2017 07 12 RFQ for Webster Microwave Hardware and Services Posted.doc

Commonwealth of Massachusetts

Executive Office of Public Safety and Security (EOPSS) Request for Quote (RFQ) for ITT57 Hardware and Services for Microwave Backhaul Through a Webster Communications Tower

RFQ Bid Number: BD-18-1044-EPS17-EPS1-18036 Issued Date: Wednesday, July 12, 2017

CONTENTS

21.

General Procurement Information

22.

Agency

33.

Description and Purpose of Procurement

84.

Order of Precedence

85.

Event Calendar

96.

Submission Requirements

107.

Bidder Responses

108.

Miscellaneous

119.

Review Rights

1110.

Evaluation Criteria

This request for response and all responses hereto, including the winning bid, shall become public record as of the date the contract referenced herein is awarded and can be obtained from the Executive Office of Public Safety and Security (EOPSS) Records Access Officer (RAO) by sending an e-mail to EOPSS.RAO@state.ma.us.

1. General Procurement Information

Purchasing Department:

Executive Office of Public Safety and Security (EOPSS) Address:

Executive Office of Public Safety and Security

One Ashburton Place - Room 2133

Boston, MA 02108 Procurement Contact:

Scott Bailey, Project Manager E-Mail Address:

scott.bailey@state.ma.us RFQ File Title:

Request for Quote (RFQ) for ITT57 Microwave Hardware and Installations Services for Backhaul Communications through a Webster Communications Tower This Request for Quotes (RFQ) does not commit the Commonwealth of Massachusetts (Commonwealth) or the Executive Office of Public Safety and Security (EOPSS) to approve a Statement of Work (SOW), pay any costs incurred in the preparation of a Bidder’s response to this RFQ, or to procure or contract for products or services.

EOPSS reserves the right to accept or reject any and all proposals received as a result of this RFQ and to contract for some, all or none of the products and services as a result of this RFQ. EOPSS further reserves the right to negotiate with any or all qualified Bidders and to cancel in part or in its entirety this RFQ if it is in the best interest of EOPSS or the Commonwealth of Massachusetts to do so.

EOPSS reserves the right to amend this RFQ at any time prior to the date the responses are due. Any such amendment will be posted to the Commonwealth’s procurement website, COMMBUYS. Bidders are advised to check this site regularly, as this will be the sole method used for notification of changes.

This RFQ is restricted to vendors on the statewide contract ITT57 2-way Radio Equipment and Supplies.

2. Agency

EOPSS is responsible for the policy development and budgetary oversight of secretariat agencies, independent programs and several boards which aid in crime prevention, homeland security preparedness, and ensuring the safety of residents and visitors in the Commonwealth. EOPSS also has authority and responsibility to oversee, manage and procure information technology, radio systems and statewide communications infrastructure in support of its agencies and programs including the Commonwealth’s enhanced 911 service. Among these secretariat agencies are the State 911 Department, the Department of State Police, the Department of Fire Services and the Massachusetts Emergency Management Agency.

The Commonwealth of Massachusetts Interoperable Radio System (CoMIRS), also referred to as the statewide public safety radio system, serves as the statewide emergency services communications backbone and is used by municipal, regional and state public safety entities for operable and interoperable communications and to dispatch services resulting from a 911 call. While most 911 Public Safety Answering Points (PSAPS) are municipally operated, EOPSS and the State 911 Department have authority and responsibility to ensure the Commonwealth’s enhanced 911 service is delivered in the most expedient and efficient manner possible. The continued enhancement and modernization of the statewide public safety radio system in support of the 911 mission is a major priority of EOPSS and the State 911 Department.

3. Description and Purpose of Procurement

a. Background

The Executive Office of Public Safety and Security is soliciting quotes for microwave hardware and installation services from a qualified communications technology reseller and engineering company that is currently active on the Commonwealth’s ITT57 2-way Radio Equipment and Supplies statewide contract. This solicitation is one of a series of anticipated procurements to remediate known issues with the current CoMIRS communications infrastructure, as well as supporting envisioned enhancements to the overall network.

Specifically, this procurement is part of an overall strategy to address backhaul communications issues with the current communications backhaul links transiting the Oxford Fire Tower. Due to overgrowth and line of sight issues, the Commonwealth has determined that the communications links passing through the Oxford Fire Tower should be replaced with links transiting a nearby Webster Communications Tower. A path study was recently conducted to analyze the four communications links proposed to use the Webster Communications Tower.

These backhaul improvements will assure continued communications for fire, police, and emergency medical first responders in central Massachusetts and will support the dispatch and 911 emergency response activities of public safety answering points (PSAPs) in the region.

b. Tower Information Towers Involved in Backhaul Communications with the Webster Communications Tower

In addition to the Webster Communications Tower, there are four other towers that will be linked to the Webster Communications Tower for backhaul purposes on the CoMIRS Radio Network. Each of these is described below:

Charlton Fire Tower

Description:

70' self-supporting lattice fire tower Antenna Location:

Current dish to Oxford is at 60' Coordinates:

42 10 07 N, 71 58 18 W City or Town:

Charlton, MA

Call Sign:

WPOR398

Mendon Fire Tower

Description:

70’self-supporting lattice fire tower Antenna Location:

Current dish to Oxford is at 60’ Coordinates:

42 03 53 N, 71 34 23 W City or Town:

Mendon, MA

Call Sign:

WPOR397

Oxford Fire Tower

Description:

70’ self-supporting lattice fire tower

Antenna Location:

Multiple locations (follow up upon award) Coordinates:

42 06 02 N, 71 48 51 W City or Town:

Oxford, MA

Call Sign:

WPOR396

Webster Communications Tower

Description:

660' guyed lattice communication tower Antenna Location:

Follow up upon award

Coordinates:

42 03 13 N, 71 49 04 W

City or Town:

Webster, MA Worcester Communications Tower

Description:

172' self-supporting lattice communication tower

Antenna Location:

Current dish to Oxford is at 60’ Coordinates:

42 16 36 N, 71 46 53 W City or Town:

Worcester, MA Call Sign:

WPOR395

The selected vendor may confirm precise locations of each towers, placement of antennas (current and planned), and logistics for accessing tower sites subsequent to solicitation award.

c. Current Communications Links

Currently, radio communications traffic that passes through the Oxford Fire Tower largely originates from the Worcester Communications Tower. This backhaul was then historically routed to the Charlton and Mendon Fire Towers and then elsewhere throughout the radio network. The link from Oxford to Mendon has suffered the greatest degradation in service and has since been replaced by point to point communications from the Worcester Communications Tower directly to the Mendon Fire Tower. These current communications routes are depicted below.

Historic/Current Backhaul via the Oxford Fire Tower

In addition to line of sight obstruction issues, the microwave hardware in use at the existing radio sites is nearly twenty years old and in need of replacement. Parts for many of the components are no longer available and the components are no longer manufacturer supported. In recent years, these sites have been maintained with inventoried spare parts and parts from other decommissioned links.

Additionally, there is concern about changes to the structural load of the existing communications towers. The Commonwealth is looking for a solution that best minimizes the impact to structure loading on these current towers. The following dish sizes are currently in use in the existing links. All links utilize the 6 GHz band to provide circuit-switched communications transport through the radio network. Each microwave antenna is enclosed in hard radomes. Below are the sizes of each antenna on the current links.

· Worcester to Oxford – 8’ SPD dish

· Oxford to Mendon – 6’ SPD dish

· Oxford to Charlton – 6’ SPD dish Each link utilizes out of band (OOB) serial communications for remote management and is equipped with an orderwire handset for site to site maintenance communications. Additionally, the hardware for each microwave link communicates status and warnings to the network’s Motorola MOSCAD network fault management software.

d. Planned Communications Links

To replace the current microwave backhaul from the Worcester Communications Tower, EOPSS envisions rerouting communications traffic from the Oxford Fire Tower to instead use the Webster Communications Tower. This envisioned routing is depicted below:

Planned Backhaul via the Webster Communications Tower

Each of these links is described below.

A. Worcester to Webster Link: This roughly 21.0 mile link will connect the Worcester Communications Tower to the Webster Communications Tower. This link will replace the existing Worcester to Oxford link. It is anticipated that the originating antenna location will remain at 80’. EOPSS or its designated project oversight agency will confirm the location of the receiving antenna on the Webster Communications Tower after award. The current links from Worcester to Oxford broadcasts on the frequencies 6590.625 and 6750.625.

B. Webster to Mendon Link: This roughly 17.0 mile link will connect the Webster Communications Tower to the Mendon Fire Tower. This link will replace the existing Oxford to Mendon link. EOPSS or its designated project oversight agency will confirm the location of the originating antenna on the Webster Communications Tower after award. It is anticipated that the receiving antenna location will remain at 60’. The current Oxford to Mendon links broadcast on the frequencies 6735.625 and 6565.625.

C. Webster to Charlton Link: This roughly 15.1 mile link will connect the Webster Communications Tower to the Charlton Fire Tower. This link will replace the existing Oxford to Charlton link. EOPSS or its designated project oversight agency will confirm the location of the originating antenna on the Webster Communications Tower after award. It is anticipated that the receiving antenna location will remain at 60’. The current Oxford to Charlton links broadcast on the frequencies 6725.625 and 6555.625.

D. Webster to Oxford Link: This roughly 4.4 mile link will connect the Webster Communications Tower to the Oxford Fire Tower. EOPSS or its designated project oversight agency will confirm the locations of the sending and receiving antennas after award.

e. Goals of the Procurement

The Executive Office of Public Safety and Security has issued this solicitation to purchase hardware and provide services to improve its radio communications in central Massachusetts. The solicitation seeks a vendor to perform the follow general activities:

· Propose which hardware components are needed to fully replace the existing aging and obstructed microwave links

· Perform a structural analysis of the five radio sites involved in this solicitation

· Resolve identified structural issues with each radio site

· Evaluate the existing microwave infrastructure (e.g., antennas, waveguide, etc.) at the included sites and make recommendations to EOPSS for the potential reuse of viable components in the replacement links

· Manage the updating of the license with the FCC for each microwave link

· Install and configure the proposed hardware and software solution

· Provide warranty, maintenance, and support for the installed solution

The goals of this solicitation are to:

· Assure carrier grade communications links for the designated segments of the CoMIRS radio network

· Minimize any downtime for radio communications

· Assure that each radio site can properly host and support the proposed microwave solution

· Provide microwave communications components that work with the current circuit-switched analog network (connecting to a Motorola SmartZone Analog Simulcast and Intellipeater Trunked Radio System), as well as work seamlessly in a future P25 Phase 2 packet-switched network More details of these are included in the “Description of Requested Services” section that follows.

f. Description of Requested Equipment and Services EOPSS is issuing this RFQ to obtain the hardware and services described below.

1. Recommend Hardware Solution: EOPSS is seeking a proposed solution for four links of commercial grade microwave backhaul connecting the five towers depicted in the “Planned Backhaul via the Webster Communications Tower” graphic above.

a. Requirements: Bidders are to recommend a microwave backhaul hardware solution based on the following requirements.

i. New Links: The proposed solution should provide comprehensive solutions for each of the following planned links:

1. Link A: Worcester to Webster

2. Link B: Webster to Mendon

3. Link C: Webster to Charlton

4. Link D: Webster to Oxford

ii. Carrier Grade: The proposed solution should be “carrier grade” in capacity, capabilities, and reliability. The solution should natively support both circuit- and packet-switched communications, with low delay, hot standby, and redundant modules.

iii. Capacity: The proposed solution must support a minimum total bandwidth (including circuit-switched interfaces) of 134 Mbps.

iv. Frequency Range/Channel Size: The Bidder must propose a microwave solution that operates on the frequencies specified in this RFQ.

1. LINKS A, B, and C: The links from Worcester to Webster (LINK A), Webster to Mendon (LINK B), and Webster to Charlton (LINK C) should all be carrier grade 6 GHz (or 11 GHz) links, with hot-standby, 30 MHz bandwidth and 128-QAM modulation.

2. LINK D: It is anticipated that the Oxford to Webster Link (LINK D) will be a 4.9 GHz point to point link, with up to 20 MHz bandwidth and up to 256-QAM modulation.

3. The vendor must confirm these specifications with and obtain any other required parameters from EOPSS or its designated project oversight agency prior to undertaking project activities.

v. Circuit and Packet Switched Capable: The Bidder must propose a microwave solution that is both circuit-switched and packet switched capable. The initial microwave links will be set up as circuit-switched for use in a Motorola SmartZone Analog Simulcast and Intellipeater Trunked Radio System. The proposed hardware should also be reusable in a future packet-switched backhaul network.

vi. Uptime: The proposed solution should have an uptime of 99.999% or greater.

vii. Minimal Impact on Structural Capacity: Where possible, the proposed solution should have the same or a reduced overall impact on the structural capacity of each radio site. Below are the current antenna loadings for the current towers:

1. Worcester – 8’ SPD dish to Oxford

2. Oxford – 8’ SPD dish to Worcester and (2) 6’ SPD dishes to Mendon and Charlton

3. Mendon – 6’ SPD dish to Oxford

4. Charlton – 6’ SPD dish to Oxford

viii. Reuse Microwave Dishes and Waveguide: Where possible, existing and functioning microwave dishes and waveguide should be reused and proposed as part of the Bidder’s recommended solution.

ix. Needed Interfaces: EOPSS is looking for a microwave solution that provides adequate and expandable interfaces to other components, including:

1. T1 Digital Signal 1 (DS1) – minimum 16 circuits with redundant modules. Handed off via wire-wrap termination panels w/ in-out-mon jack fields. ADC MINI-DSX-1/W is preferred over Telect for compatibility with existing panels.

2. Ethernet/IP –Ethernet handoff via copper and SFP ports with redundant modules.

3. Alarm relay output contacts for Network Fault Management to Motorola MOSCAD and Unified Event Manager (UEM)

4. Serial console port

5. Aux I/O (Form C alarm output with cables)

6. Out of band (OOB) serial which support remote configuration

7. 48 VDC power input

x. 1+1 Hot Standby: The proposed solution should be a 1+1 hot standby protected configuration to assure high system availability given a component failure.

xi. Provide Intelligent Fault Information: The proposed solution should communicate intelligently with the Motorola MOSCAD Remote Terminal Unit (RTU) currently in use.

xii. Support Digital Radio Site Communication: The proposed solution should include digital communications mechanisms for technicians to communicate between radio sites using orderwire and/or IP phones. Adtran IP 712 IP phones are currently in use with an Adtran Total Access 900 series gateway. Bidders should include IP phones for each site (5) that are compatible with the existing system.

xiii. Support Cross-Connect: The proposed solution should include the ability to digitally cross-connect between two or more co-located radios.

xiv. Support Planned Power Needs: The proposed solution must include a DC battery plant component that meets the power needs of the proposed solution and is scalable to support added components (including additional microwave connections and a future installation of a P25 Phase 2 land mobile radio system).

b. Bidder Response: Bidders should include the following in their hardware solution proposal.

i. Specify All Required Hardware: The Bidder should propose a complete solution to establish carrier-grade connections across the following backhaul links:

1. Link A: Worcester to Webster

2. Link B: Webster to Mendon

3. Link C: Webster to Charlton

4. Link D: Webster to Oxford

ii. Hardware Components: The Bidder must indicate the manufacturer make and model for each recommended component. The Bidder should specify a complete solution including all needed hardware (including cabling, duplexers, and all other needed devices) and software.

1. Specify Transmitter and Receiver: The Bidder should specify the microwave transmitter and receiver for each radio site included in this solicitation.

2. Specify Dish Type and Sizes: The Bidder should indicate the type of performance for any proposed dish (e.g., standard vs. high performance) and must indicate any proposed housing (e.g., with or without radome or canvas cover) for its recommended microwave antenna components. The Bidder should specify the dish size at each location for each of the four proposed links.

3. Specify Band: The Bidder should specify the band proposed for microwave communications across each of the four proposed links.

4. Specify Power Supply: The Bidder should specify the type of power supply proposed for its solution. The Bidder should specify the configuration needed to support it proposed solution and should specify how the proposed power supply can be expanded to accommodate additional components in the future.

5. Specify Waveguide Type: The Bidder should specify the type of waveguide proposed for its solution.

6. Specify Waveguide Dehydrator: The Bidder should specify the type of waveguide dehydrator proposed for its solution.

7. Specify Interfaces: The Bidder should specify all interfaces included in their proposed solution. The Bidder should also specify any available expandability capacity of its proposed solution.

8. Specify Orderwire and IP Phone: The proposed solution must allow technicians to communicate between radio sites using orderwire. The Bidder must specify its proposed IP phone or orderwire solution for each site.

9. Specify Recommended Spare Parts: The Bidder should specify the types and quantity of parts it recommends to be maintained as spare parts to service the four propose microwave links.

10. Specify Interface to MOSCAD: The Bidder must specify how its proposed solution interfaces with the Motorola MOSCAD Network Fault Management software for centralized radio network management. The Bidder should indicate which components will communicate with the MOSCAD software.

iii. Specify Microwave Management Tools: The Bidder should explain how the proposed microwave links are to be remotely monitored and managed. The Bidder may propose an enterprise network management solution to monitor and configure the proposed microwave hardware.

iv. Specify Capacity: The Bidder should specify the capacity of its proposed solution, including any clarifications as to the expected actual capacity.

v. Specify Uptime: The Bidder should specify the anticipated uptime of the proposed microwave solution.

vi. Specify Downtime During Installation: The Bidder should specify the anticipated downtime for each link during the upgrade process.

2. Perform Structural Analysis: EOPSS is seeking professional engineering services to evaluate the soundness of each of the planned radio communications sites and their ability to support the proposed structural load of the Bidder’s solution.

a. Requirements: The Bidder must perform or partner with a qualified engineering company to perform a structural analysis of each of the five sites planned for new communications links.

b. Bidder Response: The Bidder must specify how it will conduct structural analysis of each of the five planned radio sites. The structural analysis must account for all proposed hardware changes to each radio site. A detailed structural analysis report, including line item remediation costs and urgency, must be provided to EOPSS.

3. Recommend Component Reuse: EOPSS is seeking to reuse, were practical, any backhaul components currently in use on the specified existing links or in the proposed replacement links. As part of the upgrade project, the selected Bidder will evaluate and recommend reuse of existing components in the replacement links.

a. Requirements: Bidders should line item price all items needed for its recommended solution in its pricing proposal. During the evaluation part of this upgrade project, the selected Bidder will evaluate existing microwave components and make a recommendation as to which components can be reused in the replacement architecture. These components should include, at a minimum, evaluation of the existing antennas, antenna housings, and waveguides.

b. Bidder Response: The Bidder must specify how it will conduct an evaluation of the existing microwave components and recommend whether individual components can be utilized in the replacement backhaul architecture. It is at the sole discretion of EOPSS or its designated project oversight agency as to whether individual components will be utilized in the replacement architecture.

The Bidder should indicate whether its proposed solution includes the reuse of existing microwave antennas currently in use on the radio network. Regardless of the Bidder’s recommendation for component reuse, the Bidder should include pricing for all necessary components (including antennas, antenna housings, and waveguide) in the pricing component of its Bid.

4. Correct Structural Failings (Optional): EOPSS is seeking engineering services to remediate any identified structural failings at each of the five radio sites included in this solicitation. Please note that any structural modifications to the tower at Webster will need to be performed by the tower owner Industrial Communications.

a. Requirements: Structural remediation may be optionally bid by the Bidder. Bidders should demonstrate their qualifications to perform communication tower structural remediation.

b. Bidder Response (optional): Bidders may propose contingency services to remediate any observed structural failings from its structural analysis review of the five planned radio sites. Bidders may include a contingency, not to exceed amount in its pricing proposal to cover typical structural remediation for radio communications towers.

5. Manage FCC Licenses: EOPSS is seeking consulting services to manage the process of requesting or modifying licenses for microwave communications with the FCC for this project.

a. Requirements: The Selected Bidder will be responsible for obtaining all necessary regulatory approvals for use of the proposed bandwidths. The Selected Bidder will draft all applications and modifications to existing licenses required to implement the proposed solution and will be responsible for all required coordination with the FCC and others concerning these links.

b. Bidder Response: The Bidder should explain its experience with FCC license coordination and must explain its proposed activities to properly coordinate licensure for this backhaul project.

6. Install, Configure, and Test Microwave Solution: EOPSS is seeking professional services to properly remove existing components, install new component, and configure the replacement architecture to establish carrier grade backhaul services for the links described in this RFQ.

a. Requirements:

i. Minimal Downtime during Installation: The proposed installation services should account for the mission-critical nature of radio communications across the current network and will minimize downtime during the upgrade process.

ii. R56 Industry Standard Services: The selected Bidder shall provide installation services that conform to Motorola’s R56 Standards for Communication Sites Installation and Grounding. The selected Bidder will be responsible for making sure it proposed solution is properly interfaced with all appropriate systems, including data transport, alarm, console, ground, power, antenna and other systems.

Services shall include, but are not limited to, the following:

1. Working on site (at each of the five radio sites) to replace the existing radio hardware

2. Working with the CoMIRS radio maintenance vendor as needed

3. Coordinating with state radio technicians on access, timing, and issue resolution

4. Disconnecting the existing microwave components

5. Connecting the proposed microwave components

6. Securing the proposed microwave replacements in appropriate housing

7. Properly powering the new microwave hardware

8. Setting send and receive frequencies

9. Connecting the replacement hardware to the existing or new antennas

10. Connecting the replacement hardware to the existing Motorola channel banks

11. Configuring the new hardware to properly serve the backhaul responsibilities of each link

b. Bidder Response:

i. Provide Upgrade Plan: The Bidder should provide a detailed implementation plan for how the existing links will be replaced with carrier grade microwave links as specified in this RFQ. The plan should include all major activities, anticipated duration, dependencies, and identified responsibilities. The Bidder should specifically call out all responsibilities it assumes for EOPSS, its designated project oversight agency, the existing radio maintenance vendor, or any other third party.

ii. Specify Impact on Uptime: The Bidder should specify the impact for each link upgrade on the uptime of the backhaul connections servicing CoMIRS.

iii. Specify Installation Timeframe: The Bidder should specify the earliest practical date when an upgrade can be installed for each link, given the requirements of this RFQ, hardware availability, and the Bidder’s ability to perform its services.

7. Provide Warranty and Support: EOPSS is looking for a solution that is well supported, to assure the anticipated up time of each replacement link in the years to come. EOPSS is seeking services that would be seamless with the activities of its current Network Maintenance Contractor.

a. Requirements: The Bidder should provide industry standard warranties for proposed microwave hardware components. In addition, the Bidder should assure that their proposed solution is properly supported post-installation.

b. Bidder Response: The Bidder must specify what hardware warranty is included in the Bidder’s proposal and what maintenance and support is being offered.

4. Order of Precedence

The contract resulting from this RFQ shall consist of the following documents in the following order of precedence: (1) the Commonwealth’s Terms and Conditions; (2) the Commonwealth’s Standard Form Contract; (3) the Commonwealth’s RFR ITT57 2-way Radio Equipment and Supplies; (4) the Bidder’s response thereto; (5) this Request for Quotes; (6) the Bidder’s response hereto, inclusive of all attachments and modifications subsequent to negotiations between the parties; and (7) the resulting Statement of Work.

5. Event Calendar

Below is the Event Calendar for this procurement. All times in this RFQ are Eastern Standard Time.

Event Calendar

EOPSS is not planning to hold a Bidders’ Conference for this procurement. Please submit any questions regarding this solicitation as written questions to the procurement.

Questions must be uploaded to COMMBUYS no later than the date listed in the table above. Answers will be posted to COMMBUYS. It is the responsibility of each prospective Bidder and awarded Vendor to maintain an active registration in COMMBUYS and to keep current the email address of the Vendor’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Vendor’s/awarded Vendor’s designated email address is not current, or if technical problems, including those with the prospective Vendor’s/awarded Vendor’s computer, network or internet service provider (ISP) cause email communications sent to/from the prospective Vendor/Awarded Vendor and the Purchasing Department to be lost or rejected by any means including email or spam filtering.

To access the Bid Q&A in COMMBUYS, log into COMMBUYS with your user account, locate the Bid, acknowledge receipt of the Bid, and scroll down to the bottom of the Bid Header page. Click the “Bid Q&A” button to obtain access to the Bid Q&A page.

Bidder Site Visits: Bidders may request a site visit to the towers included in this solicitation as part of the proposal development process. Access to each radio site must be coordinated with the Department of State Police communications staff prior to each visit. To request a site visit, email Gary Gutowski of the Massachusetts State Police at gary.gutowski@MassMail.State.MA.US. Site visits are highly recommended.

6. Submission Requirements

Interested Bidders must upload the cover letter and responses via CommBuys by the Response Due Date listed in the Event Calendar of this RFQ. Failure to do so may result in disqualification of the bid.

Note: When Bidders are uploading quotes, they must make sure that “No Bid” is not activated and they must include pricing so that “No Charge” is not activated.

If the Bidder has any issues with responding through COMMBUYS, the Bidder should contact the COMMBUYS Help Desk at COMMBUYS@state.ma.us or call during normal business hours (8AM – 5PM, Monday – Friday) at 888‐627‐8283 or 617‐720‐3197.

Useful Link: Job aid on how to submit a quote:

http://www.mass.gov/anf/docs/osd/commbuys/create‐a‐quote.pdf Webcast: The YouTube video “How to Locate and Respond to a Bid in CommBuys” will familiarize Bidders with CommBuys terminology and basic navigation and provide guidance for locating bid opportunities in CommBuys and submitting an online quote.

https://www.youtube.com/watch?v=UhUTNokbhfY

7. Bidder Responses

Bidders’ responses should include, at a minimum, the following:

1. Cover Letter: A cover letter in which the Bidder states that they agree to the terms of this RFQ. Include in the cover letter the name, title, address and contact information for the vendor’s point of contact for this procurement. The cover letter must be signed by an individual authorized to bind the Bidder’s quote to the Commonwealth.

2. Vendor Experience: A brief description of the vendor’s experience in selling and installing microwave hardware similar in nature to that requested in this solicitation.

3. References: Three references for clients requesting hardware and services similar in nature to that described in this RFQ. Include the organization name, the contact name and title, contact information, and a description of the goods and services provided to the client.

4. Personnel Experience: The professional resume(s) or biography(ies) of the individual(s) bid to provide the installation services requested in this solicitation.

5. Proposed Hardware Solution: A complete line item listing and description, including make and model numbers, for all hardware and other components proposed to fully replace the microwave links described in this RFQ. Refer to section 3(f) “Description of Requested Equipment and Services” for hardware requirements. In this section of the Bidder’s response, the Bidder should specifically address the requirements and response specifications listed in section 3(f)(1) “Recommend Hardware Solution.”

6. Proposed Services: A description of the services to be provided by the Bidder to meet the requirements of this solicitation. Include a list of proposed activities, descriptions of each activity, and the timeframe for completion of each major activity once a Purchase Order is issued. Refer to section 3(f) “Description of Requested Equipment and Services” for service requirements. This section of the Bidder’s response should address the following subsections:

a. 3(f)(2) Perform Structural Analysis

b. 3(f)(3) Recommend Component Reuse

c. 3(f)(4) Correct Structural Failings (Optional)

d. 3(f)(5) Manage FCC Licenses

e. 3(f)(6) Install, Configure, and Test Microwave Solution The Bidder must clearly identify any activities required of Commonwealth personnel, the CoMIRS maintenance vendor, or any other third-party.

7. Warranty and Support: A description of the equipment warranty and support services that are available for the proposed microwave radio hardware. This section of the Bidder’s response should address subsection 3(f)(7) “Provide Warranty and Support.”

8. Pricing: A line item pricing for all hardware, services, and warranty and support proposed to meet the specifications of this RFQ. The vendor must provide a valid quote based on this RFQ that can be used to issue a purchase order. The Bidder acknowledges that the Commonwealth may not purchase all items priced for this procurement. All travel and other expenses must be included in the overall pricing proposed by the Bidder.

Bidders are asked to optionally bid a not-to-exceed contingency amount to cover remediating typical structural failings for each of the five radio sites included in this RFQ. EOPSS may include services to resolve these structural issues as part of the resulting Statement of Work or may seek a third-party to resolve any identified structural issues with the planned radio tower sites.

Payment for all equipment and services will be made upon acceptance of the hardware installation by EOPSS or its designated project oversight agency, unless otherwise specified in the resulting Statement of Work.

8. Miscellaneous

By submitting a proposal in response to this RFQ, Bidders agree to the following terms:

A.

The Commonwealth will not pay for any costs other than those set forth in the Bidder’s response to this RFQ.

B.

All bids submitted in response to this RFQ must be valid for a minimum of ninety (90) calendar days.

C.

Extraneous marketing or promotional materials are discouraged and such information will not be factored into the evaluation of vendors D.

EOPSS will not pay any charges not set forth in this response.

9. Review Rights

Responses to this RFQ may be reviewed and evaluated by any person(s) at the discretion of EOPSS including non-allied and independent consultants retained by EOPSS now or in the future, for the sole purpose of obtaining an analysis of responses. Respondents may be asked to further explain or clarify in writing areas of their response during the review process. EOPSS retains the right to request further information from respondents.

10. Evaluation Criteria

The responses to this RFQ will be evaluated based on the criteria listed below. The criteria are listed in descending order of importance with the most important criteria listed first. The procurement management team reserves the right to remove from further consideration non-responsive bids and those that include attempts by the Bidder to alter the Commonwealth’s standard legal terms.

1. Quality of vendor’s proposed hardware solution

2. Quality of vendor’s proposed services

3. Quality of vendor’s proposed warranty and support

4. Price

5. Vendor and personnel expertise

6. Time for delivery

Webster Microwave Backhaul Hardware and Services RFQ Page | 21