evaluated as the Project progresses.

E. A detailed Project plan and schedule shall be required of the Contractor after the system design review.

3.1 Project Communications Plan

A. The Contractor shall provide a communications plan that includes contact information for the members of the Project team and escalation procedures to be followed if there is an issue that may put the Project or a portion of the Project at risk.

B. The communications plan must also show all levels of Project reporting throughout the Project lifecycle.

C. The District requires a regularly scheduled bi-weekly Project meeting starting immediately after the contract signing.

D. Additional meetings will be scheduled as required or requested by the District.

E. Items to be included in the communication plan:

a. Project Team contact information

b. Escalation procedure

c. Scheduled meetings

d. Meeting cycles

e. Meeting agendas

f. Meeting report sample




g. Required attendees by title (engineer, user, executive, etc.)

h. Project status reports

i. Status report cycle

j. Content to be provided in the status report

k. Status report sample

l. Status report recipients

m. Secure web site for document sharing

3.2 Project Schedule

A. The Contractor shall provide a detailed Project Schedule as part of their proposal and which shall be referenced to the contract execution date.

B. The Project Schedule shall include important milestones and logical breakpoints during which the District and the Contractor will assess the progress to date, and prepare for the remaining Project tasks.

C. The first milestone of the Contractor’s schedule shall be contract execution. All other events shall be referenced in number of days from contract execution.

D. A second milestone in the proposed schedule shall be completion of system staging.

E. The Project Schedule shall clearly identify the tasks to be performed by both the District and the Contractor including the following tasks and milestones:

a. Contract Execution / Notice to Proceed

b. Completion of system Detailed Design Review

c. System Factory Staging completed and equipment shipped

d. Completion of infrastructure installations at the fixed end locations

e. Infrastructure acceptance testing successfully completed

f. Technical, Management Systems, and User/Operator training

g. Coverage testing successfully completed

h. Test documentation submitted to the District

i. 30-day operational test successfully completed

j. System infrastructure accepted and warranty begins

k. Completion of the transition of all agencies to the system

l. Decommissioning and disposal of the old equipment

m. Project completion and Final System Acceptance




3.3 Extension of the Project Schedule

A. Installation and satisfactory operation of the system must be completed within the Contract Time established in the Agreement.

B. Contract Time extensions will be considered as described in the Agreement.

3.4 Work Breakdown Structure

A. The Contractor shall provide to the District within 21 days after completion of the Detailed Design Review, a work breakdown structure that provides a detailed listing of the physical work and tasks to be accomplished by the Contractor and the District.

B. The work breakdown structure can be a part of the Project Schedule, but it must include the following:

a. Task description

b. Responsibility for completion of work task

c. Date scheduled for completion

3.5 Quality Assurance Plan

A. The quality assurance plan is a physical guideline of the steps taken to demonstrate that system implementation is proceeding in a manner that is consistent with the District expectations and industry standards.

B. The quality assurance plan shall include a narrative and/or photos of the acceptable final product of each phase of the installation and physical inspection points shall be indicated and include the following as a minimum guideline:

a. The system design review

b. System design documentation

c. Site development and construction

i. Civil work completed

ii. Tower construction

iii. Equipment shelter foundations

iv. Equipment shelter installation

v. Grounding and bonding

vi. Electrical installation

d. Equipment staging

e. Equipment inspection and inventory

f. Steps of inspection throughout the implementation process




i. Before installing electronic equipment

ii. After installation of electronic equipment

iii. Before installation of antennas

iv. After installation of antennas

g. As-built documentation

h. Final acceptance

C. The District and the Contractor shall have the appropriate representatives inspect and approve the quality of work before moving to the next step and the inspection points shall be a part of the Project Schedule.

3.6 Change Control Process

A. As the Project moves forward, there may be changes to the original scope of work; an important part of managing a Project is to prevent, track and document changes.

B. The proposal shall include the procedures to minimize or stop “scope creep”, identify potential problems that impact the schedule and Project cost, and track changes that are agreed upon by the District and the Contractor.

C. The proposal shall include a sample change control document.

3.7 Transition, Cutover, and Fallback Plan

A. The proposal shall include a high-level plan to transition agencies from the existing systems to the new system and the steps required to complete the cutover.

B. During transition, an agency must not have communications on the existing system disrupted.

C. The final cutover shall be planned in such a manner as to have minimal disruptions to the agency operations.

D. The Contractor shall consider the use of gateways, radio patches, timing, training, and/or other methods to minimize disruptions to operations.

E. The Contractor shall provide a detailed transition and cutover plan within 60 days from the Detailed Design Review.

F. The cutover plan must also include a fallback plan to transition back to the old system in the event that serious problem occurs during the cutover phase.

G. There must be a well-defined decision point for the District to determine if they are agreeable to the cutover of communications.

H. The District will work closely with the Contractor to develop a successful plan.




4. COMMUNICATION SYSTEM REQUIREMENTS

4.1 General Overview

A. The District intends to replace their current 7-site, 800 MHz simulcast radio system with a 7-site simulcast, P25 Phase 1 and Phase 2 compliant communications system.

B. The new P25 digital voice communications system shall provide improved radio coverage throughout Caddo Parish, including improved portable radio coverage within buildings, and improved interoperability with surrounding agencies and technologies.

C. The new communications system shall provide direct interoperability between participating agencies and shall be capable of interoperable communications at the CAI, and ISSI levels with surrounding P25 systems such as LWIN.

4.2 Parallel Trunked Systems Operation

A. The District must keep the current SmartNet trunked system on the air at a reduced channel capacity for a period of time to support local government users until such time that those users are able to migrate to the new P25 system.

B. For the purposes of this RFP, the contractor shall assume nine (9) RF channels will remain on the SmartNet system after cutover to the new P25 system.

C. The Contractor shall include in their design a third transmitter antenna system and the appropriate number of transmitter combiner and receiver multicoupler ports to support the parallel trunked systems, conventional channels, and 800 MHz National Mutual Aid channels at each tower site.

D. The District has included a preliminary frequency plan for each tower site for the Contractor to use as a template.

E. The Contractor shall define and describe in detail their frequency plan as follows:

a. The frequency plan to deploy the twenty-five (25) licensed trunked frequencies between the SmartNet and the P25 systems

b. The frequency plan shall maintain the current failsoft channels assigned to local government agencies on the SmartNet system

c. The frequency plan to use the conventional backup repeater frequencies on call sign WPSL264

F. The Contractor shall define and describe in detail their transition and cutover plan to facilitate the temporary requirements for the existing SmartNet system and the ultimate migration to full P25 communications.

G. The Contractor shall decommission and completely remove the existing SmartNet system equipment when all users have migrated to the P25 system and upon written notification to proceed by the District.




4.3 APCO Project 25 Compliance

A. The system architecture shall conform to the objectives and user requirements outlined in the current APCO Project 25 standards (see TIA/EIA-102 family of specifications) in terms of digital modulation, spectral efficiency, enhanced audio quality, conventional and trunking modes and signaling, ID methodology, and direct interoperability with equipment from other system and equipment manufacturers.

B. The Contractor shall adhere to the P25 standards for all features that are included in the P25 TIA/EIA 102 specifications, but the District will accept Contractor-specific solutions for those features currently outside of the P25 scope in order to obtain a full featured communications network.

C. The Contractor has the responsibility to demonstrate P25 conformance for those subscriber and network infrastructure features contained in the P25 standards, while clearly delineating those features that have been developed with proprietary solutions.

4.3.1 P25 Compliance Assessment Program

A. Proposals shall include complete and comprehensive detail for all fixed network equipment P25 conformance testing for equipment being offered to the District.

B. All proposed proprietary features and operational characteristics shall be clearly identified to the District in the proposal in writing for all proposed equipment to identify the Contractor’s deviation from the P25 standards.

C. For the life of the contract and maintenance period, the Contractor accepts full responsibility and expense for remedying and correcting any identified P25 non-conformance issue for all affected system hardware and software.

4.4 Infrastructure Network Control Point Equipment and Sites

A. The communications system network control point equipment shall be mounted in freestanding equipment racks or equipment cabinets, and shall be provided in a geo-redundant, fault-tolerant configuration with redundant components including power supplies.

B. All communications system control point equipment shall be integrated to the Network Control and Management System and provide self-diagnostics and alarms when faults are detected.

C. The communications system control point equipment shall be located at the following District facilities:

a. Master core and simulcast control (if applicable) equipment at the E-911 Center

b. Geo-redundant master core and simulcast control equipment (if applicable)




D. The communications system base station repeater tower site equipment shall be located at the following facilities:

a. E-911 Center

b. Ellerbe Tower Site

c. Wade/CDC Tower Site

d. Greenwood Tower Site

e. KMSS Tower Site

f. Vivian Tower Site

g. Fire Station #17 Tower Site

4.5 P25 Trunked Simulcast Infrastructure System

A. The new P25 simulcast communication system will be implemented as a 7-site system utilizing the District’s existing seven tower sites.

B. The proposed design approach shall be modular in nature and provide the flexibility to readily add channel capacity and add tower sites to increase radio coverage.

C. The replacement system shall include all base stations and antenna systems, system management and control systems, replacement of the backhaul network, and new dispatch consoles.

D. To ensure a high level of system availability, the system shall be configured with redundant and geo-redundant control and network equipment and subsystems in key areas that affect the delivery of wide-area, trunked radio system communications such that a single point of failure shall not inhibit or otherwise interrupt wide-area communications including the dispatch console operations.

4.5.1 Precision Frequency Source

A. A precision frequency source shall be redundant, and shall be provided at each simulcast site to stabilize frequency synthesizers in the repeater base stations, and to provide synchronization of simulcast transmission equipment.

B. The precision frequency source shall be a redundant "off-the-air" GPS frequency locked source.

C. The frequency source shall be capable of maintaining the proper frequency stability and synchronization of the system upon failure/loss of the primary GPS reference signal receiver.

D. The GPS frequency source systems alarms shall be integrated to the Network Control and Management System.




4.5.2 Channel Capacity

A. The Contractor shall design the new P25 communications system with a total of twelve (12) channels.

4.5.3 P25 Phase 1 and Phase 2 Operations

A. The P25 system shall be designed, configured, and implemented to immediately support both Phase 1 (FDMA), and Phase 2 (TDMA) transmissions on all base station channels and dispatch consoles.

B. The Contractors shall propose a P25 system that supports both Phase 1 and Phase 2 talk-groups and transmissions, and automatically adjusts transmissions to Phase 1 operation on all channels to accommodate user equipment that is not Phase 2 compatible.

C. The Contractor shall provide in their proposal, a detailed and comprehensive description of their ability to support Phase 1 and Phase 2 talk-groups and cross-patches on a common system.

4.5.4 Trunked ISSI Interface

A. The Contractor shall provide a Inter Sub-system Interface (ISSI) that shall meet P25 standard requirements.

B. The Contractor shall include a listing of the current features supported by their ISSI interface.

C. The Contractors shall describe in their proposal in technical and operational detail, the system features and functionality that is available for users on each system when they are interconnected through an ISSI including any operational and functional limitations imposed by the ISSI connection.

D. The ISSI shall have the ability to support a minimum of five (5) ports/connections. The ISSI shall support a minimum of 20 simultaneous talk-groups per port/connection.

E. The Contractor shall include pricing in their proposal for the full cost of hardware and software licenses for a multi-port P25 Inter RF Subsystem Interface with two (2) ISSI interface to enable the District to connect to adjacent P25 systems.

F. The Contractor shall provide in their proposal line item pricing for each additional ISSI interface.

G. The ISSI subsystem shall be redundant in that the loss of a site shall not result in the loss of ISSI functionality.

H. The ISSI shall meet the following minimum functional requirements.

a. Talk-group Call

b. Emergency Call




c. Encrypted Voice

d. P25 Phase 1 Vocoder

e. P25 Phase 2 Vocoder

f. Manual Inter-WACN Roaming

g. Manual Inter-system Roaming

h. Automatic Inter-WACN Roaming

i. Automatic Inter-system Roaming

j. Automatic Intra-system Roaming

k. RFSS Service Capability Polling

l. Transport of PTT-ID

m. Priority Call

n. Emergency Alarm

o. Emergency Alarm Cancellation

p. Group Emergency Alarm

q. Busy Processing (Busy Queuing and Callback)

r. Subscriber Unit Registration

s. Transport of Authentication Credential

t. Secure Subscriber Unit Registration

u. Subscriber Unit Deregistration

v. Group Affiliation

w. Call Restriction

x. The ISSI may meet the following requirements; please indicate your level of compliance in your Point-by-Point response.

y. Selective Call

z. Selective Alert (“Call Alert”)

aa. P25 Data

bb. Short Message / Pre-Programmed Data Message

cc. Radio Check

dd. Radio Monitor

ee. Radio Inhibit/Uninhibit




ff. Radio Status Query/Status Update

gg. Over-the-Air Rekeying

hh. Text Messaging

ii. Priority Level Access and Queuing

jj. Emergency Preemption (Ruthless Preemption)

kk. Dynamic Regrouping

I. The Contractors shall include in their proposals some examples of systems where they have connected other manufacturers’ P25 systems via ISSI.

4.5.5 P25 Talk-group and User ID Capacity

A. The system shall be equipped, licensed and configured to support a minimum of 64,000 individual user ID’s and have the capacity to support, at a minimum, 16,000,000 individual user ID’s without additional hardware.

B. The system shall be equipped, licensed and configured to support a minimum of 700 talk-groups and have the capacity to support, at a minimum, 5,000 talk-groups without additional hardware.

4.5.6 P25 Data Communications

A. The system shall be equipped to provide P25 data services to support data communications with subscriber equipment for features such as over-the-air-rekeying OTAR, over-the-air-programming OTAP, and other features such as text messaging and AVL that require data communications.

4.6 Frequencies and FCC Licenses

A. The District has two FCC licenses for their 7-site trunked system because of the “six-fixed sites” per call sign limitation of the FCC license.

a. WPMI869 supports the E-911, Ellerbe, CDC/Wade, Greenwood, KMSS, and Vivian tower sites

b. WPSG426 supports the Fire Station #17 tower site

B. The District has a total of twenty-five (25) simulcast trunked frequencies licensed at each site, fifteen (15) of which are utilized in the current SmartNet trunked system.

C. The District has a stand-alone, conventional 800 MHz analog repeater channel at each of the seven tower sites to provide regional communications should there be a total network failure of the SmartNet system.

a. These conventional repeater channels share the transmitter combiners and receiver multicoupler systems at each of the sites




D. The District has the National Mutual Aid 8CALL90 and 8TAC91 constructed in a simulcast configuration at each of the seven tower sites to provide regional interoperability communications.

a. These National Mutual Aid channels share the transmitter combiners and receiver multicoupler systems at each of the sites

E. The District has implemented a conventional analog repeater system with duplexer and internal antenna system for communications inside of the CCC-Jail.

F. The trunked (YE) frequencies are licensed at the seven simulcast sites under call signs WPMI869 and WPSG426 are listed in Table 3 Table 1below.

Base Station Transmit Present Use

851.1875 Conventional Backup at E-911

851.2250 Conventional Backup at Ellerbe

851.2875 Conventional Backup at F.S. #17

851.4375 Conventional Backup at CDC/Wade

851.5875 Conventional Backup at Greenwood

851.7750 Not in Use

851.7875 Conventional Backup at KMSS

851.8875 Trunk Channel - 15

852.0500 Not in Use


852.1375 Conventional Backup at Vivian









853.3125 Conventional at CCC-Jail









Table 3 – Licensed Simulcast Frequencies G. The conventional (GE) frequencies licensed under call sign WQLP264 are not presently

in use and are licensed at the specific locations listed in Table 4 below.

Base Station Transmit Licensed at Site

854.0875 E-911

854.1125 F.S. #17

854.0125 CCC-Jail

856.9375 Ellerbe

Table 4 – Licensed Conventional Frequencies

4.6.1 Intermodulation Analysis

A. Prior to implementation and for each tower site, the Contractor shall perform an intermodulation analysis and shall consider the equipment from all tenants located at the proposed site per FCC license information.

4.6.2 Conventional Backup Repeaters

A. The District has implemented a backup conventional analog repeater system that consists of one Motorola MTR2000 base station repeater located at each of the District’s trunked simulcast sites.

B. These conventional repeaters are a “stand-alone” backup system that can be used in the event of a total failure of the trunked system and microwave network.

C. Connectivity to the Gold Elite console system is by a rack of seven (7) RF control stations connected through Base Interface Modules.

D. The Contractor shall replace these control stations with new P25 control stations utilizing the existing antenna systems.

E. The conventional backup repeater frequencies are:

Tower Site Base Transmit Frequency

E-911 851.1875 MHz




Ellerbe 851.2250 MHz

Fire Station #17 851.2875 MHz

CDC/Wade 851.4375 MHz

Greenwood 851.5875 MHz

KMSS 851.7875 MHz

Vivian 852.1375 MHz

Table 5 – Licensed Conventional Backup Frequencies F. The Contractor shall furnish and install new P25 continuous duty, 100-watt repeater base

stations to replace these conventional backup repeaters.

4.6.3 Conventional Repeater at CCC-Jail

A. The District has implemented a conventional analog repeater system with duplexer and internal antenna system for communications inside of the CCC-Jail.

B. The conventional repeater is a “stand-alone” system that is connected to a Motorola CommandPlus desktop console in Master Control at the Jail.

C. Connectivity to the Gold Elite console system at E-911 is by an RF control station radio in rack in the backroom at E-911 that is connected through a Base Interface Module.

D. The Contractor shall replace the control station with new P25 control stations utilizing the existing antenna system.

E. The conventional repeater frequency is listed in Table 5 above.

F. The Contractor shall furnish and install a new continuous duty, 100-watt repeater base station to replace the conventional repeater at the CCC-Jail.

4.6.4 National Mutual Aid Channels

A. The conventional (GE) National Mutual Aid frequencies licensed under call signs WPMI958 and WQLP264.

B. These stations are controlled from the Gold Elite dispatch console system connected through Base Interface Modules.

C. The conventional simulcast Mutual Aid repeater frequencies are:

Tower Sites Base Transmit Frequency

8CALL90 at all sites 851.0125

8TAC91 at all sites 851.5125

Table 6 – Licensed Mutual Aid Frequencies




D. The Contractor shall furnish and install new continuous duty, 100-watt repeater base stations to replace these National Mutual Aid stations.

4.7 Preliminary Frequency Plan

A. The District has developed a preliminary frequency plan for each tower site for the Contractor to use as a template as follows:

a. The frequency plan shall include the implementation of a third transmit antenna system and three, 8-channel combiners at each tower site

b. The frequency plan shall maintain the current failsoft channels assigned to local government agencies on the SmartNet system

B. The Contractor may utilize the preliminary frequency plan but shall be free to utilize their own design if they so choose.

C. The preliminary frequency plan for each tower site is included in the appendices.

4.8 System Reliability, Redundancy, and Backup Requirements

4.8.1 Single Point Failure Modes

A. The Contractor shall design their proposed system to prevent the loss of wide-area trunked communications due to any single point failure within the system.

B. The Contractor shall demonstrate in their proposal that their proposed system will not suffer a loss of wide-area trunked communications due to any single point failure within the system.

4.8.2 System Control Point Geo-Redundancy

A. Geo-redundant master core sites and geo-redundant simulcast control sites (if applicable) shall provide continuous call processing and system operation in the event of one or more unrelated points of component failure or the complete loss of a site.

B. The Contractor shall consider geo-redundant control site locations at the following District sites.

a. E-911 Center Tower Site

b. Fire Station #17 Tower Site

C. All master core site and simulcast control site failures and status messages shall be reported to the radio system management system allowing appropriate action to be taken to restore the system to its normal operation.

4.8.3 Simulcast Site Failure

A. In the event of the failure of one or more simulcast sites, the remaining simulcast sites shall maintain full operation.




4.8.4 Simulcast Base Station Failure

A. Should a single base station fail, the site shall continue to operate in the trunked mode.

4.8.5 Dispatch Console System Failure

A. The console system shall be equipped with a number of self-diagnostic subsystems that shall continuously monitor and verify the correct operation.

B. Diagnostic capability shall be distributed among independent and redundant subsystems and shall not rely on one central diagnostic circuit.

C. Should a fault be detected, the supervisory consoles shall be notified via the Network Monitoring and Control System.

D. Redundant equipment shall be automatically activated, and diagnostic information shall be logged.

E. Diagnostic messages shall be presented in an easy to read format.

F. Diagnostic systems that require the dispatch supervisor to cross-reference an error code to a fault message shall not be acceptable.

G. In the event of the failure of one or more console operator positions, the remaining dispatch console operator positions shall maintain full operation.

4.8.6 Dispatch Console Fallback

A. When link connectivity is lost to the P25 simulcast network, a link failure message shall prominently appear on the operator and supervisor displays to notify them that the console system is no longer in contact with the radio infrastructure.

B. The console system shall maintain connectivity and functionality with local network resources such as conventional interfaces, control stations, and Aux I/Os.

C. The operator can then select the desired talk-group on a backup control station or portable radio to communicate with field personnel.

D. The Contractor shall include descriptions of failure scenarios and discuss all redundant features that include dual circuitry, switchover circuitry and the outage time to accomplish switchovers.

E. An alarm indicating that the failure and switchover occurred shall also be reported at the supervisor's console.

4.8.7 Infrastructure Power Systems Failure

A. In the event of the failure of commercial power, the trunked system infrastructure and dispatch consoles shall be powered by a suitably sized uninterruptible power source of sufficient capacity to maintain full operation of the equipment during the transition to the backup power generator system.




4.8.8 Catastrophic System Failure

A. Should the trunked radio system fail to the point that wide-area simulcast trunking can no longer be maintained, then the trunking system shall revert to what is commonly known as a “site trunking” or in some cases a "failsoft" mode of operation.

B. Contractors shall fully describe in their proposals their various fall back scenarios in the event of wide-area trunking.

4.8.9 Control Channel Reliability

A. In the event that the control channel fails, the failure shall be detected and one of the remaining base stations shall be automatically assigned to transmit the control signaling.

4.9 Trunked System Functional Requirements

4.9.1 Voice Encryption

A. The system infrastructure shall provide for Advanced Encryption Standard 256 (AES256) end-to-end digital voice encryption for all dispatch consoles and for properly-equipped user equipment.

4.9.2 P25 Data

A. The system shall be equipped to support P25 data communications.

4.9.3 Over-the-Air Programming

A. The District may decide to program subscriber radio code plugs “Over-the-Air” (OTAP) to reduce the amount of time and effort required in making changes to the radio fleet in the event of system changes or expansions.

B. The Contractor shall describe their system’s capability for OTAP including any limitations that programming of subscribers over-the-air has over traditional methods.

C. The Contractor shall describe the process by which the reprogramming takes place.

D. The Contractor shall describe the process by which the reprogramming takes place for the programming of other manufacturers’ user equipment.

4.9.4 GPS and AVL

A. The District would like to consider options for GPS/AVL services in this procurement.

4.9.5 Common System Features and Services

A. The proposed system shall be able to provide public safety features and services based upon the most current P25 guidelines, and shall provide the following functions and services at a minimum:

a. Affiliation

b. Announcement Group Call




c. Broadcast Voice Call

d. Busy Queuing and Call Back

e. Call Alert

f. Call Interrupt

g. Call Restriction

h. Call Routing

i. Channel Marker

j. Continuous Assignment Updating

k. Discreet Listening

l. Dynamic Regrouping

m. Emergency Call

n. Encryption

o. Group Voice Call

p. Individual Voice Call

q. Misdirected Radio Protection

r. Multiple Algorithms

s. Multiple Key Encryption

t. Multiple Priority Levels

u. Out-of-Range Indicate

v. Over-the-Air Rekeying

w. Priority Call

x. Recent User Priority

y. Preemptive Priority Call

z. Radio Check

aa. Radio Unit Inhibit

bb. Radio Unit Uninhibit

cc. Radio Unit Monitoring

dd. Registration

ee. Roaming

ff. Silent Emergency




gg. Status Request

hh. Status Update

ii. System Call

jj. Talk-group Call

kk. Talking Party Identification

ll. Talk Prohibit Tone

4.9.6 Commercial Carrier Talk-group Interface

A. The District is interested in the interface technology that enables specially equipped cellular handsets to access specific talk-groups on the P25 communication system.

B. The Contractor shall provide in their proposal a comprehensive technical and operational description of their offering and the estimated cost for hardware, software, and licensing fees.

C. The Contractor shall provide in their proposal a listing of the estimated cost for software and licensing fees by quantities of user groups of 50 and 100, and the cost, if any, for each talk-group.. Additionally, the Contractor shall state whether the software licensing is per concurrent user or per individual unit, and whether the license is perpetual in term or not.

4.10 NPSPAC Mutual Aid Simulcast System

A. The Contractor shall replace the existing 8CALL90 and the 8TAC91 NPSPAC National Mutual Aid simulcast system and voting systems.

B. The 8CALL90 and the 8TAC91 NPSPAC National Mutual Aid channels shall share the P25 transmit and receive antenna systems at the 7 tower sites.

C. All wireline dispatch console positions shall be able to support repeat enable and repeat disable on both channels to comply with Region 18 requirements.

D. The Contractor shall provide for the integration of the National Mutual Aid Channels into the new backhaul network.

4.11 Trunked and Conventional Repeater Base Stations

A. All base station repeater equipment shall be certified to be FCC type accepted and meet all applicable FCC technical standards and Contractors shall provide the type acceptance numbers in their proposals.

B. All trunked stations shall meet the performance standards and specifications as specified in TIA-102.CCAB and performance recommendation.




C. The trunked repeater base stations shall be capable of supporting the radio frequency signals and modulation modes defined in the P25 Standard for Phase 1 and for Phase 2 modulations and be 700 MHz and 800 MHz capable.

D. The trunked repeater base stations shall support linear simulcast modulation modes for Phase 1 and for Phase 2 modulations.

E. All repeater base stations shall be capable of operating at a 100% duty cycle at the full rated transmitter power output of 100 watts.

F. All trunked base station repeaters shall be of the same model and power rating to minimize the equipment spares requirements.

G. The Contractor shall provide extensive specifications and documentation for the proposed base station equipment and related systems such as:

a. Station construction details (enclosure type, chassis type, etc.)

b. Transmitter specifications

c. Receiver specifications

d. Tuning procedures

e. RF devices such as Isolators, filters, duplexers, shielding, transmitter combiners, receiver multi-couplers, tower top amplifiers.

f. Station ID devices

g. Power supplies

4.12 Transmitter Power Monitoring System

A. The Contractor shall provide a cost in their proposal for an optional transmit power monitoring system for each simulcast site.

B. The District desires to be able to monitor the transmitter power input to the transmitter combiner and the power output of the transmitter combiner at each simulcast tower site.

C. The Contractor shall describe in detail in their proposal the capability of their proposed system and the alarm monitoring software and hardware proposed.

4.13 800 MHz Antenna Systems

A. The current 800 MHz antenna systems at each trunked repeater site consist of two transmit antenna systems and one receive antenna system.

B. The Contractor shall furnish and install a third 800 MHz transmit antenna system at each of the seven trunked repeater sites including antenna, pigtails, transmission line and ground kits, surge suppressor, and transmitter combiner.

C. The Contractor shall furnish and replace the existing 800 MHz transmit and receive antenna systems at each of the seven trunked repeater sites including antennas, tower-top-




preamps and preselector filters, pigtails, transmission lines and ground kits, surge suppressors, transmitter combiners, and receiver multicouplers.

D. The Contractor’s transmit and receive antenna systems design shall utilize the identical effective radiated power, 1-5/8” transmission line size, and the same Penetrator antenna models, electrical parameters, and antenna heights as authorized by Region 18, and used in the current trunked system today.

E. The District prefers that all base station antennas and transmission lines shall be furnished with 7/16-inch DIN connectors.

F. The Contractor shall furnish and replace the existing 800 MHz transmit and receive Penetrator antennas with the “S” model Penetrators which are equipped with the DIN connectors.

G. Splices or adaptors in any transmission lines are not permitted and will be rejected.

4.13.1 Transmission Lines

A. All transmission lines and interconnecting jumpers shall be continuous length, 100% shielded, foam polyethylene dielectric, UV resistant, as manufactured by CommScope, or a District-approved equivalent and sized as required to meet the Contractor’s engineering specifications.

B. Connectors shall be properly installed and shall match the appropriate mating connectors.

C. Standard stainless bolt-in hangers shall be used and snap-in hangers are not acceptable without District approval.

4.13.2 Transmitter Combiner

A. The Contractor shall provide three (3), eight (8)-channel, transmitter combiners for transmitters at each tower site.

B. The Contractor shall submit the combiner plan in their proposal.

C. The proposal shall state the manufacturer and model numbers of the combiners proposed for each site and provide the complete specifications.

4.13.3 Receiver Multicoupler

A. The Contractor shall provide a receiver multicoupler and tower-top amplifier system for each receive site.

B. The multicoupler system shall consist of a redundant tower-mounted preamp, preselector filter, tower-top amplifier test port, and equipment shelter based receiver distribution system including power supply and associated controls.

C. The tower-mounted preamplifier shall be redundant, and it shall be possible to switch the "main" or "backup" preamp into service or bypass them altogether from the switching controller located in the shelter.




D. The tower-mounted preamplifier shall provide a failure mode where the preamps are bypassed in the event of a failure of both preamps.

E. The tower-top amplifier test port shall allow the preselector input to be transferred to an internal termination load for testing purposes.

F. An internal coupler shall be provided to permit injection of test signals between the termination and the preselector filter via a shelter mounted test port input and connecting coaxial cable.

G. The antenna multicoupler systems shall be expandable to accommodate 25% growth beyond the channel requirements of the fully implemented communications system.

H. The receiver multicoupler system shall be integrated to the Network Control and Management System RTU for alarm purposes.

4.14 System Interoperability

A. The District requires that the new communications system provide a high level of interoperability with surrounding agencies operating P25 or conventional communication systems.

4.14.1 Regional Interoperability with Other P25 Systems

A. The Contractor shall describe in technical and operational detail how their proposed system will provide the District’s users interoperability with users on other P25 systems that may be interconnected with the District’s system.

4.14.2 Interoperability with Legacy and Conventional Systems

A. The Contractors shall describe in their proposal in technical and operational detail how their proposed system interfaces will provide the District’s P25 users interoperability with users on legacy and conventional systems including disparate technologies such as Digital Mobile Radio (DMR) and IDAS.

B. At a minimum, these interfaces shall include functionality for the following:

a. New control station radios connected to the dispatch console systems to communicate with users on the backup conventional 800 MHz base stations located at the District tower sites

b. New control station radios connected to the dispatch console systems to communicate with users on the conventional 800 MHz base station located at the CCC-Jail

c. Future 2-wire and 4-wire tone-controlled wireline base stations

d. Future control station radios

e. Local control/PTT/COR

f. Other 2-wire and 4-wire analog sources




C. The Contractor shall furnish and install a 2-wire tone interface to the existing control station radio to communicate with Bossier Parish on the LWIN system.

4.14.3 NPSPAC Mutual Aid Simulcast System

A. The Contractor shall provide for the integration of the National Mutual Aid Channels into the new dispatch console systems.

B. All wireline dispatch console positions shall be able to support repeat enable and repeat disable on both channels to comply with Region 18 requirements.

4.15 Logging Recorder Systems (Optional Purchase)

A. The District does not directly own or control any voice logging systems. However, its user agencies have existing logging equipment that shall be upgraded or replaced in order to continue to record E911 and administrative telephone lines, 800 MHz radio talk-group audio, conventional radio channel audio, and dispatch position console audio after the transition to the new P25 Phase 2 radio system. The following is a description of the existing logging recorder systems in use at the 911 Center.

a. Shreveport Police Department (SPD) and Shreveport Fire Department (SFD) utilize a NiceLog digital voice logging system. Radio talk-group audio for the six rural fire districts in the parish is also recorded on the SFD logging recorder system. Audio and control channel data is routed to the Nice logging system via the BIMS in the CEB and a desk top control station radio located at the NiceLog switch.

b. Caddo Parish Sheriff’s Office (CPSO) utilizes a Verint Audiolog voice logging system. The CPSO logging recorder is recording audio routed to it from the LORI and LOMI cards in the CEB.

B. For the purposes of the sizing and proposing the new logging recorder system, please utilize the following information:

Source Description Number of Tracks Select TX and RX combined audio from each operator position at 911 Dispatch 22

Select TX and RX combined audio from each operator position at the Port Backup Dispatch 6

Select TX and RX combined audio from each operator position at the Jail Dispatch 1

Telco positions 33 Total P25 Phase 2 (11 chan) system trunked voice paths 22 P25 system conventional voice channels 12




4.15.1 Upgrade of the Existing Logging Recorder Systems

A. As part of the Contractor’s response to this RFP, the Contractor should indicate whether it is possible to utilize the existing recording systems to record talk-group audio after the transition to the P25 Phase 2 radio system.

B. If the existing equipment can be utilized with the new P25 radio system, the Contractor shall propose all necessary equipment, services and all necessary API interfaces required to integrate the existing equipment.

C. Additionally, the Contractor shall clearly state the limitations of utilizing the existing logging equipment with the new P25 system.

D. If the existing recording equipment cannot be utilized to record P25 Phase 2 audio, the Contractor shall indicate this in their response.

4.15.2 Replacement Voice Logging Recorder System (Optional Purchase)

A. Regardless of whether it is possible or not to utilize the existing logging equipment, the Contractor shall propose a single platform replacement voice logging recorder system that will serve SPD, SFD, the fire districts, and CPSO. It is anticipated that client work stations for the new voice logging system will be required at SPD dispatch, SFD dispatch, and CPSO dispatch locations at the 911 Center, and also a single client work station shall be provided at the Port backup dispatch facility.

B. The Contractor shall include detailed pricing in their proposal for the complete replacement of the existing logging recorder systems with a single logging recorder that is compatible with P25 Phase 2 trunking systems, and able to record trunked talk-group audio, P25 dispatch console audio, E911 and administrative telephone lines, and conventional radio channel audio.

C. The logging system shall be partitioned such that each agencies’ recorded data is private and cannot be accessed by other agencies.

4.16 Network Control and Management System

A. The Contractor shall furnish and install a Network Control and Management System (NCMS). The NCMS shall provide system administrators access to databases for data entry and retrieval, record keeping, adjustment of the system operating parameters, and system usage statistics.

B. The NCMS shall support multiple users and sessions.

C. The NCMS shall provision and monitor the integrity of all major communications system components and subsystems, and routinely poll system devices to determine their status.

D. This shall include, but not be limited to, the trunked system controller status, system and equipment diagnostics, fault reporting and alarms.




E. The NCMS shall allow operators to create, change, and delete items such as adding sites, talk-groups, aliases, channels, and updating subscriber programming.

F. The NCMS and user terminals shall be powered from 120 VAC 60 Hz.

G. The NCMS and user terminals shall be equipped with 22” LCD display monitors.

4.16.1 Remote Access

A. The District desires to access the NCMS from remote locations including infrastructure sites on the proposed backhaul network and external unspecified locations.

B. Access shall be provided using a Windows based computer.

C. The Contractor shall provide in their proposal a detailed description of the remote access capabilities of their proposed system and clearly depict the functionality available via remote access, the method of connectivity proposed, and the security measures provided to prevent unauthorized system access.

4.16.2 NCMS Network Security

A. The Contractor shall provide in their proposal a detailed description of their proposed security measures to protect physical network components (routers/switches, buildings, etc.) and how the network and the information on the network will be kept secure.

4.16.3 System Manager Access Levels

A. The NCMS system management application shall have multiple levels of security access. The system management function shall be password protected and keep a log of all login and entries into the system by date, time, and authorized individual.

4.16.4 Data Base Partitioning

A. The NCMS system management application shall be capable of partitioning the database such that different managers have access and control over the units and groups for which they have been authorized.

4.16.5 Communication System Failure Notification and Alerting

A. The NCMS system shall provide the capability for e-mail and text alerts to be sent to designated administrators when critical failures occur on the communications system.

4.16.6 System Database Management

A. The NCMS system shall maintain a backup of system configuration information, such as talk-group configurations and radio ID ranges.

B. A database shall be maintained to simultaneously store and update system user profiles such as user group access, priority levels, dynamic regrouping plans, authorization codes, call statistics, traffic recordings for each radio, talk-group, fleet map and agency, etc.




C. Additionally, whenever a field unit is powered up and is within radio coverage of the system, the unit's discrete address and user group selection shall be recorded into the system database.

D. The database shall permit user defined sorting of calls by units, groups, time of day, duration of call, channel, site, and priority.

E. The database shall be continuously backed up in real time. The backup database shall act as a "fault tolerant" database that is automatically kept current.

F. Should there be a failure with the primary database; the backup database shall automatically be activated for system access with no drop in service.

G. The database shall have sufficient capacity to store all system profiles, as well as the capacity to store a minimum of ninety (90) days of system activity for report generation.

4.16.7 Alias Database Management

A. The NCMS system shall include functionality that provides a single alias database and update process for all system, consoles, and subscribers. It is not acceptable to require the District to maintain separate alias databases for consoles and subscribers and have multiple processes to update the alias database in these components.

B. The Contractor shall describe the alias database functionality and update process in detail in their response.

4.16.8 System Management Report Generation

C. The NCMS system shall include a monitoring/management terminal, with software that allows for system detailed and summary reports, individual radio reports and other customized radio reports based upon a given set of parameters.

D. The Contractor shall provide in their proposal a detailed description of the standard and optional reporting capabilities of their proposed system.

E. The system manager application shall be capable of generating system management reports to provide management personnel with pertinent system information and reports to make informed decisions regarding the system capacity and grade of service, and the operational effectiveness of the various components of the trunked radio system.

F. The system shall be capable of archiving a minimum of 90 days of data and reports shall include at least three months of system activity.

4.16.9 System Ancillary and Site Alarms, and Controls

A. System status information shall be accessible from the system management terminals.

B. Authorized personnel shall be able to query and retrieve alarm conditions pertaining to the alarm status of the communication systems and equipment.




C. System management and monitoring terminals shall be provided at the following locations:

a. E-911 Center

b. Radio System Manager’s office

D. The system management and monitoring terminals shall be equipped with 22” display monitors.

4.16.10 Remote Terminal Units

A. The Contractor shall furnish and install a new tower site alarm system and the associated remote terminal unit at each communications site.




5. DISPATCH CONSOLE REQUIREMENTS

A. The Contractor shall be fully understand the current dispatch console functionality and to maintain the current level of functionality when implementing the new dispatch console equipment.

5.1 Wireline Dispatch Console Locations

A. The Contractor shall provide wireline dispatch console operator positions and equipment at the E-911 Center for the following operations.

a. Seven (7) operator positions total for the Caddo Parish Sheriff’s Office

b. Eight (8) operator positions for Shreveport Police

c. Seven (7) operator positions for Shreveport Fire

d. One (1) operator position in the back equipment room for radio system maintenance

B. The Contractor shall provide wireline dispatch console operator positions and equipment at the backup location at the Port Facility.

a. Six (6) operator positions total to support the CPSO, SPD, and SFD.

C. The Contractor shall provide a wireline dispatch console operator position and equipment at the CCC-Jail Facility.

a. One (1) operator position in Master Control to support internal conventional and trunked talk-group communications

5.1.1 E-911 Center

A. The Contractor shall replace the existing sixteen (16) Gold Elite dispatch console positions and install twenty-three (23) new console positions.

B. The Contractor shall utilize the existing UPS-protected outlets currently powering the Gold Elite dispatch consoles for the new dispatch consoles.

C. The Contractor shall install the supporting equipment for the dispatch operator consoles in the E-911 Center equipment room collocated with the P25 communications control equipment.

D. The Contractor shall furnish and install the appropriate auxiliary and interface components to connect the ancillary systems such as conventional base stations, Mutual Aid base stations, and backup control stations to the new dispatch consoles.

E. The dispatch console systems shall continue to operate and function with the auxiliary and interface components to control the local conventional base stations, Mutual Aid base stations, and backup control stations in the event that network communications is lost with the system’s master core site switches.




5.1.2 Port Facility

A. The Contractor shall provide pricing for the Port Facility in their proposals.

B. The Contractor shall furnish and install six (6) new wireline console positions.

C. The Contractor shall furnish and install the appropriate auxiliary and interface components to connect the ancillary systems such as conventional base stations and backup control stations to the new dispatch consoles.

D. The dispatch console system at the Port Facility shall continue to operate “stand-alone” and function with the auxiliary and interface components to control the local conventional base stations and backup control stations in the event that network communications is lost with the P25 master core site switches.

5.1.3 CCC-Jail

A. The Contractor shall furnish and install one (1) new dispatch console position in the Master Control Room. Network connectivity from the Jail console position to the P25 network core shall be via the Caddo Parish Sheriff’s Office network.

B. The Contractor shall furnish and install the appropriate auxiliary and interface components to connect the ancillary systems including the local P25 conventional base station, and the local backup control station radios to the new dispatch consoles.

C. In the event network connectivity to the network core is lost, the dispatch console system at the Jail shall continue to operate in “wireless mode” utilizing control station radios for in-Jail conventional P25 repeater and trunked system talk-group access. This solution requires a control station for trunked system access, and another control station for the conventional in-Jail repeater.

a. In addition to control from the dispatch console, the Contractor shall provide two additional desktop-style remotes in the Master Control Room for control of the trunked system control station.

D. The Contractor shall configure the system so that emergencies and unit IDs transmitted by users communicating on the P25 conventional channel in the Jail are received both by the dispatch console at the Jail, and by CCSO dispatch consoles.

5.2 Hospital Control Station Radios

A. There are eight (8) hospitals that utilize the existing SmartNet system for emergency communications. Each hospital is equipped with Motorola RCH3000 model control station radio remote.

B. The Contractor shall furnish and install one (1) new P25 control station radio with power supply and antenna system, and a desktop remote unit with cabling at each of the designated hospitals.




C. The hospitals include: LSU, North Caddo Medical Center, Christus Highlands Medical Center, VA Medical Center, Willis Knighton Bossier, Willis Knighton Piermont, Willis Knighton Main, and Willis Knighton South.

D. The Contractor shall remove the old control station equipment upon written notification from the District.

5.3 General

A. Operators shall be able to perform all functions through the LCD display monitor.

B. The 21” LCD display shall be designed so that the number of items which will appear on the screen at a given time shall be minimized thereby reducing the potential distractions to the operators.

C. All radio dispatch functions shall be operable from one display screen.

D. Operators shall not be required to access another screen display in order to perform a radio dispatch function.

E. The console electronics shall use a distributed IP based multi-processor concept and shall employ a physical architecture that consists of servers, routers, LAN/WAN equipment, conventional channel interfaces, Aux I/Os, instant recall recorder, logging recorder interface, and dispatch operator positions.

F. The screen display shall be flexible allowing authorized personnel to determine which functions are available at each operator position, which channels are available, how these channels appear on the screen and the names associated with channels, channel options, auxiliary functions, and indicators.

G. Each channel or auxiliary function shall be referenced by alphanumeric characters not numeric only or cryptic references.

H. The dispatch supervisory positions shall have Supervisory Control and the capability of overriding the other radio dispatch positions.

I. For personnel safety and equipment protection, all console equipment shall be grounded to the local building ground system.

J. The Contractor shall coordinate the location of the equipment ground with the District.

K. The Contractor shall provide any other equipment racks, grounding and bonding, and miscellaneous hardware and components required for completion of the dispatch console/backup radio installation.

5.4 Dispatch Console Furniture

A. The District will utilize the existing dispatch furniture at all dispatch locations that are part of this Project.




5.5 Dispatch Center Netclock Timing/Synchronization

A. The District will utilize the existing time synchronization system so that all systems are synchronized to a common time source.

B. The Contractor shall work with the District and shall be responsible for interfacing to the District’s time synchronization system so that all systems are synchronized to a common time source.

5.6 Console Common Electronics Equipment

A. The common console electronics equipment such as servers, routers, external hard drives, conventional interface units, and LAN/WAN equipment shall be installed in equipment racks within the existing E-911 Center equipment room.

B. Space for front and rear servicing of the equipment shall be provided.

C. The Contractor shall provide scaled layout drawings, for the proposed electronics equipment and associated hardware.

D. The Contractor shall work with the District’s personnel to identify the final location for the new equipment racks.

5.7 Console System Interfaces

A. The dispatch console electronics equipment shall provide interface to the following subsystems:

a. Aux I/Os

b. Logging Recorder Interface

c. Conventional Channel Interface

d. Call Director telephone headset audio

5.7.1 Aux I/O Functions

A. No Aux I/O interfaces are required by the District.

5.7.2 Conventional Channel Interface

A. At each unique dispatch center location, the operator positions shall be connected to a local conventional channel interface or gateway that will facilitate the interface of conventional base stations and control station resources at those locations.

B. The console systems shall support conventional analog interfaces to facilitate communications interoperability with a variety of outside agencies and local interface technologies.

C. The gateway shall support various radio channel interfaces and shall be capable of 2-wire and 4-wire audio and tone and E&M for local control of radio channels, and provide local




control for analog resources such as control station radios, and the 800 MHz conventional and mutual Aid channel repeaters.

D. The Conventional Channel Interface shall provide the tone control functionality to enable the “Repeater Disable” and “Repeater Enable” functions as required by Region 18 to knock-down the conventional Mutual Aid repeaters when they are not active.

E. The system shall be provided to support a minimum of number of conventional interface resources at each site as follows.

a. E-911 RF tower site – (16)

b. Backup Dispatch at the Port Facility – (16)

c. The CCC-Jail Master Control Dispatch – (4)

d. At each of the six remaining RF tower sites – (4)

5.8 Call Director Function

A. All dispatch console positions shall be equipped with Call Director functionality.

B. The Call Director function shall enable dispatch operators to utilize their headsets to answer both telephone calls and radio dispatch calls with a common headset.

a. The normal mode of operation is dispatch radio audio in the headset

b. When the operator answers a telephone call, telephone audio moves to the headset and the radio audio moves to the dispatch console microphone and the select audio speaker

c. When the operator terminates the telephone call, radio audio returns to the headset and the radio audio at the dispatch console is muted

5.9 Agency Partitioning

A. The console system shall allow multiple agencies to share a common system while maintaining full control over and functional operation of their respective resources.

5.10 Centralized Fault Management Network

A. The console system shall provide for robust system fault management from a centralized location. Secondary remote fault management from an alternate location shall also be provided.

B. Access to the fault management system shall be protected from unauthorized access without proper credentials and security clearances.

C. The Contractor shall include descriptions of failure scenarios and discuss all redundant features and the time to accomplish switchovers.

D. Redundancy and resiliency may be accomplished through IP-based and/or Ethernet-based technology.




5.11 Loss of Console LAN

A. In the event that the local dispatch console systems network becomes severed from the main trunked system network, the console systems shall continue to operate “stand-alone” and communicate with its local resources such as backup control stations, conventional base stations and interfaces, and Aux I/Os.

B. A loss of connectivity to the trunked system network core shall not result in a loss of control of local resources.

C. A loss of connectivity to the trunked simulcast system network shall provide a clear indication of a network failure to console operators and supervisors so that they may take appropriate action to implement their backup systems.

5.12 Diagnostics

A. The console system shall be equipped with a number of diagnostic subsystems that shall continuously monitor and verify the correct operation.

B. Diagnostic capability shall be distributed among independent and redundant subsystems and shall not rely on one (1) central diagnostic circuit.

C. Redundant equipment shall be automatically activated, and diagnostic information shall be logged.

D. Diagnostic messages shall be presented in an easy to read format.

E. Diagnostic systems that require a cross-reference of an error code to a fault message shall not be acceptable.

5.13 End-to-End Encryption

A. The console systems shall be capable of providing a high level of security by supporting end-to-end AES-256 encryption of selected talk-groups that are configured for encrypted operation.

5.14 Console Patching

A. The dispatch console system shall provide for the flexible patching of talk-groups without the need for “double vocoding” of talk-groups.

B. A patching window will identify all active patches and patches in operation at any moment.

C. In addition, all channel modules will provide a displayed indication when a talk-group or channel is involved in a patch.

D. The dispatch console patch function shall support the patching of trunked talk-groups to conventional channel and analog resources.




E. It is essential that the communication resources to be patched within the system occur with as little delay as possible in bringing the patched system to a transmit ready state.

F. It is desired that an access time of less 250 ms be accomplished for each patch to minimize the loss of words and syllables.

G. The Contractor shall discuss the method to be used to begin setup of the patched system while a primary system voice transmission channel is being setup by the trunked radio system network control.

H. In addition, it is desirable that there be no unnecessary hang time at the end of any transmission after a radio user releases their transmit key.

I. The Contractor shall specify the total number of patches, on a temporary or permanent basis, that may be established from each operator position and the total number of patches supported by the system.

5.15 Channel Control Requirements

A. Each channel control window shall contain the specific command buttons and indicators required to control the corresponding base station/talk-group.

B. Each channel control window shall be supplied with the following minimum functions and features:

a. Name - an alphanumeric name of a channel or talk-group

b. Call indicator - flashes when receive activity is present

c. Transmit indicator - illuminated whenever channel is keyed; including keying from a parallel remote control point or parallel console position

d. Repeat Enabled/Repeater Disabled for conventional resources

C. The following control functions shall be provided by on screen command buttons and/or function keys on a keyboard:

a. Transmit - provides independent and direct keying of a channel

b. Mute - mutes the individual channel to a predetermined level without affecting other channels. Once muted, the channel shall remain muted until unmuted by the console operator or it shall automatically unmute if the channel is selected. When deselected, it shall revert back to the muted condition

c. Select - routes the channel audio to selected speaker output and allows the channel to be keyed via the system transmit function or foot pedal. Any previously selected channel returns to unselected status

d. Repeater Disable – Disables the repeat function of conventional tone-controlled conventional base station repeaters such as the NPSPAC Mutual Aid repeaters




e. Repeater Enable – Enables the repeat function of conventional tone-controlled conventional base station repeaters such as the NPSPAC Mutual Aid repeaters

D. The Contractor shall determine the station control configuration of the District's current equipment, including frequency assignments, conventional paging and signaling, method of control, multiple frequency, and/or multiple receiver stations, etc. and ensure that the proposed dispatch equipment support these existing configurations and capabilities.

5.16 Power Line Surge Protection and UPS Power Supply

A. The District will provide the appropriate electrical circuits required at the E-911 center for the console operator and supervisory positions.

5.17 Common Dispatch Console Functions

A. Each of the radio dispatch consoles shall provide all controls that apply to the various channel/talk-groups and auxiliary functions for the console.

B. Operator positions shall be PC based, utilizing equipment that is in current production at the time the system is staged to provide a long equipment support life.

C. The operator position application shall be Microsoft Windows based.

D. The Contractor proposals shall identify the proposed operating system and provide a description of the computer equipment proposed for the Project.

E. Contractors shall include in their response their ability to provide the following features and functions.

5.17.1 User Login Accounts

A. Each operator position and supervisory position shall require a valid user login and security password to access the console system and its capabilities.

B. The system shall provide multiple levels of access security for different levels of system usage.

5.17.2 Network Link Failure

A. The console system shall notify the operator and associated supervisory positions of a network link failure between the operator position and the console network control system and between the console network control system and the P25 network control system.

5.17.3 System Not Wide Area/Failsoft

A. The console system shall notify the operator and associated supervisory positions of a system failure indicating a loss of wide area trunking and a failsoft condition if applicable.




5.17.4 Supervisory Control

A. The Supervisors’ consoles shall provide takeover control to prevent other dispatch consoles from keying repeaters or base stations for each channel supported by parallel consoles.

B. Supervisory consoles shall be capable of overriding transmissions from other consoles and field units.

5.17.5 Aux I/O Functions

A. To facilitate input/outputs for local indicators and control.

5.17.6 Full Duplex

A. The console shall operate in the full duplex mode so that a dispatcher can simultaneously transmit and receive on duplex RF channels without having to release the transmit function.

B. The console supports this even when headsets are not being used as long as the speakers are not configured to mute during dispatcher PTTs.

5.17.7 Dispatch Console Priority

A. The console shall have wireline priority over a field unit and shall have the capability to preempt the field unit's repeat transmit audio from the system.

5.17.8 Select Speaker

A. Shall provide audio from the selected channels/talk-groups, with an independent volume control.

B. A volume level display shall be provided for each channel as well as a select speaker audio level adjustment that ranges from silent to full volume.

5.17.9 Unselect Speaker

A. Shall provide audio from unselected channels/ talk-groups, with an independent volume control for the unselect speaker.

B. The console shall be capable of three (3) unselect speakers per operator position but be equipped with one (1) unselect speaker.

5.17.10 Unselect Audio Mute

A. A timed unselect muting function shall be provided that reduces the audio level of all unselected channels to a predetermined level for a programmed period of time.

5.17.11 Speaker Volume Controls

A. Volume controls shall be provided for control of each speaker.




5.17.12 Individual Volume Adjust

A. This function shall be provided for each talk-group or channel on the console.

B. Associated status indicators shall continuously show whether the channel is in the full or adjustable volume mode.

C. The volume shall revert to normal level when placed in select status and volume is adjusted by the Select Audio volume control.

5.17.13 Instant Recall Recorder

A. Each console operator position shall be equipped with an Instant Recall recorder.

B. The actual requirements per operator position will be defined during contract negotiations.

5.17.14 Headset and Jacks

A. Two headset jacks per operator position shall be installed at locations convenient to the operator.

B. The headset jacks shall support both 4-wire and 6-wire configurations and be configured during installation.

C. When a headset is inserted into the jack, the operator shall have the capability of routing selected audio to the headset and/or selected speaker.

D. Audio from the unselected channels shall remain routed to the unselected speaker output.

E. The selected speaker audio shall operate normally with the headset removed from its associated jack or when telephone audio is routed to the headset.

F. Individual headset volume controls for radio and telephone audio shall be provided and shall not affect the volume control setting of the selected speaker.

5.17.15 Microphone

A. A high quality cardioid pattern gooseneck or swivel mount microphone having a uniform frequency response and a minimum front-to-back discrimination of 15 dB shall be provided on a flexible arm.

B. The microphone shall be resistant to interference, such as transmitting hum from lights and other devices used in the proximity of the console.

C. Final selection of microphone types shall be determined during the preliminary design review.

5.17.16 Footswitch

A. Each console operator position shall be equipped with a dual footswitch.

B. The unit shall have a dual pedal footswitch for PTT of the selected channel(s).




C. The footswitch shall be heavy duty, designed for public safety use, and shall be designed so as not to skid on a smooth flooring surface.

5.17.17 Transmit PTT

A. A color-coded transmit function to control the push-to-talk (PTT) function for the selected transmitters and/or talk-groups shall be provided on the screen or user interface.

B. The PTT function shall be capable of being enabled by a PTT button on the headset, a PTT indication on the LCD display, and by the foot switch at the position.

5.17.18 Instant Transmit

A. Each operator position (including supervisors) shall provide an instant transmit function that will allow the dispatcher to quickly transmit on a conventional channel or talk-group resource by depressing the instant transmit “button”.

5.17.19 Busy Tone

A. A visible and audible alert shall be initiated at the console if the dispatcher attempts to make a call and all trunked channels are busy.

B. When the channel becomes available, the console shall automatically alert the dispatcher with an audible tone.

C. The console shall retain the channel availability for the dispatcher for a predetermined time to allow the dispatcher time to activate the transmit function for a user group.

5.17.20 Talk-group and ID Alias Display

A. The console system shall be capable of displaying the discrete unit ID, emergency ID, the alias name, and the talk-group ID of trunked field units and other dispatch positions on each of the console operator positions.

5.17.21 Intercom

A. An intercom function shall be provided to permit the operator to selectively talk to another console position.

B. In the intercom mode, the screen shall list the user-defined names of all consoles and prompt the operator to select the desired console position.

C. The intercom function shall disconnect the keying signal from the transmit circuit in use so that the operator can use the console microphone circuit to communicate solely with any console or parallel remote control unit similarly equipped.

D. Multiple simultaneous intercom conversations between individual consoles shall be possible.




5.17.22 Clock

A. Shall display time in a twelve or twenty four-hour format (user selectable) and day of the year (HH:MM:SS day) at each operator position.

B. The console clock shall derive its reference time signal from a master time source.

5.17.23 VU Display

A. Shall present a visual indication of receive and transmit audio levels.

5.17.24 Keypad

A. Screen representation of a keypad for numeric data entry.

5.17.25 Keyed Channel Interlock

A. A means shall be provided to lock out control of a channel from other console positions if that channel is already keyed from another console position.

B. The supervisor position can override this feature.

5.17.26 Channel Name

A. Designated channel control modules shall include a minimum of twelve character alphanumeric display symbols to identify the channel.

5.17.27 Channel Marker

A. Channel Marker provides the ability for an operator to place a periotic marker indicator on a talk channel when speech is not present to notify new arrivals that the dispatch operator is currently busy handling a call on that channel and to standby with new traffic.

5.17.28 Conventional Channel Monitor

A. A monitor function shall be provided to permit the operator to disable the continuous tone controlled squelch system (CTCSS) of any selected conventional base station receiver (if so equipped) in order to permit monitoring of the communications channel prior to making a transmission.

5.17.29 Repeater Disable

A. Disables the repeat function of conventional tone-controlled conventional base station repeaters.

5.17.30 Repeater Enable

A. Enables the repeat function of conventional tone-controlled conventional base station repeaters.

5.17.31 Talk-group/Channel Select

A. Each talk-group or channel shall be capable of independent selection by the dispatcher.




B. The channel window shall provide a visual window indication when the corresponding channel is selected and when it is transmitting.

5.17.32 Call History Window

A. Each console position shall provide a call history window that allows the operator to review the last 20 calls received at that position.

5.17.33 ID Display Queuing

A. Queuing of at least ten plain English ID's (ID scroll list) on the channel window for standard calls and emergency calls.

5.17.34 Simultaneous Select

A. Controls shall be provided that allow the operator to manually select any combination of console controlled talk-groups and base stations for simultaneous transmissions.

B. This mode of operation shall allow the selection of multiple trunked talk-groups and/or conventional channels.

C. The combined transmission shall utilize a single trunked channel when involving more than one talk-group.

D. The trunked field units shall be able to talk back to the dispatcher directly without having to change the user talk-group selector switch.

5.17.35 Multi-Auto Select

A. Pre-programmed groups of conventional radio channels and/or trunked user groups shall automatically be selected by the selection of single command button or keystroke.

B. These groups of channels shall be operator programmable.

5.17.36 Talk-group Call

A. The console system shall support trunked talk-group calls on any talk-groups programmed in the system with appropriate management approvals.

5.17.37 Selective Call Alert

A. Selected users and all dispatchers shall have the ability to selectively send and receive an alert to and from an individual user on the system regardless of the assigned talk-group.

B. The call shall allow an individual to alert another user with a distinctive tone and their individual ID (ID on display radios only).

5.17.38 Private Call

A. A private conversation shall be possible between the console position operator and any properly equipped mobile, portable, or RF control station.

B. This conversation shall not be able to be monitored by other units on the system.




5.17.39 Talk-Group/Channel Busy Indicator

A. Dispatch Consoles shall have channel busy indicators to visually indicate that the channel is in use.

5.17.40 Talk-Group Merge

A. When operating in this mode, the console shall patch the trunked user talk-groups together utilizing only one RF trunked channel.

5.17.41 Talk-Group/Channel Cross Patch

A. Shall allow the dispatcher to patch any two or more resources together.

B. The purpose is to allow field units of different conventional radio channels and/or trunked talk-groups to intercommunicate directly.

C. If the dispatcher transmits on any talk-group or channel included in a patch, then audio shall be heard by all members of the patch.

5.17.42 Talk-Group/Channel/Telephone Cross Patch

A. This function shall allow cross patching talk-groups/channels and telephone conversations to permit intercommunications.

B. As participants are added or deleted, there shall be no variation in audio levels or quality.

C. All patch audio shall be digitally processed.

D. The patch shall utilize a single trunked channel when patching more than one (1) talk-group.

5.17.43 Talk-Group/Channel Audio Cross Mute

A. Dispatch Consoles shall include a programmable cross mute feature, which precludes voice communication from a dispatcher’s microphone being repeated over loud speakers at other consoles in the dispatch center.

5.17.44 Trunked Announcement Group Calls

A. The console system shall support trunked announcement group calls on any announcement groups programmed into the system, with appropriate management approvals.

5.17.45 Trunked Emergency Calls

A. The console system shall support trunked emergency calls from any user radio programmed in the system with appropriate management approvals.

5.17.46 Emergency Call Alert and Display

A. When a field unit initiates an emergency alert, the console shall provide an audible alert and display the unit ID (alias) of the calling unit in plain English.




5.17.47 Emergency Reset

A. All consoles shall be capable of declaring and receiving emergency alerts from user radios and other operator positions operating on the trunked radio system regardless of the status of the channel control window.

B. Emergency messages shall be indicated by a flashing indicator, an emergency ID character, and an audible alert.

C. Dispatcher acknowledgment of the message shall silence the audible alert and stop the flashing display.

D. The console system shall be capable of queuing multiple emergency messages in the display stack and the emergency ID character shall continue to flash until all messages have been viewed by the dispatcher.

E. The most recent emergency declaration shall be displayed and the dispatcher shall be able to scroll through the queue to view queued emergencies.

F. The Emergency feature shall be programmable to allow the alert message to be delivered and displayed in predefined ways, including display on the current talk-group in use by the person declaring the emergency, and display on a separate pre-defined talk-group.

G. The declaring alias shall be displayed on user radios of the same talk-group and at the appropriate dispatch operator positions.

5.17.48 Alert Tones

A. The console system shall provide a minimum of three distinct over-the-air tones to be used for alerting purposes.

B. Each alert tone shall be immediately broadcast on the selected talk-group, group call or all call, when activated.

C. Tones shall be presented in the headset as side tone audio only, at a reduced volume level to confirm that the tone was generated and sent.

D. The following selections shall be available as a minimum:

a. Alert 1: Steady Alert Tone - shall generate a nominal 1000 Hz steady tone

b. Alert 2: Warbling Tone - shall alternate low and high frequency audio signals

c. Alert 3: Pulsed Alert Tone - shall initiate an automatic sequence, consisting of a nominal 1000 Hz tone, for a period of two (2) seconds

5.17.49 Paging Encoder

A. The console system shall include paging encoder functionality for manual paging and to allow for the configuration of preprogrammed single button function paging.




B. The console system shall include a multi-format paging/signaling encoder that is capable of encoding industry standard two-tone sequential and DTMF signaling formats.

5.17.50 Preprogrammed Single Button Function Paging

A. Each console shall be capable of supporting a quantity of pre-programmed single-button paging functions.

5.17.51 Status Messaging

A. Each of the console operator positions and Supervisory positions shall be equipped with the ability to receive and display status messaging from user radios.

B. A minimum of 125 different pre-defined messages shall be supported.

C. Typically, text messages will be used to indicate status reports and updates from field units.

D. The ID of the sender shall be displayed in a dedicated status-messaging window on the GUI.

E. The window shall display the message sent, along with the ID and a time stamp.

F. The window shall scroll messages & place the most recent message at the top of the list.

G. Upon receipt of a message, an audible alert shall notify the operator that a new message has arrived and needs to be viewed.

H. Text messages shall include a message requesting to speak with the console operator.

I. The operator shall be able to respond with a group call for a group alias and with an individual call for an individual alias.

J. Text messages shall be archived by the system so that they can be easily reviewed at any time for management or emergency purposes.

5.17.52 Radio-Telephone Interface

A. The console equipment shall accommodate a radio/telephone interface with the console operator's headset.

B. Operation shall be such that when the headset is not plugged into its associated jack, selected received audio is routed to the "selected" speaker and console microphone audio is routed to the selected radio functions.

C. When the headset is plugged into the headset jack and no telephone line is selected, the selected speaker is muted, selected audio is routed to the headset, and transmit audio originates from the headset microphone and is routed to the selected radio functions.

D. When the headset is plugged into the headset jack and a telephone line is selected, selected audio appears at the selected speaker, telephone audio appears in the headset, and headset microphone audio is routed to the telephone.




E. With the latter configuration, should the console position be placed in a transmit condition, headset microphone audio would transfer from the telephone to the selected radio channel and would revert to the telephone upon release of the transmit key.




6. USER EQUIPMENT REQUIREMENTS

A. The District intends to implement a P25 Phase 2 radio system and the existing subscriber fleet is not P25 Phase 2 capable. The Contractor shall propose public safety grade radios in the quantities and type listed in Appendix B.

B. All Contractor provided user equipment shall be P25 Phase 1 and Phase 2 equipped and be fully operational in both the 700 and 800 MHz frequency bands.

C. For public safety users, the District requires that Contractor propose only rugged, high-quality, high-tier subscriber equipment that is commensurate with mission critical communications.

D. Contractor shall include only equipment that is of current design and manufacture and FCC Type Accepted.

E. All proposed subscriber equipment shall incorporate electronic, alphanumeric displays to provide visual indication of system availability, channel/talk-group selection, incoming user ID, call alerts, and operational status such as scan and channel busy.

F. All proposed subscriber equipment shall be capable of operating in an analog, P25 Phase 1 and 2 digital trunked, and P25 Phase 1 digital conventional modes.

G. The determination of which mode the radio operates in shall be an automatic function of the channel or talk-group selected by the user.

H. Direct, radio-to-radio, communications (talk-around) capability is required and this capability shall be available using both analog and P25 digital modulations.

6.1 MIL-STD and IP Requirements

A. All proposed subscriber equipment shall incorporate heavy-duty construction, weather-sealed enclosures and weather sealed controls to meet MIL-STD-810 C, D, E, F, and G for water, shock, vibration, dust, humidity, and high/low temperature performance, and the Contractor shall provide these specifications the test method and procedure referenced with their response.

B. All proposed subscriber equipment shall be capable of operation without significant degradation when subjected to shock, humidity and vibration.

C. All proposed mobile radio equipment shall meet or exceed Ingress Protection (IP) IP54 for dust and water intrusion.

D. All proposed portable radio equipment including microphone accessories for public safety users shall meet or exceed IP67 for dust and water intrusion.

6.2 Features and Functions

A. All mobile, portable, and control station equipment shall be equipped with “Call Alert” for the selective alerting of individual users and/or user groups.




a. The Call Alert feature lets a dispatch console or certain radios leave a “page” at an unattended radio or dispatch console

b. Upon returning to the radio or dispatch console, the called user is notified that someone tried to call them

c. A Call Alert can be used to trigger an activity such as a Call Alert may cause a vehicle’s horn to sound and its lights to flash

B. Emergency Call

a. The public safety subscriber radios used on the current system have an easily identifiable “Emergency” button, recessed to prevent accidental initiation

b. When users find themselves in a dangerous situation, they can very quickly use that button to alert dispatchers and other users in their talk-group of the situation

C. Encryption

a. Specific talk-groups and user groups may utilize encryption and the new communications system shall support the capability to utilize end-to-end encryption within user talk-groups

D. Loss of Trunking Indication

a. Contractor shall describe the capabilities of the user equipment radios to provide an indication to the user that the trunked system is operating in a condition that is not normal such as a failsoft mode

b. It is preferred that users have the ability to silence the failure indication tone

E. Time-Out-Timer

a. A transmitter time out timer shall be provided to limit key down time

F. Priority Scan/Monitoring

a. This feature makes it possible for a radio user to scan talk-groups in their system, and to mark up to two conventional channels or talk-groups in their scan list as “Priority”

b. A non-priority conversation will be interrupted by Priority 1 or Priority 2 talk-group activity

c. A priority channel or talk-group is monitored more often than other channels, and will continue to be monitored if listening to another channel or talk-group of lesser priority is captured

G. Non-Priority Scan

a. This feature makes it possible for a radio user to scan between multiple systems, talk-groups, or conventional channels.

H. “Man-Down” Function




a. This functionality will initiate an emergency alarm on the system, in the event that a radio (and presumably its operator) has been in a static horizontal position for a certain amount of time

b. This functionality allows for dispatchers and other members of the talk-group to be notified that a user is in need of assistance, even if the user has been incapacitated and is unable to initiate the emergency on their own

c. This functionality has been identified as critical by public safety users on the system and must be available as an option on subscriber radios

I. Dual-Band Capability

a. The 700 MHz band and the 800 MHz band are considered as a single band for the purposes of this Section

b. This functionality provides the capability for a single radio to operate on two radio frequency bands, such as 700/800 MHz and VHF or 700/800 MHz and UHF

c. This would eliminate the need for users who need to operate on multiple types of systems to carry multiple radios, and would simplify the management of the radio fleet by reducing the total quantity of radios required

d. The Contractor must offer a subscriber radio option to provide this functionality

J. Multi-Band Capability

a. This functionality provides the capability for a single radio to operate on more than one radio frequency band, such as 700/800 MHz, VHF, and UHF

b. This would eliminate the need for users who need to operate on multiple types of systems to carry multiple radios, and would simplify the management of the radio fleet by reducing the total quantity of radios required

c. There must be a subscriber radio option available for this functionality

K. GPS Location Operation

a. This functionality provides the capability to remotely monitor the location of radio units.

b. When combined with the “Man Down” functionality, this becomes a very powerful tool for quickly coming to the aid of fallen users in need of assistance.

c. The new system must include the option of this capability within the radio subscribers.

d. In addition, it is desired by the District that the GPS antenna be integrated within the subscriber radio or its antenna and that an additional external GPS unit and antenna not be required for this functionality.




L. Digital Filtering/Noise Cancellation

a. Subscriber radios for the new system must incorporate software/hardware noise reduction capability. This improves user safety by ensuring that transmissions are not only heard, but also clearly understood. The District reserves the right to test all Contractor proposed radio’s ability to eliminate noise in real public safety situations prior to approving them for purchase.

M. Operation in High RF Noise Environment

a. Subscriber radios for the new system must incorporate software/hardware RF filtering capability to operate in high RF noise environments. There have been recent reports that subscriber radios have experienced receiver desense in environments where signal level from the desired radio system is marginal and there are high levels of out-of-band RF from commercial or other systems. It was noted during informal testing of various models of subscriber equipment that some models performed better than others in this high level RF environment. The District reserves the right to test the ability of all Contractor-proposed subscriber equipment to operate in high RF noise environments prior to approving them for purchase.

N. Intelligent Radio Display

a. Intelligent radio display feature enables the control of audio level, lighting, and tone alerts of the radio. For example, a user in bright sunlight or high-noise environments must be able to increase the lighting or audio level, or if the user is conducting ongoing, covert surveillance, they need to be able to create a profile that provides lower lighting with subdued alert tones and audio. The new system and the available subscriber radios must support this capability.

O. Alphanumeric Texting

a. This functionality provides the capability for radio users and/or dispatchers to send text messages, in place of voice transmissions. This feature would be very helpful in situations where public safety officers need detailed information such as location addresses or suspect descriptions. Rather than relying on memory or the need to write down the information, the user can go back and read the information stored in the radio. The new system and the available subscriber radios must support this capability.

P. Radio Authentication

a. System security is very important to the District and it would be unacceptable for unauthorized users to interfere with or even monitor the communication activities of public safety agencies. While Selective Radio Inhibit has been an important means of providing some of this security, it provides only the capability of disabling a known threat. To provide a higher level of protection to the radio system, it is desired by the




District that the radio system and the subscriber radios be capable of performing an authentication of the radio subscriber units before allowing them access to the system upon each transmission. The new system and the available subscriber radios must support this capability.

6.3 GPS Specifications

A. Accuracy specifications are for long-term tracking, 95th percentile values, > 5 satellites visible at a nominal signal strength of -130dBm.

a. TTFF Cold Start < 1 minute

b. TTFF Hot Start < 10 seconds

c. Horizontal Accuracy < 10 meters

6.4 Mobile Radio General Requirements

A. The mobile radio shall operate from a nominal 13.8 Volt DC primary power source, and shall be equipped with suitable reverse polarity protection to avoid damage if the radio or battery were to be incorrectly installed.

B. The mobile radio shall be protected against voltages above 14 VDC and operate at voltages as low as 11 VDC without emitting any spurious emission or loss of programming.

C. Mobile radios shall have a transmitter output power of 30 watts minimum, and furnished to operate on all channels in the 700/800 MHz bands.

D. All installations, cabling, brackets, etc. shall be part of this procurement.

6.5 Mobile Radio Configurations and Options

A. The mobile subscriber equipment shall be a universal mount (front/rear) radio.

B. Mobile equipment shall be available for motorcycle, watercraft, and aircraft applications.

C. Open-air mobile units and all external headsets, microphones, and speakers shall be weatherproofed and suitable for outdoor installation.

D. A remote mounting kit and universal mounting kit shall be provided for designated units. The mounting kit shall include control cable, power cable, external control head and microphone, external speaker, and all mounting brackets and interconnecting cable shall be supplied.

E. When front mounted, the control unit shall become an integral part of the radio set housing.

F. The speaker may be internal or external where required and shall be environmentally weatherproof in its design and operation.

G. All mobile radios shall be equipped with a palm-type heavy-duty microphone.




H. Different models shall be provided to designated radio units as described below:

a. Heavy-duty palm microphone

b. A hand-held control head microphone with the capability of selecting talk-groups and channels, adjustment of volume, and activation of the emergency function

c. A noise canceling microphone for use in a high-noise environment

I. Contractor shall provide a roof mounted ¼-wave heavy-duty mobile antenna for each mobile.

J. The mobile antennas shall mount in a ¾-inch hole and be of all brass construction with O-ring seals.

K. Designated mobile radio units shall be equipped with an external speaker (mounted in the vehicle).

L. Mobile radios shall provide a minimum audio power output of ten (10) watts at no greater than 3.0% audio distortion for use in high noise environments.

M. Dual Control Heads: designated mobile radios shall offer dual control heads for a District-selected number of units and be interfaced with the current vehicle intercom and/or headset systems.

N. Contractor shall provide per unit pricing for public safety mobile user equipment and accessories based upon the general tier descriptions and feature-sets listed below:

Radio Features for Mobile Radio Equipment

Mid-Tier High-Tier

700/800 MHz Capable X X Group/Channel Selector, 16 Position X X

Volume Control X X Minimum Number of Modes 512 512

Scan Control with Priority Scan X X Alphanumeric Display Backlit X X

Partial Keypad with Backlit Keys X Full Keypad with Backlit Keys X

Emergency Button X X Over-the-air-Reprogramming X X

Multi-Key Encryption (48 minimum) X X Over-the-air Rekeying X X

Ruggedized Construction Option X X Intrinsically Safe Option X X

Table 7 – Public Safety Mobile Radio Features




6.6 Portable Radio General Requirements

A. The radio set shall be small, lightweight, and rugged and shall be capable of withstanding severe operating conditions.

B. The portable housing shall be constructed of high impact resistant material and shall be sealed and gasketed to protect internally mounted circuitry against dust, foreign particles, moisture, and splashing water.

C. Opening the battery compartment shall not break the seal to the radio circuitry. “Ruggedized and weather resistant” portable radios are preferred.

D. If available, ruggedized and weather resistant portable radios shall be offered and thoroughly described.

E. All proposed portable subscriber radios shall be less than 24 ounces in total weight with attached battery not including external accessories.

F. The portable radio shall fit comfortably in the hand and permit one hand operation.

G. Controls shall be top-mounted rotary controls with positive stops for volume and channel mode selection.

H. Control placement must be sufficient to allow operation wearing gloves as typically used by the fire service.

I. A sealed transmitter "push-to-talk" (PTT) switch shall be provided on the side of the unit, and an emergency switch shall be provided for user-defined quantities of radios.

J. Transmitter RF power output shall be a minimum of 2.5 watts.

K. All proposed portable radios shall be equipped with a personal, desktop-style single battery charger, a spare battery of the same type and duty cycle rating as the primary battery provided with the radio, and a standard with a belt clip.

L. Portable radios not operating in a vehicular charger or adapter, shall provide no less than 500 milliwatts of audio output power at no greater than 1.5% audio distortion.

M. All proposed portable radios shall be equipped standard with a ½-wavelength whip style antenna operational across the 700-800 MHz frequency bands per current FCC requirements.

N. Contractor shall describe the capabilities of the proposed portable radios to provide an indication to the user that the trunked system is operating in a mode that is not normal; it is preferred that users have the ability to silence the failure indication tone.

O. Radios shall be delivered with all necessary channels already programmed.

P. Contractor shall provide a matrix showing all models of portable radios available and shall include the dimensions and weight of each model.




Q. Contractor shall provide per unit pricing for public safety subscriber equipment and accessories based upon the general tier descriptions and feature-sets listed below:

Radio Features for Public Safety Tier Portable Radio Equipment Mid-Tier High-Tier

700/800 MHz Capable X X Top-Mounted Group/Channel Selector, 16

Position for portables X X

Top-Mounted Volume Control for portables X X Top-Mounted Display for portables X X

Minimum Number of Modes 512 512 High Capacity Battery X X

Vehicular Portable Charger X X Speaker Mic (w/o Antenna) X X

Speaker Mic Antenna X X GPS X X

Scan Control with Priority Scan X X Alphanumeric Display Backlit X X

Partial Keypad with Backlit Keys X Full Keypad with Backlit Keys X

Emergency Button X X Over-the-air-Reprogramming X X

Multi-Key Encryption (48 minimum) X X Over-the-air Rekeying X X

Ruggedized Construction Option X X Intrinsically Safe Option X X

Table 8 – Public Safety Portable Radio Features

6.7 Portable Radio Configurations and Options

A. Contractor shall propose Lithium-ion (Li-Ion) “smart” rechargeable batteries, which shall be quickly and easily removed from the radio.

a. The proposed “smart” battery technology shall be capable of monitoring and reporting its condition to the operator

b. Battery life, based on a 10% transmit, 10% receive, 80% stand-by duty cycle, measured in accordance with EIA RS-316 at 250 milliwatts of audio output, shall be at least twelve (12) hours

c. Batteries shall be capable of full recharge in one (1) hour or less.




d. Batteries provided shall be capable of withstanding a 3-foot drop test to concrete without damaging battery performance or visibly cracking the battery housing.

e. Contractor shall provide in the proposal a list of time parameters for each type of battery and capacity available for each type of portable radio.

B. External accessory connections shall be provided as an integral part of the radio, for the connection of various types of remote speaker/earplug/microphone/ antenna combinations.

C. A flexible antenna shall be provided and shall connect to the appropriate connector on the radio or speaker-microphone.

a. Antennas mounted on the radios shall be ½-wave whip type.

D. A belt-mounted carrying case shall be provided.

E. Speaker-Microphones.

a. Speaker microphones shall not have antennas on the microphone, shall be water resistant, and shall use coiled cords in at least three (3) different lengths.

b. Speaker microphones shall be noise canceling.

c. It shall be possible for an operator to remove the speaker microphone from a portable radio without the use of tools, and then operate the radio in normal fashion.

F. Speaker-Microphone-Antenna Combination.

a. Designated portable units shall be equipped with a public safety remote speaker-microphone-antenna (SMA) or a speaker-microphone configuration without the antenna.

b. SMAs shall be water resistant, and shall be noise canceling.

c. It shall be possible for an operator to remove the SMA from a portable radio without the use of tools, and then operate the radio in normal fashion.

G. Single-unit Charger.

a. The portable radio shall operate in the receive and transmit modes while being charged in the single unit charger.

b. The charger shall operate from a 120 VAC, 60 Hz single-phase source.

H. Multi-unit Charger.

a. The portable radio shall operate in the receive and transmit modes while being charged in the multi-unit charger.

b. A multi-unit fast charger shall provide proper charging of batteries whether in or out of the portable radios.




c. The charger shall operate from a 120 VAC, 60 Hz single-phase source.

d. The multi-unit fast charger shall be capable of charging a minimum of six batteries simultaneously, and have a battery status indicator for each battery position.

I. Vehicular Charger.

a. The portable radio shall be capable of operating in both the receive and transmit modes while being charged in the vehicular charger.

b. The vehicular charger shall be capable of charging a battery whether on or off the respective radio (without the need for a spacer or adapter) and operate from a nominal 13.8 VDC vehicular source.

c. The vehicular charger shall be designed in a manner that will allow full view of the portable radio alphanumeric display.

J. Intrinsically Safe.

a. Portable radios, batteries and accessories (used by the fire service) proposed must be approved by Factory Mutual as intrinsically safe for the following hazardous environments: Class I and II Division I, groups C, D, E, F and G and non-incentive for Class I, Division 2, Groups A, B, C and D.

6.8 Control Station Radio Configurations and Options

A. Control stations shall be provided that operate from 120VAC, 60Hz primary power.

B. All radio equipment shall be FCC type accepted under Part 90 of the FCC Rules and Regulations.

C. Control stations shall be frequency synthesized with a transmitter output power of 30 watts minimum, and furnished to operate on all channels in the 700/800 MHz bands.

D. Control stations shall be configured and supplied with a desk-stand type microphone and shall contain a PTT transmit switch.

E. Single Control Station Antenna and Transmission Line.

a. The new control stations may utilize the existing indoor and outdoor antenna systems if specified in this RFP.

b. Any newly installed control station that is not a replacement for an existing control station shall use an Antenex Y8063 yagi model or equivalent.

c. For pricing purposes, Contractor shall assume 100 feet of 1/2-inch foam LDF transmission line length for a typical control station installation.

d. All installation hardware, transmission line surge suppressors, ground kits, etc. shall be provided.

F. Multiple Control Station Antenna and Transmission Line.




a. The new control stations may utilize the existing indoor and outdoor antenna systems if specified in this RFP

b. For the installation of multiple control stations, the Contractor shall propose a control station combining system with dual antennas

c. For pricing purposes, Contractor shall assume 100 feet of 1/2-inch foam LDF transmission line length for each control station antenna

d. All installation hardware, transmission line surge suppressors, ground kits, etc. shall be provided

G. Digital Remote Control Unit.

a. Digital remote control units where required shall be compact desktop style units for the remote operation of the control stations

b. The remote control unit shall be capable of controlling the conventional and trunked features of the control station radio such as modes, talk-groups, channels, emergency, and typical mobile radio control head functions

H. Alerting Capabilities.

a. Where required, control stations shall be equipped to provide a switched output with dry relay contacts that may be connected to District-provided signaling and control equipment typically used for fire station alerting

b. Activation of the switched output shall be controlled by the transmission of a Call Alert message

6.9 Fleet Mapping and Subscriber Equipment Programming

A. The Contractor, with input from the District, shall develop and program the fleet map assignments for the entire system infrastructure.

B. The Contractor shall develop the fleet mapping for all public safety and mutual aid talk-groups.

C. All local government agencies will remain on the existing SmartNet system for approximately two years, so fleet mapping for these agencies is not required.

a. The Contractor shall be aware of the current failsoft channel assignments for the local government agencies operating on the SmartNet system and retain those frequencies in the SmartNet system to support communications during a failsoft condition.

D. The Contractor shall be responsible for the final subscriber equipment templates or programming of the subscriber equipment.

E. Contractor shall provide two (2) sets of programming cables and current versions of programming and maintenance software for each model and type of mobiles and portables provided.




7. FAA AND FCC FILINGS AND AUTHORIZATIONS

7.1 FAA Study and Determination

A. The Contractor shall be responsible for filing and obtaining any and all FAA Studies and Determinations prior to construction, and for the notification of the FAA upon the commencement and completion of construction by the filing of the appropriate forms.

B. This requirement includes any and all studies required for the addition or modification of system antennas and frequencies for all new and existing tower structures.

7.2 FCC Application, Coordination, and Licensing

A. The Contractor shall be responsible for any and/or all frequency coordination, modifications to existing licenses, engineering documentation, submittals, and applications to the Region 18 Committee and coordination, FCC applications, FCC filings, waivers, etc. for the licensing of the communication system frequencies and any licensing work required in this RFP.

B. The Contractor shall be responsible for any and all fees levied by the frequency coordinators.

7.3 FCC Antenna Structure Registration

A. The Contractor shall be responsible for all work, studies, and costs for obtaining or modification of any and all FCC Antenna Structure Registrations required for antenna structures provided and any existing towers modified in this Project.

7.4 AM Detuning

A. If applicable, the Contractor shall be responsible for all work, studies, and costs for obtaining any and all AM Detuning Services for tower structures provided or modified in this Project including the assessment and correction of pattern distortion where wireless antenna structures (towers) can unintentionally interfere with an AM broadcast station's antenna pattern.

7.5 Environmental, Tribal, Historical, MPE, EME/NIR, and Other Studies

A. The Contractor shall be responsible for obtaining any and all required environmental, tribal, historical, maximum permissible exposure, electromagnetic exposure, non-ionizing radiation, or any antenna structures provided and any existing towers modified in this Project.

B. The Contractor shall be responsible for any and all payments to Indian tribes.

7.6 Receiver Desense

A. The District requires that tower-top amplifier preselector filters be furnished and installed and that transmitter bandpass filters be furnished and installed where vertical separation cannot be achieved on the supporting structure.




B. The District desires that no receiver installed at any site by the Contractor be desensed by more than one (1) dB due to the presence of carrier signal from any transmitter that is located at that site.

C. The Contractor shall provide calculations showing that appropriate filtering equipment, if required, has been provided as part of their proposal.




8. SCOPE OF WORK FOR COMMUNICATION SITES

A. The Contractor shall be responsible for any renovation work at existing communication facilities that may be required to support the implementation of their proposed communications system.

B. The Contractor shall be solely responsible for the assessment of the communication system facilities, and for the development of the scope of work and the costs associated with these renovations.

C. The renovation work may include the relocation of existing equipment, racks, antenna systems, and other components installed at the sites.

8.1 UPS and DC Power Systems

A. The District plans to use a combination of conventional UPS systems and -48VDC power plants at their fixed-end equipment sites as follows.

a. E-911 – existing building UPS system for fixed-end geo-redundant control, RF, and dispatch console equipment, and a -48VDC battery plant for the microwave and backhaul network equipment

b. Ellerbe – New -48VDC power plant for all new P25 system equipment and the existing UPS systems for the SmartNet, Fire Paging, and Mobile Data equipment

c. CDC/Wade – New -48VDC power plant for all new P25 system equipment and the existing UPS systems for the SmartNet, Fire Paging, and Mobile Data equipment

d. Greenwood – New -48VDC power plant for all new P25 system equipment and the existing UPS systems for the SmartNet, Fire Paging, and Mobile Data equipment

e. KMSS – New -48VDC power plant for all new P25 system equipment and the existing UPS systems for the SmartNet, Fire Paging, and Mobile Data equipment

f. Vivian – New -48VDC power plant for all new P25 system equipment and the existing UPS systems for the SmartNet, Fire Paging, and Mobile Data equipment

g. Fire Station #17 – A new dual-UPS system for fixed-end RF and geo-redundant control equipment, and a -48VDC battery plant for the microwave and backhaul network equipment

h. CCC-Jail - UPS system for the dispatch console related and control station radio equipment

i. Port Facility – UPS system for the dispatch console related and control station radio equipment, and a -48VDC battery plant for the microwave and backhaul network equipment

j. Optional Caddo Fire Station 8 – New -48VDC battery plant for the microwave and backhaul network equipment




B. At the E-911 and the Fire Station #17 sites, the Contractor shall furnish and install a new -48VDC power plant consisting of batteries, rectifiers and a distribution circuit breaker panel that will provide a minimum run time for all Contractor-provided microwave and backhaul network equipment plus a 25% reserve capacity for a minimum run time of 8-hours.

a. The DC power plant at the E-911 site shall be powered by the building UPS system

C. At the CCC-Jail site, the Contractor shall furnish and install a new -48VDC power plant consisting of batteries, rectifiers and a distribution circuit breaker panel that will provide a minimum run time for all Contractor-provided microwave and backhaul network equipment plus a 25% reserve capacity for a minimum run time of 8-hours.

D. At the optional Fire Station 8 site, the Contractor shall furnish and install a new -48VDC power plant consisting of batteries, rectifiers and a distribution circuit breaker panel that will provide a minimum run time for all Contractor-provided microwave and backhaul network equipment plus a 50% reserve capacity for a minimum of 8-hours.

E. At the Port Facility site, the Contractor shall furnish and install a UPS system for the dispatch console related and control station radio equipment with a 30-minute runtime plus a 50% reserve capacity, and a new -48VDC power plant consisting of batteries, rectifiers and a distribution circuit breaker panel that will provide a minimum run time for all Contractor-provided microwave equipment plus a 50% reserve capacity for a minimum of 8-hours. The UPS system will be connected to utility power and existing backup generator.

F. The Contractor shall be responsible to furnish and install the 240VAC breakers, wiring, conduit, and receptacles to provide two circuits for redundancy to each rectifier rack at each tower site.

8.1.1 UPS Systems for Geo-Redundant Site

A. The District desires to place the geo-redundant core switch equipment at the Fire Station #17 tower site.

B. The District desires to implement -48VDC power plant systems for the repeater infrastructure tower sites, however for Fire Station #17 they wish to implement a pair of UPS systems.

C. The Contractor shall propose a dual-UPS system for the Fire Station #17 tower that shall power both the network core equipment and the repeater infrastructure equipment.

D. The Contractor shall provide two (2) new 120/240VAC, single-phase UPS backup power systems and bypass switches of sufficient capacity (minimum 20kVA each) to maintain full system operation of the communications site during transition to the backup power generator system for a minimum of 30 minutes.




E. The UPS system shall not introduce single points of failure to the system and shall be provided with a full maintenance bypass switches.

8.1.2 DC Power Plant Systems

A. The Contractor shall provide a -48VDC power plant system at each of the following tower sites:

a. The Ellerbe Tower site, load shedding and 30-minute full-load run time for the trunked system infrastructure and 8-hour run time for the microwave backhaul network equipment

b. The Wade/CDC Tower site, load shedding and 30-minute full-load run time for the trunked system infrastructure and 8-hour run time for the microwave backhaul network equipment

c. The Greenwood Tower site, load shedding and 30-minute full-load run time for the trunked system infrastructure and 8-hour run time for the microwave backhaul network equipment

d. The KMSS Tower site, load shedding and 30-minute full-load run time for the trunked system infrastructure and 8-hour run time for the microwave backhaul network equipment

e. The Vivian Tower site, load shedding and 30-minute full-load run time for the trunked system infrastructure and 8-hour run time for the microwave backhaul network equipment

8.1.3 UPS System Requirements

A. The UPS equipment shall be comprised of a microprocessor-controlled inverter, battery charger, and necessary metering to provide operator information, and shall include a computerized self-diagnostic monitoring and control package in order to keep operators advised of system status.

B. The UPS shall operate as an on-line, fully automatic system capable of operating in the following modes:

a. NORMAL - The rectifier/charger derives power as needed from the commercial AC utility or generator source and provides filtered and regulated DC power to the on-line inverter and simultaneously charges the batteries. The inverter converts the DC power to highly regulated and filtered AC power for the critical loads

b. EMERGENCY - Upon failure of the commercial AC utility or generator source, the inverter continues to power the critical loads. The inverter receives its power without interruption, from the batteries

c. RECHARGE - Upon restoration of the commercial AC utility or generator source, the rectifier/charger again provides filtered and regulated DC power to the inverter and




simultaneously recharges the batteries. This shall be an automatic function and occurs without interruption to the critical loads

d. AUTOMATIC BYPASS - The automatic bypass transfers the critical loads to the commercial AC source in the case of an overload, load fault, or internal failures. Return from bypass mode to normal mode is automatic except in the case, which the overload exceeds specified limits or an internal failure has occurred

e. MANUAL BYPASS - The manual bypass provides the capability to transfer the critical loads to the commercial AC source for UPS servicing

C. The Contractor shall consider the load of the equipment specified in this project plus a growth factor equivalent to a 25% load expansion when calculating UPS capacity and run time.

D. Batteries supplied with the uninterruptible power system shall be sealed maintenance free, high-rate discharge with a minimum life of ten (10) years, be suitable for use in an equipment shelter environment without external ventilation, and shall be arranged in a steel, lockable cabinet suitable for the purpose and size of the batteries and to permit servicing of the batteries within the equipment room.

E. The batteries shall have provision for an equalization charge attachment in an off-line mode in order to insure proper battery life and stability.

F. An AC load center with circuit breakers shall be provided with the UPS system to provide a protected AC distribution to all communications and site equipment including a minimum of five spare AC circuit breakers of the same type supplied on the panel for future use.

8.1.4 DC Power Plant Requirements

A. The Contractor shall furnish and install -48VDC power plant systems that shall power all communications system equipment and network backhaul equipment. The Contractor shall provide all batteries, battery mounting or racking facilities, float-type battery chargers/rectifiers, low voltage disconnects, and DC load centers.

B. The Contractor shall furnish plans and specifications to all materials and labor necessary to complete the installation of DC power plant systems at the specified communication sites.

C. When sizing the system, the Contractor shall consider the required run-time and the load of the equipment specified in this project, plus a growth factor equivalent to a 50% base station load expansion.

D. Ancillary site equipment essential to continuous system operation, tower-top preamps and receiver multicouplers, GPS reference oscillators, etc. shall be powered by the sites’ -48VDC power plant system where ever possible.




E. Battery Run-Time

a. The Contractor shall consider the load of the radio and microwave equipment specified in this project, plus a growth factor equivalent to a 50% load expansion when calculating battery run time

F. Batteries

a. Modular stationary batteries shall be sealed maintenance-free type with sufficient ampere-hour capacity to support the run-time requirements and the battery life expectancy shall be at least 20 years in normal float-type service

b. Battery capacity ratings shall be adjusted by a factor of 1.25 to compensate for battery capacity degradation over their 20-year life

c. No venting facilities or special battery rooms shall be required for normal operating conditions

d. Batteries shall be EnerSys PowerSafe DDm series, or engineer-approved equivalent

e. Secure mounting facilities shall be incorporated in the design of the battery bank

G. Battery chargers/rectifiers shall provide 100% redundancy with sufficient current capability to supply all site equipment load requirements plus a 50% load expansion and simultaneous charging of a discharged battery bank to full capacity in 24 hours.

H. Each rectifier chassis shall be powered by a two dedicated 240VAC, properly sized breakers and receptacles for redundancy.

I. Battery chargers/rectifiers shall be capable of battery eliminator operation and power switching and disconnect capability such that the rectifiers, batteries, and commercial power sources may be separately isolated in a manner whereby each component may be serviced safely.

J. The switching and disconnect capability shall be designed such that radio communications system operation is not impaired or interrupted during any repair or maintenance action.

K. The battery chargers/rectifiers shall be rack-mounted in an EIA 19-inch rack and the rectifier modules shall be provided on a redundant N+1 basis and shall operate in ambient temperatures of 0º C to +50º C.

L. The battery chargers/rectifiers shall be provided with AC circuit breakers, DC circuit breakers, minimum 2% accuracy DC voltmeter and DC ammeter, current limiting and high voltage shutdown circuitry, continuous float and equalizing voltage adjustment, and 24-hour equalizing timer and these features may be integral to the chargers/rectifiers or provided in separate rack mount assemblies.

M. The chargers/rectifiers shall have the following minimum alarm points:




a. Battery charger low voltage

b. Battery charger high voltage

c. Battery charger no charge

N. A rack-mounted DC load center with circuit breakers shall be provided with the battery power system to provide a protected DC distribution to all -48VDC powered communications equipment, and the Contractor shall furnish and install a minimum of five spare DC circuit breakers of the same type supplied on the panel for future use.

O. The DC-power circuit breakers shall be configured in a manner to preserve system redundancy.

P. A separate (not in the DC distribution panel) DC load breaker shall be provided to disconnect the battery from the -48VDC rectifier system and the DC battery disconnect shall be equipped with alarm relay contacts and connected to the system alarm system.

Q. Automatic low-voltage disconnects shall be provided for the radio and microwave equipment to remove the load from the battery plant at the point when the battery voltage reaches a preset dropout voltage level.

8.1.5 DC Power Plant for Microwave

A. The microwave radio equipment shall be configured for -48 VDC operation.

B. The -48VDC power system shall consist of, but not be limited to, float-type battery chargers/rectifiers, batteries, low voltage disconnects and distribution circuit breaker panel and be contained within a single rack.

C. Modular stationary batteries shall be sealed maintenance-free type with sufficient ampere-hour capacity to support the run-time requirements.

a. Battery life expectancy shall be at least 20 years in normal float-type service

b. Battery capacity ratings shall also be adjusted by a factor of 1.25 to compensate for battery capacity degradation over their 20-year life

c. No venting facilities or special battery rooms shall be required for normal operating conditions and secure mounting facilities shall be incorporated in the design of the battery bank

D. Battery chargers/rectifiers shall provide 100% redundancy with sufficient current capability to supply all site equipment load requirements and simultaneous charging of a discharged battery bank to full capacity in 24 hours.

a. Battery chargers/rectifiers shall be capable of battery eliminator operation and power switching and disconnect capability such that the rectifiers, batteries, and commercial power sources may be separately isolated in a manner whereby each component may be serviced safely.




b. This switching and disconnect capability shall be designed such that the operation of other systems are not impaired or interrupted during any repair or maintenance action

c. The rectifier modules shall be provided on a redundant N+1 basis and shall operate in ambient temperatures of 0º C to +50º C

d. Rectifier modules shall operate from 120 VAC, as appropriate to the site of installation and the battery chargers/rectifiers shall be rack-mounted in an EIA 19-inch rack

e. The battery chargers/rectifiers shall be provided with AC circuit breakers, DC circuit breakers, minimum two percent (2%) accuracy DC voltmeter and DC ammeter, current limiting and high voltage shutdown circuitry, continuous float and equalizing voltage adjustment, and 24-hour equalizing timer.

f. These features may be integral to the chargers/rectifiers or provided in separate rack mount assemblies

E. The chargers/rectifiers shall have the following minimum alarm points and be connected to the new Network Monitoring and Control System and provide status indications for local observation:

a. Battery charger low voltage

b. Battery charger high voltage

c. Battery charger no charge

F. A rack-mounted DC load center with circuit breakers shall be provided with the battery power system to provide a protected DC distribution to all -48 VDC powered communications equipment and five (5) spare DC circuit breakers of the same type supplied on the panel shall be included for future use.

G. To protect the battery supply, an automatic low-voltage disconnect shall be provided to remove the load from the battery bank at the point when the battery voltage reaches a preset dropout voltage level.

8.1.6 Power Inverters

A. Communication control and other network equipment shall be powered either directly from the DC power plant or by individual, redundant 120VAC/-48VDC input to 120VAC output power inverters that shall have a capacity rating of at least twice that of the calculated equipment loads.

B. These power inverters shall be equal or equivalent to NEWMAR model 48-1000 or 48-2000 and sized appropriately for the connected loads.




8.2 Tower Structural Analyses and Modifications

A. The District will perform a structural analysis for each existing tower structure to ensure that the structures will safely support the antenna systems proposed by the Contractor.

B. The Contractor shall identify their proposed antenna system loads in their proposal for all antenna systems hardware to be placed on each tower.

C. The District will be responsible for any structural upgrades/modifications required to support the current and proposed antenna systems.

D. The structural analyses will be performed per the latest version of TIA-222 and Structure Classification III and local Codes for Caddo Parish, Louisiana.

8.3 E-911 Center Tower Site

A. The communications equipment room has adequate space and will be used for the new communications system RF and control site.

B. The E-911 Center UPS and emergency backup generator shall be used to power the new communications system and network equipment.

a. Note that the new microwave radio equipment will utilize a -48VDC battery plant

C. The 16-Port Polyphaser PEEP transmission line entry port is extremely congested and there are no open ports.

D. The Contractor shall furnish and install a second 16-Port Polyphaser PEEP transmission line entry port including modifications to the waveguide bridge to enable the efficient routing of transmission lines to the new entry port.




Figure 1 – E911 Center Entry Port

8.4 Ellerbe Tower Site

A. The communications shelter is in good condition and will be used for the new radio system.

B. The emergency backup generator is in good working order and will be used for the new P25 system.

C. The existing Best Power UPS systems will remain in place to power the existing SmartNet system until it is dismantled, and at that time the SmartNet and UPS systems will be removed.

D. The Contractor shall furnish and install a new -48VDC power plant.




E. The floor space within the shelter appears to be adequate for the installation of the base station equipment for the new P25 communications system.

F. There are (5) open ports on the Polyphaser PEEP transmission line entry port.

8.5 Wade/CDC Tower Site




D. Electrical power and circuits appear to be adequate for the new P25 communications system.



8.6 Greenwood Tower Site







8.7 KMSS Tower Site









F. There is (1) open port on the Polyphaser PEEP transmission line entry port.

G. There are (3) ½” Heliax lines, and (1) ¼” Superflex line that may be consolidated into a shared port on the Polyphaser PEEP transmission line entry port to free-up additional ports.

8.8 Vivian Tower Site







8.9 Fire Station #17 Tower Site



C. The Contractor shall remove and replace the existing Best Power UPS systems and connect the existing site equipment to the new UPS.







8.10 CCC-Jail Site

A. The Contractor shall provide a wireline dispatch console operator position and supporting equipment in the Master Control Room at the CCC-Jail.

a. The Contractor shall provide one (1) full-function operator position to support dispatch operations for the conventional P25 Jail repeater and CPSO talk-groups

B. The Contractor shall furnish and install the appropriate auxiliary and interface components to connect the ancillary systems such as conventional base stations and backup control stations to the new dispatch consoles.

C. The Contractor shall furnish and install one (2) new P25 control station radios with power supply and antenna system.

a. One control station shall be configured to communicate on trunked talk-groups

b. The second control station shall be configured to communicate on the CCC-Jail conventional P25 repeater

D. The Contractor shall furnish and install an 11 GHz licensed MHSB spur between the E-911 tower site and the CCC-Jail to provide backhaul redundancy to the Sheriff’s network.

a. The Contractor shall furnish and install a MHSB outdoor microwave radio system and 2-foot dish antenna

b. The Contractor shall furnish and install a non-penetrating roof-top antenna mounting skid system similar to the ROHN BRM4 Series properly designed to support the proposed MHSB outdoor microwave radio system and 2-foot dish antenna

c. The Contractor shall furnish and install a 3/8” protective barrier between the roof-top mount and the roof similar to the ROHN BRM4PAD

d. The Contractor shall furnish and install a safety cable kit similar to the ROHN SCK150

e. The Contractor shall furnish and install the conductors and hardware to bond the skid mount to the existing ground conductor located on the roof

E. UPS system for the dispatch console related equipment, and a -48VDC battery plant for the microwave and backhaul network equipment.

F. The Contractor shall furnish and install a UPS system for the dispatch console related equipment with a 30-minute runtime, and a new -48VDC power plant consisting of batteries, rectifiers and a distribution circuit breaker panel that will provide a minimum




run time for all Contractor-provided microwave equipment plus a 25% reserve capacity for a minimum of 8-hours.

8.11 Backup Dispatch at the Port Facility

A. The Contractor shall provide wireline dispatch console operator positions and supporting equipment at the backup dispatch location at the Port Facility.

a. The Contractor shall provide six (6) full-function operator positions to support emergency backup dispatch operations for the CPSO, SPD, and SFD

B. The Contractor shall furnish and install the appropriate auxiliary and interface components to connect the ancillary systems such as conventional base stations and backup control stations to the new dispatch consoles.

C. The Contractor shall furnish and install six (6) new P25 control station radios with power supply and antenna system to provide radio backup to the dispatch consoles.

D. The Contractor shall furnish and install an 11 GHz licensed MHSB spur between the Ellerbe tower site and the Port Facility to extend the communications system network into the Port Facility.

a. The Contractor shall furnish and install a MHSB outdoor microwave radio system and 2-foot dish antenna

b. The Contractor shall furnish and install a non-penetrating roof-top antenna mounting skid system similar to the ROHN BRM4 Series properly designed to support the proposed MHSB outdoor microwave radio system and 2-foot dish antenna

c. The Contractor shall furnish and install a 3/8” protective barrier between the roof-top mount and the roof similar to the ROHN BRM4PAD

d. The Contractor shall furnish and install a safety cable kit similar to the ROHN SCK150

e. The Contractor shall ensure that the microwave antenna is not visible from the street in the front of the building

f. The Contractor shall furnish and install the conductors and hardware to bond the skid mount to the existing ground conductor located on the roof

E. UPS system for the dispatch console related equipment, and a -48VDC battery plant for the microwave and backhaul network equipment.

F. The Contractor shall furnish and install a UPS system for the dispatch console related equipment with a 30-minute runtime, and a new -48VDC power plant consisting of batteries, rectifiers and a distribution circuit breaker panel that will provide a minimum run time for all Contractor-provided microwave equipment plus a 25% reserve capacity for a minimum of 8-hours.




8.12 Fire Station 8 Microwave Link (Optional)

A. The Contractor shall provide pricing for the optional Fire Station 8 microwave link in their proposals.

B. The Contractor shall furnish and install a 125’ tall, self-supporting tower with foundation, grounding system, and waveguide bridge at Fire Station #8 location in accordance with the requirements contained in Section 9 of this RFP.

C. The Contractor shall furnish and install an 11GHz, non-protected microwave link between the Vivian tower site and Fire Station 8.

D. The Contractor shall furnish and install any routing equipment required for the connection of the microwave radio system to the District provided leased fiber network in the Fire Station.

E. The Contractor shall furnish and install a -48VDC power plant consisting of batteries, rectifiers and a distribution circuit breaker panel that will provide a minimum run time for all microwave and network equipment plus a 25% reserve capacity for a minimum of 8-hours.

F. The Contractor shall furnish and install an indoor equipment cabinet to house the microwave indoor unit and the -48VDC power plant.

a. The equipment cabinet will be installed in the unconditioned loft area within the fire station

b. The communication cabinet shall be similar to a DDB Unlimited ST-42DX or an approved equivalent




9. TOWER STRUCTURE GENERAL REQUIREMENTS

A. Where specified in this RFP, the Contractor shall be responsible for providing the tower structures and foundations, and for furnishing and installing all associated hardware, lighting and safety systems and appurtenances.

B. All work shall be performed in accordance with good engineering practices and comply with all local, State and Federal codes, rules and ordinances and the Contractor shall adhere to local electrical code and building regulations.

C. The tower shall be self-supporting and constructed with solid legs and solid cross members.

D. The fabrication and installation of the tower shall include all hardware, brackets, fasteners, climbing and safety systems, ancillary devices such as tower lighting systems, and engineering and installation services required to complete the Project.

E. The Contractor shall be responsible for ensuring that the tower meets all design criteria, labor services, guarantees and installation requirements contained in the Contractor’s specifications, or in national or industry standards to which such specification refers.

F. The work to be performed shall include site preparation, grading, foundation installation, tower erection including climbing ladders and safety climb system, tower lighting systems, transmission line ladders and transmission bridges, lightning rods, grounding system and ground bus bars, and the touch-up of any scrapes or damage to the protective galvanizing.

G. All exothermic welds and any touch up repairs to galvanized components shall be coated using a cold galvanizing compound spray that contains a minimum of 93% zinc such as Rust-Oleum Cold Galvanizing Compound.

9.1 Reference Standards

A. All materials, design, and construction procedures shall be in accordance with the latest versions of the applicable industry standards, specifications,

c. American National Standard for Telecommunications:

d. T1.334-2002, Electrical Protection of Communications Towers and Associated Structures

e. T1.313-2003, Electrical Protection for Telecommunications Central Offices and Similar Type Facilities

f. T1.333.2001, Grounding and Bonding of Telecommunications Equipment

g. ANSI–J-STD-607-A-2002, Commercial Building Grounding and Bonding Requirements or Telecommunications

h. ANSI/NFPA 780-2004, Standard for the Installation of Lightning Protection Systems




i. ASTM Standard A123, A153, B695

j. Harris AE/LZT 123 4618/1 Rev. D, Oct-04 Installation Manual

k. Motorola Standards and Guidelines for Communication Sites commonly known as “R56” version 68P81089E50-B of 9/1/2005

l. Federal Aviation Administration Advisory Circular AC 70/7460-1L

m. EIA/TIA-222G, Structural Standard for Antenna Supporting Structures and Antennas, Telecommunications Industry Association (TIA)

n. NFPA 70: National Electric Code (NEC) – 2008

o. NEMA – National Electrical Manufacturer’s Association

p. Louisiana Fire Prevention Code

q. TIA-1019-A: Standard for Installation, Alteration and Maintenance of Antenna Supporting Structures and Antennas, Telecommunications Industry Association (TIA)

r. OSHA – Occupational Safety and Health Standards

i. 29 CFR Part 1010 – Occupational Safety and Health Standards

ii. 29 CFR § 1910.27 - Ladders

iii. 29 CFR Part 1926 – Safety and Health Regulations for Construction

B. The Standards listed herein are meant to serve as a guide and shall be superseded by any and all current applicable industry standards and/or local codes at the time of the installation.

9.2 Geotechnical Exploration

A. The Contractor shall perform a geotechnical exploration at the locations of each tower foundations; the soil analysis shall include field borings, laboratory testing, and a report containing a summary of the analysis with an evaluation and recommendation for structural foundations.

B. The geotechnical investigation report shall include all information in accordance with the latest version of TIA-222, Geotechnical Investigations (Normative).

C. The report shall be generated and certified by a registered Professional Engineer, licensed to practice in the State of Louisiana and qualified in the area of subsurface investigation and engineering evaluation.

D. The number of field borings to be performed at the site and their depths shall be appropriate for the antenna tower and loads described in this RFP, and in accordance with the latest version of TIA-222.

E. Boring logs and report shall provide:




a. Date, sampling methods, number and type of samples

b. Description of the soil strata according to the Unified Soil Classification System

c. Depths at which strata changes occur referenced to a site benchmark elevation

d. Standard Penetration Test blow counts for each soil layer

e. Soil density for each soil layer

f. Internal angle of friction for each soil layer

g. Cohesion for each soil layer

h. Ultimate bearing capacities for each soil layer or at the recommended bearing depth(s)

i. For expansive soil conditions, the active zone of influence and recommendations for design

j. Elevation of free water encountered and the ground water depth below grade to be considered for design

k. Soil electrical resistivity, pH values and corrosive nature of soil

l. Other pertinent soil design data and recommendations

m. Recommendations for alternate foundation types

n. Topographic information for the site

o. Note the location within 1,000 feet (300 m) of the structure of underground pipelines, buried concentric neutral power wires, and electrical substations as these may affect electrolytic corrosion

F. For drilled piers, the following information shall also be provided:

a. Ultimate tip bearing capacity

b. Ultimate skin friction for each soil layer

c. Lateral modulus of soil reaction for each soil layer

d. Ultimate soil strain at 50% of ultimate compression for each soil layer.

G. Four (4) paper copies of the soils report and one soft copy in Adobe PDF format shall be provided to the District.

9.3 Tower Foundation Construction and Design

A. Contractors shall base their proposed pricing for the foundation design upon normal soil conditions.

B. The final foundation designs shall be based upon existing soil conditions at the tower sites as determined by the geotechnical survey completed as part of this RFP.




9.4 Concrete Materials Testing

A. A concrete materials test shall be performed for each tower foundation and shall include slump testing of the concrete materials and unconfined compressive strength testing of the concrete cylinders molded at the time of the concrete pour.

B. Cylinders shall be provided for each foundation pier, and shall be tested at 7 and 28 days after the concrete pour.

C. A report of test results for slump testing and unconfined compressive strength testing shall be provided to the District immediately following each test.

9.5 Design Plans and Submittals

A. The required design documentation shall be approved, signed, dated, and sealed by a registered Professional Engineer (structural) qualified and licensed to practice in the State of Louisiana.

B. At no later than fifteen calendar days prior to foundation excavations for the tower, the Contractor shall deliver signed and sealed copies of all required tower structure and foundation design documentation. Four (4) paper copies and one soft copy in Adobe PDF format shall be delivered to the District’s Project Manager; these submittals are in addition to any documentation submittals that may be required for the permitting process.

C. The Contractor shall prepare and submit for District approval, all plans, specifications, foundation drawings and scale drawings of the tower depicting its overall height, the number and height of sections, the width of each section and antenna loading and their specified heights.

D. The Contractor shall prepare and submit for District approval, a profile view of the tower containing structural details, tower loads, and engineering notes.

E. Any documentation for the tower requested by the District for planning approvals shall be supplied in a timely manner.

F. In accordance with TIA-222, complete plans, assembly drawings, or other documentation shall be supplied showing the necessary marking and details for the proper assembly and installation of the components, including the member sizes, design yield strength of the structural members and the grade of structural bolts required and foundation reactions, when provided, shall be based upon factored loads.

G. The tower plans shall detail attachment height, antenna quantity, antenna model or type, mount quantity, mount type and line size that was included in the structural analysis.

H. Alternatively, the total effective projected area representative of all of the antennas and mounts at each elevation may be provided along with the associated line sizes.

I. The tower plans shall detail the following data for the site specified used in the structural analysis:




a. Exposure category C shall be used

b. Tower and shelter shall be Risk Category III-IV structures

c. Topography category 1

d. Foundation reactions for the loading combinations considered

e. Soil design parameters or source of data

J. Upon completion of tower construction, the Contractor shall deliver to the District, four (4) complete original copies of the tower and foundation as-built documentation, and a soft copy in Adobe PDF, DWF and DWG file formats.

9.6 Construction Notifications

A. The District shall be notified when the inspection of the various construction phases of the tower and foundation are required.

B. For the foundation, the Contractor shall notify the District as to construction status at the following times:

a. Ten days prior to start of excavation - notify as to the start date of construction and estimated completion date of construction

b. The day of the completion of the reinforcement steel

c. The day of the concrete pour

C. For the tower structure, the Contractor shall notify the District as to construction status at the following times:

a. Ten days prior to start of tower installation - notify as to the start date of construction and estimated completion date of construction

b. The day the tower reaches the greatest height

c. The day tower installation is completed

9.7 Materials

A. All equipment and materials shall be new and unused, meet telecommunications industry standards.

B. The District reserves the right to reject and require the return, at the Contractor’s expense, of any and all components that are defective or fail to comply with the specification.

C. Such rejects and/or returns will neither invalidate the remainder of the contract and the rejections of materials for cause shall not provide an extension of time to the Contractor.

D. All materials shall conform to the provisions of TIA-222 where applicable, with respect to physical properties, manufacture, workmanship, and factory finishes.




9.8 Corrosion Protection

A. All fabricated tower assemblies and parts shall be hot-dipped galvanized after fabrication in accordance with the requirements of ASTM Standard A123.

B. All hardware and other attachments, including antenna mounts, climbing steps, transmission line support systems, etc. shall be galvanized per ASTM Standard A153 and B695 or constructed of inherently corrosion resistant materials suitable for such applications; other types of zinc coating or plating is not acceptable.

9.9 Loads and Stresses

A. The design of the tower shall take into account dead and live loads induced by the structure itself and all appurtenances, and all stress applied to the tower and its appurtenances by wind forces.

B. The minimum safety factors listed in TIA-222 shall apply under the most severe combination of dead load plus live loading.

C. The tower design shall allow no tower member to be stressed more than 90%.

9.10 Appurtenances

A. Appurtenances shall include, but not be limited to, the following.

a. Tower-mounted equipment

b. Antennas and antenna mounts

c. Antenna platforms

d. Microwave antennas and radomes

e. Transmission lines and waveguides

f. Climbing ladders and safety climb system

g. Tower lighting systems

h. Transmission line ladders

i. Lightning rod

9.11 Antenna System and Transmission Line Loading

A. The towers shall be designed to support the antenna systems, hardware and transmission lines in the following table plus an additional 25% loading.




Fire Station #8 Tower Loading Table QTY Model Height Mount TX Line Azimuth Use

1 VHP2-105 120’ CL MW Dish

Mount 1/2” 347.46 11GHz MW

1 20’ Lightning Rod 125’ Base Top NA NA Lightning Rod 1 DB810 123’ Base 3’ Side Mount 1-1/4” Omni Future 1 DB810 100’ Base 3’ Side Mount 1-1/4” Omni Future

9.12 Antenna Mounting Hardware

A. The Contractor shall furnish and install all microwave antenna and microwave equipment mounting hardware.

9.13 Wind Speed and Loading

A. The tower structure and foundations shall be designed and constructed to support the specified loads in accordance with the latest versions of EIA/TIA-222G, (2012 International Building Code) and Risk Category III based upon a basic wind speed of 90 mph and a maximum ice thickness of ¾”.

9.14 Tower Twist, Sway, and Displacement

A. The towers shall be designed that when fully loaded the twist and sway limits at the microwave antenna mounting positions do not exceed their plus or minus 10dB points under conditions of 60 mph service wind speeds as recommended by TIA-222 for the antennas specified in the antenna loading diagrams.

9.15 Transmission Line Support System

A. A 12”-wide transmission line ladder shall be installed to minimize tower face wind loading and shall not interfere with the climbing ladder or safety system.

B. Standard bolt-in hangers shall be used and snap-in hangers are not acceptable.

C. The transmission line ladder system shall be of galvanized steel construction, and shall have mounting hardware of stainless steel or galvanized steel construction; No drilling of the tower legs or cross bracing shall be required to install the cable support device.

D. The ladder structure shall be spaced at maximum 3-foot intervals to enable hangers to be installed at 3-foot intervals.

E. The 3/8-inch and 3/4-inch mounting holes shall be precision punched or drilled and sufficiently separated to accommodate the bolt-in hangers.

9.16 Waveguide Bridge System

A. A 2-foot wide waveguide bridge shall be installed between the tower and the equipment building to support transmission lines and to protect them from any debris that may fall from the tower or antennas.




a. The waveguide bridge shall be designed to match the height of the cable entry port on the equipment building and a grating type of waveguide bridge is required

b. The waveguide bridge constructed from galvanized steel shall be installed so that it is insulated from both the building and the tower structure and it shall be bonded to the tower ground ring with a #2AWG tinned copper wire

9.17 Climbing Ladder

A. The towers shall be provided with a climbing ladder, safety cable, hard hat and climbing belt.

B. The climbing ladder shall be attached to tower legs in a manner that would not interfere with the climbing facility or the installation or maintenance of antennas, or installation of transmission lines on the cable ladder.

C. It shall be possible to lockout the climbing facility to preclude unauthorized use and the climbing facilities shall meet all OSHA requirements.




10. MICROWAVE BACKHAUL NETWORK

A. The Contractor shall replace the existing 6GHz, 45 Mbps capacity Harris Constellation radios with 155 Mbps capacity radios.

B. The Contractor’s backhaul design shall not incorporate leased lines of any type.

C. The Contractor shall design and implement a robust and redundant design that optimizes backhaul reliability and redundancy.

D. The District’s legacy microwave backhaul network currently supports twenty-one (21) T1s/E1s between the seven sites which must be maintained until the current system is decommissioned.

E. The new radios shall natively support TDM traffic as well as Ethernet traffic.

F. By supporting native TDM traffic, the new microwave radios will function as a one-to-one replacement for the Harris Constellation radios and allow the current SmartNet system channel banks to operate.

G. Contractor shall provide a digital 6 GHZ microwave subsystem for the loop and the spur to Vivian as part of the radio system proposal.

H. The microwave system shall utilize IP technology and licensed 30 MHz channels.

I. The microwave system shall utilize adaptive code modulation to increase the network reliability.

J. The proposed microwave system shall consist of all indoor mounted radio equipment unless stated otherwise.

K. The new digital microwave communications network shall provide network connectivity support to include the following:

a. The new P25 communications system control and communication system infrastructure sites as specified herein

b. The existing SmartNet communications system control and communication system infrastructure sites as specified herein

c. The existing multisite DataRadio Mobile Data System control and communication system infrastructure sites as specified herein

d. The site alarm and network management systems

e. All associated site communications needs e.g. phones, network data access, site surveillance, and remote monitoring/control to be determined by the District

L. The equipment shall be designed and manufactured for continuous duty operation in a fixed station application and, with proper maintenance, have an expected operational and maintenance service life of at least 20 years.




M. All equipment and hardware including wiring, connectors, cabling, fuses, circuit breakers, brackets, fasteners, power supplies, surge suppressors, converters or conditioners, and other items that are necessary to provide a complete and fully functioning microwave network shall be furnished by Contractor.

N. The proposed equipment shall be designed and manufactured by a company who has at least 10 years of experience in designing and providing microwave equipment for critical communications system users such as public safety.

O. The system performance shall be designed using a technology which will not suffer any degradation due to adverse weather conditions throughout all seasons of the year for any length of time no matter how short the duration.

P. A full and complete materials list and full and complete set of specifications describing the system as proposed shall be included in the proposal.

Q. The following Figure 2 - Current Microwave Backhaul Network, depicts the current configuration of the District’s microwave backhaul system.




Figure 2 - Current Microwave Backhaul Network

10.1 Performance Objectives

A. All microwave paths shall be designed for an annual two-way, per-path availability of 99.999% or better for 10-6 BER.

B. All microwave paths shall utilize licensed 30MHz channels and provide a minimum throughput of 155 Mbps unless stated otherwise.




C. All microwave paths shall utilize adaptive code modulation.

D. Contractor shall utilize monitored hot standby radios for all spur paths unless otherwise specified.

E. It is recognized that the mathematical models to predict availability vary within the industry; consequently, the Contractor is required to fully support its system design with the procedures, equations, and theories used to compute availability.

F. The proposed microwave system equipment shall be capable of providing the following protection options:

a. Loop protection

b. Non-protected

c. Monitored hot standby

d. Monitored hot standby space diversity

e. Split transmitter space diversity

f. Errorless Receive Switching - all receiver switching, including diversity path selection, shall be errorless

g. Adaptive code modulation

G. The Contractor shall specify the mean time between failure (MTBF) of their proposed equipment.

10.2 Microwave Network Configuration and Capacity

10.2.1 Six-Site Microwave Loop

A. Contractor shall propose a digital loop microwave system utilizing the same configuration as the existing six-site microwave loop network.

B. Contractor shall maximize the network reliability and availability that is commensurate with the capacity requirements stated herein.

C. The microwave network shall be designed to provide alternate routing between critical network controller sites, dispatch sites, and the 800 MHz RF sites.

D. Contractor shall identify the excess capacity of the microwave network after satisfying the communications systems requirements.

10.2.2 KMSS to Vivian Spur

A. Contractor shall replace the existing spur link and shall utilize monitored hot standby radios for this path.

10.2.3 New Vivian to Fire Station 8 Spur (Optional)

A. The Contractor shall provide pricing for the Spur Link in their proposals.




B. The District desires to improve the reliability of the of the radio system backhaul network to the Vivian tower site by utilizing an existing fiber connection at Fire Station 8 that is located at 1007 S. Spruce Street, Vivian, LA to form a northern network loop configuration.

C. The Contractor shall furnish and install a 155 Mbps licensed 11 GHz non-protected spur utilizing 30 MHz channels between the Vivian tower site and Fire Station 8.

D. The Contractor shall furnish and install an indoor microwave radio at the Vivian tower site and a properly-sized dish antenna to achieved the required path reliability.

E. The Contractor shall furnish and install an outdoor microwave radio with a 2-foot dish antenna at Fire Station 8 mounted on a new 125-ft tower.

F. The Contractor shall furnish and install the equipment and services required for the connection of the microwave radio system to the fiber network at the fire station.

10.2.4 New E-911 to the CCC-Jail Spur (Optional)

A. The Contractor shall provide pricing for an optional spur to the CCC-Jail spur in their proposals.

B. To support the new wireline console and infrastructure equipment at the CCC-Jail, the Contractor shall furnish and install a 155 Mbps licensed 11 GHz MHSB spur utilizing 30 MHz channels between the E-911 tower site and the CCC-Jail.

C. The Contractor shall furnish and install a MHSB outdoor microwave radio with a 2-foot dish antenna at the CCC-Jail mounted on a non-penetration skid mount.

D. The Contractor shall furnish and install a MHSB indoor microwave radio at the E-911 tower site and a properly-sized dish antenna to achieved the required path reliability.

10.2.5 New Ellerbe to the Port Facility Spur (Optional)

A. The Contractor shall provide pricing for an optional spur to the Port Facility Spur in their proposals.

B. To support the new wireline consoles at the Port Facility, the Contractor shall furnish and install a 155 Mbps licensed 11 GHz MHSB spur utilizing 30 MHz channels between the Ellerbe tower site and the Port Facility.

C. The Contractor shall furnish and install a MHSB outdoor microwave radio with a 2-foot dish antenna at the Port Facility mounted on a non-penetration skid mount.

D. The Contractor shall furnish and install a MHSB indoor microwave radio at the Ellerbe tower site and a properly-sized dish antenna to achieved the required path reliability.




10.3 Microwave Equipment Requirements

10.3.1 Configuration and Operation

A. Any spur paths proposed shall be fully protected with monitored hot-standby (MHSB) transmitters and receivers unless otherwise specified.

B. The antenna input to MHSB receivers shall be via an asymmetrical minimum loss splitter favoring the "A" receiver to maximize fade margin.

C. The receiver outputs shall be switched in an "errorless" manner.

D. The MHSB transmitters shall be switched in a manner to provide proper termination and isolation to the standby transmitter.

E. Provisions shall be included for testing and alignment of the standby units without disturbing the active units.

F. The transmitters and receivers shall be sensed and switched separately and both transmitters and receivers shall meet all requirements of these specifications when in the active mode (threshold of the "B" receiver excepted due to asymmetrical splitting).

G. Contractor shall include in their proposal a description of the switchover operation during equipment failures.

10.3.2 Monitoring and Test Points

A. The microwave radio equipment shall contain readily identifiable test points and built-in metering to determine proper equipment operation and perform alignments and adjustments.

B. The system shall be capable of reporting alarm conditions as they occur and in plain language.

C. Alarm status monitoring terminals shall be provided at the following locations:

a. In the Radio System Manager’s office at the E-911 Dispatch facility

D. The alarm status monitoring terminals shall be equipped with 22” LCD display monitors.

10.4 Physical Path Survey

A. Contractor shall physically survey all paths associated with the proposed microwave network including the links between the existing sites.

B. Contractor shall document the location of antenna towers, building structures, significant trees, and other landmarks or improvements associated with the microwave paths.

C. Contractor shall provide all personnel, transportation, lodging, subsistence, surveying instruments, maps, etc., necessary to perform the work.

D. Survey activities shall include the determination of the following:




a. Critical obstructions on-path and potential obstructions off-path

b. Reflection points/unblocked reflections

c. Expected tree growth along paths

d. Site geographic coordinates

e. Site elevations

f. Recommended antenna heights based on survey data and performance objectives

E. The report shall include the following documentation:

a. Data determined by the survey activities

b. Antenna tower locations accurately depicted on 8-1/2-inch by 11-inch sections of USGS 1:24,000 topographic maps; proposed path azimuths shall be depicted relative to True North

c. Profile graphs for each path surveyed. Path profiles shall be constructed using terrain data from USGS 1:24,000 topographic maps and modified as necessary with field survey data

d. Path profiles shall consider radio refractive index and depict critical obstructions, reflection points, target height above obstructions, antenna centerlines, and line of sight

e. Site plot plans depicting structures, landmarks, tower orientation, and improvements.

f. Proposed path azimuths shall be depicted relative to True North

g. The plot plans are not meant to serve as construction drawings but should present the site features with reasonable accuracy

h. Recommendations relative to the viability of the proposed microwave paths, reliability considerations, and/or alternate routings, and any suggestions that Contractor deems appropriate to the project

i. Site geographic coordinates referenced to NAD 83 and identified with notation NAD 83

j. Photos depicting the view of the path from each end

F. Contractor shall coordinate with the District and its technical consultant in advance of its field activities.

G. Should it be obvious to Contractor during the field survey activity that a particular path is not viable, Contractor shall immediately advise the District and their technical consultant in writing.




10.5 Microwave Frequencies and Licensing

A. The paths for the digital microwave network shall utilize licensed Federal Communications Commission (FCC) Part 101 frequencies assigned for full-period service.

B. All new frequencies shall support 30 MHz channel bandwidth.

C. The results of the required path engineering analysis and the applications for FCC authorization shall be submitted to the District for review prior to filing with the FCC.

10.6 Microwave Antenna Systems

A. Contractor shall propose all new antennas, transmission line waveguides, mounting apparatus, and installation hardware for the digital microwave system.

B. Solid parabolic dish antennas and jacketed copper elliptical waveguides appropriate for the proposed frequency band shall be proposed.

C. Antenna system VSWR shall be commensurate with the return loss specification of Contractor’s microwave radio antenna.

D. Contractor shall furnish appropriate mountings as required for support of the microwave antennas.

E. The Contractor shall provide the necessary equipment, hardware, labor, and procedures to securely attach the microwave antennas to the supporting structure.

10.6.1 Antennas

A. Antennas shall be of solid construction with pressurized feeds and radomes, and shall be rated for a minimum survival wind speed of 125 mph.

B. Antennas shall be Andrew CommScope or engineer-approved equivalent, and the size shall be determined by Contractor according to the system design.

10.6.2 Transmission Lines

A. Jacketed copper elliptical waveguide shall be employed in continuous lengths for all waveguide transmission line runs and shall be installed in accordance with manufacturer’s specifications; splicing is not permitted.

B. Flex waveguide shall not be used outdoors and the copper elliptical waveguide shall be terminated directly to the antenna.

C. Waveguide shall be Andrew EW series as manufactured by CommScope, Inc. or engineer-approved equivalent.




10.6.3 Pressurization Equipment

A. The Contractor shall provide all required fittings, regulators and pressurization lines, gauges, distribution manifolds, and installation hardware to connect to the District’s existing Andrew dehydrator systems.

B. Separate pressure metering shall be provided for each waveguide pressurized.

10.7 Data Service Channel

A. The Contractor shall provide a digital data port at each site on a drop/insert basis with an interface capable of transporting data at rates of at least 64 kbps.

10.8 Microwave Equipment Installation

A. The microwave system installation shall include all of the equipment formally specified for the new digital microwave system and all other equipment, hardware, and procedures required for a complete operating system.

10.8.1 Interruption of Network Backhaul Connectivity for Existing Systems

A. It is mandatory that the existing communication systems, applications and services currently supported by the existing microwave backhaul network shall be maintained and uninterrupted during the upgrade of the microwave radio system.

B. The Contractor shall provide a detailed plan in their proposal to support all existing systems that utilize the current backhaul network.

C. The Contractor shall provide any and all necessary hardware, temporary leased lines and equipment as needed to maintain these networks.

D. These systems include but are not limited to the SmartNet radio system, the mobile data system, the conventional mutual aid channels, logging recorders.

10.8.2 Equipment Installation

A. The microwave radio equipment shall be installed in accordance with the technical parameters of the FCC license authorizations and all applicable requirements of Part 101 of FCC Rules and Regulations.

B. The Contractor shall provide the necessary wiring, cabling, and conduits necessary for connection of the microwave station equipment to power and ground. Equipment racks shall be firmly bolted in place.

C. As necessary, the Contractor shall provide, route and terminate all cables to the demarcation blocks within the equipment shelter.

10.8.3 Antennas and Transmission Lines

A. Antennas shall be mechanically and electrically aligned for proper operation.

B. All microwave transmission lines shall be "finish-cut" to length.




C. All pressurized transmission lines routed to indoor mounted pressurization and radio equipment shall have a downward slope from the antenna support structure to the radio equipment shelter (no drip loop).

D. Pressurization systems shall be installed to all elliptical waveguides provided by the Contractor and any unused pressurization ports shall be properly terminated.

E. During any microwave antenna installations, the antenna end of the waveguide shall be immediately sealed with the appropriate pressure window.

a. The Contractor shall replace at no additional cost to the District, any waveguide that is not pressurized within twelve (12) hours of installation.

10.8.4 Transmission Line Grounding and Weatherproofing Kits

A. The Contractor shall follow good engineering and installation practices when performing the installation of lightning protection equipment for the antenna systems.

B. All provided waveguides shall be grounded with Andrew Corporation Model ground kits with field attachable 2-hole crimp-on lugs, or approved equivalent and the crimp connection shall be made with factory recommended crimping devices.

C. The waveguide ground kits shall be installed on the exterior of the cable entry port and grounded to the exterior ground bus bar with field attachable 2-hole crimp-on lugs, or approved equivalent.

D. In addition to grounding at the waveguide entrance point, at a minimum, all waveguides shall be bonded to the tower, at the top, at 75-foot intervals, and at the bottom of the tower using the appropriate ground kits.

E. At the top of the tower and at the center of the tower, a mechanical connection between the transmission line ground and the tower is acceptable.

a. The grounding strap may be attached to a tower member by bolting or clamping and each ground strap shall be separately attached.

b. At the bottom of the tower, the ground kit shall be connected to the tower ground bar.

F. Weatherproofing for transmission lines and connectors shall be Andrew Corporation Connector/Splice Weatherproofing Kit, or approved equivalent.

G. The cut in the jacket of the waveguides made for grounding shall be carefully wrapped with rubber weather proofing tape and the rubber tape shall then be covered with Scotch brand #88 all-weather vinyl electrical tape, or approved equivalent, per the manufacturer’s instructions.

H. Use of other grades of Scotch tape or their equivalents is not acceptable.

I. The entire spliced area shall then be painted with Scotchkote brand electrical coating.




10.9 Microwave System Testing and Verification

A. The Contractor shall furnish a microwave network acceptance test plan (ATP) for District review and approval at least thirty (30) days prior to the commencement of acceptance testing.

B. Following equipment installation and system optimization, at a minimum, the following tests shall be performed for the microwave subsystem and shall be witnessed by a representative of the District. These tests shall include, but not be limited to:

a. Microwave Radio

b. Visual mechanical inspection

c. Compliance with FCC Rules and Regulations including:

i. Transmitter power output

ii. Transmitter frequency

iii. Emission bandwidth

iv. Antenna height

d. Net path loss shall be measured and recorded for each path

e. Received carrier power for each end of each path

f. Calculation of flat fade margin

g. Data service channel

h. Receiver threshold sensitivity for 10-6 BER

i. Transmitter fade and receiver fade margin verification tests

j. Adaptive modulation steps

k. Switches and indicators

l. Meter readings

m. Simulated local failures to demonstrate MHSB and loop switching

n. Antenna system VSWR/return loss across the frequency band of operation

C. Microwave Network Monitoring and Control System

a. RTU alarm monitoring points shall be tested using local display

b. Verify reporting of alarm remote terminals to workstation terminals. Verify performance of controls to remote terminals

c. Master terminal station shall be verified for proper programming, redundant switching, reporting, and report generation




d. Workstation terminals shall be demonstrated for proper operation and presentation of graphics and textual displays

D. The Contractor shall provide documentation of the test results in both hard copy and electronic PDF format on a flash drive.

E. Any equipment not meeting the requirements of this RFP shall be adjusted, repaired, or replaced by the Contractor without additional cost to the District.

10.10 MPLS Routing

A. The Contractor shall engineer, design, and implement a public safety grade, highly available redundant, District-approved, MPLS backhaul system utilizing the District’s microwave and fiber networks.

B. The backhaul system design shall utilize MPLS routing that provides a switching time of 50ms or less.

C. The MPLS system shall utilize the following network connectivity resources:

a. The 6GHz microwave backhaul loop/spur backhaul system connecting the existing seven (7) sites

b. The new microwave link between the Port Facility and the Ellerbe tower site

c. The optional microwave link between Fire Station #8 and the Vivian tower site

d. The leased line connection between the Port Facility and the E-911 Center

e. The leased line connection between Fire Station #8 and the E-911 Center

D. For the purpose of their design and proposal, Contractors shall assume that the District will provide leased line connections of sufficient bandwidth to meet the Contractor’s bandwidth requirements for their network.




11. RADIO COVERAGE AND DESIGN REQUIREMENTS

11.1 General Requirements and Region 18 Compliance

A. The Contractor’s proposed transmit and receive antenna systems design shall utilize the identical effective radiated power, 1-5/8” transmission line size, and the same Penetrator antenna models, electrical parameters, and antenna heights as authorized by Region 18, and used in the current trunked system today.

B. The Contractor’s proposed system design shall be in full compliance with the technical specifications, limitations, and technical requirements of the Region 18, 800 MHz Plan.

C. The Contractor’s proposed system design shall maintain the 41 dBu contours to within the specified 3 to 5 miles of the defined service area per the Region 18, 800 MHz Plan which is the combined Caddo and Bossier Parish jurisdictional boundaries.

D. The Contractor shall not assume for the purposes of their system design, that any waivers may be granted pertaining to the contour requirements, technical specifications, limitations, and technical requirements of the Region 18, 800 MHz Plan.

E. It is the District’s goal to achieve 97% service area reliability for portable radios with a ½-wave antenna, worn on the belt and operating outdoors, and 95% service area reliability for portable radios with a ½-wave antenna, worn on the belt and operating within 15dB loss buildings with a Delivered Audio Quality (DAQ) of 3.4.

11.2 Radio Coverage Definition

A. All references to coverage reliability in this document refer to service area reliability.

B. Radio coverage is defined as the ability to successfully complete inbound (field-to-dispatch), outbound (dispatch-to-field), and radio-to-radio communications throughout the designated service area with the required delivered audio quality DAQ 3.4.

C. In the TIA/EIA Technical Service Bulletin TSB-88, the Telecommunications Industry Association (TIA) defines the delivered audio quality which is a numeric rating of the intelligibility of speech as described in the abbreviated DAQ Table 9 below.

Delivered Audio Quality Subjective Performance Description

DAQ 4.0 Speech easily understood. Occasional Noise/Distortion.

DAQ 3.4 Speech understandable with repetition only rarely required.

Some Noise/Distortion.

DAQ 3.0 Speech understandable with slight effort. Occasional repetition

required due to Noise/Distortion.

Table 9 - Delivered Audio Quality




11.3 Radio Coverage Requirements

11.3.1 Radio System Service Area

A. The jurisdictional boundaries of Caddo Parish shall define the coverage requirements for the system.

B. The District will provide a shape file of the Caddo Parish boundary that shall be utilized for the preparation of all coverage prediction maps submitted by the Contractor.

11.3.2 Infrastructure System Sites and Antenna Heights

A. For system engineering purposes, the Contractor shall utilize the following antenna tower sites and antenna mounting heights to the base of the antenna.

Table 10 – Tower Site Antenna Height Parameters

11.3.3 User Equipment Configuration

A. For system engineering purposes, and for the modeling and verification of radio coverage, the Contractor shall utilize the following user equipment configurations for inbound and outbound communications:

a. A portable radio with a ½-wave antenna, worn on the belt with the technical parameters in Table 11 below

b. A mobile radio with a ¼-wave antenna mounted in the center of the roof with the technical parameters in Table 11 below

Tower Site Coordinates Overall Ht. AGL

Tower Ht. AGL

TX Antenna Ht. to Base

RX Antenna Ht. to Base

32-30-11.1 N093-45-17.8 W32-21-24.4 N

093-40-37.7 W32-15-34.6 N

093-56-35.9 W32-27-04.1 N

093-56-47.1 W32-39-58.5 N

093-56-00.7 W32-54-02.4 N

094-00-00.1 W32-23-48.2 N

093-48-28.2 W 230'

Vivian 499' 499' 405' 480'

Fire Station 17 246' 230' 200'

800'

Greenwood 494' 494' 405' 480'

KMSS 1,784' 1,726' 370'

400'

Ellerbe 420' 400' 370' 400'

Wade/CDC 420' 400' 370'

240'E-911 Center 240' 240' 220'




11.3.4 User Equipment Technical Parameters

A. The information in Table 11 below depicts the user equipment required technical parameters to be used for the system coverage design and the coverage acceptance testing.

B. Portable antenna Body Loss parameters for ½-wave antennas are inclusive of antenna gain/loss and body shielding loss and the Contractor shall not include any other adjustments.

Table 11 – User Equipment Required Technical Parameters

11.4 Contractor-Guaranteed Service Area Reliability

A. The Contractor shall state in their proposal their guaranteed service area reliability for each line item and modulation type depicted in Table 12 below.

Portable rated receiver sensitivity -119.0 dBm 5.0% BERCPC DAQ 3.4 -108.5 dBm 2.0% BERPortable rated transmitter power 34.8 dBm 3 WattsBody Loss, 1/2-wave on hip at 3.3' AGL 10.3 dBAdjustment for the loss of a 1/4-wave magnetic mount test antenna referenced to a 1/2-wave dipole

3.0 dB

Height adjustment attenuation for test vehicle at 5.0' AGL

1.3 dB

Portable rated receiver sensitivity -119.0 dBm 5.0% BERCPC DAQ 3.4 -109.9 dBm 2.4% BERPortable rated transmitter power 34.8 dBm 3 WattsBody Loss, 1/2-wave on hip at 3.3' AGL 10.3 dBAdjustment for the loss of a 1/4-wave magnetic mount test antenna referenced to a 1/2-wave dipole

3.0 dB

Height adjustment attenuation for test vehicle at 5.0' AGL 1.3 dB

Mobile rated receiver sensitivity -119.0 dBm 5.0% BERCPC DAQ 3.4 -108.5 dBm 2.0% BERMobile rated transmitter power 44.0 dBm 25 WattsAdjustment for the loss of a 1/4-wave antenna referenced to a 1/2-wave dipole

3.0 dB

Mobile rated receiver sensitivity -119.0 dBm 5.0% BERCPC DAQ 3.4 -109.9 dBm 2.4% BERMobile rated transmitter power 44.0 dBm 25 WattsAdjustment for the loss of a 1/4-wave antenna referenced to a 1/2-wave dipole 3.0 dB

P25 Phase 2 LSM Mobile

Mobile and Portable Radio Parameters for Calculation of Coverage

P25 Phase 1 LSM Portable

P25 Phase 2 LSM Portable

P25 Phase 1 LSM Mobile




B. Contractors shall assume a receiver sensitivity specification for mobile and portable equipment of -119.0 dBm for 5% BER and utilize faded CPC DAQ 3.4 outdoor target signal levels as follows.

a. A signal level of -108.5 dBm for Phase 1 FDMA

b. A signal level of -109.9 dBm for Phase 2 TDMA

C. Contractors shall utilize the height AGL, the portable antenna body loss, and the building losses stated in Table 12.

Contractor-Guaranteed Percentage of Service Area Reliability for Radio Coverage

Phase 1 FDMA % Phase 2 TDMA %

District Service Area Portable, 1/2-wave on hip at 3.3' AGL, body loss of 10.3dB Outdoors

District Service Area Portable, 1/2-wave on hip at 3.3' AGL, body loss of 10.3dB in 15dB loss buildings

District Service Area Mobile, 1/4-wave on the roof at 5.0' AGL

Table 12 - Contractor-Guaranteed Service Area Reliability

11.5 Coverage Maps

A. The Contractor shall provide individual coverage maps for the following radio configurations:

a. P25 Phase 1, Contractor-guaranteed service area reliability, outdoors for both inbound and outbound communications for a portable with a 1/2-wave antenna on hip at 3.3' AGL

b. P25 Phase 2, Contractor-guaranteed service area reliability, outdoors for both inbound and outbound communications for a portable with a 1/2-wave antenna on hip at 3.3' AGL

c. P25 Phase 1, Contractor-guaranteed service area reliability, within 15dB loss buildings for both inbound and outbound communications for a portable with a 1/2-wave antenna on hip at 3.3' AGL

d. P25 Phase 2, Contractor-guaranteed service area reliability, within 15dB loss buildings for both inbound and outbound communications for a portable with a 1/2-wave antenna on hip at 3.3' AGL




e. P25 Phase 1, Contractor-guaranteed service area reliability, for both inbound and outbound communications for a mobile with a 1/4-wave antenna mounted on the roof at 5.0' AGL

f. P25 Phase 2, Contractor-guaranteed service area reliability, for both inbound and outbound communications for a mobile with a 1/4-wave antenna mounted on the roof at 5.0' AGL

g. The Region 18 compliant contours for each transmit site

h. Any areas that have a service area reliability less than the desired levels shall be clearly visible on the coverage maps

i. The Contractor shall consider simulcast time delay interference (TDI) zones where a high BER may be encountered and clearly depict these areas on their coverage maps

11.5.1 Technical Parameters

A. For the purpose of the evaluation and validation of the Contractor’s proposed radio coverage, the Contractor shall furnish the following information for each map and each tower site:

a. Transmit and receive antenna models, gain, beamwidth, azimuth, downtilt, sidearm length, and mounting height referenced to base and center of radiation

b. Transmission line type and length for transmit and receive antenna systems

c. Insertion loss and gain values noted in decibels for all proposed transmit combiners, receiver multicouplers, filters, duplexers, connectors, circulators, lightning arrestors, jumper cables, attenuators, etc.

d. Transmitter power level for all base station transceivers and subscriber units

e. The effective radiated power level for each site

f. Net amplification gain for the tower top amplifier system

g. Receiver sensitivity specifications for all base station transceivers

h. The faded performance margin (Cf/(I+N)) utilized per TSB-88 for the required CPC (channel performance criterion) requirement for DAQ 3.4 and BER

i. The minimum base station RSL for DAQ 3.4 and BER

B. The Contractor shall provide a complete schematic diagram for each transmit and receive antenna system per site noting all proposed antennas, transmission lines, tower top amplifiers, receiver multicouplers, transmit combiners, circulators, filters, connectors, etc.




C. The Contractor shall provide product data sheets for all proposed antennas, transmission lines, tower top amplifiers, receiver multicouplers, transmit combiners, circulators, filters, connectors, attenuators, etc.

D. The Contractor shall provide all engineering analyses and coverage modeling shall be executed in accordance with NPSPAC Region 18 requirements, contours, parameters, and restrictions.

E. The coverage maps shall be provided to the District in 11”x17” size, high-resolution in both printed and electronic PDF document format.

F. Coverage maps shall indicate the District’s boundaries that include portions of adjacent parishes, base site locations, interstate, and primary roads, and any areas of non-coverage.




12. FIRE STATION VOICE AND ALERTING REQUIREMENTS

12.1 Fire Station Voice Communications

A. The Contractor shall furnish and install new P25 desktop control station radios for voice communications at each Caddo Parish and City of Shreveport Fire stations.

B. The Contractor may reuse the existing control station antennas.

C. The Contractor shall assume that the audio output from the control station radio shall be connected to an external speaker and routed to the public address (PA) system in each fire station.

D. The Contractor shall furnish and install isolation transformers to isolate the radio’s speaker output terminals for the connection to fire station PA systems.


A. The District desires to retain the existing methodology for Fire Station Alerting (FSA) as currently in use today for their SmartNet System.

B. The Contractor shall furnish and install new P25 FSA control station radios and fire alerting interface boxes at each Caddo Parish and City of Shreveport Fire stations.

C. The Contractor may reuse the existing FSA control station antennas.

D. The FSA system shall utilize the new P25 dispatch consoles to generate the activation signaling, alert tone, and voice dispatch messaging over the new P25 communications system.

E. The FSA shall use a dedicated talk-group for each fire station for the alerting of the fire stations and support the following sequence of events to alert the stations:

a. The dispatcher selects the talk-group(s) for the station(s) to be alerted on the dispatch console

b. The dispatcher activates the PTT on the selected talk-group(s) and transmits one of the three alert tones on the dispatch console, followed by the voice message

c. The control station radio at the selected fire station(s) receives the transmission on its talk-group and outputs a carrier operated relay (COR) signal and receiver voice audio which is routed to a specially-designed interface box to be provided by the Contractor

d. The interface box shall respond to the COR signal from the control station radio and shall provide an isolated DPDT COR relay contact output, and a transformer-isolated balanced audio output signal that is gated by another set of contacts from the COR relay

e. The DPDT COR relay contact output from the interface box shall be furnished to the District to activate specific functions within the fire stations such as lights which shall be furnished by the District




f. The gated audio output from the interface box shall be routed to the public address (PA) system in each fire station

12.3 Fire Stations and Locations

A. The following is a listing of the fire stations that include both Caddo Parish stations and City of Shreveport Fire Stations.

Fire Station Street Address

Caddo Parish Fire District 1, Station #1 7058 Old Mooringsport Road

Caddo Parish Fire District 1, Station #2 231 Main Street

Caddo Parish Fire District 1, Station #4 3667 Hwy. 169

Caddo Parish Fire District 1, Station #5 4305 N Lakeshore

Caddo Parish Fire District 3, Station #4 2745 Jolly Napier Road

Caddo Parish Fire District 4, Station #1 8240 Colquitt Road

Caddo Parish Fire District 4, Station #2 6118 Colquitt Road

Caddo Parish Fire District 5, Station #1 1675 Leonard Road

Caddo Parish Fire District 5, Station #2 5151 Dixie Garden Drive

Caddo Parish Fire District 6, Station #1 11450 Old Mansfield Rd.

Caddo Parish Fire District 6, Station #2 10377 Linwood Avenue

Caddo Parish Fire District 6, Station #3 13396 Keithville-Keatchie Rd.

Caddo Parish Fire District 7, Station #1 300 Hwy 1 North

Caddo Parish Fire District 7, Station #4 312 Gray Street

Caddo Parish Fire District 8, Station #1 1007 S. Spruce Street

Shreveport Fire Department Station #1 263 N Common Street

Shreveport Fire Department Station #2 4575 N Market Street

Shreveport Fire Department Station #3 1421 E 70th Street

Shreveport Fire Department Station #4 2200 Milam Street

Shreveport Fire Department Station #5 240 E Stoner Avenue

Shreveport Fire Department Station #6 2027 David Raines Road

Shreveport Fire Department Station #7 751 Wilkinson Street

Shreveport Fire Department Station #8 3406 Velva Avenue




Table 13 – Caddo Parish and Shreveport Fire Stations

Shreveport Fire Department Station #9 7009 St Vincent Avenue

Shreveport Fire Department Station #10 763 Oneonta Street

Shreveport Fire Department Station #11 3736 Youree Drive

Shreveport Fire Department Station #12 6610 Woolworth Road

Shreveport Fire Department Station #13 5915 W 70th Street

Shreveport Fire Department Station #14 3830 Greenwood Road

Shreveport Fire Department Station #15 3206 W 70th Street

Shreveport Fire Department Station #16 5105 Hollywood Avenue

Shreveport Fire Department Station #17 2890 Southland Park Drive

Shreveport Fire Department Station #18 3501 Pines Road

Shreveport Fire Department Station #19 9336 Ellerbe Road

Shreveport Fire Department Station #20 804 E Flournoy Lucas Road

Shreveport Fire Department Station #21 7050 Challenger Drive

Shreveport Fire Department Station #22 2022 Southern Loop

N. Caddo Hospital 1000 S. Spruce




13. INSTALLATION REQUIREMENTS

13.1 General Installation Requirements

A. The District’s communication system infrastructure equipment was installed in accordance with Motorola’s “Standards and Guidelines for Communication Sites” document also referred to in the industry as “Motorola R56”; the District requires at a minimum, that the Contractor review the existing installation for compliance with their installation standards and include any required infrastructure upgrades in their proposal.

B. In the absence of comprehensive published Contractor site standards for radio system installations, the latest version of R56 shall be utilized in part or in total as required.

C. The Contractor shall execute all aspects of the system installation work in a professional manner.

D. The District is extremely concerned about the quality of the surge suppression and the grounding and bonding equipment and techniques, and the Contractor shall maintain the District’s high standards while implementing the new system.

E. The equipment installation required by this RFP shall be performed in accordance with industry standards and best practices, and the manufacturers’ installation standards and specifications for the equipment provided as well as other attachments, hardware, software, and procedures as may be required to ensure a complete installation which is in accordance with the standards of good engineering practice, all Federal, State, and Parish regulations and codes, and all building codes and ordinances in effect at the sites delineated in this RFP.

F. Proposal pricing shall include all installation hardware, brackets, braces, fasteners of all kinds, wiring, ancillary devices, procedures, and services required to install and/or interface components to provide a complete operating system, which fulfills the requirements of this RFP.

G. To the fullest extent possible, the existing radio communications systems shall remain in parallel operation during installation of the new system and until the District provides final system acceptance.

13.2 Installation Approval

A. The installation work shall be approved by the District prior to commencement of work on a site-by-site basis.

B. The Contractor shall provide complete descriptions and site layout drawings showing the proposed installations at each site at least 30 days prior to beginning work at that site.

C. No work shall commence without written approval from the District.




13.3 Equipment Storage and Delivery

A. The Contractor shall be responsible for delivering, storing, placing, handling, and disposition of materials.

B. All initially unused material, brackets, keys, hardware, accessories, etc. shipped with the equipment to be installed are to remain property of the District and as such, shall be retained by the District.

13.4 Installation Coordination

A. The Contractor shall provide at least one Project Manager on site during critical phases of the system installation.

B. The Project Manager shall oversee all aspects of system implementation, including site preparation, equipment programming, staging, installation, etc.

C. Other individuals may assist the Project Manager in various functions such as reporting, accounting, testing, optimization, etc., but this individual shall have primary responsibility for the performance of the system.

D. The Project Manager shall carefully coordinate all phases of the work with the District to provide site access and minimize equipment downtime.

E. The coordination efforts shall be between the Contractor, subcontractors, and the District.

F. Access to the sites shall require prior coordination with the Project Manager.

13.5 Grounding and Bonding Systems


B. In the absence of comprehensive published Contractor grounding and bonding standards for radio system installations, the latest version of R56 shall be utilized.

C. For sites with existing structures and buildings, the Contractor shall make their best effort to locate a suitable low impedance ground point for interconnection of the protective grounding and bonding system.

D. The connection point should be the main building electrical service ground and/or building structural steel and tower ground system.

E. At any site where building structural members are used for grounds, connections to those main structural steel members shall be made with exothermic “Cadweld”, Burndy press, or equivalent type connectors.




F. Any paint or fire retardant material shall be scraped away down to bare metal before applying the connector and surface preparation recommendations of the manufacturer of the exothermic welding process to be used shall be followed.

G. Contractor shall furnish and install the required grounding and bonding conductors, and make connections to grounding system at each communications site.

13.5.1 Standards

A. Standard requirements for the installation of radio communications equipment shall include the adherence to the following standards at a minimum:

a. American National Standard for Telecommunications:

b. T1.334-2002, Electrical Protection of Communications Towers and Associated Structures

c. T1.313-2003, Electrical Protection for Telecommunications Central Offices and Similar Type Facilities

d. T1.333.2001, Grounding and Bonding of Telecommunications Equipment

e. ANSI–J-STD-607-A-2002, Commercial Building Grounding and Bonding Requirements or Telecommunications

f. ANSI/NFPA 780-2004, Standard for the Installation of Lightning Protection Systems

g. National Electrical Code

h. Motorola R56 Standards and Guidelines

13.5.2 Grounding and Bonding Conductors

A. All grounding and bonding conductors shall be as straight as possible with a minimum number of bends.

B. The minimum bending radius of any grounding/bonding conductor shall be one foot.

C. All ground connections that are not exothermically welded shall use 2-hole long barrel compression lugs.

D. Connections between dissimilar metals shall not be made unless a material specifically approved for use with the dissimilar metals separates the conductors.

E. Star or split lock washers shall be placed under the head of the screws, bolts, or nuts and not between the conductive surfaces of the lug and the metal surface to be bonded.

F. Self-tapping sheet metal screws shall not be used for attaching grounding conductors to any surface.

G. Paint shall be removed from any painted surface before ground connections are made and the appropriate antioxidant compound shall be applied to the connection.




H. All exterior and underground connections shall utilize the exothermic welding process such as Cadweld and shall be #2 AWG tinned bare solid copper wire.

I. Mechanical connections to metal objects outdoors such as HVAC cabinets shall be bonded by #2 AWG copper wire jumpers with 2-hole long barrel compression lugs.

J. All equipment rack and cabinet grounding and bonding conductors shall be made directly to the interior ground systems using green insulated #2 AWG stranded copper wire and 2-hole long barrel compression lugs.

K. All individual equipment grounding and bonding conductors shall be made directly to the equipment rack or cabinet ground bus using green insulated #6 AWG stranded copper wire and 2-hole long barrel compression lugs.

L. All surge suppression devices shall be bonded directly to the ground systems using green insulated #2 AWG stranded copper wire and 2-hole long barrel compression lugs.

13.5.3 Equipment Grounding and Bonding

A. Grounding of electronic communications equipment and components, cabinets, and all associated equipment within the equipment shelter shall conform to the latest version of the radio manufacturers’ company standards or guidelines for site grounding, bonding, and lightning protection.

B. Each unique piece of equipment or chassis shall be bonded to its associated equipment rack or equipment cabinet ground bus.

C. The “daisy-chaining” of grounding and bonding jumpers is not acceptable.

D. Should a discrepancy or conflict arise between manufacturers’ guidelines or standards, the more stringent of the standards shall apply.

E. At a minimum, the following bonding connections shall be made directly to the interior ground system using green insulated #2 AWG stranded copper wire.

a. Electrical conduits, ventilation louvers and metal ductwork, transmission line pressurization equipment

b. All metal racks and cabinets, generator transfer switch, UPS equipment and panels, power panel cabinets, metal conduits, fire suppression chemical storage tanks, Telco/alarm panel demarcation block cabinet, cable trays, file cabinets, metal desks and other exposed metal surfaces

F. Mechanical connections between sections of the cable trays shall be bonded to one another by #2 AWG copper wire jumpers.

13.5.4 Transmission Line and Waveguide Grounding and Bonding

A. The Contractor shall follow good engineering and installation practices when performing the installation of lightning protection for the antenna systems.




B. All provided transmission lines and waveguides shall be grounded with Andrew Corporation model ground kits with field attachable 2-hole crimp-on lugs, or approved equivalent; be routed by the most direct path to the nearest grounding system conductor the crimp connection shall be made with factory recommended crimping device.

C. Transmission line and waveguides grounding kits shall be bonded to the tower using tower manufacturer approved methods, typically a mechanical clamp, and each ground strap shall be separately attached and shall be installed on each transmission line as follows:

a. At the top near the antenna

b. At intervals along the transmission line of no greater than 75 feet

c. At the bottom near the point of transition from the tower to the cable bridge

d. At the cable entry port of the equipment shelter

D. Weatherproofing for transmission lines and waveguides and connectors shall be Andrew Corporation Connector/Splice Weatherproofing Kit, or approved equivalent.

E. The cut in the jacket of the lines made for grounding shall be carefully wrapped with rubber weather proofing tape.

F. The rubber tape shall then be covered with Scotch brand #88 all-weather vinyl electrical tape, or approved equivalent, per the manufacturer’s instructions.

G. All ground kits connections at the transmission lines shall be wrapped with overlapping layers of black outdoor electrical tape and protected with Scotchkote or equivalent outdoor treatment approved by the District.

13.5.5 Tower Grounding and Bonding

A. For new towers, the Contractor shall furnish and install a tower ground ring system consisting of three (3) 20-ft x 5/8” copper-clad ground rods, spaced at approximately 120 degrees apart from each tower leg, and exothermically bonded together in a ring using #2AWG tinned bare solid copper wire.

B. The ground rods shall be located no closer than 20-ft and no farther than 40-ft apart.

C. The ground rods and tinned bare solid copper wire shall be installed in a trench at a minimum depth of 30-in below final grade at a maximum distance of 3-ft from the tower foundations.

D. Each tower leg shall be bonded to the ground ring with a #2AWG tinned solid copper wire Cadweld exothermic connections and enclosed in non-metallic flex conduit.

E. The tower ground ring system shall be bonded to the main building ground or building steel with a #2AWG tinned solid copper wire.




F. All grounding and bonding connections shall utilize Cadweld exothermic connections and 2-hole lugs for connection to structures above ground.

G. The Contractor shall furnish and install a transmission line ground bus bar at the base of the transmission line ladder where the transmission lines sweep to the transmission line bridge.

a. The ground bar shall be a minimum size of 1/4-in x 4-in x 24-in and shall be of tinned copper

b. The ground bar shall be insulated from the tower steel and be equipped with an exothermically bonded #2AWG tinned solid copper pigtail which shall be exothermally bonded to the tower ground ring system

H. The Contractor shall install the ground bus bars at a height just below each horizontal transmission line bridge to unable the termination of transmission line ground kits.

13.6 Lightning and Surge Suppression Requirements


B. In the absence of comprehensive published Contractor surge suppression standards for radio system installations, the latest version of R56 shall be utilized.

C. Where required, the following specifications shall apply to surge suppression devices.

13.6.1 Type 1 Primary AC Surge Suppression

A. The Type 1 SPD consisting of primary silicone avalanche suppressor diodes (SASD) modules (20kA) and secondary metal oxide varistor (MOV) modules (160kA) shall be installed on the line side of the Main AC Disconnect.

B. The SPD shall use field replaceable, modular technology.

C. Contractor shall ground the SPD using a #2 AWG green jacketed jumper bonded to the SPD and connected to the site ground system.

D. Contractor shall install the devices in such a manner as to ensure that all connector wire lengths do not exceed 10 inches and to permit the replacement of protectors in a safe, convenient, and quick manner.

E. The primary AC power surge protection shall be a Normal Mode model providing surge suppression between line and neutral (L-N) and line to line (L-L), Common Mode models shall not be utilized.




F. The primary AC power surge protection shall be an ANSI/IEEE C62.41, Category C rated, UL1449 3rd Edition, Type 1, AC power Surge Protection Device.

G. The SPDs shall be Transtector, APEX Imax Series, or approved equivalent.

H. Each MOV shall include a thermal safety disconnector.

I. The SPD Short Circuit Current Rating (SCCR) shall equal or exceed 65 kA or the available short circuit current, whichever is higher.

J. Every MOV’s operational status shall be monitored via visual indicator.

K. The SPD shall include one set of Normally Open/Normally Closed Form C dry contacts for remote monitoring.

L. A 200,000 AIC fused disconnect shall be inside the device.

M. Enclosure ratings shall be the appropriate NEMA listing for the SPD location application point.

N. Contractor shall provide a spare MOV module with each Primary AC Power SPD.

13.6.2 Type 1 Secondary AC Surge Suppression

A. The secondary AC power surge protection shall be a Normal Mode model with the same specifications as the 1 Type 1 Primary AC Surge Suppressor listed above.

B. The Type 1 SPD shall be installed at the distribution panel.

13.6.3 Type 3 Individual Equipment AC Surge Suppression

A. A Type 3 AC power surge suppressor shall be a Normal Mode (L-N) device that is used to protect equipment devices.

B. The Type 3 SPDs may be wire-in receptacle outlets or receptacle outlet panels, or power strips.

C. The Type 3 SPD shall be installed at equipment locations where power is provided from a remotely-located distribution panel within a building.

13.6.4 DC Power Plant Surge Suppression

A. DC surge protection devices shall be provided and installed at the load distribution panel for each different output voltage provided by the DC power system.

B. DC distribution panel SPDs shall be Transtector CB Series, I2R ICP Series or APT TE/11XP-48VDC or equivalent.

C. The SPDs shall use silicon avalanche diode (SAD) technology and have a visual status indicator and isolated Form-C relays for remote fault annunciation to the site alarm system.




D. Each SPD shall be selected based upon the specific application to maximize its effectiveness and shall be installed at the equipment to be protected in accordance with the manufactures’ instructions.

13.6.5 Coaxial Transmission Line Surge Suppression

A. A coaxial surge suppressor such as the Polyphaser series or equivalent shall be mounted and grounded at the entry port panel for each transmission line per the manufacturer’s instructions.

B. All Contractor-provided outdoor antennas for control stations shall be equipped with a Polyphaser series surge suppressor or equivalent.

a. These lightning arrestors shall be grounded to a 5/8" X 8-ft copper clad steel driven ground rod with #2 AWG tinned copper wire attached to the rod using exothermic welding

b. It is preferred that the grounding system used for the control station lightning arrestor shall be bonded to building steel and connected back to the building ground system at the power service entrance

C. Transmission lines shall be cut to proper length for connection to the surge protection equipment.

13.6.6 Low-Voltage and Copper Line Surge Suppression

A. All Telco leased line circuits, outdoor microwave Ethernet conductors, alarm conductors, and all other copper conductors that enter an electronic equipment room or equipment shelter shall be equipped with electrical surge suppression devices utilizing the appropriate surge suppression device, Transtector series, Northern Technologies TMC-50, or equivalent.

B. These arrestors shall be installed as close as practicable to the point of entry to the facility.

C. Surge suppression devices used on Telco leased circuits shall consist of both primary at the Telco demarcation and secondary at the point of cross-connection to communications equipment.

a. Primary surge suppression devices shall use silicon avalanche diode technology, and shall be bonded to the equipment shelter/room ground system

13.7 Infrastructure Equipment Installation

A. The location and position of all equipment shall be in accordance with good engineering practices and conscious of District practices, such that optimum functional efficiency and equipment maintainability shall result.




B. All equipment shall be arranged and installed in a coordinated fashion so that each item of equipment's intended function shall not be impaired due to the influence of adjacent equipment or environmental factors.

C. Sufficient space and clearance shall be provided so that service and maintenance of each item of equipment can be readily performed.

D. All external equipment inter-cabling, whether network, RF, electrical power, audio/data, or control cables and/or wiring, shall be labeled with pre-printed adhesive wire markers/labels.

E. Markers shall be placed at each end, and adjacent to the connector, plug, or terminus; this data shall be recorded in the installation documentation.

F. All equipment cables or cable bundles within the equipment shelter, to the greatest extent feasible, shall be neatly tied by means of plastic tie wraps and secured by clamps to flat surfaces.

G. For cables and/or wiring installed within the equipment shelter, markers shall be placed at the termination points of each cable.

H. All cable/wiring bundles exiting the equipment must do so through the top of the cabinets or racks.

I. Rubber grommets or other suitable protection shall be used at cabinet knockouts to protect the cable/wiring.

J. Splicing of network, RF, electrical power, audio/data, or control cable/wiring will not be permitted.

13.7.1 Equipment Mounting

A. To maximize space utilization and facilitate equipment maintenance, the Contractor shall install the fixed equipment in open 19-inch self-supporting racks or equipment cabinets.

B. The Contractor shall propose their recommended methods and provide an option for other methods that the District may prefer.

C. The Contractor shall install the equipment and connect the equipment to the appropriate AC and DC power sources.

13.7.2 Electrical Systems

A. All AC power wiring outside of the building/shelter shall be enclosed in heavy wall galvanized rigid steel conduit with form eight gasketed fittings.

B. Weatherproof grounding type hubs shall be used at boxes and equipment enclosures

C. All wall penetrations shall be sealed with weatherproof compounds




D. All AC power electrical wiring inside of the building/shelter shall be enclosed in EMT (electro metallic tubing) with compression type fittings (setscrew type fittings are not acceptable).

E. EMT shall be surface mounted in a neat, professional like manner; UL approved locknuts and grounding bushings or EMT box connectors shall be used at boxes and equipment enclosures.

F. All alarm conductors and Telco cabling inside the shelter shall be enclosed in 3/4-inch EMT conduit.

G. Flexible metallic conduit (UL approved) with UL fittings shall be used as final connections to all mechanical vibrating/rotating machinery such as transformers, UPS units, generator sets, etc.

H. All conduit routings shall be horizontally and vertically straight, neat in appearance, indicative of professional workmanship, and shall conform to existing conduit routings where applicable.

I. Where existing conduit supports are adequate, they may be used.

J. If new supports are required, they shall be installed at intervals in accordance with the NEC.

K. Only structural members suitable for conduit supports shall be used; piping, HVAC ducts, etc. shall not be used for support of conduits.

L. Conduit support intervals shall be based upon the NEC Table 346-12.

M. Power conductor insulation shall be color coded with tape at each termination end.

N. Branch circuit conductors shall be labeled using Brady or approved equivalent wire markers at each end with the appropriate circuit numbers.

O. All outlet boxes shall be metallic surface mounted types suitable for the quantity of devices enclosed.

P. Faceplates shall match the outlet boxes.

Q. The outlet boxes shall be marked with the associated circuit and breaker numbers.

R. Outlet boxes that are fed by emergency power shall be plainly marked and identified.

S. All power feeders and branch circuits shall contain an equipment grounding conductor which shall have green colored THWN/THHN insulation or green identifying tape at both ends and which shall be suitably terminated to an equipment ground bus or device screw terminal at both ends.

T. All wire for power, lighting, control and grounding systems shall be stranded copper with UL THWN/THHN 600V insulation, sizes as indicated.




U. Minimum size for power shall be #12 AWG and minimum size for lighting shall be #14 AWG.

V. Electrical equipment such as DC power plant rectifiers, UPS units, etc. shall be wired in accordance with the manufacturers wiring diagrams furnished with the equipment.

13.8 Antenna Systems Installation

A. The Contractor shall provide figures and engineering drawings that detail the antenna tower and antenna mounting assemblies, tower-top amplifiers, transmission lines, ground kits and connectors, and surge suppression devices.

13.8.1 Antenna System Documentation

A. The Contractor shall provide figures and engineering drawings that detail the antenna tower and antenna mounting assemblies, tower-top amplifiers, transmission lines, ground kits and connectors, and surge suppression devices.

B. The Contractor shall provide Tower Loading Detail drawings that depict the antenna tower with the antenna mounting locations and proposed equipment.

13.8.2 Communications System Antennas

A. The antennas shall be supplied with mounting brackets and all other suitable mounting hardware for mounting to the 6-ft sidearm assembly located at the specified level of the tower.

B. All antenna mounts and sidearm mounts shall include a “stiff arm” or “tie-back” brace to prevent movement under high wind conditions.

C. All brackets, mast, clamps, and hardware shall be of a suitable material to minimize corrosion and rust.

13.8.3 Transmission Lines and Waveguides

A. Transmission lines and waveguides shall be cut to length.

B. The equipment shelter end of the coaxial transmission lines shall terminate at the surge suppression device on the interior of the transmission line entry port.

C. Each transmission line connector on the bulkhead panel shall be labeled to identify its associated antenna and mounting height.

D. The equipment shelter end of the microwave waveguide lines shall terminate at a point above the microwave equipment rack to allow a short flexible waveguide to be connected.

E. The Contractor shall meet all manufacturers’ cable bending specifications for strain relief purposes.




13.8.4 Hangers and Hoist Grips

A. All transmission lines and waveguides shall be securely fastened using the specified clamp devices.

B. Hanger clamps shall be approved by the cable manufacturer, installed per cable manufacturers’ instructions, and properly torqued.

C. The best commercially available parts shall be used, no snap-in hangers are allowed without written permission from the District.

D. Hoist grips shall be utilized at the manufacturer specified intervals for lifting the transmission line or waveguide.

E. Hoisting grips shall be left in place to secure the cable.

13.8.5 RF Connectors

A. The mating surfaces shall remain tightly wrapped and protected until mating; touching with the fingers shall be avoided.

B. Silicone or other material shall not be used in the connectors.

C. All connectors shall be approved by the cable manufacturer, installed per the manufacturers' instructions, and be properly torqued.

D. Connectors shall be torqued to the manufacturer’s specifications with a proper torque wrench.

E. After proper torqueing, outdoor connections shall be shrink tube protected to preclude corrosion.

F. Shrink tube size shall be in accordance with the manufacturer's recommendations for the size of line and type of connector.

13.8.6 Coaxial Jumpers

A. Coaxial jumper cables shall be used to interconnect all interference protection or multiplexing devices with the coaxial antenna transmission line and radio frequency equipment.

B. Coaxial jumper assemblies for each antenna system shall be factory constructed to length.

C. The connection to the top of the transmission line shall be weather-protected and the connection to the antenna shall be weather-protected as described in this RFP.

13.8.7 Control Station Antennas

A. All control station antennas provided and installed by the Contractor shall be installed using solid-jacketed transmission line installed as specified in this RFP.

B. Directional or omni-directional control station antennas shall be provided as specified in this RFP.




13.9 Transmitter Combiners, Duplexers, and Filters

A. The transmitter combiner components shall be mounted in an "open" floor mounted rack or integrated into equipment cabinets.

B. All RF connectors shall be properly torqued; hand tightening is not acceptable.

13.10 Receive Multicouplers and Tower-Top Amplifiers

A. The receiver multicoupler shall be installed within the equipment room within a rack or equipment cabinet.

B. All connectors, joints and fasteners shall be securely tightened and properly torqued to preclude RF noise generation.

C. All exterior connections shall be weatherproofed per the transmission line requirements of this RFP.

13.11 Infrastructure Equipment Removal and Disposal

A. The District will operate a portion of the current SmartNet system for two to three years following the implementation of the P25 system to support local government communications until all user equipment has been replaced with P25 capable equipment.

B. The Contractor shall be responsible for the removal of the existing infrastructure equipment following the cutover of the local government users to the new P25 system.

C. All removed or de-installed equipment shall be properly stored at a location provided by the District unless the Contractor has offered a trade-in discount.

D. The Contractor shall provide a detailed inventory list of all equipment including model number, serial number, and location of removal.

E. The District encourages the Contractor to offer a salvage or trade-in credit in its proposal to take possession of any desired salvaged material.

F. The Contractor shall be responsible for the proper and legal disposal of all equipment not retained by the District or taken as trade-in by the Contractor.

13.12 Dispatch Center Installations

A. The Contractor shall provide any and all equipment racks, grounding and bonding, surge protection devices, and miscellaneous hardware and components required for completion of the dispatch console installations.

B. All installations shall be neat and professional and performed per the manufacturer's recommendations using good engineering practice with cables bundled, no sharp edges exposed, no wire exposed, etc.

C. All console related equipment shall be bonded to the dispatch facility ground systems.




D. All control stations shall have their antenna systems and transmission lines bonded to ensure that any surge currents do not reach the console operator positions and personnel.

E. Current dispatch equipment shall remain operational at every dispatch position until the trunked communications system is complete and operational or until dispatch capabilities are fully integrated into the new consoles.

F. All console operator position installations shall be performed in such a way and to a schedule that shall minimize the interruptions to dispatch operations.

G. The Contractor shall coordinate all dispatch operator installations and removals with District personnel.

H. Scheduling shall be completed by the Contractor no less than 30 days prior to the start of the work.


A. The Contractor shall supply and install any hardware, firmware, software, programming, interfaces, and other devices necessary for the installation of the FSA systems.

13.14 Logging Recorder System Installation

A. The Contractor shall furnish and install any necessary devices, interfaces, firmware, and software to connect the trunking equipment to the existing upgraded or replacement logging recorder system equipment.

13.15 Site Cleanup

A. At the completion of the installations specified herein, the Contractor shall remove all debris that are a result of such installations, and return the work areas to normal conditions.

B. Special consideration must be given to the public safety communications center during equipment relocation and installation to minimize the disruption of "ongoing" dispatch operations.

C. Damage to any equipment, floor tiles, rooftops, exposed surfaces, or other building facilities in any way shall be repaired or replaced by the Contractor at the Contractor's expense; repair or replacement shall be at the sole discretion of the District.




14. PERFORMANCE VERIFICATION AND ACCEPTANCE

A. Performance verification shall consist of factory tests, mechanical installation inspections, field specification tests, field functional and operational tests, radio coverage tests, and system reliability tests.

B. The Contractor, in conjunction with the District's technical personnel and representatives, shall verify and demonstrate to the District that all systems and equipment have been properly installed optimized, is fully functional, and meets all of the requirements specified within this RFP.

C. The Contractor shall provide all necessary acceptance test plans, technical personnel, transportation, and test equipment to conduct the performance verification tests.

D. The Contractor shall coordinate scheduling of the testing with the District.

E. All deviations, anomalies, and test or specification failures discovered during testing shall be documented in a Project punch list and remedied by the Contractor in a timely manner.

F. When the system has been fully installed, programmed, optimized, made operational, and fully tested by the Contractor according to the agreed upon test scripts, the District shall then be notified in writing that the system is ready for acceptance testing.

G. The proposed Project schedule shall include an appropriate amount of time for the District’s representatives to witness all such testing.

H. All test results shall be recorded in a standardized format to be determined by the Contractor.

I. The format to be used for recording of test program data shall be submitted to the District for approval 30 days prior to testing.

J. All recorded test program data shall be dated, witnessed, and signed by the designated representatives of the District and the Contractor.

K. All test data shall be presented in a single test report.

14.1 Factory Staging and Acceptance Testing

A. The Contractor shall provide a Factory Acceptance Test Plan (FATP) to the District and stage all trunked and conventional communications and backhaul systems infrastructure equipment at the Contractor’s factory location within the continental United States for the purpose of conducting a Factory Acceptance Test (FAT).

B. All equipment must be functional within the factory-staged systems prior to acceptance of the FAT by the District.

C. At staging, all of the infrastructure equipment required to make a fully operational communications system shall be assembled into the proposed configuration and tested as a system, including, but not limited to:




a. Repeater site equipment

b. Network and site controllers

c. LAN/WAN/Backhaul and distribution equipment

d. Alarm panels and control units

e. Dispatch Consoles

f. Network Control and Management Systems

D. The District, at their option, shall supply representatives to witness the factory staging and testing of the system.

E. At the successful completion of system staging, the fixed network shall not be shipped until the District has granted approval to ship.

F. Upon receipt of the District’s approval, the fixed network equipment shall be delivered to the Contractor’s facility by a method designed to safely transport sophisticated electronic equipment.

G. Upon arrival at the destination, all equipment will be received and inventoried by the Contractor.

H. Any interim storage required for the equipment prior to the delivery to the District sites for installation shall be the responsibility of the Contractor.

14.2 System Acceptance Test Plan

A. The Contractor shall provide a System Acceptance Test Plan (SATP) for all communication systems and backhaul communication systems equipment for establishing the basis of system acceptance.

B. This plan shall form the basis for a mutually agreed upon SATP between the District and the Contractor.

C. The SATP shall, as closely as possible, resemble the "real life" application of the communications system and equipment.

D. An example of the topic areas to be analyzed in depth in the field shall include, but not be limited to, the following testing areas which must show conformance to all of the specifications contained in this RFP:

a. System infrastructure P25 features, redundancy systems and hardware, functionality, programming, and performance

b. Dispatch console redundancy, functionality and performance

c. Interoperability and mutual aid interface infrastructure functionality and performance

d. Conventional interface infrastructure functionality and performance




e. Network Control and Management Systems functionality and performance

f. Base station transceiver functionality, optimization, and performance

g. Radio coverage design verification

h. Site facilities mechanical inspection, functionality and performance (e.g., generators, power plant systems, shelter alarms, fire suppression, grounding, etc.) for site facilities provided by the Contractor

i. P25 ISSI interoperability conformance

j. Network backhaul system functionality and performance

14.3 Tower and Facilities Mechanical Inspection and Tests

14.3.1 General

A. The entire infrastructure installation effort shall be inspected for conformity to this RFP.

B. All equipment and installation services provided under the requirements of this RFP shall be inspected for compliance to the standards of good engineering practice, all Federal, State, and District regulations and codes, and all building codes and ordinances in effect at the sites delineated in this RFP.

C. Particular attention shall be paid to:

a. All installation work performed in a neat and professional manner in compliance with manufacturer’s recommendations

b. All fasteners and hardware tightened and properly torqued

c. All backup power and electrical systems are properly configured and installed

d. All antennas are plumb and of proper pattern and orientation

e. All transmission lines are properly installed, labeled, and swept

f. Sites are free of debris and excavations backfilled, compacted, and restored

g. Towers properly oriented, if applicable

h. Tower lighting systems fully operational, if applicable

i. Interior and exterior ground systems properly installed and bonded

j. All SPD/TVSS devices are appropriate for the application and properly installed and bonded

k. All alarms, circuits, and electrical circuits and outlets are functional and properly labeled

l. Shelters are free from water leaks or other mechanical issues

m. First aid kits and eye wash stations are installed, if applicable and provided




n. Fire extinguishers installed, if provided

14.3.2 Communication Site Tests

A. The following tests shall be performed on the appropriate equipment or structure.

B. These tests shall include, but not be limited to:

a. Earth ground resistance testing using triangulation method and approved test equipment

b. Proper operation of site alarms, if applicable

c. Proper primary and secondary SPD devices properly installed, bonded, and alarmed

d. Power distribution panel circuit verifications and labeling

e. Proper installation of all lighting (building and tower) and associated switches and controls

f. Proper installation and operation of all timers, thermostats, and HVAC systems including cycling of units

g. Proper installation of fire detectors and fire extinguishers

C. Any equipment not meeting the requirements of this RFP included anywhere in this document, shall be immediately repaired or replaced by the Contractor.

14.3.3 UPS Power Systems

A. The Contractor shall perform testing on all UPS systems provided by the Contractor.

B. UPS systems may consist of a combination of DC power plants (Rectifiers and Batteries) that are the primary power source at a site, conventional UPS systems providing 120/240 VAC output from a dedicated battery power source, and UPS systems providing 120/240 VAC output from power inverters that derive their power from the site’s DC power plant.

C. These tests shall include but not be limited to:

a. Initial startup testing by the manufacturer representative

b. Normal operation

c. Simulated power outage to switch to generator

d. Battery/UPS only operation at rated load for specified required run times

e. Return to normal operation from the conditions above

f. Maintenance bypass

g. Self-tests/diagnostic programming




14.4 Equipment Specification Testing and Antenna System Sweeps

A. Following equipment installation and optimization, the Contractor shall perform the following tests for each piece of equipment including any modified and/or relocated existing equipment.

B. A representative of the District shall witness these tests and the Contractor shall provide documentation of the test results to the District.

C. Any equipment not meeting their manufacturer’s specifications or the requirements of this RFP shall be adjusted, repaired, or replaced by the Contractor without additional cost to the District.

D. The specification tests shall be witnessed by the District and shall at a minimum include the following.

E. Base stations in FDMA and TDMA modes as applicable.

a. Forward and reflected power at transmitter output

b. Forward and reflected power at combiner output

c. Insertion loss of combiner

d. Receiver BER threshold sensitivity at the chassis (each slot for TDMA)

e. Receiver BER threshold sensitivity at the top-of-rack (multicoupler input) (each slot for TDMA)

f. Receiver BER threshold sensitivity through the tower-top-amplifier test port in the presence of noise (each slot for TDMA)

F. Receiver multicoupler gain/loss.

G. Voting comparator, if applicable.

a. Operational tests to be conducted to verify end-to-end functioning of each channel of each comparator

H. Antenna systems and transmission line tests.

a. The Contractor shall perform Time Domain Reflectometry (TDR) and Return Loss testing for all LMR infrastructure transmit and receive system transmission lines and waveguides

b. All infrastructure site antennas and transmission lines shall be tested from the interior of the equipment shelters at the input connector of the surge suppression device on each transmission line

c. This method of measurement shall indicate the Return Loss and any impedance irregularities in the transmission line/waveguide/antenna system

d. Return Loss on any transmission line or waveguide shall not exceed 17.0 dB




I. RF control stations if applicable.


b. Proper programming of talk-groups/channels, features and functions

J. Mobile radios if applicable.


b. Proper programming of talk-groups/channels, features and functions

K. Portable radios if applicable.

a. Proper programming of talk-groups/channels, features and functions

b. Proper battery life in 5-5-90 duty cycle testing including proper operation of the radio’s low battery indicator

14.5 Radio Coverage Acceptance Testing

A. The District’s acceptance of the radio coverage of the system shall be based upon the successful passage of the Coverage Acceptance Test Plan (CATP).

B. The Coverage Acceptance Tests shall not begin until the system has been fully optimized and the infrastructure tests have been successfully completed.

C. Documentation of both the infrastructure and coverage test results shall be presented for the District’s review following successful completion of the coverage tests.

D. The Coverage Acceptance Tests shall only take place when full foliage conditions exist and rain shall not delay the scheduled testing.

E. Prior to initiation of the coverage testing process, the Contractor shall provide the District with written certification that the system has been properly installed and fully optimized so that CATP testing may begin.

F. The proposed schedule shall allow at least two (2) weeks for the District to review and approve the final test documentation after all testing has been completed.

14.5.1 CATP Requirements and Test Plan

A. The Contractor shall provide a detailed CATP in their proposal and the CATP shall reflect the proposed system design and include at a minimum, the following items:

a. A schedule of the tasks and activities

b. An explanation and description of the methodology explaining how the test will be conducted

c. An explanation of how the results shall be tabulated and documented




d. An explanation of why the methodology of data gathering and the subsequent presentation of the results to the District shall "prove" that the coverage requirements of this specification have been met

e. The Contractor’s expectation including time commitments, of the required District personnel and vehicle resources needed for the testing

f. A list of mobile and portable radio equipment required for the testing

B. The Coverage Acceptance Test Plan shall consist of the following for both Phase 1 and Phase 2 communications.

a. Automated outbound BER tests

b. Automated outbound signal level measurements for informational purposes

c. Simulated in-building signal margin testing using attenuated radios

C. The Coverage Acceptance Test Plan shall consist of the following for Phase 2 communications.

a. Subjective Voice Quality tests for inbound and outbound transmissions

b. Simulated in-building signal margin testing using attenuated radios

D. The coverage acceptance tests shall be performed in all accessible areas of Caddo Parish.

E. The Contractor shall clearly show the calculations and assumptions used for compliance with coverage requirements specified in this RFP and the calculations shall be subject to District approval and review.

F. Once radio coverage testing has been initiated, system modifications such as replacement or reorientation of base station antennas or other factors that may influence radio coverage including software-roaming parameters, shall not be made without the District’s approval.

G. Modifications affecting radio coverage will require that the radio coverage test be restarted from the beginning at no cost to the District.

14.5.2 CATP Pass/Fail Criteria

A. The CATP Automated BER test for both Phase 1 and Phase 2 modulations shall be deemed to have passed if the number of test girds passing is divided by the total number of test grids and this percentage is equal to or greater than the contractual Service Area Reliability percentage as proposed by the Contractor and agreed to by the District.

B. The CATP Subjective Voice Quality test for Phase 2 modulations shall be deemed to have passed if the number of test girds passing is divided by the total number of test grids and this percentage is equal to or greater than the contractual Service Area Reliability percentage as proposed by the Contractor and agreed to by the District.




14.5.3 Automated BER and Informational Receive Signal Level Testing

A. The Contractor shall perform outbound Automated BER and informational RSL measurement tests for both Phase 1 and Phase 2 modulations.

B. The test data shall be statistically significant for the required confidence level.

C. The automated tests shall incorporate critical time constants for communications system radio coverage testing.

D. A method of correlating the test location with the Automated BER and RSL measurements, such as a GPS receiver, shall be employed to assist with analysis of the test data.

E. The test instrumentation shall be capable of operation in a vehicle for outbound tests.

F. A test route shall be developed by the Contractor and approved by the District.

G. Continuous data shall be recorded throughout the test route.

H. Transportation shall be provided by the District and to any test locations not generally accessible by car if required.

I. The Automated BER test shall consider the effects of delay spread or Time Delay Interference (TDI) on the outbound test channel.

14.5.4 Subjective Voice Quality Testing

A. The Contractor shall perform a Subjective Voice Quality test for inbound and outbound transmissions to field test units from dispatch for Phase 2 modulations.

B. A method of correlating the test location of the Subjective Voice Quality test such as a GPS receiver, shall be employed to assist with analysis of the test data.

C. The test evaluation team(s) shall consist of no less than two (2) District representatives and one (1) Contractor representative.

D. Each evaluation team and dispatcher shall score each test call for inbound and outbound voice transmissions as PASS or FAIL based on a minimum DAQ 3.4 voice quality.

E. The test is conducted using a Phase 2 talk-group.

F. Both the dispatcher and the portable radio user must successfully transmit and receive test messages in order to complete the test.

G. If the voice quality of the test messages meet or exceed the test criteria, as agreed by a majority of the test evaluation team, the grid is considered to have passed.

H. If the test messages do not meet the test criteria, as agreed by a majority of the test evaluation team, the grid is considered to have failed.

I. If a test call in a grid fails, a single “retry” will be permitted and the user may move up to 5-feet and repeat the test.




J. All retries shall be recorded on the scoring template and no more than 5% retries will be allowed for passage of this portion of the coverage test.

K. If the discrepancy cannot be rectified, then that grid will be set aside for discussion and evaluation.

L. The test message shall consist of a short message representative of typical public safety call durations and shall include the identification of the location being tested.

M. The suggested test message is “TEST TEAM #ONE, TESTING BUILDING YYY, LOCATION NUMBER XXX”, followed by a short sentence or two, possibly from a newspaper or a Harvard Phrase, of approximately eight 8 to 20 words total.

N. To ensure that the message is understood, the test message may be repeated by the dispatcher or portable radio user who will then make a similar test call.

O. The suggested response test message is “TEST TEAM #ONE, CONFIRMING BUILDING YYY, LOCATION NUMBER XXX”, followed by a short sentence or two possibly, from a newspaper or a Harvard Phrase, of approximately eight 8 to 20 words total.

P. If a member of the test team exhibits bias, they may be replaced.

14.5.5 Attenuated Radio Configurations

A. The District will utilize new and existing mobile and portable radio equipment on the new P25 system.

B. The District understands and does not object if the Contractor utilizes their preferred mobile or portable radio equipment for the Automated and Subjective Voice Quality tests.

C. To ensure consistency among the Contractor system designs, the District has specified the outdoor signal level on the street, and the baseline technical parameters for the user equipment that shall be used for the performance of the CATP.

D. A modified (attenuated) portable radio will be used to simulate a portable radio operating on the hip outdoors and within buildings.

E. This process involves the attenuation of a portable radio to “normalize” the roof-mounted mobile ¼-wave magnetic-mount test antenna and to simulate the performance degradation that would be encountered while operating the portable radio on the hip outdoors and within buildings having a specific loss characteristic.

F. The Contractor shall provide the ¼-wave magnetic-mount test antennas for unobstructed placement on the vehicle roof used for the testing.

G. The Contractor shall install the appropriate signal attenuators to the portable test radio to emulate the following:




a. The body losses experienced when the portable radio is worn on the hip which is specified by the District to be 10.3 dB for a ½-wave whip antenna

b. The antenna adjustment of 3.0 dB for the ¼-wave magnetic-mount test antenna when compared to a half-wave dipole

c. The antenna height adjustment of 1.3 dB for a ¼-wave magnetic-mount test antenna installed at 5.0-ft AGL

d. The specified signal level margins for building loss in dB

H. The adjustment to the level of attenuation that may be required to “normalize” the receiver sensitivity specifications of the Contractor-provided test radio to match the -119.0 dBm at 5% BER chassis receiver sensitivity specification stated in this RFP; the Contractor shall measure and demonstrate to District personnel, the 5% BER chassis receiver sensitivity threshold of their test radios and their recommended adjustments to normalize their test radio receiver to -119dBm at 5% BER

I. The Contractor shall provide a thorough description, including block diagrams and attenuation levels of the proposed test setup, and the District shall approve the Contractors final plan for attenuation.

J. The Contractor shall verify and the District shall witness that each portable radio to be used for the coverage test has been bench-tested and found to be operating within the manufacturer’s specifications, and that the appropriate amount of attenuation is in place to “normalize” the Contractor-provided test radio.

K. The Contractor shall certify and the District shall witness that the testing methodology and modifications to the radios provide a loss equal to that of a portable radio operating in compliance with the requirements of this RFP.

14.5.6 Test Equipment Records

A. The Contractor shall keep thorough records during the equipment testing process and shall provide a permanent record of the testing results to the District and its technical representative prior to the initiation of the coverage testing process.

B. The Contractor shall record the make, model, serial number, and calibration date for all radio test equipment used during the equipment testing process.

C. The Contractor shall record and track the make, model, and serial numbers of all radio equipment used during the radio coverage testing process.

D. This documentation shall include the versions of software and settings programmed into each of the radios.




14.5.7 Test Grids and Locations

A. The Caddo Parish jurisdictional area shall each be divided into grid squares with sizes as determined by the methodology defined in the latest version of TSB-88 to yield a 99% confidence level and 2% confidence interval in the resulting test data.

B. An Automated BER, informational signal level, and Subjective Voice Quality test shall be performed in each grid where a portion of that grid is within the Caddo Parish boundary.

C. Testing points within each grid shall be chosen per the TSB88 defined methodology and the test point shall be randomly chosen as to not be biased by either party and, to the extent possible, should not cluster adjacent grid test points together.

D. The DAQ test is normally performed following the auto-triggered Automated BER and the informational signal level test.

E. For every test grid, the Subjective Voice Quality test shall be performed using a portable radio modified to simulate a portable radio operating within buildings.

14.5.8 Coverage Test Results and Report

A. For each grid tested, the Automated BER tests and the Subjective Voice Quality tests shall stand alone and shall be evaluated independently of each other in that failure of the Automated BER test does not constitute failure of the Subjective Voice Quality test and vice versa.

B. For each modulation type tested, the Automated BER tests and the Subjective Voice Quality tests shall stand alone and shall be evaluated independently of each other in that failure of the Automated BER test does not constitute failure of the Subjective Voice Quality test and vice versa.

C. For the Automated BER test, a test location shall be considered to pass only if the Automated BER measurements are less than or equal to the maximum agreed upon thresholds for PASS/FAIL criteria for each modulation type tested.

D. For the Subjective Voice Quality tests, a test location shall be considered to pass only if both the inbound and outbound voice transmissions were scored as a PASS for each modulation type tested.

E. The Contractor shall generate a CATP test report to summarize the test results and to recommend any corrective steps that may be required to fix any failed test.

F. The Contractor’s CATP report shall include the following information for each test:

a. Description of the test methodology and the final results

b. Test location (map grid, address, or intersection for non-moving tests, etc.)




c. The test results for the Automated BER and Subjective Voice Quality tests by grids shall be displayed on 11" x 17" maps with the grids color keyed to indicate the test results; red indicates a grid failure, green indicates a passed grid, yellow indicates a grid that is not accessible or tested

d. Automated BER detailed test results by grid

e. Subjective Voice Quality test results by grid

f. Informational RSL measurements by grid

g. Paper and soft copies in PDF format of the data record collection work sheets

h. Date and time stamps on the test reports

i. Test conditions (type of radio, attenuation levels, antennas, equipment serial numbers, etc.)

j. The names of the test team participants

G. The CATP test report documentation shall be presented to the District for review following the successful completion of the coverage tests.

H. The District shall have a minimum of 21 days to review and approve the test documentation after all testing has been completed.

I. Successful completion of the CATP test shall occur when the Contractor has demonstrated that they have met their minimum Service Area Reliability coverage commitment and the contractual requirements of the contract.

14.5.9 Coverage Test Failures

A. The CATP shall be considered to have failed if any of the following conditions are demonstrated:

a. Unauthorized changes to the system or equipment under test

b. The Contractor has failed to demonstrate that they have met their minimum Service Area Reliability coverage commitment and the contractual requirements of the contract for outdoor radio coverage within the Caddo Parish jurisdictional area

B. If the system fails the coverage test as described above, then the Contractor shall take corrective action to resolve the coverage deficiencies and repeat the coverage tests.

C. The costs of the corrective actions shall be borne by the Contractor.

D. The costs associated with the repetition of the CATP shall be borne by the Contractor inclusive of the participation by the District’s technical representative.

14.5.10 Remedies for Coverage Failure

A. The Contractor shall bear the full responsibility and costs to mitigate the failure to demonstrate compliance with the contractual coverage commitment.




B. Remedies for failure of the CATP shall address the entire problem area and not be limited to correcting a portion of the failed area.

C. Remedies may not degrade areas of coverage that were previously accepted.

D. A retest of the CATP shall be conducted in any area (previously failed or not) potentially affected by the remedy in order to verify that the composite coverage is maintained.

E. All remedies must meet the performance, feature-functionality, and reliability requirements of this RFP.

F. At a minimum, these remedies may include the following:

a. Modifications to the design of the system including the antenna and transmitter configurations which shall comply with Region 18 and any regulatory and zoning restrictions of Caddo Parish

b. The complete inspection and testing of the transmit/receive antenna systems to determine that it meets all manufacturer and design specifications

14.6 Functional and Operational Tests

A. The functional and operational testing shall be performed following the CATP.

B. The Contractor shall provide and define a detailed “step-by-step” functional test procedure and check list specific for their system that exercises and demonstrates each and all of the required and proposed functions and capabilities including those of the dispatch consoles.

14.7 Communications System Cutover Plan

A. The Contractor shall include in their proposal a preliminary cutover plan describing the transition of users to the new communications system.

B. This plan shall include a chronological chart (Gantt-type format) with the tasks to be accomplished and the time for achievement of each task shown.

C. The Contractor shall provide a phased implementation plan that will ensure that no current dispatch function is negatively impacted or impaired during system cutover to the new communications system.

D. The Contractor shall provide an updated detailed cutover plan for each user agency 60 days prior to equipment installation.

E. The plan shall be approved by the District before commencement of installation.

F. The detailed cutover plan shall include a narrative description of the sequential cutover steps and a clear delineation of which tasks are the responsibility of the Contractor and which tasks are the responsibility of the District.




G. The current communication systems shall remain operational during the cutover phase and after cutover for a period to be determined by the District.

14.8 30-Day Performance Period

A. The Performance Period shall consist of a 30-Day Performance Period or burn-in period, and shall be scheduled to begin upon written notification to the District that the system is ready for the 30-Day Performance Period, and that the initial user training and initial user group transitions have been successfully completed.

B. The system will be observed during this period to ensure that it performs as specified.

C. Any failure to perform as specified in the contract will be remedied before the infrastructure is accepted.

D. If the system performs as specified for 30 consecutive days, and the remainder of the acceptance tests and punch-listed items have been resolved, then the system infrastructure will be considered for acceptance.

E. Successful operation is defined as the absence of any major failure of equipment or loss of system functionality.

F. Any major failure that occurs may reset the 30-Day Performance Period clock at the discretion of the District.

G. The District’s decision to reset the 30-Day Performance Period should be based in part, upon the source and the severity of the failure as well as the operational impact suffered by the users.

H. The decision of the District to reset the 30-Day Performance Period shall be final and binding on the Contractor.

I. The cutover and transition of the remaining the District’s agencies if applicable, will follow the same process as the initial agencies but will not begin until the 30-Day Performance Period has been successfully completed.

14.8.1 Major and Minor Failures

A. Successful operation is defined as the absence of any major failure of equipment or loss of system functionality.

B. Minor failures, such as operational problems and adjustments normally encountered during implementation of a new system, shall not constitute a failure in achieving successful operation.

C. The following is a listing of items that define a major failure:

a. System in non-trunked fallback mode or failsoft

b. System in “site trunking”




c. Groups of mobiles or portables receiving a denial or busy tone

d. More than one dispatch console operator position off the air

e. The loss of voice communications

f. The loss of data communications if applicable

g. Failure of the trunked system switch/controller

h. Greater than two trunked repeater channel resources down

i. A simulcast failure affecting one or more sites or more than two channels

j. Loss or failure of system configuration database

k. Loss or failure of user database

l. Failures that prevent acceptance criteria from being achieved

D. The following is a listing of items that define a minor failure:

a. Failure of any equipment which does not cause the interruption of trunking operation or dispatch console functionality, provided that redundant equipment automatically switches into operation in accordance with the RFP

b. Momentary (ten seconds) system outages during switching to redundant control equipment

c. Failure of no more than one repeater channel, provided that such failures are corrected within the maintenance response time required by the RFP

d. Failure of a single dispatch console position that is not attributable to other system failures

e. Failure of a site frequency standard provided that redundant equipment automatically switches into operation in accordance with the RFP

f. Failure of a single tower-top amplifier or multicoupler

E. During the Performance Period, the Contractor shall provide maintenance response, replacement parts and materials, and qualified personnel to service the fixed-end system and equipment at the sites of work within one (1) hour after notification of a major equipment failure as reported to the Contractor's service facility, during normal working hours (8:00 a.m. through 5:00 p.m. Monday through Friday) and within two (2) hours after hours.

F. The Contractor shall have sufficient personnel and parts available to maintain the system and equipment so that the equipment can be repaired within eight (8) hours after notification of equipment failure.

G. This provision shall apply on a 24 hours per day, seven days per week basis including holidays.




14.8.2 Performance Documentation

A. The documentation shall be maintained in a common electronic database, the database shall permit sorting by field to facilitate the analysis of maintenance records.

B. This database shall be maintained by the Contractor but shall be accessible, via remote login provided to the District by the Contractor to the District at all times.

C. During the performance period, the Contractor shall establish and maintain the following documentation.

a. Prepare and maintain a service/repair record system

b. Each major piece of equipment and radio subscriber unit shall be maintained by serial number and asset number

c. Prepare and maintain a failure reporting system to insure that all failures are reported promptly to the District

d. A failure log shall be available for inspection by the District at all times

D. A formal failure report shall be submitted to the District on a monthly basis and shall show for each failure.

a. The problem and the time reported

b. The time that the technician responded

c. The problem actually found

d. The repairs performed and the time of restoration

e. An itemized list of parts replaced

f. The technician's name

g. Any FCC required measurements made due to repairs

14.9 Final System Acceptance

A. The District will consider the system ready for Final System Acceptance upon the satisfaction of the following conditions.

a. All punchlist and action items are completed and no outstanding problem issues exist

b. All control station, test equipment, encryption and related equipment to be provided in accordance with the RFP have been received by the District

c. All required training has been performed per the RFP

d. All functional and performance tests are complete and the results have been provided to the District and accepted as complete and in accordance with the RFP




e. All as-built drawings, service manuals, operator manuals and related documentation required in the terms and conditions and the RFP have been provided to the District and are accepted as complete and in compliance with the requirements

f. All legacy system equipment and antenna systems have been removed and properly disposed of

g. Submission of proof of payment of fees, taxes or similar obligations

h. Obtain all permits, certificates of inspection and other approvals and releases by governing authorities required for the District's occupancy and use

i. Settle liens and other claims

j. Settle Liquidated Damages due to the District, if any

k. Transfer operational, access, security and similar provisions to the District and remove temporary facilities, tools and similar items

l. Obtain Consent of Surety for final payment

B. The Contractor shall provide in their proposal, a complete listing of the Final System Acceptance documents that will be the deliverable to the District.




15. TRAINING

A. The Contractor shall include in their proposal, their proposed training courses to be provided, and a syllabus of the proposed training program.

B. The Contractor representatives shall provide training to District personnel who will be responsible for training additional personnel in the operation and functions of the new communications system.

C. The Contractor shall develop and provide a comprehensive and detailed plan for all training associated with the use, operation, and management of the new communication system as described in this Section.

D. The training plan shall provide on-line “prerequisite” training as required, and on-site training by highly skilled training personnel with extensive training and experience on the equipment and systems supplied under this RFP.

E. The training sessions shall be scheduled at times and locations as negotiated with the District.

F. Dispatcher training may be required on a 24-hour basis without extra cost to the District.

G. The District will provide classroom space where training can be conducted.

H. The District’s live operational equipment will be used in a "hands-on" environment.

I. The Contractor shall provide the training plan to the District for approval at least 90 days prior to the cutover of system to live operation.

J. Written materials and audiovisual aids produced by the Contractor for the training shall be furnished to the District for continuing education purposes.

K. The Contractor shall provide all necessary instructional materials, manuals, handouts, and other training materials which shall be retained by the trainees for their reference

15.1 Dispatcher Trainer Training

A. The Contractor shall provide a comprehensive “Train-the-Trainer” program for the identified audiences and the subjects defined in this section.

B. Such training shall include at a minimum, sessions for up to 10 trainers each.

C. The training shall be tailored to the requirements of each user agency and shall use the agencies’ final console screen configuration.

D. The dispatch consoles used for training shall be connected to the new P25 system.

E. The first training class shall be given to supervisory personnel of the agencies involved so that any deficiencies discovered in the training program may be corrected before the remaining personnel are trained.




F. Concurrent with the installation and prior to the performance period of the communications system, the Contractor shall provide orientation and training for all of the participating department’s dispatch radio personnel trainers for all aspects of the operation and functioning of the P25 communications system and equipment.

G. The District will provide classroom space for the training and the Contractor shall provide the connectivity between the classroom to the P25 system.

H. If the Contractor intends to utilize the actual console hardware to be provided to the District, the Contractor shall work with the District to determine which consoles are to be used for the training sessions.

I. Personnel shall be trained on-site in all features and functions as well as in the following areas:

a. The configuration of the new system and its operational modes, and the primary differences between the new system and the current system

b. Operational theory of the dispatch consoles

c. The failure modes of the P25 system and backup systems such as RF control stations, mobile and portable equipment, trunking and conventional, and the failure modes of operation

d. Hands-on familiarization with all communications control functions and equipment

e. Basic dispatch operator maintenance and diagnostic troubleshooting techniques

f. System manager terminals and report generation

g. Fire Station Alerting, Aux I/Os, and other ancillary systems

15.2 System Management Training

A. The Contractor representatives shall provide on-site training to District communication system supervisor and management personnel who will be responsible for database entries, setting up user files, and administering services for the communications system.

B. This training shall include intensive instruction on all aspects of the tasks necessary to operate the system.

C. The training class shall consist of up to 12 people.

D. The System Manager training course shall be a comprehensive program designed to familiarize the Radio System Managers with all of the available features, reports, provisioning, and system diagnostics.

E. The System Manager course must include, at a minimum, the following topics:

a. System overview

b. Operational theory of all system components




c. Detailed discussion of system failure modes and the appropriate response

d. Basic troubleshooting techniques

e. The available system features and report generation

f. The available system diagnostics and reports

g. Dispatch console management and configuration administration

h. Development and maintenance of system databases and archives

i. Detailed discussion of system and site alarm systems

j. Hands-on training and familiarization with all of the above

k. Fleet-mapping for the system

l. Disable/enable user radios authorized on the system

m. System utilization by their radios and talk-groups

n. Logging recorder interface configuration and administration if applicable

o. ISSI interface configuration and administration

p. Fire Station Alerting and ancillary systems administration

15.3 System Maintenance Training

A. The District’s personnel may assume some duties pertaining to the maintenance response for the new communication system infrastructure.

B. The Contractor shall provide familiarization and maintenance training for District technical personnel during the equipment staging and installation phases of the Project.

C. This training will ensure that District maintenance personnel are familiar with the various components and equipment of the communications system.

D. The Contractor shall provide on-site training seminars for a minimum of eight (8) persons, and shall include complete training, beginning with basic digital theory through comprehensive coverage of the provisioning, operation, and maintenance of the communications system and backhaul equipment supplied under this contract.

E. The Contractor shall supply training personnel that are highly skilled with extensive training and experience on the equipment supplied as part of this Project, and all necessary instructional materials.

F. All manuals, schematics, diagrams, and other printed and soft copy materials shall become the property of the attendees.

G. The technician training courses shall cover, at a minimum, the following topics:




a. An overview of the system configuration and capabilities, block diagrams and circuit and component descriptions

b. Network backhaul configuration, setup and IP addressing

c. A presentation of the general communications equipment, theory, configuration, and features

d. Principles of digital P25 Phase 1 and Phase 2 transmissions

e. Simulcast theory, principles, operation, alignment and maintenance

f. System failure modes, troubleshooting, diagnostics, and alarms

g. Base station operation and maintenance, transmit and receive antenna systems testing and optimization

h. Operation of specialized test equipment

i. Detailed repair procedures, unit/module replacement, alignment, optimization, and testing procedures

j. Detailed preventative maintenance and record-keeping procedures

15.4 On-Site User Trainer Training

A. The Contractor shall provide a comprehensive “Train-the-Trainer” program for the identified audiences and the subjects defined in this section.

15.4.1 On-Site Radio User Training

A. The Contractor shall provide on-site, “Train-the-Trainer” type courses for the following categories of equipment:

a. Subscriber Mobiles

b. Subscriber Portables

c. Subscriber Control Stations

d. Vehicular Repeaters (if utilized)

e. Alternative Support Systems and Specialized Equipment (if utilized)

B. Training shall include system orientation and familiarization that includes theory of operation discussion and equipment demonstration, and shall be designed so that, upon completion, each student will be qualified to train system end-users on the operation of the specific equipment.

C. The Contractor shall customize all “Train-the-Trainer” courses per the County’s satisfaction in conjunction with the specific programming and configuration parameters utilized by the County.




D. The Contractor shall provide training for up to two (2) classes of fifteen (15) students per class.

E. The Contractor’s highly skilled personnel shall conduct the training.

F. Instructional material shall be included as part of each course and will become property of the County.

G. Training aids such as videos, system diagrams, training manuals showing working functionality and a qualified instructor shall be available for these classes.

H. There shall be handouts available for all attendees up to thirty (30) copies. Each student shall receive a personal “Trainer’s Guide” training manual.

I. In addition to the “Trainer’s Guide” training manual, an electronic version such as *.pdf (Portable Document Format) readable with the Adobe Acrobat Reader software shall be provided; thirty (30) USB flash-drive copies shall be supplied.

J. The Contractor shall provide, in addition to the training plan, and handout material, five (5) video copies that would instruct a user on the operational functions and features of all proposed radio system subscribers.




16. SYSTEM DOCUMENTATION

16.1 General

A. The Contractor shall supply a complete set of documentation that describes the overall communications system layouts, block diagrams, architecture, as-built documents, and its operating and failure modes for all systems, subsystems, and components supplied under the contract.

B. The documentation shall consist of three (3) electronic copies on a flash drive and one (1) bound hard copy of the entire system documentation.

C. The Contractor shall supply the documentation as specified in this Section. The documentation shall consist of the following at a minimum:

a. User instruction and operation manuals

b. Detailed equipment maintenance, setup, and alignment manuals

c. System and equipment test data (both factory and field)

d. Software documentation which describes system and equipment software and versions

e. System and site as-built drawings and diagrams

f. A complete inventory of all provided equipment and software including model numbers, serial numbers, version numbers in printed form and in the latest version of Microsoft Excel

D. The Contractor shall provide all documentation in Adobe Acrobat format (PDF) as well as in Microsoft Word or Microsoft Excel format as appropriate.

16.2 System Drawings

A. The Contractor shall prepare system engineering drawings for each site of work with all changes, configurations, and modifications documented for each individual communications site showing the equipment configuration, cabling schematic, cabling plan, and all other important system elements.

B. The equipment shall be installed in accordance with these drawings and specifications, which shall be delivered to the District as an integral part of the communications system when it becomes operational.

C. Any deviations from the planned installation shall be noted in the as-built, installed, programmed, wired, configured, and modified drawings, in accordance with this RFP.

D. The Contractor shall provide a general system manual that describes the overall system layouts, architecture, and its operating and failure modes including:

a. System block diagrams




b. Site layouts and floor plans for each equipment site, and dispatch facility to scale

c. Rack face drawings to scale

d. Drawings showing cable tray location details to scale

e. Interconnection drawings that show all connections between sub-assemblies, such as terminal boards, panel assemblies or other equipment, and which external connections are made, shall be provided

f. Documentation of numbering and labeling of all cabling associated with remote control units

g. Documentation of numbering and labeling of all connections to termination blocks associated with the control consoles Aux I/Os, and conventional interfaces

h. Documentation of numbering and labeling of all interconnecting cabling between repeaters, the central control, any remote site controllers or processors, alarm circuits, leased telephone company circuits, and the backhaul system

i. Documentation and labeling of transmission line routing and antenna mounting at all fixed sites, with detailed drawings showing all mounting hardware and accessories

j. Any unique wiring configurations or circuit modifications that are not part of the standard equipment documentation provided.

16.3 Instruction and Operation Manuals

A. The Contractor shall provide to the District all system documentation, including operating instruction manuals for each type of equipment supplied at each site.

B. This documentation shall be organized in a manner to allow the District’s personnel quick access to the information. As a minimum, the following shall be provided:

a. General practices

b. User operating manuals

C. The Contractor shall supply necessary operating manuals, drawings and other documentation to assure that the District’s personnel shall be able to operate the communications system both initially and in the future.

D. All system documentation shall be provided prior to training.

E. Documentation shall be used during training sessions and updated as needed for revisions found during training.

F. Revised system documentation shall be re-submitted prior to system acceptance.

G. At a minimum, this documentation shall include:




a. Complete set of maintenance and operations manuals shall be provided for the system as whole and for each category of equipment purchased in association with this Project

b. Manuals for OEM hardware for each component of the system

c. All system, field unit, and station user manuals published by the equipment manufacturers

d. System diagrams showing as-built configurations (to date) for all parts of the RF, controlling, transmission, and management systems.

e. Each major component shall be identified and the interconnecting relationship shall be clearly shown

16.4 Maintenance Manuals

A. The Contractor shall provide to the District all system maintenance manuals for each type of equipment supplied at each site.

B. This documentation shall be organized in a manner to allow the District’s personnel quick access to the information.

C. As a minimum, the following shall be provided:

a. General practices

b. Parts manuals

c. Maintenance manuals

d. All equipment-programming templates used in the system

D. The Contractor shall supply necessary manuals, drawings and other documentation to assure that the District’s personnel shall be able to maintain the communications system both initially and in the future.

E. All system documentation shall be provided prior to maintenance training.

F. Documentation shall be used during training sessions and updated as needed for revisions found during training.

G. Revised system documentation shall be re-submitted prior to system acceptance.

H. At a minimum, this documentation shall include:

a. All system, field unit, and station user manuals published by the equipment manufacturers

b. System diagrams showing as-built configurations (to date) for all parts of the RF, controlling, transmission, and management systems.




c. Each major component shall be identified and the interconnecting relationship shall be clearly shown

d. Maintenance drawings for each item that is capable of replacement for maintenance purposes shall be shown in an appropriate drawing, which clearly indicates its position and relationship to the communications system.

e. Exact names, part, and identification numbers shall be shown with instructions and information for future procurement

16.5 As-Built Drawings

A. Thorough “as built” documentation shall be provided by the Contractor and delivered to the District’s PM following Final System Acceptance.

B. These drawings shall include all communication sites and equipment that the Contractor had installed new, modified, and/or relocated existing equipment.

C. All deviations from the original system documentation shall be noted in the final as-built documents.

16.6 System Testing and Acceptance Documentation

A. The Contractor shall provide a complete set of documentation of the system acceptance testing and verification tests which at a minimum includes the following:

a. Factory Staging test results and acceptance testing for all staged systems

b. Site installation, mechanical, electrical and grounding inspections

c. Microwave and LMR antenna systems testing including TDR and Return Loss sweep test results, installation and grounding inspections

d. Generator, UPS, DC power systems startup and run tests

e. Structural, geo-technical, earth ground resistance testing

f. FAA, FCC, and other regulatory studies, coordination, and licensing

g. Building permits

h. System Functional Acceptance Test Plan and results

i. Equipment Specification Test results

j. System Acceptance Test plans and results

k. Ancillary systems tests; fire station alerting systems, etc.

l. Radio propagation coverage maps

m. Coverage Acceptance Test Plan documentation and test results including in-building testing




n. 30-Day Performance Period results and all major/minor system failures

o. Final completed punch list

p. Final fleet map configuration with all group I.D.s, aliases, etc.

q. A complete roster of unit I.D.s and aliases

r. Documentation of final programming configuration for all software programmable equipment

s. A log of level settings for all analog audio and control circuits

t. A listing of telephone circuits by circuit number and telephone number for service on these circuits if installed




17. WARRANTY AND MAINTENANCE REQUIREMENTS

A. The Contractor shall include in their response the cost to provide a parts and labor warranty maintenance period, and the cost of a corrective and preventative, parts and labor, infrastructure maintenance contract for years two (2) through fifteen (15) that includes communications system monitoring, hardware and software maintenance, Contractor-provided backhaul network equipment, and scheduled network server and technology platform updates.

B. The Contractor shall provide within the warranty period, all labor, parts, supplies, transportation, test equipment, and facilities to maintain all dispatch consoles and infrastructure communications system components, equipment, and software to the level of factory performance and within the requirements contained herein.

17.1 Warranty Maintenance Commencement

A. The warranty maintenance period shall commence upon the date of Final System Acceptance.

17.2 Warranty Maintenance Period

A. The Contractor shall warrant that all equipment and installation conform to the specifica-tions provided within this RFP, or the manufacturer's published specifications, whichever is most stringent, that it shall be free from defects in materials, functionality, and workmanship for a period of at least one (1) year from the date of Final System Acceptance.

17.3 Ongoing Corrective and Preventative Maintenance

A. The Contractor shall include the cost to extend the system infrastructure corrective and preventative maintenance on an annual basis for an additional fourteen (14) years following the expiration of the one-year system warranty.

B. The District intends to be self-maintained after the warranty period expires (years 2-15) for first echelon and infrastructure system maintenance.

C. The Contractor shall include an optional cost to extend the system infrastructure corrective and preventative maintenance for first echelon and infrastructure system maintenance on an annual basis as specified in the Pricing Worksheets.

D. With the exception of first echelon and infrastructure system maintenance, the maintenance response, terms, and conditions shall be the same as those described for the first year of warranty coverage.

E. The extended maintenance proposal shall be broken down by year.

F. Maintenance proposals shall clearly identify those items covered under the agreement, and clearly delineate items that are not included or conditions that would invalidate the maintenance agreement.




17.4 Technology Refresh Cost

A. The District desires to evaluate the cost to refresh critical system components over the expected life cycle of the infrastructure system.

B. Regardless of their recommended system maintenance plan, the Contractor shall provide their cost to perform a technology refresh at year five (5) and year ten (10) commencing on the day of Final System Acceptance.

C. The technology refresh shall include the replacement of critical components whose failure would result a switchover of network master cores or the loss of service of more than one (1) communication tower site or dispatch console but shall not include any optional upgrade to features or functions.

D. The Contractor shall replace the following components during the technology refresh.

a. Network core servers

b. Network core storage systems

c. Network core routers

d. Network core switches

e. Logging recorder interface servers

f. Dispatch center routers

g. Dispatch center switches

h. Dispatch center console computers

i. ISSI application server

j. Simulcast control point servers

E. Items not to be refreshed include the following.

a. Simulcast comparators and voters

b. Repeaters and receivers

c. Combiners, filters, multi-couplers

d. Antenna systems

e. Microwave backbone and antenna systems

f. UPS

g. DC power system

h. Network management servers and workstations

i. Application servers (OTAR, OTAP, GPS, etc.) other than ISSI application server




j. Alarm systems

17.5 OEM Warranties

A. The Contractor shall pass the original equipment manufacturers’ warranty to the District for all equipment that may have warranties for a period that extends beyond the Contractor warranty period for equipment such as communication shelters and roofing warranties, tower warranty, generator warranties, UPS and batteries, etc.

17.6 Spares and Test Equipment

A. The Contractor shall include in their proposal a detailed itemized price list for the recommended infrastructure spare equipment and parts, modules and assemblies, test equipment, tools, and fixtures.

B. All equipment provided by the Contractor shall be new and in current production at the time of delivery.

C. If any spares require firmware or software, each spare should have the appropriate versions installed.

D. These spares will be available to the Contractor to meet the warranty and maintenance requirements however, the District shall retain ownership of this equipment.

E. The Contractor shall provide and be responsible for all additional and necessary spares, required to meet the response specified in the maintenance plan.

F. The District may allow storage of the spares at system sites, but the Contractor shall be responsible for maintaining the proper inventory and for maintaining the spares in good working order at all times for the system restoration.

G. In the event that the spares are consumed, they shall be replaced promptly.

H. Replacement stock shall also be available via emergency request with expedited delivery within twenty-four (24) hours of the equipment failure.

I. The Contractor shall provide programming software, cables, and required interface devices for each model of software programmable equipment included in the system.

J. The Contractor shall provide a complete list, including model number and price, for each piece of software and equipment required to program the new equipment and any associated passwords required to maintain the system.

K. Critical backhaul system spare parts, modules, and assemblies are those components, which upon failure will cause system outage.

L. The presence of redundant backhaul routing systems shall not be considered as spare parts.

M. The Contractor shall test all spare equipment on an annual basis to verify that is operational and of the correct firmware/software version as required by the system.




17.7 Remote System Monitoring

A. During the warranty maintenance period, the Contractor shall provide remote network monitoring of the system for security and maintenance purposes on a 7 days per week, 24 hours per day, 365 days per year basis.

B. Network monitoring shall provide the Contractor with visibility of all system specific elements, events, and alarms.

C. The Contractor’s network monitoring center shall be continuously staffed with trained technologists, who are capable of acknowledging events, running diagnostics, and initiating an appropriate maintenance response.

D. Summary system performance reports shall be provided to the District on a monthly basis.

17.8 Preventative Maintenance Service During Warranty Period

A. The Contractor shall provide preventative maintenance service to review, document and validate system performance for each device in the network individually and as a whole just prior to the end of the warranty period.

B. The Contractor shall provide trained personnel to perform preventative maintenance on the radio system and all support systems, including the backhaul system components provided by the Contractor, at each of the infrastructure locations.

C. The Contractor shall perform the preventative maintenance in a manner that will have the least amount of impact to the user and will contact the District prior to disabling equipment that would significantly reduce the performance of the system.

D. If the Contractor discovers equipment that does not perform per the specifications or found inoperable, the Contractor shall replace or repair the equipment.

E. RF site documentation to include:

a. Repeater TX and RX performance (TX power, RX sensitivity, audio levels where applicable)

b. Combiner and band pass filter losses

F. The District will have the following responsibilities:

a. Review and comment on the PM documents supplied by the Contractor

b. Supply on-site presence when requested

c. Supply tower climbers when required to investigate any questionable problems with the antenna system and to have available the spare parts that were purchased with the original system




17.9 Software Upgrade

A. After Final System Acceptance and prior to the end of the warranty period, the Contractor shall provide the District one complete system infrastructure software upgrade to the latest version.

B. The software upgrade shall include the cost of the software specific system modifications, if any, services and all labor to perform the upgrade.

C. All labor to install the upgrade shall occur during a time convenient to public safety operations and selected by the District.

D. This item shall be included in the Contractor’s proposal base cost.

17.10 Maintenance Personnel

A. The Contractor shall provide competent, experienced personnel to execute the required maintenance tasks during the warranty period.

B. All maintenance personnel shall be trained and experienced in standard communications industry practices.

C. Personnel who perform maintenance on the system shall have completed all required manufacturer-approved training for that equipment.

D. Said training, or appropriate refresher courses, shall have been completed within the previous year and evidence thereof shall be provided to the District.

17.11 Contractor Service Facilities

A. The Contractor shall maintain one or more properly stocked, equipped, and staffed service facilities to maintain the communication system and equipment supplied under this RFP within the area such that the maintenance response and restoration time requirements can be met.

B. The Contractor shall specify in their proposal the location of their service facilities nearest to the District.

C. The Contractor shall specify the testing and maintenance equipment that is available as a permanent part of the Contractor’s on-site maintenance facility and used for maintaining the communications system.

17.12 Severity Levels Definitions and Response Time Requirements

A. Service for communication system infrastructure including but not limited to master core site network controller, site controllers, dispatch console systems, base station repeaters, antenna systems, control stations and communications center equipment, voting receiver equipment, and backhaul equipment shall be provided on a 7 days per week, 24 hours per day, 365 days per year basis.




B. Table 14 - Severity Response Time Requirements below provides the response time requirements for the warranty and maintenance service periods.

Severity Level Response Time Requirement

Severity 1 Telephone response within 30 minutes, and if required, on-site within 1 hour from receipt of notification, 7x24x365. Fault restoration within 4 hours from receipt of notification

Severity 2

Telephone response within 30 minutes of notification, and if required, on-site within 2 hours from receipt of notification, 7x24x365. Fault restoration within 8 hours from receipt of notification

Severity 3 Next business day

Table 14 - Severity Response Time Requirements C. Table 15 - Severity Level Definitions, below provides definitions for the response time

requirements listed in Table 14 - Severity Response Time Requirements.

Severity Level Problem Types

Severity 1

Major system failure One or more of RF sites off-line 25% or more of the system talk paths off-line Loss of two (2) or more dispatch consoles Loss of ISSI or any interoperability interface The loss of the Fire Station Alerting systems Loss of master core site Loss of the network management system Failure resulting in any simulcast sub-system reverting to “site-trunking” Loss of two (2) or more System Manager/Alarm Terminals Loss of “full-featured” dispatch capability (revert to radio dispatch) Backhaul system failure resulting in path outage

Severity 2

Significant system impairment 10% or more of the system talk paths off-line Loss of one (1) dispatch console The loss of a logging recorder interface Intermittent problems, interference




Severity Level Problem Types

Severity 3

User equipment failures System problems under monitoring Operational and informational questions Configuration change support questions

Table 15 - Severity Level Definitions

17.13 Maintenance Response Penalty

A. Failure to meet the response times to a Severity 1 failure shall result in a deduction of one (1) week's maintenance contract fees for each 30-minute period or fraction thereof beyond the 30-minute point.

B. Failure to meet the response times to a Severity 2 failure shall result in a deduction of one (1) day's maintenance contract fees for each 30-minute period or fraction thereof beyond the 30-minute point.

C. These fees shall be deducted from the annual maintenance contract.

17.14 Availability of Replacement Parts

A. The Contractor shall certify that replacement parts for infrastructure equipment shall be available for a period of ten (10) years following the date of product discontinuance by the manufacturer.

B. If provided, mobile, portable, and control station radio parts and accessories shall be available for seven (7) years after the date of product discontinuance.

C. The location of the parts depot that stocks the replacement parts shall be specified in the proposal.

D. Should replacement parts be unavailable as outlined above, such that the radio system components cannot be repaired, the Contractor shall replace that item with a current year, equivalent model of the same item, with the same features and capabilities, at the last contract price of the component being replaced.

E. If equipment is proposed, which cannot be field diagnosed and repaired, or which require special instrumentation or devices to repair, the Contractor shall specify how such assemblies will be repaired at a central facility, and how the equipment will be packed, shipped, received, and repaired by the Contractor.

17.15 Maintenance Documentation

A. There shall be a maintenance log with sufficient detail on each failure or maintenance action to enable the maintenance personnel to analyze the problems within the communications system and take the required corrective or preventative action.




B. This log shall be initiated at the start of the warranty period and shall be maintained throughout the entire maintenance period.

C. The log shall include all equipment purchased under this contract and shall include at a minimum make, model, serial number, date put in service, unit cost, asset number, and where the unit is located.

D. The maintenance log shall be stored in an electronic database that can be updated.

17.16 Firmware and Software Maintenance

A. The proposed maintenance contract shall include the costs associated with maintaining the infrastructure to the most current firmware and software versions released by the Contractor over the 15-year warranty/maintenance period.

B. The Contractor shall provide the District with, at minimum, quarterly bulletins that announce and explain available system releases for Contractor software for use with upgrade-capable Contractor equipment.

C. The Contractor shall have the following responsibilities:

a. Provide bulletins to the District announcing software releases

b. Provide to the District available software releases as ordered by the District

c. If the District orders a software release, provide those standard features included in the release that apply to the District's existing system components

D. The District will have the following responsibilities:

a. The District will contact its Contractor representative to order an available enhancement release or core release

b. Pay any charges associated with additional engineering or hardware required for each software release that the District choose to order and install

c. Use the software and releases in accordance with the terms of the Contractor’s software license agreement executed by the District or the Contractor’s standard software license terms if no license was signed

d. Cooperate with the Contractor and perform all acts that are reasonable or necessary to enable the Contractor to provide the support to the District

E. If the District requires installation of software, the Contractor may charge an additional fee.

F. It shall be the Contractor’s responsibility to notify the District of each of these upgrades and coordinate a time that is amicable to all parties to install these updates.




17.17 District Corrective and Preventative Maintenance Service Plan

G. The District intends to be self-maintained after the warranty period expires (years 2-15) for first echelon and infrastructure system maintenance.

a. The Contractor shall include a time and materials rate from the Contractor’s local service shop to support District technical personnel

b. The Contractor shall include an optional cost to extend the system infrastructure corrective and preventative maintenance for first echelon and infrastructure system maintenance on an annual basis as specified in the Pricing Worksheets

17.18 On-Demand Local Technical Support

A. The District desires the services of the Contractor’s local authorized service provider that may be contracted on an On-Demand, Time and Materials basis to provide technical assistance and support to the District’s technical staff.

B. The District may request these services during times when District staff are not available or during times when system maintenance or restoration require additional manpower resources.

C. System Infrastructure Technical Support is desired to assist District staff with an infrastructure or backhaul related service/maintenance issue and the System Infrastructure Technical Support technician should have the following attributes:

a. Possess sufficient knowledge and experience with infrastructure systems and maintenance actions that include troubleshooting and restoration, preventative maintenance testing, and software/firmware updates

b. Possess a company service vehicle equipped with sufficient test equipment including basic hand tools, a service analyzer, power meter, radio system software and programming accessories, and antenna system testing equipment

D. The User Equipment Technical Support technician is desired to assist District staff with user equipment related service/maintenance issues and should have the following attributes:

a. Possess sufficient knowledge and experience with user equipment including mobile and portable radios and accessories, and routine maintenance related actions that include basic preventative maintenance testing, radio programming, and software/firmware updates

b. Be available to work in their local service shop or at District locations, and have sufficient service equipment including basic hand tools, and a laptop computer with radio service software and programming accessories

E. The Contractor shall provide pricing in their proposal for daily, weekly, and emergency response labor rates.



Caddo Parish 9-1-1 Communications District Number One Page A-1

A. TYPICAL EQUIPMENT SHELTER LAYOUT

The following drawing of the Greenwood equipment shelter is typical of the equipment shelters at Ellerbe, CDC/Wade, Vivian, and FS #17. KMSS has an additional 11th rack of equipment.









Caddo Parish Communications District Number One Page B-1

B. PUBLIC SAFETY SYSTEM USER EQUIPMENT

The following is a listing of the District’s public safety subscriber unit inventory by agency and radio type. The Contractor shall propose to replace the radios below with APCO P25 Phase 2 capable subscriber units in accordance with the requirements of this RFP.

Agency Consolette Control Station Mobile Portable Total Balentine Ambulance 1 3 2 44 50 Belcher Police Department

1 1

Blanchard Police Department

6 11 17 Caddo Parish Communications District #1 1 2 32 134 170 Caddo Parish Constable - John McGrew

1 1 2

Caddo Parish Constable - Ward 2

1

1 Caddo Parish Constable - Ward 3 Blanch

1 1


1 1 Caddo Parish Constable - Ward 7

1

1


2 2 Caddo Parish Fire District #01

5 36 83 124

Caddo Parish Fire District #03

2 24 60 86 Caddo Parish Fire District #04

3 16 35 54



2 19 37 58



2 27 45 74

Caddo Parish Sheriff Department 2 7 232 803 1044 Greenwood Police Department

11 19 30

Hosston Police Department

2 6 8 Ida Police Department

2 2 4

Mooringsport Police Department

3 8 11 North Caddo Medical Center

2 10 9 21

Oil City Police Department

6 14 20 Rodessa Police Department

2 2 4

Shreveport Fire Department 6 34 99 320 459 Shreveport Police Department

1 469 734 1204

Vivian Police Department

1 14 25 40 Total 10 70 1064 2508 3653



Caddo Parish Communications District Number One Page C-1

C. HOSPITAL CONTROL STATION RADIOS

The following is a listing of hospitals where new P25 control stations and remotes shall be installed.

Hospital Address Radio Model Number Remote Modem UPSWKM 2600 Greenwood Rd., Shreveport MCS2000 1 ea. RCH3000 2 ea. PL3030A 2 ea. BE500UNCMC 715 South Pine St., Shreveport L99DX+258L_ASTRO 1 ea. RCH3000 2 ea. PL3030A 2 ea. BE500UWKB 2400 Hospital Drive, Bossier City L99DX+258L_ASTRO 1 ea. RCH3000 n/a 2 ea. BE500UWKP 8001 Pierremont St., Shreveport L99DX+258L_ASTRO 1 ea. RCH3000 2 ea. PL3030A 2 ea. BE500U

CHMC 1453 E. Bert Kouns Industrial Loop, Shreveport L99DX+258L_ASTRO 1 ea. RCH3000 2 ea. PL3030A 2 ea. BE500UWKS 2510 W. Bert Kouns Industrial Loop, Shreveport L99DX+258L_ASTRO 1 ea. RCH3000 n/a 2 ea. BE500U

VAMC 510 E. Stoner Ave., Shreveport L99DX+258L_ASTRO 1 ea. RCH3000 2 ea. PL3030A 2 ea. BE500ULSUMC 1501 Kings Hwy., Shreveport L99DX+258L_ASTRO 1 ea. RCH3000 2 ea. PL3030A 2 ea. BE500U



Caddo Parish Communications District Number One Page D-1

D. FIRE STATION ALERTING RADIO INTERFACE DRAWINGS

The following are drawings of the radio interface for fire station alerting.



Caddo Parish Communications District Number One Page D-2



Caddo Parish Communications District Number One Page E-1

E. MICROWAVE SYSTEM PATH DATA

The following is a Microwave System Summary of April 2000 for the existing microwave system.









Caddo Parish Communications District Number One Page F-1

F. TRANSMITTER COMBINER AND FREQUENCY ASSIGNMENTS
























Caddo Parish 9-1-1 Communications District Number One

THIS PAGE INTENTIONALLY BLANK

EXHIBIT B

PRICING WORKSHEETS

CADDO PARISH 9-1-1

COMMUNICATIONS DISTRICT

NUMBER ONE

P25 COMPLIANT RADIO SYSTEM

REQUEST FOR PROPOSALS

RFP NO. – 0517 - 001



Caddo Parish 9-1-1 Communications District Number One Page 1

1. RFP NO. 0517-001 PROPOSAL PRICING WORKSHEETS

1.1 General

Contractors shall submit detailed pricing based upon the format of the following pricing worksheets. The forms provided in these worksheets serve as the basis for the proposed pricing of all equipment and services including, but not limited to, equipment delivery, freight, installation, programming, optimization, project management, engineering, training, testing, Contractor travel and per-diem, supplies, and related expenses.

Contractors may expand on the items in these worksheets, duplicate the worksheets as required to adequately portray the proposed architecture, and be as descriptive as possible and include equipment model names, supplier names, and model numbers for 3rd-party equipment.

Contractors shall clearly and effectively communicate their system concept, infrastructure configuration and system components.




1.2 Master Core Control Point Equipment and Services (E-911)

Master Core Control Point Site (E-911)

Description Qty Unit Cost Extended

Cost

Master Network Core Controller (Geo-Redundant) $ $

Switch, LAN, WAN Network Equipment $ $

P25 Phase 1 FDMA and Phase 2 TDMA dynamically on all Channels

$ $

Configured for 64,000 User IDs $ $

Configured for 700 Talk Groups $ $

Server/Client Equipment $ $

Alarm Monitoring Equipment $ $

P25 ISSI Interface 2 $ $

Each Additional P25 ISSI Interface (5 ports/connections) $ $

P25 Data and Gateway $ $

Other Equipment (Please Specify) $ $

Services: Installation, Engineering, Optimization, Programming

$ $

Project Management $ $

Total Equipment and Services $




1.3 Geo-Redundant Master Core Control Point Equipment and Services (FS #17)

Geo-Redundant Master Core Control Point Site (FS #17)


Cost

Master Network Core Controller (Geo-Redundant) $ $


P25 Phase 1 FDMA and Phase 2 TDMA dynamically on all Channels

$ $

Configured for 64,000 User IDs $ $

Configured for 700 Talk Groups $ $

Server/Client Equipment $ $

Alarm Monitoring Equipment $ $

P25 ISSI Interface 2 $ $

Each Additional P25 ISSI Interface (5 ports/connections) $ $

P25 Data and Gateway $ $



$ $






1.4 P25 Simulcast System Control Equipment and Services (E-911)

(Please include if applicable to your system architecture)

P25 Simulcast System Control (E-911)


Cost

Simulcast System Controller $ $


Simulcast System Receiver Voting $ $

Simulcast Sync Equipment $ $

Simulcast System Monitoring Equipment $ $



$ $






1.5 P25 Geo-Redundant Simulcast System Control Equipment and Services (FS #17)

(Please include if applicable to your system architecture)

P25 Geo-Redundant Simulcast System Control (FS #17)


Cost

Simulcast System Controller $ $


Simulcast System Receiver Voting $ $

Simulcast Sync Equipment $ $

Simulcast System Monitoring Equipment $ $

Other Equipment (Specify) $ $


$ $






1.6 Commercial Carrier Talk Group Interface for Smartphones

Commercial Carrier Talk Group Interface for Smartphones


Cost

Control and Server System Interface Hardware $ $

System Interface Software and Licensing Costs $ $

Software Cost for Smartphone Groups of 50 $ $

Licensing Cost for Smartphone Groups of 50 $ $

Licensing Cost per Smartphone for Encryption $ $

Licensing Cost per Talk-Group $ $




$ $






1.7 Network Control and Management System Equipment and Services

NCMS System


Cost

Network Control and Management System $ $

System Management/Alarm Client Terminals 1 – Caddo Sheriff’s Office 1 – Radio System Manager’s Office

2 $ $


NCMS Reports Module $ $

RTUs at Remote Sites 7 $ $



$ $






1.8 E-911 Dispatch Center Common Console Equipment and Services

E-911 Dispatch Center Common Console Equipment


Cost


Stand-Alone Site Controller Equipment $ $

Conventional Channel Gateways 16 $ $

AES 256 Encryption 7 $ $

Control Station Radio for P25 Conventional Backup Repeaters via Conventional Channel Gateways

7 $ $

Control Station Radio for Corrections P25 Conventional Repeater via Conventional Channel Gateways

1 $ $

Control Station Radio for P25 Trunked Console Backups via Consoles with P25 Data, AES Multi-key Voice Encryption, Over-the-Air Rekeying

22 $ $

Control Station Combiner System with Dual Antennas to Support 22 Control Station Radios

1 $ $

Two-wire tone interface to the existing P25 control station radio to communicate with Bossier Parish on the LWIN system via Conventional Channel Gateways

1 $ $


$ $






1.9 E-911 Dispatch Center CPSO Dispatch Equipment and Services

CPSO Dispatch Center


Cost

Full-Featured Wireline Dispatch Consoles and Accessories 7 $ $



Call Director Feature $ $


$ $






1.10 E-911 Dispatch Center SPD Equipment and Services

Shreveport PD Dispatch Center


Cost






$ $






1.11 E-911 Dispatch Center SFD Equipment and Services

Shreveport FD Dispatch Center


Cost






$ $






1.12 E-911 Site System Maintenance Console Equipment and Services

System Maintenance Dispatch Console


Cost





$ $






1.13 CCC-Jail Dispatch, Equipment and Services

CCC-Jail Equipment and Services


Cost






Control Station Radio and Antenna for P25 Conventional Backup via Consoles

1 $ $

Control Station Radio and Antenna for P25 Trunked Backup via Consoles with P25 Data, AES Multi-key Voice Encryption, Over-the-Air Rekeying

1 $ $

Desktop Control Unit and Cabling 2 $ $

Conventional P25 Base Station Repeater (1 Channel) 1 $ $

UPS Backup Power System 1 $ $

Antenna Systems for P25 Repeater 1 $ $


$ $






1.14 Port Facility Backup Dispatch Console Equipment and Services

Port Facility Backup Dispatch Center


Cost






Control Station Radio for P25 Trunked Console Backups via Consoles with P25 Data, AES Multi-key Voice Encryption, Over-the-Air Rekeying

6 $ $



$ $






1.15 Hospital Control Station Equipment and Services

Hospital Control Station Radios Equipment


Cost

Control Station Radio P25 Trunked with Remote Operation P25 Data, AES Multi-key Voice Encryption, Over-the-Air Rekeying

8 $ $

Desktop Control Unit and Cabling 8 $ $

Antenna System 8 $ $


$ $






1.16 Logging Recorder System UPGRADE and Integration and Services

Logging Recorder System UPGRADE


Cost

Logging Recorder Integration to the P25 System $ $



$ $






1.17 E-911 Center Tower Site Equipment and Services

E-911 Tower Site


Cost

Site Controller $ $


Sync Equipment $ $

Trunked Base Stations (12 Channels) 12 $ $

NPSPAC Simulcast Mutual Aid 8CALL90 Channel 1 $ $

NPSPAC Simulcast Mutual Aid 8TAC91 Channel 1 $ $

NPSPAC Analog Voting and Control 2 $ $

Conventional Stand-Alone P25 Backup Repeater 1 $ $

Antenna Systems Transmit 3 $ $

Antenna Systems Receive 1 $ $

Transmitter Power Monitoring System $ $

16-Port PEEP Entry Port Panel and Ground Bus Bars Expansion

$ $

Site Development Work $ $

Services: FCC Licensing, Frequency Coordination, Installation, Engineering, Optimization, Programming

$ $






1.18 Ellerbe Tower Site Equipment and Services

Ellerbe Tower Site


Cost

Site Controller $ $


Sync Equipment $ $





-48VDC Battery Plant/Inverter 1 $ $







$ $






1.19 CDC/Wade Tower Site Equipment and Services

CDC/Wade Tower Site


Cost

Site Controller $ $


Sync Equipment $ $












$ $






1.20 Greenwood Tower Site Equipment and Services

Greenwood Tower Site


Cost

Site Controller $ $


Sync Equipment $ $












$ $






1.21 KMSS Tower Site Equipment and Services

KMSS Tower Site


Cost

Site Controller $ $


Sync Equipment $ $












$ $






1.22 Vivian Tower Site Equipment and Services

Vivian Tower Site


Cost

Site Controller $ $


Sync Equipment $ $












$ $






1.23 Fire Station #17 Tower Site Equipment and Services

Fire Station #17 Tower Site


Cost

Site Controller $ $


Sync Equipment $ $












$ $






1.24 E-911 Center Microwave Network Backhaul System

E-911 Center Microwave Network Backhaul System


Cost

Microwave Radio Backhaul Indoor Equipment $ $

Microwave Antenna Systems Equipment $ $

TDM and Channel Bank Equipment $ $

-48VDC Battery Plant $ $

Switch, LAN, WAN Equipment $ $

MPLS Routing Equipment $ $

Alarm Monitoring and Network Management Equipment $ $

Physical Path Surveys $ $

Other Site Work (Describe) $ $


$ $






1.25 Ellerbe Microwave Network Backhaul System

Ellerbe Microwave Network Backhaul System


Cost










$ $






1.26 CDC/Wade Microwave Network Backhaul System

CDC/Wade Microwave Network Backhaul System


Cost










$ $






1.27 Greenwood Microwave Network Backhaul System

Greenwood Microwave Network Backhaul System


Cost










$ $






1.28 KMSS Microwave Network Backhaul System

KMSS Microwave Network Backhaul System


Cost










$ $






1.29 Vivian Microwave Network Backhaul System

Vivian Microwave Network Backhaul System


Cost










$ $






1.30 Fire Station #17 Microwave Network Backhaul System

Fire Station #17 Microwave Network Backhaul System


Cost




-48VDC Battery Plant 1 $ $







$ $






1.31 Port to Ellerbe Microwave Network Backhaul System

Port to Ellerbe Microwave Network Backhaul System


Cost

MHSB Microwave Radio Backhaul Outdoor Equipment at the Port

$ $

MHSB Microwave Radio Backhaul Indoor Equipment at Ellerbe

$ $


Non-penetration Skid Mount at Port $ $

-48VDC Power Plants 1 $ $







$ $






1.32 Fire Station Alerting System Equipment and Services

Fire Station Alerting Systems


Cost

Fire Station Alerting Infrastructure Equipment $ $

DO NOT INCLUDE a Control Station Radio for Station Alerting Communications

0 $ $

Fire Station Alerting Interface Box and Equipment at the Stations

$ $



$ $






1.33 Public Safety Control Station Radio Equipment

Public Safety Control Station Radio Equipment


Cost

P25, 700/800 MHz FDMA/TDMA Consolette Station with TDMA, Internal Power Supply, Desk Microphone, Antenna System*, P25 Data, AES Multi-key Voice Encryption, Over-the-Air Rekeying, Programming and Installation

10 $ $

P25, 700/800 MHz FDMA/TDMA Control Station, TDMA, 120VAC External Power Supply, Desk Microphone, Antenna System*, P25 Data, AES Multi-key Voice Encryption, Over-the-Air Rekeying, Programming and Installation

70 $ $

(*NOTE: Pricing for the standard control station antenna system for above shall be based upon an Antenex Y8063 yagi model antenna or equivalent, 100-feet of 1/2-inch LDF foam transmission line with SPD and connectors, plus on-site installation as specified in the RFP document)





1.34 Public Safety Mobile Radio Equipment

Public Safety Mobile Equipment


Cost

P25, 700/800 MHz FDMA/TDMA Mobile Radio Mid –Tier, 30-Watt Minimum Output Power

1064 $ $

Phase 2 TDMA 1064 $ $

GPS Integrated 1064 $ $

GPS Antenna 1064 $ $

Heavy-Duty Palm Microphone 1064 $ $

AES Multi-key Voice Encryption 0 $ $

Over-the-Air Rekeying (OTAR) 0 $ $

Over-the-Air Programming (OTAP) 1064 $ $

P25 Data 1064 $ $

Mobile ¼-wave Antenna 1064 $ $

Personality Programming Cost and Template 1064 $ $

Dash-Mount Standard Installation Cost 964 $ $

Remote-Mount Standard Installation Cost 100 $ $





1.35 Public Safety Mobile Radio Options and Accessories Per-Unit Cost

Public Safety Mobile Radio Options and Accessories Per-Unit Cost

Description Unit Cost

P25, 700/800 MHz FDMA/TDMA Mobile Radio Low-Tier $

P25, 700/800 MHz FDMA/TDMA Mobile Radio Mid-Tier $

P25, 700/800 MHz FDMA/TDMA Mobile Radio High-Tier $

P25, 700/800 MHz FDMA/TDMA/VHF Dual Band Upcharge $

Dash Mount Option $

Remote Mount Option $

Motorcycle Option $

Marine Option $

Basic Desktop Control Station Package with Desk Microphone and 120VAC Power Supply (Less Antenna System)

$

Control Station Digital Remote Control Unit with Interface and 250-ft of Cable

$

GPS Integrated $

GPS Antenna $

Covert Hand-Held Control Head Accessory $

Heavy-Duty Palm Microphone $

Heavy-Duty Palm Microphone-Noise Cancelling $

Dual Control Head Option $

AES Single-key Voice Encryption $

AES Multi-key Voice Encryption $

Over-the-Air Rekeying (OTAR) $

Over-the-Air Programming (OTAP) $

P25 Data $

Mobile ¼-wave Antenna $

Mobile 3 dB-Gain Antenna $

External Relay Control $




Auxiliary External Speaker $

Personality Programming Cost and Template $

Personality Programming Cost with Existing Template $

Dash-Mount Standard Installation Cost $

Remote-Mount Standard Installation Cost $




1.36 Public Safety Portable Radio Equipment

Public Safety Portable Equipment


Cost

P25, 700/800 MHz FDMA/TDMA Portable Radio Mid-Tier

2508 $ $

Li-Ion 12-hr Battery (Based upon 10-10-80 Duty-Cycle) 2508 $ $

Phase 2 TDMA 2508 $ $

½-Wave Whip Antenna 2508 $ $

Single-Unit Smart Charger 2508 $ $

Belt Clip Carry Holster 2508 $ $

Speaker-Microphone 0 $ $

Emergency Alert 2508 $ $

Priority Scan 2508 $ $

P25 Data 2508 $ $

GPS Integrated 2508 $ $

AES Multi-Key Voice Encryption 0 $ $

Over-the-Air Rekeying (OTAR) 0 $ $

Over-the-Air Personality Programming (OTAP) 2508 $ $

Personality Programming Cost and Template 2508 $ $





1.37 Public Safety Portable Radio Options and Accessories Per-Unit Cost

Public Safety Portable Radio Options and Accessories Per-Unit Cost

Description Unit Cost

P25, 700/800 MHz FDMA/TDMA Portable Radio Low-Tier $

P25, 700/800 MHz FDMA/TDMA Portable Radio Mid-Tier $

P25, 700/800 MHz FDMA/TDMA Portable Radio High-Tier $

P25, 700/800 MHz FDMA/TDMA/VHF Dual Band Upcharge $

Ruggedized/Fire Rated Upcharge $

Emergency Alert $

Priority Scan $

GPS Integrated $

GPS Microphone $

P25 Data $

AES Single-Key Voice Encryption $

AES Multi-Key Voice Encryption $

Over-the-Air Rekeying (OTAR) $

Over-the-Air Personality Programming (OTAP) $

Speaker-Microphone $

Speaker-Microphone-Noise Cancelling $

Speaker-Microphone-Antenna $

Speaker-Microphone-Antenna-Noise Cancelling $

Covert Ear - piece $

Belt Clip Carry Holster $

Intrinsically Safe $

Man-Down $

Single-Unit Smart Charger $

Six-Unit Multi Smart Charger $

Vehicle-Mounted Smart Charger $




Li-Ion 12-hr Battery (Based upon 10-10-80 Duty-Cycle) $

Li-Ion Battery High-Capacity (Specify 10-10-80 Run-Time) $

Personality Programming Cost and Template $

Personality Programming Cost with Existing Template $

Vehicle-Mounted Smart Charger Standard Installation Cost $




1.38 Recommended Spares for Infrastructure Equipment

Please list and price the Contractor-recommended spare equipment (including backhaul) separately so that the District understands the extent of the spare equipment proposed for the system. The District recognizes that spares are required for warranty service and for ongoing maintenance of the system. Sufficient spares shall be provided such that the required service response and system restoration times are met.

$

$

$

$

$

$

$

$

$

$

$

$

$

$

$

Total Recommended Spares for Infrastructure Equipment $




1.39 Training

Please list and price a Training Plan as described in this RFP. Please be descriptive on each line item so that the District understands the content, location, and the extent of training proposed in the system.

On-site Dispatch Console Supervisor Training for CPSO $

On-site Dispatch Console Supervisor Training for SPD $

On-site Dispatch Console Supervisor Training for SFD $

On-site Dispatch Console Supervisor/Operator Training for CCC-Jail $

On-Site Dispatch Console Train-the Trainer Operator Training for CPSO $

On-Site Dispatch Console Train-the Trainer Operator Training for SPD $

On-Site Dispatch Console Train-the Trainer Operator Training for SPD $

On-Site System Management Training $

On-Site System Maintenance Training $

On-Site User Equipment Programming Training $

On-Site User Equipment Maintenance Training $

Total Training $




1.40 Corrective and Preventative Maintenance Pricing

Year 1 is the warranty maintenance period for the proposed system. Please provide the maintenance costs for years 2-15 for each item below.

Maintenance Period Corrective

Maintenance Preventative Maintenance

Total Maintenance

Year 2

Factory depot equipment repair/replacement support for P25 system infrastructure and dispatch console equipment (less local on-site response)

N/A N/A $

Factory depot equipment repair/replacement support for microwave backhaul equipment (less local on-site response)

N/A N/A $

Software/firmware support services for P25 infrastructure and dispatch console equipment (less local on-site response)

N/A N/A $

On-site local technical response for P25 system infrastructure, microwave backhaul system, and software/firmware support

$ $ $

System monitoring and service dispatch N/A N/A $




Year 3


N/A N/A $


N/A N/A $


N/A N/A $


$ $ $


Year 4


N/A N/A $


N/A N/A $


N/A N/A $


$ $ $





Year 5


N/A N/A $


N/A N/A $


N/A N/A $


$ $ $


System Technology Refresh Update $ $ $

Year 6


N/A N/A $


N/A N/A $


N/A N/A $


$ $ $





Year 7


N/A N/A $


N/A N/A $


N/A N/A $


$ $ $


Year 8


N/A N/A $


N/A N/A $


N/A N/A $


$ $ $





Year 9


N/A N/A $


N/A N/A $


N/A N/A $


$ $ $


Year 10


N/A N/A $


N/A N/A $


N/A N/A $


$ $ $


System Technology Refresh Update $ $ $




Year 11


N/A N/A $


N/A N/A $


N/A N/A $


$ $ $


Year 12


N/A N/A $


N/A N/A $


N/A N/A $


$ $ $





Year 13


N/A N/A $


N/A N/A $


N/A N/A $


$ $ $


Year 14


N/A N/A $


N/A N/A $


N/A N/A $


$ $ $





Year 15


N/A N/A $


N/A N/A $


N/A N/A $


$ $ $


Annual Cost Escalation Factor After Year 15 (%) %




1.41 On-Demand Local Technical Support

The District desires the services of the Contractor’s local authorized service provider that may be contracted on a Time and Materials basis to provide technical assistance and support to the District’s technical staff. The District may request these services during times when District staff are not available or during times when system maintenance or restoration require additional manpower resources.

System Infrastructure Technical Support, Daily Rate Regular Hours: $

System Infrastructure Technical Support, each Additional Hour: $

System Infrastructure Technical Support, Daily Rate After Hours: $

System Infrastructure Technical Support, Weekly Rate Regular Hours: $

System Infrastructure Technical Support, Weekly Rate After Hours: $

System Infrastructure Technical Support, Emergency Response Rate: $

User Equipment Technical Support, Daily Rate Regular Hours: $

User Equipment Technical Support, Weekly Rate Regular Hours: $

$

$




1.42 (Optional) Replacement Logging Recorder System at E-911

Replacement Logging Recorder System at E-911 Site


Cost

Logging Recorder System sized in accordance with the requirements specified in Section 4.15(B) of the RFP Document as listed below:

$ $

Select TX and RX combined audio from each operator position at 911 Dispatch

22 $ $

Select TX and RX combined audio from each operator position at the Port Backup Dispatch

6 $ $

Select TX and RX combined audio from each operator position at the Jail Dispatch

1 $ $

Telco Positions 33 $ $

Total P25 Phase 2 (11 chan) system trunked voice paths 22 $ $

P25 system conventional voice channels 12 $ $


Services: Installation, Engineering, Optimization $ $






1.43 (Optional) Transmitter Power Monitoring System

Transmitter Power Monitoring System


Cost

Transmitter Power Monitoring System (7 Sites) $ $


Services: Installation, Engineering, Optimization $ $






1.44 (Optional) CCC-Jail to E-911 Microwave Network Backhaul System

CCC-Jail to E-911 Microwave Network Backhaul System


Cost

MHSB Microwave Radio Backhaul Outdoor Equipment at CCC-Jail

$ $

MHSB Microwave Radio Backhaul Indoor Equipment at E-911

$ $


Non-penetration Skid Mount at CCC-Jail $ $

-48VDC Power Plant at CCC-Jail 1 $ $






$ $






1.45 (Optional) Vivian to FS #8 Microwave Network Backhaul System

Vivian to FS #8 Microwave Network Backhaul System


Cost

Microwave Radio Backhaul Outdoor Equipment at FS #8 $ $

Microwave Radio Backhaul Indoor Equipment at Vivian $ $


-48VDC Power Plant at FS #8 1 $ $




Indoor Equipment Cabinet 1 $ $


Self-Supporting 125-ft Communications Tower, Foundation, Grounding and Bonding

1 $ $



$ $






1.46 Pricing Summary and Proposed Total Cost

This worksheet summarizes all of the previous pricing worksheets to derive a Total Project Cost. Contractors are encouraged to provide cost reduction measures in the form of Trade-In allowances and/or other cost reduction Incentives.

1.2 Master Core Control Point Equipment and Services (E-911) $

1.3 Geo-Redundant Master Core Control Point Equipment and Services (FS #17)

$

1.4 P25 Simulcast System Control Equipment and Services (E-911) $

1.5 P25 Geo-Redundant Simulcast System Control Equipment and Services (FS #17)

$

1.6 Commercial Carrier Talk Group Interface for Smartphones $

1.7 Network Control and Management System Equipment and Services $

1.8 E-911 Dispatch Center Common Console Equipment and Services $

1.9 E-911 Dispatch Center CPSO Dispatch Equipment and Services $

1.10 E-911 Dispatch Center CPSO Dispatch Equipment and Services $

1.11 E-911 Dispatch Center SPD Equipment and Services $

1.12 E-911 Dispatch Center SFD Equipment and Services $

1.12 E-911 Site System Maintenance Console Equipment and Services $

1.13 CCC-Jail Dispatch, Equipment and Services $

1.14 Port Facility Backup Dispatch Console Equipment and Services $

1.15 Hospital Control Station Equipment and Services $

1.16 Logging Recorder System UPGRADE and Integration and Services $

1.17 E-911 Center Tower Site Equipment and Services $

1.18 Ellerbe Tower Site Equipment and Services $

1.19 CDC/Wade Tower Site Equipment and Services $

1.19 CDC/Wade Tower Site Equipment and Services $




1.20 Greenwood Tower Site Equipment and Services $

1.21 KMSS Tower Site Equipment and Services $

1.22 Vivian Tower Site Equipment and Services $

1.23 Fire Station #17 Tower Site Equipment and Services $

1.24 E-911 Center Microwave Network Backhaul System $

1.25 Ellerbe Microwave Network Backhaul System $

1.26 CDC/Wade Microwave Network Backhaul System $

1.27 Greenwood Microwave Network Backhaul System $

1.28 KMSS Microwave Network Backhaul System $

1.29 Vivian Microwave Network Backhaul System $

1.30 Fire Station #17 Microwave Network Backhaul System $

1.31 Port to Ellerbe Microwave Network Backhaul System $

1.32 Fire Station Alerting System Equipment and Services $

1.33 Public Safety Control Station Radio Equipment $

1.34 Public Safety Mobile Radio Equipment $

1.36 Public Safety Portable Radio Equipment $

1.38 Recommended Spares for Infrastructure Equipment $

1.39 Training $

$

Total Proposed System Turnkey Cost (Before Cost Adjustments) $

Trade-In Allowance $ ( )

Cost Reduction Incentives (Explain) $ ( )

Other Cost Reduction Incentives (Explain) $ ( )

Total Proposed System Turnkey Cost (After Cost Adjustments) $




Total Corrective and Preventative Maintenance Services Costs Year 2 through Year 15 (Without on-site local technical response for P25 system infrastructure, microwave backhaul system, and software/firmware support)

$

Total Corrective and Preventative Maintenance Services Costs Year 2 through Year 15 (With OPTIONAL on-site local technical response for P25 system infrastructure, microwave backhaul system, and software/firmware support)

$

Contractor/Proposer Company Name:____________________________________________________________ Contractor/Proposer Authorized Signature:_______________________________________________________