Downriver Community Conference

On behalf of

Downriver Mutual Aid

The City of Southgate

BrownstownTownship

RFP #12-02

DMA Subscriber Unit RFP

March 30, 2012

Downriver Community Conference

Kimberly Donahey

15100 Northline Rd. Room 134

Southgate, MI 48195

734-362-7005

1.GENERAL Information

  1. The Downriver Community Conference (DCC), on behalf of the Downriver Mutual Aid (DMA), the City of Southgate and BrownstownTownship, is seeking bids to replace its member communities mobile, portable and control station radio’s from qualified bidders.
  2. This solicitation is limited to Proposer organizations who are established prime manufacturers of subscriber units and/or qualified contractors who have equivalent subscriber unit installations that are in current productive use in U.S. or Canadian public safety installations.
  3. Should a contract award result from this RFP, DCC reserves the right to award all, part, or none of the furnishing of materials, machinery, equipment, software, labor, supplies, tools, transportation, and other incidentals necessary or convenient to complete the DMA subscriber unit RFP. DCC reserves the right to incrementally amend any initial contract to include all or part of additional phases that may be required to meet the RFP objectives.
  4. The following state, national and international standards are referenced in this specification.
  5. Association of Public-Safety Communications Officials (APCO) P25 (P25)
  6. NFPA 1221 (2010) standards
  1. The proposed subscriber unit technology, including all proposed software, applications software, database management software, and special-purpose hardware components must be non-developmental and in current operational use in subscriber units that have capacity and performance specifications equivalent to or greater than those included in the accompanying RFP Specification.
  1. Proposer will, in part, be evaluated on their ability to provide at least three (3) references. Use the form supplied in the “Proposal Section” of the RFP.
  1. Proposals shall strictly comply with all instructions and requirements stated herein. Failure to fully comply is sufficient reason to reject Proposer’s proposal without further explanation or obligation.

h.Proposers shall advise DCC of their intention to respond (yes or no) to this RFP. This intention shall be communicated via email to within ten (10) business days of the published date of the RFP.

i.Correspondence, communications and questions relative to the RFP or preparation of proposals shall be directed in writing to:

Kim Donahey, Chief Financial Director
Downriver Community Conference
15100 Northline Rd., Room 134
Southgate, MI48195
Email:
Direct: 734-362-7005
Fax: 734-407-0202
Website:

Contact with any other DCC personnel regarding this project is prohibited and is grounds for rejection of proposal without further explanation or obligation.

DCC will respond to Proposer inquiries at DCC’s discretion. All DCC responses will be sent to all Proposers in the form of a written addendum.

Proposals shall remain valid for 180 days from receipt of proposals by DCC and shall be the basis for negotiation of an agreement with DCC, the DMA, the City of Southgate and/or BrownstownTownship. If DCCselects the Proposer as the vendor and enters into negotiations with the Proposer, the proposal shall remain valid for the duration of negotiations until an agreement is signed or negotiations terminated, even if the 180 day applicability period is exceeded, unless modified by written agreement between the Proposer and DCC.DCCconsiders the RFP and related proposal preparation activity to be confidential. Therefore, the Proposer shall not disclose to anyone other than the DCC point of contact and the Proposers personnel directly involved in the response to this RFP any information concerning this RFP or the Proposer's proposal.

j.Any interpretation or change to the RFP prior to the date and time for submittal of proposals, will be made only by written addendum issued by the DCC to all Proposers intending to respond to the RFP. All written addenda will become a part of the RFP. Interpretation or change of this RFP by any means other than a written addendum is not valid.

k.This is a negotiated procurement. Negotiation is a procedure that includes the receipt of proposal from offers, permits bargaining, and usually affords an opportunity to revise offers before award of a contract. Bargaining, in the sense of discussion, persuasion, alteration of initial assumption and positions may apply to price, schedule, technical requirements, type of contract or other terms of a proposed contract. DCC reserves the right to make an award based on the original proposal without negotiations with any offeror.

l.Binding Contract

A proposal received in response to a request for proposal (RFP) is an offer that can be accepted by DCC, DMA, the City of Southgate or BrownstownTownship to create a binding contract.

  1. Award

In awarding a contract, price is but one factor to be considered and the award is not required to be made to the lowest offeror. Awards shall be made to the responsive, responsible firm whose proposal overall is the most advantageous to the DCC.

  1. Rejection of Proposals

DCC reserves the right to reject all proposals, or parts thereof, which are determined not to be in the best interest for DCC. Such rejection is not subject to appeal.

  1. Funding

If funds are not appropriated for payment of this contract, DCC may terminate the contract within thirty (30) days written notice without any early termination penalties, charges, fees or cost of any kind to DCC.

  1. Delivery Terms

Proposals shall include delivery costs to the specified delivery point, all transportation charges prepaid and borne by the contractor.

  1. Delays in Delivery

Delays in delivery caused by bonafide strikes, government priority or requisition, riots, fires, sabotage, acts of God or any other delay deemed by DCCto be clearly and unequivocally beyond the contractor’s control, shall be recognized by DCC. The vendor may be relieved of meeting delivery time specified if vendor files with DCC a request for extension of time, signed by a responsible official, giving in detail the essential circumstances, which, upon verification by DCC’s authorized representative, justifies such extension.

m. Tentative Schedule

1.RFP Packets available starting Thursday, March 29, 2012.

2.Question submission: Wednesday, April 4, 2012 by 3:00 pm (ET).

3.Product Demonstration Open House: Friday, April 20, 2012. Time: TBD

4.Proposal submission: Wednesday, May 9, 2012 by 3:00 pm (ET).

5.Award approval: Thursday, June 7, 2012

n.Response Preparation and Submittal Instructions
  • All proposals must be received by 3:00 PM ET by Wednesday, May 9, 2012.
  • E-mail and/or faxed submission of proposals will not be accepted. All deliveries of written submissions by Proposers shall be addressed as follows:

Downriver Community Conference

RFP #12-02: DMA Subscriber Unit RFP

15100 Northline Rd., Room 134

Southgate, MI48195

Attn: Kimberly Donahey

It is the Proposer’s sole responsibility to deliver the proposal. Proposals that are not received by the Closing Date and Time specified above shall be returned unopened.

o. Pricing: Pricing shall be guaranteed for a minimum of two years after the initial purchase. Pricing shall be good and available for any participating community in the DCC.

2.Proposal contents and organization

Proposals must be submitted on the forms found in the packet labeled “DMA Subscriber Unit Proposal Section”. Each section has a limited amount of space for response information. There will be no penalty for shorter answers; however, exceeding the available space will be cause for a deduction of points. Responses MUST use Times New Roman font, no smaller than 11 pt.

Proposals submitted in response to this RFP must include Two (2) sets of the original proposal documents together in a sealed package. Each original proposal document set shall include and be in the following order:

  • The Subscriber Unit Proposal Section
  • All Appendix’ as listed in the Subscriber Unit Proposal
  • A CD-ROM or flash drive containing the complete electronic version of the Proposal Documents and any supporting documentation in PDF format.

2.1The Subscriber Unit Proposal Section

a.Transmittal Form: Complete the information as listed on the Transmittal Form. The Transmittal Formmust be signed by an individual authorized to legally bind the Proposer. The Transmittal Form MUST:

  • identify the submitting organization;
  • identify the name and title of the person authorized by the organization to contractually obligate the organization;
  • identify the name, title, telephone number and e-mail address of the person authorized to negotiate the contract on behalf of the organization;
  • identify the names, titles and telephone numbers of person(s) to be single point of contact and Project Manager;
  • be signed by the person authorized to contractually obligate the organization;
  • acknowledge receipt of any and all addenda to this RFP.

b. Organizational Overview: In this section of the proposal, each Proposer shall provide an overview of their organization, along with descriptions and supporting evidence of their corporate qualifications. The same information must also be provided for all proposed subcontractors to demonstrate a subcontractor’s qualificationsto perform a specifically designated portion of the project. This section is limited to three pages.

c. Product Description/Information: Proposers shall identify and explain the base model being offered. Proposers should include the following information at a minimum:

  • technical and installation information
  • the capability and limitations of the proposed radio’s relating to the ability to switch and display different talk groups and/or conventional channels
  • describe the radio’s scanning capability
  • explain how the talk groups/channels to be scanned can be selected and changed
  • include a list of available battery options and battery chargers for portable radio’s

This section is limited to six (6) pages.

d. Product Uniqueness: Proposers shall explain what makes the product(s) they are offering the best choice for the Downriver Community Conference. This section is limited to one (1) page.

  1. Minimum Standards: Proposers need to explain how the proposed subscriber units meet the following standards:
  • P25 standards
  • NFPA standards
  • Interoperability requirements for the Department of Homeland Security P25 Compliance Assessment Test (CAP) for a Cassidian P25 trunked system
  • Provide corresponding SDoc and STR for each of the proposed subscriber radio’s

This section is limited to two (2) pages.

  1. Warranty and Maintenance Agreements: Proposers shall provide a sample warranty/maintenance support agreement to the back of the packet as Appendix F. Proposers shall also include, within the space provided on page 15, the costs of extending the maintenance period (after initial warranty period) by 1 year, 2 years, 3 years and 4 years. This section is limited to one (1) page.
  1. Training: Proposers shall list and describe the type and cost of each type of training recommended for each radio being proposed. This section is limited to two (2) pages.
  1. References: Proposers shall include three (3) references for which similar or comparable products were sold.

i. Additional Information: Proposers are allowed one (1) additional page for any information the Proposer wishes to include.

2.2Appendix Information:

a. Appendix A: Subscriber Unit Survey – Proposers shall complete the Subscriber Unit Survey for each type of radio being proposed. Use “X” in the correct column to guarantee that each of the radio’s meet’s the minimum requirements. For example, in the Low Tier section in the Mobile column, place an “X” in the “Yes” column if that Low Tier Mobile radio meets the requirement of 700/800 MHz, P25 Phase I CAI, etc. Place an “X” in the “No” column if that radio does not meet that requirement. This needs to be completed for each of the low/mid/high tiered mobile, portable and control station radios being proposed.

b. Appendix B: Subscriber Unit Cost Proposal – Proposers shall complete the unit price for each base model radio. Quantities are already filled in and based upon an estimated current inventory. Actual order may vary in quantity. Proposers shall complete the form by multiplying the price by quantity and entering the total price. Then, compute the total cost for all radio’s in the “Total Cost” row.

c. Appendix C: Mobile Radio Pricing Matrix – Proposers shall provide a matrix offering the entire line of mobile radios that are P25 Phase I. All radios must be easily upgradeable to P25 Phase II. The matrix shall include model, options, pricing, feature sets, transmitter and receiver specifications, and end of life cycle as predicted by each Proposer. The matrix shall include the cost to upgrade the units to P25 Phase II. The cost should include any software, firmware, hardware and labor that are needed to upgrade the proposed radio any time over the next five (5) years. Separate pricing shall be listed for the installation and initial programming of every radio in the matrix. A list of accessories and installation options for the radios specified shall be included in the radio pricing matrix.

d. Appendix D: Portable Radio Pricing Matrix - Proposers shall provide a matrix offering the entire line of mobile radios that are P25 Phase I. All radios must be easily upgradeable to P25 Phase II. The matrix shall include model, options, pricing, feature sets, transmitter and receiver specifications, and end of life cycle as predicted by each Proposer. The matrix shall include the cost to upgrade the units to P25 Phase II. The cost should include any software, firmware, hardware and labor that are needed to upgrade the proposed radio any time over the next five (5) years. Separate pricing shall be listed for the installation and initial programming of every radio in the matrix. A list of accessories and installation options for the radios specified shall be included in the radio pricing matrix. Lapel speaker/microphone accessories designed for public safety users shall be included in the matrix as well as all available belt clips and carrying cases. Proposers shall list all available battery options, their specifications, and battery chargers for each type of portable radio in the pricing matrix.

e. Appendix E: Control Station Pricing Matrix - Proposers shall provide a matrix offering the entire line of mobile radios that are P25 Phase I. All radios must be easily upgradeable to P25 Phase II. The matrix shall include model, options, pricing, feature sets, transmitter and receiver specifications, and end of life cycle as predicted by each Proposer. The matrix shall include the cost to upgrade the units to P25 Phase II. The cost should include any software, firmware, hardware and labor that are needed to upgrade the proposed radio any time over the next five (5) years. Separate pricing shall be listed for the installation and initial programming of every radio in the matrix. A list of accessories and installation options for the radios specified shall be included in the radio pricing matrix. Proposers shall provide in the pricing matrix the entire line of RF control stations. The matrix shall include model options and feature sets. Proposers shall include a list of all types of control stations and configurations offered in the pricing matrix.

f. Appendix F: Warranty/Maintenance Support Agreement – Proposers shall attach a sample maintenance support agreement and label it as Appendix F.

g. Appendix G: Product Literature – Proposers shall attach product literature for the products being proposed.

3.General Radio Requirements

3.1Subscriber radios and quantities

  1. Currently, the type and model number of the subscriber radios are as follows:

Portables are Motorola XTS3000 Model H09UCF9PW7BN

Mobiles are Motorola Astro Spectra Plus D04UJH9SW3AN, W4 and W5s (some include dual head controls)

Consolettes are Motorola Astro Spectra Model L04UJH9PW7AN

3.2 Mobiles, Portables and Control Stations

  1. All mobile and portable radios to be provided under this project shall be capable of trunking operations across all of the frequencies assigned to the Public Safety Service in the 700/800 MHz band and there should be no restriction in having channels/talk groups programmed in both bands at the same time in the units.
  2. Radios must support analog, P25 digital and P25 trunked digital modes of operations.
  3. All radios provided in this Project, including those fixed location radios used at all sites, shall utilize the P25 digital voice modulation of Phase I C4FM and be upgradable to Phase II. The P25 DVSI vocoder utilizing in the proposed radios needs to be the IMBE/AMBE vocoder. If IMBE is used the vocoder needs to be upgradable to AMBE at no additional cost and included in the cost of the Phase II upgrade provided.
  4. All mobile and portable radios are required be able to transmit and receive in a conventional analog mode but only when used to intercommunicate through conventional analog modulation interoperability mobile relay stations, and when used to intercommunicate on a direct radio to radio basis. Please list any limitation in supporting PL (CTCSS), DPL (DCS), MDC 1200 or DTMF tones when operating in the analog mode.
  5. All mobile and portable radios are required to support P25 digital mode for direct radio-to-radio communications and conventional P25 interoperability through mobile relay stations.

3.3General Radio Requirements

  1. Proposers shall provide in the proposal a matrix offering the entire line of mobile, portable, control station radios that are P25 Phase I as outlined in the RFP. All radios proposed must be easily upgradable to P25 Phase II when asked for by the user agency.

The matrix shall be in the form of Excel spread sheets and shall include model, options, feature sets, transmitter and receiver specifications, and end of life cycle as predicted by Proposer for each radio.

In addition, the Matrix shall list the cost to upgrade the units to P25 Phase II. The cost for the upgrade should include any software, firmware, hardware and labor that are needed to upgrade the proposed radios to P25 Phase II at any time over the next 5 years once programming is accepted. No additional cost then that shown will be charged by the proposer to upgrade the units at any point any time over the next five years (once programming has been accepted) that that shown.

Separate prices shall also be provided for the installation and initial programming of every radio in the matrix.

  1. Radios shall be capable of being programmed to transmitting and receiving on any of the VHF, 700 MHz and 800 MHz Public Safety licensable frequencies within the same programming profile and zone.
  1. Radios shall be of current design and manufactured and FCC type accepted.
  1. Radios shall meet Military standard 810C, D, F and G for applicable pressure, temperature, shock, radiation, rain, humidity, salt fog, dust and vibration.
  1. Radios shall be capable of being programmed by PC application that supports a USB interface to connect the PC to the radios. The same programming application shall be used for the mobile and portable radios and frequencies and fleet map information should only need to be entered once into the tool and not separately for each of the types of radios.
  1. Proposer shall supply all necessary equipment; including software, hardware, and cables required for the DCC/DMA to do the programming of radios.
  1. Detailed technical and installation documentation shall be provided for each radio listed in the radio pricing matrix.
  1. Proposers shall provide a list of accessories and installation options for the radios specified in the radio pricing matrix.
  1. The proposed subscriber radios (mobile, portable and control station) must have met the established MPSCS technical and operational standards and be certified as eligible for use on the MPSCS System.
  1. The proposed subscriber radios (mobile, portable and control station) shall have passed the interoperability requirements of the Department of Homeland Security (DHS) P25 Compliance Assessment Program (CAP) at the time of submittal for a Cassidian P25 Trunked system. Please provide the corresponding SDoc and STR for each of the proposed subscriber radios showing they have been tested on the Cassidian P25 Trunked system.
  1. The proposed portable radios shall meet the most current NFPA 1221 (2010) standards for public safety radios. Proposers must demonstrate how radios meet these requirements.
  1. The pricing shall include replacing, if required, any accessory that is currently in use. For example, the specialty teams may require an adapter for the radios. Pricing shall include the price of the adapters.

3.4Mobile Radio Requirements