Appendix J

Requirements Cross Reference

RFQ Requirement / Proposal
Page / Section / Paragraph
IV-3.Requirements
A.Personnel Requirements
1.The selected Contractor or its proposed subcontractors must have five (5) years’ experience in working with public safety agencies (nationally and/or in Pennsylvania) and must include the following in its response:
a.Demonstrated experience in general planning and project management
b.Demonstrated experience in document development, including application of federal plain language guidelines
c.Demonstrated experience in data management principles and best practices
d.Demonstrated experience with and understanding of the data transmission needs of public safety agencies including law enforcement, fire protection, emergency medical services and related health entities, emergency management agencies, transportation officials, National Guard, and any and all other potential users of the NPSBN
e.Knowledge of the provisions of the Middle Class Tax Relief and Job Creation Act of 2012 as they pertain to the construction of the NPSBN
f.Technical knowledge of the capabilities and limitations of 4G LTE technology and its proposed utilization of the 20 Mhz of spectrum in the 700 Mhz range for data transmission needs of public safety users
g.Demonstrated experience in developing and executing MOAs
h.Demonstrated experience and/or ability to conduct budgetary development and tracking as it relates to grant programs
i.Demonstrated experience and/or ability in website construction
j.Familiarity with Commonwealth procurement rules
k.Demonstrated experience in implementing wireless data solutions for public safety agencies
l.Demonstrated experience in deployment of large scale (minimum of county level) deployment of public safety radio and/or data systems, including experience with large scale implementations which cross agencies/boundaries
m.Knowledge and experience with telecommunications policy, economic development, and other related areas. The Contractor should demonstrate subject matter expertise with telecommunications regulations and policy, both at state and federal levels, and familiarity with relevant documentation, programs, and developments.
n.Experience with broadband-related projects, including outreach and promotion, demand aggregation, adoption, and deployment of broadband infrastructure.
o.Ability to develop training and outreach programs for local and state government officials and public safety entities from across the Commonwealth of Pennsylvania in order to educate and gather information required by FirstNet.
p.Demonstrated experience with large scale data collection, integration, analysis, and visualization utilizing geographic information systems (GIS).
q.Demonstrated experience with financial modeling and analysis, and the ability to develop and/or evaluate alternative business models, such as public private partnerships, which could be utilized in operating the network.
2.All employees of the selected Contractor and subcontractors working or hired to work on this project will be subject to a PSP criminal history background investigation and fingerprinting. Employees must be approved by the PSP before commencing work. For each individual proposed by the Contractor to perform work on the project, including the Project Manager, the following items of information must be provided:
a.Name (to include maiden names and/or aliases)
b.Social Security Number
c.Date of Birth
d.Sex
e.Race
B.Project Execution Requirements
The selected Contractor must complete all actions necessary to perform the tasks and provide the deliverables described in Section IV-4 and IV-5.
All deliverables must be submitted in an editable electronic format approved by PSP, such as Microsoft Office.
C.Project Management Requirements
The selected Contractor must perform all actions necessary to manage the project and provide the project reports and control described in Section IV-6.
D.Website Requirements
1.The website developed for this project will be hosted by the Commonwealth and must use Microsoft-compatible technologies.
2.The website must incorporate the look and feel of the existing PSP public website.
3.The website must be accessible via the existing PSP public website and link back to it.
IV-4.Phase I Tasks
The selected Contractor must complete the following tasks and produce the deliverables indicated below. For all written deliverables, the selected Contractor must provide a first draft and any follow-up drafts. PSP will review drafts and provide comments. The selected Contractor must revise the drafts until the deliverable is accepted by PSP in writing.
In responding to the RFQ, Contractors are encouraged to propose additional tasks not included in this list if necessary. Each additional task proposed by the respondent must follow the same Task-Deliverable description as detailed below separate and distinct from the respondent’s proposal for completing that work.
A.Develop and maintain a list of all potential public safety users and associated stakeholders
1.Task Description:
Develop a list of all potential public safety users of the NPSBN and associated stakeholders within the Commonwealth. Review the list monthly to ensure information is current.
2.Deliverable:
Comprehensive list of all potential public safety users of the NPSBN and associated stakeholders within the Commonwealth.
a.Deliverable Description: This document must include the more than 1200 police departments, 1400 fire departments, 1000 EMS providers, EMA directors, 9-1-1 directors, hospitals, utilities, transportation officials, and other stakeholders including associations and regional planning commissions as deemed relevant.
b.Acceptance Criteria: The list must contain, at a minimum, the following information for each entity identified: jurisdiction, agency, discipline, personnel count, prospective use, and an indication of whether or not the agency currently subscribes with a commercial wireless carrier to deliver data to its personnel.
c.Due Date: Completed list twelve (12) weeks after award or as negotiated with PSP. Monthly updated lists within five (5) calendar days of the month’s end.
B.Develop training materials for education and outreach programs
1.Task Description:
Develop training materials suitable for delivery during a two-day seminar for local elected officials including mayors, county and township commissioners, council members, etc.
Develop training materials suitable for delivery during a two-day seminar for public safety officials including police chiefs, fire chiefs, EMS administrators, hospital administrators, EMA directors, emergency task forces, port and border control agencies etc., and other relevant stakeholders/partners including public safety associations, regional planning districts/committees/task forces, state and local technical assistance personnel, other support organizations, etc.
2.Deliverable:
Elected official training material
Public safety practitioner training material
a.Deliverable Description:
i.All handouts, syllabus, instructor’s notes, and any other materials deemed necessary to deliver the programs. Format may include PowerPoint, webinars, handouts, reference materials, etc.
b.Acceptance Criteria:
i.Programs maximize the time allotted to educate the audience on the details of the NPSBN and enable meaningful dialogue and feedback on the audiences’ concerns and requirements from the NPSBN.
ii.Programs meet the goals and objectives of the education and outreach as set forth by FirstNet.
c.Due Date: Eight (8) weeks after award or as negotiated with PSP.
C.Coordinate the planning and administration of two-day education and outreach seminars
1.Task Description:
a.Plan up to nine regional education and outreach sessions with stakeholders, including three in the Harrisburg/Philadelphia area, two in the Pittsburgh area, one in the Northwest Pennsylvania area, one in the Northeast Pennsylvania area, and two in the North Central Pennsylvania area.
b.Identify venues and handle all logistical issues including reserving and paying for conference facilities, reserving and paying for rooms for conference attendees, and arranging for meals as appropriate, etc. Ensure the booking and conduct of the seminars is done in compliance with all Commonwealth travel policies and federal per diem guidelines, including Commonwealth Management Directive 230.10, Commonwealth Travel Policy, and OMB Circular A-87, Section 27, Meetings and Conferences and Attachment B, Section 14, Entertainment. Ensure conference expenses are in accordance with federal guidelines for allowable grant expenditures. Engage with appropriate Commonwealth personnel to insure all procedures and policies are appropriately followed.
c.Identify county emergency management personnel, county 911/communications directors, public safety personnel and elected officials. Create and maintain a mailing list for both electronic mail and traditional mail. Invite public safety personnel and elected officials from mailing list via direct mailings, e-mail, public advertising, or other means deemed appropriate. Vet the respondents to insure they are on the list of potential public safety users developed in Section IV-4.A.
2.Deliverable:
Pre-seminar and Post-seminar documentation packages.
a.Deliverable Description: For each education and outreach seminar include:
i.Pre-seminar
a.Mailing list
b.Vetted list of expected attendees broken down by position/discipline
c. Documentation of all bookings and reservations for venues, rooms, and meals
ii.Post-seminar
a.Verified list of actual attendees, their agency and position within the agency, or if elected official, the office which they hold, physical mailing address, email address, telephone number
b.Receipts for all payments
c.Written verification of payments meeting Federal and Commonwealth guidelines
b.Acceptance Criteria: All payments must be made according to Federal and Commonwealth guidelines, and all documentation must demonstrate that the guidelines were followed.
c.Due Date:
a.Pre-seminar deliverables at least twenty (20) days business days before each seminar or as negotiated with PSP, with the first seminar scheduled to occur within sixteen (16) weeks of award and the last seminar completed within four (4) to six (6) months of the first seminar.
b.Post-seminar deliverables within ten (10) business days after each seminar or as negotiated with PSP.
D.Deliver training and facilitate information gathering at up to nine seminars
1.Task Description:
Delivery of presentations, facilitation of sessions, and information gathering as needed.
2.Deliverable:
Documentation of all formal information gathering sessions
a.Deliverable Description: This document must contain a copy of all material presented or distributed at the seminar, and a detailed summary of all information obtained from the attendees as to their questions, and requirements of the NPSBN. The document must also contain a listing of any significant issues which arose during the seminar which had not been previously addressed or contemplated, if any.
b.Acceptance Criteria: The document must be delivered in both hard copy and electronic format, including all attachments.
c.Due Date: Within three (3) business days after each seminar or as negotiated with PSP.
E.Develop MOAs for sharing state and local infrastructure with FirstNet
1.Task Description:
Work with legal counsel to develop a template for an MOA which would be appropriate to facilitate the possible sharing of both state and local infrastructure with FirstNet. Consult with FirstNet regarding the MOAs.
2.Deliverable:
MOA template.
a.Deliverable Description: This document must contain a template for a Memorandum of Agreement for sharing of both state and local infrastructure with FirstNet which is adaptable and useful for both levels of government for all possible infrastructure.
b.Acceptance Criteria: The document must be approved by Commonwealth legal counsel.
c.Due Date: Sixteen (16) weeks after award or as negotiated with PSP.
F.Develop Staffing Plans for data collection
1.Task Description:
Determine appropriate Commonwealth and local stakeholders to serve on a data collection sub-committee.
Determine proposed dates and durations of a future data collection in consultation with FirstNet.
2.Deliverable:
Staffing plan
a.Deliverable Description: This document must contain proposed dates and durations of data collections for appropriate Commonwealth and local stakeholders
b.Acceptance Criteria: The document must contain an appropriate number of volunteers from across the Commonwealth, representative of a diverse cross-section of the agencies and/or disciplines identified in Section IV-4.A.2.a.
c.Due Date: Twenty-six (26) weeks after award or as negotiated with PSP.
G.Revise the SCIP
1.Task Description:
Revise the current SCIP to be more reflective of current needs and expectations. Current SCIP can be found in Appendix N, PA Statewide Communications Interoperability Plan. Update all current, relevant provisions and remove dated material which is no longer useful or relevant.
2.Deliverable:
Updated and revised SCIP.
a.Deliverable Description: The revised SCIP must maintain the general structure of the current SCIP.
b.Acceptance Criteria: The document must meet the following: Must meet with PSP approval.
c.Due Date: Fifty-two (52) weeks after award or as negotiated with PSP.
H.Develop and maintain a document/spreadsheet to track the Commonwealth’s matching expenditures
1.Task Description:
Develop and maintain a document/spreadsheet for tracking the Commonwealth’s hard and soft matching expenditures eligible for the SLIGP grant. Track direct expenditure of Commonwealth funds and soft match expenditures including personnel costs. Update the document/spreadsheet weekly.
2.Deliverable:
Completed document/spreadsheet that tracks the Commonwealth’s hard and “soft match” expenditures for the SLIGP grant
a.Deliverable Description: At a minimum, this document/spreadsheet must include all types of data contained in the example in Appendix M, Expenditure Tracking example.
b.Acceptance Criteria: The completed document/spreadsheet must demonstrate the Commonwealth fulfillment of the matching requirement, or contain an up-to-date accounting of hard and “soft match” expenditures at the expiration of the selected Contractor’s contract.
c.Due Date: Must be updated weekly after award.
I.Create a web-site for education and outreach
1.Task Description:
Design and build a public website to educate local elected officials and public safety officials concerning all of the issues surrounding the NPSBN project, as well as allowing a feedback mechanism. Consult with the PSP Bureau of Information Technology regarding the look and feel of the website.Provide any support necessary to PSP in hosting the website.
2.Deliverable:
Fully functional education and outreach website.
a.Deliverable Description: The website must meet the requirements in Section IV-3.D. The website must be capable of being utilized to post relevant educational items and to accept feedback from elected officials and public safety officials in regards to the NPSBN. Contact information must be collected from anyone providing feedback.
b.Acceptance Criteria: Administrative capability of the website must allow all personnel on the PSP-provided list of authorized information posters to add informational content to the site without requiring assistance from technical personnel. Feedback provided by elected and public safety officials must be delivered privately to designated PSP personnel. Acknowledgement of receipt of the feedback must be provided to the person who provides it.
c.Due Date: Twelve (12) weeks after award or as negotiated with PSP.
J.Create a secure SharePoint site
1.Task Description:
Develop, host and administer a secure SharePoint site to facilitate information sharing among the CPC and other committees that may be formed.
2.Deliverable:
Fully functional, secure SharePoint site
a.Deliverable Description: The SharePoint site must be capable of being utilized to share information between all authorized users and guests, regardless of location.
b.Acceptance Criteria: Administrative capability of the SharePoint site must allow all personnel on the PSP-provided list of authorized users to add and access content without requiring assistance from technical personnel. Guest users must be restricted to read-only access to specified information.
c.Due Date: Two (2) weeks after award or as negotiated with PSP.
K.Develop task descriptions and a corresponding budget for Phase II activities.
1.Task Description:
Determine and document tasks that are necessary to meet the Phase II requirements that will be released by FirstNet during execution of Phase I.
Extend the Phase I project plan to include Phase II activities and revise as necessary.
Develop a budget for Phase II activities.
2.Deliverable:
Phase II task description, project plan, and budget.
a.Deliverable Description: The format for the task documentation must include the deliverable description, acceptance criteria, and due dates. The extended project plan must maintain the general structure of the Phase I project plan. The budget must be documented in an Excel spreadsheet.
b.Acceptance Criteria: Tasks documented for Phase II must include all actions necessary to meet the requirements issued by FirstNet. The budget for those tasks must stay within PSP-defined funding limits.
c.Due Date: Four (4) weeks after Phase II requirements are released by FirstNet, or within 4 weeks of award, whichever is later.
IV-5.Optional Phase II Tasks
A.Collect data required for Phase II
1.Task Description:
Complete all data collection tasks defined during Phase I.
Work with the CPC and all other stakeholders in developing coverage requirements for the network.
Work with and review data already collected by the Office of Emergency Communications of the Department of Homeland Security, the broadband and geospatial divisions of the Office of Administration, and other sources of relevant data..
Work with the CPC to develop hardening requirements in accordance with FirstNet expectations and guidance for “public safety grade” infrastructure.
Conduct an inventory of all available assets within the commonwealth which could be utilized in the construction of the network, including towers and other relevant infrastructure. Document infrastructure data collected in Phase II.
2.Deliverable:
Coverage requirements.
Detailed infrastructure inventory
a.Deliverable Description: Infrastructure inventory must include documents, spreadsheets, databases, geodatabases, GIS shape files, LTE Propagation studies, and Coverage Predictions.
b.Acceptance Criteria: The document must contain information from all respondents and must be in a format approved by PSP
c.Due Date:
i.Coverage requirements Eight (8) weeks after kickoff of Phase II or as negotiated with PSP.
ii.Infrastructure inventory Twenty-six (26) weeks after kickoff of Phase II or as negotiated with PSP.