Addendum 1 (25-0011).pdf

CITY OF GALAX

RFP (25-0011)

REQUEST FOR PROPOSALS

Public Safety Mesh Networking Radio Equipment

February 6, 2025

Addendum No. 1

A. Questions received regarding RFP 25-0011. The following answers and clarification were provided.

1. Section 3, Bullet 3 – What type of encryption, Multi-key AES?

We are asking the vendor to suggest their recommended solution. However, AES is certainly well-established form.

2. Section 3, Bullet 5 – Please provide additional details in regard to the current system as well as those that we will need to interoperate with including but not limited to:

Manufacturer, Model, Protocol, Number of Sites/Channels as well as specifics on network gear.

This will be an independent system from our Public Safety Communications network.

The interoperability we are seeking/referring to would be a common platform that is readily available to other end users.

3. Section 5.1, bullets 1 and 2 – Please provide minimum requirements for radios and repeaters as well as frequencies, protocol and options required.

Vendors are encouraged to supply their proposed solution. IP68 and Mil-Std-810 are some minimum standards. Section 5 covers the requirements.

4. Section 5.1 Bullet 3: Prepared kits – please define what should be included as well as size specifications.

We invite all vendors to make their recommendations on a deployable kit. An example of this would be a pre-packaged case with all the needed components to deploy multiple units in an emergency.

5. Section 5.1 Bullet 4: Please further define the specifications for nodes. In addition, there is a request for 120 individual units and any additional hardware/software, please define what units these are?

In a mesh radio network, a "node" refers to an individual device that can both send and receive data, acting as a relay point to transmit information between other nodes within the network, effectively creating a self-healing network where data can be routed through multiple paths even if some nodes are unavailable; essentially, each node functions as a small router that communicates directly with nearby nodes to relay data across the entire network. A "mesh radio device" is a wireless communication device that functions within a mesh network, meaning each node (device) can communicate directly with multiple other nodes in the network, acting as both a transmitter and receiver to relay data and effectively create a self-healing, redundant network where data can hop between nodes to reach its destination, even if some connections are lost; essentially, every device in the network can act as a router, enabling robust communication across a wide area without relying on a single central point.

6. Section 5.1, Bullet 10: Power supply must support AC/DC – in the same unit or an offering of one or the other?

We are requesting an option for the charging/powering of the device to have an option for both.

7. Section 5.3, Bullet 1: RFP states it must integrate seamlessly with existing public safety comms and CAD system but does not provide descriptions or specifications of current equipment.

Should a vendor recommend a solution that integrates with our CAD, they would need to provide the necessary hardware and software to achieve this. Southern Software is current provider. Mesh network can be displayed via another means than CAD is vendor chooses.

8. Section 5.3, Bullet 2: Please provide min requirements and specifications of those systems you wish to interop with.

This will be new technology for our region. If a situation was to arise in which other agencies needed to connect with it, it should be easily achievable. Vendors will need to supply their own solution. Common plug ins and apps are a great way of achieving this.

9. A request was made to have access to the bidders list.

We are not able to furnish this until after the proposal deadline for this RFP. Please check back after the closing to access this public information.

10. Is there a network diagram for vendors to project the high points and location of nodes to asses proper coverage?

We have 24 tower sites and 1000 square miles of mountainous territory. We are only asking for equipment options. Not necessarily a network design or coverage guarantee. We have our own RF engineer in house, to handle deployment and network.

11. Section 3 – Can you please define “data communication”? Does this refer to PTT radios and/or other devices? Is there a requirement for video transmission or data only?

GPS and basic text are our only requirements. Video and voice aren’t being requested at this time.

12. Section 3 – Interoperability. Can you please identify the existing public safety systems/networks that we need to be interoperable with?

This will be new technology for our region. If a situation was to arise in which other agencies needed to connect with it, it should be easily achievable. Vendors will need to supply their own solution. Common plug ins and apps are a great way of achieving this.

13. Section 5.1 – Radio Equipment – Please define Prepared Kits. Are Deployable Kits the same as Prepared Kits?

We invite all vendors to make their recommendations on a deployable kit. An example of a prepared kit would be a pre-packaged case with all the needed components to deploy multiple units in an emergency.

14. Is this a fixed site installation, mobile installation, or both?

Both.

15. How many people for onsite training? What is the training requirement on days?

Two days of onsite training. Those could be with our technicians in a “train the trainer” situation. This would keep time and personnel to a minimum.

16. Do the vendors have an opportunity to perform a site survey prior to bidding in order to properly scop the areas of coverage?

We are only searching for equipment solutions at the time. Site visits would not be necessary at this stage.

17. A request was made to extend the proposal deadline.

Unfortunately, we are not extending the close date. The deadline is firm, as we are working under a tight timeframe for this project.

B. The solicitation close date will remain as Thursday, February 27, 2025 at 2:00 PM.

**Acknowledgement of this addendum must be submitted with the response.

Signature _____________________ Name: ___________________ Title: ____________