8-IFB Vol 5 Scope of Work.pdf

Madison County Transit 800 MHz Digital Mobile Radio System Replacement No. 27-1-26400

Scope of Work Page 1 of 10 8/20/2026

VOLUME 5 SCOPE OF WORK

SW 1. Overview Madison County Mass Transit District (the Owner) operations primarily rely on a two-way radio system that reached end-of-life in 2012 and end-of-support in 2017. The current 2-way radio system is a Harris (originally GE) EDACS platform operating on multiple Owner-owned 800 MHz frequencies and broadcasting from an aging Owner-owned tower that is also scheduled for replacement. There is no more equipment available to purchase for repairs and replacement of failed mobile, portable or base station equipment. This radio system serves as the primary communication backbone essential to daily operations and fleet maintenance functions. The Owner will add two additional repeater sites on existing Owner-owned towers to address coverage gaps within the operational area. Although procurement of the new radio system was originally planned to occur in conjunction with design and construction of the replacement tower, the critical shortage of spare parts and ongoing system failures require that the radio replacement proceed independently of the tower project, which is expected to require approximately three years to complete.

SW 2. Project Timeline Substantial completion shall be achieved within 90 calendar days.

SW 3. Project Goals The Owner stakeholders identified the needs for the current and growing operational and maintenance communication needs:

● The existing system has become End of Life and difficult to maintain with no manufacturer support. New solution should be all encompassing and the most current hardware and software currently available for a private DMR system.

● The current equipment is aged and no longer supported, and a robust new system must be installed to ensure the safety and viability of our services.

● Contractor must be heavily established with Motorola and a history of major project support to ensure The Owner has support for the purchase of new technology and equipment for the near and long term. Contractor must be a Platinum Level service and Installer ranking with Motorola

USA.

The Owner’s stakeholders also identified the following goals and objectives for the new system:

● Improve communication accessibility, reliability, and equipment readiness.

● Provide tools to better control 2-way radio health and programming from a remote location.

● Maximize coverage area of new radio system.

● Reduce lost communication due to failed onboard, portable and base Equipment.

● Build redundancy to eliminate the current single site risk.

SW 4. Current Private Radio Network The Owner currently owns and operates an old EDAC Radio system running on 5 800 MHz channels that has been in place since the late 1980’s. The current system consists of a single receiver site located in Edwardsville IL on an aging 250’ tower. The current system consists of an antenna and cabling on the existing tower, a repeater/amplifier system located in the adjacent tower building, power supplies, control systems, control channels, programming software, mobile units, portable units, base stations and computers designated to radio controls. There are roughly 240 mobile and portable units in addition to base stations located in dispatch areas of the Owner.

With Harris ending all support in 2017, and no more equipment was being built as of 2012, the Owner has been operating on old used equipment to replace failed equipment from purchases on the open used market for the last couple of years.

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SW 5. Project Equipment and Contractor Requirements:

The Contractor will provide the installation of equipment, software, and initial tower installed radio infrastructure for this project. The project management plan to support development and implementation will be requested. Contractor will designate a responsible and experienced individual to serve as the Project Manager (PM) during this initial installation and training of the Owner’s staff. The Owner has already purchased equipment required for this project. Refer to Appendix A for equipment and software already acquired for this project. It will be the Contractor’s responsibility to set up remote repeater sites to work with the main site located at the Edwardsville Tower site. This is to include IP and site configuration and testing of connection to main site through either cellular router or LAN router. The agency currently does not have LAN connectivity at the Route 3 site. This site is currently using a Meraki Router via Cellular.

The Contractor must be a Platinum Certified Partner Vendor by Motorola USA. This includes the following requirements as noted to be a Platinum Certified Partner Vendor in the Motorola eco system.

• Specialized certifications across Motorolas Offerings o Private and Commercial Radio (RCR) expertise in MOTOTRBO and TETRA Systems o Certified in Video and Access Control in the Motorola portfolio.

o Extensive knowledge, support, repair and deployment of Broadband and WAVE PTX.

o Contractor that acts as a Certified Service Center and Elite Service Specialists.

o Top-Tier Volume sales and installation of Motorola equipment, software and services.

The Owner will require information confirming these requirements with heavy focus on large system installation and support for the last 5 years for Platinum Certified Partner Vendor. The Owner requires a history of large scale, robust, specialized installations of DMR systems outside of P25.

SW 6. Installation and Transitions Plan The Owner will provide all installation and programming of mobile and portable radio equipment. The Owner will also be responsible for the time frame of the migration from EDAC to the new DMR system at the tower and mobile level. The Owner will require the first channel to be live and functional and the two repeater sites fully operational by the Contractor prior to the Owner installation of mobile or portable units.

Contractor will be responsible for the training of the Fleet Director, Fleet Manager and one Technician on the operation, programming, health checks, system functionality and architecture.

The Owner will provide the frequencies at each location to be used and programmed as required by the FCC. The Owner is using a Certified Frequency Coordinator for the Spectrum Analysis, FCC Compliance and required licensing and completing a Form 601 on the Owner’s behalf.

SW 7. Equipment Removal During installation of tower-mounted equipment and cabling at the Route 3 Tower and Alton High-Speed Rail locations, the Contractor shall remove the existing microwave dishes and associated cabling and tower-mounted equipment identified below. The Contractor shall also perform the identified removals at the Edwardsville Tower during the same tower-climbing mobilization. Dish elevations vary by location. The microwave dishes scheduled for removal are identified below by location and nominal dish size:

• Route 3 Tower o 6-foot dish o 1-foot dish

• Alton High-Speed Rail o 4-foot dish o 2-foot dish

• Edwardsville Tower o 4-foot dish o 3-foot dish o 2.5-foot dish.

Exception: The existing 1-foot dish at the Edwardsville Tower, including its associated cabling and tower-mounted equipment, shall remain in place.

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SW 8. Testing Contractor will plan and document all testing activities to provide evidence of acceptable system design and delivery, including all components. The test plans will include user testing and user experience testing for all test phases. The Owner will approve all testing in writing during reviews. Contractor will not perform any test until the corresponding test plan has been approved.

The testing will need to be completed in multiple phases:

• Testing of current antenna integrity and strength.

• Testing of power supplies and power injectors

• Testing of rack equipment installations

• Testing of IP’s

• Testing of connectivity and software

• Testing of mobile and portable equipment.

• Testing of signal reach.

Integration testing provides evidence that systems are performing as designed to meet overall system requirements when integrated. The Contractor will be responsible for supporting all elements of any integration testing, including, but not limited to, system software, hardware and connectivity. Stress testing will occur during testing and will include the successful processing of the projected peak volumes.

SW 9. Training The selected Contractor will provide training. The training will familiarize the Owner’s staff for first line use, diagnostics, programming, operation, protocols and maintenance of the various systems. The training will be hands-on operation and maintenance instruction.

SW 10. Project Deliverables The following list describes the project deliverables:

● As-Built Drawings with Comprehensive PDF prints of proposed and final site layout, cable runs and grounding schemes.

● Installation of all site system hardware and software including the items in Attachment A.

● All system access granted for a fully functional system

● Preliminary Design Review package

● Final Design Review package

● Installation and Transition Plans

● Test Plan(s)

● Training Plan

● Training materials, records, and manuals

SW 11. System Design and Architecture

• The design and architecture of the system will be complete and robust. This will include standing up of the new DMR system and attaching to the existing antenna on the Owner’s Edwardsville tower and installation of a full system, including antennas and cabling at 2 other sites with exiting towers and no radio equipment.

• The System will operate on the Owner‘s owned 800 MHz channels.

• Trunked system with five split channels creating 10 distinct channel ability.

• One channel shall be a control channel.

• The system will operate primarily based on the Edwardsville tower location out to mobile, portable, base station and auxiliary repeater sites.

• The system will also communicate through an Owner-operated IP connection to program, update, track, health check the main components of the system.

• Racking for new and required equipment based at the Edwardsville tower and two repeater sites to be installed and prepared by the Contractor.

• The Owner will transition the system and equipment on a pre-planned timeline with the

Contractor.

Already purchased equipment is attached into Appendix A.

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SW 12. Requirements

1. Fleet Director to be the primary contact for software integration, data moves, and perpetual software licensing. Fleet Director with work internally with the Owner’s IT staff for additional needs.

2. Support service with a maximum of 1 hour turnaround time for system down, critical failures, or loss of access that will impact the daily needs of the organization.

3. Basic User Manuals for software usage

4. If there is a client software requirement, clearly listed ports and protocols will be needed for software to communicate.

5. Single point login for all modules.

SW 13. Services Overview The Owner will be responsible for the day-to-day operations of the system.

The Owner will test any systems and equipment; if any systems or equipment does not work properly during the warranty phase, the Owner will return it to the selected Contractor for immediate replacement, updates, or troubleshooting.

The Contractor will be responsible for the warranty repairs and replacements for all hardware components of the system. The warranty period will begin with System Acceptance. Hardware warranty of 5 year Essentials Package and 5 year Accidental Damage was purchased by the Owner for all qualifying equipment. Contractor should warranty their installation, workmanship and programming for a minimum of 2 years. The Contractor will be Platinum Level rated through Motorola Solutions.

SW 14. Locations Below is a listing of 3 total sites and their current state of infrastructure and details. It will be the Contractor’s responsibility to visit each site with the Owner staff designated for this project to review each site’s needs prior to bidding.

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Site 1: Edwardsville Tower

• 38°45’59.18” N , 90°0’12.38” W

• Antenna Height Estimation: 250’

• Omni-Directional Antenna: YES. One receiving and one transmit.

• Equipment Housing: On site, Concrete structure at base of existing tower. Current location of

EDAC radio system.

• Power: YES and Generator back up.

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Site 2: Route 3 Park and Ride

• 38°42’20.92” N , 90°10’14.81” W

• Antenna Height Estimation: No antenna. Tower height estimated at 190’

• Omni-Directional Antenna: No antenna.

• Equipment Housing: IT cabinet on site at base of tower with open pulls. Equipment will reside in fully enclosed and climate controlled room.

• Power: YES. Required UPS reck mounted backup. No generator.

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Site 3: Alton High Speed Rail

• 38°55’14.56” N , 90°9’23.72” W

• Antenna Height Estimation: No antenna. Tower height estimated at 100’

• Omni-Directional Antenna: No antenna.

• Equipment Housing: IT room on opposite side of building from tower. Open pulls from tower to equipment room

• Power: YES and Generator back up

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Appendix A

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