NOTICE OF REQUEST FOR BID FOR

PROJECT 25 SIMULCAST RADIO COMMUNICATIONS SYSTEM

The City of Maysville & the Mason County Fiscal Court are requesting bids from qualified firms for the provision of an APCO Project 25 (P25) 5 Site / 2 Channel simulcast radio communications system that will support critical communications for the City and County’s public safety departments and agencies. The proposed communications system shall provide enhanced two-way wireless communications capabilities to all users. The new system should be a nonproprietary system capable of operating and allowing communication between both digital and analog radio users. The system should be linear simulcast for improved coverage, spectral efficiency, and capacity.

All Bids shall be received at the Buffalo Trace Area Development District, 201 Government Suite 300, Maysville, Kentucky, until 2:00 pm EST, Wednesday, February 22, 2017; when bids will be opened, and read aloud publically. All bids shall be place in a sealed envelope, with the project name “Maysville Mason County P25 System Bid” and should be to the attention of Kristie Dodge, Community Development Director. Bidders name and address should be clearly labeled as well. If packages are mailed, please ensure delivery will be prior to deadline.

Bid documents can be reviewed and examined at the office of Buffalo Trace Area Development District, 201 Government Street Suite 300, Maysville, Kentucky, during normal business hours. Specifications can also be viewed and downloaded free of charge from the Buffalo Trace ADD website (www.btadd.com), or City of Maysville website (www.cityofmaysville.com).

All Bidders must comply with all Federal, State, City, and County Equal Employment Opportunity laws and regulations which prohibit discrimination in employment regarding race, creed, color, sex, or national origin.

The City of Maysville and Mason County Fiscal Court reserves the right to reject any or all Bids, to waive any technicality, and to accept any bid which it deems advantageous. All Bids shall remain subject to acceptance for ninety (90) days after the time set for opening bids. Contract award will be made in the best interests of the Sub-recipients. The City of Maysville and the Mason County Fiscal Court are “Equal Opportunity Employers,” and encourage Minority Owned Businesses to respond.

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Mason County Fiscal Court & City of MaysvilleREQUEST FOR BID FOR

PROJECT 25 SIMULCAST RADIO COMMUNICATIONS SYSTEM

Contact for bid document retrieval: (via Email preferred)

Kristie DodgeCommunity Development Director

Buffalo Trace Area Development Districtkdodge@btadd.com

One (1) Original & Six (6) copies ofSealed Proposals Due

Sealed Proposals must beReceived by 2:00 p.m. EST

Wednesday, February 22, 2017To

Attn: Kristie DodgeBuffalo Trace ADD,

201 Government Street, Suite 300, Maysville, KY 41056

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Instructions to Bidders

Section 1 Defined Terms1.01 Terms in these instructions to Bidders have the meanings defined below:

a. Owner: The office from which the Bidding Documents are to be issued and where the Bidding procedures are to be administered.

b. Bidder: The individual or entity that submits a Bid directly to the Owner.

c. Successful Bidder: the Bidder submitting a responsive Bid to whom the Owner makes an Award

Section 2 Copies of Bidding Documents2.01 Complete sets of Bidding Documents in the number and for the deposit sum, if any, Stated in the Advertisement or Invitation to Bid may be obtained from the Issuing Office.

2.02 Complete set of Bidding Documents shall be used in preparing Bids; neither the Owner nor any Sub-recipients assume any responsibility for errors or misinterpretations resulting from the use of incomplete sets of Bidding Documents.

Section 3 Qualifications of Bidders3.01 To demonstrate Bidder’s qualifications to perform the Work, within five (5) days of Owners request, Bidder shall submit written evidence such as financial data, previous experience, resent commitments, and such other information as deemed necessary to determine the ability of the Bidder to perform the Work. Each Bidder shall submit to Owner a list of References with information for the projects of similar scope and cost. The list of References is included with the Bid Form and shall be completely filled out and submitted with the Bid. The Owner reserves the right to reject any Bid if the evidence submitted by, or investigation of, such Bidders fails to satisfy the Owner that such Bidder is properly qualified to carry out the obligations of the agreement and complete the scope of work as specified.

Section 4 Examination of Bidding Documents, Other related Data4.01 Prior to submitting a Bid, it is the responsibility of each Bidder to:

A. Examine and carefully study the Bidding Documents, and other related Information contained in the Bidding Documents.

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B. Determine that enough information is contained in the Bidding Documents to convey understanding of all terms and conditions for the performance of the Work.

4.02 Submission of a Bid will constitute and incontrovertible representation by the Bidder that the Bidder has complied with every requirement, and without exception, unless noted. The Bid is premised upon performing the Work required by the Bidding Documents. The Bidder has given the Owner written notice of all errors, conflicts, ambiguities, and discrepancies that Bidder has discovered in the Bidding Documents. Written resolutions of these issues, received from the Owner, are acceptable to the Bidder. Bidding Documents are generally sufficient to indicate and convey understanding of all terms and conditions for performing and finishing Work.

4.03 Laws and Regulations: The Bidder’s attention is directed to the fact that all applicable State laws, municipal ordinances and the rules and regulations of authorities having jurisdiction over this project shall apply to the contract throughout, and the will be deemed to be included in the contract the same as though herein written in full.

4.04 Equal Employment Opportunity: Successful Bidder must certify it is an Equal Employment Opportunity employer and compliance with segregated Facilities and Non-discrimination.

Section 5 Interpretations and Addenda5.01 All questions about the meaning or intent of the Bidding Documents are to be submitted to the Owner in writing. Clarification of questions considered necessary by Owner in response to questions will be issued by Addenda mailed or delivered to all parties recorded by the Owner as having received the Bidding Documents. Questions received less than seven (7) days prior to the date for opening Bids may not be answered. Only questions answered by Addenda will be binding. Ultimate responsibility of obtaining addenda will be that of the bidder, as it will be posted to BTADD and City websites. Bidders are responsible for checking sites for addendums before submitting bids.

5.02 Addenda may be issued to clarify, correct or change the Bidding Documents as deemed advisable to the Owner. Such changes or corrections shall be included in the work and/or materials covered by the proposal, and such addenda shall become part of the specifications and contract.

5.03 No oral statement of any person shall modify or otherwise affect the terms, conditions, requirements, or scope of work specified herein. All modifications must be made in writing.

Section 6 Substitute and “Or Equal” Items6.01 The contract, if awarded, will be based on materials and equipment specified and described in the Bidding Documents. No substitutions or “equal” pieces of Equipment will be accepted unless approved by Owner in writing, as Addenda.

6.02 In areas of the proposal, in which a specific brand, model or make is mentioned, it is assumed that equipment of equivalent quality and capability can be substituted. However, the bidder should reflect the degree of equivalency within the proposal of substituted items.

Section 7 Preparation of Bid

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7.01 The Bid Form is included with the Bidding Documents. Additional copies may be obtained for the Owner’s issuing office.

7.02 All blanks on the Bid Form shall be completed in ink, and the Bid Form signed in ink. Erasures or alterations shall be initialed in ink, by the person signing the Bid Form. A Bid price shall be indicated for each Bid item and unit price item listed therein.

7.03 A Bid by a Corporation shall be executed in the corporate name by the president or a vice-president or other corporate officer accompanied by evidence of authority to sign. The corporate address and state of incorporation shall be shown.

7.04 A Bid by a partnership shall be executed in the partnership name and signed by a partner, whose title appears under the signature, accompanied by evidence of authority to sign. The official address of the partnership shall be shown.

7.05 A Bid by a limited liability company shall be executed in the name of the firm by a member and accompanied by the evidence of authority to sign. The state of formation of the firm and official address of the firm shall be shown.

7.06 A Bid by an individual shall show the Bidder’s name and official address.

7.07 A Bid submitted by a joint venture shall be executed by each member of the joint venture, in the manner indicated on the Bid Form. The official address of the joint venture shall be shown.

7.08 All names shall be typed or printed in ink below the signatures.

7.09 The Bid shall contain an acknowledgment of receipt of all Addenda, if applicable. The numbers of the Addenda shall be filled in on the Bid Form.

7.10 Postal and e-mail addresses and telephone numbers for communication regarding the Bid shall be shown.

7.11 The Bid shall contain evidence of the Bidder’s authority and qualification to do business in the state where project is located.

7.12 The Bid shall contain proof of Workers Compensation Insurance, Comprehensive General Liability Insurance, and Comprehensive Automobile and Truck Insurance. Minimum requirements should be as follows:

a) Workers' Compensation in at least the limits as required by law; Employers' Liability Insurance of not less than One Hundred Thousand and 00/100 Dollars ($100,000.00) for each accident.

b) Comprehensive General Liability Insurance including, but not limited to, Independent, Contractor, Contractual, Premises/Operations, Products/Completed Operation and Personal Injury covering the liability assumed under indemnification provisions of this contract, with limits of liability for personal injury and/or bodily injury, including death, of not less than Two Hundred Thousand and 00/100 Dollars ($200,000.00), each occurrence; and property damage of not less than One Hundred Thousand and 00/100 Dollars ($100,000.00), each occurrence. (Combined single limits of not less than Two Hundred Thousand and 00/100 Dollars [$200,000.00], each occurrence, will be acceptable unless otherwise stated.) Coverage shall be on an "occurrence" basis, and the policy shall include Broad Form Property Damage coverage and Fire Legal Liability of not less than Fifty Thousand and 00/100 Dollars ($50,000.00) per occurrence, unless otherwise stated by exception herein.

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c) Comp r ehensi v e Auto m o bile and T r u c k liability covering owned, hired, and non-owned vehicles with combined single limits of not less than One Million and 00/100 Dollars ($1,000,000.00), each occurrence. Coverage shall be on an "occurrence" basis, such insurance to include coverage for loading and unloading hazards.

Section 8 Basis of Bid; Comparison of Bid.8.01 Unit Price

A. Bidders shall submit a Bid on a unit price Basis for each item of equipment listed in the Bid schedule.

B. The total of all prices will be the sum of the products as determined by the quantity of each item and the corresponding unit price.

C. Discrepancies between the multiplication of units of Work and unit prices will be resolved in favor of unit prices. Discrepancies between the indicated sum of any column of figures and correct sum thereof will be resolved in the favor of the correct sum.

D. Total Package Bid should be broken down to reflect two prices – one price for all equipment and work pertaining to the physical 911 center (dispatch consoles, equipment, infrastructure, installation and warranty), and equipment and work pertaining to areas outside of the physical 911 center (5 site infrastructure, radios, programming, installation, and warranty).

Section 9 Submittal of Bid9.01 A Bid shall be submitted no later than the date and time prescribed and at the place indicated in the advertisement or invitation to Bid and shall be enclosed in a plainly marked package with the Project Name, attention to the proper person(s), the name and address of the Bidder, and shall be accompanied by the other required documents. If a Bid is sent by mail or other delivery system, the sealed envelope containing the Bid shall be enclosed in a separate package plainly marked on the outside with the notation “BID ENCLOSED.”A mailed Bid shall be sent to the Owner at the address set forth in the Advertisement for Bids and should be received by the deadline of acceptance of bids.

Section 10 Modification and Withdrawal of Bid10.01 If within 24 hours after Bids are opened, and Bidder files a duly signed written notice with Owner and promptly thereafter demonstrates to the satisfaction of the Owner that there was a material and substantial mistake in the preparation of its Bid, that Bidder may withdraw its Bid. Thereafter, the withdrawn bid will not be considered for award, and if the Work is rebid, that Bidder may be disqualified from Further Bidding on the Work.

Section 11 Opening of Bids11.01 Bids will be opened at the time and place indicated in the Advertisement for Bids and read aloud publicly.

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11.02 Upon public opening of all responses presented to the Owner, and as a result of this solicitation, any and all information contained therein is considered public and may be reviewed by any persons interested in doing so.

Section 12 Bids to Remain Subject to Acceptance12.01 All Bids will remain subject to acceptance for a period of not less than ninety (90) days from the bid opening date. The Owner may, in its sole discretion, release or award any Bid Prior to the end of this period.

Section 13 Evaluation of Bids and Award of Contract13.01 Owner reserves the right to reject any or all Bids, including without limitation, nonconforming, nonresponsive, unbalanced, or conditional bids. Owner also reserves the right to reject the Bid of any Bidder whom it finds, after reasonable inquiry and evaluation, not to be responsive. Owner may also reject the Bid of any Bidder if the Owner believes that it would not be in the best interest of the Project to make an award to that Bidder. Owner also reserves the right to waive all informalities not involving price, time or changes in the scope of work and to negotiate contract terms with Successful Bidder.

13.02 More than one bid for the same Work from an individual or entity under the same or different names will not be considered. Reasonable grounds for believing that any Bidder has an interest in more than one Bid for work may be cause for disqualification of that bidder and the rejection of all Bids in which that Bidder has an interest.

13.03 In evaluating the Bids, the Owner will consider whether the Bids comply with the prescribed requirements as well as the qualifications of the Bidder to complete the Work.

13.04 Owner may conduct any investigation that the Owner deems necessary to establish qualifications of the Bidder to accomplish the Work.

13.05 If the contract is to be awarded, the Owner will award that Contract to the Bidder whose Bid is in the best interest of the Project. It is the intent of the Owner to develop a contract for the services specified herein, contingent upon the appropriation of funds. The contents of the response submitted by the successful firm, with any amendments or subsequent revisions, will become part of the resulting contract.

13.06 The Owner reserves the right to cancel and terminate any resulting contract, with a 30-day written notice to the contractor. Any contract cancellation notice will not relieve the contractor of obligation to deliver and/or perform on all services prior to the effective date of cancellation.

Section 14 Conflict of Interest14.01 The contractor, by responding to this request, certifies that to the best of his/her knowledge or belief, no elected/appointed official or employee of the County or City is financially interested, directly or indirectly, in the offer of services specified in this project.

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Section 15 Principal Personnel15.01 Principal or key personnel identified in the response may not be substituted without prior written approval of the Owner. Replacements for key personnel under contract must have equivalent professional qualifications and experience as those individuals listed in the response.

Project Overview

IntroductionThe Mason County Fiscal Court and City of Maysville invites cost proposals for the provision of an APCO Project 25 (P25) Phase 1 simulcast radio communications system that will support critical communications for County and City Law Enforcement, Fire, and other Public Safety Departments. The proposed communications system shall provide enhanced two-way wireless communications capabilities to all users. The proposed system shall deploy in Phase 1 operation and be software upgradeable at a later date to Phase 2 operation. The system should be nonproprietary, and should support both analog and digital radio communication, as some agencies will remain analog. The system should allow for future growth and it is understood that the County/City will add additional users beyond this initial requirement.

Bid proposals should include unit pricing where applicable or requested. Bid proposals should also provide a total base bid, and a breakdown of the total bid to reflect one (1) quote for 911 dispatch center related costs and one (1) quote for all other costs associated to the project. Warranty and Maintenance costs should be included, as well as available financing, with terms and conditions.

Bidders should provide a schedule of work timeline to show expected number of days needed for completion of the project, upon issuance of Notice of Award and Notice to Proceed.

The new system should be a mixed mode use, or 2 channel system with analog option, or other such setup as deemed by the bidder, with the goal that both law and fire are switched to simulcast. This project should transition all law enforcement communication to P25 Digital simulcast system, while the fire, EMS, and EMA will remain analog initially; the intent is that all fire departments, EMS, EMA, will be transitioned over to digital at a later date. Although fire, EMS, and EMA will remain analog for now; this project should install all infrastructure (minus handheld and mobile radio equipment) needed to switch Fire Departments over to P25 digital simulcast at a later date.

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Project Requirements

Section 1. Project 25 Phase 1 and Phase 2 1.1 For the purpose of this document, P25 Phase 2 refers to the Project 25 requirements and standards for

a digital Common Air Interface (CAI) using a 6.25 kHz equivalent bandwidth, including infrastructure and subscriber devices.

1.2 It is understood that the completed Phase 2 requirements have not been published by the TIA/EIA, however the P25 Phase 2 TDMA Physical Layer and MAC Layer documents have been approved for publication.

1.3 Although the proposed radio system shall be installed as a P25 Phase 1 system, the system shall be upgradeable to the latest P25 Phase 2 standards requiring, at most, only software or configuration changes to achieve Phase 2 operation.

Section 2. Existing System

2.1 The existing system is a single transmit site with five voted receive sites, in VHF analog. The system has five (5) site locations at: City Reservoir, Shannon Tower, Minerva Tower, Rectorville Tower, and (main hub) Kenton Station Water Tower. Please refer to the following coordinates for each tower, for location and coverage purposes:

2.1.1 City Reservoir: 38.642983, -83.765498

2.1.2 Shannon Tower: 38.548471, -83.887054

2.1.3 Minerva Tower: 38.699105, -83.919556

2.1.4 Rectorville Tower: 38.573375, -83.658425

2.1.5 Kenton Station Water Tower: 38.635873, -83.797485

2.2 The City of Maysville and Mason County currently operates three (3) channels: 1 for law enforcement (county and city); 1 for fire, EMS, EMA; 1 for public works. The law enforcement and fire, EMS, EMA channels are parallel mirrored systems. Both have five (5) co-located full duplex Tx/Rx sites with automatic transmitters steering and companion co-located receivers connected to centrally located comparators and CTI TSAMS. The public works channel is currently a single site, wire line controlled full duplex repeater.

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Section 3. Project Summary

3.1 The selected bidder shall be responsible for furnishing a complete and fully functional system including, but not limited to the requirements as listed in this package. The requirements listed within this package serves as a tool for the base minimum that should be contained within the bids.

The selected bidder will be responsible for the following:

1. Furnishing and installing system equipment 2. Engineering and system design3. Project Management4. Software installation and programming5. Training6. Acceptance and Testing Coverage7. Warranty and Maintenance8. FCC Licensing Completion9. Radio communications system, including the guarantee of radio coverage10. Digital microwave backhaul network11. Radio dispatch consoles12. Network management system

3.2 Work shall be planned, coordinated and conducted with minimal interruption of service to existing critical communications systems.

3.3 Proposals shall completely describe the equipment and methods that will be used to implement the system. The intent of this document is to allow BIDDERS to propose the best equipment, technology, and methods available to provide a state of the art public safety communications system of the highest quality and performance.

3.4 All equipment shall be provided in new condition and be covered by a full manufacturer’s warranty of not less than one year.

3.5 Proposals shall not be accepted that include systems or equipment at the end of their respective lifecycles. A product for which development and/or distribution will be discontinued within the next four years shall be considered “end of lifecycle” products.

3.6 In the event that requirements are stated in more than one section and appear to conflict, the more stringent requirement shall apply.

3.7 The proposed radio system shall comply with the latest applicable APCO P25 Statement of Requirements (SoR) adopted as TIA and/or ANSI standards at the time of proposal submission.

Section 4. Turnkey Approach 4.1 The desired proposal is one in which the Bidder delivers, installs, and configures specified equipment

and provides training and documentation. This RFP specifies equipment and performance standards. It is the BIDDER’S responsibility to determine the specific hardware, software, accessories, and services required to deliver a fully-functional system. The Mason County Fiscal Court and/or City of Maysville will not issue any change orders based on the fact that a detail was omitted from the BIDDER’S

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proposal. However, the Mason County Fiscal Court and/or City of Maysville reserves the right to issue change orders for other reasons deemed necessary.

4.2 In order to guarantee the highest level of both testing and component compatibility, and in order to remove intermediaries from any future issue resolutions, BIDDERS must be full line providers of turnkey LMR systems and subscribers developed by the BIDDER. BIDDERS relying on the integration of third party radio system equipment or subscribers will be considered non-compliant.

Section 5. Quality Assurance and Coordination 5.1 The SELECTED BIDDER shall comply with the following standards, rules, regulations, and industry

guidelines: American National Standards Institute (ANSI) National Electrical Manufacturer’s Association (NEMA) Electronics Industry Association (EIA) Telecommunications Industry Association (TIA) Telecommunications Distribution Methods Manual (TDMM) National Electrical Code (NEC) Institute of Electrical and Electronics Engineers (IEEE) Federal Communications Commission (FCC) Underwriters Laboratories, Inc. (UL) American Society of Testing Materials (ASTM) National Fire Protection Association (NFPA) 1221 Association of Public Safety Communications Officials (APCO) National Emergency Number Association (NENA) Federal Aviation Administration (FAA)

5.2 SELECTED BIDDER shall comply with industry best practices for system installation, grounding, bonding, and transient voltage surge suppression (TVSS). The following standards are acceptable:

Motorola R56 – Standards and Guidelines for Communication Sites (latest revision) Harris Site Grounding and Lightning Protection Guidelines (AE/LZT – 123 4618/1 latest revision) Other contractor/industry standards – SELECTED BIDDER shall provide to the Mason County

Fiscal Court and City of Maysville for review and approval prior to contract award. Governing codes and conflicts: If the requirements of this RFP conflict with those of the

governing codes and regulations, then the more stringent of the two shall become applicable. If the BIDDER cannot meet any of the standards or guidelines listed above, the BIDDER shall list

any and all deviations in their proposal.

Section 6. Frequency Coordination and Licensing

6.1 The SELECTED BIDDER shall be responsible for coordination fees, licensing fees, and signatures as required necessary for the project.

Section 7. Project Management

7.1 The BIDDER shall provide Project Management. The SELECTED BIDDER should show how they intend to monitor and control the installation and deployment of the proposed system and mitigate risks to ensure that the system meets the design specifications and is delivered on time.

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7.2 Regularly scheduled progress meetings shall be established. A project schedule shall be provided and reviewed at each meeting to reflect whether project is on schedule. Progress meetings will also be geared towards discussing progress, problems and solutions, and future work to be completed prior to next meeting.

7.3 A kick off meeting should be held prior to the start of the project.

Section 8. Project Staff

8.1 The SELECTED BIDDER’s Project Manager shall be the primary point of contact in regards to the project. He/She shall bear full responsibility for supervising and coordinating the installation and deployment of the communications system; and overseeing the day-to-day project activities, deliverables, and milestone completion.

8.2 Qualifications, experience and accomplishments of the Bidder’s staff in the voice communication industry should be provided.

Section 9. BIDS 9.1 Bids shall include no less than the following

Detailed overview and description of the proposed system and services will be provided including an executive summary suitable for distribution to non-technical interested parties.

Qualifications, experience, including three (3) references for systems of comparable size, scope, and function.

System design including complete description, block diagrams, equipment layouts, and equipment list. Specifically explain the levels of redundancy provided and a list of failure scenarios with impact and recovery steps.

Coverage predictions and guarantee of coverage Training programs System and subsystem warranty, maintenance, and support information (including pricing if

applicable) Detailed equipment specification sheets for all proposed equipment Schedule/Timeframe for project completion Bid Form with included pricing as requested Insurance Proof

Section 10. Site Visits 10.1 Site visits are considered part of the BIDDERS' due diligence for accurate bids and are highly

encouraged. All BIDDERS shall submit a document with the bid stating that appropriate due diligence has been performed with respect to investigating existing RF resources, communications system infrastructure/facilities, backhaul components, and other such items. Furthermore, all BIDDERS shall specify in their bids that any provisions required to implement the proposed solution such as environmental and building permits and allocation of additional infrastructure resources (e.g., radio communications towers, electrical power, space, etc.).

Section 11. Project 25 System Requirements

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11.1 The P25 Simulcast radio system shall operate in VHF; system should be P25 Phase 1 Radio Communications Network that is software upgradeable to Phase 2 with each proposed site consisting of its own controller to eliminate any single point of failure.

11.2 The P25 radio system shall provide automatic interoperability with existing conventional radio systems from the same or different manufacturers.

11.3 Radio Frequencies – Two repeater radio frequencies are to be used for the radio system. Mason County and City of Maysville currently holds these frequencies. If other frequencies or licenses are required, the bidder shall include such recommendations and provide as part of the bid package, the cost of the FCC license modification.

11.4 Infrastructure and facility upgrades including radio communication towers, equipment shelters, etc. as needed. Unit pricing should be included for adequate generators and will be considered an OPTIONAL item by the Owner.

11.5 The new system should be linear simulcast for improved coverage, spectral efficiency, and capacity.

Section 12. Project 25 Network Requirements 12.1 All P25 Mandatory features must be implemented and the system proposed must be certified as

CAP tested in P25 phase 1 operation, and shall comply with the latest TIA standards.12.2 The Radio system shall permit the radio user to roam across the entire area of coverage without

requiring manual switching or changing of site information. 12.3 System shall utilize only non-proprietary AES encryption with DES encryption available as an option.

No proprietary encryption shall be accepted.12.4 Bidder shall provide a block diagram for the entire proposed system showing the repeater sites,

wide area controllers, dispatch consoles, and all other major system components.12.5 Bidder shall provide a block diagram and floor plan for each P25 repeater site configuration,

showing all major components at the site and the quantity and type of equipment. The bidder will provide a list of all contingency items that will be needed. Design must include the two current licensed frequencies.

12.6 The bidder will provide the following statements: BIDDER shall include a statement signed by an officer of the company testifying to the complete

implementation of all P25 Mandatory features and that proprietary features which would limit interoperability with the implemented system have been included as options, and are not part of the base system design, and have clearly been identified in the system design, the signed statement, and on pricing sheets as an ‘optional proprietary extension of functionality’ if proposed at all. A proprietary system is not preferred and should not be mandated in the BIDDER’s submittal.

The signed statement shall also acknowledge that the SELECTED BIDDER will provide software (including software that implements the feature in a non-proprietary way if applicable), equipment, and services as required without proprietary features and reconfigure any and all equipment as necessary to function fully without the proprietary features.

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Section 13. Redundancy and Survivability

13.1 The proposed radio system is intended to support mission critical operations; therefore, a high degree of redundancy and survivability is required. A network topology utilizing fault tolerance and dual paths to all sites on the network shall be incorporated to the greatest extent possible.

13.2 All efforts should be made to design a system without a single point of failure.

13.3 A detailed description shall be supplied describing the system operation when failure occurs.

Section 14. Coverage 14.1 The service area is defined as the geographical boundaries of Mason County, Ky.

14.2 The system shall be designed to provide portable on-street and in-building (medium density) coverage to 90% of the service area with 90% reliability and a Delivered Audio Quality (DAQ) of 3.0 or better, as defined by the Telecommunications Industry Association (TIA), Telecommunications System Bulletin (TSB) 88C, or the latest revision at time of proposal. Please provide details on the maps, addressed in “Section 15 Coverage Maps” as to what db of attenuation was used, as well as other such pertinent information, to obtain such coverage.

14.3 Any uncovered areas (i.e., the uncovered %) shall not include the major highways (State Roads and Highways within Mason County).

14.4 BIDDERS will guarantee that coverage provided under their proposed as-built system will match or exceed the specified coverage requirements; and if, upon installation it does not, the SELECTED BIDDER will provide the additional equipment and services free of charge to achieve that level of coverage.

Section 15. Coverage Maps 15.1 BIDDER shall include a detailed description of the propagation models used and the assumptions

made in preparation of the coverage maps.

15.2 BIDDER shall submit both talk-out and talk-in system composite coverage maps for both the digital (law) and analog (fire, ems, ema) systems for all proposed design configurations (VHF P25 Phase 1 system.) The maps shall be clearly labeled with each site name. Coverage shall be depicted using color to depict those areas that meet or exceed the minimum coverage reliability threshold. Maps should reflect non-coverage due to simulcast interference effects.

Section 16. Site Locations & Equipment

16.1 To reduce cost associated with implementing tower sites, every attempt should be made to utilize existing tower sites. However, if an existing site does not provide adequate coverage, the BIDDER shall recommend any additional sites as proposed.

16.2 BIDDER shall be responsible for detailing any and all cost associated with the development of existing or additional towers and sites.

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16.3 The control equipment shall fully support APCO P25 functional requirements, including the Common Air Interface (CAI) and Inter-RF Subsystem Interface (ISSI).

16.4 The BIDDER shall fully describe the manner in which the proposed system and site controllers function and operate.

16.5 Equipment shall have alarm interfaces to provide status to the Network Management System.

16.6 BIDDER shall include detailed specification sheets for all proposed equipment.

Section 17. Digital Microwave Network 17.1 The digital IP microwave network shall consist of either monitored hot standby (MHSB) or ring

protected loop system. No unlicensed microwave will be accepted. All required equipment for microwave terminals shall be included into the submittal.

Level or % of annual availability should be included; if less than 100% please indicate reasoning (foliage, weather conditions, atmospheric conditions, etc.)

17.2 The radio shall deliver two-frequency, full duplex operation. Space diversity configurations are acceptable if necessary to meet reliability requirements.

17.3 The BIDDER shall be responsible for all microwave frequency research, prior to coordination and preparation of all associated FCC license applications and submittals. The SELECTED BIDDER shall be responsible for coordination fees and licensing fees, and any signatures, if applicable.

Section 18. Dispatch Console

18.1 Bidder should provide a solution for three new dispatch console positions. The fundamental design of the system shall allow for console system devices (e.g. console positions, interface gateways) to be placed in multiple geographic locations if the Owner so choses. Dispersed system devices shall be capable of utilizing the same feature set as if they were co-located in the equipment room. The architecture shall also allow for related, independently managed console systems within the radio network to communicate with one another and control radio resources at all locations.

18.2 Dispatch consoles should be IP based and should be of the latest dispatch console and digital switching technology.

18.3 Consoles should be constructed to allow multiple agencies to share a system to gain interoperability and cost savings benefit, while still maintaining control of their own channels, encryption keys, console configuration, etc.

18.4 Console shall be able to patch between conventional radios that are normally unable to communicate with each other. Entities that would require patching, at minimum, would include those listed in the “Project Overview; Introduction” section, on page 8 of this specification document. Bidder should also include pricing and ability to patch between conventional radios and KSP, water utility, public works, and Detention Center. If the increased number of channels required for patching these additional agencies changes the scope of work and/or pricing of the bid, the bidder shall indicate these changes in the bid form. The owner reserves the right to add or remove channels as deemed necessary upon installation.

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18.5 For digital radio systems, the encryption and decryption services within each dispatch operation position shall enable dispatchers to fully participate in secure communications while keeping the sensitive, vital information completely encrypted between the dispatcher and the radio users.

18.6 For Kenwood Radio Interface - The console shall be capable of controlling the following Kenwood radios for specific interface needs: TK-x180 for analog/conventional systems, TK-5x10 for P25 CAI conventional and trunking systems, and NX-700/800/900/VHF/UHF for NEXEDGE® systems. The following functions shall be available through the console interface: channel/talkgroup select, group call, individual call, emergency call, PTT-ID, scan, and receipt of status messages. Other interfaces can be submitted in the bid, as long as they are an equivalent product.

18.7 For Motorola APX Interface - The console shall be capable of interfacing to the Motorola APX to support SmartNet/SmartZone and P25 conventional and trunked systems. The following functions shall be available through the console interface: Channel/zone select, Group call, Individual call, and Incoming Emergency voice call, Coded/clear (enable/disable radio encryption), PTT-ID and Scan (enable/disable). Other interfaces can be submitted in the bid, as long as they are an equivalent product.

18.8 Bidder shall provide a block diagram for the equipment at the dispatch center location, showing all major components and quantity and type of equipment. Bidder shall provide a list of all power and air conditioning requirements for the dispatch center.

18.9 The console system’s power supply shall be configured in a 1+1 configuration, such that the loss of single power feed or the loss of a single power supply component shall not cause a disruption in service. BIDDERS may propose either an AC powered site with an uninterruptable power supply or a DC power supply/rectifiers and batteries.

Section 19. Radio System Features 19.1 Encryption – Over the Air. The system shall support digital voice encryption Project 25 encryption

(AES). Alternative methods that are equivalent, that are cost effective and that can be utilized along with the Project 25 should be supported by the system. Please describe your methodology if an alternate encryption is proposed. Encryption should be open standards non-Proprietary.

19.2 Encryption – Network Hardware. All links within the system must be capable of an encryption and utilize at least a FIPS 140-2 Level 2 certified encryption solution.

19.3 Radio Authentication. Bidders should describe their authentication capability. This ability can eliminate illegally cloned and unauthorized radios from gaining access to the network.

19.4 Roaming. Radios shall be capable of roaming between sites, regardless of whether or not the system is implemented using simulcast cells, individual repeater sites, or a combination of the two.

19.5 Alert tone. The system shall be capable of transmitting a predefined alert tone on the selected channel(s).

19.6 Instant Call Paging. The system shall provide the ability to initiate a paging alert through activation of a single action. Instant calls may be pre-programmed with one or more pages with differing formats.

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19.7 Page Steering. Instant call pages may be programmed to go out on pre-defined channels or programmed to go out on the selected channel(s).

19.8 Page Transmission. The console shall provide both audible and visual cues of the progress of the paging process. The dispatcher shall have the ability to stop the page transmission after initiation. There shall be an indication to the dispatcher if a page was transmitted successfully or not. The system shall support the ability to simultaneously send different pages on multiple channels.

Section 20. Radio Equipment

20.1 Radio Equipment shall be of a current production and shall meet all applicable sections MIL-STD-810E and TIA/EIA-603 when operated in analog.

20.2 Radios must meet MIL Spec 810 C, D ,E and F, and must support P25 encyrption; or must support software-based encryption algorithms to allow for different cost choices for users.

20.3 For the purpose of the base bid, bidders shall include 25 portable radios in the bid package. Unit pricing has been requested in the bid proposal so additional radios can be added/deducted as needed. Portable Radios must have a display; programmable switches; preferably equipped with background noise reduction; be constructed of high impact material; employ immersion sealed housing that meets IP67 submergibility standards; have secure grip; be of an APX or TK model or equivalent.

20.3.1 Portable Radio Accessories – chargers; batteries can withstand extended charging time without the risk of overheating/fire; remote speaker microphones with user configurable programmable buttons and character display; OR public safety microphones that include the radio frequency antenna signal which eliminates the need for an external RF adapter

20.4 For the purpose of the base bid, bidders shall include 40 mobile radios in the bid package. Unit pricing has been requested in the bid proposal so additional radios can be added/deducted as needed. Mobile Radios must be equipped with soft programmable keys; programmable switches; external speaker option; remote mount configuration if possible; minimum of 14 character display; ability to adjust brightness; preferred external data port for connection of radio programming devices

20.4.1 Mobile Radio Accessories – palm type microphone with coiled cord of plug in type; remote units for outside vehicle use should have weatherproof rating; in –vehicle speaker of plug in type

20.5 All subscriber units will need to be capable of adding encryption to include AES and FIPS 140-2 compliance in the future. This encryption can be hardware or software based solutions.

Section 21. Certification and Regulatory Approvals 21.1 The equipment provider shall be certified and shall comply with the applicable US Federal

Communications Commission (FCC) rules and regulations for telecommunications equipment.

21.2 All equipment proposed in which microprocessors are used shall have undergone comprehensive testing and shall meet 47 CFR, Part 15, Subpart “B” of the Federal Communications Commission rules for Class “A” computing devices.

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Section 22. Replacement Part Availability 22.1 The manufacturer of the proposed console equipment shall prepare a comprehensive spares listing

for delivery with the system or maintain a stock of critical repair components for the system capable of supporting the system for a period of not less than five (5) years after initial delivery. Stocked critical parts shall be available for shipment on an expedited basis.

Section 23. Interoperability

23.1 The system implemented must support the ability to connect to other P25 compliant systems via the Project 25 ISSI; and shall also be capable of interfacing to other non-county entities such as local municipal public works departments, federal and state communications systems, schools, colleges, airport facilities and neighboring county communications systems.

Section 24. Encryption

24.1 All subscriber units will need to be capable of adding encryption to include AES and FIPS 140-2 compliance in the future. This encryption can be hardware or software based solution. Costs associated to encryption should be included in the bid as an alternate.

24.2 Encryption should be non-proprietary, open standards AES Encryption.

Section 25. Security

25.1 All subscribers shall have the capability to utilize the Project 25 radio authentication algorithm to keep unauthorized subscribers/users from gaining access to the system. This shall eliminate the ability for illegally cloned radios from interfering with agencies operations.

Section 26. Training

26.1 The SELECTED BIDDER shall develop and conduct training programs to allow personnel to become knowledgeable with the system, subsystems, and individual equipment.

26.2 The SELECTED BIDDER shall provide:

26.3 Operator training:

26.4 All training shall be conducted at a location that is local. The SELECTED BIDDER shall coordinate with the County and City regarding the number of attendees, location, and schedule.

26.5 Classes shall be scheduled as near to system cutover as possible.

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26.6 The SELECTED BIDDER shall provide all instructional material, including printed manuals, audio, video, interactive self-paced personal computer programs, and complete equipment operating instructions for all technical and operational training classes. Actual and or exact model and series of equipment being delivered shall be made available for hands-on use and operation during training.

Section 27. Staging & Installation 27.1 The complete system shall be staged and tested at the factory, and on-site by installation service

agency in the United States, to the greatest extent practical. The intent of the staging tests is to demonstrate that the system is ready for shipment and installation.

27.2 The SELECTED BIDDER shall provide all necessary technical personnel, and test equipment to conduct staging tests. All deviations, anomalies, and test failures shall be resolved at the Bidder's expense.

27.3 The SELECTED BIDDER shall use an approved Staging Acceptance Test Plan (SATP). It is expected that the SATP has been performed and all tests have been successful before the County witnesses the official SATP. The SATP shall be signed and dated by the Bidder and Mason County Fiscal Court and City of Maysville representatives following completion of all tests. All tests in the SATP shall be marked as either pass, fail, or pass qualify.

27.4 Installation shall consist of a complete, tested, system to deliver a complete operable system to the County at the time of acceptance.

27.5 All installations shall be performed by factory authorized or SELECTED BIDDER affiliated service shops. Qualified, adequately trained personnel familiar with this type of work shall perform all installations.

27.6 Prior to the start of the system installation the SELECTED BIDDER shall participate in a mandatory project site survey with County/City Representatives to confirm actual equipment location within each space.

27.7 Equipment supplied as spare equipment may not be used for installation of the proposed system. All spare equipment must be supplied in an unused condition.

Section 28. Coverage Testing 28.1 Coverage testing shall commence only after the radio system is fully tested and aligned. Significant

changes to the system will require retesting of coverage.

28.2 The SELECTED BIDDER shall coordinate with the owner to establish pass/fail criteria. Coverage tests shall be completed in full foliage.

Section 29. 30-Day Operational Test 29.1 The contractor shall perform a 30 calendar day operational test of the system to ensure that all

hardware and software defects have been corrected prior to entering final proof of performance testing. The fully integrated operation of the system, including all individual subsystems, shall be

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demonstrated during these tests. The tests shall be designed to demonstrate the reliability, long-term stability, and maintainability of the systems. A failure of any component of the system during this test will cause the test to restart after the repair is completed. The SELECTED BIDDER and the owner will agree on what constitutes a critical failure prior to commencing this test.

Section 30. Final Acceptance Testing 30.1 Prior to Final acceptance testing, the SELECTED BIDDER shall verify and document that all

equipment, hardware, and software are upgraded to the latest factory revision. The owner shall be given two weeks written notice that the system is ready for final acceptance testing. The Final Acceptance Test shall test all items described in the detailed design documents.

Section 31. As-Built Documentation 31.1 At the completion of the installation phase, the SELECTED BIDDER shall provide complete as-built

documentation as outlined below:

Section 32. System Acceptance 32.1 The County shall deem the system ready for final acceptance following successful completion and

approval of the final inspection and punch list resolution, as-built documentation, final acceptance test and coverage test, 30 day operational test, and training.

Section 33. Warranty

33.1 The proposed communications system shall have a warranty period of not less than one year. The warranty period shall commence upon Final System Acceptance or substantial use of the system.

33.2 The SELECTED BIDDER shall provide a single toll-free telephone number that answers 24 hours a day, 7 days a week, 365 days a year, for service requests and warranty claims.

33.3 The BIDDER shall state in the proposal the name, address, and capabilities of the service station(s) providing warranty service.

33.4 Warranty Maintenance shall be performed 24 hours a day, seven days a week. There shall be no additional charges for work outside of normal 8:00 a.m. to 5:00 p.m. business hours.

Section 34. Maintenance 34.1 The SELECTED BIDDER shall maintain and repair all systems, equipment, hardware and software

throughout the implementation/migration and warranty periods. The Mason County Fiscal Court and City of Maysville reserves the right to have technical staff onsite to witness, and if desired, assist in the maintenance and troubleshooting procedures. This does not relieve the SELECTED BIDDER from warranty and maintenance responsibility as defined in this RFP.

34.2 BIDDERS must provide as part of bid a comprehensive 24/7 maintenance agreement for all bid components. Plans should be based on the quantities of equipment included in the bid system. Plans should have options for years 2 & 3 dated from Final Acceptance.

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34.3 BIDDER must include in pricing, cost of the above 7 x 24 coverage plus 7 x 24 monitoring service.

Section 35. Maintenance Standards

35.1 Replacement parts used in repairs shall be equal in quality and ratings as the original parts.

35.2 Equipment shall be maintained in a clean condition. Oil, dust and other foreign substances shall be removed on a routine basis.

35.3 Equipment and system performance shall be maintained at the level initially described in these equipment and systems specifications. The service organization shall maintain records to confirm this has been done at intervals defined by the County.

35.4 The SELECTED BIDDER must be a certified Service Agent of the proposed equipment.

Section 36. Spare Equipment 36.1 BIDDER shall propose, as an OPTION, recommended spare parts for the system, subsystems, and

individual equipment.

36.2 The quantities of spares in the bid shall be appropriately sized to accommodate equipment quantities in the system.

Section 37. Post-Warranty Maintenance 37.1 The BIDDER must propose maintenance services for subsequent years, renewable on an annual

basis.

37.2 The BIDDER shall fully describe the terms and conditions of the maintenance services in the Proposal.

Section 38. Financing

38.1 The Bidder should list any or all available financing options for this proposal. Bidders should include terms and conditions of such financing, and if possible, quotes of such financing.

Section 39. List of Exceptions, clarifications, Alternatives and Options

39.1 The bidder shall describe any exceptions and/or clarifications taken to any section of this proposal, any alternative items that the proposer desired to submit, and a description of any options or cost savings that the proposer elects to submit.

39.2 Alternate Adds and Deducts may be taken in any order, as deemed necessary by the owner to satisfy identified needs of the project.

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39.3 Site Moving: The existing system utilizes 5 locations as previously discussed. If a bidder should recommend a site be moved for efficiency, improved coverage, etc., the bidder should include all costs associated to moving the site, including materials, installation, equipment, etc. Movement of any site should be considered turnkey installation by the bidder. Pricing and options regarding site movement should be included on the bid form, within the table provided for exceptions and clarifications.

Section 40. Required Bonds

40.1 The successful bidder shall supply the City and County with a Performance Bond, after the award of the contract, but prior to execution of contract documents.

Proposal EvaluationProposals will be reviewed according to various criteria, including, but not limited to: compliance with Proposal requirements; company background, experience, and qualifications; system functionality; project services; and cost.

The City of Maysville and the Mason County Fiscal Court reserves the right to invite the top 3 ranked bidders to make personal presentation of the proposal. This right may or may not be exercised prior to making a decision and awarding the successful bidder.

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Bid Form

Place

Date

Proposal of (hereinafter called “Bidder”)

a corporation/ a partnership/ an individual doing business as

(State) (circle one)

)

(Name of Corporation or of person(s) if individual doing business as)

To the City of Maysville and Mason County Fiscal Court (hereinafter called “Owner”)

Gentlemen:

The Bidder, in compliance with your invitation for bids for the construction of a P25 Radio Communication System as described herein;

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Having examined the specifications with related documents and the site of the proposed work, and being familiar with all of the conditions surrounding the construction of the proposal project including the availability of materials and labor, hereby processes to furnish all labor, materials, and supplies, and to construct the project in accordance with the contract documents, at the prices stated below. These prices are to cover all expenses incurred in performing the work required under the contract documents of which this proposal is a part.

Bidder hereby agrees to commence work under this contract on or before a date to be specified in the written “Notice to Proceed” of the Owner and to fully complete the project within a designated timeframe as to be stipulated in the final contract documents. Bidder further agrees to pay liquidated damages, if work is not completed in a timely manner through no fault of the owner, in an amount to be determined pending final contract documents.

Bidder acknowledges receipt of the following addendum:

BASE PROPOSAL: Bidder agrees to perform all of the P25 Radio System Communication work described in the specifications for the sum of ($ ) (Amount shall be shown in both words and figures.) In case of discrepancy, the amount shown in words will govern.

For the purpose of funding, the lump sum amount reflected above shall be broken down to reflect the following three (3) categories. The sum amounts of all three (3) categories listed below shall equal the amount as listed in the lump sum pricing above. Unbalanced or unreasonable amounts may cause the bids to be rejected:

#1: Pricing for 911 Center related work: Three position dispatch console, infrastructure, microwave link to prime site, installation and warranty

$____________________________________________

#2: Pricing for RF Infrastructure including repeaters, antennas, coax, licensed microwave systems at 5 sites, etc. (work outside of the 911 Center, not including radios)

$____________________________________________

#3: Pricing for portable and mobile radios, including programming and installation

$____________________________________________

ALTERNATE PROPOSALS:

Alternate No. 1: AES open standards, non-proprietary, Encryption for law enforcement digital P25 radios only – please specify if pricing is per unit or lump sum

Add the sum of ($ )

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Alternate No. 2: The current communication system utilizes a company called edispatch to contact off duty personnel during emergencies. Volunteer VFDs use this system for every call. The system uses a detector to recognize the tone on an analog system and relays the page to a call list of cell phones. If the edispatch system will no longer work under the new P25 system, installed under this bid, then please list software, systems, etc. that may be used in place of the edispatch. The proposed system should be comparable in function and use to the edispatch system in use now.

Add the sum of ($ )

Alternate No. 3: The sites will require generators to provide power during times of regular power loss. Pricing should include the cost of the generator only. Bidders should provide the make and model of the generator. The generator should have the ability to be powered by propane.

Add the sum of ($ ) if not already included in the lump sum base bid

Deduct the sum of ______________________________________($___________) if already included in the lump sum base bid

Alternate No. 4: Whether purchased through the bidder, or through the owner, generators will require installation at each tower site. Please provide the cost of the installation, with automatic transfer switches to activate when power loss occurs, for all five (5) sites, IF NOT ALREADY INCLUDED IN BASE BID. This pricing should reflect all costs associated to installing the generator, minus the cost of the generator itself.

ADD the sum of ($ )

Alternate No. 5:

Deduct the sum of ($ )

UNIT PRICES:

For changed quantities of work items from those indicated by the contract specifications, upon written instructions from the owner, the following unit prices shall prevail:

APX or TK P25 Handheld Radio, including programming, installation, and accessories

$___________________ EA

APX or TK P25 Mobile Radio, including programming, installation, and accessories

$___________________ EA

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The above unit prices shall include labor, materials, bailing, shoring, removal, overhead, profit, insurance, etc,

The bidder shall describe any exceptions and/or clarifications taken to any section of this proposal, any alternative items that the proposer desired to submit, and a description of any options or cost savings that the proposer elects to submit. Please reference in the table below, what section pertains to the exception, clarification, alternative, and/or substitution.

Reference to Specs Section # Item Description Unit Pricing

(Indicate per EA, SF, LF, etc.)

Total Pricing

The Bidder shall provide a timeline for project completion, and it is understood that owner reserves the right to stipulate a penalty (per day) to be included within the contract documents, that will be incurred by the bidder should the project extend further than the expected timeline, through no fault of the owner. This penalty will be stipulated at the time of award, prior to contract execution.

Bidder understands that the Owner reserves the right to reject any or all bids and to waive any informality in the bidding.

The bidder agrees that this bid shall be good and may not be withdrawn for a period of 90 calendar days after the scheduled closing time for receiving bids.

Upon receipt of written notice of the acceptance of this bid, bidder will execute the formal contract within 30 days and deliver a Performance Bond as required by the owner, to be included with the contract documentation.

Respectfully submitted:

By

(Signature)

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(SEAL – if bid is by a corporation)

(Title)

(Business Name)

_________________________________

_________________________________

(Business Address and Zip Code)

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