RFP#2018-02 P25 Radio System Addendum #1

Reference: RFP#201-02 Commodity: P25 Radio System Dated: December 12, 2017 Proposals Due: January 22, 2018

Any communications pertaining to the scope of work, the preparation or submittal of a response, and all other communications referred to this solicitation must be made in writing to:

Stephanie Straub, Financial Management Specialist County of Orange, Virginia 112 W. Main Street, Suite 206 P.O. Box 111 Orange, VA 22960 E-mail: [email protected]

Note: A signed copy of this addendum must be received at the location indicated in the solicitation either prior to the proposal due date and hour or attached to your response documents. Signature on this addendum does not substitute for your signature on the original response documents. The original response documents must be signed. RESPONSES NOT RECEIVED BY THE DATE AND TIME REQUESTED, FOR ANY REASON WAHTSOEVER, WILL BE REJECTED AS UNTIMELY.

______Name of Firm

______Signature/Title of Representative Date

Attachments: Pre-Proposal Meeting Questions & Answers Pre-Proposal Meeting Sign In/Attendance Sheet RFP Change Pages #1 RFP Change Pages #2 RFP with Changes Shape Files (2) Orange County, Virginia RFP#2018-02 – Project 25 (P25) Radio System Pre-Proposal Conference Request for Proposals (RFP) MANDATORY PRE-PROPOSAL QUESTIONS & ANSWERS Orange County Airport - New Terminal 11275 Aviation Way December 6, 2017 Orange, VA 22960 10:00 am

Question Answer Will the fiber on the County owned fiber route be Underground underground or aerial?

The towers will have three (3) primary users: 1. Public Safety Radio, 2. Fixed Wireless Broadband, 3. Cellular. At this time, the County does not know what broadband What type of tower space is needed for technolog(ies) will be used. With that in mind, the County requires that new towers are broadband usage? to be designed and constructed to provide excess capacity that is planned to be used by Fixed Wireless Broadband and/or Cellular carriers. This requirement is detailed in RFP Paragraph 6.3.3 B

Can vendors enter Lake of the Woods (LOW) LOW has been notified that Respondents to the RFP may be visiting in the next few today to see the tower? weeks, and has been asked to grant access.

Initial fiber route installation will be completed by June 30, 2018. The additional What is the timeline of broadband project? broadband project roll-out will be a gradual effort over the next few years. The Broadband Authority anticipates issuing a solicitation late spring/early summer 2018.

Location is referenced in Appendix F of the RFP. The plot of land is just west of the Where is the new PSAP located and what is the airport property. The County is currently in the schematic design phase with an construction timeline? estimated twenty (20) month build time after the final design has been approved. The County currently anticipates issuing a bid for construction in the summer of 2018.

Will there be a deadline extension for this Not at this time. Please refer to inclement weather procedures listed in the RFP. proposal?

Clark Tower What are the addresses of Clark and Gibson 38-18-39.0 N 078-00-12.3 W Towers? 6507 Mooremont Rd. Rapidan, VA, 22733-9126 Orange County, Virginia RFP#2018-02 – Project 25 (P25) Radio System Pre-Proposal Conference Request for Proposals (RFP) MANDATORY PRE-PROPOSAL QUESTIONS & ANSWERS Orange County Airport - New Terminal 11275 Aviation Way December 6, 2017 Orange, VA 22960 10:00 am

Question Answer

Gibson Tower 38-11-15.4 N 078-09-26.5 W Route 15, 2 miles north of Gordonsville, VA End of Honah Lee Farm Road

Clark Tower County has access codes for the compound and shelter. Please contact Stephanie Straub, Financial Management Specialist at [email protected] to receive the necessary codes.

Please provide the contact information for the Gibson Tower State Police and American Tower if vendors want Larry K Hall to survey/inspect Clark and/or Gibson Towers. 7700 Midlothian Turnpike P.O. BOX 27472 North Chesterfield , VA 23261 Phone (804)674-4644 [email protected] If a vendor wants to inspect Orange County Public School (OCPS) property they are required to notify Stephanie Straub, Financial Management Specialist at How do vendors conduct site visits of Orange [email protected] to receive permission from the School to enter the County Public School properties? property. The OCPS prefers all site visits occur after hours or during the winter break when students are not present.

January 11, 2018 by 12:00pm EST. on the Question Form included in the solicitation What is the deadline for submitting questions documentation.

Refer to the RFP Paragraph 1.5 listed in the solicitation. Vendors must respond per Will alternate proposals be considered? the requirements listed in the RFP first and foremost before submitting any alternate proposals. Orange County, Virginia RFP#2018-02 – Project 25 (P25) Radio System Pre-Proposal Conference Request for Proposals (RFP) MANDATORY PRE-PROPOSAL QUESTIONS & ANSWERS Orange County Airport - New Terminal 11275 Aviation Way December 6, 2017 Orange, VA 22960 10:00 am

Question Answer Appendix C-Critical Building List Table C-2: Please provide ESRI shapefiles for the Shape files for the GWAP border and the Barboursville Historic District will be Germanna-Wilderness Area Plan (GWAP) provided. border.

Orange County, Virginia P25 Radio System Request for Proposals

337-340 771.1125 801.1125 557-560 772.4875 802.4875 781-784 773.8875 803.8875 909-912 774.6875 804.6875

Proposal Options: Requirements described as an “OPTION” or “OPTIONAL” refer to features or equipment that may or may not be purchased by the County, or items whose quantities have not yet been determined. Respondents are required to respond to all OPTIONAL requirements.

1.5 Alternative Proposals

In the event that Respondents have a technological solution that does not meet the exact requirements set forth in this RFP, but fully-addresses all the functional requirements, Respondents may offer alternative proposals in addition to their base proposal as long as each proposal fully-addresses the intent of the requirements set forth in this RFP.

Alternate proposals shall be submitted separately under a different cover from the base proposal and clearly marked “ALTERNATIVE PROPOSAL.” Respondents must submit a fully-compliant proposal in order to submit an alternate proposal.

The Respondent’s Alternate Proposal shall comply with the same submittal instructions in Section 2.4, Proposal Format.

1.6 Quality Assurance and Control (QA/QC)

1.6.1 Standards and Guidelines

The SELECTED VENDOR shall comply with the applicable standards, rules, regulations, and industry guidelines published by the following organizations, provided here in no particular order without implication of priority, as they apply to the Respondent’s proposed solution:

1. American National Standards Institute (ANSI) 2. National Electrical Manufacturer’s Association (NEMA®) 3. Electronics Industry Association (EIA) 4. Telecommunications Industry Association (TIA®) 5. Telecommunications Distribution Methods Manual (TDMM) 6. National Electrical Code (NEC®)

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Appendix M - Bidder / Respondent Question Form

Questions shall be submitted by 5:00PM January 11, 2018. Questions received beyond this date may not be answered.

Attn: Stephanie Straub Via Email: [email protected] Project: P25 Radio System Request for Proposal Location: Orange, Virginia

Bidders/Respondents are required to utilize this form for questions. You may submit multiple forms. Note on bottom of page the number of pages pertaining to your questions.

RFP Reference Question Paragraph or Page #

November 9, 2017 Page 208 of 208

Orange County, Virginia RFP#2018-02: Project 25 (P25) Radio System Request for Proposals (RFP)

November 9, 2017

Prepared by:

Federal Engineering, Inc. 10600 Arrowhead Dr., Suite 160 Fairfax, VA 22030 703-359-8200

Orange County, Virginia P25 Radio System Request for Proposals

Table of Contents

1. Project Overview ...... 7 1.1 Introduction ...... 7 1.1.1 Existing Radio Communications System ...... 8 1.2 Overview of this RFP ...... 8 1.3 Project Summary ...... 10 1.4 Proposals Desired...... 11 1.5 Alternative Proposals ...... 12 1.6 Quality Assurance and Control (QA/QC) ...... 12 1.6.1 Standards and Guidelines ...... 12 1.6.2 Frequency Coordination and Licensing ...... 13 1.6.3 Federal Aviation Administration (FAA) (if applicable) ...... 14 1.6.4 Project Management ...... 14 1.6.5 Quality Assurance QA / Quality Control (QC) Program ...... 18 2. Instructions to Respondents ...... 20 2.1 General Instructions ...... 20 2.2 Mandatory Pre-Proposal Conference ...... 20 2.3 Proposal Schedule ...... 21 2.4 Proposal Format ...... 21 2.4.1 Cost Proposal ...... 24 2.5 Proposal Evaluation ...... 24 2.6 Proposal Evaluation Criteria ...... 24 2.7 Contract Award ...... 27 3. Radio Communications System Requirements ...... 29 3.1 Overview ...... 29 3.2 Project 25 (P25) ...... 30 3.3 Redundancy and Survivability ...... 31 3.4 Radio System Capacity ...... 32 3.4.1 Grade of Service (Gos) ...... 32 3.4.2 Expansion ...... 33

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3.5 Radio System Coverage ...... 33 3.5.1 Radio Coverage Model and Maps ...... 34 3.5.2 TIA® TSB-88 - Annex A CATP User Choices ...... 36 3.5.3 Link Budgets ...... 37 3.6 Project 25 (P25) System Feature Requirements ...... 38 3.6.1 Radio Communications System Control Equipment ...... 38 3.6.2 Simulcast Control Equipment ...... 39 3.6.3 Over-the-Air Programming (OTAP) ...... 39 3.6.4 Encryption ...... 40 3.6.5 Over-the-Air Rekeying (OTAR) ...... 40 3.6.6 Global Positioning System (GPS) and interface to CAD Automatic Vehicle Location (AVL) ...... 40 3.6.7 Receiver Voting ...... 41 3.6.8 Base Station Equipment ...... 41 3.6.9 Antenna Systems ...... 41 3.6.10 Interoperability Gateway Devices ...... 43 3.6.11 Dispatch Console Subsystem ...... 43 3.6.12 Multimedia Logging Recorder System ...... 47 3.6.13 Network Management System (NMS) ...... 52 3.6.14 Fire Station Alerting (FSA) ...... 54 3.7 Project 25 (P25) System Optional Features ...... 54 3.7.1 Geographically Diverse P25 Control Equipment ...... 55 3.7.2 P25 Inter-RF Subsystem Interface (ISSI) ...... 55 3.7.3 Smartphone Integration ...... 56 3.7.4 Personnel Accountability Service ...... 57 3.8 VHF Paging and Interoperability Subsystem ...... 57 4. Backhaul Network Requirements ...... 58 4.1 Orange County Fiber Optic Network ...... 58 4.2 Licensed Digital Microwave Network ...... 59 4.3 Microwave Backhaul Network Engineering ...... 59 4.4 Microwave Antenna System ...... 60

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4.5 Backhaul Network Management ...... 60 5. Subscriber Radio Equipment Requirements ...... 62 5.1 Overview ...... 62 5.2 General Subscriber Radio Equipment Requirements ...... 64 5.2.1 Portable Radios ...... 65 5.2.2 Mobile Radios ...... 68 5.2.3 Control Stations ...... 70 5.2.4 Vehicular Repeaters ...... 72 6. Facilities and Infrastructure Development Requirements ...... 73 6.1 General Requirements ...... 73 6.2 Site Selection Requirements ...... 75 6.2.1 Existing Site Development Requirements ...... 76 6.3 New (Greenfield) Site Development Requirements ...... 78 6.3.1 Site Preparation Requirements ...... 78 6.3.2 Fencing Requirements ...... 81 6.3.3 Radio Communications Tower Requirements ...... 84 6.3.4 Equipment Shelter Requirements ...... 87 6.3.5 Generator and Automatic Transfer Switch (ATS) Requirements ...... 93 6.3.6 Uninterruptable Power Supplies (UPS) ...... 101 7. Training Requirements ...... 105 7.1 General Training Requirements ...... 105 7.2 Subscriber Equipment and Dispatch Console Training Requirements ...... 106 7.3 Technical/System Management Training Requirements ...... 106 8. System Implementation, Test, and Acceptance Requirements ...... 108 8.1 General Requirements ...... 108 8.2 Detailed Design Requirements ...... 108 8.3 Detailed Design Review Requirements ...... 110 8.4 Fleet Mapping Requirements ...... 110 8.5 Factory Staging Requirements ...... 111 8.6 System Shipping/Delivery Requirements ...... 112 8.7 System Installation Requirements ...... 113

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8.8 System Acceptance Testing Requirements ...... 114 8.9 Radio Coverage Testing Requirements ...... 115 8.10 Cutover Requirements ...... 117 8.11 30-Day Operational Test Period Requirements ...... 117 8.12 As-Built Documentation Requirements ...... 117 8.13 System Acceptance Requirements ...... 118 9. Warranty, Maintenance, and Support Requirements ...... 119 9.1 Warranty Requirements ...... 119 9.2 Parts Availability Requirements ...... 121 9.3 Spare Equipment Requirements ...... 121 9.4 Post-Warranty Maintenance Requirements ...... 122 10. General Terms and Conditions ...... 124 10.1 Insurance Requirements ...... 124 10.2 Authority to Bind Firm in Contract ...... 124 10.3 Severability ...... 125 10.4 Ownership of Documents ...... 125 10.5 Performance ...... 125 10.6 Contingent Fee Warranty ...... 125 10.7 Method of Ordering and Payment ...... 126 10.8 State Corporation Commission (SCC) Requirements ...... 126 Appendix A - Compliance Matrix ...... 127 Appendix B - Proposal Pricing Forms ...... 132 Appendix C - Critical Building List ...... 180 Appendix D - Candidate Tower Site Locations ...... 183 Appendix E - Proposed County Fiber Map ...... 185 Appendix F - Proposed County PSAP Location ...... 186 Appendix G - General Conditions and Instructions to Respondents ...... 187 Appendix H - Insurance Checklist ...... 202 Appendix I - Non-Collusion Statement ...... 204 Appendix J - Vendor (Respondent) Data Sheet ...... 205 Appendix K - Offeror (Respondent) Statement ...... 206

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Appendix L - State Corporation Commission (SCC) Form ...... 207 Appendix M - Bidder / Respondent Question Form ...... 208

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1. Project Overview

1.1 Introduction

Orange County, Virginia (County) requests proposals from qualified Respondents, to provide a Project 25 (P25) Phase 2-compliant simulcast trunked radio system. Respondents shall have experience in providing P25 systems to public safety and public service users. The County’s primary goals for this project are to:

1. Deploy a P25 Phase 2 standards-based, five-channel 700 MHz radio system to enhance coverage, capacity, and interoperability 2. Deploy a P25 radio system providing balanced 95% portable radio roundtrip coverage (talk-out and talk-in) within the County limits and within critical buildings and/or areas (see Appendix C) 3. Deploy new P25 Internet Protocol (IP)-based radio dispatch consoles designed to support all of the features of the new P25 radio system, while also retaining any required legacy capabilities to support current features and interoperability 4. Deploy a new backhaul system composed of the County’s existing / planned fiber network and microwave links to support an all-IP backbone and Ethernet traffic in a loop configuration, to enhance availability, and to provide the scalability to support P25 voice, and support the County’s Rural Fixed Wireless Broadband Initiative 5. Deploy other system features including: a. Encryption b. Over-the-Air Rekeying (OTAR) c. Over-the-Air Programming (OTAP) d. Global Positioning System (GPS) / Automatic Vehicle Location (AVL)

The County is planning to construct a new public safety answering point (PSAP), on a plot of land located on the Northwest corner at the intersection of Bloomsbury Road and State Route 20. A map of this location is included in Appendix F.

The County desires to explore the following initiatives as OPTIONS as part of the P25 radio system procurement and deployment:

1. Deployment of an Inter-RF Subsystem Interface (ISSI) connections, further enhancing interoperability with neighboring P25 systems

November 9, 2017 Page 7 of 208 Orange County, Virginia P25 Radio System Request for Proposals

2. Deployment of geographically diverse P25 control equipment 3. Deployment of additional subscriber radio equipment allowing all County departments to share a single standards-based system 4. Deployment of other system features including Smartphone integration

1.1.1 Existing Radio Communications System

The County currently utilizes a VHF conventional radio system to support the dispatch and response of fire, EMS, and County law enforcement agencies. The system also provides communications for the County’s school system and the Town of Gordonsville Public Works and Gordonsville Town Hall.

Fire and EMS agencies use three primary tower sites:

• Clark Tower • Gibson Tower • Lake of the Woods Tower

Local law enforcement agencies, the County’s school system, and Gordonsville Public Works / Gordonsville Town Hall use a Motorola Solutions, Incorporated (MSI) MOTOTRBO™ system for primary radio communications from the Clark Tower. As a backup, they rely on the County’s VHF conventional radio system served from the Gibson and Lake of the Woods towers.

The County’s current PSAP is located within the County Office Building at 112 West Main Street in the Town of Orange. The PSAP receives all 9-1-1 calls and dispatches calls for EMS, Fire and Law Enforcement agencies.

1.2 Overview of this RFP

This RFP organizes the content as follows:

1. Section 1, Project Overview – Provides background information and a general overview of the requirements contained in this RFP. 2. Section 2, Instructions to Respondents – Provides instructions to proposers, including, but not limited to: proposal due date; pre-proposal conference information; and evaluation criteria. 3. Section 3, Radio Communications System Requirements – Provides requirements for the desired radio communications systems.

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4. Section 4, Backhaul Network Requirements – Provides requirements for backhaul connectivity, integration of the County’s fiber optic network, digital microwave backhaul equipment, and network management. 5. Section 5, Subscriber Radio Equipment Requirements – Provides requirements for portable radios, mobile radios, control stations, and vehicular repeaters. 6. Section 6, Facilities and Infrastructure Development Requirements – Provides requirements for site preparation, fencing, towers, equipment shelters, generators, and uninterruptible power supply (UPS) equipment for new sites proposed by Respondents to meet the County’s desired radio coverage requirements. 7. Section 7, Training Requirements – Provides requirements for training programs to be developed and provided by the SELECTED VENDOR. 8. Section 8, System Implementation, Test, and Acceptance Requirements – Provides requirements for system design, fleet mapping, factory staging, installation, acceptance testing, and final acceptance. 9. Section 9, Warranty, Maintenance, and Support Requirements – Provides requirements for the warranty, parts availability, spare equipment, extended warranty, maintenance, and support of the proposed radio system and subsystems. 10. Section 10, General Terms and Conditions – Provides procurement terms and conditions specific to the County.

Appendices to this RFP:

1. Appendix A - Compliance Matrix 2. Appendix B - Proposal Pricing Forms 3. Appendix C - Critical Building List 4. Appendix D - Candidate Tower Site Locations 5. Appendix E - County Fiber Map 6. Appendix F - New County PSAP Location 7. Appendix G - General Conditions and Instructions to Bidders/Offerors 8. Appendix H - Insurance Checklist 9. Appendix I - Non-Collusion Statement 10. Appendix J - Vendor (Respondent) Data Sheet

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11. Appendix K - Offeror (Respondent) Statement 12. Appendix L - State Corporation Commission (SCC) Form 13. Appendix M Bidder / Respondent Question Form

1.3 Project Summary

The SELECTED VENDOR shall be responsible for providing the following project components:

1. Engineering and system design 2. Project management 3. Preparing and submitting Federal Communications Commission (FCC) licensing forms 4. Furnishing and installing system equipment and ancillary facilities 5. Software installation and programming 6. Training 7. Acceptance testing, including coverage testing 8. Cutover planning and execution 9. Warranty and maintenance support 10. Decommissioning/removal of legacy communications system and ancillary devices not required for the operation of the new communications system or, any equipment not being utilized in conjunction with the new communications system.

The SELECTED VENDOR shall be responsible for furnishing complete and fully- functional systems to include:

1. Radio communications system infrastructure, including a guarantee of radio coverage and Grade of Service (GoS) 2. Digital microwave backhaul network 3. Radio dispatch consoles 4. Infrastructure facilities (e.g., towers, shelters, generators fencing) 5. Network management system 6. Subscriber radio equipment

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Work shall be planned, coordinated, and conducted with minimal interruption of service to existing critical systems.

Proposals shall completely describe the equipment and methods that will be used to implement the system. The intent of this RFP is to allow Respondents to offer the best equipment, technology, and methods available to provide state-of-the-art public safety communications systems of the highest-quality and performance.

Should the systems provided fail to operate as proposed due to the SELECTED VENDOR’s errors or omission, these issues will be corrected by the SELECTED VENDOR at no additional cost to the County.

All equipment shall be provided in new condition and covered by a full manufacturer’s warranty and support services for not less than three (3) years.

Proposals shall not be accepted that include systems, equipment, or components for which the manufacturer has already established an end-of-life (EOL) date.

In the event that requirements are stated in more than one section and appear to conflict, the more stringent requirement shall apply.

1.4 Proposals Desired

The County desires a complete turnkey solution addressing all project systems, subsystems, and components for the primary radio communications system. This system shall provide public safety grade communications capabilities across the County, allowing agencies within the County to safely, effectively, and efficiently carry out their duties.

The County seeks to obtain proposals for a 700 MHz, Project 25 Phase 2 simulcast trunked radio system, VHF interoperability/paging channel overlay, or other paging solutions, backhaul network, site development, dispatch console subsystem, and user devices.

Regional Planning Committee 42 (Region 42) allocated five (5) 25 kHz channel pairs that may be used by public safety within the County geographic area. Table 1 lists the 700 MHz channels allocated to the County.

Table 1 – 700 MHz Frequency Allocation for Orange County

Channel Base Mobile Numbers Frequency Frequency 257-260 770.6125 800.6125

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337-340 771.1125 801.1125 557-560 772.4875 802.4875 781-784 773.8875 803.8875 909-912 774.6875 804.6875

1.5 Alternative Proposals

The Respondent’s Alternate Proposal shall comply with the same submittal instructions in Section 2.4, Proposal Format.

1.6 Quality Assurance and Control (QA/QC)

1.6.1 Standards and Guidelines

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7. Institute of Electrical and Electronics Engineers (IEEE) 8. Federal Communications Commission (FCC) 9. Underwriters Laboratories, Inc. (UL) 10. American Society of Testing Materials (ASTM) 11. Occupational Safety and Health Administration (OSHA®) 12. National Fire Protection Association (NFPA®) 1221 13. Telcordia® GR-63-CORE (Network Equipment-Building System) NEBSTM Requirements: Physical Protection

Respondents shall comply with industry best practices for system installation, grounding, bonding, and transient voltage surge suppression (TVSS), as outlined in the following guidelines, provided here in no particular order with no implication of priority:

1. Motorola R56 – Standards and Guidelines for Communication Sites (latest revision) 2. Harris® Site Grounding and Lightning Protection Guidelines (AE/LZT – 123 4618/1 – latest revision) 3. Other contractor / industry standards that Respondents shall provide to the County for review and approval prior to contract award.

The SELECTED VENDOR shall comply with all federal, state, county, and local laws, regulations, codes, and ordinances applicable to implementing a radio communications system within the County.

Governing codes and conflicts: If the requirements of this RFP conflict with those of the governing codes and regulations, then the more stringent of the two shall become applicable.

If Respondents cannot meet any of the standards or guidelines listed above, they shall list all deviations in their proposals.

1.6.2 Frequency Coordination and Licensing

Land Mobile Radio (LMR) licenses – The SELECTED VENDOR shall be responsible for all frequency research, prior coordination, and preparation of all associated FCC license applications and submittals on behalf of the County. The County shall be responsible for coordination fees and licensing fees, if any, and required signatures, as applicable. Following approval of the detailed design, the

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SELECTED VENDOR shall provide all modifications and applicable forms to the County for review and approval. The SELECTED VENDOR shall also be responsible for any additional frequency research, support, and preparation if necessary. The County shall sign and submit all forms following approval.

Antenna Structure Registration (ASR) – The SELECTED VENDOR shall be responsible for preparation and submittal of any ASR forms as required for any new or existing towers.

Microwave Licenses – The SELECTED VENDOR shall be responsible for all microwave frequency research, prior coordination, and preparation of all associated FCC license applications and submittals on behalf of the County. The County shall be responsible for coordination fees and licensing fees, if any, and required signatures, as applicable.

1. The selected Vendor shall provide interference protection monitoring services for the licensed microwave frequencies during the duration of the warrantee and maintenance period. 2. Interference protection monitoring services shall notify the County when applicants file prior coordination notices (PCNs) to license frequencies within a range that could pose harmful interference to the County’s communications services. 3. Interference protection monitoring services shall analyze, make determination, and respond to PCNs that potentially pose harmful interference to the County’s licensed frequencies.

1.6.3 Federal Aviation Administration (FAA) (if applicable)

The SELECTED VENDOR shall complete and submit to the Federal Aviation Administration (FAA) any required FAA forms, as necessary.

1.6.4 Project Management

Respondent shall provide a Project Management Plan that includes, a detailed Work Breakdown Structure (WBS), project scope, deliverables, schedule, QA/QC processes, and risk management sections.

The plan shall describe how the Respondents propose to monitor and control the installation and deployment of the proposed system, and mitigate risks, in order to ensure that the system meets the design specifications and is delivered on time.

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Regularly scheduled status meetings (weekly or biweekly) shall be established between the County’s Project Team and the SELECTED VENDOR. The SELECTED VENDOR shall provide a schedule for these meetings subject to the approval of the County and shall be responsible for the agendas for these status meetings.

1.6.4.1 Project Scheduling

The SELECTED VENDOR shall develop and maintain a project schedule utilizing Microsoft® Project. That schedule shall include tasks, milestones, start and end dates, task predecessors, and task owners based on an approved WBS.

The schedule shall represent tasks associated with completing work on all items identified in the WBS. The project schedule shall be updated with actual dates as tasks are completed.

The updated schedule shall be provided as an agenda item for all weekly or biweekly status meetings (at the discretion of the County) between the County and the SELECTED VENDOR.

The schedule shall address the following at a minimum:

1. Site surveys 2. Detailed design review including engineering analyses and schedules 3. Site preparation 4. Equipment manufacturing 5. Factory acceptance test 6. Equipment delivery 7. System installation 8. System configuration 9. System optimization 10. Field acceptance test 11. Coverage testing 12. Technical training 13. System administration training 14. User training

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15. 30-day “burn-in” testing 16. System cutover 17. System documentation development and delivery 18. Punch list resolution 19. System acceptance 20. System and equipment warranty periods

1.6.4.2 Project Punch List

The SELECTED VENDOR shall establish and maintain a punch list, as mutually agreed to with the County, for site facilities, equipment, and for acceptance tests.

The punch list shall be maintained in real time and published weekly. The punch list shall include the following at a minimum:

1. Sequential punch list item number 2. Date identified 3. Item description 4. The party responsible for resolution 5. Expected resolution date 6. Resolution date 7. The party resolving the issue 8. Details about how each punch list item was resolved and tested 9. Project manager signoff (SELECTED VENDOR/the County) 10. Descriptive notes about the item

If responsibility for resolving an item is transferred to another person or group, a new entry shall be added to the punch list and the original entry shall be appropriately noted.

The SELECTED VENDOR shall be responsible for reviewing each punch list item, and advising the County of any changes. The status of punch list items shall be updated during each biweekly status meeting. All punch list items must be fully resolved before system acceptance will be granted.

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1.6.4.3 Project Meetings

A project kickoff meeting shall be scheduled prior to the beginning of the project.

Weekly or biweekly project status meetings shall be scheduled following contract award and the initial kickoff meeting.

The SELECTED VENDOR shall be responsible for scheduling the meetings as well as preparing meeting agendas and minutes. meeting agenda items shall include, as a minimum, the following items:

1. Schedule review 2. Status of deliverables 3. Risk items 4. Changes 5. Plans for the next period 6. Action item assignments 7. Punch list review

1.6.4.4 Project Staffing

Project staffing shall be managed by the SELECTED VENDOR based on workload and the level of effort required throughout the implementation / installation process; however, the positions identified below shall be staffed throughout the duration of the project and shall not change without prior approval of the County.

1. SELECTED VENDOR’s Project Manager: a. The SELECTED VENDOR’s Project Manager shall be the primary point of contact between the County and the SELECTED VENDOR. b. The SELECTED VENDOR’s Project Manager shall bear full responsibility for supervising and coordinating the installation and deployment of the communications system; be responsible for development and acceptance of the Project Management Plan; managing the execution of the project against that plan; and overseeing the day-to-day project activities, deliverables, and milestone completion. c. The SELECTED VENDOR’s Project Manager shall be responsible for coordination of the status meetings.

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2. SELECTED VENDOR’s Project Engineer: a. The SELECTED VENDOR’s Project Engineer shall have the primary responsibility for developing and managing the system design and ensuring that the system is installed in accordance with the approved system design. b. Any deviation from the system design shall be subject to project change control procedures and will not be undertaken until approved by the County. c. The SELECTED VENDOR’s Project Engineer shall develop block diagrams, system block diagrams, and rack diagrams to assist the installation team in completing the system installation. d. The Project Engineer shall also supervise the development and execution of the Factory Acceptance Test Plan, System Acceptance Test Plan, the Coverage Acceptance Test Plan, Cutover Plan, and guide the project team through the processes and procedures necessary to prove that the system performs as specified in the contract. No test plan will be executed until approved by the County.

1.6.5 Quality Assurance QA / Quality Control (QC) Program

The Respondent shall include a Quality Assurance / Quality Control (QA/QC) plan for the County’s radio system project. The plan shall address all stages of the project, including, but not limited to:

1. System design 2. Implementation 3. Procurement 4. Delivery 5. Installation 6. Testing 7. Cutover

The QA/QC plan shall specifically describe the plans and procedures that ensure the proposed system is designed in accordance with the standards and requirements described in this RFP.

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The QA/QC plan shall be included as part of the Project Management Plan developed by the SELECTED VENDOR’s Project Manager.

The QA/QC plan shall be an integral part of the project and include County personnel as part of the review and approval process for all deliverables and submittals.

The proposed QA/QC plan shall address the following project tasks at a minimum:

1. Design analysis and verification 2. Radio coverage analysis and verification 3. Design changes and document control 4. Material shipping, receiving, and storage 5. Site preparation 6. Field installation and inspection 7. Equipment inventory and tracking 8. System testing and validation 9. Software regression testing 10. Deficiency reporting and correction 11. Implementation and cutover 12. Training and certification

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2. Instructions to Respondents

2.1 General Instructions

Respondents shall submit one (1) bound original and nine (9) bound copies of their proposals to the County. Each package shall also include a copy of the proposal in electronic format on USB flash drive. The front of the package shall be marked “Sealed Proposal, RFP# 2018-02 P25 Radio System”.

Proposals shall be submitted to:

Stephanie Straub, Financial Management Specialist County of Orange, Virginia 112 W. Main Street, Suite 207 P.O. Box 111 Orange, VA 22960 Email: [email protected]

Proposals shall clearly indicate the legal name, address and telephone number of the Respondent (company, firm, partnership, or individual). Proposals shall be signed above the typed or printed name and title of the individual signing on behalf of the Respondent. All expenses for making proposals shall be borne by the Respondent.

All proposals shall be received by 2:00 P.M. January 22, 2018. Proposals received after this time and date will not be considered.

If the Owner closes its offices due to inclement weather, or some other unforeseen circumstance outside of the Owner’s control, scheduled bid openings or receipt of proposals will be extended to the next business day, same time.

2.2 Mandatory Pre-Proposal Conference

A mandatory pre-proposal conference will be held on December 6, 2017, at 10:00 a.m. The conference will be held at

Orange County, VA Airport (New Terminal) 11275 Aviation Way Orange, VA 22960

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Respondents may submit questions to the County at least five (5) business days prior to the pre-proposal conference in either written or electronic format (email) on the enclosed Bidder Question Form in Appendix M.

During the conference, the County may provide answers to any questions received and hold an open discussion regarding the project. Oral responses provided during the conference shall not be binding on the County.

The County will respond to all questions and provide answers via an addendum. Addenda shall be posted on the County’s website. Questions are due no later than seven (7) days prior to the due date. All questions must be submitted in writing.

County Contact for submission of technical questions:

Stephanie Straub, Financial Management Specialist County of Orange, Virginia 112 W. Main Street, Suite 207 P.O. Box 111 Orange, VA 22960 Email: [email protected]

2.3 Proposal Schedule

Table 2 – Proposal Schedule

Event Target Date RFP Issued November 9, 2017 Pre-Proposal Conference December 6, 2017 Site Visits December 6, 2017 Final Deadline for Questions January 11, 2018 Responses to Questions January 16, 2018 Proposals Due January 22, 2018

2.4 Proposal Format

Respondents shall adhere to the proposal format provided below, organized by Section, with each section tabbed and numbered:

1. Section 1: Cover Letter 2. Section 2: Table of Contents 3. Section 3: Executive Summary

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4. Section 4: Qualifications a. All Respondents shall provide information describing experience and qualifications with similar projects in their proposal, including, but not limited to the following: 1) Descriptions of the Respondent’s qualifications

2) Resumes of key personnel

3) Supplementary information

4) A list of five (5) systems of similar size and complexity, successfully completed by the Respondent, including:

i. Name of the system ii. Location iii. Contact person iv. Contact telephone number v. Contact email address

5. Section 5: Description of the System, including equipment, software, design, and services to be provided: a. Radio communications system b. Radio dispatch consoles c. Logging recorder integration d. Network management subsystem e. Microwave and fiber backhaul connectivity including preliminary path profiles f. Radio and microwave channel plans g. Radio system coverage predictions h. Subscriber radio equipment i. Site infrastructure j. Tower profile drawings including antenna mounting locations and ancillary equipment k. Equipment room drawings l. Equipment rack elevation drawings m. Additional subsystems

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n. Detailed equipment specification sheets for all proposed equipment o. Scope of Work (SOW) documentation detailing complete system installation on a site-by-site basis p. System design information shall include a complete detailed description, block diagrams, equipment layouts, and equipment lists necessary to provide a complete and comprehensive description.

6. Section 6: Project Management Plan, including preliminary project schedule with detailed Gantt chart 7. Section 7: Quality Assurance / Quality Control (QA/QC) Plan 8. Section 8: Training Programs 9. Section 9: Point-By-Point Compliance a. Respondent shall provide compliance statements for each outline level or bullet point of this RFP. Respondent shall complete the compliance matrix provided in Appendix A – Compliance Matrix. Compliance statements are limited to the following three choices: 1) COMPLY - The proposal meets or exceeds the specified requirement.

2) COMPLY WITH CLARIFICATION – The proposal does not meet the exact stated requirement; however, it meets a substantial portion of or meets the intent of the requirement. Respondent must provide a detailed explanation when using this statement.

3) EXCEPTION - The proposal does not meet the specified requirements. Respondent must provide a detailed explanation when using this statement.

10. Section 10: System, Subsystem, and Subscriber Warranty Information 11. Section 11: System Testing Documentation, including but not limited to the following: a. Draft staging/factory acceptance testing b. Draft coverage acceptance testing c. Draft 30-day operational test d. Draft final acceptance testing

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e. Other testing documents not listed above

12. Section 12: Post-Warranty Maintenance 13. Section 13: County Required Documentation

2.4.1 Cost Proposal

Respondents shall provide total proposal cost, itemized pricing, proposed payment milestones and dates, by using the pricing forms provided in Appendix B – Proposal Pricing Forms, to the greatest extent possible. Costs for OPTIONAL items shall also be provided on the forms. Respondents may provide proposed fees for any other services that are not included in this schedule but that can be provided by the Respondent and that are consistent and responsive to the services requested.

NOTE: THE COST PROPOSAL SHALL BE SUBMITTED IN A SEPARATE, SEALED ENVELOPE. THE INCLUSION OF ANY COST INFORMATION IN THE TECHNICAL PROPOSAL MAY RESULT IN SUCH PROPOSAL BEING REJECTED BY THE COUNTY.

2.5 Proposal Evaluation

Proposals received in response to this RFP will be reviewed by an Evaluation Committee. The following section specifies the factors that the County will consider when evaluating proposals.

2.6 Proposal Evaluation Criteria

The County selection of a Respondent to supply and install a Project 25 radio system shall be based upon the demonstrated competence and qualifications of the Respondent to provide and install a communications system and ancillary equipment that best fits the needs of the County. Each proposal will be evaluated and scored through a process conducted by the County’s staff.

Each Respondent’s submittal must fully-address the requirements listed in this solicitation and the Respondent’s degree of experience, knowledge, and ability to provide experienced and qualified support staff. The proposal submitted by Respondents shall not have any exclusions, conditions or provisions applied to the aforementioned request. It is the County’s intention to select a Respondent that is the most qualified to meet the County’s needs.

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Orange County reserves the right to reject any and all proposals and to waive any informalities or irregularities in procedure.

An Evaluation Committee comprising representatives from the County will evaluate the proposals using the criteria listed in Table 3.

Table 3 – Proposal Evaluation Criteria

RFP EVALUATION CRITERIA Scoring Value Maximum Points

Respondent Qualifications and Experience a. History of the company including the number of years in business providing P25 based radio systems as specified in this solicitation including descriptions of qualifications

b. Organizational chart with names and responsibilities including resumes of key project staff

c. Supplemental information demonstrating qualifications and experience 20 d. Three (3) references from organizations for which your company is currently providing P25 based radio systems similar to the specifications of this solicitation included in Appendix I – Vendor (Respondent) Data Sheet. Provide the following information for each reference: i. Name of the system ii. Description of system and services provided iii. Location(s) iv. Contact person(s) v. Contact telephone number vi. Contact email address

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RFP EVALUATION CRITERIA Scoring Value Maximum Points

Response to Scope of Work a. Adherence to Appendix A – Compliance Matrix b. Radio Communications System Requirements: i. P25 systems compliance (with feature table) ii. Expansion Capabilities (scalability) iii. Site selections (per RFP requirements) iv. Existing site development (per RFP requirements) c. Coverage - Portable outdoor (95%) and mobile (95%) d. Site Equipment: i. Core(s) ii. Simulcast control iii. Remote sites, UPS, antenna Systems, interoperability gateways e. Dispatch Console Systems – features, 50 functions, capabilities f. Multimedia Logging Recorder interface g. Network Management Systems features, functions, capabilities h. Smartphone Interface features, functions, capabilities i. ISSI – External P25 system interfaces j. Backhaul systems including digital microwave and integration of the County’s fiber (per RFP requirements) k. Fire Station Alerting (FSA) l. Subscriber radio equipment features, functions and capabilities: i. Mobiles ii. Portables iii. Control Stations m. Training plans Project Plans and Schedules Preliminary project schedule with detailed Gantt chart, Quality Assurance / Quality Control (QA/QC) plan, acceptance test plans (including 10 coverage)

Warranty, Support, and Maintenance Plans System, subsystem, software, and subscriber 10 warranty, support, and maintenance plans

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RFP EVALUATION CRITERIA Scoring Value Maximum Points

Pricing Costs provided on the pricing sheets, which is a separate Microsoft® Excel spreadsheet. This form must be submitted in a separate sealed package. 10 (Please make sure that ALL cells are marked, populated, explained, etc. Respondent will not get full points for incomplete submissions.) MAXIMUM SCORING POINTS TOTAL 100

A Best and Final Offer (BAFO) process represents an optional step in the selection process and may be used when:

1. No single response addresses all the specifications 2. The cost submitted by all Respondents is too high 3. The scores of two or more Respondents are very close after the evaluation process 4. All respondents submitted responses that are deficient in one or more area

The County reserves the right to negotiate the fee and/or scope of services with the highest ranked Respondent. If negotiations with this Respondent cannot be completed successfully, then the County reserves the right to negotiate with the second highest-ranked Respondent. Recommendations for an award will be the Respondent with whom potential contract negotiations were successful.

At the sole discretion of the County, Respondents may also be asked to provide a sample of proposed equipment and/or systems to demonstrate capabilities and features. This request may include, but not be limited to subscriber radio equipment and system components.

2.7 Contract Award

Should the County determine at its sole discretion that only one (1) Respondent is fully-qualified, or that one Respondent is clearly more highly- qualified and suitable than the others under consideration, the County may negotiate and award a contract to that Respondent.

If Respondents have a standard contract format they prefer, they shall include an example in their proposal submission for the County to review and consider. Respondents must understand that as public entities, there are certain contract

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stipulations that the County must have present in all contracts and other contract terms Respondents may consider standard for private-sector clients that the County, as a political subdivision, are unable to agree to. The successful negotiation of contract terms is an integral part of this process.

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3. Radio Communications System Requirements

3.1 Overview

Respondents shall propose a complete Project 25, Phase 2 Time Division Multiple Access (TDMA) simulcast trunking radio communications system utilizing five (5) 700 MHz frequency pairs.

Regional Planning Committee 42 (Region 42) has allocated five (5) 25 kHz channel pairs that may be used by public safety in the Orange County geographic area as Table 4 shows.

Table 4 – 700 MHz Frequency Allocation for Orange County

Channel Base Mobile Numbers Frequency Frequency 257-260 770.6125 800.6125 337-340 771.1125 801.1125 557-560 772.4875 802.4875 781-784 773.8875 803.8875 909-912 774.6875 804.6875

The SELECTED VENDOR shall be responsible for working with Region 42 to assign and license the required 700 MHz frequency pairs. The SELECTED VENDOR shall complete all documents and filings that Region 42 requires on behalf of the County.

Subscriber radio equipment shall be capable of operating in both 700 and 800 MHz bands, operational in both P25 Phase 1 and Phase 2 trunking modes as well as conventional operation. Responders shall propose multiple tiers of subscriber radio equipment to support a diverse group of users.

The existing dispatch consoles shall be replaced with new P25 IP-based dispatch consoles and gateways designed to support all of the features of the new P25 radio system while retaining any required legacy capabilities or features and interoperability that must be retained by the County that are not supported by the new radio system.

The system shall provide a backhaul network using the County’s existing / planned fiber optic network and microwave links providing 300 megabits per second (Mbps) throughput and meet 99.999% reliability.

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The radio system shall provide, at minimum, 95% portable on hip roundtrip coverage (talk-out and talk-in) within the County limits and within critical buildings and/or areas (see Appendix C). Radio coverage shall meet or exceed a Delivered Audio Quality (DAQ) of 3.4 with 97% reliability of signal, as per TSB-88 recommendations for public safety systems.

OPTIONAL Features. The following shall also be proposed as OPTIONAL system features:

1. Geographically diverse P25 control equipment 2. P25 Inter-RF Subsystem Interface (ISSI) 3. Smartphone/broadband device integration

3.2 Project 25 (P25)

The proposed radio system shall comply with all of the latest applicable TIA 102 documents as adopted by TIA® at the time of proposal submission. The SELECTED VENDOR is expected to comply with newly adopted standards throughout the implementation until final acceptance of the system. Respondents are responsible to ensure that the proposed radio system is compliant with the latest revision.

Respondents are required to provide a list of P25 TIA®-102 standards documents applicable to each P25 feature supplied by the proposed system and confirm compliance with each.

If Respondents are not compliant with a requirement, they shall identify the requirement by number and name, and provide a detailed explanation of why the proposed system does not meet the requirement.

Respondents are required to provide a definitive list of all equipment, features and functions included in their proposal that limit or may limit the use of P25 standard- based subscriber radio equipment from alternative providers.

P25 Phase 2 refers to the Project 25 requirements and standards for a digital Common Air Interface (CAI) using 2-slot TDMA on 12.5 kHz radio channels for a 6.25 kHz equivalent bandwidth, including infrastructure and user radio devices.

All system equipment shall be configured, licensed, and equipped to provide dynamic, dual-mode use of both Phase 1 Frequency Division Multiple Access (FDMA) and Phase 2 (TDMA) subscriber radio equipment without user or console operator intervention at the repeater, talkgroup and channel level. Respondents

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shall fully describe the technical and operational aspects of this capability in the proposed system.

3.3 Redundancy and Survivability

The proposed radio communications system shall support mission-critical operations. This means that the proposed system shall offer a high- degree of redundancy and survivability. A network topology utilizing fault tolerance shall be incorporated to the greatest extent possible through a distributed and/or redundant architecture.

Respondents shall make all efforts to propose a system that eliminates single points of failure. For those elements that would result in a major system failure, redundancy is required. Such elements include, but are not limited to the following:

1. System control equipment and network elements (fully redundant at primary location with OPTION for geographically diverse locations) 2. Backhaul network (loop/ring protected) 3. Power system design including appropriate (best practice) redundant (N+1) power supplies for equipment and network gear to prevent single point failures, e.g., no subsystem shall be degraded due to loss of a single power supply 4. Simulcast control equipment with redundant simulcast control equipment located in a geographically diverse location 5. Voting equipment with redundant voting equipment located in a geographically diverse location

The proposed radio system shall include several modes of degraded operation or failure modes. The system shall be capable of automatic activation of failure modes in the event of a failure. Additionally, the system shall switchover to a graceful degradation mode.

The network management system (NMS) shall detect and report all failures or degraded conditions in real time. At a minimum, the following failures should invoke the activation of a failure mode and not bring the system down completely:

1. Loss of single channel (hardware or interfering signal) 2. Loss of multiple channels (hardware or interfering signals) 3. Loss of control channel(s)

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4. Loss of site controller(s) 5. Loss of site router(s) or switches(s) at any site 6. Loss of a simulcast sub-site 7. Loss of system controller(s) 8. Loss of backhaul or network connectivity at any site in the system 9. Loss of one or more data storage media at a core site that would impair system performance

Respondents shall provide a detailed description of the system operation and impact to both subscriber radios and dispatch console operators when any of the failures described above occurs.

Respondents shall propose and fully -describe network security features of the proposed systems to include, but not limited to:

1. Disabling unassigned IP and switch ports 2. The function of specific IP ports used at firewall and demilitarized zone (DMZ) boundaries 3. Protection from unauthorized system access 4. Security updates to items such as firmware, software, virus protection

3.4 Radio System Capacity

3.4.1 Grade of Service (Gos)

The County desires a radio network that will provide a Grade of Service (GoS) of 1% or less. A system with less than 1% GoS indicates that rejection of less than 1 of every 100 calls due to congestion.

Respondents shall identify the GoS that their proposed system will provide using a table to identify the:

1. Number of concurrent users 2. # of Messages per user 3. Message duration 4. Maximum busy time 5. GoS

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3.4.2 Expansion

The radio system and subsystems shall be scalable by adding additional hardware and/or software to increase coverage, capacity, or features.

Respondents shall list the expansion capabilities of the proposed system, including but not limited to the following:

1. Total discrete channels 2. Simulcast cells 3. Sites per simulcast cell 4. Multicast sites 5. Unit IDs 6. Total users 7. Talkgroups 8. Dispatch console system positions

3.5 Radio System Coverage

Required Coverage:

1. Within the County limits, the proposed radio system shall provide balanced portable radio round-trip coverage (talk-out and talk-in), in over 95% of the following areas: a. On-street (outdoor on hip) b. Within all buildings listed in Appendix C – Critical Building List

2. Radio coverage shall meet or exceed a DAQ 3.4 with 97% reliability of signal, as per TSB-88 recommendations for public safety systems. Coverage design efforts shall adhere to TSB-88 recommendations where applicable, and all components in the calculations of the Channel Performance Criteria (CPC) to meet the required design target shall be specified and supplied by the Respondent. 3. Uncovered areas shall not comprise contiguous grids or cells, such that a 3 grid by 3 grid area of the service territory are not covered. In no case shall highly-populated areas be included in the uncovered portion.

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4. Coverage design, implementation, and testing for the system shall adhere to the latest revision of TIA® Telecommunications Systems Bulletin (TSB) -88, latest revision. 5. TSB-88 defines radio system coverage as the digital Bit Error Rate (BER) that provides a minimum DAQ 3.4 audio signal for both outbound (talk-out) and inbound (talk-in) communications. 6. The SELECTED VENDOR shall test radio coverage using BER and subjective DAQ both inbound and outbound.

3.5.1 Radio Coverage Model and Maps

Respondents shall employ a suitable coverage prediction model using appropriate terrain and land cover data for the environment and shall include a detailed description of the propagation models used and the assumptions made in preparation of the maps. Respondents shall provide a concise description of the methodology and software used to calculate predicted radio coverage within their proposals.

Respondents shall submit both talk-out and talk-in system composite radio coverage prediction maps for all proposed design configurations. The maps shall be clearly labeled and shall show system gain calculations for each of the following:

1. Mobile radios – Standard dash or trunk mount with a unity gain antenna mounted in the center of the roof: a. Talk-out to a mobile radio b. Talk-in from a mobile radio

2. Portable radios – Standard portable radio outdoors: a. Talk-out to a portable radio on hip with swivel belt clip b. Talk-in from a portable radio on hip with speaker mic c. Talk-out to a portable radio speaker mic with antenna (SMA) at shoulder level d. Talk-in from a portable radio SMA at shoulder level

3. Portable radios – Standard portable inside an 8db loss building a. Talk-out to a portable radio on hip with swivel belt clip b. Talk-in from a portable radio on hip with speaker mic

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c. Talk-out to a portable radio SMA at shoulder level d. Talk-in from a portable radio SMA at shoulder level

4. Portable radios – Standard portable inside a 12db loss building a. Talk-out to a portable radio on hip with swivel belt clip b. Talk-in from a portable radio on hip with speaker mic c. Talk-out to a portable radio SMA at shoulder level d. Talk-in from a portable radio SMA at shoulder level

Radio coverage shall be depicted using a light transparent color or cross-hatching for those areas that meet or exceed the minimum coverage threshold. The background map layer shall show the geographic boundary of the County, cities and towns, as well as major roads.

All maps must clearly delineate the difference between areas predicted to be equal to or greater than DAQ 3.4 equivalent coverage and areas that do not meet coverage requirements. Respondents shall include the effects of Time Delayed Interference (TDI) in all coverage maps (if applicable).

Respondents shall provide a summary table showing predicted percentage of service area coverage similar to the sample shown below.

Table 5– Radio Coverage Predictions

Portable in Coverage Portable in Portable in 8 Mobile 12 dB Scenario Street dB buildings buildings Talk-Out @ XX % XX % XX % XX % DAQ 3.4 Talk-In @ XX % XX % XX % XX % DAQ 3.4

Radio coverage areas shown on maps shall not be limited by the County boundaries. Maps shall detail predicted radio coverage outside of the County boundaries.

Radio coverage maps shall be provided in the proposal in two formats:

1. 11”x17” (minimum) full color hardcopy format 2. In PDF file format and USB flash drive

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Thirty-meter Respondents shall use U.S. Geologic Survey (USGS), NAD-83 terrain elevation data for radio coverage predications. Alternatively, Respondents may use three arc-second data where 30-meter data is not available.

3.5.2 TIA® TSB-88 - Annex A CATP User Choices

Section 4.2.4.4 - TIA® TSB-88.3-D - Annex A - Voice CATP User Choices provides a number of guidelines and choices for system design and validation. The following are user choices for the proposed County system:

1. Service Area: The service area is the geographical area of the County

2. Channel Performance Criterion (CPC): DAQ 3.4

3. Reliability Design Target: Service area reliability of 97%

4. Terrain Profile Extraction Method: Snap-to -grid method

5. Interference Calculation Method: Monte Carlo simulation method

6. Metaphors to be used to describe the plane of the service area: Tiled method

7. Willingness to Accept a Lower Area Reliability in Order to Obtain a Frequency: The County is not willing to accept lower area reliability in order to obtain a frequency

8. Adjacent Channel Drift Confidence: 95%

9. Conformance Test Confidence Level: 99%

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10. Number of Subsamples per Test Sample (RSSI only): True value error: ±1dB Number of subsamples: 50

11. Pass/Fail Criterion: "Greater Than" test

12. Treatment of Inaccessible Grids: All inaccessible grids shall be eliminated from the calculation

3.5.3 Link Budgets

Respondent shall provide detailed link budgets, clearly defining the following minimum information, relating to each map and each site:

1. Propagation model 2. Simulcast timing parameters 3. Design target 4. Acceptance Test Plan target 5. Faded performance criteria 6. Inferred noise floor 7. Base station / repeater Radio Frequency (RF) power output 8. Antenna gain (transmit and receive) 9. Antenna down tilt (if applicable) 10. Transmit effective radiated power (ERP) 11. Receiver sensitivity 12. Tower top amplifier gain 13. Total antenna system gains, or losses 14. Antenna height 15. Mobile and portable antenna height for talk-out and talk-in 16. Mobile and portable RF output power 17. The configuration of field units (for example - talk-out to portable inside 15 dB loss buildings)

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3.6 Project 25 (P25) System Feature Requirements

All radio communications system site equipment supplied shall be new, of high- quality, and designed to provide high-reliability in support of mission-critical communications. Respondents shall provide specification sheets for all proposed equipment. The radio communications system shall consist of the following components:

1. System control equipment/software 2. Simulcast control equipment/software 3. Receiver voting equipment/software 4. Base stations 5. Uninterruptable power supply (UPS) 6. Antenna systems 7. Interoperability gateway devices 8. Dispatch console subsystem 9. Logging recorder 10. Network management subsystem 11. Backhaul network

3.6.1 Radio Communications System Control Equipment

The proposed radio communications system control equipment shall be configured with a primary and redundant system control equipment. As an OPTION, Respondents shall also propose geographically diverse primary and secondary system controllers.

Respondents shall fully-describe the manner in which the proposed system and system controllers function and operate.

The County expects that the radio communications system control equipment’s primary location will be the County PSAP currently located within the County Office Building. Respondents shall provide supporting information as to whether the PSAP would be the preferred location for the system control equipment for the proposed system. If Respondents believe another location would better serve to house the system control equipment, they shall provide such detail.

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3.6.2 Simulcast Control Equipment

The SELECTED VENDOR shall provide all necessary simulcast components and signal processing elements required to optimize voice quality in coverage overlap areas.

The simulcast control equipment shall be configured with a primary and redundant controller separated in geographically diverse locations, allowing for an automatic switch without human intervention resulting in no loss of communications.

Respondents shall fully-describe all components required for simulcast control.

Simulcast control equipment typically relies on GPS receivers for timing and frequency stability. Respondents shall detail how the system will continue to operate during a GPS failure.

Non-captured overlap areas with delay spreads in excess of those required to meet the DAQ objective shall be minimized inside the service area.

Simulcast systems shall operate without the need for manual optimization and system / subsystem alignment. All alignment and adjustments shall be automated where possible (e.g., signal conditioning adjustments for channel banks, signal launch times at sites, etc.).

Simulcast equipment shall be monitored by the NMS to allow for monitoring and remote configuration.

NMS will be located at the County’s PSAP, and will be accessible via the Internet and web browsers to authorized users.

3.6.3 Over-the-Air Programming (OTAP)

The system shall be enabled with an OTAP feature allowing for over-the-air programming of subscriber radio equipment.

The OTAP application shall allow for subscriber radio equipment to be grouped by departments allowing only those users with the proper authorization to adjust programming.

The OTAP application shall be provide on each of the NMTs and allow for concurrent use from all terminals.

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3.6.4 Encryption

The radio communications system shall be enabled for encrypted operation on all system channels and available to all system talkgroups.

The encryption option shall include the following features:

1. Multikey 2. Advanced Encryption Standard (AES) algorithm 3. Data Encryption Standard (DES) algorithm

Two key loader devices and associated cables shall be provided allowing for manual loading of encryption keys into purchased subscriber radio equipment.

3.6.5 Over-the-Air Rekeying (OTAR)

The system shall be provided with the appropriate hardware, software and licenses to enable OTAR operation.

Respondents shall detail the specifications of the provided OTAR feature including but not limited to OTAR operation, capacity of individual keys supported by the provided feature, any expansion capabilities of the proposed OTAR solution.

The NMTs shall be provided with the appropriate licenses and hardware required for OTAR operation.

3.6.6 Global Positioning System (GPS) and interface to CAD Automatic Vehicle Location (AVL)

The system shall provide GPS location services for all subscriber radio equipment via the P25 system. This information will be used by the County’s CAD system to show unit locations on the CAD map.

Respondents shall identify the CAD systems to which it has successfully provided GPS information for unit locations.

Respondents shall provide all hardware and software required to interface with the County’s CAD system.

Respondents shall detail how the proposed GPS solution will impact system GOS and what polling times/methods were used in calculating GOS.

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GPS data shall be accessible via third-party software

3.6.7 Receiver Voting

Receiver voting equipment shall monitor all receivers in the simulcast system and select the best signal for processing and rebroadcast through the network.

The receiver voting equipment shall be configured with primary and redundant equipment separated in geographically diverse locations allowing for an automatic switch, without human intervention resulting in no loss of communications.

Respondents shall fully-describe all components required for receiver voting operations.

Receiver voting equipment shall be monitored by the NMS.

3.6.8 Base Station Equipment

General Requirements:

1. Base station equipment shall be solid state in design and function within standard site conditions for temperature, altitude, and humidity. 2. Base station equipment shall be monitored and remotely configurable by the NMS. Monitoring shall include, but not be limited to interrogating the base station equipment for; power amplifier temperatures, high/low voltage conditions and high standing wave ratio (SWR). Respondents shall detail any additional operating conditions capable of being monitored. 3. The units shall be as compact as possible, with mounting configurations for use in standard 19” relay racks or cabinets. 4. Base station equipment shall be controlled via IP connection and not analog control methods such as 2 or 4 wire ear and mouth (E&M) signaling.

Base station equipment shall comply with Part 90 of the FCC Rules and Regulations, as well as appropriate EIA and similar agency standards and shall be FCC type accepted for the 700 and 800 MHz frequency bands.

3.6.9 Antenna Systems

Respondents shall propose all antenna system equipment necessary for a complete design.

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Antennas shall be appropriate to provide the required coverage and meet applicable FCC rules and regulations.

Transmission line type and length shall be appropriate to provide the required coverage.

SELECTED VENDOR shall label each coaxial cable and waveguide with coaxial/waveguide length, height of antenna/microwave dish and azimuth.

Respondents shall fully describe expansion capacity for combiner and multicoupler systems.

Muticouplers shall be provided with a test port and associated test lines allowing for complete testing of the receive antenna system.

Receive preselectors shall be utilized and configured for the appropriate sized passband. Respondents shall detail the passband bandwidth of the provided preselector devices.

Respondents shall take precautions to ensure coaxial cable is sized to minimize the effects of tower-top amplifier (TTA) failures.

TTAs shall be equipped with a primary amplifier, a secondary amplifier to serve in the event the primary fails, and a bypass mode to serve if both amplifiers fail.

The multicoupler/power distribution unit shall provide DC power, control and monitoring for the TTA.

The mulitcoupler/power distribution unit shall display the voltage and current draw of the TTA unit. Switch settings shall allow for manual bypass of either the TTA or the antenna for testing.

The multicoupler and TTA units shall be monitored by the NMS.

Respondents shall include detailed specification sheets for all proposed equipment, including, but not limited to antennas, receiver multicouplers, transmitter combiners, and tower top amplifiers.

The SELECTED VENDOR shall be responsible for relocating any exiting County antennas, or antennas to which the County obtains approval to relocate if the antennas are located at the same level required for the new P25 system. (e.g. fire service antennas are located at highest location on tower and this location is the desired location for the P25 system).

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3.6.10 Interoperability Gateway Devices

Gateway devices shall be provided to allow existing non-trunked radio resources to be controlled via the dispatch console subsystem. Each radio site shall be equipped with a gateway device allowing for a minimum of four conventional resources to be controlled via the dispatch console network. Respondents shall detail expansion capabilities of these gateways.

Gateway devices shall allow for the dispatch console operator to select multiple channels for connected multichannel base stations.

Any gateway connected device will have the ability of having its audio recorded on the logging recorder.

Gateway stations will be capable of being patched to any P25 talkgroup or conventional resource by the dispatch console system.

3.6.11 Dispatch Console Subsystem

The dispatch console is a critical link for public safety personnel. It is through the console system that the dispatch operator must relay critical information from the general public to public safety personnel in the field. At times, dispatchers may be in stressful conditions with lives at risk. It is imperative that the dispatch console be configured such that the operation of such console is second nature to the dispatch personnel.

The dispatch console should provide operators with as much information as necessary without the screen being cluttered and be easily navigated to perform necessary functions.

The current dispatch console system controls the radio system via radio control station. The replacement dispatch console system shall control the radio system via a direct IP connection.

The County is planning to construct a new public safety answering point (PSAP), on a plot of land located on the Northwest corner of the intersection of Bloomsbury Road and State Route 20. A map of this location is included in Appendix F Therefore, the County requires the following:

1. Respondents shall provide base console system pricing for six (6) dispatch consoles and all necessary control equipment

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2. Respondents shall provide OPTIONAL pricing for the provision of eight (8) dispatch consoles and all necessary control equipment 3. Four console positions shall be installed at the County’s current PSAP replacing the existing consoles, controlling existing local control stations 4. The remaining positions will be installed at the new PSAP once it is completed and available for installation of console equipment 5. When the new PSAP is completed, the County reserves the right to either request a change order from the Selected Vendor or solicit proposals from qualified service providers to re-locate the radio console equipment to the new PSAP.

General Requirements and Features:

1. The dispatch console system shall be integrated with the E9-1-1 telephone system, allowing for use of single headset for both 9-1-1 calls and radio operation 2. Dispatch console equipment (operator positions) shall be designed to be placed on modular workstation furniture and provide operators with an ergonomic design permitting ease of operation over extended periods, typically 8-12 hours for each operator 3. Operator position display monitors shall be 21” LCD/LED touchscreen 4. Operator positions shall be provided with a standard keyboard and mouse 5. Dispatch consoles shall be able to monitor and transmit on all proposed and existing systems 6. A backup control station shall be provided at each operator position to allow for continued communications in the event of a dispatch console subsystem failure

Operational Requirements:

1. Dispatch console positions shall be able to acoustically cross-mute channels in order to eliminate acoustic feedback between operators 2. Operators shall have the ability to utilize a headset or stationary gooseneck type microphone for transmitting audio 3. Gooseneck microphones and two sets of headsets shall be provided for each console position

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4. The capability to converse on the telephone utilizing the same operator headset that is used for radio conversations shall be provided 5. Two (2) headset jack boxes and headsets shall be provided at each position allowing the operator to hear select audio via a headset and allow the operator to respond via a microphone attached to the headset. The jack boxes are to be equipped with manual volume controls on each side of the box, one for the telephone and one for the radio. The headset plug inserted into the jack shall automatically disconnect the console’s microphone and mute the select speakers 6. A minimum of two (2) speakers, with the option to expand to a total of eight speakers, shall be provided for selected and unselected audio 7. The screen display shall be very flexible, allowing authorized personnel the ability to determine which functions are available at each operator position. 8. Respondents shall detail to what extent the dispatch consoles, computer- aided dispatch (CAD) and E9-1-1 equipment may be integrated to support a single keyboard and mouse 9. During the detailed design process, the SELECTED VENDOR shall work with the County to develop and configure a screen layout which fulfills the County’s needs. All possible functions and features shall be demonstrated to the County for the County to evaluate which functions, or features are required for County operations 10. New features and screen configurations shall be supported through software programming and not reconfiguration of hardware. 11. Operator screen configurations and alias database shall be stored locally or on a centrally located server 12. The SELECTED VENDOR shall be responsible for loading alias information for all existing and provided subscriber devices into the console’s database 13. The dispatch console shall display the alias information for each field user providing the dispatcher with the field unit’s alias and system resource being utilized 14. To aid dispatchers in a busy system, a list of the last 15 radio aliases shall be available in a recent call list 15. Upon activation of an emergency alarm by field units, dispatch positions shall provide an audible alert, display ID of calling unit, and provide a visual alert of an emergency activation

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16. An instant recall option shall be provided allowing the operator to verify his or her recent traffic. Both telephony and radio traffic shall be available for playback 17. A transmit/receive audio level (Vu) meter shall be provided showing the level of transmitted voice. This meter should also indicate the level of receive audio present on the selected channel 18. Operator positions shall have the ability to independently set each talkgroup/channel’s volume level. Minimum audio levels should be capable of being set to avoid missed calls 19. A control/indicator shall be provided to allow the operator to mute or un-mute audio from unselected channels. Selected audio and unselected audio shall be audible from separate speakers 20. Dispatch consoles shall be equipped with an instant transmit switch for each resource 21. It shall be possible to temporarily mute unselected resources. The unselected audio will unmute automatically after a programmable preset time. Mute shall be 20 dB minimum 22. Dispatch consoles shall have the capability to patch two or more resources together so users may communicate directly. Patched trunking system resources shall require a single talk path resource 23. Dispatch consoles shall have the capability to select multiple talkgroups for simultaneous transmit. Multi-select transmissions shall require a single talk path resource 24. A busy indication shall be provided informing dispatch users when a trunking resource is not available 25. Radio traffic shall be muted from telephony sessions when a push-to-talk (PTT) is activated 26. A heavy-duty footswitch shall be provided to allow the operator to key the selected channel hands free 27. PCs supplied shall be capable of providing a graphical user interface (GUI) using a currently supported version of Microsoft® Windows. Respondents shall detail which operating system (OS) will be provided 28. PCs supplied shall be based on present state of the art PC technology and must utilize solid state hard drives

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29. OPTION - Consoles shall be provided with an encryption option providing operator positions with the ability to decrypt and encrypt voice communications. Resources shall have a distinctive icon that indicates whether or not encryption is in use

Console Networking Equipment:

1. The County anticipates that the common electronics equipment required of console networks from the past have been replaced with networking equipment including routers, switches and PCs. This equipment ties the console system back to the central control/P25 core network. Respondents shall fully-describe the console subsystem’s networking environment. 2. The console networking equipment should not have a single point of failure 3. Redundant routers and/or switches shall be utilized for networking of the console system and connectivity to the system’s core network 4. The console networking equipment and console positions shall send alarm information to the NMS. Alarms specific to the dispatch console system shall be displayed at the console operator positions

Dispatch Console Backup System:

1. In the event of console or console interface failure, control stations shall be provided for each console position that allows the dispatcher to access the radio system 2. Backup control stations shall be connected to an outside antenna via a control station combining network, or individual antennas 3. Backup control stations shall operate in Project 25 trunking and conventional modes in the VHF, UHF, and 700/800 MHz bands

3.6.12 Multimedia Logging Recorder System

3.6.12.1 Existing Logging Recorders

The County currently uses two (2) separate voice logging recorder systems, one (1) located at the County’s PSAP, and the other located at the OCSO.

The County prefers that vendors upgrade one (1) of the existing voice logging recorder systems to record the new P25 trunked radio system.

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If neither of the existing logging recorders can be upgraded to record the new P25 trunked radio system, Respondents shall propose a new logging recorder system to record the new trunking system, existing conventional resources, current 9-1-1 and administrative phone traffic, and planned NG9-1-1 content.

3.6.12.1.1 Orange County Sheriff’s Office (OCSO)

The OCSO purchased and installed an Eventide® NexLog 740 logging recorder in 2015. The OCSO uses this voice logging recorder to record traffic on the existing VHF analog channels, MOTOTRBO™ channels, desk phones and radio consoles. Table 6 provides configuration data for this voice logging recorder and Table 7 identifies the resources recorded.

Table 6 – OCSO Logging Recorder

Orange County Sheriff’s Office Logging Recorder Manufacturer Eventide® Model NexLog 740 3U Rackmount Storage 1TB x 2 - RAID 1 Interfaces 16 Channel Analog Card ROIP Unit includes Telex Integration - Virtual 8 Channels Recording Method Analog Removable Media DVD R/W Playback Station 1 Eventide MediaWorks Plus

Table 7 – Resources Recorded at OCSO

Resource Name Resource Name Console 1 Sheriff Channel 2 Console 2 Desk Phone Fire/Rescue Channel 1 SD1 Digital Fire/Rescue Channel 2 SD2 Digital Sheriff Channel 1 SD3 Digital

3.6.12.1.2 Orange County Dispatch Center

The County’s PSAP purchased and installed a NICE® Recording eXpress (NRX) recorder in 2015. The County uses this voice logging recorder to record traffic on existing VHF analog channels, wireline and wireless 9-1-1 trunks, administrative lines, and radio communications system consoles. Table 8 provides configuration data for this voice logging recorder while Table 9 identifies the resources recorded.

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Table 8 – County PSAP Logging Recorder

Orange County Dispatch Center Logging Recorder Manufacturer NICE Model NRX 6.6.2; Core API 2.9.1 Storage 1TB x 2 - RAID 1 Interfaces 24 Analog Channels Recording Method Analog Removable Media DVD R/W Playback Stations Eventide MediaWorks Plus

Table 9 – Resources Recorded at the County PSAP

Resource Name Resource Name Admin Phone 1 Admin Phone 2 Admin Phone 3 Admin Phone 4 Wireline 911 Trunk 1 Wireline 911 Trunk 2 Wireline 911 Trunk 3 Wireline 911 Trunk 4 Wireline 911 Trunk 5 Wireline 911 Trunk 6 Wireless 911 Trunk 1 Wireless 911 Trunk 2 Wireless 911 Trunk 3 Wireless 911 Trunk 4 Backup Console Position 1 Console Position 2 Console Position 3 Hot Line Fire Channel 1 Fire Channel 2 Fire Channel 7 Sheriff Channel 2 Spare

3.6.12.2 Replacement Multimedia Logging Recorder System

The proposed System shall be NG9-1-1 capable, meaning that is shall be capable of recording, storing, assembling, retrieving/playing back, and reporting of voice, video, data, data communications (text and Short Message Service (SMS), and other communication taking place over the County’s mission-critical communications systems.

3.6.12.3 Multimedia Logging Recorder Requirements

Respondents shall propose an IP-based networked P25-compatible digital multimedia logging recorder system.

The multimedia logging recorder shall meet or exceed applicable NENA, FCC, IEEE, EIA/TIA®, and APCO standards.

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The voice logging recorder shall be configured to record the existing resources shown in Table 10, all dispatch console audio, all trunked talkgroups proposed by the Respondent, as well as analog channels currently used by the County.

The multimedia logging recorder shall be integrated with the 9-1-1 and administrative telephony systems and shall provide recording and playback of 9-1- 1 including NG9-1-1, text, and administrative calls.

The County’s new PSAP will have eight positions each capable of receiving 9-1-1 calls, text-to-9-1-1 and dispatching first responders via the radio dispatch console system.

Table 10 – Resources to be recorded

Resource Type Count 9-1-1 Wireline Trunks (copper) 6 9-1-1 Wireless Trunks (copper) 6 Admin Phone lines 4 Analog Radio Channels 24 Trunked Talkgroups 700 MHz Trunked Channels 5 9-1-1 Call-Taker Positions 8 Radio Dispatcher Positions 8

The multimedia logging recorder shall be equipped to archive radio and telephony traffic to various storage media including, but not limited to internal drive(s), Redundant Array of Independent Discs (RAID) Level 1 or greater solid-state drive (SSD) storage, CD-R/W, DVD-R/W devices and/or Network Attached Storage (NAS) devices.

1. Respondents shall indicate which archive media are proposed for use in the logging recorder system 2. Respondents shall indicate the expected useful life of archive media selected

The logging recorder shall be capable of storing audio in variable bit rate, industry- standard digital formats such as WAV, WMP, MP3, etc.

Web-based architecture shall allow for the access, playback and transfer of digital audio files across a TCP/IP network.

The logging recorder shall be designed to record operations continuously 24 hours per-day 365 days per-year.

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Search for recordings may be made through a single query or a series of queries to the call database via simple interface to allow for prompt retrieval of all call recordings that match the specified criteria. The search/playback application shall support searching by any data field associated with the recording. Examples of available search criteria must include the following:

1. Date and time 2. Customizable channel name or number 3. Console position 4. Subscriber unit ID 5. P25 emergency call activation 6. Talkgroup 7. RF channel (for conventional repeaters/base stations only) 8. Date and time 9. Agency 10. Caller ID 11. ANI/ALI 12. Call duration 13. Call notations and flags 14. Dual-Toned Multi-frequency (DTMF) code 15. Extension number 16. Call direction (incoming or outgoing) 17. CAD event number 18. CAD event type

The logging recorder subsystem shall share the common timing reference with the radio system and other critical systems in the PSAP (e.g. CAD, 9-1-1 telephony).

The logging recorder shall interface directly with the radio communications system for audio and P25 data. The County will not accept recorders that interface through the dispatch consoles or the console subsystem.

The logging recorder shall be equipped with dual power supplies.

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The logging recorder shall be capable of individual user logon and various levels of access to channels and authorized permissions.

The configuration of the logging recorder shall accommodate the recording of all talkgroups, both encrypted and non-encrypted.

A total number of 12 concurrent licenses shall be provide for playback and media creation. Eight for playback and four for playback/media creation.

If an acceptable recording solution is not proposed, the COUNTY reserves the right to release a separate procurement for a multimedia logging recorder. In this event, the SELECTED VENDOR shall provide all necessary interface information to aid the County in the specification and selection of a voice logging recorder system.

3.6.13 Network Management System (NMS)

Respondents shall propose a hierarchical NMS capable of incorporating multiple management systems into a high-level management system that provides a single point to manage multiple subsystems.

The NMS shall display system status and alarm conditions and must provide the ability to remotely access the system to check the operational status and view alarms through the network. This includes the ability to:

1. Monitor the health of all networked devices 2. Monitor environmental alarms (e.g. site temperature, door intrusion, fuel levels, AC, and generator running) 3. Remotely interrogate equipment 4. Configure components remotely 5. Routinely backup remote equipment configurations 6. Remotely restore equipment configurations 7. Push updates to remote equipment 8. Generate system statistical reports 9. Provide paging functions based on multiple levels of fault configurations 10. Fully-integrated with microwave backhaul system

Key elements of the NMS are:

1. Real time airtime usage

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2. Real time monitoring of network element status 3. Real time status of network usage 4. Real time alarm management 5. Simple Network Management Protocol (SNMP) support allowing interfaces with higher-level network management systems

Respondents shall fully-explain which network management applications require a license and which, if any can be accessed via a web browser.

All systems and subsystems provided shall be monitored by the NMS.

The NMS shall provide email notification of alarms.

The NMS shall support a hierarchical user authorization mechanism allowing assignment of various roles to users and those users can act on a specific subset of devices.

Network Management Terminals (NMT):

1. NMTs shall provide primary processing, display, and control of information to and from a variety of locations. System status and alarm conditions shall be displayed 2. NMTs shall provide the ability to remotely access the system to check the operational status of the system, configure system parameters, generate usage reports and view alarms 3. NMTs shall be provided for the following locations: a. County PSAP – 112 West Main Street a. New County PSAP - TBD

NMTs shall meet the following general requirements:

1. Expandable software architecture shall be easily updated by adding software applications 2. Hardware and software platform shall be PC based using current versions of hardware and software 3. Both graphic and tabular displays shall provide instantaneous and comprehensive network status information 4. The NMTs shall provide full archiving and control functions

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5. All NMTs shall be licensed to operate concurrently the entire suite of management applications available to manage the system 6. The NMT shall be designed to monitor a large cross-section of equipment so that it can consolidate multiple alarm systems rather than just poll alarms from remote terminal unit (RTU) locations 7. The NMT must be capable of performing full management functions 8. The NMT shall provide alarm filtration and consolidation 9. The NMT shall allow for multiple levels of operator privilege accounts set via a master, or administrative login account 10. The SELECTED VENDOR shall be responsible for configuring all NMT user accounts per County requirements

3.6.14 Fire Station Alerting (FSA)

The County’s current Fire Station Alerting (FSA) system utilizes tone and voice (T&V) paging to alert personnel.

Respondents shall propose an FSA system which utilizes the proposed P25 system for alerting and passing of voice traffic to fire stations and fire personnel.

Respondents shall list other OPTIONS available through their proposed FSA solution including but not necessarily limited to:

1. Turning on station lights 2. Opening station bay doors 3. Providing voice announcements

3.7 Project 25 (P25) System Optional Features

This section describes features that Respondents shall propose as OPTIONS, allowing the County to determine which, if any should be purchased with the proposed radio communications system.

Respondents shall detail how each option will operate and provide an equipment and software list of all items required for each optional feature.

The cost proposal shall detail all costs associated with implementing each option.

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Respondents shall also detail any impact, that each option may have, to post- warranty maintenance costs and provide that impact on an annual basis.

3.7.1 Geographically Diverse P25 Control Equipment

As an OPTION, Respondents shall propose geographically diverse primary and secondary P25 control equipment allowing for the system to maintain complete operation during a failure of either the primary or secondary control equipment.

Switching from primary to secondary control equipment shall be automatic without the need of any user intervention.

Secondary control equipment shall mirror the operation of the primary equipment with no loss of functionality.

3.7.2 P25 Inter-RF Subsystem Interface (ISSI)

As an OPTION, Respondent shall propose a P25 ISSI non-proprietary interface that enables RF subsystems (RFSS) built by different manufacturers to be connected together into wide area networks.

Respondents’ ISSI shall conform to the latest released revision of the P25 standard. Subsequent standards and upgrades that follow during and after system installation shall be included by the SELECTED VENDOR and implemented in the Project 25 system, at no additional charge, up to final system acceptance.

Respondents’ proposed ISSI shall support all P25 system features that have been adopted, including, but not limited to:

1. A minimum of three (3) other RF subsystems operating in a trunked mode and up to 30 talkpaths 2. A control element and a traffic element. The control element shall: a. Convey messages for management and location tracking of subscribers including alias and serving RFSS system identification b. Authenticate subscribers radio equipment c. Manage the setup, maintenance, and tear down of a call d. Activate emergency indication

3. The traffic element shall convey P25 voice and/or data traffic in either encrypted or clear (unencrypted) formats between connected P25 RFSSs.

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The ISSI shall support the management of subscribers who roam onto the ISSI interconnected RFSSs.

The ISSI shall support home network authentication of units that roam to a visited RFSS.

The ISSI shall allow transfer of P25-defined encryption key management information across the ISSI.

Respondents shall list all ISSI supported features including identifying any features that are not supported between disparate manufacturers’ RFSS.

Respondents shall describe the interfaces required to support ISSI, including those needed for another manufacturer’s RFSSs.

3.7.3 Smartphone Integration

As an OPTION, Respondents shall propose an interface to the proposed radio system that integrates voice and data communications between P25 radio system users and users with broadband devices and/or smartphone applications. This interface should generally support the services and capabilities described in the National Public Safety Telecommunications Council (NPSTC) Public Safety Broadband Push-to-Talk over Long Term Evolution Requirements.

The system shall support PTT communications operating over private or public Wi- Fi networks, 3G/4G carrier networks, and public safety 4G LTE (Band 14) networks.

The system shall include the necessary hardware, software, and licensing to support TIA®-102.BACA network-level communications. Respondent shall specify Project 25 services as well as ancillary services and features that the interface supports.

The SELECTED VENDOR shall supply 350 user licenses for both user devices and interface device(s) to support 350 user devices.

Respondents shall identify incremental costs for additional users and/or interfaces.

The system shall support Android™, Windows®, and iOS™ mobile platforms and support managed group and PTT communications utilizing most consumer smartphones.

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3.7.4 Personnel Accountability Service

As an OPTION, Respondents shall propose a system or group of services to assist incident commanders in tracking the location and status of those responding to an incident.

3.8 VHF Paging and Interoperability Subsystem

To maintain the current level of interoperability with mutual aid participants who do not have access to 700/800 MHz subscriber radio equipment, the County wishes to incorporate a conventional VHF interoperability channel with the proposed P25 system.

The VHF Interoperability channel shall also be capable of providing two-tone and voice paging.

The VHF interoperability channel shall provide portable outdoor pager coverage within 95% of the County at a DAQ equal to, or better than 3.4. VHF transmit and receive equipment shall be collocated with the P25 RF Sites.

Respondent shall describe, and include coverage maps as detailed in Section 3.5.1 – Radio Coverage Model and Maps, the portable outdoor paging coverage (talk-out and talk-in) provided by the proposed VHF paging interoperability subsystem at DAQ 3.4.

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4. Backhaul Network Requirements

Respondents shall provide a backhaul network using the County’s existing / planned fiber optic network and microwave links providing 300 Mbps throughput and meet 99.999% reliability.

The backhaul network shall be implemented as an IP/ Multiprotocol Label Switching (MPLS) network.

The backhaul network throughput shall support the radio system during full loading of all voice paths and account for system control, simulcast/voting and management functions.

The backhaul network shall also be designed to accommodate the proposed radio system and at least 100% growth in channel/talkgroup capacity.

The network must automatically reroute traffic in case of a path or device failure in a sufficient amount of time to support the proposed radio system without any loss of voice traffic. Respondents must describe how the proposed system fulfills this requirement.

4.1 Orange County Fiber Optic Network

The County plans to deploy a fiber optic network, shown in Appendix E of this document.

Respondents shall describe how they plan to integrate the proposed County fiber within their backhaul network design.

Respondents shall identify any requirements that they may have in order to use the County fiber optic network including, but not necessarily limited to:

1. Bandwidth required 2. Number of strands required 3. Packet latency 4. Jitter 5. Other appropriate network performance metrics

When utilizing a mixture of existing fiber and microwave equipment, a ring microwave topology is preferred.

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4.2 Licensed Digital Microwave Network

Respondents shall propose microwave links using only licensed frequencies. The County will not consider unlicensed microwave proposals.

Each individual microwave link must be designed to meet or exceed a two-way annual quality performance (availability) of 99.999% (BER = 10-6) at the required capacity.

Where possible, the proposed digital IP microwave network shall consist of a ring protected loop system.

Where connectivity to any specific site or sites is determined to require a non-loop solution, Respondent shall design any such links for monitored / hot standby (MHSB) operation.

The radio shall deliver two-frequency, full-duplex operation. Space diversity configurations are acceptable if necessary to meet reliability requirements.

Respondents shall indicate packet latency and jitter performance of the microwave backhaul network. In addition, Respondents shall confirm that such performance is sufficient to accommodate all radio and dispatch communications traffic for the proposed radio system as transported by the proposed microwave backhaul network.

The SELECTED VENDOR shall be responsible for all microwave frequency research, prior coordination, and preparation of all associated FCC license applications and submittals on behalf of the County.

All microwave radio paths shall be tested, and test results provided to the County, to demonstrate proper antenna alignment by measuring the net path loss between sites as measured at the equipment rack interface.

4.3 Microwave Backhaul Network Engineering

Respondents shall provide preliminary microwave path details including centerline mounting height recommendations, fade margins, antenna sizes, system gains and system losses, and path profiles.

The SELECTED VENDOR shall conduct physical path surveys to assure that all proposed paths meet proper clearance criteria.

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The SELECTED VENDOR shall provide modified antenna centerline mounting height recommendations, if required, based on the information gathered during the physical path surveys and site visits.

The proposed microwave backhaul network equipment shall be type accepted for licensing under Part 101 of the FCC Rules and Regulations.

Respondents shall detail the operational and survival wind ratings of the microwave dishes.

4.4 Microwave Antenna System

Microwave antennas shall be compatible with the radio frequency bands and conform to applicable FCC requirements. Solid parabolic type, Category A antennas shall be used in accordance with FCC Part 101.115.

All mounting brackets, connectors and other hardware shall be supplied as necessary for a complete installation.

Respondent shall include costs to provide and install ice shields to protect each microwave dish from falling ice.

Radomes shall be installed on every microwave dish antenna.

An automatic waveguide dehydrator system shall be provided for each communications shelter or location where microwave equipment is provided.

4.5 Backhaul Network Management

Respondents shall fully-describe alarm, monitor, and control capabilities of the microwave terminal equipment, including capacity for external alarms (e.g., door alarms, generator, etc.).

The SELECTED VENDOR shall provide a backhaul NMS with sufficient alarm, control, and tracking capabilities for the proposed microwave network and to be integrated with the P25 radio communications system NMS. The system shall be capable of remotely monitoring equipment status and performance from all sites.

The backhaul NMS shall be fully- compatible with the integrated NMS requirements defined in Section 3.6.13, Network Management System (NMS), of this RFP.

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The overall network shall have a common end-to-end management and configuration tool capable of complete control of all network elements.

The tool shall be able to support building an end-to-end path without requiring manual configuration of each intermediate device. The County prefers graphical display of resulting configurations.

The backhaul NMS shall provide:

1. Automated error checking to prevent typical configuration problems such as oversubscription of a link. The tool shall alert the user when such errors occur 2. Automated backups of all device configurations and include a change log of all changes made to a device over time 3. Hierarchical user authorization mechanism allowing assignment of various roles to users and those users can act on a specific subset of devices

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5. Subscriber Radio Equipment Requirements

5.1 Overview

Subscriber radio equipment includes all non-fixed user equipment, such as:

1. Portable radios

1. Mobile radios 2. Control stations 3. Vehicular repeaters

Respondents shall provide detailed unit pricing, including current makes and models, for all P25 subscriber radio equipment.

Table 11 provides a summary of potential quantities of subscriber radio equipment that may be purchased under this procurement.

Note – The control stations required for the dispatch console backup are not included in this list.

Table 11 – Potential Subscriber Radio Quantities

Potential Subscriber Radio Quantities

Portables – multi-band (VHF/UHF/700-800) 346

Mobiles – single band (700-800) Remote Mount 256

Control Stations – single band (700-800) 3

For Respondents’ reference, Table 12 provides a summary of subscriber radio equipment that may be purchased by agency.

Table 12 – Potential Subscriber Radio Quantities by Agency

Control Agency Mobiles Portables Total Stations Barboursville Volunteer Fire 7 25 0 32 Department Gordonsville Police Department 6 10 0 16

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Control Agency Mobiles Portables Total Stations Gordonsville Public Works 1 13 0 14 Gordonsville Volunteer Fire 8 22 0 30 Department Lake of the Woods Security 4 6 0 10 Lake of the Woods Volunteer Fire 7 25 0 32 Department Lake of the Woods Volunteer Fire 3 15 0 18 Rescue Mine Run Volunteer Fire 8 23 0 31 Department Orange County Emergency 12 0 12 Communications Orange County Fire Department 20 58 1 79 and EMS Orange County Public Schools 117 27 0 144 Orange County Sheriff's Office 50 52 0 102 Town of Orange Police 16 23 2 41 Department Town of Orange Volunteer Fire 9 35 0 44 Department Grand Total 256 346 3 605

Respondents shall detail quantity level discounts associated with each model proposed.

The County reserves the right to purchase subscriber units as part of a package deal from a single vendor, or as a separate subscriber only procurement from a vendor not selected to provide the P25 radio system.

Respondents shall also propose subscriber radio equipment user training as Section 7 specifies.

The SELECTED VENDOR shall be responsible for programming all purchased subscriber radio equipment to operate on the proposed network and with the systems in use in the following adjoining counties:

1. Albemarle County 2. Culpeper County 3. Fauquier County 4. Greene County

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5. Louisa County 6. Madison County. 7. Spotsylvania County

The SELECTED VENDOR shall supply the County with three (3) sets of programming software and programming cables for each model of subscriber radio equipment purchased.

5.2 General Subscriber Radio Equipment Requirements

All subscriber radio equipment must be FCC type accepted in accordance with FCC Part 90 rules and regulations.

All subscriber radio equipment shall meet MIL-STD-810 latest revision.

All subscriber radio equipment shall be software configurable.

All subscriber radio equipment shall support the following operating modes:

1. Conventional P25 Phase 1 2. Trunked P25 Phase 1 with enhanced vocoder 3. Trunked P25 Phase 2 with enhanced vocoder 4. Radio-to-radio direct communication (talk-around) P25 Phase 1 5. Conventional analog 6. P25 Optional features

All proposed subscriber radio equipment shall be compliant with TIA®-603-D – Land Mobile FM or PM Communications Equipment Measurement and Performance Standards and TIA®-102.CAAB-D – Land Mobile Radio Transceiver Performance Recommendations Project 25 - Digital Radio Technology C4FM/CQPSK Modulation Transceiver Performance Recommendations.

Respondents shall provide detailed equipment specifications for all proposed subscriber radios and accessories, including the following:

1. General specifications: a. Radio dimensions b. Weight with battery (portable)

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c. Antenna and antenna connector type d. Channel/mode capacity

2. Environmental specifications and applicable standards 3. Performance in strong signal environments including: a. Digital adjacent channel rejection b. Digital offset adjacent channel rejection c. Spurious response rejection d. Intermodulation rejection e. Blocking rejection

5.2.1 Portable Radios

The County’s estimates for the quantities of portable radios that they may purchase appear in Table 11 and are outlined in Appendix B – Proposal Pricing Forms.

Portable radio features:

1. Full-compliance with P25 Phase 1 and 2 features and operation 2. PTT button 3. Top-mounted on/off volume knob 4. Top-mounted talkgroup/channel selector 5. Emergency button, physically protected from inadvertent activation, with software defined configurable activation delay 6. Alphanumeric display (on applicable models), minimum of eight characters 7. Transmit and receive indicator 8. Send and receive text messages 9. Accessory connector for remote speaker microphone, or vehicular adapter for operational use in a vehicle 10. Battery life indication or low battery alert, graphical indication on display 11. Minimum 500 mW speaker audio output 12. Dual microphone background noise abatement or cancellation system optimized to reject audio signals identified by the Audio Performance Working Group (APWG) such as, but not limited to, Personal Alert Safety System

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(PASS) alarms, and chain saws. Respondent shall explain operation of this feature in P25 trunked and conventional modes

Batteries:

1. Respondents shall propose batteries without cadmium. Pricing shall be provided for the following: a. Lithium-ion b. Lithium polymer c. Intrinsically safe

2. Batteries shall provide a minimum operational use of twelve hours in a public safety environment. Respondents shall specify assumed duty cycle using the % transmit; % receive; % standby format 3. Respondents shall provide detailed specifications for all batteries proposed, including the following at a minimum: a. Battery life b. Total battery life-cycle expectancy c. Recharge time d. Dimensions e. Weight f. Warranty

Accessories: Respondents shall provide OPTIONAL pricing for all accessories and software features including the following at a minimum:

1. Data cables 2. Battery chargers – single unit, multiple bay, and vehicular chargers: a. Respondents shall provide smart, mixed chemistry battery chargers. Respondents shall provide complete specifications on all chargers offered b. Battery chargers must have the ability to cycle the battery by application of load to condition it c. Battery chargers must have the ability to gauge the capacity of the battery after recharge, and indicate whether the battery failed the test. Indicator lights or display is a minimum requirement

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d. Battery chargers must have the ability to detect the battery chemistry and configure itself to charge accordingly

3. Radios certified as intrinsically safe 4. Alternate antennas 5. GPS (internal to radio) 6. Bluetooth® (accessories) 7. Remote speaker microphone without antenna 8. Remote speaker microphone with antenna 9. Remote speaker microphone with GPS capability 10. Remote speaker microphone with keypad 11. Remote speaker microphone with amplified speaker (audio) 12. Bluetooth® remote speaker microphone 13. Headset: a. Wired b. Bluetooth®

14. Carrying cases / belt clips 15. Wireless (e.g., Wi-Fi, Bluetooth®, LTE, LMR) connectivity for OTAP 16. AES encryption 17. DES encryption 18. AES & DES encryption 19. OTAR 20. OTAP 21. Send and receive text messages 22. Vehicular adapter – provides in vehicle portable radio battery charging, mobile microphone, amplified speaker, transmit power amplifier, external antenna connection 23. Fire ground accountability solutions

Multiband portable radios:

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1. Respondents shall propose multiband portable radios capable of operating in the following frequency bands: a. VHF: 136 – 174 MHz b. UHF: 380 – 470 MHz c. 700/800 MHz: 762 – 870 MHz

2. Multi-band radios shall have all hardware and software needed to operate in 700/800 MHz and VHF 136 – 174 MHz bands. 3. Respondents shall provide pricing for upgrading a multi-band radio to operate in three (3) bands.

As an OPTION, Respondents shall propose carrying solutions that may provide an increase in radio performance as compared to the use of a standard belt clip. Respondents shall detail how the carrying solution will increase performance and to what extent.

5.2.2 Mobile Radios

The County’s estimates for the quantities of mobile radios that they may purchase appear in Table 11 and are outlined in Appendix B – Proposal Pricing Forms.

Mobile radios shall be supplied complete with microphone, external speaker, cables, fusing, mounting hardware, coaxial cable, and unity gain antennas to provide for a complete installation.

Respondents shall provide pricing for dash mounted units, dual head units and remote mounted units.

Mobile radio features:

1. Full-compliance with P25 Phase 1 and 2 features and operation 2. Mobile remote mount, with separate control head 3. Front-mounted on/off volume knob 4. Talkgroup / channel / mode selector 5. Talkgroup / channel bank / zone or deck selection 6. Emergency button, protected from inadvertent activation, with software defined configurable activation delay 7. Multi-line alphanumeric display

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8. Transmit and receive indicator 9. Programmable buttons on control head 10. Minimum 5-watt speaker audio output

Accessories – Respondents shall provide OPTIONAL pricing for all accessories and software options, including the following at a minimum:

1. Cables: a. Data cables b. Extension cables c. Adapters d. Power cables

2. Optional user activated external speaker (outside vehicle) 3. Optional call alert/page feature for horn/lights 4. Microphone full keypad functional for telephone interconnect and other functions such as call alert/page or private call 5. Programmable side buttons on keypad microphone 6. Dual control head 7. External speakers 8. Public address kits 9. OTAP 10. AES encryption 11. DES encryption 12. AES and DES encryption 13. OTAR 14. Antennas (different gains and/or mounts) 15. External weatherproof speakers 16. GPS/AVL

Multiband mobile radios:

1. As an OPTION, Respondent shall propose multiband mobile radios capable of operating in the following frequency bands:

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a. VHF: 136 – 174 MHz b. UHF: 380 – 520 MHz c. 700/800 MHz: 762 – 870 MHz

5.2.3 Control Stations

The County’s estimates for the quantities of control stations that they may purchase appear in Table 11 and outlined in Appendix B – Proposal Pricing Forms.

Control stations shall be supplied complete with desktop microphone, mounting hardware, power supply, coaxial cable and unity gain antennas to provide for a complete installation.

Control stations and antenna system shall be installed in accordance with the SELECTED VENDOR’S proposed electrical grounding design provided during the detailed design process.

Control stations shall be remotely controllable via multiple desk set devices. Respondents shall detail how many desk set devices can control a single control station.

Full-function desk sets shall be able to control every feature available on the front panel of the control station.

Control station features:

1. Full-compliance with P25 features and operation 2. Desktop microphones 3. Front-mounted on/off volume knob 4. Talkgroup/channel selector 5. Emergency button, protected from inadvertent activation 6. Alphanumeric display 7. Transmit indicator

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Accessories – Respondents shall provide OPTIONAL pricing for all accessories, including the following at a minimum:

1. Cables: a. Data cables b. Extension cables c. Adapters d. Power cables

2. Antennas 3. External Speakers 4. Public address kits 5. Desktop microphone 6. Send and receive text messages 7. OTAR 8. AES encryption 9. DES encryption 10. AES and DES encryption 11. OTAP

Multiband control station radios:

1. As an OPTION, Respondent sshall propose multiband control stations capable of operating in the following frequency bands: a. VHF: 136 – 174 MHz b. UHF: 380 – 470 MHz c. 700/800 MHz: 762 – 870 MHz

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5.2.4 Vehicular Repeaters

Respondents shall propose OPTIONAL vehicular repeaters that provide two-way traffic between the Respondent’s proposed radio system and portable radios.

The use of vehicular repeaters shall not require a separate portable radio from those proposed to operate on the proposed radio system.

Preferred operation for the vehicular repeater would be digital-to-digital communications with no analog to digital, or digital to analog conversion required within the vehicular repeater.

Vehicular repeater designs shall include the following information:

1. Descriptions of how the vehicular repeater solution operates to provide extended portable radio coverage 2. Descriptions of the operational steps required to “attach” portable devices to the vehicular repeater 3. Descriptions of any issues which may arise for having “too many” vehicular repeaters responding in a single operational area and how these issues can be mitigated through user, or automated intervention

As an OPTION, vehicular repeaters should allow for “off-network” operation extending the range of portable devices within a smaller area, much like a portable onsite repeater option.

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6. Facilities and Infrastructure Development Requirements

6.1 General Requirements

The County reserves the right to release a separate procurement for Tower, shelter, generator, grounding system, transfer switch, associated site alarms and controls, lighting, fences, gates and site preparation.

1. Respondents are to provide OPTIONAL pricing for the preparation and delivery of a complete specification package suitable for bidding including a project manual (specification book) and drawings both stamped and signed by a professional engineer or architect licensed in the Commonwealth of Virginia. 2. If the County opts to bid construction activities separately, the selected vendor shall be required to provide this material within 45 working days of receipt of notice from the County. 3. Respondents to this RFP shall not submit these materials as part of their proposal.

The SELECTED VENDOR shall be responsible for completing all documents required by local, state and federal departments including, but not limited to permitting documents and State Historic Preservation Office (SHPO) forms.

The SELECTED VENDOR shall be responsible for any issues related to site selection and will be responsible for resolving any issues related to site permitting or zoning.

Respondents shall adhere to industry best practices as defined in Section 1.6.1, Standards and Guidelines. Respondents shall provide a copy of the electrical grounding standard to be utilized during site development/installation.

Code compliance:

1. Installation of all electrical equipment, power distribution, lighting assemblies and associated wiring shall comply with the most recent edition of the National Electric Code (NEC®) and Occupational Safety and Health Administration (OSHA®) regulations. 2. All electrical equipment shall be listed or approved by Underwriters Laboratories (UL).

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3. The SELECTED VENDOR and any/all contractors employed by the SELECTED VENDOR shall comply with all local codes and industry best practices and guidelines stipulated in Section 1.6.1, Standards and Guidelines.

The SELECTED VENDOR shall assume total responsibility for maintaining liability insurance covering the following items:

1. Project design 2. Implementation 3. Licensing 4. Shipping 5. Receiving 6. All site work required 7. Any items required for the SELECTED VENDOR or any required sub-vendors or subcontractors.

Prior to any excavations, the SELECTED VENDOR or subcontractor shall follow appropriate procedures outlined at the following website: www.call811.com.

The SELECTED VENDOR shall coordinate with utility companies for all utility related items, such as electrical service hookups and disconnects.

During detailed design, the SELECTED VENDOR shall provide detailed drawings including all structures and foundations, sealed by a professional engineer (PE) registered in the Commonwealth of Virginia.

Detailed drawings shall be provided for existing and new (greenfield) sites and:

1. Show the dimensions of all system components and locations 2. Depict auxiliary equipment and systems 3. Reference manufacturer specification sheets of all systems and equipment used

The SELECTED VENDOR shall interface all control functions and alarms from towers, equipment shelters and backup power to the NMS detailed herein, for remote control and monitoring.

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6.2 Site Selection Requirements

Table 13 lists current radio communications sites used by the County’s existing radio communications system.

Table 13 – Current Radio Site Locations

County Tower Site Name Street Address Lat. Lon. Owned Height Clark Tower 6507 Mooremont Road No 364 38.31083 -78.0034 (1026298) Rapidan, VA 22733 Route 15, 2 Miles North of Gordonsville, Gibson Tower No 100 Honnah Lee Farm Road 38.18764 -78.1575 (1294062) Gordonsville, VA 2294

OCSO Water 11350 Porter Rd Yes 131 38.2472 -78.0357 Tank Orange, VA 22960 No Lake of 114 Fairway Dr 112 38.3371 -77.7499 Woods Locust Grove, VA 22580 No

Appendix D contains a list of County-owned land and existing commercial tower locations registered with the FCC and with current Antenna Structure Registration (ASR) numbers within the County. The intention of this list is not to limit Respondents’ ability to select sites required to meet the County’s coverage requirements.

Respondents shall propose a radio communications system design that meets or exceeds the County’s coverage requirements

The County requires Respondents to provide two designs with associated costs.

1. Design Option 1 a. Respondents shall provide a design that meets the County’s coverage requirements using: 1) New or “greenfield” sites located at County facilities with connectivity to County’s planned fiber network

2. Design Option 2 a. Respondents shall provide a design that meets the County’s coverage requirements using a mix of

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1) New or “greenfield” sites located at County facilities with connectivity to County’s planned fiber network

2) New or “greenfield” sites located at County facilities without connectivity to County’s planned fiber network

3) Current tower sites utilized by the County

4) Current tower sites not utilized by the County

Respondents shall detail costs associated with each existing and/or proposed site on a per-site basis within their proposals and in Appendix B – Proposal Pricing Forms, Table B.4A.

Prior to implementation, the SELECTED VENDOR shall perform the following studies at each radio communications site:

1. Intermodulation analysis – The SELECTED VENDOR shall consider equipment from all tenants located at the proposed site, per FCC licensed information and observation of the equipment located at the site 2. Maximum Permissible Exposure (MPE) study (per latest revision of Office of Engineering Technology (OET) bulletin 65 – The SELECTED VENDOR shall consider equipment from all tenants located at the proposed site, per FCC licensed information 3. Noise Floor Levels – The SELECTED VENDOR shall perform RF measurements of the site noise floor and locally-generated signals over a 24- hour period at each site. These measurements shall be provided to the County as a baseline of the existing noise floor within the 700 MHz spectrum utilized by the new P25 system

The SELECTED VENDOR shall resolve all issues predicted during the intermodulation analysis and MPE studies. If an intermodulation problem is identified following implementation, the SELECTED VENDOR shall identify the issue and provide a resolution to the County during the warranty period at no additional cost to the County, which would not degrade system coverage or performance.

6.2.1 Existing Site Development Requirements

Respondents shall verify that all existing sites selected for use have sufficient space available for antenna and ancillary equipment to be mounted on the tower/structure.

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In the event a Respondent proposes a location on the tower/structure that is not available, the Respondent’s radio coverage guarantee hall not change even though an alternative design may be required.

Respondents shall provide new equipment shelters, UPS, and generators, as defined in sections 6.3.4 through 6.3.6 for any existing sites to be reused in the proposed system.

The SELECTED VENDOR shall perform structural analyses for all existing infrastructure they propose to use for the radio communications system. If no current drawings are available, the SELECTED VENDOR shall be responsible for any tower mapping services required for the structural analysis.

Structural analyses shall be performed on existing towers according to the ANSI/TIA®-222 standard, latest version applicable at the time of structural analysis.

Structural analyses shall include existing and proposed equipment; however, it is the County’s intent that the SELECTED VENDOR remove unused system equipment once cutover and acceptance of the new system is completed.

Structural analyses reports shall be provided to the County upon completion of study or studies.

In the event a tower fails the structural analysis, the SELECTED VENDOR shall be responsible for modifying the tower to correct the deficiencies. A passing structural analysis report shall be provided to the County detailing the tower modifications.

In the event that use of an existing commercial tower location is proposed, Respondents shall provide the County with lease costs for tower and ground space required to support communications systems. Additionally, Respondents will exercise due diligence to verify availability of the tower elevations proposed, and that the tower can support the proposed equipment.

Respondents shall identify and propose any additional work necessary to make existing sites and infrastructure usable in the proposed radio system.

The SELECTED VENDOR shall be responsible for updating all existing sites that are part of the proposed system to be compliant with their provided grounding standards. SELECTED VENDOR shall be accountable for updating all deficient site conditions.

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The SELECTED VENDOR shall be responsible for any issues related to site selection and will be responsible for resolving any issues related to site permitting or zoning.

The SELECTED VENDOR shall adhere to all applicable standards, rules, regulations, and industry guidelines and comply with all federal, state, county, and local laws, regulations, codes, and ordinances applicable to implementing the facilities and infrastructure needed to support the radio communications system within the County.

Concrete:

1. For all foundations and concrete work, the SELECTED VENDOR or subcontractor shall provide to the County or the County’s representative, a test sample of each mix of concrete demonstrating that is has been tested for compliance with the foundation specifications set forth by the requisite site engineer. Written reports certifying the strength of the concrete are to accompany each test cylinder. 2. If any concrete used in the foundation does not meet specifications, the SELECTED VENDOR or subcontractor will be required to remove the foundation and pour a new foundation using compliant materials, at no expense to the County.

All control functions and alarms from towers, shelters, and backup power equipment (generator, transfer switch, and UPS) shall be interfaced to the NMS.

6.3 New (Greenfield) Site Development Requirements

6.3.1 Site Preparation Requirements

The SELECTED VENDOR shall perform all site preparation for site improvements as necessary. Work includes, but is not limited to the following:

1. Full-adherence to all state and local codes 2. Protecting existing plants and grass to remain 3. Removing existing plants and grass as necessary 4. Clearing and grubbing 5. Stripping and stockpiling topsoil 6. Removing above- and below-grade site improvements as necessary

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7. Disconnecting, capping or sealing, and removing site utilities as necessary 8. Temporary erosion and sedimentation control measures 9. Access road development

The SELECTED VENDOR and/or subcontractor shall comply with Virginia Department of Environmental Quality guidelines for stormwater management and erosion control.

Respondents shall carefully examine and study existing conditions, difficulties and utilities affecting execution of work. Later claims for additional compensation due to additional labor, equipment, or materials required due to difficulties encountered or underground water conditions will not be considered.

The SELECTED VENDOR shall verify that existing plant life to remain and clearing limits are clearly tagged, identified and marked in such a manner as to insure their safety throughout construction operations.

Protection:

1. The SELECTED VENDOR shall protect and maintain benchmark, monument, property corner, and other reference points; reestablishing them by a registered professional surveyor if disturbed or destroyed, at no cost to the County. 2. The SELECTED VENDOR shall locate and identify existing utilities that are to remain and protect them from damage, reestablishing them if disturbed or destroyed, at no cost to the County. 3. The SELECTED VENDOR shall protect trees, plant growth and features to remain as final landscape. Branches or roots of any trees, which are to remain, shall not be disturbed. Adequate guards, fences, lighting, warning signs and similar items, shall be provided and maintained as required. 4. The SELECTED VENDOR shall install protection such as fencing, boxing of tree trunks, or other measures as approved by the County. 5. The SELECTED VENDOR shall conduct operations with minimum interference to public or private accesses and facilities; Maintain ingress and egress at all times; and clean or sweep any roadways daily or as required by the governing authority. At such times as deemed necessary by the County, dust control shall be provided with water sprinkling systems or equipment provided by the SELECTED VENDOR or subcontractor.

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Clearing:

1. The SELECTED VENDOR shall clear areas required for access to the site and execution of work. 2. Unless otherwise indicated, the SELECTED VENDOR shall remove trees, shrubs, grass, other vegetation, improvements, or obstructions interfering with the installation of new construction. Removal includes digging out stumps, roots and root material. Depressions caused by clearing and grubbing operations are to be filled to subgrade elevation to avoid water pooling. Satisfactory fill material shall be placed in horizontal layers not exceeding 8" loose depth, and thoroughly compacted per fill requirements of this section and CSI Division 2-Site Construction-Section 02200. 3. The SELECTED VENDOR shall remove grass, trees, plant life, stumps and all other construction debris from the site to a location that is suitable for handling such material according to state laws and regulations.

Demolition: The SELECTED VENDOR shall remove existing pavement, utilities, curbing and shrubbery as necessary for construction of improvements.

Topsoil excavation:

1. The SELECTED VENDOR shall strip topsoil from areas that are to be filled, excavated, landscaped or re-graded to such a depth that it prevents intermingling with underlying subsoil or questionable material. 2. The SELECTED VENDOR shall stockpile topsoil in storage piles in areas not scheduled for construction, job trailer location, or equipment lay-down areas, or where directed by the County. Storage piles shall be constructed to freely drain surface water. Storage piles shall be covered as required to prevent windblown dust. Unsuitable soil shall be disposed of as specified for waste material, unless otherwise desired by the County. The SELECTED VENDOR or the SELECTED VENDOR’s subcontractor shall remove excess topsoil from the site. 3. Final topsoil coatings shall consist of organic soil found in depth of not less than 6". Satisfactory topsoil is reasonably free of subsoil, clay lumps, stones and other objects over 2" in diameter, weeds, roots, and other objectionable material.

Access roads:

1. A 12-foot wide access road shall be provided to the fence gate at new sites.

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2. Roadbeds shall be prepared, rolled and provided with 6 inches of aggregate base course. 3. Roads shall be graded appropriately for proper drainage and minimal erosion.

6.3.2 Fencing Requirements

SELECTED VENDOR shall provide chain-link fencing around the perimeter of all new proposed sites, according to the specifications in this section including those provided in Table 14.

Framework: Type I or Type II Steel Pipe.

1. Type I – Schedule 40 steel pipe with 1.8 ounces of zinc coating per square foot of surface area conforming to Standard Specification ASTM (American Society for Testing and Materials) F-1083; or, 2. Type II – Pipe manufactured from steel conforming to ASTM A569. External surface triple coated per ASTM F-1234. Type II pipe shall demonstrate the ability to resist 1,000 hours of exposure to salt spray with a maximum of 5% red rust in a test conducted in accordance with ASTM B-117. 3. All coatings are to be applied inside and out after welding. 4. Unless otherwise noted, Type II framework shall be provided. 5. Pipe shall be straight, true to section and conform to the following weights:

Table 14 – Type I and Type II Steel Pipe Specifications

Pipe Size Type I Type II Outside Diameter Weight lb./ft. Weight lb./ ft. 1 5/8” 2.27 1.84 2” 2.72 2.28 2 ½” 3.65 3.12 3” 5.79 4.64 3 ½” 7.58 5.71 4” 9.11 6.56 6.58” 18.97

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Fabric:

1. Aluminized fabric shall be manufactured in accordance with ASTM A-491 and coated before weaving, with a minimum of 0.4 ounces of aluminum per square foot of surface area. The steel wire and coating shall conform to ASTM A-817. Fabric shall be 9-gauge woven in a 2-inch diamond mesh. The top selvage shall be twisted and barbed. The bottom selvage shall be knuckled. 2. Zinc-coated fabric shall be galvanized after weaving with a minimum 1.2 ounces of zinc per square foot of surface area and conform to ASTM A-392, Class I. Fabric shall be 9-gauge wire woven in a 2-inch diamond mesh. The top selvage shall be twisted and barbed. The bottom selvage shall be knuckled.

Fence posts:

1. Fence posts shall adhere to the specifications Table 15 provides.

Table 15 – Fence Post Specifications

Fence Posts TYPE I - II Line Post O.D. Terminal Post O.D. Fabric Height Under 6’ 2” 2 ½” 6’-9’ 2 ½” 3” 9’-12’ 3” 4”

Gate posts:

1. Gate posts shall adhere to the specifications Table 16 provides

Table 16 – Gate Posts Specifications

Gate Posts Type II

Single Gate Width Double Gate Width Post O.D. Type II Up to 6’ Up to 12’ 3” 7’to 12’ 13’ to 25’ 4”

Rails and Braces: 1 5/8" O.D.

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Gates: Frame assembly of 2" O.D. pipe Type I or Type II with welded joints. Weld areas shall be repaired with zinc-rich coating applied per manufacturer's directions. The fence fabric shall match the fence posts, gate posts and gates. Gate accessories, hinges, latches, center stops, keepers and necessary hardware shall be of a quality required for industrial and commercial application. Latches shall permit padlocking. The SELECTED VENDOR shall provide one padlock for each gate with three keys for each padlock. All padlocks shall be keyed alike.

Installation:

1. General – Fence installation shall conform to ASTM F-567, Standard Practice for Installation of Chain-Link Fence. 2. Height – Fence height shall be as indicated on contract drawings. If no height is indicated, the fence shall be 7‘high, plus 1’ for barbed wire. 3. Post spacing – Line posts shall be uniformly spaced between angle points at intervals not exceeding ten feet. 4. Bracing – Gate and terminal posts shall be braced back to adjacent line posts with horizontal brace rails and diagonal truss rods. 5. Top rail – The top rail shall be installed through the line post loop caps connecting sections with sleeves to form a continuous rail between terminal posts. 6. Fencing shall have a bottom rail instead of a tension wire. 7. Fabric – The fabric shall be pulled taut with the bottom selvage 2-inches above grade. The fabric shall be fastened to the terminal posts with tension bars threaded through mesh and secured with tension bands at maximum 15-inch intervals. The fabric shall be tied to the line posts and top rails with tie wires spaced at a maximum of 12-inches on posts and 24-inches on rails. The fabric shall be attached to the bottom rail with top rings at maximum 24- inch intervals. 8. Barbed wire – Barbed wire shall be anchored to the terminal extension arms, pulled taut and firmly installed in the slots of the line post extension arms. 9. Valleys – Should the fence cross a ditch or drainage swell, 3/8” diameter aluminum alloy rods shall be driven vertically 18” into the ground on 4-inch centers, woven through the fence fabric to provide security for these areas. 10. Vegetation-stop and aggregate shall be applied to the entire compound area (the area inside the fencing) and 6” beyond the fencing. Vegetation-stop shall

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be constructed with weed barrier geotextile and aggregate shall be applied 3” in depth and consist of AASHTO#10 coarse aggregate.

6.3.3 Radio Communications Tower Requirements

General Radio Communications Tower Requirements:

1. All new tower(s) proposed shall be self-supporting 2. Towers proposed shall comply with TIA®-222 Structure Classification III and shall be designed for the appropriate exposure and topographic categories. 3. All tower manufacturers supplying tower(s) for this system shall guarantee structural integrity of the tower for a period of not less than twenty (20) years from the date of acceptance. 4. The SELECTED VENDOR shall be responsible for all geotechnical analyses (soil testing) and proper foundation design. Geotechnical analyses shall be performed using borings at the proposed tower center and at least two (2) other points within the planned foundation area.

Tower loading:

1. The tower and foundation shall be designed to support all proposed equipment, legacy equipment, appurtenances and ancillary equipment, initial antenna loading plus 50% future antenna system growth, without addition to or modification of the finished tower or foundation. 2. Designed loading shall also consider two (2) typical cellular carrier antenna arrays near the top of the structure for future growth or leasing opportunities. 3. The proposed tower structure shall be designed and installed in accordance with the latest revision of the ANSI/TIA®-222 standard.

Proposed towers shall include the following:

1. Ice bridge – A horizontal transmission line ice bridge, extending from the tower cable ladder to the equipment building entry port, shall be provided. The ice bridge will be self-supported and cannot be directly connected to the tower or the shelter. 2. Transmission line support – A vertical transmission line support system shall be provided to securely attach the antenna transmission lines. Holes shall be provided in the tower support members, tower hanger adapter plates or separate ladder structures to allow installation of snap-in cable hangers and

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bolt-in cable hangers at maximum 3-foot intervals. The mounting holes shall be precision punched or drilled and sufficiently separated to accommodate the snap-in or bolt-in hangers. 3. Climbing access – A ladder, beginning at a point at least ten (10) feet off the ground, shall be provided as an integral part of the tower to permit access by authorized personnel. The tower shall be equipped with an OSHA® approved anti-fall safety device in accordance with EIA-222. This device must not interfere with the climber's ease of reach by hand or foot from one rung of the ladder to the next, going up or coming down. Two (2) safety climbing belts shall be supplied with each new tower. 4. Lighting: a. Tower lighting shall be supplied as required by the applicable determination as issued by the FAA for this project and fully compliant with FAA AC 70/7460-1K or latest revision. b. The system control circuitry shall provide synchronization and intensity control of the obstruction lighting system and shall monitor the overall integrity of the lighting system for component failures or improper operation. c. The SELECTED VENDOR or subcontractor shall wire all alarms to a contractor provided Type 66 block located in the communications shelter or equipment room. All alarms shall be clearly labeled.

5. A lightning ground rod shall be installed at the very top of the tower to extend at least two (2) feet above the top of the tower or lighting fixture. 6. Labeling shall be clearly provided near the base of all new towers for the following: a. Make b. Model c. Serial number d. Tower height e. FAA and FCC identification numbers (if applicable)

Construction:

1. All welding shall be done in the factory prior to the galvanizing process. Field welding is not acceptable.

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2. The tower shall be constructed of high-strength steel. All components and hardware being hot dip galvanized with zinc coating per EIA standards after fabrication. A zinc coating shall be permanently fused to the steel, both inside and outside, so all surfaces are protected and no painting is required for rust protection. 3. Prior to galvanizing, each piece of steel and every weld is to be deburred and smooth finished. 4. As with new (greenfield) site development, Respondents shall carefully examine and study existing site conditions. Difficulties in accessing sites for tower delivery and installation will be the responsibility of the SELECTED VENDOR. Later claims for additional compensation due to additional labor, equipment or materials required due to difficulties encountered during tower delivery or installation will not be considered.

Final Testing and Acceptance – Upon completion of the work, documentation detailing final inspection and testing shall be submitted, documenting the following:

1. Steel structure: a. Vertical alignment and plumbness b. All bolts tight and torqued to specification c. No damaged or missing structural members d. All surface scratches and damage to the galvanized surfaces will be repaired using the hot stick process. e. No signs of stress or vibration f. All climbing ladders, and other devices installed correctly g. Labels and tags

2. Foundation: a. Concrete finish with no cracks or blemishes b. Grouting, if used, will have drain holes if the tower uses hollow leg construction or monopole design c. Backfilling and grading

3. Grounding: a. Verify lugs and exothermic welding b. Ground resistance test and record

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c. Ground lightning rod installed at top of tower

4. Ice bridge: Installed per specification 5. Lighting and controls: a. Inspect conduit and wiring installation b. Verify proper lamp operation c. Verify alarm contact operation d. Verify labeling

6. Photographs: a. Overall structure from North, East, South, and West b. Footers c. Electrical grounding

6.3.4 Equipment Shelter Requirements

General Equipment Shelter Requirements:

1. Respondents shall propose new equipment shelters for all new (greenfield) radio communications site locations. 2. The shelter shall be a prefabricated, preassembled shelter. The shelter can be constructed from concrete, and/or aggregate materials. 3. The shelter shall consist of an equipment room and generator room.

Size:

1. Minimum shelter size shall be 12’ x 20’, with a minimum interior height of 9’. 2. The Respondent shall be responsible for determining if a larger shelter size is required, or if a smaller shelter is acceptable based on proposed equipment to be installed. Alternative sized shelters may be proposed as an OPTION.

Foundation:

1. The foundation for the shelter shall consist of concrete piers or a poured concrete slab constructed by the SELECTED VENDOR or approved subcontractor that properly supports and secures the shelter. Foundation

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drawings recommended by the shelter manufacturer shall be the criteria by which the foundation is constructed.

Flooring:

1. Respondents are to propose a structure with floor and/or solid foundation featuring a minimum uniform load rating of 200 pounds per square foot with no more than 3,000 pounds over any four-square-foot area. This rating shall be increased in sections as necessary to support heavy weight equipment. If delivered assembled with floor, the floor shall exhibit a minimum 90 pounds per square foot uniform live load capacity while the building is being lifted. 2. Floors shall be insulated to a minimum R-11 rating. Insulation shall be secured in place to prevent shifting during construction and transportation. 3. The floor shall be covered by a high quality, industrial / commercial grade asphalt or vinyl tile. All edges shall be covered by wall molding.

Walls:

1. Walls shall be constructed to a minimum 120 MPH wind loading, including overturning moments. 2. Bulletproof: Walls and doors shall withstand the effects of bullets or other projectiles equivalent to a 30.06 high power rifle load fired from a distance of 50 feet with no penetration to the inner cavity of the wall. No interior damage shall be sustained including insulation, interior walls, etc. 3. The outside walls shall be finished concrete or an aggregate composition. 4. The inside walls shall be finished with minimum 5/8-inch plywood (or equivalent) trimmed with coordinated molding to allow mounting of panels, blocks, etc. 5. High performance insulation shall provide a minimum insulation factor of R-11. 6. All ducts and openings shall be protected with a screen barrier to prevent the entry of insects, birds, or small animals

Roof:

1. The building roof shall support a minimum 100 pounds per square foot uniform live load. 2. The roof is to be pitched to facilitate runoff of water.

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3. The shelter roof shall withstand the impact of ice falling from the adjacent tower without suffering any damage or shall otherwise be protected from such damage. Respondents are to describe in their proposal how this requirement will be met. 4. High performance insulation shall provide a minimum insulation factor of R-19.

Door:

1. Shelters shall have one 42” x 84” insulated door, with three (3) stainless steel tamperproof hinges, passage style lever handle, deadbolt lockset and fiberglass weather hood or awning. The door shall be equipped with a hydraulic door closer. 2. The exterior door shall be of aluminum or steel (stainless or galvanized) construction with a finish to match the building finish. 3. The door shall withstand the effects of bullets or other projectiles equivalent to a 30.06 high power rifle load fired from a distance of fifty (50) feet with no penetration to the inner cavity of the door. No interior damage shall be sustained from such events, including damage to insulation, interior walls, etc. 4. The doorsill shall be of stepped construction to prevent rainwater from entering the shelter at the bottom of the door or from around the doorframe. The doorframe shall have a weather seal around the door to limit air and water intrusion.

Finishing:

1. Respondents shall describe the interior and exterior finishes. Color and finishes shall be selected by the County from samples provided by the SELECTED VENDOR or subcontractor. 2. All joints shall be sealed with a compressible, resilient sealant.

AC power system:

1. The SELECTED VENDOR shall propose equipment shelters with AC power systems that support the proposed radio communications equipment along with the applicable supporting systems.

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2. The SELECTED VENDOR shall deliver the building complete with a 200A capacity, 240V, single-phase electrical panel box with a ground bar. 3. This panel shall be equipped with a 200Acapacity main circuit breaker used to supply power for all electrical functions related to the site. 4. Overall panel size shall be determined by the need to provide the number of individual breakers required plus a reserve of at least six 240Vslots. 5. Receptacles: a. Each radio equipment unit (or rack) shall be supplied with two 20A circuits, each terminated at a typical NEMA® 5-20 receptacle. Receptacles shall be mounted to the side of the overhead cable tray. b. Service receptacles shall be mounted on the walls at six-foot intervals or less. c. One weatherproof ground fault interrupter (GFI) exterior power receptacle shall be provided with each shelter, to be mounted near air conditioning units. d. A power receptacle shall be located near the microwave dehydrator to power the unit. e. Each receptacle shall be fed from an individual breaker. The feeding breaker shall be identified at the receptacle and the receptacle shall be identified at the breaker. All breakers or circuits shall be 20A, unless otherwise noted.

Power line surge Suppression:

1. An AC surge protector shall be provided and installed inside the shelter. 2. An acceptable unit shall be an in-line type such as the AC data Systems “integrated load center”. An alternate unit must meet or exceed all of the capabilities of this model unit. 3. Minimum surge protector requirements: a. Built-in redundancy of dual stages per phase with filtering b. Surge energy shunted to ground, not to neutral c. Front panel indicator lamps d. Remote / local status contacts e. Fusible link protected so as not to interrupt power f. Field replacement protection blocks, fuses, if needed

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g. UL listed components h. EMI/RFI filtering per Mil-STD-220 i. The unit shall be capable of handling the full 240V, 200A capacity of the electrical system

Clean agent fire suppression system that is compliant with the requirements of NFPA® 75, Standard for the Protection of Information Technology (IT) Information Equipment, and NFPA® 76, Standard for the Fire Protection of Telecommunications Facilities, as applicable and installed per the requirements of NFPA® 2001, Standard on Clean Agent Fire Extinguishing Systems.

Wiring methods:

1. All wiring noted on the site drawings or otherwise included by the SELECTED VENDOR shall be installed in conduit. Where no protection method is specified, conduit shall be used. 2. All conduits shall be securely surface mounted and supported by approved clamps, brackets, or straps as applicable and held in place with properly selected screws. No wiring shall be imbedded inside any walls, floor or ceiling. Entrance power, outside lighting, air conditioning outlet and Telco are the only wiring that may penetrate shelter walls or floor. 3. All wire raceway, conduits, etc., is to be mechanically joined and secured. 4. Flexible steel conduits or armored cable shall protect wiring connected to motors, fans, etc., and other short runs where rigid conduit is not practical. 5. Unless otherwise specified, all power wiring shall be a minimum 12 American Wire Guage (AWG) size solid copper conductors with insulation rated for 600 VAC. 6. One 4’ x 6’ x ¾” Telco board shall be installed.

Light fixtures:

1. Ceiling mounted four-foot fluorescent light fixtures (two 40-watt bulbs per fixture) with radio frequency interference (RFI) ballasts shall be supplied for the equipment shelters or, Respondents may propose alternate low RFI lighting fixtures. A sufficient number of light fixtures shall be supplied to provide a uniform light level throughout the building of 150-foot candles at four feet above the floor.

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2. Light fixtures shall be fed as a gang from a common breaker and controlled by an on/off switch near the door.

Outdoor lighting:

1. An exterior 1,000-lumen LED light fixture shall be wall mounted by the front entrance of the shelter. 2. The exterior lighting system shall be equipped with motion detectors and fed from a separate, appropriately rated breaker and light switch by the door.

HVAC:

1. The SELECTED VENDOR shall provide an HVAC system for each shelter proposed. Respondents shall propose dual AC units with lead lag controller. Each AC unit shall be sized for 100% of the shelter’s required cooling capacity, as determined by the British thermal unit (BTU) analysis. 2. The SELECTED VENDOR shall perform BTU analysis (heat load calculations) for all shelter equipment during preliminary design to verify HVAC system size. All calculations shall include a 50% expansion factor, and all assumptions regarding power consumption, duty factor, and heat loading shall be thoroughly explained. 3. Each unit shall be capable of maintaining an inside ambient temperature range between 65 and 85 degrees F. Each unit shall be sized to maintain temperatures inside the shelter at 70 degrees F when exterior temperatures go as high as 100 degrees F. 4. The HVAC system shall be controlled by a wall mounted thermostat. The thermostat shall turn the heater on when the temperature inside the shelter drops to 65 degrees F and off when it rises to 68 degrees F. It shall turn on the air conditioner when the interior temperature reaches 78 degrees F and off when the temperature drops below 75 degrees F. Thermostat control shall be adjustable within the range of 45 to 85 degrees F. 5. A properly sized thermostatically-controlled exhaust fan, located as high as possible in the shelter with gravity damper, hood with insect screen, and timer connected to emergency power shall be supplied to vent the building in case of HVAC failure. A corresponding cold air intake vent with motorized louvers shall also be installed low on an opposing wall to allow unobstructed air flow through the shelter.

Generator room shall be supplied, at a minimum, with the following equipment:

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1. One generator, exhaust piping, thimble, and muffler wrap 2. Motor operated exhaust shutter with outside hood and insect screen 3. Motor operated intake shutter with outside hood and insect screen 4. Baseboard heater with thermostat control 5. Leak containment floor

Antenna cable entry – A bulkhead panel shall be supplied to accommodate coaxial transmission lines between 1/2-inch and 1 5/8-inch diameter elliptical waveguides. A minimum of 12 transmission lines shall be accommodated with 4-inch openings. The building manufacturer shall seal the conduits into the wall to assure that they are watertight.

Cable Tray – All new shelters will be equipped with cable trays. The SELECTED VENDOR shall install a minimum 18-inch wide cable tray system above the equipment.

Shelters shall be supplied with at least two (2)10-pound CO2 fire extinguisher, an approved eyewash station and first aid kit.

Respondents shall carefully examine and study existing site conditions. Difficulties in accessing sites for shelter delivery and installation will be the responsibility of the SELECTED VENDOR. Later claims for additional compensation due to additional labor, equipment or materials required due to difficulties encountered during shelter delivery or installation will not be considered.

6.3.5 Generator and Automatic Transfer Switch (ATS) Requirements

This section provides specifications and requirements for standby power systems to supply electrical power in the event of failure of normal supply, consisting of a liquid cooled engine, an AC alternator and system controls with all necessary accessories for a complete operating system, including but not limited to the items as specified.

The SELECTED VENDOR shall provide an emergency generator system at each new and existing radio communications site for backup power.

The generator system shall provide a minimum of 48 hours of run time on a single tank of fuel. Respondents shall detail the expected run time based upon full electrical loading from proposed and existing equipment at each site.

SELECTED VENDOR shall perform electrical loading analysis for shelter equipment, including HVAC systems, during preliminary design to verify generator

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size and fuel tank capacity. All electrical loading calculations shall include a 50% expansion factor, and all assumptions regarding power consumption and duty factor shall be thoroughly explained.

In the event loading is less than 50 kW, a 50 kW generator will be proposed.

Generators will be powered by liquid propane and include a filled 1000 liquid propane gallon fuel tank

In the event of a commercial power outage, the emergency generator shall provide power to the entire shelter without system outage.

Quality assurance – The system shall be supplied by a manufacturer who has been regularly engaged in the production of engine-alternator sets, automatic transfer switches, and associated controls for a minimum of ten (10) years, thereby identifying one source of supply and responsibility.

The generator system and all accessories and ancillary equipment shall comply with the following standards:

1. NFPA® 37 Flammable and Combustible Liquids Code 2. NFPA® 55 Standard for the Storage and Handling of Compressed Gases 3. NFPA® 70 with particular attention to Article 700, “Emergency Systems” 4. NFPA® 110 Requirements for Level 1 Emergency Power Supply System 5. NFPA® 101 - Code for Safety to Life from Fire in Buildings and Structures 6. ANSI/NEMA® MG 1 - Motor and Generators 7. ANSI/NEMA® AB 1 - Molded Case Circuit Breakers 8. ANSI/NEMA® 250 - Enclosures for Electrical Equipment (1,000 Volts maximum)

Labeling and identification – All wiring harnesses and connectors shall be clearly identified by number and function according to the associated schematic diagrams and documentation provided by the Selected vendor.

Factory testing:

1. Before shipment of the equipment, the generator set shall be tested under rated load for performance and proper functioning of control and interfacing circuits. Tests shall include:

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a. Verification that all safety shutdowns are functioning properly b. Verification of single step load pickup per NFPA® 110-1996, Paragraph 5-13.2.6 c. Verification of transient and voltage dip responses and steady state voltage and speed (frequency) checks d. Full load test for a minimum of one hour

2. Provision of complete report(s) of all testing performed

Startup and checkout:

1. The supplier of the electric generating plant and associated items covered herein shall provide factory trained technicians to check out the completed installation and to perform an initial startup inspection to include: a. Ensuring the engine starts (both hot and cold) within the specified time b. Verifying that engine parameters are within specification c. Verifying that no load frequency and voltage adjusting is required d. Testing all automatic shutdowns of the generator e. Performing a simulation of power failure to test that generator start up and ATS pick up building load correctly. f. Returning to commercial power and test generator and ATS to demonstrate correct cycling to normal commercial power. g. Performing a load test of the generator, to ensure full load frequency and voltage is within specification by using a load bank rated at 80% of the generator’s capacity. This test shall be run for a minimum of one hour. a. Testing and verifying all remote indicators and controls.

2. The SELECTED VENDOR shall provide complete report(s) of all testing performed.

6.3.5.1 Generator

The prime mover shall be a liquid cooled, liquid propane or natural gas fueled engine of 4-cycle design.

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The engine shall have sufficient horsepower rating to drive the generator to full output power without a gearbox between the engine and generator.

The engine shall have a battery charging DC alternator with a solid-state voltage regulator.

The alternator shall be protected by internal thermal overload protection and an automatic reset field circuit breaker.

One-step load acceptance shall be 100% of generator set nameplate rating and meet the requirements of NFPA® 110 paragraph 5-13.2.6.

The electric plant shall be mounted with vibration isolators on a welded steel base that shall permit suitable mounting to any level surface.

A main line output circuit breaker carrying the UL mark shall be factory installed.

1. Form C auxiliary contacts rated at 250 VAC/10 amps shall be provided to allow remote sensing of breaker status.

Controls:

1. All engine alternator controls and instrumentation shall be designed, built, wired, tested and shock mounted in a NEMA® 1 enclosure mounted to the generator set by the manufacturer. It shall contain panel lighting, a fused DC circuit to protect the controls and a +/-5% voltage adjusting control. 2. The generator set shall contain a complete two-wire automatic engine start- stop control, which starts the engine on closing contacts and stop the engine on opening contacts. 3. A programmable cyclic cranking limiter shall be provided to open the starting circuit after four attempts if the engine has not started within that time. Engine control modules must be solid-state plug-in type for high reliability and easy service.

1. The panel shall include: a. Meters to monitor: 1) AC voltage

2) AC current

3) AC frequency

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b. Emergency stop switch c. Audible alarm d. Programmable engine control e. Monitoring module

2. The programmable module shall include: a. Manual OFF/AUTO switch b. Four LED’s to indicate: 1) Not in Auto

2) Alarm Active

3) Generator Running

4) Generator Ready

3. The module shall display all pertinent unit parameters including: a. Generator Status – ON/OFF/AUTO b. Instrumentation - Real-time readouts of the following engine and alternator analog values: 1) Oil pressure

2) Coolant temperature

3) Fuel level (where applicable)

4) DC battery voltage

5) Run time hours

c. Alarm Status - Current alarm(s) condition of: 1) High or low AC voltage

2) High or low battery voltage

3) High or low frequency

4) Low or pre-low oil pressure

5) Low water level

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6) Low water temperature

7) High and pre-high engine temperature

8) High, low and critical low fuel levels (where applicable)

9) Over crank

10) Over speed

11) Unit not in "Automatic Mode"

Unit accessories:

1. The exhaust silencer(s) shall be provided, of the size recommended by the manufacturer, and shall provide noise reduction for use in residential areas. 2. The generator set shall include an automatic dual rate battery charger manufactured by the generator set supplier. The battery charger is to be factory installed on the generator set. Due to line voltage drop concerns, a battery charger mounted in the transfer switch will be unacceptable. 3. A heavy duty, lead acid 12 VDC battery shall be provided by the generator set manufacturer. The generator set shall have a frame suitable for mounting the battery and include all connecting battery cables.

6.3.5.2 Propane Fuel System

The SELECTED VENDOR shall provide a complete fuel system including filled tank(s) and all associated piping, valves, controls, etc.

Tank and fuel system components shall be sized to provide a minimum of 72-hours of run time at full load. The SELECTED VENDOR shall provide a 1,000-gallon minimum size tank(s).

Fuel tank(s) shall be located a minimum of 10-feet from the generator and building.

Clear access shall be provided for refueling.

Tanks:

1. Steel and polyurethane construction

2. UL labeled in accordance with UL 644 and stamped in accordance with ASME Section VIII Division 1

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3. Tanks may be buried or secured to an adequately sized concrete foundation

Tank(s) will be protected from vehicular traffic with steel or concrete bollards approved by the County.

Fuel system construction:

1. No copper pipe will be allowed for any part of the underground fuel line system.

2. No bare black iron pipe will be used for any part of the fuel system.

3. Any underground steel pipe will be epoxy coated and all joints wrapped to prevent corrosion.

4. All underground pipes will be at least 18 inches below the surface.

5. Fuel lines crossing a driveway will be protected from damage by being installed in a larger pipe sleeve or covered with a concrete barrier of sufficient strength.

6. All above ground pipe will be supported at least every 36 inches.

Controls and monitoring equipment:

1. Gas capacity gauge with low fuel level alarm contact closure must be included.

2. Low fuel level monitoring device will be installed. Lightning protection will be provided for any wires entering the shelter.

The fueling system must have multi-valve for filling, pressure relief and gauge.

6.3.5.3 Automatic Transfer Switch (ATS)

The ATS shall be compatible with the set to maintain system compatibility and local service responsibility for the complete emergency power system.

Representative production samples of the transfer switch supplied shall have demonstrated through tests the ability to withstand at least 10,000 mechanical operation cycles. One operation cycle is defined as the electrically operated transfer from normal to emergency and back to normal.

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Wiring must comply with NEC® table 373-6(b). The manufacturer shall furnish schematic and wiring diagrams for the particular automatic transfer switch and a typical wiring diagram for the entire system.

Ratings and performance:

1. The ATS shall be adequately sized to match the generator and shelter electrical systems. 2. The ATS shall be a 2-pole design rated for 600 VAC 200 Amps continuous operation in ambient temperatures of -20 degrees Fahrenheit (-30 degrees Celsius) to +140 degrees Fahrenheit (+60 degrees Celsius). 3. The operating mechanism will be a single operating coil design, electrically operated and mechanically held in position. 4. A provision will be supplied to be able to manually operate the switch in the event of logic or electrical coil failure.

Controls:

1. Controls shall signal the generator set to start in the event of a power interruption. a. A solid-state time delay start, adjustable, 0.1 to 10 seconds, shall delay this signal to avoid nuisance startups on momentary voltage dips or power outages.

2. Controls shall transfer the load to the generator set after it reaches proper voltage. 3. Controls shall retransfer the load to the line after normal power restoration. a. A return to utility timer, adjustable from 1-30 minutes, shall delay this transfer to avoid short-term normal power restoration.

4. The operating power for transfer and retransfer shall be obtained from the source to which the load is being transferred. 5. Controls shall signal the generator to stop after the load retransfers to normal. a. A solid-state engine cool down timer, adjustable from 1-30 minutes, shall permit the engine to run unloaded to cool down before shutdown. a. Should the utility power fail during this time, the switch will immediately transfer back to the generator.

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6. Front mounted controls shall include a selector switch to provide for a NORMAL TEST mode with full use of time delays, FAST TEST mode that bypasses all time delays to allow for testing the entire system in less than one minute, or AUTOMATIC mode to set the system for normal operation. a. The controls shall provide bright lamps to indicate the transfer switch position in either UTILITY (white) or EMERGENCY (red). A third lamp is needed to indicate STANDBY OPERATING (amber). These lights must be energized from utility or the generator set. b. The controls shall provide a manually operated handle to allow for manual transfer. This handle must be mounted inside the lockable enclosure and accessible only by authorized personnel. c. The controls shall provide a safety disconnect switch to prevent load transfer and automatic engine start while performing maintenance. This switch will also be used for manual transfer switch operation. d. The controls shall provide LED status lights to give a visual readout of the operating sequence including: 1) Utility on

2) Engine warm-up

3) Standby ready

4) Transfer to standby

5) In-phase monitor

6) Time delay neutral

7) Return to utility

8) Engine cool down

9) Engine minimum run

6.3.6 Uninterruptable Power Supplies (UPS)

SELECTED VENDOR shall provide a single-phase (120/240 Volts alternating current or VAC), online, double-conversion, static type, uninterruptible power supply (UPS) at each radio communications site with the following features:

1. Direct dedicated connection to main panel

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2. Surge suppression 3. Input harmonics reduction 4. Rectifier / charger 5. Inverter 6. Static bypass transfer switch 7. Battery and battery disconnect device 8. Internal maintenance bypass / isolation switch 9. Output isolation transformer 10. Remote UPS monitoring provisions 11. Battery monitoring 12. UPS output shall be connected to a dedicated subpanel feeding the 10 quad 20A twist lock outlets to be installed on the overhead cable tray

The SELECTED VENDOR shall perform electrical loading analysis for shelter equipment, excluding heating, ventilation, and air-conditioning (HVAC), during preliminary design to verify UPS size requirements. All electrical loading calculations shall include a 50% expansion factor and all assumptions regarding power consumption and duty factor shall be thoroughly explained.

For the purpose of the proposal, the SELECTED VENDOR shall assume the following:

1. Calculated output with a 50% expansion factor as stated 2. Single phase 3. 60 Hz 4. 0.8 Power factor (output) 5. Minimum 2-hour runtime

Quality Assurance:

1. Electrical components, devices, and accessories shall be listed and labeled, as defined in NFPA® 70, by a qualified testing agency and marked for intended location and application 2. UL compliance shall be listed and labeled under UL 1778 by a Nationally Recognized Testing Laboratory (NRTL)

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3. UPS components shall be suitable for installation in computer rooms, as defined by NFPA® 75

Operational requirements:

1. Automatic operation includes the following: a. Normal Conditions – Load is supplied with power flowing from the normal power input terminals, through the rectifier-charger and inverter, with the battery connected in parallel with the rectifier- charger output b. Abnormal Supply Conditions – If normal supply deviates from specified and adjustable voltage, voltage waveform, or frequency limits, the battery supplies energy to maintain constant, regulated current c. If normal power fails, energy supplied by the battery through the inverter continues supply-regulated power to the load without switching or disturbance d. When power is restored at the normal supply terminals of the system, controls automatically synchronize the inverter with the external source before transferring the load. The rectifier-charger then supplies power to the load through the inverter and simultaneously recharges the battery e. If the battery becomes discharged and normal supply is available, the rectifier-charger charges the battery. On reaching full charge, the rectifier-charger automatically shifts to float-charge mode f. If any element of the UPS system fails and power is available at the normal supply terminals of the system, the static bypass transfer switch switches the load to the normal AC supply circuit without disturbance or interruption g. If a fault occurs in the system supplied by the UPS, and current flows in excess of the overload rating of the UPS system, the static bypass transfer switch operates to bypass the fault current to the normal AC supply circuit for fault clearing h. When the fault has cleared, the static bypass transfer switch returns the load to the UPS system

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i. If the battery is disconnected, the UPS continues to supply power to the load with no degradation of its regulation of voltage and frequency of the output bus

2. Manual operation includes the following: a. Turning the inverter off causes the static bypass transfer switch to transfer the load directly to the normal AC supply circuit without disturbance or interruption b. Turning the inverter on causes the static bypass transfer switch to transfer the load to the inverter

3. Controls and indications: Basic system controls shall be accessible on a common control panel on the front of the UPS enclosure

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7. Training Requirements

The SELECTED VENDOR shall develop and conduct training programs to allow County personnel to become knowledgeable with the system, subsystems, and individual equipment.

7.1 General Training Requirements

Respondents shall fully describe all proposed training programs detailing how they intend to provide training. The training description shall include the following:

1. A list of all subjects with a description of each 2. Class material to be provided by the SELECTED VENDOR 3. Number of classes 4. Class duration 5. Class size 6. Training costs shall be included for implementation phase.

Respondents shall propose a minimum of two classes for each type of training.

All training shall be conducted at various locations to be determined. The SELECTED VENDOR shall coordinate with the County regarding the attendees and schedule.

Classes shall be scheduled as near to system cutover as possible, or at other times mutually agreed upon by the County and SELECTED VENDOR.

The SELECTED VENDOR shall train the County employees or designated individuals. In some cases, a train-the-trainer approach will be used so that attendees can train other users.

Respondents shall also propose computer-based or web-based training to allow County personnel to refresh or update skills. This is particularly important for user / subscriber radio equipment training.

The SELECTED VENDOR shall provide all instructional material, including printed manuals, audio, video, interactive self-paced personal computer programs, and complete operating instructions for all technical and operational training classes. Actual and or exact model and series of equipment being delivered shall be made available for hands-on use and operation during training. All instructional material

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shall be subject to the approval of the County and shall become property of the County.

7.2 Subscriber Equipment and Dispatch Console Training Requirements

The SELECTED VENDOR shall provide complete and comprehensive operational training covering features, operation, and special care associated with the subscriber radio and dispatch console equipment supplied. Operator training shall include the following categories:

1. Portable unit operation (structured as Train-the-Trainer) (25 seats) 2. Mobile unit operation (structured as Train-the-Trainer) (25 seats) 3. Dispatch console operation (6 seats) 4. Dispatch console supervisor (6 seats)

Training classes provided by the SELECTED VENDOR shall be tailored to include actual system talkgroups and subscriber/console features that will be used. Standard training that covers general usage not applicable to the provided system shall be removed from the training syllabus.

7.3 Technical/System Management Training Requirements

The SELECTED VENDOR shall provide complete and comprehensive technical training in the theory, maintenance, and repair of each type of equipment and system provided for the project. This training shall include, as a minimum, system theory, troubleshooting, repair, and servicing techniques as applicable to the selected system. Technical training shall include the following categories:

Infrastructure maintenance and troubleshooting Subscriber radio equipment maintenance and troubleshooting Microwave network maintenance, and troubleshooting

The SELECTED VENDOR shall provide complete and comprehensive technical training for County technical staff charged with managing the system. This training shall include, but is not limited to:

1. Planning and setting up the system and network 2. Building and implementing system and network profiles and configurations

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3. Performing database management functions 4. Monitoring and managing the system’s performance 5. Writing and printing system reports. 6. System management training shall include the following categories: a. NMS operation and control b. Fleet mapping and radio programming c. Any other purchased optional features requiring training

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8. System Implementation, Test, and Acceptance Requirements

8.1 General Requirements

The SELECTED VENDOR shall attend project and construction meetings as deemed necessary by the County prior to and during installation. Additional meetings may be scheduled at the discretion of the County.

If any changes in the overall timeline occur, the SELECTED VENDOR shall update the project schedule for discussion during these project meetings.

The SELECTED VENDOR shall provide written minutes of all meetings no later than five (5) business days after the meeting.

The SELECTED VENDOR shall provide the County with all programming cables required for the programming, or configuring of any provided piece of equipment.

8.2 Detailed Design Requirements

The SELECTED VENDOR shall submit the Detailed Design package within sixty (60) days after contract award, which shall include the following:

1. Any updates to previously submitted design information 2. System block diagrams 3. Radio channel plans 4. Cutover plan: a. A preliminary cutover plan describing how the radio system will be phased over into a fully operational system b. The SELECTED VENDOR shall successfully complete all tests and training prior to the actual cutover of systems c. The SELECTED VENDOR shall provide the necessary labor, materials, and equipment to cutover from existing systems to the proposed system d. The plan shall include the schedule and procedures associated with the transition of each operational user group. The plan shall specifically address how the existing users will begin using the new system with minimal operational impact

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e. The plan shall provide detailed component or subsystem cutover plans, and specifically delineate between systems that affect and do not affect ongoing operations f. The County reserves the right to approve and change the cutover plan as it relates to any or all system components

5. Coverage Acceptance Test Plan (CATP) 6. Site-by-site equipment list 7. System installation, optimization, operation, and maintenance manuals for all equipment 8. System installation plan detailing how any shelter space, or power constraints will be mitigated during system installation. The Installation plan should contain any items which may affect the cutover plan, or any site deficiencies that need to be mitigated prior to installation of equipment 9. Sample factory testing documentation for each piece of equipment 10. Blank installation and optimization documents to be completed during installation and provided with as-built documentation 11. Patching schedules and termination details for all cabling necessary for a complete record of the installation 12. Location of demarcation points for any items to be provided by the County 13. Site installation drawings, including room layouts, all cable runs, and grounding 14. Equipment rack/cabinet elevation diagrams 15. Tower drawings including antenna and coaxial cable loading information, antenna center line heights, and any other equipment mounted on the tower on a site by site basis 16. Tower structural analysis results for towers passing analysis 17. Passing structural analysis detailing required tower modifications for any towers that fail analysis

The SELECTED VENDOR shall submit a draft Factory Acceptance Test Plan (FATP) outlining a comprehensive series of tests that will demonstrate proof of performance and readiness for shipment.

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The SELECTED VENDOR shall submit a draft System Acceptance Test Plan (SATP) outlining a comprehensive series of test that will demonstrate proof of performance after installation and optimization is complete.

1. The final FATP and final SATP shall be submitted no later than fifteen (15) business days before the testing starts, and shall be approved no later than five business days before the testing starts 2. Any other items as required, or requested by the County prior to Detailed Design Review 3. The SELECTED VENDOR shall be responsible to notify the County of any site deficiencies prior to completion of the Detailed Design Review. Any site deficiencies found after the Detailed Design Review shall be the responsibility of the SELECTED VENDOR to cure 4. All items, required for detail design shall be submitted to the County ten (10) business days prior to the detailed design review meeting

8.3 Detailed Design Review Requirements

The SELECTED VENDOR shall prepare for and conduct a detailed design review meeting to present the system detailed design for review and approval.

The detailed design review shall be considered the last step prior to ordering and/or manufacturing of equipment. Upon approval of the detailed design by the County, the SELECTED VENDOR may begin the ordering and manufacturing of system equipment. The County shall not be held liable for any equipment ordered, or manufactured prior to approval of the detailed design.

8.4 Fleet Mapping Requirements

The SELECTED VENDOR shall develop the fleet map with input and direction from the County. The fleet map shall contain at a minimum:

1. Talkgroup IDs 2. Agency 3. Emergency actions 4. Encryption capability 5. Roaming capability 6. Priority

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The SELECTED VENDOR shall also develop subscriber radio equipment programming templates for all equipment, and program the units. These templates shall have the basic features and functions defined for a particular subscriber and user type. Templates shall be developed on a per agency basis.

The County will be given the opportunity to test up to twenty-five (25) subscriber radio equipment prior to cutover to ensure fleet mapping fits the needs of the users. If the fleet mapping requires modifications, the SELECTED VENDOR shall modify the fleet map and allow for more testing by the County. There shall be no limit on the number of changes required during fleet mapping in order to ensure the needs of the users are met.

Once the fleet map and templates are approved by the County and completed, the SELECTED VENDOR shall use these for installation of subscriber radio equipment and for further configuration of the system. The SELECTED VENDOR shall submit the final fleet maps and templates with the final as-built documentation.

8.5 Factory Staging Requirements

Each individual assembly or equipment unit shall undergo factory testing prior to shipment.

Standard factory test documentation, documenting the tests performed and indicating successful completion of testing shall be submitted to the County.

Respondents shall provide sample documents with their proposal for each assembly, or equipment which will receive factory testing prior to staging and shipping.

System staging:

1. The complete system shall be staged and tested at the factory, in the United States, to the greatest extent practical. The intent of the staging tests is to demonstrate to the County that the system is ready for shipment and installation. 2. The SELECTED VENDOR shall provide all necessary technical personnel, and test equipment to conduct staging tests. All deviations, anomalies, and test failures shall be resolved at the SELECTED VENDOR’s expense. 3. The SELECTED VENDOR shall use an FATP. The FATP shall be signed and dated by the SELECTED VENDOR and County representatives, following

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completion of all tests. All tests in the FATP shall be marked as either pass, fail, or pass qualify. 4. Failed tests shall be documented, corrected, and retested. All defective components shall be replaced and retested. Defective components that cannot be corrected shall be replaced at the expense of the SELECTED VENDOR. 5. Retest of individual failed FATP tests or the entire plan shall be at the County’s discretion. 6. The fully executed and completed FATP document shall be provided to the County.

8.6 System Shipping/Delivery Requirements

The SELECTED VENDOR shall submit a Bill of Materials (BOM) / packing list with two copies for each shipment of equipment. The packing list shall include the following information at a minimum for each component included in the packaging:

1. Manufacturer 2. Model 3. Serial number 4. Software and firmware version release 5. Unique identification of the package containing the item 6. Installation facility/site location 7. Spare equipment identifier (where applicable) 8. Factory test data sheets for each component as applicable

All items shipped by the SELECTED VENDOR or their suppliers will include the above information in a barcode format.

The SELECTED VENDOR shall be responsible for storage of equipment. At the County’s discretion and if available, the County may provide storage space.

The SELECTED VENDOR shall retain title and risk of loss for all items until, in the case of mobile equipment, installation in a vehicle, in the case of portable units until delivery and inventory, and in the case of system components, until system acceptance.

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8.7 System Installation Requirements

Installation shall include a complete and tested system to include placement of associated cabling, appropriate system layout, and terminal connections. The SELECTED VENDOR shall provide associated power supplies and any other temporary and permanent hardware, adapters and/or connections to deliver a complete operable system to the County at the time of acceptance.

All installations shall be performed by factory authorized or SELECTED VENDOR affiliated service shops. Other shops or installers may be used upon mutual agreement between the County and the SELECTED VENDOR. Qualified, adequately trained personnel familiar with this type of work shall perform all installations. Respondents shall provide the names of the service shops, a summary of their experience and a list of five references (minimum) for each proposed shop.

Prior to the start of the system installation, the SELECTED VENDOR shall participate in a mandatory project site survey with the County’s representative to confirm actual equipment location within each space. At that time, the exact equipment locations will be determined and documented by the SELECTED VENDOR.

The SELECTED VENDOR shall provide and pay for all materials necessary for the execution and completion of all work. Unless otherwise specified, all materials incorporated into the permanent work shall be new and shall meet the requirements of this RFP. All materials furnished and work completed shall be subject to inspection by the County or the County’s engineer.

Installation and optimization of the system shall follow manufacturers guidelines. Any and all documents contained within installation or optimization manuals shall be completed and included with as-built documents. This shall include any base station transmit, or receive readings, multicoupler, TTA, combiners, and antenna sweep documentation, etc.

To the greatest extent possible networking cables, or any other cabling which share conduits, or cable trays with other County cables shall be of a distinct color allowing for easy identification as cabling specific to the radio system.

All software revisions shall be documented and provided with as-built documentation.

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Equipment supplied as spare equipment may not be used for installation of the proposed system. All spare equipment must be supplied in an unused condition.

All equipment and devices shall be cleaned internally and externally, and all damaged finishes shall be repaired.

Worksites shall be left neat and broom swept upon completion of work each day. All shelter floors will be thoroughly cleaned and all scuff marks and abrasions will be removed prior to acceptance. All trash shall be removed weekly.

Inspection:

1. The County and/or the County’s representative shall conduct an inspection of the installations upon substantial completion. Any deficiencies shall be documented on a single punch list and provided to the Contractor for resolution. 2. The County reserves the right to be present and witness any portion of the installation and/or system optimization. 3. Final acceptance testing shall not commence until all punch list items are resolved.

8.8 System Acceptance Testing Requirements

Prior to system acceptance testing, the SELECTED VENDOR shall verify and document that all equipment, hardware, and software are upgraded to the latest factory revision. Multiple revision levels among similar equipment are not acceptable. The County shall be given two (2) weeks written notice that the system is ready for system acceptance testing.

System Acceptance Test Plan (SATP):

1. The draft SATP, which was provided during detailed design shall be finalized with input from the County no less than fourteen (14) days prior to the start of system acceptance testing. 2. The SELECTED VENDOR shall use the completed and approved SATP. The SATP shall be signed and dated by the SELECTED VENDOR and County representatives following completion of all tests. All tests in the SATP shall be marked as either pass, fail, or pass qualify.

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3. The SELECTED VENDOR shall provide all necessary technical personnel, and test equipment to conduct SATP tests. All deviations, anomalies, and test failures shall be resolved at the SELECTED VENDOR’s expense. 4. Failed tests shall be documented, corrected, and retested. All defective components shall be replaced and retested. Defective components that cannot be corrected shall be replaced at the expense of the SELECTED VENDOR. 5. Retest of individual failed SATP tests or the entire plan shall be at the County’s discretion. 6. The fully-executed and completed SATP document shall be provided to the County. 7. The SATP shall cover all systems and subsystems provided by the SELECTED VENDOR, including but not limited to the following: a. P25 system operation b. Console subsystem c. NMS subsystem d. Microwave system e. FSA

8.9 Radio Coverage Testing Requirements

Respondents shall submit a preliminary Coverage Acceptance Test Plan (CATP) with the Proposal. The final CATP shall be submitted during the detailed design stage of the project.

CATP:

1. The CATP shall be consistent with the procedures and guidelines outlined in TSB-88, latest revision. 2. Coverage testing shall commence only after the radio system is fully-tested and aligned. Significant changes to the system will require retesting of coverage at the County’s discretion. 3. The SELECTED VENDOR shall perform three types of coverage testing measurements for each testable grid both inbound and outbound talk paths: a. Automated testing for BER levels a. Automated testing for signal strength levels

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b. Manual subjective DAQ

4. Automated and intelligibility testing shall be complementary and serve to fully- verify that coverage requirements are met both technically and operationally. BER, signal strength, and DAQ shall be used to fully-verify that coverage requirements are met. 5. Test configurations: a. Testing configurations for automated and intelligibility testing shall represent typical operating configurations to the greatest extent possible, using portable and mobile radio equipment to be used with the system. b. For testing purposes, the County shall be divided into 1/4-square mile bins (½-mile x ½-mile). The SELECTED VENDOR may subdivide grids if necessary. c. Inaccessible grids shall not count as either a pass or fail in the statistical analysis. d. Automated objective mobile drive testing: 1) The SELECTED VENDOR shall test both the signal level and BER, at a statistically significant number of test locations (test grids) throughout the County’s service area utilizing automated test equipment.

2) BER testing shall be conducted for both uplink and downlink paths.

e. Non-automated subjective DAQ testing: 1) DAQ coverage testing for talk-in and talk-out performance shall be conducted using typical portable radios to be used on the system.

2) The SELECTED VENDOR shall provide a standardized test form for testing.

BER pass/fail criteria shall be based on TSB-88 values for P25 TDMA uplink and downlink paths as specified for an equivalent DAQ of 3.4 or better for the portions of County service area, at 95% reliability, as specified in Section 3.5, Radio System Coverage. Coverage testing is required for both the outbound (talk-out) signal and the inbound (talk-in) signal. The BER for the inbound signal may not be calculated; it must be tested. If the BER test fails, the coverage guarantee shall be deemed as

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invalid as well. The SELECTED VENDOR shall be responsible for making necessary adjustments to system design, securing any additional equipment needed and installation of equipment and software necessary to satisfy the coverage guarantee.

Buildings listed in Appendix C – Critical Building List, shall be tested for 95% coverage utilizing the non-automated subjective DAQ testing.

8.10 Cutover Requirements

The SELECTED VENDOR shall provide all necessary personnel required to support the cutover plan. These personnel will be present just prior to, during and immediately following cutover to ensure a smooth transition.

Cutover will not occur until all punch list items have been resolved and all installation and testing procedures have been executed and passed. The County will reserve the right to begin the cutover process in the event there are existing open punch list items.

8.11 30-Day Operational Test Period Requirements

Upon successful completion of system acceptance testing and completion of cutover, the system will be operated in the fully-loaded configuration using normal operating parameters.

Should a critical failure occur, or reoccurring similar failures occur during this period the system will be repaired by the SELECTED VENDOR and the thirty (30) day test will restart for an additional thirty (30) days.

The SELECTED VENDOR and the County will mutually define critical failures.

8.12 As-Built Documentation Requirements

At the completion of the installation phase, the SELECTED VENDOR shall provide complete as-built documentation, including but not limited to the following:

1. Equipment provided 2. Plan and elevation drawings of all equipment including antennas on towers 3. Cabling and terminations 4. Software and configuration files for all equipment

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5. System block diagrams 6. Site layout drawings 7. Construction drawings for new (greenfield) and existing sites 8. Tower mapping documentation 9. Tower structural analysis documentation 10. Detailed design documentation 11. Fleet mapping and programming 12. Setup and alignment information 13. Successfully completed, signed, and dated acceptance testing documents including staging, coverage and final acceptance testing. 14. Warranty documentation 15. All documentation provided as part of detailed design

8.13 System Acceptance Requirements

The County shall deem the system ready for final system acceptance following successful completion and approval of the following:

Final design submittals

FATP

System installation

SATP

CATP

Training

Cutover

Thirty (30) day operational test period

As-built documentation

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9. Warranty, Maintenance, and Support Requirements

9.1 Warranty Requirements

The proposed communications system shall have a warranty period of three (3) years. The warranty period shall commence upon final system Acceptance. The warranty shall cover all equipment and software provided in the final equipment list and installed by the SELECTED VENDOR.

The SELECTED VENDOR shall provide a single toll-free telephone number that answers twenty-four (24) hours a day, seven (7) days a week, 365 days a year, for service requests and warranty claims.

Respondents shall state in their proposals the name, address, and capabilities of the service station(s) providing warranty service.

The following procedures shall be followed during the warranty period:

1. Warranty maintenance shall be performed twenty-four (24) hours a day with no additional charges. 2. The service facility shall provide prompt repair service, with service personnel arriving onsite within two (2) hours after a service request by the County and returning the system to service within four hours after a service request by the County. 3. The County shall be provided written documentation indicating the cause of the service outage, the resolution, and all post repair testing procedures to ensure proper operation. In the event County owned spares are used to complete a repair, the model and serial number of both the defective unit and the spare shall be noted in the documentation. 4. For all equipment needing factory or depot repairs, a comprehensive tracking system shall be put in place by the SELECTED VENDOR to track units to and from the factory/depot.

The following services will be provided during the warranty period:

1. Network monitoring: the SELECTED VENDOR shall remotely monitor all components provided as part of this procurement. Monitoring shall be performed continuously twenty-four (24) hours per-day 365 days per-year from a remote location specifically staffed with personnel performing monitoring duties for other systems throughout the United States.

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Connectivity required for network monitoring shall be provided and paid for by the SELECTED VENDOR. All network monitored events shall be logged by the SELECTED VENDOR and a report shall be provided to the County on an agreed upon schedule. 2. Dispatch services: the SELECTED VENDOR shall notify the appropriate personnel in the event of a system event detected through the network monitoring service. Any events requiring notification of maintenance personnel shall be logged and provided to the County on a monthly basis, or as requested. 3. Onsite repair: the SELECTED VENDOR shall supply the appropriate personnel to provide on-site repair of any failed system components or ancillary equipment. All components provided through this procurement shall be repaired by the SELECTED VENDOR or their subcontractors. System components shall be returned to a fully functional state via direct onsite repair, replacement of faulty module, or replacement of entire component. 4. Depot repair: the SELECTED VENDOR shall provide for depot repair of any components found to be defective, or not within factory specifications. Depot repair shall also include an overnight delivery of replacement parts for use in place of a defective item while it is being repaired. The County shall have the option of keeping the replacement part, or returning the repaired component to service. 5. Software services: the SELECTED VENDOR shall provide and install any software patches, anti-virus definitions, or other software as released to any provided networking and/or system devices. 6. Information security services: the SELECTED VENDOR shall monitor the network architecture to detect and respond to security related incidents, manage system firewalls, update anti-virus software, test and update security patches, and proactively manage the security of the radio system network. 7. Software refresh: the SELECTED VENDOR shall install all software updates as they are released and are applicable to the provided system and its components. The SELECTED VENDOR shall provide all labor and software. Prior to expiration of the warranty period, all system software shall be updated to the latest software revision shipping on the end-of-warranty date. 8. Hardware refresh: the SELECTED VENDOR shall replace any hardware that is not compatible with the latest revision software. In addition, all system components shall be replaced with the then current versions shipping on the warranty expiration date. This ensures system components are not at end of life upon expiration of the warranty period.

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9. System manager: the SELECTED VENDOR shall provide system management functions by an individual that has been factory trained and is competent to monitor and change network settings as required by the County. These services shall be available during the system warranty period on an as needed basis and will not be limited to alias database changes, usage and alarm reports. If any changes to the system cannot be performed by the provided system manager, the SELECTED VENDOR shall provide the appropriate personnel to meet the request of the County. 10. Spare parts: the SELECTED VENDOR shall maintain a sufficient quantity of spare parts to maintain 24/7 operation of the provided system and subsystems. A spare shall be available for any system component not configured for redundant operation. Spare antennas shall be on hand for each make and model used in the system design

9.2 Parts Availability Requirements

From the date of system acceptance to the seventh anniversary of the date of system acceptance, the SELECTED VENDOR shall maintain replacement parts for all delivered equipment.

In the event the SELECTED VENDOR plans to discontinue stocking any part required for maintenance after the seventh anniversary of system acceptance, the SELECTED VENDOR shall send written notice to the County twenty-four (24) months prior to the date of discontinuance and maintain support for five years.

All parts, ordered on a priority basis, shall be delivered within twenty-four ( 2)4 hours after placing an order. The SELECTED VENDOR shall provide year around, twenty- four (24) hour ordering facilities via telephone, internet, email, and fax service.

9.3 Spare Equipment Requirements

From the date of system acceptance to the seventh anniversary of the date of system acceptance, the SELECTED VENDOR shall maintain replacement parts for all delivered equipment.

In the event the SELECTED VENDOR plans to discontinue stocking any part required for maintenance after the seventh anniversary of system acceptance, the SELECTED VENDOR shall send written notice to the County twenty-four (4) months prior to the date of discontinuance to allow for last-time buys and replenishment.

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All parts, ordered on a priority basis, shall be delivered within twenty-four (24) hours after placing an order. The SELECTED VENDOR shall provide year around, twenty- four (24)-hour ordering facilities via telephone, internet, email, and fax service.

Respondents shall propose to the County, as an OPTION, recommended spare parts for the system, subsystems, and individual equipment.

The list of spare parts shall include, but is not limited to:

1. Any Respondent identified Field Replaceable Units (FRUs) 2. Any infrastructure component, which does not have FRUs that can cause a critical failure if it were to fail. Examples could include Base Station Antennas and other non-modular components. 3. Power supplies 4. Test measurement, calibration and repair kits 5. Diagnostic equipment to support County maintenance activities 6. Spares for less critical items shall also be listed

The list shall include items that will rapidly and completely restore all critical system functionality with the least amount of effort, e.g., board replacement instead of troubleshooting to the component level when a critical unit has failed.

The quantities of spares in the list shall be appropriately sized to accommodate equipment quantities in the system.

The list shall define the primary equipment category each spare kit supports, e.g., transceiver board for a repeater, interface board for a console, etc.

The system engineering design documentation shall include a narrative on the Respondent’s ability to replace failed units from stock and the process and timing to repair, replace, and return failed units delivered for repair.

System engineering design documentation shall also include the Mean Time Between Failure (MTBF) of equipment, parts, and other maintenance support for the system

9.4 Post-Warranty Maintenance Requirements

As an OPTION, Respondents shall propose maintenance services for subsequent years, renewable on an annual basis. A minimum of pricing for years four (4)

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through ten (10) shall be provided with pricing detailed for each annual period. Maintenance services shall be provided for all pieces of equipment proposed and installed.

Respondents shall fully-describe the terms and conditions of the maintenance services.

Respondents shall indicate who the local authorized repair facility will be for post warranty repairs upon completion of the detailed design review process.

Respondents shall provide detailed pricing for post-warranty products and services within Appendix B. Accompanying the pricing, Respondents shall provide narrative documents describing the proposed products and services.

If Respondents wrap several products and services into a larger offering, they shall detail each within Appendix B and the narrative documents.

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10. General Terms and Conditions

The County has included its General Terms and Conditions and other required forms for Respondents to review and return as part of their submission package.

Respondents shall review and complete the forms provided by the County in the following Appendices

1. Appendix G – General Conditions and Instructions to Bidders/Offerors (Respondents) 2. Appendix H – Insurance Checklist 3. Appendix I – Non-Collusion Statement 4. Appendix JI – Vendor (Respondent) Sheet 5. Appendix K – Offeror (Respondent) Statement 6. Appendix L – SCC Form

10.1 Insurance Requirements

By signing and submitting a proposal under this solicitation, the Respondent certifies that if awarded the contract, it will have the insurance coverage specified on the Insurance Checklist in Appendix H at the time work commences.

Additionally, the Respondent certifies that it will maintain all required insurance coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

During the period of the contract, the County requires the SELECTED VENDOR to furnish the certificates of insurance for coverage required to the Contract Officer of the County, with each County endorsed as additional insured.

10.2 Authority to Bind Firm in Contract

Proposals must give full name and address of Respondent. Failure to manually sign proposal may disqualify the proposal. The person signing the proposal should show title or authority to bind the SELECTED VENDOR in the contract. The firm’s full, legal name and authorized signature must appear on the proposal in the space provided.

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10.3 Severability

In the event any provision shall be adjudged or decreed to be invalid, such ruling shall not invalidate the entire Agreement but shall pertain only to the provision in question and the remaining provisions shall continue to be valid, binding and in full force and effect.

10.4 Ownership of Documents

Any reports, studies, photographs, negatives, or other documents prepared by the SELECTED VENDOR(s) for the specific, limited performance of its obligations under this contract shall be the exclusive property of the County, and all such materials shall be remitted to the County by the SELECTED VENDOR upon completion, termination or cancellation of the contract. SELECTED VENDOR shall not use, willingly allow, or cause to have such materials used for any purpose other than performance of the SELECTED VENDOR’s obligations under this contract without the prior written consent of the County.

10.5 Performance

Unacceptable Performance – The County reserves the right to inspect all operations/records and to withhold payment for any services not performed to or performed not in accordance with specifications/contract documents.

Payments withheld for unsatisfactory performance may be released upon receipt of satisfactory evidence that the services have been corrected to the County’s satisfaction. These corrections shall be at no cost to the County.

The SELECTED VENDOR shall correct deficiencies within 24 hours of notice by telephone or in writing. Failure to do so shall be cause for withholding of payment for the service and may result in default action.

10.6 Contingent Fee Warranty

The Respondent warrants that it has not employed or retained any person or persons not generally associated with Respondent for the purpose of soliciting or securing this agreement.

The Respondent further warrants that it has not paid or agreed to pay any company or person any fee, commission, percentage, brokerage fee, gift or any other consideration contingent upon the award or making of this agreement. For breach

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of one or both of the foregoing warranties, the County shall have the right to terminate this agreement without liability, or in its discretion, to deduct from the agreed fee, payment or consideration, or otherwise recover, the full amount of said prohibited fee, commission, percentage, brokerage fee, gift or contingent fee.

10.7 Method of Ordering and Payment

The SELECTED VENDOR shall accept County purchase orders as the approved method of ordering, both for the initial system upgrade and, for any equipment purchased subsequently to that initial project.

Each County purchase order will cite a specific period of time and will indicate an authorized representative allowed to make releases against the purchase order and/or to be contacted with any correspondence or questions relative to the purchase order.

The Contractor shall submit invoices, listing the services performed and completed. Invoice must show: Purchase order number, contract number, detail of services received and total amount due. Invoices must be submitted to the address/persons shown on the Purchase Order.

The County will make payment within forty-five (45) days of receipt of accurate and complete invoice.

10.8 State Corporation Commission (SCC) Requirements

Proposals shall include the identification number issued by the State Corporation Commission (SCC) as proof of registration or justification for non-registration

Use the form included as Appendix L to this RFP to provide the Respondent’s State Corporation Commission Identification Number or justification for non-registration.

The SCC may be reached at 804-371-9733 or at www.scc.virginia.gov/default.aspx. Failure to include this form with proposal submissions may result in rejection of the proposal.

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Appendix A - Compliance Matrix

Respondents Statement of Respondents Clarifications and RFP Section Description Compliance Comments 1 Project Overview 1.1 Introduction 1.1.1 Existing Radio Communications System 1.2 Overview of this RFP 1.3 Project Summary 1.4 Proposals Desired 1.5 Alternative Proposals 1.6 Quality Assurance and Control (QA/QC) 1.6.1 Standards and Guidelines 1.6.2 Frequency Coordination and Licensing 1.6.3 Federal Aviation Administration (FAA) (if applicable) 1.6.4 Project Management 1.6.5 Quality Assurance QA / Quality Control (QC) Program 2 Instructions to Respondents 2.1 General Instructions 2.2 Mandatory Pre-Proposal Conference 2.3 Proposal Schedule 2.4 Proposal Format 2.4.1 Cost Proposal 2.5 Proposal Evaluation 2.6 Proposal Evaluation Criteria 2.7 Contract Award

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Respondents Statement of Respondents Clarifications and RFP Section Description Compliance Comments 3 Radio Communications System Requirements 3.1 Overview 3.2 Project 25 (P25) 3.3 Redundancy and Survivability 3.4 Radio System Capacity 3.4.1 Grade of Service (Gos) 3.4.2 Expansion 3.5 Radio System Coverage 3.5.1 Radio Coverage Model and Maps 3.5.2 TIA® TSB-88 - Annex A CATP User Choices 3.5.3 Link Budgets 3.6 Project 25 (P25) System Feature Requirements 3.6.1 Radio Communications System Control Equipment 3.6.2 Simulcast Control Equipment 3.6.3 Over-the-Air Programming (OTAP) 3.6.4 Encryption 3.6.5 Over-the-Air Rekeying (OTAR) 3.6.6 Global Positioning System (GPS) and interface to CAD Automatic Vehicle Location (AVL) 3.6.7 Receiver Voting 3.6.8 Base Station Equipment 3.6.9 Antenna Systems

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Respondents Statement of Respondents Clarifications and RFP Section Description Compliance Comments 3.6.10 Interoperability Gateway Devices 3.6.11 Dispatch Console Subsystem 3.6.12 Multimedia Logging Recorder System 3.6.13 Network Management System (NMS) 3.6.14 Fire Station Alerting (FSA) 3.7 Project 25 (P25) System Optional Features 3.7.1 Geographically Diverse P25 Control Equipment 3.7.2 P25 Inter-RF Subsystem Interface (ISSI) 3.7.3 Smartphone Integration 3.7.4 Personnel Accountability Service 3.8 VHF Paging and Interoperability Subsystem 4 Backhaul Network Requirements 4.1 Orange County Fiber Optic Network 4.2 Licensed Digital Microwave Network 4.3 Microwave Backhaul Network Engineering 4.4 Microwave Antenna System 4.5 Backhaul Network Management 5 Subscriber Radio Equipment Requirements 5.1 Overview 5.2 General Subscriber Radio Equipment Requirements 5.2.1 Portable Radios 5.2.2 Mobile Radios 5.2.3 Control Stations 5.2.4 Vehicular Repeaters

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Respondents Statement of Respondents Clarifications and RFP Section Description Compliance Comments 6 Facilities and Infrastructure Development Requirements 6.1 General Requirements 6.2 Site Selection Requirements 6.2.1 Existing Site Development Requirements 6.3 New (Greenfield) Site Development Requirements 6.3.1 Site Preparation Requirements 6.3.2 Fencing Requirements 6.3.3 Radio Communications Tower Requirements 6.3.4 Equipment Shelter Requirements 6.3.5 Generator and Automatic Transfer Switch (ATS) Requirements 6.3.6 Uninterruptable Power Supplies (UPS) 7 Training Requirements 7.1 General Training Requirements 7.2 Subscriber Equipment and Dispatch Console Training Requirements 7.3 Technical/System Management Training Requirements 8 System Implementation, Test, and Acceptance Requirements 8.1 General Requirements 8.2 Detailed Design Requirements 8.3 Detailed Design Review Requirements 8.4 Fleet Mapping Requirements

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Respondents Statement of Respondents Clarifications and RFP Section Description Compliance Comments 8.5 Factory Staging Requirements 8.6 System Shipping/Delivery Requirements 8.7 System Installation Requirements 8.8 System Acceptance Testing Requirements 8.9 Radio Coverage Testing Requirements 8.1 Cutover Requirements 8.11 30-Day Operational Test Period Requirements 8.12 As-Built Documentation Requirements 8.13 System Acceptance Requirements 9 Warranty, Maintenance, and Support Requirements 9.1 Warranty Requirements 9.2 Parts Availability Requirements 9.3 Spare Equipment Requirements 9.4 Post-Warranty Maintenance Requirements 10 General Terms and Conditions 10.1 Insurance Requirements 10.2 Authority to Bind Firm in Contract 10.3 Severability 10.4 Ownership of Documents 10.5 Performance 10.6 Contingent Fee Warranty 10.7 Method of Ordering and Payment 10.8 State Corporation Commission (SCC) Requirements

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Appendix B - Proposal Pricing Forms

Table B.1 – Proposal Pricing Form (Total Base System Costs)

Description Total System Components (Subtotals from Table B.2) System Control Equipment Simulcast Control Equipment Remote Site Equipment Microwave Network Equipment Network Management System Dispatch Console Equipment Spare Equipment Other Total System Components Cost System Services (Subtotals from Table B.3) Installation Project Management System Engineering System Staging Coverage & Acceptance Testing Documentation Training Warranty & Maintenance Other Total Services Cost Infrastructure Development - Existing Sites (Subtotals from Table B.4A)

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Description Total Towers Shelters Generator, Propane Tanks, and ATS PM, Engineering, and Installation Other Total Infrastructure Development Cost - Existing Sites Infrastructure Development - (Subtotals from Alternate Sites (Table B.4B)) Towers Shelters Generator, Propane Tanks, and ATS Remote Site Equipment Microwave Network Equipment PM, Engineering, and Installation Other Total Infrastructure Development Cost - Alternate Sites

November 9, 2017 Page 133 of 208 Orange County, Virginia P25 Radio System Request for Proposals

User Radio Cost (Subtotals from Table B.6) Portable Radios Mobile Radios Control Stations Warranty & Maintenance Other Total User Radio Cost Total Proposal Cost

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November 9, 2017 Page 134 of 208 Orange County, Virginia P25 Radio System Request for Proposals

Table B.2 – Proposal Pricing Form (System Components Cost)

NOTE: Show unit cost per site where applicable

PROPOSAL PRICING FORM (System Components Cost)

Item Description Site Name/Location Qty. Unit Cost Extended Cost

System Control Equipment System Core Equipment with redundancy to support system services proposed System Core Equipment software and licensing to support system services proposed

Interoperability Gateway Devices Ancillary Support Equipment (e.g.,

UPS and similar)

System Control Equipment Subtotal Simulcast Control Equipment

November 9, 2017 Page 135 of 208 Orange County, Virginia P25 Radio System Request for Proposals

NOTE: Show unit cost per site where applicable

PROPOSAL PRICING FORM (System Components Cost)

Item Description Site Name/Location Qty. Unit Cost Extended Cost Geo-diverse Simulcast Control Equipment to support required system services Geo-diverse Simulcast Control Equipment software and licensing

to support required system services Geo-diverse Voting Control Equipment Geo-diverse Voting Control Equipment software and licensing Ancillary Support Equipment (e.g.,

UPS and similar) Simulcast Control Equipment Subtotal Remote Site Equipment Remote site control and RF

equipment Remote site control and RF

equipment licensing and software Antenna systems (Radio) Ancillary Support Equipment (e.g.,

UPS, dehydrators, etc.) Interoperability Gateway Devices

November 9, 2017 Page 136 of 208 Orange County, Virginia P25 Radio System Request for Proposals

NOTE: Show unit cost per site where applicable

PROPOSAL PRICING FORM (System Components Cost)

Item Description Site Name/Location Qty. Unit Cost Extended Cost

Remote Site Equipment Subtotal Microwave Network Equipment Microwave control and RF

equipment

November 9, 2017 Page 137 of 208 Orange County, Virginia P25 Radio System Request for Proposals

NOTE: Show unit cost per site where applicable

PROPOSAL PRICING FORM (System Components Cost)

Item Description Site Name/Location Qty. Unit Cost Extended Cost

Microwave control and RF

equipment software and licensing Antenna systems (Microwave) Ancillary Support Equipment (e.g.,

UPS, dehydrators, etc.) Ice Shields

November 9, 2017 Page 138 of 208 Orange County, Virginia P25 Radio System Request for Proposals

NOTE: Show unit cost per site where applicable

PROPOSAL PRICING FORM (System Components Cost)

Item Description Site Name/Location Qty. Unit Cost Extended Cost

Microwave Network Equipment Subtotal Network Management System Network Management Control

Equipment Network Management Remote

Site Equipment Network Management Terminals

Subtotal Network Management System Dispatch Console System (6 dispatch positions) Common or Core equipment Common/Core software and

licensing Operator position equipment

November 9, 2017 Page 139 of 208 Orange County, Virginia P25 Radio System Request for Proposals

NOTE: Show unit cost per site where applicable

PROPOSAL PRICING FORM (System Components Cost)

Item Description Site Name/Location Qty. Unit Cost Extended Cost

Operator position software and

licensing Voice logging recorder interface CAD system interface Console back up control stations Interoperability Gateway Devices

Dispatch Console System Subtotal Recommended Spare Equipment (list)

Recommended Spare Equipment Subtotal Other

November 9, 2017 Page 140 of 208 Orange County, Virginia P25 Radio System Request for Proposals

NOTE: Show unit cost per site where applicable

PROPOSAL PRICING FORM (System Components Cost)

Item Description Site Name/Location Qty. Unit Cost Extended Cost

Other Subtotal

Total System Components Cost

Table B.3 – Proposal Pricing Form (System Services Cost)

NOTE: Show unit cost per site where applicable

PROPOSAL PRICING FORM (System Services Cost)

Item Description Site Name/Location Qty. Unit Cost Extended Cost

Installation

November 9, 2017 Page 141 of 208 Orange County, Virginia P25 Radio System Request for Proposals

NOTE: Show unit cost per site where applicable

PROPOSAL PRICING FORM (System Services Cost)

Item Description Site Name/Location Qty. Unit Cost Extended Cost

Installation Subtotal Project Management

Project Management Subtotal System Engineering

November 9, 2017 Page 142 of 208 Orange County, Virginia P25 Radio System Request for Proposals

NOTE: Show unit cost per site where applicable

PROPOSAL PRICING FORM (System Services Cost)

Item Description Site Name/Location Qty. Unit Cost Extended Cost System Engineering Subtotal System Staging

System Staging Subtotal Coverage & Acceptance Testing Coverage Testing Factory Acceptance Testing System Acceptance Testing

Coverage and Acceptance Testing Subtotal Documentation

November 9, 2017 Page 143 of 208 Orange County, Virginia P25 Radio System Request for Proposals

NOTE: Show unit cost per site where applicable

PROPOSAL PRICING FORM (System Services Cost)

Item Description Site Name/Location Qty. Unit Cost Extended Cost

Documentation Subtotal Training User Radio Operator Training Dispatch Console Operator

Training Dispatch Supervisor Training System Manager Training

Training Subtotal Warranty & Maintenance (Radio System, Microwave, and Dispatch Consoles) Remote System Monitoring (24/7) Onsite Response and Repair

(24/7) FRU Exchange and Repair Annual Preventive Maintenance

and Optimization

November 9, 2017 Page 144 of 208 Orange County, Virginia P25 Radio System Request for Proposals

NOTE: Show unit cost per site where applicable

PROPOSAL PRICING FORM (System Services Cost)

Item Description Site Name/Location Qty. Unit Cost Extended Cost On Call Technical Support

Services (24/7) Information Security Monitoring

and Protection Services System software maintenance

(updates)

Warranty and Maintenance Subtotal Other

November 9, 2017 Page 145 of 208 Orange County, Virginia P25 Radio System Request for Proposals

NOTE: Show unit cost per site where applicable

PROPOSAL PRICING FORM (System Services Cost)

Item Description Site Name/Location Qty. Unit Cost Extended Cost

Other Subtotal

Total System Services Cost

November 9, 2017 Page 146 of 208 Orange County, Virginia P25 Radio System Request for Proposals

Table B.4A – Proposal Pricing Form (Existing Site Development Cost)

NOTE: Show unit cost per site where applicable

PROPOSAL PRICING FORM (Existing Site Development Cost)

Item Description Site Name/Location Qty. Unit Cost Extended Cost Towers

Towers Subtotal Shelters

November 9, 2017 Page 147 of 208 Orange County, Virginia P25 Radio System Request for Proposals

NOTE: Show unit cost per site where applicable

PROPOSAL PRICING FORM (Existing Site Development Cost)

Item Description Site Name/Location Qty. Unit Cost Extended Cost

Shelters Subtotal Generator, Propane Tanks, and ATS

Generator, Propane Tanks, and ATS Subtotal Project Management

November 9, 2017 Page 148 of 208 Orange County, Virginia P25 Radio System Request for Proposals

NOTE: Show unit cost per site where applicable

PROPOSAL PRICING FORM (Existing Site Development Cost)

Item Description Site Name/Location Qty. Unit Cost Extended Cost

Project Management Subtotal Engineering

Engineering Subtotal Installation

November 9, 2017 Page 149 of 208 Orange County, Virginia P25 Radio System Request for Proposals

NOTE: Show unit cost per site where applicable

PROPOSAL PRICING FORM (Existing Site Development Cost)

Item Description Site Name/Location Qty. Unit Cost Extended Cost

Installation Subtotal Other

Other Subtotal

Total Infrastructure Development Cost

November 9, 2017 Page 150 of 208 Orange County, Virginia P25 Radio System Request for Proposals

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November 9, 2017 Page 151 of 208 Orange County, Virginia P25 Radio System Request for Proposals

Table B.4B – Proposal Pricing Form (Alternate Site Development Cost)

NOTE: Show unit cost per site where applicable NOTE: Show unit cost per site where applicable

PROPOSAL PRICING FORM (Alternate Site Development Cost)

Item Description Site Name/Location Qty. Unit Cost Extended Cost Towers

Towers Subtotal Shelters

Shelters Subtotal

November 9, 2017 Page 152 of 208 Orange County, Virginia P25 Radio System Request for Proposals

NOTE: Show unit cost per site where applicable

PROPOSAL PRICING FORM (Alternate Site Development Cost)

Item Description Site Name/Location Qty. Unit Cost Extended Cost Generator, Propane Tanks, and ATS

Generator, Propane Tanks, and ATS Subtotal Remote Site Equipment Remote site control and RF

equipment Remote site control and RF

equipment licensing and software Antenna systems (Radio) Ancillary Support Equipment (e.g.

UPS, dehydrators, etc.) Interoperability Gateway Devices

November 9, 2017 Page 153 of 208 Orange County, Virginia P25 Radio System Request for Proposals

NOTE: Show unit cost per site where applicable

PROPOSAL PRICING FORM (Alternate Site Development Cost)

Item Description Site Name/Location Qty. Unit Cost Extended Cost Remote Site Equipment Subtotal Microwave Network Equipment Microwave control and RF

equipment Microwave control and RF

equipment software and licensing Antenna systems (Microwave) Ancillary Support Equipment (e.g.

UPS, dehydrators, etc.) Ice Shields

Microwave Network Equipment Subtotal

November 9, 2017 Page 154 of 208 Orange County, Virginia P25 Radio System Request for Proposals

NOTE: Show unit cost per site where applicable

PROPOSAL PRICING FORM (Alternate Site Development Cost)

Item Description Site Name/Location Qty. Unit Cost Extended Cost Project Management

Project Management Subtotal Engineering

November 9, 2017 Page 155 of 208 Orange County, Virginia P25 Radio System Request for Proposals

NOTE: Show unit cost per site where applicable

PROPOSAL PRICING FORM (Alternate Site Development Cost)

Item Description Site Name/Location Qty. Unit Cost Extended Cost

Engineering Subtotal Installation

Installation Subtotal Other

November 9, 2017 Page 156 of 208 Orange County, Virginia P25 Radio System Request for Proposals

NOTE: Show unit cost per site where applicable

PROPOSAL PRICING FORM (Alternate Site Development Cost)

Item Description Site Name/Location Qty. Unit Cost Extended Cost

Other Subtotal Total Infrastructure Development Cost

November 9, 2017 Page 157 of 208 Orange County, Virginia P25 Radio System Request for Proposals

Table B.5 – Proposal Pricing Form (Optional System Components Cost)

NOTE: Show unit cost per site where applicable

PROPOSAL PRICING FORM (Optional System Components Cost) Site Item Description Qty. Unit Cost Extended Cost Name/Location System Control Equipment Geo Diverse Core Equipment to

support system services proposed Geo Diverse Core Equipment software and licensing to support system services proposed ISSI connection to neighboring

system Interoperability Gateway Device

(per device) Ancillary Support Equipment (e.g.,

UPS and similar)

Smartphone interface equipment

to P25 system

Smartphone interface equipment

software and licensing

November 9, 2017 Page 158 of 208 Orange County, Virginia P25 Radio System Request for Proposals

NOTE: Show unit cost per site where applicable

PROPOSAL PRICING FORM (Optional System Components Cost) Site Item Description Qty. Unit Cost Extended Cost Name/Location

Simulcast Control Equipment Geo-diverse Simulcast Control Equipment to support required system services Geo-diverse Simulcast Control Equipment software and licensing

to support required system services Geo-diverse Voting Control

Equipment Geo-diverse Voting Control

Equipment software and licensing Ancillary Support Equipment (e.g.,

UPS and similar)

Network Management System Network Management Control 1 Equipment (expansion) Network Management Remote 1 Site Equipment (expansion) Network Management Terminals 1 (expansion)

November 9, 2017 Page 159 of 208 Orange County, Virginia P25 Radio System Request for Proposals

NOTE: Show unit cost per site where applicable

PROPOSAL PRICING FORM (Optional System Components Cost) Site Item Description Qty. Unit Cost Extended Cost Name/Location Dispatch Console Equipment (8 positions) Common or Core equipment Common/Core software and

licensing Operator position equipment Operator position software and

licensing Voice logging recorder interface Console back up control stations Interoperability Gateway Devices

Preparation of Site Construction Documents Site construction documents (bid documents) suitable for release by County

November 9, 2017 Page 160 of 208 Orange County, Virginia P25 Radio System Request for Proposals

NOTE: Show unit cost per site where applicable

PROPOSAL PRICING FORM (Optional System Components Cost) Site Item Description Qty. Unit Cost Extended Cost Name/Location Recommended Spare Equipment (list)

Other

The remainder of this page intentionally left blank.

November 9, 2017 Page 161 of 208 Orange County, Virginia P25 Radio System Request for Proposals

Table B.6 – Proposal Pricing Form (User Radio Cost)

PROPOSAL PRICING FORM (User Radio Cost) Model/Item/Option/ Extended Item Description Qty. Unit Cost Part # Cost Portable Radios Basic Tier Portable: 700/800 MHz, Project 25 - Phase 2, w/battery, belt clip, standard antenna, IP54 rated (minimum), display with limited keypad (3-6 keys), 512 modes/channels Basic Tier Radio Options: Ruggedized Housing OTAP Software Spare Batteries Desk Chargers Multi-Unit Chargers (minimum of 6 slots) Swivel Carry Case Speaker Mic with Antenna Programming Basic Tier Portable w/acc. Totals Mid-Tier Portable: 700/800 MHz, Project 25 - Phase 2,w/battery, belt clip, standard

antenna, IP67 rated (minimum), display with limited keypad, 512 - 1000 modes/channels Mid-Tier Radio Options: Ruggedized Housing High Visibility Housing OTAP Software

November 9, 2017 Page 162 of 208 Orange County, Virginia P25 Radio System Request for Proposals

PROPOSAL PRICING FORM (User Radio Cost) Model/Item/Option/ Extended Item Description Qty. Unit Cost Part # Cost Encryption OTAR Software Multikey Software Hi-Capacity Battery upgrade (3000 mAh

rating or better) Hi-Capacity Spare Battery Standard Capacity Spare Battery Desk Chargers Multi-Unit Chargers (minimum of 6 slots) Swivel Carry Case Speaker Mic with Antenna Programming Mid-Tier Portable w/acc. Totals High Tier Portable: 700/800 MHz, Project 25 - Phase 2, w/battery, belt clip, standard

antenna, IP67 rated (minimum), display with full keypad, 1000+ modes/channels High Tier Radio Options: Ruggedized Housing OTAP Software Encryption OTAR Software Multikey Software Hi-Capacity Battery upgrade (3000 mAh

rating or better)

November 9, 2017 Page 163 of 208 Orange County, Virginia P25 Radio System Request for Proposals

PROPOSAL PRICING FORM (User Radio Cost) Model/Item/Option/ Extended Item Description Qty. Unit Cost Part # Cost Hi-Capacity Spare Battery Standard Capacity Spare Battery Desk Chargers Multi-Unit Chargers (minimum of 6 slots) Swivel Carry Case Speaker Mic with Antenna Vehicular Charger Bluetooth Remote Speaker Mic Programming High Tier Portable w/acc. Totals Multi-Band High Tier Portable: 700/800 MHz, Project 25 - Phase 2, w/battery, belt clip, standard antenna, IP67 rated (minimum), display with full keypad, 1000+ modes/channels Multi-Band High Tier Radio Options: Ruggedized Housing OTAP Software Encryption OTAR Software Multikey Software GPS capable Hi-Capacity Battery upgrade (3000 mAh

rating or better) Hi-Capacity Spare Battery Standard Capacity Spare Battery

November 9, 2017 Page 164 of 208 Orange County, Virginia P25 Radio System Request for Proposals

PROPOSAL PRICING FORM (User Radio Cost) Model/Item/Option/ Extended Item Description Qty. Unit Cost Part # Cost Desk Chargers Multi-Unit Chargers (minimum of 6 slots) Swivel Carry Case Speaker Mic with Antenna Portable Wireless Headset Programming Multi-Band High Tier Portable w/acc.

Totals Mobile Radios Basic Tier Mobile: 35W Dash Mount, 700/800 MHz, Project 25 - Phase 2 with OTAP software, microphone, external speaker, cables, fusing, mounting hardware, coaxial cable, unity gain antenna, IP54 rated (minimum), display with limited keypad, 512 modes/channels Programming and installation Removal of Legacy equipment Basic Tier Mobile w/acc. Totals Mid-Tier Mobile: 35W Dash Mount, 700/800 MHz, Project 25 - Phase 2 with microphone, external speaker, cables, fusing, mounting hardware, coaxial cable, unity gain antenna, IP54 rated (minimum), display with limited keypad, 513 -1000 modes/channels Mid-Tier Radio Options:

November 9, 2017 Page 165 of 208 Orange County, Virginia P25 Radio System Request for Proposals

PROPOSAL PRICING FORM (User Radio Cost) Model/Item/Option/ Extended Item Description Qty. Unit Cost Part # Cost OTAP Software Encryption OTAR Software Multikey Software Remote Mount Dual Control Head Hand Held Control Head Headset Interface System Control Station Option (power supply,

deskmic, base tray) Programming and installation of Remote

Mount Programming and installation of Dual

Control Head Programming and installation of Hand Held

Control Head Installation of Headset Interface System Programming and installation of Dash Mount Removal of legacy equipment Mid-Tier Mobile w/acc. Totals

November 9, 2017 Page 166 of 208 Orange County, Virginia P25 Radio System Request for Proposals

PROPOSAL PRICING FORM (User Radio Cost) Model/Item/Option/ Extended Item Description Qty. Unit Cost Part # Cost High Tier Mobile: 35W Dash Mount 700/800 MHz, Project 25 - Phase 2 with OTAP software, microphone, external speaker, cables, fusing, mounting hardware, coaxial cable, unity gain antenna, IP54 rated (minimum), display with full keypad, 1000 plus modes/channels High Tier Radio Options: Control Station Option (power supply,

deskmic, base tray) Programming and installation Removal of legacy equipment High Tier Mobile w/acc. Totals Multi-Band High Tier Mobile: 35W Dash Mount 700/800 MHz, Project 25 - Phase 2 with microphone, external speaker, cables, fusing, mounting hardware, coaxial cable, unity gain antenna, IP54 rated (minimum), display with full keypad, 1000 plus modes/channels Multi-Band High Tier Radio Options: OTAP Software Encryption OTAR Software Multikey Software GPS capable Remote Mount

November 9, 2017 Page 167 of 208 Orange County, Virginia P25 Radio System Request for Proposals

PROPOSAL PRICING FORM (User Radio Cost) Model/Item/Option/ Extended Item Description Qty. Unit Cost Part # Cost Dual Control Head Hand Held Control Head Headset Interface System Control Station Option (power supply,

deskmic, base tray) Motorcycle Mount Outside (external to vehicle) speaker Programming and installation of Remote

Mount Programming and installation of Dual

Control Head Programming and installation of Hand Held

Control Head Installation of Headset Interface System Programming and installation of Control

Station Programming and installation of Motorcycle

Mount Programming and installation of Dash Mount Removal of legacy equipment Multi-Band High Tier Mobile w/acc. Totals Warranty & Maintenance 3 year extended warranty per unit cost Basic portable Mid-tier portable High tier portable

November 9, 2017 Page 168 of 208 Orange County, Virginia P25 Radio System Request for Proposals

PROPOSAL PRICING FORM (User Radio Cost) Model/Item/Option/ Extended Item Description Qty. Unit Cost Part # Cost Multi-band portable Basic mobile Mid-tier mobile High tier mobile Multi-band mobile Annual per unit maintenance cost (year 4) Basic portable Mid-tier portable High tier portable Multi-band portable Basic mobile Mid-tier mobile High tier portable Multi-band mobile

Other Encryption Key loader 4

November 9, 2017 Page 169 of 208 Orange County, Virginia P25 Radio System Request for Proposals

PROPOSAL PRICING FORM (User Radio Cost) Model/Item/Option/ Extended Item Description Qty. Unit Cost Part # Cost List associated key loader cables separately for each type required. i.e. mobile, portable, 4 system interface, etc.

Fire Station Alerting Interface for Control

Stations Total User Radio Costs

Table B.7 – Proposal Pricing Form (User Radio Options Cost)

PROPOSAL PRICING FORM (User Radio Options Cost)

Model/Item/Option/Part Item Description Qty. Unit Cost Extended Cost # Portables Optional Portable Radio Models Basic Radio - Intrinsically safe 1 Mid-Tier Radio - Intrinsically safe 1 High Tier - Radio Intrinsically safe 1

November 9, 2017 Page 170 of 208 Orange County, Virginia P25 Radio System Request for Proposals

PROPOSAL PRICING FORM (User Radio Options Cost)

Model/Item/Option/Part Item Description Qty. Unit Cost Extended Cost # Multi-band High Tier Radio - 1 Intrinsically safe

Battery Options Standard Li-ion 1 Standard NiMh 1 Standard Li-Polymer 1 High Capacity (3000 mAh or better) 1 Li-ion High Capacity (3000 mAh or better) 1 NiMh High Capacity ( 3000 mAh or better) 1 Li-Polymer Ruggedized Li-ion 1 Ruggedized NiMh 1 Ruggedized Li-Polymer 1

Additional Features and Accessories Integrated GPS 1 External GPS (e.g., With speaker 1 mic ) Vehicular Charger 1

November 9, 2017 Page 171 of 208 Orange County, Virginia P25 Radio System Request for Proposals

PROPOSAL PRICING FORM (User Radio Options Cost)

Model/Item/Option/Part Item Description Qty. Unit Cost Extended Cost # Remote speaker microphone without 1 antenna Remote speaker microphone with 1 antenna Remote speaker microphone with 1 keypad Remote speaker microphone with 1 Amplified Speaker (Audio) Bluetooth remote speaker 1 microphone Headset: Wired 1 Headset: Bluetooth 1 Wireless (e.g. Wi-Fi, Bluetooth, LTE, 1 LMR) connectivity for OTAP Vehicular adapter – provides in vehicle portable radio battery charging, mobile microphone, 1 amplified speaker, transmit power amplifier, external antenna connection. OTAR 1 OTAP 1 AES encryption 1 Multi-key 1

Mobiles

November 9, 2017 Page 172 of 208 Orange County, Virginia P25 Radio System Request for Proposals

PROPOSAL PRICING FORM (User Radio Options Cost)

Model/Item/Option/Part Item Description Qty. Unit Cost Extended Cost # Optional Mobile Radio Models Basic Radio: Remote (split) mount Mid-Tier Radio: Remote Split Mount High Tier Radio: Remote Split Mount

Optional Control Station Models

Additional Features and

Accessories Data interface cables

Extended length control cables

Extended length power cables User activated external weatherproof

speaker (outside vehicle) Call alert/page feature for horn/lights Siren speaker interface

November 9, 2017 Page 173 of 208 Orange County, Virginia P25 Radio System Request for Proposals

PROPOSAL PRICING FORM (User Radio Options Cost)

Model/Item/Option/Part Item Description Qty. Unit Cost Extended Cost # Public address kits OTAR AES encryption Multi-key High Gain Antenna Low Profile Antenna Undercover/stealth antenna Fire Station Alerting interface

The remainder of this page intentionally left blank.

November 9, 2017 Page 174 of 208 Orange County, Virginia P25 Radio System Request for Proposals

Table B.8 – Proposal Pricing Form (Post-Warranty Options Cost Year 4 through 10)

PROPOSAL PRICING FORM (Post-Warranty Options Cost Year 4 through 10)

Item Description Qty. Unit Cost Extended Cost

Infrastructure Equipment (Post-warranty Support, Hardware/Software) Radio System Remote System Monitoring (24/7) Onsite Response and Repair (24/7) FRU Exchange and Repair Annual Preventive Maintenance and Optimization On Call Technical Support Services (24/7) Information Security Monitoring and Protection

Services System software maintenance (updates) System software platform refresh (bi-annual) System hardware refresh (bi-annual)

Microwave System Remote System Monitoring (24/7) Onsite Response and Repair (24/7) FRU Exchange and Repair Annual Preventive Maintenance and Optimization On Call Technical Support Services (24/7) System software maintenance (updates)

November 9, 2017 Page 175 of 208 Orange County, Virginia P25 Radio System Request for Proposals

PROPOSAL PRICING FORM (Post-Warranty Options Cost Year 4 through 10)

Item Description Qty. Unit Cost Extended Cost System software platform refresh (bi-annual) System hardware refresh (bi-annual)

Dispatch Console System Remote Monitoring (24/7) Onsite Response and Repair (24/7) FRU Exchange and Repair On Call Technical Support Services (24/7) Information Security Monitoring and Protection

Services System software platform refresh (bi-annual) System hardware refresh (bi-annual)

Other Recommended Services

User Radio Equipment Annual per unit maintenance cost (year 4) Basic portable Mid-tier portable High tier portable Multi-band portable

November 9, 2017 Page 176 of 208 Orange County, Virginia P25 Radio System Request for Proposals

PROPOSAL PRICING FORM (Post-Warranty Options Cost Year 4 through 10)

Item Description Qty. Unit Cost Extended Cost Basic mobile Mid-tier mobile High tier portable Multi-band mobile

Table B.9 – User Radio Discount Schedule

USER RADIO DISCOUNT SCHEDULE Qty. Discount Item Description Break Discount Application Notes (%) Point

Discount Schedule

November 9, 2017 Page 177 of 208 Orange County, Virginia P25 Radio System Request for Proposals

USER RADIO DISCOUNT SCHEDULE Qty. Discount Item Description Break Discount Application Notes (%) Point

November 9, 2017 Page 178 of 208 Orange County, Virginia P25 Radio System Request for Proposals

Table B.10 – Proposed Payment Milestones

PROPOSED PAYMENT MILESTONES

% of Total Estimated due date (days after Item Description Cost contract execution)

Payment Milestone

November 9, 2017 Page 179 of 208 Orange County, Virginia P25 Radio System Request for Proposals

Appendix C - Critical Building List Table C-1 Town / County Schools Requiring In-Building Coverage

Schools (County and Private) Germanna Community College 2130 Germanna Highway Locust Grove VA 22508 Locust Grove Elementary 31208 Constitution Hwy Locust Grove VA 22508 School Locust Grove Middle School 6368 Flat Run Rd Locust Grove VA 22508 Locust Grove Primary School 31230 Constitution Hwy Locust Grove VA 22508 Grymes Memorial School 13775 Spicers Mill Rd Orange VA 22960 Orange County High School 201 Selma Rd Orange VA 22960 Orange Elementary School 230 Montevista Ave Orange VA 22960 Prospect Heights Middle 205 Dailey Drive Orange VA 22960 School Teachers Administration 200 Dailey Drive Orange VA 22960 Education Complex Lightfoot Elementary School 11360 Zachary Taylor Hwy Unionville VA 22567 Unionville Elementary School 10285 Zachary Taylor Hwy Unionville VA 22567

Table C-2 Town / County Facilities Requiring In-Building Coverage

Town / County Buildings and Areas Aerojet 7499 Pine Stake Rd Culpeper VA 22701 MPS 16365 James Madison Hwy Gordonsville VA 22942 Town of Gordonsville 112 S. Main St Gordonsville VA 22942 Government Building Green Applications 401 Taylor Ave Gordonsville VA 22942 American Color Inc. 22495 Thornhill Rd Orange VA 22960

November 9, 2017 Page 180 of 208 Orange County, Virginia P25 Radio System Request for Proposals

Town / County Buildings and Areas The Gordon Building Orange County Admin Offices Orange VA 22960 112 W Main St Orange County Courthouse 110 N. Madison Rd Orange VA 22960 Orange Nursing Home 120 Dogwood Ln Orange VA 22960 Town of Orange Government 119 Belleview Ave Orange VA 22960 Building Thomas E Lee Industrial Park US Route 15 Orange VA 22960 WalMart Supercenter 2533 Germanna Hwy Locust Grove VA 22508 Route 3 / Route 20 corridor in Locust Grove to include but not http://orangecountyva.gov/Doc limited to the area known as Locust Grove VA 22508 umentCenter/View/1443 the Germana-Wilderness Area Plan (GWAP).

Table C-3 Public Safety Facilities Requiring In-Building Coverage

Public Safety Facilities Barboursville Volunteer Fire Company (Engine Company 5251 Spotswood Trail Barboursville VA 22923 25/Rescue 25) Gordonsville Town Police 112 S Main St Gordonsville VA 22942 Department Gordonsville Volunteer Fire 301 E Baker St Gordonsville VA 22942 House (Engine Company 24) Lake of the Woods Volunteer Fire Company (Engine 104 Lakeview Pkwy Locust Grove VA 22508 Company 29)

November 9, 2017 Page 181 of 208 Orange County, Virginia P25 Radio System Request for Proposals

Public Safety Facilities Lake of the Woods volunteer Rescue Squad (Rescue Station 104 Lakeview Pkwy Locust Grove VA 22508 29) Mine Run Volunteer Fire Department (Engine Company 31077 Old Plank Rd Locust Grove VA 22508 21) Old Airport Terminal (Orange 19103 Constitution Highway Orange VA 22960 County COFEMS) Orange Town Police 249 Blue Ridge Dr Orange VA 22960 Department Orange Volunteer Fire Company (Engine Company 205 Caroline St Orange VA 22960 23) Mine Run Career Staff EMS 26314 Constitution Hwy Rhoadesville VA 22542 (Rescue Station 21)

November 9, 2017 Page 182 of 208 Orange County, Virginia P25 Radio System Request for Proposals

Appendix D - Candidate Tower Site Locations

Name Site Type Latitude Longitude Barboursville Collection Collection Site 38.1904 -78.2982 Lahore Collection Collection Site 38.2005 -77.9693 Mountain Track Collection Collection Site 38.1673 -78.0789 Sheriff's Office (Water Tank) County Facility 38.2472 -78.0357 Gordon Barbour Elementary School (w/ fiber) 38.1382 -78.1931 School Lightfoot Elementary School School (w/ fiber) 38.2464 -77.9541 Locust Grove Middle School School (w/ fiber) 38.3195 -77.7830 Locust Grove Primary School School (w/ fiber) 38.2970 -77.8306 Orange County High School School (w/ fiber) 38.2451 -78.0919 Orange Elementary School School (w/ fiber) 38.2488 -78.1195 Taylor Center School (w/ fiber) 38.2390 -78.1177 Unionville Elementary School School (w/ fiber) 38.2633 -77.9542 112 W Main St County Land 38.2447 -78.1116 127 Belleview Ave County Land 38.2455 -78.1136 128 W Main St County Land 38.2446 -78.1125 146 N Madison Rd County Land 38.2466 -78.1127 15009 Marquis Rd County Land 38.2003 -77.9692 18318 Constitution Hwy County Land 38.2434 -78.0537 19103 Constitution Hwy County Land 38.2462 -78.0447 24416 Constitution Hwy County Land 38.2691 -77.9460 462 N Madison Rd County Land 38.2534 -78.1170 5260 Barboursville Com Ctr County Land 38.1729 -78.2847 6368 Flat Run Rd County Land 38.3122 -77.7816 7240 Gold Dale Rd County Land 38.3032 -77.8095 Gordonsville Library County Land 38.1386 -78.1886 Barboursville VFD Fire/Rescue 38.1760 -78.2847 Gordonsville VFD Fire/Rescue 38.1388 -78.1861 Lake of the Woods VFD Fire/Rescue 38.3482 -77.7500 Mine Run VFD Fire/Rescue 38.2586 -77.8360 Orange County FD/EMS Fire/Rescue 38.2407 -78.1071 Orange Volunteer Fire Fire/Rescue 38.2412 -78.1120 Company Ruckersville Volunteer Fire Fire/Rescue 38.2333 -78.3794 Company Central VA Regional Jail Other Gov't 38.2267 -78.1159

November 9, 2017 Page 183 of 208 Orange County, Virginia P25 Radio System Request for Proposals

Name Site Type Latitude Longitude

Town of Orange Water Tank Other Gov't 38.2449 -78.1054 Somerset Post Office Post Office 38.2092 -78.2176 Gibson Tower Existing Site 38.1876 -78.1575 Clark Tower Existing Site 38.3108 -78.0034 ATC 01 Commercial 1016921 38.2674 -77.9155 ATC 02 Commercial 1026298 38.3108 -78.0034 CCATT LLC Tower Commercial 1016469 38.3010 -77.7856 Clear Channel Tower Commercial 1018289 38.1406 -78.0558 IWG Tower Commercial 1286931 38.1286 -78.1898 Piedmont Comm Tower Commercial 1018317 38.2539 -78.1206 SBC Tower Holdings Commercial 1016468 38.2297 -78.0200 SBA - 17169 Zachary Taylor Commercial 1253995 38.1696 -77.9349 Highway Transcontinental Gas Tower Commercial 1044357 38.3161 -77.9806 US Cellular Tower Commercial 1207834 38.1366 -78.2721 SBA 4520 Vaucluse Road Commercial No ASR 38.3400 -77.7321 Xcell Tower Commercial 1260165 38.1323 -78.1779

November 9, 2017 Page 184 of 208 Orange County, Virginia P25 Radio System Request for Proposals

Appendix E - County Fiber Map

November 9, 2017 Page 185 of 208 Orange County, Virginia P25 Radio System Request for Proposals

Appendix F - New County PSAP Location

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Appendix G - General Conditions and Instructions to Respondents

Offeror: These general rules and conditions shall apply to all purchases and be a part of each solicitation and every contract awarded by the Orange County Purchasing Agent unless otherwise specified. The Orange County Purchasing Agent is responsible for the purchasing activity of Orange County. The term “Owner” as used herein refers to the contracting entity which is the signatory on the contracts for Orange County, a political subdivision of the Commonwealth of Virginia. Bidder/Offeror or their authorized representatives are expected to inform themselves fully as to the conditions, requirements, and specifications before submitting bids/proposals: failure to do so will be at the Bidder’s/Offeror’s own risk and except as provided by law, relief cannot be secured on the plea of error. Subject to all Federal, State and local laws, policies, resolutions, regulations, rules, limitations and legislation, bids/proposals on all solicitations issued by the Purchasing Agent will bind Bidders/ Offerors to applicable conditions and requirements herein set forth unless otherwise specified in the solicitation.

1. AUTHORITY: According to the Procurement Procedures Manual, the Orange County purchasing system shall operate under the direction and supervision of the County Administrator, who shall be the Purchasing Agent for the County. In the discharge of these responsibilities, the Purchasing Agent may delegate the administrative purchasing responsibility to a responsible subordinate, upon approval of the Board of Supervisors. Unless specifically delegated by the Purchasing Agent, no other Owner officer or employee is authorized to order supplies or services, enter into purchase negotiations or contracts, or in any way obligate the Owner for indebtedness. Any purchase order or contract made which is contrary to these provisions and authorities shall be of no effect and void and the Owner shall not be bound thereby.

2. COMPETITION INTENDED: It is the Owner’s intent that this solicitation permit competition. It shall be the Bidder’s/Offeror’s responsibility to advise the Purchasing Agent in writing if any language, requirement, specification, etc., or any combination thereof, stifles competition or inadvertently restricts or limits the requirements stated in this solicitation to a single source. The Purchasing Agent must receive such notification not later than five (5) business days prior to the deadline set for acceptance of the bids/proposals.

CONDITIONS OF BIDDING

3. CLARIFICATION OF TERMS - If any Bidder/ Offeror has questions about the specifications or other solicitation documents, the prospective Bidder/ Offeror should contact the Financial Management Specialist whose name appears on the face of the solicitation no later than seven (7) business days prior to the date set for the opening of bids or receipt of proposals. Any revisions to the solicitation will be made only by addendum issued by the County. Notifications regarding specifications may not be considered if received in less than seven (7) business days of the date set for opening of bids/receipt of proposals.

4. Mandatory Use of Owner Form and Terms and Conditions: Failure to submit a bid/proposal on the official Owner form provided for that purpose shall be a cause for rejection of the bid/proposal.

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Unauthorized modification of or additions to any portion of the Invitation to Bid or Request for Proposal may be cause for rejection of the bid/proposal. However, the Owner reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject any bid or proposal which has been modified.

5. LATE BIDS/proposals & MODIFICATION OF BIDS/proposals: Any bid/proposal/modification received at the office designated in the solicitation after the exact time specified for receipt of the bid/proposal/modification is considered a late bid/proposal/modification. The Owner is not responsible for delays in the delivery of the mail by the U.S. Postal Service, private carriers or the inter-office mail system. It is the sole responsibility of the Bidder/Offeror to ensure their bid/proposal reaches Procurement by the designated date and hour. a. The official time used in the receipt of bids/ proposals is that time on the clock in the Finance Department.

b. Late bids/proposals/modifications will be returned to the Bidder/Offeror UNOPENED, if solicitation number, acceptance date and Bidder/Offeror’s return address is shown on the container.

c. If the Owner closes its offices due to inclement weather scheduled bid openings or receipt of proposals will be extended to the next business day, same time.

6. IDENTIFICATION OF PROPRIETARY INFORMATION: Trade secrets or proprietary information submitted in a proposal shall not be subject to disclosure under the Virginia Freedom of Information Act. However, in order for this information to be protected from disclosure, the Offeror must specifically invoke the protections of Sec. 2.2-4342, Code of Virginia, 1950, as amended, or other applicable statute, prior to or upon submission of the trade secrets or proprietary information. The Offeror must clearly identify any part of its proposal considered to be protected as trade secret or as proprietary information, and must state the reasons why protection is necessary.

a. Any Offeror shall identify a trade secret or proprietary information by clearly stating “Trade Secret” or “Proprietary Information” adjacent to the particular information, and by clearly identifying the information to be subject to the protection, such as by encircling, highlighting, underlining or other similar means. The Offeror shall state the reasons why protection is necessary on a separate page of the proposal.

b. Any Offeror shall not identify as a trade secret or proprietary information those sections of the proposal that are material to Orange County’s ultimate award of the contract.

c. The County reserves the right to contact an Offeror and to request that the Offeror explain or clarify why the Offeror identified certain information as a trade secret or as proprietary information.

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d. Any Offeror shall not identify as trade secret or proprietary information their complete proposal.

7. WITHDRAWAL OF BIDS/PROPOSALS: a. Bidder/Offeror for a contract other than for public construction may request withdrawal of his or her bid/proposal under the following circumstances: i. Bids/Proposals may be withdrawn on written request from the Bidder/Offeror received at the address shown in the solicitation prior to the time of acceptance.

b. Requests for withdrawal of bids/proposals after opening of such bids/proposals but prior to award shall be transmitted to the Procurement Technician, in writing, accompanied by full documentation supporting the request. If the request is based on a claim of error, documentation must show the basis of the error. Such documentation may take the form of supplier quotations, vendor work sheets, etc. If bid bonds were tendered with the bid, the Owner may exercise its right of collection.

c. No Bid/Proposal may be withdrawn under this paragraph when the result would be the awarding of the contract on another Bid/Proposal of the same Bidder/Offeror or of another Bidder/Offeror in which the ownership of the withdrawing Bidder/Offeror is more than five percent. In the case of Invitation for Bid’s, if a bid is withdrawn under the authority of this paragraph, the lowest remaining bid shall be deemed to be the low bid. No Bidder/Offeror who, is permitted to withdraw a bid/proposal shall, for compensation, supply any material or labor to or perform any subcontract or other work agreement for the person or firm to whom the contract is awarded or otherwise benefit, directly or indirectly, from the performance of the project for which the withdrawn bid/proposal was submitted.

8. ERRORS IN BIDS/PROPOSALS: When an error is made in extending total prices, the unit bid price will govern. Erasures in bids/proposals must be initialed by the Bidder/Offeror. Carelessness in quoting prices, or in preparation of bid/proposal otherwise, will not relieve the Bidder/Offeror. Bidders/Offerors are cautioned to recheck their bids/proposals for possible error. Errors discovered after public opening cannot be corrected and the bidder will be required to perform if his or her bid is accepted.

9. Identification of BID/Proposal Envelope: The signed bid/proposal and requested copies should be returned in a separate envelope or package, sealed and identified with the following information: Addressed as indicated on page 1

IFB/RFP Number

Title

Bid/proposal due date and time

i. If a bid/proposal is not addressed with the information as shown above, the Bidder/Offeror takes the risk that the envelope may be inadvertently opened and the information compromised, which may cause the bid/proposal to be disqualified.

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Bids/Proposals may be hand delivered to the designated location in the office issuing the solicitation. No other correspondence or other proposals should be placed in the envelope.

10. ACCEPTANCE OF BIDS/PROPOSALS: Unless otherwise specified, all formal bids/proposals submitted shall be valid for a minimum period of one hundred twenty (120) calendar days following the date established for acceptance. At the end of the one hundred twenty (120) calendar days the bid/proposal may be withdrawn at the written request of the Bidder/Offeror. If the proposal is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.

11. CONDITIONAL BIDS: Conditional bids are subject to rejection in whole or in part.

12. BIDDERS PRESENT: At the time fixed for the opening of responses to a bid, bid contents will be made public for the information of bidders and other interested parties who may be present either in person or by representative. All bids will be opened at the time and place specified and read publicly. Bid tabulations are posted on Public Bulletin Board for a minimum of 10 days from award date. At the time fixed for the receipt of responses for Request for Proposals, only the names of the Offerors will be read and made available to the public.

13. RESPONSE TO SOLICITATIONS: In the event a vendor cannot submit a bid on a solicitation, the vendor is requested to return the solicitation cover sheet with an explanation as to why the vendor is unable to bid on these requirements. Because of the large number of firms listed on the Owner’s Bidders List, it may be necessary to delete from this list the names of those persons, firms or corporations who fail to respond after having been invited to bid for three (3) successive solicitations. Such deletion will be made only after formal notification of the intent to remove the firm from the Owner’s Bidder’s List.

14. BIDDER INTERESTED IN MORE THAN ONE BID: If more than one bid is offered by any one party, either directly or by or in the name of his or her clerk, partner, or other persons, all such bids may be rejected. A party who has quoted prices on work, materials, or supplies to a bidder is not thereby disqualified from quoting prices to other bidders or firms submitting a bid directly for the work, materials or supplies.

15. TAX EXEMPTION: The Owner is exempt from the payment of any federal excise or any Virginia sales tax. The price bid must be net, exclusive of taxes. Tax exemption certificates will be furnished if requested by the Bidder/Offeror.

16. DEBARMENT STATUS: By submitting their bids/proposals, Bidders/Offerors certify that they are not currently debarred from submitting bids/proposals on contracts by Orange County, nor are they an agent of any person or entity that is currently debarred from submitting bids or proposals on contracts by Orange County or any agency, public entity/locality or authority of the Commonwealth of Virginia.

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17. ETHICS IN PUBLIC CONTRACTING: The provisions contained in the Virginia Public Procurement Act as set forth in the 1950 Code of Virginia, as amended, shall be applicable to all contracts solicited or entered into by the Owner. By submitting their bids/proposals, all Bidders/Offerors certify that their bids/proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other Bidder, Offeror, supplier, manufacturer or subcontractor in connection with their bid/proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

18. NO CONTACT POLICY: No Bidder/Offeror shall initiate or otherwise have contact related to the solicitation with any Owner representative or employee, other than Procurement, after the date and time established for receipt of bids/proposals. Any contact initiated by a Bidder/Offeror with any Owner representative, other than the Procurement Division, concerning this solicitation is prohibited and may cause the disqualification of the Bidder/Offeror from this procurement process.

SPECIFICATIONS

19. BRAND NAME OR EQUAL ITEMS: Unless otherwise provided in the solicitation, the name of a certain brand, make or manufacturer does not restrict bidders to the specific brand, make or manufacturer named; it conveys the general style, type, character, and quality of the article desired, and any article which the Owner in its sole discretion determines to be the equal of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted. The Bidder is responsible to clearly and specifically indicate the product being offered and to provide sufficient descriptive literature, catalog cuts and technical detail to enable the Owner to determine if the product offered meets the requirements of the solicitation. This is required even if offering the exact brand, make or manufacturer specified. Normally in competitive sealed bidding, only the information furnished with the bid will be considered in the evaluation. Failure to furnish adequate data for evaluation purposes may result in declaring a bid non-responsive. Unless the Bidder clearly indicates in its bid/proposal that the product offered is "equal" product, such bid/proposal will be considered to offer the brand name product referenced in the solicitation.

20. FORMAL SPECIFICATIONS: When a solicitation contains a specification which states no substitutes, no deviation therefrom will be permitted and the bidder will be required to furnish articles in conformity with that specification.

21. OMISSIONS & DISCREPANCIES: Any items or parts of any equipment listed in this solicitation which are not fully described or are omitted from such specification, and which are clearly necessary for the completion of such equipment and its appurtenances, shall be considered a part of such equipment although not directly specified or called for in the specifications. a. The Bidder/Offeror shall abide by and comply with the true intent of the specifications and not take advantage of any unintentional error or omission, but shall fully complete every part as the true intent and meaning of the specifications and drawings. Whenever the mention is made of any articles, material or workmanship to be in accordance with laws, ordinances, building codes, underwriter’s codes, A.S.T.M. regulations or similar expressions, the

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requirements of these laws, ordinances, etc., shall be construed as to the minimum requirements of these specifications.

22. CONDITION OF ITEMS: Unless otherwise specified in the solicitation, all items shall be new, in first class condition.

AWARD

23. AWARD OR REJECTION OF BIDS: The Purchasing Agent shall award the contract to the lowest responsive and responsible bidder complying with all provisions of the IFB, provided the bid price is reasonable and it is in the best interest of the Owner to accept it. Awards made in response to a RFP will be made to the highest qualified Offeror whose proposal is determined, in writing, to be the most advantageous to the Owner taking into consideration the evaluation factors set forth in the RFP. The Purchasing Agent reserves the right to award a contract by individual items, in the aggregate, or in combination thereof, or to reject any or all bids/proposals and to waive any informality in bids/proposals received whenever such rejection or waiver is in the best interest of the Owner. Award may be made to as many Bidders/Offerors as deemed necessary to fulfill the anticipated requirements of the Owner. The Purchasing Agent also reserves the right to reject the bid if a bidder is deemed to be a non-responsible bidder.

24. ANNOUNCEMENT OF AWARD: Upon the award or announcement of the decision to award a contract as a result of this solicitation, the Procurement Technician will publicly post such notice on the bulletin board located on the 1st Floor, 112 W Main Street, Orange, Virginia. Award results may be viewed at the Orange County Website at www.orangecountyva.gov.

25. QUALIFICATIONS OF BIDDERS OR OFFERORS: The Owner may make such reasonable investigations as deemed proper and necessary to determine the ability of the Bidder/Offeror to perform the work/furnish the item(s) and the Bidder/Offeror shall furnish to the Owner all such information and data for this purpose as may be requested. The Owner reserves the right to inspect Bidder's/Offeror’s physical facilities prior to award to satisfy questions regarding the Bidder's/Offeror’s capabilities. The Owner further reserves the right to reject any bid or proposal if the evidence submitted by or investigations of, such Bidder/Offeror fails to satisfy the Owner that such Bidder/Offeror is properly qualified to carry out the obligations of the contract and to complete the work/furnish the item(s) contemplated therein.

26. NEGOTIATION WITH LOWEST RESPONSIBLE BIDDER: Unless canceled or rejected, a responsive bid from the lowest responsible bidder shall be accepted as submitted, except that if the bid from the lowest responsible bidder exceeds available funds, the public body may negotiate with the apparent low bidder to obtain a contract price within available funds.

27. TIE BIDS: In the case of a tie bid, the Owner may give preference to goods, services and construction produced in Orange County or provided by persons, firms or corporations having principal places of business in the County. If such choice is not available, preference shall then be given to goods and services produced in the Commonwealth pursuant to the Code of Virginia. If no Owner or Commonwealth choice is available, the tie shall be decided by lot.

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CONTRACT PROVISIONS

28. APPLICABLE LAW AND COURTS: Any contract resulting from this solicitation shall be governed in any respects by the laws of Virginia, and any litigation with respect thereto shall be brought in the Circuit Court of Orange County, Virginia. The Contractor shall comply with applicable federal, state and local laws and regulations.

29. VIRGINIA STATE CORPORATION COMMISSION: If required by law, the Contractor shall maintain a valid certificate of authority or registration to transact business in Virginia with the Virginia State Corporation Commission as required by Section 13.1 or Title 50 of the Code of Virginia, during the term of the Contract or any Contract renewal. The Contractor shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth to be revoked or cancelled at any time during the terms of the contract. If the Contractor fails to remain in compliance with the provisions of this section, the contract may become void.

30. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting their bids, Bidders certify that they do not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986.

31. ANTI-TRUST: By entering into a contract, the Contractor conveys, sells, assigns, and transfers to the Owner all rights, title and interest in and to all causes of the action it may now have or hereafter acquire under the antitrust law of the United States and Orange County, relating to the particular goods or services purchased or acquired by the Owner under said contract. Consistent and continued tie bidding could cause rejection of bids by the Purchasing Agent and/or investigation for Anti-Trust violations.

32. PAYMENT TERMS: Unless otherwise provided in the solicitation payment will be made thirty (30) days after receipt of a proper invoice, or thirty (30) days after receipt of all goods or acceptance of work, whichever is the latter. a. Invoices for items/services ordered, delivered/performed and accepted shall be submitted by the Contractor directly to the department responsible for initiating the purchase order/contract. All invoices shall show the contract number, purchase order number, and any federal employer identification number. b. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however. c. The date of payment shall be deemed the date of postmark in all cases where payment is made by mail.

33. PAYMENT TO SUBCONTRACTORS: A contractor awarded a contract under this solicitation is hereby obligated: a. To pay the subcontractor(s) within seven (7) days of the contractor's receipt of payment from the Owner for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or

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b. To notify the Owner and the subcontractor(s), in writing, of the contractor's intention to withhold payment and the reason. The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the contractor that remain unpaid seven (7) days following receipt of payment from the Owner, except for amounts withheld as stated in 2 above. The date of mailing of any payment by U.S. Mail is deemed to be payment to the addressee. These provisions apply to each sub-tier contractor performing under the primary contract. A contractor's obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of the Owner.

34. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the Contractor in whole or in part without the written consent of the Purchasing Agent.

35. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the Owner, after due oral or written notice, may procure them from other sources and hold the Contractor responsible for any resulting additional purchases and administrative costs. This remedy shall be in addition to and other remedies which the Owner may have.

36. ANTI-DISCRIMINATION: By submitting their bids/proposals, Bidders/Offerors certify to the Owner that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and those applicable Sections of the Virginia Public Procurement Act. If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient’s religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body.

37. In every contract over $10,000 the provisions in A and B below shall apply: a. During the performance of this contract, the Contractor agrees as follows: i. The Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. ii. The Contractor, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, will state that such Contractor is an equal opportunity employer. iii. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this Section.

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b. The Contractor will include the provisions of A. above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

38. INVOICES: Invoices for items ordered, delivered and accepted shall be submitted by the Contractor directly to the department address requesting the purchase order/contract. All invoices shall show the IFB/RFP number and/or purchase order number and must have the department heads approval.

39. CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following ways: a. The parties may agree to modify the scope of the contract. An increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract. b. The Owner may order changes within the general scope of the contract at any time by written notice to the Contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The Contractor shall comply with the notice upon receipt. The Contractor shall be compensated for any additional costs incurred as the result of such order and shall give the Owner a credit for any savings. Said compensation shall be determined by one of the following methods. i. By mutual agreement between the parties in writing; or ii. By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units, and the contractor accounts for the number of units of work performed, subject to the Owner’s right to audit the Contractor’s records and/or determine the correct number of units independently; or iii. By ordering the Contractor to proceed with the work and keep a record of all costs incurred and savings realized. A markup for overhead and profit may be allowed if provided by the contract. The same markup shall be used for determining a decrease in price as the result of savings realized. The Contractor shall present the Owner with all vouchers and records of expenses incurred and savings realized. The Owner shall have the right to audit the records of the Contractor as it deems necessary to determine costs or savings. Any claim for an adjustment in price under this provision must be asserted by written notice to Procurement within thirty (30) days from the date of receipt of the written order from Procurement. If the parties fail to agree on an amount of adjustment, the questions of an increase or decrease in the contract price or time for performance shall be resolved in accordance with the procedures for relieving disputes provided by the Disputes clause of this contract. Neither the existence of a claim nor a dispute resolution process, litigation or any other provision of this contract shall excuse the Contractor from promptly complying with the changes ordered by the Owner or with the performance of the contract generally. c. No modification for a fixed price contract may be increased by more than 25% or $50,000, whichever is greater without the advanced written approval of the Board of Supervisors as applicable.

40. INDEMNIFICATION: Contractor shall indemnify, keep and save harmless the Owner, its agents, officials, employees and volunteers against claims of injuries, death, damage to property, patent claims, suits, liabilities, judgments, cost and expenses which may otherwise accrue against the Owner in consequence of the granting of a contract or which may otherwise result there from, if it

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shall be determined that the act was caused through negligence or error, or omission of the Contractor or his or her employees, or that of the subcontractor or his or her employees, if any; and the Contractor shall, at his or her own expense, appear, defend and pay all charges of attorneys and all costs and other expenses arising therefrom or incurred in connection therewith; and if any judgment shall be rendered against the Owner in any such action, the Contractor shall, at his or her own expenses, satisfy and discharge the same. Contractor expressly understands and agrees that any performance bond or insurance protection required by this contract, or otherwise provided by the Contractor, shall in no way limit the responsibility to indemnify, keep and save harmless and defend the Owner as herein provided.

41. DRUG-FREE WORKPLACE: During the performance of this contract, the contractor agrees to (I) provide a drug-free workplace for the contractor’s employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor. For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a contractor in accordance with this chapter, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

42. TERMINATION: Subject to the provisions below, the contract may be terminated by the Owner upon thirty (30) days advance written notice to the other party. Any contract cancellation notice shall not relieve the contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation. a. Termination for Convenience: In the event that the contract is terminated upon request and for the convenience of the Owner, without the required thirty (30) days advance notice, then the Owner shall be responsible for payment of services up to the termination date. b. Termination for Cause: Termination by the Owner for cause, default or negligence on the part of the contractor shall be excluded from the foregoing provision; termination costs, if any shall not apply. However, pursuant to paragraph 32 of these General Conditions, the Owner may hold the contractor responsible for any resulting additional purchase and administrative costs. The thirty (30) days advance notice requirement is waived in the event of Termination for Cause.

c. Termination Due to Unavailability of Funds in Succeeding Fiscal Years: When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal year, the contract shall be canceled as of the first day of that subsequent fiscal year.

43. VIRGINIA FREEDOM OF INFORMATION ACT: All proceedings, records, contracts and other public records relating to procurement transactions shall be open to the inspection of any citizen, or any

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interested person, firm or corporation, in accordance with the Virginia Freedom of Information Act except as provided below: a. Cost estimates relating to a proposed procurement transaction prepared by or for a public body shall not be open to public inspection. b. Any competitive sealed bidding bidder, upon request, shall be afforded the opportunity to inspect bid records within a reasonable time after the opening of bids but prior to award, except in the event that the Owner decides not to accept any of the bids and to reopen the contract. Otherwise, bid records shall be open to public inspection only after award of the contract. Any competitive negotiation Offeror, upon request, shall be afforded the opportunity to inspect proposal records within a reasonable time after the evaluation and negotiations of proposals are completed but prior to award except in the event that the Owner decides not to accept any of the proposals and to reopen the contract. Otherwise, proposal records shall be open to the public inspection only after award of the contract except as provided in paragraph “c” below. Any inspection of procurement transaction records under this section shall be subject to reasonable restrictions to ensure the security and integrity of the records. c. Trade secrets or proprietary information submitted by a Bidder, Offeror or Contractor in connection with a procurement transaction shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Bidder, Offeror or Contractor must invoke the protections of that section prior to or upon submission of the data or other materials, and must identify the data or other materials to be protected and state the reasons why protection is necessary. d. Nothing contained in this section shall be construed to require the Owner, when procuring by “competitive negotiation” (Request for Proposal), to furnish a statement of reasons why a particular proposal was not deemed to be the most advantageous to the Owner.

44. USE OF CONTRACT BY OTHER POLITICAL JURISDICTIONS: Bidders are advised that all resultant contracts will be extended, with the authorization of the Bidder, to Northern Virginia Metropolitan Washington Council of Governments jurisdictions and other jurisdictions and Political Subdivisions of the Commonwealth of Virginia to permit their ordering of supplies and/or services at the prices and terms of the resulting contract. If any other jurisdiction decides to use the final contract, the Contractor must deal directly with that jurisdiction or political subdivision concerning the placement or orders, issuance of the purchase order, contractual disputes, invoicing and payment. Orange Owner acts only as the “Contracting Agent” for these jurisdictions and political subdivisions. Failure to extend a contract to any jurisdiction will have no effect on consideration of your bid/proposal. a. It is the awarded vendor’s responsibility to notify the jurisdictions and political subdivision of the availability of the contract. b. Each participating jurisdiction and political subdivision has the option of executing a separate contract with the awardee. Contracts entered into with them may contain general terms and conditions unique to those jurisdictions and political subdivisions covering minority participation, non-discrimination. If, when preparing such a contract, the general terms and conditions of a jurisdiction are unacceptable to the awardee, the awardee may withdraw its extension of the award to that jurisdiction. c. Orange Owner shall not be held liable for any costs or damage incurred by another jurisdiction as a result of any award extended to that jurisdiction or political subdivision by the awardee.

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45. AUDIT: The Contractor hereby agrees to retain all books, records, and other documents relative to this contract for five years after final payment, or until audited by the Owner, whichever is sooner. The agency, its authorized agents, and/or Owner auditors shall have full access to and the right to examine any of said materials during said period.

46. LABELING OF HAZARDOUS SUBSTANCES: If the items or products requested by this solicitation are “Hazardous Substances” as defined by Article 3.1-250 of the Code of Virginia (1950), as amended, or Article 1261 of Title 15 of the United States Code, then the Bidder, by submitting his bid, certifies and warrants that the items or products to be delivered under this contract shall be properly labeled as required by the forgoing sections and that by delivering the items or products the Bidder does not violate any of the prohibitions of Article 3.1-252 of the Code of Virginia or Title 15 USC, Article 1263.

47. MATERIAL SAFETY DATA SHEETS: Material Safety Data Sheets and descriptive literature shall be provided with the bid for each chemical and/or contract offered. Failure on the part of the Bidder to submit such data sheet may be cause for declaring the bid as non-responsive.

48. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of the Purchasing Agent. In the event that the Contractor desires to subcontract some part of the work specified herein, the Contractor shall furnish the Purchasing Agent the names, qualifications and experience of their proposed subcontractors. Notwithstanding any approval by the Owner permitting subcontracting the Contractor shall, however, remain fully liable and responsible for the work to be done by his subcontractor(s) and shall assure compliance with all requirements of the contract.

49. PROTECTION OF PERSON AND PROPERTY: The Contractor expressly undertakes both directly and through its subcontractor(s), to take every precaution at all times for the protection of persons and property which may come on the building site or be affected by the contractor’s operation in connection with the work. a. The Contractor shall be solely responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the work. b. The provisions of all rules and regulations governing safety as adopted by the Safety Codes Commission of the Commonwealth of Virginia, issued by the Department of Labor and Industry under Title 40.1 of the Code of Virginia shall apply to all work under this contract. c. The Contractor shall continuously maintain adequate protection of all his work from damage and shall protect the owner’s property from injury or loss arising in connection with this contract. He shall make good any such damage, injury, or loss, except such as may be directly due to errors in the contract documents or caused by agents or employees of the Owner. He shall adequately protect adjacent property to prevent any damage to it or loss of use and enjoyment by its owners. He shall provide and maintain all passageways, guard fences, lights and other facilities for the protection required by public authority, local conditions, any of the contract documents or erected for the fulfillment of his obligations for the protection of person and property. d. In an emergency affecting the safety or life of persons or of the work, or of the adjoining property, the contractor, without special instruction or authorization from the Owner, shall act, at his discretion, to prevent such threatened loss or injury. Also, should he, to prevent threatened loss or injury, be instructed or authorized to act by the Owner, he shall so act

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immediately, without appeal. Any additional compensation or extension of time claimed by the Contractor on account of any emergency work shall be determined as provided by paragraph 35, of the General Terms and Conditions.

50. WORK SITE DAMAGES: Any damage, including damage to finished surfaces, resulting from the performance of this contract shall be repaired to the Owner’s satisfaction at the Contractor’s expense.

DELIVERY PROVISION

51. SHIPPING INSTRUCTIONS-CONSIGNMENT: Unless otherwise specified in the solicitation each case, crate, barrel, package, etc., delivered under the contract must be plainly stenciled or securely tagged, stating the Contractor’s name, purchase order number, and delivery address as indicated in the order. Where shipping containers are to be used, each container must be marked with the purchase order number, name of the Contractor, the name of the item, the item number, and the quantity contained therein. Deliveries must be made within the hours of 8:00 a.m. – 2:30 p.m. Deliveries at any other time will not be accepted unless specific arrangements have been previously made with the designated individual at the delivery point. No deliveries will be accepted on Saturdays, Sundays and holidays unless previous arrangements have been made. It shall be the responsibility of the contractor to insure compliance with these instructions for items that are drop- shipped.

52. RESPONSIBILITY FOR SUPPLIES TENDERED: The Contractor shall be responsible for the materials or supplies covered by the contract until they are delivered at the designated point, but the Contractor shall bear all risk on rejected materials or supplies after notice of rejection. Rejected materials or supplies must be removed by and at the expense of the contractor promptly after notification of rejection, unless public health and safety require immediate destruction or other disposal of rejected delivery. If rejected materials are not removed by the Contractor within ten (10) days after date of notification, the Owner may return the rejected materials or supplies to the Contractor at his or her risk and expense or dispose of them as its own property.

53. INSPECTIONS: The Owner reserves the right to conduct any test/inspection it may deem advisable to assure supplies and services conform to the specification. Inspection and acceptance of materials or supplies will be made after delivery at destinations herein specified unless otherwise stated. If inspection is made after delivery at destination herein specified, the Owner will bear the expense of inspection except for the value of samples used in case of rejection. Final inspection shall be conclusive except in regard to latent defects, fraud or such gross mistakes as to amount of fraud. Final inspection and acceptance or rejection of the materials or supplies will be made as promptly as practicable, but failure to inspect and accept or reject materials or supplies shall not impose liability on the Owner for such materials or supplies as are not in accordance with the specifications.

54. COMPLIANCE: Delivery must be made as ordered and in accordance with the solicitation or as directed by Procurement when not in conflict with the bid/contract. The decision as to reasonable compliance with delivery terms shall be final. Burden of proof of delay in receipt of goods by the purchaser shall rest with the Contractor. Any request for extension of time of delivery from that specified must be approved by the Procurement Agent, such extension applying only to the particular

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item or shipment affected. Should the Contractor be delayed by the Owner, there shall be added to the time of completion a time equal to the period of such delay caused by the Owner. However, the contractor shall not be entitled to claim damages of extra compensation for such delay or suspension. These conditions may vary for construction contracts.

55. POINT OF DESTINATION: All materials shipped to the Owner must be shipped F.O.B. DESTINATION unless otherwise stated in the contract. The materials must be delivered to the “Ship To” address indicated on the purchase order.

56. REPLACEMENT: Materials or components that have been rejected by Procurement, in accordance with the terms of the contract, shall be replaced by the Contractor at no cost to the Owner.

57. PACKING SLIPS OR DELIVERY TICKETS: All shipments shall be accompanied by Packing Slips or Delivery Tickets and shall contain the following information for each item delivered: a. Purchase Order Number, b. Name of Article and Stock Number, c. Quantity Ordered, d. Quantity Shipped, e. Quantity Back Ordered, f. The Name of the Contractor. i. Contractors are cautioned that failure to comply with these conditions shall be considered sufficient reason for refusal to accept the goods.

BIDDER/CONTRACTOR REMEDIES

58. PROTEST OF AWARD OR DECISION TO AWARD: Any Bidder/Offeror who desires to protest the award or decision to award a contract, by Orange Owner, shall submit such protest in writing to the Owner Administrator (if the award or decision to award was made by Orange County (if the award or decision to award was made by Orange County), no later than ten (10) days after public notice of the award or announcement of the decision to award, whichever comes first. No protest shall lie for a claim that the selected Bidder/Offeror is not a responsible Bidder/Offeror. The written protest shall include the basis for the protest and the relief sought. The Owner Administration shall issue a decision in writing within ten (10) days stating the reasons for the action taken. This decision shall be final unless the Bidder/Offeror appeals within ten (10) days of the written decision by instituting legal action as provided in Section 7.8 C of the Procurement Policy. Nothing in this paragraph shall be construed to permit an Offeror to challenge the validity of the terms or conditions of the solicitation.

59. DISPUTES: Contractual claims, whether for money or other relief, shall be submitted in writing to the Owner Administrator (if the claim is against Orange County) no later than sixty (60) days after final payment; however, written notice of the Contractor's intention to file such claim shall have been given at the time of the occurrence or beginning of the Work upon which the claim is based. Nothing herein shall preclude a contract from requiring submission of an invoice for final payment within a certain time after completion and acceptance of the work or acceptance of the goods. Pendency of claims shall not delay payment of amount agreed due in the final payment. A written decision upon any such claims will be made by the Board of Supervisors (if the claim is against Orange County Government)

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within sixty (60) days after submittal of the claim. The Contractor may not institute legal action prior to receipt of Board of Supervisor's (whichever is applicable) decision on the claim unless the applicable party fails to render such decision within sixty (60) days. The decision of the Board of Supervisor's (as applicable) shall be final and conclusive unless the Contractor within six (6) months of the date of the final decision on a claim, initiates legal action as provided in Section 2.2-4364 of the Code of Virginia. Failure of the Board of Supervisors to render a decision within sixty (60) days shall not result in the Contractor being awarded the relief claimed nor shall it result in any other relief or penalty. Should the Board of Supervisors (as applicable) fail to render a decision within sixty (60) days after submittal of the claim, the Contractor may institute legal action within six (6) months after such 60-day period shall have expired, or the claim shall be deemed finally resolved. No administrative appeals procedure pursuant to Section 2.2-4365 of the Code of Virginia has been established for contractual claims under this contract.

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Appendix H - Insurance Checklist Items marked “X” are required to be provided if award is made to your firm.

Limits of Liability Required Coverage Required (Denotes minimums) Worker’s Compensation Statutory Limits of the Commonwealth of VA and Employers’ Liability; Yes Admitted in Virginia $100,000/$500,000/$100,000 X Employers’ Liability Statutory All States Endorsement Voluntary Compensation Endorsement Best’s Guide Ration-A-VIII or better, or its equivalent Commercial General Liability $1,000,000 Each Occurrence $2,000,000 General Aggregate $2,000,000 Products/Completed Operations $1,000,000 X Personal and Advertising Injury $50,000 Per Occurrence Fire Legal Liability Best’s Guide Rating-A-VIII or better, or its equivalent Automobile Liability $1,000,000 Combined Single Limit Bodily Owned, Hired, Borrowed & Non-owned Injury and Property Motor Carrier Act End Damage Each Occurrence X Best’s Guide Rating-A-VIII or better, or its equivalent Prof. Errors and Omissions $1,000,000 Limit Ea. Occurrence Best’s Guide Rating-A-VIII or better, or its equivalent Garage Liability $1,000,000 CSL Ea. Occurrence Garage Keeper’s Legal Liability Maximum Value of One Vehicle Best’s Guide Rating-A-VIII or better, or its equivalent Maximum Value of All Vehicles Held by Contractor X Umbrella Liability $1,000,000 Best’s Guide Rating-A-VIII or better, or its equivalent. Other Insurance: “Orange County Board of Supervisors 112 W. Main Street, P.O. Box 111 Orange, VA 22960“named as an additional insured on Auto and X General Liability Policies. (This coverage is primary to all other coverage the County may possess and must be shown on the certificate.) 30-day written cancellation notice required, 15-day cancellation notice required for non-payment to Orange, owner– Ref. Code of Virginia Section X 38.2-231. Also, the words “endeavor to” and “failure to mail such notice” clause shall be removed from the cancellation notice. X The Certificate must state Bid/RFP No. and Bid/RFP Title. X Contractor shall submit Certificate of Insurance within five business days from notification of award.

We understand the Insurance Requirements of these specifications and will comply in full if awarded this contract.

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______Name & Title

______

Signature

______

Date RETURN THESE PAGES

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Appendix I - Non-Collusion Statement The party making the foregoing quote hereby certifies that such quote is genuine and not collusive or sham; that said bidders has not colluded, conspired, connived or agreed, directly or indirectly, with any bidder or person, to put in a sham bid or to refrain from bidding, and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication or conference, with any person to fix the bid price or affiant or of any bidder, or to fix any overhead, profit or cost element of said bid price, or of that of any other bidder, or to secure any advantage against the Owner or any person interested in the proposed contract; and that all statements in said proposal or bid are true.

By signing this quote the undersigned certifies that this person/firm/corporation is not currently barred from bidding on contracts by any agent of Orange County of the Commonwealth of Virginia. Offeror also certifies by signing this quote that no conflict of interest exists between Contractor and the Owner that interferes with fair competition and no conflict of interest exists between Contractor and another person or organization that constitutes a conflict of interest with respect to the contract with the Owner. Undersigned bidder hereby certifies that he/she has carefully examined all conditions and specifications of this Invitation to Bid and hereby submits this bid pursuant to such instructions and specifications, without exception.

Name & Title

______

Signature

______

Date

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Appendix J - Vendor (Respondent) Data Sheet The following information is required as part of your response to this solicitation. Failure to complete and provide this sheet may result in determining your proposal to be not acceptable. Note – The terms “vendor” and “bidder” are County-specific terms used within this Appendix and refer to qualified parties responding to this RFP. 1. Qualification: The vendor must have the capability and capacity to satisfy all the contractual requirements.

2. Bidder’s Primary Contact: Name: ______Phone: ______Email: ______

3.Years in Business: Indicate the length of time you have been in business providing this type of goods and service: ______Years

4. SCC #______

5. Have you or any representative within your organization ever been debarred from submitting bids/proposals on contracts by Orange County? ______

6. Have you or any representative within your organization ever been debarred from submitting bids/proposals on contracts by an agency, public entity/locality or authority of the Commonwealth of Virginia? ______

7. Indicate three (3) current or recent accounts, either commercial or governmental, that your company is servicing, has serviced, or has provided similar services. Company Contact Name Contact Phone Project Dates of Service $ Value Company Contact Phone Project Dates of Service $ Value Company Contact Phone Project Dates of Service $ Value RETURN THIS PAGE

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Appendix K - Offeror (Respondent) Statement Undersigned Bidder hereby certifies that he/she has carefully examined all conditions and specifications of this invitation for Bid and hereby submits this proposal pursuant to such instructions and instructions.

Note – The terms “offeror” and “bidder” are County-specific terms used within this Appendix and refer to qualified parties responding to this RFP.

______Type or Print Name & Title of Authorized Person Submitting Proposal

______Signature of Authorized Person Submitting Proposal

______Date

SUBSCRIBED AND SWORN to before me by the above named

______on the _____day of______, 2018

______

Notary Public in and for the State of ______

My commission expires: ______

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Appendix L - State Corporation Commission (SCC) Form Note – The terms “offeror,” “bidder,” and “contractor” are County-specific terms used within this Appendix and refer to qualified parties responding to this RFP.

The Bidder/Offeror/Contractor:

___ is a corporation or other business entity with the following SCC identification number: ______

OR ___ is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust

OR ___ is an out of state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting ay employees or agents who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the Offeror in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contract by which such goods were sold and shipped into Virginia from Offeror’s out of state location) OR ___ is an out of state business entity that is including with this proposal an opinion of legal counsel which accurately and completely discloses the undersigned Offeror’s contracts with Virginia and describes why those contacts do not constitute the transaction of business in Virginia within the meaning of §13.1-757 or other similar provisions in Titles 13.1 or 50 of the Code of Virginia.

Please check the following if you have not completed any of the foregoing options but currently have pending before the SCC an application for authority to transact businesses in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number once issued (Orange County reserves the right to determine in its sole discretion whether to allow such waiver) _____

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Appendix M - Bidder / Respondent Question Form

Questions shall be submitted by 5:00PM January 11, 2018. Questions received beyond this date may not be answered.

Attn: Stephanie Straub Via Email: [email protected] Project: P25 Radio System Request for Proposal Location: Orange, Virginia

Bidders/Respondents are required to utilize this form for questions. You may submit multiple forms. Note on bottom of page the number of pages pertaining to your questions.

RFP Reference Question Paragraph or Page #

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