Administrative Services Committee Meeting Commission Chamber - 12/11/2018 ATTENDANCE:

Present: Hons. Hardie Davis, Jr., Mayor; M. Williams, Chairman; Davis and D. Williams, members. ADMINISTRATIVE SERVICES 1. Consider a request from Augusta-CSRA Vietnam War Veterans Memorial Item Initiative to erect a memorial in the median of Broad Street, in Olde Town, Action: between the 3rd and 4th Street intersections. Approved

Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to Commissioner Commissioner Approve approve. Passes Dennis Williams Mary Davis Motion Passes 3-0. 2. Approve BCBS of Georgia Medicare Advantage PPO Renewal. Item Action: Approved Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to Commissioner Commissioner Approve approve. Passes Mary Davis Dennis Williams Motion Passes 3-0. 3. Approve the month-to-month billing with First Vehicle Services for Fleet Item Maintenance Services pending the recommendation from the evaluation Action: committee. Approved Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to Commissioner Commissioner Approve approve. Passes Mary Davis Dennis Williams Motion Passes 3-0. 4. Motion to approve Housing and Community Development Department’s Item (HCD's) contract procedural process relative to authorization of Action: agreements/contracts/HUD forms for the various federal programs Approved administered by the Department for program/calendar year 2019.

Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to approve Commissioner receiving this item as Commissioner Approve Dennis Passes information. Mary Davis Williams Motion Passes 3-0. 5. Motion to approve Housing and Community Development Department’s Item (HCD's) procedural process relative to agreements/contracts/task orders for Action: the Laney Walker/Bethlehem Revitalization Project (for calendar year 2019). Approved

Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to Commissioner Commissioner Approve approve. Passes Dennis Williams Mary Davis Motion Passes 3-0. 6. Motion to approve the minutes of the Administrative Services Committee held Item on November 27, 2018. Action: Approved Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to Commissioner Commissioner Approve approve. Passes Dennis Williams Mary Davis Motion Passes 3-0. 7. Motion to Deny the Amended Protest of Williams Communications, Inc., Item regarding Request for Proposal (RFP) RFP Item 18-120 - 800 MHz Radio Action: System for Augusta, Information Technology Department. Received through Approved the office of Fleming & Nelson, LLP, Attorneys at Law on October 9, 2018 at 4:49 p.m.

Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to refer this item to the full Commissioner Commissioner Defer Commission with no Dennis Passes Mary Davis recommendation. Williams Motion Passes 3-0. 8. Motion to approve renaming the Lake Olmstead Stadium- the Item Commissioner Andrew A. Jefferson Amphitheater . (Requested by Action: Commissioner Bill Fennoy) Disapproved

Motions Motion Motion Motion Text Seconded By Type Result Motion to approve receiving this item as Commissioner information and have Commissioner Approve Marion Fails further discussion. Mr. Mary Davis Williams D. Williams votes No. Motion Fails 2-1. www.augustaga.gov Administrative Services Committee Meeting 12/11/2018 1:10 PM Attendance 12/11/18

Department:

Presenter:

Caption:

Background:

Analysis:

Financial Impact:

Alternatives:

Recommendation:

Funds are Available in the Following Accounts:

REVIEWED AND APPROVED BY:

Administrative Services Committee Meeting 12/11/2018 1:10 PM Augusta-CSRA Vietnam War Veterans Memorial

Department: Planning & Development

Presenter: Rob Sherman

Caption: Consider a request from Augusta-CSRA Vietnam War Veterans Memorial Initiative to erect a memorial in the median of Broad Street, in Olde Town, between the 3rd and 4th Street intersections.

Background: A request by the Augusta-CSRA Vietnam War Veterans Memorial Initiative requesting to erect a memorial in the median of Broad Street, in Olde Town, between the 3rd and 4th Street intersections. Five granite slabs will form a semi-circular shape. The monument will honor all Augusta-CSRA Vietnam War Veterans and specifically those 160 who gave their lives, the area's 3 prisoners of war, and 1 missing in action.

Analysis: A proposal to erect a permanent memorial in downtown Augusta to honor all of the CSRA’s Vietnam War Veterans, both living and deceased to thank them and to honor them for their service and ensure their legacy is preserved. The Olde Town Neighborhood Association endorses this memorial and the proposed memorial location on the Broad Street Median between 3rd and 4th Streets – next to the three other historical military memorials and markers. The Augusta Planning Commission held a public hearing for comment on November 5, 2018 and all comments were in support of the memorial. No one was present who objected.

Financial Impact: N/A

Alternatives: Do not approve

Recommendation: Approval

N/A Funds are Available in the Following Accounts:

REVIEWED AND APPROVED BY: 2019 Renewal Addendum and Amendment to Group Agreement

This is an Addendum to the Medicare Preferred (PPO) Group Agreement (“Group Agreement”) between Augusta-Richmond County and Anthem Health Plans of New Hampshire, Inc. doing business as Anthem Blue Cross and Blue Shield (Anthem) regarding renewal of benefits and rates and an Amendment to the Group Agreement for the period January 1, 2019 through December 31, 2019 (“Plan Year”).

Augusta-Richmond County and Anthem Health Plans of New Hampshire, Inc. doing business as Anthem Blue Cross and Blue Shield (Anthem) hereby renew the Group Agreement for the Plan Year.

Effective on the first day of January, the rate(s) and Benefits set forth in the attached 2019 Medicare Preferred (PPO) Benefit Chart and Rate Sheet, hereby replace and supersede the current Benefits/Rates set forth in the Group Agreement. Note that the “per member per month” premiums noted in the Rate Sheet will be adjusted for those Medicare Members who are eligible for the low income subsidy and/or who have incurred a late enrollment penalty.

All other terms and provisions of the Group Agreement remain unchanged. Your 2019 Medical Benefits Chart Local PPO Plan 25P Augusta-Richmond County Effective January 1, 2019 What you must pay for these Covered services covered services In-Network Out-of-Network Doctor and hospital choice You may go to doctors, specialists, and hospitals in or out of the network. You do not need a referral.

Annual deductible $300  The deductible applies to covered services as noted Combined in-network and out-of-network within each category below, prior to the copay or coinsurance, if any, being applied.

Inpatient services

Inpatient hospital care* For Medicare- For Medicare- covered hospital covered hospital Includes inpatient acute, inpatient rehabilitation, long-term care stays: stays: hospitals, and other types of inpatient hospital services. Inpatient hospital care starts the day you are formally admitted $200 copay per day $200 copay per day to the hospital with a doctor’s order. The day before you are for days 1-5 for days 1-5 per discharged is your last inpatient day. per admission admission Covered services include but are not limited to: Deductible applies. Deductible applies.

 Semi-private room (or a private room if medically No limit to the No limit to the necessary) number of days number of days covered by the covered by the  Meals, including special diets plan. plan.

 Regular nursing services $0 copay for $0 copay for  Costs of special care units (such as intensive or coronary Medicare-covered Medicare-covered care units) physician services physician services received while an received while an  Drugs and medications inpatient during a inpatient during a  Lab tests Medicare-covered Medicare-covered hospital stay hospital stay  X-rays and other radiology services Deductible applies. Deductible applies.

 Necessary surgical and medical supplies

 Use of appliances, such as wheelchairs

Y0114_19_36002_I 7/2/2018 2019 Custom LPPO 25P_LHO Augusta-Richmond County 09/17/2017

What you must pay for these Covered services covered services In-Network Out-of-Network Inpatient hospital care (con’t) If you receive authorized  Operating and recovery room costs inpatient care at an  Physical therapy, occupational therapy, and speech out-of-network language therapy hospital after your emergency  Inpatient substance abuse services condition is stabilized, your  Inpatient dialysis treatments (if you are admitted as an cost is the cost- inpatient to a hospital for special care) sharing you would  Under certain conditions, the following types of pay at an in- transplants are covered: corneal, kidney, kidney- network hospital. pancreatic, heart, liver, lung, heart/lung, bone marrow, stem cell, and intestinal/multivisceral. If you need a transplant, we will arrange to have your case reviewed by a Medicare-approved transplant center that will decide whether you are a candidate for a transplant. Transplant providers may be local or outside of the service area. If our in-network transplant services are outside the community pattern of care, you may choose to go locally as long as the local transplant providers are willing to accept the Original Medicare rate. If the plan provides transplant services at a location outside the pattern of care for transplants in your community and you choose to obtain transplants at this distant location, we will arrange or pay for appropriate lodging and transportation costs for you and a companion. The reimbursement for transportation costs are while you and your companion are traveling to and from the medical providers for services related to the transplant care. The plan defines the distant location as a location that is outside of the member’s service area AND a minimum of 75 miles from the member’s home. Transportation and lodging costs will be reimbursed for travel mileage and lodging consistent with current IRS travel mileage and lodging guidelines. Accommodations for lodging will be reimbursed at the lesser of: 1) billed charges, or 2) $50 per day per covered person up to a maximum of $100 per day per covered person consistent with IRS guidelines.  Blood – including storage and administration. Coverage of whole blood, packed red cells, and all other components of blood begins with the first pint.  Physician services

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Inpatient hospital care (con’t)

In-network providers should notify us within one business day of any planned, and if possible, unplanned admissions or transfers, including to or from a hospital, skilled nursing facility, long term acute care hospital, or acute rehabilitation center. Note: To be an inpatient, your provider must write an order to admit you formally as an inpatient of the hospital. Even if you stay in the hospital overnight, you might still be considered an “outpatient.” If you are not sure if you are an inpatient, you should ask the hospital staff.

You can also find more information in a Medicare fact sheet called “Are You a Hospital Inpatient or Outpatient? If You Have Medicare – Ask!” This fact sheet is available on the Web at https://www.medicare.gov/Pubs/pdf/11435.pdf or by calling 1-800-MEDICARE (1-800-633-4227). TTY users call 1-877-486- 2048. You can call these numbers for free, 24 hours a day, 7 days a week.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Inpatient mental health care* For Medicare- For Medicare- covered hospital covered hospital Covered services include mental health care services that stays: stays: require a hospital stay in a psychiatric hospital or the psychiatric unit of a general hospital. $200 copay per day $200 copay per day In-network providers should notify us within one business day for days 1-5 for days 1-5 per of any planned, and if possible unplanned admissions or per admission admission transfers, including to or from a hospital, skilled nursing facility, Deductible applies. Deductible applies. long term acute care hospital, or acute rehabilitation center. No limit to the No limit to the number of days number of days covered by the covered by the plan. plan.

$0 copay for $0 copay for Medicare-covered Medicare-covered physician services physician services received while an received while an inpatient during a inpatient during a Medicare-covered Medicare-covered hospital stay hospital stay Deductible applies. Deductible applies.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Skilled nursing facility (SNF) care* For Medicare- For Medicare- covered SNF stays: covered SNF stays: Inpatient skilled nursing facility (SNF) coverage is limited to 100 days each benefit period. A “benefit period” begins on the first $0 copay $0 copay day you go to a Medicare-covered inpatient hospital or a SNF. for days 1-20 and for days 1-20 and The benefit period ends when you have not been an inpatient at $50 copay $50 copay any hospital or SNF for 60 days in a row. per day for per day for Covered services include but are not limited to: days 21-100 days 21-100 per benefit period per benefit period  Semi-private room (or a private room if medically Deductible applies. Deductible applies. necessary) No prior hospital No prior hospital  Meals, including special diets stay required. stay required.  Skilled nursing services  Physical therapy, occupational therapy, and speech language therapy  Drugs administered to you as part of your plan of care (this includes substances that are naturally present in the body, such as blood clotting factors)  Blood – including storage and administration. Coverage of whole blood, packed red cells, and all other components of blood begins with the first pint.  Medical and surgical supplies ordinarily provided by SNFs  Laboratory tests ordinarily provided by SNFs  X-rays and other radiology services ordinarily provided by SNFs  Use of appliances such as wheelchairs ordinarily provided by SNFs  Physician/Practitioner services Generally, you will receive your SNF care from plan facilities. However, under certain conditions listed below, you may be able to pay in-network cost-sharing for a facility that isn’t a plan provider, if the facility accepts our plan’s amounts for payment.  A nursing home or continuing care retirement community where you were living right before you went to the hospital (as long as it provides skilled nursing facility care)

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Skilled nursing facility (SNF) care (con’t)  A SNF where your spouse is living at the time you leave the hospital In-network providers should notify us within one business day of any planned, and if possible unplanned admissions or transfers, including to or from a hospital, skilled nursing facility, long term acute care hospital, or acute rehabilitation center.

Inpatient services covered when the hospital or SNF days After your SNF day limits are are not covered or are no longer covered* used up, this plan will still pay for covered If you have exhausted your inpatient benefits or if the inpatient physician services and other medical stay is not reasonable and necessary, we will not cover your services outlined in this benefits chart at inpatient stay. However, in some cases, we will cover certain the deductible and/or cost share services you receive while you are in the hospital or a skilled amounts indicated. nursing facility (SNF). Covered services include, but are not limited to:

 Physician services  Diagnostic tests (like lab tests)  X-ray, radium, and isotope therapy including technician materials and services  Surgical dressings  Splints, casts, and other devices used to reduce fractures and dislocations  Prosthetic and orthotic devices (other than dental) that replace all or part of an internal body organ (including contiguous tissue), or all or part of the function of a permanently inoperative or malfunctioning internal body organ, including replacement or repairs of such devices  Leg, arm, back and neck braces, trusses and artificial legs, arms, and eyes including adjustments, repairs and replacements required because of breakage, wear, loss, or a change in the patient's physical condition  Physical therapy, occupational therapy, and speech language therapy

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Home health agency care* $0 copay for $0 copay for Medicare-covered Medicare-covered Prior to receiving home health services, a doctor must certify home health visits home health visits that you need home health services and will order home health Deductible applies. Deductible applies. services to be provided by a home health agency. You must be homebound, which means leaving home is a major effort. Durable Medical Durable Medical Covered services include, but are not limited to: Equipment (DME) Equipment (DME) copay or copay or  Part-time or intermittent skilled nursing and home coinsurance, if any, coinsurance, if any, health aide services (to be covered under the home may apply. may apply. health care benefit, your skilled nursing and home health aide services combined must total fewer than 8 hours per day and 35 hours per week)  Physical therapy, occupational therapy, and speech language therapy  Medical and social services  Medical equipment and supplies

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Hospice care You must receive You must receive You may receive care from any Medicare-certified hospice care from a care from a program. You are eligible for the hospice benefit when your Medicare-certified Medicare-certified doctor and the hospice medical director have given you a hospice. hospice. terminal prognosis certifying that you’re terminally ill and have six months or less to live if your illness runs its normal When you enroll in When you enroll in course. Your hospice doctor can be an in-network provider or a Medicare- a Medicare- an out-of-network provider. certified hospice certified hospice program, your program, your For hospice services and for services that are covered by hospice services hospice services Medicare Part A or B and are related to your terminal and your Part A and and your Part A and prognosis: Original Medicare (rather than this plan) will pay for B services are paid B services are paid your hospice services and any Part A and Part B services for by Original for by Original related to your terminal prognosis. While you are in the Medicare, not this Medicare, not this hospice program, your hospice provider will bill Medicare for plan. plan. the services that Original Medicare pays for. $40 copay for the $40 copay for the Services covered by Original Medicare include: one time only one time only hospice hospice  Drugs for symptom control and pain relief consultation consultation Deductible does Deductible does  Short-term respite care not apply. not apply.

 Home care

Our plan covers hospice consultation services (one time only) for a terminally ill person who hasn’t elected the hospice benefit.

For services that are covered by Medicare Part A or B and are not related to your terminal prognosis: If you need nonemergency, nonurgently needed services that are covered under Medicare Part A or B and that are not related to your terminal prognosis, your cost for these services depends on whether you use a provider in our plan’s network:

 If you obtain the covered services from an in-network provider, you only pay the plan cost-sharing amount for in-network services.

 If you obtain the covered services from an out-of- network provider, you pay the plan cost-sharing for out-of-network services.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Hospice care (con’t)

For services that are covered by this plan but are not covered by Medicare Part A or B: This plan will continue to cover plan- covered services that are not covered under Part A or B whether or not they are related to your terminal prognosis. You pay your plan cost-sharing amount for these services.

If you have Part D prescription drug coverage, some drugs may be covered under your Part D benefit. Drugs are never covered by both hospice and your Part D plan at the same time.

Note: If you need non-hospice care (care that is not related to your terminal prognosis), you should contact us to arrange the services.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Outpatient services

Physician services, including doctor’s office visits* $25 copay per visit $25 copay per visit to an in-network to an out-of- Covered services include: Primary Care network Primary Physician (PCP) for Care Physician  Office visits, including medical and surgical services in a Medicare-covered (PCP) for Medicare- physician’s office services covered services  Consultation, diagnosis, and treatment by a specialist Deductible applies. Deductible applies.  Retail health clinics $40 copay per visit $40 copay per visit  Basic diagnostic hearing and balance exams, if your to an in-network to an out-of- doctor orders it to see if you need medical treatment, specialist for network specialist when furnished by a physician, audiologist, or other Medicare-covered for Medicare- qualified provider services covered services  Telehealth office visits, including consultation, Deductible applies. Deductible applies. diagnosis, and treatment by a specialist $25 copay per visit $25 copay per visit  Second opinion by another in-network provider prior to to an in-network to an out-of- surgery retail health clinic network retail  Physician services rendered in the home for Medicare- health clinic for  Outpatient hospital services covered services Medicare-covered Deductible applies. services  Non–routine dental care (covered services are limited to Deductible applies. surgery of the jaw or related structures, setting fractures of the jaw or facial bones, extraction of teeth to prepare $0 copay for $0 copay for the jaw for radiation treatments of neoplastic cancer Medicare-covered Medicare-covered disease, or services that would be covered when allergy testing allergy testing provided by a physician) Deductible applies. Deductible applies.  Allergy testing and allergy injections $0 copay for $0 copay for

Medicare-covered Medicare-covered allergy injections allergy injections Deductible applies. Deductible applies.

See antigen cost See antigen cost share in Part B drug share in Part B drug section. section.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Chiropractic services $20 copay for each $20 copay for each Medicare-covered Medicare-covered  We cover only manual manipulation of the spine to visit visit correct subluxation. Deductible applies. Deductible applies.

Podiatry services* $40 copay for each $40 copay for each Medicare-covered Medicare-covered Covered services include: visit visit  Diagnosis and the medical or surgical treatment of Deductible applies. Deductible applies. injuries and disease of the feet (such as hammer toe or heel spurs) in an office setting  Medicare-covered routine foot care for members with certain medical conditions affecting the lower limbs

 A foot exam covered every six months for people with diabetic peripheral neuropathy and loss of protective sensations

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Outpatient mental health care, including partial $25 copay for each $25 copay for each hospitalization services* Medicare-covered Medicare-covered professional professional Covered services include: individual therapy individual therapy visit visit  Mental health services provided by a state-licensed Deductible applies. Deductible applies. psychiatrist or doctor, clinical psychologist, clinical

social worker, clinical nurse specialist, nurse $25 copay for each $25 copay for each practitioner, physician assistant, or other Medicare- Medicare-covered Medicare-covered qualified mental health care professional as allowed professional group professional group under applicable state laws therapy visit therapy visit “Partial hospitalization” is a structured program of active Deductible applies. Deductible applies. psychiatric treatment provided as a hospital outpatient service that is more intense than the care received in your doctor’s or $25 copay for each $25 copay for each therapist’s office and is an alternative to inpatient Medicare-covered Medicare-covered hospitalization. professional partial professional partial hospitalization visit hospitalization visit Deductible applies. Deductible applies.

$0 copay for each $0 copay for each

Medicare-covered Medicare-covered

outpatient hospital outpatient hospital

facility individual facility individual

therapy visit therapy visit

Deductible applies. Deductible applies.

$0 copay for each $0 copay for each

Medicare-covered Medicare-covered

outpatient hospital outpatient hospital

facility group facility group

therapy visit therapy visit

Deductible applies. Deductible applies.

$0 copay for each $0 copay for each Medicare-covered Medicare-covered partial partial hospitalization hospitalization facility visit facility visit Deductible Deductible applies. applies.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Outpatient substance abuse services, including partial $25 copay for each $25 copay for each hospitalization services* Medicare-covered Medicare-covered professional professional “Partial hospitalization” is a structured program of active individual therapy individual therapy psychiatric treatment provided as a hospital outpatient service visit visit that is more intense than the care received in your doctor’s or Deductible applies. Deductible applies. therapist’s office and is an alternative to inpatient hospitalization. $25 copay for each $25 copay for each Medicare-covered Medicare-covered professional group professional group therapy visit therapy visit Deductible applies. Deductible applies.

$25 copay for each $25 copay for each Medicare-covered Medicare-covered professional partial professional partial hospitalization visit hospitalization visit Deductible applies. Deductible applies.

$0 copay for each $0 copay for each Medicare-covered Medicare-covered outpatient hospital outpatient hospital facility individual facility individual therapy visit therapy visit

Deductible applies. Deductible applies.

$0 copay for each $0 copay for each Medicare-covered Medicare-covered outpatient hospital outpatient hospital facility group facility group therapy visit therapy visit Deductible applies. Deductible applies.

$0 copay for each $0 copay for each Medicare-covered Medicare-covered partial partial hospitalization hospitalization facility visit facility visit Deductible applies. Deductible applies.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Outpatient surgery, including services provided at hospital $100 copay for $100 copay for outpatient facilities and ambulatory surgical centers* each Medicare- each Medicare- covered outpatient covered outpatient Facilities where surgical procedures are performed and the hospital facility or hospital facility or patient is released the same day. ambulatory ambulatory Note: If you are having surgery in a hospital, you should check surgical center visit surgical center visit with your provider about whether you will be an inpatient or for surgery for surgery outpatient. Unless the provider writes an order to admit you as Deductible applies. Deductible applies. an inpatient to the hospital, you are an outpatient and pay the cost-sharing amounts for outpatient surgery. Even if you stay in $100 copay for $100 copay for the hospital overnight, you might still be considered an each Medicare- each Medicare- “outpatient.” covered outpatient covered outpatient observation room observation room You can also find more information in a Medicare fact sheet visit visit called “Are You a Hospital Inpatient or Outpatient? If You Have Deductible applies. Deductible applies. Medicare – Ask!” This fact sheet is available on the Web at https://www.medicare.gov/Pubs/pdf/11435.pdf or by calling 1-800-MEDICARE (1-800-633-4227). TTY users call 1-877-486- 2048. You can call these numbers for free, 24 hours a day, 7 days a week.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Outpatient hospital services, non-surgical* $25 copay for a $25 copay for a visit to an in- visit to an out-of- Covered services include medically necessary services you get network primary network primary in the outpatient department of a hospital for diagnosis or care physician in care physician in treatment of an illness or injury. an outpatient an outpatient Note: Unless the provider has written an order to admit you as hospital hospital an inpatient to the hospital, you are an outpatient and pay the setting/clinic for setting/clinic for cost-sharing amounts for outpatient hospital services. Even if Medicare-covered Medicare-covered you stay in the hospital overnight, you might still be considered non-surgical non-surgical an “outpatient.” If you are not sure if you are an outpatient, you services services should ask the hospital staff. Deductible applies. Deductible applies.

You can also find more information in a Medicare fact sheet $40 copay for a $40 copay for a called “Are You a Hospital Inpatient or Outpatient? If You Have visit to an in- visit to an out-of- Medicare – Ask!” This fact sheet is available on the Web at network specialist network specialist https://www.medicare.gov/Pubs/pdf/11435.pdf or by calling in an outpatient in an outpatient 1-800-MEDICARE (1-800-633-4227). TTY users call 1-877-486- hospital hospital 2048. You can call these numbers for free, 24 hours a day, 7 setting/clinic for setting/clinic for days a week. Medicare-covered Medicare-covered non-surgical non-surgical services services Deductible applies. Deductible applies.

$100 copay for $100 copay for each Medicare- each Medicare- covered outpatient covered outpatient observation room observation room visit visit Deductible applies. Deductible applies.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Ambulance services Your provider must get an approval from the plan before you get ground, air, or  Covered ambulance services include fixed wing, rotary water transportation that is not an wing, water, and ground ambulance services, to the emergency. nearest appropriate facility that can provide care only if the services are furnished to a member whose medical condition is such that other means of transportation $100 copay for Medicare-covered could endanger the person’s health or if authorized by ambulance services the plan. Deductible does not apply.

 Nonemergency transportation by ambulance is Cost share, if any, is applied per one-way appropriate if it is documented that the member’s trip for Medicare-covered ambulance condition is such that other means of transportation services. could endanger the person’s health and that transportation by ambulance is medically required.

 Ambulance service is not covered for physician office visits.

Emergency care $65 copay for each Medicare-covered Emergency care refers to services that are: emergency room visit Deductible does not apply.  Furnished by a provider qualified to furnish emergency services, and  Needed to evaluate or stabilize an emergency medical condition. Emergency outpatient copay is waived if the member is admitted to the hospital within 72 hours for the same condition. A medical emergency is when you, or any other prudent layperson with an average knowledge of health and medicine, believe that you have medical symptoms that require immediate medical attention to prevent loss of life, loss of a limb, or loss of function of a limb. The medical symptoms may be an illness, injury, severe pain, or a medical condition that is quickly getting worse. This coverage is worldwide and is limited to what is allowed under the Medicare fee schedule for the services performed/received in the United States. Cost-sharing for necessary emergency services furnished out- of-network is the same as for such services furnished in- network. If you receive authorized inpatient care at an out-of-network hospital after your emergency condition is stabilized, your cost is the cost-sharing you would pay at an in-network hospital.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Urgently needed services $40 copay for each Medicare-covered urgently needed care visit  Urgently needed services are available on a worldwide Deductible does not apply. basis.

The urgently needed services copay is waived if the member is admitted to the hospital within 72 hours for the same condition.

If you are outside of the service area for your plan, your plan covers urgently needed services, including urgently required renal dialysis. Urgently needed services are services provided to treat a nonemergency, unforeseen medical illness, injury, or condition that requires immediate medical care. Urgently needed services may be furnished by in-network providers or by out-of-network providers when in-network providers are temporarily unavailable or inaccessible. Cost-sharing for necessary urgently needed services furnished out-of-network is the same as for such services furnished in-network. Generally, however, if you are in the plan’s service area and your health is not in serious danger, you should obtain care from an in- network provider.

Outpatient rehabilitation services* $40 copay for $40 copay for Medicare-covered Medicare-covered Covered services include: physical therapy, occupational physical therapy, physical therapy, therapy, and speech language therapy. occupational occupational Outpatient rehabilitation services are provided in various therapy, and therapy, and outpatient settings, such as hospital outpatient departments, speech language speech language independent therapist offices, and Comprehensive Outpatient therapy visits therapy visits Rehabilitation Facilities (CORFs). Deductible applies. Deductible applies.

Cardiac rehabilitation services $40 copay for $40 copay for Comprehensive programs of cardiac rehabilitation services that Medicare-covered Medicare-covered include exercise, education, and counseling are covered for cardiac cardiac members who meet certain conditions with a doctor’s order. rehabilitation rehabilitation The plan also covers intensive cardiac rehabilitation programs therapy visits therapy visits that are typically more rigorous or more intense than cardiac Deductible applies. Deductible applies. rehabilitation programs.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Pulmonary rehabilitation services* $30 copay for $30 copay for Comprehensive programs of pulmonary rehabilitation are Medicare-covered Medicare-covered covered for members who have moderate to very severe pulmonary pulmonary chronic obstructive pulmonary disease (COPD) and a referral for rehabilitation rehabilitation pulmonary rehabilitation from the doctor treating their chronic therapy visits therapy visits respiratory disease. Deductible applies. Deductible applies.

Supervised Exercise Therapy (SET)* $30 copay for $30 copay for Medicare-covered Medicare-covered SET is covered for members who have symptomatic peripheral supervised supervised artery disease (PAD) and a referral for PAD from the physician exercise therapy exercise therapy responsible for PAD treatment. visits visits Up to 36 sessions over a 12-week period are covered if the SET program requirements are met. The SET program must:  Consist of sessions lasting 30-60 minutes, comprising a therapeutic exercise-training program for PAD in patients with claudication  Be conducted in a hospital outpatient setting or a physician’s office  Be delivered by qualified auxiliary personnel necessary to ensure benefits exceed harms, and who are trained in exercise therapy for PAD  Be under the direct supervision of a physician, physician assistant, or nurse practitioner/clinical nurse specialist who must be trained in both basic and advanced life support techniques SET may be covered beyond 36 sessions over 12 weeks for an additional 36 sessions over an extended period of time if deemed medically necessary by a health care provider.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Durable medical equipment (DME) and related supplies* 10% coinsurance 10% coinsurance for Medicare- for Medicare- Covered items include, but are not limited to: wheelchairs, covered DME covered DME crutches, powered mattress systems, diabetic supplies, hospital Deductible applies. Deductible applies. bed ordered by a provider for use at home, IV infusion pumps, speech generating devices, oxygen equipment, nebulizers, and See the Diabetes See the Diabetes walkers. self-management self-management training, diabetic training, diabetic Copay or coinsurance only applies when you are not currently services, and services, and receiving inpatient care. If you are receiving inpatient care your supplies benefit supplies benefit DME will be included in the copay or coinsurance for those section for diabetic section for diabetic services. supply cost supply cost We cover all medically necessary durable medical equipment sharing. sharing. covered by Original Medicare. If our supplier in your area does not carry a particular brand or manufacturer, you may ask them if they can special order it for you.

Prosthetic devices and related supplies* 10% coinsurance 10% coinsurance for Medicare- for Medicare- Devices (other than dental) that replace all or a body part or covered prosthetics covered function. These include, but are not limited to, colostomy bags and orthotics prosthetics and and supplies directly related to colostomy care, pacemakers, Deductible applies. orthotics braces, prosthetic shoes, artificial limbs, and breast prostheses Deductible applies. (including a surgical brassiere after a mastectomy). Includes certain supplies related to prosthetic devices and repair and/or replacement of prosthetic devices. Also includes some coverage following cataract removal or cataract surgery. See “Vision care” later in this section for more detail.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Diabetes self-management training, diabetic services, 10% coinsurance 10% coinsurance and supplies* for a 30-day supply for a 30-day supply on each Medicare- on each Medicare- For all people who have diabetes (insulin and non-insulin users) covered purchase covered purchase of blood glucose of blood glucose Covered services include: test strips, lancets, test strips, lancets,  Supplies to monitor your blood glucose: Blood glucose lancet devices, and lancet devices, and monitor, blood glucose test strips, lancet devices and glucose control glucose control lancets, and glucose control solutions for checking the solutions for solutions for accuracy of test strips and monitors checking the checking the accuracy of test accuracy of test  Blood glucose monitors are limited to one every six strips and monitors strips and monitors months Deductible applies Deductible applies  Up to 200 blood glucose test strips for a 30-day supply except for items except for items purchased at a purchased at a  One pair per year of therapeutic custom molded shoes pharmacy. pharmacy. (including inserts provided with such shoes) and two additional pairs of inserts or one pair of depth shoes 10% coinsurance 10% coinsurance and three pairs of inserts (not including the non- for Medicare- for Medicare- customized removable inserts provided with such covered blood covered blood shoes) for people with diabetes who have severe glucose monitor glucose monitor diabetic foot disease, including fitting of shoes or inserts Deductible applies Deductible applies except for items except for items  Diabetes self-management training is covered under certain conditions purchased at a purchased at a pharmacy. pharmacy.

10% coinsurance 10% coinsurance for for Medicare-covered Medicare-covered therapeutic shoes therapeutic shoes and inserts and inserts Deductible applies. Deductible applies.

$0 copay for $0 copay for Medicare-covered Medicare-covered diabetes self- diabetes self- management management training training Deductible does Deductible does not apply. not apply.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Outpatient diagnostic tests and therapeutic services and $40 copay for each $40 copay for each supplies* Medicare-covered Medicare-covered X- X-ray visit and/or ray visit and/or Covered services include, but are not limited to: simple diagnostic simple diagnostic test test  X-rays Deductible applies. Deductible applies.  Complex diagnostic tests and radiology services $125 copay for $125 copay for  Radiation (radium and isotope) therapy, including Medicare-covered Medicare-covered technician materials and supplies complex diagnostic complex diagnostic  Testing to confirm chronic obstructive pulmonary test and/or test and/or radiology disease (COPD) radiology visit visit Deductible applies. Deductible applies.  Surgical supplies, such as dressings  Splints, casts, and other devices used to reduce $40 copay for each $40 copay for each fractures and dislocations Medicare-covered Medicare-covered radiation therapy radiation therapy  Laboratory tests treatment treatment Deductible applies. Deductible applies.  Blood – including storage and administration. Coverage

of whole blood, packed red cells, and all other $0 copay for $0 copay for components of blood begins with the first pint Medicare-covered Medicare-covered  Other outpatient diagnostic tests testing to confirm testing to confirm chronic obstructive chronic obstructive Certain diagnostic tests and radiology services are considered pulmonary disease pulmonary disease complex and include heart catheterizations, sleep studies, Deductible does not Deductible does not computed tomography (CT), magnetic resonance procedures apply. apply. (MRIs and MRAs), and nuclear medicine studies, which includes PET scans. 10% coinsurance 10% coinsurance for for Medicare- Medicare-covered

covered supplies supplies Deductible applies. Deductible applies.

$0 copay for each $0 copay for each Medicare-covered Medicare-covered

clinical/diagnostic clinical/diagnostic lab test lab test Deductible applies. Deductible applies.

$0 copay per $0 copay per Medicare-covered Medicare-covered pint of blood pint of blood Deductible does not Deductible does not apply. apply.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Vision care $25 copay for $25 copay for visits visits to an in- to an out-of- Covered services include: network primary network primary care physician for care physician for  Outpatient physician services for the diagnosis and Medicare-covered Medicare-covered treatment of diseases and injuries of the eye, including exams to diagnose exams to diagnose treatment for age-related macular degeneration. and treat diseases and treat diseases  For people who are at high risk of glaucoma, we will of the eye of the eye cover one glaucoma screening each year. People at high Deductible applies. Deductible applies. risk of glaucoma include: people with a family history of glaucoma, people with diabetes, African-Americans who $40 copay for visits $40 copay for visits are age 50 and older, and Hispanic-Americans who are to an in-network to an out-of- age 65 or older. specialist for network specialist Medicare-covered for Medicare-  For people with diabetes, screening for diabetic exams to diagnose covered exams to retinopathy is covered once per year. and treat diseases diagnose and treat  One pair of eyeglasses or contact lenses after each of the eye diseases of the eye cataract surgery that includes insertion of an intraocular Deductible applies. Deductible applies. lens. (If you have two separate cataract operations, you cannot reserve the benefit after the first surgery and $0 copay for $0 copay for purchase two eyeglasses after the second surgery.) Medicare-covered Medicare-covered glaucoma glaucoma screening screening Deductible does Deductible does not apply. not apply.

$0 copay for $0 copay for Medicare-covered Medicare-covered

diabetic diabetic retinopathy retinopathy screening screening Deductible does Deductible does not apply. not apply.

20% coinsurance 20% coinsurance for for glasses/contacts glasses/contacts following Medicare- following covered cataract Medicare-covered surgery cataract surgery Deductible applies. Deductible applies.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network

Preventive services care and screening tests

You will see this apple next to preventive services throughout this chart. For all preventive services that are covered at no cost under Original Medicare, we also cover the service at no cost to you in-network. However, if you are treated or monitored for an existing medical condition or an additional non-preventive service, during the visit when you receive the preventive service, a copay or coinsurance may apply for that care received. In addition, if an office visit is billed for the existing medical condition care or an additional non-preventive service received, the applicable in-network primary care physician or in-network specialist copay or coinsurance will apply.

Abdominal aortic aneurysm screening There is no There is no coinsurance, coinsurance, A one-time screening ultrasound for people at risk. The plan copayment, or copayment, or only covers this screening if you have certain risk factors and if deductible for deductible for you get a referral for it from your physician, physician assistant, members eligible members eligible nurse practitioner, or clinical nurse specialist. for this Medicare- for this Medicare- covered preventive covered preventive screening. screening. Deductible does Deductible does not apply. not apply.

Bone mass measurement There is no There is no coinsurance, coinsurance, For qualified individuals (generally, this means people at risk of copayment, or copayment, or losing bone mass or at risk of osteoporosis), the following deductible for the deductible for the services are covered every 24 months, or more frequently if Medicare-covered Medicare-covered medically necessary: procedures to identify bone mass, detect bone mass bone mass bone loss, or determine bone quality, including a physician's measurement. measurement. interpretation of the results. Deductible does Deductible does not apply. not apply.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Colorectal cancer screening and colorectal services There is no There is no coinsurance, coinsurance, For people 50 and older, the following are covered: copayment, or copayment, or deductible for the deductible for the  Flexible sigmoidoscopy (or screening barium enema as Medicare-covered Medicare-covered an alternative) every 48 months screening for STIs screening for STIs

and counseling for and counseling for One of the following every 12 months: STIs preventive STIs preventive benefit. benefit. Guaiac-based fecal occult blood test (gFOBT)  Deductible does Deductible does  Fecal immunochemical test (FIT) not apply. not apply.

DNA based colorectal screening every 3 years

For people at high risk of colorectal cancer, we cover:  Screening colonoscopy (or screening barium enema as an alternative) every 24 months

For people not at high risk of colorectal cancer, we cover:  Screening colonoscopy every 10 years, but not within 48 months of a screening sigmoidoscopy

Colorectal services:  Include the biopsy and removal of any growth during the procedure, in the event the procedure goes beyond a screening exam

HIV screening There is no There is no coinsurance, coinsurance, For people who ask for an HIV screening test or who are at copayment, or copayment, or increased risk for HIV infection, we cover: deductible for deductible for members eligible members eligible  One screening exam every 12 months for the Medicare- for the Medicare- For women who are pregnant, we cover: covered preventive covered preventive HIV screening. HIV screening.  Up to three screening exams during a pregnancy Deductible does Deductible does not apply. not apply.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Screening for sexually transmitted infections (STIs) and There is no There is no counseling to prevent STIs coinsurance, coinsurance, copayment, or copayment, or We cover sexually transmitted infection (STI) screenings for deductible for the deductible for the chlamydia, gonorrhea, syphilis, and Hepatitis B. These Medicare-covered Medicare-covered screenings are covered for pregnant women and for certain screening for STIs screening for STIs people who are at increased risk for an STI when the tests are and counseling for and counseling for ordered by a primary care provider. We cover these tests once STIs preventive STIs preventive every 12 months or at certain times during pregnancy. benefit. benefit. We also cover up to 2 individual 20 to 30 minute, face-to-face Deductible does Deductible does high-intensity behavioral counseling sessions each year for not apply. not apply. sexually active adults at increased risk for STIs. We will only cover these counseling sessions as a preventive service if they are provided by a primary care provider and take place in a primary care setting, such as a doctor’s office.

Medicare Part B immunizations There is no There is no coinsurance, coinsurance, Covered services include: copayment, or copayment, or deductible for the deductible for the  Pneumonia vaccine pneumonia, pneumonia,  Flu shots, including H1N1, once each flu season in the influenza, Hepatitis influenza, Hepatitis fall and winter, with additional flu shots if medically B, or other B, or other necessary Medicare-covered Medicare-covered vaccines when you vaccines when you  Hepatitis B vaccine if you are at high or intermediate are at risk and they are at risk and they risk of getting Hepatitis B meet Medicare Part meet Medicare Part  Other vaccines if you are at risk and they meet Medicare B rules. B rules. Part B coverage rules Deductible does Deductible does not apply. not apply. If you have Part D prescription drug coverage, some vaccines are covered under your Part D benefit (for example, the shingles vaccine). Please refer to your Part D prescription drug benefits.

Breast cancer screening (mammograms) There is no There is no coinsurance, coinsurance, Covered services include: copayment, or copayment, or deductible for deductible for  One baseline mammogram between the ages of 35 and Medicare-covered Medicare-covered 39 screening screening  One screening mammogram every 12 months for mammograms. mammograms. women age 40 and older Deductible does Deductible does not apply. not apply.  Clinical breast exams once every 24 months

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Cervical and vaginal cancer screening There is no There is no coinsurance, coinsurance, Covered services include: copayment, or copayment, or deductible for deductible for  For all women, Pap tests and pelvic exams are covered Medicare-covered Medicare-covered once every 24 months. preventive Pap and preventive Pap and pelvic exams. pelvic exams.  If you are at high risk of cervical or vaginal cancer or Deductible does Deductible does you are of childbearing age and have had an abnormal not apply. not apply. Pap test within the past 3 years: 1 Pap test every 12 months.

Prostate cancer screening exams There is no There is no coinsurance, coinsurance, For men age 50 and older, the following are covered once every copayment, or copayment, or 12 months: deductible for a deductible for a Medicare-covered Medicare-covered  Digital rectal exam annual PSA test. annual PSA test.  Prostate Specific Antigen (PSA) test Deductible does Deductible does not apply. not apply.

Cardiovascular disease risk reduction visit (therapy for There is no There is no cardiovascular disease) coinsurance, coinsurance, copayment, or copayment, or We cover one visit per year with your primary care doctor to deductible for the deductible for the help lower your risk for cardiovascular disease. During this visit, Medicare-covered Medicare-covered your doctor may discuss aspirin use (if appropriate), check your intensive intensive blood pressure, and give you tips to make sure you’re eating behavioral therapy behavioral therapy healthy. cardiovascular cardiovascular disease preventive disease preventive benefit. benefit. Deductible does Deductible does not apply. not apply.

Cardiovascular disease testing There is no There is no coinsurance, coinsurance, Blood tests for the detection of cardiovascular disease (or copayment, or copayment, or abnormalities associated with an elevated risk of deductible for deductible for cardiovascular disease) once every 5 years (60 months). Medicare-covered Medicare-covered cardiovascular cardiovascular disease testing that disease testing that is covered once is covered once every five years. every five years. Deductible does Deductible does not apply. not apply.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network “Welcome to Medicare” preventive visit There is no There is no coinsurance, coinsurance, The plan covers a one-time “Welcome to Medicare” preventive copayment, or copayment, or visit. The visit includes a review of your health, measurements deductible for the deductible for the of height, weight, body mass index, blood pressure, as well as Medicare-covered Medicare-covered education and counseling about the preventive services you “Welcome to “Welcome to need (including certain screenings and shots), and referrals for Medicare” Medicare” other care if needed. preventive visit. preventive visit. Deductible does Deductible does Important: We cover the “Welcome to Medicare” preventive not apply. not apply. visit only within the first 12 months you have Medicare Part B. When you make your appointment, let your doctor’s office know you would like to schedule your “Welcome to Medicare” preventive visit.

Annual wellness visit There is no There is no coinsurance, coinsurance, If you’ve had Medicare Part B for longer than 12 months, you copayment, or copayment, or can get an annual wellness visit to develop or update a deductible for the deductible for the personalized prevention plan based on your current health and Medicare-covered Medicare-covered risk factors. This is covered once every 12 months. annual wellness annual wellness visit. visit. Note: Your first annual wellness visit can’t take place within Deductible does Deductible does 12 months of your “Welcome to Medicare” preventive visit. not apply. not apply. However, you don’t need to have had a “Welcome to Medicare” preventive visit to be covered for annual wellness visits after you’ve had Part B for 12 months.

Depression screening There is no There is no coinsurance, coinsurance, We cover one screening for depression per year. The screening copayment, or copayment, or must be done in a primary care setting that can provide follow- deductible for a deductible for a up treatment and/or referrals. Medicare-covered Medicare-covered annual depression annual depression screening visit. screening visit. Deductible does Deductible does not apply. not apply.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Diabetes screening There is no There is no coinsurance, coinsurance, We cover this screening (includes fasting glucose tests) if you copayment, or copayment, or have any of the following risk factors: high blood pressure deductible for deductible for (hypertension), history of abnormal cholesterol and triglyceride Medicare-covered Medicare-covered levels (dyslipidemia), obesity, or a history of high blood sugar diabetes screening diabetes screening (glucose). Tests may also be covered if you meet other tests. tests. requirements, like being overweight and having a family history Deductible does Deductible does of diabetes. not apply. not apply. Based on the results of these tests, you may be eligible for up to 2 diabetes screenings every 12 months.

Medicare Diabetes Prevention Program (MDPP) There is no There is no coinsurance, coinsurance, MDPP services will be covered for eligible Medicare copayment, or copayment, or beneficiaries under all Medicare health plans. deductible for the deductible for the MDPP benefit. MDPP benefit. MDPP is a structured health behavior change intervention that Deductible does Deductible does provides practical training in long-term dietary change, not apply. not apply. increased physical activity, and problem-solving strategies for overcoming challenges to sustaining weight loss and a healthy lifestyle.

Obesity screening and therapy to promote sustained There is no There is no weight loss coinsurance, coinsurance, copayment, or copayment, or If you have a body mass index of 30 or more, we cover intensive deductible for deductible for counseling to help you lose weight. This counseling is covered if Medicare-covered Medicare-covered you get it in a primary care setting, where it can be coordinated preventive obesity preventive obesity with your comprehensive prevention plan. Talk to your primary screening and screening and care doctor or practitioner to find out more. therapy. therapy. Deductible does Deductible does not apply. not apply.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Screening and counseling to reduce alcohol misuse There is no There is no coinsurance, coinsurance, We cover one alcohol misuse screening for adults with copayment, or copayment, or Medicare (including pregnant women) who misuse alcohol, but deductible for the deductible for the aren’t alcohol dependent. Medicare-covered Medicare-covered screening and screening and If you screen positive for alcohol misuse, you can get up to four counseling to counseling to brief face-to-face counseling sessions per year (if you’re reduce alcohol reduce alcohol competent and alert during counseling) provided by a qualified misuse preventive misuse preventive primary care doctor or practitioner in a primary care setting. benefit. benefit. Deductible does Deductible does not apply. not apply.

Screening for lung cancer with low dose computed There is no There is no tomography (LDCT) coinsurance, coinsurance, copayment, or copayment, or For qualified individuals, a LDCT is covered every 12 months. deductible for the deductible for the Medicare-covered Medicare-covered Eligible enrollees are: people aged 55 – 77 years who have no counseling and counseling and signs or symptoms of lung cancer, but who have a history of shared decision shared decision tobacco smoking of at least 30 pack-years or who currently making visit or for making visit or for smoke or have quit smoking within the last 15 years, who the LDCT. the LDCT. receive a written order for LDCT during a lung cancer screening Deductible does Deductible does counseling and shared decision making visit that meets the not apply. not apply. Medicare criteria for such visits and be furnished by a physician or qualified non-physician practitioner.

For LDCT lung cancer screenings after the initial LDCT screening: the enrollee must receive a written order for LDCT lung cancer screening, which may be furnished during any appropriate visit with a physician or qualified non-physician practitioner. If a physician or qualified non-physician practitioner elects to provide a lung cancer screening counseling and shared decision making visit for subsequent lung cancer screenings with LDCT, the visit must meet the Medicare criteria for such visits.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Medical nutrition therapy There is no There is no coinsurance, coinsurance, This benefit is for people with diabetes, renal (kidney) disease copayment, or copayment, or (but not on dialysis), or after a kidney transplant when referred deductible for deductible for by your doctor. members eligible members eligible for Medicare- for Medicare- We cover three hours of one-on-one counseling services during covered medical covered medical your first year that you receive medical nutrition therapy nutrition therapy nutrition therapy services under Medicare (this includes our plan, any other services. services. Medicare Advantage plan, or Original Medicare), and two hours Deductible does Deductible does each year after that. If your condition, treatment, or diagnosis not apply. not apply. changes, you may be able to receive more hours of treatment with a physician’s referral. A physician must prescribe these services and renew their referral yearly if your treatment is needed into another plan year.

Smoking and tobacco use cessation (counseling to quit There is no There is no smoking) coinsurance, coinsurance, copayment, or copayment, or If you use tobacco, but do not have signs or symptoms of deductible for the deductible for the tobacco-related disease: We cover 2 counseling quit attempts Medicare-covered Medicare-covered within a 12 month period. Each counseling attempt includes up smoking and smoking and to 4 face-to-face visits. tobacco use tobacco use cessation cessation If you use tobacco and have been diagnosed with a tobacco- preventive benefits. preventive benefits. related disease or are taking medicine that may be affected by Deductible does Deductible does tobacco: We cover cessation counseling services. We cover 2 not apply. not apply. counseling quit attempts within a 12 month period. Each counseling attempt includes up to 4 face-to-face visits. These visits must be ordered by your doctor and provided by a qualified doctor or other Medicare-recognized practitioner.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Other services Services to treat outpatient kidney disease You do not need to You do not need to get an approval get an approval Covered services include: from the plan from the plan before getting before getting  Kidney disease education services to teach kidney care dialysis. But please dialysis. But please and help members make informed decisions about their let us know when let us know when care. For members with stage IV chronic kidney disease you need to start you need to start when referred by their doctor, we cover up to six this care, so we can this care, so we can sessions of kidney disease education services per help coordinate help coordinate lifetime. with your doctors. with your doctors.  Outpatient dialysis treatments (including dialysis treatments when temporarily out of the service area) $0 copay for each $0 copay for each  Home dialysis or certain home support services (such Medicare-covered Medicare-covered as, when necessary, visits by trained dialysis workers to kidney disease kidney disease check on your home dialysis, to help in emergencies, education session education session and check your dialysis equipment and water supply) Deductible does Deductible does not apply. not apply.  Self-dialysis training (includes training for you and anyone helping you with your home dialysis treatments) $25 copay for $25 copay for  Home and outpatient dialysis equipment and supplies Medicare-covered Medicare-covered outpatient dialysis outpatient dialysis Certain drugs for dialysis are covered under your Medicare Part Deductible does Deductible does B drug benefit. For information about coverage for Part B drugs, not apply. not apply. please go to the section below, “Medicare Part B prescription drugs.” $0 copay for $0 copay for Medicare-covered Medicare-covered home dialysis or home dialysis or home support home support services services Deductible does Deductible does not apply. not apply.

$25 copay for $25 copay for Medicare-covered Medicare-covered self-dialysis self-dialysis training training Deductible does Deductible does not apply. not apply.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Services to treat outpatient kidney disease (con’t) 10% coinsurance 10% coinsurance for Medicare- for Medicare- covered home covered home dialysis equipment dialysis equipment

and supplies and supplies Deductible applies. Deductible applies.

10% coinsurance 10% coinsurance for Medicare- for Medicare- covered outpatient covered outpatient dialysis equipment dialysis equipment and supplies and supplies Deductible applies. Deductible applies.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Medicare Part B prescription drugs covered under your 20% coinsurance 20% coinsurance medical plan (Part B drugs)* for Medicare- for Medicare- covered Part B covered Part B These drugs are covered under Part B of Original Medicare. drugs drugs Members of our plan receive coverage for these drugs through Deductible does Deductible does our plan. not apply. not apply. Covered drugs include: 20% coinsurance 20% coinsurance  “Drugs” include substances that are naturally present in for Medicare- for Medicare- the body, such as blood clotting factors covered Part B drug covered Part B drug administration administration  Drugs that usually are not self-administered by the patient and are injected or infused while receiving Deductible does Deductible does physician, hospital outpatient, or ambulatory surgical not apply. not apply.

center services 20% coinsurance 20% coinsurance  Drugs you take using durable medical equipment for Medicare- for Medicare- (such as nebulizers) that was authorized by the plan covered Part B covered Part B chemotherapy chemotherapy  Clotting factors you give yourself by injection if you drugs drugs have hemophilia Deductible does Deductible does  Immunosuppressive drugs, if you were enrolled in not apply. not apply. Medicare Part A at the time of the organ transplant 20% coinsurance 20% coinsurance  Injectable osteoporosis drugs, if you are homebound, for Medicare- for Medicare- have a bone fracture that a doctor certifies was related covered Part B covered Part B to post-menopausal osteoporosis and cannot self- chemotherapy drug chemotherapy drug administer the drug administration administration Deductible does Deductible does  Antigens not apply. not apply.  Certain oral anti-cancer drugs and anti-nausea drugs  Certain drugs for home and outpatient dialysis, including heparin, the antidote for heparin when medically necessary, topical anesthetics and erythropoiesis-stimulating agents such as Erythropoietin (Epogen), Procrit or Epoetin Alfa and Darboetin Alfa (Aranesp)  Intravenous Immune Globulin for the home treatment of primary immune deficiency diseases

If you have Part D prescription drug coverage, please refer to your Evidence of Coverage for information on your Part D prescription drug benefits.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Additional benefits

Routine hearing services $0 copay for $0 copay for routine hearing routine hearing  Routine hearing exams exams exams Deductible does Deductible does Routine hearing exams are limited to a $50 maximum benefit not apply. not apply. per year combine in-network and out-of-network. Routine hearing exams are limited to 1 per year combined in-network and out-of-network. After the plan pays After the plan pays benefits for routine benefits for routine hearing exams, you hearing exams, you are responsible for are responsible for the remaining cost. the remaining cost.

Routine vision services $0 copay for $0 copay for routine routine vision  Routine vision exams vision exams exams Routine vision exams are limited to a $50 maximum benefit per Deductible applies. Deductible applies. year combined in-network and out-of-network. Routine vision exams are limited to 1 per year combined in-network and out- After the plan pays After the plan pays of-network. benefits for routine benefits for routine vision exams, you vision exams, you are responsible for are responsible for the remaining cost. the remaining cost.

Routine foot care $25 copay for each $25 copay for each visit to an in- visit to an out-of-  Up to four covered visits per year combined in-network network primary network primary and out-of-network care physician for care physician for routine foot care routine foot care Routine foot care includes the cutting or removal of corns and Deductible applies. Deductible applies. calluses, the trimming, cutting, clipping or debriding of nails, and other hygienic and preventive maintenance care. $40 copay for each $40 copay for each visit to an in- visit to an out-of- network specialist network specialist for routine foot for routine foot care care Deductible applies. Deductible applies.

After the plan pays After the plan pays benefits for routine benefits for routine foot care, you are foot care, you are responsible for the responsible for the remaining cost. remaining cost.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Annual routine physical exam $0 copay for an $0 copay for an annual physical annual physical The annual routine physical exam benefit covers a standard exam exam physical exam in addition to the Medicare-covered "Welcome to Deductible does Deductible does Medicare" or “Annual Wellness Visit.” not apply. not apply.

Video Doctor Visits $0 copay for video $0 copay for video LiveHealth Online lets you see board-certified doctors and doctor visits using doctor visits. licensed therapists/psychologists through live, two-way video LiveHealth Online Deductible does on your smartphone, tablet or computer. It’s easy to get started! Deductible does not apply. You can sign up at livehealthonline.com or download the free not apply. LiveHealth Online mobile app and register. Make sure you have your health insurance card ready – you’ll need it to answer After the plan pays After the plan pays some questions. benefits for benefits for video LiveHealth Online doctor visits, you Sign up for Free: services, you are are responsible for  You must enter your health insurance information responsible for the the remaining cost. during enrollment, so have your card ready when you remaining cost. sign up. Benefits of a video doctor visit:  The visit is just like seeing your regular doctor face-to- face, but just by web camera.  It’s a great option for medical care when your doctor can’t see you. Board-certified doctors can help 24/7 for most types of care and common conditions like the flu, colds, pink eye and more.  The doctor can send prescriptions to the pharmacy of your choice, if needed.1  If you’re feeling stressed, worried or having a tough time, you can make an appointment to talk to a licensed therapist or psychologist from your home or on the road. In most cases, you can make an appointment and see a therapist or psychologist in four days or less.2

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Video Doctor Visits (con’t) Video doctor visits are intended to complement face-to-face visits with a board-certified physician and are available for most types of care. A maximum allowance of $49 for each visit with a board- certified doctor. A maximum allowance of $80 for each visit with a therapist and $95 for each visit with a psychologist.

LiveHealth Online is the trade name of Health Management Corporation, a separate company, providing telehealth services on behalf of this Plan. 1 Prescription is prescribed based on physician recommendations and state regulations (rules). 2 Appointments are based on therapist/psychologist availability. Video psychologists or therapists cannot prescribe medications.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network

Health and wellness education programs $0 copay for the SilverSneakers fitness benefit SilverSneakers Deductible does not apply. The SilverSneakers® fitness program is your fitness benefit. It includes:

 support from trained instructors  group classes for all fitness levels and abilities  access to 14,000+ participating locations*  use of all basic amenities  group fitness classes outside traditional gyms  on-demand workout videos plus health and nutrition tips

To get started: Simply show your SilverSneakers ID number at the front desk of any SilverSneakers participating location. Visit SilverSneakers.com/StartHere to:

 get your SilverSneakers ID number  find participating locations  see class descriptions

If you have questions about SilverSneakers, please call 1-888- 423-4632 (TTY: 711) Monday through Friday, 8 a.m. to 8 p.m. ET. *At-home kits are offered for members who want to start working out at home or for those who can’t get to a fitness location due to injury, illness or being homebound. SilverSneakers is not just a gym membership, but a specialized program designed specifically for older adults. Gym memberships or other fitness programs that do not meet the SilverSneakers criteria are excluded. The SilverSneakers fitness program is provided by Tivity Health, an independent company. Tivity Health and SilverSneakers are registered trademarks or trademarks of Tivity Health, Inc. and/or its subsidiaries and/or affiliates in the USA and/or other countries. © 2018. All rights reserved.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Nurse HelpLine $0 copay for Nurse HelpLine Deductible does not apply. Also, as a member, you have access to a 24-hour nurse line, 7 days a week, 365 days a year. When you call our nurse line, you can speak directly to a registered nurse who will help answer your health-related questions. The call is toll free and the service is available anytime, including weekends and holidays. Plus, your call is always confidential. Call the Nurse HelpLine at 1-800-700-9184. TTY users should call 711.

Only Nurse HelpLine is included in our plan. All other nurse access programs are excluded.

Foreign travel emergency and urgently needed services $65 copay for emergency care Emergency or urgently needed care services while traveling Deductible does not apply. outside the United States or its territories during a temporary $40 copay for urgently needed services absence of less than six months. Outpatient copay is waived if Deductible does not apply. member is admitted to hospital within 72 hours for the same condition. $200 copay per day for days 1-5  Emergency outpatient care per admission for emergency inpatient care  Urgently needed services Deductible does not apply.

 Inpatient care (60 days per lifetime)

This coverage is worldwide and is limited to what is allowed under the Medicare fee schedule for the services performed/received in the United States.

If you are in need of emergency care outside of the United States or its territories, you should call the Blue Cross Blue Shield Global Core Program at 800-810 BLUE or collect at 804- 673-1177. Representatives are available 24 hours a day, 7 days a week, 365 days a year to assist you.

When you are outside the United States or its territories, this plan provides coverage for emergency/urgent services only. This is a Supplemental Benefit and not a benefit covered under the Federal Medicare program. For more coverage, you may have the option of purchasing additional travel insurance through an authorized agency.

Y0114_19_36002_I 7/2/2018 What you must pay for these Covered services covered services In-Network Out-of-Network Medicare-approved clinical research studies After Original Medicare has paid its share of the Medicare-approved study, this plan A clinical research study is a way that doctors and scientists will pay the difference between what test new types of medical care, like how well a new cancer drug Medicare has paid and this plan’s cost- works. They test new medical care procedures or drugs by sharing for like services. asking for volunteers to help with the study. Any remaining plan cost-sharing you are If you participate in a Medicare-approved study, Original responsible for will accrue toward this Medicare pays the doctors and other providers for the covered plan’s out-of-pocket maximum. services you receive as part of the study.

Although not required, we ask that you notify us if you participate in a Medicare-approved research study.

Annual out-of-pocket maximum $3,400 All copays, coinsurance, and deductibles listed in this benefits Combined in-network and out-of-network chart are accrued toward the medical plan out-of-pocket maximum with the exception of the routine hearing services and the foreign travel emergency and urgently needed care copay or coinsurance amounts. Part D Prescription drug deductibles and copays do not apply to the medical plan out-of- pocket maximum.

* Some services that fall within this benefit category require prior authorization. Based on the service you are receiving, your provider will know if prior authorization is needed. This means an approval in advance is needed, by your plan, to get covered services. In the network portion of a PPO, some in-network medical services are covered only if your doctor or other in-network provider gets prior authorization from our plan. In a PPO, you do not need prior authorization to obtain out-of-network services. However, we recommend you ask for a pre-visit coverage decision to confirm that the services you are getting are covered and medically necessary. Benefit categories that include services that require prior authorization are marked with an asterisk in the Benefits Chart.

Y0114_19_36002_I 7/2/2018 Your 2019 Prescription Drug Benefits Chart Premier 15/30/60, $250 Deductible (with Senior Rx Plus) Augusta-Richmond County Effective January 1, 2019 Your retiree drug coverage includes Medicare Part D drug benefits and non-Medicare supplemental drug benefits. The cost shown below is what you pay after all benefits under your retiree drug coverage have been provided. Formulary Premier Deductible $250 Covered Services What you pay Part D Initial Coverage Below is your payment responsibility from the time you meet your deductible, if you have one, until the amount paid by you and the Coverage Gap Discount Program for covered Part D prescriptions reaches your True Out of Pocket limit of $5,100. Retail Pharmacy per 30-day supply (Specialty limited to a 30-day supply) $0 copay  Select Generics Deductible waived on Select Generic  Generics $15 copay  Preferred Brands $30 copay

 Non-Preferred Brands, including Specialty Drugs $60 copay and Non-Formulary Drugs Typically retail pharmacies dispense a 30-day supply of medication. Many of our retail pharmacies can dispense more than a 30-day supply of medication. If you purchase more than a 30-day supply at these retail pharmacies located in Georgia, you only pay the mail-order copay below. If you purchase more than a 30-day supply at these retail pharmacies outside of Georgia, you will need to pay one copay for each full or partial 30-day supply filled. Mail-Order Pharmacy per 90-day supply (Specialty limited to a 30-day supply; 30-day Retail copay or coinsurance applies) $0 copay  Select Generics Deductible waived on Select Generics  Generics $25 copay  Preferred Brands $75 copay

 Non-Preferred Brands, including Specialty Drugs $150 copay and Non-Formulary Drugs

Y0114_19_35114_I 04/03/2018 2019 Custom Premier 15/30/60 Augusta-Richmond County Full Gap P3TO (10R)_SG GA 09/17/2018

Covered Services What you pay Part D Catastrophic Coverage Your payment responsibility changes after the cost you and the Coverage Gap Discount Program have paid for covered drugs reaches your True Out of Pocket limit of $5,100.  Select Generics $0 copay 5% coinsurance with a minimum copay of  Generic Drugs $3.40 and a maximum copay of $15.00 (Specialty limited to a 30-day supply) 5% coinsurance with a minimum copay of  Brand-Name Drugs $8.50 and a maximum copay of $30.00 (Specialty limited to a 30-day supply)

 Vaccines: Medicare covers some vaccines under Part B medical coverage and other vaccines under Part D drug coverage. Vaccines for Flu, including H1N1, and Pneumonia are covered under Medicare medical coverage. Vaccines for Chicken Pox, Shingles, Tetanus, Diphtheria, Meningitis, Rabies, Polio, Yellow Fever, and Hepatitis A are covered under Medicare drug coverage. Hepatitis B is covered under medical coverage if you fall into a high risk category and under drug coverage for everyone else. Other common vaccines are also covered under Medicare drug coverage for Medicare-eligible individuals under 65.

 Senior Rx Plus: Your supplemental drug benefit is non-Medicare coverage that reduces the amount you pay, after your Group Part D benefits and the Coverage Gap Discount. The copay or coinsurance shown in this benefits chart is the amount you pay for covered drugs filled at network pharmacies. Summary of Rates Augusta-Richmond County Effective 01/01/2019

Medical: PMPM Custom LPPO $25P Medical Rate without ACA $75.79 Medical ACA Insurer Fee $0.00 Total Medical Rate PMPM $75.79

Prescription Drug: Custom 15/30/60 10R ECDHLP Part D Waiver Plan Rate without ACA $184.94 Part D ACA Insurer Fee $0.00 Senior Rx Plus Rate without ACA $69.20 Senior RX Plus ACA Insurer Fee $0.00 Total Part D with Senior RX Plus Rate PMPM $254.14

Underwriting Stipulations: - Rates and benefits may be revised based on legislative, regulatory or other changes including, but not limited to, CMS guidance effective for the quoted product years. Plan options, such as the Preferred Retail Pharmacy option, and formularies are filed and approved with CMS on an annual basis and could change in January each year. - ACA Insurer Fees are included in the quoted premium. The fee included is calculated on a prorated basis across the full coverage period. The ACA Insurer Fee is excluded for months in 2019 within the rating period. - This quote is based on a 01/01/2019 effective date. - Participants have Medicare Parts A and B. - Eligibility for coverage for subscribers or their dependents is based on the subscriber meeting their employer's requirements for coverage of retiree medical benefits. - Contracted rates are on a Per-Member-Per-Month (PMPM) basis. Each individual will receive the same equal rate; a two member contract would receive twice the rate; a three member contract would receive triple the rate. - The pricing census included a total of 477 retired members, including 10 Medicare eligible, pre-65 retired members. If the enrolled membership differs from the pricing census by more than 10% we reserve the right to review and change the pricing if necessary. - Broker commissions are excluded. - This quote assumes Anthem will be the exclusive post-65 retiree offering. Furthermore, the quote assumes that Anthem will offer a single plan design. Any additional plan selections will be subject to underwriting consideration. - The employer will contribute at least 50% towards the premium. Retiree contributions are often negotiated on an annual basis and are subject to change. If the strategy does change, Anthem must be notified and reserves the right to re-evaluate its underwriting position. - The employer's eligibility policy does not allow for retirees to enroll in an employer sponsored medical plan if the retiree has previously declined coverage. - The information and materials provided for evaluation of this quote were assumed to be correct. If material errors or omissions are found after the quote is issued , we reserve the right to revise or rescind the quote. - Historical experience was used in pricing this group. - This plan may be limited in some states to employers that qualify as a large group within that state. The large group definition varies by state. - Medical and prescription drug plans must be sold as a package. - This quote is contingent upon the majority of the enrolled membership residing in an adequate network service area. The service area and plan design are subject to CMS approval. - Pharmacy benefits are based on a two plan benefit structure: an EGWP plan that covers the standard Part D benefit plan as defined by CMS and the Senior Rx Plus plan that provides the additional drug coverage.

6/20/2018 T.C. Administrative Services Committee Meeting 12/11/2018 1:10 PM BCBS of Georgia Medicare Advantage PPO Renewal

Department: Human Resources Department

Presenter: Dr. Gwendolyn Conner

Caption: Approve BCBS of Georgia Medicare Advantage PPO Renewal.

Background: The Medicare Advantage plan is a health insurance policy that insures Augusta’s over-age 65 retirees. The plan is designed to match, as closely as possible, the self-funded major medical HMO plan. The plan is written through BCBS of Georgia.

Analysis: Changes in ARA regulations in 2018 eliminated the health insurance fee (HIF) it is anticipated that the HIF will be reinstated in 2019. Solely because of the elimination of the HIF, the BCBS of Georgia renewal is lower than the 2018 rates. Based on market data, we do not believe that Augusta would receive a better financial offer from other Medicare Advantage carriers. A change in carrier could result in a benefit change as well as a disruption in providers as members would need to access medical professionals under a different network.

Financial Impact: The projected annual premium for the Medicare Advantage plan is $1.9 million. Dependent upon the pension plan Augusta currently paying approximately 80 to 90% of the premium,. The anticipated premium decease is $294,213.60. No changes are proposed in the premiums charged to retirees.

Alternatives: Put the contract out for RFP

Recommendation: Renew with BCBS of Georgia for the 2019 plan year.

Funds are Available in the 616 Following Accounts: REVIEWED AND APPROVED BY:

Finance. Law. Administrator. Clerk of Commission FLEET MANAGEMENT AND VEHICLE MAINTENANCE SERVICES CONTRACT BETWEEN AUGUSTA, GEORGIA AND FIRST VEHICLE SERVICES

This agreement is made this _____ day of December 2018 by and between Augusta, Georgia and First Vehicle Service, Inc. hereafter referred to as FVS.

NOW, THEREFORE, in consideration of the mutual covenants, promises and undertakings contained in the contract and this agreement, Augusta, Georgia and FVS agree as follows:

1. The approved budget and maximum price, including contractor’s fees on a month-to- month basis, to start January 1, 2019, for contract work, shall be $246,471.91.

Except as amended by this document, the Contract as previously approved, remains in full force and effect and legally binding upon Augusta, Georgia and FVS.

IN WITNESS WHEREOF, Augusta, Georgia and FVS hereto have affixed their respective signatures as the date indicated below:

AUGUSTA, GEORGIA

Attest: BY: ______

______Name: ______

Title: ______

Date: ______

FIRST VEHICLE SERVICES, INC.

BY: ______Attest: Name: ______Title: ______

Date: ______Administrative Services Committee Meeting 12/11/2018 1:10 PM Fleet Maintenance Services Month to Month Contract

Department: Central Services Department - Fleet Management

Presenter: Takiyah A. Douse, Director

Caption: Approve the month-to-month billing with First Vehicle Services for Fleet Maintenance Services pending the recommendation from the evaluation committee.

Background: In May 2018, the Commission directed a Request for Proposals (RFP) be published for Fleet Maintenance Services. RFP #19- 225 was published, a pre-bid conference was held on September 27th, documents were opened on October 16th, and all compliant proposals received were reviewed by the evaluation committee on November 5th.

Analysis: The current contract with First Vehicle Services terminates at midnight December 31, 2018. It is anticipated that the Augusta Commission will approve the vendor before the deadline; however, should there be delays, Central Services is requesting approval of the month-to-month continuance until Commission approval is received for bid #19-225.

Financial Impact: The cost of the month-to-month contract will be $246,471.91 per month.

Alternatives: 1. Approve the request. 2. Do not approve the request.

Recommendation: Approve the month-to-month continuance of the existing maintenance contract pending the completion of the Evaluation Committee process and approval of the Augusta Commission for Fleet Maintenance Services contract in accordance with bid #19- 225.

Funds are Funding Account: 626-01-6440/5515110 Available in the Following Accounts:

REVIEWED AND APPROVED BY:

Finance. Procurement. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 12/11/2018 1:10 PM FY2019 HCD Agreements/Contracts Authorization Procedure

Department: Housing & Community Development

Presenter: Hawthorne Welcher, Jr. .

Caption: Motion to approve Housing and Community Development Department’s (HCD's) contract procedural process relative to authorization of agreements/contracts/HUD forms for the various federal programs administered by the Department for program/calendar year 2019.

Background: Each year the Augusta, Georgia receives Community Development Block Grant (CDBG), Emergency Solutions Grant (ESG), HOME Investment Partnerships (HOME) and Housing Opportunities for Persons with AIDS (HOPWA) funds from the U.S. Department of Housing & Urban Development (HUD). These funds are used to fund agencies and projects to assist low-income persons and revitalize low-income neighborhoods. The Housing and Community Development (HCD) Department annually solicits for proposals from agencies and develops CDBG, ESG, HOME and HOPWA budgets which are incorporated into the City’s Annual Action Plan. For Fiscal Year 2019, the Action Plan contains thirty-two (32) projects. To carry out these projects, HUD requires the City to have agreements with the agencies carrying out the activities described in the Annual Action Plan. Getting these agreements and contracts executed by all parties is time sensitive; potentially preventing HCD from proceeding with the projects and expending funds annually per federal regulatory requirements outlined by HUD by October 30th. To facilitate the execution of agreements/contract process, we are proposing the following Agreement/Contract procedural process: a)Once the Consolidated Plan/Annual Action Plan is approved by the Augusta, GA Commission, Mayor will be given authorization to execute all necessary Grant Agreements relative to the approved Consolidated Plan/Annual Action Plan as required by HUD. The Mayor, Administrator and Director of HCD will be given authorization to execute all the necessary agency grant agreements and construction contracts required to implement the Consolidated Plan/Annual Action Plan as approved by the Commission. All such documents must require signatures by all three (3) parties. Additionally, some HUD forms and banking documents only require a single authorized official signature. These documents, specifically a)Forms HUD-7082, b)HUD- 40093, and also should include c) Down-Payment Assistance commitments for homebuyer activities, shall be authorized for execution by the Mayor.

Analysis: The current process was approved initially by the Augusta Commission on December 19, 2017 (for 2018), and has worked well. Thus, we seek your approval to continue in program/calendar year 2019. This procedural process is submitted to the Augusta, GA Commission annually (for potential approval), and has been used/approved since 2013.

Financial Impact: The City receives funding from the US Housing and Urban Development Department on an annual basis. Last year's HUD agreements granted the City the use of CDBG funds in the amount of $1,773,043, HOME Investment Partnership funds in the amount of $992,568, Emergency Solutions Grant funds in the amount of $148,479, and Housing Opportunities for Persons with AIDS funds in the amount of $1,059,712.

Alternatives: Do not approve HCD's agreement/contract/HUD Form procedural process ask.

Recommendation: Motion to approve HCD's procedural process relative to authorization of agreements/contracts/HUD forms for the various federal programs administered for program/calendar Year 2019

Funds are Housing and Urban Development (HUD): Community Available in the Development Block Grant (CDBG), Emergency Solutions Grant Following (ESG), HOME Investment Partnership Grant (HOME) and, Accounts: Housing Opportunities for Persons with AIDS (HOPWA) funds.

REVIEWED AND APPROVED BY:

Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 12/11/2018 1:10 PM Laney Walker/Bethlehem Revitalization Project_2019 Contract Process

Department: Housing & Community Development

Presenter: Hawthorne Welcher, Jr.

Caption: Motion to approve Housing and Community Development Department’s (HCD's) procedural process relative to agreements/contracts/task orders for the Laney Walker/Bethlehem Revitalization Project (for calendar year 2019).

Background: In 2008, the Augusta Commission passed legislation supporting community development in Laney Walker/Bethlehem. Since that time, the Augusta Housing & Community Development Department has developed a master plan and development guidelines for the area, set up financial incentive programs for developers and home buyers, selected a team of development partners to focus on catalytic change, and created a marketing strategy to promote the overall effort. The day to day management of the Laney Walker/Bethlehem Revitalization Project requires that the Housing and Community Development (HCD) Department have the ability to make deliberate, but timely, decisions to keep this project moving. If the approval of each construction contract required Commission approval, it would be extremely difficult to meet the respective timelines established by the purchase agreement. In addition, a Commission approval requirement would require public disclosure of the purchaser’s name which could significantly chill sales. Failure to make decisions on the selection of approved builders, architects, engineer, etc. affects our ability to initiate the construction start of new projects, impact the cost of construction interest on each project during the construction period, and directly impacts our ability to place new housing units under contract, and close on the sale of homes in a timely manner. To facilitate the execution of agreements/contracts/task orders with builders, developers, architects, etc. that have been approved through the City’s Procurement Department, we are proposing for the calendar year 2019 the following: a) Housing and Community Development (HCD) Department's procedural process for the use of Laney Walker-Bethlehem Revitalization Project funds enable the Mayor, Administrator and HCD Director to execute all contracts, agreements and task orders required to develop single-family/multi-family residences for sale/rent/other within the limits of the budget approved by the Urban Redevelopment Agency. b)The disposition of any land for use other than residential would need the consent of the Augusta-Richmond County Commission via legal session.

Analysis: Approval of the proposed procedural process will enable continued redevelopment of the Laney Walker/Bethlehem neighborhoods in a timely manner and allow HCD, through partnerships, to keep pace with market demands. The current process was approved by the Augusta Commission on February 6, 2018 (for 2018), and has worked well. Thus, we seek your approval to continue in program/calendar year 2019. This procedural process is submitted to the Augusta, GA Commission annually (for potential approval), and has been used/approved since 2013.

Financial Impact: Not Applicable

Alternatives: Do not approve the current HCD Laney Walker/Bethlehem Revitalization Project agreement / contract / task order procedural process as presented.

Recommendation: Approve procedural process relative to the authorization of the Laney Walker-Bethlehem Revitalization Project funds to enable the Mayor, Administrator and HCD Director to execute all contracts, agreements and task orders required to develop single- family/multi-family residences for sale/rental/other, noting that the disposition of any land for use other than residential would require the consent of the Augusta-Richmond County Commission via legal session (for calendar year 2019).

Funds are Laney Walker/Bethlehem Bond Funds is the primary funding Available in the source for most Laney Walker/Bethlehem Revitalization Following Projects. Accounts:

REVIEWED AND APPROVED BY:

Finance. Law. Administrator. Clerk of Commission

Administrative Services Commiuee Meeting Commission Chamber - ll12712018 ATTENDANCE:

Present: Hons. M. Williams, Chairman; Davis and D. Williams, members. Absent: Hon. Hardie Davis, Jr., Mayor.

ADMINISTRATIVE SERVICES 1. Motion to approve the minutes of the Administrative Services Committee held Item on November 13, 2018. Action: Approved Motions Motion Motion ----- Motion Text Made By seconded By -'l'ype Result Motion to Commissioner Commissioner Approve approve. Passes Mary Davis Marion williams Motion Passes 3-0.

2. Motion to adopt the updated policy establishing procedures and guidelines for Item dedication plaques to be installed in new and renovated Augusta, Georgia Action: facilities. Approved

Motions Motion Motion Motion Text Made By Seconded By Type Result

Approve Motion to approve the Commissioner Commissioner Passes recommendation that Mary Davis Marion dedication plaques be Williams installed for projects costing over $1 million dollars, that the Commission determine whether or not to install dedication plaques for projects costing less than $l million dollars and that the Commission review and approve all plaques before their installation. Motion Passes 3-0.

3. Motion to approve Bid #18-270 and award the contract to proceed with the Item roof replacement of the Wallace Branch Library to Young's Roofing & Action: Painting, Inc. of Martinez, GA in the amount of $45,404.00. Approved

Motions Motion Motion Text Made By seconded By Y:j*1"Type -'""- -" Result Motion to - Commissioner Commissioner Approve^ approve' raSSgS Dt*isr\^----:^ williamsrrr:rr:^-^^- Marya r^--- Davisr\^--:- Motion passes 3-0.

www.auqustaqa.gov Administrative Services Committee Meeting 12/11/2018 1:10 PM Minutes

Department:

Presenter:

Caption: Motion to approve the minutes of the Administrative Services Committee held on November 27, 2018.

Background:

Analysis:

Financial Impact:

Alternatives:

Recommendation:

Funds are Available in the Following Accounts:

REVIEWED AND APPROVED BY:

Request for Proposals

RFP Item #18-120

800 MHz Radio System

For

Augusta, Georgia – Information Technology Department

RFP Due: Wednesday, January 10, 2018 @ 3:00 P.M.

One Original and Twelve (12) Copies of RFP shall be submitted

Thanks for doing business with us . . . Geri A. Sams, Procurement Director 535 Telfair Street, Room 605 Augusta, Georgia 30901

Rev. 2/17/2016 RFP 18-120 800 MHz Radio System RFP Due Wednesday, January 10, 2018 @ 3:00 p.m. Page 1 of 99

Table of Contents

Request for Proposal

Instruction to Submit

Purpose Viewing of the Augusta Code Compliance with Laws Proposal for All or Part Minority/Women Business Enterprise (MWBE) Policy Augusta Georgia License Requirement Terms of Contract

Notice to All Proponents Required to be returned with your submittal. Both documents must be notarized

Attachment B Must return the 2 pages Systematic Alien Verification for Entitlements (SAVE) Program

Local Small Business Opportunity Program Ordinance Requirements

Request for Proposal Specifications

RFP 18-120 800 MHz Radio System RFP Due Wednesday, January 10, 2018 @ 3:00 p.m. Page 2 of 99

Request for Proposal

Request for Proposals will be received at this office until Wednesday, January 10, 2018 @ 3:00 p.m. for furnishing:

RFP Item #18-120 800 MHz Radio System for Augusta, A Information Technology Department

RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901

RFP documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFP documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901.

Mandatory Pre Proposal/Telephone Conference will be held Wednesday, October 25, 2017, @ 3:00 p.m. in the Procurement Department, 535 Telfair Street, Room 605. The call-in telephone number is 1-888-567-1603 or 404- 267-0368. Call one of the dial-in numbers at least five (5) minutes prior to conference. If you choose to teleconference there is a $35.00 fee. Make the $35.00 check payable to “Augusta Georgia Commission” and mail to Geri A. Sams, Director Augusta Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. A site visit to follow.

All questions must be submitted in writing by fax to 706 821-2811 or by email to [email protected] to the office of the Procurement Department by Wednesday, November 1, 2017, @ 5:00 P.M. No RFP will be accepted by fax, all must be received by mail or hand delivered.

No RFP may be withdrawn for a period of 60 days after RFP have been opened, pending the execution of contract with the successful bidder(s). A 100% performance bond and a 100% payment bond will be required for award.

Request for proposals (RFP) and specifications. An RFP shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the request for proposal including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waivable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark RFP number on the outside of the envelope.

Proponents are cautioned that acquisition of RFP documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RFP documents from unauthorized sources places the proponent at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.

Correspondence must be submitted via mail, fax or email as follows:

Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: [email protected]

GERI A. SAMS, Procurement Director

Publish: Augusta Chronicle September 28, October 5, 12, 19, 2017 Metro Courier October 4, 2017 cc: Janice Allen Jackson Administrator Tameka Allen Information Technology Gary Hewett Information Technology

Revised: 2/17/2016 RFP 18-120 800 MHz Radio System RFP Due Wednesday, January 10, 2018 @ 3:00 p.m. Page 3 of 99

INSTRUCTIONS TO SUBMIT

1.6 Minority/Women Business Enterprise (MWBE) Policy: Court Order Enjoining Race-Based INSTRUCTIONS TO SUBMIT Portion of DBE Program Augusta, Georgia does not have a race or gender conscious 1.1 Purpose: The purpose of this document is to Disadvantaged Business Enterprises (DBE) provide general and specific information for use program for projects having Augusta, Georgia by vendors in submitting a proposal to supply as the source of funding. Augusta does enforce Augusta, Georgia with equipment, supplies, and mandatory DBE requirements of federal and or services as listed above. All proposals are state agencies on contracts funded by such governed by the Augusta, Georgia Code. agencies and has a DBE Program to comply with U.S. Department of Transportation (DOT), Federal Transit Administration (FTA), Federal 1.2 Viewing the Augusta Code: All proposals are Aviation Administration (FAA) and other federal governed and awarded in accordance with the and state mandated DBE requirements for applicable federal and state regulations and the certain DOT, FTA, FAA, and other federal and Augusta, Georgia Code. To view the Code visit state assisted contracts as required by 49 C.F.R. Augusta’s website at www.augustaga.gov or Part 26, et. seq. and/or 49 C.F.R. Part 23, et. http://www.augustaga.gov/index.aspx?NID=68 seq. This DBE program is only for DOT, FTA and 5 Guidelines & Procedures. FAA assisted contracts and other federal or state funded contracts having mandatory DBE 1.3 Compliance with laws: The Proponent shall requirements. (See Article 13 of the Augusta, obtain and maintain all licenses, permits, liability GA. Code.) insurance, workman's compensation insurance and comply with any and all other standards or Augusta, Georgia prohibits any language in any regulations required by federal, state or Augusta, solicitation, bid or contract that is inconsistent Georgia statute, ordinances and rules during the with the July 21, 2011 Court Order in the case, performance of any contract between the Thompson Wrecking, Inc. v. Augusta Georgia, Proponent and Augusta, Georgia. Any such civil action No. 1:07-CV-019. Any such language requirement specifically set forth in any contract appearing in any Augusta, Georgia solicitation, document between the Proponent and Augusta, bid or contract is void and unenforceable. Georgia shall be supplementary to this section and not in substitution thereof. A copy of this Order can be reviewed at www.augustaga.gov home page. 1.4 Proposal’s For All Or Part: Unless otherwise specified by Augusta, Georgia or by the 1.7 Augusta, Georgia License Requirement: For proponent, AUGUSTA, GEORGIA RESERVES THE further information contact the License and RIGHT TO MAKE AWARD ON ALL ITEMS, OR ON Inspection Department @ 706 312-5050. ANY OF THE ITEMS ACCORDING TO THE BEST INTEREST OF AUGUSTA, GEORGIA. Proponent General Contractors License Number: If may restrict his proposal to consideration in the applicable, in accordance with O.C.G.A. §43-41, aggregate by so stating, but must name a unit or be subjected to penalties as may be required price on each item submitted upon. by law.

1.5 All protest shall be made in writing to: Utility Contractor License Number: If applicable, in accordance with O.C.G.A. §43-14, Attn: Geri A. Sams, or be subjected to penalties as may be required Director of Procurement by law. 535 Telfair Street, Room 605 Augusta, GA 30901 1.8 Terms of Contract: (Check where Fax: 706-821-2811 or applicable) Email: [ ] (A) Annual Contract [email protected] [ ] (B) One time Purchase. [X] (C) Other

RFP 18-120 800 MHz Radio System RFP Due Wednesday, January 10, 2018 @ 3:00 p.m. Page 4 of 99

NOTICE TO ALL VENDORS

(PLEASE READ CAREFULLY)

ADHERE TO THE BELOW INSTRUCTIONS AND DO NOT SUBSTITUTE FORMS

PLEASE READ CAREFULLY:

Attachment B is a consolidated document consisting of:

1. Business License Number Requirement (must be provided) 2. Acknowledgement of Addenda (must be acknowledged, if any) 3. Statement of Non-Discrimination 4. Non-Collusion Affidavit of Prime Proponent/Offeror 5. Conflict of Interest 6. Contractor Affidavit and Agreement (E-Verify User ID Number must be provided)

Attachment B Must be Notarized & the 2 Pages Must be returned with your submittal - No Exceptions. Business License Requirement: Proponent must be licensed in the Governmental entity for where they do the majority of their business. Your company’s business license number must be provided on Page 1 of Attachment B. If your Governmental entity (State or Local) does not require a business license, your company will be required to obtain a Richmond County business license if awarded a contract. For further information contact the License and Inspection Department @ 706 312-5050.

Acknowledgement of Addenda: You Must acknowledge all Addenda. See Page 1 of Attachment B.

E-Verify * User Identification Number (Company I.D.) The recommended awarded vendor will be required to provide a copy of Homeland Security’s Memorandum Of Understanding (MOU)

Affidavit Verifying Status for Augusta Benefit Application (S.A.V.E. Program) (Must Be Returned With Your Submittal)

Return Only If Applicable:

1. The Exception Sheet (if applicable) 2. Local Vendor Registration (if applicable)

______

The successful proponent will submit the following forms to the Procurement Department no later than five (5) days after receiving the “Letter of Recommendation”

(Vendor’s letter will denote the date forms are to be received

1. Georgia Security and Immigration Subcontractor Affidavit 2. Non-Collusion Affidavit of Sub-Contractor

______

WARNING: Please review “Notice to Proponent” regarding Augusta Georgia’s Local Small Business Opportunity Program Proponent Requirements.

Vendors are cautioned that acquisition of proposal documents through any source other than the office of the Procurement Department is not advisable. Acquisition of proposal documents from unauthorized sources places the proposer at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.

Proposals are publicly opened. It is your responsibility to ensure that your company has met the Specifications and Licenses’ requirements prior to submitting a proposal.

Rev. 8/6/2015

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Attachment B

You Must Complete and Return the 2 pages of Attachment B with Your Submittal. Document Must Be Notarized.

Augusta, Georgia Augusta Procurement Department ATTN: Procurement Director 535 Telfair Street, Suite 605 Augusta, Georgia 30901

Name of Proponent: ______Street Address: ______City, State, Zip Code: ______Phone: ______Fax: ______Email: ______

Do You Have A Business License? Yes: ______No: ______

Augusta, GA Business License # for your Company (Must Provide): ______

Your State/Local Business License # for your Company (Must Provide): ______

Utility Contractors License # (Must Provide if applicable): MUST BE LISTED ON FRONT OF ENVELOPE

General Contractor License # (Must Provide if applicable): ______

Additional Specialty License # (Must Provide if applicable): ______

NOTE: Company must be licensed in the Governmental entity for where they do the majority of their business. If your Governmental entity (State or Local) does not require a business license, please state above (Procurement will verify), your company will be required to obtain a Richmond County business license if awarded a RFP. For further information regarding Augusta, GA license requirements, please contact the License and Inspection Department @ 706 312-5050.

List the State, City & County that issued your license: ______

Acknowledgement of Addenda: (#1)____: (#2)____: (#3) ____: (#4)____ : (#5)____: (#6)____: (#7)____: (#8) ____: NOTE: CHECK APPROPRIATE BOX(ES)- ADD ADDITIONAL NUMBERS AS APPLICABLE

Statement of Non-Discrimination

The undersigned understands that it is the policy of Augusta, Georgia to promote full and equal business opportunity for all persons doing business with Augusta, Georgia. The undersigned covenants that we have not discriminated, on the basis of race, religion, gender, national origin or ethnicity, with regard to prime contracting, subcontracting or partnering opportunities. The undersigned covenants and agrees to make good faith efforts to ensure maximum practicable participation of local small businesses on the proposal or contract awarded by Augusta, Georgia. The undersigned further covenants that we have completed truthfully and fully the required forms regarding good faith efforts and local small business subcontractor/supplier utilization. The undersigned further covenants and agrees not to engage in discriminatory conduct of any type against local small businesses, in conformity with Augusta, Georgia’s Local Small Business Opportunity Program. Set forth below is the signature of an officer of the proposer/contracting entity with the authority to bind the entity. The undersigned acknowledge and warrant that this Company has been made aware of understands and agrees to take affirmative action to provide such companies with the maximum practicable opportunities to do business with this Company; That this promise of non-discrimination as made and set forth herein shall be continuing in nature and shall remain in full force and effect without interruption; That the promises of non-discrimination as made and set forth herein shall be and are hereby deemed to be made as part of and incorporated by reference into any contract or portion thereof which this Company may hereafter obtain and; That the failure of this Company to satisfactorily discharge any of the promises of nondiscrimination as made and set forth herein shall constitute a material breach of contract entitling Augusta, Georgia to declare the contract in default and to exercise any and all applicable rights remedies including but not limited to cancellation of the contract, termination of the contract, suspension and debarment from future contracting opportunities, and withholding and or forfeiture of compensation due and owing on a contract.

Non-Collusion of Prime Proponent

By submission of a proposal, the vendor certifies, under penalty of perjury, that to the best of its knowledge and belief: (a) The prices in the proposal have been arrived at independently without collusion, consultation, communications, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other vendor or with any competitor. (b) Unless otherwise required by law, the prices which have been quoted in the proposal have not been knowingly disclosed by the vendor prior to opening, directly or indirectly, to any other vendor or to any competitor. (c) No attempt has been made, or will be made, by the vendor to induce any other person, partnership or corporation to submit or not to submit a proposal for the purpose of restricting competition. Collusions and fraud in proposal preparation shall be reported to the State of Georgia Attorney General and the United States Justice Department. RFP 18-120 800 MHz Radio System RFP Due Wednesday, January 10, 2018 @ 3:00 p.m. Page 6 of 99

Conflict of Interest

By submission of a proposal, the responding firm certifies, under penalty of perjury, that to the best of its knowledge and belief: 1. No circumstances exist which cause a Conflict of Interest in performing the services required by this RFP, and 2. That no employee of the County, nor any member thereof, not any public agency or official affected by this RFP, has any pecuniary interest in the business of the responding firm or his sub-consultant(s) has any interest that would conflict in any manner or degree with the performance related to this RFP. By submission of a proposal, the vendor certifies under penalty of perjury, that to the best of its knowledge and belief: (a) The prices in the proposal have been arrived at independently without collusion, consultation, communications, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other vendor or with any competitor. (b) Unless otherwise required by law, the prices which have been quoted in the proposal have not knowingly been disclosed by the vendor prior to opening, directly or indirectly, to any other vendor or competitor. c) No attempt has been made, or will be made, by the vendor to induce any other person, partnership or cooperation to submit or not to submit a proposal for the purpose of restricting competition. For any breach or violation of this provision, the County shall have the right to terminate any related contract or agreement without liability and at its discretion to deduct from the price, or otherwise recover, the full amount of such fee, commission, percentage, gift, payment or consideration.

Contractor Affidavit and Agreement

By executing this affidavit, the undersigned contractor verifies its compliance with 0.C.G.A. § 13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with Augusta, Georgia Board of Commissioners has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in 0.C.G.A §13-10-91. The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with Augusta, Georgia Board of Commissioners, contractor will secure from such subcontractor(s) similar verification of compliance with 0.C.G.A §13-10-91 on the Subcontractor Affidavit provided in Rule 300-10-01-.08 or a substantially similar form. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the Augusta, Georgia Board of Commissioners at the time the subcontractor(s) is retained to perform such service.

Georgia Law requires your company to have an E-Verify*User Identification Number (Company I.D.) on or after July 1, 2009.

For additional information or to enroll your company, visit the State of Georgia website: https://e-verify.uscis.gov/enroll/ and/or http://www.dol.state.ga.us/pdf/rules/300_10_1.pdf

**E-Verify * User Identification Number (Company I.D.) ______NOTE: E-VERIFY USER IDENDIFICATION NUMBER (COMPANY I.D.) MUST BE PROVIDED: IN ADDITION, THE RECOMMENDED AWARDED VENDOR WILL BE REQUIRED TO PROVIDE A COPY OF HOMELAND SECURITY’S MEMORANDUM OF UNDERSTANDING (MOU)

The undersigned further agrees to submit a notarized copy of Attachment B and any required documentation noted as part of the Augusta, Georgia Board of Commissions specifications which govern this process. In addition, the undersigned agrees to submit all required forms for any subcontractor(s) as requested and or required. I further understand that my submittal will be deemed non-compliant if any part of this process is violated.

______Company Name

______BY: Authorized Officer or Agent (Contractor Signature)

______Title of Authorized Officer or Agent of Contractor

______Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE _____ DAY OF ______, 20___

______NOTARY SEAL Notary Public

My Commission Expires: ______

You Must Complete and Return the 2 pages of Attachment B with Your Submittal. Document Must Be Notarized. REV. 2/17/2016 RFP 18-120 800 MHz Radio System RFP Due Wednesday, January 10, 2018 @ 3:00 p.m. Page 7 of 99

You Must Complete and Return with Your Submittal. Document Must Be Notarized

Systematic Alien Verification for Entitlements (SAVE) Program

Affidavit Verifying Status for Augusta, Georgia Benefit Application By executing this affidavit under oath, as an applicant for an Augusta, Georgia Business License or Occupation Tax Certificate, Alcohol License, Taxi Permit, Contract or other public benefit as reference in O.C.G.A. Section 50-36-1, I am stating the following with respect to my proposal for an Augusta, Georgia contract for

______[RFP Project Number and Project Name]

______[Print/Type: Name of natural person applying on behalf of individual, business, corporation, partnership, or other private entity]

______[Print/Type: Name of business, corporation, partnership, or other private entity]

1.) ______I am a citizen of the United States. OR 2.) ______I am a legal permanent resident 18 years of age or older. OR 3.) ______I am an otherwise qualified alien (8 § USC 1641) or nonimmigrant under the Federal Immigration and Nationality Act (8 USC 1101 et seq.) 18 years of age or older and lawfully present in the United States. * In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of Code Section 16-10-20 of the Official Code of Georgia.

______Signature of Applicant

______Printed Name

______*Alien Registration Number for Non-Citizens

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE ______DAY OF ______, 20____

______Notary Public

My Commission Expires: ______NOTARY SEAL

Note: THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR SUBMITTAL REV. 7/12/2015 RFP 18-120 800 MHz Radio System RFP Due Wednesday, January 10, 2018 @ 3:00 p.m. Page 8 of 99

Local Small Business Opportunity Program Ordinance Requirements utilization reports shall be in the format specified by the Director of Notice To All Proponents PLEASE READ CAREFULLY) Shall apply to ALL Minority and Small Business Opportunities, and shall be submitted Bids/RFPs/RFQs regardless of the dollar amount at such times as required by Augusta, Georgia. Required forms can In accordance with Chapter 10B of the AUGUSTA, GA. CODE, be found at www.augustaga.gov. If you need assistance completing Contractors agree to collect and maintain all records necessary to a form or filing information, please contact the LSBO Program office for Augusta, Georgia to evaluate the effectiveness of its Local Small at (706) 821-2406. Failure to provide such reports within the time Business Opportunity Program and to make such records available period specified by Augusta, Georgia shall entitle Augusta, Georgia to Augusta, Georgia upon request. The requirements of the Local to exercise any of the remedies set forth, including but not limited Small Business Opportunity Program can be found at to, withholding payment from the Contractor and/or collecting www.augustaga.gov. In accordance with AUGUSTA, GA. CODE, liquidated damages. Contractors shall report to Augusta, Georgia the total dollars paid to To print a copy of the Prime Contractor Data Collection Form each subcontractor, vendor, or other business on each contract, and visit: http://www.augustaga.gov/index.aspx?NID=1672 shall provide such payment affidavits, regarding payment to subcontractors, if any as required by Augusta, Georgia. Such Website: http://www.augustaga.gov/index.aspx?nid=83

SHALL APPLY TO PROJECTS $100,000 & UP Contracts for which a local small business goal has been established or negotiated. Sec. 1-10-129. Local small business opportunities program (1) Contractors shall have an affirmative, ongoing participation. obligation to meet or exceed the committed local small (a) Sealed Bids, Sealed Proposals, Professional Services And business goal for the duration of the contract. The Augusta, Other Major Purchasing. The following procedures and Georgia may deem a contractor to be in violation of the contract requirements will be used to insure that local small LSBOP and in breach of its contract if at any time Augusta, businesses are encouraged to participate in Augusta, Georgia Georgia determines that: contracts, including but not limited to construction contracts, (a) The contractor will not meet the committed requests for professional services and the performance of local small business goals; and public works contracts. The Augusta, Georgia user (b) the reasons for the contractor’s failure are department shall indicate goals for local small business in all within the contractor’s control. For example, if a contractor solicitations for contracts over $100,000 in value: does not meet the local small business goal because the (1) Bid conditions, requests for proposals, and all contractor terminated a local small business without cause or other specifications for contracts awarded by Augusta, if the contractor caused and local small business to withdraw Georgia will require that, where subcontracting goal is from the project without justification, then Augusta, Georgia utilized in performing the contract, the bidder or proponent, is justified in finding the contractor to be in violation of the will make Good Faith Efforts to subcontract with or purchase LSBOP. supplies from local small businesses. Bid specifications will (h) Compliance. require the bidder or proponent to keep records of such (4) The Director of minority and small business efforts that are adequate to permit a determination of opportunities shall be responsible for evaluating good faith compliance with this requirement. efforts documentation and subcontractor information (2) Each Proponent shall be required to provide submitted by bidders in conformance with, the AUGUSTA, GA documentation of achieving goal or provide documentation CODE and any State and Federal Laws applicable to any bid of Good Faith Efforts to engage local small businesses as specifications for competitive sealed bid or competitive subcontractors or suppliers, the names of local small sealed proposal projects prior to award of the contract. businesses and other subcontractors to whom it intends to (i) Competitive Bids. award subcontracts, the dollar value of the subcontracts, and Nothing in this Policy is to be construed to require Augusta, the scope of the work to be performed, recorded on the Georgia to award a bid contract to other than the lowest form(s) provided or made available as part of the bid responsible bidder, or to require contractors to award to package. If there are no sub-contracting opportunities, bidder subcontractors, or to make significant material purchases shall so indicate on the appropriate form. from local small businesses who do not submit the best (6) All solicitation documents shall require bidders overall pricing to Augusta, Georgia. or proponents to submit with their bid/proposal the following Sec. 1-10-130. Exceptions – federally funded projects. written documents, statements or forms, which shall be In accordance with § 1-10-8 and Chapter 10B, the LSBOP shall made available by the Procurement Department. only be utilized with federally funded projects, solicitations or (i) Non-Discrimination Statement which shall contracts as authorized by federal (and Georgia) laws, affirm the bidder’s: (a) adherence to the policies of Augusta, regulations and conditions applicable to such projects. To the Georgia relating to equal opportunity in contracting; (b) extent that there are any conflicts between any such laws, agreement to undertake certain measures as provided in this regulations or conditions and the LSBOP, the federal (and policy to ensure maximum practicable participation of local Georgia) laws, regulations and conditions shall control. small businesses; and (c) agreement not to engage in For questions and or additional information please contact: discriminatory conduct of any type. Local Small Business Opportunity Program, (ii) Proposed Local Small Business 535 Telfair Street, Room 710, Subcontractor/Supplier Utilization Plan. Augusta, Georgia 30901 (iii) Documentation of Good Faith Efforts to use (706) 821-2406.

local small businesses. NOTE: All forms should be submitted in an envelope labeled Failure to submit the above documentation shall result in Local Small Business Required Forms, Company’s Name & the bid or proposal being declared non-responsive. Bid/RFP/RFQ Number.

(d) Post Contract Award Requirements. The purpose of this sub-section is to establish requirements for contractor

compliance with the LSBOP after a contract has been

awarded. This is incorporated into all Augusta, Georgia Rev. 6/27/2013 RFP 18-120 800 MHz Radio System RFP Due Wednesday, January 10, 2018 @ 3:00 p.m. Page 9 of 99

REQUEST FOR PROPOSAL 18-120 800 MHz RADIO SYSTEM

Augusta is soliciting competitive sealed proposals from qualified contractors for an Association of Public- Safety Communications Officials (APCO) P25 Phase 2 TDMA 800 MHz simulcast trunked radio system and subscribers, with a backbone microwave network.

Proposals must be returned in a sealed package marked on the outside with the RFP #18-120, Company Name, and the words “RFP #18-120 800 MHz Radio System” clearly marked on the outside of the package. Electronic bids will not be accepted. Proposals will be received until 3:00 P.M. local time on Wednesday, January 10, 2018 at the Augusta Procurement Department, 535 Telfair Street, Room 605, Augusta, GA 30901. The official time clock is in the Procurement Department. Any proposal received after this date and time will not be accepted. The proposal will be accepted for consideration if it includes the following components:

1. One (1) unbound original (designated as the original) and twelve (12) bound copies of vendor proposals. Proposals must be sealed and labeled on the outside of the package to clearly indicate that they are in response to RFP #18-120 Bound proposals are to be submitted by either a three (3) ring binder, binder clip, or comb type binding only. No pricing information should be included in this section of the proposal. 2. Two (2) copies of vendor proposal on USB Flash drive media in PDF format. 3. One (1) original price proposal enclosed in a separate envelope. Fee Proposal must be submitted in a separate sealed envelope and labeled on the outside of the package “Fee Proposal RFP #18-120”.

A mandatory pre-proposal/telephone conference and site walk is scheduled for 3:00 P.M. local time on Wednesday, October 25, 2017 at the Augusta Procurement Department, located at 535 Telfair Street, Room 605, Augusta, GA 30901. The call-in telephone number is 1-888-567-1603 or 404-267-0368. Call one of the dial-in numbers at least five (5) minutes prior to conference. If you choose to teleconference there is a $35.00 fee due before the scheduled teleconference. Make the $35.00 check payable “Augusta Georgia Commission” and mail to Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901. A site visit to follow.

Questions regarding proposals should be directed to Geri Sams, Procurement Director of Augusta, GA at [email protected] no later than 5:00 pm local time on Wednesday, November 1, 2017. An addendum will be issued in response to all questions.

Vendors must conform to Georgia Code regarding contractor licensing. The prime contractor and subcontractor(s)' name, license number, limits, classification and expiration date must be placed on the outside of the envelope containing the proposal documents.

Successful vendor will be required to meet insurance requirements, submit a one hundred percent (100%) performance bond, and a one hundred percent (100%) payment bond. Insurance and Bonding Company must be licensed to do business by the Georgia Secretary of State, authorized to do business in Georgia by The Georgia Insurance Department, listed in the Department of Treasury's Publication of Companies holding Certificates of Authority as Acceptable Surety on Federal Bonds and as acceptable reinsuring companies, and must have an A.M. Best rating of A-5 or higher.

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The written proposal documents supersede any verbal or written prior communications between the parties.

All companies submitting a proposal will be notified in writing of award. Selection criteria are outlined in the request for proposal documents.

More than one proposal for the same work/product from an individual or entity under the same or different names will not be considered and result in rejection of all proposals in which that vendor has an interest.

Augusta’s payment terms are net 30. We will not pay for any goods or services in advance of receipt and inspection. If you are unable to comply with these terms, we require that you not place a RFP. Any request for proposals not accepting these terms will be considered non-responsive and not acceptable.

Attached is a Drug-Free Workplace Affidavit (must be notarized), a General Indemnity form, an Attestation of Illegal Aliens form (must be notarized) and Augusta’s Contractor’s Safety Program. All must be filled out, signed, and returned with your proposal. Failure to do so will result in your proposal being rejected.

Each vendor must submit Attachment B with proposal for Augusta at the time of that party’s submission of the proposal.

Augusta reserves the right to waive technicalities and to make an award deemed in its best interest, or to reject any and all proposals, including without limitation, nonconforming, nonresponsive, unbalanced, or conditional proposals. Owner further reserves the right to reject the proposal of any vendor whom it finds, after reasonable inquiry and evaluation, to not be responsible. Augusta may also reject the proposal of any vendor if they believe that it would not be in the best interest of the project to make an award to that vendor. Augusta reserves the right to waive all informalities not involving price, time, or changes in the work and to negotiate contract terms with the successful vendor. Augusta also reserves the right to reject the proposal of a vendor who has previously failed to perform properly or complete on time contracts of a similar nature, or a proposal of a vendor who investigation shows is not in a position to perform the contract.

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Table of Contents

1. Instructions to Vendors 2. System Overview 3. APCO P25 Trunking System Description 4. APCO P25 Radio Equipment Requirements 5. Equipment Installation Requirements 6. Performance Verification 7. Training 8. Warranty, Maintenance, and Technology Refresh 9. Proposal Pricing

Appendix A: Possible Sites

Appendix B: Portable Coverage Requirements

Appendix C: General Indemnity

Appendix D: Contractor’s Safety Program

Appendix E: Statement of No Response to RFP

Appendix F: Performance Bond

Appendix G: Payment Bond

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1 INSTRUCTIONS TO VENDORS

Augusta, Georgia is seeking proposals for an Association of Public-Safety Communications Officials (APCO) P25 Phase 2 TDMA 800 MHz simulcast trunked radio system and subscribers, with a backbone microwave network.

Vendors providing proposals must describe all components, services, and tasks required to implement a working, fully functional system and clearly state whether or not said components and services are to be furnished by the vendor. Any and all components - whether hardware or software – required to make the system usable and fully operational that are not described in the proposal documents as being necessary shall be provided at the vendor's expense. The price listed in the vendor's proposal shall be the delivered price, including freight to - and installation at - the sites of work in Augusta, Georgia. Submission of a proposal shall be conclusive evidence that the Vendor has investigated and is satisfied as to the conditions to be encountered in performing the work.

1.1 General Requirements A. No organization is to discuss any aspect of this Request for Proposal with anyone other than Geri Sams, Procurement Director. This is to ensure that all prospective respondents have the same level of knowledge relative to the project as well as insuring the additional data is made available to all vendors. All questions must be submitted in writing by fax to 706 821-2811 or by email to [email protected] to the office of the Procurement Department by Wednesday, November 1, 2017 @ 5:00 P.M. B. The full cost for proposal preparation is to be borne by the proposing firm. Proposals must be signed in ink by a company official who has authorization to commit company resources. C. Proposals submitted are not publicly available until after award by Augusta. All proposals and supporting materials as well as correspondence relating to this RFP become property of Augusta when received. Augusta is subject to the open records law and all information submitted in proposals will be available to others upon request after award. D. The successful vendor is required within ten (10) days of Notification of Award of to provide the following: 1. Certificate of Insurance as specified in the proposal documents. 2. Two (2) properly executed contract documents. 3. Payment and Performance Bond as required. Failure to provide the above documents within ten days after the Notice of Award may be just cause for the annulment of the award. At the discretion of Augusta, the award may then be made to the next highest scoring responsible vendor.

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1.2 Evaluation Criteria Augusta intends to accept the offer that is most advantageous to itself from the standpoint of price, functional sufficiency, technical sufficiency, and other factors. It reserves the right to reject any and all proposals received by reason by this request, to modify configurations proposed, or to negotiate separately with any source whatsoever, in any manner deemed to be in the best interests of Augusta. During the evaluation, validation, and selection process, Augusta may desire the presence of a Vendor’s representative for answering specific questions, orally and/or in writing. Augusta will not be liable for Vendor’s costs incurred for preparation or presentation in this regard. Vendors’ responses will be evaluated based on the following criteria:

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CRITERIA FOR EVALUATION

RFP – Evaluation/Scoring Guidelines

Evaluation Process All proposals will be evaluated by an Augusta, Georgia Selection Committee (Committee). The Committee may be composed of Augusta, Georgia staff and other parties that may have expertise or experience in the services described herein. The Committee will review the submittals and will rank the proposers. The evaluation of the proposals shall be within the sole judgment and discretion of the Committee. All contacts during the evaluation phase shall be through the Augusta, Georgia Procurement Office only. Proposers shall neither contact nor lobby evaluators during the evaluation process. Attempts by Proposer to contact members of the Committee may jeopardize the integrity of the evaluation and selection process and risk possible disqualification of Proposer. The Committee will evaluate each proposal meeting the qualification requirements set forth in this RFP. Proposers should bear in mind that any proposal that is unrealistic in terms of the technical or schedule commitments may be deemed reflective of an inherent lack of technical competence or indicative of a failure to comprehend the complexity and risk of Augusta, Georgia’s requirements as set forth in this RFP. If needed, the selection process will include oral interviews. The consultant will be notified of the time and place of oral interviews and if any additional information that may be required to be submitted. Cumulative Scores will include the total from Phase 1 and Phase 2. It is the intent of the Owner to conduct a fair and comprehensive evaluation of all proposals received. The contract for this project/service will be awarded to the proposer who submitted a proposal that is most advantageous to the Owner.

Evaluation Criteria

Proposals will be evaluated according to each Evaluation Criteria, and scored on a zero to five point rating. The scores for all the Evaluation Criteria will then be multiplied according to their assigned weight to arrive at a weighted score for each proposal. A proposal with a high weighted total will be deemed of higher quality than a proposal with a lesser-weighted total. The final maximum score for any project/service is five hundred (500) points.

Rating Scale Non-responsive, fails to meet RFP specifications. The approach has no Not 0 probability of success. For mandatory requirement this score will result in Acceptable disqualification of proposal. Below average, falls short of expectations, is substandard to that which is 1 Poor the average or expected norm, has a low probability of success in achieving project/service objectives per RFP. Has a reasonable probability of success, however, some objectives may not 2 Fair be met. Acceptable, achieves all objectives in a reasonable fashion per RFP 3 Average specification. This will be the baseline score for each item with adjustments based on interpretation of proposal by Evaluation Committee members. Very good probability of success, better than that which is average or Above 4 expected as the norm. Achieves all objectives per RFP requirements and Average/Good expectations. Exceeds expectations, very innovative, clearly superior to that which is Excellent/ 5 average or expected as the norm. Excellent probability of success and in Exceptional achieving all objectives and meeting RFP specification.

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The Evaluation Criteria Summary and their respective weights are as follows:

1. Completeness of Response (Pass/Fail)

a. Responses to this RFP must be complete. Responses that do not include the proposal content requirements identified within this RFP and subsequent addenda and do not address each of the items listed below will be considered incomplete, be rated a Fail in the Evaluation Criteria and will receive no further consideration. Responses that are rated a Fail and are not considered may be picked up at the delivery location or returned to the vendor (at vendor’s expense). Please provide shipping instructions and/or fees upon the completion of the competitive process.

Conflict of Interest Statement (Pass/Fail)

b. Discloses any financial, business or other relationship with the Augusta, Georgia that may have an impact upon the outcome of the contract or the construction project/service. c. Lists current clients who may have a financial interest in the outcome of this contract or the construction project/service that will follow. d. Discloses any financial interest or relationship with any construction company that might submit a bid on the construction project/ service.

2. Qualifications & Experience (10 points)

a. Relevant experience, specific qualifications, and technical expertise of the firm and sub- consultants/proposers to conduct the required services as listed in this RFP and adhering to all required license requirement for federal, state and local services.

3. Organization & Approach (10 points)

a. Describes familiarity of project/service and demonstrates understanding of work completed to date and project/service objectives moving forward b. Roles and Organization of Proposed Team i. Proposes adequate and appropriate disciplines of project/service team. ii. Some or all of team members have previously worked together on similar project/service(s). iii. Overall organization of the team is relevant to Augusta, Georgia needs.

4. Scope of Services to be Provided (35 Total of points)

a. Service and Support – (10 points) Vendor shall provide system management services for one (1) year. Vendor will provide details on the location and type of the local system support available to Augusta. Vendor will specifically outline similar systems that local service personnel are supporting. Successful Vendor will have a local service shop that is capable of servicing and supporting the proposed system(s). b. Technical Compliance (15 points) Vendor shall describe their system by following the outline of the technical specifications. Vendor shall indicate whether their system is compliant or not. If not compliant, vendor must briefly describe their system or the reason it is not compliant. In the areas of the specification where Vendor is asked to describe their system and operations, Augusta will determine which technical solution is in the best interest of Augusta. Evaluation criteria include:  Compatibility with existing assets  Features and functions provided  Meets equipment specs  Guaranteed radio coverage

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 Interoperability with other jurisdictions  Reliability of equipment/system  Fault-tolerant system  Fallback modes of operation  Redundancy in system design

c. Compatibility with Neighboring P25 Systems (10 points) Vendor will provide the details on their equipment’s ability to interface with 700/800 MHz simulcast systems of Columbia County, North Augusta, and Aiken County. The details must include the backhaul requirements, interface requirements, and the operations and limitations of the subscribers.

5. Company Stability (5 points) Vendors shall provide financial statements to include balance sheets and profit loss reports and a brief history of the entity submitting a proposal covering at least five (5) calendar years. The stability and viability of proposed Vendors is of critical importance to Augusta of Augusta’s long-term investment in a 700/800 MHz communication system. Vendor’s information should clearly outline the history of its Land Mobile Radio product lines. Vendor’s DUNS number should also be provided.

6. References (5 points) Vendors shall provide five (5) references of 700/800 MHz APCO P25 Phase 2 public safety systems similar to the one proposed to Augusta. References should have a contact name, address, current phone number, dates of system installations, and brief system descriptions. References will be utilized to evaluate vendor's experience and ability to provide system. Vendor will provide resumes of the project team detailing experience with similar systems. At a minimum, resumes of the project manager, project engineer, optimization team, and training coordinator should be provided. Changes to the project team must be approved by Augusta.

7. Presentation by Team (10 points) (Optional)

a. Team presentation conveying project/service understanding, communication skills, innovative ideas, critical issues and solutions.

8. Q&A Response to Panel Questions (5 points) (Optional)

a. Proposer provides responses to various interview panel questions.

9. Cost/Fee Proposal (20 points) Enclosed in a separate sealed envelope. Will NOT be disclosed in any part of the RFP

a. Lowest Fee 20 b. Second 15 c. Third 10 d. Fourth 5 a. Fifth 1

Complete System Price (Submitted in a separately sealed envelope) Vendors shall complete the pricing sheet in Section 9.0 of this RFP. Successful Vendor on price will be the one with a total system cost that Augusta feels is in their best interest.

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Pricing issues include: • Pricing for all equipment and services • Installation costs • Trade-in allowance and other discounts • Maintenance pricing • Technology Hardware and Software Refresh

Weighted scores for each Proposal will be assigned utilizing the table below:

Phase 1 Score Rating No. Evaluation Criteria Weight (Rating * (0-5) Weight) Completeness of Response  Package submitted by the deadline 1  Package is complete (includes requested information as N/A Pass/Fail Pass/Fail required per this solicitation)  Attachment B is complete, signed and notarized 2 Qualifications & Experience 10 3 Organization & Approach 10 Service and Support (10 weight) 4 Technical Compliance (15 weight) 35 Compatibility with Neighboring P25 Systems (10 weight) 6 Company Stability 5 5 References 5 Score Rating Phase 2 (Optional – Numbers 8 and 9) Weight (Rating * (0-5) Weight) 6 Presentation by Team 10 7 Q&A Response to Panel Questions 5 Cost/Fee Proposal Consideration a. Lowest Fee 20 b. Second 15 8 c. Third 10 20 d. Fourth 5 b. Fifth 1

Total: 100

Proposals will be evaluated according to each Evaluation Criteria, and scored on a zero to five point rating. The scores for all the Evaluation Criteria will then be multiplied according to their assigned weight to arrive at a weighted score for each proposal. A proposal with a high weighted total will be deemed of higher quality than a proposal with a lesser-weighted total. The final maximum score for any project/service is five hundred (500) points.

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1.3 Taxes & Pricing Augusta is exempt from federal excise tax and Georgia sales tax with regards to goods and services purchased directly by Augusta. Suppliers and contractors are responsible for federal excise tax and sales tax, including taxes for materials incorporated in Augusta construction projects. Suppliers and contractors should contact the State of Georgia Sales Tax Division for additional information. Prices shall be stated in units and quotations made separately on each item. Where there is a conflict between unit prices and extended prices, unit prices will govern. 1.4 Insurance Prior to execution of the contract, and at all times that this Contract is in force, the Contractor shall obtain, maintain and furnish Augusta Certificates of Insurance from licensed companies doing business in the State of Georgia and acceptable to Augusta covering the following Standard Insurance Requirements: 1) Statutory Workers' Compensation Insurance a) Employers Liability: Bodily Injury by Accident - $100,000 each accident Bodily Injury by Disease - $500,000 policy limit Bodily Injury by Disease - $100,000 each employee 2) Comprehensive General Liability Insurance a) $500,000 limit of liability per occurrence for bodily injury and property damage b) The following additional coverages must apply: Unless waived by the Risk Manager o 1986 (or later) ISO Commercial General Liability Form o Dedicated Limits per Project Site or Location o (CG 25 03 or CG 25 04) o Additional Insured Endorsement (Form B CG 20 10 with a modification for completed operations) o Blanket Contractual Liability (included in 1986 or later forms) o Broad Form Property Damage (included in 1986 or later forms) o Severability of Interest (included in 1986 or later forms) o Underground, explosion, and collapse coverage (included in 1986 or o later forms) o Personal Injury (deleting both contractual and employee exclusions) o Incidental Medical Malpractice o Hostile Fire Pollution Wording

3) Auto Liability Insurance a) $500,000 limit of liability per occurrence for bodily injury and property damage b) Comprehensive form covering all owned, non-owned, leased, hired, and borrowed vehicles c) Additional Insured Endorsement d) Contractual Liability

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4) Umbrella Liability Insurance - $1,000,000 limit of liability a) The following additional coverages must apply: Unless waived by the Risk Manager o Additional Insured Endorsement o Concurrency of Effective Dates with Primary o Blanket Contractual Liability o Drop Down Feature o Care, Custody, and Control - Follow Form Primary o Aggregates: Apply Where Applicable in Primary o Umbrella Policy must be as broad as the primary policy

5) Augusta (and any applicable Authority) must be shown as an additional insured on General Liability, Auto Liability, and Umbrella Liability policies.

6) The cancellation should provide 10 days notice for nonpayment and 30 days notice of cancellation.

7) Certificate Holder must read: Augusta, Georgia Procurement Department 535 Telfair Street, Room 605 Augusta, GA 30901

8) Insurance Company, except Worker' Compensation carrier, must have an A.M. Best Rating of A-5 or higher. Certain Workers' Comp funds may be acceptable by the approval of the Risk Management Division. European markets including those based in London and domestic surplus lines markets that operate on a non-admitted basis are exempt from this requirement provided that the contractor’s broker/agent can provide financial data to establish that a market is equal to or exceeds the financial strengths associated with the A.M. Best’s rating of A-5 or better.

9) Insurance Company should be licensed to do business by the Georgia Department of Insurance.

10) Certificates of Insurance, and any subsequent renewals, must reference specific proposal/contract by project name and project/proposal number.

11) The Contractor shall agree to provide complete certified copies of current insurance policy (ies) if requested by Augusta to verify the compliance with these insurance requirements.

12) All insurance coverages required to be provided by the Contractor will be primary over any insurance program carried by Augusta.

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13) Contractor shall incorporate a copy of the insurance requirements as herein provided in each and every subcontract with each and every Subcontractor in any tier, and shall require each and every Subcontractor of any tier to comply with all such requirements. Contractor agrees that if for any reason Subcontractor fails to procure and maintain insurance as required, all such required Insurance shall be procured and maintained by Contractor at Contractor's expense.

14) No Contractor or Subcontractor shall commence any work of any kind under this Contract until all insurance requirements contained in this Contract have been complied with and until evidence of such compliance satisfactory to Augusta as to form and content has been filed with Augusta. The Accord Certificate of Insurance or a pre-approved substitute is the required form in all cases where reference is made to a Certificate of Insurance or an approved substitute.

15) The Contractor shall agree to waive all rights of subrogation against Augusta, its officers, officials, employees, and volunteers from losses arising from work performed by the contractor for Augusta.

16) All Risk Contractors’ Equipment and Contents Insurance covering owned, used, and leased equipment, tools, supplies, and contents required to perform the services called for in the Contract. The coverage must be for full replacement cost. Augusta will be included as a Loss Payee in this coverage for Augusta owned equipment, tools, supplies, and contents. 17) The Contractor shall make available to Augusta, through its records or records of their insurer, information regarding a specific claim. Any loss run information available from the contractor or their insurer will be made available to Augusta upon their request.

18) Compliance by the Contractor and all subcontractors with the foregoing requirements as to carrying insurance shall not relieve the Contractor and all Subcontractors of their liability provisions of the Contract.

19) The Contractor and all Subcontractors are to comply with the Occupational Safety and Health Act of 1970, Public Law 91-956, and any other laws that may apply to this Contract.

20) The Contractor shall, at a minimum, apply risk management practices accepted by the contractors’ industry.

1.5 Performance and Payment Bonds A 100% Performance and 100% Payment Bond for the awarded firm. Surety Company must have an A.M. Best Rating of A-5 or higher.

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1.6 System Implementation Timeline Vendor shall submit a timeline for system implementation, using Microsoft Project or equivalent software, which highlights major tasks and milestones. Augusta’s 800 MHz system shall have final acceptance by March of 2019.

1.7 Schedule of Events 1.7.1 Event Calendar

Tentative Dates Activity September 28, 2017 Issuance of RFP Wednesday, October 25, 2017 @ 3:00 Mandatory Pre-Proposal/Telephone p.m. Conference and Site Walk Wednesday, November 1, 2017 @ 5:00 Questions Submittal Deadline p.m. Wednesday, January 10, 2018 @ 3:00 Submission of Proposals p.m. January 2018 Proposal Evaluation January 2018 Selection of Finalists January 2018 Presentation by Finalists February 2018 Contract Negotiations February 2018 Presentation to Administrator/Commission February 2018 Award Agreement March 2018 Services Implemented

1.7.2 Explanation of Events 1. Issuance of RFP This RFP is being issued by the Augusta Procurement Department. This and any other Augusta RFP can be viewed from Augusta’s Internet site, located at http://www.AugustaGA.gov/, which uses the DemandStar service to provide online access to bid/RFP documents. From www.AugustaGA.gov choose: a. Online Bids b. Select “Active” in the “View Bids that are” window and click “Search”. c. On the appropriate Bid, click “Download/Order” (on the far right). d. Follow the instructions. If you are a member of DemandStar, this download is free. If you are not a member, there is a nominal cost.

2. Questions Submittal Deadline Potential vendors may submit additional written questions as to the intent or clarify of this RFP. Questions regarding proposals should be directed to Geri Sams, Procurement Director of Augusta, GA at [email protected] no later than 5:00 p.m. local time on Wednesday, November 1, 2017. An addendum will be issued in response to all questions.

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Mandatory Pre-Proposal/Telephone Conference A mandatory pre-proposal/telephone conference and site visit will be held in the Procurement Department, located at 535 Telfair Street, Room 605, Augusta GA 30901 at 3:00 p.m. on Wednesday, October 25, 2017. The call-in telephone number is 1-888-567-1603 or 40—267-0368. Call one of the dial-in numbers at least five (5) minutes prior to conference. If you choose to teleconference there is a $35.00 fee due before the scheduled teleconference. Make the $35.00 check payable “Augusta Georgia Commission” and mail to Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901. Attendance or phoning in is required to be eligible to submit an RFP

3. Submission of Proposal Proposals are due in the Procurement Department by Wednesday, January 10, 2018 @ 3:00 p.m. Proposals received after this deadline will not be accepted. The date and time of receipt will be recorded on each proposal. Proposals must be addressed and labeled according to the directions established in this RFP.

4. Selection of Finalists The Evaluation Committee will select and the Procurement Director will notify the finalist vendors. Only finalists will be invited to participate in the subsequent steps of the procurement process. The schedule for oral presentations will be determined at this time.

5. Presentation by Finalists Finalist vendors will be required to present their proposals and demonstrate their offered products to the Evaluation Committee. The Procurement Director will schedule the time for each vendor presentation and demonstration. All presentations and demonstrations will be held in the Procurement Department, Room 605 or another site designated by the Procurement Director.

6. Proposal Evaluation The Evaluation Committee will perform the evaluation of proposals. During this time, the Procurement Director may, at her option, initiate discussions with vendors who submit responsive or potentially responsive proposals for the purpose of clarifying aspects of the proposals, but proposals may be accepted and evaluated without such discussion. Discussions SHALL NOT be initiated by the vendors.

7. Award Agreement After review of the Evaluation Committee Report, Augusta will offer award of the RFP to the vendor in which the proposal is deemed most advantageous, taking into consideration the evaluation factors set forth in the RFP. No minimum or maximum number of awards has been predetermined.

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Services Implemented Augusta would like to have the selected vendor on-site to work through the implementation of the new services.

2 SYSTEM OVERVIEW 2.1 Overview Augusta GA desires to procure the latest APCO Project 25 Phase 2 compliant simulcast digital technology for use at 800 MHz by its public safety responders and public works employees. In order to provide a backbone network for this system an IP based microwave system will be required. Since the users are typically sending group-type messages (one-to-many), where the group members are dispersed around Augusta-Richmond County, simulcast technology is viewed as a better system choice than cellular-type technology. 2.1.1 Background Augusta-Richmond County encompasses a land area of approximately 329 square miles and a population of over 200,000 in 2010. Augusta-Richmond County currently operates on the Palmetto 800 radio system, but needs improved performance of both portable and mobile radio communications for all public safety and public works personnel. Augusta 911 Dispatch is located at 911 4th Street, Augusta, GA 30901. The 911 Center currently houses ten Motorola MCC7500 dispatch consoles, as well as various other pieces of equipment such as printers and logging recorders. The Augusta system uses leased telephone and data circuits to connect the radio tower sites and 911 Center equipment to the Palmetto 800 switch in Columbia, South Carolina. 2.2 Requested 800 MHz Communications Systems Augusta requests vendor proposals for a reliable radio system using proven technology that provides outside and in-building coverage for portable radios with enough talk groups to allow user agencies to operate safely and efficiently today and in the future. Vendors should propose a network that contains as many tower sites as required to meet the coverage requirements contained in this RFP. Augusta would like to continue to utilize their ten Motorola MCC7500 dispatch consoles with the new system. Vendors shall provide connectivity to these consoles without loss of functionality, or shall replace the consoles with those compatible with their system offering. 2.3 800 MHz System Design Augusta has FCC licenses WPMA541, WPMA550, WPJY894, and WPQG882 with forty-one (41) total 800 MHz frequencies. Augusta is requesting that vendors provide a system that will utilize 10 frequencies from this pool in a trunked simulcast design. Augusta will work with frequency coordinators to license 10 frequencies (pairs) at the final vendor selected sites at the appropriate time in the project, typically after the design review. Augusta has identified the sites in Appendix A as potential and preferred sites at this time. Vendors are requested to consider using some of these sites for their design, however, different sites will be accepted, if more appropriate in a vendor’s design, to meet Augusta’s coverage requirements. If a potential site does not have an existing tower for co-location, vendor shall provide a price for a tower in their proposal. It shall be assumed that all sites will require an equipment shelter on-site. All greenfield sites will require Site Preparation, Fencing, and Crushed Stone; and internal to the building, dual-HVAC, UPS, Generator, Automatic Transfer Switch and associated components.

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Augusta requires that the new voice radio system meet the recommendations of the Association of Public Safety Communications Officers (APCO) and all TIA/EIA-102 Project 25 Digital Land Mobile Radio Standards. Each Vendor should specifically outline how their system meets these standards and how the Vendor plans to continue to meet these standards.

2.4 800 MHz System Coverage Objective Augusta requires a digital radio system that provides 95-percent area-coverage reliability or better, with portables in swivel cases operating inside the building types outlined in this specification, using a ½- wavelength flexible-wire antenna, receiving at hip level and transmitting at hip level.

Ten (10) specific mission critical buildings require coverage that is more stringent. These buildings are listed in Appendix B. These buildings require a minimum signal strength of -95 dBm to be received in all areas of the building when transmitted from Augusta’s simulcast radio system. They also require a minimum signal strength of -95 dBm to be received by Augusta’s simulcast radio system when transmitted from all areas of the building. For purposes of these requirements, 90% building coverage is considered to be all areas of the building. 2.5 800 MHz Capacity Augusta requires a radio system that can handle 1500+ public safety and public works units when constructed. These units should be able to be organized into operational groups or “talk groups” on the radio infrastructure. Flexibility should be designed in the system initially to allow for operational talk groups and talk groups for emergencies or special events. Different departments within Augusta will use the special event talk groups to communicate with each other. The system design should have the flexibility to modify the talk groups and possibly modify the infrastructure without having to reprogram all of the subscriber radios. 2.6 Reliability Augusta will evaluate the reliability of the proposed system and equipment based on three factors: components, sites, and networks. Augusta requires that quality components be used in the design. These components should use current standards that relate to their design and operation, including but not limited to ANSI, TIA, APCO, NFPA, IEEE, NTIA and other relevant standards. Augusta is interested in purchasing equipment from a stable company with a reputation for building quality products. Reliable equipment is the foundation to building reliable systems.

In addition to component reliability, Augusta requires a system designed and built with site reliability in mind. This includes the use of generators, UPSs, surge protectors, HVAC, grounding standards, electrical standards, redundant equipment, and fault-tolerant equipment. These considerations should be apparent in the radio systems, interconnection systems and any subsystem that supports the Augusta infrastructure. In addition, the condition of the sites should be monitored via an alarm and control system that allows remote diagnostics of each site.

Finally, the network must be designed and built to high-reliability standards. When referring to the network, we mean the equipment used to connect the individual sites to make them function properly as a group. The network should have fault-tolerance and redundancy designed into its operation. It should come with a network management-and-diagnostic system that allows for easy management and interrogation (diagnostics) of network components.

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2.7 800 MHz Mutual Aid System coverage and features should extend as far beyond Augusta-Richmond County boundaries as feasible. This will allow Augusta-Richmond personnel to use their own equipment as they work and travel to nearby areas. Using one’s own equipment is always the preferred choice in mutual-aid scenarios. Subscriber programming will include the National Mutual Aid repeater and talk-around channels to be used for operations outside the network area or for close-in operations with mutual aid responders.

In addition, five (5) mutual aid repeaters will be installed at locations to be specified for the extension of the 800 MHz mutual-aid systems already operating in the State of Georgia.

The 800 MHz National Mutual Aid conventional calling channel will be monitored in the 911 Center and the consoles should have the ability to patch local communications onto this channel.

Vendor will describe how proposed Augusta units can communicate in mutual-aid situations with other municipalities within 50 miles from the County line. 2.8 Regional System Partner Option Augusta provides mutual aid and receives benefits from mutual aid with surrounding communities. Augusta Project 25, 800 MHz platform shall allow for ease of communication with the City of Aiken and North Augusta in South Carolina and Columbia County in Georgia during mutual aid events. Vendors shall quote any additional cost to Augusta to be able to achieve direct communications.

In addition, vendors shall identify cost reduction opportunities from their prime offering should Augusta be able to share 700/800 MHz system resources of a neighboring system.

Vendors shall quote a cost for this option, inclusive of the deduction of any infrastructure equipment and the addition of the microwave and interface equipment required to link the two systems. Vendors are requested to provide a narrative of possible system design benefits for Augusta and partner communities, such as sharing border sites for improved coverage, or an alternate cost benefit to the vendor’s simulcast site design for Augusta, if partner sites would provide coverage into Augusta allowing site/cost reductions. Vendors are asked to discuss technical and operational system issues and any system features that could assist the partner communities with governance and financial management. 3 APCO P25 TRUNKING SYSTEM DESCRIPTION 3.1 System Configuration The 800 MHz P25 radio system for Augusta shall include but not be limited to the following, as detailed in the body of this RFP and the pricing section:

a. One APCO P25 Phase 2-compliant digital trunked 800 MHz, 10-channel, multisite, simulcast system. b. One IP based all-indoor microwave transport system to provide backhaul for the P25 digital radio system. c. Equipment shelters with HVAC

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d. UPSs, generators and associated components e. Towers f. Site preparation, fencing, crushed stone and site grounding g. Network management system and alarm-and-control equipment h. Control center consoles i. Logging recorder interfaces and expansion j. Mobile radios with 3-dB gain antennas k. Portables with 1/2 –wave antennas, batteries, chargers and swivel cases l. Control stations with Yagi antennas m. Conventional mutual aid repeaters n. Signal Boosters o. Spare Parts p. Optional AES encryption addition for subscribers q. Optional spare batteries and multiunit chargers r. Optional over the air rekeying (OTAR) s. Optional over the air reprogramming (OTAP) t. Optional Inter-RF Subsystem Interface u. Optional web-based smartphone application v. Optional GPS technology w. Optional Bluetooth capabilities on portable radios x. Optional body cameras on portable radio speaker-microphones y. Optional maintenance & warranty for years 2 through 10 z. Optional technology refresh for years 2 through 10 3.2 Trunking Requirements Vendor shall provide an 800 MHz P25 Phase 2 system that supports both P25 Phase 1 and P25 Phase 2 modes. The mode of operation shall be automatically selected based upon the subscriber programming. The trunked radio system should be based upon the performance specifications contained herein. This section of the SOW provides an overview of the performance requirements of the system.

3.2.1 Channel Priority RF channels shall be assigned automatically in real-time by the system controller in response to system user (field units and console dispatchers) requests, in accordance with channel availability and user assignment priorities. A minimum of eight levels of priority shall be incorporated in the system.

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3.2.2 User Group Organizational Structure To provide for flexibility and use of the trunked radio system and to provide additional flexibility and capability for future system operational expansion, at least 2,000 individual talk groups shall be available within the system.

All field units (mobiles, portables, and RF control stations) and console dispatch positions shall be capable of being assigned user group address designators that shall permit communications between groups of field units or groups of field units and individual dispatch positions. All units operating within the same user group shall receive both sides of every conversation addressed to or from the group members.

The system shall be capable of individual call, group call (sub-fleet), and all call (fleet) voice communications and alerting.

The talk group plan must be submitted by vendor to the consultant, and approved by Augusta prior to equipment programming. 3.2.3 Addressing and Signaling The addressing and signaling system shall permit the assignment of a minimum of 48,000 discrete field unit addresses. All discrete addresses shall be able to be a member of any or all user groups. Regardless of the user group affiliation, the discrete unit address for a unit shall not change. Each unit shall have a unique discrete unit address.

Talk group addresses shall have the capability of being partitioned into various organizational user group structures. Vendor shall assist Augusta in the development of a Augusta wide and countywide talk group plan. 3.2.4 System Access Time Each system user (field units, console dispatchers, etc.) shall have access to all RF channels via an operator programmable priority protocol. Channel access time shall be in accordance with APCO P25 and NFPA 1221 Standards. 3.2.5 Private Conversation The trunked radio system shall permit designated radios to have individual conversations with one another. This mode shall allow two units to have a conversation so that no one else is privileged to the communications, or is aware of it being requested. An originating radio user specifies the identification of the destination radio user and initiates the transmission. The destination radio user receives the transmission and is able to communicate with the originating radio user without having to change any settings on the radio.

3.2.6 Dynamic Switching Between Technologies The trunked radio system shall permit radios to access the system in either the APCO Project 25 Phase 1 FDMA mode or the APCO Project 25 Phase 2 TDMA mode real-time on a channel-by-channel basis. Individual channels shall not have to be partitioned or dedicated as either FDMA or TDMA. This will allow the controller to assign channels in the most flexible manner and will allow the users to migrate from FDMA technology to TDMA technology without concern for channel resources. The switching device will assign channels without concern for technology, as the channels will be equipped with

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TDMA/FDMA operations. Selection of TDMA/FDMA modes of operation shall be determined by the subscriber programming. All talk-groups should be mix-mode capable. 3.2.7 Selective Alerting The trunked radio system shall provide a means for selectivity alerting radio units on an individual, group (sub-fleet), or all-call (fleet) basis. 3.2.8 On-Channel Interference The trunked radio system controller shall have the capability of detecting an interfering signal on any of the RF channel receivers. If such a signal is detected, the system controller shall shut down the associated channel transmitters and receivers for the duration of the interference. If the interference appears on the control/signaling channel, the system controller shall switch to an alternative control/signaling channel, as well as remove the channel being interfered with from the system. Once the interference is gone, the RF channel shall be reactivated by the system controller for system use.

3.2.9 Out-of-Range (Contact) Indication A programmable feature shall be provided to alert the user when a field unit leaves the radio coverage area of Augusta’s system. The user shall be notified of this condition by a visible or audible signal when the condition is first sensed. 3.2.10 Unit Disable The trunked radio system shall provide the capability of allowing the system supervisor, using a system- manager terminal, to enable or disable any field units on the trunked system. The disabling of a field unit shall prevent the unit from monitoring any voice communications on any channel or user group in the system. A disabled unit shall not be able to transmit or otherwise join into any voice conversation on the system. The enabling or disabling function shall occur while the field unit is on the system anywhere within the radio coverage area. The system shall have the capability to search the trunked system for the unit. The system manager terminal shall provide a positive indication to the system supervisor when the system succeeds in enabling or disabling the unit. The field unit and system shall “handshake” so that the system shall have a positive indication of success.

This process shall not involve any “shutdown” of the system. The operation shall not require the use of any working channel. A disabled unit can only be re-enabled by the system supervisor. If for any reason the trunked system is shutdown or disabled, any disabled units shall stay disabled.

If the unit is not on the system at the time the enabling or disabling function is initially invoked, the system shall have the ability to capture the unit when it comes into the system. When the target unit comes into the system, the system shall have the capability to “quickly” capture and automatically enable or disable the unit. 3.2.11 Unit Identification (ID) Each unit (mobile, portable, RF control station, and dispatch console) shall send its unique discrete address identification to the system each time the unit transmits. The ID shall be displayed on the associated dispatch-control-console channel module, as well as any other field units or RF control stations that are equipped with display capabilities. The ID that is displayed shall be system programmable, and shall be either the unit ID number or the plain language alias (fleet, sub-fleet, talk group, affiliation group, or individual unit name) name. Vendor shall state the alias naming capabilities of the system in its proposal.

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3.2.12 Automatic Station ID Automatic International Morse Code Station Identification shall be provided for the trunked radio system. Operation of the Automatic Station ID shall be in accordance with FCC rules for trunked radio systems. 3.2.13 Dynamic Regrouping The trunked radio system shall permit the reassigning of radio units to new or other temporary user- group assignments. The system supervisor using the system manager terminal can initiate the reassignments.

This reassignment of user groups shall occur while the field unit is operating on the system anywhere within the RF coverage range of the system. The system shall handshake with the target unit and confirm that the requested change has been accomplished. The system manager shall be capable of regrouping field units once they have re-entered the RF coverage range or when they are powered up (turned on) at any time after the initial regrouping has taken place.

The system shall include the ability to perform this function manually, and also with a stored software plan to allow for the automatic programming of many units into predetermined user groups. This reprogramming shall allow the saved “plan” to be initiated at any future time by the system supervisor. Vendor shall provide a description of this feature and the total time required to regroup 100 units of a pre-stored group. Total time is to be measured from the time that the regrouping activity is initiated by the system supervisor, to the time that the 100 units are regrouped and able to receive voice messages. All 100 units are presumed to be on and within RF coverage range of the system. 3.2.14 Trunking Protocol The trunking protocol shall allow for “message”-type trunking (repeater hang time after release of PTT switch) or “transmission”-type trunking (RF channel instantly reverts to pool of available RF channels) on the system. This feature shall allow reconfiguration of the trunking protocol as necessary and as future system operations dictate. 3.2.15 System/Site Controller A primary system / site controller shall be provided, and shall consist of the necessary hardware and software to provide overall monitoring and control of the trunked radio system. The system shall be responsible for automatically making RF channel assignments and performing priority call queuing, late entry assignments, and data logging of system activity. The system shall perform other unit and control activities as necessary to completely control the trunked radio system.

The system shall have the capability to receive requests for access to the system from field units (mobile, portable, RF control station) and from dispatch console positions via the control/signaling channel. It shall identify an unused RF channel and direct the signaling system to move the addressed unit or user group to the designated RF channel.

The system shall assign an RF channel in accordance with priorities and user-group assignment procedures established by Augusta.

System software/hardware updates and/or changes shall be completed while maintaining continuous communications and without forfeiting any features or functions required by this SOW.

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Failure of the system primary-site controller shall not cause the loss of any functions or features required by this SOW. Records management and APCO Project 25/16 priority system access shall be maintained.

As an alternate to the System/Site Controller, Vendor shall describe system control capability and the reliability of their proposed architecture specifically addressing the intent of the operations and features as listed in this specification. 3.2.16 Network Manager A network-manager interface shall be provided for control of the total trunked radio network by authorized personnel. The network manager shall allow data entry and retrieval from the system. Data retrieval shall include receiving control/signaling channel data and alarm messages from the various system controllers. Examples of data entry include altering system parameters, removing channels from operation, regrouping radio units, disabling radios, etc. The network manager shall be password protected from access by unauthorized personnel. The network-manager shall be a web-based application that allows the system manager to access the trunked network from any computer with web access. Two network manager terminals shall be included. 3.2.16.1 Database A database shall be provided that will store system user profiles, such as user group access, priority levels, dynamic regrouping plans, authorization codes, interconnect access, etc. Additionally, whenever a field unit is turned on and the unit is within RF coverage range of the system, the unit’s discrete address and user-group selection shall be recorded into the system database.

Whenever a field unit is on and is in RF coverage range of the system, any change of user group selection for the field unit shall automatically update the system database with the unit’s ID (discrete data signaling address) and current user-group selection.

The database shall permit user-defined sorting of calls by units, groups, time of day, duration of call, channel, site and priority.

The database shall be continuously backed up. This backup database shall act as a “hot standby” database that is automatically kept current. Should there be a failure with the primary database; the backup database shall automatically be activated for system access.

Every 24 hours, the database shall be automatically backed up and stored on devices external to the 800-MHz trunked control system, such as to a compact disk (CD). Sufficient storage media shall be provided for storing data over a two-year period.

If unattended, fully automatic backup capability cannot be provided, vendor shall specify the system’s backup capabilities and limitations, and any user involvement that might be required.

The database shall have sufficient capacity to store all system profiles, as well as the capacity to store 45 days of system activity for report generation. 3.2.16.2 System Diagnostics Sufficient hardware and software shall be provided to monitor and test the trunked radio system. The diagnostic system shall continuously test all RF repeater stations, site controllers and other critical

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hardware and software functions. Should any abnormalities be found during a test sequence, the abnormality shall be logged in plain language (not coded characters). At a minimum, the log shall include the type of problem encountered, the date and time, and the channel(s) or equipment where the problem occurred. Additionally, the diagnostics system shall activate audible and visible alarms to notify the system supervisor of the problem.

If a failure results in a loss of transmitter power or high VSWR on a repeater station, combiner or antenna system, the system controller shall automatically remove that repeater station from the system until such time that the fault is corrected. If interference is received on a radio channel, the system controller shall automatically remove that channel and associated receivers from the system until such time that the fault is corrected. When a repeater station or a radio channel is removed from service, an alarm shall be sent to the system supervisor. 3.2.16.3 System Alarms Alarm-status information shall be accessible from the network manager terminal or web-based application. The system supervisor shall be able to ask for and receive alarm conditions concerning the base-station repeaters and controllers. The system shall be capable of having alarms printed out (as they occur) in plain language on a printer. This printer shall be included with the system supervisor terminals.

A remote-alarm-indication subsystem shall be provided to capture diagnostic and alarm reports, as well as summarize traffic operations. At a minimum, the following trunked system alarms shall be logged and displayed: o Transmitter power / VSWR o Control / signaling channel data integrity o Working channel integrity o Proper trunking operation of each channel o System interference reception o Miscellaneous alarms

All individual system alarms must appear at the dispatch center and the radio maintenance facility. The network monitoring and control system and 800-MHz trunked radio network-manager terminals or web-based applications are to be installed at the above facilities in the same manner.

3.2.16.4 Report Generation The network manager shall be capable of generating management reports to provide the necessary information for management personnel to review the reports and make decisions regarding staff resource allocation and altering system size, and to evaluate the operational effectiveness of the various components of the trunked radio system. The reports shall include at least one month of system activity. 3.2.16.5 Network Manager Terminal Two network manager terminals shall be included. The terminals shall consist of a desktop-style keyboard, processor, software, Flat-Panel-Display (FPD), printer, all necessary interconnect cabling and 120 VAC power supply.

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The network manager terminal or web-based application shall allow an operator at the terminal to perform the following tasks: a. Inquire about the status of alarms. b. Inquire and make changes to the priority level of assignments of any and all units in the system; the priority shall be assigned on an individual basis, by user-group assignments, or both. c. Inquire about dispatch call-loading information. d. The terminal shall display the real-time activity of the prime-site controller at a designated location within the system.

3.2.17 Reliability/Redundancy/Backup A minimum of two trunking system failure modes shall be provided to minimize the loss of communications system features and functions.

As an alternative to the Reliability/Redundancy/Backup operations listed in this specification, Vendor shall provide information for Augusta to properly evaluate the Reliability/Redundancy/Backup features offered by their system design specifically addressing the intent of the operations and features as listed in this specification. 3.2.17.1 Failure Mode One Due to operational requirements and system loading, a failure that would cause the system to revert to conventional (non-trunking) operation would degrade the system to an unacceptable level. For this reason, it is required that the system shall continue to trunk and provide all features, including radio coverage and APCO 25 features, in the event that the primary-system controller or remote-site controllers fail. Therefore, redundant system and site controllers and automatic switching facilities are required.

If the primary system or site controller fails, the system shall automatically switch to a backup system or site controller for trunking control. During this mode of operation, the system shall continue to provide all features and functions specified in this document.

The system shall not be “OFF THE AIR” for longer than ten seconds (maximum) during the system adjustment.

3.2.17.2 Failure Mode Two Should the trunked radio system central controllers fail to the point that APCO 25 trunking can no longer be maintained, then the trunking system shall revert to what is common known as a “failsoft” mode of operation.

During this mode of operation, a signaling message shall be continuously transmitted by the system repeaters to notify the mobiles, portables, and RF control stations that the system is in a failsoft mode. This signaling shall also ensure that the mobile and portable radio shall not go into failsoft mode when they are out of RF coverage range of the system.

This system shall not be “OFF THE AIR” for longer than 15 seconds (maximum) during the failsoft system adjustment.

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While the system is operating in the failsoft mode, the receiver/voting system shall continue to function, and the system shall continue to operate in simulcast mode without any reduction in coverage. 3.2.17.3 Other Reliability Requirements The system shall have the capability of assigning a minimum of four trunked repeater stations to perform as the control/signaling channel. When a new control/signaling channel is assigned, radio units shall automatically search for and acquire the new channel. The control/signaling channel shall periodically be rotated between trunked repeater stations. In the event that the control/signaling channel fails, the failure shall be detected and one of the remaining stations shall be automatically assigned as the control/signaling channel.

A monitoring device shall be provided at each RF site to monitor control/signaling activity, forward and reflected transmitter power, and up to eight other alarm inputs to be used as Augusta sees fit. The alarms shall automatically be reported as described in Section 3.2.16.3. 3.2.18 System Alignment/Diagnostics/Test Equipment Any alignment control and diagnostic test equipment required for the proper alignment and optimization of the trunked simulcast system shall be provided with the communications system. 3.2.19 Spare Parts Inventory Vendor shall furnish with the response an itemized listing, with purchase costs, of spare parts, sub- assemblies, plug-in boards and components that should be kept in stock in order to maintain the communications system at an operational and functional level.

Vendor shall provide contract pricing for replacement parts five years beyond system acceptance. 3.3 Channelization 3.3.1 Radio Channels Augusta desires to utilize ten (10) 800 MHz channels for trunked simulcast voice communication. Vendors must present a valid FCC 800 MHz design.

Vendors shall describe how their proposed system will operate on the public safety spectrum in the 700 MHz band to accommodate future channel expansion.

3.4 Radio Communications Coverage The successful vendor shall provide a trunked simulcast system to meet the coverage area requirement objective of 95-percent area-coverage reliability or better, with portables in swivel cases operating inside buildings using a ½-wavelength flexible-wire antenna, receiving at hip level and transmitting at hip level.

Proof of coverage-performance compliance shall be determined through the coverage acceptance test plan. Should the vendor’s system fail to meet the coverage reliability outlined in this specification, vendor shall provide additional equipment to meet coverage reliability. Procurement and installation of additional equipment is the vendor’s responsibility.

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3.4.1 Portable Radio In-Building Coverage Parameters 3.4.1.1 General Parameters Buildings requiring portable radio coverage will be classified as light density or medium density as follows: a. The losses associated with light density type structures shall be assumed to be 8 dB in all residential areas highlighted on the Augusta Zoning Map having the zoning classifications PUD, R-1 through R-3C, and R-MH. See Appendix B. b. The losses associated with medium density structures (e.g., stores, offices, and light industry) shall be assumed to be 12 dB in areas highlighted on the Augusta Zoning Map having the zoning classifications B-1, B-2, L1, and P1, within the downtown area, the medical facilities, and as highlighted on the zoning map in Appendix B.

Building clutter/foliage losses used in the calculations shall be vendor’s corporate standard using Land Use Land Clutter (LULC).

The County shall be divided into grids so that a statistically valid test can be performed. Typically, this is greater than 500 grids for a 95% reliable system. 3.4.1.2 Specific Mission Critical Building Parameters Ten (10) specific buildings that require coverage are listed in Appendix B. These buildings require a minimum signal strength of -95 dBm to be received in all areas of the building when transmitted from Augusta’s simulcast radio system. They also require a minimum signal strength of -95 dBm to be received by Augusta’s simulcast radio system when transmitted from all areas of the building. For purposes of these requirements, 90% building coverage is considered to be all areas of the building.

Buildings which cannot support the required level of radio coverage shall be equipped with a radiating cable system and/or a distributed antenna system (DAS) with FCC certified signal boosters (aka bi- directional amplifiers), or systems otherwise approved by Augusta in order to achieve the required adequate radio coverage.

The method of testing these buildings must meet NFPA 72 and International Fire Code Section 510 requirements.

3.4.2 Portable Radio In-Vehicle Coverage Parameters Coverage for portable units operating inside vehicles shall be based on the portable receiving and transmitting at head level using a ½-wavelength flexible-wire antenna. Vehicles may be parked, or traveling on any street, road (paved or unpaved) or highway at up to 65 mph within the coverage area.

3.4.3 Mobile Radio Coverage Parameters Mobile radio coverage shall be based on the use of ¼-wavelength unity gain mobile antennas. Vehicles may be parked, or traveling on any street, road (paved or unpaved) or highway at up to 65 mph within the coverage area. Vehicular antennas are to be center mounted on each vehicle roof, or center of the cab, unless specifically noted elsewhere in this document for a particular vehicle or class of vehicles.

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3.4.4 Coverage Maps Vendor shall provide separate composite coverage maps in their response that are an accurate portrayal of expected system performance for each of the following conditions:

a. Talkout to a portable while the portable is operating at hip level: 1. outside 2. inside an 8 dB (light) attenuation building 3. inside a 12 dB (medium) attenuation building 4. inside a moving vehicle b. Talkback from a portable while the portable is operating at hip level: 1. outside 2. inside an 8 dB (light) attenuation building 3. inside a 12 dB (medium) attenuation building 4. inside a moving vehicle c. Talkout to a portable while the portable is operating at head level: 1. outside 2. inside an 8 dB (light) attenuation building 3. inside a 12 dB (medium) attenuation building 4. inside a moving vehicle d. Talkback from a portable while the portable is operating at head level: 1. outside 2. inside an 8 dB (light) attenuation building 3. inside a 12 dB (medium) attenuation building 4. inside a moving vehicle e. Talkout to a mobile while the vehicle is traveling on local streets, roads, and interstate highways. f. Talkback from a mobile while the vehicle is traveling on local streets, roads, and interstate highways. g. One composite map showing all tower site FCC 40 dBu contours associated with the system design. Any areas within the coverage contours shown on a map that are predicted to have a reliability of less than the reliability applicable to that map shall be clearly marked on the map. A description of how vendor calculated the coverage shall be included in the response. List the coverage model(s) used (for example – Okumura, Longley-Rice, etc.).

All operating parameters and factors pertaining to the coverage commitment for a specific map shall be shown for that map (preferably on the map).

The following minimum information shall be clearly defined for each map and each site:

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a. Base/repeater RF power output. b. Base/repeater antenna gain and directivity. c. Transmit ERP. d. Effective receiver sensitivity and BER threshold for the coverage contour. e. Base/repeater antenna height above ground, specifying the antenna height at the center point and the antenna’s overall length. f. Base/repeater antenna height above average terrain. b. Base/repeater site elevation AMSL. c. Mobile and portable antenna type and gain or loss. d. Mobile and portable RF output power. e. The configuration of field units (for example – talk out to portable inside medium density buildings) and the environmental loss factors utilized. f. Simulcast offset delay. g. Foliage loss/standard deviation. h. Building loss/standard deviation. i. Moving factor.

3.4.5 RF Coverage Acceptance Criteria 3.4.5.1 General Augusta’s acceptance of the RF coverage portion of the system shall be based on successful passage of the RF Coverage Acceptance Test.

A detailed RF Coverage Acceptance Test Plan (RFC-ATP) shall be included in vendor’s response. The RFC- ATP shall reflect the system proposed and include (at a minimum) the following items:

a. A brief description of how the test shall be conducted. b. Augusta manpower requirements. c. A list of mobiles and portables in the system to be supplied by Augusta for the actual data gathering. d. How long the test shall take (approximate time). e. An explanation of the methodology of data gathering. f. An explanation of how the results shall be tabulated and documented. h. An explanation of why the methodology of data gathering and presentation of the results to the Augusta shall “prove” that the coverage reliability requirement of this document shall be met in general and in the defined special RF coverage areas.

The vendor’s RFC-ATP shall incorporate the following minimum criteria: The County shall be divided into grid squares. All grids shall be tested in the entire county. Both computer automated tests and audio quality tests shall be performed throughout the County demonstrating 95-percent coverage as proposed by vendor coverage maps. Testing points shall be chosen by Augusta and, to the extent possible, should not cluster adjacent grid test points together. Successful completion of the test shall occur when 95

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percent or more of all grids pass the audio test. A written test plan must be submitted and approved by Augusta prior to performing the test.

No greater than four adjacent grids shall fail in any part of the County. An adjacent grid shall be defined as grids having common sides or apexes.

The tests shall be based on aforementioned portable-radio configurations. The calibrated test-radio configuration shall be verified by an independent means acceptable to Augusta both before and immediately following the tests. Test equipment shall remain in the possession of Augusta for the duration of the test.

The method of testing inside specific buildings must meet NFPA 72 and International Fire Code Section 510 requirements. 3.4.5.2 Automated RF Testing The test instrumentation used to record signal strength measurements shall provide a method of correlating the location and the signal level measurement, such as a GPS receiver. The test instrumentation shall be capable of operation in a vehicle for talk-out tests, and at the fixed equipment sites for talkback tests.

A test route shall be developed by vendor and approved by Augusta. Continuous data shall be recorded throughout the test route. Transportation shall be provided by Augusta to any test locations not generally accessible by car. The testing procedures will only consider accessible grids. The test shall be statistically significant for the required reliability. 3.4.5.3 Voice Quality Tests For each radio configuration, at least 95 percent of the test locations shall provide a voice quality rating of DAQ 3.4 or better for both talk-out and talkback messages.

DAQ Table 3.6.6.3-1: Subjective Performance Description

1 Unusable. Speech present but unreadable. Understandable with considerable effort. Frequent repetition due to 2 noise/distortion. Speech understandable with slight effort. Occasional repetition 3 required due to noise/distortion. Speech understandable with repetition only rarely required. Some 3.4 noise/distortion. 4 Speech easily understood. Occasional noise/distortion.

4.5 Speech easily understood. Infrequent noise/distortion

5 Speech easily understood. The test evaluation team(s) shall be made up of two Augusta representatives and one vendor representative. If the test messages meet or exceed the test criteria, as agreed by a majority of test evaluation team, the grid is considered to have passed. If the test messages do not meet the test criteria, as agreed by a majority of the test evaluation team, the grid failed.

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Separate portable radio talk-out and talkback tests shall be conducted for selected buildings, outdoors and in moving vehicles. The tests conducted using a portable radio shall be performed either at a fixed location or in a moving environment at Augusta’s discretion.

Augusta will provide test messages representing commonly used dispatch language for the fire, Emergency Medical Services (EMS), and law enforcement. Vendor and Augusta must mutually agree on the test messages. The test messages will be no longer than 10 seconds in length. Test messages will be drawn at random, then read and evaluated. Once used, the test message will be discarded so as not to be used again. 3.4.5.3 Tests Inside Specific Mission Critical Buildings Specific Buildings that require coverage are listed in Appendix B. The method of testing these buildings must meet NFPA 72 and International Fire Code Section 510 requirements. 3.4.6 Coverage Performance Vendor shall guarantee RF coverage performance in accordance with the requirements in this SOW, section 3.4. If the RF coverage performance of the system supplied by vendor does not meet the requirements of the SOW, vendor shall modify or otherwise cause the system to meet the requirements of this document at no cost (direct or indirect) to Augusta.

Vendor shall submit a plan to meet such requirements that is satisfactory to Augusta, in Augusta’s sole discretion. This plan shall become an enforceable part of the written contractual agreement between Augusta and vendor. 4 APCO P25 RADIO EQUIPMENT REQUIREMENTS 4.1 General This Scope of Work contains performance criteria and requirements upon which vendor shall base its proposal for an 800 MHz P25 Phase 2 trunked radio communications network that shall support voice operations. It shall be the responsibility of vendor to verify completeness of the material list, and the suitability of the devices to meet the total requirements of this SOW.

Base stations shall employ digital emission for public safety voice communications. A digital system is based on the use of radio equipment providing true digital emission without the use of an analog modulating subcarrier. A digital trunked radio system is specified to achieve consistent voice quality across the coverage area. Additionally, Augusta expects that the performance and quality of encrypted voice over the digital system will be identical to that of clear voice. Vendor shall propose digital field unit equipment and consoles with vocoding that digitizes the human voice and broadcasts that information with digital emissions as its primary mode of operation.

Field unit equipment shall provide conventional analog operation for communications on the five National Mutual Aid conventional channels. In the event that add-on features or devices such as voice encryption, mobile-data terminals, laptop computers, etc., are added in the future, it shall be possible to utilize the field unit equipment without replacement and with only minor “add-in” modification, such as an encoder/decoder chip or radio-data interface.

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4.1.1 Equipment Layout The location and position of all equipment shall be in accordance with good ergonomic engineering practices such that optimum functional efficiency will result. All equipment shall be arranged and installed in a coordinated fashion. Consideration shall be taken during the arrangement of equipment to ensure that each piece of equipment’s intended function would not be impaired due to the influence of adjacent equipment or other environmental factors. Sufficient space and clearance shall be provided such that service and maintenance of each piece of equipment can readily be performed. Equipment layout diagrams shall be provided by Vendor and approved by Augusta, prior to installation.

4.1.2 Equipment Mounting To maximize space utilization and facilitate equipment maintenance, vendor shall install the fixed equipment in open 19-inch self-supporting racks. If the supplied equipment requires a cabinet for FCC certification, the equipment shall remain completely contained in a self-supporting indoor cabinet-style enclosure. Vendor is reminded to ensure that installation of all equipment is performed in accordance with local building codes. 4.2 800 MHz Trunked Repeater Station 4.2.1 800 MHz Digital Trunked Repeater Station This section defines the requirements for continuous-duty 800 MHz digital trunked repeater base stations for the digital operations.

The station shall be equipped with full transmitter and receiver shielding. The station shall be microprocessor controlled so that frequencies, options, and upgrades can be software programmed.

The station must be capable of operating within an ambient temperature range of –30 to +60 degrees centigrade at a 90-percent relative humidity at 40 degrees centigrade.

The repeater station shall be configured for operation within a simulcast radio system.

The trunked repeater station and/or 800 MHz radio system shall be equipped with an automatic Morse code identifier(s) and shall operate to meet FCC requirements during all modes of operation. The station identifier shall be programmable as to frequency and interval. 4.2.2 800 MHz Analog Mutual Aid Repeater Station This section defines the requirements for continuous-duty 800 MHz analog repeater base stations for conventional mutual aid operations.

The station shall be equipped with full transmitter and receiver shielding.

The station shall be microprocessor controlled so that frequencies, options, and upgrades can be software programmed.

The station must be capable of operating within an ambient temperature range of –30 to +60 degrees centigrade at a 90-percent relative humidity at 40 degrees centigrade.

The repeater station shall be configured for operation within a simulcast radio system.

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The repeater station shall be equipped with an automatic Morse code identifier(s) and shall operate to meet FCC requirements during all modes of operation. The station identifier shall be programmable as to frequency and interval. 4.3 Antenna Multicoupling System An antenna multicoupling system shall be provided at each RF site. The transmission line, combiners, multicouplers, and accessories are specified herein. Vendor shall include with its response the antenna type, antenna heights (centerline AGL), antenna mount type, antenna side-arm type and length, and antenna orientations for all transmit and receive antennas. 4.3.1 Transmitter Combiners Factory-tuned transmitter combiners shall be supplied for combining transmitters at each trunked simulcast RF site. Ten (10) ports will be used for system transmitters and two (2) ports for mutual aid or future transmitters. Unused ports at a site shall be properly terminated. Unused ports will be determined after the Detailed Design Review. Each combiner shall be field-expandable utilizing a “building block” design.

4.3.2 Receiver Multicoupler Active receiver multicouplers shall be provided for each trunked simulcast RF site. The multicouplers shall be quipped for twelve (12) ports. Ten (10) ports will be used for system receivers and two (2) ports for mutual aid or future receivers. Unused ports at a site shall be properly terminated. Unused ports will be determined after the Detailed Design Review. The multicouplers shall consist of a tower- mounted pre-selector filter, preamplifier, and preamplifier test system and a ground-mounted receiver- distribution system including power supply and associated controls. The tower-mounted preamplifier shall be redundant, and it shall be possible to switch the “main” or “backup” preamplifier into service or bypass them altogether from the ground unit. 4.3.3 Antennas The 800 MHz antennas shall be supplied with mounting brackets, mast, and all other suitable mounting hardware for mounting on a communications tower in accordance with EIA/TIA 222G standards. Base-station antennas shall be low PIM, high quality, long-life and suitable for public safety applications. The antennas shall be commensurate with coverage requirements. All brackets, masts, clamps, and hardware shall be of hot-dipped galvanized steel or a quality- grade stainless steel. 4.3.4 Transmission Lines All 800 MHz transmit lines should be Andrew Model, LDF5-50A, LDF6-50A, or LDF7-50A jacketed foam Heliax™ or equivalent as required to meet coverage requirements. All lines should be installed with appropriate surge suppressors, grounding kits, hoisting grips, cable hangers, and connectors. Jumpers and connectors shall be provided to connect all RF infrastructures to antennas. 4.4 Simulcast System Controllers A Controller that performs the control and signaling functions for the 800 MHz system shall be a computer/processor with software specifically designed for the proposed trunked radio system. It shall be capable of operating over a temperature range of +10 to +40 degrees Celsius, from a nominal 120- VAC, 60-Hz power supply. The unit shall be mounted in a freestanding 19-inch rack frame or self-

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contained equipment cabinet, and shall be provided in a fault-tolerant configuration with duplicate components, including a backup power supply. All peripheral equipment that provides self-diagnostics and alarms shall be included. An uninterruptible power supply (UPS) shall provide four hours of backup power in the event AC power is lost, unless the network manager is at a site with generator protection, in which case 30 minutes of UPS power will be acceptable. 4.5 800 MHz Trunked Network Manager The network manager shall perform the management and user interface functions for the 800 MHz trunked communications system. The unit shall be mounted in a standard 19-inch rack frame or self- contained equipment cabinet. All peripheral equipment that provides self-diagnostics and alarms shall be included. An uninterruptible power supply (UPS) shall provide four hours of backup power in the event AC power is lost, unless the network manager is at a site with generator protection, in which case 30 minutes of UPS power will be acceptable. 4.6 Simulcast Equipment As an alternate to the Simulcast Equipment listed in this specification, Vendor shall provide a description of their systems’ simulcast operation as well as its’ frequency/amplitude/phase control capability. 4.6.1 Simulcast Operation To provide the required radio coverage, the communications system shall be configured with transmitter sites that shall operate in simulcast trunked mode. Simulcast specifically refers to the transmission of identical RF carrier signals from multiple, geographically separated sites at exactly the same time. This is especially important to ensure intelligible audio quality in overlap areas (areas where a field-unit radio is in range of more than one transmitter site).

This mode of operation requires highly specialized equipment to control transmitter frequency and synchronization throughout the simulcast system. Vendor shall describe the operation of their system upon any failure involving control equipment that affects simulcast trunked operation.

The trunking system communications' paths via the digital microwave system shall be optimized for the most efficient use of the microwave channels. Simulcast-control equipment shall be located at the prime site. 4.6.2 Precision-Frequency Source A precision-frequency source shall be redundant, and shall be provided at each simulcast site to stabilize frequency synthesizers in the 800 MHz trunked repeater stations, and to provide critical synchronization of simulcast transmission equipment. The primary precision-frequency source shall be an “off-the-air” GPS-frequency-locked-stable source, and the secondary precision-frequency source shall be an “atomic” type, rubidium, or other frequency-locked-stable source. The redundant-frequency sources shall be capable of maintaining the proper frequency stability and synchronization of the system upon failure/loss of the primary GPS reference signal. The redundant-frequency source must be capable of maintaining the simulcast system without degradation for a period of at least 96 hours. Vendor shall describe in detail the operation of the proposed frequency source and its redundancy capabilities, and justify the technical suitability of the source to meet simulcast system requirements during normal, abnormal or loss of GPS reference signal.

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4.6.3 Audio Distribution Equipment Audio distribution equipment shall be provided as necessary to allow for proper distribution of audio signals to and from the multiple simulcast sites. The equipment shall be rack mounted in a way that affords ready access for servicing and adjustment.

4.7 Site Equipment The new system shall comply with the following documents; the latest version may be obtained from their respective standards organizations:

a. ANSI/EIA/TIA-222-G, Structural Standards for Antenna Supporting Structures and Antennas b. NFPA 70, National Electrical Code (NEC) c. NFPA 110, Standard for Emergency and Standby Power Systems d. NFPA 780, Standard for the Installation of Lightning Protection Systems e. NFPA 1221, Standard for the Installation, Maintenance and Use of Emergency Services Communications Systems f. FAA Advisory Circular 70/7460-1, Obstruction Marking and Lighting g. FAA Advisory Circular 150/5345-43, Specification for Obstruction Lighting Equipment Site equipment shall be installed following current industry recognized guidelines (i.e. Harris Site Grounding and Lightning Protection Guidelines AE/LZT 123 4618/1, Motorola R56 Standards and Guidelines for Communications Sites), or equivalent, where guidelines do not conflict with the abovementioned standards.

Vendor shall provide Augusta a specific quote to bring any existing sites to be used in the vendor’s system design up to the current industry installation standards required for vendors’ warranty. 4.7.1 Communications Towers The structure should be designed to meet recommended wind speed and ice loading as defined by EIA/TIA standards for Augusta area. All fabricated tower members shall be “hot dip” galvanized after fabrication per ASTM Standard A123. Hardware shall be galvanized per ASTM Standard A153 and B695. Other types of zinc coating are not acceptable.

The tower shall include all foundations, hardware, and lights to meet FCC and FAA requirements. The following additional materials shall be provided with the tower structure and incorporated into the tower design as required by EIA/TIA 222G: climbing ladder, safety device, transmission line support ladders, antenna mounts, and grounding materials. Tower designs should be stamped by a professional engineer that is registered in the State of Georgia and who is qualified to design communication towers and foundations. The tower should be designed for double the loading capacity that the vendor needs to provide for this procurement’s antenna systems.

Vendor shall describe the design parameters of the proposed towers. 4.7.2 Equipment Shelter Shelters should be specifically designed to house RF communications equipment providing a secure environment for the proposed equipment. The shelters shall be sectioned to house an LP generator.

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The shelters should have enough space to accommodate the proposed equipment for Augusta and include 50 percent more space for future expansion. Shelters shall meet or exceed all local and state regulations and national codes. The shelter shall have a flat roof. The shelter shall be constructed of concrete, steel, or other material that would supply the same integrity (fire, bullet, and vandal resistant). The shelter shall be rated for 100 mph wind and include a ten (10) year warranty. The foundation for the shelter shall meet or exceed manufacturer’s specifications and shall set on 4 concrete piers at a minimum. 4.7.2.1 Exterior The exterior finish of the shelter shall be a stone aggregate, color to be reviewed and approved by Augusta. There shall be a bullet resistant, 3’, door with a 1.5-hour fire rating, a deadbolt lock, and hydraulic closure. Near the door shall be 100W high-pressure sodium light with photocell. A concrete pad shall be supplied at the entrance to the shelter. The minimum size of the pad shall be 3’ 6” x 3’ 6”. 4.7.2.2 Interior The interior shall be insulated with a minimum R-11 rating. The interior walls shall have an FRP (fiberglass-reinforced plastic) finish. The floor shall be tiled with 1/8” thick vinyl composite tile (gray preferred). There shall be cable ladders to provide a continuous path to the cable/waveguide feed-thru plate. A fire extinguisher and first aid kit shall be supplied and mounted to the wall. Standard ceiling lighting with a wall switch located by the door shall be supplied. A 2’ x 4’ telephone board, at a minimum, shall be supplied on the wall above where the telephone conduits enter the shelter. 4.7.2.3 Electrical The shelter shall contain an electrical system suitable for servicing the current and the proposed equipment plus a 50 percent increase in load. Surge Protection Devices shall be on all power feeders to and from the shelter. They shall provide a suitable level of protection in accordance with the manufacturer’s instructions. The electrical system shall be configured for the back-up UPS proposed by the successful vendor. There shall be (1) dedicated 20-amp breaker for each duplex outlet. The AC units, lighting, and other electrical components for the shelter shall be on unprotected power. There shall be standard unprotected duplex outlets supplied on each wall. All electrical work shall conform to the most recent National Electric Code. 4.7.2.4 Entry Ports Entry ports shall be provided for the following:

a. Waveguide/cable entry plate – The plate shall have 4” ports. It shall be located so as to allow the transmission lines to exit the building and continue along on the cable bridge to the antenna support structure. b. Electric and telephone – There shall be openings supplied for the entrance of the electrical and telephone conduits. c. Transmission-line surge protector ground cables – A non-conductive port shall be provided below the waveguide entry plate to facilitate the lightning surge-protection ground wires to be connected to the external ground bar.

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4.7.2.5 Grounding Provide for a grounding system inside the shelter that complies with the National Electric Code specifications. This shall include a halo ground system. There shall be drops for the following points/equipment at a minimum:

 Cable ladders  Telephone backboard  Electrical panels  Waveguide entry plate  AC unit(s)  UPS  External ground ring A ground bar shall be supplied on the exterior of the shelter and located under the waveguide entry plate. 4.7.2.6 Air Conditioning Redundant air conditioners with lead/lag controller shall be provided. Wall air conditioners shall be provided to regulate the internal temperature of the building. They shall be located on one wall of the building. A heat/cool thermostat shall be provided to control the temperature in the shelter. 4.7.2.7 Alarms The shelter shall be equipped (at a minimum) with a smoke alarm, low-temperature alarm, high- temperature alarm and door-open alarm. When an alarm is triggered, it shall provide a form C dry closure. 4.7.3 Power Backup Vendor shall include LP generators and fuel tanks that are capable of maintaining power to the site for 72 hours upon commercial power failure. In addition, redundant site Uninterruptible Power Supplies (UPS) shall be provided that can maintain the operation of the site at full load for 30 minutes until the generator comes on line. The UPS should be auto-switch type with make-before-break switching. 4.8 800 MHz Digital Subscriber Radios This section of the SOW delineates the requirements for 800 MHz dual-mode digital / analog subscriber radios including the mobile, portable and control stations. The radios shall be current production, microprocessor-controlled, frequency-synthesized units. The units shall contain the necessary hardware and software to operate in the trunked and conventional modes. The radios shall operate with digital FM modulation in the trunked mode and both digital and analog modulation in the conventional mode. These units shall be equipped to operate in the public safety portion of the 800 and 700 MHz bands. Each radio shall be type accepted by the FCC and shall meet the requirements delineated herein.

4.8.1 General Features and Functions All mobile and portable radios shall have access to the trunking system with the same features and functions as described in the following subsections.

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4.8.2 Trunking Operation The trunking-logic circuitry shall control the radio unit such that, when not engaged in a sequence of messages, the unit continuously monitors a source of signaling information in accordance with the control/signaling channel concept.

Each radio unit shall have an assigned discrete unit and user group address. When a channel is selected by the system controller, the system controller shall direct the radio units having the designated user group address to move to the selected channel and to monitor transmissions on that channel. Provisions shall be made to prevent receiver audio output when the unit is monitoring the control/signaling channel or when it is not being quieted by reception of an RF talking channel, such as after completion of voice traffic and before the unit reverts to control/signaling channel monitoring.

To initiate a call when the radio unit is in the monitor mode, activation of the transmit PTT shall initiate a request for a channel via the control/signaling channel. This request shall include the unit’s discrete address and the user group address to which the unit is assigned. Appropriate call-type information shall also be included in the signaling message. In the event the signaling system is occupied, the unit shall automatically attempt re-access until access is accomplished, or if no RF channel is available, an indication of “awaiting channel” queue shall be presented. The queue shall be determined by the priority level of the calling unit, its recent use status, or if priorities are equal, on a First-In, First-Out (FIFO) basis.

The radio unit shall remain on the selected channel for the duration of all traffic transmitted or received during a sequence of exchanges if the system is operating in the “message trunking” mode. After the “hang time” has elapsed and no traffic is present on the channel, the unit shall automatically revert to the monitor mode.

When in a monitoring condition, the radio unit shall decode instructions transmitted to the address group to which the unit is currently affiliated via the control/signaling channel. These instructions shall direct the unit to an RF channel selected by the system controller. Upon receipt of these instructions, the unit shall switch to the designated channel. In the event the radio unit shall encounter faded conditions, a means shall be provided to allow the radio to regain immediate reception of calls already in progress. 4.8.3 Conventional Operation The radio unit shall also operate on conventional analog 800 MHz channels. This shall provide users with the capability to communicate with other agencies on mutual-aid channels, as well as provide “talk around” capability for localized communications between units.

The radio unit shall be equipped with a two-way Continuous-Tone Controlled-Squelch System (CTCSS), which will ensure receiver protection against unwanted (improper or un-coded) signals.

4.8.4 Radio Personality Each radio unit shall contain a non-volatile programmable memory area, which stores the radio’s personality, such as radio identity, operational frequencies, CTCSS codes, user-group assignments, failsoft operational modes and other parameters that specify the unit’s unique feature capability. The unit’s personality can be changed at any time through field programming. Additionally, certain features may be enabled or disabled while the radio is in operation via the system manager.

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4.8.5 Dynamic Regrouping Each radio unit shall be capable of user-group reassignment via the system manager without intervention by the radio operator. 4.8.6 Emergency Call Each radio unit shall be capable of an emergency call by activation of an emergency switch located on the radio control group of the unit. 4.8.7 Time-Out Timer The radio unit shall be equipped with a time-out timer to prevent inadvertent keying of the transmitter for extended periods of time. The timer shall inhibit the transmitter when the RF transmission exceeds a predetermined length of time that shall be adjustable and factory set to approximately 60 seconds. Release of the PTT switch shall reset the timer.

The radio operator shall be alerted that the transmitter has timed out by an audible alert tone from the radio speaker. 4.8.8 Optional Features Designated subscriber units shall be configured and supplied with the optional features described in the following subsections. The types of options, accessories, and quantities will be determined at time of equipment order. 4.8.8.1 Private Call Designated radio units shall have the ability to establish a single conversation between themselves and one other unit. The dispatcher could be one of the two units. This conversation shall be limited to the two units involved, and would not be heard by other units in the same user group or system, including the dispatcher.

If the designated radio unit is equipped with an alphanumeric display, it shall display the unit ID of the radio unit originating the call while receiving the call. 4.8.8.2 Selective Alerting Designated radio units shall have the ability to send and receive selective call-alerting codes to and from other so equipped users in the system.

The alert signal shall consist of an audible or visible indicator. If the radio unit is unattended, an indication that this unit has been alerted shall be provided.

If the designated radio is equipped with an alphanumeric display, it shall display the unit ID of the radio unit originating the call while receiving a selective signaling alert.

4.8.8.3 Priority Channel Scan Designated radio units shall have the capability for receiver channel scan of selected user groups or conventional radio channels. The radio unit shall systematically sample the control/signaling channel to determine if a user group/radio channel that is on the radio’s scan list has communications activity. When a conversation is detected, the unit shall switch to the associated RF channel and open up the receiver audio circuits to monitor the conversation.

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In the priority mode, if the channel being monitored is not the priority channel, the unit shall continue to systematically monitor the control/signaling channel to determine if the priority user group/radio channel has communications activity. When a conversation is detected on the priority channel, the unit shall switch to the associated RF channel and open up the receiver audio circuits to monitor the conversation.

The sampling rate shall be such that audio intelligibility is not seriously impaired.

If the designated radio is equipped with an alphanumeric display, it shall display the talk group of the radio unit that is transmitting at that time.

The scan list and the priority channel shall be selectable by the radio operator.

The radios shall not scan the trunked and conventional channel simultaneously. 4.9 800 MHz Mobile Radio 4.9.1 800 MHz Dual-Mode Digital Mobile Radio This section of the SOW delineates the requirements for 800 MHz dual-mode digital/analog mobile radios. Radios shall be capable of operation in P25 Phase 1 and Phase 2 trunked modes, as well as analog conventional modes for mutual aid. Mobile radios shall be required in the front-mount, remote- mount, and dual-control configurations to address all vehicular radio requirements of Augusta. Law enforcement will require both front-mount and remote-mount, fire apparatus will require remote- mount, and ambulances and mobile command posts will require dual-control.

The following control functions and indicators shall be accessible from outside the radio case:

 Power on/off switch  Volume control via positive detent rotary switch  Group/channel selector via positive detent rotary switch  System selector  Push-to-Talk (PTT) switch  Emergency switch  Scan control  Alphanumeric display  DTMF keypad (optional)  Encryption on/off switch (optional)

4.9.1.1 Public Address External Speaker (Optional) All public safety mobile radios shall be equipped with an external speaker.

4.9.1.2 Mobile Microphone Options All mobile radios shall be equipped with a palm-type heavy-duty microphone. As an option, Vendor shall propose different models of microphones as described below:

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Dual-Tone Multi-Frequency (DTMF) microphone to allow for encoding capabilities by the radio operator; the microphone shall be furnished with a DTMF keypad incorporated into the microphone assembly. Waterproof noise-canceling microphone with the mobile control unit for fire department pumper trucks.

The successful vendor may be requested to interface their mobile radio with existing integrated headsets used in fire apparatus having in-vehicle intercom capabilities. 4.9.1.3 External Speaker Designated dash-mount radio units shall be equipped with an external speaker. The radio shall provide a power output of six watts for use in high-noise environments. Mounting brackets and interconnecting cable shall be supplied. 4.9.2 Universal-Mount Mobile Radio The mobile radio equipment shall consist of a radio set, control unit, intercabling kit, and such other items as necessary for a complete, highly reliable, two-way mobile radio installation. The radio set shall be a universal-mount radio that is a compact, lightweight, rugged unit consisting of a transmitter and receiver assembly in a fully enclosed housing. The control unit mounting shall be user configurable.

Universal-mount (front/trunk) mobile radios shall be installed in designated vehicles. The mobile radio equipment shall consist of a radio set, control unit, intercabling kits and such other items as necessary for a complete, highly reliable two-way FM mobile radio installation. The radio set shall be a compact, lightweight rugged unit consisting of a transmitter and receiver assembly in a fully enclosed housing. The radio set shall be capable of front or trunk mounting. The control unit and speaker shall be an external part of the radio set housing when trunk mounted. A trunk-mounting kit shall be provided for designated units. The mounting kit shall include control cable, power cable, external control head, external speaker, and mounting hardware. When front mounted, the control unit shall become an integral part of the radio set housing. The speaker may be internal or external. The unit shall be environmentally weatherproof in its design and operation. Its use shall not interfere with operation of other equipment or gauges. No add-on weatherproof boxes will be acceptable, except for motorcycle- mount radios. Solid-state circuitry shall be used through the radio unit.

Certain fire department radios shall be equipped with dual-control heads and speakers. The rear- mounted control group shall provide full control of the radio unit and shall be equipped with a 15-watt (at three-percent distortion) amplified speaker with separate volume control and a noise-canceling microphone. All control heads, speakers, microphones, accessories, wires and plugs shall be designed, constructed and installed in a manner to preclude the entry and accumulation of water to the extent that the radio malfunctions, the operation and specifications of the equipment are degraded, corrosion or other degradation of any mechanical or electrical components could occur. An optional headset shall be available.

The universal-mount mobile radio shall be capable of operating in 160 modes, including multiple trunking systems, multiple conventional systems, and multiple user groups per trunking system. 4.9.3 Mobile Data Capabilities Mobile radios shall be equipped with a connector that allows for easy connection of Mobile Data Terminal (MDT) and Global Positioning Satellite (GPS) equipment. Augusta would like the future ability

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to utilize each mobile radio for voice and data. Augusta would like the future ability to send Automatic Vehicle Location to the 911 Center using only a GPS and a mobile radio without the additional expense of an MDT. Vendor shall describe how their system will handle this operation.

4.9.4 Mobile Antenna and Transmission Line

4.9.4.1 3-dB-Gain Heavy-Duty Antenna Vendor shall provide roof-mounted 3-dB-gain, heavy-duty mobile antennas for each mobile radio. The antenna shall have an impedance of 50 ohms, an installed VSWR of 1.5:1 maximum, a minimum bandwidth of 63 MHz, and an input-power capability of 40 watts. Actual antenna-mounting configurations may vary. For example, unmarked public safety vehicles may have the mobile antenna mounted on the trunk.

4.9.4.2 ¼-Wave Antenna and Magnetic Mount (Option) Vendor shall provide an optional ¼-wave mobile antenna and line item pricing. The antenna shall have an impedance of 50 ohms, an installed VSWR of 1.5:1 maximum, a minimum bandwidth of 63 MHz, and an input power capability of 40 watts. 4.10 800 MHz Dual-Mode Portable Radios 4.10.1 Portable Digital Radios This section of the document delineates the requirements for 800 MHz digital portable radios.

Portable radios shall be required in Type 1, Type 2, Type 3, and Type 4 configurations, and shall offer as an option intrinsically safe and public-safety ruggedized/submersible configurations to address all portable radio requirements of Augusta. All Fire Department portable radios must be intrinsically safe.

Radios shall be capable of operation in P25 Phase 1 and Phase 2 trunked modes, as well as analog conventional modes for mutual aid. 4.10.1.1 Type 1 Portable Configuration - Public Safety Control: The following control functions and indicators shall be accessible from outside the radio case and be operable while wearing firefighting or other thick gloves:

 Power on / off switch  Volume control  16-position group / channel selector via positive detent rotary switch  System selector  Push-to-Talk (PTT) switch  Emergency switch  Encryption on / off switch Channel requirements: The standard portable radio shall be capable of operating in 48 channels, including multiple trunking systems, multiple conventional systems, and multiple user groups per trunking system. The portable radio shall be capable of scanning multiple systems. Ruggedized: For fire departments.

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4.10.1.2 Type 2 Portable Configuration - Public Safety Control: The following control functions and indicators shall be accessible from outside the radio case and be operable while wearing firefighting or other thick gloves:

 Power on/off switch  Volume control  Group/channel selector via positive detent rotary switch  System selector  Push-to-Talk (PTT) switch  Emergency switch  Scan control  Alphanumeric display, three lines and 12 characters  Encryption on/off switch Channel requirements: The Type 2 portable radio shall be capable of operating in 255 channels, including multiple trunking systems, multiple conventional systems, and multiple user groups per trunking system. The portable radio shall be capable of scanning multiple systems. Ruggedized: For fire departments. 4.10.1.3 Type 3 Portable Configuration - Public Safety Control: The following control functions and indicators shall be accessible from outside the radio case and be operable while wearing firefighting or other thick gloves:

 Power on/off switch  Volume control via positive detent rotary switch  Group/channel selector via positive detent rotary switch  System selector  Push-to-Talk (PTT) switch  Emergency switch  Scan control  Alphanumeric display, three lines and 12 characters  Backlit DTMF keypad  Encryption on/off switch

Channel requirements: The Type 3 portable radio shall be capable of operating in 255 channels, including multiple trunking systems, multiple conventional systems, and multiple user groups per trunking system. The portable radio shall be capable of scanning multiple systems. Ruggedized: For fire departments. 4.10.1.4 Type 4 Portable Configuration - Public Works Control: The following control functions and indicators shall be accessible from outside the radio case.

 Power on/off switch  Volume control

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 16-position group/channel selector via positive detent rotary switch  System selector  Push-to-Talk (PTT) switch  Emergency switch Channel requirements: The standard portable radio shall be capable of operating in 48 channels, including multiple trunking systems, multiple conventional systems, and multiple user groups per trunking system. The portable radio shall be capable of scanning multiple systems. 4.10.2 Rechargeable Battery The rechargeable battery supplied with the radio shall be configured by either connection method or physical shape to eliminate the possibility of applying battery power of incorrect polarity to the radio.

The battery shall contain nickel-cadmium cells or advanced technology material that meets or exceeds nickel-cadmium specifications, and shall provide sufficient power to operate the radio within the requirements of this SOW for a minimum of ten hours of continual use without recharging, at a 5-5-90- percent duty cycle. The battery shall be capable of being charged to 90 percent of full charge within three hours. Batteries that work with smart chargers, that charge, condition and communicate with each other, are preferred. 4.10.3 Accessory Connections Weatherproof external accessory connections shall be provided as an integral part of the radio for the connection of a remote speaker-microphone-antenna combination. 4.10.4 Antenna Portable units shall be equipped with a ½-wavelength flexible-wire antenna.

Options should be available for replacing the ½-wavelength flexible-wire antenna with a Speaker- Microphone-Antenna (SMA). The speaker-microphone-antenna combination shall be in one enclosure and shall be provided with a PTT capability. The antenna shall mount on top of the unit and shall be a ¼- wavelength flexible-wire antenna. The unit shall attach to the appropriate weatherproof connector. The interconnecting cable shall be a reinforced cable housed in a protective sheath.

4.10.5 Swivel Carrying Case A belt-mounted swivel case shall be provided with each portable radio, and shall be constructed of black leather. Options should be available for replacing the leather carrying case with either a permanently affixed belt clip attachment or nylon case. 4.10.6 Options and Accessories Designated portable radios shall be configured and supplied with the features and equipment described in Sections 4.10 through 4.10.5 and the following subsections. The type of options, accessories, and quantities will be determined at the time of equipment order. 4.11 Chargers/Accessories All chargers shall be Underwriters Laboratory (UL) listed.

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4.11.1 Single Unit Fast Charger The portable radio shall operate in the receive mode while being charged in the single- unit charger. The chargers shall be so configured as to provide a receptacle or receptacles for insertion of the battery pack or radio. The charger shall operate from a 120 VAC, 60-Hz single-phase source via a three-pronged US style plug.

The charger shall be mechanically configured to provide electrical contact to the radio battery upon insertion of the radio or separate battery into the charger. Battery charging shall be possible whether the battery is out of or installed in the radio.

The charger shall be capable of charging a discharged battery to 90 percent of its maximum capacity within three hours. The charger shall have a charging rate regulator that shall select either a full charge rate or a reduced charge rate. The charge current rate shall be of such a value as to cause no damage to the battery being charged. This regulator shall automatically adjust the charge rate with respect to the condition of the battery.

An indicator shall be provided to display the relative charge status of the battery. It shall indicate a single-point charge condition on the battery-charging curve (i.e., a light that illuminates or increases/decreases in intensity when the battery has reached a specified charge level, or when the charger is switched from a full-charge rate to a reduced-charge rate or turns off). 4.11.2 Multi-Unit Fast Charger The multi-unit fast charger should meet the same specifications listed above for the single-unit fast charger.

The multi-unit fast charger shall be capable of charging a minimum of five batteries simultaneously and have a battery status indicator for each battery position. 4.12 800 MHz Digital/Analog Dual-Mode RF Control Station 4.12.1 Dual-Mode Analog/Digital RF Control Station This section of the SOW delineates the requirements for 800 MHz digital/analog dual-mode RF-control stations.

Control Stations shall be capable of operation in P25 Phase 1 and Phase 2 trunked modes, as well as analog conventional modes for mutual aid.

The following control functions and indicators shall be accessible:  Power on/off switch  Volume control via positive detent rotary switch  Group/channel selector via positive detent rotary switch  System selector  Push-to-Talk (PTT) switch  Emergency switch  Scan control  Alphanumeric display, four lines, and 12 characters

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 Encryption on/off switch (option) Each station shall meet the requirements delineated herein. 4.12.2 General Features and Functions All RF-control stations shall have access to the trunking system with the same features and functions as described above. Vendor shall provide a 12 VDC power supply with each control station. Power supply should be UL listed. 4.12.3 Options and Accessories Designated RF-control stations shall be configured and supplied with the options and accessories described in the following subsections. 4.12.3.1 Desk Microphone RF-control stations shall be equipped with a desk-stand-type microphone. The microphone shall contain a Push-to-Talk (PTT) switch. Additionally, it shall contain a CTCSS monitor switch to disable tone squelch prior to transmission when operating in the conventional mode. 4.12.3.2 Control Capabilities RF-control stations shall be offered for local front panel, extended local control, as well as remote control. 4.12.3.3 External Speakers Control Stations shall be capable of operating a minimum of three (3) external speakers. 4.12.4 Channel Requirements The RF-control station shall be capable of operating in 160 modes, including multiple trunking systems, multiple conventional systems, and multiple user groups per trunking system. 4.12.5 Control Station Antenna and Transmission Line The control station antenna shall be a 10dB or higher gain Yagi. Fifty (50) feet of ½-inch foam transmission line, connectors and surge suppressors should be supplied for each RF-control station per the pricing section requirements.

4.13 Equipment Surge Protection Devices 4.13.1 Control and Power Line Surge Devices All communications equipment shall be furnished with non-load-bearing (voltage sensitive) power line and control line (if leased or outside lines) transient and surge protection devices. All low voltage wires and any lines that connect to any RF equipment must have Ferrite beads. In addition, all telephone lines must have surge protection and spark-gap connectors. All T1’s not in the microwave system shall have T1 surge protection. 4.13.2 Coaxial Transmission Line Surge Devices Coaxial surge protection equipment for all vendor-furnished coaxial transmission lines entering the equipment building shall be supplied. The protectors shall incorporate bulkhead mounting, and shall be PolyPhaser Corporation series or equivalent. 4.14 Balance of 800 MHz Product Line Discount Vendor shall provide a Balance of Product Line percentage discount for other products that are compatible with the proposed 800 MHz system.

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For evaluation purposes, the discount levels shall be categorized as follows: a. Portable radios, including firmware upgrades, options, and accessories. b. Mobile radios, including firmware upgrades, options, and accessories. c. RF control stations, including firmware upgrades, options, and accessories. d. Base stations, including firmware upgrades, options, and accessories. e. Base-station antennas and transmission-line products. f. Dispatch consoles and central electronics, including options and accessories. g. Microwave radios, multiplex, including options and accessories. b. Microwave antennas, waveguide, including options and accessories. c. Stationary storage batteries and chargers, including options and accessories. d. Network and system management software and hardware, including options and accessories. e. Test equipment, tools, software, and programming devices. The discount levels shall remain in effect for one year beyond system acceptance. Increases or decreases made in subsequent years shall be at the same percentage rate as vendor’s GSA contract changes in effect for that year, for a total period of five years beyond system acceptance.

Augusta, Georgia and their municipalities will have the option of purchasing items from vendor at these rates. 4.15 Digital Microwave Network The requirements stated herein represent a functional specification for a new digital microwave communications network to support the following:

a. The 800 MHz trunked simulcast radio system as specified herein b. System alarm and maintenance circuits c. The 911 Center at 911 4th St. Augusta, GA 30911.

Vendor is required to design the digital microwave system with sufficient capacity to accommodate the channel requirements of the communications systems in this RFP as well as provide for a minimum of fifty percent 800 MHz RF system growth beyond the stated requirements. Vendor shall be responsible for delivery of the microwave system and installation, optimization, and performance verification of the complete network. 4.15.1 Microwave Network Configuration Vendor shall propose a cost-effective all-indoor digital microwave system maximizing network reliability and availability. Digital facilities provide stable, reliable, and predictable transmission routes that greatly simplify simulcast optimization and maintenance. A loop network configuration is preferred. Monitored hot standby radios shall be required for spur or non-loop paths. A space-diversity-type system shall be provided. 4.15.2 Frequencies The RF paths determined for the digital microwave network shall utilize Federal Communications Commission (FCC) Part 94 frequencies assigned for full-period service. Frequencies in the 6 GHz or 11

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GHz band shall be utilized in the design of the digital microwave paths. To the greatest extent possible, consideration shall be given to minimizing differences in product lines and types.

Applications for frequency coordination and FCC licensing for the microwave radio paths shall be prepared and filed by vendor. The results of the required frequency engineering analysis and the applications for FCC authorization shall be transmitted to Augusta for review prior to filing with the FCC. Vendor shall be responsible for the cost of microwave frequency coordination. 4.15.3 Performance Objectives The digital microwave paths shall be designed for an annual one-way, per-path availability of 99.999 percent for 10-6 BER. 4.15.4 Network Monitoring and Control System A microwave-integrated network fault-management-and-control system shall be provided to efficiently manage the operation of the entire radio/microwave network. The client/server-based system shall provide management of network components from a single workstation. 4.15.5 Microwave Network Acceptance Test Plan Vendor shall propose a comprehensive field test and acceptance plan to be performed at the completion of the installation on a per hop basis. 4.16 911 Center Communications Console Requirements Augusta would like to continue to utilize their ten Motorola MCC7500 dispatch consoles with the new system. Vendors shall provide connectivity to these consoles without loss of functionality, or shall replace the consoles with those compatible with their system offering. The following requirements assume complete replacement, if required.

4.16.1 Replacement Dispatch Console General Description The following communications-control-center-equipment design criteria are based upon the need for maximum reliability, flexibility, ease of operation, expansion, and service. To meet these criteria, the electronic hardware shall be of solid-state configuration, continuous duty and reflect state-of-the-art microprocessor control concepts in communications control center design. The communications- control-center-equipment shall be installed at the Augusta 911 Center. It shall provide all the necessary control functions to operate the 800 MHz digital trunked radio communications systems and conventional base-and-repeater stations. The communications control center equipment shall interface with the trunked system infrastructure using Internet Protocol (IP) packet protocols in order to pass call control data and voice communications efficiently and reliably through the radio system’s IP transport network. The Flat-Panel-Display (FPD)- based console-operator positions shall contain only audio input / output devices, microprocessor (CPU), high-resolution color monitor (FPD or LCD), and an operator interface which consists of a mouse or trackball. The console positions merely signal the radio system’s transport network as to the radio channel(s) upon which control shall be exercised.

Bidders should review the existing console locations for space, equipment, and integration issues.

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4.16.2 Quantity of Dispatch Positions Vendor shall supply ten (10) new IP-based dispatch positions at the Augusta 911 Center. Vendor shall provide for instant call-check recording at each console position for both radio communication recording and for telephone conversation recording. 4.16.3 Radio Control Subsystem The communications control center equipment shall provide all the necessary control functions to operate 800 MHz digital radio communication systems and conventional base-and-repeater stations, as well as other systems specified in this document. 4.16.3.1 Operator Interface Requirements A console position shall be capable of signaling a discrete radio unit, group, or all units/groups, as well as other console operating positions (selective intercom). When a field unit initiates an emergency alert, the console shall provide an audible alert and display the unit ID (alias) of the calling unit.

The console shall operate in the full duplex mode so that a dispatcher can simultaneously transmit and receive without having to release the transmit function.

The console shall have wireline priority (non-RF) over a field unit and shall have the capability to preempt the unit’s repeat transmit audio from the system.

If the dispatcher attempts to make a call, and all trunked RF channels are busy, a visible and audible alert shall be initiated at the console. When the channel becomes available, the console shall automatically alert the dispatcher with an audible tone. The console shall retain the channel availability for the dispatcher for a predetermined time period to allow the dispatcher time to activate the transmit function for a user group.

When the console operator initiates a transmit function to gain access to the trunking system, a unique audible or visible acknowledgment shall be provided to alert the operator that access has been successful and communications can begin.

A private conversation shall be capable between the console position operator and any properly equipped mobile, portable or RF control station. This conversation shall not be able to be monitored by another unit in the system.

The console system shall be capable of displaying the discrete unit ID or user group ID of trunked field units and other dispatch positions on the console position that the communication is directed to. The ID displayed shall be the unit’s alias name. 4.16.3.2 System Control Requirements To minimize operator confusion and the chance of mistakes being made, operators shall be able to perform all functions by looking at the Flat Panel Display (FPD) screen and using the interface device (mouse, trackball, or special keyboard). The FPD screen display shall be designed so that the number of items that will appear on the screen at one time shall be minimized, thereby reducing the potential distractions to the operators. However, all radio-dispatch functions shall be operable from one display screen. Operators shall not be required to access another screen display in order to perform a radio- dispatch function.

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The screen display shall be flexible, allowing authorized personnel to determine which functions are available at each operator position, which channels are available, how these channels appear on the screen, as well as the names associated with channels, channel options, auxiliary functions and indicators. Each channel or auxiliary function shall be referenced by alphanumeric characters (minimum of eight), not numeric or cryptic references.

A CPU shall be provided at each operator position to provide an intelligent user interface, store additional screen configurations, and allow for the transfer of screen configurations. The microprocessor shall scan the screen and operator interface for the operator’s actions, and shall use IP packet protocols to pass call control data and voice communications. The microprocessor shall also decode messages from the radio system’s IP transport network and control the indicators on the screen. To provide maximum reliability, the CPU shall have sufficient internal memory as well as external fixed and removable drives. The preferred configuration would allow a single CPU to control radio operations as well as 911 functions. Vendor must certify the software on each CPU.

In order to minimize any eyestrain, a high-resolution flat panel display (FPD) color monitor shall be provided. The monitor screen shall be a 21-inch diagonal and shall have a minimum resolution of 1280 by 1024 pixels. The screen shall be capable of displaying a minimum of 16,000 colors. The viewing angle of the display shall be 80 degrees up, down, left and right.

Each console position shall be furnished with the following devices, controls, and capabilities: a. Speakers: A minimum of two speakers is required for monitoring “selected” and “unselected” audio of the trunked and conventional radio systems. b. Microphone: A high-quality cardioid-pattern gooseneck or swivel-mount microphone having a uniform frequency response and a minimum front-to-back discrimination of 15 dB shall be provided on a nine-inch flexible arm. The microphone shall incorporate a hum- resistant design and shall be usable near flat panel displays. Final selection of microphone types shall be determined at the time of contract. c. Clock: A direct-reading, 24-hour, time-of-day clock shall be displayed on the FPD screen. The clock shall be synchronized using SpectraCom technology or equivalent. d. Metering: A VU meter/ display shall be provided for constant visual indication of the transmit-audio speech levels. e. Speaker volume controls: Volume controls shall be provided for control of each speaker. f. Intercom function: An intercom function shall be provided to permit the operator to selectively talk to a base-station site or to another console position. g. Monitor function: A monitor function shall be provided to permit the operator to disable the CTCSS of any selected conventional base-station receiver (if so equipped) in order to permit monitoring of the communications channel prior to making a transmission. h. Alert tone: An alert-tone function shall be provided for continuous, pulsed and warble alert tones. Tones shall be provided and independently impressed by the operator command on the transmit audio of the selected radio channel. The pulsed tone shall be a nominal 1000- Hz signal pulsed at a rapid rate. The warble tone shall alternate low and high frequency

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audio signals. The alert tone output shall be adjustable by maintenance personnel. This function shall be hidden from view until it is required by the operator. i. Unselected speaker mute: All unselected channels to a predetermined level. Unselect speaker should automatically mute when console is transmitting so as to reduce transmitted ambient noise. j. Simultaneous channel selection: A ‘simul-select” function shall be provided to allow selection of a group of channels for monitoring or transmission. This mode of operation shall allow the selection of multiple trunked user groups and/or conventional channels. The trunked fields shall be able to talk back to the dispatcher directly, without having to change the user group selector switch. k. Transmit function. l. Pedal foot switch. m. Supervisory control: A control override shall be provided to inhibit the keying of any base- station radio from any control point, paralleled with the supervisory control console specified herein. n. Multi-auto select: Pre-programmed groups of trunked user groups and/or conventional radio channels shall automatically be selected by the selection of a single command button or keystroke. These groups of channels shall be operator programmable. o. Channel crosspatch: This feature shall permit a signal received on one channel to be retransmitted to another channel, and vice versa. The purpose is to allow field units of different conventional radio channels and/or trunked user groups to communicate directly. When operating in this mode, the console shall patch the trunked user groups together utilizing only one RF trunked channel. This leaves more trunked RF channels available for reuse. It shall be possible for the dispatcher to operate the console on any non-patched channel without interface to the patched channels. Visual indication shall be provided for all channels operating in the patched mode. p. Cross muting: A cross-muting arrangement shall be provided to acoustically cross-mute channels on an operator-position-by-operator-position and channel-by-channel basis, in order to eliminate acoustic feedback between selected operator positions that are co- located. q. Keyed channel interlocks: A means shall be provided to lock out control of a channel from other console positions if that channel is already keyed from another console position. The supervisor position shall override this feature. r. Instant-recall recorder/reproducer output: A separate logging recorder audio output shall be provided. It shall consist of operators’ mixed transmit and receive headset audio. s. Headset jack: A headset jack shall be installed in a position convenient to the operator, and shall be used to interface a telephone-type headset with the communications console. When a headset is inserted into the jack, the operator shall have the capability of routing selected audio to the headset and/or selected speaker. Audio from the unselected channels shall remain routed to the unselected speaker output. The selected speaker audio shall operate normally with the headset removed from its associated jack or when telephone audio is routed to the headset. Selected speaker audio shall be muted when selected audio

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is routed to the headset (see radio/telephone interface below). A headset volume control shall be provided and shall not affect the volume control setting of the selected speaker. PTT function shall be incorporated into the headset jack. Dual headset jacks shall be provided at each console position. t. Radio/telephone interface: The console equipment shall accommodate a radio/telephone interface with the console operator’s headset. Operation shall be such that when the headset is not plugged into its associated jack, selected receiver audio is routed to the “selected” speaker and console-microphone audio is routed to the selected radio functions. When the headset is plugged into the headset jack and no telephone line is selected, the selected speaker is muted, selected audio is routed to the headset, and transmit audio originates from the headset microphone and is routed to the selected radio functions. When the headset is plugged into the headset jack and a telephone line is selected, selected audio appears at the selected speaker, telephone audio appears in the headset, and headset microphone audio is routed to the telephone. With the latter configuration, should the console position be placed in a transmit condition, headset-microphone audio would transfer from the telephone to the selected radio channel and would revert to the telephone upon release of the transmit key. During the time the console is in the transmit mode, the telephone circuit shall automatically be placed on hold. u. On-screen help: Extensive help instructions shall be available on the screen. These help instructions shall explain all major console operations and functions in an easily understandable way. The operator shall be able to access any help instructions through no more than two command button or keystroke selections, and shall be able to exit the help mode with only one command button or keystroke selection. All radio operations shall continue as normal, and critical channels shall be able to be monitored while a help screen is being viewed. 4.16.3.3 Paging All paging functions shall be operated via the FPD screen. The FPD screen shall prompt the operator to enter the correct paging format, paging code, channel, and, if required, channel frequency, and shall display all of this information when entered. The signaling codes shall be transmitted when a “send/transmit page” command button on the screen is chosen. A visible and audible indication shall be given on the screen when the signaling sequence is complete and a voice message may begin. Pressing the “send/transmit page” command button a second time shall automatically resend the previously entered signaling format/paging code.

A page may be transmitted on single or simultaneously selected base stations. Additionally, a pre- programmed paging (PPP) function shall be provided on the screen. When this function is selected, the operator may send a page with a maximum of two command button selections. Each operator position shall be capable of storing and displaying 140 pre-programmed pages. Up to 25 of these pages shall appear on the screen at any one time, with the remainder accessible by scrolling through the list. Each pre-programmed page shall be displayed with a user-defined name to indicate who or what is being signaled.

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The operator shall be able to modify the signaling formats or change a channel stored in memory at any time with the controls at the console position. All pre-programmed paging information entered shall be retained in the case of a power failure.

The base station(s) shall remain keyed for one to five seconds (adjustable), so that the operator can initiate a voice message without a break in the radio transmission.

During paging operations, the base-station transmitter CTCSS encode tone (if so equipped) shall be disabled so that other CTCSS tone-protected receivers operating in the system shall not receive the paging tones and voice messages. 4.16.3.4 Channel Control Requirements Each channel-control window shall contain the specific command buttons and indicators required to control the corresponding base station/talk group. Normally, one base station, trunked talk group, etc., shall be controlled by a single channel- control window on the FPD screen at the console position. Each channel-control window shall be supplied with the following minimum functions and features:

a. Name: An eight-character alphanumeric name of the channel or talk group it is associated with. b. Call indicator: Flashes when receive audio is present. c. Transmit indicator: Illuminated whenever channel is keyed, including keying from a parallel remote-control point or parallel console position. The following control functions shall be provided by on-screen command buttons and / or function keys on a keyboard:

a. Transmit function: Provides independent and direct keying of a channel. b. Mute function: Mutes the individual channel to a predetermined level without affecting the other channels. Once muted, the channel shall remain muted until unmuted by the console operator or it shall automatically unmute if the channel is selected. When deselected, it shall revert back to the muted condition. c. Select function: Routes the channel audio to selected speaker output and allows the channel to be keyed via the system transmit function or foot pedal. Any previously selected channel returns to unselected status. 4.16.4 Console Furniture This section intentionally left blank. Existing furniture will remain in place. 4.16.5 Console Common Electronics Equipment 4.16.5.1 General Description The communications control center equipment shall interface with the trunked system infrastructure using Internet Protocol (IP) packet protocols in order to pass call control data and voice communications efficiently and reliably through the radio system’s IP transport network. In addition, the communication control center equipment shall interface with conventional radio hardware including two-wire and four- wire audio terminations and with DC, tone, or E&M controls. Vendor shall describe in the response the wiring required to interconnect console positions with conventional hardware.

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The console system shall function such that no single-point failure will disable more than one radio channel or more than one console position.

Vendor shall describe how diagnostic and continuous self-tests will be performed.

For each console position, the receive electronics logic design shall be such that the received signals shall be automatically routed to either of two outputs (selected or unselected), depending upon the channel selected. A voice detector circuit shall cause a call indicator to flash at a steady rate upon reception of a received audio signal. This feature shall be provided with any equipped channel. The muting for unselected audio shall affect a partial mute.

When a channel is in a muted condition, it shall automatically unmute when selected. Upon selection of another channel, the channel shall automatically return to the previous muted state. When unmuted, the primary unselected receive audio shall not be muted when transmitting on the selected channel.

Vendor shall describe how the console system can be expanded and provide pricing on expansion kits. 4.16.6 Logging Recorder Interfaces Vendor shall provide equipment to connect digital trunked and conventional resources to Augusta’s Higher Ground Inc. logging recorder. The communication system shall be provided with logging recorder audio outputs for monitoring dispatcher/radio traffic on a conventional radio-channel/trunked- user-group basis and on an operator-position basis.

Channel/user group audio shall consist of transmit and receive audio for a particular radio channel/user group irrespective of selected channel status. Operator position audio shall consist of the operator’s transmit audio and selected receive audio. The recorded audio outputs shall be free of any control and function tone signals.

A minimum of 30 trunked user group audio outputs shall be provided. Vendor shall propose optional incremental expansion of recorder audio outputs. Vendor shall be responsible for this interface connection. 4.17 Voice Encryption Digital voice transmissions shall be encrypted over-the-air using the Advanced Encryption Standard (AES) as described in the P25 Standard. The system shall be capable of voice encryption for designated radio channels and field units as required. The system shall be capable of encrypting/decrypting at all console locations to provide end-to-end encryption.

The Vendor shall quote the optional cost to add digital voice encryption capability to mobiles, portables, and control stations.

The Vendor shall quote the optional cost to add digital voice decrypting on logging recorders, on a per talk-group basis. The loading of encryption keys for subscribers shall be manual on a unit-by-unit basis. Vendors should provide optional pricing of a Key Loader/Key Manager device including connecting cables for all subscriber types. 4.18 Signal Booster Requirements If used, signal boosters shall meet the following requirements:

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a. All signal booster components shall be contained in one NEMA4 type waterproof cabinet. Permanent external filters and attachments are not permitted. b. A battery system shall be included, and be contained in one NEMA4 type waterproof cabinet. c. The system shall include automatic alarming of malfunctions of the signal booster and battery system. Any resulting alarm shall be transmitted to the agency's designated recipient by means specified by the agency, including, but not limited to, automatic standard telephone dial-up circuit, TCP/IP network circuit, RS232 interface, etc. d. All signal boosters must be compatible with both analog and APCO Project 25 Phase 1 and 2 digital communications simultaneously at the time of installation.

4.19 OTAR Vendors should provide optional pricing of a network based application of key management utilizing Over the Air Rekeying (OTAR) messaging to subscriber- equipped encryption devices. 4.20 OTAP Vendors should provide optional pricing of a network based application of subscriber programming and provisioning, utilizing Over the Air Programming (OTAP) messaging to subscribers. 4.21 ISSI Vendors should provide optional pricing for automatic interface between Augusta APCO P25 system and two (2) other P25 systems, following the Inter RF Subsystem Interface Standards. The connections to each of the other systems should allow for twenty (20) talkpaths. 4.22 Web-Based Smartphone Application Vendors should provide optional pricing for an application to allow smart phones a secure, a push-to- talk (PTT) voice communications interface with the Augusta P25 land mobile radio system. 4.23 GPS Technology Vendors should provide a complete description and optional pricing of their available offerings for the addition of GPS on mobiles and portables and interface requirements for compatibility with the Augusta 911 Center. 4.24 Bluetooth Technology Vendors should provide a complete description and optional pricing of their available offerings for the addition of Bluetooth on portable radios. 4.25 Body Cameras Vendors should provide a complete description and optional pricing of their available offerings for the addition of Body Cameras on portable radios.

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5 EQUIPMENT INSTALLATION REQUIREMENTS 5.1 General Throughout the entire project, the Vendor shall provide a local project manager (PM) who has responsibility for delivering the project on schedule and within scope. The PM will be dedicated to the project and will work directly with The Augusta Assistant IT Director, or their designee.

The equipment installation required by this SOW includes the following described items. Other attachments, hardware, software, and procedures as may be required to ensure a completed installation that is in accordance with the standards of good engineering practice, all federal, state, and local regulations and codes, and all building codes and ordinances in effect at the sites delineated in this SOW.

Specific installation practices set forth herein shall be followed unless vendor feels they are not the best available practices or do not conform to code, in which case vendor shall so state this in the written response.

Vendor shall install the equipment and connect the units to commercial/emergency AC power and uninterruptible power sources. All wiring is to be installed in appropriate conduit.

Proposal prices shall include installation hardware, brackets, braces, fasteners of all kinds, wiring, ancillary devices, and procedures and services required to install and/or interface components to provide a complete operating system, which fulfills the requirements of this SOW.

Vendor is required to adhere to FCC rules in all matters pertaining to the work.

The installation work shall be approved by the project manager and Augusta prior to commencement of a particular phase of work on a site-by-site basis. Vendor shall provide descriptions and layout drawings showing the proposed installations at each site at least 30 days prior to beginning work at the site. No work shall commence without written approval from Augusta.

Rack mounting shall be accomplished by a combination of floor and top mounting. Vendor shall propose the recommended method and provide an option for any other recommended method. Augusta shall select the preferred method prior to contract award. Standard rack height shall be 84 inches in height.

Vendor shall be responsible for delivering, storing, placing, handling, and disposition of materials. All aspects of the installation shall be planned and executed in a professional manner.

Manuals and as-built drawings shall be left at each site, describing the installation and equipment installed at that site. A complete set of manuals and as-built drawings shall also be provided to the Augusta Assistant IT Director. 5.1.1 System Staging Vendor shall stage all fixed equipment. The equipment for each site shall be made operational and shall be tested prior to installation in the field. Augusta, at its option, shall supply representatives to witness the staging and testing of the equipment. All equipment must be functional within the staged system

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prior to delivery acceptance. Factory Acceptance Test plans shall be submitted for the staged fixed equipment with the vendor’s proposal. 5.2 Cutover Plan Vendor is to describe a cutover plan in the response. This plan shall include a chronological chart (Gantt-type format) with the tasks to be accomplished and the time for achievement of each task shown. A smooth operational transition from the existing systems to the new trunked radio system is the goal.

The existing communications systems shall remain operational during the cutover phase. Vendor shall provide a phased implementation plan that will ensure that no current dispatch function is negatively impacted or impaired during system cutover to the new communications system. 5.3 Grounding All equipment that can be electrically grounded without impairing performance shall be grounded. This shall include all metal conduit trays, racks, chassis, shelves, antennas, and transmission lines in accordance with this SOW.

All grounding shall be done in accordance with the National Electric Code and the National Electric Safety Code. 5.4 Radio System Installation 5.4.1 Main Distribution Frame (If Required) Vendor shall supply and mount a Main Distribution Frame (MDF) for interconnection of all audio, control, microwave, and telephone circuits. The MDF shall consist of a plywood backboard, painted with flame retardant paint and mounted in each equipment room at each site, space permitting. Otherwise, the MDF may be rack-mounted or frame-mounted, but cable lengths must be adequate to permit wall mounting in the future, should space become available. Industry Type 110 connecting blocks, or equivalent, shall be mounted on the board, rack, or frame to facilitate interconnection of equipment. All connecting blocks shall be appropriately labeled for each circuit connected. 5.4.2 Repeater Stations The repeater stations shall be placed to provide reasonable access for servicing and maintenance, to ensure proper cooling, and to facilitate installation and servicing requirements. 5.4.3 Antennas (Control Station) The directional control station antennas shall be installed and bore-sighted to the nearest trunked- simulcast RF-site antennas within 3 degrees (any direction). 5.4.4 Mobile Radios The mobile radios shall be installed by vendor at Augusta facilities and/or local vendor facilities. Arrangements for scheduling this work shall be completed by vendor no less than 15 calendar days prior to the start of the work. Vendor shall provide a completion schedule acceptable to and signed byAugusta.

The mounting locations of the mobile-radio equipment shall be solely at the discretion of Augusta, and may vary from vehicle to vehicle dependent upon operational requirements. A sample installation shall

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be performed by the vendor for each type of vehicle/mobile configuration. Vendor shall receive Augusta’s acceptance for each type prior to proceeding.

Mobile-radio equipment and radio accessories are to be mounted in a manner that will permit safe operation of the vehicle and will not interfere with proper operation of safety equipment or the air-bag system. Should the antenna(s) require a new location on the vehicle, the old antenna hole(s) shall be plugged with an appropriate rubber plug. All cabling, connectors, brackets, and hardware shall be provided and installed by vendor.

All installations shall be performed per the manufacturer’s recommendations and shall use good engineering practice (wires and cables bundled, no sharp edges exposed, no wire exposed, wires insulated from catalytic converter and engine heat, etc.). 5.4.5 Mobile-Radio Antennas The mounting locations of the mobile-radio antennas shall be solely at the discretion of Augusta, and may vary from vehicle to vehicle. Vendor shall recommend with the response the best mounting and type of antenna to use, considering uniform pattern and best overall performance.

A sample installation shall be performed by vendor for each type of vehicle/mobile antenna configuration, for Augusta’s acceptance, prior to continuing and completing the respective fleet installation. 5.4.6 Portable Radio Equipment Portable radios, single unit chargers, multi-chargers, spare batteries, and associated accessories shall be tested per Section 6 and delivered to a location designated by Augusta. 5.5 Microwave System Installation 5.5.1 General The microwave system installation shall include all of the equipment formally specified for an all-indoor digital microwave system, plus all other hardware, appliances and procedures required for a complete operating system. The microwave installation requirements shall be in addition to the other applicable requirements stated herein. 5.5.2 Equipment Installation The microwave-radio equipment shall be installed in accordance with the technical parameters of the FCC license authorizations and all applicable requirements of Part 94 of FCC Rules and Regulations. Vendor shall furnish and install the necessary wiring, cabling, and conduits necessary for connection of the microwave station equipment to AC and DC power and ground. Equipment racks shall be firmly bolted in place.

Vendor shall align and optimize all electronic equipment. 5.6 Installation Coordination Vendor shall carefully coordinate all phases of the work with Augusta to minimize equipment downtime. The coordination efforts shall be between vendor, the subcontractor, Augusta, and the existing equipment maintenance shop, the telephone company or leased circuit provider, as applicable. Conflict resolution shall be at the sole discretion of Augusta.

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5.7 Existing Equipment Integration Vendor shall be responsible for integrating all Augusta-supplied equipment, including 911 Center recording equipment, CAD hardware, etc., to provide completely functional voice and data communications systems. 6 PERFORMANCE VERIFICATION 6.1 General System performance shall be verified in four phases:

Phase 1. Technical Specification Compliance. Phase 2. Equipment Function Operational Compliance. Phase 3. RF Coverage Compliance. Phase 4. System Performance Period Compliance.

Phases 1 and 2 shall be satisfactorily complete before Phase 3 begins. Phase 3 shall be satisfactorily completed before Phase 4 begins.

Vendor shall provide all necessary technical personnel and test equipment to conduct the tests. Vendor shall coordinate with Augusta as to scheduling of the tests, and provide at least three weeks notice prior to performing the tests.

It is recognized that a variety of testing procedures and equipment may be utilized to verify a particular specification in Phases 1 and 2. Therefore, vendor shall be afforded latitude in Phases 1 and 2 provided the methods proposed are per the EIA/TIA testing methods, the manufacturer’s testing procedures and acceptable to Augusta. All test results shall be recorded in a standardized format to be determined by vendor. Each data sheet shall be signed by the vendor and Augusta’s representative. The format to be used for recording of test program data shall be submitted to Augusta for approval 30 days prior to testing. 6.2 System Acceptance Test Plan A System Acceptance Test Plan (SATP) shall be submitted with the vendor’s proposal for the P25 and Microwave systems. These plans shall form the basis for a mutually agreed upon SATP between Augusta and vendor for each technology.

Factory Acceptance Test (FAT) plans are not acceptable submittals. The SATP shall, as closely as possible, resemble the “real life” application of the equipment and shall include, but not be limited to:  Phase 1: Technical Specification Compliance: o Fixed-end equipment. o Field equipment.  Phase 2: Equipment Function Operational Compliance: o Trunked radio system. o Consoles / control stations. o Field equipment.  Phase 3: RF Coverage Compliance:

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o In addition to vendor-provided equipment, any existing Augusta equipment to be modified and/or relocated shall be tested or demonstrated to be fully functional, both before and after modification and/or relocation.  Phase 4: System Performance Period Compliance.

6.3 P25 Radio System Performance Verification 6.3.1 Phase 1 – Technical Specification Compliance Following equipment installation, the following minimum tests shall be performed for each piece of equipment (including any modified and/or relocated existing equipment). Any equipment not meeting the requirements of this SOW shall be repaired or replaced by vendor without cost to Augusta. These tests shall be:  Base stations: o Transmit frequency o Transmitter deviation normal speech, signaling and maximum o Forward and reflected power at transmitter output o Forward and reflected power at transmitter combiner output o Insertion loss of transmitter combiner o Receiver frequency o Receiver sensitivity @12 dB SINAD o Receiver sensitivity @5% BER o Receiver multicoupler and tower-top amplifier gain / loss  RF control stations: o Transmit frequencies o Transmitter deviation normal speech, signaling and maximum o Forward and reflected power at transmitter output o Receiver frequencies o Receiver 12-dB SINAD sensitivity o Receiver sensitivity @5% BER  Antenna and transmission line tests: o All antennas and transmission lines shall be tested from the interior of the equipment buildings using Time Domain Reflectometry (TDR), and a TDR unit capable of producing a hard copy of the results. This method of measurement shall indicate any impedance discontinuities in the transmission line/antenna system. Additionally, swept return loss/VSWR measurements shall be made over the operating band of the antenna system using a Wiltron Site Master network analyzer or equivalent at the input connector of the transmission line. Vendor shall provide suitable documentation of the test results. A printed copy of the results shall be provided to Augusta.  Mobile radios in conventional mode and P25 trunking mode: o Transmit frequencies o Transmitter deviation normal speech, signaling and maximum

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o Forward and reflected power at transmitter output o Receiver frequencies o Receiver 12-dB SINAD sensitivity o Receiver sensitivity @5% BER  Portable radios in conventional mode and P25 trunking mode: o Transmit frequencies o Transmitter deviation normal speech, signaling and maximum o Receiver frequencies o Receiver 12-dB SINAD sensitivity o Receiver sensitivity @5% BER 6.3.2 Phase 2 – Equipment Operational Functional Compliance All equipment functions shall be demonstrated for all equipment specified in this document. 6.3.2.1 P25 Subscriber Equipment Interoperability Test Vendor shall demonstrate the P25 interoperability capabilities of their infrastructure using two other vendors’ P25 subscriber portable and mobile radios. 6.3.3 Phase 3 – RF Coverage Compliance Tests Coverage tests shall be performed per the vendor’s approved plan, as specified in Section 3.4.5. 6.3.4 Phase 4 – 30-Day System Performance Period At the successful completion of the system/equipment tests and the RF coverage tests, and after the required system loading is attained, vendor shall complete a consecutive, 30-day system performance period without a major failure. 6.4 Final System Acceptance At the successful completion of all tests delineated in this section, and the successful completion of the 30-day system performance period, the systems will be accepted, upon which, Augusta shall provide vendor-written confirmation that Final System Acceptance has been achieved. The warranty period shall commence upon Augusta’s written confirmation of Final System Acceptance. 6.5 Project Schedule Vendor shall maintain a project schedule for the duration of the project. If the schedule requires revision due to any delays, the schedule revision shall be presented to Augutas for approval. Project meetings shall be held at a Augusta facility at least bi-weekly to update project schedules and discuss project issues.

7 TRAINING A detailed plan for all training must be supplied by vendor and approved by Augustas at least 60 days prior to the communications system installation. 7.1 Voice System Dispatcher and Field Radio Users Training Concurrent with the installation and prior to the performance period of the communications systems, vendor shall provide on-site orientation and training for Augusta’s dispatch and field radio personnel as to all aspects of the operation and functioning of the new communications systems. Personnel shall be trained in all available routine features and functions, as well as in the following areas:

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a. The configuration of the new system and its operational modes as well as differences between the new system and the existing system. b. Operational theory of control consoles, base repeater, voting system, RF control stations, mobile and portable equipment as well as trunking, conventional and failure modes of operation. c. Hands-on familiarization with all communications control functions and equipment. d. Proper radio technique. e. Basic mobile/portable/dispatcher operator maintenance and diagnostic troubleshooting techniques. f. System manager terminals and report generation.

Augusta reserves the right to videotape all training at its expense to provide a permanent training record and system operations record. Vendor shall provide all training materials and supplies. A copy of any and all training material shall become the property of Augusta. The training sessions shall be scheduled at times and locations designated by Augusta. The training will be required on a 24-hour basis without extra cost to Augusta, to accommodate all shift workers and volunteer providers.

Augusta will provide space where training can be conducted. Live equipment is to be used in a “hands- on” environment. All supporting equipment shall be supplied by vendor.

Vendor shall specify the amount of classroom and hands-on training that will be required to train approximately 1000 Augusta personnel in their proposal. Vendor shall specify the time required to train Augusta’s personnel within a time frame commensurate with system implementation. Vendor shall specify the number of training sessions required. Each class size shall be limited to a maximum of 25 personnel. In addition, vendor shall provide a Train-the Trainer course for personnel who will be training future employees. All requested information shall be supplied with the training plan and must be approved by Augusta. 8 WARRANTY, MAINTENANCE, AND TECHNOLOGY REFRESH Vendor shall offer at least a one (1) year warranty on all systems and components. This warranty shall include parts and labor . In addition, as part of their proposal, vendor shall provide system management and all maintenance services, including parts and labor for one (1) year.

In addition, optional proposals are beings requested to provide additional services:

a. System Management and Maintenance Services, including parts and labor, for years two (2) through ten (10) b. Technology Refresh Services for hardware and software, for years two (2) through ten (10). The refresh period should be three years. Vendor shall demonstrate that they have service and repair facilities that can provide a two-hour response time, in normal traffic, to a service request anywhere within Augusta. Vendor shall provide the address, current staffing and their certifications, and history of the main service and repair facility that will handle Augusta’s mission critical communications system. Vendor should also include this information for any other company certified service and repair facilities that may provide resources.

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8.1 Warranty Period Maintenance 8.1.1 General The warranty and maintenance period shall begin on the date of final system acceptance. Vendor shall provide the necessary labor, parts, supplies, procedures, transportation, test equipment and facilities to maintain the new vendor-provided equipment, firmware and software to the level of factory performance and within requirements contained herein within the warranty period. The maintenance shall cover preventive maintenance, repair due to normal usage and emergency maintenance. 8.1.2 Warranty Maintenance Contract Term All maintenance services shall be provided as part of the communications system, without additional charge to Augusta, for the warranty period of at least 12 months following the date of final system acceptance. 8.1.3 Warranty Maintenance Personnel Vendor shall provide competent, experienced, and highly qualified personnel acceptable to Augusta to execute required maintenance tasks during the warranty period. All maintenance personnel shall be trained and experienced in standard communications industry practices. Personnel who perform maintenance on the system shall have completed all required manufacturer-approved training for that equipment. Said training, or appropriate refresher courses, shall have been completed within the previous year, and evidence thereof shall be provided to Augusta. 8.1.4 Warranty Maintenance Response Time Vendor shall provide replacement parts and materials and qualified personnel to service the fixed equipment at the site of work within two hours after notification of equipment failure. Fixed equipment shall not be out of service in excess of 24 hours after notification of equipment failure. Non-fixed equipment (mobile and portable radios, etc.) shall be picked up locally by vendor at locations designated by Augusta and delivered back to the point of pick-up once repaired. Eighty percent of the time, non- fixed equipment repair periods shall meet a three-day turn-around period. The 80 percent shall be calculated monthly. For each month that vendor does not meet the 80 percent requirement, the warranty period shall be extended one month. The warranty period maintenance shall be on a working-hour basis as follows: Twenty-four hours per day, seven days per Fixed Equipment week. Nine hours per day, five days per (i.e., Non-fixed Equipment mobile, portable, etc.) week (0800 hrs. to 1700 hrs.).

8.1.5 Availability of Replacement Parts Vendor shall certify that a stock of replacement parts for each item included in the equipment response is maintained and that vendor is capable of replacing such parts, assemblies, modules and devices for each item of equipment included in the purchase, as well as updating all appropriate software. Vendor shall also certify that a stock of replacement parts for each critical component to be supplied as part of the communication system shall be immediately available at all times during the initial warranty period. These parts shall be either in vendor stock and available for timely transfer to the communications system site to meet maintenance criteria, or stored at the sites. In addition, vendor shall certify that all replacement parts shall remain available to Augusta for a period of five years following final system acceptance. Prior to final system acceptance, vendor shall provide Augusta with detailed component

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lists and item cost of all replacement parts for the communications system at each location, including catalog numbers and sources of supply. 8.1.6 System Warranty Maintenance Test Equipment Vendor service shop shall provide all test equipment and parts required to support Augusta’s maintenance requirements. 8.2 System Management and Maintenance Services (Option) Post warranty System Management and Maintenance Services, including parts and labor, for years two (2) through ten (10) shall consist of the following services: 8.2.1 System Management Services a. System Manager Functions b. Performance Management Reports c. Configuration Management d. Network Planning e. Inventory Management f. Repair Coordination 8.2.2 System Maintenance Services a. Network Monitoring and Dispatch Services b. Technical Support c. Infrastructure Repair w/Advance Replacement d. Network Preventative Maintenance e. Optional- Site Equipment Maintenance: Generator, HVAC, UPS f. Optional- Vegetation Management/Weed Control 8.3. Technology Refresh Services (Option) Vendor hardware and software refresh services for years two (2) through ten (10) shall include performing the refreshes; however, if Agusta’s staff must be engaged, complete instructions/training must be provided. Vendor shall provide a description of refresh program, options, and schedules.

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9 PROPOSAL PRICING (FEE PROPOSAL TO BE PROVIDED SEPARATELY) Vendor should provide the installed price using the following categories at a minimum. This Pricing Sheet is not intended to be all-inclusive. If the vendor’s proposed equipment and radio system design has features and functions that support Augusta requirements differently, please include alternative pricing with your proposal response.

Item Qty Unit Price Extended APCO P25 Phase 2 10-Channel 800 MHz Simulcast Radio System including prime and remote site electronics, with all antenna systems Lot and combiners for 12-Channels per site, and Signal Boosters as required. Microwave Backbone System, All-Indoor Lot 800 MHz Conventional Mutual Aid Repeater 5 Site Preparation, Fencing, Crushed Stone and Grounding* Equipment Shelter with dual-HVAC* Tower, Self-support* Tower, Guyed* LP Generator and Automatic Transfer Switch* Electrical Utility Service and Meter Pedestal* 10 Console Positions, if required Lot P25 Logging Recorder Interfaces Lot Professional Services Implementation, Testing & Cutover Lot Recommended Spare Parts Lot Portable Subscriber - Type 1 150 Portable Subscriber - Type 2 150 Portable Subscriber - Type 3 150 Portable Subscriber - Type 4 150 Mobile Subscriber - Front Mount 49 Mobile Subscriber - Remote Mount 60 Mobile Subscriber - Dual Control 20 Control Station (Fire/EMS); Yagi Ant. with 50' Coax 16 Control Station (911) 5 Control Station Combiner (911), Yagi Ant. with 50' Coax 1 Total *Quantities and heights as required per vendor’s trunked simulcast system design.

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OPTIONAL - PROPOSAL PRICING (SUBMIT WITH FEE PROPOSAL - TO BE PROVIDED SEPARATELY)

Item Qty Unit Price Extended Option: AES encryption for Portable Subscribers 75

Option: AES encryption for Mobile Subscribers 75

Option: AES Key Loader 4

Option: Speaker Microphone with Antenna Each

Option: Spare Portable Battery Each

Option: Multiunit Charger Each

Option: 3-dB Gain Mobile Antenna Each

Option: ¼-Wave Mobile Antenna Each

Option: Over the Air Rekeying (OTAR)

Option: Over the Air Programming (OTAP)

Option: Inter-RF Subsystem Interfaces to Two Systems Each with 20 Talkpaths

Option: Web-Based Smartphone Application

Option: GPS Technology

Option: Bluetooth Capabilities on Portable Radios

Option: Body Cameras on Portable Radio Speaker-Microphones

Option: System Management, Maintenance & Warranty for Years 2 - 10

Option: Technology Refresh for Years 2 - 10

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SUBMIT WITH FEE PROPOSAL - TO BE PROVIDED SEPARATELY

9.1 Balance of Portfolio Discounts Vendor shall provide a Balance of Product Line percentage discount for other products that are compatible with the proposed 800 MHz system. For evaluation purposes, the discount levels shall be categorized as follows:

______Portable radios, including options and accessories. ______Mobile radios, including options and accessories. ______RF control stations, including options and accessories. ______Base stations, including options and accessories. ______Base station antennas and transmission line products. ______Dispatch consoles and central electronics, including options and accessories. ______Microwave radios, multiplex, including options and accessories. ______Microwave antennas, waveguide, including options and accessories. ______Stationary storage batteries, chargers, including options and accessories. ______Network and system management, software and hardware, including options and accessories. ______Test equipment, tools, software, and programming devices.

Augusta reserves the right to select specific items from a proposal without selecting all items. Augusta is not obligated to make a purchase from this RFP. 9.2 Cost Reduction Opportunities with Regional System Options In accordance with Section 2.8, vendor shall describe the capital cost reductions and possible operating cost reductions to Augusta.

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Appendix A POSSIBLE SITES

Estimated Useable Existing Maximum Site Coordinates Existing Building Antenna Tower Tip BLYTHE (CCI) 3120 GA Hwy 88 33° 18′ 55.13″N, 82° 9′ 59.35″W No Yes 440’ Blythe, Georgia 30805

HEPHZIBAH (CCI) 4745 Old Waynesboro Road 33° 16' 27.50''N, 82° 0' 55.10''W No Yes 350’- Hephzibah, GA 30815 BARTON CHAPEL (SBA) 2400 Barton Chapel Road 33° 26' 17.5''N, 82° 05' 18.4''W No Yes 365’ Augusta, GA 30907 TOBACCO ROAD (NSC) Morgan Road & Tobacco Road 33°23'26.0"N, 82°05'54.0"W No No 285’ Augusta, GA 30815 RCCI (Greenfield) 2314 Tobacco Road 33°22'21.91"N, 82° 2'18.74"W No No 295’ Augusta, GA 30906 NEW SAVANNAH RD (Greenfield) New Savannah Road 33°26'58.97"N, 81°58'37.25"W No No 240’ Augusta, GA 30901 JOY ROAD (Greenfield) Joy Road off Wheeler Road 33°29'15.91"N, 82° 2'23.66"W No No 360’ Augusta, GA 30909

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Appendix B PORTABLE COVERAGE REQUIREMENTS

Area Requirements Buildings in areas of Augusta requiring portable radio coverage will be classified as light density or medium density as follows:

a. The losses associated with light density type structures shall be assumed to be 8 dB in all residential areas highlighted on the Augusta Zoning Map having the zoning classifications PUD, R-1 through R-3C, and R-MH.

b. The losses associated with medium density structures (e.g., stores, offices, and light industry) shall be assumed to be 12 dB in areas highlighted on the Augusta Zoning Map having the zoning classifications B-1, B-2, L1, and P1.

The Augusta Zoning Map web link: http://gismap.augustaga.gov/augustajs/?MapTheme=Zoning

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Appendix B, Page 2 Augusta Zoning Map

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Appendix B, Page 3

In-Building Coverage Requirements of Mission Critical Buildings

Ten (10) specific buildings require a minimum signal strength of -95 dBm to be received in all areas of the building when transmitted from Augusta’s simulcast radio system. They also require a minimum signal strength of -95 dBm to be received by Augusta’s simulcast radio system when transmitted from all areas of the building. For purposes of these requirements, 90% building coverage is considered to be all areas of the building.

Augusta Regional Airport Doctors Hospital Emergency Room 1501 Aviation Way 3651 Wheeler Road Augusta GA 30906 Augusta GA 30909

Charles B. Webster Detention Center Augusta University Medical Center 1941 Phinizy Road Emergency Room (MCG) Augusta GA 30906 15 Harper Street Augusta GA 30901 Augusta Municipal Building 535 Telfair Street University Hospital Emergency Room Augusta GA 30901 1350 Walton Way Augusta GA 30901 Augusta-Richmond County Judicial Center & John H. Ruffin, Jr. Courthouse University Hospital Summerville 735 James Brown Blvd. 2260 Wrightsboro Road Augusta GA 30901 Augusta GA 30904

Sheriff’s Office Charlie Norwood VA Medical Center 400 Walton Way 1 Freedom Way Augusta GA 30901 Augusta GA 30904

Buildings which cannot support the required level of radio coverage shall be equipped with a radiating cable system and/or a distributed antenna system (DAS) with FCC certified signal boosters (aka bi-directional amplifiers), or systems otherwise approved by Augusta in order to achieve the required adequate radio coverage.

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Appendix C GENERAL INDEMNITY

I, ______, hereby agree to indemnify, defend and hold harmless Augusta, its appointed or elected officials, employees, and agents and each of them for any and all suits, actions, legal or administrative proceedings, claims, demands, damages, liabilities, attorney fees, costs and expenses of whatsoever kind or nature arising out of my contractor’s obligations and operations provided in this contract.

I acknowledge that I have familiarized myself with the subject property and I also release Augusta from any and all claims that may result from the activity associated with this contract.

______(Applicant’s Signature)

______(Date)

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Appendix D AUGUSTA CONTRACTOR SAFETY GUIDELINES

1. PURPOSE

Augusta does not take responsibility for the safety of the Contractor’s employees. Nor does Augusta take responsibility for instructing Contractors on how to perform work. Rather, this guideline spells out what is expected of Contractors conducting work for Augusta.

Contractors are defined as non-city government individuals or businesses that are retained by Augusta to provide specific labor or services.

2. RESPONSIBILITIES OF THE CONTRACTOR Contractor compliance with all State of Georgia and federal occupational safety and health standards is a condition of doing business with Augusta. Contractors have the responsibility to:

 Conduct daily safety inspections of all assigned areas.  Identify and correct hazards within their responsibility and report hazards to Augusta.  Provide Contractor employees with personal protective equipment as needed to safely perform contracted tasks.  Ensure Contractor employees have the training for assigned tasks as is required by the State of Georgia and federal occupational safety and health standards.  Coordinate with Augusta Safety Coordinator for safety related issues that may affect Augusta operations.  Establish and maintain an effective safety and health program for contractor employees.  Establish and maintain an effective safe housekeeping program.  Make available for inspection by Augusta any written safety programs, material safety data sheets, training records and other safety-related documents.

3. MONITORING AND INSPECTIONS

All Contractors and subcontractors working under contract with Augusta are subject to regular safety and health monitoring by Augusta.

4. HAZARDOUS CHEMICAL / SUBSTANCE NOTIFICATION

Contractors must follow State of Georgia and federal Occupational Safety and Health Administration Hazard Communication standard requirements including use, safe handling and storage of chemicals. Contractors are required to inform Augusta of all hazardous substances which may be brought on to Augusta’s property, including

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providing the most current Material Safety Data Sheet for each substance. All spills and leaks of hazardous chemicals shall be immediately reported to the Augusta Safety Coordinator.

5. WORK ZONE TRAFFIC CONTROL

All Contractors conducting work which involve traffic control in the public way shall comply with the Federal Highway Administration’s Manual on Uniform Traffic Control Devices. Augusta’s Traffic Engineer should also be contacted prior to commencing operations. This measure is to insure the safety of workers and the public.

6. DUE REGARD FOR THE PUBLIC

All Contractors and their employees while engaged in work for Augusta shall exercise due regard and reasonable care for the safety of the public.

7. OTHER POLICIES AND PROCEDURES

All Contractor employees shall adhere to all Augustas policies and procedures, including but not limited to: access to Augusta facilities and equipment, use of controlled substances, firearm, & explosive restrictions, harassment of other persons, traffic, and parking regulations.

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CONTRACTOR/CONSULTANT/SERVICE PROVIDER AKNOWLEDGEMENT OF RECIEPT OF AUGUSTA CONTRACTOR SAFETY GUIDELINES

Company Name:

Contractor’s Authorized Safety Representative:

I acknowledge receipt of and agree to comply with Augusta’s Contractor Safety Guidelines. I will also make employees and subcontractors aware of Augusta’s safety expectations and requirements.

I understand that any accidents, injuries, or property damage will be reported to the Augusta Safety Coordinator within three (3) days.

I also understand that any questions regarding the program can be directed to the contracting department head and/or the Augusta Safety Coordinator.

I certify that all personnel entering confined spaces have been trained in accordance with Occupational Safety and Health Administration regulation: 29 Code of Federal Regulations § 1910.146.

______Date: ______Authorized Representative (Printed):

______Signature of Authorized Representative:

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Appendix E STATEMENT OF NO RESPONSE

REQUEST FOR PROPOSAL #18-120

If Vendor is not submitting on the goods and/or services as stated in this request for proposal, please complete and return this form to Augusta, Procurement Department, 535 Telfair Street, Augusta, GA 30901

Company Name: Contact Person: Address:

City/State/Zip

Phone Number: Today’s Date:

The above has declined to submit a request for proposal for the following reason(s): (check all that apply)

Cannot meet specifications as given Specifications were unclear We do not offer this commodity/service or an equivalent Insufficient time to response to bid/proposal Cannot meet delivery requirements Our schedule would not permit us to perform in the time allotted COMMENTS:

______Vendor Signature

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APPENDIX F PERFORMANCE BOND CONTRACTOR (name and address): SURETY (name and address of principal place of business):

OWNER (name and address):

CONSTRUCTION CONTRACT Effective Date of the Agreement: Amount: Description (name and location):

BOND Bond Number: Date (not earlier than the Effective Date of the Agreement of the Construction Contract): Amount: Modifications to this Bond Form:  None  See Paragraph 1 6

Surety and Contractor, intending to be legally bound hereby, subject to the terms set forth below, do each cause this Performance Bond to be duly executed by an authorized officer, agent, or representative.

CONTRACTOR AS PRINCIPAL SURETY

______(seal) ______(seal) Contractor's Name and Corporate Seal Surety's Name and Corporate Seal

By: ______By:______Signature Signature (attach power of attorney)

Print Name Print Name

Title Title

Attest:______Attest:______Signature Signature

Title Title

Notes: (1) Provide supplemental execution by any additional parties, such as joint ventures. (2) Any singular reference to Contractor, Surety, Owner, or other party shall be considered plural where applicable.

______

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I. The Contractor and Surety, jointly and severally, bind described in Paragraph 7 in excess of the Balance of the Contract themselves, their heirs, executors, administrators, successors, and Price incurred by the Owner as a result of the Contractor Default; assigns to the Owner for the performance of the Construction Contract, or which is incorporated herein by reference. 5.4 Waive its right to perform and complete, arrange for 2. If the Contractor performs the Construction Contract, the Surety completion, or obtain a new contractor, and with reasonable and the Contractor shall have no obligation under this Bond, except promptness under the circumstances: when applicable to participate in a conference as provided in Paragraph 3. 5.4.1 After investigation, determine the amount for which it may be liable to the Owner and, as soon as 3. If there is no Owner Default under the Construction Contract, the practicable after the amount is determined, make payment to Surety's obligation under this Bond shall arise after: the Owner; or

3.1 The Owner first provides notice to the Contractor and 5.4.2 Deny liability in whole or in part and notify the the Surety that the Owner is considering declaring a Contractor Owner, citing the reasons for denial. Default. Such notice shall indicate whether the Owner is requesting a conference among the Owner, Contractor, and Surety 6. If the Surety does not proceed as provided in Paragraph 5 with to discuss the Contractor's performance. If the Owner does not reasonable promptness, the Surety shall be deemed to be in default on request a conference, the Surety may, within five (5) business this Bond seven days after receipt of an additional written notice from days after receipt of the Owner's notice, request such a the Owner to the Surety demanding that the Surety perform its conference. If the Surety timely requests a conference, the Owner obligations under this Bond, and the Owner shall be entitled to enforce shall attend. Unless the Owner agrees otherwise, any conference any remedy available to the Owner. If the Surety proceeds as provided requested under this Paragraph 3.1 shall be held within ten (10) in Paragraph 5.4, and the Owner refuses the payment or the Surety has business days of the Surety's receipt of the Owner's notice. If the denied liability, in whole or in part, without further notice the Owner Owner, the Contractor, and the Surety agree, the Contractor shall shall be entitled to enforce any remedy available to the Owner. be allowed a reasonable time to perform the Construction Contract, but such an agreement shall not waive the Owner's 7. If the Surety elects to act under Paragraph 5.1, 5.2, or 5.3, then right, if any, subsequently to declare a Contractor Default; the responsibilities of the Surety to the Owner shall not be greater than those of the Contractor under the Construction Contract, and the 3.2 The Owner declares a Contractor Default, terminates responsibilities of the Owner to the Surety shall not be greater than the Construction Contract and notifies the Surety; and those of the Owner under the Construction Contract. Subject to the commitment by the Owner to pay the Balance of the Contract Price, 3.3 The Owner has agreed to pay the Balance of the the Surety is obligated, without duplication for: Contract Price in accordance with the terms of the Construction Contract to the Surety or to a contractor selected to perform the 7.1 the responsibilities of the Contractor for correction of Construction Contract. defective work and completion of the Construction Contract;

4. Failure on the part of the Owner to comply with the notice 7.2 additional legal, design professional, and delay costs requirement in Paragraph 3.1 shall not constitute a failure to comply resulting from the Contractor's Default, and resulting from the with a condition precedent to the Surety's obligations, or release the actions or failure to act of the Surety under Paragraph 5; and Surety from its obligations, except to the extent the Surety 7.3 liquidated damages, or if no liquidated damages are demonstrates actual prejudice. specified in the Construction Contract, actual damages caused by delayed performance or non-performance of the Contractor. 5. When the Owner has satisfied the conditions of Paragraph 3, the Surety shall promptly and at the Surety's expense take one of the 8. If the Surety elects to act under Paragraph 5.1, 5.3, or 5.4, the following actions: Surety's liability is limited to the amount of this Bond.

9. The Surety shall not be liable to the Owner or others for 5.1 Arrange for the Contractor, with the consent of the obligations of the Contractor that are unrelated to the Construction Owner, to perform and complete the Construction Contract; Contract, and the Balance of the Contract Price shall not be reduced or set off on account of any such unrelated obligations. No right of 5.2 Undertake to perform and complete the Construction action shall accrue on this Bond to any person or entity other than the Contract itself, through its agents or independent contractors; Owner or its heirs, executors, administrators, successors, and assigns.

10. The Surety hereby waives notice of any change, including 5.3 Obtain bids or negotiated proposals from qualified changes of time, to the Construction Contract or to related contractors acceptable to the Owner for a contract for subcontracts, purchase orders, and other obligations. performance and completion of the Construction Contract, arrange for a contract to be prepared for execution by the Owner and 11. Any proceeding, legal or equitable, under this Bond may be a contractor selected with the Owners concurrence, to be secured instituted in any court of competent jurisdiction in the location in with performance and payment bonds executed by a qualified which the work or part of the work is located and shall be instituted surety equivalent to the bonds issued on the Construction within two years after a declaration of Contractor Default or within Contract, and pay to the Owner the amount of damages as two years after the Contractor ceased working or within two years RFP 18-120 800 MHz Radio System RFP Due Wednesday, January 10, 2018 @ 3:00 p.m. Page 86 of 99

after the Surety refuses or fails to perform its obligations under this Bond, whichever occurs first. If the provisions of this paragraph are void or prohibited by law, the minimum periods of limitations available to sureties as a defense in the jurisdiction of the suit shall be applicable.

12. Notice to the Surety, the Owner, or the Contractor shall be mailed or delivered to the address shown on the page on which their signature appears.

13. When this Bond has been furnished to comply with a statutory or other legal requirement in the location where the construction was to be performed, any provision in this Bond conflicting with said statutory or legal requirement shall be deemed deleted herefrom and provisions conforming to such statutory or other legal requirement shall be deemed incorporated herein. When so furnished, the intent is that this Bond shall be construed as a statutory bond and not as a common law bond.

14. Definitions

14.1 Balance of the Contract Price: The total amount payable by the Owner to the Contractor under the Construction Contract after all proper adjustments have been made including allowance for the Contractor for any amounts received or to be received by the Owner in settlement of insurance or other claims for damages to which the Contractor is entitled, reduced by all valid and proper payments made to or on behalf of the Contractor under the Construction Contract.

14.2 Construction Contract: The agreement between the Owner and Contractor identified on the cover page, including all Contract Documents and changes made to the agreement and the Contract Documents.

14.3 Contractor Default: Failure of the Contractor, which has not been remedied or waived, to perform or otherwise to comply with a material term of the Construction Contract.

14.4 Owner Default: Failure of the Owner, which has not been remedied or waived, to pay the Contractor as required under the Construction Contract or to perform and complete or comply with the other material terms of the Construction Contract.

14.5 Contract Documents: All the documents that comprise the agreement between the Owner and Contractor.

15. If this Bond is issued for an agreement between a contractor and subcontractor, the term Contractor in this Bond shall be deemed to be Subcontractor and the term Owner shall be deemed to be Contractor.

16. Modifications to this Bond are as follows:

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______

APPENDIX G PAYMENT BOND CONTRACTOR (name and address): SURETY (name and address of principal place of business):

OWNER (name and address): CONSTRUCTION CONTRACT Effective Date of the Agreement: Amount: Description (name and location):

BOND Bond Number: Date (not earlier than the Effective Date of the Agreement of the Construction Contract): Amount: Modifications to this Bond Form:  None  See Paragraph 18

Surety and Contractor, intending to be legally bound hereby, subject to the terms set forth below, do each cause this Payment Bond to be duly executed by an authorized officer, agent, or representative.

CONTRACTOR AS PRINCIPAL SURETY

______(seal) ______(seal) Contractor's Name and Corporate Seal Surety's Name and Corporate Seal

By:______By:______Signature Signature (attach power of attorney)

Print Name Print Name

Title Title

Attest:______Attest:______Signature Signature

Title Title

Notes: (1) Provide supplemental execution by any additional parties, such as joint ventures.(2) Any singular reference to Contractor, Surety, Owner, or other party shall be considered plural where applicable.

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I. The Contractor and Surety, jointly and severally, bind themselves, their heirs, executors, administrators, successors, and assigns to the Owner to pay for labor, materials, and equipment furnished for use in the performance of the Construction Contract, which is incorporated herein by reference, subject to the following terms.

2. If the Contractor promptly makes payment of all sums due to Claimants, and defends, indemnifies, and holds harmless the Owner from claims, demands, liens, or suits by any person or entity seeking payment for labor, materials, or equipment furnished for use in the performance of the Construction Contract, then the Surety and the Contractor shall have no obligation under this Bond.

3. If there is no Owner Default under the Construction Contract, the Surety's obligation to the Owner under this Bond shall arise after the Owner has promptly notified the Contractor and the Surety (at the address described in Paragraph 13) of claims, demands, liens, or suits against the Owner or the Owner's property by any person or entity seeking payment for labor, materials, or equipment furnished for use in the performance of the Construction Contract, and tendered defense of such claims, demands, liens, or suits to the Contractor and the Surety.

4. When the Owner has satisfied the conditions in Paragraph 3, the Surety shall promptly and at the Surety's expense defend, indemnify, and hold harmless the Owner against a duly tendered claim, demand, lien, or suit.

5. The Surety's obligations to a Claimant under this Bond shall arise after the following:

5.1 Claimants who do not have a direct contract with the Contractor,

5.1.1 have furnished a written notice of non-payment to the Contractor, stating with substantial accuracy the amount claimed and the name of the party to whom the materials were, or equipment was, furnished or supplied or for whom the labor was done or performed, within ninety (90) days after having last performed labor or last furnished materials or equipment included in the Claim; and

5.1.2 have sent a Claim to the Surety (at the address described in Paragraph 13).

5.2 Claimants who are employed by or have a direct contract with the Contractor have sent a Claim to the Surety (at the address described in Paragraph 13).

6. If a notice of non-payment required by Paragraph 5.1.1 is given by the Owner to the Contractor, that is sufficient to satisfy a Claimant's obligation to furnish a written notice of non-payment under Paragraph 5.1.1.

7. When a Claimant has satisfied the conditions of Paragraph 5.1 or 5.2, whichever is applicable, the Surety shall promptly and at the Surety's expense take the following actions:

7.1 Send an answer to the Claimant, with a copy to the Owner, within sixty (60) days after receipt of the Claim, stating the amounts that are undisputed and the basis for challenging any amounts that are disputed and

7.2 Pay or arrange for payment of any undisputed amounts.

7.3 The Surety's failure to discharge its obligations under Paragraph 7.1 or 7.2 shall not be deemed to constitute a waiver of defenses the Surety or Contractor may have or acquire as to a Claim, except as to undisputed amounts for which the Surety and Claimant have reached agreement. If, however, the Surety fails to discharge its obligations under Paragraph 7.1 or 7.2, the Surety shall indemnify the Claimant for the reasonable attorney's fees the Claimant incurs thereafter to recover any sums found to be due and owing to the Claimant.

8. The Surety's total obligation shall not exceed the amount of this Bond, plus the amount of reasonable attorney's fees provided under Paragraph 7.3, and the amount of this Bond shall be credited for any payments made in good faith by the Surety.

9. Amounts owed by the Owner to the Contractor under the Construction Contract shall be used for the performance of the Construction Contract and to satisfy claims, if any, under any construction performance bond. By the Contractor furnishing and the Owner accepting this Bond, they agree that all funds earned by the Contractor in the performance of the Construction Contract are dedicated to satisfy obligations of the Contractor and Surety under this Bond, subject to the Owner's priority to use the funds for the completion of the work.

I 0. The Surety shall not be liable to the Owner, Claimants, or others for obligations of the Contractor that are unrelated to the Construction Contract. The Owner shall not be liable for the payment of any costs or expenses of any Claimant under this Bond, and shall have under this Bond no obligation to make payments to or give notice on behalf of Claimants, or otherwise have any obligations to Claimants under this Bond.

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11. The Surety hereby waives notice of any change, including changes of time, to the Construction Contract or to related subcontracts, purchase orders, and other obligations.

12. No suit or action shall be commenced by a Claimant under this Bond other than in a court of competent jurisdiction in the state in which the project that is the subject of the Construction Contract is located or after the expiration of one year from the date (I) on which the Claimant sent a Claim to the Surety pursuant to Paragraph 5.1.2 or 5.2, or (2) on which the last labor or service was performed by anyone or the last materials or equipment were furnished by anyone under the Construction Contract, whichever of (1) or (2) first occurs. If the provisions of this paragraph are void or prohibited by law, the minimum period of limitation available to sureties as a defense in the jurisdiction of the suit shall be applicable.

13. Notice and Claims to the Surety, the Owner, or the Contractor shall be mailed or delivered to the address shown on the page on which their signature appears. Actual receipt of notice or Claims, however accomplished, shall be sufficient compliance as of the date received.

14. When this Bond has been furnished to comply with a statutory or other legal requirement in the location where the construction was to be performed, any provision in this Bond conflicting with said statutory or legal requirement shall be deemed deleted herefrom and provisions conforming to such statutory or other legal requirement shall be deemed incorporated herein. When so furnished, the intent is that this Bond shall be construed as a statutory bond and not as a common law bond.

15. Upon requests by any person or entity appearing to be a potential beneficiary of this Bond, the Contractor and Owner shall promptly furnish a copy of this Bond or shall permit a copy to be made.

16. Definitions

16.1 Claim: A written statement by the Claimant including at a minimum:

I. The name of the Claimant; 2. The name of the person for whom the labor was done, or materials or equipment furnished; 3. A copy of the agreement or purchase order pursuant to which labor, materials, or equipment was furnished for use in the performance of the Construction Contract; 4. A brief description of the labor, materials, or equipment furnished; 5. The date on which the Claimant last performed labor or last furnished materials or equipment for use in the performance of the Construction Contract; 6. The total amount earned by the Claimant for labor, materials, or equipment furnished as of the date of the Claim; 7. The total amount of previous payments received by the Claimant; and 8. The total amount due and unpaid to the Claimant for labor, materials, or equipment furnished as of the date of the Claim.

16.2 Claimant: An individual or entity having a direct contract with the Contractor or with a subcontractor of the Contractor to furnish labor, materials, or equipment for use in the performance of the Construction Contract. The term Claimant also includes any individual or entity that has rightfully asserted a claim under an applicable mechanic's lien or similar statute against the real property upon which the Project is located. The intent of this Bond shall be to include without limitation in the terms of "labor, materials, or equipment" that part of the water, gas, power, light, heat, oil, gasoline, telephone service, or rental equipment used in the Construction Contract, architectural and engineering services required for performance of the work of the Contractor and the Contractor's subcontractors, and all other items for which a mechanic's lien may be asserted in the jurisdiction where the labor, materials, or equipment were furnished.

16.3 Construction Contract: The agreement between the Owner and Contractor identified on the cover page, including all Contract Documents and all changes made to the agreement and the Contract Documents.

16.4 Owner Default: Failure of the Owner, which has not been remedied or waived, to pay the Contractor as required under the Construction Contract or to perform and complete or comply with the other material terms of the Construction Contract.

16.5 Contract Documents: All the documents that comprise the agreement between the Owner and Contractor.

17. If this Bond is issued for an agreement between a contractor and subcontractor, the tenn Contractor in this Bond shall be deemed to be Subcontractor and the term Owner shall be deemed to be Contractor.

18. Modifications to this Bond are as follows:

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CERTIFICATE OF SUBSTANTIAL COMPLETION

Owner: Owner's Contract No.: Contractor: Contractor's Project No.: Engineer: Engineer's Project No.: Project: Contract Name:

This [preliminary] [final] Certificate of Substantial Completion applies to:

 All Work  The following specified portions of the Work:

Date of Substantial Completion

The Work to which this Certificate applies has been inspected by authorized representatives of Owner, Contractor, and Engineer, and found to be substantially complete. The Date of Substantial Completion of the Work or portion thereof designated above is hereby established, subject to the provisions of the Contract pertaining to Substantial Completion. The date of Substantial Completion in the final Certificate of Substantial Completion marks the commencement of the contractual correction period and applicable warranties required by the Contract.

A punch list of items to be completed or corrected is attached to this Certificate. This list may not be all-inclusive, and the failure to include any items on such list does not alter the responsibility of the Contractor to complete all Work in accordance with the Contract.

The responsibilities between Owner and Contractor for security, operation, safety, maintenance, heat, utilities, insurance, and warranties upon Owner's use or occupancy of the Work shall be as provided in the Contract, except as amended as follows: [Note: Amendments of contractual responsibilities recorded in this Certificate should be the product of mutual agreement of Owner and Contractor; see Paragraph 15.03.0 of the General Conditions.]

Amendments to Owner's responsibilities:  None  As follows:

Amendments to Contractor's responsibilities:  None  As follows: The following documents are attached to and made a part of this Certificate: [punch list; others]

This Certificate does not constitute an acceptance of Work not in accordance with the Contract Documents, nor is it a release of Contractor’s obligation to complete the Work in accordance with the Contract.

EXECUTED BY ENGINEER: RECEIVED: RECEIVED:

By:______By: (Authorized Signature) Owner (Authorized Signature) Contractor (Authorized Signature)

Title: ------Title: ------Title:

Date: Date: Date ------

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PAGE LEFT BLANK INTENTIONALLY

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Local Small Business Goal

The Local Small Business Opportunity Program provides for Local Small Business goals to be set on all applicable Augusta, Georgia procurements over $100,000 in value.1 The Local Small Business goal for this procurement is:

__10__%

All bidders or proposers shall submit the following with their bid or proposal as required by Augusta, GA Code § 1-10-129:2

1. Non-Discrimination Statement: As required by the Procurement document.3

2. Proposed Local Small Business Subcontractor/Supplier Utilization Plan.

3. Documentation of Good Faith Efforts to use local small businesses.

4. Local Small Business Utilization document.

Failure to submit the above documentation shall result in the bid or proposal being declared non-responsive.

1 Even when a solicitation does not contain a Local Small Business goal (or the goal is set at zero), each Bidder must negotiate in good faith with each local small business that responds to the Bidder’s solicitation and each local small business that contacts the Bidder on its own accord. Self-performance does not exempt Bidders from Local Small Business Opportunity Program requirements unless the self-performer is a qualified and registered Local Small Business. All of the requirements of the Local Small Business Opportunity Program can be found in Augusta, GA Code, Chapter 10B.

2 Applicable forms are available on Augusta Georgia’s Disadvantaged Business Enterprise website: www.augustaga.gov. 3 Only one Non-Discrimination statement is required “See Attachment B”.

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Local Small Business Opportunity Program Requirements

Augusta, Georgia has adopted a race and gender neutral Local Small Business Opportunity Program (LSBOP). See Augusta, GA Code, Chapter 10B. Bidders are encouraged to carefully review the all of the requirements of the LSBOP which can be found on Augusta, Georgia’s Disadvantaged Business Enterprise Department website (www.augustaga.gov). All of the requirements of the LSBOP become covenants of performance upon award of this procurement. The LSBOP provides for Local Small Business (LSB) goals to be set on all applicable procurements over $100,000 in value and even when a solicitation does not contain a LSB goal, each Bidder must negotiate in good faith with each local small business that responds to the Bidder’s solicitation and each local small business that contacts the Bidder on its own accord. Self-performance does not exempt Bidders from the LSBOP requirements unless the self-performer is a qualified and registered LSB. (See Augusta, GA Code § 1-10-129).

I. The pre-award requirements of the LSBOP are material conditions of this procurement.

A Bid shall be rejected if it is determined that a Bid fails to meet the required LSBOP requirements, including but not limited to, failing to provide the Required Pre-Award Bid Submittal documents, failing to provide commitments to achieve the applicable Project Specific LSB Goals (or the Bidder’s documented Good Faith Efforts to do so). A Contractor’s failure to carry out in good faith its Project Specific Goal commitments in the course of the Contract’s performance shall constitute a material breach of the Contract and a violation of the AUGUSTA, GA CODE. If the breach is not cured within a reasonable amount of time, it may result in the termination of the Contract or such other remedies afforded by Federal, State or Local law.

II. Good Faith Efforts.

Pursuant to AUGUSTA, GA CODE SEC. 1-10-125(4) Good Faith Efforts shall be used by a bidder to seek Local Small Businesses to participate as a subcontractor or supplier. Such good faith efforts include, but are not necessarily limited to, the following actions: (a) Including qualified Local Small Businesses in the prime contractor’s solicitations for subcontractors and suppliers. (b) Assuring that local small businesses are solicited whenever such business enterprises can perform a commercially useful function. (c) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation of Local Small Businesses. (d) Establishing delivery schedules, where the requirements of the prime contract permit, which encourage participation of Local Small Businesses. (e) Using the services and the assistance of the Director of minority and small business opportunities in the identification of qualified local small businesses and negotiating subcontracts and supply contracts with such enterprises.

(f) Requiring each first tier subcontractor to take the affirmative steps outlined within the AUGUSTA, GA CODE with respect to the identification and usage of second or third tier sub-contractors. (g) Placing notices of opportunities for qualified Local Small Businesses to perform subcontracting work on the eligible project in newspapers, trade journals, and other relevant publications, including publications specifically targeted to local small businesses, or communicating such notices of opportunities via the Internet or by other available media or means. (h) Designating portions of the work for Local Small Business subcontracting in trades with available Local Small Business subcontractors. (i) Providing a minimum of five (5) day notice to Local Small Businesses when requesting bids or proposals for furnishing material or services as a subcontractor or supplier.

III. Required Pre-Award Bid Submittals.

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Pursuant to AUGUSTA, GA CODE SEC. 1-10-129 the following procedures and contract requirements will be used to insure that local small businesses are encouraged to participate in Augusta, Georgia contracts:

(a) Each bidder shall be required to provide documentation of achieving the LSB goal or provide documentation of Good Faith Efforts to engage local small businesses as subcontractors or suppliers, the names of local small businesses and other subcontractors to whom it intends to award subcontracts, the dollar value of the subcontracts, and the scope of the work to be performed. If there are no sub-contracting opportunities, bidder shall so indicate on the appropriate form. Forms may be found on the official website of Augusta, Georgia.

(b) Each bidder shall submit with their bid the following written documents, statements or forms, which are available at the Disadvantaged Business Enterprise Department and on the Disadvantaged Business Enterprise Department website:

(1) Non-Discrimination Statement which shall affirm the bidder’s: (i) adherence to the policies of Augusta, Georgia relating to equal opportunity in contracting; (ii) agreement to undertake certain measures as provided in this policy to ensure maximum practicable participation of local small businesses; and (iii) agreement not to engage in discriminatory conduct of any type.

(2) Documentation of Good Faith Efforts to use local small businesses.

(3) Proposed Local Small Business Subcontractor/Supplier Utilization Plan.

(4) Executed Letter(s) of Intent with entities identified in LSB Utilization Plan.

Failure to submit the following documents in accordance with these requirements will cause the Bid or proposal to be declared non-responsive. Augusta, Georgia reserves the right to request supplemental information regarding a Bidder’s submissions and the Bidder shall furnish such information in a timely manner. Failure to furnish information or otherwise cooperate may result in the rejection of the Bid.

IV. LSB Utilization Plan.

The Bidder must submit with its Bid a completed LSB Utilization Plan. The LSB Utilization Plan shall list the Subcontractor or Supplier’s name(s), business address(s), telephone number(s), e-mail(s) and the name of the principal contact person(s) of each Subcontractor(s) or Supplier(s) intended to be used in the performance of the Contract, including firms proposed as to meet the Project Specific Goals.

Where the solicitation requires the Bidder to submit a base bid and one or more alternates, the LSB Utilization Plan must demonstrate the Bidder’s achievement of the Project Specific Goal(s) or its Good Faith Efforts to achieve the Project Specific Goal(s) on the base bid.

V. Letter(s) of Intent.

The Bidder shall submit with its bid completed Letter(s) of Intent (LOI) utilizing the Letter of Intent format provided by the Disadvantaged Business Enterprise Department documents. The LOI must be executed by an authorized representative of the local vendor identified on the Utilization Plan and by the authorized representative of the Bidder. The LOI must accurately and completely detail the work to be performed and/or the materials to be supplied, and the agreed rates and/or prices to be paid. All Utilization Plan commitments must conform to those included in the submitted LOIs. The LOI will become a binding contract covenant upon the Bidder’s receipt of a signed contract from Augusta, Georgia.

VI. Post Award Requirements.

(a) Prime Contractor Data Collection Form

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All prime contractors are required to complete and submit the Prime Contractor Data Collection Form upon award. This form must be completed in its entirety and submitted within the designated time established by the Compliance Department – Disadvantaged Business Enterprise Division.

(b) First-Tier Subcontractor, Sub-consultant, Supplier Information Form

All prime contractors are required to complete and submit the First-Tier Subcontractor, Sub-consultant, Supplier Information Form upon award. This form must be completed in its entirety and submitted within the designated time established by the Compliance Department – Disadvantaged Business Enterprise Division.

(c) Monthly Utilization Reports

To evaluate the effectiveness of the LSBOP, Augusta, Georgia monitors the participation of Subcontractors and Suppliers on Augusta Georgia contracts. Each Contractor must submit a Monthly Utilization Report of th Subcontract Payments by the 15 of each month. The Monthly Utilization Report must reflect, from project start to date, the Contractor’s receipt of payments from Augusta Georgia and the utilization of and payments to all Subcontractors or Suppliers identified in the Utilization Plan. Failure to submit the Monthly Utilization Reports will be considered a contract breach.

(d) Substitutions, Additions or Deletions of LSB Subcontractors or Suppliers.

In accordance with the requirements of the LSBOP, the Contractor shall provide the User Department, the Director of minority and small business opportunities and the Procurement Director written notice prior to replacing or terminating a LSB on a contract and must comply with the Good Faith Efforts requirement to replace the departing local small business with another local small business. Likewise, when new opportunities for subcontracting arise on a contract and Augusta, Georgia sets a supplemental local small business goal, the contractors shall comply with the Good Faith Efforts set in an effort to meet the supplemental local small business goal.

Submit all Forms and Utilization Reports to:

Augusta, Georgia Compliance Department Disadvantaged Business Enterprise Division 535 Telfair Street Room 710 Augusta, Georgia 30901 (706) 821-2406

(e) Monitoring Procedures

Procedures for monitoring contract compliance may include, but are not limited to, site visits or telephone audits; consideration of requests for substitutions, additions, deletions, or change orders; and review and verification of payments to Subcontractors or Suppliers as documented by the Monthly Utilization Status Reports of Subcontractor/Suppliers Payments.

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PROJECT NAME BID #______

LOCAL SMALL BUSINESS OPPORTUNITY PROGRAM

LETTER OF INTENT

TO PERFORM AS A SUBCONSULTANT/SUBCONTRACTOR/SUPPLIER

To: (Name of Proposer)

A. The undersigned intends to perform work in connection with the above project in the following capacity (check one):

Individual Corporation Limited Liability Company (LLC) Partnership Joint Venture

B. The Local Small Business Opportunity Program (LSBOP) status of the undersigned is confirmed as follows:

By attachment of a current Certificate of Certification issued by the Georgia Department of Transportation

By attachment of a current letter issued by the Augusta, Georgia Compliance Department - Disadvantaged Business Enterprise Division

C. The undersigned is prepared to perform the following work in connection with the above project

______

D. The undersigned states that they will be performing______% of the total project.

E. The undersigned will sublet and/or award % of this subcontract to non-Local Small Business Opportunity Program contractors and /or suppliers.

The undersigned will enter into a formal agreement for the above described work with the Proposer cited above conditioned upon the execution of a contract for the project cited herein between the Proposer and Augusta-Richmond County.

______(LSBOP Contractor Firm Name)

By: ______Date: ______(Signature of Authorized Representative)

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LOCAL SMALL BUSINESS UTILIZATION PLAN

The undersigned bidder/offeror has satisfied the requirements of the bid specification in the following manner (please check the appropriate space):

Name of bidder/offeror’s firm:______

By:______(Print Name) (Signature) (Date)

______The bidder/offeror is committed to a minimum of ______% LSBOP utilization on this contract. (Please complete the requested subcontractor/supplier information below.)

OR

______The bidder/offeror is unable to meet the LSBOP goal of ______%. Therefore, the bidder/offeror will complete in its entirety the document titled GOOD FAITH EFFORTS and submit supporting documentation demonstrating good faith efforts.

Subcontractor/Supplier Address Principal LSBOP Utilization Name Phone Contact Certified % Email

Use additional sheets as necessary.

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GOOD FAITH EFFORTS Attention Bidder/Proponent: List all subcontractors or suppliers that were contacted regarding this project. Use additional sheets as necessary.

Failure to complete this form, in its entirety with supporting documentation, will result in the bid being considered non-responsive to bid specification.

If you have failed to secure Local Small Business participation and you have subcontracting and/or supplier opportunities or if your participation is less than the City's Project Goal, you must complete this form.

Name of Address Phone Email Person Date Scope of Work Method of Results of Contact Subcontractor/Supplier Contacted Contacted Solicited Communication

______Bidder/Proponent's Project Name Bid #

______Signature Date Project Goal

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Administrative Services Committee Meeting 12/11/2018 1:10 PM Motion to Deny the Amended Protest of Williams Communications Regarding RFP 18-120

Department: Procurement

Presenter: Geri A. Sams, Tameka Allen and Selected Members of the Evaluation Committee

Caption: Motion to Deny the Amended Protest of Williams Communications, Inc., regarding Request for Proposal (RFP) RFP Item 18-120 - 800 MHz Radio System for Augusta, Information Technology Department. Received through the office of Fleming & Nelson, LLP, Attorneys at Law on October 9, 2018 at 4:49 p.m.

Background: On October 9, 2018 at 4:49 p.m., the Augusta Procurement Department received an Appeal of Denial of Protest of Award on RFP18-120, 800MHz Radio System for Augusta, Georgia from Fleming & Nelson, LLP, Attorneys at Law on behalf of Williams Communications, Inc. ("Williams"). Prior to the award of RFP 18-120, on September 12, 2018, Williams requested information related to this Procurement through the Georgia Open Records Act. On September 17, 2018, Augusta responded to that request in accordance with the Georgia Open Records Act and the Augusta, Georgia Procurement Code. The information that Williams requested was exempt from disclosure prior to the award of the RFP. On September 18, 2018, the Augusta, Georgia Commission awarded RFP 18-120 to Motorola. On September 21, 2018, the Augusta Procurement Department received a protest of the award of RFP 18-120 from Williams. On September 24, 2018, Williams issued a new request under the Georgia Open Records Act requesting the same information from its September 12, 2018 request and additional information. On September 26, 2018, the parties executed the contracts concerning RFP 18-120. On September 27, 2018, Augusta provided a response to Williams’ request and provided a preliminary cost estimate and timeline to produce the responsive documents. On or about October 3, 2018, the Augusta Procurement Director issued her decision to deny Williams’ Protest, in writing. On October 9, 2018, Williams appealed the denial of its protest. On or about October 11, 2018, Augusta responded to Williams regarding its request under the Georgia Open Records Act with a more accurate timeline and cost estimate. Said correspondence also informed Williams that they will have the documents with the necessary time needed to review them prior to any hearing on its appeal. On or about October 15, 2018, Williams narrowed the scope of its request to three (3) items. On October 22, 2018, Augusta responded with a new estimate of time and costs to provide the three (3) requested items . On October 31, 2018 – Williams was notified of its appeal hearing date and time before the Administrative Services Committee which is scheduled for December 11, 2018 at 1:00 p.m. with an attachment of Article 9 – Augusta, Georgia Code.

Analysis: Williams has stated the following as its Points of Protest and Appeal: I. Motorola's price is nearly double that of Williams by $9.2 million and does not offer the "most advantageous" proposal to Augusta. II. The RFP Evaluation Sheet was improperly modified, thereby diluting the value of points awarded for lowest priced proposal. III. The Commission approved the award to Motorola based on an incomplete Evaluation Sheet and without being informed by the Procurement Department of the material change to the price formula in the Evaluation Sheet and the corresponding $9.2 million savings with Williams. IV. Williams was denied a fair and equal opportunity to engage in preliminary discussions with Augusta in violation of the Augusta Procurement Code. V. Motorola’s proposal should be rejected as nonresponsive. VI. An award to Motorola is in error, to the extent Augusta recommended an award based on material deviations from the RFP. VII. Award of the RFP to Motorola is the result of biased consulting by Engineering Associates, LLC, who was hired by Augusta for this RFP, but who has a history of engagements that result exclusively in Motorola procurements. Upon the review of the documentation from RFP 18-120 and Williams’ points of protest, the Augusta Procurement Director found these claims to be without merit and denied Williams’ protest. The Augusta Procurement Director supported this conclusion with the following information: I. Motorola's price is nearly double that of Williams by $9.2 million and does not offer the "most advantageous" proposal to Augusta. Response: In a RFP process, price is a factor, but not the determining factor. For RFPs, the proposals of all responsible vendors are also first evaluated on a pass/fail basis to determine each vendor’s compliance with administrative and mandatory requirements. Next, of those proposals meeting the administrative and mandatory requirements, the proposals are then scored to determine the relative technical value of each proposal. Each technical score will then be combined with a cost score assigned to the vendor’s pricing to determine the vendor’s overall score or value. The Award is generally made to the vendor with the best overall score or value. Although Williams’ price was lower than Motorola’s price, when the committee combined both Phases one and two the final weighted scores were as follows: Williams Communications, Inc. 384.9 Motorola 440.6 Further, at the time Motorola was found to be the most responsible and responsive vendor, there was not a $9.2 Million price differential between the two vendors as alleged by Williams. Williams presented a price of $7,274,274 for Total l Proposed System Turnkey Cost (Note: Augusta could not take the proposed discount for Section 2.0 Regional System Hosted Core Cost Reduction of $425.500.). Williams’s base rate as submitted was $7,699,697. Motorola presented a price of $8,167,752, which is a difference of $468,055. As such, at the time Motorola was found to be the most responsible and responsive vendor, the apples to apples comparison of the vendors resulted in a difference of only $468,055 the additional price increase on the Motorola award was based upon negotiations for the options that were included in Motorola’s RFP response. II. The RFP Evaluation Sheet was improperly modified, thereby diluting the value of points awarded for lowest priced proposal RESPONSE: The RFP evaluation sheet was not improperly modified. All prospective vendors were sent Addendum 2 – Item 2, which addressed a vendor’s question as listed below: Vendor’s question: Evaluation criteria listed on page 18 has two items listed as Number 6 and lists numbers 8 and 9 as optional. Is Cost/Fee Proposal considered optional? Answer: Corrected Evaluation Sheet attached. Presentation by Team and Q&A Response to Panel Questions are optional. Cost/Fee Proposals are not optional. The Corrected Evaluation Sheet attached to Addendum 2 corrected an error in the item numbering scheme changing the numbering on the evaluation sheet from 1,2,3,4,6,5,6,7,8 to: 1,2,3,4,5,6,7,8,9. This change did not dilute the value of the points or change the weight of the points. Further, Williams received a copy of Addendum 2, which included the corrected evaluation sheet, and acknowledged the receipt of said Addendum. III. The Commission approved the award to Motorola based on an incomplete Evaluation Sheet and without being informed by the Procurement Department of the material change to the price formula in the Evaluation Sheet and the corresponding $9.2 million savings with Williams. RESPONSE: As stated above, there was no change to the purported values on the evaluation sheets. Additionally, as stated above, the decision to find Motorola as the most responsible and responsive bidder occurred prior to entering into negotiations with Motorola. IV. Williams was denied a fair and equal opportunity to engage in preliminary discussions with Augusta in violation of the Augusta Procurement Code. RESPONSE: Williams was not denied an opportunity to discuss regarding the RFP. When Augusta issued RFP 18-120, the process was identified within the RFP specifications. Each vendor was given a fair and equal opportunity to engage in preliminary discussions throughout the process as listed within the specifications and not limited to the following: Selection of Finalists The Evaluation Committee will select and the Procurement Director will notify the finalist vendors. Only finalists will be invited to participate in the subsequent steps of the procurement process. The schedule for oral presentations will be determined at this time. Presentation by Finalists Finalist vendors will be required to present their proposals and demonstrate their offered products to the Evaluation Committee. The Procurement Director will schedule the time for each vendor presentation and demonstration. All presentations and demonstrations will be held in the Procurement Department, Room 605 or another site designated by the Procurement Director. Proposal Evaluation The Evaluation Committee will perform the evaluation of proposals. During this time, the Procurement Director may, at her option, initiate discussions with vendors who submit responsive or potentially responsive proposals for the purpose of clarifying aspects of the proposals, but proposals may be accepted and evaluated without such discussion. Discussions SHALL NOT be initiated by the vendors. Award Agreement After review of the Evaluation Committee Report, Augusta will offer award of the RFP to the vendor in which the proposal is deemed most advantageous, taking into consideration the evaluation factors set forth in the RFP. No minimum or maximum number of awards has been predetermined. Augusta is committed to ensuring equal opportunity to all qualified vendors and organizations wishing to provide services. We conduct a competitive and fair process—reviewing cost, quality and qualifications—in the procurement of goods and services necessary to meet the needs of our customers. On April 19, 2018, both Williams and Motorola were invited to do presentations for Phase 2 of the process. The Evaluation Committee ranked the presentation as follows: - Williams weighted scored of 40.0 - Motorola a weighted scored of 45.0 Each vendor was asked the same questions during the presentation in effort to evaluate the vendors fairly. As such, Williams was not denied an opportunity for equal and fair discussions with Augusta. V. Motorola’s proposal should be rejected as nonresponsive RESPONSE: Motorola’s proposal could not be rejected as nonresponsive as the Augusta Director of Compliance deemed both vendors eligible for award as meeting the assigned LSBOP Utilization Goal or providing evidence of completing good faith efforts on state and local funded projects. While the goal for RFP 18-120 was ten percent (10%), the Compliance Director found that Motorola had committed to a minimum of .51% LSBOP utilization and had satisfied the good faith efforts requirement. As stated in the Augusta Procurement Code, failure to meet the LSBOP Utilization Goal is not in and of itself determinative of responsiveness. Where a vendor can demonstrate evidence of good faith efforts in order to meet the LSBOP Utilization Goal, it sufficient evidence of compliance with the LSBOP requirements. (Augusta Procurement Code, Sec. 1-10-129). Based on such evidence of good faith efforts, Motorola’s proposal was deemed responsive. VI. An award to Motorola is in error, to the extent Augusta recommended an award based on material deviations from the RFP. RESPONSE: There were no material deviations from the RFP. The scoring was done in accordance with the Augusta Procurement Department’s established scoring procedures. Additionally, the Selection Committee was not arbitrarily staffed without representation for all user agencies involved. The Selection Committee included members from the Augusta Information Technology Department, the Richmond County Sheriff Department, the Augusta Fire Department, the Augusta Marshal Department, and the Augusta E-911 Department, all with experience as users, operators, and/or technicians of such radio systems. Lastly, the meeting that is referenced is not the meeting of any elected body or body appointed by the elected officials. It was an internal meeting of staff on the Selection Committee to conduct the evaluation of the vendors. As such, this meeting was not subject to the Georgia Open Meetings Act. VII. Award of the RFP to Motorola is the result of biased consulting by Engineering Associates, LLC, who was hired by Augusta for this RFP, but who has a history of engagements that result exclusively in Motorola procurements. RESPONSE: Williams merely makes an assertion of biased consulting by Engineering Associates, LLC, without any information to support such bias. The court case that was attached to Williams’ protest was merely a Complaint for Damages with unsubstantiated allegations. When the Augusta Procurement Director researched this case, it was found that this lawsuit had been dismissed with prejudice by the Barrow County Commission. As anyone is free to file a lawsuit and make allegations in a lawsuit, until the Court determines that there is some merit to the claims, these allegations remain nothing, but bare assertions. Williams has not provided any other evidence of bias by Engineering Associates, LLC, that would cause the Augusta Procurement Director to believe that this Engineering Associates, LLC was bias in its consulting. Moreover, Augusta did not arbitrarily choose Engineering Associates, LLC as its consultant on RFP 18-120. A Request for Qualifications was sent out to find a consultant to advise on RFP 18-120. As such, Engineering Associates, LLC was properly vetted through the Augusta procurement process and chosen as Augusta’s consultant on this project. VIII. Additional Information. Williams has on numerous occasions attempted to unduly influence and taint the Augusta Procurement Process. The language in RFP 18-120 clearly stated, “No organization is to discuss any aspect of this Request for Proposal with anyone other than Geri Sams, Procurement Director. This is to ensure that all prospective respondents have the same level of knowledge relative to the project as well as insuring the additional data is made available to all vendors. All questions must be submitted in writing by fax to 706 821-2811 or by email to [email protected] to the office of the Procurement Department by Wednesday, November 1, 2017 @ 5:00 P.M.” Williams appears to have violated this provision through the following means of contact: • Williams wrote letters to Commissioner(s) and Commissioners) Elect • Williams released information to the media improperly. • Williams wrote a note to a Commissioner(s) asking for a change in process from a Request for Proposal (RFP) to an Invitation to Negotiate (ITN). • Williams RELEASED an unsolicited proposal comparing fees; prior to the award Notice of Award was issued on September 26, 2018

Financial Impact: This is an approved SPLOST project. Capital funds are available in SPLOST VII GL 329-01-2110 JL216725901. This project is expected to be implemented within the current budgeted amount of $15,000,000.

Alternatives: None.

Recommendation: Deny the Protest of Williams Communications, Inc., regarding Request for Proposal (RFP) RFP Item 18-120 - 800 MHz Radio System for Augusta, Information Technology Department.

Funds are Available in the SPLOST VII GL 329-01-2110 JL216725901. Following Accounts:

REVIEWED AND APPROVED BY:

Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 12/11/2018 1:10 PM Naming Andrew A. Jefferson Amphitheater

Department:

Presenter: Commissioner Bill Fennoy

Caption: Motion to approve renaming the Lake Olmstead Stadium- the Commissioner Andrew A. Jefferson Amphitheater . (Requested by Commissioner Bill Fennoy)

Background:

Analysis:

Financial Impact:

Alternatives:

Recommendation:

Funds are Available in the Following Accounts:

REVIEWED AND APPROVED BY: