orange county, virginia rfp#2018-02: project 25 (p25
TRANSCRIPT
Orange County, Virginia RFP#2018-02:
Project 25 (P25) Radio System Request for Proposals (RFP)
November 9, 2017
Prepared by:
Federal Engineering, Inc.
10600 Arrowhead Dr., Suite 160 Fairfax, VA 22030
703-359-8200
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 2 of 208
Table of Contents
1. Project Overview ................................................................................................ 7
1.1 Introduction ........................................................................................................ 7
1.1.1 Existing Radio Communications System ........................................................... 8
1.2 Overview of this RFP ......................................................................................... 8
1.3 Project Summary ............................................................................................. 10
1.4 Proposals Desired............................................................................................ 11
1.5 Alternative Proposals ....................................................................................... 12
1.6 Quality Assurance and Control (QA/QC) ......................................................... 12
1.6.1 Standards and Guidelines ................................................................................ 12
1.6.2 Frequency Coordination and Licensing ............................................................ 13
1.6.3 Federal Aviation Administration (FAA) (if applicable) ....................................... 14
1.6.4 Project Management ........................................................................................ 14
1.6.5 Quality Assurance QA / Quality Control (QC) Program .................................... 18
2. Instructions to Respondents ............................................................................ 20
2.1 General Instructions ......................................................................................... 20
2.2 Mandatory Pre-Proposal Conference ............................................................... 20
2.3 Proposal Schedule ........................................................................................... 21
2.4 Proposal Format .............................................................................................. 21
2.4.1 Cost Proposal .................................................................................................. 24
2.5 Proposal Evaluation ......................................................................................... 24
2.6 Proposal Evaluation Criteria ............................................................................ 24
2.7 Contract Award ................................................................................................ 27
3. Radio Communications System Requirements ................................................ 29
3.1 Overview .......................................................................................................... 29
3.2 Project 25 (P25) ............................................................................................... 30
3.3 Redundancy and Survivability .......................................................................... 31
3.4 Radio System Capacity .................................................................................... 32
3.4.1 Grade of Service (Gos) .................................................................................... 32
3.4.2 Expansion ........................................................................................................ 33
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 3 of 208
3.5 Radio System Coverage .................................................................................. 33
3.5.1 Radio Coverage Model and Maps ................................................................... 34
3.5.2 TIA® TSB-88 - Annex A CATP User Choices ................................................... 36
3.5.3 Link Budgets .................................................................................................... 37
3.6 Project 25 (P25) System Feature Requirements ............................................. 38
3.6.1 Radio Communications System Control Equipment ........................................ 38
3.6.2 Simulcast Control Equipment ........................................................................... 39
3.6.3 Over-the-Air Programming (OTAP) .................................................................. 39
3.6.4 Encryption ........................................................................................................ 40
3.6.5 Over-the-Air Rekeying (OTAR) ........................................................................ 40
3.6.6 Global Positioning System (GPS) and interface to CAD Automatic Vehicle
Location (AVL) .............................................................................................................. 40
3.6.7 Receiver Voting ............................................................................................... 41
3.6.8 Base Station Equipment .................................................................................. 41
3.6.9 Antenna Systems ............................................................................................. 41
3.6.10 Interoperability Gateway Devices .................................................................... 43
3.6.11 Dispatch Console Subsystem .......................................................................... 43
3.6.12 Multimedia Logging Recorder System ............................................................. 47
3.6.13 Network Management System (NMS) .............................................................. 52
3.6.14 Fire Station Alerting (FSA) ............................................................................... 54
3.7 Project 25 (P25) System Optional Features ..................................................... 54
3.7.1 Geographically Diverse P25 Control Equipment .............................................. 55
3.7.2 P25 Inter-RF Subsystem Interface (ISSI) ......................................................... 55
3.7.3 Smartphone Integration ................................................................................... 56
3.7.4 Personnel Accountability Service ..................................................................... 57
3.8 VHF Paging and Interoperability Subsystem ................................................... 57
4. Backhaul Network Requirements ..................................................................... 58
4.1 Orange County Fiber Optic Network ................................................................ 58
4.2 Licensed Digital Microwave Network ............................................................... 59
4.3 Microwave Backhaul Network Engineering ...................................................... 59
4.4 Microwave Antenna System ............................................................................ 60
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 4 of 208
4.5 Backhaul Network Management ...................................................................... 60
5. Subscriber Radio Equipment Requirements .................................................... 62
5.1 Overview .......................................................................................................... 62
5.2 General Subscriber Radio Equipment Requirements ...................................... 64
5.2.1 Portable Radios ............................................................................................... 65
5.2.2 Mobile Radios .................................................................................................. 68
5.2.3 Control Stations ............................................................................................... 70
5.2.4 Vehicular Repeaters ........................................................................................ 72
6. Facilities and Infrastructure Development Requirements ................................. 73
6.1 General Requirements ..................................................................................... 73
6.2 Site Selection Requirements ............................................................................ 75
6.2.1 Existing Site Development Requirements ........................................................ 76
6.3 New (Greenfield) Site Development Requirements ......................................... 78
6.3.1 Site Preparation Requirements ........................................................................ 78
6.3.2 Fencing Requirements ..................................................................................... 81
6.3.3 Radio Communications Tower Requirements .................................................. 84
6.3.4 Equipment Shelter Requirements .................................................................... 87
6.3.5 Generator and Automatic Transfer Switch (ATS) Requirements ..................... 93
6.3.6 Uninterruptable Power Supplies (UPS) .......................................................... 101
7. Training Requirements ................................................................................... 105
7.1 General Training Requirements ..................................................................... 105
7.2 Subscriber Equipment and Dispatch Console Training Requirements .......... 106
7.3 Technical/System Management Training Requirements ................................ 106
8. System Implementation, Test, and Acceptance Requirements ...................... 108
8.1 General Requirements ................................................................................... 108
8.2 Detailed Design Requirements ...................................................................... 108
8.3 Detailed Design Review Requirements .......................................................... 110
8.4 Fleet Mapping Requirements ......................................................................... 110
8.5 Factory Staging Requirements ...................................................................... 111
8.6 System Shipping/Delivery Requirements ....................................................... 112
8.7 System Installation Requirements ................................................................. 113
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 5 of 208
8.8 System Acceptance Testing Requirements ................................................... 114
8.9 Radio Coverage Testing Requirements ......................................................... 115
8.10 Cutover Requirements ................................................................................... 117
8.11 30-Day Operational Test Period Requirements ............................................. 117
8.12 As-Built Documentation Requirements .......................................................... 117
8.13 System Acceptance Requirements ................................................................ 118
9. Warranty, Maintenance, and Support Requirements ..................................... 119
9.1 Warranty Requirements ................................................................................. 119
9.2 Parts Availability Requirements ..................................................................... 121
9.3 Spare Equipment Requirements .................................................................... 121
9.4 Post-Warranty Maintenance Requirements ................................................... 122
10. General Terms and Conditions ...................................................................... 124
10.1 Insurance Requirements ................................................................................ 124
10.2 Authority to Bind Firm in Contract .................................................................. 124
10.3 Severability .................................................................................................... 125
10.4 Ownership of Documents ............................................................................... 125
10.5 Performance .................................................................................................. 125
10.6 Contingent Fee Warranty ............................................................................... 125
10.7 Method of Ordering and Payment .................................................................. 126
10.8 State Corporation Commission (SCC) Requirements .................................... 126
Appendix A - Compliance Matrix ............................................................................ 127
Appendix B - Proposal Pricing Forms ..................................................................... 132
Appendix C - Critical Building List ........................................................................... 180
Appendix D - Candidate Tower Site Locations ....................................................... 183
Appendix E - Proposed County Fiber Map ............................................................. 185
Appendix F - Proposed County PSAP Location ..................................................... 186
Appendix G - General Conditions and Instructions to Respondents ....................... 187
Appendix H - Insurance Checklist ........................................................................... 202
Appendix I - Non-Collusion Statement ..................................................................... 204
Appendix J - Vendor (Respondent) Data Sheet ..................................................... 205
Appendix K - Offeror (Respondent) Statement ....................................................... 206
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 6 of 208
Appendix L - State Corporation Commission (SCC) Form ..................................... 207
Appendix M - Bidder / Respondent Question Form ................................................. 208
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 7 of 208
1. Project Overview
1.1 Introduction
Orange County, Virginia (County) requests proposals from qualified Respondents,
to provide a Project 25 (P25) Phase 2-compliant simulcast trunked radio system.
Respondents shall have experience in providing P25 systems to public safety and
public service users. The County’s primary goals for this project are to:
1. Deploy a P25 Phase 2 standards-based, five-channel 700 MHz radio system
to enhance coverage, capacity, and interoperability
2. Deploy a P25 radio system providing balanced 95% portable radio roundtrip
coverage (talk-out and talk-in) within the County limits and within critical
buildings and/or areas (see Appendix C)
3. Deploy new P25 Internet Protocol (IP)-based radio dispatch consoles
designed to support all of the features of the new P25 radio system, while
also retaining any required legacy capabilities to support current features and
interoperability
4. Deploy a new backhaul system composed of the County’s existing / planned
fiber network and microwave links to support an all-IP backbone and Ethernet
traffic in a loop configuration, to enhance availability, and to provide the
scalability to support P25 voice, and support the County’s Rural Fixed
Wireless Broadband Initiative
5. Deploy other system features including:
a. Encryption
b. Over-the-Air Rekeying (OTAR)
c. Over-the-Air Programming (OTAP)
d. Global Positioning System (GPS) / Automatic Vehicle Location (AVL)
The County is planning to construct a new public safety answering point (PSAP),
on a plot of land located on the Northwest corner at the intersection of Bloomsbury
Road and State Route 20. A map of this location is included in Appendix F.
The County desires to explore the following initiatives as OPTIONS as part of the
P25 radio system procurement and deployment:
1. Deployment of an Inter-RF Subsystem Interface (ISSI) connections, further
enhancing interoperability with neighboring P25 systems
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 8 of 208
2. Deployment of geographically diverse P25 control equipment
3. Deployment of additional subscriber radio equipment allowing all County
departments to share a single standards-based system
4. Deployment of other system features including Smartphone integration
1.1.1 Existing Radio Communications System
The County currently utilizes a VHF conventional radio system to support the dispatch
and response of fire, EMS, and County law enforcement agencies. The system also
provides communications for the County’s school system and the Town of Gordonsville
Public Works and Gordonsville Town Hall.
Fire and EMS agencies use three primary tower sites:
• Clark Tower
• Gibson Tower
• Lake of the Woods Tower
Local law enforcement agencies, the County’s school system, and Gordonsville Public
Works / Gordonsville Town Hall use a Motorola Solutions, Incorporated (MSI)
MOTOTRBO™ system for primary radio communications from the Clark Tower. As a
backup, they rely on the County’s VHF conventional radio system served from the Gibson
and Lake of the Woods towers.
The County’s current PSAP is located within the County Office Building at 112 West Main
Street in the Town of Orange. The PSAP receives all 9-1-1 calls and dispatches calls for
EMS, Fire and Law Enforcement agencies.
1.2 Overview of this RFP
This RFP organizes the content as follows:
1. Section 1, Project Overview – Provides background information and a
general overview of the requirements contained in this RFP.
2. Section 2, Instructions to Respondents – Provides instructions to proposers,
including, but not limited to: proposal due date; pre-proposal conference
information; and evaluation criteria.
3. Section 3, Radio Communications System Requirements – Provides
requirements for the desired radio communications systems.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 9 of 208
4. Section 4, Backhaul Network Requirements – Provides requirements for
backhaul connectivity, integration of the County’s fiber optic network, digital
microwave backhaul equipment, and network management.
5. Section 5, Subscriber Radio Equipment Requirements – Provides
requirements for portable radios, mobile radios, control stations, and
vehicular repeaters.
6. Section 6, Facilities and Infrastructure Development Requirements –
Provides requirements for site preparation, fencing, towers, equipment
shelters, generators, and uninterruptible power supply (UPS) equipment for
new sites proposed by Respondents to meet the County’s desired radio
coverage requirements.
7. Section 7, Training Requirements – Provides requirements for training
programs to be developed and provided by the SELECTED VENDOR.
8. Section 8, System Implementation, Test, and Acceptance Requirements –
Provides requirements for system design, fleet mapping, factory staging,
installation, acceptance testing, and final acceptance.
9. Section 9, Warranty, Maintenance, and Support Requirements – Provides
requirements for the warranty, parts availability, spare equipment, extended
warranty, maintenance, and support of the proposed radio system and
subsystems.
10. Section 10, General Terms and Conditions – Provides procurement terms
and conditions specific to the County.
Appendices to this RFP:
1. Appendix A - Compliance Matrix
2. Appendix B - Proposal Pricing Forms
3. Appendix C - Critical Building List
4. Appendix D - Candidate Tower Site Locations
5. Appendix E - County Fiber Map
6. Appendix F - New County PSAP Location
7. Appendix G - General Conditions and Instructions to Bidders/Offerors
8. Appendix H - Insurance Checklist
9. Appendix I - Non-Collusion Statement
10. Appendix J - Vendor (Respondent) Data Sheet
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 10 of 208
11. Appendix K - Offeror (Respondent) Statement
12. Appendix L - State Corporation Commission (SCC) Form
13. Appendix M Bidder / Respondent Question Form
1.3 Project Summary
The SELECTED VENDOR shall be responsible for providing the following project
components:
1. Engineering and system design
2. Project management
3. Preparing and submitting Federal Communications Commission (FCC)
licensing forms
4. Furnishing and installing system equipment and ancillary facilities
5. Software installation and programming
6. Training
7. Acceptance testing, including coverage testing
8. Cutover planning and execution
9. Warranty and maintenance support
10. Decommissioning/removal of legacy communications system and ancillary
devices not required for the operation of the new communications system or,
any equipment not being utilized in conjunction with the new communications
system.
The SELECTED VENDOR shall be responsible for furnishing complete and fully-
functional systems to include:
1. Radio communications system infrastructure, including a guarantee of radio
coverage and Grade of Service (GoS)
2. Digital microwave backhaul network
3. Radio dispatch consoles
4. Infrastructure facilities (e.g., towers, shelters, generators fencing)
5. Network management system
6. Subscriber radio equipment
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 11 of 208
Work shall be planned, coordinated, and conducted with minimal interruption of
service to existing critical systems.
Proposals shall completely describe the equipment and methods that will be used
to implement the system. The intent of this RFP is to allow Respondents to offer
the best equipment, technology, and methods available to provide state-of-the-art
public safety communications systems of the highest-quality and performance.
Should the systems provided fail to operate as proposed due to the SELECTED
VENDOR’s errors or omission, these issues will be corrected by the SELECTED
VENDOR at no additional cost to the County.
All equipment shall be provided in new condition and covered by a full
manufacturer’s warranty and support services for not less than three (3) years.
Proposals shall not be accepted that include systems, equipment, or components
for which the manufacturer has already established an end-of-life (EOL) date.
In the event that requirements are stated in more than one section and appear to
conflict, the more stringent requirement shall apply.
1.4 Proposals Desired
The County desires a complete turnkey solution addressing all project systems,
subsystems, and components for the primary radio communications system. This
system shall provide public safety grade communications capabilities across the
County, allowing agencies within the County to safely, effectively, and efficiently
carry out their duties.
The County seeks to obtain proposals for a 700 MHz, Project 25 Phase 2 simulcast
trunked radio system, VHF interoperability/paging channel overlay, or other paging
solutions, backhaul network, site development, dispatch console subsystem, and
user devices.
Regional Planning Committee 42 (Region 42) allocated five (5) 25 kHz channel
pairs that may be used by public safety within the County geographic area. Table
1 lists the 700 MHz channels allocated to the County.
Table 1 – 700 MHz Frequency Allocation for Orange County
Channel Numbers
Base Frequency
Mobile Frequency
257-260 770.6125 800.6125
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 12 of 208
337-340 771.1125 801.1125
557-560 772.4875 802.4875
781-784 773.8875 803.8875
909-912 774.6875 804.6875
Proposal Options: Requirements described as an “OPTION” or “OPTIONAL” refer
to features or equipment that may or may not be purchased by the County, or items
whose quantities have not yet been determined. Respondents are required to
respond to all OPTIONAL requirements.
1.5 Alternative Proposals
In the event a Respondents have a technological solution that does not meet the
exact requirements set forth in this RFP, but fully-addresses all the functional
requirements, Respondents may offer more than one proposal as long as each
proposal fully-addresses the intent of the requirements set forth in this RFP. For
example,
Alternate proposals shall be submitted separately under a different cover from the
base proposal and clearly marked “ALTERNATIVE PROPOSAL.” Respondents
must submit a fully-compliant proposal in order to submit an alternate proposal.
The Respondent’s Alternate Proposal shall comply with the same submittal
instructions in Section 2.4, Proposal Format.
1.6 Quality Assurance and Control (QA/QC)
1.6.1 Standards and Guidelines
The SELECTED VENDOR shall comply with the applicable standards, rules,
regulations, and industry guidelines published by the following organizations,
provided here in no particular order without implication of priority, as they apply to
the Respondent’s proposed solution:
1. American National Standards Institute (ANSI)
2. National Electrical Manufacturer’s Association (NEMA®)
3. Electronics Industry Association (EIA)
4. Telecommunications Industry Association (TIA®)
5. Telecommunications Distribution Methods Manual (TDMM)
6. National Electrical Code (NEC®)
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 13 of 208
7. Institute of Electrical and Electronics Engineers (IEEE)
8. Federal Communications Commission (FCC)
9. Underwriters Laboratories, Inc. (UL)
10. American Society of Testing Materials (ASTM)
11. Occupational Safety and Health Administration (OSHA®)
12. National Fire Protection Association (NFPA®) 1221
13. Telcordia® GR-63-CORE (Network Equipment-Building System) NEBSTM
Requirements: Physical Protection
Respondents shall comply with industry best practices for system installation,
grounding, bonding, and transient voltage surge suppression (TVSS), as outlined
in the following guidelines, provided here in no particular order with no implication
of priority:
1. Motorola R56 – Standards and Guidelines for Communication Sites (latest
revision)
2. Harris® Site Grounding and Lightning Protection Guidelines (AE/LZT – 123
4618/1 – latest revision)
3. Other contractor / industry standards that Respondents shall provide to the
County for review and approval prior to contract award.
The SELECTED VENDOR shall comply with all federal, state, county, and local
laws, regulations, codes, and ordinances applicable to implementing a radio
communications system within the County.
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 Respondents cannot meet any of the standards or guidelines listed above, they
shall list all deviations in their proposals.
1.6.2 Frequency Coordination and Licensing
Land Mobile Radio (LMR) licenses – The SELECTED VENDOR shall be
responsible for all frequency research, prior coordination, and preparation of all
associated FCC license applications and submittals on behalf of the County. The
County shall be responsible for coordination fees and licensing fees, if any, and
required signatures, as applicable. Following approval of the detailed design, the
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 14 of 208
SELECTED VENDOR shall provide all modifications and applicable forms to the
County for review and approval. The SELECTED VENDOR shall also be
responsible for any additional frequency research, support, and preparation if
necessary. The County shall sign and submit all forms following approval.
Antenna Structure Registration (ASR) – The SELECTED VENDOR shall be
responsible for preparation and submittal of any ASR forms as required for any new
or existing towers.
Microwave Licenses – The SELECTED VENDOR shall be responsible for all
microwave frequency research, prior coordination, and preparation of all associated
FCC license applications and submittals on behalf of the County. The County shall
be responsible for coordination fees and licensing fees, if any, and required
signatures, as applicable.
1. The selected Vendor shall provide interference protection monitoring
services for the licensed microwave frequencies during the duration of the
warrantee and maintenance period.
2. Interference protection monitoring services shall notify the County when
applicants file prior coordination notices (PCNs) to license frequencies within
a range that could pose harmful interference to the County’s communications
services.
3. Interference protection monitoring services shall analyze, make
determination, and respond to PCNs that potentially pose harmful
interference to the County’s licensed frequencies.
1.6.3 Federal Aviation Administration (FAA) (if applicable)
The SELECTED VENDOR shall complete and submit to the Federal Aviation
Administration (FAA) any required FAA forms, as necessary.
1.6.4 Project Management
Respondent shall provide a Project Management Plan that includes, a detailed
Work Breakdown Structure (WBS), project scope, deliverables, schedule, QA/QC
processes, and risk management sections.
The plan shall describe how the Respondents propose to monitor and control the
installation and deployment of the proposed system, and mitigate risks, in order to
ensure that the system meets the design specifications and is delivered on time.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 15 of 208
Regularly scheduled status meetings (weekly or biweekly) shall be established
between the County’s Project Team and the SELECTED VENDOR. The
SELECTED VENDOR shall provide a schedule for these meetings subject to the
approval of the County and shall be responsible for the agendas for these status
meetings.
1.6.4.1 Project Scheduling
The SELECTED VENDOR shall develop and maintain a project schedule utilizing
Microsoft® Project. That schedule shall include tasks, milestones, start and end
dates, task predecessors, and task owners based on an approved WBS.
The schedule shall represent tasks associated with completing work on all items
identified in the WBS. The project schedule shall be updated with actual dates as
tasks are completed.
The updated schedule shall be provided as an agenda item for all weekly or
biweekly status meetings (at the discretion of the County) between the County and
the SELECTED VENDOR.
The schedule shall address the following at a minimum:
1. Site surveys
2. Detailed design review including engineering analyses and schedules
3. Site preparation
4. Equipment manufacturing
5. Factory acceptance test
6. Equipment delivery
7. System installation
8. System configuration
9. System optimization
10. Field acceptance test
11. Coverage testing
12. Technical training
13. System administration training
14. User training
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 16 of 208
15. 30-day “burn-in” testing
16. System cutover
17. System documentation development and delivery
18. Punch list resolution
19. System acceptance
20. System and equipment warranty periods
1.6.4.2 Project Punch List
The SELECTED VENDOR shall establish and maintain a punch list, as mutually
agreed to with the County, for site facilities, equipment, and for acceptance tests.
The punch list shall be maintained in real time and published weekly. The punch
list shall include the following at a minimum:
1. Sequential punch list item number
2. Date identified
3. Item description
4. The party responsible for resolution
5. Expected resolution date
6. Resolution date
7. The party resolving the issue
8. Details about how each punch list item was resolved and tested
9. Project manager signoff (SELECTED VENDOR/the County)
10. Descriptive notes about the item
If responsibility for resolving an item is transferred to another person or group, a
new entry shall be added to the punch list and the original entry shall be
appropriately noted.
The SELECTED VENDOR shall be responsible for reviewing each punch list item,
and advising the County of any changes. The status of punch list items shall be
updated during each biweekly status meeting. All punch list items must be fully
resolved before system acceptance will be granted.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 17 of 208
1.6.4.3 Project Meetings
A project kickoff meeting shall be scheduled prior to the beginning of the project.
Weekly or biweekly project status meetings shall be scheduled following contract
award and the initial kickoff meeting.
The SELECTED VENDOR shall be responsible for scheduling the meetings as well
as preparing meeting agendas and minutes. meeting agenda items shall include,
as a minimum, the following items:
1. Schedule review
2. Status of deliverables
3. Risk items
4. Changes
5. Plans for the next period
6. Action item assignments
7. Punch list review
1.6.4.4 Project Staffing
Project staffing shall be managed by the SELECTED VENDOR based on workload
and the level of effort required throughout the implementation / installation process;
however, the positions identified below shall be staffed throughout the duration of
the project and shall not change without prior approval of the County.
1. SELECTED VENDOR’s Project Manager:
a. The SELECTED VENDOR’s Project Manager shall be the primary
point of contact between the County and the SELECTED VENDOR.
b. The SELECTED VENDOR’s Project Manager shall bear full
responsibility for supervising and coordinating the installation and
deployment of the communications system; be responsible for
development and acceptance of the Project Management Plan;
managing the execution of the project against that plan; and
overseeing the day-to-day project activities, deliverables, and
milestone completion.
c. The SELECTED VENDOR’s Project Manager shall be responsible for
coordination of the status meetings.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 18 of 208
2. SELECTED VENDOR’s Project Engineer:
a. The SELECTED VENDOR’s Project Engineer shall have the primary
responsibility for developing and managing the system design and
ensuring that the system is installed in accordance with the approved
system design.
b. Any deviation from the system design shall be subject to project
change control procedures and will not be undertaken until approved
by the County.
c. The SELECTED VENDOR’s Project Engineer shall develop block
diagrams, system block diagrams, and rack diagrams to assist the
installation team in completing the system installation.
d. The Project Engineer shall also supervise the development and
execution of the Factory Acceptance Test Plan, System Acceptance
Test Plan, the Coverage Acceptance Test Plan, Cutover Plan, and
guide the project team through the processes and procedures
necessary to prove that the system performs as specified in the
contract. No test plan will be executed until approved by the County.
1.6.5 Quality Assurance QA / Quality Control (QC) Program
The Respondent shall include a Quality Assurance / Quality Control (QA/QC) plan
for the County’s radio system project. The plan shall address all stages of the
project, including, but not limited to:
1. System design
2. Implementation
3. Procurement
4. Delivery
5. Installation
6. Testing
7. Cutover
The QA/QC plan shall specifically describe the plans and procedures that ensure
the proposed system is designed in accordance with the standards and
requirements described in this RFP.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 19 of 208
The QA/QC plan shall be included as part of the Project Management Plan
developed by the SELECTED VENDOR’s Project Manager.
The QA/QC plan shall be an integral part of the project and include County
personnel as part of the review and approval process for all deliverables and
submittals.
The proposed QA/QC plan shall address the following project tasks at a minimum:
1. Design analysis and verification
2. Radio coverage analysis and verification
3. Design changes and document control
4. Material shipping, receiving, and storage
5. Site preparation
6. Field installation and inspection
7. Equipment inventory and tracking
8. System testing and validation
9. Software regression testing
10. Deficiency reporting and correction
11. Implementation and cutover
12. Training and certification
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 20 of 208
2. Instructions to Respondents
2.1 General Instructions
Respondents shall submit one (1) bound original and nine (9) bound copies of their
proposals to the County. Each package shall also include a copy of the proposal in
electronic format on USB flash drive. The front of the package shall be marked
“Sealed Proposal, RFP# 2018-02 P25 Radio System”.
Proposals shall be submitted to:
Stephanie Straub, Financial Management Specialist
County of Orange, Virginia
112 W. Main Street, Suite 207
P.O. Box 111
Orange, VA 22960
Email: [email protected]
Proposals shall clearly indicate the legal name, address and telephone number of
the Respondent (company, firm, partnership, or individual). Proposals shall be
signed above the typed or printed name and title of the individual signing on behalf
of the Respondent. All expenses for making proposals shall be borne by the
Respondent.
All proposals shall be received by 2:00 P.M. January 22, 2018. Proposals received
after this time and date will not be considered.
If the Owner closes its offices due to inclement weather, or some other unforeseen
circumstance outside of the Owner’s control, scheduled bid openings or receipt of
proposals will be extended to the next business day, same time.
2.2 Mandatory Pre-Proposal Conference
A mandatory pre-proposal conference will be held on December 6, 2017, at 10:00
a.m. The conference will be held at
Orange County, VA Airport
(New Terminal)
11275 Aviation Way
Orange, VA 22960
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 21 of 208
Respondents may submit questions to the County at least five (5) business days
prior to the pre-proposal conference in either written or electronic format (email) on
the enclosed Bidder Question Form in Appendix M.
During the conference, the County may provide answers to any questions received
and hold an open discussion regarding the project. Oral responses provided during
the conference shall not be binding on the County.
The County will respond to all questions and provide answers via an addendum.
Addenda shall be posted on the County’s website. Questions are due no later than
seven (7) days prior to the due date. All questions must be submitted in writing.
County Contact for submission of technical questions:
Stephanie Straub, Financial Management Specialist
County of Orange, Virginia
112 W. Main Street, Suite 207
P.O. Box 111
Orange, VA 22960
Email: [email protected]
2.3 Proposal Schedule
Table 2 – Proposal Schedule
Event Target Date
RFP Issued November 9, 2017
Pre-Proposal Conference December 6, 2017
Site Visits December 6, 2017
Final Deadline for Questions January 11, 2018
Responses to Questions January 16, 2018
Proposals Due January 22, 2018
2.4 Proposal Format
Respondents shall adhere to the proposal format provided below, organized by
Section, with each section tabbed and numbered:
1. Section 1: Cover Letter
2. Section 2: Table of Contents
3. Section 3: Executive Summary
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 22 of 208
4. Section 4: Qualifications
a. All Respondents shall provide information describing experience and
qualifications with similar projects in their proposal, including, but not
limited to the following:
1) Descriptions of the Respondent’s qualifications
2) Resumes of key personnel
3) Supplementary information
4) A list of five (5) systems of similar size and complexity,
successfully completed by the Respondent, including:
i. Name of the system
ii. Location
iii. Contact person
iv. Contact telephone number
v. Contact email address
5. Section 5: Description of the System, including equipment, software, design,
and services to be provided:
a. Radio communications system
b. Radio dispatch consoles
c. Logging recorder integration
d. Network management subsystem
e. Microwave and fiber backhaul connectivity including preliminary path
profiles
f. Radio and microwave channel plans
g. Radio system coverage predictions
h. Subscriber radio equipment
i. Site infrastructure
j. Tower profile drawings including antenna mounting locations and
ancillary equipment
k. Equipment room drawings
l. Equipment rack elevation drawings
m. Additional subsystems
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 23 of 208
n. Detailed equipment specification sheets for all proposed equipment
o. Scope of Work (SOW) documentation detailing complete system
installation on a site-by-site basis
p. System design information shall include a complete detailed
description, block diagrams, equipment layouts, and equipment lists
necessary to provide a complete and comprehensive description.
6. Section 6: Project Management Plan, including preliminary project schedule
with detailed Gantt chart
7. Section 7: Quality Assurance / Quality Control (QA/QC) Plan
8. Section 8: Training Programs
9. Section 9: Point-By-Point Compliance
a. Respondent shall provide compliance statements for each outline
level or bullet point of this RFP. Respondent shall complete the
compliance matrix provided in Appendix A – Compliance Matrix.
Compliance statements are limited to the following three choices:
1) COMPLY - The proposal meets or exceeds the specified
requirement.
2) COMPLY WITH CLARIFICATION – The proposal does not
meet the exact stated requirement; however, it meets a
substantial portion of or meets the intent of the requirement.
Respondent must provide a detailed explanation when using
this statement.
3) EXCEPTION - The proposal does not meet the specified
requirements. Respondent must provide a detailed
explanation when using this statement.
10. Section 10: System, Subsystem, and Subscriber Warranty Information
11. Section 11: System Testing Documentation, including but not limited to the
following:
a. Draft staging/factory acceptance testing
b. Draft coverage acceptance testing
c. Draft 30-day operational test
d. Draft final acceptance testing
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 24 of 208
e. Other testing documents not listed above
12. Section 12: Post-Warranty Maintenance
13. Section 13: County Required Documentation
2.4.1 Cost Proposal
Respondents shall provide total proposal cost, itemized pricing, proposed payment
milestones and dates, by using the pricing forms provided in Appendix B – Proposal
Pricing Forms, to the greatest extent possible. Costs for OPTIONAL items shall also
be provided on the forms. Respondents may provide proposed fees for any other
services that are not included in this schedule but that can be provided by the
Respondent and that are consistent and responsive to the services requested.
NOTE: THE COST PROPOSAL SHALL BE SUBMITTED IN A SEPARATE,
SEALED ENVELOPE. THE INCLUSION OF ANY COST INFORMATION IN
THE TECHNICAL PROPOSAL MAY RESULT IN SUCH PROPOSAL BEING
REJECTED BY THE COUNTY.
2.5 Proposal Evaluation
Proposals received in response to this RFP will be reviewed by an Evaluation Committee.
The following section specifies the factors that the County will consider when evaluating
proposals.
2.6 Proposal Evaluation Criteria
The County selection of a Respondent to supply and install a Project 25 radio
system shall be based upon the demonstrated competence and qualifications of
the Respondent to provide and install a communications system and ancillary
equipment that best fits the needs of the County. Each proposal will be evaluated
and scored through a process conducted by the County’s staff.
Each Respondent’s submittal must fully-address the requirements listed in this
solicitation and the Respondent’s degree of experience, knowledge, and ability to
provide experienced and qualified support staff. The proposal submitted by
Respondents shall not have any exclusions, conditions or provisions applied to the
aforementioned request. It is the County’s intention to select a Respondent that is
the most qualified to meet the County’s needs.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 25 of 208
Orange County reserves the right to reject any and all proposals and to waive any
informalities or irregularities in procedure.
An Evaluation Committee comprising representatives from the County will evaluate
the proposals using the criteria listed in Table 3.
Table 3 – Proposal Evaluation Criteria
RFP EVALUATION CRITERIA Scoring Value Maximum Points
Respondent Qualifications and Experience
a. History of the company including the
number of years in business providing
P25 based radio systems as specified in
this solicitation including descriptions of
qualifications
b. Organizational chart with names and
responsibilities including resumes of key
project staff
c. Supplemental information demonstrating
qualifications and experience
d. Three (3) references from organizations
for which your company is currently
providing P25 based radio systems similar
to the specifications of this solicitation
included in Appendix I – Vendor
(Respondent) Data Sheet. Provide the
following information for each reference:
i. Name of the system ii. Description of system and
services provided iii. Location(s) iv. Contact person(s) v. Contact telephone number vi. Contact email address
20
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 26 of 208
RFP EVALUATION CRITERIA Scoring Value Maximum Points
Response to Scope of Work a. Adherence to Appendix A – Compliance
Matrix b. Radio Communications System
Requirements: i. P25 systems compliance (with feature
table) ii. Expansion Capabilities (scalability) iii. Site selections (per RFP
requirements) iv. Existing site development (per RFP
requirements) c. Coverage - Portable outdoor (95%) and
mobile (95%) d. Site Equipment:
i. Core(s) ii. Simulcast control iii. Remote sites, UPS, antenna
Systems, interoperability gateways e. Dispatch Console Systems – features,
functions, capabilities f. Multimedia Logging Recorder interface g. Network Management Systems features,
functions, capabilities h. Smartphone Interface features, functions,
capabilities i. ISSI – External P25 system interfaces
j. Backhaul systems including digital microwave and integration of the County’s fiber (per RFP requirements)
k. Fire Station Alerting (FSA)
l. Subscriber radio equipment features, functions and capabilities:
i. Mobiles ii. Portables iii. Control Stations
m. Training plans
50
Project Plans and Schedules Preliminary project schedule with detailed Gantt chart, Quality Assurance / Quality Control (QA/QC) plan, acceptance test plans (including coverage)
10
Warranty, Support, and Maintenance Plans System, subsystem, software, and subscriber warranty, support, and maintenance plans 10
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 27 of 208
RFP EVALUATION CRITERIA Scoring Value Maximum Points
Pricing Costs provided on the pricing sheets, which is a separate Microsoft® Excel spreadsheet. This form must be submitted in a separate sealed package. (Please make sure that ALL cells are marked, populated, explained, etc. Respondent will not get full points for incomplete submissions.)
10
MAXIMUM SCORING POINTS TOTAL 100
A Best and Final Offer (BAFO) process represents an optional step in the selection
process and may be used when:
1. No single response addresses all the specifications
2. The cost submitted by all Respondents is too high
3. The scores of two or more Respondents are very close after the evaluation
process
4. All respondents submitted responses that are deficient in one or more area
The County reserves the right to negotiate the fee and/or scope of services with the
highest ranked Respondent. If negotiations with this Respondent cannot be
completed successfully, then the County reserves the right to negotiate with the
second highest-ranked Respondent. Recommendations for an award will be the
Respondent with whom potential contract negotiations were successful.
At the sole discretion of the County, Respondents may also be asked to provide a
sample of proposed equipment and/or systems to demonstrate capabilities and
features. This request may include, but not be limited to subscriber radio equipment
and system components.
2.7 Contract Award
Should the County determine at its sole discretion that only one (1) Respondent is
fully-qualified, or that one Respondent is clearly more highly- qualified and suitable
than the others under consideration, the County may negotiate and award a
contract to that Respondent.
If Respondents have a standard contract format they prefer, they shall include an
example in their proposal submission for the County to review and consider.
Respondents must understand that as public entities, there are certain contract
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 28 of 208
stipulations that the County must have present in all contracts and other contract
terms Respondents may consider standard for private-sector clients that the
County, as a political subdivision, are unable to agree to. The successful negotiation
of contract terms is an integral part of this process.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 29 of 208
3. Radio Communications System Requirements
3.1 Overview
Respondents shall propose a complete Project 25, Phase 2 Time Division Multiple
Access (TDMA) simulcast trunking radio communications system utilizing five (5)
700 MHz frequency pairs.
Regional Planning Committee 42 (Region 42) has allocated five (5) 25 kHz channel
pairs that may be used by public safety in the Orange County geographic area as
Table 4 shows.
Table 4 – 700 MHz Frequency Allocation for Orange County
Channel Numbers
Base Frequency
Mobile Frequency
257-260 770.6125 800.6125
337-340 771.1125 801.1125
557-560 772.4875 802.4875
781-784 773.8875 803.8875
909-912 774.6875 804.6875
The SELECTED VENDOR shall be responsible for working with Region 42 to
assign and license the required 700 MHz frequency pairs. The SELECTED
VENDOR shall complete all documents and filings that Region 42 requires on
behalf of the County.
Subscriber radio equipment shall be capable of operating in both 700 and 800 MHz
bands, operational in both P25 Phase 1 and Phase 2 trunking modes as well as
conventional operation. Responders shall propose multiple tiers of subscriber radio
equipment to support a diverse group of users.
The existing dispatch consoles shall be replaced with new P25 IP-based dispatch
consoles and gateways designed to support all of the features of the new P25 radio
system while retaining any required legacy capabilities or features and
interoperability that must be retained by the County that are not supported by the
new radio system.
The system shall provide a backhaul network using the County’s existing / planned
fiber optic network and microwave links providing 300 megabits per second (Mbps)
throughput and meet 99.999% reliability.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 30 of 208
The radio system shall provide, at minimum, 95% portable on hip roundtrip
coverage (talk-out and talk-in) within the County limits and within critical buildings
and/or areas (see Appendix C). Radio coverage shall meet or exceed a Delivered
Audio Quality (DAQ) of 3.4 with 97% reliability of signal, as per TSB-88
recommendations for public safety systems.
OPTIONAL Features. The following shall also be proposed as OPTIONAL system
features:
1. Geographically diverse P25 control equipment
2. P25 Inter-RF Subsystem Interface (ISSI)
3. Smartphone/broadband device integration
3.2 Project 25 (P25)
The proposed radio system shall comply with all of the latest applicable TIA 102
documents as adopted by TIA® at the time of proposal submission. The SELECTED
VENDOR is expected to comply with newly adopted standards throughout the
implementation until final acceptance of the system. Respondents are responsible
to ensure that the proposed radio system is compliant with the latest revision.
Respondents are required to provide a list of P25 TIA®-102 standards documents
applicable to each P25 feature supplied by the proposed system and confirm
compliance with each.
If Respondents are not compliant with a requirement, they shall identify the
requirement by number and name, and provide a detailed explanation of why the
proposed system does not meet the requirement.
Respondents are required to provide a definitive list of all equipment, features and
functions included in their proposal that limit or may limit the use of P25 standard-
based subscriber radio equipment from alternative providers.
P25 Phase 2 refers to the Project 25 requirements and standards for a digital
Common Air Interface (CAI) using 2-slot TDMA on 12.5 kHz radio channels for a
6.25 kHz equivalent bandwidth, including infrastructure and user radio devices.
All system equipment shall be configured, licensed, and equipped to provide
dynamic, dual-mode use of both Phase 1 Frequency Division Multiple Access
(FDMA) and Phase 2 (TDMA) subscriber radio equipment without user or console
operator intervention at the repeater, talkgroup and channel level. Respondents
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 31 of 208
shall fully describe the technical and operational aspects of this capability in the
proposed system.
3.3 Redundancy and Survivability
The proposed radio communications system shall support mission-critical
operations. This means that the proposed system shall offer a high- degree of
redundancy and survivability. A network topology utilizing fault tolerance shall be
incorporated to the greatest extent possible through a distributed and/or redundant
architecture.
Respondents shall make all efforts to propose a system that eliminates single points
of failure. For those elements that would result in a major system failure,
redundancy is required. Such elements include, but are not limited to the following:
1. System control equipment and network elements (fully redundant at primary
location with OPTION for geographically diverse locations)
2. Backhaul network (loop/ring protected)
3. Power system design including appropriate (best practice) redundant (N+1)
power supplies for equipment and network gear to prevent single point
failures, e.g., no subsystem shall be degraded due to loss of a single power
supply
4. Simulcast control equipment with redundant simulcast control equipment
located in a geographically diverse location
5. Voting equipment with redundant voting equipment located in a
geographically diverse location
The proposed radio system shall include several modes of degraded operation or
failure modes. The system shall be capable of automatic activation of failure modes
in the event of a failure. Additionally, the system shall switchover to a graceful
degradation mode.
The network management system (NMS) shall detect and report all failures or
degraded conditions in real time. At a minimum, the following failures should invoke
the activation of a failure mode and not bring the system down completely:
1. Loss of single channel (hardware or interfering signal)
2. Loss of multiple channels (hardware or interfering signals)
3. Loss of control channel(s)
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 32 of 208
4. Loss of site controller(s)
5. Loss of site router(s) or switches(s) at any site
6. Loss of a simulcast sub-site
7. Loss of system controller(s)
8. Loss of backhaul or network connectivity at any site in the system
9. Loss of one or more data storage media at a core site that would impair
system performance
Respondents shall provide a detailed description of the system operation and
impact to both subscriber radios and dispatch console operators when any of the
failures described above occurs.
Respondents shall propose and fully -describe network security features of the
proposed systems to include, but not limited to:
1. Disabling unassigned IP and switch ports
2. The function of specific IP ports used at firewall and demilitarized zone (DMZ)
boundaries
3. Protection from unauthorized system access
4. Security updates to items such as firmware, software, virus protection
3.4 Radio System Capacity
3.4.1 Grade of Service (Gos)
The County desires a radio network that will provide a Grade of Service (GoS) of
1% or less. A system with less than 1% GoS indicates that rejection of less than 1
of every 100 calls due to congestion.
Respondents shall identify the GoS that their proposed system will provide using a
table to identify the:
1. Number of concurrent users
2. # of Messages per user
3. Message duration
4. Maximum busy time
5. GoS
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 33 of 208
3.4.2 Expansion
The radio system and subsystems shall be scalable by adding additional hardware
and/or software to increase coverage, capacity, or features.
Respondents shall list the expansion capabilities of the proposed system, including
but not limited to the following:
1. Total discrete channels
2. Simulcast cells
3. Sites per simulcast cell
4. Multicast sites
5. Unit IDs
6. Total users
7. Talkgroups
8. Dispatch console system positions
3.5 Radio System Coverage
Required Coverage:
1. Within the County limits, the proposed radio system shall provide balanced
portable radio round-trip coverage (talk-out and talk-in), in over 95% of the
following areas:
a. On-street (outdoor on hip)
b. Within all buildings listed in Appendix C – Critical Building List
2. Radio coverage shall meet or exceed a DAQ 3.4 with 97% reliability of signal,
as per TSB-88 recommendations for public safety systems. Coverage design
efforts shall adhere to TSB-88 recommendations where applicable, and all
components in the calculations of the Channel Performance Criteria (CPC)
to meet the required design target shall be specified and supplied by the
Respondent.
3. Uncovered areas shall not comprise contiguous grids or cells, such that a 3
grid by 3 grid area of the service territory are not covered. In no case shall
highly-populated areas be included in the uncovered portion.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 34 of 208
4. Coverage design, implementation, and testing for the system shall adhere to
the latest revision of TIA® Telecommunications Systems Bulletin (TSB) -88,
latest revision.
5. TSB-88 defines radio system coverage as the digital Bit Error Rate (BER)
that provides a minimum DAQ 3.4 audio signal for both outbound (talk-out)
and inbound (talk-in) communications.
6. The SELECTED VENDOR shall test radio coverage using BER and
subjective DAQ both inbound and outbound.
3.5.1 Radio Coverage Model and Maps
Respondents shall employ a suitable coverage prediction model using appropriate
terrain and land cover data for the environment and shall include a detailed
description of the propagation models used and the assumptions made in
preparation of the maps. Respondents shall provide a concise description of the
methodology and software used to calculate predicted radio coverage within their
proposals.
Respondents shall submit both talk-out and talk-in system composite radio
coverage prediction maps for all proposed design configurations. The maps shall
be clearly labeled and shall show system gain calculations for each of the following:
1. Mobile radios – Standard dash or trunk mount with a unity gain antenna
mounted in the center of the roof:
a. Talk-out to a mobile radio
b. Talk-in from a mobile radio
2. Portable radios – Standard portable radio outdoors:
a. Talk-out to a portable radio on hip with swivel belt clip
b. Talk-in from a portable radio on hip with speaker mic
c. Talk-out to a portable radio speaker mic with antenna (SMA) at
shoulder level
d. Talk-in from a portable radio SMA at shoulder level
3. Portable radios – Standard portable inside an 8db loss building
a. Talk-out to a portable radio on hip with swivel belt clip
b. Talk-in from a portable radio on hip with speaker mic
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 35 of 208
c. Talk-out to a portable radio SMA at shoulder level
d. Talk-in from a portable radio SMA at shoulder level
4. Portable radios – Standard portable inside a 12db loss building
a. Talk-out to a portable radio on hip with swivel belt clip
b. Talk-in from a portable radio on hip with speaker mic
c. Talk-out to a portable radio SMA at shoulder level
d. Talk-in from a portable radio SMA at shoulder level
Radio coverage shall be depicted using a light transparent color or cross-hatching
for those areas that meet or exceed the minimum coverage threshold. The
background map layer shall show the geographic boundary of the County, cities
and towns, as well as major roads.
All maps must clearly delineate the difference between areas predicted to be equal
to or greater than DAQ 3.4 equivalent coverage and areas that do not meet
coverage requirements. Respondents shall include the effects of Time Delayed
Interference (TDI) in all coverage maps (if applicable).
Respondents shall provide a summary table showing predicted percentage of
service area coverage similar to the sample shown below.
Table 5– Radio Coverage Predictions
Coverage Scenario
Mobile Portable in
Street Portable in 8 dB buildings
Portable in 12 dB
buildings
Talk-Out @ DAQ 3.4
XX % XX % XX % XX %
Talk-In @ DAQ 3.4
XX % XX % XX % XX %
Radio coverage areas shown on maps shall not be limited by the County
boundaries. Maps shall detail predicted radio coverage outside of the County
boundaries.
Radio coverage maps shall be provided in the proposal in two formats:
1. 11”x17” (minimum) full color hardcopy format
2. In PDF file format and USB flash drive
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 36 of 208
Thirty-meter Respondents shall use U.S. Geologic Survey (USGS), NAD-83 terrain
elevation data for radio coverage predications. Alternatively, Respondents may use
three arc-second data where 30-meter data is not available.
3.5.2 TIA® TSB-88 - Annex A CATP User Choices
Section 4.2.4.4 - TIA® TSB-88.3-D - Annex A - Voice CATP User Choices provides
a number of guidelines and choices for system design and validation. The following
are user choices for the proposed County system:
1. Service Area:
The service area is the geographical area of the County
2. Channel Performance Criterion (CPC):
DAQ 3.4
3. Reliability Design Target:
Service area reliability of 97%
4. Terrain Profile Extraction Method:
Snap-to -grid method
5. Interference Calculation Method:
Monte Carlo simulation method
6. Metaphors to be used to describe the plane of the service area:
Tiled method
7. Willingness to Accept a Lower Area Reliability in Order to Obtain a
Frequency:
The County is not willing to accept lower area reliability in order to obtain
a frequency
8. Adjacent Channel Drift Confidence:
95%
9. Conformance Test Confidence Level:
99%
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 37 of 208
10. Number of Subsamples per Test Sample (RSSI only):
True value error: ±1dB
Number of subsamples: 50
11. Pass/Fail Criterion:
"Greater Than" test
12. Treatment of Inaccessible Grids:
All inaccessible grids shall be eliminated from the calculation
3.5.3 Link Budgets
Respondent shall provide detailed link budgets, clearly defining the following
minimum information, relating to each map and each site:
1. Propagation model
2. Simulcast timing parameters
3. Design target
4. Acceptance Test Plan target
5. Faded performance criteria
6. Inferred noise floor
7. Base station / repeater Radio Frequency (RF) power output
8. Antenna gain (transmit and receive)
9. Antenna down tilt (if applicable)
10. Transmit effective radiated power (ERP)
11. Receiver sensitivity
12. Tower top amplifier gain
13. Total antenna system gains, or losses
14. Antenna height
15. Mobile and portable antenna height for talk-out and talk-in
16. Mobile and portable RF output power
17. The configuration of field units (for example - talk-out to portable inside 15 dB
loss buildings)
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 38 of 208
3.6 Project 25 (P25) System Feature Requirements
All radio communications system site equipment supplied shall be new, of high-
quality, and designed to provide high-reliability in support of mission-critical
communications. Respondents shall provide specification sheets for all proposed
equipment. The radio communications system shall consist of the following
components:
1. System control equipment/software
2. Simulcast control equipment/software
3. Receiver voting equipment/software
4. Base stations
5. Uninterruptable power supply (UPS)
6. Antenna systems
7. Interoperability gateway devices
8. Dispatch console subsystem
9. Logging recorder
10. Network management subsystem
11. Backhaul network
3.6.1 Radio Communications System Control Equipment
The proposed radio communications system control equipment shall be configured
with a primary and redundant system control equipment. As an OPTION,
Respondents shall also propose geographically diverse primary and secondary
system controllers.
Respondents shall fully-describe the manner in which the proposed system and
system controllers function and operate.
The County expects that the radio communications system control equipment’s
primary location will be the County PSAP currently located within the County Office
Building. Respondents shall provide supporting information as to whether the PSAP
would be the preferred location for the system control equipment for the proposed
system. If Respondents believe another location would better serve to house the
system control equipment, they shall provide such detail.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 39 of 208
3.6.2 Simulcast Control Equipment
The SELECTED VENDOR shall provide all necessary simulcast components and
signal processing elements required to optimize voice quality in coverage overlap
areas.
The simulcast control equipment shall be configured with a primary and redundant
controller separated in geographically diverse locations, allowing for an automatic
switch without human intervention resulting in no loss of communications.
Respondents shall fully-describe all components required for simulcast control.
Simulcast control equipment typically relies on GPS receivers for timing and
frequency stability. Respondents shall detail how the system will continue to
operate during a GPS failure.
Non-captured overlap areas with delay spreads in excess of those required to meet
the DAQ objective shall be minimized inside the service area.
Simulcast systems shall operate without the need for manual optimization and
system / subsystem alignment. All alignment and adjustments shall be automated
where possible (e.g., signal conditioning adjustments for channel banks, signal
launch times at sites, etc.).
Simulcast equipment shall be monitored by the NMS to allow for monitoring and
remote configuration.
NMS will be located at the County’s PSAP, and will be accessible via the Internet
and web browsers to authorized users.
3.6.3 Over-the-Air Programming (OTAP)
The system shall be enabled with an OTAP feature allowing for over-the-air
programming of subscriber radio equipment.
The OTAP application shall allow for subscriber radio equipment to be grouped by
departments allowing only those users with the proper authorization to adjust
programming.
The OTAP application shall be provide on each of the NMTs and allow for
concurrent use from all terminals.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 40 of 208
3.6.4 Encryption
The radio communications system shall be enabled for encrypted operation on all
system channels and available to all system talkgroups.
The encryption option shall include the following features:
1. Multikey
2. Advanced Encryption Standard (AES) algorithm
3. Data Encryption Standard (DES) algorithm
Two key loader devices and associated cables shall be provided allowing for
manual loading of encryption keys into purchased subscriber radio equipment.
3.6.5 Over-the-Air Rekeying (OTAR)
The system shall be provided with the appropriate hardware, software and licenses
to enable OTAR operation.
Respondents shall detail the specifications of the provided OTAR feature including
but not limited to OTAR operation, capacity of individual keys supported by the
provided feature, any expansion capabilities of the proposed OTAR solution.
The NMTs shall be provided with the appropriate licenses and hardware required
for OTAR operation.
3.6.6 Global Positioning System (GPS) and interface to CAD Automatic Vehicle Location (AVL)
The system shall provide GPS location services for all subscriber radio equipment
via the P25 system. This information will be used by the County’s CAD system to
show unit locations on the CAD map.
Respondents shall identify the CAD systems to which it has successfully provided
GPS information for unit locations.
Respondents shall provide all hardware and software required to interface with the
County’s CAD system.
Respondents shall detail how the proposed GPS solution will impact system GOS
and what polling times/methods were used in calculating GOS.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 41 of 208
GPS data shall be accessible via third-party software
3.6.7 Receiver Voting
Receiver voting equipment shall monitor all receivers in the simulcast system and
select the best signal for processing and rebroadcast through the network.
The receiver voting equipment shall be configured with primary and redundant
equipment separated in geographically diverse locations allowing for an automatic
switch, without human intervention resulting in no loss of communications.
Respondents shall fully-describe all components required for receiver voting
operations.
Receiver voting equipment shall be monitored by the NMS.
3.6.8 Base Station Equipment
General Requirements:
1. Base station equipment shall be solid state in design and function within
standard site conditions for temperature, altitude, and humidity.
2. Base station equipment shall be monitored and remotely configurable by the
NMS. Monitoring shall include, but not be limited to interrogating the base
station equipment for; power amplifier temperatures, high/low voltage
conditions and high standing wave ratio (SWR). Respondents shall detail any
additional operating conditions capable of being monitored.
3. The units shall be as compact as possible, with mounting configurations for
use in standard 19” relay racks or cabinets.
4. Base station equipment shall be controlled via IP connection and not analog
control methods such as 2 or 4 wire ear and mouth (E&M) signaling.
Base station equipment shall comply with Part 90 of the FCC Rules and
Regulations, as well as appropriate EIA and similar agency standards and shall
be FCC type accepted for the 700 and 800 MHz frequency bands.
3.6.9 Antenna Systems
Respondents shall propose all antenna system equipment necessary for a
complete design.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 42 of 208
Antennas shall be appropriate to provide the required coverage and meet
applicable FCC rules and regulations.
Transmission line type and length shall be appropriate to provide the required
coverage.
SELECTED VENDOR shall label each coaxial cable and waveguide with
coaxial/waveguide length, height of antenna/microwave dish and azimuth.
Respondents shall fully describe expansion capacity for combiner and multicoupler
systems.
Muticouplers shall be provided with a test port and associated test lines allowing for
complete testing of the receive antenna system.
Receive preselectors shall be utilized and configured for the appropriate sized
passband. Respondents shall detail the passband bandwidth of the provided
preselector devices.
Respondents shall take precautions to ensure coaxial cable is sized to minimize
the effects of tower-top amplifier (TTA) failures.
TTAs shall be equipped with a primary amplifier, a secondary amplifier to serve in
the event the primary fails, and a bypass mode to serve if both amplifiers fail.
The multicoupler/power distribution unit shall provide DC power, control and
monitoring for the TTA.
The mulitcoupler/power distribution unit shall display the voltage and current draw
of the TTA unit. Switch settings shall allow for manual bypass of either the TTA or
the antenna for testing.
The multicoupler and TTA units shall be monitored by the NMS.
Respondents shall include detailed specification sheets for all proposed equipment,
including, but not limited to antennas, receiver multicouplers, transmitter combiners,
and tower top amplifiers.
The SELECTED VENDOR shall be responsible for relocating any exiting County
antennas, or antennas to which the County obtains approval to relocate if the
antennas are located at the same level required for the new P25 system. (e.g. fire
service antennas are located at highest location on tower and this location is the
desired location for the P25 system).
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 43 of 208
3.6.10 Interoperability Gateway Devices
Gateway devices shall be provided to allow existing non-trunked radio resources to
be controlled via the dispatch console subsystem. Each radio site shall be equipped
with a gateway device allowing for a minimum of four conventional resources to be
controlled via the dispatch console network. Respondents shall detail expansion
capabilities of these gateways.
Gateway devices shall allow for the dispatch console operator to select multiple
channels for connected multichannel base stations.
Any gateway connected device will have the ability of having its audio recorded on
the logging recorder.
Gateway stations will be capable of being patched to any P25 talkgroup or
conventional resource by the dispatch console system.
3.6.11 Dispatch Console Subsystem
The dispatch console is a critical link for public safety personnel. It is through the
console system that the dispatch operator must relay critical information from the
general public to public safety personnel in the field. At times, dispatchers may be
in stressful conditions with lives at risk. It is imperative that the dispatch console be
configured such that the operation of such console is second nature to the dispatch
personnel.
The dispatch console should provide operators with as much information as
necessary without the screen being cluttered and be easily navigated to perform
necessary functions.
The current dispatch console system controls the radio system via radio control
station. The replacement dispatch console system shall control the radio system
via a direct IP connection.
The County is planning to construct a new public safety answering point (PSAP),
on a plot of land located on the Northwest corner of the intersection of Bloomsbury
Road and State Route 20. A map of this location is included in Appendix F
Therefore, the County requires the following:
1. Respondents shall provide base console system pricing for six (6) dispatch
consoles and all necessary control equipment
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 44 of 208
2. Respondents shall provide OPTIONAL pricing for the provision of eight (8)
dispatch consoles and all necessary control equipment
3. Four console positions shall be installed at the County’s current PSAP
replacing the existing consoles, controlling existing local control stations
4. The remaining positions will be installed at the new PSAP once it is completed
and available for installation of console equipment
5. When the new PSAP is completed, the County reserves the right to either
request a change order from the Selected Vendor or solicit proposals from
qualified service providers to re-locate the radio console equipment to the
new PSAP.
General Requirements and Features:
1. The dispatch console system shall be integrated with the E9-1-1 telephone
system, allowing for use of single headset for both 9-1-1 calls and radio
operation
2. Dispatch console equipment (operator positions) shall be designed to be
placed on modular workstation furniture and provide operators with an
ergonomic design permitting ease of operation over extended periods,
typically 8-12 hours for each operator
3. Operator position display monitors shall be 21” LCD/LED touchscreen
4. Operator positions shall be provided with a standard keyboard and mouse
5. Dispatch consoles shall be able to monitor and transmit on all proposed and
existing systems
6. A backup control station shall be provided at each operator position to allow
for continued communications in the event of a dispatch console subsystem
failure
Operational Requirements:
1. Dispatch console positions shall be able to acoustically cross-mute channels
in order to eliminate acoustic feedback between operators
2. Operators shall have the ability to utilize a headset or stationary gooseneck
type microphone for transmitting audio
3. Gooseneck microphones and two sets of headsets shall be provided for each
console position
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 45 of 208
4. The capability to converse on the telephone utilizing the same operator
headset that is used for radio conversations shall be provided
5. Two (2) headset jack boxes and headsets shall be provided at each position
allowing the operator to hear select audio via a headset and allow the
operator to respond via a microphone attached to the headset. The jack
boxes are to be equipped with manual volume controls on each side of the
box, one for the telephone and one for the radio. The headset plug inserted
into the jack shall automatically disconnect the console’s microphone and
mute the select speakers
6. A minimum of two (2) speakers, with the option to expand to a total of eight
speakers, shall be provided for selected and unselected audio
7. The screen display shall be very flexible, allowing authorized personnel the
ability to determine which functions are available at each operator position.
8. Respondents shall detail to what extent the dispatch consoles, computer-
aided dispatch (CAD) and E9-1-1 equipment may be integrated to support a
single keyboard and mouse
9. During the detailed design process, the SELECTED VENDOR shall work with
the County to develop and configure a screen layout which fulfills the
County’s needs. All possible functions and features shall be demonstrated to
the County for the County to evaluate which functions, or features are
required for County operations
10. New features and screen configurations shall be supported through software
programming and not reconfiguration of hardware.
11. Operator screen configurations and alias database shall be stored locally or
on a centrally located server
12. The SELECTED VENDOR shall be responsible for loading alias information
for all existing and provided subscriber devices into the console’s database
13. The dispatch console shall display the alias information for each field user
providing the dispatcher with the field unit’s alias and system resource being
utilized
14. To aid dispatchers in a busy system, a list of the last 15 radio aliases shall be
available in a recent call list
15. Upon activation of an emergency alarm by field units, dispatch positions shall
provide an audible alert, display ID of calling unit, and provide a visual alert
of an emergency activation
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 46 of 208
16. An instant recall option shall be provided allowing the operator to verify his or
her recent traffic. Both telephony and radio traffic shall be available for
playback
17. A transmit/receive audio level (Vu) meter shall be provided showing the level
of transmitted voice. This meter should also indicate the level of receive audio
present on the selected channel
18. Operator positions shall have the ability to independently set each
talkgroup/channel’s volume level. Minimum audio levels should be capable
of being set to avoid missed calls
19. A control/indicator shall be provided to allow the operator to mute or un-mute
audio from unselected channels. Selected audio and unselected audio shall
be audible from separate speakers
20. Dispatch consoles shall be equipped with an instant transmit switch for each
resource
21. It shall be possible to temporarily mute unselected resources. The unselected
audio will unmute automatically after a programmable preset time. Mute shall
be 20 dB minimum
22. Dispatch consoles shall have the capability to patch two or more resources
together so users may communicate directly. Patched trunking system
resources shall require a single talk path resource
23. Dispatch consoles shall have the capability to select multiple talkgroups for
simultaneous transmit. Multi-select transmissions shall require a single talk
path resource
24. A busy indication shall be provided informing dispatch users when a trunking
resource is not available
25. Radio traffic shall be muted from telephony sessions when a push-to-talk
(PTT) is activated
26. A heavy-duty footswitch shall be provided to allow the operator to key the
selected channel hands free
27. PCs supplied shall be capable of providing a graphical user interface (GUI)
using a currently supported version of Microsoft® Windows. Respondents
shall detail which operating system (OS) will be provided
28. PCs supplied shall be based on present state of the art PC technology and
must utilize solid state hard drives
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 47 of 208
29. OPTION - Consoles shall be provided with an encryption option providing
operator positions with the ability to decrypt and encrypt voice
communications. Resources shall have a distinctive icon that indicates
whether or not encryption is in use
Console Networking Equipment:
1. The County anticipates that the common electronics equipment required of
console networks from the past have been replaced with networking
equipment including routers, switches and PCs. This equipment ties the
console system back to the central control/P25 core network. Respondents
shall fully-describe the console subsystem’s networking environment.
2. The console networking equipment should not have a single point of failure
3. Redundant routers and/or switches shall be utilized for networking of the
console system and connectivity to the system’s core network
4. The console networking equipment and console positions shall send alarm
information to the NMS. Alarms specific to the dispatch console system shall
be displayed at the console operator positions
Dispatch Console Backup System:
1. In the event of console or console interface failure, control stations shall be
provided for each console position that allows the dispatcher to access the
radio system
2. Backup control stations shall be connected to an outside antenna via a
control station combining network, or individual antennas
3. Backup control stations shall operate in Project 25 trunking and conventional
modes in the VHF, UHF, and 700/800 MHz bands
3.6.12 Multimedia Logging Recorder System
3.6.12.1 Existing Logging Recorders
The County currently uses two (2) separate voice logging recorder systems, one
(1) located at the County’s PSAP, and the other located at the OCSO.
The County prefers that vendors upgrade one (1) of the existing voice logging
recorder systems to record the new P25 trunked radio system.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 48 of 208
If neither of the existing logging recorders can be upgraded to record the new P25
trunked radio system, Respondents shall propose a new logging recorder system
to record the new trunking system, existing conventional resources, current 9-1-1
and administrative phone traffic, and planned NG9-1-1 content.
3.6.12.1.1 Orange County Sheriff’s Office (OCSO)
The OCSO purchased and installed an Eventide® NexLog 740 logging recorder in
2015. The OCSO uses this voice logging recorder to record traffic on the existing
VHF analog channels, MOTOTRBO™ channels, desk phones and radio consoles.
Table 6 provides configuration data for this voice logging recorder and Table 7
identifies the resources recorded.
Table 6 – OCSO Logging Recorder
Orange County Sheriff’s Office Logging Recorder
Manufacturer Eventide®
Model NexLog 740 3U Rackmount
Storage 1TB x 2 - RAID 1
Interfaces 16 Channel Analog Card
ROIP Unit includes Telex Integration - Virtual 8 Channels
Recording Method Analog
Removable Media DVD R/W
Playback Station 1 Eventide MediaWorks Plus
Table 7 – Resources Recorded at OCSO
Resource Name Resource Name
Console 1 Sheriff Channel 2
Console 2 Desk Phone
Fire/Rescue Channel 1 SD1 Digital
Fire/Rescue Channel 2 SD2 Digital
Sheriff Channel 1 SD3 Digital
3.6.12.1.2 Orange County Dispatch Center
The County’s PSAP purchased and installed a NICE® Recording eXpress (NRX) recorder
in 2015. The County uses this voice logging recorder to record traffic on existing VHF
analog channels, wireline and wireless 9-1-1 trunks, administrative lines, and radio
communications system consoles. Table 8 provides configuration data for this voice
logging recorder while Table 9 identifies the resources recorded.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 49 of 208
Table 8 – County PSAP Logging Recorder
Orange County Dispatch Center Logging Recorder
Manufacturer NICE
Model NRX 6.6.2; Core API 2.9.1
Storage 1TB x 2 - RAID 1
Interfaces 24 Analog Channels
Recording Method Analog
Removable Media DVD R/W
Playback Stations Eventide MediaWorks Plus
Table 9 – Resources Recorded at the County PSAP
Resource Name Resource Name
Admin Phone 1 Admin Phone 2
Admin Phone 3 Admin Phone 4
Wireline 911 Trunk 1 Wireline 911 Trunk 2
Wireline 911 Trunk 3 Wireline 911 Trunk 4
Wireline 911 Trunk 5 Wireline 911 Trunk 6
Wireless 911 Trunk 1 Wireless 911 Trunk 2
Wireless 911 Trunk 3 Wireless 911 Trunk 4
Backup Console Position 1
Console Position 2 Console Position 3
Hot Line Fire Channel 1
Fire Channel 2 Fire Channel 7
Sheriff Channel 2 Spare
3.6.12.2 Replacement Multimedia Logging Recorder System
The proposed System shall be NG9-1-1 capable, meaning that is shall be capable
of recording, storing, assembling, retrieving/playing back, and reporting of voice,
video, data, data communications (text and Short Message Service (SMS), and
other communication taking place over the County’s mission-critical
communications systems.
3.6.12.3 Multimedia Logging Recorder Requirements
Respondents shall propose an IP-based networked P25-compatible digital
multimedia logging recorder system.
The multimedia logging recorder shall meet or exceed applicable NENA, FCC,
IEEE, EIA/TIA®, and APCO standards.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 50 of 208
The voice logging recorder shall be configured to record the existing resources
shown in Table 10, all dispatch console audio, all trunked talkgroups proposed by
the Respondent, as well as analog channels currently used by the County.
The multimedia logging recorder shall be integrated with the 9-1-1 and
administrative telephony systems and shall provide recording and playback of 9-1-
1 including NG9-1-1, text, and administrative calls.
The County’s new PSAP will have eight positions each capable of receiving 9-1-1
calls, text-to-9-1-1 and dispatching first responders via the radio dispatch console
system.
Table 10 – Resources to be recorded
Resource Type Count
9-1-1 Wireline Trunks (copper) 6
9-1-1 Wireless Trunks (copper) 6
Admin Phone lines 4
Analog Radio Channels 24
Trunked Talkgroups
700 MHz Trunked Channels 5
9-1-1 Call-Taker Positions 8
Radio Dispatcher Positions 8
The multimedia logging recorder shall be equipped to archive radio and telephony
traffic to various storage media including, but not limited to internal drive(s),
Redundant Array of Independent Discs (RAID) Level 1 or greater solid-state drive
(SSD) storage, CD-R/W, DVD-R/W devices and/or Network Attached Storage
(NAS) devices.
1. Respondents shall indicate which archive media are proposed for use in the
logging recorder system
2. Respondents shall indicate the expected useful life of archive media selected
The logging recorder shall be capable of storing audio in variable bit rate, industry-
standard digital formats such as WAV, WMP, MP3, etc.
Web-based architecture shall allow for the access, playback and transfer of digital
audio files across a TCP/IP network.
The logging recorder shall be designed to record operations continuously 24 hours
per-day 365 days per-year.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 51 of 208
Search for recordings may be made through a single query or a series of queries
to the call database via simple interface to allow for prompt retrieval of all call
recordings that match the specified criteria. The search/playback application shall
support searching by any data field associated with the recording. Examples of
available search criteria must include the following:
1. Date and time
2. Customizable channel name or number
3. Console position
4. Subscriber unit ID
5. P25 emergency call activation
6. Talkgroup
7. RF channel (for conventional repeaters/base stations only)
8. Date and time
9. Agency
10. Caller ID
11. ANI/ALI
12. Call duration
13. Call notations and flags
14. Dual-Toned Multi-frequency (DTMF) code
15. Extension number
16. Call direction (incoming or outgoing)
17. CAD event number
18. CAD event type
The logging recorder subsystem shall share the common timing reference with the
radio system and other critical systems in the PSAP (e.g. CAD, 9-1-1 telephony).
The logging recorder shall interface directly with the radio communications system
for audio and P25 data. The County will not accept recorders that interface through
the dispatch consoles or the console subsystem.
The logging recorder shall be equipped with dual power supplies.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 52 of 208
The logging recorder shall be capable of individual user logon and various levels of
access to channels and authorized permissions.
The configuration of the logging recorder shall accommodate the recording of all
talkgroups, both encrypted and non-encrypted.
A total number of 12 concurrent licenses shall be provide for playback and media
creation. Eight for playback and four for playback/media creation.
If an acceptable recording solution is not proposed, the COUNTY reserves the right
to release a separate procurement for a multimedia logging recorder. In this event,
the SELECTED VENDOR shall provide all necessary interface information to aid
the County in the specification and selection of a voice logging recorder system.
3.6.13 Network Management System (NMS)
Respondents shall propose a hierarchical NMS capable of incorporating multiple
management systems into a high-level management system that provides a single
point to manage multiple subsystems.
The NMS shall display system status and alarm conditions and must provide the
ability to remotely access the system to check the operational status and view
alarms through the network. This includes the ability to:
1. Monitor the health of all networked devices
2. Monitor environmental alarms (e.g. site temperature, door intrusion, fuel
levels, AC, and generator running)
3. Remotely interrogate equipment
4. Configure components remotely
5. Routinely backup remote equipment configurations
6. Remotely restore equipment configurations
7. Push updates to remote equipment
8. Generate system statistical reports
9. Provide paging functions based on multiple levels of fault configurations
10. Fully-integrated with microwave backhaul system
Key elements of the NMS are:
1. Real time airtime usage
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 53 of 208
2. Real time monitoring of network element status
3. Real time status of network usage
4. Real time alarm management
5. Simple Network Management Protocol (SNMP) support allowing interfaces
with higher-level network management systems
Respondents shall fully-explain which network management applications require a
license and which, if any can be accessed via a web browser.
All systems and subsystems provided shall be monitored by the NMS.
The NMS shall provide email notification of alarms.
The NMS shall support a hierarchical user authorization mechanism allowing
assignment of various roles to users and those users can act on a specific subset
of devices.
Network Management Terminals (NMT):
1. NMTs shall provide primary processing, display, and control of information to
and from a variety of locations. System status and alarm conditions shall be
displayed
2. NMTs shall provide the ability to remotely access the system to check the
operational status of the system, configure system parameters, generate
usage reports and view alarms
3. NMTs shall be provided for the following locations:
a. County PSAP – 112 West Main Street
a. New County PSAP - TBD
NMTs shall meet the following general requirements:
1. Expandable software architecture shall be easily updated by adding software
applications
2. Hardware and software platform shall be PC based using current versions of
hardware and software
3. Both graphic and tabular displays shall provide instantaneous and
comprehensive network status information
4. The NMTs shall provide full archiving and control functions
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 54 of 208
5. All NMTs shall be licensed to operate concurrently the entire suite of
management applications available to manage the system
6. The NMT shall be designed to monitor a large cross-section of equipment so
that it can consolidate multiple alarm systems rather than just poll alarms from
remote terminal unit (RTU) locations
7. The NMT must be capable of performing full management functions
8. The NMT shall provide alarm filtration and consolidation
9. The NMT shall allow for multiple levels of operator privilege accounts set via
a master, or administrative login account
10. The SELECTED VENDOR shall be responsible for configuring all NMT user
accounts per County requirements
3.6.14 Fire Station Alerting (FSA)
The County’s current Fire Station Alerting (FSA) system utilizes tone and voice
(T&V) paging to alert personnel.
Respondents shall propose an FSA system which utilizes the proposed P25 system
for alerting and passing of voice traffic to fire stations and fire personnel.
Respondents shall list other OPTIONS available through their proposed FSA
solution including but not necessarily limited to:
1. Turning on station lights
2. Opening station bay doors
3. Providing voice announcements
3.7 Project 25 (P25) System Optional Features
This section describes features that Respondents shall propose as OPTIONS,
allowing the County to determine which, if any should be purchased with the
proposed radio communications system.
Respondents shall detail how each option will operate and provide an equipment
and software list of all items required for each optional feature.
The cost proposal shall detail all costs associated with implementing each option.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 55 of 208
Respondents shall also detail any impact, that each option may have, to post-
warranty maintenance costs and provide that impact on an annual basis.
3.7.1 Geographically Diverse P25 Control Equipment
As an OPTION, Respondents shall propose geographically diverse primary and
secondary P25 control equipment allowing for the system to maintain complete
operation during a failure of either the primary or secondary control equipment.
Switching from primary to secondary control equipment shall be automatic without
the need of any user intervention.
Secondary control equipment shall mirror the operation of the primary equipment
with no loss of functionality.
3.7.2 P25 Inter-RF Subsystem Interface (ISSI)
As an OPTION, Respondent shall propose a P25 ISSI non-proprietary interface that
enables RF subsystems (RFSS) built by different manufacturers to be connected
together into wide area networks.
Respondents’ ISSI shall conform to the latest released revision of the P25 standard.
Subsequent standards and upgrades that follow during and after system installation
shall be included by the SELECTED VENDOR and implemented in the Project 25
system, at no additional charge, up to final system acceptance.
Respondents’ proposed ISSI shall support all P25 system features that have been
adopted, including, but not limited to:
1. A minimum of three (3) other RF subsystems operating in a trunked mode
and up to 30 talkpaths
2. A control element and a traffic element. The control element shall:
a. Convey messages for management and location tracking of
subscribers including alias and serving RFSS system identification
b. Authenticate subscribers radio equipment
c. Manage the setup, maintenance, and tear down of a call
d. Activate emergency indication
3. The traffic element shall convey P25 voice and/or data traffic in either
encrypted or clear (unencrypted) formats between connected P25 RFSSs.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 56 of 208
The ISSI shall support the management of subscribers who roam onto the ISSI
interconnected RFSSs.
The ISSI shall support home network authentication of units that roam to a visited
RFSS.
The ISSI shall allow transfer of P25-defined encryption key management
information across the ISSI.
Respondents shall list all ISSI supported features including identifying any features
that are not supported between disparate manufacturers’ RFSS.
Respondents shall describe the interfaces required to support ISSI, including those
needed for another manufacturer’s RFSSs.
3.7.3 Smartphone Integration
As an OPTION, Respondents shall propose an interface to the proposed radio
system that integrates voice and data communications between P25 radio system
users and users with broadband devices and/or smartphone applications. This
interface should generally support the services and capabilities described in the
National Public Safety Telecommunications Council (NPSTC) Public Safety
Broadband Push-to-Talk over Long Term Evolution Requirements.
The system shall support PTT communications operating over private or public Wi-
Fi networks, 3G/4G carrier networks, and public safety 4G LTE (Band 14) networks.
The system shall include the necessary hardware, software, and licensing to
support TIA®-102.BACA network-level communications. Respondent shall specify
Project 25 services as well as ancillary services and features that the interface
supports.
The SELECTED VENDOR shall supply 350 user licenses for both user devices and
interface device(s) to support 350 user devices.
Respondents shall identify incremental costs for additional users and/or interfaces.
The system shall support Android™, Windows®, and iOS™ mobile platforms and
support managed group and PTT communications utilizing most consumer
smartphones.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 57 of 208
3.7.4 Personnel Accountability Service
As an OPTION, Respondents shall propose a system or group of services to assist
incident commanders in tracking the location and status of those responding to an
incident.
3.8 VHF Paging and Interoperability Subsystem
To maintain the current level of interoperability with mutual aid participants who do
not have access to 700/800 MHz subscriber radio equipment, the County wishes to
incorporate a conventional VHF interoperability channel with the proposed P25
system.
The VHF Interoperability channel shall also be capable of providing two-tone and
voice paging.
The VHF interoperability channel shall provide portable outdoor pager coverage
within 95% of the County at a DAQ equal to, or better than 3.4. VHF transmit and
receive equipment shall be collocated with the P25 RF Sites.
Respondent shall describe, and include coverage maps as detailed in Section
3.5.1 – Radio Coverage Model and Maps, the portable outdoor paging coverage
(talk-out and talk-in) provided by the proposed VHF paging interoperability
subsystem at DAQ 3.4.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 58 of 208
4. Backhaul Network Requirements
Respondents shall provide a backhaul network using the County’s existing /
planned fiber optic network and microwave links providing 300 Mbps throughput
and meet 99.999% reliability.
The backhaul network shall be implemented as an IP/ Multiprotocol Label Switching
(MPLS) network.
The backhaul network throughput shall support the radio system during full loading
of all voice paths and account for system control, simulcast/voting and management
functions.
The backhaul network shall also be designed to accommodate the proposed radio
system and at least 100% growth in channel/talkgroup capacity.
The network must automatically reroute traffic in case of a path or device failure in
a sufficient amount of time to support the proposed radio system without any loss
of voice traffic. Respondents must describe how the proposed system fulfills this
requirement.
4.1 Orange County Fiber Optic Network
The County plans to deploy a fiber optic network, shown in Appendix E of this
document.
Respondents shall describe how they plan to integrate the proposed County fiber
within their backhaul network design.
Respondents shall identify any requirements that they may have in order to use the
County fiber optic network including, but not necessarily limited to:
1. Bandwidth required
2. Number of strands required
3. Packet latency
4. Jitter
5. Other appropriate network performance metrics
When utilizing a mixture of existing fiber and microwave equipment, a ring
microwave topology is preferred.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 59 of 208
4.2 Licensed Digital Microwave Network
Respondents shall propose microwave links using only licensed frequencies. The
County will not consider unlicensed microwave proposals.
Each individual microwave link must be designed to meet or exceed a two-way
annual quality performance (availability) of 99.999% (BER = 10-6) at the required
capacity.
Where possible, the proposed digital IP microwave network shall consist of a ring
protected loop system.
Where connectivity to any specific site or sites is determined to require a non-loop
solution, Respondent shall design any such links for monitored / hot standby
(MHSB) operation.
The radio shall deliver two-frequency, full-duplex operation. Space diversity
configurations are acceptable if necessary to meet reliability requirements.
Respondents shall indicate packet latency and jitter performance of the microwave
backhaul network. In addition, Respondents shall confirm that such performance is
sufficient to accommodate all radio and dispatch communications traffic for the
proposed radio system as transported by the proposed microwave backhaul
network.
The SELECTED VENDOR shall be responsible for all microwave frequency
research, prior coordination, and preparation of all associated FCC license
applications and submittals on behalf of the County.
All microwave radio paths shall be tested, and test results provided to the County,
to demonstrate proper antenna alignment by measuring the net path loss between
sites as measured at the equipment rack interface.
4.3 Microwave Backhaul Network Engineering
Respondents shall provide preliminary microwave path details including centerline
mounting height recommendations, fade margins, antenna sizes, system gains and
system losses, and path profiles.
The SELECTED VENDOR shall conduct physical path surveys to assure that all
proposed paths meet proper clearance criteria.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 60 of 208
The SELECTED VENDOR shall provide modified antenna centerline mounting
height recommendations, if required, based on the information gathered during the
physical path surveys and site visits.
The proposed microwave backhaul network equipment shall be type accepted for
licensing under Part 101 of the FCC Rules and Regulations.
Respondents shall detail the operational and survival wind ratings of the microwave
dishes.
4.4 Microwave Antenna System
Microwave antennas shall be compatible with the radio frequency bands and
conform to applicable FCC requirements. Solid parabolic type, Category A
antennas shall be used in accordance with FCC Part 101.115.
All mounting brackets, connectors and other hardware shall be supplied as
necessary for a complete installation.
Respondent shall include costs to provide and install ice shields to protect each
microwave dish from falling ice.
Radomes shall be installed on every microwave dish antenna.
An automatic waveguide dehydrator system shall be provided for each
communications shelter or location where microwave equipment is provided.
4.5 Backhaul Network Management
Respondents shall fully-describe alarm, monitor, and control capabilities of the
microwave terminal equipment, including capacity for external alarms (e.g., door
alarms, generator, etc.).
The SELECTED VENDOR shall provide a backhaul NMS with sufficient alarm,
control, and tracking capabilities for the proposed microwave network and to be
integrated with the P25 radio communications system NMS. The system shall be
capable of remotely monitoring equipment status and performance from all sites.
The backhaul NMS shall be fully- compatible with the integrated NMS requirements
defined in Section 3.6.13, Network Management System (NMS), of this RFP.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 61 of 208
The overall network shall have a common end-to-end management and
configuration tool capable of complete control of all network elements.
The tool shall be able to support building an end-to-end path without requiring
manual configuration of each intermediate device. The County prefers graphical
display of resulting configurations.
The backhaul NMS shall provide:
1. Automated error checking to prevent typical configuration problems such as
oversubscription of a link. The tool shall alert the user when such errors occur
2. Automated backups of all device configurations and include a change log of
all changes made to a device over time
3. Hierarchical user authorization mechanism allowing assignment of various
roles to users and those users can act on a specific subset of devices
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 62 of 208
5. Subscriber Radio Equipment Requirements
5.1 Overview
Subscriber radio equipment includes all non-fixed user equipment, such as:
1. Portable radios
1. Mobile radios
2. Control stations
3. Vehicular repeaters
Respondents shall provide detailed unit pricing, including current makes and
models, for all P25 subscriber radio equipment.
Table 11 provides a summary of potential quantities of subscriber radio equipment
that may be purchased under this procurement.
Note – The control stations required for the dispatch console backup are not
included in this list.
Table 11 – Potential Subscriber Radio Quantities
Potential Subscriber Radio Quantities
Portables – multi-band (VHF/UHF/700-800) 346
Mobiles – single band (700-800) Remote Mount 256
Control Stations – single band (700-800) 3
For Respondents’ reference, Table 12 provides a summary of subscriber radio
equipment that may be purchased by agency.
Table 12 – Potential Subscriber Radio Quantities by Agency
Agency Mobiles Portables Control Stations
Total
Barboursville Volunteer Fire Department
7 25 0 32
Gordonsville Police Department 6 10 0 16
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 63 of 208
Agency Mobiles Portables Control Stations
Total
Gordonsville Public Works 1 13 0 14
Gordonsville Volunteer Fire Department
8 22 0 30
Lake of the Woods Security 4 6 0 10
Lake of the Woods Volunteer Fire Department
7 25 0 32
Lake of the Woods Volunteer Fire Rescue
3 15 0 18
Mine Run Volunteer Fire Department
8 23 0 31
Orange County Emergency Communications
12 0 12
Orange County Fire Department and EMS
20 58 1 79
Orange County Public Schools 117 27 0 144
Orange County Sheriff's Office 50 52 0 102
Town of Orange Police Department
16 23 2 41
Town of Orange Volunteer Fire Department
9 35 0 44
Grand Total 256 346 3 605
Respondents shall detail quantity level discounts associated with each model
proposed.
The County reserves the right to purchase subscriber units as part of a package
deal from a single vendor, or as a separate subscriber only procurement from a
vendor not selected to provide the P25 radio system.
Respondents shall also propose subscriber radio equipment user training as
Section 7 specifies.
The SELECTED VENDOR shall be responsible for programming all purchased
subscriber radio equipment to operate on the proposed network and with the
systems in use in the following adjoining counties:
1. Albemarle County
2. Culpeper County
3. Fauquier County
4. Greene County
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 64 of 208
5. Louisa County
6. Madison County.
7. Spotsylvania County
The SELECTED VENDOR shall supply the County with three (3) sets of
programming software and programming cables for each model of subscriber radio
equipment purchased.
5.2 General Subscriber Radio Equipment Requirements
All subscriber radio equipment must be FCC type accepted in accordance with FCC
Part 90 rules and regulations.
All subscriber radio equipment shall meet MIL-STD-810 latest revision.
All subscriber radio equipment shall be software configurable.
All subscriber radio equipment shall support the following operating modes:
1. Conventional P25 Phase 1
2. Trunked P25 Phase 1 with enhanced vocoder
3. Trunked P25 Phase 2 with enhanced vocoder
4. Radio-to-radio direct communication (talk-around) P25 Phase 1
5. Conventional analog
6. P25 Optional features
All proposed subscriber radio equipment shall be compliant with TIA®-603-D – Land
Mobile FM or PM Communications Equipment Measurement and Performance
Standards and TIA®-102.CAAB-D – Land Mobile Radio Transceiver Performance
Recommendations Project 25 - Digital Radio Technology C4FM/CQPSK
Modulation Transceiver Performance Recommendations.
Respondents shall provide detailed equipment specifications for all proposed
subscriber radios and accessories, including the following:
1. General specifications:
a. Radio dimensions
b. Weight with battery (portable)
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 65 of 208
c. Antenna and antenna connector type
d. Channel/mode capacity
2. Environmental specifications and applicable standards
3. Performance in strong signal environments including:
a. Digital adjacent channel rejection
b. Digital offset adjacent channel rejection
c. Spurious response rejection
d. Intermodulation rejection
e. Blocking rejection
5.2.1 Portable Radios
The County’s estimates for the quantities of portable radios that they may purchase
appear in Table 11 and are outlined in Appendix B – Proposal Pricing Forms.
Portable radio features:
1. Full-compliance with P25 Phase 1 and 2 features and operation
2. PTT button
3. Top-mounted on/off volume knob
4. Top-mounted talkgroup/channel selector
5. Emergency button, physically protected from inadvertent activation, with
software defined configurable activation delay
6. Alphanumeric display (on applicable models), minimum of eight characters
7. Transmit and receive indicator
8. Send and receive text messages
9. Accessory connector for remote speaker microphone, or vehicular adapter
for operational use in a vehicle
10. Battery life indication or low battery alert, graphical indication on display
11. Minimum 500 mW speaker audio output
12. Dual microphone background noise abatement or cancellation system
optimized to reject audio signals identified by the Audio Performance Working
Group (APWG) such as, but not limited to, Personal Alert Safety System
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 66 of 208
(PASS) alarms, and chain saws. Respondent shall explain operation of this
feature in P25 trunked and conventional modes
Batteries:
1. Respondents shall propose batteries without cadmium. Pricing shall be
provided for the following:
a. Lithium-ion
b. Lithium polymer
c. Intrinsically safe
2. Batteries shall provide a minimum operational use of twelve hours in a public
safety environment. Respondents shall specify assumed duty cycle using the
% transmit; % receive; % standby format
3. Respondents shall provide detailed specifications for all batteries proposed,
including the following at a minimum:
a. Battery life
b. Total battery life-cycle expectancy
c. Recharge time
d. Dimensions
e. Weight
f. Warranty
Accessories: Respondents shall provide OPTIONAL pricing for all accessories and
software features including the following at a minimum:
1. Data cables
2. Battery chargers – single unit, multiple bay, and vehicular chargers:
a. Respondents shall provide smart, mixed chemistry battery chargers.
Respondents shall provide complete specifications on all chargers
offered
b. Battery chargers must have the ability to cycle the battery by
application of load to condition it
c. Battery chargers must have the ability to gauge the capacity of the
battery after recharge, and indicate whether the battery failed the test.
Indicator lights or display is a minimum requirement
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 67 of 208
d. Battery chargers must have the ability to detect the battery chemistry
and configure itself to charge accordingly
3. Radios certified as intrinsically safe
4. Alternate antennas
5. GPS (internal to radio)
6. Bluetooth® (accessories)
7. Remote speaker microphone without antenna
8. Remote speaker microphone with antenna
9. Remote speaker microphone with GPS capability
10. Remote speaker microphone with keypad
11. Remote speaker microphone with amplified speaker (audio)
12. Bluetooth® remote speaker microphone
13. Headset:
a. Wired
b. Bluetooth®
14. Carrying cases / belt clips
15. Wireless (e.g., Wi-Fi, Bluetooth®, LTE, LMR) connectivity for OTAP
16. AES encryption
17. DES encryption
18. AES & DES encryption
19. OTAR
20. OTAP
21. Send and receive text messages
22. Vehicular adapter – provides in vehicle portable radio battery charging,
mobile microphone, amplified speaker, transmit power amplifier, external
antenna connection
23. Fire ground accountability solutions
Multiband portable radios:
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 68 of 208
1. Respondents shall propose multiband portable radios capable of operating in
the following frequency bands:
a. VHF: 136 – 174 MHz
b. UHF: 380 – 470 MHz
c. 700/800 MHz: 762 – 870 MHz
2. Multi-band radios shall have all hardware and software needed to operate in
700/800 MHz and VHF 136 – 174 MHz bands.
3. Respondents shall provide pricing for upgrading a multi-band radio to operate
in three (3) bands.
As an OPTION, Respondents shall propose carrying solutions that may provide an
increase in radio performance as compared to the use of a standard belt clip.
Respondents shall detail how the carrying solution will increase performance and
to what extent.
5.2.2 Mobile Radios
The County’s estimates for the quantities of mobile radios that they may purchase
appear in Table 11 and are outlined in Appendix B – Proposal Pricing Forms.
Mobile radios shall be supplied complete with microphone, external speaker,
cables, fusing, mounting hardware, coaxial cable, and unity gain antennas to
provide for a complete installation.
Respondents shall provide pricing for dash mounted units, dual head units and
remote mounted units.
Mobile radio features:
1. Full-compliance with P25 Phase 1 and 2 features and operation
2. Mobile remote mount, with separate control head
3. Front-mounted on/off volume knob
4. Talkgroup / channel / mode selector
5. Talkgroup / channel bank / zone or deck selection
6. Emergency button, protected from inadvertent activation, with software
defined configurable activation delay
7. Multi-line alphanumeric display
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 69 of 208
8. Transmit and receive indicator
9. Programmable buttons on control head
10. Minimum 5-watt speaker audio output
Accessories – Respondents shall provide OPTIONAL pricing for all accessories
and software options, including the following at a minimum:
1. Cables:
a. Data cables
b. Extension cables
c. Adapters
d. Power cables
2. Optional user activated external speaker (outside vehicle)
3. Optional call alert/page feature for horn/lights
4. Microphone full keypad functional for telephone interconnect and other
functions such as call alert/page or private call
5. Programmable side buttons on keypad microphone
6. Dual control head
7. External speakers
8. Public address kits
9. OTAP
10. AES encryption
11. DES encryption
12. AES and DES encryption
13. OTAR
14. Antennas (different gains and/or mounts)
15. External weatherproof speakers
16. GPS/AVL
Multiband mobile radios:
1. As an OPTION, Respondent shall propose multiband mobile radios capable
of operating in the following frequency bands:
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 70 of 208
a. VHF: 136 – 174 MHz
b. UHF: 380 – 520 MHz
c. 700/800 MHz: 762 – 870 MHz
2. Multi-band radios shall have all hardware and software needed to operate in
700/800 MHz and VHF 136 – 174 MHz bands.
3. Respondents shall provide pricing for upgrading a multi-band radio to operate
in three bands.
5.2.3 Control Stations
The County’s estimates for the quantities of control stations that they may purchase
appear in Table 11 and outlined in Appendix B – Proposal Pricing Forms.
Control stations shall be supplied complete with desktop microphone, mounting
hardware, power supply, coaxial cable and unity gain antennas to provide for a
complete installation.
Control stations and antenna system shall be installed in accordance with the
SELECTED VENDOR’S proposed electrical grounding design provided during the
detailed design process.
Control stations shall be remotely controllable via multiple desk set devices.
Respondents shall detail how many desk set devices can control a single control
station.
Full-function desk sets shall be able to control every feature available on the front
panel of the control station.
Control station features:
1. Full-compliance with P25 features and operation
2. Desktop microphones
3. Front-mounted on/off volume knob
4. Talkgroup/channel selector
5. Emergency button, protected from inadvertent activation
6. Alphanumeric display
7. Transmit indicator
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 71 of 208
Accessories – Respondents shall provide OPTIONAL pricing for all accessories,
including the following at a minimum:
1. Cables:
a. Data cables
b. Extension cables
c. Adapters
d. Power cables
2. Antennas
3. External Speakers
4. Public address kits
5. Desktop microphone
6. Send and receive text messages
7. OTAR
8. AES encryption
9. DES encryption
10. AES and DES encryption
11. OTAP
Multiband control station radios:
1. As an OPTION, Respondent sshall propose multiband control stations
capable of operating in the following frequency bands:
a. VHF: 136 – 174 MHz
b. UHF: 380 – 470 MHz
c. 700/800 MHz: 762 – 870 MHz
2. Multi-band radios shall have all hardware and software needed to operate in
700/800 MHz and VHF 136 – 174 MHz bands.
3. Respondents shall provide pricing for upgrading a multi-band radio to operate
in three (3) bands.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 72 of 208
5.2.4 Vehicular Repeaters
Respondents shall propose OPTIONAL vehicular repeaters that provide two-way
traffic between the Respondent’s proposed radio system and portable radios.
The use of vehicular repeaters shall not require a separate portable radio from
those proposed to operate on the proposed radio system.
Preferred operation for the vehicular repeater would be digital-to-digital
communications with no analog to digital, or digital to analog conversion required
within the vehicular repeater.
Vehicular repeater designs shall include the following information:
1. Descriptions of how the vehicular repeater solution operates to provide
extended portable radio coverage
2. Descriptions of the operational steps required to “attach” portable devices to
the vehicular repeater
3. Descriptions of any issues which may arise for having “too many” vehicular
repeaters responding in a single operational area and how these issues can
be mitigated through user, or automated intervention
As an OPTION, vehicular repeaters should allow for “off-network” operation
extending the range of portable devices within a smaller area, much like a portable
onsite repeater option.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 73 of 208
6. Facilities and Infrastructure Development Requirements
6.1 General Requirements
The County reserves the right to release a separate procurement for Tower, shelter,
generator, grounding system, transfer switch, associated site alarms and controls,
lighting, fences, gates and site preparation.
1. Respondents are to provide OPTIONAL pricing for the preparation and
delivery of a complete specification package suitable for bidding including a
project manual (specification book) and drawings both stamped and signed
by a professional engineer or architect licensed in the Commonwealth of
Virginia.
2. If the County opts to bid construction activities separately, the selected
vendor shall be required to provide this material within 45 working days of
receipt of notice from the County.
3. Respondents to this RFP shall not submit these materials as part of their
proposal.
The SELECTED VENDOR shall be responsible for completing all documents
required by local, state and federal departments including, but not limited to
permitting documents and State Historic Preservation Office (SHPO) forms.
The SELECTED VENDOR shall be responsible for any issues related to site
selection and will be responsible for resolving any issues related to site permitting
or zoning.
Respondents shall adhere to industry best practices as defined in Section 1.6.1,
Standards and Guidelines. Respondents shall provide a copy of the electrical
grounding standard to be utilized during site development/installation.
Code compliance:
1. Installation of all electrical equipment, power distribution, lighting assemblies
and associated wiring shall comply with the most recent edition of the
National Electric Code (NEC®) and Occupational Safety and Health
Administration (OSHA®) regulations.
2. All electrical equipment shall be listed or approved by Underwriters
Laboratories (UL).
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 74 of 208
3. The SELECTED VENDOR and any/all contractors employed by the
SELECTED VENDOR shall comply with all local codes and industry best
practices and guidelines stipulated in Section 1.6.1, Standards and
Guidelines.
The SELECTED VENDOR shall assume total responsibility for maintaining liability
insurance covering the following items:
1. Project design
2. Implementation
3. Licensing
4. Shipping
5. Receiving
6. All site work required
7. Any items required for the SELECTED VENDOR or any required sub-vendors
or subcontractors.
Prior to any excavations, the SELECTED VENDOR or subcontractor shall follow
appropriate procedures outlined at the following website: www.call811.com.
The SELECTED VENDOR shall coordinate with utility companies for all utility
related items, such as electrical service hookups and disconnects.
During detailed design, the SELECTED VENDOR shall provide detailed drawings
including all structures and foundations, sealed by a professional engineer (PE)
registered in the Commonwealth of Virginia.
Detailed drawings shall be provided for existing and new (greenfield) sites and:
1. Show the dimensions of all system components and locations
2. Depict auxiliary equipment and systems
3. Reference manufacturer specification sheets of all systems and equipment
used
The SELECTED VENDOR shall interface all control functions and alarms from
towers, equipment shelters and backup power to the NMS detailed herein, for
remote control and monitoring.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 75 of 208
6.2 Site Selection Requirements
Table 13 lists current radio communications sites used by the County’s existing
radio communications system.
Table 13 – Current Radio Site Locations
Site Name County Owned
Tower Height
Street Address Lat. Lon.
Clark Tower (1026298)
No 364 6507 Mooremont Road Rapidan, VA 22733
38.31083 -78.0034
Gibson Tower (1294062)
No 100
Route 15, 2 Miles North of Gordonsville, Honnah Lee Farm Road Gordonsville, VA 2294
38.18764 -78.1575
OCSO Water Tank
Yes 131 11350 Porter Rd Orange, VA 22960
38.2472 -78.0357
Lake of Woods
No
No 112
114 Fairway Dr Locust Grove, VA 22580
38.3371 -77.7499
Appendix D contains a list of County-owned land and existing commercial tower
locations registered with the FCC and with current Antenna Structure Registration
(ASR) numbers within the County. The intention of this list is not to limit
Respondents’ ability to select sites required to meet the County’s coverage
requirements.
Respondents shall propose a radio communications system design that meets or
exceeds the County’s coverage requirements
The County requires Respondents to provide two designs with associated costs.
1. Design Option 1
a. Respondents shall provide a design that meets the County’s
coverage requirements using:
1) New or “greenfield” sites located at County facilities with
connectivity to County’s planned fiber network
2. Design Option 2
a. Respondents shall provide a design that meets the County’s
coverage requirements using a mix of
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 76 of 208
1) New or “greenfield” sites located at County facilities with
connectivity to County’s planned fiber network
2) New or “greenfield” sites located at County facilities without
connectivity to County’s planned fiber network
3) Current tower sites utilized by the County
4) Current tower sites not utilized by the County
Respondents shall detail costs associated with each existing and/or proposed site
on a per-site basis within their proposals and in Appendix B – Proposal Pricing
Forms, Table B.4A.
Prior to implementation, the SELECTED VENDOR shall perform the following
studies at each radio communications site:
1. Intermodulation analysis – The SELECTED VENDOR shall consider
equipment from all tenants located at the proposed site, per FCC licensed
information and observation of the equipment located at the site
2. Maximum Permissible Exposure (MPE) study (per latest revision of Office of
Engineering Technology (OET) bulletin 65 – The SELECTED VENDOR shall
consider equipment from all tenants located at the proposed site, per FCC
licensed information
3. Noise Floor Levels – The SELECTED VENDOR shall perform RF
measurements of the site noise floor and locally-generated signals over a 24-
hour period at each site. These measurements shall be provided to the
County as a baseline of the existing noise floor within the 700 MHz spectrum
utilized by the new P25 system
The SELECTED VENDOR shall resolve all issues predicted during the
intermodulation analysis and MPE studies. If an intermodulation problem is
identified following implementation, the SELECTED VENDOR shall identify the
issue and provide a resolution to the County during the warranty period at no
additional cost to the County, which would not degrade system coverage or
performance.
6.2.1 Existing Site Development Requirements
Respondents shall verify that all existing sites selected for use have sufficient space
available for antenna and ancillary equipment to be mounted on the tower/structure.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 77 of 208
In the event a Respondent proposes a location on the tower/structure that is not
available, the Respondent’s radio coverage guarantee hall not change even though
an alternative design may be required.
Respondents shall provide new equipment shelters, UPS, and generators, as
defined in sections 6.3.4 through 6.3.6 for any existing sites to be reused in the
proposed system.
The SELECTED VENDOR shall perform structural analyses for all existing
infrastructure they propose to use for the radio communications system. If no
current drawings are available, the SELECTED VENDOR shall be responsible for
any tower mapping services required for the structural analysis.
Structural analyses shall be performed on existing towers according to the
ANSI/TIA®-222 standard, latest version applicable at the time of structural analysis.
Structural analyses shall include existing and proposed equipment; however, it is
the County’s intent that the SELECTED VENDOR remove unused system
equipment once cutover and acceptance of the new system is completed.
Structural analyses reports shall be provided to the County upon completion of
study or studies.
In the event a tower fails the structural analysis, the SELECTED VENDOR shall be
responsible for modifying the tower to correct the deficiencies. A passing structural
analysis report shall be provided to the County detailing the tower modifications.
In the event that use of an existing commercial tower location is proposed,
Respondents shall provide the County with lease costs for tower and ground space
required to support communications systems. Additionally, Respondents will
exercise due diligence to verify availability of the tower elevations proposed, and
that the tower can support the proposed equipment.
Respondents shall identify and propose any additional work necessary to make
existing sites and infrastructure usable in the proposed radio system.
The SELECTED VENDOR shall be responsible for updating all existing sites that
are part of the proposed system to be compliant with their provided grounding
standards. SELECTED VENDOR shall be accountable for updating all deficient site
conditions.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 78 of 208
The SELECTED VENDOR shall be responsible for any issues related to site
selection and will be responsible for resolving any issues related to site permitting
or zoning.
The SELECTED VENDOR shall adhere to all applicable standards, rules,
regulations, and industry guidelines and comply with all federal, state, county, and
local laws, regulations, codes, and ordinances applicable to implementing the
facilities and infrastructure needed to support the radio communications system
within the County.
Concrete:
1. For all foundations and concrete work, the SELECTED VENDOR or
subcontractor shall provide to the County or the County’s representative, a
test sample of each mix of concrete demonstrating that is has been tested for
compliance with the foundation specifications set forth by the requisite site
engineer. Written reports certifying the strength of the concrete are to
accompany each test cylinder.
2. If any concrete used in the foundation does not meet specifications, the
SELECTED VENDOR or subcontractor will be required to remove the
foundation and pour a new foundation using compliant materials, at no
expense to the County.
All control functions and alarms from towers, shelters, and backup power equipment
(generator, transfer switch, and UPS) shall be interfaced to the NMS.
6.3 New (Greenfield) Site Development Requirements
6.3.1 Site Preparation Requirements
The SELECTED VENDOR shall perform all site preparation for site improvements
as necessary. Work includes, but is not limited to the following:
1. Full-adherence to all state and local codes
2. Protecting existing plants and grass to remain
3. Removing existing plants and grass as necessary
4. Clearing and grubbing
5. Stripping and stockpiling topsoil
6. Removing above- and below-grade site improvements as necessary
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 79 of 208
7. Disconnecting, capping or sealing, and removing site utilities as necessary
8. Temporary erosion and sedimentation control measures
9. Access road development
The SELECTED VENDOR and/or subcontractor shall comply with Virginia
Department of Environmental Quality guidelines for stormwater management and
erosion control.
Respondents shall carefully examine and study existing conditions, difficulties and
utilities affecting execution of work. Later claims for additional compensation due to
additional labor, equipment, or materials required due to difficulties encountered or
underground water conditions will not be considered.
The SELECTED VENDOR shall verify that existing plant life to remain and clearing
limits are clearly tagged, identified and marked in such a manner as to insure their
safety throughout construction operations.
Protection:
1. The SELECTED VENDOR shall protect and maintain benchmark,
monument, property corner, and other reference points; reestablishing them
by a registered professional surveyor if disturbed or destroyed, at no cost to
the County.
2. The SELECTED VENDOR shall locate and identify existing utilities that are
to remain and protect them from damage, reestablishing them if disturbed or
destroyed, at no cost to the County.
3. The SELECTED VENDOR shall protect trees, plant growth and features to
remain as final landscape. Branches or roots of any trees, which are to
remain, shall not be disturbed. Adequate guards, fences, lighting, warning
signs and similar items, shall be provided and maintained as required.
4. The SELECTED VENDOR shall install protection such as fencing, boxing of
tree trunks, or other measures as approved by the County.
5. The SELECTED VENDOR shall conduct operations with minimum
interference to public or private accesses and facilities; Maintain ingress and
egress at all times; and clean or sweep any roadways daily or as required by
the governing authority. At such times as deemed necessary by the County,
dust control shall be provided with water sprinkling systems or equipment
provided by the SELECTED VENDOR or subcontractor.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 80 of 208
Clearing:
1. The SELECTED VENDOR shall clear areas required for access to the site
and execution of work.
2. Unless otherwise indicated, the SELECTED VENDOR shall remove trees,
shrubs, grass, other vegetation, improvements, or obstructions interfering
with the installation of new construction. Removal includes digging out
stumps, roots and root material. Depressions caused by clearing and
grubbing operations are to be filled to subgrade elevation to avoid water
pooling. Satisfactory fill material shall be placed in horizontal layers not
exceeding 8" loose depth, and thoroughly compacted per fill requirements of
this section and CSI Division 2-Site Construction-Section 02200.
3. The SELECTED VENDOR shall remove grass, trees, plant life, stumps and
all other construction debris from the site to a location that is suitable for
handling such material according to state laws and regulations.
Demolition: The SELECTED VENDOR shall remove existing pavement, utilities,
curbing and shrubbery as necessary for construction of improvements.
Topsoil excavation:
1. The SELECTED VENDOR shall strip topsoil from areas that are to be filled,
excavated, landscaped or re-graded to such a depth that it prevents
intermingling with underlying subsoil or questionable material.
2. The SELECTED VENDOR shall stockpile topsoil in storage piles in areas not
scheduled for construction, job trailer location, or equipment lay-down areas,
or where directed by the County. Storage piles shall be constructed to freely
drain surface water. Storage piles shall be covered as required to prevent
windblown dust. Unsuitable soil shall be disposed of as specified for waste
material, unless otherwise desired by the County. The SELECTED VENDOR
or the SELECTED VENDOR’s subcontractor shall remove excess topsoil
from the site.
3. Final topsoil coatings shall consist of organic soil found in depth of not less
than 6". Satisfactory topsoil is reasonably free of subsoil, clay lumps, stones
and other objects over 2" in diameter, weeds, roots, and other objectionable
material.
Access roads:
1. A 12-foot wide access road shall be provided to the fence gate at new sites.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 81 of 208
2. Roadbeds shall be prepared, rolled and provided with 6 inches of aggregate
base course.
3. Roads shall be graded appropriately for proper drainage and minimal erosion.
6.3.2 Fencing Requirements
SELECTED VENDOR shall provide chain-link fencing around the perimeter of all
new proposed sites, according to the specifications in this section including those
provided in Table 14.
Framework: Type I or Type II Steel Pipe.
1. Type I – Schedule 40 steel pipe with 1.8 ounces of zinc coating per square
foot of surface area conforming to Standard Specification ASTM (American
Society for Testing and Materials) F-1083; or,
2. Type II – Pipe manufactured from steel conforming to ASTM A569. External
surface triple coated per ASTM F-1234. Type II pipe shall demonstrate the
ability to resist 1,000 hours of exposure to salt spray with a maximum of 5%
red rust in a test conducted in accordance with ASTM B-117.
3. All coatings are to be applied inside and out after welding.
4. Unless otherwise noted, Type II framework shall be provided.
5. Pipe shall be straight, true to section and conform to the following weights:
Table 14 – Type I and Type II Steel Pipe Specifications
Pipe Size Outside Diameter
Type I Weight lb./ft.
Type II Weight lb./ ft.
1 5/8” 2.27 1.84
2” 2.72 2.28
2 ½” 3.65 3.12
3” 5.79 4.64
3 ½” 7.58 5.71
4” 9.11 6.56
6.58” 18.97
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 82 of 208
Fabric:
1. Aluminized fabric shall be manufactured in accordance with ASTM A-491 and
coated before weaving, with a minimum of 0.4 ounces of aluminum per
square foot of surface area. The steel wire and coating shall conform to ASTM
A-817. Fabric shall be 9-gauge woven in a 2-inch diamond mesh. The top
selvage shall be twisted and barbed. The bottom selvage shall be knuckled.
2. Zinc-coated fabric shall be galvanized after weaving with a minimum 1.2
ounces of zinc per square foot of surface area and conform to ASTM A-392,
Class I. Fabric shall be 9-gauge wire woven in a 2-inch diamond mesh. The
top selvage shall be twisted and barbed. The bottom selvage shall be
knuckled.
Fence posts:
1. Fence posts shall adhere to the specifications Table 15 provides.
Table 15 – Fence Post Specifications
Fence Posts TYPE I - II Fabric Height
Line Post O.D. Terminal Post O.D.
Under 6’ 2” 2 ½”
6’-9’ 2 ½” 3”
9’-12’ 3” 4”
Gate posts:
1. Gate posts shall adhere to the specifications Table 16 provides
Table 16 – Gate Posts Specifications
Gate Posts Type II
Single Gate Width Double Gate Width Post O.D. Type II
Up to 6’ Up to 12’ 3”
7’to 12’ 13’ to 25’ 4”
Rails and Braces: 1 5/8" O.D.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 83 of 208
Gates: Frame assembly of 2" O.D. pipe Type I or Type II with welded joints. Weld
areas shall be repaired with zinc-rich coating applied per manufacturer's directions.
The fence fabric shall match the fence posts, gate posts and gates. Gate
accessories, hinges, latches, center stops, keepers and necessary hardware shall
be of a quality required for industrial and commercial application. Latches shall
permit padlocking. The SELECTED VENDOR shall provide one padlock for each
gate with three keys for each padlock. All padlocks shall be keyed alike.
Installation:
1. General – Fence installation shall conform to ASTM F-567, Standard Practice
for Installation of Chain-Link Fence.
2. Height – Fence height shall be as indicated on contract drawings. If no height
is indicated, the fence shall be 7‘high, plus 1’ for barbed wire.
3. Post spacing – Line posts shall be uniformly spaced between angle points at
intervals not exceeding ten feet.
4. Bracing – Gate and terminal posts shall be braced back to adjacent line posts
with horizontal brace rails and diagonal truss rods.
5. Top rail – The top rail shall be installed through the line post loop caps
connecting sections with sleeves to form a continuous rail between terminal
posts.
6. Fencing shall have a bottom rail instead of a tension wire.
7. Fabric – The fabric shall be pulled taut with the bottom selvage 2-inches
above grade. The fabric shall be fastened to the terminal posts with tension
bars threaded through mesh and secured with tension bands at maximum
15-inch intervals. The fabric shall be tied to the line posts and top rails with
tie wires spaced at a maximum of 12-inches on posts and 24-inches on rails.
The fabric shall be attached to the bottom rail with top rings at maximum 24-
inch intervals.
8. Barbed wire – Barbed wire shall be anchored to the terminal extension arms,
pulled taut and firmly installed in the slots of the line post extension arms.
9. Valleys – Should the fence cross a ditch or drainage swell, 3/8” diameter
aluminum alloy rods shall be driven vertically 18” into the ground on 4-inch
centers, woven through the fence fabric to provide security for these areas.
10. Vegetation-stop and aggregate shall be applied to the entire compound area
(the area inside the fencing) and 6” beyond the fencing. Vegetation-stop shall
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 84 of 208
be constructed with weed barrier geotextile and aggregate shall be applied
3” in depth and consist of AASHTO#10 coarse aggregate.
6.3.3 Radio Communications Tower Requirements
General Radio Communications Tower Requirements:
1. All new tower(s) proposed shall be self-supporting
2. Towers proposed shall comply with TIA®-222 Structure Classification III and
shall be designed for the appropriate exposure and topographic categories.
3. All tower manufacturers supplying tower(s) for this system shall guarantee
structural integrity of the tower for a period of not less than twenty (20) years
from the date of acceptance.
4. The SELECTED VENDOR shall be responsible for all geotechnical analyses
(soil testing) and proper foundation design. Geotechnical analyses shall be
performed using borings at the proposed tower center and at least two (2)
other points within the planned foundation area.
Tower loading:
1. The tower and foundation shall be designed to support all proposed
equipment, legacy equipment, appurtenances and ancillary equipment, initial
antenna loading plus 50% future antenna system growth, without addition to
or modification of the finished tower or foundation.
2. Designed loading shall also consider two (2) typical cellular carrier antenna
arrays near the top of the structure for future growth or leasing opportunities.
3. The proposed tower structure shall be designed and installed in accordance
with the latest revision of the ANSI/TIA®-222 standard.
Proposed towers shall include the following:
1. Ice bridge – A horizontal transmission line ice bridge, extending from the
tower cable ladder to the equipment building entry port, shall be provided.
The ice bridge will be self-supported and cannot be directly connected to the
tower or the shelter.
2. Transmission line support – A vertical transmission line support system shall
be provided to securely attach the antenna transmission lines. Holes shall be
provided in the tower support members, tower hanger adapter plates or
separate ladder structures to allow installation of snap-in cable hangers and
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 85 of 208
bolt-in cable hangers at maximum 3-foot intervals. The mounting holes shall
be precision punched or drilled and sufficiently separated to accommodate
the snap-in or bolt-in hangers.
3. Climbing access – A ladder, beginning at a point at least ten (10) feet off the
ground, shall be provided as an integral part of the tower to permit access by
authorized personnel. The tower shall be equipped with an OSHA® approved
anti-fall safety device in accordance with EIA-222. This device must not
interfere with the climber's ease of reach by hand or foot from one rung of the
ladder to the next, going up or coming down. Two (2) safety climbing belts
shall be supplied with each new tower.
4. Lighting:
a. Tower lighting shall be supplied as required by the applicable
determination as issued by the FAA for this project and fully compliant
with FAA AC 70/7460-1K or latest revision.
b. The system control circuitry shall provide synchronization and
intensity control of the obstruction lighting system and shall monitor
the overall integrity of the lighting system for component failures or
improper operation.
c. The SELECTED VENDOR or subcontractor shall wire all alarms to a
contractor provided Type 66 block located in the communications
shelter or equipment room. All alarms shall be clearly labeled.
5. A lightning ground rod shall be installed at the very top of the tower to extend
at least two (2) feet above the top of the tower or lighting fixture.
6. Labeling shall be clearly provided near the base of all new towers for the
following:
a. Make
b. Model
c. Serial number
d. Tower height
e. FAA and FCC identification numbers (if applicable)
Construction:
1. All welding shall be done in the factory prior to the galvanizing process. Field
welding is not acceptable.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 86 of 208
2. The tower shall be constructed of high-strength steel. All components and
hardware being hot dip galvanized with zinc coating per EIA standards after
fabrication. A zinc coating shall be permanently fused to the steel, both inside
and outside, so all surfaces are protected and no painting is required for rust
protection.
3. Prior to galvanizing, each piece of steel and every weld is to be deburred and
smooth finished.
4. As with new (greenfield) site development, Respondents shall carefully
examine and study existing site conditions. Difficulties in accessing sites for
tower delivery and installation will be the responsibility of the SELECTED
VENDOR. Later claims for additional compensation due to additional labor,
equipment or materials required due to difficulties encountered during tower
delivery or installation will not be considered.
Final Testing and Acceptance – Upon completion of the work, documentation
detailing final inspection and testing shall be submitted, documenting the following:
1. Steel structure:
a. Vertical alignment and plumbness
b. All bolts tight and torqued to specification
c. No damaged or missing structural members
d. All surface scratches and damage to the galvanized surfaces will be
repaired using the hot stick process.
e. No signs of stress or vibration
f. All climbing ladders, and other devices installed correctly
g. Labels and tags
2. Foundation:
a. Concrete finish with no cracks or blemishes
b. Grouting, if used, will have drain holes if the tower uses hollow leg
construction or monopole design
c. Backfilling and grading
3. Grounding:
a. Verify lugs and exothermic welding
b. Ground resistance test and record
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 87 of 208
c. Ground lightning rod installed at top of tower
4. Ice bridge: Installed per specification
5. Lighting and controls:
a. Inspect conduit and wiring installation
b. Verify proper lamp operation
c. Verify alarm contact operation
d. Verify labeling
6. Photographs:
a. Overall structure from North, East, South, and West
b. Footers
c. Electrical grounding
6.3.4 Equipment Shelter Requirements
General Equipment Shelter Requirements:
1. Respondents shall propose new equipment shelters for all new (greenfield)
radio communications site locations.
2. The shelter shall be a prefabricated, preassembled shelter. The shelter can
be constructed from concrete, and/or aggregate materials.
3. The shelter shall consist of an equipment room and generator room.
Size:
1. Minimum shelter size shall be 12’ x 20’, with a minimum interior height of 9’.
2. The Respondent shall be responsible for determining if a larger shelter size
is required, or if a smaller shelter is acceptable based on proposed equipment
to be installed. Alternative sized shelters may be proposed as an OPTION.
Foundation:
1. The foundation for the shelter shall consist of concrete piers or a poured
concrete slab constructed by the SELECTED VENDOR or approved
subcontractor that properly supports and secures the shelter. Foundation
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 88 of 208
drawings recommended by the shelter manufacturer shall be the criteria by
which the foundation is constructed.
Flooring:
1. Respondents are to propose a structure with floor and/or solid foundation
featuring a minimum uniform load rating of 200 pounds per square foot with
no more than 3,000 pounds over any four-square-foot area. This rating shall
be increased in sections as necessary to support heavy weight equipment. If
delivered assembled with floor, the floor shall exhibit a minimum 90 pounds
per square foot uniform live load capacity while the building is being lifted.
2. Floors shall be insulated to a minimum R-11 rating. Insulation shall be
secured in place to prevent shifting during construction and transportation.
3. The floor shall be covered by a high quality, industrial / commercial grade
asphalt or vinyl tile. All edges shall be covered by wall molding.
Walls:
1. Walls shall be constructed to a minimum 120 MPH wind loading, including
overturning moments.
2. Bulletproof: Walls and doors shall withstand the effects of bullets or other
projectiles equivalent to a 30.06 high power rifle load fired from a distance of
50 feet with no penetration to the inner cavity of the wall. No interior damage
shall be sustained including insulation, interior walls, etc.
3. The outside walls shall be finished concrete or an aggregate composition.
4. The inside walls shall be finished with minimum 5/8-inch plywood (or
equivalent) trimmed with coordinated molding to allow mounting of panels,
blocks, etc.
5. High performance insulation shall provide a minimum insulation factor of
R-11.
6. All ducts and openings shall be protected with a screen barrier to prevent the
entry of insects, birds, or small animals
Roof:
1. The building roof shall support a minimum 100 pounds per square foot
uniform live load.
2. The roof is to be pitched to facilitate runoff of water.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 89 of 208
3. The shelter roof shall withstand the impact of ice falling from the adjacent
tower without suffering any damage or shall otherwise be protected from such
damage. Respondents are to describe in their proposal how this requirement
will be met.
4. High performance insulation shall provide a minimum insulation factor of
R-19.
Door:
1. Shelters shall have one 42” x 84” insulated door, with three (3) stainless steel
tamperproof hinges, passage style lever handle, deadbolt lockset and
fiberglass weather hood or awning. The door shall be equipped with a
hydraulic door closer.
2. The exterior door shall be of aluminum or steel (stainless or galvanized)
construction with a finish to match the building finish.
3. The door shall withstand the effects of bullets or other projectiles equivalent
to a 30.06 high power rifle load fired from a distance of fifty (50) feet with no
penetration to the inner cavity of the door. No interior damage shall be
sustained from such events, including damage to insulation, interior walls,
etc.
4. The doorsill shall be of stepped construction to prevent rainwater from
entering the shelter at the bottom of the door or from around the doorframe.
The doorframe shall have a weather seal around the door to limit air and
water intrusion.
Finishing:
1. Respondents shall describe the interior and exterior finishes. Color and
finishes shall be selected by the County from samples provided by the
SELECTED VENDOR or subcontractor.
2. All joints shall be sealed with a compressible, resilient sealant.
AC power system:
1. The SELECTED VENDOR shall propose equipment shelters with AC power
systems that support the proposed radio communications equipment along
with the applicable supporting systems.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 90 of 208
2. The SELECTED VENDOR shall deliver the building complete with a 200A
capacity, 240V, single-phase electrical panel box with a ground bar.
3. This panel shall be equipped with a 200Acapacity main circuit breaker used
to supply power for all electrical functions related to the site.
4. Overall panel size shall be determined by the need to provide the number of
individual breakers required plus a reserve of at least six 240Vslots.
5. Receptacles:
a. Each radio equipment unit (or rack) shall be supplied with two 20A
circuits, each terminated at a typical NEMA® 5-20 receptacle.
Receptacles shall be mounted to the side of the overhead cable tray.
b. Service receptacles shall be mounted on the walls at six-foot intervals
or less.
c. One weatherproof ground fault interrupter (GFI) exterior power
receptacle shall be provided with each shelter, to be mounted near
air conditioning units.
d. A power receptacle shall be located near the microwave dehydrator
to power the unit.
e. Each receptacle shall be fed from an individual breaker. The feeding
breaker shall be identified at the receptacle and the receptacle shall
be identified at the breaker. All breakers or circuits shall be 20A,
unless otherwise noted.
Power line surge Suppression:
1. An AC surge protector shall be provided and installed inside the shelter.
2. An acceptable unit shall be an in-line type such as the AC data Systems
“integrated load center”. An alternate unit must meet or exceed all of the
capabilities of this model unit.
3. Minimum surge protector requirements:
a. Built-in redundancy of dual stages per phase with filtering
b. Surge energy shunted to ground, not to neutral
c. Front panel indicator lamps
d. Remote / local status contacts
e. Fusible link protected so as not to interrupt power
f. Field replacement protection blocks, fuses, if needed
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 91 of 208
g. UL listed components
h. EMI/RFI filtering per Mil-STD-220
i. The unit shall be capable of handling the full 240V, 200A capacity of
the electrical system
Clean agent fire suppression system that is compliant with the requirements of
NFPA® 75, Standard for the Protection of Information Technology (IT) Information
Equipment, and NFPA® 76, Standard for the Fire Protection of Telecommunications
Facilities, as applicable and installed per the requirements of NFPA® 2001,
Standard on Clean Agent Fire Extinguishing Systems.
Wiring methods:
1. All wiring noted on the site drawings or otherwise included by the SELECTED
VENDOR shall be installed in conduit. Where no protection method is
specified, conduit shall be used.
2. All conduits shall be securely surface mounted and supported by approved
clamps, brackets, or straps as applicable and held in place with properly
selected screws. No wiring shall be imbedded inside any walls, floor or
ceiling. Entrance power, outside lighting, air conditioning outlet and Telco are
the only wiring that may penetrate shelter walls or floor.
3. All wire raceway, conduits, etc., is to be mechanically joined and secured.
4. Flexible steel conduits or armored cable shall protect wiring connected to
motors, fans, etc., and other short runs where rigid conduit is not practical.
5. Unless otherwise specified, all power wiring shall be a minimum 12 American
Wire Guage (AWG) size solid copper conductors with insulation rated for 600
VAC.
6. One 4’ x 6’ x ¾” Telco board shall be installed.
Light fixtures:
1. Ceiling mounted four-foot fluorescent light fixtures (two 40-watt bulbs per
fixture) with radio frequency interference (RFI) ballasts shall be supplied for
the equipment shelters or, Respondents may propose alternate low RFI
lighting fixtures. A sufficient number of light fixtures shall be supplied to
provide a uniform light level throughout the building of 150-foot candles at
four feet above the floor.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 92 of 208
2. Light fixtures shall be fed as a gang from a common breaker and controlled
by an on/off switch near the door.
Outdoor lighting:
1. An exterior 1,000-lumen LED light fixture shall be wall mounted by the front
entrance of the shelter.
2. The exterior lighting system shall be equipped with motion detectors and fed
from a separate, appropriately rated breaker and light switch by the door.
HVAC:
1. The SELECTED VENDOR shall provide an HVAC system for each shelter
proposed. Respondents shall propose dual AC units with lead lag controller.
Each AC unit shall be sized for 100% of the shelter’s required cooling
capacity, as determined by the British thermal unit (BTU) analysis.
2. The SELECTED VENDOR shall perform BTU analysis (heat load
calculations) for all shelter equipment during preliminary design to verify
HVAC system size. All calculations shall include a 50% expansion factor, and
all assumptions regarding power consumption, duty factor, and heat loading
shall be thoroughly explained.
3. Each unit shall be capable of maintaining an inside ambient temperature
range between 65 and 85 degrees F. Each unit shall be sized to maintain
temperatures inside the shelter at 70 degrees F when exterior temperatures
go as high as 100 degrees F.
4. The HVAC system shall be controlled by a wall mounted thermostat. The
thermostat shall turn the heater on when the temperature inside the shelter
drops to 65 degrees F and off when it rises to 68 degrees F. It shall turn on
the air conditioner when the interior temperature reaches 78 degrees F and
off when the temperature drops below 75 degrees F. Thermostat control shall
be adjustable within the range of 45 to 85 degrees F.
5. A properly sized thermostatically-controlled exhaust fan, located as high as
possible in the shelter with gravity damper, hood with insect screen, and timer
connected to emergency power shall be supplied to vent the building in case
of HVAC failure. A corresponding cold air intake vent with motorized louvers
shall also be installed low on an opposing wall to allow unobstructed air flow
through the shelter.
Generator room shall be supplied, at a minimum, with the following equipment:
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 93 of 208
1. One generator, exhaust piping, thimble, and muffler wrap
2. Motor operated exhaust shutter with outside hood and insect screen
3. Motor operated intake shutter with outside hood and insect screen
4. Baseboard heater with thermostat control
5. Leak containment floor
Antenna cable entry – A bulkhead panel shall be supplied to accommodate coaxial
transmission lines between 1/2-inch and 1 5/8-inch diameter elliptical waveguides.
A minimum of 12 transmission lines shall be accommodated with 4-inch openings.
The building manufacturer shall seal the conduits into the wall to assure that they
are watertight.
Cable Tray – All new shelters will be equipped with cable trays. The SELECTED
VENDOR shall install a minimum 18-inch wide cable tray system above the
equipment.
Shelters shall be supplied with at least two (2)10-pound CO2 fire extinguisher, an
approved eyewash station and first aid kit.
Respondents shall carefully examine and study existing site conditions. Difficulties
in accessing sites for shelter delivery and installation will be the responsibility of the
SELECTED VENDOR. Later claims for additional compensation due to additional
labor, equipment or materials required due to difficulties encountered during shelter
delivery or installation will not be considered.
6.3.5 Generator and Automatic Transfer Switch (ATS) Requirements
This section provides specifications and requirements for standby power systems to
supply electrical power in the event of failure of normal supply, consisting of a liquid
cooled engine, an AC alternator and system controls with all necessary accessories for a
complete operating system, including but not limited to the items as specified.
The SELECTED VENDOR shall provide an emergency generator system at each
new and existing radio communications site for backup power.
The generator system shall provide a minimum of 48 hours of run time on a single
tank of fuel. Respondents shall detail the expected run time based upon full
electrical loading from proposed and existing equipment at each site.
SELECTED VENDOR shall perform electrical loading analysis for shelter
equipment, including HVAC systems, during preliminary design to verify generator
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 94 of 208
size and fuel tank capacity. All electrical loading calculations shall include a 50%
expansion factor, and all assumptions regarding power consumption and duty
factor shall be thoroughly explained.
In the event loading is less than 50 kW, a 50 kW generator will be proposed.
Generators will be powered by liquid propane and include a filled 1000 liquid
propane gallon fuel tank
In the event of a commercial power outage, the emergency generator shall provide
power to the entire shelter without system outage.
Quality assurance – The system shall be supplied by a manufacturer who has been
regularly engaged in the production of engine-alternator sets, automatic transfer
switches, and associated controls for a minimum of ten (10) years, thereby
identifying one source of supply and responsibility.
The generator system and all accessories and ancillary equipment shall comply
with the following standards:
1. NFPA® 37 Flammable and Combustible Liquids Code
2. NFPA® 55 Standard for the Storage and Handling of Compressed Gases
3. NFPA® 70 with particular attention to Article 700, “Emergency Systems”
4. NFPA® 110 Requirements for Level 1 Emergency Power Supply System
5. NFPA® 101 - Code for Safety to Life from Fire in Buildings and Structures
6. ANSI/NEMA® MG 1 - Motor and Generators
7. ANSI/NEMA® AB 1 - Molded Case Circuit Breakers
8. ANSI/NEMA® 250 - Enclosures for Electrical Equipment (1,000 Volts
maximum)
Labeling and identification – All wiring harnesses and connectors shall be clearly
identified by number and function according to the associated schematic diagrams
and documentation provided by the Selected vendor.
Factory testing:
1. Before shipment of the equipment, the generator set shall be tested under
rated load for performance and proper functioning of control and interfacing
circuits. Tests shall include:
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 95 of 208
a. Verification that all safety shutdowns are functioning properly
b. Verification of single step load pickup per NFPA® 110-1996,
Paragraph 5-13.2.6
c. Verification of transient and voltage dip responses and steady state
voltage and speed (frequency) checks
d. Full load test for a minimum of one hour
2. Provision of complete report(s) of all testing performed
Startup and checkout:
1. The supplier of the electric generating plant and associated items covered
herein shall provide factory trained technicians to check out the completed
installation and to perform an initial startup inspection to include:
a. Ensuring the engine starts (both hot and cold) within the specified
time
b. Verifying that engine parameters are within specification
c. Verifying that no load frequency and voltage adjusting is required
d. Testing all automatic shutdowns of the generator
e. Performing a simulation of power failure to test that generator start up
and ATS pick up building load correctly.
f. Returning to commercial power and test generator and ATS to
demonstrate correct cycling to normal commercial power.
g. Performing a load test of the generator, to ensure full load frequency
and voltage is within specification by using a load bank rated at 80%
of the generator’s capacity. This test shall be run for a minimum of
one hour.
a. Testing and verifying all remote indicators and controls.
2. The SELECTED VENDOR shall provide complete report(s) of all testing
performed.
6.3.5.1 Generator
The prime mover shall be a liquid cooled, liquid propane or natural gas fueled
engine of 4-cycle design.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 96 of 208
The engine shall have sufficient horsepower rating to drive the generator to full
output power without a gearbox between the engine and generator.
The engine shall have a battery charging DC alternator with a solid-state voltage
regulator.
The alternator shall be protected by internal thermal overload protection and an
automatic reset field circuit breaker.
One-step load acceptance shall be 100% of generator set nameplate rating and
meet the requirements of NFPA® 110 paragraph 5-13.2.6.
The electric plant shall be mounted with vibration isolators on a welded steel base
that shall permit suitable mounting to any level surface.
A main line output circuit breaker carrying the UL mark shall be factory installed.
1. Form C auxiliary contacts rated at 250 VAC/10 amps shall be provided to
allow remote sensing of breaker status.
Controls:
1. All engine alternator controls and instrumentation shall be designed, built,
wired, tested and shock mounted in a NEMA® 1 enclosure mounted to the
generator set by the manufacturer. It shall contain panel lighting, a fused DC
circuit to protect the controls and a +/-5% voltage adjusting control.
2. The generator set shall contain a complete two-wire automatic engine start-
stop control, which starts the engine on closing contacts and stop the engine
on opening contacts.
3. A programmable cyclic cranking limiter shall be provided to open the starting
circuit after four attempts if the engine has not started within that time. Engine
control modules must be solid-state plug-in type for high reliability and easy
service.
1. The panel shall include:
a. Meters to monitor:
1) AC voltage
2) AC current
3) AC frequency
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 97 of 208
b. Emergency stop switch
c. Audible alarm
d. Programmable engine control
e. Monitoring module
2. The programmable module shall include:
a. Manual OFF/AUTO switch
b. Four LED’s to indicate:
1) Not in Auto
2) Alarm Active
3) Generator Running
4) Generator Ready
3. The module shall display all pertinent unit parameters including:
a. Generator Status – ON/OFF/AUTO
b. Instrumentation - Real-time readouts of the following engine and
alternator analog values:
1) Oil pressure
2) Coolant temperature
3) Fuel level (where applicable)
4) DC battery voltage
5) Run time hours
c. Alarm Status - Current alarm(s) condition of:
1) High or low AC voltage
2) High or low battery voltage
3) High or low frequency
4) Low or pre-low oil pressure
5) Low water level
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 98 of 208
6) Low water temperature
7) High and pre-high engine temperature
8) High, low and critical low fuel levels (where applicable)
9) Over crank
10) Over speed
11) Unit not in "Automatic Mode"
Unit accessories:
1. The exhaust silencer(s) shall be provided, of the size recommended by the
manufacturer, and shall provide noise reduction for use in residential areas.
2. The generator set shall include an automatic dual rate battery charger
manufactured by the generator set supplier. The battery charger is to be
factory installed on the generator set. Due to line voltage drop concerns, a
battery charger mounted in the transfer switch will be unacceptable.
3. A heavy duty, lead acid 12 VDC battery shall be provided by the generator
set manufacturer. The generator set shall have a frame suitable for mounting
the battery and include all connecting battery cables.
6.3.5.2 Propane Fuel System
The SELECTED VENDOR shall provide a complete fuel system including filled
tank(s) and all associated piping, valves, controls, etc.
Tank and fuel system components shall be sized to provide a minimum of 72-hours
of run time at full load. The SELECTED VENDOR shall provide a 1,000-gallon
minimum size tank(s).
Fuel tank(s) shall be located a minimum of 10-feet from the generator and building.
Clear access shall be provided for refueling.
Tanks:
1. Steel and polyurethane construction
2. UL labeled in accordance with UL 644 and stamped in accordance with
ASME Section VIII Division 1
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 99 of 208
3. Tanks may be buried or secured to an adequately sized concrete foundation
Tank(s) will be protected from vehicular traffic with steel or concrete bollards
approved by the County.
Fuel system construction:
1. No copper pipe will be allowed for any part of the underground fuel line
system.
2. No bare black iron pipe will be used for any part of the fuel system.
3. Any underground steel pipe will be epoxy coated and all joints wrapped to
prevent corrosion.
4. All underground pipes will be at least 18 inches below the surface.
5. Fuel lines crossing a driveway will be protected from damage by being
installed in a larger pipe sleeve or covered with a concrete barrier of sufficient
strength.
6. All above ground pipe will be supported at least every 36 inches.
Controls and monitoring equipment:
1. Gas capacity gauge with low fuel level alarm contact closure must be
included.
2. Low fuel level monitoring device will be installed. Lightning protection will be
provided for any wires entering the shelter.
The fueling system must have multi-valve for filling, pressure relief and gauge.
6.3.5.3 Automatic Transfer Switch (ATS)
The ATS shall be compatible with the set to maintain system compatibility and local
service responsibility for the complete emergency power system.
Representative production samples of the transfer switch supplied shall have
demonstrated through tests the ability to withstand at least 10,000 mechanical
operation cycles. One operation cycle is defined as the electrically operated transfer
from normal to emergency and back to normal.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 100 of 208
Wiring must comply with NEC® table 373-6(b). The manufacturer shall furnish
schematic and wiring diagrams for the particular automatic transfer switch and a
typical wiring diagram for the entire system.
Ratings and performance:
1. The ATS shall be adequately sized to match the generator and shelter
electrical systems.
2. The ATS shall be a 2-pole design rated for 600 VAC 200 Amps continuous
operation in ambient temperatures of -20 degrees Fahrenheit (-30 degrees
Celsius) to +140 degrees Fahrenheit (+60 degrees Celsius).
3. The operating mechanism will be a single operating coil design, electrically
operated and mechanically held in position.
4. A provision will be supplied to be able to manually operate the switch in the
event of logic or electrical coil failure.
Controls:
1. Controls shall signal the generator set to start in the event of a power
interruption.
a. A solid-state time delay start, adjustable, 0.1 to 10 seconds, shall
delay this signal to avoid nuisance startups on momentary voltage
dips or power outages.
2. Controls shall transfer the load to the generator set after it reaches proper
voltage.
3. Controls shall retransfer the load to the line after normal power restoration.
a. A return to utility timer, adjustable from 1-30 minutes, shall delay this
transfer to avoid short-term normal power restoration.
4. The operating power for transfer and retransfer shall be obtained from the
source to which the load is being transferred.
5. Controls shall signal the generator to stop after the load retransfers to normal.
a. A solid-state engine cool down timer, adjustable from 1-30 minutes,
shall permit the engine to run unloaded to cool down before
shutdown.
a. Should the utility power fail during this time, the switch will
immediately transfer back to the generator.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 101 of 208
6. Front mounted controls shall include a selector switch to provide for a
NORMAL TEST mode with full use of time delays, FAST TEST mode that
bypasses all time delays to allow for testing the entire system in less than one
minute, or AUTOMATIC mode to set the system for normal operation.
a. The controls shall provide bright lamps to indicate the transfer switch
position in either UTILITY (white) or EMERGENCY (red). A third lamp
is needed to indicate STANDBY OPERATING (amber). These lights
must be energized from utility or the generator set.
b. The controls shall provide a manually operated handle to allow for
manual transfer. This handle must be mounted inside the lockable
enclosure and accessible only by authorized personnel.
c. The controls shall provide a safety disconnect switch to prevent load
transfer and automatic engine start while performing maintenance.
This switch will also be used for manual transfer switch operation.
d. The controls shall provide LED status lights to give a visual readout
of the operating sequence including:
1) Utility on
2) Engine warm-up
3) Standby ready
4) Transfer to standby
5) In-phase monitor
6) Time delay neutral
7) Return to utility
8) Engine cool down
9) Engine minimum run
6.3.6 Uninterruptable Power Supplies (UPS)
SELECTED VENDOR shall provide a single-phase (120/240 Volts alternating
current or VAC), online, double-conversion, static type, uninterruptible power
supply (UPS) at each radio communications site with the following features:
1. Direct dedicated connection to main panel
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 102 of 208
2. Surge suppression
3. Input harmonics reduction
4. Rectifier / charger
5. Inverter
6. Static bypass transfer switch
7. Battery and battery disconnect device
8. Internal maintenance bypass / isolation switch
9. Output isolation transformer
10. Remote UPS monitoring provisions
11. Battery monitoring
12. UPS output shall be connected to a dedicated subpanel feeding the 10 quad
20A twist lock outlets to be installed on the overhead cable tray
The SELECTED VENDOR shall perform electrical loading analysis for shelter
equipment, excluding heating, ventilation, and air-conditioning (HVAC), during
preliminary design to verify UPS size requirements. All electrical loading
calculations shall include a 50% expansion factor and all assumptions regarding
power consumption and duty factor shall be thoroughly explained.
For the purpose of the proposal, the SELECTED VENDOR shall assume the
following:
1. Calculated output with a 50% expansion factor as stated
2. Single phase
3. 60 Hz
4. 0.8 Power factor (output)
5. Minimum 2-hour runtime
Quality Assurance:
1. Electrical components, devices, and accessories shall be listed and labeled,
as defined in NFPA® 70, by a qualified testing agency and marked for
intended location and application
2. UL compliance shall be listed and labeled under UL 1778 by a Nationally
Recognized Testing Laboratory (NRTL)
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 103 of 208
3. UPS components shall be suitable for installation in computer rooms, as
defined by NFPA® 75
Operational requirements:
1. Automatic operation includes the following:
a. Normal Conditions – Load is supplied with power flowing from the
normal power input terminals, through the rectifier-charger and
inverter, with the battery connected in parallel with the rectifier-
charger output
b. Abnormal Supply Conditions – If normal supply deviates from
specified and adjustable voltage, voltage waveform, or frequency
limits, the battery supplies energy to maintain constant, regulated
current
c. If normal power fails, energy supplied by the battery through the
inverter continues supply-regulated power to the load without
switching or disturbance
d. When power is restored at the normal supply terminals of the system,
controls automatically synchronize the inverter with the external
source before transferring the load. The rectifier-charger then
supplies power to the load through the inverter and simultaneously
recharges the battery
e. If the battery becomes discharged and normal supply is available, the
rectifier-charger charges the battery. On reaching full charge, the
rectifier-charger automatically shifts to float-charge mode
f. If any element of the UPS system fails and power is available at the
normal supply terminals of the system, the static bypass transfer
switch switches the load to the normal AC supply circuit without
disturbance or interruption
g. If a fault occurs in the system supplied by the UPS, and current flows
in excess of the overload rating of the UPS system, the static bypass
transfer switch operates to bypass the fault current to the normal AC
supply circuit for fault clearing
h. When the fault has cleared, the static bypass transfer switch returns
the load to the UPS system
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 104 of 208
i. If the battery is disconnected, the UPS continues to supply power to
the load with no degradation of its regulation of voltage and frequency
of the output bus
2. Manual operation includes the following:
a. Turning the inverter off causes the static bypass transfer switch to
transfer the load directly to the normal AC supply circuit without
disturbance or interruption
b. Turning the inverter on causes the static bypass transfer switch to
transfer the load to the inverter
3. Controls and indications: Basic system controls shall be accessible on a
common control panel on the front of the UPS enclosure
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 105 of 208
7. Training Requirements
The SELECTED VENDOR shall develop and conduct training programs to allow County
personnel to become knowledgeable with the system, subsystems, and individual
equipment.
7.1 General Training Requirements
Respondents shall fully describe all proposed training programs detailing how they
intend to provide training. The training description shall include the following:
1. A list of all subjects with a description of each
2. Class material to be provided by the SELECTED VENDOR
3. Number of classes
4. Class duration
5. Class size
6. Training costs shall be included for implementation phase.
Respondents shall propose a minimum of two classes for each type of training.
All training shall be conducted at various locations to be determined. The
SELECTED VENDOR shall coordinate with the County regarding the attendees
and schedule.
Classes shall be scheduled as near to system cutover as possible, or at other times
mutually agreed upon by the County and SELECTED VENDOR.
The SELECTED VENDOR shall train the County employees or designated
individuals. In some cases, a train-the-trainer approach will be used so that
attendees can train other users.
Respondents shall also propose computer-based or web-based training to allow
County personnel to refresh or update skills. This is particularly important for user /
subscriber radio equipment training.
The SELECTED VENDOR shall provide all instructional material, including printed
manuals, audio, video, interactive self-paced personal computer programs, and
complete 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. All instructional material
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 106 of 208
shall be subject to the approval of the County and shall become property of the
County.
7.2 Subscriber Equipment and Dispatch Console Training Requirements
The SELECTED VENDOR shall provide complete and comprehensive operational
training covering features, operation, and special care associated with the
subscriber radio and dispatch console equipment supplied. Operator training shall
include the following categories:
1. Portable unit operation (structured as Train-the-Trainer) (25 seats)
2. Mobile unit operation (structured as Train-the-Trainer) (25 seats)
3. Dispatch console operation (6 seats)
4. Dispatch console supervisor (6 seats)
Training classes provided by the SELECTED VENDOR shall be tailored to include
actual system talkgroups and subscriber/console features that will be used.
Standard training that covers general usage not applicable to the provided system
shall be removed from the training syllabus.
7.3 Technical/System Management Training Requirements
The SELECTED VENDOR shall provide complete and comprehensive technical
training in the theory, maintenance, and repair of each type of equipment and
system provided for the project. This training shall include, as a minimum, system
theory, troubleshooting, repair, and servicing techniques as applicable to the
selected system. Technical training shall include the following categories:
Infrastructure maintenance and troubleshooting
Subscriber radio equipment maintenance and troubleshooting
Microwave network maintenance, and troubleshooting
The SELECTED VENDOR shall provide complete and comprehensive technical
training for County technical staff charged with managing the system. This training
shall include, but is not limited to:
1. Planning and setting up the system and network
2. Building and implementing system and network profiles and configurations
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 107 of 208
3. Performing database management functions
4. Monitoring and managing the system’s performance
5. Writing and printing system reports.
6. System management training shall include the following categories:
a. NMS operation and control
b. Fleet mapping and radio programming
c. Any other purchased optional features requiring training
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 108 of 208
8. System Implementation, Test, and Acceptance Requirements
8.1 General Requirements
The SELECTED VENDOR shall attend project and construction meetings as
deemed necessary by the County prior to and during installation. Additional
meetings may be scheduled at the discretion of the County.
If any changes in the overall timeline occur, the SELECTED VENDOR shall update
the project schedule for discussion during these project meetings.
The SELECTED VENDOR shall provide written minutes of all meetings no later
than five (5) business days after the meeting.
The SELECTED VENDOR shall provide the County with all programming cables
required for the programming, or configuring of any provided piece of equipment.
8.2 Detailed Design Requirements
The SELECTED VENDOR shall submit the Detailed Design package within sixty
(60) days after contract award, which shall include the following:
1. Any updates to previously submitted design information
2. System block diagrams
3. Radio channel plans
4. Cutover plan:
a. A preliminary cutover plan describing how the radio system will be
phased over into a fully operational system
b. The SELECTED VENDOR shall successfully complete all tests and
training prior to the actual cutover of systems
c. The SELECTED VENDOR shall provide the necessary labor,
materials, and equipment to cutover from existing systems to the
proposed system
d. The plan shall include the schedule and procedures associated with
the transition of each operational user group. The plan shall
specifically address how the existing users will begin using the new
system with minimal operational impact
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 109 of 208
e. The plan shall provide detailed component or subsystem cutover
plans, and specifically delineate between systems that affect and do
not affect ongoing operations
f. The County reserves the right to approve and change the cutover
plan as it relates to any or all system components
5. Coverage Acceptance Test Plan (CATP)
6. Site-by-site equipment list
7. System installation, optimization, operation, and maintenance manuals for all
equipment
8. System installation plan detailing how any shelter space, or power constraints
will be mitigated during system installation. The Installation plan should
contain any items which may affect the cutover plan, or any site deficiencies
that need to be mitigated prior to installation of equipment
9. Sample factory testing documentation for each piece of equipment
10. Blank installation and optimization documents to be completed during
installation and provided with as-built documentation
11. Patching schedules and termination details for all cabling necessary for a
complete record of the installation
12. Location of demarcation points for any items to be provided by the County
13. Site installation drawings, including room layouts, all cable runs, and
grounding
14. Equipment rack/cabinet elevation diagrams
15. Tower drawings including antenna and coaxial cable loading information,
antenna center line heights, and any other equipment mounted on the tower
on a site by site basis
16. Tower structural analysis results for towers passing analysis
17. Passing structural analysis detailing required tower modifications for any
towers that fail analysis
The SELECTED VENDOR shall submit a draft Factory Acceptance Test Plan
(FATP) outlining a comprehensive series of tests that will demonstrate proof of
performance and readiness for shipment.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 110 of 208
The SELECTED VENDOR shall submit a draft System Acceptance Test Plan
(SATP) outlining a comprehensive series of test that will demonstrate proof of
performance after installation and optimization is complete.
1. The final FATP and final SATP shall be submitted no later than fifteen (15)
business days before the testing starts, and shall be approved no later than
five business days before the testing starts
2. Any other items as required, or requested by the County prior to Detailed
Design Review
3. The SELECTED VENDOR shall be responsible to notify the County of any
site deficiencies prior to completion of the Detailed Design Review. Any site
deficiencies found after the Detailed Design Review shall be the responsibility
of the SELECTED VENDOR to cure
4. All items, required for detail design shall be submitted to the County ten (10)
business days prior to the detailed design review meeting
8.3 Detailed Design Review Requirements
The SELECTED VENDOR shall prepare for and conduct a detailed design review
meeting to present the system detailed design for review and approval.
The detailed design review shall be considered the last step prior to ordering and/or
manufacturing of equipment. Upon approval of the detailed design by the County,
the SELECTED VENDOR may begin the ordering and manufacturing of system
equipment. The County shall not be held liable for any equipment ordered, or
manufactured prior to approval of the detailed design.
8.4 Fleet Mapping Requirements
The SELECTED VENDOR shall develop the fleet map with input and direction from
the County. The fleet map shall contain at a minimum:
1. Talkgroup IDs
2. Agency
3. Emergency actions
4. Encryption capability
5. Roaming capability
6. Priority
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 111 of 208
The SELECTED VENDOR shall also develop subscriber radio equipment
programming templates for all equipment, and program the units. These templates
shall have the basic features and functions defined for a particular subscriber and
user type. Templates shall be developed on a per agency basis.
The County will be given the opportunity to test up to twenty-five (25) subscriber
radio equipment prior to cutover to ensure fleet mapping fits the needs of the users.
If the fleet mapping requires modifications, the SELECTED VENDOR shall modify
the fleet map and allow for more testing by the County. There shall be no limit on
the number of changes required during fleet mapping in order to ensure the needs
of the users are met.
Once the fleet map and templates are approved by the County and completed, the
SELECTED VENDOR shall use these for installation of subscriber radio equipment
and for further configuration of the system. The SELECTED VENDOR shall submit
the final fleet maps and templates with the final as-built documentation.
8.5 Factory Staging Requirements
Each individual assembly or equipment unit shall undergo factory testing prior to
shipment.
Standard factory test documentation, documenting the tests performed and
indicating successful completion of testing shall be submitted to the County.
Respondents shall provide sample documents with their proposal for each
assembly, or equipment which will receive factory testing prior to staging and
shipping.
System staging:
1. The complete system shall be staged and tested at the factory, in the United
States, to the greatest extent practical. The intent of the staging tests is to
demonstrate to the County that the system is ready for shipment and
installation.
2. The SELECTED VENDOR shall provide all necessary technical personnel,
and test equipment to conduct staging tests. All deviations, anomalies, and
test failures shall be resolved at the SELECTED VENDOR’s expense.
3. The SELECTED VENDOR shall use an FATP. The FATP shall be signed and
dated by the SELECTED VENDOR and County representatives, following
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 112 of 208
completion of all tests. All tests in the FATP shall be marked as either pass,
fail, or pass qualify.
4. Failed tests shall be documented, corrected, and retested. All defective
components shall be replaced and retested. Defective components that
cannot be corrected shall be replaced at the expense of the SELECTED
VENDOR.
5. Retest of individual failed FATP tests or the entire plan shall be at the
County’s discretion.
6. The fully executed and completed FATP document shall be provided to the
County.
8.6 System Shipping/Delivery Requirements
The SELECTED VENDOR shall submit a Bill of Materials (BOM) / packing list with
two copies for each shipment of equipment. The packing list shall include the
following information at a minimum for each component included in the packaging:
1. Manufacturer
2. Model
3. Serial number
4. Software and firmware version release
5. Unique identification of the package containing the item
6. Installation facility/site location
7. Spare equipment identifier (where applicable)
8. Factory test data sheets for each component as applicable
All items shipped by the SELECTED VENDOR or their suppliers will include the
above information in a barcode format.
The SELECTED VENDOR shall be responsible for storage of equipment. At the
County’s discretion and if available, the County may provide storage space.
The SELECTED VENDOR shall retain title and risk of loss for all items until, in the
case of mobile equipment, installation in a vehicle, in the case of portable units until
delivery and inventory, and in the case of system components, until system
acceptance.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 113 of 208
8.7 System Installation Requirements
Installation shall include a complete and tested system to include placement of
associated cabling, appropriate system layout, and terminal connections. The
SELECTED VENDOR shall provide associated power supplies and any other
temporary and permanent hardware, adapters and/or connections to deliver a
complete operable system to the County at the time of acceptance.
All installations shall be performed by factory authorized or SELECTED VENDOR
affiliated service shops. Other shops or installers may be used upon mutual
agreement between the County and the SELECTED VENDOR. Qualified,
adequately trained personnel familiar with this type of work shall perform all
installations. Respondents shall provide the names of the service shops, a
summary of their experience and a list of five references (minimum) for each
proposed shop.
Prior to the start of the system installation, the SELECTED VENDOR shall
participate in a mandatory project site survey with the County’s representative to
confirm actual equipment location within each space. At that time, the exact
equipment locations will be determined and documented by the SELECTED
VENDOR.
The SELECTED VENDOR shall provide and pay for all materials necessary for the
execution and completion of all work. Unless otherwise specified, all materials
incorporated into the permanent work shall be new and shall meet the requirements
of this RFP. All materials furnished and work completed shall be subject to
inspection by the County or the County’s engineer.
Installation and optimization of the system shall follow manufacturers guidelines.
Any and all documents contained within installation or optimization manuals shall
be completed and included with as-built documents. This shall include any base
station transmit, or receive readings, multicoupler, TTA, combiners, and antenna
sweep documentation, etc.
To the greatest extent possible networking cables, or any other cabling which share
conduits, or cable trays with other County cables shall be of a distinct color allowing
for easy identification as cabling specific to the radio system.
All software revisions shall be documented and provided with as-built
documentation.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 114 of 208
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.
All equipment and devices shall be cleaned internally and externally, and all
damaged finishes shall be repaired.
Worksites shall be left neat and broom swept upon completion of work each day.
All shelter floors will be thoroughly cleaned and all scuff marks and abrasions will
be removed prior to acceptance. All trash shall be removed weekly.
Inspection:
1. The County and/or the County’s representative shall conduct an inspection
of the installations upon substantial completion. Any deficiencies shall be
documented on a single punch list and provided to the Contractor for
resolution.
2. The County reserves the right to be present and witness any portion of the
installation and/or system optimization.
3. Final acceptance testing shall not commence until all punch list items are
resolved.
8.8 System Acceptance Testing Requirements
Prior to system acceptance testing, the SELECTED VENDOR shall verify and
document that all equipment, hardware, and software are upgraded to the latest
factory revision. Multiple revision levels among similar equipment are not
acceptable. The County shall be given two (2) weeks written notice that the system
is ready for system acceptance testing.
System Acceptance Test Plan (SATP):
1. The draft SATP, which was provided during detailed design shall be finalized
with input from the County no less than fourteen (14) days prior to the start
of system acceptance testing.
2. The SELECTED VENDOR shall use the completed and approved SATP. The
SATP shall be signed and dated by the SELECTED VENDOR and County
representatives following completion of all tests. All tests in the SATP shall
be marked as either pass, fail, or pass qualify.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 115 of 208
3. The SELECTED VENDOR shall provide all necessary technical personnel,
and test equipment to conduct SATP tests. All deviations, anomalies, and
test failures shall be resolved at the SELECTED VENDOR’s expense.
4. Failed tests shall be documented, corrected, and retested. All defective
components shall be replaced and retested. Defective components that
cannot be corrected shall be replaced at the expense of the SELECTED
VENDOR.
5. Retest of individual failed SATP tests or the entire plan shall be at the
County’s discretion.
6. The fully-executed and completed SATP document shall be provided to the
County.
7. The SATP shall cover all systems and subsystems provided by the
SELECTED VENDOR, including but not limited to the following:
a. P25 system operation
b. Console subsystem
c. NMS subsystem
d. Microwave system
e. FSA
8.9 Radio Coverage Testing Requirements
Respondents shall submit a preliminary Coverage Acceptance Test Plan (CATP)
with the Proposal. The final CATP shall be submitted during the detailed design
stage of the project.
CATP:
1. The CATP shall be consistent with the procedures and guidelines outlined in
TSB-88, latest revision.
2. Coverage testing shall commence only after the radio system is fully-tested
and aligned. Significant changes to the system will require retesting of
coverage at the County’s discretion.
3. The SELECTED VENDOR shall perform three types of coverage testing
measurements for each testable grid both inbound and outbound talk paths:
a. Automated testing for BER levels
a. Automated testing for signal strength levels
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 116 of 208
b. Manual subjective DAQ
4. Automated and intelligibility testing shall be complementary and serve to fully-
verify that coverage requirements are met both technically and operationally.
BER, signal strength, and DAQ shall be used to fully-verify that coverage
requirements are met.
5. Test configurations:
a. Testing configurations for automated and intelligibility testing shall
represent typical operating configurations to the greatest extent
possible, using portable and mobile radio equipment to be used with
the system.
b. For testing purposes, the County shall be divided into 1/4-square mile
bins (½-mile x ½-mile). The SELECTED VENDOR may subdivide
grids if necessary.
c. Inaccessible grids shall not count as either a pass or fail in the
statistical analysis.
d. Automated objective mobile drive testing:
1) The SELECTED VENDOR shall test both the signal level and
BER, at a statistically significant number of test locations (test
grids) throughout the County’s service area utilizing
automated test equipment.
2) BER testing shall be conducted for both uplink and downlink
paths.
e. Non-automated subjective DAQ testing:
1) DAQ coverage testing for talk-in and talk-out performance
shall be conducted using typical portable radios to be used on
the system.
2) The SELECTED VENDOR shall provide a standardized test
form for testing.
BER pass/fail criteria shall be based on TSB-88 values for P25 TDMA uplink and
downlink paths as specified for an equivalent DAQ of 3.4 or better for the portions
of County service area, at 95% reliability, as specified in Section 3.5, Radio System
Coverage. Coverage testing is required for both the outbound (talk-out) signal and
the inbound (talk-in) signal. The BER for the inbound signal may not be calculated;
it must be tested. If the BER test fails, the coverage guarantee shall be deemed as
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 117 of 208
invalid as well. The SELECTED VENDOR shall be responsible for making
necessary adjustments to system design, securing any additional equipment
needed and installation of equipment and software necessary to satisfy the
coverage guarantee.
Buildings listed in Appendix C – Critical Building List, shall be tested for 95%
coverage utilizing the non-automated subjective DAQ testing.
8.10 Cutover Requirements
The SELECTED VENDOR shall provide all necessary personnel required to
support the cutover plan. These personnel will be present just prior to, during and
immediately following cutover to ensure a smooth transition.
Cutover will not occur until all punch list items have been resolved and all
installation and testing procedures have been executed and passed. The County
will reserve the right to begin the cutover process in the event there are existing
open punch list items.
8.11 30-Day Operational Test Period Requirements
Upon successful completion of system acceptance testing and completion of
cutover, the system will be operated in the fully-loaded configuration using normal
operating parameters.
Should a critical failure occur, or reoccurring similar failures occur during this period
the system will be repaired by the SELECTED VENDOR and the thirty (30) day test
will restart for an additional thirty (30) days.
The SELECTED VENDOR and the County will mutually define critical failures.
8.12 As-Built Documentation Requirements
At the completion of the installation phase, the SELECTED VENDOR shall provide
complete as-built documentation, including but not limited to the following:
1. Equipment provided
2. Plan and elevation drawings of all equipment including antennas on towers
3. Cabling and terminations
4. Software and configuration files for all equipment
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 118 of 208
5. System block diagrams
6. Site layout drawings
7. Construction drawings for new (greenfield) and existing sites
8. Tower mapping documentation
9. Tower structural analysis documentation
10. Detailed design documentation
11. Fleet mapping and programming
12. Setup and alignment information
13. Successfully completed, signed, and dated acceptance testing documents
including staging, coverage and final acceptance testing.
14. Warranty documentation
15. All documentation provided as part of detailed design
8.13 System Acceptance Requirements
The County shall deem the system ready for final system acceptance following successful
completion and approval of the following:
Final design submittals
FATP
System installation
SATP
CATP
Training
Cutover
Thirty (30) day operational test period
As-built documentation
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 119 of 208
9. Warranty, Maintenance, and Support Requirements
9.1 Warranty Requirements
The proposed communications system shall have a warranty period of three (3)
years. The warranty period shall commence upon final system Acceptance. The
warranty shall cover all equipment and software provided in the final equipment list
and installed by the SELECTED VENDOR.
The SELECTED VENDOR shall provide a single toll-free telephone number that
answers twenty-four (24) hours a day, seven (7) days a week, 365 days a year, for
service requests and warranty claims.
Respondents shall state in their proposals the name, address, and capabilities of
the service station(s) providing warranty service.
The following procedures shall be followed during the warranty period:
1. Warranty maintenance shall be performed twenty-four (24) hours a day with
no additional charges.
2. The service facility shall provide prompt repair service, with service personnel
arriving onsite within two (2) hours after a service request by the County and
returning the system to service within four hours after a service request by
the County.
3. The County shall be provided written documentation indicating the cause of
the service outage, the resolution, and all post repair testing procedures to
ensure proper operation. In the event County owned spares are used to
complete a repair, the model and serial number of both the defective unit and
the spare shall be noted in the documentation.
4. For all equipment needing factory or depot repairs, a comprehensive tracking
system shall be put in place by the SELECTED VENDOR to track units to
and from the factory/depot.
The following services will be provided during the warranty period:
1. Network monitoring: the SELECTED VENDOR shall remotely monitor all
components provided as part of this procurement. Monitoring shall be
performed continuously twenty-four (24) hours per-day 365 days per-year
from a remote location specifically staffed with personnel performing
monitoring duties for other systems throughout the United States.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 120 of 208
Connectivity required for network monitoring shall be provided and paid for
by the SELECTED VENDOR. All network monitored events shall be logged
by the SELECTED VENDOR and a report shall be provided to the County on
an agreed upon schedule.
2. Dispatch services: the SELECTED VENDOR shall notify the appropriate
personnel in the event of a system event detected through the network
monitoring service. Any events requiring notification of maintenance
personnel shall be logged and provided to the County on a monthly basis, or
as requested.
3. Onsite repair: the SELECTED VENDOR shall supply the appropriate
personnel to provide on-site repair of any failed system components or
ancillary equipment. All components provided through this procurement shall
be repaired by the SELECTED VENDOR or their subcontractors. System
components shall be returned to a fully functional state via direct onsite
repair, replacement of faulty module, or replacement of entire component.
4. Depot repair: the SELECTED VENDOR shall provide for depot repair of any
components found to be defective, or not within factory specifications. Depot
repair shall also include an overnight delivery of replacement parts for use in
place of a defective item while it is being repaired. The County shall have the
option of keeping the replacement part, or returning the repaired component
to service.
5. Software services: the SELECTED VENDOR shall provide and install any
software patches, anti-virus definitions, or other software as released to any
provided networking and/or system devices.
6. Information security services: the SELECTED VENDOR shall monitor the
network architecture to detect and respond to security related incidents,
manage system firewalls, update anti-virus software, test and update security
patches, and proactively manage the security of the radio system network.
7. Software refresh: the SELECTED VENDOR shall install all software updates
as they are released and are applicable to the provided system and its
components. The SELECTED VENDOR shall provide all labor and software.
Prior to expiration of the warranty period, all system software shall be updated
to the latest software revision shipping on the end-of-warranty date.
8. Hardware refresh: the SELECTED VENDOR shall replace any hardware that
is not compatible with the latest revision software. In addition, all system
components shall be replaced with the then current versions shipping on the
warranty expiration date. This ensures system components are not at end of
life upon expiration of the warranty period.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 121 of 208
9. System manager: the SELECTED VENDOR shall provide system
management functions by an individual that has been factory trained and is
competent to monitor and change network settings as required by the County.
These services shall be available during the system warranty period on an as
needed basis and will not be limited to alias database changes, usage and
alarm reports. If any changes to the system cannot be performed by the
provided system manager, the SELECTED VENDOR shall provide the
appropriate personnel to meet the request of the County.
10. Spare parts: the SELECTED VENDOR shall maintain a sufficient quantity of
spare parts to maintain 24/7 operation of the provided system and
subsystems. A spare shall be available for any system component not
configured for redundant operation. Spare antennas shall be on hand for
each make and model used in the system design
9.2 Parts Availability Requirements
From the date of system acceptance to the seventh anniversary of the date of
system acceptance, the SELECTED VENDOR shall maintain replacement parts for
all delivered equipment.
In the event the SELECTED VENDOR plans to discontinue stocking any part
required for maintenance after the seventh anniversary of system acceptance, the
SELECTED VENDOR shall send written notice to the County twenty-four (24)
months prior to the date of discontinuance and maintain support for five years.
All parts, ordered on a priority basis, shall be delivered within twenty-four ( 2)4 hours
after placing an order. The SELECTED VENDOR shall provide year around, twenty-
four (24) hour ordering facilities via telephone, internet, email, and fax service.
9.3 Spare Equipment Requirements
From the date of system acceptance to the seventh anniversary of the date of
system acceptance, the SELECTED VENDOR shall maintain replacement parts for
all delivered equipment.
In the event the SELECTED VENDOR plans to discontinue stocking any part
required for maintenance after the seventh anniversary of system acceptance, the
SELECTED VENDOR shall send written notice to the County twenty-four (4)
months prior to the date of discontinuance to allow for last-time buys and
replenishment.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 122 of 208
All parts, ordered on a priority basis, shall be delivered within twenty-four (24) hours
after placing an order. The SELECTED VENDOR shall provide year around, twenty-
four (24)-hour ordering facilities via telephone, internet, email, and fax service.
Respondents shall propose to the County, as an OPTION, recommended spare
parts for the system, subsystems, and individual equipment.
The list of spare parts shall include, but is not limited to:
1. Any Respondent identified Field Replaceable Units (FRUs)
2. Any infrastructure component, which does not have FRUs that can cause a
critical failure if it were to fail. Examples could include Base Station Antennas
and other non-modular components.
3. Power supplies
4. Test measurement, calibration and repair kits
5. Diagnostic equipment to support County maintenance activities
6. Spares for less critical items shall also be listed
The list shall include items that will rapidly and completely restore all critical system
functionality with the least amount of effort, e.g., board replacement instead of
troubleshooting to the component level when a critical unit has failed.
The quantities of spares in the list shall be appropriately sized to accommodate
equipment quantities in the system.
The list shall define the primary equipment category each spare kit supports, e.g.,
transceiver board for a repeater, interface board for a console, etc.
The system engineering design documentation shall include a narrative on the
Respondent’s ability to replace failed units from stock and the process and timing
to repair, replace, and return failed units delivered for repair.
System engineering design documentation shall also include the Mean Time
Between Failure (MTBF) of equipment, parts, and other maintenance support for
the system
9.4 Post-Warranty Maintenance Requirements
As an OPTION, Respondents shall propose maintenance services for subsequent
years, renewable on an annual basis. A minimum of pricing for years four (4)
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 123 of 208
through ten (10) shall be provided with pricing detailed for each annual period.
Maintenance services shall be provided for all pieces of equipment proposed and
installed.
Respondents shall fully-describe the terms and conditions of the maintenance
services.
Respondents shall indicate who the local authorized repair facility will be for post
warranty repairs upon completion of the detailed design review process.
Respondents shall provide detailed pricing for post-warranty products and services
within Appendix B. Accompanying the pricing, Respondents shall provide narrative
documents describing the proposed products and services.
If Respondents wrap several products and services into a larger offering, they shall
detail each within Appendix B and the narrative documents.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 124 of 208
10. General Terms and Conditions
The County has included its General Terms and Conditions and other required forms for
Respondents to review and return as part of their submission package.
Respondents shall review and complete the forms provided by the County in the
following Appendices
1. Appendix G – General Conditions and Instructions to Bidders/Offerors
(Respondents)
2. Appendix H – Insurance Checklist
3. Appendix I – Non-Collusion Statement
4. Appendix JI – Vendor (Respondent) Sheet
5. Appendix K – Offeror (Respondent) Statement
6. Appendix L – SCC Form
10.1 Insurance Requirements
By signing and submitting a proposal under this solicitation, the Respondent
certifies that if awarded the contract, it will have the insurance coverage specified
on the Insurance Checklist in Appendix H at the time work commences.
Additionally, the Respondent certifies that it will maintain all required insurance
coverage during the entire term of the contract and that all insurance coverage will
be provided by insurance companies authorized to sell insurance in Virginia by the
Virginia State Corporation Commission.
During the period of the contract, the County requires the SELECTED VENDOR to
furnish the certificates of insurance for coverage required to the Contract Officer of
the County, with each County endorsed as additional insured.
10.2 Authority to Bind Firm in Contract
Proposals must give full name and address of Respondent. Failure to manually sign
proposal may disqualify the proposal. The person signing the proposal should show
title or authority to bind the SELECTED VENDOR in the contract. The firm’s full,
legal name and authorized signature must appear on the proposal in the space
provided.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 125 of 208
10.3 Severability
In the event any provision shall be adjudged or decreed to be invalid, such ruling
shall not invalidate the entire Agreement but shall pertain only to the provision in
question and the remaining provisions shall continue to be valid, binding and in full
force and effect.
10.4 Ownership of Documents
Any reports, studies, photographs, negatives, or other documents prepared by the
SELECTED VENDOR(s) for the specific, limited performance of its obligations
under this contract shall be the exclusive property of the County, and all such
materials shall be remitted to the County by the SELECTED VENDOR upon
completion, termination or cancellation of the contract. SELECTED VENDOR shall
not use, willingly allow, or cause to have such materials used for any purpose other
than performance of the SELECTED VENDOR’s obligations under this contract
without the prior written consent of the County.
10.5 Performance
Unacceptable Performance – The County reserves the right to inspect all
operations/records and to withhold payment for any services not performed to or
performed not in accordance with specifications/contract documents.
Payments withheld for unsatisfactory performance may be released upon receipt of
satisfactory evidence that the services have been corrected to the County’s
satisfaction. These corrections shall be at no cost to the County.
The SELECTED VENDOR shall correct deficiencies within 24 hours of notice by
telephone or in writing. Failure to do so shall be cause for withholding of payment
for the service and may result in default action.
10.6 Contingent Fee Warranty
The Respondent warrants that it has not employed or retained any person or
persons not generally associated with Respondent for the purpose of soliciting or
securing this agreement.
The Respondent further warrants that it has not paid or agreed to pay any company
or person any fee, commission, percentage, brokerage fee, gift or any other
consideration contingent upon the award or making of this agreement. For breach
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 126 of 208
of one or both of the foregoing warranties, the County shall have the right to
terminate this agreement without liability, or in its discretion, to deduct from the
agreed fee, payment or consideration, or otherwise recover, the full amount of said
prohibited fee, commission, percentage, brokerage fee, gift or contingent fee.
10.7 Method of Ordering and Payment
The SELECTED VENDOR shall accept County purchase orders as the approved
method of ordering, both for the initial system upgrade and, for any equipment
purchased subsequently to that initial project.
Each County purchase order will cite a specific period of time and will indicate an
authorized representative allowed to make releases against the purchase order
and/or to be contacted with any correspondence or questions relative to the
purchase order.
The Contractor shall submit invoices, listing the services performed and completed.
Invoice must show: Purchase order number, contract number, detail of services
received and total amount due. Invoices must be submitted to the address/persons
shown on the Purchase Order.
The County will make payment within forty-five (45) days of receipt of accurate and
complete invoice.
10.8 State Corporation Commission (SCC) Requirements
Proposals shall include the identification number issued by the State Corporation
Commission (SCC) as proof of registration or justification for non-registration
Use the form included as Appendix L to this RFP to provide the Respondent’s State
Corporation Commission Identification Number or justification for non-registration.
The SCC may be reached at 804-371-9733 or at www.scc.virginia.gov/default.aspx.
Failure to include this form with proposal submissions may result in rejection of the
proposal.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 127 of 208
Appendix A - Compliance Matrix
RFP Section Description
Respondents Statement of Compliance
Respondents Clarifications and Comments
1 Project Overview
1.1 Introduction
1.1.1 Existing Radio Communications System
1.2 Overview of this RFP
1.3 Project Summary
1.4 Proposals Desired
1.5 Alternative Proposals
1.6 Quality Assurance and Control (QA/QC)
1.6.1 Standards and Guidelines
1.6.2 Frequency Coordination and Licensing
1.6.3 Federal Aviation Administration (FAA) (if applicable)
1.6.4 Project Management
1.6.5 Quality Assurance QA / Quality Control (QC) Program
2 Instructions to Respondents
2.1 General Instructions
2.2 Mandatory Pre-Proposal Conference
2.3 Proposal Schedule
2.4 Proposal Format
2.4.1 Cost Proposal
2.5 Proposal Evaluation
2.6 Proposal Evaluation Criteria
2.7 Contract Award
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 128 of 208
RFP Section Description
Respondents Statement of Compliance
Respondents Clarifications and Comments
3 Radio Communications System Requirements
3.1 Overview
3.2 Project 25 (P25)
3.3 Redundancy and Survivability
3.4 Radio System Capacity
3.4.1 Grade of Service (Gos)
3.4.2 Expansion
3.5 Radio System Coverage
3.5.1 Radio Coverage Model and Maps
3.5.2 TIA® TSB-88 - Annex A CATP User Choices
3.5.3 Link Budgets
3.6 Project 25 (P25) System Feature Requirements
3.6.1 Radio Communications System Control Equipment
3.6.2 Simulcast Control Equipment
3.6.3 Over-the-Air Programming (OTAP)
3.6.4 Encryption
3.6.5 Over-the-Air Rekeying (OTAR)
3.6.6 Global Positioning System (GPS) and interface to CAD Automatic Vehicle Location (AVL)
3.6.7 Receiver Voting
3.6.8 Base Station Equipment
3.6.9 Antenna Systems
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 129 of 208
RFP Section Description
Respondents Statement of Compliance
Respondents Clarifications and Comments
3.6.10 Interoperability Gateway Devices
3.6.11 Dispatch Console Subsystem
3.6.12 Multimedia Logging Recorder System
3.6.13 Network Management System (NMS)
3.6.14 Fire Station Alerting (FSA)
3.7 Project 25 (P25) System Optional Features
3.7.1 Geographically Diverse P25 Control Equipment
3.7.2 P25 Inter-RF Subsystem Interface (ISSI)
3.7.3 Smartphone Integration
3.7.4 Personnel Accountability Service
3.8 VHF Paging and Interoperability Subsystem
4 Backhaul Network Requirements
4.1 Orange County Fiber Optic Network
4.2 Licensed Digital Microwave Network
4.3 Microwave Backhaul Network Engineering
4.4 Microwave Antenna System
4.5 Backhaul Network Management
5 Subscriber Radio Equipment Requirements
5.1 Overview
5.2 General Subscriber Radio Equipment Requirements
5.2.1 Portable Radios
5.2.2 Mobile Radios
5.2.3 Control Stations
5.2.4 Vehicular Repeaters
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 130 of 208
RFP Section Description
Respondents Statement of Compliance
Respondents Clarifications and Comments
6 Facilities and Infrastructure Development Requirements
6.1 General Requirements
6.2 Site Selection Requirements
6.2.1 Existing Site Development Requirements
6.3 New (Greenfield) Site Development Requirements
6.3.1 Site Preparation Requirements
6.3.2 Fencing Requirements
6.3.3 Radio Communications Tower Requirements
6.3.4 Equipment Shelter Requirements
6.3.5 Generator and Automatic Transfer Switch (ATS) Requirements
6.3.6 Uninterruptable Power Supplies (UPS)
7 Training Requirements
7.1 General Training Requirements
7.2 Subscriber Equipment and Dispatch Console Training Requirements
7.3 Technical/System Management Training Requirements
8 System Implementation, Test, and Acceptance Requirements
8.1 General Requirements
8.2 Detailed Design Requirements
8.3 Detailed Design Review Requirements
8.4 Fleet Mapping Requirements
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 131 of 208
RFP Section Description
Respondents Statement of Compliance
Respondents Clarifications and Comments
8.5 Factory Staging Requirements
8.6 System Shipping/Delivery Requirements
8.7 System Installation Requirements
8.8 System Acceptance Testing Requirements
8.9 Radio Coverage Testing Requirements
8.1 Cutover Requirements
8.11 30-Day Operational Test Period Requirements
8.12 As-Built Documentation Requirements
8.13 System Acceptance Requirements
9 Warranty, Maintenance, and Support Requirements
9.1 Warranty Requirements
9.2 Parts Availability Requirements
9.3 Spare Equipment Requirements
9.4 Post-Warranty Maintenance Requirements
10 General Terms and Conditions
10.1 Insurance Requirements
10.2 Authority to Bind Firm in Contract
10.3 Severability
10.4 Ownership of Documents
10.5 Performance
10.6 Contingent Fee Warranty
10.7 Method of Ordering and Payment
10.8 State Corporation Commission (SCC) Requirements
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 132 of 208
Appendix B - Proposal Pricing Forms
Table B.1 – Proposal Pricing Form (Total Base System Costs)
Description Total
System Components (Subtotals from Table B.2)
System Control Equipment
Simulcast Control Equipment
Remote Site Equipment
Microwave Network Equipment
Network Management System
Dispatch Console Equipment
Spare Equipment
Other
Total System Components Cost
System Services (Subtotals from Table B.3)
Installation
Project Management
System Engineering
System Staging
Coverage & Acceptance Testing
Documentation
Training
Warranty & Maintenance
Other
Total Services Cost
Infrastructure Development - Existing Sites (Subtotals from Table B.4A)
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 133 of 208
Description Total
Towers
Shelters
Generator, Propane Tanks, and ATS
PM, Engineering, and Installation
Other
Total Infrastructure Development Cost - Existing Sites
Infrastructure Development - (Subtotals from Alternate Sites (Table B.4B))
Towers
Shelters
Generator, Propane Tanks, and ATS
Remote Site Equipment
Microwave Network Equipment
PM, Engineering, and Installation
Other
Total Infrastructure Development Cost - Alternate Sites
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 134 of 208
User Radio Cost (Subtotals from Table B.6)
Portable Radios
Mobile Radios
Control Stations
Warranty & Maintenance
Other
Total User Radio Cost
Total Proposal Cost
The remainder of this page
intentionally left blank.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 135 of 208
Table B.2 – Proposal Pricing Form (System Components Cost)
NOTE: Show unit cost per site where applicable
PROPOSAL PRICING FORM (System Components Cost)
Item Description Site Name/Location Qty. Unit Cost Extended Cost
System Control Equipment
System Core Equipment with redundancy to support system services proposed
System Core Equipment software and licensing to support system services proposed
Interoperability Gateway Devices
Ancillary Support Equipment (e.g., UPS and similar)
System Control Equipment Subtotal
Simulcast Control Equipment
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 136 of 208
NOTE: Show unit cost per site where applicable
PROPOSAL PRICING FORM (System Components Cost)
Item Description Site Name/Location Qty. Unit Cost Extended Cost
Geo-diverse Simulcast Control Equipment to support required system services
Geo-diverse Simulcast Control Equipment software and licensing to support required system services
Geo-diverse Voting Control Equipment
Geo-diverse Voting Control Equipment software and licensing
Ancillary Support Equipment (e.g., UPS and similar)
Simulcast Control Equipment Subtotal
Remote Site Equipment
Remote site control and RF equipment
Remote site control and RF equipment licensing and software
Antenna systems (Radio)
Ancillary Support Equipment (e.g., UPS, dehydrators, etc.)
Interoperability Gateway Devices
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 137 of 208
NOTE: Show unit cost per site where applicable
PROPOSAL PRICING FORM (System Components Cost)
Item Description Site Name/Location Qty. Unit Cost Extended Cost
Remote Site Equipment Subtotal
Microwave Network Equipment
Microwave control and RF equipment
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 138 of 208
NOTE: Show unit cost per site where applicable
PROPOSAL PRICING FORM (System Components Cost)
Item Description Site Name/Location Qty. Unit Cost Extended Cost
Microwave control and RF equipment software and licensing
Antenna systems (Microwave)
Ancillary Support Equipment (e.g., UPS, dehydrators, etc.)
Ice Shields
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 139 of 208
NOTE: Show unit cost per site where applicable
PROPOSAL PRICING FORM (System Components Cost)
Item Description Site Name/Location Qty. Unit Cost Extended Cost
Microwave Network Equipment Subtotal
Network Management System
Network Management Control Equipment
Network Management Remote Site Equipment
Network Management Terminals
Subtotal Network Management System
Dispatch Console System (6 dispatch positions)
Common or Core equipment
Common/Core software and licensing
Operator position equipment
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 140 of 208
NOTE: Show unit cost per site where applicable
PROPOSAL PRICING FORM (System Components Cost)
Item Description Site Name/Location Qty. Unit Cost Extended Cost
Operator position software and licensing
Voice logging recorder interface
CAD system interface
Console back up control stations
Interoperability Gateway Devices
Dispatch Console System Subtotal
Recommended Spare Equipment (list)
Recommended Spare Equipment Subtotal
Other
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 141 of 208
NOTE: Show unit cost per site where applicable
PROPOSAL PRICING FORM (System Components Cost)
Item Description Site Name/Location Qty. Unit Cost Extended Cost
Other Subtotal
Total System Components Cost
Table B.3 – Proposal Pricing Form (System Services Cost)
NOTE: Show unit cost per site where applicable
PROPOSAL PRICING FORM (System Services Cost)
Item Description Site Name/Location Qty. Unit Cost Extended Cost
Installation
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 142 of 208
NOTE: Show unit cost per site where applicable
PROPOSAL PRICING FORM (System Services Cost)
Item Description Site Name/Location Qty. Unit Cost Extended Cost
Installation Subtotal
Project Management
Project Management Subtotal
System Engineering
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 143 of 208
NOTE: Show unit cost per site where applicable
PROPOSAL PRICING FORM (System Services Cost)
Item Description Site Name/Location Qty. Unit Cost Extended Cost
System Engineering Subtotal
System Staging
System Staging Subtotal
Coverage & Acceptance Testing
Coverage Testing
Factory Acceptance Testing
System Acceptance Testing
Coverage and Acceptance Testing Subtotal
Documentation
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 144 of 208
NOTE: Show unit cost per site where applicable
PROPOSAL PRICING FORM (System Services Cost)
Item Description Site Name/Location Qty. Unit Cost Extended Cost
Documentation Subtotal
Training
User Radio Operator Training
Dispatch Console Operator Training
Dispatch Supervisor Training
System Manager Training
Training Subtotal
Warranty & Maintenance (Radio System, Microwave, and Dispatch Consoles)
Remote System Monitoring (24/7)
Onsite Response and Repair (24/7)
FRU Exchange and Repair
Annual Preventive Maintenance and Optimization
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 145 of 208
NOTE: Show unit cost per site where applicable
PROPOSAL PRICING FORM (System Services Cost)
Item Description Site Name/Location Qty. Unit Cost Extended Cost
On Call Technical Support Services (24/7)
Information Security Monitoring and Protection Services
System software maintenance (updates)
Warranty and Maintenance Subtotal
Other
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 146 of 208
NOTE: Show unit cost per site where applicable
PROPOSAL PRICING FORM (System Services Cost)
Item Description Site Name/Location Qty. Unit Cost Extended Cost
Other Subtotal
Total System Services Cost
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 147 of 208
Table B.4A – Proposal Pricing Form (Existing Site Development Cost)
NOTE: Show unit cost per site where applicable
PROPOSAL PRICING FORM (Existing Site Development Cost)
Item Description Site Name/Location Qty. Unit Cost Extended Cost
Towers
Towers Subtotal
Shelters
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 148 of 208
NOTE: Show unit cost per site where applicable
PROPOSAL PRICING FORM (Existing Site Development Cost)
Item Description Site Name/Location Qty. Unit Cost Extended Cost
Shelters Subtotal
Generator, Propane Tanks, and ATS
Generator, Propane Tanks, and ATS Subtotal
Project Management
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 149 of 208
NOTE: Show unit cost per site where applicable
PROPOSAL PRICING FORM (Existing Site Development Cost)
Item Description Site Name/Location Qty. Unit Cost Extended Cost
Project Management Subtotal
Engineering
Engineering Subtotal
Installation
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 150 of 208
NOTE: Show unit cost per site where applicable
PROPOSAL PRICING FORM (Existing Site Development Cost)
Item Description Site Name/Location Qty. Unit Cost Extended Cost
Installation Subtotal
Other
Other Subtotal
Total Infrastructure Development Cost
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 151 of 208
The remainder of this page
intentionally left blank.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 152 of 208
Table B.4B – Proposal Pricing Form (Alternate Site Development Cost)
NOTE: Show unit cost per site where applicable
NOTE: Show unit cost per site where applicable
PROPOSAL PRICING FORM (Alternate Site Development Cost)
Item Description Site Name/Location Qty. Unit Cost Extended Cost
Towers
Towers Subtotal
Shelters
Shelters Subtotal
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 153 of 208
NOTE: Show unit cost per site where applicable
PROPOSAL PRICING FORM (Alternate Site Development Cost)
Item Description Site Name/Location Qty. Unit Cost Extended Cost
Generator, Propane Tanks, and ATS
Generator, Propane Tanks, and ATS Subtotal
Remote Site Equipment
Remote site control and RF equipment
Remote site control and RF equipment licensing and software
Antenna systems (Radio)
Ancillary Support Equipment (e.g. UPS, dehydrators, etc.)
Interoperability Gateway Devices
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 154 of 208
NOTE: Show unit cost per site where applicable
PROPOSAL PRICING FORM (Alternate Site Development Cost)
Item Description Site Name/Location Qty. Unit Cost Extended Cost
Remote Site Equipment Subtotal
Microwave Network Equipment
Microwave control and RF equipment
Microwave control and RF equipment software and licensing
Antenna systems (Microwave)
Ancillary Support Equipment (e.g. UPS, dehydrators, etc.)
Ice Shields
Microwave Network Equipment Subtotal
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 155 of 208
NOTE: Show unit cost per site where applicable
PROPOSAL PRICING FORM (Alternate Site Development Cost)
Item Description Site Name/Location Qty. Unit Cost Extended Cost
Project Management
Project Management Subtotal
Engineering
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 156 of 208
NOTE: Show unit cost per site where applicable
PROPOSAL PRICING FORM (Alternate Site Development Cost)
Item Description Site Name/Location Qty. Unit Cost Extended Cost
Engineering Subtotal
Installation
Installation Subtotal
Other
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 157 of 208
NOTE: Show unit cost per site where applicable
PROPOSAL PRICING FORM (Alternate Site Development Cost)
Item Description Site Name/Location Qty. Unit Cost Extended Cost
Other Subtotal
Total Infrastructure Development Cost
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 158 of 208
Table B.5 – Proposal Pricing Form (Optional System Components Cost)
NOTE: Show unit cost per site where applicable
PROPOSAL PRICING FORM (Optional System Components Cost)
Item Description Site
Name/Location Qty. Unit Cost Extended Cost
System Control Equipment
Geo Diverse Core Equipment to support system services proposed
Geo Diverse Core Equipment software and licensing to support system services proposed
ISSI connection to neighboring system
Interoperability Gateway Device (per device)
Ancillary Support Equipment (e.g., UPS and similar)
Smartphone interface equipment to P25 system
Smartphone interface equipment software and licensing
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 159 of 208
NOTE: Show unit cost per site where applicable
PROPOSAL PRICING FORM (Optional System Components Cost)
Item Description Site
Name/Location Qty. Unit Cost Extended Cost
Simulcast Control Equipment
Geo-diverse Simulcast Control Equipment to support required system services
Geo-diverse Simulcast Control Equipment software and licensing to support required system services
Geo-diverse Voting Control Equipment
Geo-diverse Voting Control Equipment software and licensing
Ancillary Support Equipment (e.g., UPS and similar)
Network Management System
Network Management Control Equipment (expansion)
1
Network Management Remote Site Equipment (expansion)
1
Network Management Terminals (expansion)
1
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 160 of 208
NOTE: Show unit cost per site where applicable
PROPOSAL PRICING FORM (Optional System Components Cost)
Item Description Site
Name/Location Qty. Unit Cost Extended Cost
Dispatch Console Equipment (8 positions)
Common or Core equipment
Common/Core software and licensing
Operator position equipment
Operator position software and licensing
Voice logging recorder interface
Console back up control stations
Interoperability Gateway Devices
Preparation of Site Construction Documents
Site construction documents (bid documents) suitable for release by County
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 161 of 208
NOTE: Show unit cost per site where applicable
PROPOSAL PRICING FORM (Optional System Components Cost)
Item Description Site
Name/Location Qty. Unit Cost Extended Cost
Recommended Spare Equipment (list)
Other
The remainder of this page
intentionally left blank.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 162 of 208
Table B.6 – Proposal Pricing Form (User Radio Cost)
PROPOSAL PRICING FORM (User Radio Cost)
Item Description Qty. Model/Item/Option/
Part # Unit Cost
Extended Cost
Portable Radios
Basic Tier Portable: 700/800 MHz, Project 25 - Phase 2, w/battery, belt clip, standard antenna, IP54 rated (minimum), display with limited keypad (3-6 keys), 512 modes/channels
Basic Tier Radio Options:
Ruggedized Housing
OTAP Software
Spare Batteries
Desk Chargers
Multi-Unit Chargers (minimum of 6 slots)
Swivel Carry Case
Speaker Mic with Antenna
Programming
Basic Tier Portable w/acc. Totals
Mid-Tier Portable: 700/800 MHz, Project 25 - Phase 2,w/battery, belt clip, standard antenna, IP67 rated (minimum), display with limited keypad, 512 - 1000 modes/channels
Mid-Tier Radio Options:
Ruggedized Housing
High Visibility Housing
OTAP Software
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 163 of 208
PROPOSAL PRICING FORM (User Radio Cost)
Item Description Qty. Model/Item/Option/
Part # Unit Cost
Extended Cost
Encryption
OTAR Software
Multikey Software
Hi-Capacity Battery upgrade (3000 mAh
rating or better)
Hi-Capacity Spare Battery
Standard Capacity Spare Battery
Desk Chargers
Multi-Unit Chargers (minimum of 6 slots)
Swivel Carry Case
Speaker Mic with Antenna
Programming
Mid-Tier Portable w/acc. Totals
High Tier Portable: 700/800 MHz, Project 25 - Phase 2, w/battery, belt clip, standard antenna, IP67 rated (minimum), display with full keypad, 1000+ modes/channels
High Tier Radio Options:
Ruggedized Housing
OTAP Software
Encryption
OTAR Software
Multikey Software
Hi-Capacity Battery upgrade (3000 mAh
rating or better)
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 164 of 208
PROPOSAL PRICING FORM (User Radio Cost)
Item Description Qty. Model/Item/Option/
Part # Unit Cost
Extended Cost
Hi-Capacity Spare Battery
Standard Capacity Spare Battery
Desk Chargers
Multi-Unit Chargers (minimum of 6 slots)
Swivel Carry Case
Speaker Mic with Antenna
Vehicular Charger
Bluetooth Remote Speaker Mic
Programming
High Tier Portable w/acc. Totals
Multi-Band High Tier Portable: 700/800 MHz, Project 25 - Phase 2, w/battery, belt clip, standard antenna, IP67 rated (minimum), display with full keypad, 1000+ modes/channels
Multi-Band High Tier Radio Options:
Ruggedized Housing
OTAP Software
Encryption
OTAR Software
Multikey Software
GPS capable
Hi-Capacity Battery upgrade (3000 mAh
rating or better)
Hi-Capacity Spare Battery
Standard Capacity Spare Battery
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 165 of 208
PROPOSAL PRICING FORM (User Radio Cost)
Item Description Qty. Model/Item/Option/
Part # Unit Cost
Extended Cost
Desk Chargers
Multi-Unit Chargers (minimum of 6 slots)
Swivel Carry Case
Speaker Mic with Antenna
Portable Wireless Headset
Programming
Multi-Band High Tier Portable w/acc.
Totals
Mobile Radios
Basic Tier Mobile: 35W Dash Mount, 700/800 MHz, Project 25 - Phase 2 with OTAP software, microphone, external speaker, cables, fusing, mounting hardware, coaxial cable, unity gain antenna, IP54 rated (minimum), display with limited keypad, 512 modes/channels
Programming and installation
Removal of Legacy equipment
Basic Tier Mobile w/acc. Totals
Mid-Tier Mobile: 35W Dash Mount, 700/800 MHz, Project 25 - Phase 2 with microphone, external speaker, cables, fusing, mounting hardware, coaxial cable, unity gain antenna, IP54 rated (minimum), display with limited keypad, 513 -1000 modes/channels
Mid-Tier Radio Options:
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 166 of 208
PROPOSAL PRICING FORM (User Radio Cost)
Item Description Qty. Model/Item/Option/
Part # Unit Cost
Extended Cost
OTAP Software
Encryption
OTAR Software
Multikey Software
Remote Mount
Dual Control Head
Hand Held Control Head
Headset Interface System
Control Station Option (power supply,
deskmic, base tray)
Programming and installation of Remote
Mount
Programming and installation of Dual
Control Head
Programming and installation of Hand Held
Control Head
Installation of Headset Interface System
Programming and installation of Dash Mount
Removal of legacy equipment
Mid-Tier Mobile w/acc. Totals
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 167 of 208
PROPOSAL PRICING FORM (User Radio Cost)
Item Description Qty. Model/Item/Option/
Part # Unit Cost
Extended Cost
High Tier Mobile: 35W Dash Mount 700/800 MHz, Project 25 - Phase 2 with OTAP software, microphone, external speaker, cables, fusing, mounting hardware, coaxial cable, unity gain antenna, IP54 rated (minimum), display with full keypad, 1000 plus modes/channels
High Tier Radio Options:
Control Station Option (power supply,
deskmic, base tray)
Programming and installation
Removal of legacy equipment
High Tier Mobile w/acc. Totals
Multi-Band High Tier Mobile: 35W Dash Mount 700/800 MHz, Project 25 - Phase 2 with microphone, external speaker, cables, fusing, mounting hardware, coaxial cable, unity gain antenna, IP54 rated (minimum), display with full keypad, 1000 plus modes/channels
Multi-Band High Tier Radio Options:
OTAP Software
Encryption
OTAR Software
Multikey Software
GPS capable
Remote Mount
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 168 of 208
PROPOSAL PRICING FORM (User Radio Cost)
Item Description Qty. Model/Item/Option/
Part # Unit Cost
Extended Cost
Dual Control Head
Hand Held Control Head
Headset Interface System
Control Station Option (power supply,
deskmic, base tray)
Motorcycle Mount
Outside (external to vehicle) speaker
Programming and installation of Remote
Mount
Programming and installation of Dual
Control Head
Programming and installation of Hand Held
Control Head
Installation of Headset Interface System
Programming and installation of Control
Station
Programming and installation of Motorcycle
Mount
Programming and installation of Dash Mount
Removal of legacy equipment
Multi-Band High Tier Mobile w/acc. Totals
Warranty & Maintenance
3 year extended warranty per unit cost
Basic portable
Mid-tier portable
High tier portable
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 169 of 208
PROPOSAL PRICING FORM (User Radio Cost)
Item Description Qty. Model/Item/Option/
Part # Unit Cost
Extended Cost
Multi-band portable
Basic mobile
Mid-tier mobile
High tier mobile
Multi-band mobile
Annual per unit maintenance cost (year 4)
Basic portable
Mid-tier portable
High tier portable
Multi-band portable
Basic mobile
Mid-tier mobile
High tier portable
Multi-band mobile
Other
Encryption Key loader 4
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 170 of 208
PROPOSAL PRICING FORM (User Radio Cost)
Item Description Qty. Model/Item/Option/
Part # Unit Cost
Extended Cost
List associated key loader cables separately for each type required. i.e. mobile, portable, system interface, etc.
4
Fire Station Alerting Interface for Control Stations
Total User Radio Costs
Table B.7 – Proposal Pricing Form (User Radio Options Cost)
PROPOSAL PRICING FORM (User Radio Options Cost)
Item Description Model/Item/Option/Part
# Qty. Unit Cost Extended Cost
Portables
Optional Portable Radio Models
Basic Radio - Intrinsically safe 1
Mid-Tier Radio - Intrinsically safe 1
High Tier - Radio Intrinsically safe 1
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 171 of 208
PROPOSAL PRICING FORM (User Radio Options Cost)
Item Description Model/Item/Option/Part
# Qty. Unit Cost Extended Cost
Multi-band High Tier Radio - Intrinsically safe
1
Battery Options
Standard Li-ion 1
Standard NiMh 1
Standard Li-Polymer 1
High Capacity (3000 mAh or better) Li-ion
1
High Capacity (3000 mAh or better) NiMh
1
High Capacity ( 3000 mAh or better) Li-Polymer
1
Ruggedized Li-ion 1
Ruggedized NiMh 1
Ruggedized Li-Polymer 1
Additional Features and Accessories
Integrated GPS 1
External GPS (e.g., With speaker mic )
1
Vehicular Charger 1
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 172 of 208
PROPOSAL PRICING FORM (User Radio Options Cost)
Item Description Model/Item/Option/Part
# Qty. Unit Cost Extended Cost
Remote speaker microphone without antenna
1
Remote speaker microphone with antenna
1
Remote speaker microphone with keypad
1
Remote speaker microphone with Amplified Speaker (Audio)
1
Bluetooth remote speaker microphone
1
Headset: Wired 1
Headset: Bluetooth 1
Wireless (e.g. Wi-Fi, Bluetooth, LTE, LMR) connectivity for OTAP
1
Vehicular adapter – provides in vehicle portable radio battery charging, mobile microphone, amplified speaker, transmit power amplifier, external antenna connection.
1
OTAR 1
OTAP 1
AES encryption 1
Multi-key 1
Mobiles
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 173 of 208
PROPOSAL PRICING FORM (User Radio Options Cost)
Item Description Model/Item/Option/Part
# Qty. Unit Cost Extended Cost
Optional Mobile Radio Models
Basic Radio: Remote (split) mount
Mid-Tier Radio: Remote Split Mount
High Tier Radio: Remote Split Mount
Optional Control Station Models
Additional Features and
Accessories
Data interface cables
Extended length control cables
Extended length power cables
User activated external weatherproof speaker (outside vehicle)
Call alert/page feature for horn/lights
Siren speaker interface
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 174 of 208
PROPOSAL PRICING FORM (User Radio Options Cost)
Item Description Model/Item/Option/Part
# Qty. Unit Cost Extended Cost
Public address kits
OTAR
AES encryption
Multi-key
High Gain Antenna
Low Profile Antenna
Undercover/stealth antenna
Fire Station Alerting interface
The remainder of this page
intentionally left blank.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 175 of 208
Table B.8 – Proposal Pricing Form (Post-Warranty Options Cost Year 4 through 10)
PROPOSAL PRICING FORM (Post-Warranty Options Cost Year 4 through 10)
Item Description Qty. Unit Cost Extended Cost
Infrastructure Equipment
(Post-warranty Support, Hardware/Software)
Radio System
Remote System Monitoring (24/7)
Onsite Response and Repair (24/7)
FRU Exchange and Repair
Annual Preventive Maintenance and Optimization
On Call Technical Support Services (24/7)
Information Security Monitoring and Protection Services
System software maintenance (updates)
System software platform refresh (bi-annual)
System hardware refresh (bi-annual)
Microwave System
Remote System Monitoring (24/7)
Onsite Response and Repair (24/7)
FRU Exchange and Repair
Annual Preventive Maintenance and Optimization
On Call Technical Support Services (24/7)
System software maintenance (updates)
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 176 of 208
PROPOSAL PRICING FORM (Post-Warranty Options Cost Year 4 through 10)
Item Description Qty. Unit Cost Extended Cost
System software platform refresh (bi-annual)
System hardware refresh (bi-annual)
Dispatch Console System
Remote Monitoring (24/7)
Onsite Response and Repair (24/7)
FRU Exchange and Repair
On Call Technical Support Services (24/7)
Information Security Monitoring and Protection Services
System software platform refresh (bi-annual)
System hardware refresh (bi-annual)
Other Recommended Services
User Radio Equipment
Annual per unit maintenance cost (year 4)
Basic portable
Mid-tier portable
High tier portable
Multi-band portable
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 177 of 208
PROPOSAL PRICING FORM (Post-Warranty Options Cost Year 4 through 10)
Item Description Qty. Unit Cost Extended Cost
Basic mobile
Mid-tier mobile
High tier portable
Multi-band mobile
Table B.9 – User Radio Discount Schedule
USER RADIO DISCOUNT SCHEDULE
Item Description Qty.
Break Point
Discount (%)
Discount Application Notes
Discount Schedule
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 178 of 208
USER RADIO DISCOUNT SCHEDULE
Item Description Qty.
Break Point
Discount (%)
Discount Application Notes
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 179 of 208
Table B.10 – Proposed Payment Milestones
PROPOSED PAYMENT MILESTONES
Item Description % of Total
Cost Estimated due date (days after
contract execution) Payment Milestone
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 180 of 208
Appendix C - Critical Building List
Table C-1 Town / County Schools Requiring In-Building Coverage
Schools (County and Private)
Germanna Community College 2130 Germanna Highway Locust Grove VA 22508
Locust Grove Elementary School
31208 Constitution Hwy Locust Grove VA 22508
Locust Grove Middle School 6368 Flat Run Rd Locust Grove VA 22508
Locust Grove Primary School 31230 Constitution Hwy Locust Grove VA 22508
Grymes Memorial School 13775 Spicers Mill Rd Orange VA 22960
Orange County High School 201 Selma Rd Orange VA 22960
Orange Elementary School 230 Montevista Ave Orange VA 22960
Prospect Heights Middle School
205 Dailey Drive Orange VA 22960
Teachers Administration Education Complex
200 Dailey Drive Orange VA 22960
Lightfoot Elementary School 11360 Zachary Taylor Hwy Unionville VA 22567
Unionville Elementary School 10285 Zachary Taylor Hwy Unionville VA 22567
Table C-2 Town / County Facilities Requiring In-Building Coverage
Town / County Buildings and Areas
Aerojet 7499 Pine Stake Rd Culpeper VA 22701
MPS 16365 James Madison Hwy Gordonsville VA 22942
Town of Gordonsville Government Building
112 S. Main St Gordonsville VA 22942
Green Applications 401 Taylor Ave Gordonsville VA 22942
American Color Inc. 22495 Thornhill Rd Orange VA 22960
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 181 of 208
Town / County Buildings and Areas
Orange County Admin Offices The Gordon Building 112 W Main St
Orange VA 22960
Orange County Courthouse 110 N. Madison Rd Orange VA 22960
Orange Nursing Home 120 Dogwood Ln Orange VA 22960
Town of Orange Government Building
119 Belleview Ave Orange VA 22960
Thomas E Lee Industrial Park US Route 15 Orange VA 22960
WalMart Supercenter 2533 Germanna Hwy Locust Grove VA 22508
Route 3 / Route 20 corridor in Locust Grove to include but not limited to the area known as the Germana-Wilderness Area Plan (GWAP).
http://orangecountyva.gov/DocumentCenter/View/1443
Locust Grove VA 22508
Table C-3 Public Safety Facilities Requiring In-Building Coverage
Public Safety Facilities
Barboursville Volunteer Fire Company (Engine Company 25/Rescue 25)
5251 Spotswood Trail Barboursville VA 22923
Gordonsville Town Police Department
112 S Main St Gordonsville VA 22942
Gordonsville Volunteer Fire House (Engine Company 24)
301 E Baker St Gordonsville VA 22942
Lake of the Woods Volunteer Fire Company (Engine Company 29)
104 Lakeview Pkwy Locust Grove VA 22508
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 182 of 208
Public Safety Facilities
Lake of the Woods volunteer Rescue Squad (Rescue Station 29)
104 Lakeview Pkwy Locust Grove VA 22508
Mine Run Volunteer Fire Department (Engine Company 21)
31077 Old Plank Rd Locust Grove VA 22508
Old Airport Terminal (Orange County COFEMS)
19103 Constitution Highway Orange VA 22960
Orange Town Police Department
249 Blue Ridge Dr Orange VA 22960
Orange Volunteer Fire Company (Engine Company 23)
205 Caroline St Orange VA 22960
Mine Run Career Staff EMS (Rescue Station 21)
26314 Constitution Hwy Rhoadesville VA 22542
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 183 of 208
Appendix D - Candidate Tower Site Locations
Name Site Type Latitude Longitude
Barboursville Collection Collection Site 38.1904 -78.2982
Lahore Collection Collection Site 38.2005 -77.9693
Mountain Track Collection Collection Site 38.1673 -78.0789
Sheriff's Office (Water Tank) County Facility 38.2472 -78.0357
Gordon Barbour Elementary School
School (w/ fiber) 38.1382 -78.1931
Lightfoot Elementary School School (w/ fiber) 38.2464 -77.9541
Locust Grove Middle School School (w/ fiber) 38.3195 -77.7830
Locust Grove Primary School School (w/ fiber) 38.2970 -77.8306
Orange County High School School (w/ fiber) 38.2451 -78.0919
Orange Elementary School School (w/ fiber) 38.2488 -78.1195
Taylor Center School (w/ fiber) 38.2390 -78.1177
Unionville Elementary School School (w/ fiber) 38.2633 -77.9542
112 W Main St County Land 38.2447 -78.1116
127 Belleview Ave County Land 38.2455 -78.1136
128 W Main St County Land 38.2446 -78.1125
146 N Madison Rd County Land 38.2466 -78.1127
15009 Marquis Rd County Land 38.2003 -77.9692
18318 Constitution Hwy County Land 38.2434 -78.0537
19103 Constitution Hwy County Land 38.2462 -78.0447
24416 Constitution Hwy County Land 38.2691 -77.9460
462 N Madison Rd County Land 38.2534 -78.1170
5260 Barboursville Com Ctr County Land 38.1729 -78.2847
6368 Flat Run Rd County Land 38.3122 -77.7816
7240 Gold Dale Rd County Land 38.3032 -77.8095
Gordonsville Library County Land 38.1386 -78.1886
Barboursville VFD Fire/Rescue 38.1760 -78.2847
Gordonsville VFD Fire/Rescue 38.1388 -78.1861
Lake of the Woods VFD Fire/Rescue 38.3482 -77.7500
Mine Run VFD Fire/Rescue 38.2586 -77.8360
Orange County FD/EMS Fire/Rescue 38.2407 -78.1071
Orange Volunteer Fire Company
Fire/Rescue 38.2412 -78.1120
Ruckersville Volunteer Fire Company
Fire/Rescue 38.2333 -78.3794
Central VA Regional Jail Other Gov't 38.2267 -78.1159
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 184 of 208
Name Site Type Latitude Longitude
Town of Orange Water Tank Other Gov't 38.2449 -78.1054
Somerset Post Office Post Office 38.2092 -78.2176
Gibson Tower Existing Site 38.1876 -78.1575
Clark Tower Existing Site 38.3108 -78.0034
ATC 01 Commercial 1016921 38.2674 -77.9155
ATC 02 Commercial 1026298 38.3108 -78.0034
CCATT LLC Tower Commercial 1016469 38.3010 -77.7856
Clear Channel Tower Commercial 1018289 38.1406 -78.0558
IWG Tower Commercial 1286931 38.1286 -78.1898
Piedmont Comm Tower Commercial 1018317 38.2539 -78.1206
SBC Tower Holdings Commercial 1016468 38.2297 -78.0200
SBA - 17169 Zachary Taylor Highway
Commercial 1253995 38.1696 -77.9349
Transcontinental Gas Tower Commercial 1044357 38.3161 -77.9806
US Cellular Tower Commercial 1207834 38.1366 -78.2721
SBA 4520 Vaucluse Road Commercial No ASR 38.3400 -77.7321
Xcell Tower Commercial 1260165 38.1323 -78.1779
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 185 of 208
Appendix E - County Fiber Map
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 186 of 208
Appendix F - New County PSAP Location
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 187 of 208
Appendix G - General Conditions and Instructions to Respondents
Offeror: These general rules and conditions shall apply to all purchases and be a part of each solicitation and
every contract awarded by the Orange County Purchasing Agent unless otherwise specified. The Orange County
Purchasing Agent is responsible for the purchasing activity of Orange County. The term “Owner” as used herein
refers to the contracting entity which is the signatory on the contracts for Orange County, a political subdivision of
the Commonwealth of Virginia. Bidder/Offeror or their authorized representatives are expected to inform
themselves fully as to the conditions, requirements, and specifications before submitting bids/proposals: failure to
do so will be at the Bidder’s/Offeror’s own risk and except as provided by law, relief cannot be secured on the
plea of error. Subject to all Federal, State and local laws, policies, resolutions, regulations, rules, limitations and
legislation, bids/proposals on all solicitations issued by the Purchasing Agent will bind Bidders/ Offerors to
applicable conditions and requirements herein set forth unless otherwise specified in the solicitation.
1. AUTHORITY: According to the Procurement Procedures Manual, the Orange County purchasing
system shall operate under the direction and supervision of the County Administrator, who shall be
the Purchasing Agent for the County. In the discharge of these responsibilities, the Purchasing Agent
may delegate the administrative purchasing responsibility to a responsible subordinate, upon
approval of the Board of Supervisors. Unless specifically delegated by the Purchasing Agent, no
other Owner officer or employee is authorized to order supplies or services, enter into purchase
negotiations or contracts, or in any way obligate the Owner for indebtedness. Any purchase order or
contract made which is contrary to these provisions and authorities shall be of no effect and void and
the Owner shall not be bound thereby.
2. COMPETITION INTENDED: It is the Owner’s intent that this solicitation permit competition. It shall
be the Bidder’s/Offeror’s responsibility to advise the Purchasing Agent in writing if any language,
requirement, specification, etc., or any combination thereof, stifles competition or inadvertently
restricts or limits the requirements stated in this solicitation to a single source. The Purchasing Agent
must receive such notification not later than five (5) business days prior to the deadline set for
acceptance of the bids/proposals.
CONDITIONS OF BIDDING
3. CLARIFICATION OF TERMS - If any Bidder/ Offeror has questions about the specifications or other
solicitation documents, the prospective Bidder/ Offeror should contact the Financial Management
Specialist whose name appears on the face of the solicitation no later than seven (7) business days
prior to the date set for the opening of bids or receipt of proposals. Any revisions to the solicitation
will be made only by addendum issued by the County. Notifications regarding specifications may not
be considered if received in less than seven (7) business days of the date set for opening of
bids/receipt of proposals.
4. Mandatory Use of Owner Form and Terms and Conditions: Failure to submit a bid/proposal on
the official Owner form provided for that purpose shall be a cause for rejection of the bid/proposal.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 188 of 208
Unauthorized modification of or additions to any portion of the Invitation to Bid or Request for
Proposal may be cause for rejection of the bid/proposal. However, the Owner reserves the right to
decide, on a case by case basis, in its sole discretion, whether to reject any bid or proposal which has
been modified.
5. LATE BIDS/proposals & MODIFICATION OF BIDS/proposals: Any bid/proposal/modification
received at the office designated in the solicitation after the exact time specified for receipt of the
bid/proposal/modification is considered a late bid/proposal/modification. The Owner is not
responsible for delays in the delivery of the mail by the U.S. Postal Service, private carriers or the
inter-office mail system. It is the sole responsibility of the Bidder/Offeror to ensure their bid/proposal
reaches Procurement by the designated date and hour.
a. The official time used in the receipt of bids/ proposals is that time on the clock in the Finance
Department.
b. Late bids/proposals/modifications will be returned to the Bidder/Offeror UNOPENED, if
solicitation number, acceptance date and Bidder/Offeror’s return address is shown on the
container.
c. If the Owner closes its offices due to inclement weather scheduled bid openings or receipt of
proposals will be extended to the next business day, same time.
6. IDENTIFICATION OF PROPRIETARY INFORMATION: Trade secrets or proprietary information
submitted in a proposal shall not be subject to disclosure under the Virginia Freedom of Information
Act. However, in order for this information to be protected from disclosure, the Offeror must
specifically invoke the protections of Sec. 2.2-4342, Code of Virginia, 1950, as amended, or other
applicable statute, prior to or upon submission of the trade secrets or proprietary information. The
Offeror must clearly identify any part of its proposal considered to be protected as trade secret or as
proprietary information, and must state the reasons why protection is necessary.
a. Any Offeror shall identify a trade secret or proprietary information by clearly stating “Trade
Secret” or “Proprietary Information” adjacent to the particular information, and by clearly
identifying the information to be subject to the protection, such as by encircling, highlighting,
underlining or other similar means. The Offeror shall state the reasons why protection is
necessary on a separate page of the proposal.
b. Any Offeror shall not identify as a trade secret or proprietary information those sections of the
proposal that are material to Orange County’s ultimate award of the contract.
c. The County reserves the right to contact an Offeror and to request that the Offeror explain or
clarify why the Offeror identified certain information as a trade secret or as proprietary
information.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 189 of 208
d. Any Offeror shall not identify as trade secret or proprietary information their complete
proposal.
7. WITHDRAWAL OF BIDS/PROPOSALS:
a. Bidder/Offeror for a contract other than for public construction may request withdrawal of his
or her bid/proposal under the following circumstances:
i. Bids/Proposals may be withdrawn on written request from the Bidder/Offeror received
at the address shown in the solicitation prior to the time of acceptance.
b. Requests for withdrawal of bids/proposals after opening of such bids/proposals but prior to
award shall be transmitted to the Procurement Technician, in writing, accompanied by full
documentation supporting the request. If the request is based on a claim of error,
documentation must show the basis of the error. Such documentation may take the form of
supplier quotations, vendor work sheets, etc. If bid bonds were tendered with the bid, the
Owner may exercise its right of collection.
c. No Bid/Proposal may be withdrawn under this paragraph when the result would be the
awarding of the contract on another Bid/Proposal of the same Bidder/Offeror or of another
Bidder/Offeror in which the ownership of the withdrawing Bidder/Offeror is more than five
percent. In the case of Invitation for Bid’s, if a bid is withdrawn under the authority of this
paragraph, the lowest remaining bid shall be deemed to be the low bid. No Bidder/Offeror
who, is permitted to withdraw a bid/proposal shall, for compensation, supply any material or
labor to or perform any subcontract or other work agreement for the person or firm to whom
the contract is awarded or otherwise benefit, directly or indirectly, from the performance of the
project for which the withdrawn bid/proposal was submitted.
8. ERRORS IN BIDS/PROPOSALS: When an error is made in extending total prices, the unit bid price
will govern. Erasures in bids/proposals must be initialed by the Bidder/Offeror. Carelessness in
quoting prices, or in preparation of bid/proposal otherwise, will not relieve the Bidder/Offeror.
Bidders/Offerors are cautioned to recheck their bids/proposals for possible error. Errors discovered
after public opening cannot be corrected and the bidder will be required to perform if his or her bid is
accepted.
9. Identification of BID/Proposal Envelope: The signed bid/proposal and requested copies should be
returned in a separate envelope or package, sealed and identified with the following information:
Addressed as indicated on page 1
IFB/RFP Number
Title
Bid/proposal due date and time
i. If a bid/proposal is not addressed with the information as shown above, the
Bidder/Offeror takes the risk that the envelope may be inadvertently opened and the
information compromised, which may cause the bid/proposal to be disqualified.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 190 of 208
Bids/Proposals may be hand delivered to the designated location in the office issuing
the solicitation. No other correspondence or other proposals should be placed in the
envelope.
10. ACCEPTANCE OF BIDS/PROPOSALS: Unless otherwise specified, all formal bids/proposals
submitted shall be valid for a minimum period of one hundred twenty (120) calendar days following
the date established for acceptance. At the end of the one hundred twenty (120) calendar days the
bid/proposal may be withdrawn at the written request of the Bidder/Offeror. If the proposal is not
withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.
11. CONDITIONAL BIDS: Conditional bids are subject to rejection in whole or in part.
12. BIDDERS PRESENT: At the time fixed for the opening of responses to a bid, bid contents will be
made public for the information of bidders and other interested parties who may be present either in
person or by representative. All bids will be opened at the time and place specified and read publicly.
Bid tabulations are posted on Public Bulletin Board for a minimum of 10 days from award date. At the
time fixed for the receipt of responses for Request for Proposals, only the names of the Offerors will
be read and made available to the public.
13. RESPONSE TO SOLICITATIONS: In the event a vendor cannot submit a bid on a solicitation, the
vendor is requested to return the solicitation cover sheet with an explanation as to why the vendor is
unable to bid on these requirements. Because of the large number of firms listed on the Owner’s
Bidders List, it may be necessary to delete from this list the names of those persons, firms or
corporations who fail to respond after having been invited to bid for three (3) successive solicitations.
Such deletion will be made only after formal notification of the intent to remove the firm from the
Owner’s Bidder’s List.
14. BIDDER INTERESTED IN MORE THAN ONE BID: If more than one bid is offered by any one party,
either directly or by or in the name of his or her clerk, partner, or other persons, all such bids may be
rejected. A party who has quoted prices on work, materials, or supplies to a bidder is not thereby
disqualified from quoting prices to other bidders or firms submitting a bid directly for the work,
materials or supplies.
15. TAX EXEMPTION: The Owner is exempt from the payment of any federal excise or any Virginia
sales tax. The price bid must be net, exclusive of taxes. Tax exemption certificates will be furnished if
requested by the Bidder/Offeror.
16. DEBARMENT STATUS: By submitting their bids/proposals, Bidders/Offerors certify that they are not
currently debarred from submitting bids/proposals on contracts by Orange County, nor are they an
agent of any person or entity that is currently debarred from submitting bids or proposals on contracts
by Orange County or any agency, public entity/locality or authority of the Commonwealth of Virginia.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 191 of 208
17. ETHICS IN PUBLIC CONTRACTING: The provisions contained in the Virginia Public Procurement
Act as set forth in the 1950 Code of Virginia, as amended, shall be applicable to all contracts solicited
or entered into by the Owner. By submitting their bids/proposals, all Bidders/Offerors certify that their
bids/proposals are made without collusion or fraud and that they have not offered or received any
kickbacks or inducements from any other Bidder, Offeror, supplier, manufacturer or subcontractor in
connection with their bid/proposal, and that they have not conferred on any public employee having
official responsibility for this procurement transaction any payment, loan, subscription, advance,
deposit of money, services or anything of more than nominal value, present or promised, unless
consideration of substantially equal or greater value was exchanged.
18. NO CONTACT POLICY: No Bidder/Offeror shall initiate or otherwise have contact related to the
solicitation with any Owner representative or employee, other than Procurement, after the date and
time established for receipt of bids/proposals. Any contact initiated by a Bidder/Offeror with any
Owner representative, other than the Procurement Division, concerning this solicitation is prohibited
and may cause the disqualification of the Bidder/Offeror from this procurement process.
SPECIFICATIONS
19. BRAND NAME OR EQUAL ITEMS: Unless otherwise provided in the solicitation, the name of a
certain brand, make or manufacturer does not restrict bidders to the specific brand, make or
manufacturer named; it conveys the general style, type, character, and quality of the article desired,
and any article which the Owner in its sole discretion determines to be the equal of that specified,
considering quality, workmanship, economy of operation, and suitability for the purpose intended,
shall be accepted. The Bidder is responsible to clearly and specifically indicate the product being
offered and to provide sufficient descriptive literature, catalog cuts and technical detail to enable the
Owner to determine if the product offered meets the requirements of the solicitation. This is required
even if offering the exact brand, make or manufacturer specified. Normally in competitive sealed
bidding, only the information furnished with the bid will be considered in the evaluation. Failure to
furnish adequate data for evaluation purposes may result in declaring a bid non-responsive. Unless
the Bidder clearly indicates in its bid/proposal that the product offered is "equal" product, such
bid/proposal will be considered to offer the brand name product referenced in the solicitation.
20. FORMAL SPECIFICATIONS: When a solicitation contains a specification which states no
substitutes, no deviation therefrom will be permitted and the bidder will be required to furnish articles
in conformity with that specification.
21. OMISSIONS & DISCREPANCIES: Any items or parts of any equipment listed in this solicitation
which are not fully described or are omitted from such specification, and which are clearly necessary
for the completion of such equipment and its appurtenances, shall be considered a part of such
equipment although not directly specified or called for in the specifications.
a. The Bidder/Offeror shall abide by and comply with the true intent of the specifications and not
take advantage of any unintentional error or omission, but shall fully complete every part as
the true intent and meaning of the specifications and drawings. Whenever the mention is
made of any articles, material or workmanship to be in accordance with laws, ordinances,
building codes, underwriter’s codes, A.S.T.M. regulations or similar expressions, the
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 192 of 208
requirements of these laws, ordinances, etc., shall be construed as to the minimum
requirements of these specifications.
22. CONDITION OF ITEMS: Unless otherwise specified in the solicitation, all items shall be new, in first
class condition.
AWARD
23. AWARD OR REJECTION OF BIDS: The Purchasing Agent shall award the contract to the lowest
responsive and responsible bidder complying with all provisions of the IFB, provided the bid price is
reasonable and it is in the best interest of the Owner to accept it. Awards made in response to a RFP
will be made to the highest qualified Offeror whose proposal is determined, in writing, to be the most
advantageous to the Owner taking into consideration the evaluation factors set forth in the RFP. The
Purchasing Agent reserves the right to award a contract by individual items, in the aggregate, or in
combination thereof, or to reject any or all bids/proposals and to waive any informality in
bids/proposals received whenever such rejection or waiver is in the best interest of the Owner.
Award may be made to as many Bidders/Offerors as deemed necessary to fulfill the anticipated
requirements of the Owner. The Purchasing Agent also reserves the right to reject the bid if a bidder
is deemed to be a non-responsible bidder.
24. ANNOUNCEMENT OF AWARD: Upon the award or announcement of the decision to award a
contract as a result of this solicitation, the Procurement Technician will publicly post such notice on
the bulletin board located on the 1st Floor, 112 W Main Street, Orange, Virginia. Award results may
be viewed at the Orange County Website at www.orangecountyva.gov.
25. QUALIFICATIONS OF BIDDERS OR OFFERORS: The Owner may make such reasonable
investigations as deemed proper and necessary to determine the ability of the Bidder/Offeror to
perform the work/furnish the item(s) and the Bidder/Offeror shall furnish to the Owner all such
information and data for this purpose as may be requested. The Owner reserves the right to inspect
Bidder's/Offeror’s physical facilities prior to award to satisfy questions regarding the Bidder's/Offeror’s
capabilities. The Owner further reserves the right to reject any bid or proposal if the evidence
submitted by or investigations of, such Bidder/Offeror fails to satisfy the Owner that such
Bidder/Offeror is properly qualified to carry out the obligations of the contract and to complete the
work/furnish the item(s) contemplated therein.
26. NEGOTIATION WITH LOWEST RESPONSIBLE BIDDER: Unless canceled or rejected, a
responsive bid from the lowest responsible bidder shall be accepted as submitted, except that if the
bid from the lowest responsible bidder exceeds available funds, the public body may negotiate with
the apparent low bidder to obtain a contract price within available funds.
27. TIE BIDS: In the case of a tie bid, the Owner may give preference to goods, services and
construction produced in Orange County or provided by persons, firms or corporations having
principal places of business in the County. If such choice is not available, preference shall then be
given to goods and services produced in the Commonwealth pursuant to the Code of Virginia. If no
Owner or Commonwealth choice is available, the tie shall be decided by lot.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 193 of 208
CONTRACT PROVISIONS
28. APPLICABLE LAW AND COURTS: Any contract resulting from this solicitation shall be governed in
any respects by the laws of Virginia, and any litigation with respect thereto shall be brought in the
Circuit Court of Orange County, Virginia. The Contractor shall comply with applicable federal, state
and local laws and regulations.
29. VIRGINIA STATE CORPORATION COMMISSION: If required by law, the Contractor shall maintain a
valid certificate of authority or registration to transact business in Virginia with the Virginia State
Corporation Commission as required by Section 13.1 or Title 50 of the Code of Virginia, during the
term of the Contract or any Contract renewal. The Contractor shall not allow its existence to lapse or
its certificate of authority or registration to transact business in the Commonwealth to be revoked or
cancelled at any time during the terms of the contract. If the Contractor fails to remain in compliance
with the provisions of this section, the contract may become void.
30. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting their bids, Bidders certify
that they do not and will not during the performance of this contract employ illegal alien workers or
otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986.
31. ANTI-TRUST: By entering into a contract, the Contractor conveys, sells, assigns, and transfers to the
Owner all rights, title and interest in and to all causes of the action it may now have or hereafter
acquire under the antitrust law of the United States and Orange County, relating to the particular
goods or services purchased or acquired by the Owner under said contract. Consistent and
continued tie bidding could cause rejection of bids by the Purchasing Agent and/or investigation for
Anti-Trust violations.
32. PAYMENT TERMS: Unless otherwise provided in the solicitation payment will be made thirty (30)
days after receipt of a proper invoice, or thirty (30) days after receipt of all goods or acceptance of
work, whichever is the latter.
a. Invoices for items/services ordered, delivered/performed and accepted shall be submitted by
the Contractor directly to the department responsible for initiating the purchase
order/contract. All invoices shall show the contract number, purchase order number, and any
federal employer identification number.
b. Any payment terms requiring payment in less than 30 days will be regarded as requiring
payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers
of discounts for payment in less than 30 days, however.
c. The date of payment shall be deemed the date of postmark in all cases where payment is
made by mail.
33. PAYMENT TO SUBCONTRACTORS: A contractor awarded a contract under this solicitation is
hereby obligated:
a. To pay the subcontractor(s) within seven (7) days of the contractor's receipt of payment from
the Owner for the proportionate share of the payment received for work performed by the
subcontractor(s) under the contract; or
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 194 of 208
b. To notify the Owner and the subcontractor(s), in writing, of the contractor's intention to
withhold payment and the reason. The contractor is obligated to pay the subcontractor(s)
interest at the rate of one percent per month (unless otherwise provided under the terms of
the contract) on all amounts owed by the contractor that remain unpaid seven (7) days
following receipt of payment from the Owner, except for amounts withheld as stated in 2
above. The date of mailing of any payment by U.S. Mail is deemed to be payment to the
addressee. These provisions apply to each sub-tier contractor performing under the primary
contract. A contractor's obligation to pay an interest charge to a subcontractor may not be
construed to be an obligation of the Owner.
34. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the Contractor in whole or in
part without the written consent of the Purchasing Agent.
35. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and
conditions, the Owner, after due oral or written notice, may procure them from other sources and hold
the Contractor responsible for any resulting additional purchases and administrative costs. This
remedy shall be in addition to and other remedies which the Owner may have.
36. ANTI-DISCRIMINATION: By submitting their bids/proposals, Bidders/Offerors certify to the Owner
that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well
as the Virginia Fair Employment Act of 1975, as amended, where applicable, the Virginians With
Disabilities Act, the Americans With Disabilities Act and those applicable Sections of the Virginia
Public Procurement Act. If the award is made to a faith-based organization, the organization shall not
discriminate against any recipient of goods, services, or disbursements made pursuant to the contract
on the basis of the recipient’s religion, religious belief, refusal to participate in a religious practice, or
on the basis of race, age, color, gender or national origin and shall be subject to the same rules as
other organizations that contract with public bodies to account for the use of the funds provided;
however, if the faith-based organization segregates public funds into separate accounts, only the
accounts and programs funded with public funds shall be subject to audit by the public body.
37. In every contract over $10,000 the provisions in A and B below shall apply:
a. During the performance of this contract, the Contractor agrees as follows:
i. The Contractor will not discriminate against any employee or applicant for
employment because of race, religion, color, sex, national origin, age, disability, or
any other basis prohibited by state law relating to discrimination in employment,
except where there is a bona fide occupational qualification reasonably necessary to
the normal operation of the contractor. The Contractor agrees to post in conspicuous
places, available to employees and applicants for employment, notices setting forth
the provisions of this nondiscrimination clause.
ii. The Contractor, in all solicitations or advertisements for employees placed by or on
behalf of the Contractor, will state that such Contractor is an equal opportunity
employer.
iii. Notices, advertisements and solicitations placed in accordance with federal law, rule
or regulation shall be deemed sufficient for the purpose of meeting the requirements
of this Section.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 195 of 208
b. The Contractor will include the provisions of A. above in every subcontract or purchase order
over $10,000, so that the provisions will be binding upon each subcontractor or vendor.
38. INVOICES: Invoices for items ordered, delivered and accepted shall be submitted by the Contractor
directly to the department address requesting the purchase order/contract. All invoices shall show
the IFB/RFP number and/or purchase order number and must have the department heads approval.
39. CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following ways:
a. The parties may agree to modify the scope of the contract. An increase or decrease in the
price of the contract resulting from such modification shall be agreed to by the parties as a
part of their written agreement to modify the scope of the contract.
b. The Owner may order changes within the general scope of the contract at any time by written
notice to the Contractor. Changes within the scope of the contract include, but are not limited
to, things such as services to be performed, the method of packing or shipment, and the
place of delivery or installation. The Contractor shall comply with the notice upon receipt.
The Contractor shall be compensated for any additional costs incurred as the result of such
order and shall give the Owner a credit for any savings. Said compensation shall be
determined by one of the following methods.
i. By mutual agreement between the parties in writing; or
ii. By agreeing upon a unit price or using a unit price set forth in the contract, if the work
to be done can be expressed in units, and the contractor accounts for the number of
units of work performed, subject to the Owner’s right to audit the Contractor’s records
and/or determine the correct number of units independently; or
iii. By ordering the Contractor to proceed with the work and keep a record of all costs
incurred and savings realized. A markup for overhead and profit may be allowed if
provided by the contract. The same markup shall be used for determining a
decrease in price as the result of savings realized. The Contractor shall present the
Owner with all vouchers and records of expenses incurred and savings realized. The
Owner shall have the right to audit the records of the Contractor as it deems
necessary to determine costs or savings. Any claim for an adjustment in price under
this provision must be asserted by written notice to Procurement within thirty (30)
days from the date of receipt of the written order from Procurement. If the parties fail
to agree on an amount of adjustment, the questions of an increase or decrease in the
contract price or time for performance shall be resolved in accordance with the
procedures for relieving disputes provided by the Disputes clause of this contract.
Neither the existence of a claim nor a dispute resolution process, litigation or any
other provision of this contract shall excuse the Contractor from promptly complying
with the changes ordered by the Owner or with the performance of the contract
generally.
c. No modification for a fixed price contract may be increased by more than 25% or $50,000,
whichever is greater without the advanced written approval of the Board of Supervisors as
applicable.
40. INDEMNIFICATION: Contractor shall indemnify, keep and save harmless the Owner, its agents,
officials, employees and volunteers against claims of injuries, death, damage to property, patent
claims, suits, liabilities, judgments, cost and expenses which may otherwise accrue against the
Owner in consequence of the granting of a contract or which may otherwise result there from, if it
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 196 of 208
shall be determined that the act was caused through negligence or error, or omission of the
Contractor or his or her employees, or that of the subcontractor or his or her employees, if any; and
the Contractor shall, at his or her own expense, appear, defend and pay all charges of attorneys and
all costs and other expenses arising therefrom or incurred in connection therewith; and if any
judgment shall be rendered against the Owner in any such action, the Contractor shall, at his or her
own expenses, satisfy and discharge the same. Contractor expressly understands and agrees that
any performance bond or insurance protection required by this contract, or otherwise provided by the
Contractor, shall in no way limit the responsibility to indemnify, keep and save harmless and defend
the Owner as herein provided.
41. DRUG-FREE WORKPLACE: During the performance of this contract, the contractor agrees to (I)
provide a drug-free workplace for the contractor’s employees; (ii) post in conspicuous places,
available to employees and applicants for employment, a statement notifying employees that the
unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or
marijuana is prohibited in the contractor’s workplace and specifying the actions that will be taken
against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for
employees placed by or on behalf of the contractor that the contractor maintains a drug-free
workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase
order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor. For
the purposes of this section, “drug-free workplace” means a site for the performance of work done in
connection with a specific contract awarded to a contractor in accordance with this chapter, the
employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution,
dispensation, possession or use of any controlled substance or marijuana during the performance of
the contract.
42. TERMINATION: Subject to the provisions below, the contract may be terminated by the Owner upon
thirty (30) days advance written notice to the other party. Any contract cancellation notice shall not
relieve the contractor of the obligation to deliver and/or perform on all outstanding orders issued prior
to the effective date of cancellation.
a. Termination for Convenience: In the event that the contract is terminated upon request and
for the convenience of the Owner, without the required thirty (30) days advance notice, then
the Owner shall be responsible for payment of services up to the termination date.
b. Termination for Cause: Termination by the Owner for cause, default or negligence on the part
of the contractor shall be excluded from the foregoing provision; termination costs, if any shall
not apply. However, pursuant to paragraph 32 of these General Conditions, the Owner may
hold the contractor responsible for any resulting additional purchase and administrative costs.
The thirty (30) days advance notice requirement is waived in the event of Termination for
Cause.
c. Termination Due to Unavailability of Funds in Succeeding Fiscal Years: When funds are not
appropriated or otherwise made available to support continuation of performance in a
subsequent fiscal year, the contract shall be canceled as of the first day of that subsequent
fiscal year.
43. VIRGINIA FREEDOM OF INFORMATION ACT: All proceedings, records, contracts and other public
records relating to procurement transactions shall be open to the inspection of any citizen, or any
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 197 of 208
interested person, firm or corporation, in accordance with the Virginia Freedom of Information Act
except as provided below:
a. Cost estimates relating to a proposed procurement transaction prepared by or for a public
body shall not be open to public inspection.
b. Any competitive sealed bidding bidder, upon request, shall be afforded the opportunity to
inspect bid records within a reasonable time after the opening of bids but prior to award,
except in the event that the Owner decides not to accept any of the bids and to reopen the
contract. Otherwise, bid records shall be open to public inspection only after award of the
contract. Any competitive negotiation Offeror, upon request, shall be afforded the opportunity
to inspect proposal records within a reasonable time after the evaluation and negotiations of
proposals are completed but prior to award except in the event that the Owner decides not to
accept any of the proposals and to reopen the contract. Otherwise, proposal records shall be
open to the public inspection only after award of the contract except as provided in paragraph
“c” below. Any inspection of procurement transaction records under this section shall be
subject to reasonable restrictions to ensure the security and integrity of the records.
c. Trade secrets or proprietary information submitted by a Bidder, Offeror or Contractor in
connection with a procurement transaction shall not be subject to public disclosure under the
Virginia Freedom of Information Act; however, the Bidder, Offeror or Contractor must invoke
the protections of that section prior to or upon submission of the data or other materials, and
must identify the data or other materials to be protected and state the reasons why protection
is necessary.
d. Nothing contained in this section shall be construed to require the Owner, when procuring by
“competitive negotiation” (Request for Proposal), to furnish a statement of reasons why a
particular proposal was not deemed to be the most advantageous to the Owner.
44. USE OF CONTRACT BY OTHER POLITICAL JURISDICTIONS: Bidders are advised that all
resultant contracts will be extended, with the authorization of the Bidder, to Northern Virginia
Metropolitan Washington Council of Governments jurisdictions and other jurisdictions and Political
Subdivisions of the Commonwealth of Virginia to permit their ordering of supplies and/or services at
the prices and terms of the resulting contract. If any other jurisdiction decides to use the final contract,
the Contractor must deal directly with that jurisdiction or political subdivision concerning the
placement or orders, issuance of the purchase order, contractual disputes, invoicing and payment.
Orange Owner acts only as the “Contracting Agent” for these jurisdictions and political subdivisions.
Failure to extend a contract to any jurisdiction will have no effect on consideration of your
bid/proposal.
a. It is the awarded vendor’s responsibility to notify the jurisdictions and political subdivision of
the availability of the contract.
b. Each participating jurisdiction and political subdivision has the option of executing a separate
contract with the awardee. Contracts entered into with them may contain general terms and
conditions unique to those jurisdictions and political subdivisions covering minority
participation, non-discrimination. If, when preparing such a contract, the general terms and
conditions of a jurisdiction are unacceptable to the awardee, the awardee may withdraw its
extension of the award to that jurisdiction.
c. Orange Owner shall not be held liable for any costs or damage incurred by another
jurisdiction as a result of any award extended to that jurisdiction or political subdivision by the
awardee.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 198 of 208
45. AUDIT: The Contractor hereby agrees to retain all books, records, and other documents relative to
this contract for five years after final payment, or until audited by the Owner, whichever is sooner.
The agency, its authorized agents, and/or Owner auditors shall have full access to and the right to
examine any of said materials during said period.
46. LABELING OF HAZARDOUS SUBSTANCES: If the items or products requested by this solicitation
are “Hazardous Substances” as defined by Article 3.1-250 of the Code of Virginia (1950), as
amended, or Article 1261 of Title 15 of the United States Code, then the Bidder, by submitting his bid,
certifies and warrants that the items or products to be delivered under this contract shall be properly
labeled as required by the forgoing sections and that by delivering the items or products the Bidder
does not violate any of the prohibitions of Article 3.1-252 of the Code of Virginia or Title 15 USC,
Article 1263.
47. MATERIAL SAFETY DATA SHEETS: Material Safety Data Sheets and descriptive literature shall be
provided with the bid for each chemical and/or contract offered. Failure on the part of the Bidder to
submit such data sheet may be cause for declaring the bid as non-responsive.
48. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of the
Purchasing Agent. In the event that the Contractor desires to subcontract some part of the work
specified herein, the Contractor shall furnish the Purchasing Agent the names, qualifications and
experience of their proposed subcontractors. Notwithstanding any approval by the Owner permitting
subcontracting the Contractor shall, however, remain fully liable and responsible for the work to be
done by his subcontractor(s) and shall assure compliance with all requirements of the contract.
49. PROTECTION OF PERSON AND PROPERTY: The Contractor expressly undertakes both directly
and through its subcontractor(s), to take every precaution at all times for the protection of persons
and property which may come on the building site or be affected by the contractor’s operation in
connection with the work.
a. The Contractor shall be solely responsible for initiating, maintaining, and supervising all
safety precautions and programs in connection with the work.
b. The provisions of all rules and regulations governing safety as adopted by the Safety Codes
Commission of the Commonwealth of Virginia, issued by the Department of Labor and
Industry under Title 40.1 of the Code of Virginia shall apply to all work under this contract.
c. The Contractor shall continuously maintain adequate protection of all his work from damage
and shall protect the owner’s property from injury or loss arising in connection with this
contract. He shall make good any such damage, injury, or loss, except such as may be
directly due to errors in the contract documents or caused by agents or employees of the
Owner. He shall adequately protect adjacent property to prevent any damage to it or loss of
use and enjoyment by its owners. He shall provide and maintain all passageways, guard
fences, lights and other facilities for the protection required by public authority, local
conditions, any of the contract documents or erected for the fulfillment of his obligations for
the protection of person and property.
d. In an emergency affecting the safety or life of persons or of the work, or of the adjoining
property, the contractor, without special instruction or authorization from the Owner, shall act,
at his discretion, to prevent such threatened loss or injury. Also, should he, to prevent
threatened loss or injury, be instructed or authorized to act by the Owner, he shall so act
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 199 of 208
immediately, without appeal. Any additional compensation or extension of time claimed by
the Contractor on account of any emergency work shall be determined as provided by
paragraph 35, of the General Terms and Conditions.
50. WORK SITE DAMAGES: Any damage, including damage to finished surfaces, resulting from the
performance of this contract shall be repaired to the Owner’s satisfaction at the Contractor’s expense.
DELIVERY PROVISION
51. SHIPPING INSTRUCTIONS-CONSIGNMENT: Unless otherwise specified in the solicitation each
case, crate, barrel, package, etc., delivered under the contract must be plainly stenciled or securely
tagged, stating the Contractor’s name, purchase order number, and delivery address as indicated in
the order. Where shipping containers are to be used, each container must be marked with the
purchase order number, name of the Contractor, the name of the item, the item number, and the
quantity contained therein. Deliveries must be made within the hours of 8:00 a.m. – 2:30 p.m.
Deliveries at any other time will not be accepted unless specific arrangements have been previously
made with the designated individual at the delivery point. No deliveries will be accepted on
Saturdays, Sundays and holidays unless previous arrangements have been made. It shall be the
responsibility of the contractor to insure compliance with these instructions for items that are drop-
shipped.
52. RESPONSIBILITY FOR SUPPLIES TENDERED: The Contractor shall be responsible for the
materials or supplies covered by the contract until they are delivered at the designated point, but the
Contractor shall bear all risk on rejected materials or supplies after notice of rejection. Rejected
materials or supplies must be removed by and at the expense of the contractor promptly after
notification of rejection, unless public health and safety require immediate destruction or other
disposal of rejected delivery. If rejected materials are not removed by the Contractor within ten (10)
days after date of notification, the Owner may return the rejected materials or supplies to the
Contractor at his or her risk and expense or dispose of them as its own property.
53. INSPECTIONS: The Owner reserves the right to conduct any test/inspection it may deem advisable
to assure supplies and services conform to the specification. Inspection and acceptance of materials
or supplies will be made after delivery at destinations herein specified unless otherwise stated. If
inspection is made after delivery at destination herein specified, the Owner will bear the expense of
inspection except for the value of samples used in case of rejection. Final inspection shall be
conclusive except in regard to latent defects, fraud or such gross mistakes as to amount of fraud.
Final inspection and acceptance or rejection of the materials or supplies will be made as promptly as
practicable, but failure to inspect and accept or reject materials or supplies shall not impose liability
on the Owner for such materials or supplies as are not in accordance with the specifications.
54. COMPLIANCE: Delivery must be made as ordered and in accordance with the solicitation or as
directed by Procurement when not in conflict with the bid/contract. The decision as to reasonable
compliance with delivery terms shall be final. Burden of proof of delay in receipt of goods by the
purchaser shall rest with the Contractor. Any request for extension of time of delivery from that
specified must be approved by the Procurement Agent, such extension applying only to the particular
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 200 of 208
item or shipment affected. Should the Contractor be delayed by the Owner, there shall be added to
the time of completion a time equal to the period of such delay caused by the Owner. However, the
contractor shall not be entitled to claim damages of extra compensation for such delay or suspension.
These conditions may vary for construction contracts.
55. POINT OF DESTINATION: All materials shipped to the Owner must be shipped F.O.B.
DESTINATION unless otherwise stated in the contract. The materials must be delivered to the “Ship
To” address indicated on the purchase order.
56. REPLACEMENT: Materials or components that have been rejected by Procurement, in accordance
with the terms of the contract, shall be replaced by the Contractor at no cost to the Owner.
57. PACKING SLIPS OR DELIVERY TICKETS: All shipments shall be accompanied by Packing Slips or
Delivery Tickets and shall contain the following information for each item delivered:
a. Purchase Order Number,
b. Name of Article and Stock Number,
c. Quantity Ordered,
d. Quantity Shipped,
e. Quantity Back Ordered,
f. The Name of the Contractor.
i. Contractors are cautioned that failure to comply with these conditions shall be
considered sufficient reason for refusal to accept the goods.
BIDDER/CONTRACTOR REMEDIES
58. PROTEST OF AWARD OR DECISION TO AWARD: Any Bidder/Offeror who desires to protest the
award or decision to award a contract, by Orange Owner, shall submit such protest in writing to the
Owner Administrator (if the award or decision to award was made by Orange County (if the award or
decision to award was made by Orange County), no later than ten (10) days after public notice of the
award or announcement of the decision to award, whichever comes first. No protest shall lie for a
claim that the selected Bidder/Offeror is not a responsible Bidder/Offeror. The written protest shall
include the basis for the protest and the relief sought. The Owner Administration shall issue a
decision in writing within ten (10) days stating the reasons for the action taken. This decision shall be
final unless the Bidder/Offeror appeals within ten (10) days of the written decision by instituting legal
action as provided in Section 7.8 C of the Procurement Policy. Nothing in this paragraph shall be
construed to permit an Offeror to challenge the validity of the terms or conditions of the solicitation.
59. DISPUTES: Contractual claims, whether for money or other relief, shall be submitted in writing to the
Owner Administrator (if the claim is against Orange County) no later than sixty (60) days after final
payment; however, written notice of the Contractor's intention to file such claim shall have been given
at the time of the occurrence or beginning of the Work upon which the claim is based. Nothing herein
shall preclude a contract from requiring submission of an invoice for final payment within a certain
time after completion and acceptance of the work or acceptance of the goods. Pendency of claims
shall not delay payment of amount agreed due in the final payment. A written decision upon any such
claims will be made by the Board of Supervisors (if the claim is against Orange County Government)
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 201 of 208
within sixty (60) days after submittal of the claim. The Contractor may not institute legal action prior
to receipt of Board of Supervisor's (whichever is applicable) decision on the claim unless the
applicable party fails to render such decision within sixty (60) days. The decision of the Board of
Supervisor's (as applicable) shall be final and conclusive unless the Contractor within six (6) months
of the date of the final decision on a claim, initiates legal action as provided in Section 2.2-4364 of the
Code of Virginia. Failure of the Board of Supervisors to render a decision within sixty (60) days shall
not result in the Contractor being awarded the relief claimed nor shall it result in any other relief or
penalty. Should the Board of Supervisors (as applicable) fail to render a decision within sixty (60)
days after submittal of the claim, the Contractor may institute legal action within six (6) months after
such 60-day period shall have expired, or the claim shall be deemed finally resolved. No
administrative appeals procedure pursuant to Section 2.2-4365 of the Code of Virginia has been
established for contractual claims under this contract.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 202 of 208
Appendix H - Insurance Checklist
Items marked “X” are required to be provided if award is made to your firm.
Required
Coverage Required
Limits of Liability
(Denotes minimums)
X
Worker’s Compensation and Employers’ Liability;
Admitted in Virginia
Employers’ Liability
All States Endorsement
Voluntary Compensation Endorsement
Best’s Guide Ration-A-VIII or
better, or its equivalent
Statutory Limits of the
Commonwealth of VA
Yes
$100,000/$500,000/$100,000
Statutory
X
Commercial General Liability General Aggregate
Products/Completed Operations
Personal and Advertising Injury
Fire Legal Liability
Best’s Guide Rating-A-VIII or
better, or its equivalent
$1,000,000 Each Occurrence
$2,000,000
$2,000,000
$1,000,000
$50,000 Per Occurrence
X
Automobile Liability Owned, Hired, Borrowed & Non-owned
Motor Carrier Act End
Best’s Guide Rating-A-VIII or
better, or its equivalent
$1,000,000 Combined
Single Limit Bodily
Injury and Property
Damage Each Occurrence
Prof. Errors and Omissions
Best’s Guide Rating-A-VIII or
better, or its equivalent
$1,000,000 Limit Ea. Occurrence
Garage Liability $1,000,000 CSL Ea. Occurrence
Garage Keeper’s Legal Liability
Best’s Guide Rating-A-VIII or better, or its equivalent Maximum Value of One Vehicle
Maximum Value of All Vehicles Held by
Contractor
X Umbrella Liability
Best’s Guide Rating-A-VIII or better, or its equivalent. $1,000,000
Other Insurance:
X
“Orange County Board of Supervisors 112 W. Main Street, P.O. Box 111
Orange, VA 22960“named as an additional insured on Auto and
General Liability Policies. (This coverage is primary to all other coverage
the County may possess and must be shown on the certificate.)
X
30-day written cancellation notice required, 15-day cancellation notice
required for non-payment to Orange, owner– Ref. Code of Virginia Section
38.2-231. Also, the words “endeavor to” and “failure to mail such
notice” clause shall be removed from the cancellation notice.
X The Certificate must state Bid/RFP No. and Bid/RFP Title.
X Contractor shall submit Certificate of Insurance within five business days
from notification of award.
We understand the Insurance Requirements of these specifications and will comply in full if
awarded this contract.
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 203 of 208
____________________________________________________________
Name & Title
____________________________________________________________
Signature
____________________________________________________________
Date RETURN THESE PAGES
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 204 of 208
Appendix I - Non-Collusion Statement
The party making the foregoing quote hereby certifies that such quote is genuine and not
collusive or sham; that said bidders has not colluded, conspired, connived or agreed, directly
or indirectly, with any bidder or person, to put in a sham bid or to refrain from bidding, and has
not in any manner, directly or indirectly, sought by agreement or collusion, or communication
or conference, with any person to fix the bid price or affiant or of any bidder, or to fix any
overhead, profit or cost element of said bid price, or of that of any other bidder, or to secure
any advantage against the Owner or any person interested in the proposed contract; and that
all statements in said proposal or bid are true.
By signing this quote the undersigned certifies that this person/firm/corporation is not currently
barred from bidding on contracts by any agent of Orange County of the Commonwealth of
Virginia. Offeror also certifies by signing this quote that no conflict of interest exists between
Contractor and the Owner that interferes with fair competition and no conflict of interest exists
between Contractor and another person or organization that constitutes a conflict of interest
with respect to the contract with the Owner. Undersigned bidder hereby certifies that he/she
has carefully examined all conditions and specifications of this Invitation to Bid and hereby
submits this bid pursuant to such instructions and specifications, without exception.
Name & Title
______________________________
Signature
______________________________
Date
RETURN THIS PAGE
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 205 of 208
Appendix J - Vendor (Respondent) Data Sheet
The following information is required as part of your response to this solicitation. Failure
to complete and provide this sheet may result in determining your proposal to be not
acceptable. Note – The terms “vendor” and “bidder” are County-specific terms used
within this Appendix and refer to qualified parties responding to this RFP.
1. Qualification: The vendor must have the capability and capacity to satisfy all the contractual requirements. 2. Bidder’s Primary Contact: Name: ___________________________ Phone: ______________________ Email: __________________________________________________________ 3.Years in Business: Indicate the length of time you have been in business providing this type of goods and service: _________ Years 4. SCC #_______________________________ 5. Have you or any representative within your organization ever been debarred from submitting bids/proposals on contracts by Orange County? _________ 6. Have you or any representative within your organization ever been debarred from submitting bids/proposals on contracts by an agency, public entity/locality or authority of the Commonwealth of Virginia? _________ 7. Indicate three (3) current or recent accounts, either commercial or governmental, that your company is servicing, has serviced, or has provided similar services.
Company
Contact Name
Contact Phone
Project
Dates of Service $ Value
Company
Contact
Phone
Project
Dates of Service $ Value
Company
Contact
Phone
Project
Dates of Service $ Value
RETURN THIS PAGE
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 206 of 208
Appendix K - Offeror (Respondent) Statement
Undersigned Bidder hereby certifies that he/she has carefully examined all conditions and specifications of this invitation for Bid and hereby submits this proposal pursuant to such instructions and instructions.
Note – The terms “offeror” and “bidder” are County-specific terms used within this
Appendix and refer to qualified parties responding to this RFP.
________________________________________________________ Type or Print Name & Title of Authorized Person Submitting Proposal ________________________________________________________ Signature of Authorized Person Submitting Proposal _______________________________________________________ Date SUBSCRIBED AND SWORN to before me by the above named __________________on the _____day of___________, 2018 ___________________________________________________ Notary Public in and for the State of _______________________________ My commission expires: _________________________________________
RETURN THIS PAGE
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 207 of 208
Appendix L - State Corporation Commission (SCC) Form
Note – The terms “offeror,” “bidder,” and “contractor” are County-specific terms
used within this Appendix and refer to qualified parties responding to this RFP.
The Bidder/Offeror/Contractor: ___ is a corporation or other business entity with the following SCC identification number: ______________________________________________________________________
OR ___ is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust
OR ___ is an out of state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting ay employees or agents who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the Offeror in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contract by which such goods were sold and shipped into Virginia from Offeror’s out of state location)
OR ___ is an out of state business entity that is including with this proposal an opinion of legal counsel which accurately and completely discloses the undersigned Offeror’s contracts with Virginia and describes why those contacts do not constitute the transaction of business in Virginia within the meaning of §13.1-757 or other similar provisions in Titles 13.1 or 50 of the Code of Virginia. Please check the following if you have not completed any of the foregoing options but currently have pending before the SCC an application for authority to transact businesses in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number once issued (Orange County reserves the right to determine in its sole discretion whether to allow such waiver) _____
RETURN THIS PAGE
Orange County, Virginia P25 Radio System Request for Proposals
November 9, 2017 Page 208 of 208
Appendix M - Bidder / Respondent Question Form
Questions shall be submitted by 5:00PM January 4, 2018. Questions received
beyond this date may not be answered.
Attn: Stephanie Straub
Via Email: [email protected]
Project: P25 Radio System Request for Proposal
Location: Orange, Virginia
Bidders/Respondents are required to utilize this form for questions. You may submit
multiple forms. Note on bottom of page the number of pages pertaining to your
questions.
RFP Reference Paragraph or Page #
Question