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        State of Ver...
State of Vermont
                                           Request for Proposal
                                        M...
State of Vermont
                                              Request for Proposal
                                      ...
State of Vermont
                                           Request for Proposal
                                        M...
State of Vermont
                                             Request for Proposal
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State of Vermont
                                              Request for Proposal
                                      ...
State of Vermont
                                            Request for Proposal
                                        ...
State of Vermont
                                            Request for Proposal
                                        ...
State of Vermont
                                              Request for Proposal
                                      ...
State of Vermont
                                             Request for Proposal
                                       ...
State of Vermont
                                            Request for Proposal
                                        ...
State of Vermont
                                            Request for Proposal
                                        ...
State of Vermont
                                           Request for Proposal
                                        M...
State of Vermont
                                           Request for Proposal
                                        M...
State of Vermont
                                           Request for Proposal
                                        M...
State of Vermont
                                           Request for Proposal
                                        M...
State of Vermont
                                           Request for Proposal
                                        M...
State of Vermont
                                             Request for Proposal
                                       ...
State of Vermont
                                           Request for Proposal
                                        M...
State of Vermont
                                           Request for Proposal
                                        M...
State of Vermont
                                             Request for Proposal
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State of Vermont
                                                Request for Proposal
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State of Vermont
                                               Request for Proposal
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State of Vermont
                                           Request for Proposal
                                        M...
State of Vermont
                                               Request for Proposal
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State of Vermont
                                              Request for Proposal
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State of Vermont
                                                Request for Proposal
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State of Vermont
                                                 Request for Proposal
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State of Vermont
                                                 Request for Proposal
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State of Vermont
                                            Request for Proposal
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State of Vermont
                                               Request for Proposal
                                     ...
State of Vermont
                                           Request for Proposal
                                        M...
State of Vermont
                                                                      Request for Proposal
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RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
RFP for replacement
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RFP for replacement

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RFP for replacement

  1. 1. . . . . . . . . . . State of Vermont . . . . . . . . . . Request for Proposal Microwave Replacement System Project MAY 15, 2000
  2. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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

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