Public Safety Radio System RFP - Greenwich, Connecticut 7212 … · Web viewOnly proposals for a...

Town of Greenwich, CT

PUBLIC SAFETYLAND MOBILE RADIO SYSTEM

REQUEST FOR PROPOSAL #7212DEADLINE: JUNE 1, 2016 AT 3:00 PM

TABLE OF CONTENTS

1.0 INFORMATION AND INSTRUCTIONS FOR RESPONDENTS........................................11.1 Background Information...............................................................................................11.2 Turnkey Approach........................................................................................................11.3 Terms And Conditions.................................................................................................2

1.3.1 Issuing Authority.....................................................................................................21.3.2 Issuance of Addenda.............................................................................................21.3.3 Applicable Law.......................................................................................................21.3.4 Taxes.....................................................................................................................31.3.5 Packaging..............................................................................................................31.3.6 Pre-Proposal Conference......................................................................................31.3.7 Proposal Costs.......................................................................................................31.3.8 Contract Format.....................................................................................................31.3.9 Withdrawal of Proposals Prior to Deadline............................................................31.3.10 Withdrawal of Proposals After the Deadline..........................................................41.3.11 Proposal Security...................................................................................................41.3.12 Performance Bond.................................................................................................51.3.13 Non-Connecticut Contractors.................................................................................51.3.14 Insurance Requirements........................................................................................61.3.15 Prevailing Wage Rates; Construction Safety And Health Course..........................71.3.16 Indemnification.......................................................................................................91.3.17 Copyrights and Patents..........................................................................................9

1.4 Contractor Qualifications............................................................................................101.5 Project Manager.........................................................................................................101.6 Proposal Contents.....................................................................................................10

1.6.1 Respondent Profile..............................................................................................111.6.2 Technical Proposal..............................................................................................121.6.3 Cost/Pricing Proposal..........................................................................................12

1.7 Proposal Evaluation Process.....................................................................................131.8 Intent..........................................................................................................................141.9 Payment Terms..........................................................................................................141.10 Applicable Codes and Regulations............................................................................141.11 Construction Permits..................................................................................................151.12 Configuration Responsibility......................................................................................151.13 Prime Contractor Responsibility.................................................................................151.14 Work by Town or Town's Contractors........................................................................161.15 Warranties..................................................................................................................17

1.15.1 General................................................................................................................171.15.2 Warranty of Title...................................................................................................171.15.3 Warranty of Specifications and Performance.......................................................171.15.4 Equipment Warranty and Maintenance................................................................17

1.16 Final Acceptance.......................................................................................................172.0 TECHNICAL AND PERFORMANCE REQUIREMENTS.................................................18

2.1 General Requirements...............................................................................................182.2 Description of Desired System...................................................................................182.3 System Configuration Concept................................................................................. 192.4 Standard Compliance & Updates...............................................................................202.5 Coverage Requirements............................................................................................21

2.5.1 General................................................................................................................212.5.2 Service Area & Reliability.....................................................................................212.5.3 Coverage Design.................................................................................................21

ii

2.5.4 Coverage Predictions...........................................................................................212.5.5 Coverage Verification...........................................................................................222.5.5.1 Coverage Acceptance Test Plan.........................................................................222.5.5.2 Testing Methodology............................................................................................222.5.5.3 Post Processing & Evaluation..............................................................................23

2.6 System Facilities........................................................................................................232.6.1 General................................................................................................................232.6.2 Transmission Site Locations................................................................................242.6.3 Base Station Antenna Configuration....................................................................252.6.4 Public Safety Complex.........................................................................................25

2.7 Spectrum....................................................................................................................262.8 Dispatch Console Requirements...............................................................................26

2.8.1 General................................................................................................................262.8.2 Physical and Environmental.................................................................................262.8.3 Dispatch Console Equipment...............................................................................272.8.4 Dispatch Console Functionality............................................................................272.8.4.1 Modules................................................................................................................272.8.4.2 Patches................................................................................................................282.8.4.3 Simulselect...........................................................................................................282.8.4.4 Emergency...........................................................................................................292.8.4.5 Alert Tones...........................................................................................................292.8.4.6 Conventional Resources......................................................................................292.8.4.7 Instant Recall Recorder.......................................................................................302.8.4.8 Position Interaction..............................................................................................30

2.9 Simulcast Control and Distribution.............................................................................302.10 System Interconnection.............................................................................................302.11 System Protection Features.......................................................................................31

2.11.1 Redundant Control Equipment.............................................................................312.11.2 RF Channel Fault Detection.................................................................................312.11.3 Status Alarms & Reporting...................................................................................312.11.4 Interference Protection.........................................................................................322.11.5 System Failure Modes.........................................................................................322.11.6 UPS Equipment....................................................................................................332.11.7 Backup Power......................................................................................................33

2.12 System Administration Features................................................................................332.13 Conventional Analog Equipment................................................................................34

2.13.1 Fire VHF...............................................................................................................342.13.2 800 MHz Mutual Aid.............................................................................................342.13.3 Connecticut Hotline..............................................................................................35

2.14 Control Station Gateways..........................................................................................352.14.1 General................................................................................................................352.14.2 Westchester County UHF T-Band.......................................................................352.14.3 700/800 MHz P25 Interop....................................................................................35

2.15 Spare Equipment.......................................................................................................362.16 Integration of Existing Equipment..............................................................................36

2.16.1 Miscellaneous Control Station Gateways............................................................362.16.2 Audio Gateways...................................................................................................362.16.3 Computer Aided Dispatch (CAD).........................................................................362.16.4 Fire Station Alerting (FSA)...................................................................................372.16.5 User Equipment...................................................................................................372.16.6 Vehicular Repeaters............................................................................................372.16.7 Bidirectional Amplifiers.........................................................................................37

2.17 System Options..........................................................................................................37

iii

2.17.1 Smartphone Gateway..........................................................................................382.17.2 Additional Console Positions...............................................................................382.17.3 Additional User Licenses.....................................................................................382.17.4 ISSI......................................................................................................................382.17.5 P25 Data & GPS Location Mapping.....................................................................392.17.6 Link Layer Authentication.....................................................................................392.17.7 OTAR / KMF.........................................................................................................392.17.8 OTAP...................................................................................................................392.17.9 Logging Recorder................................................................................................402.17.10 User Radios.........................................................................................................412.17.10.1 General Requirements.........................................................................................412.17.10.2 User Equipment Options......................................................................................422.17.10.3 Portable Radios....................................................................................................422.17.10.4 Mobile Radios......................................................................................................432.17.10.5 Control Station Radios.........................................................................................442.17.10.6 Quantities and Pricing..........................................................................................45

2.18 Design Reviews.........................................................................................................452.18.1 Preliminary Design Review..................................................................................452.18.2 Final Design Review............................................................................................46

3.0 SYSTEM EQUIPMENT SPECIFICATIONS.....................................................................473.1 General......................................................................................................................473.2 Simulcast Equipment.................................................................................................473.3 Base Station Equipment............................................................................................473.4 Receiver Multicoupler/TTA Equipment......................................................................493.5 Transmission Line......................................................................................................493.6 Base Station Antennas and Combiners.....................................................................503.7 User Equipment.........................................................................................................51

4.0 INSTALLATION, TESTING, MAINTENANCE & WARRANTY........................................524.1 Equipment Delivery....................................................................................................524.2 Installation..................................................................................................................52

4.2.1 Installation Criteria...............................................................................................524.2.2 Installation Procedures / Implementation Schedule.............................................53

4.3 Acceptance Testing...................................................................................................544.3.1 General................................................................................................................544.3.2 System Installation Compliance...........................................................................554.3.3 Equipment Tests..................................................................................................554.3.4 System Operational Tests..................................................................................5564.3.5 Coverage Verification Tests...............................................................................5664.3.6 Thirty-Day Performance Test.............................................................................5664.3.7 Punch List............................................................................................................58

4.4 Documentation...........................................................................................................584.5 Training......................................................................................................................594.6 Final Cleaning & Equipment Removal/Disposal........................................................594.7 Final Acceptance.......................................................................................................604.8 Initial Warranty and Maintenance..............................................................................604.9 Extended Maintenance and Support..........................................................................60

Reply Sheets ……………………………………………………………………………64Attachments …………………………………………………………………………….74Exhibits…………………………………………………………………………………..82

iv

Public Safety Land Mobile Radio SystemREQUEST FOR PROPOSAL #7212

1.0 INFORMATION AND INSTRUCTIONS FOR RESPONDENTS

1.1 Background InformationThe Town of Greenwich, Connecticut currently operates a Motorola Type II Smartnet/Smartzone

hybrid digital trunked Public Safety Land Mobile Radio System. The radio system infrastructure

consists of six 800 MHz frequencies at each of four simulcast repeater sites. The primary radio

system control site and public safety dispatch center are located at a fifth site located at the

Greenwich Public Safety Complex at 11 Bruce Place. System controllers, comparators, and console

electronics are located in the "Radio Room" at the Public Safety Complex. The radio system

infrastructure and console equipment is approaching the end of its useful life and will be replaced

based on the contract resulting from this RFP.

The repeater sites and Public Safety Complex are interconnected through a combination of 11 GHz

and 18 GHz microwave circuits. The microwave equipment is also at end-of-life and is in the process

of replacement by the Town under a separate contract. The replacement equipment includes Alcatel-

Lucent 9500 Microwave Packet Radios which will provide connectivity between all sites.

The existing user radios are primarily comprised of various Motorola MTS, XTS, and XTL series units.

A small quantity of Motorola APX units are also in service. It is anticipated that the APX radios will be

retained and utilized with the replacement radio system. This RFP will entertain the optional

replacement of other existing user radios, but user radio replacement is not a requirement and will not

be a primary consideration in the proposal evaluation process.

1.2 Turnkey ApproachThe desired proposal is one in which the Contractor delivers, installs, and configures specified

equipment and provides training and documentation. This RFP specifies equipment and performance

standards. It is the Contractor’s responsibility to determine the specific hardware, software,

accessories, and services required to deliver a fully-functional system. The Town will not issue any

change orders based on the fact that a detail was omitted from the Contractor’s proposal. However,

the Town reserves the right to issue change orders for other reasons deemed necessary.

Public Safety Land Mobile Radio System Town of Greenwich, CTRequest For Proposal #7212 1

1.3 Terms And ConditionsIn addition to the Town’s standard terms and conditions that appear on the reverse side of the cover

page of this RFP, all of the following special terms, conditions and requirements shall also apply to

this procurement:

1.3.1 Issuing AuthorityMr. James Giarraputo Latham, CPPB, Senior Buyer has been designated to be responsible for

the conduct of this procurement. Any inquiries or requests regarding this procurement must be

submitted in writing to Mr. Latham to the address below by April 29, 2016 at 11:00 AM.

Town of Greenwich

Purchasing Department

101 Field Point Road

Greenwich, CT 06830

Fax: 1-203-622-7776

Email: [email protected]

1.3.2 Issuance of AddendaThe Town of Greenwich reserves the right to amend this solicitation by addenda. Addenda will

be posted to the Town’s website (www.greenwichct.org/bids) up to 48 hours in advance of the

bid/proposal’s due date and time. It is the respondent's responsibility to check the Town’s website for addenda. If in the Town’s opinion revisions are of such a magnitude, the

deadline for this solicitation may be extended in an addendum. In addition, addenda can

change specifications, reply sheets, and times and dates for prebid meetings as well as due

dates/deadlines for questions and bids/proposals. No notification of addenda issuance will be made other than on the Town’s website.

1.3.3 Applicable LawThe respondent shall acknowledge and agree that, should it be awarded the Contract, it shall be

solely responsible for strict compliance with all federal, state and local statutes, laws, codes,

rules, regulations and ordinances, and for the procurement and maintenance of all necessary

licenses and permits relating to the performance of services.


The laws of the State of Connecticut shall govern this Contract and any and all litigation related

to this Contract. In the event of litigation related to this Contract, the exclusive forum shall be the

State of Connecticut and the exclusive venue for such litigation shall be the Judicial District for

Stamford/Norwalk at Stamford.

1.3.4 TaxesThe Town of Greenwich is exempt from the payment of taxes imposed by the federal

government and or state of Connecticut, and such taxes shall not be in the prices.

1.3.5 PackagingEach proposal must be sealed to provide confidentiality of the information prior to the

submission date and time. The Town will not be responsible for premature opening of proposals

not properly labeled.

1.3.6 Pre-Proposal ConferenceAll potential respondents are strongly encouraged to attend the Pre-Proposal Conference

scheduled on 3/14/16 from 1:00 PM to 4:00PM in the Town Hall Meeting Room, Greenwich

Town Hall, 101 Field Point Road, Greenwich, CT 06830. All potential respondents are also

strongly encouraged to attend the formal visits of the work site locations on 3/15/16 beginning

@ The Greenwich Police Department at 9:00AM.

1.3.7 Proposal CostsThe respondent shall be responsible for all costs incurred in the development and submission of

this proposal, and for the cost of attending pre-proposal meeting and site visits.

Selected respondents may be required to present their proposals to the Evaluation Committee.

The costs of such presentations and interviews and transportation shall be borne solely by the

respondents.

1.3.8 Contract FormatThe Town of Greenwich has included, for reference by the respondents, in the Appendix to

this document, the sample contract format EXHIBIT C that will be used for this procurement.

1.3.9 Withdrawal of Proposals Prior to DeadlineA bidder wishing to withdraw a bid/proposal prior to the deadline may do so by preparing a

formal written request on company letterhead. The person who signs the letter must be the Public Safety Land Mobile Radio System Town of Greenwich, CTRequest For Proposal #7212 3

same person who signs the reply sheets. The Town will verify that the signature on the letter

matches the signature on the reply sheets.

The Town will also verify the request to withdraw the bid/proposal by calling the respondent at

the telephone number supplied on the reply sheets.

After the Town is satisfied that a request to withdraw a bid/proposal before the established

deadline is valid, the bid/proposal will be returned to the respondent. The respondent may then

withdraw completely from the bidding process, or may modify the proposal and resubmit

before the deadline.

1.3.10 Withdrawal of Proposals After the DeadlineIf bid security is required and a respondent does not honor his/her bid for the specified time,

the bid check shall become the property of the Town; or, if a bid bond was furnished, the bid

bond shall become payable to the Town.

After the bid/proposal deadline has passed, the submitted bids/proposals become the property

of the Town and are valid offers to be honored by the respondent for sixty (60) days or longer,

as specified in the Request for Bid/Proposal.

Respondents who do not honor their bids/proposals for the sixty (60) day (or as specified)

period, shall be declared irresponsible respondents.

1.3.11 Proposal SecurityEach proposal must be accompanied by a surety bond or certified Treasurer's or cashier's

check, drawn or issued by a commercial or savings bank, trust company or savings and loan

association and payable to the Town of Greenwich, Connecticut or by a surety bond prepared

on the form of surety bond attached hereto, ATTACHMENT A, duly executed and

acknowledged by the respondent, as principal, and by a surety company qualified to do

business in the State of Connecticut and satisfactory to the Town, as surety.

The proposal security shall be in the sum of $465,000.00 and shall be enclosed in the sealed

envelope containing the proposal. Each such check or surety bond may be held by the Town

as security for the fulfillment of the respondent's 'agreement' as hereinabove set forth and as

set forth in the respondent's proposal. Should the respondent fail to fulfill such agreements his

proposal security check shall become the property of the Town or if a surety bond was Public Safety Land Mobile Radio System Town of Greenwich, CTRequest For Proposal #7212 4

furnished, the bond shall become payable to the Town, as liquidated damages, otherwise, the

bid check shall be returned to the respondent as hereinafter provided, or if the security is a

surety bond, the bond shall become null and void.

1.3.12 Performance BondFor proposal greater than $100,000, the awarded contractor will be required to furnish a

Performance, Maintenance and Payment Bond on the Town of Greenwich form which follows

in the EXHIBIT D to this document in the amount of the Gross Sum of the contract, including

allowance for contingencies and extra work, and/or contract price within seven (7) days of the

award. The bond must be duly executed and acknowledged by said contractor as principal and

by a surety company qualified to do business under the laws of the State of Connecticut and

satisfactory to the Town, as surety, for the faithful performance of the contract and payment for

labor and materials. The contractor shall pay the premium for such bond.

For proposals greater than $100,000, a letter from the bonding company, stating that the Performance Bond can be obtained within seven (7) days of request, shall be provided with respondent’s proposal.

1.3.13 Non-Connecticut ContractorsThe Town of Greenwich is requiring that for construction proposals at or above $200,000 the

Nonresident Contractor must have obtained verified status from the Department of Revenue

Services in the State of Connecticut and provide a copy of the letter of verification with the

proposal. A respondent is a Nonresident Contractor if it does not maintain a regular place of

business in Connecticut.

The Town’s threshold of $200,000 is $50,000 lower than the State of Connecticut’s threshold

of $250,000 for the verification requirement.

The State of Connecticut Department of Revenue Services Special Notice, SN 2012(2) is

included with this Request For Proposals as EXHIBIT E. This document provides the full

definition of “Nonresident Contractor” and describes the State of Connecticut’s process for

verification. Any questions relating to the verification process can be directed to the phone

numbers given under the heading “For Further Information” on page 4 of Special Notice SN

2012(2).


It is recommended that potential respondents begin the State’s verification process as soon as

possible in order to have adequate time to receive the letter of verification and present it with

their proposal.

A proposal at or over $200,000 from a Nonresident Contractor will not be considered

responsive if the respondent has not achieved verified status at the due date and time for the

proposal. The exception to this requirement shall be if there has been one respondent only in

a particular procurement process or the Town determines that it is in its best interests to waive

this requirement. In this case, the Town reserves the right to modify this requirement.

However, any modification to this requirement shall be in compliance with the State of

Connecticut Department of Revenue Services Special Notice, SN 2012(2).

If the Town waives the verification requirement for a Nonresident Contractor, the Town shall

withhold 5% of all payments made to the contractor to cover taxes due to the State of

Connecticut. Payments withheld from the Nonresident Contractor may be released if proof of

verification status in the form of a letter of verification is received. Payments withheld from the

Nonresident Contractor may also be released to the contractor if the contractor has filed a

surety bond, Form AU-964 EXHIBIT F, with the Department of Revenue Services in the

amount equal to 5% of the total contract price including any change orders.

1.3.14 Insurance RequirementsThe awarded contractor will be required to provide insurance coverage as specified on the

Insurance Requirements Sheet, as included in the EXHIBIT A of this RFP. The ACORD

certificate of insurance form must be executed by your insurance agent/broker and returned to

this office. The most current Acord form should be used for insurance documentation

purposes. Company name and address must conform on all documents including insurance

documentation. It is required that the agent/broker note the individual insurance companies

providing coverage, rather than the insurance group, on the Acord form. The contract number

(provided to the awarded contractor), project name and a brief description must be inserted in

the “Description of Operations” field. It must be confirmed on the Acord Form that the Town of

Greenwich is endorsed as an additional insured by having the appropriate box checked off and

stating such in the “Description of Operations” field.

A letter from the awarded contractor’s agent/broker certifying that the Town of Greenwich has been endorsed onto the general liability policy as an additional insured is also mandatory. This letter shall be addressed to the Towns’ Director of Purchasing and


must follow exactly the format of the letter attached EXHIBIT B of this document. It must be signed by the same individual authorized representative who signed the ACORD form. Both the certificate of insurance and the letter must be signed with original ink “wet” signatures. If the insurance coverage required is provided on more than

one Acord certificate of insurance, then additional agent/broker letters are also required.

Contract development will begin upon receipt of complete, correct insurance documentation.

The Contractor shall be responsible for maintaining the above insurance coverages in force to secure all of the Contractor's obligations under the Contract with an insurance company or companies with an AM Best Rating of B+:VII or better, licensed to write such insurance in Connecticut and acceptable to the Risk Manager, Town of Greenwich. For excess liability only, non-admitted insurers are acceptable, provided they are permitted to do business through Connecticut excess line brokers per listing on the current list of Licensed Insurance Companies, Approved Reinsurers, Surplus Lines Insurers and Risk Retention Groups issued by the State of Connecticut Insurance Department.

The respondent shall submit with the proposal the signed, original “Insurance Procedure” form, ATTACHMENT C of this document, which states that the contractor agrees to provide

the specified insurance coverage for this proposal at no additional charge above any

insurance charge declared in the proposal.

1.3.15 Prevailing Wage Rates; Construction Safety And Health CourseExcept as noted below, the Contractor shall comply with the current provisions of Section 31-53

of the General Statutes of the State of Connecticut, EXHIBIT G, a part of which is quoted as

follows.

"The wages paid on an hourly basis to any person performing the work of any mechanic,

laborer or worker on the work herein contracted to be done and the amount of payment or

contribution paid or payable on behalf of each such person to any employee or welfare fund,

as defined in subsection (h) of section 31-53 of the General Statutes, shall be at a rate

equal to the rate customary or prevailing for the same work in the same trade or occupation

in the town in which such public works project is being constructed. Any contractor who is

not obligated by agreement to make payment or contribution on behalf of such persons to

any such employee welfare fund shall pay to each mechanic, laborer or worker as part of


such person’s wages the amount of payment or contribution for such person’s classification

on each pay day."

All contractors and subcontractors shall submit certified weekly payrolls, on forms furnished

by the Town, for all contracts meeting the aforementioned monetary limits. The certified

payrolls shall be submitted with the Contractor's monthly certificate for payment.

Section 31-55a of the General Statutes of the State of Connecticut provides that the prevailing

wage rates applicable to any awarded contract or subcontract are subject to annual

adjustments each July 1st for the duration of the project.

Each Contractor that is awarded a contract shall pay the annual adjusted prevailing wage rate

that is in effect each July 1st, as posted by the Department of Labor.

It is the Contractor’s responsibility to obtain the annual adjusted prevailing wage rate increases

directly from the Department of Labor’s web site. The annual adjustments will be posted on the

Department of Labor web page: www.ctdol.state.ct.us. For those without Internet access,

contact the division listed below.

The Contractor shall also furnish proof with the weekly certified payroll for the first week each

employee begins work that any person performing the work of a mechanic, laborer or worker has

completed a course of at least ten (10) hours in duration in construction safety and health

approved by the federal Occupational Safety and Health Administration in accordance with

Connecticut General Statutes Section 31-53b and regulations adopted by the State of

Connecticut Labor Commissioner.

The provisions of this section shall not apply where the total cost of all work to be performed

by all contractors and subcontractors in connection with new construction of any public

works project is less than four hundred thousand dollars ($400,000) or where the total cost

of all work to be performed by all contractors and subcontractors in connection with any

remodeling, refinishing, refurbishing, rehabilitation, alteration or repair of any public works

project is less than one hundred thousand dollars ($100,000).

Questions can be directed to the Contract Compliance Unit, Wage and Workplace Standards

Division, Connecticut Department of Labor, 200 Folly Brook Blvd., Wethersfield, CT 06109 at

860-263-6790.Public Safety Land Mobile Radio System Town of Greenwich, CTRequest For Proposal #7212 8

1.3.16 IndemnificationThe Contractor shall indemnify and save harmless the Town and its officers, agents, servants

and employees, from and against any and all claims, demands, suits, proceedings, liabilities,

judgments, awards, losses, damages, costs and expenses, including attorneys’ fees, on account

of bodily injury, sickness, disease, death or other damages sustained by any person or persons

injury or damage to or destruction of any property, directly or indirectly arising out of, relating to,

or in connection with the work called for in the Contract, whether or not due or claimed to be due

in whole or in part to the active, passive or concurrent negligence, fault or contractual default of

the Contractor, its officers, agents, servants or employees, any of its subcontractors, the Town,

any of its respective officers, agents, servants, or employees and/or any other person or

persons, and whether or not such claims, demands, suits or proceedings are just, unjust,

groundless, false, or fraudulent, and the Contractor shall and does hereby assume and agrees

to pay for the defense of all such claims, demands, suits and proceedings, provided, however,

that the Contractor shall not be required to indemnify the Town, its officers, agents, servants, or

employees, against any such damages occasioned solely by acts or omissions of the Town, its

officers, agents, servants or employees, other than supervisory acts or omissions of the Town,

its officers, agents, servants, or employees, in connection with the work called for in the

Contract.

1.3.17 Copyrights and PatentsLicense and/or royalty fees for the use of a process which is authorized by the contractor for the

Town’s use for the equipment provided in through this RFP must be reasonable and paid to the

holder of the copyright or patent, or authorized licensee, directly by the contractor and not by, or

through, the Town. If the contractor uses any other design, device or materials covered by

patent or copyright, it shall provide for such use by suitable agreement with the holder of such

patented or copyrighted design, device or materials. It is mutually agreed to and understood that,

without exception, the contract prices shall include all royalties or costs arising from the use of

such designs, devices or materials in any way involved in the system.

Where activities supported by this project produce original computer programs, writings, sound

recordings, pictorial reproduction, drawings, or other graphical representation and works of any

similar nature (the term computer program includes executable computer programs and

supporting data in any form), the Town has the right to use, duplicate, and disclose, in whole or

in part, in any manner, for any purpose whatsoever and have others do so. If the material is

copyrightable, the contractor may copyright such, and the Town reserves a royalty-free, non-Public Safety Land Mobile Radio System Town of Greenwich, CTRequest For Proposal #7212 9

exclusive, and irrevocable license to reproduce, publish and use such materials, in whole or in

part to authorize others to do so.

1.4 Respondent/Contractor Qualifications

The respondent/contractor shall have a minimum of five years of successful experience with

the design, supply, installation, and support of public safety radio systems that are similar in

scope to the system specified in this RFP.

The respondent/contractor shall be an authorized sales and service agency for the equipment being offered.

The respondent/contractor shall have or demonstrate the intent to develop an authorized service facility within 100 miles of Greenwich, Connecticut.

The respondent/contractor must supply adequate local staff and facilities to implement the radio system upgrade and provide ongoing service and maintenance after system acceptance as defined herein.

The respondent/contractor must be qualified to do business within the State of Connecticut.

1.5 Project ManagerThe Town will designate a project manager to serve as Town’s single point of contact for all technical

and implementation matters. Upon award of contract, the Contractor shall assign a project manager

who shall be the single point of contact for the Contractor and shall have the power to make decisions

concerning all technical and implementation matters.

1.6 Proposal ContentsThe respondent shall deliver one complete original proposal, and five (5) complete copies of the

proposal to the Purchasing Department before the deadline. Respondents should also include one CD

or Flash Drive containing a single consolidated PDF of the complete original proposal submission(s).

A proposal is defined as a written offer to provide the equipment and services in accordance with

requirements specified herein. To be compliant, the proposal must include:

1. A cover letter signed by owner or corporate officer, expressing the respondent’s intent to provide equipment, software and services as required in this RFP.

2. Proposal Security per §1.3.11. (see ATTACHMENT A)

3. Nonresident Contractor verification letter if applicable per §1.3.13. (see EXHIBIT E & F)

4. Insurance Procedure Form per §1.3.14. (see ATTACHMENT C)

5. A Respondent Profile per §1.6.1. (see ATTACHMENT B)


6. A Technical Proposal per §1.6.2.

7. A Cost Proposal per §1.6.3.

8. A project delivery and implementation schedule which defines project milestones referenced to contract award date.

Any proposal submission that lacks any of these components will not constitute a proposal, will not be

evaluated, and will not be eligible for contract award.

Only proposals for a complete Public Safety Land Mobile Radio System as defined in this RFP will be

accepted in response to this RFP. The Contractor will carry full, non-assignable, and non-delegable

responsibility for the technical and timely completion of all aspects of the project as defined in this

RFP.

1.6.1 Respondent ProfileThe respondent profile must provide information on the respondent’s firm or organization,

including the parent company, if applicable. In the specific order, it must provide the following

information:

1. Clearly define the qualifications of the firm including experience with similar projects.

2. An outline of the respondent’s proposed project organization including key project personnel and a statement of experience for each.

3. A description of how the respondent proposes to provide support and maintenance for the equipment and options outlined in this RFP.

4. Professional references for the respondent must be provided within the proposal. A list of Public Safety Radio System projects of similar size and scope must be provided. The respondent shall provide project information regarding project status of all referenced Public Safety Radio System projects. In addition to reference checks, the Town may investigate further to determine the ability of the respondent to provide the equipment, material, and/or services as required by this RFP and to determine the adequacy of the proposed equipment, material, and/or services. The respondent shall furnish, upon request and in a timely manner, during the evaluation process, all such data and information requested for this purpose.

5. The proposal shall include a list of all potential subcontractors and a description of the anticipated service and/or equipment, or software they may provide. Subcontractors shall be licensed to do business in the State of Connecticut and shall have extensive experience with the supply of hardware, software, or services proposed to be provided by said subcontractors. The experience, qualifications and technical support for each subcontractor shall be clearly stated. The proposal shall state the tasks and time commitments for each proposed


subcontractor. The respondent shall provide a list of all employees and subcontractors that will require access to Town’s facilities. These employees will be subject to a background investigation prior to approval for access to those locations. The Town shall have the sole authority and final approval on who can gain access into Town buildings/facilities including the contractor’s employees and subcontractors.

6. The respondent shall provide a preliminary outline demonstrating the respondent’s approach to organization and completion of the project encompassing all appropriate activities and milestones including those tasks, which are deemed to be the responsibility of the Town. Tasks shall be clearly identified as to whether they are the responsibility of the Contractor, a specified subcontractor, or the Town. The primary purpose of the outline is to obtain a general picture of the respondent’s approach to accomplishing the ultimate goal.

7. The respondent must provide a clearly stated description of their Problem Escalation Procedures that will be followed to support the timely implementation of the Public Safety Radio System. This detailed description shall identify management and technical resources proposed to support the Town in the event of equipment or personnel problems.

1.6.2 Technical ProposalA Technical Proposal must be submitted that encompasses all RFP requirements and options.

The Technical Proposal must be clearly divided so that each optional task or item described in

the RFP is completely distinguishable and may be considered separately. The Technical

Proposal shall include a “point-by-point” response to the RFP. The “point-by-point” response

shall specifically accept, clarify, or take exception to each numbered section of the RFP.

adequate documentation will receive a lower score on the proposal evaluation.

1.6.3 Cost/Pricing ProposalThe respondent shall complete and submit with the proposal the Pricing Reply Sheets As

included with this document. The completed Pricing Reply Sheets constitute the Cost/Pricing

Proposal.

All costs associated with implementing the proposed equipment, services, and options must

be included on the Pricing Reply Sheets. The respondent may add items to the Pricing Reply

Sheets if necessary to accommodate their proposal.


1.7 Proposal Evaluation ProcessProposals will be evaluated by the Evaluation Committee using the following criteria:

CRITERIA MAXIMUM POINTS

1. Features, functionality and quality of the equipment to be provided

30

2. Capability and capacity to complete the work on time and ability to fully service the Town’s needs

20

3. Equipment serviceability and future availability 204. Industry experience – especially in a mission-critical

environment demanding high reliability20

5. Pricing 10

Total 100

The Evaluation Committee members will read and grade (privately and individually) all responsive

proposals based on the evaluation criteria specified in this RFP. Each respondent will be ranked by

the Senior Buyer based on the Evaluation Committee’s scores of the proposals. The highest ranked

respondents will be identified as finalists.

The finalists may be interviewed by the Evaluation Committee: the interviews will be graded and the

finalists will be ranked based on the grades they receive for the interviews.

The financial strength of the highest ranked finalist(s) and the results of reference checks may also be

considered during the evaluation process. In addition, exceptions raised by the highest ranked finalist

(if any) will need to be reconciled to the mutual satisfaction of both parties.

If the Town elects to make an award for this project, the highest ranked responsive, responsible

finalist will receive the award.

The Town of Greenwich may elect to have individuals serve as observers and advisors during the

evaluation process. The observers and advisors will be permitted to read the proposals of the

finalists; will be permitted to attend the interviews; and will be permitted to ask questions at the

interviews. The observers and advisors will not be permitted to grade the proposals or the interviews.


1.8 IntentIt is the intent of this RFP and the resulting contract to describe a functionally complete project

resulting in a Public Safety Land Mobile Radio System and associated items and services. Any work,

materials, labor, expertise or equipment that may reasonably be inferred from the RFP and/or contract

as being required to produce the intended result will be supplied, whether or not specifically set forth

herein. When words which have a well-known technical or trade meaning are used to describe work,

materials or equipment, such words shall be interpreted in accordance with that meaning. Reference

to standard specifications, manuals, codes or recommendations of any technical society, organization

or association, or to the laws or regulations of any governmental authority, whether such reference be

specific or by implication, shall mean the latest standard specification, manual, code or laws or

regulations in effect at the time of contract award, except as may be otherwise specifically stated.

However, no provision of any referenced standard specification, manual or code (whether or not

specifically incorporated by reference in the contract documents) shall be effective to change the

duties and responsibilities of the Town, Contractor, or any of their subcontractors, consultants, agents

or employees from those set forth specifically in the Contract documents.

1.9 Payment TermsThe Contractor shall submit invoices for payment based upon completed project milestones. The

following payment schedule will be utilized unless otherwise negotiated.

10 % upon execution of contract 5% upon completion of design reviews 10% upon issuance of notice-to-proceed by Town 5% upon successful completion of factory staging testing 10% upon delivery of equipment 25% upon completion of equipment installation and inspection 15% upon successful completion of acceptance testing 20% upon final acceptance

Payment shall be due thirty (30) days following the date of Contractor’s invoice and verification of

completion of the project milestone by the Town. The Town shall be responsible for verification and

approval of Contractor’s invoice, which approval shall not be unreasonably withheld. Approved

invoices shall be paid via Electronic Funds Transfer (“EFT”).

1.10 Applicable Codes and RegulationsThe Contractor is responsible for compliance with all applicable codes and regulations including but

not limited to the latest versions of the International Building Code, National Electrical Code,

International Fire Code, and International Mechanical Code. The Contractor shall also be responsible


for compliance with applicable Environmental Protection Agency, Federal Communications

Commission, and Federal Aviation Administration regulations and any other codes or regulations

necessary for implementation of the Contractor’s proposal.

1.11 Construction PermitsThe Contractor shall be responsible for obtaining all necessary construction permits for system

installation and implementation. The Town will provide assistance in expediting the permitting

process. The Contractor will retain the ultimate responsibility for obtaining the appropriate construction

permits.

1.12 Configuration ResponsibilityContractor will be responsible for the configuration and integration of all equipment, systems and

services furnished under the Contract. Contractor will be solely responsible for the performance of the

delivered equipment. Any additional components not specifically identified in the Contract and its

attachments, but that is required in order to fulfill the requirements set forth under the terms and

conditions of the Contract, shall be provided and installed by the Contractor without additional charge

to the Town.

1.13 Prime Contractor ResponsibilityIf hardware, software and/or other services are supplied by subcontractors, it will be mandatory for the

Contractor to act as Prime Contractor for the procurement of the entire system and related services.

The Contractor shall be considered the sole point of contact with regard to contractual stipulations to

include payment of any and all charges, as the Town does not recognize subcontractors in this

instance. The Contractor will be responsible for meeting all other requirements of the specifications.

The respondent must clearly identify in the proposal the hardware and software which is not

manufactured, marketed and/or maintained by the Contractor.

The Town of Greenwich reserves the right to reject any proposal submitted by a joint venture unless

such joint venture satisfies the Town of its ability to obtain and furnish to the Town a performance

bond as per §1.3.12. The premium for such bond shall be paid by the Contractor. At the time of

submission of the proposal, the joint venture must provide a letter from the bonding company that the

joint venture is able to receive the required bond within one week after receipt of an award by the

Town, in the total amount of the contract price. The letter must be on the bonding company's

letterhead with name, address and telephone number.


Contractor shall provide documentation acceptable to the Town proving each subcontractor’s

qualifications, the number of, and the qualifications of, their personnel available for the contract work.

Contractor agrees to use only the subcontractors and personnel previously identified to the Town.

Assignment of different subcontractors and personnel other than identified will require written

permission from the Town. The Town reserves the right to disapprove, with reasonable cause, any

subcontractor and any employee.

Contractor agrees that it is fully responsible to the Town for the acts and omissions of its

subcontractors on the same basis as it is for the acts of omissions of persons directly employed by it,

and that failure of the Town to disapprove a subcontractor shall in no way relieve Contractor of such

obligations. Nothing contained in the Contract shall create any contractual relationship between any

subcontractor and the Town nor create any obligation on the part of the Town to pay, or to see the

payment of, any sums to any subcontractor. Contractor shall not write any subcontract at variance

with the conditions of the Contract documents.

The Contractor shall operate as an independent and not as an officer, agent, servant or employee of

the Town. The Contractor shall have exclusive control of, and the exclusive right to control, the details

of its operations hereunder, and all persons performing same, and shall be solely responsible for the

acts and omissions for its officers, agents, employees, contractors, and subcontractors. The doctrine

of respondent superior shall not apply as between the Town and Contractor, its officers, agents,

employees, contractors and subcontractors. Nothing herein shall be construed as creating a

partnership or joint enterprise between the Town and Contractor, its officers, agents, employees,

consultants, and subcontractors.

1.14 Work by Town or Town's ContractorsTown reserves the right to perform work related to this project and to perform or award separate

contracts in connection with other work at the sites. All such work and responsibilities shall be

identified in the Contract and/or Statement of Work. The Contractor shall incorporate and coordinate

the Contractor's work with work of Town and/or Town's separate contractors as required by the

Contract documents.

Costs caused by defective or ill-timed work shall be borne by the party responsible. If the Contractor

claims that delay or additional cost is involved because of such action by Town and/or Town's

separate contractors, the Contractor shall make such claims as provided in the Contract.


1.15 Warranties

1.15.1 GeneralThe provisions of this section are general warranty terms.

1.15.2 Warranty of TitleThe Contractor warrants to Town that it possesses good, clear and marketable title to all

equipment and materials provided hereunder and there are no pending liens, claims or

encumbrances whatsoever against said equipment and materials.

1.15.3 Warranty of Specifications and PerformanceThe Contractor warrants that all equipment, materials and workmanship furnished, whether

furnished by the Contractor, or its subcontractors and suppliers, will comply with the

specifications, drawings and other descriptions supplied or adopted and that all services will

be performed in a workmanlike manner.

Contractor shall be solely responsible for the performance of the delivered materials and

equipment. Contractor shall provide a working “system” that shall provide the equipment,

performance, and services as described in the RFP and the final Contract.

1.15.4 Equipment Warranty and MaintenanceAll equipment, materials, parts, and services shall be warranted against defects in design,

materials and workmanship for a period not less than one year as defined in §4.8. The initial

warranty period shall begin upon final system acceptance. The Contractor shall propose

pricing for two optional five-year maintenance periods as defined in §4.9 commencing after

expiration of the initial warranty period. The Proposal shall clearly define the terms, coverages,

and costs of the optional maintenance periods.

1.16 Final AcceptanceThe Contractor shall receive final acceptance upon completion of the following steps:

1. Submission of all documentation required by the RFP

2. Completion of all construction and installation required by the RFP

3. Completion of all services as required by the RFP

4. Successful completion of all acceptance testing required by the RFP

5. Submission of acceptance test reports


6. Submission of all documentation including final design and “as-built” drawings

7. Completion of all training programs

8. Final acceptance will be issued by the Town no later than thirty (30) days after successful completion of Items 1-7 above.

2.0 TECHNICAL AND PERFORMANCE REQUIREMENTS

2.1 General RequirementsThe Town is soliciting proposals from qualified firms to provide a new, turnkey public safety grade

radio system that meets or exceeds the needs and functional requirements of the system users as

stated herein. The respondent shall propose their system configuration to achieve the operational

requirements and shall be responsible for the method of accomplishing their proposed configuration.

Any deviation from the requirements shall be specifically noted as an exception in the Proposal. The

Town shall have the sole authority to determine compliance with the stated system requirements and

the acceptability of any stated exception(s).

The Proposal must comply with the following general standards without exception:

All equipment and services offered shall be of high quality and suitable for the intended purpose.

No discontinued, used, or refurbished equipment shall be supplied other than existing equipment specified herein as available for reuse.

The respondent shall be an authorized sales and service agency for the equipment being offered.

All equipment and devices proposed shall be current models with full manufacturer support.

All equipment proposed shall have available manufacturer support for a minimum of seven years after equipment has been discontinued or an end-of-life notice has been issued.

This section shall provide an operational description of the minimum requirements of the desired

system.

2.2 Description of Desired SystemThe requested radio system upgrade will replace the existing 4-site, 6-channel, 800 MHz simulcast

system described in §1.1. The anticipated system will utilize trunking technology and shall be

compliant with relevant TIA standards for APCO Project 25 (“P25”) systems. It is anticipated that up to

five radio site locations will be required to satisfy the coverage requirements and that simulcast

technology will be utilized to configure the fixed-site equipment for operation with the same frequency

pairs at all site locations. The new P25 simulcast radio system is expected to use the six frequency


pairs that are currently licensed to the Town per FCC call sign WNXR226. Due to growing capacity

requirements, it is expected that P25 Phase 2 TDMA technology will be utilized to provide two

"talkpaths" on each licensed RF channel. Depending upon the status of P25 Phase 2 standards and

user equipment compatibility testing at the time of deployment, the Town may elect to initially operate

in Phase 1 mode and convert to Phase 2 operations at a later date.

The system shall include integrated console equipment to replace existing dispatch console positions.

The system shall further include replacement of VHF Fire Paging infrastructure and the refresh of

various interoperability stations. The Town will provide a suitable IP backhaul system for

interconnection of all sites, controllers, and console equipment.

P25 Phase 2 operations will require the replacement of a majority of the user radio fleet. The

respondent is allowed to offer optional Phase 2 user equipment as defined herein or may elect to omit

user equipment from their Proposal.

2.3 System Configuration ConceptBased on the coverage and operational needs of the Town of Greenwich and its radio users, the

Town has performed preliminary system configuration activities and developed a tentative system

configuration. The Contractor shall evaluate and validate this system configuration concept. Per the

coverage and operational needs of the Town, available site locations, and available FCC spectrum,

the Town anticipates the following general system configuration:

Protocol: APCO P25 Phase 2 Trunked

Frequency Band: 800 MHz

Channels: Six (6)

Site Count: Approximately five (5) RF sites per Contractor’s design

Multisite Configuration: Simulcast

Capacity: Licensing for a minimum of 1500 user radios

Console System: Integrated console system with eight (8) positions

VHF Fire Paging System: Two (2) site, non-simulcast, analog conventional

Digital Logging Recorder: Optional digital voice recording system

User Equipment: Optional P25 Phase 2 user equipment

The trunked radio system shall be compliant with relevant TIA P25 Phase 1 and Phase 2 trunking

standards and shall utilize CQPSK simulcast modulation in Phase 1 mode and H-DQPSK simulcast

modulation in Phase 2 mode. The radio system shall utilize simulcast technology to configure the


radio system transmission sites for operation with the same six frequency pairs at all site locations.

The Contractor’s proposed simulcast solution shall incorporate all components necessary to provide

simulcast quality frequency stability, time synchronization, and modulation fidelity. The Town

anticipates the use of GPS technology to provide simulcast time synchronization and master oscillator

reference. Each simulcast channel shall utilize voter/comparator technology to ensure that the most

reliable receiver signal is selected at all times and distributed to the transmitters for rebroadcast.

The Town has identified existing RF site locations which will be made available to the successful

Contractor. Based upon preliminary coverage analysis, it is believed that at least one additional site

will be required to satisfy the coverage requirements presented in §2.5. The Contractor will be

responsible for evaluating the site locations presented in §2.6.2 and for determining the appropriate

site count and equipment configurations necessary to meet the coverage requirements.

The radio system shall include an integrated dispatch console system. The console system shall

support the following general features (see §2.8 for detailed console requirements):

P25-compliant Console Subsystem Interface (“CSSI”) or similarly featured proprietary interface Eight (8) dispatch positions PC-based workstations IP technology for workstation connectivity Support for P25-compliant AES encryption Interfaces for 16 interoperability stations Expansion capabilities for at least 12 total positions

The requirements for the VHF fire paging infrastructure and the refresh of various interoperability

stations are presented in §2.13. Optional components are described in §2.17.

2.4 Standard Compliance & UpdatesThe P25 system shall comply with relevant P25 standards for mandatory functions and standard

options. It is recognized that certain common, trunked radio system features such as priority scanning,

conventional failsoft, and over-the-air programming are not adequately addressed by existing P25

standards. The Proposal shall describe recommended proprietary features and associated user radio

capability considerations. Further, the manufacturer shall make all reasonable efforts to comply with

future P25 standards that address these and other proprietary features. It is anticipated that the

equipment manufacturer will make system software/firmware updates and enhancements available

from time to time. Any available system updates that address compliance with P25 standards for

Phase 2, priority scanning, conventional failsoft, or other features (standard or proprietary) included in

this offering shall be provided to the Town at no cost during system implementation and the Initial


Warranty Period described in §4.8. System updates offered during extended support and

maintenance coverage shall be addressed per the terms of those agreements.

2.5 Coverage Requirements

2.5.1 GeneralThe P25 Phase 2 simulcast system shall provide guaranteed coverage performance as

defined herein. Audio intelligibility of DAQ 3.4 shall be delivered per the service area, reliability

requirements.

2.5.2 Service Area & ReliabilityThe Town of Greenwich is responsible for all public safety services within its town limits.

GIS data layers of the town boundary in ESRI Shapefile format are available via the Internet at

the following public IP address: 74.123.201.79

The P25 radio system shall provide DAQ 3.4 performance to outdoor handheld portable radios

throughout 95% of the Greenwich town boundary (i.e., bounded-area reliability). Further, the

P25 system shall provide in-building service throughout 85% of the Greenwich town boundary.

In-building service is defined as a 10 dB signal level margin.

2.5.3 Coverage DesignCandidate radio sites are provided in §2.6.2. The Contractor is fully responsible for evaluating

the coverage performance of the candidate sites. It is anticipated that approximately five site

locations will be required to satisfy the coverage requirements. However, the Contractor is

encouraged to minimize cost and site count to the extent possible. The Contractor shall be

responsible for a system configuration which delivers the specified coverage requirements.

The Contractor shall optimize the system and provide any and all adjustments, modifications,

and/or enhancements needed to comply with the coverage requirements and successfully

complete the Coverage Acceptance Test; see §2.5.5.

2.5.4 Coverage PredictionsThe Proposal shall include preliminary coverage predictions showing compliance with the

coverage requirements herein. The coverage predications shall be prepared utilizing TIA TSB-

88-D methodology and shall demonstrate the bounded-area reliability requirements as defined

in §2.5.2. The portable radio performance calculations and coverage predictions shall assume


a body/antenna-loss factor of 9 dB. The system configuration and coverage predictions will be

revised during the Design Review process.

2.5.5 Coverage Verification

2.5.5.1 Coverage Acceptance Test PlanThe Proposal shall include a sample Coverage Acceptance Test Plan ("CATP"). The

sample CATP shall provide the methodology for conducting the Coverage Acceptance

Test and shall comply with the requirements herein. A final CATP will be developed by

the Contractor and submitted for approval at least thirty (30) days before the test is

scheduled to be performed. The Town will approve, conditionally approve, or reject the

test plan within fourteen (14) days of submittal.

Tests will not be considered valid unless the test plan has received prior approval and

the tests are monitored by the Town or its official designee(s). The Town reserves the

right to disapprove any tests or test results which do not conform with agreed upon

procedures and pass/fail criteria. If disapproved, it shall be the sole responsibility of the

Contractor to modify, correct, or repeat any such disapproved tests or test results to

the satisfaction of the Town.

2.5.5.2 Testing MethodologyThe CATP shall employ TIA TSB-88-D methods to conduct an automated drive test. It

is anticipated that the service area will be divided into uniform grids for evaluation

purposes. An automated drive test process will be utilized to measure and record GPS

position, signal strength, and Bit Error Rate ("BER") of the outbound simulcast signal.

Calculations will be performed to relate the outbound drive data to inbound

performance or methods shall be presented to perform statistically valid inbound

measurements. RF attenuators will be utilized as necessary to simulate portable radio

body blockage, building attenuation, and/or inbound path imbalance (if applicable).

Coverage data will be collected for all accessible grids within the specified service

area. It will be Town of Greenwich's responsibility to provide access to test grids. Grids

that are not made accessible to the Contractor shall be eliminated from the test. The

exclusion of inaccessible test grids is based upon practical limits of the testing process

but is not intended to reduce the overall coverage requirements. Contractors shall not

design their coverage to specifically exclude test grids that are not anticipated to have

publicly accessible roads. The Town is responsible for providing access to test grids


and reserves the right to provide such access to any test grid whether public roads

exist or not.

The coverage test plan shall include limited voice quality testing in not more than 5% of

the test tiles. The purpose of the voice testing is to demonstrate DAQ 3.4 performance

at a sampling of locations throughout the coverage area.

2.5.5.3 Post Processing & EvaluationSub-samples within a test grid shall be linearly averaged to determine the mean signal

level and average BER. DAQ 3.4 equivalent performance shall be defined by 2.4%

BER as specified in TSB-88-D for H-DQPSK modulation. A test grid shall be

designated as "Pass" if the average BER is 2.4% or less. The designated percentage

(95% outdoor & 85% with 10 dB building margin) of all accessible grids within the

designated service area must be declared "Pass" to comply with the coverage

requirements.

A test report shall be generated documenting the testing methodology, equipment

configuration, and results. The results shall include a statistical analysis of coverage

performance and coverage maps showing signal strength and BER results for each

test grid. The Contractor shall provide all the GPS, signal strength, and BER data in

comma-separated text (CSV) format.

2.6 System Facilities

2.6.1 GeneralThe Town’s conceptual configuration has identified site locations that will be made available to

support the fixed-site equipment. The Town will be responsible for providing electrical service,

grounding system, backup power, HVAC, and environmental alarm sensors at each site. The

Contractor will be responsible for routing of electrical circuits to their equipment, connection of

environmental sensors to the alarm monitoring system (see §2.11.3), and any grounding

system upgrades needed per their warranty and maintenance standards.

If the Contractor's site audit determines that other upgrades are needed for the site to be

viable, the Contractor shall provide such information to the Town. The Town will be

responsible for performing reasonable facility upgrades that may be necessary for utilization of

the site for the intended purpose. Once all site preparations and upgrades have been identified


and performed, the Contractor shall inspect the facility and certify its suitability for the intended

purpose. Any additional site preparation or upgrades required by the Contractor after site

certification will be the responsibility of the Contractor.

The Contractor's installation and cutover plans shall consider existing system equipment that

must remain in service until final acceptance. The Contractor will work with the Town to

develop equipment configurations and layouts as necessary to maintain existing system

functions during implementation. Installation plans may require temporary configurations that

are converted to final layouts after removal of obsolete equipment.

2.6.2 Transmission Site LocationsTable 1 in the attached appendix provides technical details for the existing site locations. The

Contractor may assume that the sites and antenna mounting heights will be available. If it is

later determined that sites or locations are not available, the Town and Contractor will work

together to assess the impact of any changes required.

The Butternut Hollow, Bruce Golf Course, and Greenwich Hospital locations are utilized with

the existing trunked radio system and it is anticipated that they will continue to be used with

the new system.

The existing radio site at 1111 E. Putnam Avenue is not a preferred location for the P25

system upgrade due primarily to low maximum antenna height and no opportunity to increase

it. The 1111 E. Putnam Avenue site will continue to remain available for use if no better

alternative is proposed. There is some potential for the development on a new site to replace

the 1111 E. Putnam Avenue at the nearby Interstate 95, Exit #5 gore area on property

currently owned by the State of Connecticut. Any new site location there would include a

monopole structure and equipment shelter to be developed at the expense of the Town of

Greenwich. Development efforts for this site have been planned but development is not

assured. Development efforts will not be implemented unless this site is identified as desirable

for the new system and no better alternatives to the 1111 E. Putnam Avenue site are

identified.

The site referred to as "Verizon Monopine", in the southwest corner of the municipality, is a

stealth antenna structure utilized by Verizon Wireless and other commercial providers. The

antenna structure and equipment shelter space is available to the Town through an existing

condition of zoning. The current system has known coverage deficiencies in the area of the Public Safety Land Mobile Radio System Town of Greenwich, CTRequest For Proposal #7212 24

“Verizon Monopine” and full exploration of the “Verizon Monopine” site as a new site with the

proposed P25 system, while not a requirement, may be beneficial.

If the Contractor cannot satisfy the coverage requirements specified in §2.5.2 with the

preferred site locations listed in Table 1, the Contractor shall take exception to the

requirements and specify alternate coverage reliabilities and guarantees that can be met. The

Contactor may utilize alternate and/or additional site locations in the system design if deemed

more advantageous. The inclusion of other/alternate sites in the proposed design must include

an evaluation of available space for antennas and equipment and projected lease rates.

It is anticipated that all site backhaul connectivity (new or additional) will be through additional

microwave paths utilizing Alcatel-Lucent 9500 MPR equipment identical to that currently being

deployed to existing sites in advance of this project. Any paths and associated equipment not

in place under the current system will be arranged and purchased by the municipality as the

Town’s current contract with Alcatel-Lucent permits the purchase of additional path

engineering and equipment. While microwave backhaul remains the Town’s highly preferred

backhaul methodology for all sites in the new system, if this is impractical or impossible at any

proposed (new) site, an alternative backhaul methodology will be jointly identified and

negotiated by the Contractor and the Town.

2.6.3 Base Station Antenna ConfigurationThe System Configuration Concept (see §2.3) anticipates that one transmit antenna and one

receive antenna will be utilized at each P25 transmission site location. The selected Contractor

is responsible for providing an antenna/filtering configuration that allows the system channels

to operate without internally generated interference or degradation. The acceptance test plan

shall include procedures to demonstrate that sufficient transmit-to-receive isolation and

interference protection has been provided.

2.6.4 Public Safety ComplexThe Public Safety Complex at 11 Bruce Place hosts the dispatch center, existing radio system

control equipment, and various interoperability stations. The existing "Radio Room" is

available for system control equipment and dispatch console equipment. The "Microwave

Room" in the penthouse contains various interoperability stations that will remain in service;

see §2.16.1. Associated antenna systems are mounted on the parapet walls.

The existing Dispatch Center will be utilized with the replacement radio system. The

Contractor will be responsible for all cabling necessary to support the dispatch console


equipment proposed. The Town will be responsible for providing all workstation furniture, AC

power, HVAC, and Ethernet connectivity as necessary to support the Contractor’s

configuration. The console equipment shall be integrated with the existing furniture with

minimal exposed equipment and wiring. The Contractor shall provide all materials and

equipment necessary to provide a complete and functional dispatch console system as

defined in §2.8.

2.7 SpectrumThe System Design Concept assumes that the six existing 800 MHz channels will be utilized for the

P25 system. These frequencies are authorized per FCC call sign WNNM890 for the four existing site

locations. A preliminary frequency analysis indicates that service and interference contours can be

expanded to accommodate the requested coverage requirements. The Contractor will be responsible

for all frequency coordination, coordination fees, and FCC license modifications necessary to

implement their proposed design.

The two-channel, non-simulcast, analog, conventional VHF Fire system described in §2.13.1 operates

under FCC call signs KGW738 and KCG717. The replacement system is assumed to be a one-for-

one replacement without the need for FCC license modifications. If the Contractor's solution requires

relocation or modification of the FCC licensed parameters, the Contractor shall be responsible for all

frequency coordination, coordination fees, and FCC licensing.

2.8 Dispatch Console Requirements

2.8.1 GeneralThe radio system shall be deployed with integrated, IP-based dispatch consoles. Console

connectivity to the P25 system shall use a direct IP interface, allowing consoles to be located

wherever radio system IP network connectivity is present. Seven dispatch console positions

will be located in the dispatch center. An eighth console position shall be placed at the main

desk at the entry point of the Public Safety Complex. The console system shall be expandable

to support additional console positions deployed at other IP-connected locations.

2.8.2 Physical and EnvironmentalDispatch console equipment shall be powered from 115 VAC at 60 Hz. The Contractor shall

specify electrical requirements. The computer for each console position shall be dedicated to

radio console functionality. The unit shall be compact and designed to minimize physical

footprint and space requirements. The Contractor shall provide mean-time between failure Public Safety Land Mobile Radio System Town of Greenwich, CTRequest For Proposal #7212 26

(“MTBF”) specifications of the console computer. The Town will provide UPS-protected power

circuits and backup power for all equipment placed at the Public Safety Complex. The

Contractor will work with the Town to develop an equipment layout to support the proposed

console equipment and allow for an efficient cutover from the existing console system.

2.8.3 Dispatch Console EquipmentEach dispatch console position shall include the following equipment:

Dedicated computer

22" 1920x1080 resolution 16:9 LCD monitor

Optical trackball pointing device

Dual headset jack

Footswitch (heavy-duty and non-skidding)

Dual speakers - one select audio speaker and one unselect audio speaker. The console shall support the ability to utilize up to total four speakers with user-definable audio routing

Desktop microphone

2.8.4 Dispatch Console FunctionalityEach console position shall support P25-compliant AES encryption and shall be configurable

such that all talkgroups, channels, and functions are available. User preferences, screen

configurations, and software features for the positions shall be field-programmable through

firmware or software. The console shall be able to support multiple user-definable screens,

allowing customization of types and locations of resource modules on each screen, including

module color. The console shall display system related messages including emergency calls,

patches, and simulselect.

2.8.4.1 ModulesThe console shall support and display audio communications modules, where a

module is a defined space or box that permits voice communications and control of a

given radio resource. A module shall be programmable to support communication with

one or more entities, which could include:

A trunking talkgroup

An individual call

A conventional channel

A radio gateway


Another console

Status (inbound data messaging)

Paging (outbound data messaging)

Auxiliary I/O (bi-directional data messaging)

The console shall support a minimum of 200 different modules. If a module is in use at

one console position, a busy indicator shall be displayed at the other console positions

in the system. For received calls, an alias (alpha-numeric representation of the user

radio) and unit ID shall be displayed in the appropriate module. Each module shall

have its own volume adjustment. The console shall be capable of muting individual

modules or all unselected modules. The console shall be able to display the call

history of a particular module. The call history display shall place the most recent call at

the top of a scrollable list of at least five entries. The console shall also display a

comprehensive call history for each module, including up to the 100 most recent calls.

2.8.4.2 PatchesThe console shall support patches, which involves temporarily combining two or more

modules. A patch merges the entities into a super group, such that each member hears

every other member. All users and groups patched together shall be able to

communicate with each other. Super groups created from multiple talkgroups on the

P25 system shall consume a single radio talkpath resource for all participants. Each

console shall be able to support up to eight active patches with up to eight participants

(talkgroups and/or channels) each. The Contractor shall identify the number of patches

that can be preprogrammed and stored.

2.8.4.3 SimulselectThe console shall support simulselect, which involves temporarily summing two or

more module outputs at the console position. Simulselect merges the operator's output

to simultaneously transmit on the selected modules but does not create a super group.

Each console shall be able to support up to three active simulselects with up to six

entities each. The Contractor shall identify the number of simulselects that can be

preprogrammed and stored.

2.8.4.4 EmergencyDuring emergency calls, the console shall give both visual and audible alerts. The

module and page with the emergency shall be displayed in red. The module and the Public Safety Land Mobile Radio System Town of Greenwich, CTRequest For Proposal #7212 28

call history shall display the alias of the unit declaring the emergency. Further, the

emergency shall be displayed in the system information panel. If an emergency is

declared while a previously declared emergency remains active, the following shall

occur:

a) Same talkgroup: If the original emergency has not been acknowledged, the

console shall display a counter with the emergency message to indicate the

number of emergencies for the same talkgroup. The declaring alias shall be

displayed in the appropriate call history.

b) Different talkgroup: The new emergency shall be declared and both emergency

conditions shall remain active. Both modules shall be red. The declaring alias

shall be displayed in the appropriate call history display.

The dispatch console shall be able to declare an emergency and clear an emergency.

2.8.4.5 Alert TonesA dispatch operator shall be capable of transmitting audible alert tones on a selected

module. A minimum of ten distinct alert tones shall be available. The alert tones shall

be encoded such that the tones are accurately reproduced on both analog and P25

field units.

2.8.4.6 Conventional ResourcesThe console shall be able to control compatible conventional stations and trunked

control stations. Functions shall include:

a) Select the station’s transmit/receive frequency pair or talkgroup from a pre-

defined list.

b) Enable/disable repeat functions on repeater stations.

c) Enable scan of selected channels of a multichannel station.

d) Toggle between main conventional base stations and standby conventional

base stations.

The console system shall utilize a high fidelity PCM vocoder that can carry complex

paging tones (outbound calls) and preserve voice quality in marginal RF conditions on

analog channels. The system shall properly encode calls that are routed to, or include,

P25 users.


2.8.4.7 Instant Recall RecorderThe console system shall provide an Instant Recall Recorder ("IRR") function to allow

for the quick replay of any call on any un-muted module on the console position. Calls

may be selected for replay from the console's call history screen. The IRR shall provide

instant access to call audio for at least the previous 30 airtime-minutes of call history.

The Proposal shall describe IRR features and capacity.

2.8.4.8 Position InteractionThe console position shall be capable of muting audio from other console positions.

Two console operators shall be able to communicate through an intercom feature. No

radio resource shall be utilized during the inter-console communication.

2.9 Simulcast Control and DistributionThe transmission system shall be specifically designed for simulcast operations. The system must

include all equipment necessary to distribute time-synchronized voted audio to the transmission sites

and provide the required transmitter frequency stability, deviation stability, modulation fidelity, and

transmitters launch time synchronization. It is anticipated that the transmission and frequency

synchronization system will be GPS disciplined.

The simulcast control and receiver voter/comparator mechanisms shall be redundant and

geographically separated. A single "control point", "prime site", or "master station" architecture is not

acceptable and shall not be proposed.

2.10 System InterconnectionThe Town of Greenwich will provide a microwave IP backhaul system for interconnection of

transmission sites, control sites, and dispatch center. The Town is in the process of replacing existing

microwave paths with Alcatel-Lucent 9500 MPR series equipment. That system will be expanded as

needed to provide the backhaul paths required to support the Contractor's design. It is assumed that

all control equipment will be located at the transmission sites or Public Safety Complex.

The Proposal shall specify connectivity paths, bandwidth, latency, jitter and other relevant

requirements and parameters for the backhaul system. The Contractor shall work with the Town to

develop configuration and integration details for the IP backhaul system.


2.11 System Protection Features2.11.1 Redundant Control Equipment All controller equipment that is necessary to maintain trunking functions, console

communications, and simulcast operations shall be redundant and geographically separated.

The system shall be configured such that a failure in any critical component, link, or application

in the active control equipment shall result in automatic detection of the fault and failover to

redundant equipment as necessary to maintain normal system operations. The fault detection

and failover mechanism shall not result in the loss of any system functions for longer than 30

seconds. The Proposal shall describe in detail the architecture of the control equipment, fault

detection mechanisms, and failover times.

2.11.2 RF Channel Fault Detection The P25 system shall continuously monitor for errors and faults in the individual RF base

stations. The detection of an error with any base station serving as a trunking control channel

shall result in the automatic assignment of an alternate RF channel to takeover all control

channel functions. The RF channel group in error shall be removed from service until the fault

condition has cleared. Once the fault condition is clear, the RF channel group will be returned

to service as a voice channel.

System behavior in the event of errors with voice channels shall be configurable. The system

shall support options to remove a complete channel group from service due to a fault with any

one base station in the group, or shall be configurable to allow the channel group to remain in

service with reduced coverage.

2.11.3 Status Alarms & Reporting The system shall include an alarm, status, and reporting subsystem that will monitor system

health and report status alarms. All alarms and status information shall be delivered to a

centralized application and shall include:

Real-time information regarding system faults Real-time information regarding environmental and status alarms Alarm classification (critical, major, status, etc.) Forwarding of user-selected alarms to email and commercial text devices Viewing of alarm history

Alarms at transmission sites shall include:

Repeater status Control channel status


Status of all data links Status of antenna system (VSWR) Status of tower top amplifier (if applicable) Failure of AC power Failure of UPS power Site or rack intrusion alarm Environmental alarms Generator alarms

The Proposal shall include a detailed description all alarm, status, and reporting features.

2.11.4 Interference ProtectionThe system configuration provided by the Contractor shall include all necessary devices

required to prevent interference to and from system equipment.

No base station or control station transmitter in the system shall cause measurable

degradation to any receiver in the system. Further, all receivers must operate free of

measurable degradation with all co-located transmitters active. System testing will include

measurements to demonstrate interference protection.

The design shall include system alignment and optimization in order to minimize simulcast

interference in coverage overlap areas. The design review must include predictions of

simulcast performance and demonstrate that any interference areas that will remain after

system optimization will be positioned in non-critical areas.

2.11.5 System Failure ModesThe Proposal shall provide a detailed discussion of all possible system failure modes and shall

define the system's operational capabilities and limitations which may result from these failure

modes. Particular attention should be paid to the system’s ability to remain functional due to

the following failures:

GPS timing system failure Master oscillator failure Voter/comparator failure Interconnection circuit failure Transmitter failure Control channel failure Receiver multicoupler failure Tower top amplifier failure


Simulcast controller failure Trunking controller failure

The discussion shall include typical and maximum fault detection and failover times associated

with redundant controller equipment. System acceptance testing shall demonstrate that each

of these failures results in system recovery within the maximum failover time.

2.11.6 UPS EquipmentAll fixed-site equipment provided by the Contractor shall be protected by Uninterruptable

Power Supply (“UPS”) devices. The operating load of the equipment protected by the UPS

shall not exceed 70% of the UPS capacity, assuming power outage duration of 480 minutes.

All supplied UPS equipment shall include alarm features and a by-pass switch for service and

maintenance.

The Public Safety Complex is equipped with a high capacity UPS system. The Contractor may

assume that all console, logging recorder, and system equipment (if any) located at the facility

will utilize existing UPS equipment. The Town will be responsible for any UPS upgrades that

may be required to support equipment at this location.

2.11.7 Backup PowerThe Town will provide backup generators at all equipment locations. Generator status alarms

shall be integrated into the system alarm, status, and reporting subsystem described in

§2.11.3.

2.12 System Administration FeaturesThe P25 system shall include system administration features to allow trained city staff to manage

resources and generate activity reports. The system administration application(s) shall include secure

remote access to authorized users. Features shall include:

Add/remove/modify users Add/remove/modify talkgroups Modify access privileges Unit enable/disable Unit status User database backup Talkgroup structure and configuration backup System configuration backup System activity reports System capacity and airtime utilization reports


The Proposal shall include a description of system administration features and any relevant options.

2.13 Conventional Analog Equipment2.13.1 Fire VHFA two-channel VHF tone and voice analog paging system is maintained for notification of

volunteer firefighters. The primary paging transmitter is a Motorola Quantar repeater located at

Greenwich Hospital and licensed to the Glenville Fire Company under FCC call sign KGW738.

A standby Quantar on the same frequency pair is located in the Microwave Room at the Public

Safety Complex. Dispatch operators can select between the primary and secondary stations.

A separate VHF paging channel and associated transmission equipment is located at the

Sound Beach Fire House. This system utilizes a Motorola MTR2000 base station operating on

a simplex frequency per FCC call sign KCG717. Both VHF channels support analog two-way

voice communications and serve as backup resources in the event of trunked system failures.

The system shall include replacement of the VHF transmission equipment (three base stations

and associated transmission lines, filters, antennas, etc.). The equipment will be integrated

into the replacement console system utilizing existing E&M 4-wire circuits. Existing VHF user

equipment will remain in service. The Fire VHF system is considered a one-for-one

replacement and shall be configured to provide equivalent performance as the existing Fire

VHF system. There is no specific VHF coverage requirement.

2.13.2 800 MHz Mutual AidA multichannel NPSPAC conventional base station is located at the Greenwich Hospital site.

The base station utilizes a dedicated transmit antenna and shares a receive antenna with the

existing trunked radio system. The multichannel station is capable of operations on any of the

four 800 MHz NPSPAC tactical repeater pairs (8TAC91, 8TAC92, 8TAC93, and 8TAC94)

based upon channel selection at the dispatch console. The existing multichannel base station

shall be replaced. The existing transmit antenna system may be used following confirmation

that it remains in good working order. It is assumed that the base station receiver will share a

receive antenna system with the replacement trunked radio equipment. If the Greenwich

Hospital site is not utilized in the P25 design, the multichannel repeater system shall be

relocated to the nearest P25 site location as mutually agreed upon by the Town and the

Contractor. The base station and multichannel control shall be integrated into the replacement

console system. The equipment is considered a one-for-one replacement and shall be


configured to provide equivalent performance as the existing 800 MHz Mutual Aid system;

there is no specific coverage requirement for the replacement equipment.

2.13.3 Connecticut HotlineThe "Connecticut Hotline" is a low band base station operating on 39.46 MHz. The existing

Motorola Micor station is located at the Greenwich Hospital site and shall be replaced. With

limited low band base stations options available, it is anticipated that a mobile unit with a

power supply and external power amplifier will be utilized. The equipment is considered a one-

for-one replacement and shall be configured to provide equivalent performance as the existing

100 watt station; there is no specific coverage requirement for the replacement equipment.

2.14 Control Station Gateways2.14.1 GeneralIntegration of existing control station gateways are described in §2.16.1. The following new

control station gateways shall be added in "Microwave Room", which located in the penthouse

of the Public Safety Complex. Associated antenna systems shall be installed on the parapet

wall in the vicinity of other existing antennas. The Contractor's antenna layout and design shall

consider the existing control station radios and antenna systems and provide interference

protection as needed. The control station gateways shall be interfaced with the replacement

console system and provide talkgroup selection via console positions.

2.14.2 Westchester County UHF T-BandWestchester County operates a Motorola SmartZone system in the UHF T-Band. The

Proposal shall add one (1) SmartZone compatible control station with programming for up to

eight Westchester County talkgroups.

2.14.3 700/800 MHz P25 InteropThree (3) general-purpose 700/800 MHz P25 control station radios shall be added. The units

shall be capable of Phase 1 and Phase 2 operations and include AES multikey capability. The

console interface shall include selection of at least four separate P25 systems with eight

talkgroups each.

2.15 Spare EquipmentThe Proposal shall include a recommended package of spare equipment for support and maintenance

of the system. The respondent shall provide a detailed description of the recommended spares

package and provided associated pricing. Public Safety Land Mobile Radio System Town of Greenwich, CTRequest For Proposal #7212 35

2.16 Integration of Existing Equipment2.16.1 Miscellaneous Control Station GatewaysThe "Microwave Room" at the Public Safety Complex houses five existing Motorola XTL5000

multichannel control stations. These consist of:

Two (2) UHF conventional Two (2) VHF conventional One (1) 800 MHz Smartnet

A Motorola APX7500 consolette is also located in the Microwave Room and provides

connectivity to P25 talkgroups on the "UASI" interoperability zone of the State of Connecticut

system. The control stations are connected to the existing console system via tone remote

interface with channel/talkgroup selection control. These existing control station radios shall be

interfaced with the replacement console system and include channel/talkgroup selection from

console positions. Existing antenna systems and audio/control circuits may be reused. Any

programming changes required for the existing control station units will provided by the Town.

2.16.2 Audio GatewaysFour-wire audio circuits are used for console connections to the following remote resources:

Westchester County Hotline State of Connecticut Stamford Connecticut

In each case, a four-wire audio circuit is connected between the Greenwich console system

and a console system on the remote end. The circuits are used to establish connectivity

between console operators and to execute audio patches with selected talkgroups or radio

resources on each end. The functionality shall be duplicated with the replacement console

system utilizing the existing audio circuits.

2.16.3 Computer Aided Dispatch (CAD)The Town's computer aided dispatch ("CAD") system is the Law Enforcement Administrative

System ("LEAS") software suite from NexGen Public Safety Solutions. The existing CAD

system will remain in operation with the P25 radio system. The respondent shall provide

detailed information about CAD interface features and functions and the ability to integrate call

information, status messages, and GPS location data into the existing CAD environment.


2.16.4 Fire Station Alerting (FSA)The Town utilizes Zetron IP FSA, which was implemented in 2011. The existing FSA system

will remain in operation with the P25 radio system.

2.16.5 User EquipmentApproximately 60 Motorola APX series mobiles and portables will be retained. The Town shall

be responsible for alignment and reprogramming of all user equipment for operations on the

proposed P25 system. The Contractor shall certify that the existing radio models are

compatible with the proposed radio system and configuration. The Contractor shall provide

programming and alignment parameters for APX units as necessary for operations on the

proposed P25 system. The Contractor shall assist with investigations and troubleshooting in

the event that user radio compatibility issues are discovered during implementation and

system cutover.

2.16.6 Vehicular RepeatersThe Greenwich Fire Department maintains 12 Futurecom DVRS vehicular repeaters, which

operate in simplex mode on a 700 MHz frequency. The Futurecom units are connected to

trunked mobiles and repeat local fireground traffic onto a trunked talkgroup. These units will be

retained and integrated with replacement mobile radios in the associated vehicles. The Fire

Department may elect to operate the Futurecom devices in analog or P25 mode. The Town

shall be responsible for any alignment and reprogramming required for the existing units.

2.16.7 Bidirectional AmplifiersThe Town owns and operates bidirectional amplifier (“BDA”) systems in the Public Safety

Complex and Greenwich High School to enhance coverage performance in these facilities.

The Contractor shall inspect these existing BDA systems and determine their suitability for

continued operations after system cutover.

2.17 System OptionsThe respondent shall provide detailed information and complete pricing for all of the following system

options within the cost/pricing proposal. The Town will determine which (if any) options will be

accepted and added into the contract. Each option shall be clearly defined and priced in the Proposal.

2.17.1 Smartphone GatewayThe respondent shall include in the proposal an optional gateway and device application that

provides the ability to utilize smartphones, tablets, and personal computers to access radio Public Safety Land Mobile Radio System Town of Greenwich, CTRequest For Proposal #7212 37

system talkgroups and operate as a user radio on the P25 system. The Proposal shall detail

the system’s ability to interface to 3G/4G wireless commercial networks and the Internet to

support P25 calls with Android, Apple iOS, and Windows devices. The narrative shall describe

the system’s ability to transmit voice, encrypted voice, location, and status between devices

and radio users on the network. The narrative shall also describe network security and firewall

features. The option should include pricing for all gateway hardware, network security

hardware/software, services, and licensing for at least 200 user devices and 20 system

talkgroups. The Proposal shall describe the licensing structure and associated costs for

additional users and talkgroups.

2.17.2 Additional Console PositionsDispatch console requirements are described in §2.8. The Proposal shall include per unit

pricing for additional console positions including all hardware, software, licensing, and

services.

2.17.3 Additional User LicensesThe system shall include licensing for a minimum of 1500 user radios per §2.3. The Proposal

shall describe the licensing structure and associated cost for additional users that can be

added to the system as an option.

2.17.4 ISSIThe Proposal shall include an optional P25-compliant Inter Subsystem Interface (“ISSI”) to

support network-level connectivity with the Stamford P25 system and the UASI/State of

Connecticut P25 System. The ISSI connection shall support the following minimum feature

set:

Group calls P25 Unit ID AES encrypted calls Emergency calls

The ISSI connections will be utilized to establish mutual aid talkgroups that are common to the

Town of Greenwich and two remote P25 systems. ISSI configuration tools shall allow for

management of resources and capacity on a site, channel, talkpath, and talkgroup basis. The

ISSI shall support future upgrades to allow for unit registration and affiliation via ISSI mobility

features. Each connection must support a minimum of four simultaneous talkpaths and a

minimum of 10 talkgroups. It is understood that the remote systems must be similarly


equipped with ISSI hardware, software, and licensing. The Contractor shall support ISSI

integration with the remote systems and shall coordinate with system administrators and

equipment providers as needed to facilitate ISSI connectivity, testing, troubleshooting, and

optimization.

The ISSI option shall describe the licensing structure and associated cost for additional ISSI

talkpaths and system connections.

2.17.5 P25 Data & GPS Location MappingThe Proposal shall include information regarding options, cost, and capacity impact associated

with implementation of P25 data capabilities for GPS tracking of public safety radio units. GPS

mapping may be performed with the existing CAD system (see §2.16.3) or a separate

mapping application.

The Proposal shall include mapping options and associated costs if available.

2.17.6 Link Layer AuthenticationThe Proposal shall include information regarding current or future support of P25-compliant

Link Layer Authentication ("LLA") per TIA 102-AACE. The discussion shall include

requirements for user radios and methods for supporting legacy user equipment without LLA

capabilities. If LLA is provided as a system option, include pricing information.

2.17.7 OTAR / KMFThe Proposal shall include information and pricing for the support of P25-compliant over-the-

air rekeying ("OTAR") of appropriately equipped user radios. OTAR pricing shall include a

P25-compliant Key Management Facility ("KMF") for management and wireless distribution of

AES keys.

2.17.8 OTAPThe Proposal shall include a description of available features and support for over-the-air

programming ("OTAP") of user radios. Radio compatibility limitation, optional system

components/features, and associated pricing shall be described in detail.

2.17.9 Logging RecorderAn optional digital logging recorder system shall be included. The optional logging recorder

shall interface with the trunked radio system and capture radio and console conversations. Public Safety Land Mobile Radio System Town of Greenwich, CTRequest For Proposal #7212 39

Playback and reporting interfaces shall include search and filter by date, time, user ID, and/or

talkgroup ID. The logging recorder system shall interface with and record all other radio

resources connected to the console system including conventional base stations and

interoperability control stations. The proposed logging recorder system shall interface with and

record all traffic on specified analog and VoIP telephones, including relevant ANI/ALI

metadata. The logging recorder system shall include all hardware, interfaces, software,

services, and license fees. Logging recorder requirements include:

1. Recording capabilities for the following:

Ninety-six (96) P25 talkgroups (including AES encrypted talkgroups) recorded digitally with talkgroup ID and user ID identification

Twenty (20) IP phones at Public Safety Complex operating in a locally-hosted NEC VOIP environment.

Fourteen (14) analog lines for recording 911 calls at Telecommunicator positions

Sixteen (16) conventional resources including base station radios and control station radios (conventional and trunked)

Four (4) client licenses for playback, search, replay archiving, and creation of evidence CD/DVD discs

2. Must be certified by the P25 radio system manufacturer as compatible.

3. The system recording module must support expandable hot swap storage at an initial minimum of 10TB in a RAID 5 disk array.

4. Backup and archiving to external disk/DVD/CD-ROM and offsite network-attached storage.

5. Automated self monitoring and notification of connectivity errors, failure to record, out of storage capacity, database errors, etc.

6. The search and replay application must be capable of searching and replaying all channels at the same time.

7. Replay application should allow remote access between recording system and client stations over LAN for high speed access without needing additional, external hardware or transfer of recordings to third-party hardware.

8. For security and control of chain-of-custody, all audio files stored on the recorder must be saved in a format that cannot be played via standard replay applications, such as Windows Media Player, QuickTime, and others. Any solution that stores voice recordings in an unsecured format (wav, MP3, etc.) will not be considered.

9. The system shall provide a user-friendly interface for the creation of CD and DVD media discs containing selected audio streams. These user-created CD and DVD discs will be utilized for court and evidence purposes and shall include an embedded audio player and user interface. The embedded audio player shall operate with Microsoft Windows XP or later and shall include the ability to activate and deactivate individual audio streams during playback. The Proposal shall include a detailed description of available features for the production and utilization of evidence CD/DVD discs.

10. The system shall allow for the export of selected audio streams to distributable formats


including wav and mp3.

11. The system must support local and remote updates via LAN connection.

2.17.10 User RadiosA majority of the existing user radios are incapable of P25 Phase 2 operations and must be

replaced. The respondent may elect to offer replacement user radios as an option. The

inclusion of user radios is not required for submission of a proposal. The Town will evaluate

optional user equipment, if proposed, and determine if user radios will be included with the

infrastructure purchase.

If user equipment is not included in the resulting Contract, the Contractor shall certify

compatibility of third-party user radios prior to final selection of replacement user equipment.

2.17.10.1 General RequirementsAll user radios shall meet or exceed the general requirements of this section. Radio

units shall support 700 MHz and 800 MHz public safety bands. Radios shall be capable

of placing and receiving group calls in P25 Phase 2 trunked, P25 Phase 1 trunked, P25

conventional, and analog conventional modes and shall employ an AMBE+2 vocoder.

The radio shall include FCC and P25 CAP certification.

Radio units shall have an emergency button and be capable of activation of emergency

status and placing and receiving emergency calls. The emergency button feature shall

include programming options for radio behavior during emergency calls including

selection of talkgroup, automatic "hot mic", and “hot mic” duration.

The radio shall be capable of selecting talkgroups from a system, bank, or zone

containing at least 16 talkgroups and shall be capable of loading multiple systems,

banks, and zones. The radio shall be capable of scanning all or a subset of the

talkgroups in the active system, bank, or zone. The resulting scan list shall have the

ability to specify at least one talkgroup with an elevated priority. The priority group shall

have the option of being set by a menu or the channel/group selector. The radio shall

immediately revert to the priority talkgroup when active; independent of traffic on non-

priority or lower priority talkgroups in the scan list. The radio shall provide the user with

separate and discrete audible tones to indicate channel grant, busy, and other status

conditions. Additional features for all units shall include:


Individual call Backlit alphanumeric display Display of talkgroup aliases Display of caller's P25 unit ID Display caller aliases

The radio shall be programmable through a standard Windows-based application and

shall be delivered fully programmed and configured as specified by the Town's Project

Manager. The radio hardware shall be flash-programmable for adding future

software/firmware enhancements. Software/firmware modifications required for P25

Phase 2 compatibility or compliance with future P25 Phase 2 CAP certification shall be

provided at no cost.

2.17.10.2 User Equipment OptionsOptional radio features including the following shall be priced as separate line items on

a per unit basis:

GPS P25-compliant AES Encryption with multi-key support P25-compliant OTAR Over-the-Air Programming P25 data Support for Smartnet/Smartzone (if available)

Any available user radio options, system options, or software applications to aid in the

tracking of user radios, enabled features, and unit programming should be described in

detailed and priced as an option(s).

2.17.10.3 Portable RadiosAll portable radios shall include antenna, belt clip, lithium-ion battery, and battery

charger. Information and pricing is requested for five classes of portable radios as

described below:

Class 1

The Class 1 portable shall be a basic unit utilized by non-public safety personnel. The

unit shall include display, menu system, and programmable soft keys.

Class 2

The Class 2 portable will be primarily utilized for law enforcement staff. The unit shall

be ruggedized with display, menu system, and programmable soft keys. The unit shall


provide noise-cancelation technology for operations in high-noise environments. Two

high capacity lithium-ion batteries shall be included with each Class 2 portable.

Class 3

The Class 3 portable shall include all features of the Class 2 unit with the addition of a

full keypad.

Class 4

The Class 4 portable shall include all features of the Class 2 unit with the addition of a

full keypad and multiband support. The additional band of operation shall be VHF

conventional or UHF conventional as selected by the user department.

Class 5

The Class 5 portable shall be a fire protection grade unit with enhancements designed

to support operations by firefighters wearing protective gear. The radio shall be

ruggedized, submersible, and certified as intrinsically safe from FM or UL. The unit

shall include noise-cancelation technology for operations in high-noise environments.

Two high capacity, intrinsically safe, lithium-ion batteries shall be included with each

unit. The Class 5 portable shall include conventional operations in the VHF band.

2.17.10.4 Mobile Radios Mobile radio units will be installed in vehicles and shall include all necessary mounting

hardware, face plates, spacers, speakers, antennas, and inter-cabling as required for a

complete, neat, and professional installation. Each unit shall include a palm-type

microphone and speaker. The mobile radio shall be powered from 12 VDC negative

ground with a configurable ignition sense feature. The Proposal shall specify current

load and electrical requirements. Information and pricing is requested for the following

mobile configurations:

Class 1

The Class 1 mobile shall be a basic unit utilized by non-public safety personnel. The

unit shall be installed with a dash-mounted configuration and include display, menu

system, and programmable soft keys.

Class 2

The Class 2 mobile shall include all of the features of the Class 1 mobile but installed in

a remote-mount configuration. The radio unit shall be installed in the trunk or under the

seat with a control head mounted under dash or in a console compartment. Public Safety Land Mobile Radio System Town of Greenwich, CTRequest For Proposal #7212 43

Class 3

The Class 3 mobile shall include all of the features of the Class 1 mobile with the

addition of an external speaker. The external speaker system shall produce 5 watts of

audio power. The speaker and enclosure shall be designed for external use and

protected from the elements. The external speaker system shall include a control

switch for rapid activation and deactivation.

Class 4

The Class 4 mobile will be utilized for public safety vehicles in a remote-mount

configuration. The radio and control head shall be ruggedized with display, menu

system, programmable soft keys, and full keypad. The radio unit shall be installed in

the trunk or under the seat with a control head mounted under dash or in a console

compartment. The radio shall provide noise-cancelation technology for operations in

high-noise environments.

Class 5

The Class 5 mobile shall include all features of the Class 4 mobile with a dual control

head configuration.

Class 6

The Class 6 mobile shall include all features of the Class 4 mobile with a dual control

head configuration and integration with an existing Futurecom DVRS vehicular

repeater as described in §2.16.6. The Contractor shall work with the Greenwich Fire

Department to develop a final configuration that preserves DAQ 3.4 audio quality and

delivers unit ID and emergency call features to portable units operating on the

700 MHz vehicular repeater channel.

2.17.10.5 Control Station RadiosControl station radios will be installed at various locations as directed by the Town. All

radios will include a desktop radio unit, power supply, speaker, desktop microphone,

and antenna system. The power supply shall be powered from 115 VAC at 60 Hz.

Information and pricing is requested for the following configurations:

Class 1

The Class 1 control station shall be a basic unit utilized by non-public safety personnel.

The unit shall include display, menu system, and programmable soft keys.


Class 2

The Class 2 control station will be utilized for public safety applications and shall

include display, menu system, programmable soft keys, and full keypad.

Class 3

The Class 3 control station will be utilized for interoperable applications and shall

include display, menu system, programmable soft keys, full keypad, and multiband

capability. The additional band of operation shall be VHF or UHF as selected by the

user department.

2.17.10.6 Quantities and PricingPricing for user radios shall be based upon the estimated quantities of each unit type

and class listed on Table 2; see attached appendix. Both unit pricing and extended

pricing shall be provided. User radio options (see §2.17.10.2) shall be listed as a per-

unit add-on cost. Any options that are not available for a specific radio type and class

shall be noted as such. If user radios are included in the Proposal and the option is

exercised by the Town, available options will be selected and purchase quantities will

be adjusted based upon the final needs of the Town and its user departments.

2.18 Design Reviews

2.18.1 Preliminary Design ReviewA Preliminary Design Review (“PDR”) shall be conducted no later than 60 days from execution

of the purchase agreement. This process shall include a review of the Contractor’s preliminary

configuration and design documentation for the project. Information to be submitted for the

PDR shall include all data required to determine conformance with the requirements of the

RFP and contract documents including:

1. A complete narrative description which includes up-to-date information to correctly

describe the actual equipment, materials, software, features, and programming com-

prising the system.

2. Discussion of any configurations and options to be selected by the Town.

3. An up-to-date listing of all equipment and software, by site and subsystem, which

details all options and how each of the required features and functions will be


accomplished.

4. A complete system functional diagram which identifies all major system

components and details the system interconnection to clarify system operation for

each location. This diagram shall include detailed block diagrams.

5. Updated coverage prediction maps.

6. All necessary plans, designs, and analyses related to recommend site preparation

or site upgrades.

7. Detailed Implementation Schedule and work plans for equipment production,

system configuration, installation, implementation, testing, cutover, and final

acceptance. The Detailed Implementation Schedule shall provide the major project

tasks and include: 1.) the order of execution, 2.) start date, and 3.) contemplated

date of completion. The Contractor will track the actual process at such intervals as

directed by the Town.

8. The County will complete its review of the PDR documentation within 14 days, at

which time the Town will either issue approval to proceed with the final design or

will state the required changes needed to grant approval.

2.18.2 Final Design ReviewOnce the PDR has been completed and the Town has provided approval to proceed with the

final design, the Contractor shall prepare for the Final Design Review (“FDR”). The FDR will

update all design and contract documents as needed to reflect the final design as agreed upon

by the parties during the Design Phase. Any design elements, plans, or drawings requiring

review and certification from a licensed professional engineer or architect shall be sealed by a

qualified and licensed professional as applicable. An FDR meeting will be conducted to review

all FDR documentation. The Town will complete its review of the FDR documentation within 14

days, at which time the Town will issue a Notice-to-Proceed. Equipment manufacture, delivery,

and installation will not begin until the Town accepts the FDR documents and issues a formal

Notice-to-Proceed to the Contractor. Approval of the PDR and FDR documentation by the

Town is general in nature and shall not relieve the Contractor of responsibility for the accuracy

of its documentation nor for the proper function and performance of the system and system

components. The Contractor and Town may mutually agree combine the PDR and FDR into a

single review.


3.0 SYSTEM EQUIPMENT SPECIFICATIONS

3.1 GeneralThe Contractor shall be responsible for the system configuration and selection of all equipment

necessary to satisfy the requirements of this RFP. All equipment offered shall be of high quality,

consistent with the intended function and requirements of the system and compatible with the

Contractor’s system configuration. Functional requirements and specifications for the requested radio

system were provided in Section 3 herein.

3.2 Simulcast EquipmentTransmission equipment shall be specifically designed for simulcast operations. The following general

specifications apply to each simulcast channel proposed by the Contractor.

Transmitter Frequency Stability : 0.001PPM from -30°C to +60°C ambient. Referenced to GPS-

disciplined local oscillator frequency standard in simulcast configurations. The difference in

transmit center frequency between any pair of simulcast transmitters shall not exceed 1 Hz.

Transmitter Deviation Stability : The transmitter deviation difference between any pair of simul-

cast transmitters shall not exceed 1 Hz.

Transmitter Launch Time and Oscillator Reference: GPS-disciplined

3.3 Base Station EquipmentThe transmit/receive sites shall be equipped with top-of-the-line base stations appropriate for the

intended function as specified in this RFP. The base station shall be capable of supporting simulcast

operations with a high quality of performance, service, and reliability. Base stations shall include

native support for P25 Phase 1 C4FM, P25 Phase 1 CQPSK simulcast modulation, and P25 Phase 2

H-DQPSK simulcast modulation.

All base stations shall be capable of operation as a P25 control channel and a P25 working (i.e., voice

& data) channel. Any base station that is not currently functioning as a control channel shall be

capable of supporting P25 voice and/or data as a working channel. Multiple base stations shall be

capable of automatically assuming the role of the control channel in the event of a failure of the active

control channel at any site.

The system shall provide the ability to reconfigure individual base stations remotely through a network

connection. The Proposal shall indicate the extent to which base station parameters can be

configured remotely, and whether this programming is restricted to station parameters or includes Public Safety Land Mobile Radio System Town of Greenwich, CTRequest For Proposal #7212 47

firmware/software updates. All system base stations shall include control and management features,

which shall be capable of remotely controlling the following functions:

On-line / Off-line

Alarm status

Station Reset

Programming/Restoring operating parameters

The base stations shall be rated for continuous-duty and shall be mounted in industry-standard 19"

equipment cabinets. All equipment shall be FCC type-accepted and Contractors shall provide the

FCC type-acceptance numbers in their proposals. The base station shall operate from a nominal 120-

volt, 60-Hz source, and shall operate within rated specification from -30C to +60C, and to 90% RH at

50C. All base station equipment including transmitter, receiver, meters, protection devices and any

other associated RF devices or assemblies shall be furnished with type “N” or “DIN” connectors as

appropriate per the design.

The transmitter output impedance and the receiver input impedance shall be 50 ohms. Suitable

devices shall be provided to ensure that impedance changes in the antenna system will not cause

changes in the transmitter output power. Each base station shall be provided with appropriate

circulators and harmonic filters to minimize the effects of transmitter produced intermodulation and

harmonic products. The respondent shall describe, in detail, the interference protection proposed.

All base stations shall be protected from other co-located, in-band and out-of-band transmitters and

shall perform normal operation without degradation with all co-site equipment activated.

The system shall provide a method of station identification in accordance with FCC requirements. The

base station shall include circuitry and hardware provisions for manually switched local operation for

testing and maintenance.

The proposed base station equipment shall meet or exceed TIA/EIA-603, Section 4.2, and the Code

of Federal Regulations 47, Part 90, Subpart I for transmitters and TIA/EIA-603, Section 4.1 for

receivers. The Contractor’s Proposal shall include manufacturer specification information detailing

relevant performance data for:

Frequency Range Frequency Stability RF Power Output


Channel Spacing Channel Step Frequency Deviation Frequency Modulation Type Modulation Fidelity FCC Emission Designator Audio Distortion Receiver Sensitivity 5% BER Adjacent Channel Rejection Spurious and Image Rejection

3.4 Receiver Multicoupler/TTA EquipmentIt is anticipated that tower-top amplifiers (“TTA”) and receiver multicoupler systems will be utilized for

the connection of each base station receiver at a site to a common receive antenna. All TTA and

receiver multicoupler systems must be specifically designed for the frequencies deployed at the site

locations. Tower-top amplifiers, if utilized in the design, shall include a test port and test line with

controls to disconnect the antenna port and apply a 50 ohm dummy load. TTAs must include a bypass

mode or redundant active components. As noted in §2.11.4 and elsewhere, the Contractor’s design

must provide adequate interference protection.

3.5 Transmission LineAll antenna transmission lines shall be Andrew Corporation LDF series or equivalent. All transmission

lines shall be terminated with type “N” or “DIN” female connectors as needed for the specific

application. The connectors must be constructed of all non-ferrous materials. No coaxial cable splices

or adapters shall be utilized.

Jacketed, flexible, foam dielectric cable with solid copper outer conductor shall be used as jumper

cables to connect the transmitters and receivers to RF devices, transmission lines, and antennas.

Jumper cables for the site receiver circuits shall use a minimum of ¼-inch flexible, low-loss cable.

Jumper cables for the site transmitter circuits shall use a minimum of ½-inch flexible low-loss cable.

All connectors shall be specially designed for the cable provided and not exceed 0.25 dB insertion

loss. In addition, any connectors/connections provided for external installation shall be protected from

corrosion and weather damage as recommended by the manufacturer; vinyl tape shall not be utilized.

All coaxes shall be labeled on the antenna jumper and at the jumper to the repeater inside of the radio

equipment room/area using colored tape so that the antenna system for each repeater can be easily

identified at each site. The coax labels/markings for Channel 1 at each site and coax labels/markings

for Channel 2 at each site shall be the same at each of the Town's repeater sites.


Contractor shall determine the correct transmission line diameter and lengths for installation. All

cables must be secured with Andrew Corporation, or its approved equal, stainless steel clamps and

hardware. Each cable run shall be provided with a direct path to ground and equipped with

lightning/surge protection.

Complete diagrams for each system site installation shall be provided by the Contractor to detail the

cable type, placement, connectors used, grounding location, lengths of all cables proposed and the

coax labeling scheme.

3.6 Base Station Antennas and CombinersAll base station antennas shall be rugged and durable units. Fiberglass radome antennas or exposed

folded dipole metal antennas can be utilized. If metal dipole antennas are utilized, the antennas

should be properly coated/designed to eliminate the possibility of corrosion at the antenna’s dissimilar

metal joints which could result in non-linear junctions/behavior which is the basis for intermodulation

interference.

The Contractor or subcontractor chosen for the antenna installations must be experienced in the

installation of base station antennas. The supplier shall furnish all required brackets and mounts to

install the antennas. All exposed hardware, mounting brackets, and fasteners must be fabricated from

material that will minimize dissimilar metallic junctions and corrosion.

All antennas and transmission lines shall be sweep-tested by the Contractor with a network analyzer

prior to or upon installation. Chart recordings of sweep measurements shall be made and retained in

the site log. No V.S.W.R. in excess of 1.5:1 is permitted to any fixed antenna/coaxial cable system.

It is anticipated that combiners will be utilized for connection of each base station transmitter at a site

to a common transmit antenna. Proposed combiners must provide bandpass/band-reject functionality.

The combiner output shall utilize a type “DIN” connector. All combiners must be specifically designed

for the frequency plan that will be developed. As noted in §2.11.4 and elsewhere, the Contractor’s

design must provide adequate interference protection. No transmitter in the system shall cause

measurable degradation to any receiver in the system. Further, all receivers must operate free of

measurable degradation with all transmitters active. System testing will include measurements to

demonstrate frequency compatibility and interference protection.


3.7 User EquipmentIf optional user equipment is proposed, all portable, mobile, and control station radios shall conform to

the minimum standards specified by TIA/EIA-603, Section 5 “Standards for Portables”. The Bidder’s

Proposal shall include manufacturer specification information detailing relevant performance data for:

Frequency Range

Frequency Stability

RF Power Output

Channel Spacing

Channel Step Frequency Deviation

Frequency Modulation Type

FCC Emission Designator

Audio Distortion

Receiver Sensitivity 12 dB SINAD

Receiver Sensitivity 5% BER (if digital capable)

Adjacent Channel Rejection

Spurious and Image Rejection

Proposed portable radio units shall conform to applicable Portable Military Standards 810C, 810D,

and 810E.


4.0 INSTALLATION, TESTING, MAINTENANCE & WARRANTY

4.1 Equipment DeliveryEquipment delivery and installation will not begin until the Town accepts the Contractor’s Final Design

Review, as described in §2.18, and issues a formal Notice-To-Proceed (“NTP”). All deliveries to the

Town shall be freight prepaid by the Contractor with no charges or costs to be paid by the Town at the

time of delivery. All deliveries shall be made to a secure facility maintained at the Contractor’s

expense or at a secure location mutually agreed upon by the Contractor and the Town. Deliveries

shall be unloaded by the Contractor or delivery person. Regardless of the place of delivery, the

Contractor shall notify the Town's Project Manager regarding the date, time, place, and items

associated with each delivery within a reasonable time prior to the date and time thereof; provided, if

the Contractor cannot determine the date and time with reasonable certainty, then the required notice

shall be given within 24 hours following the delivery.

The Town shall have the right, but not the duty, to make inspections with regard to each and every

item delivered. The delivery of radio system components shall not constitute partial or conditional

acceptance of the system or any of its components by the Town.

4.2 Installation

4.2.1 Installation CriteriaInstallation of all materials and equipment must meet FCC and EIA industry standards in all

respects with specific attention given to applicable Town Codes, Fire Codes, and Electrical

Codes and to the methods employed for wiring, cabling, terminations, cable and wire labeling,

documentation, wire codes, equipment room layouts, antenna installation, general appearance

and operating performance. All installations shall further utilize electrical grounding and

lightning protection methodology per Motorola R56 or similar best practices. If the installation

of any material or equipment covered under the Contract requires a licensed tradesman to

design and/or to perform the installation task, the Contractor shall utilize a licensed and

qualified professional to perform said task.

The Contractor shall be responsible for the cost of repairing or bringing to original condition

existing Town facilities that may suffer damage during the course of system installation, to

include floors, walls, ceilings, roofing, grounds, landscaping, pavement, antenna structures,

vehicle interiors, vehicle exteriors, etc. The Contractor and all subcontractors shall also

completely remove from the premises all packaging, crates, and other litter due to their work.


With its proposal, the Contractor must describe installation plans and procedures and indicate

the supporting organizational structure, listing specific qualifications of personnel and job

functions proposed to complete the system installation.

4.2.2 Installation Procedures / Implementation Schedule Contractor shall provide adequate, technically competent, factory-trained personnel to install

all equipment and features supplied for this system. All installation activities shall be

coordinated with Town's Project Manager. During the installation, no circuits or equipment

shall be removed, adjusted or disconnected by the Contractor without prior authorization by

the Town.

The respondent shall include in their Proposals an Estimated Implementation Schedule, with

major milestones listed and specifying those items required of the Town to complete

implementation. This schedule shall include a time-line of all the tasks proposed by the

Contractor. This schedule shall include all configuration, installation, testing, and integration

tasks to be completed by the Contractor and its subcontractors. During the Final Design

Review, the Contractor shall submit a Detailed Implementation Schedule with an established

cutover date.

Control station installations shall be performed by qualified personnel at the locations specified

by the Town. The Town must approve final placement of all equipment, cable routing, and

antenna mounting configurations. All installation activity shall be conducted under the

supervision of the Town's personnel.

The Contractor shall install the system, equipment, and associated support devices without

any interruptions to the ongoing operations unless a planned interruption is specifically agreed

upon by the Town.

All equipment installations shall utilize best industry practices for radio frequency equipment.

The Contractor shall furnish and install lightning and AC surge protection at all radio base

stations and control equipment locations. Each antenna supplied for this system shall

incorporate lightning protection. All antenna transmission lines shall be grounded 1.) at the

antenna base, 2.) at the base of the antenna tower, if applicable, and 3.) at the point of entry to

the shelter or building that houses the system equipment.


The electrical service for all system equipment shall be protected by transient voltage surge

protection devices. All equipment cabinets and/or racks shall be connected to site ground with

#2 AWG solid copper conductors. The grounding wire for the cabinet shall be attached to the

equipment rail with a star washer. All equipment cabinets within the same room shall be

connected with their grounding line at the site's single-point grounding plate. This site

grounding plate shall have low impedance, less than 5 ohms, to earth ground.

All interconnecting wiring shall originate/terminate at telephone type punch blocks. All punch

block connections shall be made via bridging clips. Complete point-to-point wiring drawings

shall be made and incorporated into the as-built system documentation.

4.3 Acceptance Testing

4.3.1 GeneralUpon completion of the system installation, and before final acceptance by the Town, the

Contractor shall perform the following tests and submit the results to the Town, in writing:

A. On-site inspection of completed system installation, with all deficiencies corrected

B. Equipment tests and verification of equipment performance

C. Formal demonstration of operational system features as described herein

D. Coverage verification test

E. Thirty-day performance and stability test

Detailed test procedures for each of the system tests shall be submitted for approval to the

Town at least thirty (30) days before each test is scheduled to be performed. The Town will

approve, conditionally approve, or reject the test plan within fourteen (14) days of submittal.

Tests will not be considered valid tests unless the test plan has received prior approval and

the tests are monitored by the Town or designated agent. The Town reserves the right to

disapprove any tests or test results which do not conform with agreed upon procedures and

pass/fail criteria. If disapproved, it shall be the sole responsibility of Contractor to modify,

correct, or repeat any such disapproved tests or test results to the satisfaction of the Town and

at no cost to the Town.


All tests, excluding the 30-day performance test, shall be coordinated in advance with the

Town's Project Manager and shall be conducted during normal working hours, Monday

through Friday, from 8:00 A.M. to 5:00 P.M.

4.3.2 System Installation ComplianceContractor shall conduct an on-site inspection of all system facilities with the Town prior to

execution of the various test plans. This inspection shall demonstrate that all system

components have been delivered and installed at their proper location. The inspection shall

demonstrate that all mechanical installation requirements have been completed and all

equipment has been properly connected to electrical service, properly grounded, and all

signal, coaxial, and data cables have been connected to the equipment. Any discrepancies or

issues impacting system performance must be corrected by the Contractor prior to execution

of the various system tests. Minor issues may be added to a punch list for correction prior to

Final Acceptance. Final equipment placement and connections shall be reflected in the as-built

documentation.

4.3.3 Equipment TestsAll performance parameters for the equipment supplied shall be tested and documented to

confirm that the equipment and performance specifications are met. Equipment tests include

but are not limited to:

Frequency error Transmitter output power Combiner output power Modulation fidelity Receive antenna system optimization Receiver sensitivity Effective sensitivity Transmit-to-receive isolation Interference protection

Antenna system components shall be tested prior to (or upon) installation and verified after

completion of installation.

4.3.4 System Operational TestsThe system shall undergo a complete operational test to demonstrate all system features and

functions including but not limited to:

P25 required features and functions


Relevant P25 standard options

Proprietary features and functions (if any)

Console features and functions

Failover and fault recovery

Conventional equipment features and functions

Features and functions associated with any selected system options

Backhaul connectivity

System administration features

4.3.5 Coverage Verification TestsThe Contractor shall propose a coverage verification testing methodology which is sufficient to

demonstrate compliance with their coverage guarantee. As described in §2.5.5, the testing

methodology shall be consistent with TIA/EIA TSB-88-D methods and should produce

repeatable and statically significant results. Details concerning the Coverage Verification Test

process and procedures will be agreed upon prior to execution of the Contract. If the Coverage

Verification Tests reveals that the coverage requirements have not been satisfied, the

Contractor will be responsible for performing necessary system modifications/enhancements

at no cost to the Town.

4.3.6 Thirty-Day Performance TestFollowing successful completion of all other testing and demonstrations, the system shall

undergo a successful 30-day performance test under full operational load without a major

fixed-equipment failure. Contractor will specifically authorize, in writing, the Town to operate

the system during this 30-day performance test period without voiding or violating any

provisions of the Contract.

All existing equipment reprogramming and/or reconfiguration performed by Contractor shall be

completed prior to the initiation of the 30-day performance test in order that the test can be

conducted under full operational load.

During the 30-day performance test, the Town may operate the system in any mode desired

and perform any operational, control, or modification function within the normal operational

limits of the system. Contractor will not adjust or make repairs to the system during the

performance test period without stopping the 30-day test. For the duration of 30-day

performance test period, no major system failures may occur. A major system failure is defined


as any failure which reduces the availability of the system, or part thereof, including reduction

in performance and failure of equipment. Major failures include:

Trunking Control Failures:

Any system conditions which cause the trunking system to cease normal operations or

fail to perform correct commands will be considered a major system failure, excluding

any failure that is the direct result of networking components supplied by the Town. Any

failure event which causes the system to revert to fallback mode of operation such as

“Site Trunking” or conventional “failsoft” shall be classified as a major failure. The failure

of a redundant control component shall not be considered a major failure if the system

maintains normal operation without the loss of capacity, coverage, or normal call

processing and the failed device can be restored to normal operation within 24 hours.

Simulcast Control Failures:

Any system conditions which cause the simulcast timing, simulcast distribution, or

receiver voting system(s) to cease normal operations or revert to a non-simulcast mode

shall be classified as a major failure, excluding any failure that is the direct result of

networking components supplied by the Town. The failure of a redundant control

component shall not be considered a major failure if the system maintains normal

operation.

Base Station Failures:

If three or more base station transmitters or receivers simultaneously fail or are

inoperable for any reason a major failure will be deemed to have occurred. A failure of

up to two base stations is not considered a major system failure, unless the problem

cannot be corrected within 24 hours.

If at any time during the 30-day test period, four base station transmitters or

receiver failures (regardless of frequency or location) have occurred, although

less than three were inoperative at a time, a major failure will be deemed to

have occurred and the 30-day performance test will be stopped.

Console Failures:

If the console system’s common electronics fails or is inoperable for any reason, a

major failure will be deemed to have occurred. The failure of a single console position is

not considered a major system failure so long as the failure does not impact other Public Safety Land Mobile Radio System Town of Greenwich, CTRequest For Proposal #7212 57

console positions and the problem is corrected within 24 hours. If at any time during the

30-day test period, two console positions have failed, although only one position was

inoperative at a time, a major failure will be deemed to have occurred and the 30-day

performance test will be stopped.

In the event of a major failure, the test will be stopped, the fault shall be corrected, the Town

shall be notified of the nature of the failure and all corrective action taken, and a new 30-day

performance test period shall begin. After three unsuccessful attempts, Contractor will be

considered in default of the Contract. If the 30-day performance test cannot be successfully

completed within 120 days after the initial start date, Contractor may be deemed in default of

the Contract. Upon default, the Town may, at its option:

1. Enforce the provisions of the performance bond.

2. Enforce any other remedy available under law.

4.3.7 Punch ListThroughout the inspection and testing process, failures and issues shall be placed on a "punch

list" to track and document necessary resolution. All punch list items shall be resolved prior to

Final Acceptance. The Town may agree to carry a minor number of punch list items beyond

Final Acceptance. In such case, the parties will agree upon the value of open punch list items,

which will be withheld until such time that the punch list items have been fully resolved.

4.4 DocumentationContractor shall supply, with system delivery, complete system documentation including equipment

maintenance and operations manuals. This documentation shall include all project-specific and

pertinent plans, wiring lists, operating instructions, parts/equipment/serial number lists (by location),

system block and level diagrams, circuit schematic diagrams, alignment and calibration procedures,

printed circuit board layouts, maintenance charts and tables, and a listing of all equipment and

devices required to test and certify the complete system. As-built documentation, final

parts/equipment lists, and serial number lists must be supplied a minimum of 30 days prior to overall

system acceptance. All fixed sites must have an operations/maintenance manual and as-built

documentation at the site covering all electronic equipment installed at the site. Contractor shall also

provide brochures and technical specification sheets for all other products furnished. In addition, three

sets of documentation and manuals shall be supplied to the Town.


4.5 TrainingContractor shall provide formal system training for the Town’s operational, training, and management

personnel. This training shall provide the Town’s staff with a working knowledge of the system

operation and hands-on system experience.

All training shall occur immediately prior to the 30-day test and acceptance of the system and shall be

conducted at the mutual convenience of Contractor and the Town.

The respondent shall describe in their proposal the recommended training programs for:

1. Dispatch personnel

2. Town's Training Staff

3. Systems Management Staff

4. Any off-site training required or recommended

The proposed training program shall thoroughly address the radio system furnished. The training

program description shall include Contractor's training staff, training methodology, documentation,

schedules, curriculum, and media used. Training expense, if any, shall be separately listed for each of

the training programs requested above.

The respondent shall assume that all console training will be performed in the Town of Greenwich

utilizing console equipment purchased through the Contract. The Town is proposing a “train the

trainer” approach for up to three staff members, which will be trained as a group.

4.6 Final Cleaning & Equipment Removal/DisposalPrior to requesting Final Acceptance, Contractor shall clean the work areas to the satisfaction of the

Town. The final cleaning includes the removal of all non-permanent protection materials from labels

and glass surfaces, polish glass, clean exposed finishes, touch up minor finish damage, clean or

replace filters of mechanical systems, remove packing materials and debris, and any other cleaning or

repairs necessary to return the work areas to an acceptable condition.

At the time of the Contract negotiations, the Town will define the scope of the equipment removal and

disposal associated with this Project. The Contractor will provide a price for these services after the

scope has been agreed upon and all site locations have been inspected by the Contractor. These

services may include the removal of radio equipment, cables, transmission lines, antenna systems

and mounting hardware, batteries, etc. that are identified by the Town for removal and disposal. The Public Safety Land Mobile Radio System Town of Greenwich, CTRequest For Proposal #7212 59

Contractor shall provide these services in compliance with all applicable environmental and safety

regulations. The ownership of all removed materials will be transferred to the Contractor at the time of

removal/disposal.

4.7 Final AcceptanceFinal Acceptance shall not take place until all acceptance testing, training, and documentation have

been accepted by the Town of Greenwich and all required equipment and services have been

delivered as described in §1.16.

4.8 Initial Warranty and MaintenanceThe Proposal shall include an initial warranty and maintenance period of not less than one (1) year.

The initial warranty and maintenance coverage shall protect all equipment and services delivered

under the Contract from defects in operation, design, materials, and workmanship. If the Contractor’s

equipment is covered by a manufacturer’s warranty in excess of one (1) year, the length of the

included warranty term shall be clearly specified in the Proposal. Any and all restrictions and/or

limitations to warranty coverage should be clearly defined in the Proposal.

The 1st year warranty and the maintenance periods shall begin upon Final Acceptance of the system

as specified herein. This Initial Warranty and Maintenance service shall be provided on a 24-hour day,

365-day a year basis with a response time not to exceed four hours. The Contractor’s warranty shall

warrant and guarantee further that the equipment furnished hereunder is of good workmanship and

materials and that the same is properly designed, operable and equipped for the proposed use by the

Town and is in strict conformity with the equipment and performance specifications and the applicable

Contract documents. The Contractor shall be responsible for any needed warranty actions including

all parts and labor, travel and all other expenses required to deliver a whole and operational system

as described in the RFP.

The respondent shall state the procedure and methodology for obtaining system repairs during the

warranty coverage period.

4.9 Extended Maintenance and SupportThe Proposal shall include an optional Maintenance Service Contract (including parts, labor, and

software maintenance) for the proposed system and equipment to extend for five-year periods

following the Initial Warranty and Maintenance Period. A minimum of two five-year periods (total of 10

years of extended maintenance/support) shall be offered. Where the Contractor proposes to secure a

separate service agreement for specified system components, it shall enter a separate line showing Public Safety Land Mobile Radio System Town of Greenwich, CTRequest For Proposal #7212 60

the price estimate for such service. Any and all restrictions and/or limitations to the pricing provided

for the extended maintenance support should be clearly defined in the Proposal. These restrictions

and/or limitations could include, but are not limited to, deductibles, service call costs, response times,

after hour response, etc.

For hardware maintenance, the respondent must include a proposed maintenance contract. For

software maintenance, the respondent must describe the availability of routine technical support,

after-hours emergency support, and their policy for providing software upgrades and enhancements.

All required software maintenance contracts must be included for review.

All recurring costs which may exist in addition to hardware and software maintenance shall be

included in the optional Maintenance Service Contract. Recurring costs are to include any annual

licensing fees, or other fees, associated with the system other than normal operational expenses and

supplies. Any optional system monitoring services should also be described and priced.


AppendixTown of Greenwich, CT

PUBLIC SAFETYLAND MOBILE RADIO SYSTEM


Table 1 – Technical Details/Site Locations

Site Name Address Coordinates Structure TypeStructure

Height (ft)

Status

Bruce Golf Course 1300 King St. N41-04-27.3W73-41-50.0

Self-Support Tower 100 Active Site

Butternut Hollow Butternut Hollow Rd. N41-05-49.3W73-38-19.5

Self-Support Tower 180 Active Site

Greenwich Hospital 5 Perryridge Rd. N41-02-01.3W73-37-48.5 Monopole 100 Active Site

East Putnam 1111 E. Putnam Ave. N41-02-27.3W73-35-04.4 Office Building 50 Active Site

Verizon Monopine 36 Ritch Avenue N40-00-18.1W73-38-51.0 Stealth Pole 80 Future Site

StateX5 I-95 @ Exit 5 N41-02-25.9W73-35-37.8

Undeveloped Pole 160 Active Site

Table 2 – Estimated Radio Quantities

Type QTYClass 1 Portable 363Class 2 Portable 167Class 3 Portable 20Class 4 Portable 64Class 5 Portable 114

Portable Sub-Total 728

Class 1 Mobile 75Class 2 Mobile 67Class 3 Mobile 15Class 4 Mobile 97Class 5 Mobile 0Class 6 Mobile 25

Mobile Sub-Total 279

Class 1 CSR 26Class 2 CSR 16Class 3 CSR 4

CSR Sub-Total 46

Grand Total 1053


Town of Greenwich, CTREQUEST FOR PROPOSAL #7212 DEADLINE: 6/01/16 AT 3:00 PM

Public Safety Land Mobile Radio SystemPricing Reply Sheet Page 1

RFP Section(s)

Item QTY Price Extended Price

Controller SystemVarious System Controller sub-system including: LOT $0Various -System Controller Equipment $0Various -Simulcast Controller Equipment $0Various -Voter/Comparator Equipment $0

2.13 -System Administration Tools $0Various -Software & Licensing $0Various -AES Capability $0

Status Alarms & Reporting System LOT $02.17.3 CAD Interface LOT $0

4.2 Installation LOT $0Additional Items (list below)

Controller System Sub-Total $0

Console System2.9 Console Controller Equipment & Licensing LOT $0

2.17 Integration of Existing Equipment LOT $02.9 Console Positions 8 $0

2.9 / 4.2 Console Controller Equipment Installation LOT $02.9 / 4.2 Position Installation at Dispatch Center LOT $0

2.9 / 2.7 / 4.2 Site Improvements at Dispatch Center (if any) LOT $0Additional Items (list below)

Console System Sub-Total $0

P25 Site 1Insert Site Name:

Various Infrastructure Equipment LOT $0Various Antenna Systems LOT $02.12.6 UPS Equipment LOT $0

2.7 / 3.0 / 4.2 Installation LOT $02.7 Site Improvements (if any) LOT $0

Additional Items (list below)

Site 1 Sub-Total $0

Respondent’s Company Name: _______________________________________

Authorized Signature: _______________________________________








Site 2 Sub-Total $0





Site 3 Sub-Total $0





Site 4 Sub-Total $0

Respondent’s Company Name: ______________________________________









Site 5 Sub-Total $0

Fire VHF2.14.1 Greenwich Hospital Infrastructure Equipment LOT $02.14.1 Greenwich Hospital Antenna System LOT $0

2.7 / 3.0 / 4.2 Greenwich Hospital Installation LOT $02.14.1 Public Safety Complex Infrastructure Equipment LOT $02.14.1 Public Safety Complex Antenna System LOT $0

2.7 / 3.0 / 4.2 Public Safety Complex Installation LOT $02.14.1 Sound Beach Infrastructure Equipment LOT $02.14.1 Sound Beach Complex Antenna System LOT $0

2.7 / 3.0 / 4.2 Sound Beach Complex Installation LOT $0Additional Items (list below)

Fire VHF Sub-Total $0

800 MHz Mutual Aid2.14.2 Infrastructure Equipment LOT $02.14.2 Antenna System Modifications (if any) LOT $0

2.7 / 3.0 / 4.2 Installation LOT $0Additional Items (list below)

800 MHz Mutual Aid Sub-Total $0

Connecticut Hotline2.14.3 Infrastructure Equipment LOT $02.14.3 Antenna System LOT $0

2.7 / 3.0 / 4.2 Installation LOT $0Additional Items (list below)

Connecticut Hotline Sub-Total $0Respondent’s Company Name: ______________________________________





Control Station Gateways2.15.2 Westchester County UHF T-Band CSR & Equipment 1 $02.15.2 Westchester County UHF T-Band Installation 1 $02.15.3 700/800 MHz P25 CSR & Equipment 2 $02.15.3 700/800 MHz P25 Installation 2 $0


Control Station Gateways Sub-Total $0

Spare Equipment2.16 Recommended Spare Equipment (List Below)2.16 Item 1 $02.16 Item 2 $02.16 Item 3 $02.16 Item 4 $02.16 Item 5 $02.16 Item 6 $02.16 Item 7 $02.16 Item 9 $02.16 Item 10 $0

Spare Equipment Sub-Total $0

ServicesProject management LOT $0Engineering and design LOT $0Testing and acceptance LOT $0Documentation LOT $0Training LOT $0Additional Items (list below)

Services Sub-Total $0

Proposal Totals (Without Options)Total System Cost (Before Discounts) $0DiscountOther IncentivesGrand Total $0






Options

System Options2.18.1 Smartphone Gateway Equipment $02.18.1 Smartphone Gateway System License $02.18.1 Smartphone Gateway User Licenses 25 $02.18.1 Smartphone Gateway Additional User Licenses $02.18.2 Additional Console Position (equipment & services) 1 $02.18.3 Additional P25 User Licenses $02.18.4 ISSI Connection (equipment & services) $02.18.5 P25 Data & GPS Location Mapping (itemize

options)$0

2.18.6 Link Layer Authentication (itemize options) $02.18.7 OTAR/Key Management Facility $02.18.8 Over-The-Air-Programming (OTAP) $0

2.18.9 Logging RecorderLogging Recorder Equipment LOT $0P25 Talkgroup Interfaces 96 $0IP Telephone Interfaces 20 $0Analog Telephone Interfaces 14 $0Conventional Interfaces 16 $0Client licenses 4 $0Installation LOT $0

Logging Recorder Sub-Total $0






2.18.10 User Radios2.18.10.2 GPS Option 1 $02.18.10.2 AES Multi-Key Option 1 $02.18.10.2 OTAR Option 1 $02.18.10.2 OTAP Option 1 $02.18.10.2 Smartnet/Smarzone Option (if available) 1 $02.18.10.3 Class 1 Portable 363 $02.18.10.3 Class 2 Portable 167 $02.18.10.3 Class 3 Portable 20 $02.18.10.3 Class 4 Portable 64 $02.18.10.3 Class 5 Portable 114 $02.18.10.4 Class 1 Mobile 75 $02.18.10.4 Class 2 Mobile 67 $02.18.10.4 Class 3 Mobile 15 $02.18.10.4 Class 4 Mobile 97 $02.18.10.4 Class 5 Mobile 0 $02.18.10.4 Class 6 Mobile 25 $02.18.10.5 Class 1 CSR 26 $02.18.10.5 Class 2 CSR 16 $02.18.10.5 Class 3 CSR 4 $0

User Radios Sub-Total (without 2.18.10.2 Options)

1053 $0

Maintenance & Support4.9 Extended Maintenance & Support (itemize options) $04.9 System Monitoring (itemize options) $0

Other Recommended Options (itemize) $0






Non-collusion Language

In submitting this bid/proposal, the undersigned declares that this is made without any connection with any persons making another bid/proposal on the same contract; that the bid/proposal is in all respects fair and without collusion, fraud or mental reservation; and that no official of the Town, or any person in the employ of the Town, is directly or indirectly interested in said bid/proposal or in the supplies or work to which it relates, or in any portion of the profits thereof.

Compliance with Ethics Code

In submitting this bid, the undersigned further declares that it has not, and will not, induce or attempt to induce any Town of Greenwich employee or officer to violate the Greenwich Code of Ethics in connection with its offer to provide goods or services under, or otherwise in the performance of, such contract.

The undersigned further understands that the above declarations are material representations to the Town of Greenwich made as a condition to the acceptance of the bid/proposal. If found to be false, the Town of Greenwich retains the right to reject said bid/proposal and rescind any resulting contract and/or purchase order and notify the undersigned accordingly, thereby declaring as void said bid/proposal and contract or purchase order.

RESPONDENT’S COMPANY NAME _______________________________________________________

ADDRESS

TELEPHONE # FAX #E-MAIL ADDRESS WEB SITE AUTHORIZED SIGNATURE PRINT NAME TITLESTATE OF CT TAXPAYER ID #_________________________________________FEDERAL TAXPAYER ID # INCORPORATED IN THE STATE OF Corporate Seal Yes No




NON- COLLUSION LANGUAGE CONTINUED

The Greenwich Code of Ethics can be found at www.greenwichct.org. Relevant provisions of the Code of Ethics state as follows:

2. DEFINITION . (1) Indirect interest, without limiting its generality, shall mean and include the interest of any subcontractor in any prime contract with the town and the interest of any person or his immediate family in any corporation, firm or partnership which has a direct or indirect interest in any transaction with the town. (2) Substantial financial interest shall mean any financial interest, direct or indirect, which is more than nominal and which is not common to the interest of other citizens of the town. (3) Town officer shall mean and include any official, employee, agent, consultant or member, elected or appointed, of any board, department, commission, committee, legislative body or other agency of the town. (4) Transaction shall mean and include the offer, sale or furnishing of any real or personal property, material, supplies or services by any person, directly or indirectly, as vendor, prime contractor, subcontractor or otherwise, for the use and benefit of the town for a valuable consideration, excepting the services of any person as a town officer.

3. GIFTS AND FAVORS . No town officer or his immediate family shall accept any valuable gift, thing, favor, loan or promise which might tend to influence the performance or nonperformance of his official duties.

4. IMPROPER INFLUENCE . No town officer having a substantial financial interest in any transaction with the town or in any action to be taken by the town shall use his office to exert his influence or to vote on such transaction or action.

By signing below, the undersigned declares that he/she has read the non-collusion language contained herein and agrees to abide by its contents:

AUTHORIZED SIGNATURE _____________________________________________________PRINT NAME ________________________________________________________________

BIDDER’S COMPANY NAME ____________________________________________________

Contract Signature

The respondent shall indicate below, the full name, title, and the complete mailing address of the authorized person who will sign the contract (if one is needed) for this procurement:________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________


http://www.greenwichct.org/

ATTACHMENT A

ATTACHMENTS REQUIRED: BID BOND FORM ………………………………………….. ATTACHMENT A

VENDOR INFORMATION FORM ………………………… ATTACHMENT B

INSURANCE PROCEDURE FORM ……………………… ATTACHMENT C

EXHIBITS:

INSURANCE REQUIREMENT SHEET …………………………………….…………. EXHIBIT A

INSURANCE LETTER …………………………………………………………………… EXHIBIT B

TOG ‘AGREEMENT’ CONTRACT FORMAT ………………………………………….. EXHIBIT C

PERFORMANCE BOND FORM ………………………………………………………… EXHIBIT D

NON RESIDENT CONTRACTOR FORMS:

THE STATE OF CONNECTICUT DEPARTMENT OF REVENUE SERVICES SPECIAL NOTICE, SN 2012(2) ……………………………………………………….. EXHIBIT E

FORM AU-964 …………………………………………………………………………… EXHIBIT F

PREVAILING WAGE SCHEDULE ……………………………………………………… EXHIBIT G


ATTACHMENT A

BID BOND

INSTRUCTIONS IN USE OF BOND FORM

1. The Bid Bond form given on the following pages shall be used.

2. The surety on the Bond may be any corporation authorized to act as surety in the State of Connecticut.

3. The full name and business or residence address of each individual party to the Bond shall be inserted in the space provided therefore, and each such party shall sign the Bond with his usual signature on the line opposite the scroll seal.

4. If the principals are partners, their individual names appear in the space provided therefore, with the recital that they are partners composing a firm, naming it, and the Bond shall be executed by a general partner who has been authorized to act on behalf of the partnership.

5. If the principal or surety is a corporation, the name of the state in which incorporated shall be inserted in the space provided therefore and said instrument shall be executed and attested under the corporate seal as indicated in the form. If the corporation has no corporate seal, the fact shall be stated, in which case a scroll of adhesive seal shall appear following the corporate name.

6. The official character and authority of the person or persons executing the Bond for a corporation shall be certified by a proper officer, in lieu of such certificate, there may be attached to the Bond, copies of so much of the records of the corporation as will show the official character and authority of the officers signing, duly certified by a proper office, under the corporate seal, to be true copies.

7. If the principal or surety is a Limited Liability Company (LLC), the names of the members shall appear in the spaces provided therefore, with the recital that they are members of an LLC, naming it, and the Bond shall be executed by a managing member who has been authorized to act on behalf of the LLC. The official character and authority of the person or persons executing the Bond for an LLC shall be certified by a proper managing member. In lieu of such certificate, there may be attached to the Bond, copies of so much of the records of the LLC as will show the official character and authority of the members signing, duly certified by a proper member to be true copies.

8. The date of this Bond must not be prior to the date of the instrument in connection with which it is given.


ATTACHMENT A

FORM OF BID BOND

*** BID BOND ***

TOWN OF GREENWICH

__________________________ Date Bond Executed

________________________________________________________________________________________Principals

________________________________________________________________________________________Surety

____________________________________________________ _____________________Penal Sum of Bond (Expressed in Words and Figures) Date of Bid

Know all men by these presents, that we, the principals and surety above named, are held and firmly bound unto the Town of Greenwich, Connecticut, in the penal sum of the amount stated above, for the payment of which sum well and truly to be made, we bind ourselves, our heirs, executors, administrators, and successors, jointly and severally, firmly by these presents. The condition of this obligation is such, that whereas the principals have submitted the accompanying Bid, dated as shown above, for

Now, therefore, if the principals shall not withdraw said Bid within the period specified therein after the opening of the same, or if no period be specified, within sixty (60) days after the said opening, and shall within the period specified therefore, or, if no period be specified, within ten (10) days after the prescribed forms are presented to him for signature, execute such further contractual documents, if any, as may be required by the terms of the Bid as accepted, and give bonds with good and sufficient surety or sureties as may be required, for the faithful performance and proper fulfillment of the resulting contract, and for the protection of all persons supplying labor and materials in the prosecution of the work provided for in such contract or in the event of the withdrawal of said Bid within the period specified, or the failure to enter into such contract and give such bonds within the time specified, if the principal shall pay the Town of Greenwich, Connecticut, the difference between the amount specified in said Bid and the amount for which said Town may procure the required work, supplies and services, if the latter amount be in excess of the former, then the above obligation shall be void and of no effect, otherwise to remain in full force and virtue.

In witness whereof, the above-bounden parties have executed this instrument under their several seals on the date indicated above. The name and corporate seal (if applicable) of each corporate party being hereto affixed.


ATTACHMENT A

_______________________________________________________________________________________Name of Partnership

_____________________________________________________________________________(SEAL)Business Address

_______________________________________________________________________________________ Partner - (Hereunto Duly Authorized)

IN THE PRESENCE OF

WITNESS INDIVIDUAL PRINCIPAL

1.___________________________________ AS TO_________________________________ (SEAL)

2.___________________________________ AS TO_________________________________ (SEAL)

3.___________________________________ AS TO_________________________________ (SEAL)

4.___________________________________ AS TO_________________________________ (SEAL)

*************************************************************************************** *

*______________________________________*CORPORATE / LLC PRINCIPAL**______________________________________

WITNESS *BUSINESS ADDRESS* AFFIX* CORPORATION* SEAL

_________________________________________ **______________________________________*BY - (HEREUNTO DULY AUTHORIZED)**______________________________________*TITLE

*****************************************************************************************______________________________________*CORPORATE SURETY**______________________________________

WITNESS *BUSINESS ADDRESS* AFFIX* CORPORATION* SEAL

_________________________________________ **______________________________________*BY - (HEREUNTO DULY AUTHORIZED)**______________________________________*TITLE

***************************************************************************************


ATTACHMENT A

CERTIFICATE AS TO CORPORATE PRINCIPAL

I, _______________________, Certify that I am the _____________________________________

of the Corporation/Limited Liability Company named as Principal in the within Bond, that _______________

_____________________________________________________, who signed the said Bond on behalf of the

Principal, was then ____________________________________ of __________________________________

said Corporation/Limited Liability Company, that I know his signature and his signature thereto is genuine, and

that said Bond was duly signed, sealed (if a Corporation) and attested for and in behalf of said

Corporation/Limited Liability Company by authority of its governing body.

_______________________________________ (CORPORATE SEAL)

_______________________________________ (CORPORATE SECRETARY OR MANAGING MEMBER)


ATTACHMENT BVendor Information & Signatory Form

Vendor Name: _____________________________________________________________________________________

Primary Business Address: ____________________________________________________________________________

Telephone: _______________________________________ Fax: ___________________________________________

Email: ___________________________________________ Web Site: _______________________________________

Secondary Business Location(s)if any:

Business Address: __________________________________________________________________________________

Telephone: _______________________________________ Fax: ___________________________________________

Email: ___________________________________________ Web Site: _______________________________________

Business Address: __________________________________________________________________________________

Telephone: _______________________________________ Fax: ___________________________________________

Email: ___________________________________________ Web Site: _______________________________________

Type of Entity: Corporation: __________ Type of Corp.: __________ LLC: __________Partnership: __________ Joint Venture: __________ Sole Proprietorship: __________

Other (please describe): _______________________________________________________________1. CT State Business License Number (if applicable): ____________________________________

State Agency issuing license: ____________________________________________________

2. Number of years in business under entity name: _____________________________________

3. Provide below the full names of entity’s owners (> 20% ownership), officers and managers. (use a separate sheet of paper if necessary)

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

________________________________________________________________________________

4. Has the entity changed its name within the past 3 years?a. YES NO

5. If yes, provide former name(s): ____________________________________________________________________

6. Have there been any recent (within the last three years) changes in control/ownership, > 20% of the entity? a. YES NO

7. If yes, explain. (use a separate sheet of paper if necessary)

8. Have officers or principals of the entity ever had any license suspended or revoked (other than Driver’s License) for any reason?

a. YES NO

9. If yes, please explain. (use a separate sheet of paper if necessary)

10. Is the entity or has the entity, or any of its principals, officers, members or owners ever been a party to or involved in any US civil, criminal, antitrust violation, regulatory action, settlements, lawsuit or other legal action involving the Town of Greenwich or any other municipality in the States of CT or NY related to the vendor’s business activities?

a. YES NO

11. If the answer to question number 10 is ‘yes’, please explain below. (use a separate sheet of paper if necessary.)


ATTACHMENT B________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

12. Has any principal, officer, member or owner of the undersigned entity within the last three years been a principal, officer, mem-ber or owner of any entity that has filed for bankruptcy or been voluntarily or involuntarily dissolved?

a. YES NO

13. Name and title of person completing / responsible for submission of this bid or contract and the responses to this questionnaire: __________________________________________________________________________________

14. Telephone number and email address for person identified in questions #13:Phone No.: _________________________________ Email Address: _____________________________________

15. If requested by the Town during the solicitation process, the vendor hereby agrees to provide the Town with copies of the most recent three (3) years of Loss History Reports for all lines of insurance coverage from its insurance carrier (as named herein) for all contracts and RFPs/RFQs/RFBs equal to or in excess of $250,000.

a. YES NO

Name of Insurance Carrier: ________________________________________________________________________

The loss history reports shall include claims data for all fifty US states; detail of each claim for the past three years for AL, GL, WC; and a summary page with the annual total claim amounts for the past three years for AL, GL, and WC.

16. Have any claims been made against the entity’s performance bond? YES NO

17. Please indicate whether your entity is currently debarred from doing business in the State of Connecticut or any other state.a. YES List of States:________________________________________________ NO

18. Please indicate whether your entity has ever been convicted of OSHA violations.

a. YES (Attach separate page(s) with explanation.) NO

With regard to item No.17 and 18, the vendor understands and agrees that it has a continuing obligation to inform the Town of any OSHA violation and if it is debarred from doing business in the State of Connecticut or any other State after it has submitted this Vendor Information Form. The Vendor understands and agrees that its obligation to keep the Town informed of any change in status continues up to and including the time of award of the contract and if vendor is awarded the contract, its obligation shall continue during the entire duration of the contract.

19. Provide below an inventory list of all major equipment owned by the entity that would be used on this project:

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

20. Provide a complete list of the entity’s current public customers located in the State of Connecticut:

CUSTOMER ADDRESS CONTRACT ANNUAL AMOUNT _______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________


ATTACHMENT B_______________________________________________________________________________________________

_______________________________________________________________________________________________

FAILURE TO COMPLETE THIS FORM OR FAILURE TO PROVIDE THE NECESSARY BACK UP INFORMATION FOR ANY QUESTION ON THIS FORM MAY RESULT IN DISQUALIFICATION.

Signature _____________________________________________ Date:___________________________________ Print Name and Title ____________________________________________________________________________


ATTACHMENT C

TOWN OF GREENWICH

INSURANCE PROCEDURE

PLEASE NOTE:RETURN THIS COMPLETED FORM WITH YOUR BID/PROPOSAL. FAILURE TO DO SO MAY RESULT IN YOUR BID/PROPOSAL BEING REJECTED.

Please take the insurance requirements of the Contract to your agent/broker immediately upon receipt of the bid documents to determine your existing coverage and any costs for new or additional coverage required for the work noted in this Request for Bid/Proposal. Any bids/proposals which contain exceptions to the insurance requirements may be considered nonresponsive and may be rejected.

STATEMENT OF VENDOR:

I have read the insurance requirements for this work and have taken the documentation to my insurance agent/broker. The bid/proposal cost reflects any additional costs relating to insurance requirements for this work.

If I am awarded this contract, I or my insurance agent shall submit all of the required insurance documentation to the Town of Greenwich Purchasing Department within ten (10) days after the date of the award of the contract.

Signature Date

Contractor


RFP #7212 Insurance Requirement Sheet EXHIBIT APublic Safety Land Mobile Radio System

Insurance Requirements: Before starting and until final completion and acceptance of the work called for in the Contract and expiration of the guarantee period provided for in the Contract, the Contractor and its subcontractors, if any, shall procure and maintain insurance of the types and amounts checked in paragraphs A through F below for all Contract operations.

A. General Liability, with minimum coverages for combined bodily injury and property damage liability of $2,000,000 general aggregate, $1,000,000 per occurrence including:

1. Commercial General Liability.2. Town as additional insured.3. Owners and Contractors Protective Liability

(separate policy in the name of the Town).

B. Comprehensive Automobile Liability, with minimum coverages of $1,000,000 combined single limit for bodily injury and property damage, including, where applicable, coverage for any vehicle, all owned vehicles, scheduled vehicles, hired vehicles, non-owned vehicles and garage liability.

C. Excess Liability, with minimum coverage of $5,000,000 in umbrella form, or such other form as approved by Town Department Head and Risk Management Director.

D. Workers' Compensation and Employer's Liability, with minimum coverages as provided by Connecticut State Statutes.

E. Professional Liability (for design and other professionals for Errors and Omissions), with minimum coverage of $2,000,000. If the policy is on a claims-made basis, coverage shall be continually renewed or extended for three (3) years after work is completed under the Contract.

F. Other (Builder's Risk, etc.): .

G. CERTIFICATE HOLDER: TOWN OF GREENWICHATTN: PURCHASING DEPT. (Also fill in on ACORD Certificate of Insurance)101 Field Point Road, Greenwich, CT 06830.

The Acord certificate of insurance form must be executed by your insurance agent/broker and returned to this office. The most current Acord form should be used for insurance documentation purposes. Company name and address must conform on all documents including insurance documentation. It is required that the agent/broker note the individual insurance companies providing coverage, rather than the insurance group, on the Acord form. The Contract number (provided to the awarded Contractor), project name and a brief description must be inserted in the “Description of Operations” field. It must be confirmed on the Acord Form that the Town of Greenwich is endorsed as an additional insured by having the appropriate box checked off and stating such in the “Description of Operations” field. A letter from the awarded vendor’s agent/broker certifying that the Town of Greenwich has been endorsed onto the general liability policy as an additional insured is also mandatory. This letter must follow exactly the format provided by the Purchasing Department and must be signed by the same individual authorized representative who signed the Acord form, both of which must be signed with original ink “wet” signatures. If the insurance coverage required is provided on more than one Acord certificate of insurance, then additional agent/broker letters are also required. Contract development will begin upon receipt of complete, correct insurance documentation.

The Contractor shall be responsible for maintaining the above insurance coverages in force to secure all of the Contractor's obligations under the Contract with an insurance company or companies with an AM Best Rating of B+:VII or better, licensed to write such insurance in Connecticut and acceptable to the Risk Manager, Town of Greenwich. For excess liability only, non-admitted insurers are acceptable, provided they are permitted to do business through Connecticut excess line brokers per listing on the current list of Licensed Insurance Companies, Approved Reinsurers, Surplus Lines Insurers and Risk Retention Groups issued by the State of

83

Connecticut Insurance Department.

84

RFP #7212 EXHIBIT BPublic Safety Land Mobile Radio System

AGENT/BROKER(LETTERHEAD)

(Date)

Town of GreenwichJoan T. Sullivan, Director of Purchasing101 Field Point RoadGreenwich, CT 06830

Re: (Name of the Insured)Town of Greenwich Contract No. XXXX

Dear Mrs. Sullivan:

The undersigned hereby certifies as follows:

(1) I am a duly licensed insurance agent under the laws of the State of [insert state] and an authorized representative of all companies affording coverage under the Acord form submitted herewith;

(2) The Town of Greenwich has been endorsed as an additional insured under general liability policy no. [insert policy number], issued by [insert company affording coverage] to [name of insured];

(3)] The general liability policy referenced in paragraph (2) above meets or exceeds the coverage in Commercial General Liability ISO form CG 00 01 10 01, including contractual liability;

(4) The policies listed in the Acord form submitted to the Town of Greenwich in connection with the above referenced contract have been issued to the insured in the amounts stated and for the periods indicated in the Acord form; and

(5) The Town of Greenwich shall be given thirty (30) days prior written noticeof cancellation, lapse or restrictive amendment (except ten days notice of nonpayment) of the policies listed in the Acord form.

Sincerely,

(Signature)

Type NameAuthorized Representative for all companies listed in the Acord form


EXHIBIT C

AGREEMENT

CONTRACT NO.

THIS AGREEMENT, executed this day of in the year Two Thousand

Sixteen (herein referred to as the "AGREEMENT"), by and between the Town of Greenwich,

Connecticut, acting through __________________________________________________

hereunto duly authorized, "OWNER" and ___________________________________________,

acting through __________________________________________________ (insert name of

individual and title) duly authorized, "CONTRACTOR".

WITNESSETH, that the parties to these presents, each in consideration of the under-taking, promises and agreements on the part of the other herein contained, have undertaken, promised and agreed to do hereby undertake, promise and agree, the Owner for itself, its successors and assigns, and the Contractor for himself and his heirs, executors, administrators, successors and assigns, as follows:

1. DEFINITIONS:

Wherever the words hereinafter defined or pronouns used in their stead occur in the Contract Documents, they shall have the following meaning:

The word "Owner" shall mean the Town of Greenwich and shall include its authorized representative.

The word "Contractor" shall mean the person or organization identified as such in this Agreement and shall include his authorized representative.

The words "Contracting Officer or Agency" shall mean that official of the Town which awards the contract, executes the Agreement and is the Owner's authorized representative.

The Information for Bidders, the Contractor's Bid as accepted by the Owner, the Contract Conditions and Specifications and the General, Technical and Materials Specifications, the Drawings, and all addenda and amendments to any of the foregoing, collectively constitute the Contract Documents, and are sometimes herein referred to as the "Contract".


EXHIBIT C

2. DESCRIPTION OF WORK:


EXHIBIT C

3. PAYMENT:

The Contractor shall be paid on a monthly basis after presentation of vouchers, and subject to acceptance and approval by the Town of Greenwich.

Such payments will be made by the Town of Greenwich monthly for all services actually rendered, and the acceptance by the Contractor of any such monthly payment shall be a release to the Town of all claims and all liability to the Contractor in connection with the contract, arising during the period for which payment is made. No payment, however, shall operate to release the Contractor or its sureties or insurers from any obligation under the Contract to be entered into or the Performance Bond or any insurance policies issued in connection with said contract.

4. PERFORMANCE MAINTENANCE AND PAYMENT BOND:

The Contractor shall, simultaneously with the signing of the Contract, furnish the Town the executed Performance, Maintenance and Payment Bond of a surety company authorized to do business in the State of Connecticut, and acceptable to the Town, in the sum of the full amount of the Contract obligation in the form provided by the Town.

THE ABOVE IS ONLY REQUIRED FOR CONTRACTS EXCEEDING $100,000.00.

5. GUARANTEE:

The Contractor guarantees that the Work and services to be performed, furnished, used or installed in the construction of the same, shall be free from defects and flaws, and shall be performed and furnished in strict accordance with the Drawings, if any, Specifications, and other Contract Documents, that the strength of all parts of all manufactured equipment shall be adequate and as specified and that the performance test requirements of the Contract shall be fulfilled. This guarantee shall be for a period of one year from and after the date of completion and acceptance of the Work as stated in the final estimate. The Contractor shall repair, correct or replace as required, promptly and without charge, all work, equipment and material, or parts thereof, which fail to meet the above guarantee or which in any way fail to comply with or fail to be in strict accordance with the terms and provisions and requirements of the Contract during such one-year period, and also shall repair, correct, or replace all damage to the Work resulting from such failure.

6. DEFECTIVE WORK:

The inspection of the Work shall not relieve the Contractor of any of his obligations to perform and complete the Work as required by the Contract. Defective work shall be corrected and unsuitable materials, equipment apparatus and other items shall be replaced by the Contractor, notwithstanding that such work, materials, equipment, apparatus and other items may have been previously overlooked or accepted or estimated for payment. If the work or any part thereof shall be found defective at any time before the final acceptance of the work, the


EXHIBIT C

Contractor shall forthwith make good such defect in a manner satisfactory to the Town; if any material, equipment, apparatus or other items brought upon the site for use or incorporation in the work, or selected for the same, is condemned by the Town as unsuitable or not in conformity with the Specifications or any of the other Contract Documents, the Contractor shall forthwith remove such materials, equipment, apparatus and other items from the site of the Work and shall at his own cost and expense make good and replace the same and any material furnished by the Town which shall be damaged or rendered defective by the handling or improper installation by the Contractor, his agents, servants, employees or subcontractors.

7. COMPLIANCE WITH LAWS:

The Contractor shall keep himself fully informed of all existing and future federal, state and local laws, ordinances, rules and regulations affecting those engaged or employed on the work, the materials and equipment used in the work or the conduct of the work, and of all orders, decrees and other requirements of bodies or tribunals having any jurisdiction or authority over the same. If any discrepancy or inconsistency is discovered in the Drawings, if any, Specifications or other Contract Documents in relation to any such law, ordinance, rule, regulation, order, decree or other requirement, the Contractor shall forthwith report the same to the Town in writing. The Contractor shall at all times observe and comply with, and cause all his agents, servants, employees and subcontractors to observe and comply with all such existing and future laws, ordinances, rules, regulations, orders, decrees and other requirements, and he shall protect, indemnify and save harmless the Town, its officers, agents, servants and employees from and against any and all claims, demands, suits proceedings, liabilities, judgments, penalties, losses, damages costs and expenses, including attorneys' fees, arising from or based upon any violation or claimed violation of any such law, ordinance, rule, regulation, order, decree or other requirement, whether committed by the Contractor or any of his agents, servants, employees or subcontractors.

8. INDEMNITY:

The Contractor shall indemnify and save harmless the Town and its officers, agents, servants and employees, from and against any and all claims, demands, suits, proceedings, liabilities, judgments, awards, losses, damages, costs and expenses, including attorneys' fees, on account of bodily injury, sickness, disease or death sustained by any person or persons or injury or damage to or destruction of any property, directly or indirectly arising out of, relating to or in connection with the Work, whether or not due or claimed to be due in whole or in part to the active, passive or concurrent negligence or fault of the Contractor, his officers, agents, servants or employees, any of his subcontractors, the Town any of his respective officers, agents, servants or employees and/or any other person or persons, and whether or not such claims, demands, suits or proceedings are just, unjust, groundless, false or fraudulent; and the Contractor shall and does hereby assume and agrees to pay for the defense of all such claims, demands, suits and proceedings; and provided that the Contractor shall not be required to indemnify the Town, its officers, agents, servants or employees against any such damages occasioned solely by acts or omissions of the Town other than supervisory acts or omissions of the Town in connection with the Work.


EXHIBIT C

INDEMNITY AGAINST SUBCONTRACTORS' CLAIMS:

If any other contractor or any subcontractor of any such other contractor shall suffer or claim to have suffered loss, damage or delay by reason of the acts or omissions of the Contractor or of any of his subcontractors, the Contractor agrees to assume the defense against any such claim and to reimburse such other contractor or subcontractor for such loss or damage. The Contractor agrees to and does hereby indemnify and save harmless the Town from and against any and all claims by such other contractors or subcontractors, alleging such loss, damage or delay and from and against any and all claims, demands, suits, proceedings, liabilities, judgments, awards, losses, damages, costs and expenses including attorneys' fees, arising out of, relating to or resulting from such claims.

9. PATENTS:

The Contractor shall indemnify and save harmless the Town and all persons acting for or on behalf of the Town from all claims and liability of any nature or kind, and all damages, costs and expenses, including attorneys' fees, arising from or occasioned by an infringement or alleged infringement of any patents or patent rights on any invention, process, materials, equipment, article, or apparatus, or any part hereof , furnished and installed by the Contractor, or arising from or occasioned by the use or manufacture thereof, including their use by the Town.

10. CHANGES:

The Town, through its designated Agent, may make changes in the Work and in the Drawings, if any, and Specifications therefor by making alterations therein, additions, thereto or omissions therefrom. All work resulting from such changes shall be performed and furnished under and pursuant to the terms and conditions of the Contract. If such changes result in an increase or decrease in the Work to be done hereunder, or increase or decrease the quantities thereof, adjustment in compensation shall be made therefor. For eliminated or decreased work the Contractor shall allow the Town a reasonable credit as determined by the Parties. Except in an emergency endangering life or property, no change shall be made unless in pursuance of a written order from the Town authorizing the change, and no claim for additional compensation shall be valid unless the change is so ordered.

The Contractor agrees that he shall neither have nor assert any claim for or be entitled to any additional compensation for damages or for loss of anticipated profits on work that is eliminated.

11. CLAIMS FOR DAMAGES:

If the Contractor makes claim for any damages alleged to have been sustained by breach of contract or otherwise, he shall, within ten (10) days after occurrence of the alleged breach or within ten (10) days after such damages are alleged to have been sustained whichever date is the earlier, file with the Contracting Officer a written, itemized statement of the details of the alleged breach and the details and amount of the alleged damages. The Contractor agrees that unless such


EXHIBIT C

statement is made and filed as so required, his claim for damages shall be deemed waived, invalid and unenforceable, and that he shall not be entitled to any compensation for any such alleged damages. Within ten (10) days after the timely filing of such statement, the Contracting Officer shall file with the appropriate department of the Town, one copy of the statement, and shall file with the Town and the Contractor his determination thereon. The Contractor shall not be entitled to claim any additional compensation for damages by reason of any direction, instruction, determination or decision of the Town or its agents, nor shall any such claims be considered, unless the Contractor shall have complied in all respects with the provisions of this paragraph.

12. ABANDONMENT OF THE WORK OR OTHER DEFAULT:

If the Work shall be abandoned, or any part thereof shall be sublet without previous written consent of the Town, or the Contract or any moneys payable hereunder shall be assigned otherwise than as herein specified, or if at any time the Contracting Officer shall be of the opinion, and shall so certify in writing, that the conditions herein specified as to rate of progress are not being complied with, or that the Work or any part thereof is being unnecessarily or unreasonably delayed, or that the Contractor has violated or is in default under any of the provisions of the Contract, or if the Contractor becomes bankrupt or insolvent or goes or is put into liquidation or dissolution, either voluntarily or involuntarily, or petitions for an arrangement or reorganization under the Bankruptcy Act, or makes a general assignment for the benefit of creditors or otherwise acknowledges insolvency, the happening of any of which shall be and constitute a default under the Contract, the Town may notify the Contractor in writing, with a copy of such notice mailed to the surety, to discontinue all Work or any part thereof; thereupon the Contractor shall discontinue such Work or such part thereof as the Town may designate; and the Town may, upon giving such notice, by Contract or otherwise as it may determine, complete the Work or such part thereof and charge the entire cost and expense of so completing the work. The Town shall be entitled to reimbursement from the Contractor and the Contractor agrees to pay to the Town any losses, damages, costs and expenses, including attorneys' fees, sustained or incurred by the Town by reason of any of the foregoing causes. For the purpose of such completion the Town may for itself or for any Contractors employed by the Town take possession of and use or cause to be used any and all materials, equipment, plant, machinery, appliances, tools, supplies and such other items of every description that may be found or located at the site of the Work.

All costs, expenses, losses, damages, attorneys' fees, and any and all other charges incurred by the Town under this subsection shall be charged against the Contractor and deducted and/or paid by the Town out of any moneys due and payable or to become due or payable under the Contract to the Contractor; in computing the amounts chargeable to the Contractor, the Town shall not be held to a basis of the lowest prices for which the completion of the Work or any part thereof might have been accomplished, but all sums actually paid or obligated therefor to effect its prompt completion shall be charged to and against the account of the Contractor. In case the costs, expenses, losses, damages, attorneys' fees and other charges together with all payments theretofore made to or for the account of the Contractor are less than the sum which would have been payable under the Contract if the Work had been properly performed and completed by the


EXHIBIT C

Contractor, the Contractor shall be entitled to receive the difference, and, and in case such costs, expenses, losses, damages, attorneys' fees and other charges, together with all payments theretofore made to or for the account of the Contractor, shall exceed the said sum, the Contractor shall pay the amount of the excess to the Town.

13. LIENS:

If at any time any notices of lien or other legal process are filed for labor performed or materials or equipment manufactured, furnished, or delivered to or for the Work, the Contractor shall, at its own cost and expense, promptly discharge, remove or otherwise dispose of the same, and until such discharge, removal or disposition, the Town shall have the right to retain from any moneys payable hereunder an amount which, in its sole judgment, it deems necessary to satisfy such liens and pay the costs and expenses, including attorneys' fees, of defending any actions brought to enforce the same, or incurred in connection therewith or by reason thereof.

14. CLAIMS:

If at any time there be any evidence of any claims for which the Contractor is or may be liable or responsible hereunder, the Contractor shall promptly settle or otherwise dispose of the same, and until such claims are settled or disposed of, the Town may retain from any moneys which would otherwise be payable hereunder so much thereof as, in its sole judgment, it may deem necessary to settle or otherwise dispose of such claims and to pay the costs and expenses, including attorneys' fees, of defending any actions brought to enforce such claims or incurred in connection therewith or by reason thereof.

15. LIABILITY OF TOWN:

No person, firm or corporation, other than the Contractor, who signed this Contract as such, shall have any interest herein or rights hereunder. No claim shall be made or be valid either against the Town or any agent of the Town and neither the Town nor any agent of the Town shall be liable for or be held to pay any money, except as herein provided. The acceptance by the Contractor of the payment as fixed in the final estimate shall operate as and shall be a full and complete release of the Town and of every agent of the Town of and from any and all claims, demands, damages and liabilities of, by or to the Contractor for anything done or furnished for or arising out of or relating to or by reason of the Work or for or on account of any act or neglect of the Town or of any agent of the Town or of any other person, arising out of, relating to or by reason of the Work, except the claim against the Town for the unpaid balance, if any there be, of the amounts retained as herein provided.

16. PROVISIONS REQUIRED BY LAW DEEMED INSERTED:

Each and every provision of law and clause required by law to be inserted in the Contract shall be deemed to be inserted herein, and the Contract shall be read and enforced as though they were included herein. If through mistake or otherwise any such provision is not inserted, or is not correctly inserted, then upon the application of either party, the Contract shall forthwith be physically amended to make such insertion.


EXHIBIT C

17. PERMITS:

The Contractor shall, at his own expense, take out and maintain all necessary permits from the State, Town, or other public authorities; shall give all notices required by law; and shall post all bonds and pay all fees and charges incident to the due and lawful prosecution of the Work.

18. NOT TO SUBLET OR ASSIGN:

The Contractor shall constantly give his personal attention to the faithful prosecution of the Work, shall keep the same under his personal control, shall not assign the Contract or sublet the Work or any part thereof without the previous written consent of the Town, and shall not assign any of the moneys payable under the Contract, or his claim thereto, unless by and with the like written consent of the Town and the surety on the Contract Bonds. Any assignment or subletting in violation hereof shall be void and unenforceable.

19. EMPLOY COMPETENT PEOPLE:

The Contractor shall employ only competent people on the Work and shall not employ people or means which may cause strikes, work stoppages and/or disturbances by workmen employed by the Contractor, any subcontractor, the Town, the Contracting Officer or any other contractor. Whenever the Contracting Officer notifies the Contractor in writing that in his opinion any person on the Work is incompetent, unfaithful, disorderly, or otherwise unsatisfactory or not employed in accordance with the provisions of the Contract, such person shall be discharged from the Work and shall not again be employed on it, except with the written consent of the Contracting Officer.

20. EMPLOY SUFFICIENT LABOR AND EQUIPMENT:

If in the sole judgment of the Contracting Officer the Contractor is not employing sufficient labor, plant, equipment or other means to complete the Work within the time specified, the Contracting Officer may, after giving written notice, require the Contractor to employ such additional labor, plant, equipment and other means as the Contracting Officer deems necessary to enable the Work to progress properly.

21. INTOXICATING LIQUORS:

The Contractor shall not sell and shall neither permit nor suffer the introduction or use of intoxicating liquors upon or about the Work.

22. ACCESS TO WORK:

The Town, the Contracting Officer, and their officers, agents, servants and employees may at any and all times and for any and all purposes, enter upon the Work and the site thereof and the premises used by the Contractor, and the Contractor shall at all times provide safe and proper facilities therefor.


EXHIBIT C

23. EXAMINATION OF WORK:

The Contracting Officer shall be furnished by the Contractor with every reason able facility for examining and inspecting the Work and for ascertaining that the Work is being performed in accordance with the requirements and intent of the Contract, even to the extent of requiring the uncovering or taking down portions of finished work by the Contractor.

24. EXTRA WORK:

The Contractor shall perform any extra work (work in connection with the Contract but not provided for herein) when and as ordered in writing by the Contracting Officer, at the unit prices stipulated in the Contract for such work or, if none are so stipulated, either (a) at the price agreed upon before such work is commenced and named in the written order for such work, or (b) if the Contracting Officer so elects, for the reasonable cost of such work, as determined by the Contractor and approved by the Contracting Officer, plus a percentage of such cost, as may be agreed upon by Contract and Contracting Officer.

25. CHANGES NOT TO AFFECT BONDS:

It is distinctly agreed and understood that any changes made in the work or the Drawings or Specifications therefor (whether such changes increase or decrease the amount thereof or the time required for its performance) or any changes in the manner or time of payments made by the Town to the Contractor, or any other modifications of the Contract, shall in no way annul, release, diminish or affect the liability of the surety on the Contract Bonds given by the Contractor, it being the intent hereof that notwithstanding such changes the liability of the surety on said bonds continue and remain in full force and effect.

26. PRICES FOR WORK:

The Town shall pay and the Contractor shall receive the prices stipulated in the Bid made a part hereof as full compensation for everything performed and furnished and for all risks and obligations undertaken by the Contractor under and as required by the Contract.

27. MONEYS MAY BE RETAINED:

The Town may at any time retain from any moneys which would otherwise be payable hereunder so much thereof as the Town may deem necessary to complete the Work hereunder and to reimburse it for all costs, expenses, losses, damage and damages chargeable to the Contractor hereunder.

28. USE OR PARTIAL PAYMENT NOT ACCEPTANCE:

It is agreed that this is an entire contract for one whole and complete Work or result and that neither the Town’s entrance upon or use of the Work or any part thereof nor any partial payments by the Town shall constitute an acceptance of the Work or any part thereof before its entire completion and final acceptance.


EXHIBIT C

29. NON-CONNECTICUT CONTRACTORS:

Pursuant to Connecticut General Statutes §12-430(7), as amended by Connecticut Public Act #11-61, Section 66, a nonresident contractor shall comply with the State of Connecticut’s bonding requirements.

30. PAYMENT TO SUBCONTRACTORS:

As required by Section 49-41a of the Connecticut General Statutes, within thirty days after payment to the Contractor by the Town for work under this Contract, he shall pay any amounts due any subcontractor, whether for labor performed or materials furnished when such labor or materials has been included in a requisition submitted by such Contractor and paid by the Town.

31. INSURANCE:

Insurance coverage required as noted in "Exhibit A" attached.

32. PREVAILING WAGE RATES; CONSTRUCTION SAFETY AND HEALTH COURSE:

Except as noted below, the Contractor shall comply with the current provisions of Section 31-53 of the General Statutes of the State of Connecticut, a part of which is quoted as follows:

"The wages paid on an hourly basis to any person performing the work of any mechanic, laborer or worker on the work herein contracted to be done and the amount of payment or contribution paid or payable on behalf of each such person to any employee or welfare fund, as defined in subsection (h) of section 31-53 of the General Statutes, shall be at a rate equal to the rate customary or prevailing for the same work in the same trade or occupation in the town in which such public works project is being constructed. Any contractor who is not obligated by agreement to make payment or contribution on behalf of such persons to any such employee welfare fund shall pay to each mechanic, laborer or worker as part of such person’s wages the amount of payment or contribution for such person’s classification on each pay day."

All Contractors and subcontractors shall submit certified weekly payrolls, on forms furnished by the Town, for all contracts meeting the aforementioned monetary limits. The certified payrolls shall be submitted with the Contractor's monthly certificate for payment.

Section 31-55a of the General Statutes of the State of Connecticut provides that the prevailing wage rates applicable to any awarded contract or subcontract are subject to annual adjustments each July 1st for the duration of the project.

Each Contractor that is awarded a contract shall pay the annual adjusted prevailing wage rate that is in effect each July 1st, as posted by the Department of Labor.


EXHIBIT C

It is the Contractor’s responsibility to obtain the annual adjusted prevailing wage rate increases directly from the Department of Labor’s web site. The annual adjustments will be posted on the Department’s of Labor web page: www.ctdol.state.ct.us. For those without Internet access, contact the division listed below.

The Contractor shall also furnish proof with the weekly certified payroll for the first week each employee begins work that any person performing the work of a mechanic, laborer or worker has completed a course of at least ten (10) hours in duration in construction safety and health approved by the federal Occupational Safety and Health Administration in accordance with Connecticut General Statutes Section 31-53b and regulations adopted by the State of Connecticut Labor Commissioner.

The provisions of this section (32) shall not apply where the total cost of all work to be performed by all Contractors and subcontractors in connection with new construction of any public works project is less than four hundred thousand dollars ($400,000) or where the total cost of all work to be performed by all contractors and subcontractors in connection with any remodeling, refinishing, refurbishing, rehabilitation, alteration or repair of any public works project is less than one hundred thousand dollars ($100,000).

Questions can be directed to the Contract Compliance Unit, Wage and Workplace Standards Division, Connecticut Department of Labor, 200 Folly Brook Blvd., Wethersfield, CT 06109 at 860-263-6790.

33. GOVERNING LAW:

The laws of the State of Connecticut shall govern this Contract and any and all litigation related to this Contract. In the event of litigation related to this Contract, the exclusive forum shall be the State of Connecticut and the exclusive venue for such litigation shall be the Judicial District for Stamford/Norwalk at Stamford.


RFP #7212 EXHIBIT CPublic Safety Land Mobile Radio System

IN WITNESS, WHEREOF, the parties of the AGREEMENT have hereunto set their hand and seals the day first above written.

TOWN OF GREENWICH, CONNECTICUT

BY_________________________________

THE CONTRACTOR

BY_________________________________


EXHIBIT D

PERFORMANCE, MAINTENANCE AND PAYMENT BOND BOND NO.__________________________ KNOW ALL MEN BY THESE PRESENTS. That

we_____________________________________________

___________________________________________________________________________, as Principal,

and

__________________________________________________________________________________________a corporation organized under the laws of the State of ________________________________________ and authorized to do business in the State of Connecticut as Surety, are holden and firmly bound jointly and severally unto the TOWN OF GREENWICH, CONNECTICUT, hereafter referred to as the Town, a territorial corporation located in the County of Fairfield, in the penal sum of

______________________________________________________________Dollars ($___________________), to be paid to it or its certain attorney, successors or assigns, to which payment well and truly to be made, we the said Obligors dobind ourselves, and each of us, our heirs, executors, administrators, and successors firmly by these presents. IN WITNESS WHEREOF we have hereunto set or caused to be set our respective hands, names and seals

this _________________________________________ day of ________________________________

2016. THE CONDITION OF THIS OBLIGATION IS SUCH, That whereas the above named Principal has entered into a certain written contract with the TOWN OF GREENWICH, CONNECTICUT, dated the __________________ day of__________________ 2016, for construction of CONTRACT NO. XXXX(Description of work here – Usually the name of the bid) according to the plans and specifications prepared by the TOWN OF GREENWICH, which contract is hereby referred to and made a part hereof as fully and to the same extent as if copied at length herein.

NOW, THEREFORE, if the said Principal shall well and faithfully perform said contract according to its provisions, and fully indemnify and save harmless the Town from all cost and damages which the Town may suffer by reason of failure so to do, and shall pay for all equipment, appurtenances, materials and labor furnished, used or employed in the execution of said contract, and shall indemnify and save harmless the Town from all suits or claims of any nature or description against the Town by reason of any injuries or damages sustained by any person or persons on account of any act or omission of said Principal, his servants or agents, or his subcontractors in the construction of the work or in guarding the work, or on account of the use of faulty or improper materials, or by reason of claims under the Workmen's Compensation Laws or other laws by any employee of the Principal or his subcontractors, or by reason of the use of any patented material, machinery, device, equipment, process, method of construction or design in any way involved in the work, and shall indemnify the Town against such defective workmanship, material and equipment as may be discovered within one (1) year after completion and final acceptance of the work, and shall make good in such defective workmanship and material as may be discovered within said period of one year, then this obligation shall be void, otherwise to remain in full force and effect. The Surety hereby stipulates and agrees that any modifications, omissions or additions in or to the terms of the aforesaid contract, or in or to the plans or specifications therefor, or any extension of time, shall in no wise affect the obligation of the Surety under this bond, the Surety hereby waiving any and all right to any notice of any such modifications, omissions, changes, additions or extensions.


EXHIBIT D

CONTRACTOR_____________________________________________

BY_____________________________________________

SURETY_____________________________________________

BY_____________________________________________


Public Safety Radio System RFP - Greenwich, Connecticut 7212 … · Web viewOnly proposals for a...

Documents

Transcript of Public Safety Radio System RFP - Greenwich, Connecticut 7212 … · Web viewOnly proposals for a...