RFP for replacement

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  • 1. . . . . . . . . . . State of Vermont . . . . . . . . . . Request for Proposal Microwave Replacement System Project MAY 15, 2000
  • 2. State of Vermont Request for Proposal Microwave Replacement Project SECTION-1 INTRODUCTION You are invited to submit a response to this Request For Proposal [RFP] and its attachments, and in accordance with the State of Vermont General Terms and Conditions for the purchase of a replacement for the microwave network and associated sub-systems. The State of Vermont, Department of Public Safety, Criminal Justice Services Division currently operates a 30-year old 6GHz analog microwave system that is well beyond its life-cycle. Therefore, there is an urgent need to replace this antiquated system. This RFP seeks to fulfill the State's strategy in meeting future data, voice, video, and radio communications requirements in an efficient and cost effective manner. This RFP is intended to provide the basis for the design, fabrication and delivery of a fully technology-based voice and data network. Purchase of this system will be from a single vendor who shall furnish all equipment, installation services, and optimization requested in this RFP. The successful Proposer will assume complete responsibility for equipment, services, and system acceptance tests provided under this RFP. All RFP responses shall address the entire system, to ensure a complete turnkey system, and that nothing remains to be purchased by the State. The RFP response shall provide the necessary engineering, materials and installation of all equipment provided, and a straightforward and concise delineation of your company's capabilities in meeting the requirements contained herein. Proposers should carefully examine this RFP and fully inform themselves as to all conditions and matters that could in any way affect the equipment or the cost. Should the Proposer find discrepancies on, or omissions from the RFP, or be in doubt as to their meaning, should notify the State of Vermont should be notified in writing to obtain clarification before submitting any RFP .proposal. In addition to your response to this RFP, please prepare a complete statement and qualification that accurately represents your company. Your response should include any and all information necessary for the State to evaluate the technical capabilities of your company as well as any brochures, general descriptions, or other material provided by the manufacturer which adequately illustrates and describes the system proposed. Your RFP must provide block diagrams of the proposed system in sufficient detail to allow the evaluation team to clearly and quickly understand your proposed system architecture. This RFP intends to guarantee the following: -A complete turnkey system -Maintainability -Path reliability -Equipment Reliability -Performance -Long-term useful life -Operator/user friendliness -Timely implementation Proposers must demonstrate successful performance on installations of a similar nature to that requested by the State. There is no intent on behalf of the State to inhibit innovation or restrict new technologies. All proposals received by the State will be evaluated. Proposers shall successfully demonstrate that’s its microwave replacement proposal will result in an overall improvement in performance without sacrificing system performance. , and will provide a major economic benefit to the State. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 2
  • 3. State of Vermont Request for Proposal Microwave Replacement Project 0.1. MICROWAVE REPLACEMENT NETWORK OBJECTIVES 1.1.1 Currently, agencies of the State of Vermont work with a patchwork of voice and data systems. Historically, the telecommunication networks evolved as stand-alone systems to service a single user agency. The State finds itself in a situation where there are multiple telecommunications systems in various stages of their life cycle serving a diverse array of users. The key is developing a strategy for implementing new telecommunications technologies in a cost-effective manner that improves overall services to end-users. Vermont has made no firm decision regarding the type of communications media to be utilized as a replacement to the analog microwave system. The State is open to looking at fiber optic, microwave, and carrier-based networks, or a combination of these or other technologies as a replacement. Proposers are to provide a technology selection based on the State's requirements. Consideration should be given to network reliability, system performance and total cost-of-ownership. 1.1.1 1.1.2 Microwave Replacement Network Goals The goals of the replacement system outlined in this document are: 1.1.2.1 Ideally To have one vendor provide an integrated approach utilizing a complementary set of technologies and services, as opposed to a piecemeal use of technologies and services. 1.1.2.2 Uniform level of service  -Regardless of the physical end-user location, all end-users shall retain independence of agency operations while sharing common telecommunications infrastructure technology and capabilities.  1.1.2.3 Long-term flexible solution -The backbone network architecture that will be developed should have the capacity and flexibility that will be needed to support the long-term requirements of various Vermont departments and agencies. The effective service life of the infrastructure architecture should be in the range of at least 10-15 years or more. 1.1.2.4 Support a wide range of current and projected voice, data, video, and radio applications -The backbone network architecture shall be able to support a wide range of public safety applications. This will include short bursty email message traffic and mobile data applications, up through video conferencing and imaging applications 1.1.2.5 A highly reliable, survivable, and diverse network, which includes:  -Physical loop or mesh backbone infrastructure  -Physical alternative routing capability to major nodes  -Redundancy on a hot-standby basis of all common components - Hardened facilities, complete with UPS/battery systems and emergency power generators  Desire for a consolidated, manageable, and automated system network management system  -Integrated system management tools  -End-to-end circuit outage reporting  -Record of traffic loading/utilization State of Vermont Department of Public Safety Division of Criminal Justice Services Page 3
  • 4. State of Vermont Request for Proposal Microwave Replacement Project SECTION-2 RFP RESPONSE FORMAT, EVALUATION AND AWARD 2.01 DEFINITIONS 2.1.1 The word "Proposer" "Contractor" or "Vendor" in this RFP means the selected equipment and installation provider whose name and principal address appear on the RFP proposal and signature page. 2.1.2 The term "furnish", "provide", "furnish and install", "install", shall be interpreted to mean furnish and install, completely, in place and ready for service, the proposed system equipment. 2.12 GENERAL 2.2.1 All RFPs proposals will clearly define the point of contact for your company, an address and telephone number must be supplied. 2.2.2 The State of Vermont is conscious of, and appreciates the time and effort your company will take to prepare a complete RFP. To help reduce preparation time, this RFP and Pricing Sheet has been provided in Word WORD format on the State's web site located at http://www.dps.state.vt.us. Please return your response in a printed format only. Vermont will send RFP addendum or change notices to all recipients on the RFP list. Proposers will be notified via US Mail, fax, or email. A copy of the revision/addendum will also be posted on the website. 2.2.3 The enclosed system performance specification consists of various sections designed to fully describe the requirements for a new microwave replacement communications system. Each section provides information to guide you in your system design, as well as, specific questions for your reply. 2.2.4 The decision by the State of Vermont will be based on your response to the RFP. provided in the request. Failure to provide adequate information to enable the State of Vermont to evaluate your company, your proposed system, and its features can subject your entire response to elimination from future consideration. 2.2.5 You should be prepared to include any or all statements made in your RFP proposal in a final contract for equipment and services. Exceptions to the RFP may be taken for reason at the discretion of State of Vermont. However, the inability to contractually guarantee any statement made or specification met may result in future elimination. 2.2.6 It is the intent of the State of Vermont to incorporate this RFP, and your response to this RFP, into a final contract. Therefore, it is in your best interest to thoroughly read this document. 2.2.7 All prospective bidders are hereby advised that prior to execution of a contract the prime contractor must establish a business registration with the Vermont Secretary of State’s Office, 26 Terrace Street, Montpelier, VT 05609-1101 (802) 828-2386 and the prime contractor must obtain a Business Account Number from the Vermont Dept. of Taxes, 109 State Street, Montpelier, VT 05609-1401 (802 ) 828-2865.) State of Vermont Department of Public Safety Division of Criminal Justice Services Page 4
  • 5. State of Vermont Request for Proposal Microwave Replacement Project 2.23 RFP ISSUING OFFICE AND POINT OF CONTACT This RFP is issued for the State of Vermont, Department of Public Safety, Division of Criminal Justice Services by the Division of Purchasing, Department of Buildings and General Servcies. The issuing office is the sole point of contact in the State about all matters relating to the services described during the procurement process. The issuing office is the only office authorized to change, modify, amend, alter, clarify, etc. the RFP, specifications, terms, and conditions of this RFP. All inquiries concerning this request will be directed to: Mr. Steve Rixford Voice: (802) 828-2215 Senior Purchasing Agent Fax: (802) 828-2222 Division of Purchasing 128 State Street e-mail: steve.rixford@state.vt.us Montpelier, VT 05633-7501 PLEASE DO NOT CALL THE CONSULTANT, PROJECT MANAGER, PROJECT TEAM MEMBERS. ALL QUESTIONS SHOULD BE DIRECTED TO THE PURCHASING OFFICE. WITH QUESTIONS, AS YOU WILL BE REFERRED TO THE PROCEDURE NOTED ABOVE. TO EXPEDITE RESPONSES, COPIES OF QUESTIONS MAY BE SENT SIMULTANEOUSLY VIA FAX OR E-MAIL TO: Division of Criminal Justice Services Vermont Dept. of Public Safety Fax: 802 241-5557 ATTN: Terry LaValley or Phil Colby Tlavalle@dps.state.vt.us Pcolby@dps.state.vt.us 2.3 RFP SCHEDULE AND KEY DATES State of Vermont Department of Public Safety Division of Criminal Justice Services Page 5
  • 6. State of Vermont Request for Proposal Microwave Replacement Project RFP Actions Date RFP Issued to Proposers Monday , May 15, 2000 Proposers Prepare Reponses May 11, 2000 – June 21, 2000 Deadline for Submittal of Proposer's Friday, May 26, 2000 – 1600 EDT RFP Questions to the State Pre-Proposal Conference Tuesday, June 13, 2000 – 0900 EDT Proposal Due Date Thursday, June 29, 2000 – 1400 EDT Evaluation and Discussion with June 30, 2000 – July 21, 2000 Vendors Best & Final Offer Submission July 28, 2000 – 1400 EDT Notification of Selection +/- August 4, 2000 Contract Execution +/- August 23, 2000 2.4 RFP FORMS ? ? ? ? ? ? ? ? ? are there any State forms ????? State of Vermont Tax Certification Form – See Attachment A 2.5 PRE-PROPOSAL CONFERENCE A mandatory Pre-Proposal conference will be held on the date shown above to discuss items of this RFP. Unless otherwise notified, proposers can assume this meeting will be held in Waterbury, VT. RFP Failure to attend will not relieve the successful vendor of the obligations to meet the requirements set forth in this. The Pre-Proposal Conference is a two-step will involve the following process as follows: Step-1: Questions, request for interpretation or clarification, petition for changes, additions or deletions to technical or commercial items in this RFP, shall be submitted in writing [via facsimile or email] prior to the Pre-Proposal Conference as denoted in the RFP schedule. Each question should be related to a numbered section or paragraph in the RFP. section shall be clearly identified. Step-2 All Proposers will convene jointly on the date and time specified to receive answers to the vendor questions submitted in advance, submit additional questions or requests, and to receive any updated information regarding the project. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 6
  • 7. State of Vermont Request for Proposal Microwave Replacement Project While Aadditional responses to the questions or changes will be given verbally at the Pre- Proposal conference an official, written set of responses and/or clarifications will be provided to all Proposers in the form of an addenda, and will be sent via facsimile or email within 5-business days after the Pre-Proposal Conference. 2.6 SITE VISITS In order to determine the scope of work, site visits will be conducted to the main sites beginning on the first day of the pre-proposal conference and continue for the three (3) days following. The purpose of these visits is for each potential Vendor to gather information on conditions that will assist in the accurate preparation of costs for installation labor and services, equipment, materials and site improvements. Site visits will target the ten [10] mountaintop locations according to the following schedule: Pre-Proposal Conference Day Waterbury Hub, Mt. Mansfield Day-2 Bellview Mt, Burke Mt, Jay Peak Day-3 Mill Hill, Pierson Hill, Russ Hill Day-4 Mt Snow, Killington, Equinox Participants in the site visits must provide their own transportation to each site. Four-wheel-drive vehicles are recommended. 2.7 PROJECT IMPLEMENTATION SCHEDULE Proposers are required to provide a detailed implementation plan and schedule to insure that the equipment is delivered and installed according to schedule. The implementation of a system this size is a major undertaking. The State requires that the contractor provide the necessary resources to complete system implementation within six [6] eight (8) months from the Notice to Proceed. However, the State understands that there may be delays to the schedule and will allow the contractor to make schedule revisions due to delays caused by frequency coordination and licensing; inclement weather, and site work not completed, such as tower replacement or upgrades, ac power, etc. The schedule shall contain a description of the vendor's plan to satisfy all requirements of implementation. The vendor shall submit with their proposal a schedule and an implementation plan that shows the order in which the vendor proposes to carry out the work, with dates on which the vendor will begin and complete each distinct task segment of the work. The project schedule shall be in GANNT chart format that depicts start and stop dates for all tasks and shows major project events and milestones. The project schedule shall include tasks, resources, task duration, task responsibilities and milestones. An estimated project date completion shall be given, based on the tentative Contract Award and project commencement date defined elsewhere in this document. The schedule shall identify the following tasks, at a minimum:  Contract award  Equipment submittal  Factory testing  Submittal approval by the State State of Vermont Department of Public Safety Division of Criminal Justice Services Page 7
  • 8. State of Vermont Request for Proposal Microwave Replacement Project  Antenna and feeder system installation and check out (if applicable)  Arrival of equipment at vendor's installation facility  Delivery of equipment to sites  Installation of fixed site equipment on a per site basis  Installation of microwave equipment (if applicable)  Path alignments (if applicable)  Training plan  System acceptance testing by subsystem  System fully complete and operational The State realizes this is not a final or complete order of events but has provided this information to establish an undertaking of the implementation process. A more detailed schedule and workplan including tasks, responsibilities, timeframes, milestones, and completion dates will be required at the beginning of contract negotiations. 2.8 EXCEPTIONS The Vendor agrees to all provisions contained in this document, and is assumed to be compliant, unless exceptions are specifically and clearly listed in the Vendor's response to the RFP with the corresponding paragraph number. All such exceptions must be listed together and specifically identified as an EXCEPTION. The Proposer is either COMPLIANT or takes an EXCEPTION. The term "EXCEEDS" requirement is unacceptable. If, in the Vendors opinion, an item or specification is exceeded, they may provide additional information in their response. Alternates to this functional specification will be considered by the State of Vermont; however, alternates must be specifically noted in the Vendor's response to the RFP, otherwise the State of Vermont will assume that the Vendor will comply with the requirements herein. 2.9 RFP PROPOSAL STRUCTURE AND ORGANIZATION In order to provide for an objective and expeditious evaluation of the RFP, Proposers shall address in writing the technical and commercial portions of this RFP. A "master" RFP format is identified in this section and vendors shall follow this format when preparing their proposals. All five [5] Ten (10) copies of the RFP response shall be presented in at least two [2] three-ring binders referred to as Volumes. The maximum binder size is three [3] inches. Binders greater than 3-inches will not be evaluated and will be returned to the Proposer. Responses shall be dated and each page numbered. Each section shall be divided with an appropriately labeled index tab. To the extent possible, all textual portions of the proposals shall be printed on both side of the page. RFP responses must be received by the date shown in the RFP schedule. Send/ deliver all copies to: State of Vermont Division of Purchasing 128 State Street State of Vermont Department of Public Safety Division of Criminal Justice Services Page 8
  • 9. State of Vermont Request for Proposal Microwave Replacement Project Montpelier, VT 05633-7501 (802) 828-2211 Your sealed RFP proposal should be marked on the outside as follows: Microwave System Replacement Project The RFP shall be formatted as follows: TAB TITLE VOLUME-1 Tab-1 Cover Letter and Introduction Tab-2 Company Profile and Subcontractor Listing Tab-3 Customer Reference Accounts Tab-4 Project Management Approach and Resumes Tab-5 Listing and Description of Exceptions Tab-6 Response to Functional Requirements – Description of Segmented Layers Tab-7 Overall System Description and Proposed Features Tab-8 System Capacity and Expansion Capabilities Tab-9 Detailed System Block Diagrams, Drawings, and Exhibits Tab-10 Microwave Radio Description (if applicable) Tab-11 Fiber Optic Network Description (if applicable) Tab-12 Multiplexing Description Tab-13 Local Loop Description Tab-14 Network Management Tab-15 Alternate Support Systems and Specialized Equipment Tab-16 Reliability, Redundancy, and Alternate Routing Tab-17 Contractor and State Responsibilities Tab-18 Implementation Schedule and Cutover Plan Tab-19 Testing and Acceptance Tab-20 Test Equipment and Spare Parts Tab-21 Warranty and Maintenance Tab-22 Technical Training Tab-23 Software Licensing Tab-24 System Guarantees Tab-25 Microwave Path Profile and Path Data Sheets Tab-26 Detailed Equipment List by Site Tab-27 Vendor Response Appendices Tab-28 Initial Cost and Pricing Issues [no pricing required] (subject to “best & final” quotation later) VOLUME-2 Tab-1 RFP Paragraph-by-Paragraph Response Tab-2 Product Literature and Standard Specification Sheets Tab-3 Sample ATP Acceptance Test Plan Forms 2.10 CONFIDENTIALITY Responses to this RFP will become a matter of public record as will all other responses received. If the response includes material that is considered by the vendor to be proprietary and confidential under 1 VSA, State of Vermont Department of Public Safety Division of Criminal Justice Services Page 9
  • 10. State of Vermont Request for Proposal Microwave Replacement Project Chapter 5, the vendor shall clearly designate the material as such, explaining why such material should be considered confidential. The vendor must identify each page or section of the proposal that it believes is proprietary and confidential with sufficient grounds to justify each exemption from release, including the prospective harm to the competitive position of the vendor if the identified material were to be released. Under no circumstances can the entire response or price information be marked confidential. Responses so marked may not be considered. The State will enter into mutually agreeable Non-Disclosure Agreements with those vendors who wish to protect from public disclosure information considered by the vendor to be proprietary and/or competition sensitive. 2.11 EVALUATION AND SELECTION All Vendors will be granted fair and equal treatment with respect to any opportunity for discussion and revision of RFPs. Such revisions may be permitted after RFP proposal submissions and before award. The following identifies some of the most common errors that may be grounds for rejection of any Vendor's RFP proposal.  Failure to show RFP title on the outside envelope.  Failure to submit the required copies for evaluation purposes.  Submission of RFPs proposals after due date  Sending RFPs proposals with postage due. 2.11.1 Evaluation Process An evaluation committee shall be established for evaluating responses to this RFP. RFPs shall be evaluated in four (4) three (3) phases as follows. Phase 1 Mandatory Requirements and Work Plan Evaluation, Consists of two stages: Stage 1: RFP requirements evaluation; and Stage 2: RFP clarification and correction. Phase 2 Work Plan Evaluation, Consists of two stages Stage 1: RFP Requirements Evaluation; and Stage 2: RFP Evaluation and Correction Phase 3 2 Provides the State the option to interview the Vendor's recommended Project Team personnel and to seek written clarifications and corrections. The clarifications/corrections shall be in the form of an addendum rather than replacement of pages to the proposal. Phase 4 3 Requires each Vendor to submit their pricing. Proposers who qualify after Phase 1, 2 and 3, shall have five (5) working days during which to submit their not-to-exceed Contract price. Submission of Best & Final Offer. 2.11.1.1 Phase 1 - Mandatory Requirements Evaluation This phase of the evaluation process consists of two (2) stages, described below. The stages of this phase will be executed a maximum of one (1) additional time; that is, Respondents will be allowed a maximum of one (1) submittal for RFP clarification and correction. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 10
  • 11. State of Vermont Request for Proposal Microwave Replacement Project a. Stage 1 - Mandatory Requirements, Terms, and Conditions Evaluation Each RFP proposal shall be evaluated in a yes/no format to determine if the RFP meets the mandatory requirements, terms, and conditions, of the requirements in the RFP. b. Stage 2 - RFP Clarification and Correction If the State determines through its review that a Proposer does not meet the mandatory requirements, terms and conditions of the Sections, the State shall notify the Vendor in writing of any items omitted, requiring correction or clarification. The Vendor shall then have up to 7 working days to submit an addendum to their original RFP addressing the issue. The clarifications/corrections shall be in the form of an addendum rather than replacement page to its RFP. All Respondents participating shall have the same number of days in which to prepare and submit their RFP addenda. 2.11.1.2 Phase 2 – Work Plan Evaluation Process This phase of the evaluation process consists of two (2) stages, described below. The Vendors will be allowed a maximum of two (2) additional submittals for RFP clarification and correction. A Proposer cannot be disqualified for not meeting the requirements until the last iteration of this phase as long as the Vendor continues to participate in each iteration. a. Stage 1- RFP Requirements Evaluation The evaluation Committee will, during this phase, evaluate each Proposer's RFP remaining after Phase 1 with respect to each requirement stated in the RFP. This will include the quality and content of the proposed network and its work plan, the Executive Summary, the Vendor Profile, Sub-Proposer profile, the proposed Project Team, references, and project experience provided for both the Vendor and the Project Team, and the quality of staff designated for software design, construction, implementation, programming, training, and documentation. b. Stage 2-RFP Clarification and Correction The State will notify each Vendor in writing of any items omitted, requiring correction or clarification. The Vendor shall then have a predetermined number of days to submit an addendum to their original RFP addressing each issue. The clarifications/corrections shall be in the form of an addendum rather than replacement page to its RFP. All Respondents participating shall have the same number of days in which to prepare and submit their RFP addenda. After each Proposer has been given the opportunity to correct its RFP, the Evaluation Committee shall determine whether there are any remaining defects, deficiencies and/or omissions that warrant the disqualification of a Vendor. If the Evaluation Committee unanimously agrees to disqualify a Vendor after the last iteration is completed, that Vendor shall be disqualified. No Vendor shall be disqualified except by a unanimous determination by the Evaluation Committee. 2.11.1.3 2Phase 3 2- Optional Interviews/Clarifications & Corrections The State may, at its option, elect to interview the Vendor's proposed Project Team personnel. Such interviews, if conducted, shall consist of a set of standard questions. Requests for clarifications and corrections that arise from the Phase 1 evaluation will be made during this phase. 2.11.1.4 3Phase 4 3- Cost Pricing and Evaluation Best & Final Offer Once Phases 1 through 3 and 2 have been completed, each qualified Vendor shall then have five (5) working days to submit their final cost RFP proposal in compliance with the Cost Summary Sheet provided by the State, and the required itemized system component list showing unit and quantity pricing. When State of Vermont Department of Public Safety Division of Criminal Justice Services Page 11
  • 12. State of Vermont Request for Proposal Microwave Replacement Project requested, any Vendor that does not submit a "best or final" cost may not be given further consideration. The purpose of a "best and final" allows the State to better define its needs, make adjustments in its specifications, address problems or any other aspect of the project that reflects changes, needs, or perceptions. This will finalize the evaluation process. 2.12 EVALUATION CRITERIA RFPs will be evaluated based on a variety of factors that will include, but not limited to the following:  Completeness of the RFP Response  The ability of the network proposed solution to meet the stated current and future requirements  Vendor experience and capabilities in delivering and installing equivalent networks  Financial stability of the Vendor  Capital and operating cost SELECTION CRITERIA MAXIMUM POINTS Technical – Satisfaction with meeting scope of work 50 Cost 30 Experience – Qualifications 10 Performance – References 5 Proposal – Meeting general terms & Conditions 5 2.13 PROJECT AWARD The State may request a "best and final" when considered appropriate. The State reserves the right, at any time before the award of any contract, for any reason, requests a "best and final" cost. The number of Respondents, and the scope of the "best and final", shall solely be decided by the State of Vermont. No Vendor has the right to submit a "best and final". The State of Vermont shall issue a Letter of Intent to the selected Vendor. All unsuccessful Respondents will be notified after the Contract award has been made. No information shall be released after the RFP proposal due date until announcement of an award by the State. The State reserves the right to accept or reject all or part of any RFP, proposal, waive minor defects which do not result in undue prejudice to other Respondents, and eliminate any RFP that does not follow the instructions or format outlined in this RFP. For purposes of this Contract, a minor defect is defined as any defect that can be corrected before the completion of Phase 2 of the evaluation process. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 12
  • 13. State of Vermont Request for Proposal Microwave Replacement Project The Vendor will be required to assume responsibility for all services offered in the RFP whether or not it produces them. Further, the State will consider the selected Vendor to be the sole point of contact concerning contractual matters; this includes payment of any charges resulting from the Contract. The State of Vermont shall not be liable for any cost incurred by the proposers before execution of a contract. Upon determination of which Proposer is the apparent successful Proposer, the State in conjunction with the Proposer, will develop a contract covering the system. If for any reason the successful Proposer does not agree to a contract within 30 days, the RFP proposal may be rejected, and State of Vermont may then proceed to the next best Proposer. A contract will be signed only after an award has been made by the proper purchasing authority. The successful Proposer shall meet with State personnel at a mutually agreeable time after award of the contract and finalize the detailed Work Plan for installation, testing, cutover, and acceptance. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 13
  • 14. State of Vermont Request for Proposal Microwave Replacement Project SECTION-3 GENERAL REQUIREMENTS AND CONDITIONS 3.1 QUALIFICATIONS AND REFERENCES The Vendor shall have been actively engaged in the manufacture and installation of similar proposed equipment as described by this specification for a period of at least five (5) years. Respondents shall provide a minimum of three (3) references of users who have purchased, and have in service, equipment similar to the proposed system. Please include a contact person, address and telephone number for each reference. 3.2 NOTICE TO PROCEED Upon full execution of the Contract Documents and receipt of the necessary Bonds and Insurance Certificate, a Notice to Proceed will be issued by the State. No work may commence before issuance of this notice. 3.3 PROJECT ADMINISTRATION It is required you specify by name and positions the key individuals you will assign to the project, the manner in which each will participate, and the contribution each would make on your behalf in terms of percent of time on the project. A brief resume for each key individual; containing at least the following must be included in your response:  General background - including experience as well as education  Related experience - including dates and descriptions of experience on projects of similar scope  Number of years with your firm 3.4 PROJECT MANAGER The Contractor shall designate an individual as the project manager and who shall be the sole source of contact between the State of Vermont and the Contractor. This designation shall be transmitted to, and approved by, the State of Vermont before the commencement of the integration and installation. The project manager shall bear full responsibility for supervising and coordinating the installation of the communications system described in this specification. It shall also be the responsibility of this individual, as a minimum, to ensure completeness of the material lists, to correct equipment failures in a timely manner, and to participate in the performance of the acceptance testing, or perform tasks as directed by the State of Vermont. The project manager shall be employed by the vendor. Assignment of other personnel to replace the existing project manager during the term of the integration and installation shall be subject to the approval by State of Vermont. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 14
  • 15. State of Vermont Request for Proposal Microwave Replacement Project The Project Manager must have a proven record of performance in similar projects. A minimum of at least three client references with contacts and telephone numbers are required for your project manager. These references should have worked with your proposed project manager in similar projects. The project manager will be required to submit a detailed project reports to the State of Vermont including:  Progress To Date  Problems  Identification Of Any Slippage In The Schedule  Proposed Resolution Of Problems The Project Manager shall be readily available by telephone to answer questions and must have the authority to resolve any problems that may arise. 3.5 SUBCONTRACTORS QUALIFICATIONS The Contractor will submit for the State of Vermont's approval specific information on subcontractors to be used for installation and local maintenance services. Information will include:  qualifications in terms of years in business,  experience,  size of facilities  and number of technicians and their average years of experience in maintenance of communications equipment and systems. Hourly rates and travel rates shall also be quoted in your response. Subcontractors proposed must be approved by State of Vermont. 3.6 SECURITY CLEARANCE The State reserves the right to conduct fingerprint-based background checks on all prime and subcontractor personnel who will have access to State facilities. 3.6 7 INFORMATION TO BE FURNISHED BY CONTRACTOR The Contractor's Project Manager shall submit, when requested by State of Vermont, schedules that show the order in which the Contractor proposes to carry out the work, with dates at which the contractor will begin the distinct segments of the work, and estimated dates of completion of the distinct segments. If requested by State of Vermont, the Contractor shall provide a breakdown of the costs of the work, based on a list of cost items that will be furnished by State of Vermont. 3.7 8 MATERIALS AND LABOR The Contractor shall provide and pay for all materials and labor necessary for the execution and completion of work. Unless otherwise specified, all materials incorporated in the permanent work shall be new and shall meet the requirements of this specification. Workmanship and materials shall be of good quality. All material furnished and work completed shall be subject to inspection by State of Vermont. Such inspection shall not relieve the Contractor of the responsibility of furnishing the best labor and materials in strict accordance with the specification. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 15
  • 16. State of Vermont Request for Proposal Microwave Replacement Project If, within one year after acceptance, any material or work previously approved is later found defective, it shall be replaced without cost to the State of Vermont. Notwithstanding such inspection, the Contractor will be held responsible for the acceptability of the finished work. The Contractor shall promptly remove from the premises all materials and work condemned by the State of Vermont as failing to meet the contract requirements, whether incorporated in the work or not. The Contractor shall promptly replace and re-execute his own work in accordance with the contract, without expense to the State of Vermont, and shall bear the expense of making good all work within a reasonable time or the State of Vermont may remove it and may store or dispose of the materials and equipment at the expense of the Contractor. The labor required to execute the work shall be performed by individuals qualified to do the work, in a competent manner. The assurance of the quality of workmanship for the work is the responsibility of the Contractor and its subcontractor. The Contractor shall, if requested by the State of Vermont, remove from the job site any employee whom the State of Vermont determines to be incompetent or undesirable. The State of Vermont will inspect all work and has the authority to stop work whenever necessary to insure the proper execution of the contract. The State of Vermont's Project Manager also has authority to reject all work and materials that do not conform to the contract, and to decide questions that arise in the execution of the work. 3.8 9 RISK OF LOSS The contractor shall assume all risk of loss or damage to the equipment while it is at the vendor's storage or service facilities, while it is shipped to the installation locations, and until the completed system is accepted by the State of Vermont. The Contractor assumes full responsibility for the acts and omissions of all his employees and all sub- contractors, their agents and employees, and all other persons performing any of the work under the contract. 3.9 10 WORK PLAN AND DRAWINGS The Contractor's Project Manager shall submit for approval, prior to preparation of work, a list of proposed submittals and a tentative schedule of all proposed drawings and brochures called for by the specification. The drawings shall establish and show the actual details of the work; indicating the proper relation to adjoining work; amplify details of all general, structural, and electrical equipment in proper relation to verified physical spaces; and incorporate minor changes of design or construction to suit actual conditions. Fully describe all materials and equipment to be incorporated into the project, including manufacturer's specifications and special detailed information. The State of Vermont will review the drawings and brochures submitted in accordance with the approved drawings submittal schedule and return to the Contractor in a timely manner. The State of Vermont's review of the drawings is for general design information only and is not a complete check on the method of assembly, erection or construction. 3.10 11 INSPECTION OF WORK State of Vermont Department of Public Safety Division of Criminal Justice Services Page 16
  • 17. State of Vermont Request for Proposal Microwave Replacement Project The State of Vermont will provide sufficient competent personnel for the inspection of the work in progress to ascertain that the completed work will comply in all respects with the standards and requirements set forth in this specification. Notwithstanding such inspection, the Contractor will be held responsible for the acceptability of the finished work. The State of Vermont, or its representative, shall at all times have access to the work whenever it is in progress or preparation, and the Contractor shall provide proper facilities for such access and for inspection. 3.11 12 CONFIRMATION OF EQUIPMENT SPECIFICATIONS The State of Vermont requires each Proposer confirm every item of equipment proposed meets the specifications stated in this RFP or the manufacturers technical specifications, whichever is most stringent. 3.12 13 DETAILED EQUIPMENT LIST BY SITE Proposals must contain detailed equipment list [model numbers, description, etc.] as required by the RFP. The detailed equipment list must be cross-referenced to the vendor's itemized pricing sheets required in Phase-4. Where applicable, detailed equipment lists must be provided by location and includes details of requirements needed for the installation and operation of their equipment as deemed necessary. 3.13 14 EQUIPMENT RETURNABLE FOR CREDIT In instances where standard equipment and/or materials is/are ordered and unused at the completion of the project because of design changes, The State of Vermont may desire to return them for credit. The RFP shall cite the Vendor's policy and limits, if any, on such returns. 3.14 15 SAFETY All employees of the Contractor, or subcontractor, employed on work for the State of Vermont shall be instructed in and be familiar with safety rules and regulations applicable to the nature of the work being performed under this contract. The Contractor shall have sole responsibility to see that their employees are so informed and that they follow requisite safety practices. All applicable OSHA rules and requirements shall be rigorously complied with, as well as applicable FCC and FAA requirements. For antenna installations, under no circumstances shall an individual be allowed to work alone. The State of Vermont's personnel may accompany the contractor's crew to arrange entry and to answer questions, but cannot be relied upon for questions of safety, nor to serve as a "second", or "ground person." 3.15 16 CONTRACT DOCUMENTS Three (3) copies of the Contract Documents will accompany the Notice of Award to the successful Vendor. The agreements must be returned with signature within 10 working days from the date of Notice of Award. The contract, with attachments, will include any or all statements made in your RFP for equipment and services. It is the intent of the State of Vermont to incorporate this RFP and addenda, and your response to State of Vermont Department of Public Safety Division of Criminal Justice Services Page 17
  • 18. State of Vermont Request for Proposal Microwave Replacement Project this RFP, into any final contract. In case of an inconsistency of the contract agreement, the inconsistency shall be resolved in the following order: 1. General Provisions of Contract Agreement 2. State of Vermont's Procurement Specifications 3. Vendor's RFP, implementation plan, schedule, ATP acceptance test plan and Standard Warrantee 3.16 17 DISPUTES Any dispute arising out of the course of the contract that is not settled by mutual agreement, shall be resolved by litigation in Vermont Courts. The contract shall be governed and construed in accordance with the laws of the State of Vermont. 3.17 18 CHANGES TO SPECIFICATIONS The State may authorize minor changes or alterations in the work not involving extra cost and not inconsistent with the overall intent of the contract documents. If the contractor believes that any minor change or alteration authorized by the State entitles them to an increase in the contract price, it may make a claim therefore as provided hereafter. Additional work performed by the contractor without authorization of a Change Order approved by the State will not enable him to an increase in the contract price. It is the contractor's responsibility to notify its surety company of any changes affecting the general scope of the work or change in the contract price and the amount of the applicable bonds or deposits shall be adjusted accordingly. The contractor shall furnish proof of such adjustment to the State. 3.18 19 PEROFORMANCE BOND Within 15 days from notification that award is pending, the Contractor shall post with the State a Performance Bond for the faithful performance of the contract. The Bond shall be issued by a surety company authorized to conduct business in Vermont. The amount of the bond shall be for the total amount of the purchase price of the system contained in the Contract. If the Contractor is wholly responsible for failure to make delivery or complete installation as characterized in the contract, the State may consider the Contractor in default. Should default occur, the State will provide the Contractor written notice of default, and the Contractor will be provided twenty (20) days to provide a plan to correct the default. If the Contractor fails to correct the default, the State among other actions, may complete the system through a third party, and the Contractor shall be responsible for the amount in excess of the agreement price incurred by the State in completing the system to a capability equal to that specified in the contract. ANY OTHER TYPE OF BOND? (No.) State of Vermont Department of Public Safety Division of Criminal Justice Services Page 18
  • 19. State of Vermont Request for Proposal Microwave Replacement Project 3.19 PROVISIONS FOR DEFAULT OF CONTRACT ??????????any provisions for default ??? 3.20 EQUIPMENT FROM OTHER VENDORS The vendor to whom the award is made in no way is relieved of the responsibility for the performance of the equipment procured from other vendors, nor is the vendor to whom the award is made relieved of the responsibility for the timely delivery and cooperation during installation of such equipment when such equipment is an integral part of the system [s] described in this document. Each Proposer shall provide a list of equipment provided by others in their response. 3.21 RIGHT TO OPERATE UNSATISFACTORY EQUIPMENT If the operation or the use of the equipment, within 90 days after installation, proves to be reasonably unsatisfactory to the State of Vermont, the State shall have the right to operate and use such equipment for such time (up to one year) as it may be necessary until it can be taken out of service without injury to the State of Vermont for an attempt by the Contractor or the State of Vermont to correct defects, errors or omissions for replacement in whole or in part, if correction is unsuccessful or infeasible. 3.22 EXTENSION OF PROJECT SCHEDULE Installation and satisfactory operation of the system must be completed within the period specified in this document or the time guaranteed by the Contractor in the project schedule submitted with the RFP proposal, whichever is shorter. Extension of time for completion may be denied by the State of Vermont if such extension would cause loss of funds appropriated to pay for this project. Project extensions may be granted, at the discretion of State of Vermont, if delays are experienced as the result of:  Actions taken by the State of Vermont [or its agents]   Changes ordered by State of Vermont  Difficulties experienced in obtaining frequencies, F.C.C., F.A.A., or zoning approval of proposed facilities, tower structures not ready for installation, etc.  Inclement weather, road repairs, mishaps, strikes, Acts of War, Acts of God, civil or military authority, floods, fires, embargoes, riots, or lockouts which would delay equipment or limit access to any site at   which work will be required State of Vermont Department of Public Safety Division of Criminal Justice Services Page 19
  • 20. State of Vermont Request for Proposal Microwave Replacement Project 3.23 ROYALTIES, PATENTS, COPYRIGHTS, AND TRADEMARKS The Contractor shall assume the defense of all claims and suits against the State of Vermont, its officers, agents and employees for infringement of the patents, copyrights or trademarks of any person arising out of any article supplied under this specification. The Vendor shall hold harmless and save the State of Vermont, its officers, agents, servants, and employees, harmless from any liability of any nature or kind for on account of the use of any copyrighted or un- copyrighted composition, software, secret process, patented or unpatented invention, article, software or appliance furnished or used in the performance of this contract. 3.24 SOFTWARE LICENSING Vendors responding to this RFP shall provide detailed information on all software licensing, use or access to computer programs, that will be part of the vendor's offering. All costs, terms and conditions of use and access must be defined and clearly indicated as part of the vendor's offering. Vendors proposing software to support the network, either by leasing, renting, or selling, shall clearly define the ownership or associated costs. Vendors are to provide definitions of software upgrades, enhancements and These the costs, terms, leasing arrangements, use, etc. must be clearly defined as part of the vendor's proposal. 3.25 COLLUSION All Respondents, by virtue of submitting their quote, certify it is without any previous understanding, agreements or connections, with any persons, firm or corporation submitting a quote for same, and is in all respects fair, and without collusion or fraud. 3.26 BRAND NAMES Reference to a particular brand name or manufacturer may be made within this specification. The reference does not specifically limit the Proposer to a particular brand, model or manufacturer, but communicates the type or style of a device or apparatus that is preferred. An approved equal will be considered. Nevertheless, the Vendor must clearly identify and provide sufficient information regarding the alternate device in their RFP proposal. The State of Vermont shall have the exclusive judgement in determining whether the device is equal. Consideration will be based on product quality or its suitability in the design. 3.27 PERMITS The State of Vermont has the responsibility for obtaining licensure and regulatory approvals for the system, including:  The State of Vermont vendor is responsible for preparing and filing for frequency coordination and FCC authorizations.  The State of Vermont shall prepare F.A.A. Form 7460-1 for study of the potential aeronautical hazard for all new tower structures proposed. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 20
  • 21. State of Vermont Request for Proposal Microwave Replacement Project  Where applicable, all licenses and permits required by local authority and the State of Vermont shall be secured by the State. The vendor shall be responsible for assuring that all work performed under his supervision, or work that the vendor subcontracts out, in conjunction with this procurement is in compliance with all applicable safety, building and electrical codes. 3.28 APPLICABLE STANDARDS All equipment supplied, all installation and maintenance work to be performed under this contract shall comply, unless otherwise specified, with the applicable sections of the standards and or regulations of the following organizations: Federal Communications Commission (FCC) Federal Aviation Administration (FAA) Advisory Circular Federal Environmental Protection Agency (EPA) American National Standards Institute (ANSI) National Fire Protection Association (NFPA) Electronics Industry Association (EIA) National Electronic Manufacturers Assoc. (NEMA) National Electric Code (NEC) Electronics Industries Association (EIA) latest standard of RS-222 American Institute of Steel Construction (AISC) American Welding Society (AWS) American Concrete Institute (ACI) American Society for Testing and Materials (ASTM) Local ordinances, building and zoning codes. In the forgoing documents or specifications, only the most stringent requirements shall govern. 3.29 INSURANCE The Contractor shall, if Certificates of Insurance are not already on file with the State, secure and maintain insurance in the types and amounts as shown below and furnish to the State of Vermont a Certificate of Insurance for the said insurance, naming the State as additionally insured under general liability within 15 days of the Notice to Award. A. Minimum Scope and Limits of Insurance: The contractor shall procure insurance coverage against claims for injuries to persons or damages to property which may arise from, or in connection with the performance of the work hereunder by the contractor, his agents, representatives, employees or subcontractors. The insurance coverage shall remain in full force for the duration of the contract term including any extensions. The cost of such insurance shall be paid by the contractor. For the purpose of this clause: the term "Contractor" shall also include their respective agents, representatives, employees or subcontractors; and the term "State of Vermont" (hereinafter called the "State") shall include their respective officers, agents, officials, employees, volunteers, boards and commissions. The insurance required should be written for not less than the scope and limits of insurance specified in this exhibit, or required by law, whichever coverage is greater. It is agreed that the scope and limits of insurance State of Vermont Department of Public Safety Division of Criminal Justice Services Page 21
  • 22. State of Vermont Request for Proposal Microwave Replacement Project coverage specified in this exhibit are minimum requirements and shall in no way limit or exclude the State from additional limits and coverage provided under the contractor's policies. (1) Broad Form Comprehensive General Liability: $ 1,000,000 combined single limit per occurrence for bodily injury, personal injury, property damage, contractual liability and products/completed operations. (2) Automobile Liability: $ 1,000,000 combined single limit per occurrence for bodily injury and property damage to cover owned automobiles, automobiles under long-term lease, hired automobiles, employer's non-ownership liability, medical payments and uninsured motorists. (3) Umbrella Liability: $ 2,000,000 per occurrence. (4) Workers' Compensation: limits as required by the Labor Code of the State of Vermont. (5) Employers' Liability: limits of $500,000 each accident, $1,000,00000 disease/policy limit, $500,000 disease/each employee. The contractor shall include all subcontractors as insured under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 22
  • 23. State of Vermont Request for Proposal Microwave Replacement Project SECTION-4 COST PROPOSAL AND FINANCIAL CONDITIONS Proposers shall submit their cost proposal based upon their best offer price at the time of initial proposal submission, subject to recalculation with “best & final offer”. , which includes any special discounts. The equipment proposed by the Vendors shall be a complete turnkey system, with firm pricing for all equipment and services described by the specifications. The State of Vermont shall not pay for any additions, omissions, or errors in the cost proposal. 4.1 PRICING REPONSE Pricing submitted as “best & final offer” must be valid for twelve (12) months from the date of final acceptance. A fixed price for all individual equipment provided under this specification shall be held for an additional twelve (12) months to allow for procurement of additional equipment as required. Prices are not subject to increase during the term of the contract. Any special or general price reductions for specific equipment offered to vendor’s customers generally shall be extended to the State of Vermont. The State of Vermont is not liable for escalation resulting from shipping delays caused by the Contractor. All pricing shall be FOB destination [location where equipment to be installed]. The State of Vermont has segmented the project into three layers based on costs. Vendor design and pricing shall be provided for each of the three segmented layers as follows: 1. Network to support existing users of the microwave network and their projected requirements, which include: -existing and future radio system circuits -existing and future telephone circuits -existing and future VLETS -existing and future VIBRS 2. Additional hardware, software and services to support the Vermont National Guard's Guardnet requirements 3. Additional hardware, software, and services to support the Vermont State Colleges' wide-area network requirements 4.2 PRICING SHEETS Detailed, itemized pricing of all equipment, sub-assemblies, and labor services shall be provided to allow deletion or addition of items following budgetary constraints or changes in plans concerning the distribution of equipment. All installation costs shall be itemized. The cost proposal spreadsheet [a derivative of the requested equipment list] shall show cost on a per site basis. Other line item costs shall be identified, these include: -Shipping -Warranty -Training -Factory tests -Acceptance tests -Software licenses State of Vermont Department of Public Safety Division of Criminal Justice Services Page 23
  • 24. State of Vermont Request for Proposal Microwave Replacement Project A quotation for maintenance services for the second year following system acceptance shall also be provided. 4.3 LIFE-CYCLE CONSIDERATIONS The size of this procurement requires analysis of costs over the life of the system. This includes initial capital expenditures, operational and maintenance costs, as well as replacement costs for units over the life of the system. The State will apply a uniform replacement cycle for similar equipment throughout the life of the system. Vendors shall provide information on MTBF and suggested replacement schedules for all equipment. It is the intent of the State to avoid purchase of equipment nearing the end of its production cycle. This information should be included in Section 26 (Tab 26) of the proposal by providing year of first-manufacture for each item of equipment listed. 4.4 FUTURE PRICING The State of Vermont requires pricing to remain in effect for 12-months after system acceptance to allow the State the opportunity to purchase additional equipment for system expansion. The State recognizes that it will be entering a long-term business relationship with the vendor for the life of the network. Accordingly, prices for any equipment or software that is vendor unique (proprietary) or system compatible equipment that is not available competitively, will be limited to CPI per annum price escalation, after initial twelve (12) month period following the system acceptance. The price escalation shall be calculated from the contract price, including discounts and shall remain in effect for the life expectancy of the radio system. 4.5 MANNER OF PAYMENT The sum of up to 70% of the contract price of the equipment for each location is payable when substantially all the equipment for each location has been delivered and secured. Delivery is considered the date that the State accepts the equipment. The sum of up to 85% of the contract price is payable when completion of installation of each location is substantially complete. Installation completion is defined as completion of site acceptance testing. The final amount or remaining 15% of the contract is payable upon execution of final acceptance. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 24
  • 25. State of Vermont Request for Proposal Microwave Replacement Project SECTION-5 PARTICIPATING AGENCIES AND EXISTING TELECOMMUNICATION NETWORKS 5.1 SUMMARY OF PARTICIPATING AGENCIES AND EXISTING RESOURCES The following tables and sub-sections provide an overview of major telecommunications networks currently used in the state. The participating agencies and their existing applications are also summarized. Table-5.1 Existing State Telecommunications Infrastructures Telecommunications Network Responsible Agency Network Facilities Vermont Law Enforcement Department of Public Safety, VLETS terminals located at State Police Offices Telecommunications System Criminal Justice Services are networked to the host system in Waterbury [VLETS] using 9600 bps circuits on the microwave network. VLETS to local police departments are via 9600 bps dedicated leased lines from the nearest microwave node to the department. Vermont Incident Based Reporting Department of Public Safety, VIBRS terminals located at various state police System Criminal Justice Services offices and local police departments are [VIBRS] networked to the host system via leased frame- relay services from !nterprise/Hyperion and Bell Atlantic. GUARDNET Vermont National Guard GUARDNET terminals located at various armories around the state are networked to the host system via leased frame-relay services from ! nterprise/Hyperion. Vermont Colleges Wide-Area Network Vermont State Colleges The Vermont Colleges wide-area telecommunications network connects the various colleges to the main host located in Waterbury via leased frame-relay services from ! nterprise/Hyperion. There are various statewide and local radio Statewide Land-Mobile Radio Systems systems interconnecting communication consoles and mountaintop base stations and repeaters. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 25
  • 26. State of Vermont Request for Proposal Microwave Replacement Project Table-5.2 Telecommunications Network Use by Agency Department/Agency Existing Network Future Network Requirements Requirements Vermont Department of Public Safety VLETS VLETS Criminal Justice Services VIBRS VIBRS Radio Technology-Based Radio Telephone Telephone Mobile Data NCIC2000 Vermont State Colleges State Colleges Wide Area State College Wide Area Network Network Agency of Transportation Radio Technology-Based Radio Mobile Data Video Department of Motor Vehicles VLETS VLETS Radio Technology-Based Radio Mobile Data Video Vermont Department of Health Radio Technology-Based Radio Emergency Medical Services Mobile Data State of Vermont Radio Technology-Based Radio Agency of Natural Resources Mobile Data State of Vermont Department of Public Safety Division of Criminal Justice Services Page 26
  • 27. State of Vermont Request for Proposal Microwave Replacement Project Department/Agency Existing Network Future Network Requirements Requirements Vermont Fish and Wildlife Department VLETS VLETS Law Enforcement Division VIBRS VIBRS Radio Technology-Based Radio Mobile Data NCIC2000 Law Enforcement VLETS VLETS Local Police and Sheriffs Departments VIBRS VIBRS Radio Technology-Based Radio Mobile Radio NCIC2000 Vermont Fire Chiefs Association Radio Technology-Based Radio Representing Vermont Fire Departments Mobile Data Vermont Department of Public Safety Radio Technology-Based Radio Emergency Management Division Mobile Data Vermont Dept. of Public Safety VLETS VLETS State Police VIBRS VIBRS Radio Technology-Based Radio Telephone Telephone Mobile Data NCIC2000 Vermont National Guard GUARDNET GUARDNET VIBRS Radio Video State of Vermont Department of Public Safety Division of Criminal Justice Services Page 27
  • 28. State of Vermont Request for Proposal Microwave Replacement Project 5.2 DESCRIPTION OF EXISTING TELECOMMUNICATION NETWORKS This section summarizes the types of telecommunication backbone media currently used by the participating agencies. This information is provided so that prospective vendors incorporate these telecommunications functions in the types of media proposed for a microwave replacement solution. 5.2.1 Vermont Analog Microwave System The Vermont Department of Public Safety's statewide analog microwave network is primarily made up of a 480-channel capable MR-600 microwave radio and Starpoint/Starplex FDM multiplex equipment that was installed by Motorola in the early 1970's. The network operates in the 6GHz frequency band [although there is one 960 MHz, one 2GHz, and one 23GHz hop] configured in a loop arrangement with several spurs to state police offices. The spur hops are non-redundant. There are 9-hops utilizing passive repeaters and one hop using back-to-back dishes. Several links are greater than 30 miles and the longest hop is 47 miles. A route map can be found in TAB-1. The microwave baseband consists of approximately 160 analog channels for 2-way radio, audio, telephone, and data functions. TAB-3 shows the baseband layout for each circuit discussed in the subsequent sub- sections. 5.2.1.1 Two-Way Radio Circuits There are approximately 75 2W/4W circuits used for control of thirteen 2-way radio systems. Radio control and audio circuits for many state and federal agencies are routed via microwave from the various control points located throughout the state to mountaintop base stations and repeaters. Other circuits served by the microwave network include the Emergency Alerting System (EAS), U.S. Coast Guard, and alarm systems for communications facilities statewide. 5.2.1.2 Telephone Systems Circuits The telephone network uses the analog microwave network for PBX control circuits and dedicated voice trunks for communications between all State Police locations. Practically all internal communications between these offices are accomplished “on-net” over the existing analog microwave network. There are approximately 62 circuits used for telephone functions. The Department of Public Safety telephone system provides telephone services at the Public Safety Headquarters location at Waterbury, and at the thirteen remote Vermont State Police Office locations. Telephone service is provided through a Nortel Meridian Option-61 PBX located at the Waterbury site, and Nortel Option-11C PBX’s located at eight State Police Office sites. In addition to the Nortel PBX’s, smaller telephone key systems are located at St. Johnsbury, Bradford, Bethel, and Middlesex State Police Offices. The Nortel PBX also supports telephone off-premise extension (OPX) lines in place at State and local Public Safety locations. As with the VLETS and VIBRS networks, this network is also managed and maintained by the Department of Public Safety, Criminal Justice Services Division. This system is the primary facility for routing all intra-departmental voice communications between the thirteen DPS and state police office locations. 5.2.1.3 Data Communications Circuits State of Vermont Department of Public Safety Division of Criminal Justice Services Page 28
  • 29. State of Vermont Request for Proposal Microwave Replacement Project The network has approximately 23 point-to-multipoint 9600bps FSK data circuits. The data circuits support the Law Enforcement Telecommunications System [VLETS] system described in section 3.2.2. 5.2.1.4 System Management The existing system management system reports major and minor alarms to a controller located at the radio shop in Middlesex. The system monitors critical microwave system and site functions. Monitoring points include: -battery charge indication -battery voltage low -battery voltage high -loss of primary ac power -generator on -entry alarm 5.2.1.5 Additional Microwave System Information Detailed information regarding system topography, site data, network information, and baseband layout can be found in the following appendices: TAB-1: Microwave route map TAB-2: Microwave system and site data matrix TAB-3 Microwave baseband configuration 5.2.2 Vermont Law Enforcement Telecommunications System [VLETS] The VLETS data communications network provides message switching and database access services to 72 local, county, state, and federal agencies throughout Vermont. Using VLETS, end users can access State and Federal files such as motor vehicle information, stolen property, wanted and missing persons. The network delivers low speed 9.6kbps analog channels over the microwave network directly to state police offices. Various local police, Sheriff departments, and several federal law enforcement agencies also use VLETS. However, dedicated low-speed leased telephone circuits from Bell Atlantic route VLETS to these locations from the nearest microwave node located at state police offices. VLETS uses analog modems, microwave, and common carrier analog circuits that are bridged into multidrop line configurations at the various State Police Office locations. A Racal Datacom CMS network management system enables network administrators to manage and diagnose network problems from the Waterbury central site. A typical VLETS connection drawing is found in TAB-4 and VLETS locations in TAB-5. 5.2.3 Vermont Incident Based Reporting System [VIBRS] The VIBRS data communications network is a multipurpose frame-relay based network serving over 50 remote locations throughout the State. Applications currently supported on the VIBRS network include automated public-safety dispatching and records management, email, criminal statistics management, citation and traffic information. Some users of the VIBRS network also access VLETS information and applications State of Vermont Department of Public Safety Division of Criminal Justice Services Page 29
  • 30. State of Vermont Request for Proposal Microwave Replacement Project through the frame relay network. Current plans call for the VLETS network to be eventually merged with VIBRS. VIBRS uses frame relay services from Bell Atlantic and !NTERPRISE/Hyperion. T-1 lines from the Waterbury Criminal Justice Services central site are demultiplexed into 56kbps frame relay lines to the various remote locations throughout the State. The Network uses a 3COM Netbuilder II router at the central Waterbury site and 3COM Netbuilder boundary routers at the various remote sites. A typical VIBRS connection drawing is found in TAB-4 and VIBRS locations in TAB-5. 5.2.4 Vermont National Guardnet Telecommunications System - Guardnet The Vermont National Guard wide-area data communications network, GUARDNET, is comprised of 25 sites statewide using a combination of !NTERPRISE and Bell Atlantic frame relay services. The network central site is located at the Camp Johnson complex in Colchester, with the various frame relay lines operating at 56kbps, 384kbps, and 1.544MBPS T-1 channel speeds. The various frame relay channels at the 25 remote sites are aggregated into a 1.544MBPS DS-1 channel at the serving !NTERPRISE and Bell Atlantic central offices for local transport to the Camp Johnson location. Applications currently supported on the GUARDNET network include financial applications, readiness applications, record management, email, and various management information systems. GUARDNET T-1 lines from the Camp Johnson central site in Colchester are demultiplexed into 56kbps frame relay lines to the various remote locations in Vermont. A typical GUARDNET connection drawing is found in TAB-4 and GUARDNET locations in TAB-5. 5.2.5 Vermont Colleges Wide - Area Network The Vermont State Colleges wide area data communications network is comprised of 22 sites using ! NTERPRISE/Hyperion frame relay services. The network central site is at the Vermont State Colleges administration building located at the State office complex in Waterbury, with the various frame relay lines operating at 56kbps, 384kbps, and 1.544MBPS T-1 channel speeds. The frame relay channels at the 22 remote sites are aggregated into a 45MBPS DS-3 channel at the !NTERPRISE central office for local transport to the central office location in Waterbury. The frame relay network uses a Cisco 4700 router at the central site and 3600 and 2500 series routers at remote sites. For voice communications, the Vermont State Colleges uses PBX and CENTREX services. Current plans call for linking the various PBX locations through trunk lines using T-1 or equivalent services. A typical Vermont State College connection drawing is found in TAB-4 and Vermont State College locations in TAB-5. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 30
  • 31. State of Vermont Request for Proposal Microwave Replacement Project SECTION-6 SYSTEM DESIGN NARRATIVE The State of Vermont microwave replacement system, which may consist of microwave radio, fiber optic, copper, carrier-based network, satellite service or a combination of these, will require high system availability and survivability specifications. This section provides conceptual design options and the State's requirements for a highly reliable public-safety telecommunications network. The State has segmented the project into three (3) layers, based on user requirements and budget considerations. The vendor is required to submit a network design that is based on a building block concept of the three segmented layers. They are as follows: 1. Recommend a microwave replacement network to support existing users of the microwave network and their projected requirements, including: -existing and future radio system circuits -existing and future telephone circuits -existing and future VLETS -existing and future VIBRS 2. Recommended additional or modified design components to add the Vermont National Guard's telecommunications requirements outlined in this document. 3. Recommended additional or modified design components to add the Vermont State Colleges' telecommunications requirements outlined in this document. 6.1 NETWORK TOPOLOGY REQUIREMENTS This section addresses the design and architectural requirements of the microwave replacement network. The network shall be comprised of the following two major components: [1] A backbone network component interconnecting major sites [2] A local access network component for interconnecting local or low usage sites to the backbone network Major functional requirements for each of the major network components are described in the following sections. Vendors responding to this RFP are encouraged to provide alternatives that meet the functional and reliability requirements of this document. Response to the RFP shall provide information that demonstrates compliance with the following general requirements: [a] Compliance with reliability and performance requirements [b] Backbone network physical route diversity and alternate routing capability [c] An integrated approach utilizing a complementary set of technologies and services, as opposed to a piecemeal use of technologies and services [d] Provide a network design that will facilitate ease of operation by network operations staff State of Vermont Department of Public Safety Division of Criminal Justice Services Page 31
  • 32. State of Vermont Request for Proposal Microwave Replacement Project [E] [e] Documentation of success in the design and installation of similar type networks whose requirements were similar to the State of Vermont The State will be considering upgrading the two-way radio communication systems now used by multiple state and local agencies. The new design will employ quasi-synchronous transmissions to improve coverage statewide. The use of this technology requires precise timing of RF carrier and audio frequencies to be transmitted. Audio from the various locations is launched at precise time intervals so that they arrive exactly in phase at the transmitter site. One critical element that affects timing is network routing and/or delays. Alternate routing schemes proposed by vendors shall not interfere with the pre-programmed timing function set up for quasi-synchronous transmission. 6.3 NETWORK DESIGN OPTIONS Figure-6.1 and Figure-6.2 on the following pages conceptually depict two basic options for local access and interconnection of the backbone network. Figure-1 describes an option where local access is achieved through wireline services such as ISDN and DSL. Local or edge locations, such as local police departments, are concentrated at the nearest State Police Office location for interconnection to the backbone segment of the network. Figure-6.2 is fundamentally the same with one important difference. Access to edge facilities is through wireless technologies such as spread spectrum. Channels from edge locations are concentrated at radio base station locations on mountaintops for transmission to the Waterbury central site. Both Figure-6.1 and Figure-6.2 are provided for general guidance purposes only. Vendors responding to this RFP are encouraged to provide alternative proposals that comply with the features and performance requirements of this RFP. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 32
  • 33. State of Vermont Request for Proposal Microwave Replacement Project Mountain Top Location Microwave, Fiber, or Equivalent Technology Microwave, Fiber, or Equivalent Technology Multiplexor T1 channels Remote State Police Office Location T1 multiplexor Radio/Mobile Data Channels T1 channels Microwave Spur, Fiber, Copper or Equivalent Technology Router with (6) T1 capacity LOCAL DATA NETWORK (VIBRS, NCIC 2000) T1 channels Ethernet Wireless Local Loop Base Station Remote Telephone Switch/PBX Access Channel Table-2 Wireless Local Access Edge Router LOCAL PD/SHERIFF WORKSTATION REMOTE LOCAL PUBLIC SAFETY SITE State of Vermont Department of Public Safety Division of Criminal Justice Services Page 33
  • 34. State of Vermont Request for Proposal Microwave Replacement Project Mountain Top Location Microwave, Fiber, or Equivalent Technology Microwave, Fiber, or Equivalent Technology multiplexor Remote State T1 multiplexor Office Location Police Radio/Mobile Data T1 channels Channels Microwave Spur, Fiber, Copper, or Equivalent Technology with (6) T1 capacity Router LOCAL DATA NETWORK (VIBRS, NCIC 2000) Ethernet Figure-1 Remote Telephone Wireline Switch/PBX Access Local Edge Router Access Channel Edge Router LOCAL PD/SHERIFF WORKSTATION REMOTE PUBLIC SAFETY PUBLIC LOCAL 6.4 BANDWIDTH REQUIREMENTS State of Vermont Department of Public Safety Division of Criminal Justice Services Page 34
  • 35. State of Vermont Request for Proposal Microwave Replacement Project Bandwidth requirements will vary by site and facility location. Data communications channels to edge locations will be connected to the nearest State Police Office for consolidation on to data communications T-1 channels. Data communications T-1 channels at State Police offices and other core locations (except for Vermont National Guard and State Colleges sites) will be networked to the Criminal Justice Services central site located in Waterbury. T-1 channels used for voice telephone services at State Police Office locations will also be networked to the Waterbury central site for interconnection to the Meridian 61 PBX. Vermont National Guard locations will be networked to the Camp Johnson facility. Radio base station nodes will be based on the number of analog point-to-point and multidrop lines between various locations. No analog bridging is allowed. Refer to TAB-3 for a description of the current radio channel loading and distribution between sites. The table below summarizes projected bandwidth requirements. Segmented Facility Bandwidth Number of Layer Type Requirements Locations 1 Existing Radio Systems • As described in TAB-3 • As described in TAB-3 1 Department of Public • Waterbury hub site • 13 State Police Safety • One T-1 for data Offices State Police Office communications for each Locations location • One T-1 for voice/telephone communications for each location • One T-1 for video and expansion for each location 1 Edge facilities • State Police Office • 79 Local Police, (Includes local Police, concentration points Sheriff, County, and Sheriff, State facilities) • 64 or 128kbps data channels Federal locations 2 Vermont National • Camp Johnson hub site • 25 Locations Guard • T-1 for each facility 3 Vermont State Colleges • Waterbury hub site • 20 Locations • T-1 for each facility 1 Future Radio System • 10 T-1 • 20 Locations State of Vermont Department of Public Safety Division of Criminal Justice Services Page 35
  • 36. State of Vermont Request for Proposal Microwave Replacement Project 6.5 RELIABILITY AND QUALITY OBJECTIVES Public-safety availability expectations seek highly reliable networks that conform to realistic, reasonable, and affordable system availability and reliability requirements that protect against system failures. In many cases, system availability and reliability of communications system are top priority over speed and security in adverse conditions. For an example, design measures for a microwave system typically may include route and equipment diversity, graceful degradation practices, high rating wind and ice load towers, and back-up power. Design measures for a copper or fiber optic cable may require armored cable or concrete conduit runs. 6.5.1 System Availability Standard The overall one-way system availability objective for the replacement network shall be greater than 99.99%, which accounts to unavailability of 0.01%. For fiber optic and multiplex equipment, the proposed system shall exceed the reliability as defined in BELLCORE TR-NWT-000418, Issue 2, December 1992). The tributary protection switches dominate system outage. Reliability shall be the same for all terminal and add/drop configurations. The Mean Time Between Failure (MTBF) of optical transmitter/receiver units shall meet the four-year BELLCORE objective for interoffice and feeder equipment. The proposed system shall meet end-to-end availability of 99.99% or better. For microwave radio, this objective is apportioned between equipment availability and propagation availability. One-way propagation outages should not exceed 0.005%, resulting in a minimum of 99.995% availability. This is ATT's hypothetical specification for a 4,000-mile system. Prorated for the Vermont network, the per hop availability shall actually exceed 99.9999%. To achieve high-grade equipment availability, the network shall be configured as either hot-standby, as alternate routing, or a combination of both configurations. 6.5.2 System Performance Standard For digital radio, Bellcore's Objective of 0.005% maximum for an annual one-way outage of a 6 GHz short- haul microwave system is used. The annual outage target of 6.4 SES [Severely Errored Seconds] per year, per mile on any path is required. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 36
  • 37. State of Vermont Request for Proposal Microwave Replacement Project SECTION-7 SITE FACILITES This section discusses the State of Vermont's existing site compound facilities. This infrastructure, which includes equipment rooms in state police offices, towers, shelters, and emergency generators, currently supports the analog microwave system. The facilities are well maintained and viable should a microwave or a fiber optic network be proposed. The following sub-sections discuss the site facilities and identify State and Vendor responsibilities. 7.1 FACILITIES FOR MICROWAVE, CABLE OR FIBER OPTIC NETWORK The State will determine the suitability for housing the replacement equipment based on vendor provided information regarding their equipment offering. The State will inspect ground connections, test ground resistance, inspect lightning protection devices, and upgrade these facilities, as required, to the vendors equipment requirements. Electrical service at each site will be evaluated for modification or replacement to determine its suitability to supply ac power to the proposed equipment. All remote sites and state police offices have emergency generators for backup power. Environmental controls at the site will be assessed for their ability to maintain the replacement equipment within its specified operating parameters as provided by the vendors. Proposers are responsible for all facility space and environmental planning for fiber and copper cable plant facilities, multiplexing equipment, and local access equipment. For State facilities that may require construction for providing physically diverse routing into facilities, Proposers shall coordinate with the State and provide all construction services. All work shall be in compliance with State requirements and procedures. Responsibilities: Vermont: -Total site responsibility Vendor: -Provide equipment footprint and rack measurements -Provide power and ac circuit requirements -Provide grounding requirements -Provide environmental requirements 7.2 FACILITIES AND PATH REQUIREMENTS 7.2.1 System Routing and Physical Path Surveys The existing State of Vermont analog network topology can be found in TAB-2. The proposed system topology found on the next page is based on recent path filed surveys conducted by Contour Communications. A path survey report entitled "Microwave Path Surveys" has been provided as a supplement to this RFP document. This report is also found on the State's website. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 37
  • 38. State of Vermont Request for Proposal Microwave Replacement Project The State has proposed modified loop routing as shown in the diagram based upon certain restrictions. This is due to insufficient tower heights and the inability to extend or replace towers at certain locations. Some paths have been upgraded to space-diversity while others have been re-routed due to long path lengths. The Proposer is responsible for calculating dish sizes based upon their equipment offering and shall provided path data sheets showing equipment loss/gain parameter, composite fade margins, propagation reliability, and seconds/year outages. Proposers are requested to address their concerns and recommendations in detail regarding system design, availability, reliability, path lengths, diversity, propagation characteristics, etc. in their RFP responses. Responsibilities: Vermont: - Conduct physical path surveys Vendor: -Confirm that each path is reliable for digital operation -Identify new paths as required -Provide system plan, recommended network routing -Discuss system availability and reliability issues 7.2.2 Antenna Mounting Structures and Transmission Lines Antennas and transmission lines on the existing towers or buildings shall be replaced. TAB-2 identifies existing parabolic antenna sizes and their mounting locations on existing structures. Vendors are to design the microwave system using the proper antennas required to provide the specified per hop availability of 99.9999%. The vendor is required to identify any antenna or transmission line changes proposed based upon their offered system design. The changes may be necessary due to improve path reliability requirements, and may include diversity antennas, larger diameter antennas, or additional communications sites. The information provided to the State by vendors on antenna requirements will be reviewed by a structural engineer to allow a structural analysis to be performed on existing towers. Responsibilities: Vermont: -Structural analysis and modifications -New towers, modification of existing towers -FAA aeronautical studies -FCC tower registrations Vendor: -Identify and provide antenna size requirements -Replace existing antenna and feeder systems -Identify potential new sites, if needed -Discuss path issues State of Vermont Department of Public Safety Division of Criminal Justice Services Page 38
  • 39. State of Vermont Request for Proposal Microwave Replacement Project 7.2.3 Frequency Research, Coordination and Licensing The State of Vermont selected vendor shall be responsible for all frequency research, frequency coordination, and FCC filings required by this project. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 39
  • 40. State of Vermont Request for Proposal Microwave Replacement Project SECTION-8 GENERAL TECHNICAL SPECIFICATIONS FOR CABLE OR FIBER OPTIC SYSTEMS 8.1 GENERAL REQUIREMENTS Currently, there are no fiber optic facilities to mountaintops or State Police Offices. Vendors proposing A a fiber and/or copper backbone and local access this solution, or a hybrid fiber and wireless solution, are required to negotiate with public utilities, or landowners, fiber or cable rights-of-way access or easements as required. All facilities should be hardened to protect against outages during ice storms or other severe weather. The State prefers buried fibers protected by innnerduct innderduct and a minimum of twelve (12) singlemode fiber strands shall be provided to each major location. It is crucial that all cable or fiber optic facilities incorporate alternate routing and no sharing of common material or facilities. Vendors responding to this RFP with proposed network solutions based on the use of fiber and/or copper based long haul facilities, or a hybrid solution shall include the following: • A detailed description of the facilities proposed • Line diagrams and information describing the logical and geographic routing of the proposed network design • Provisions for redundancy and alternate routing in accordance with RFP requirements • A detailed description of the interoffice switching facilities that are part of the proposed design • A detailed description of the provisions for network management within the context of the RFP requirements. It is anticipated that the proposed solution network transport solution will consist of two primary functional components: a backbone network component for concentration of traffic and Statewide transport, and a local access component for “last mile” transport of radio, data, and voice traffic between concentration nodes and end user locations. 8.2 BACKBONE NETWORK REQUIREMENTS 8.2.1 Backbone Network Infrastructure The backbone network shall be composed of a state-of-the-art digitally based network infrastructure that will provide long-term support of the current and planned applications and services. Examples include the use of private dark fiber, private network systems such as a SONET or TDM solution, or carrier provided value added service. Backbone networks should be homogeneous, and not comprised of several network solutions in a piecemeal fashion. The backbone network shall complement the local access component of the proposed solution. Proposers are encouraged to propose backbone network solutions that meet the requirements of the State and consistent with current technology trends where appropriate.. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 40
  • 41. State of Vermont Request for Proposal Microwave Replacement Project 8.2.2 Backbone Network Diversity a. The backbone network component shall be configured as a single loop, multiple loops, or mesh topology network. The network shall employ physical route diversity to all locations on the backbone network component. Copper or fiber based network facilities shall provide physically separate paths [no common facilities] to major network sites, concentration, and switching centers on the network. b. Proposers shall provide detailed route drawings that illustrate the diverse nature of their proposed solution. 8.2.3 Alternate Routing of Backbone Facilities a. The backbone network component shall be equipped with an alternate routing capability. In case of a network failure on the primary path, services will be installed on a hot-standby basis on the alternate, physically diverse path. b. State Public Safety network operations staff shall be able to assign priority and the alternate route for all paths on the network.. c. State Public Safety network operations staff shall be able to alternate route all or a subset of alternate channels on any particular path.. 8.2.4 Timing and Synchronization Requirements a. The proposed network shall be in accordance with the network synchronization requirements of BELLCORE publications TA-NPL-000436 and TA-TSY-000253 or current standards. 8.2.5 Design and Functionality Requirements a. The backbone network shall be capable of minimum aggregate capacity of DS-3 44.73 Mbps on any single backbone network path. Based on location capacity requirements for State users of the system and alternate routing requirements, proposers shall propose solutions that support the capacity requirements of the State plus 20% excess capacity for long term growth. All backbone network components proposed shall be of the same product family or approved for use by the State. b. The backbone network shall be capable of interconnection and concentration of communications signals at designated locations, for analog/digital conversion of analog radio channels, transport of PBX trunk and signaling lines, and data transport service. c. Backbone data communications components of the network shall be able to at minimum support the frame relay service at the speeds and capacity specified in this document. Proposers may propose the use of alternative data network solutions such as ATM or Packet over SONET that are consistent with the data transport and routing requirements described in the RFP. d. Backbone switching and concentration nodes may be located at State Police Barracks locations, service provider switching centers, or other locations approved by the State. Proposers shall State of Vermont Department of Public Safety Division of Criminal Justice Services Page 41
  • 42. State of Vermont Request for Proposal Microwave Replacement Project provide the most cost-effective solution that is in accordance with the network operations and long term plans of the State. e. For all major nodes and concentration/switching centers, proposers shall provide a backbone network solution that employs physical route diversity for all backbone paths on the network. Specifically a primary alternate physical route for a path shall be configured on a physically separate cable plant and backbone network route. Any exceptions to be proposed to the State with and risk analysis, as is subject to State approval or rejection. 8.3 LOCAL ACCESS NETWORK INFRASTRUCTURE 8.3.1 Local Access Infrastructure The local access network shall consist of a state-of-the-art infrastructure that will meet the reliability and performance requirements of the network. Local access infrastructure technology examples include the use of 56kbps, 1.544 T1, fractional T-1, digital subscriber line (DSL) type services, ISDN/frame relay services, and wireless local loop. Proposers are encouraged to propose local access solutions that meet the requirements of the State and are consistent with current technology trends where appropriate. 8.3.2 Local Access Network Diversity Any common equipment and facilities used for local access used for concentration of local access channels and interconnection to the backbone network shall be equipped with backup and redundancy of critical components. This is to ensure that a failure of a local access component in one region will not adversely affect all local facilities in that region. 8.3.3 Alternate Routing of Local Access Facilities While individual local access channels are not required in this RFP to have alternate routing capability, any network facilities that are utilized to concentrate and transport groups of local access channels to backbone network access points are required to have alternate routing capability. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 42
  • 43. State of Vermont Request for Proposal Microwave Replacement Project SECTION-9 GENERAL TECHNICAL SPECIFICATIONS FOR DIGITAL MICROWAVE RADIO SYSTEMS 9.1 TECHNICAL REQUIREMENTS All radio equipment shall be the latest design state-of-the-art technology. Equipment to be provided shall be modular and easily accessible for maintenance and expansion. The equipment supplied shall comply with all Rules, Regulations, and Standards of the FCC. The supplied equipment shall fully comply with the sections applicable to digital radios and multiplexers of the following standards: Bell Communications Research Technical Advisory TA-TSY-000752, Microwave Digital Radio System Criteria, Issue 1, December 1988. Bell Communications Research Technical Reference TR-TSY-000499, Transport Systems Generic Requirements, Common Requirements, Issue 2, December 1988. Bell Communications Research Technical Reference TR-TSY-000009, Asynchronous Digital Multiplexers, Requirements and Objectives, Issue 1, May 1986. Proposed equipment specifications should comply with the stated requirements. However, if there is any disparity, the Vendor shall explain how the equipment satisfies the intent of the particular requirement, and how the end objective will be met. In all cases, the State reserves the right to enforce the stated requirements. In addition, the Vendor may be required to demonstrate compliance with any requirement. 9.1 PATH DATA The contractor shall be responsible for path performance based on path configurations and data sheets provided in the RFP responses. 9.2 MINIMUM HARDWARE REQUIREMENTS 9.2.1 Operational a. Frequency Range 6525 - 6875 MHz b. Bandwidth To be recommended by vendor c. Transmission Rate 1.54 Mbps, 45Mbps, 155Mbps, as required d. Equipment Configuration Loop, MHSO as required e. Modulation To be recommended by vendor f. System Gain To be recommended by vendor 9.2.2 Environmental Requirements a. Ambient Temperature -30 to 5º C b. Humidity 95% maximum at 40 º C c. Altitude 15,000-feet max. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 43
  • 44. State of Vermont Request for Proposal Microwave Replacement Project 9.2.3 Power Requirements The existing microwave network is powered by batteries and charging system and can sustain power outage of a minimum of 8-hours. The replacement system shall continue to use this –24 Volt DC power system. ——> TERRY – DO YOU HAVE INFO ON CURRENT BATTERY SYSTEMS AND WHICH ONES NEED TO BE REPLACED? ANSWER: THEY ALL NEED TO BE REPLACED. 9.3 GENERAL REQUIREMENTS Vendors shall provide a detailed summary and theory of operation of the hot standby equipment and/or loop switching schemes. All information supplied by Vendors regarding the available protection systems will be reviewed and considered in the evaluation process. 9.3.1 Reframe Time and Frame-Lossed Seconds A frame-lossed second shall be defined as a one second interval within which an out-of-frame condition exists or when the BER is 10E-3, or more. The average recovery time of the radio from an out-of-frame and out-of-synchronization condition to the reframed and resynchronized condition shall be 0.25 seconds or less. No more than 5% of the recovery time shall exceed 0.5 seconds. The maximum recovery time shall not exceed 2 seconds. 9.3.2 Protection and Recover The radio equipment shall consist of one-for-one protected (at RF, IF, and DS3 and above levels), hot standby, space diversity, or non-protected, loop systems. Each transmitter/receiver shall be equipped with its own power supply. The RF portion of the radio shall employ electronic switching for manual transmitter switching times of less than 20 milliseconds. Vendors shall state the maximum manual switching time of the transmit multiplexers. The maximum number of bit errors incurred during switching shall be provided for each case. The maximum time for automatic switching of transmitters shall be 10 milliseconds. Radio receivers and baseband receive units shall provide both manual and automatic error-free switching to the protection unit. If Vendors cannot provide an error-free switch, it must so note and state the maximum switching times and number of bit errors incurred during manual and automatic switching to the protection receiver and multiplex units. The mean time delay between the onset of the BER reaching 10E-6 and the completion of the protection switching shall be less than 25 milliseconds for 10 consecutive measurements. Recovery of the system from a prolonged (greater than 1 minute) RF signal loss shall take place within 5 seconds after a valid signal is restored. The mean restoration time of a valid signal output shall take place within 3 milliseconds after the removal of a short transient system disturbance which interrupts only the radio system framing of the level-3 signals without loss of the basic line signals. This average time shall be determined over at least ten consecutive measurements. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 44
  • 45. State of Vermont Request for Proposal Microwave Replacement Project 9.3.3 Electromagnetic Interference Shielding and filtering shall be provided to prevent interference from, or to, other radio frequency equipment installed near or in the vicinity of the proposed equipment. The equipment shall meet or exceed spurious frequency emissions, conducted or radiated, as outlined in Part 15 of the FCC Rules and Regulations, Subpart J, Class B Computing Devices. Equipment shall be operationally compatible with the following types of equipment located adjacent to the microwave radio. -FDM-FM DTL Channel Equipment -VHF Base/Mobile Stations -UHF Base/Mobile Stations -VHF/UHF Hand-held Radios -FDM-FM Baseband Translation Equipment 9.3.4 Loop Switching The loop switch must be capable of switching the working link to a protected link on the following threshold and fault conditions:  Programmable Bit-Error-Rate [BER] for soft failure switching BER threshold for working link 1E-7 BER threshold for protected link 1E-6  Alarm Indicating Signals [AIS]  Out of Frame Signals [OOF]  Loss of Signals [LOS] 9.4 ALARM & CONTROL AND SURVELANCE SYSTEM The intent of this section is to describe a fully interactive and complete local alarm and control system and a Network Management System. Both functionalities will be principal tools to assist the State of Vermont in maintaining the performance, availability, and the integrity of the transmission network, including multiplex equipment, power equipment, and various other system components and housekeeping functions. For the purposes of this RFP, the network management system will be referred to as a NMS system. All equipment associated with the NMS system will be of the latest state-of-the-art design in order to provide superior performance, ease of maintenance, and flexible expansion alternatives. All equipment, except for the surveillance system Master Central Computers [MCC] and its associated display monitors, keyboards, and printers, shall be in 19-inch rack mount panels. The NMS shall consist of a MCC to be located at the Radio Shop at the in Middlesex State Police Office and Remote Terminal Units [RTU] located at the remote sites. Vendor shall be responsible for determining the requirements of extending the microwave, fiber, or other transport media, adding drop/insert points, and adding appropriate multiplex equipment in order to make the NMS system operational. Pricing shall include all software, including customized software [if required] on the pricing sheets. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 45
  • 46. State of Vermont Request for Proposal Microwave Replacement Project 9.4.1 Alarms and Control Each integrated RF terminal and multiplex assembly shall be equipped with an integral alphanumeric display/ keypad to provide both local and remote equipment status and control of each site in the system independently of any surveillance alarm reporting system [MCC/RTU]. The local display shall be capable of checking system status, alarms and operating conditions, including: 9.4.1.1 Alarm inputs to be monitored on the alarm terminals The display shall be able to interrogate the RF terminal and multiplex for the following conditions: Mod/Tx A, Mod/Tx B, Demod/RXU A, Demod/RXU B, Mux Tx A, Mux Tx B, Mux Rx A, Mux Rx B, APC on/off, APC on/off, Pwr Amp on/off, Pwr Amp on/off, Radio Minor, Radio Major, BER A, BerB, RFU PSU Alarm, SP PSU Alarm, TXU Alarm, RXU Alarm, Modulator Alarm, Demodulator alarm, ATDE Alarm, Mux Alarm, Alarm, SCU Alarm, OWU Alarm, WTU Alarm, ACU Alarm, Summary Alarm A, Summary Alarm B, SCE Fail. 9.4.1.2 Control outputs to be controlled by the alarm terminals Mod/TXU A switch, Mod/TXU B Switch, RXU/Demod A switch, RXU/Demod B switch, Mux/Tx A switch, Mux/Tx B switch, Mux/Rx A switch, Mux/Rx B switch, APC on/off switch, APC on/off switch, Pwr Amp on/off switch, Pwr Amp on/off switch, DS1 Loopback, DS1 Loopback, DS1 Loopback, DS1 Loopback. 9.4.1.3 External alarm inputs Entry alarm, smoke/fire detector/ loss of ac power, generator on, battery low/high, battery charge indication, UPS indication, tower lights, radio system components 9.5 OVERVIEW OF SURVELANCE SURVEILLANCE SYSTEM Vendors are requested to provide detailed description of the Surveillance System they are proposing. Special importance will be attached to responses relating to the integration of the Surveillance System to the State's network. Emphasis will be placed on the system's speed of response to alarm or status condition; utilization of color graphics and software friendliness of the user. All alarms, controls and status changes must be presented on the computer screen using a graphical user interface [GUI]. The State will work with the vendor to design the descriptions of the various alarm, control, and status points to best customize the Surveillance System to the State's applications. All alarms and status conditions must be printed as they occur with the site name and number, alarm name, and number and date the alarm or status change occurred. The final list of alarms, control and status points at the various remote sites shall be determined jointly between the Vendor and the State after award. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 46
  • 47. State of Vermont Request for Proposal Microwave Replacement Project 9.5.1 Major Network Components 9.5.1.1 Master Central Computer [MCC] The MCC shall have color graphics capability, printer and appropriate application software program. All alarm, control, and status points shall be displayed at this terminal. 9.5.1.2 Master Terminal Unit [MTU] This unit will collect and distribute alarm and control data from all the RTU's in the system and relay the information to the MCC. 9.5.1.3 Remote Terminal Unit [RTU] The RTU units shall monitor status inputs and control outputs at the sites. The status inputs and control outputs must be capable of interfacing with wet and dry contact relay closures and openings as well as logic and TTL signals. The modular design of the RTU provides for flexible system expansion to handle the anticipated future growth of the network. RTUs will be located at each radio/multiplex site and is to act as the interface for the collection of alarms and distribution of control signals between the transmission equipment and the MCC located in Middlesex. 9.5.2 General Capabilities The NMS network shall be equipped with an interface to accept alarm, control and status indications from the RF terminal and multiplex assembly. The Surveillance System shall be password protected and be capable of providing alarm, control and status data to workstations dialing from remote locations. 9.5.3 Graphics Capabilities The Surveillance System must make extensive use of color graphics to depict both the system and each station configuration as well as incoming and status changes. The MCC shall should support full color graphics display to aid in identifying system alarms, status inputs, and control output change of states. The display shall should be user configurable and editable to allow plain English description of sites, status input, and control output functions. Color system diagrams shall should display the current operational mode of the system, site status, and equipment. The operator shall be able to view the main system diagram and then "zoom in" or change screens to view detail of any of the sites and sub-system operations. At all times, the last eight change of states of any status input, control output, or NMS system alarm shall should be displayed on the screen. Screen change and refresh speed shall be no more than 3 seconds. Graphic screens must be available to depict equipment configuration, equipment type and system configuration. Major, minor, and status changes are to be displayed as flashing color symbols. The graphics must have the capability of displaying the remote station equipment configuration and indicate exactly the location of the alarm. Additional screens may be required for specified remote station information such as contact names, telephone numbers, miscellaneous notes and other. All screens must be easily programmed to facilitate future changes and improvements by State technical staff. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 47
  • 48. State of Vermont Request for Proposal Microwave Replacement Project 9.5.4 Operational Modes Site equipment status alarms are reported, and control outputs are activated or deactivated by the RTU/MCC via four modes Change-of-State Mode -Automatic Polling Mode -Manual Polling Mode -Attendance Mode These modes may be in operation simultaneously at any one RTU, and any combination of multiple RTU's. In any mode, the change of state of status inputs or control outputs may lead to further actions to include but not limited to activate/deactivate control outputs, update monitor displays with current information, provide audible alarms, print an alarm message. Regardless of which mode(s) any RTU is running, an operator can manually poll any status input and activate or deactivate any control output. A manual poll or control output change should always be the next task that the MCC performs, after finishing the current task. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 48
  • 49. State of Vermont Request for Proposal Microwave Replacement Project SECTION-10 GENERAL TECHNICAL SPECIFICATIONS FOR MULTIPLEXING TRANSPORT This section describes the multiplexing requirements for the network. Multiplexing or approved functionally equivalent equipment will be used on the backbone segment of the network to connect VLETS, VIBRS, telephone trunks, and radio transmission nodes between remote and central communications sites. Multiplexing equipment may include synchronous optical network (SONET) and/or time division multiplexing (TDM) multiplexors. Proposers shall propose multiplexing equipment of the type and capacity that will in their opinion best meets the needs of the State and meets the operating and capacity requirements stated in this RFP. The State of Vermont invites vendors responding to this RFP to include alternative options in their response. Alternatives shall include the required functionality, redundancy, and reliability requirements as stated in this RFP. Multiplexors shall be configured in a ring architecture at designated locations. The equipment shall be capable of OC-1, DS3, EC-1, and DS1 interfaces on the low speed side. All equipment proposed is to be of the vendor's latest generation and technology. All multiplexors shall be of the same manufacture and part of the same product family. Multiplexors shall be used for interconnection and concentration of communications signals at designated locations, for analog/digital conversion of analog radio channels, and data transport service. Multiplexors shall also be used over digital microwave spur, fiber optic link, or equivalent links between networks at designated locations. 10.1 BACKBONE NETWORK MULTIPLEXOR REQUIREMENTS 10.1.1 Adherence to Standards All Multiplexors included in this RFP must be in accordance with the latest commonly accepted technical and operational standards. 10.1.2 Physical Design Requirements a. Multiplexors shall have primary and redundant power feeds. b. The multiplexor shall have the following additional physical design characteristics: [1] All architectures shall be capable of in-service upgrades and re-configurations, in addition to local and remote software download and provisioning. [2] Permit a mix of line speeds that will include DS1, DS3, EC-1, OC-3 and OC-12 ports at the same shelf on the low speed side. [3] Operation Temperature Range: 0 to 50 degree of Celsius. [4] Relative Humidity Range: 5 to 95% State of Vermont Department of Public Safety Division of Criminal Justice Services Page 49
  • 50. State of Vermont Request for Proposal Microwave Replacement Project 10.1.3 Add/ Drop Requirements a. The multiplexor (ADM) shall have the capability to multiplex a combination of signals from independent sources into a single bit stream. The system shall convert the bit stream into an optical or electrical signal for transmission over a backbone network. Each multiplexor shall be capable of remote assignment of timeslots with remote provisioning of that bandwidth to appropriate low speed interfaces at the remote node. b. The multiplexor shall have the following add/drop ring capabilities: An Internal Cross Connect shall be provided on the multiplexor that can: [1] Add/drop individual DS1’s from any timeslot across the entire payload. Groom tributaries to either “East” or “West” loop direction, route diversity. [2] Ability to have mixed add/drop of tributary interfaces in the same shelf. [3] Provide the ability to "broadcast" selected channels such as DS1’s from a ring node to any or all other ring nodes for video and other broadcast applications. This feature shall include the capability of broadcasting the selected channels such as a DS3 channel to multiple low speed DS1, and EC-1 ports at the individual nodes. [4] Cross-connecting any DS0 within the entire channel such as a T1 channel. [5] The multiplexor shall be cable of operating with other multiplexors on the network to create full duplex point to multipoint DS-0 channels (4-wire voice or data) over multiple locations. 10.1.4 Timing and Network Synchronization Requirements a. All multiplexors furnished, assembled, fabricated, or installed under this item and configured for the network shall be compliant with: [1] At least three different synchronization reference configurations including external timing, free running and loop timing. b. The proposed equipment shall be in accordance with the network synchronization requirements of BELLCORE publications TA-NPL-000436 and TA-TSY-000253 or current standards. One node shall accept two (2) clock inputs (primary and secondary) at a DS1 or similar timing rate (It generates DS1 timing reference signal from selected timing reference input for input to a Building Integrated Timing Supply (BITS) clock. If both the primary and secondary timing sources fail the proposed equipment shall be able to hold the last known good frequency setting for Digital Phase Locked Loop (DPLL); shall be capable of free-running from an Internal timing signal that must be Stratum 3 or better. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 50
  • 51. State of Vermont Request for Proposal Microwave Replacement Project 10.1.5 Automatic Protection Switching Requirements a. Directional Line Switched Ring The mutiplexor equipment shall provide 1:1 protection of Synchronizer (clock) and Add-Drop multiplexor. The proposed equipment shall employ hot-standby and fully redundant power supplies. Protection of high-speed modules should be independent of protection of low speed modules. b. 1+1 Automatic Protection Switching The proposed equipment shall provide 1+1 APS protection high-speed line switching. c. High Speed Protection. The proposed multiplexor equipment shall provide 1:1 high-speed protection switching. d. Low Speed Protection [1] The proposed multiplexing equipment shall provide 1:1 protection of low speed interfaces (such as OC-1 / DS3). [2] Low speed interfaces such as DS3 and STS-1 (EC-1) shall have a minimum of one (1:X) protection module to provide backup for each type of low speed interface installed in the equipment. 10.1.6 Environmental, Safety, And Reliability Requirements All multiplexors furnished, assembled, fabricated or installed under this RFP shall be compliant with the following: a. Environmental Requirements Environmental specifications for controlled environments in BELLCORE TR-TSY-000063, "Network Equipment Building Systems-Generic Equipment Requirements, Issue 3". [1] Electromagnetic Compatibility specified in Federal Communications Commission Rules, Part 15, Subpart B, Class A. [2] Equipment shall meet BELLCORE TR 1089 for ESD, EMC and Electrical safety. b. Safety Requirements Underwriter's Laboratories (UL) listing for restricted access installations in business and customer premises applications. This listing is required by the National Electric Code for customer premises installations. In addition, equipment shall meet fire resistance requirements specified by Underwriter's Laboratories in UL 1459, 2nd Edition. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 51
  • 52. State of Vermont Request for Proposal Microwave Replacement Project c. Reliability Requirements The proposed system shall exceed the reliability as defined in TR-NWT-000418, Issue 2, December 1992). Reliability shall be the same for both terminal and add/drop configurations. The Mean-Time- Between-Failure (MTBF) of the units shall meet the four-year BELLCORE objective for interoffice and feeder equipment. The proposed system shall meet end-to-end availability of 99.99% or better. d. Quality Requirements The multiplexor vendor shall provide evidence of a strong commitment to quality manufacturing including IS09000 certification of the multiplexor manufacturing facilities. e. Power Requirements All equipment must operate from a -48 VDC power source. The equipment must remain operational over a voltage range of -42 VDC to -56 VDC. The equipment shall be powered by two separate -48 VDC power feeds. Loss of a single fuse is not to cause loss of any service traffic. UPS back-up of 15-minutes is required. 10.1.7 Operations and Maintenance Requirements a. Minimum Network Management The proposed system shall provide single ended access to integrated operations, administration, maintenance, and provisioning (OAM&P) functions using industry standard interfaces. Access to all nodes from any node in the system and from remote location for all OAM&P functions are required. The vendor shall provide a detailed description of each OAM&P function, type interface ports, network security etc. Provide the cost of this management system to include software and required terminal as an option. b. Advanced network management system If a more advanced network management system such as a graphics workstation, IEEE 802.3 LAN between nodes, workstation to node, and monitoring groupings of SONET Networks in a network map configuration are available for the system, describe it in detail including type of workstation needed, software package, number of terminals (simultaneous user sessions), etc. A network management system is part of the proposal, and it should be capable of managing multiple backbone network segments. The system shall provide Centralized Autonomous Message Reporting (CAMR). Each multiplexor node shall provide a local visual indication of Critical, Major, Minor, Not Alarmed, and Not Reported alarm (such as loss of power/power supply, loss of optical input/output, switching of any high or low speed interfaces, synchronization, and loss of any low speed interface). LEDs should be provided on individual modules to help isolate the exact source of a trouble. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 52
  • 53. State of Vermont Request for Proposal Microwave Replacement Project c. Single-ended maintenance and control The multiplexor shall provide two levels of single-ended maintenance and control: [1] A “front panel” permitting less experienced personnel to interact with the system using push buttons and LED displays, without the need for a terminal or PC interface. The “front panel” shall permit a user to read system alarms and status, and execute basic system control functions at the local multiplexor. It shall also indicate far end alarm activity at the remote multiplexors on the ring. [2] A sophisticated PC-based “user interface terminal” for more sophisticated message-based operations by experience personnel. The user interface terminal shall permit a user to perform sophisticated system operations, access, and control all multiplexors from a single location. Menu-driven command and prompt modes shall be supplied with extensive help features. A user-friendly screen and associated reports shall support provisioning and monitoring activities from the central location. [3] A Graphical User Interface (GUI) shall be provided on the PC to facilitate alarm collection, network provisioning, and equipment provisioning. [4] The multiplexor shall be capable of remote software downloads of new system software to all multiplexors from a single location. [5] All architectures for the multiplexor shall include in-service upgrades and re-configurations, in addition to local and remote software download and provisioning. d. Commitment to the embedded base and multi-vendor interworking [1] The multiplexor shall support network level features, such as remote craft login, concentrated Telemetry Byte-Oriented Serial (TBOS), Centralized Autonomous Message Reporting (CAMR), and Customer-Defined Alarms, Controls (CDAC), and Far-End Alarm Reporting. [2] The multiplexor shall provide a means for collecting remote miscellaneous discrete alarm and status points external to the multiplexor system such as open door alarms or temperature alarms, with the remote indications collected by relay closures. [3] The multiplexor shall provide a means for exercising miscellaneous remote control points external to the multiplexor system such as door locks, with the remote control provided by relay closures. [4] The multiplexor shall provide full Performance Monitoring (PM) information (far end line and path performance monitoring) such as periodic PM reports; collecting and storing PM data; initializing PM registers; reporting PM data upon; inhibiting PM during failure State of Vermont Department of Public Safety Division of Criminal Justice Services Page 53
  • 54. State of Vermont Request for Proposal Microwave Replacement Project conditions; establishing thresholds, detecting and signaling events where the threshold is achieved or exceeded. [5] The multiplexor shall implement remote interface circuit pack auto provisioning, whereby the circuit pack memories are updated automatically on the new circuit packs when failed circuit packs are replaced. [6] Multiplexors shall implement remote processor auto provisioning, whereby a new processor's memories are automatically updated with the parameters of all interface circuit packs when a failed processor is replaced. [7] Multiplexors shall provide built in test signal generation such that no external test equipment or terminal is needed for routine installation, turn-up, or repair. [8] multiplexors shall provide automatic turn-up and system test capabilities whereby complete tests are performed automatically using the built-in test generators. [9] The multiplexors shall have no periodic maintenance requirements. 10.1.8 Maintenance and Operations Functions The basic software for the multiplexor shall include the following maintenance and operations capabilities: -Local alarms -Local protection switching -Local diagnostics -Single ended operations -Telemetry -Local and remote loopbacks -Auto turn-up -Software downloads -Signal monitoring (LOS, BPV, threshold crossing alerts) -Inventory reports -Signal monitoring provisioning -Maintenance history 10.1.9 Industry Wide Acceptance a. As a measure of industry acceptance, the vendor shall provide a list of customers that have standardized on the vendor’s proposed equipment. b. The vendor shall indicate the number of systems currently deployed in the field. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 54
  • 55. State of Vermont Request for Proposal Microwave Replacement Project SECTION-11 DATA NETWORK ROUTING REQUIREMENTS This section describes the data communications router requirements for the network. Data communications router equipment will be used for support of public-safety and related applications such as email, VIBRS, and GuardNet applications. Organizations responding to this RFP are encouraged to provide in their response alternatives to the requirements described in this section. Alternatives must be functionally equivalent and provide at least an equivalent level of performance and network management capability. In addition, any alternatives shall be consistent with the entire response to the RFP. For example, organizations may not propose a solution for data communications networking that uses a completely different infrastructure from that proposed for supporting radio and wireless portions of the network. 11.1.1 Network Requirements Remote sites on the data communications subnetwork are classified into core and edge routers. Core locations are predominantly State Police Office locations or other high usage locations and use high-speed (1.544Mbps T1/DS1) channels. Core locations are interconnected to the network directly through spur microwave links. Some E edge routers are low speed (64kbps) routers supporting the data network access needs of local public safety organizations. Connectivity for sites with edge routers will be either through wireline or through wireless local access services. 11.2.2 Equipment Requirements a. General Requirements [1] Minimum enclosure capacity - Equipment providers shall provide a minimum 5-slot enclosure capacity for all core locations. Local public safety sites shall be sized as edge routers with no expansion capability. [2] Minimum switching fabric – Core sites shall be configured to support a minimum o f 2.5 GBPS internal switching fabric capacity. [3] Switch buffering and processing requirements: Equipment providers shall provide in their specification information regarding minimum switch cell buffering requirements. [4] Equipment providers shall state their network equipment specifications regarding minimum switch latency. b. Data communications equipment redundancy [1] Equipment providers shall provide redundant common processing logic, and any associated common components, in a hot standby configuration for routers at core locations. [2] Core routers shall contain dual load sharing 110VAC power supplies. In the event of a failure of one of the power supplies, the remaining power supply shall assume the full load. c. [1] Routing protocol support requirements. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 55
  • 56. State of Vermont Request for Proposal Microwave Replacement Project -Frame relay -ATM -TCP/IP -IPX/SPX -OSPF -Layer 3 Switching -Route Information Protocol (RIP), RIP v2 -TCP/IP over ATM -DMVRP -IGMP -MPOA [2] Equipment providers will provide technical advisement concerning final selection of a routing methodology and protocol(s) for the network. The final selection will be consistent with the application and operations requirements. [3] Equipment providers shall state their overall architecture approach to the use of frame relay and ATM in the environment described in this RFP. d. Minimum LAN and WAN Interface Requirements [1] Minimum LAN interface requirements: 10/100MBPS Ethernet at all sites. [2] Minimum WAN interface requirements. Equipment providers shall be able to support the following minimum requirements. -1.544Mbps T1/DS1 (Core sites only) -64/128kbps (Core and local sites) -45MBPS DS3 (Core Site only) -Fractional T-1, and 1.544MBPS T-1 Frame Relay (Core and local sites) -Packet over SONET (Core sites only) e. WAN physical interconnection requirements [1] Core routers - The primary link connections for all remote core routers shall physically interface to the network through 1.544MBPS T1/DS1 connections. [2] Edge routers – Edge routers shall connect to the network through 1.544Mbps or 64/128kbps channels over local carrier or wireless local loop services. f. Core site routers shall also support fax, modem, and digital calling on the data communications subnetwork. 11.2.3 Disaster Back-up Requirements a. Equipment providers shall provide a disaster back-up network management system to be utilized in the event of a network disaster recovery situation. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 56
  • 57. State of Vermont Request for Proposal Microwave Replacement Project b. The disaster backup network management system shall be located at a remote site other than the primary system location. This location shall be determined by the State. 11.2.4 Cable Facilities, Environmental Requirements a. Equipment cabinets: Provide 19-inch equipment cabinets for housing of all equipment. Cabinets shall have locking front and rear doors, top mounted ventilation fan, and 8-position power strip. b. Patch panels and cables: As required, the equipment provider shall provide all termination panels, cross-connect panels, and station cables for all equipment. c. UPS power: Equipment providers shall provide UPS battery backup for all equipment. Provide 15- minute battery capacity. d. All equipment shall be configured to operate on 110VAC power. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 57
  • 58. State of Vermont Request for Proposal Microwave Replacement Project SECTION-12 INSTALLATION AND DOCUMENTATION 12.1 INSTALLATION All installation work performed shall be in accordance with laws and regulations of the U.S. Department of Labor and the State of Vermont policies. The Contractor shall provide all the necessary personnel, tools, equipment and transportation for the successful delivery and installation of all equipment provided. The Contractor (or subcontractor) doing the installation shall be required to provide a Certificate of Insurance indicating the coverage limits as outlined by the State of Vermont. The Contractor shall bear responsibility for the safety of their worker and all others during the installation phase. The vendor will be required to begin installation according to the approved schedule for material delivery to the installing contractor location. The installation contractor shall be prepared at this time. The Contractor shall ensure that all material and components are delivered to the proposed sites. The Contractor is responsible, and shall provide all the hardware and supplies necessary for the proper and complete installation of the radio equipment, this includes bolts, clamps, wire wraps and other hardware, as required. It shall be the responsibility of the successful Contractor to provide a turnkey installation of the communications system. As a price option, installation shall include the removal of existing equipment and ancillary subsystems that will be replaced under this procurement. Optimization, trouble shooting, and adjustment of each subsystem shall be your responsibility. All existing radio communications systems shall remain fully operational during installation of the new system and until the State of Vermont provides final acceptance. Because existing systems support public safety operations, interruptions in service due to Contractor or contractor activities cannot be tolerated. If interruptions in service are deemed by the Contractor to be unavoidable, written notification, detailing the nature and duration of such interruptions, shall be provided to the State of Vermont for review and approval. Equipment shall be installed in a neat and skillful manner, in accordance with good practice, by competent technicians. Inspection and approval of all installations will be provided by personnel designated by the State of Vermont. Such approval shall be limited in scope to the specific subsystem physical installation, and shall not be construed to imply full acceptance of the system, or subsystem. Adjustment or alignment of any transmitter or receiver shall be performed by technicians holding a valid Federal Communications Commission General Radiotelephone Operators License, or its approved equivalent. Notwithstanding the details presented in these specifications, it is the responsibility of the Contractor's Project Manager to verify the correctness of the material lists and suitability of devices proposed to meet the intent of the specifications. The Contractor shall be responsible for providing or arranging for all parts necessary for the equipment and its installation up to and including final system acceptance. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 58
  • 59. State of Vermont Request for Proposal Microwave Replacement Project Any equipment or parts required to provide a complete and operational system, and not specifically mentioned herein, shall be provided by the vendor without any claim for additional payment. It shall be understood that the proposed contract and agreement contemplates and requires the 'turnkey' construction and installation of a completely operational communications system that meets the standards of the State of Vermont. 12.1.2 RF Terminals (If Applicable) The successful Vendor shall be responsible for the installation of all of the necessary components associated with the microwave system described in this RFP. The Contractor shall furnish all tools, test equipment, supplies and services necessary to provide a fully operational and satisfactory communications system for the State of Vermont. 12.1.2.1 The installation of the RF equipment will be provided by the vendor at the designated location within the equipment shelters at the sites. The Contractor shall supply and install all required equipment, accessories, punchblocks, terminal strips or cables needed to interface to new or existing facilities. 12.1.2.2 All control cable or wiring to and from the RF equipment shall be shielded and grounded at both ends. Cable or wiring interfaced to the Public Switched Telephone Network shall be shielded up to the demarcation punchblocks. 12.1.2.3 All external equipment intercabling, whether RF, AC, AUDIO or CONTROL cables or wiring, shall be labeled with pre-printed adhesive wire markers. Markers shall be placed at each end, adjacent to the connector or plug. 12.1.2.4 All equipment cables or cable bundles within the shelter shall be neatly tied by means of plastic tie wraps and secured by clamps to flat surfaces. 12.1.3 Antennas and Transmission Lines (If Applicable) 12.2.3.1 All antenna mounting hardware, such as brackets, mounts, bolts, etc. shall be stainless steel. 12.2.3.2 For each waveguide transmission cable provided, the vendor shall determine the correct transmission line lengths for each site. The RF equipment end of this line shall terminate at a point where the lengths of jumper cables [twist flex] are kept as short as possible. 12.2.3.3 The transmission line shall be fastened to the external antenna support structure in accordance to the manufacturer specifications or every four (4) feet for vertical runs. Fasteners shall be of stainless steel, nylon cable ties are not acceptable. The use of adapters or splices is not allowed and the use of vinyl tape is not permitted for any reason. 12.2.3.4 Transmission line runs inside equipment shelters or buildings shall be placed in cable trays. If no trays are available then transmission lines shall be supported every three (3) feet with cable State of Vermont Department of Public Safety Division of Criminal Justice Services Page 59
  • 60. State of Vermont Request for Proposal Microwave Replacement Project hangers. Multiple cable runs shall not be bundled together but rather, shall be strung and supported adjacent to each other. 12.2.3.8 A jumper cable shall be used to interconnect the antenna to the top end of the waveguide transmission line. 12.1.4 Transmission Line Grounding and Lightning Protection 12.2.4.1 Where shelters use a single point ground system, RF and ancillary equipment supplied shall be grounded to the single point ground system. All grounding interconnections shall be made by using #2 AWG solid copper wires. 12.2.4.2 The ground points shall be made by using copper ground straps from the same manufacturer as that supplying the transmission line and in accordance with the manufacturer's installation practices. No grounding to tower cross braces is allowed, only direct conductor to ground. Braided ground straps are not acceptable. 12.2.4.3 Cuts made in the outer jacket of the transmission line to install the ground straps shall be thoroughly sealed with a water-resistant tape (no vinyl tape) or compound. Ground connections to galvanized tower legs shall be made with transition clamps thereby reducing the oxidation effect of dissimilar metals. 12.1.5 RACKS AND CABINETS 12.2 INSTALLATION DOCUMENTATION The Contractor's project manager shall prepare a SYSTEM AS-BUILT MANUAL and update 3-ring binders for each site. The system documentation binders shall contain specific diagrams about:  System block diagram  Equipment programming parameters and jumper configurations  Detailed logic level interconnection diagrams  Inventory with serial numbers and equipment references  Interconnection drawings that show all connections between subassemblies, such as terminal boards, panel assemblies, or other equipment  Software and firmware version numbers  Numbering and labeling of all interconnecting cabling associated with remote units  Numbering and labeling of all connections to modular panels  Microwave channelization plan  Documentation and labeling of transmission line routing and antenna mounting at all fixed sites  Complete set of maintenance and operations manuals shall be provided for each category of equipment purchased in association with this location. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 60
  • 61. State of Vermont Request for Proposal Microwave Replacement Project  Manuals for OEM hardware shall be provided for each component of the system by the manufacturer, showing the system layout and architecture and describing the function of each major item.  Any unique wiring configurations or circuit modifications that are not part of the standard equipment documentation provided, shall be included in the ring binder. All information as described in the previous paragraph shall be included, in addition to the theory and method of operation. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 61
  • 62. State of Vermont Request for Proposal Microwave Replacement Project SECTION-13 SYSTEM ACCEPTANCE TESTING 13.1 SYSTEM ACCEPTANCE TESTING The State of Vermont requires both standard commercial type factory testing and field tests to verify operational compliance. The RFP response is to describe in full detail the standard factory staging and field testing procedures and practices for each type of electronic equipment proposed, and as a system. The vendor shall submit the detailed test plan and procedures to the State of Vermont at least 30 days before the start of the tests. The State of Vermont shall have the right to visit the factory to observe tests. 13.1.1 Factory Staging Tests The vendor shall provide for a staging area to permit the system to be tested before permanent installation at the customer sites. At staging, the equipment will be set up in its configuration and tests shall simulate as close as possible the final configuration of the system. The system shall be staged in a manner as to minimize the actual installation time in the field. At a minimum, the equipment shall include marked and pre-cut cabling, configured software, completed configuration tables, operational network supporting of all subsystems to be provided. All interfaces shall be demonstrated as a working system. The Contractor and the State's Representative shall conduct these tests and inspections as defined, to verify that all functions and features are performed according to specification and Contract requirements. Each hardware and software component shall be tested using a pre-defined checklist format. At the successful completion of the factory staging demonstration, and the submittal of certified copies of the factory tests, the State will approve the test documents and will authorize the vendor to release the equipment for shipment and installation. The vendor shall provide pricing for this test as a separate line item in their RFP Reponses. Prior to shipment, all software and hardware version numbers, jumper and software configurations shall be recorded by the vendor and entered in the as-built drawing documentation for field verification. Changes to any of these mentioned items in the field will not be acceptable. In addition, the use of hand written labeling on equipment firmware is not acceptable. 13.1.2 Field Tests Each Vendor shall submit with their RFP response a sample of the field acceptance test plan outlining the procedures to be followed and the equipment to be used to verify system performance. A final acceptance test plan, tailored to the system specified herein, shall be submitted for review and approval by the State of Vermont within 60 days of contract execution. The plan shall be comprehensive, to include tests of all field functions and features. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 62
  • 63. State of Vermont Request for Proposal Microwave Replacement Project The acceptance test plan will be reviewed by the State of Vermont and any deficiencies noted in the plan will be corrected by the Contractor to the mutual satisfaction of both parties within 60 days of the plan's date of receipt by State of Vermont. The test plan will be comprised of an Operational Performance Test as follows:  Confirm that all equipment is delivered and installed in a workmanship-like manner according to the Contract.  Demonstration that all equipment meets specification.  Verification that all functions and features are performed according to specification and Contract requirements. Following installation of all subsystem components, performance and operational tests shall be performed to verify proper operation of all subsystems and features of the system described in this specification. Acceptance testing will be performed before final system acceptance by the State of Vermont personnel, and successful passage of the tests will be a condition of final acceptance. The plan shall consider, at minimum, the following functions:  System management functions  Access times and throughput  Power and equipment failure modes  Modem functions (data links)  Verification of proper orientation of antennas  Fade margin simulation  Operation of hot standby or loop transfer  Frequency of transmitters  Time domain reflectometry of transmission lines  RF output power  RSL levels  Alarm functions (internal & external)  Operation of multiplex equipment x State of Vermont Department of Public Safety Division of Criminal Justice Services Page 63
  • 64. State of Vermont Request for Proposal Microwave Replacement Project SECTION-14 TRAINING The Contractor shall provide operational training for system management personnel and technical training for State technicians, as well as other designated staff personnel. Training shall be on-site and include system orientation and familiarization that includes discussion and equipment demonstration. The vendor shall supply all equipment required to provide hands-on training. The vendor shall provide the State of Vermont with a training plan at least 60 days prior to commencing the sessions for approval by the State. This plan shall outline dates, duration and subject. All training sessions will be conducted at a facility to be provided by the State and at times designated by the State. Class sizes will be less than 15 persons. The RFP must specify the amount of classroom training to be provided to all personnel. Written materials and any audiovisual aids produced by the vendor to provide system operation training shall be furnished to the State of Vermont for continuing education purposes. The vendor shall videotape all training classes and provide to the State. The vendor's program shall include training in orientation, management, operation and maintenance of all equipment provided. Each session shall be conducted by vendor personnel who are highly skilled in the course material. 14.2 SYSTEM MANAGEMENT OPERATIONAL TRAINING The training program for personnel shall be provided by the vendor before cutover and final acceptance of the system. Such training shall include, at a minimum, sessions to familiarize personnel with the operation of the system management system. The course content shall include the following, as a minimum:  Documentation structure  System overview, block diagrams and system description  Installation documentation  Use of software applications: reports and controls  Trouble diagnosis to element level  Troubleshooting techniques  Database development and maintenance 14.3 TECHNICAL TRAINING The intent of technician training shall be designed so that upon completion of training, a State technician will be qualified to perform all levels of installations/setup, optimization, trouble shooting and maintenance of system to the board or unit level. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 64
  • 65. State of Vermont Request for Proposal Microwave Replacement Project On-site training shall be provided for a maximum of 15 people. Training shall include system orientation, management, operation and maintenance of all system infrastructures and associated system equipment. The training shall include education on the theory of operation and practical maintenance procedures for the entire system infrastructure and systems. The course content shall include the following, as a minimum:  Documentation structure  Principals of digital transmission  Block diagrams and circuit description  Installation and turn-on procedures  Alignment and testing procedures  Trouble diagnosis to unit and board level  Unit replacement procedure  Operating and safety State of Vermont Department of Public Safety Division of Criminal Justice Services Page 65
  • 66. State of Vermont Request for Proposal Microwave Replacement Project SECTION-15 WARRANTY MAINTENANCE, TEST EQUIPMENT AND SPARE PARTS 15.1 WARRANTY Equipment warranties will not commence until the system or sub-system with which that equipment is associated has been fully accepted by the State. The Vendor shall provide a one-year warranty period, beginning after final acceptance for parts, labor and travel to fixed sites for all equipment provided. A copy of provisions and terms of the proposed warranty shall be provided with the RFP proposal. In addition, pricing for second year maintenance shall be provided in the cost proposal. Not sure about the following: During the Warranty period, the vendor shall guarantee that the system uptime is 99%, which will be evaluated monthly. Failure to provide 99% uptime will result in the extension of warranty for an additional one (1) month period for each 1% decrease. The Vendor shall warrant that the equipment provided under this specification will be suitable for the required service specified herein and that all articles furnished shall be free from defects in workmanship and material. The Vendor shall include in their response a list of all facilities or contractors that are authorized to repair equipment under warranty. During the warranty period, as directed by the State of Vermont, the Contractor shall perform all necessary corrective or preventive maintenance, support, or refurbishment, including labor, travel, materials, and replacement components so as to keep the equipment or systems in good working condition and repair. 15.2 MAINTENANCE Warranty maintenance shall be performed during normal business hours. Some equipment and subsystems are critical, thus warranty and extended maintenance must provide guaranteed response and restoration times on a 365 day by 24 hour basis. The following lists identifies response and maintenance performance level required for the various subsystems: 24-hour/7-day, 2-hour response, 4-hour repair -????? Which equipment???? 12-hour/5-day, 2-hour response, 8-hour repair -????? Which equipment???? Malfunctions that can not be immediately or unequivocally diagnosed and pinpointed to a certain item of equipment or service will require the participation of all service suppliers [State included] until responsibility of for the problem has been established. In no instance shall the failure to resolve the issue of responsibility relieve any supplier on the mutual obligation to restore system operability with the least impact on the State of Vermont Department of Public Safety Division of Criminal Justice Services Page 66
  • 67. State of Vermont Request for Proposal Microwave Replacement Project availability of the system to the end-user. The State of Vermont reserves the right to adjudicate such matters after the fact and validate charges applicable to the provision of the contractor. The contractor shall be the sole point of responsibility to resolve all maintenance matters to the satisfaction of the State. Vendor proposals shall provide a complete description of preventative maintenance and shall specify the frequency of preventative maintenance required for all proposed equipment and systems. Any remote administrative costs shall also be provided in the RFP Reponses. Each Vendor shall state in its response to the RFP the name, location and capabilities of both in-state and out- of-state service facilities which will provide any or all of the installation, service and maintenance, both initial and continuing. Vendors shall also include a description of the service facilities, the size and qualifications of its staff, the number of years in business and a list of customers (with names and telephone numbers) who operate systems of similar size and complexity for whom installation and maintenance services are performed. Vendors shall further demonstrate their ability to maintain equipment substantially similar to that furnished under this specification, specifically, trunked radio equipment. The information is required to demonstrate to the State of Vermont that the local service facilities are capable of installing, optimizing and maintaining the system provided by this procurement. Vendors shall describe the ongoing level of factory engineering and service support that will be available to the local service facility during the installation and maintenance of the system. The factory organization that provides such support shall be described in the RFP proposal. Contractors shall also indicate the response time of factory support should it be required by the local service facility. The factory support referenced here will be provided directly to the local service facility for assistance in fulfilling the terms of the installation and maintenance agreements; it shall be provided at no additional cost to the State. • During the warranty period, the contractor shall provide monthly reports to the state providing information regarding response times, recovery times, corrections, malfunctions, failures, and work performed. • The vendor shall provide a single toll-free number for all maintenance, repair and emergency service requirements. • Parts shall be available for a minimum period of ten years following the date of final acceptance of the system by the State. The location of the parts depot that stocks parts for the system shall be specified in the Vendor's RFP proposal. • If equipment is proposed that contains microprocessors, large scale integrated circuits (LSI) or very large scale integrated circuits (VLSI) devices which cannot be field diagnosed and repaired, or which require special instrumentation or devices to repair, the Vendor shall specify in their RFP proposal how such assemblies will be repaired at a central facility, and the guaranteed turn around time for return of an exchange or repaired circuit card or other assembly. State of Vermont Department of Public Safety Division of Criminal Justice Services Page 67
  • 68. State of Vermont Request for Proposal Microwave Replacement Project 15.3 TEST AND REPAIR EQUIPMENT It is the intent of the State of Vermont to own all test equipment. This includes equipment and software carried to the site for preventative maintenance, troubleshooting and failure repair. Vendors shall provide a detailed list of all such test equipment. Itemized pricing for this equipment shall be provided as a line item on the pricing sheet. Vendors are responsible for identifying all required items. Any item not listed, but and are required will be provided at no charge to the State. 15.4 SPARE PARTS Again, it is the intent of the State of Vermont to own all spare parts to support maintenance operations. Spare parts are intended to allow immediate field replacement of failed elements and to allow off line repair of equipment. Vendors are required to recommend spare parts lists for all systems and equipment. Critical components such as controllers or switches shall have a complete spare module set. Itemized pricing for these spare parts shall be provided as a line item on the pricing sheet State of Vermont Department of Public Safety Division of Criminal Justice Services Page 68