Cedar County, Iowa

Request for Proposal

Sheriff Digital P25 Repeater/Voting System

Issued 03/26/2014

Table of Contents Schedule of Events ........................................................................................................................................ 4 Scope of Work ............................................................................................................................................... 4 Background and Objective ........................................................................................................................ 4 Equipment Requirements ......................................................................................................................... 4 Workmanship ............................................................................................................................................ 4 Requested Equipment............................................................................................................................... 5 Coverage ................................................................................................................................................... 5 Microwave Connectivity ........................................................................................................................... 5 LMR Channels............................................................................................................................................ 5 LMR Equipment Requirements ................................................................................................................. 5 Electromagnetic Interference ................................................................................................................... 5 Backup Power ........................................................................................................................................... 6 Surge Suppression..................................................................................................................................... 6 Weather Proofing...................................................................................................................................... 6 Grounding ................................................................................................................................................. 6 Proposed System .......................................................................................................................................... 7 County Tower ............................................................................................................................................ 7 Remote Receiver Sites .............................................................................................................................. 7 Sheriff’s Office ........................................................................................................................................... 7 Communications with the County ............................................................................................................ 7 Questions .................................................................................................................................................. 7 Changes to the RFP/Addenda ................................................................................................................... 8 Submittal Requirements ........................................................................................................................... 8 Paper Copy Submittal ............................................................................................................................... 8 Electronic Copy Submittal ......................................................................................................................... 8 Cost of Preparing RFP................................................................................................................................ 9 Bidder Responsibility ................................................................................................................................ 9 Changes in RFP .......................................................................................................................................... 9 Errors in Proposal ...................................................................................................................................... 9 Withdrawal of Proposal ............................................................................................................................ 9 Rejection of Bids and Rights of Award ...................................................................................................... 9

Additional Requirements ............................................................................................................................ 10 Replacement Parts .................................................................................................................................. 10 Warranty ................................................................................................................................................. 10 Manuals................................................................................................................................................... 10 LMR Propagation Prediction ................................................................................................................... 10 Site Identification .................................................................................................................................... 11

Schedule of Events RFP Schedule RFP Issued Sealed Proposals Due to The EMA Office Sealed Proposals to be Opened Award No Later Than Installation (Due to Budget)

Date March 26, 2014 April 18, 2014 April 23, 2014 May 2, 2014 July 1, 2014 - August 30, 2014

Scope of Work Background and Objective The Cedar County Sheriff’s Office has a need to improve the performance of its Sheriff Ops twoway radio communications system. The current equipment is outdated and becoming unreliable. All public safety entities in Cedar County are dispatched by the Sheriff’s Office. The Dispatch Center consists of an EFJohnson StarGate 7000 Dispatch Console and ATLAS 6000 Network Management System (NMS). Cedar County desires to procure a Digital P25 Repeater/Voting System. The County will only accept fully compatible equipment to maintain full integration with the already installed EFJohnson 4100 Series Repeaters and ATLAS infrastructure. Equipment and Services to be provided include all major equipment and services described herein as well as all supporting equipment necessary to guarantee a complete working system including grounding as specified. Equipment Requirements All equipment provided must be as outlined in the Proposed System section of this RFP. This is necessary to provide seamless integration with the current infrastructure. All equipment proposed or provided under this contract shall meet or exceed the latest applicable standards of the FCC, EIA, NEMA, RETMA, and IEEE. LMR infrastructure equipment will be APCO P25 digital capable with ability to operate in analog mode until the County upgrades all field units to P25 standards. All equipment provided will be required to meet manufacturer’s published specifications. Workmanship All work performed as a result of this RFP shall be performed to industry standard.

Requested Equipment The Cedar County Sheriff’s Office is requesting bids from LMR two way radio vendors for a Digital Repeater/Voting System for the Main Tipton Tower, Mechanicsville Water Tower, Clarence Water Tower, West Branch Water Tower and Durant Water Tower. Coverage All parts of the desired system require at least 90% mobile and portable radio coverage within their areas. Microwave Connectivity The County currently has redundant Ethernet microwave connectivity to all sites. LMR Channels The Cedar County Sheriff Ops Repeater frequencies are as follows: RX: 156.015 MHz TX: 151.220 MHz CTCSS: 167.9 LMR Equipment Requirements Vendor must be a factory authorized dealer/distributor of product proposed and is qualified and equipped to offer in-house service, maintenance and technical training assistance including availability of spare parts and replacement units. All equipment offered shall be type accepted for licensing under the applicable section of the FCC Rules and Regulations. All equipment shall be fully solid state. All indicators shall be of LED type. All relays shall be rated for at least 5 million cycles. All equipment offered shall be suitable for operations as a repeater, base station or control station. All radio equipment shall be frequency synthesized and PC programmable. Equipment shall include transmitters, receivers, power supplies, interconnection panels and ancillary hardware necessary for a fully operation system. The equipment shall be rack mountable in a standard 19-inch relay rack. Maintenance personnel must be able to perform adjustments from a central site. Electromagnetic Interference The radio equipment proposed shall be designed to operate in close proximity to other communications equipment which may include VHF, UHF and 800 MHz handheld and mobile radio transceivers, commercial FM and TV broadcast equipment, other digital microwave systems, telephone switching equipment and emergency power control and transfer systems.

The equipment proposed shall not emit Radio Frequency Interference (RFI) to any of the types of equipment mentioned above that caused measurable degradation of their performance. Any shielding necessary to cause the vendor’s equipment to meet the above requirements will be the responsibility of the vendor. Backup Power All sites currently have suitable UPS systems installed. Surge Suppression All coax entering an equipment shelter shall terminate in a surge suppressor. The surge suppressor shall be rated for the frequency carried by the coax. The surge suppressor shall utilize type N connectors. Non-corrugated and/or aluminum outer conductor coax is not acceptable. All coax must have an external UV resistant outer jacket. All external coax shall be Andrew LDF4, LDF5 or equivalent. Selection of coax size shall be determined by the Offeror to minimize losses in order to meet the coverage requirements. All external coax shall be attached to the tower(s) using either snap-in coax mounts, round member adaptor coax mounts, or angle adapter coax mounts. Attachment using tape, lengths of wire, wrap lock, or other means shall not be allowed. All internal jumper coax shall either be of a solid outer conductor such as LDF 4, FSJ4, or double shielded such as LMR400. Selection of coax size shall be determined by the Offeror to minimize losses in order to meet the coverage requirements. All connectors shall be of Type N unless a different style is required at equipment termination. Crimp on connectors are allowed but must be attached with a manufacturer approved crimp tool. Weather Proofing All external connectors shall be protected from water intrusion. Grounding All coax shall be grounded within six (6) feet of the antenna, each 100 feet along the tower if applicable, at the departure from the tower, and at the building entrance. A ground buss bar shall be supplied on the building exterior at the coax entrance if not already present. An internal ground buss bar shall be supplied inside the building if not already present. Both ground buss bars shall be individually connected to the site ground. All provided equipment inside the building(s) shall be individually grounded to the internal ground buss bar. Daisy Chain or Loop grounding shall not be allowed.

Proposed System County Tower At a minimum, the following equipment (or equivalent) will need to be provided at the Sheriff’s Office: One (1) EFJohnson Atlas 4000 Series Multimode Station and Power Supply. One (1) Sinclair Q2220E 132-174 MHz Pass Notch Duplexer. Remote Receiver Sites At a minimum, the following equipment (or equivalent) will need to be provided for each Water Tower site: One (1) EFJohnson Atlas 4000 Series Multimode Station and Power Supply. Sheriff’s Office Configure the EFJohnson ATLAS 6000 Network Management System (NMS) to include all new repeater/voting equipment for centralized management and monitoring. Configure the EFJohnson StarGate 7000 Dispatch Console as necessary to support Digital Voting System.

Instructions to Bidders Communications with the County All vendor communications concerning this acquisition shall be directed to: Cedar County Emergency Management Tim Malott, Emergency Management Coordinator 711 East South St. Tipton, IA 52772 Phone: (563) 886-3355 [email protected]

Questions Questions shall be submitted electronically to Tim Malott, [email protected] no later than the date and time in the Schedule of Events. Failure to request clarification of any inadequacy, omission, or conflict will not relieve the Bidder of any responsibilities under this RFP or any subsequent contract. It is the responsibility of the Bidder to assure that they received responses to the questions if any are issued.

Changes to the RFP/Addenda A change may be made by the County if, in the sole judgment of the County, the change will not compromise the County’s objectives in this acquisition. A change to this RFP will be made by formal written addendum issued by the County. Addenda issued by the County shall become part of this RFP specification and will be included as part of the final Contract. It is the responsibility of the interested Vendor to assure that they have received Addenda. Submittal Requirements This Section details the procedures for RFP submittal. Bidders have full responsibility to ensure the response arrives at the County within the deadline. A late submittal may be rejected, unless lateness is waived as immaterial by the County, given specific fact-based circumstances. Late responses may be returned unopened to the submitting firm. The response should be in an 8 ½” by 11” format. NOTE: The County will not accept Fax and CD copies as an alternative to the paper or electronic e-mail copy submittal. If a CD or fax version is delivered to the County, the paper or electronic e-mail copy will be the only official version accepted by the County. Paper Copy Submittal Submittal Requirements: One (1) original, (2) copies, and one (1) CD copy of the response must be received no later than the date and time specified on the procurement schedule or as otherwise amended. Paper-copy submittals should be in a sealed box or envelope clearly marked and addressed with the RFP title. If packages are not clearly marked, the Proposer has all risks of the package being misplaced and not properly delivered. The submittal may be hand-delivered or must otherwise be received by the County at the address provided, by the submittal deadline. Please note that delivery errors will result without careful attention to the proper address. Submittals and their packaging (boxes or envelopes) should be clearly marked with the name and address of the Proposer. Electronic Copy Submittal In lieu of an official paper copy, Bidders may submit their RFP documents via an e-mail process described below with all other RFP requirements remaining the same. The County will use a secure mailbox to receive and protect RFPs. To submit an electronic copy, Bidders can e-mail their RFP documents on or before the RFP opening date and time.

Note: Do not e-mail a copy of your RFP response to any other e-mail address. Title the e-mail with the RFP title and company name. Any risks associated with the electronic transmission of the RFP submittal are borne by the Bidder. If the Bidder also submits a paper-copy, the County will determine which form takes precedence in the event of discrepancies. Cost of Preparing RFP The County will not be liable for any costs incurred by the Bidder in the preparation and presentation of RFPs submitted in response to this RFP including, but not limited to, costs incurred in connection with the Bidder’s participation in demonstrations and the pre-RFP conference. Bidder Responsibility It is the Bidder’s responsibility to examine all specifications and conditions thoroughly, and comply fully with specifications and all attached terms and conditions. Bidders must comply with all Federal, State, and County laws, ordinances and rules, and meet any and all registration requirements where required. Changes in RFP Prior to the RFP submittal closing date and time established for this RFP, a Bidder may make changes to its bid provided the change is initialed and dated by the Bidder. No change to a bid shall be made after the RFP closing date and time. Errors in Proposal Bidders are responsible for errors and omissions in their Bids. No such error or omission shall diminish the Bidder’s obligations to the County. Withdrawal of Proposal A submittal may be withdrawn by written request of the submitter, prior to Bidding closing. After the closing date and time, the submittal may be withdrawn only with permission by the County. Rejection of Bids and Rights of Award The County reserves the right to reject any or all Bids at any time with no penalty. The County also has the right to waive immaterial defects and minor irregularities in any submitted Bid.

Additional Requirements Replacement Parts The Contractor will guarantee that standard replacement parts will be available for a minimum of five (5) years from the date of shipment of the system and that repair or replacement parts will be provided within a reasonable time period from receipt of an order. Warranty All equipment delivered will be new, will conform to stated specifications and will be free from mechanical, electrical or other defects for a minimum of one (1) year from the date of installation. If workmanship or design defects cause the system to require modification, repair or replacement, the vendor shall promptly bring the units to satisfactory operating condition at no expense to The County. The Contractor agrees to replace or repair any defective parts during the warranty period. If the Contractor is unable to provide local service they must identify how they intend to provide satisfactory service support that is comparable. Manuals The vendor shall provide a minimum of one (1) technical manual with each radio model shipped. The manuals shall each provide concise information, including schematics, troubleshooting diagrams, layout diagrams, printed circuit board overlays, test and alignment procedures, interconnecting diagrams, part numbers/descriptions and final test procedures used to verify proper system operation. During the lifetime of the equipment the vendor shall be responsible for upgrading the technical manuals. The vendor shall detail the process that will be used in upgrading the user manuals when engineering/technical changes are made to the equipment. LMR Propagation Prediction The Vendor shall supply propagation maps showing the expected coverage from each site and the combined coverage from all sites.

Site Identification The following table indentifies the GPS coordinates for each site.

Site Name

Latitude

Longitude

County Main Mechanicsville Clarence West Branch Durant Court House

41 45 43.44 N 41 54 8.35 N 41 53 03.41 N 41 39 34.28 N 41 35 59.36 N 41 46 11.18 N

91 07 20.12 W 91 14 46.09 W 91 03 27.02 W 91 20 24.42 W 90 55 03.35 W 91 07 39.32 W

Ground Structure Elev. Ht. 812' 908' 848' 768' 727' 824'

220' 109' 146' 105' 104' 120'

Structure Type

Construction Date

SS Tower Water Tower Water Tower Water Tower Water Tower SS Tower

2001 2001 2009 ? 1983 ?

ASR 1221079