In-_Building_Radio_Frequency_Coverage_Revision_(Addendum_#1_Revision).pdf

INVITATION FOR BID

IFB-26-0355

IN- BUILDING RADIO FREQUENCY COVERAGE

REVISION

CITY OF PHOENIX

FINANCE CENTRAL PROCUREMENT

251 W WASHINGTON STREET

PHOENIX, AZ

85003

RELEASE DATE: June 5, 2026

DEADLINE FOR QUESTIONS: June 19, 2026

RESPONSE DEADLINE: July 10, 2026, 4:00 pm

City of Phoenix

INVITATION FOR BID

IFB-26-0355

In- Building Radio Frequency Coverage Revision

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - Acceptance of Offer Form 2026

B - Compliance_with_Environmental_Laws_-_7-9-25 (1)

C - Sensitive_Security_Information_Acknowledgement_Form_Sample (1)

D - Supplemental-Terms-And-Conditions-To-All-Airport-Contracts Rev 4-29-26

Invitation For Bid #IFB-26-0355 Title: In- Building Radio Frequency Coverage Revision

1. Introduction

1.1. Contact Information

CeeCee McGee

Finance Central Procurement

Email: ceecee.mcgee@phoenix.gov

Phone: (602) 262-4753

1.2. Schedule of Events

The City reserves the right to change dates, times, and locations, as necessary. The City does not always hold a Pre-Offer Conference or Site Visit. All times in the Schedule of Events are

Local Phoenix, AZ Time.

To request a reasonable accommodation or alternative format for any public meeting, please contact the Procurement Officer (CeeCee McGee) at (602) 262-4753/Voice or 711/TTY, or ceecee.mcgee@phoenix.gov, no later than two (2) weeks prior to the meeting.

Solicitation Issue Date: June 5, 2026

Written Inquiries Due Date: June 19, 2026, 2:00pm

Offer Due Date: July 10, 2026, 4:00pm

Please note: registration or RSVP to participate in the Pre-Offer Conference is required in order to obtain the Pre-Offer Conference meeting information. An Offeror who wishes to join the Pre-

Offer Conference for this solicitation is required to register using the weblink or access code provided prior to the meeting. Upon completion of registration, the Pre-Offer Conference meeting information will be forwarded to the registered email address.

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for in building radio frequency coverage.

The Effective Date of this Agreement will be upon final signature and recording by the City

Clerk’s department.

The Commencement Date of this Agreement will be upon August 25th 2026 which is on or after the ordinance approved start date or the contract term start date that the Phoenix City Council approves or the Effective Date, whichever is later.

The term of this Agreement will be for 5 years, beginning on the Commencement Date, with no options to extend.

This solicitation is available through the City’s Procurement Portal. For technical support issues related to the City's Procurement Portal, Offeror may use the support bubble on the bottom right, or email procurement-support@opengov.com for any assistance. For other issues related to this solicitation please contact the procurement officer listed under Contact Information.

Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence: by reaching the end of the term including any extensions exercised, or termination pursuant to the provisions of this Agreement.

2.2. Preparation of Offer

All forms provided must be completed and submitted with the Offer. The signed and completed

Conflict of Interest and Transparency form must be included or your Offer may be deemed non-responsive.

It is permissible to copy Submittal forms if necessary. Erasures, interlineations, or other modifications of the Offer must be initialed in original ink by the authorized person signing the

Offer. No offer will be altered, amended or withdrawn after the specified offer due date and time.

The City is not responsible for Offeror’s errors or omissions.

All time periods stated as a number of days will be calendar days.

It is the responsibility of all Offerors to examine the entire solicitation and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting an offer. Negligence in preparing an offer confers no right of withdrawal after due date and time. Offerors are strongly encouraged to:

A. Consider applicable laws and/or economic conditions that may affect cost, progress, performance, or furnishing of the products or services.

B. Study and carefully correlate Offeror’s knowledge and observations with the solicitation and other related data.

C. Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies that Offeror has discovered in or between the solicitation and other related documents.

mailto:procurement-support@opengov.com

D. The City does not reimburse the cost of developing, presenting or providing any response to this solicitation. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. The Offeror is responsible for all costs incurred in responding to this solicitation. All materials and documents submitted in response to this solicitation become the property of the City and will not be returned.

E. Offerors are reminded that the specifications stated in the solicitation are the minimum level required and that offers submitted must be for products or services that meet or exceed the minimum level of all features specifically listed in this solicitation. Offers offering less than any minimum specifications or criteria specified are not responsive and should not be submitted.

F. Offer responses submitted for products considered by the seller to be acceptable alternates to the brand names or manufacturer’s catalog references specified herein must be submitted with technical literature and/or detailed product brochures for the

City’s use to evaluate the products offered. Offers submitted without this product information may be considered as non-responsive and rejected. The City will be the sole judge as to the acceptability of alternate products offered.

G. Prices will be submitted on a per unit basis by line item, when applicable. In the event of a disparity between the unit price and extended price, the unit price will prevail unless obviously in error.

2.3. Fixed Offer Price Period

All offers shall be firm and fixed for a period of 180 calendar days from the solicitation opening date.

2.4. Delivery

Delivery is an important consideration and will be a factor in determining the award. A delivery time after receipt of order (ARO) must be stated in definite terms. Should there be variations in delivery times by item, the submittal should be clear concerning these variations.

2.5. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete solicitation and addenda from the City's

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/267343. Any interested Offerors without internet access may obtain this solicitation by calling the

Procurement Officer or picking up a copy during regular business hours at the City of Phoenix, Finance Department, Central Procurement Division, 251 W Washington Street, 8th Floor, Phoenix, AZ 85003. It is the Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

2.6. Exceptions

Offeror must not take any exceptions to any terms, conditions or material requirements of this solicitation. Offers submitted with exceptions may be deemed non-responsive and disqualified from further consideration in the City’s sole discretion. Offerors must conform to all the https://procurement.opengov.com/portal/phoenix/projects/267343 requirements specified in the solicitation. The City encourages Offerors to send inquiries to the

Procurement Officer rather than including exceptions in their Offer.

2.7. Inquiries

All questions that arise relating to this solicitation should be directed via City’s Procurement

Portal and must be received by the due date indicated in the Schedule of Events. The City will not consider questions received after the deadline.

No informal contact initiated by Offerors on the proposed service will be allowed with members of City’s staff from date of distribution of this solicitation until after city council awards the contract. All questions concerning or issues related to this solicitation must be presented in writing.

The Procurement Officer will answer written inquiries in an addendum and publish any addenda on the City’s Procurement Portal.

2.8. Addenda

The City of Phoenix will not be responsible for any oral instructions made by any employees or officers of the City of Phoenix regarding this solicitation. Any changes will be in the form of an addendum. The Offeror must acknowledge receipt of any/all addenda through the City's

Procurement Portal.

Changes to terms and conditions of the Solicitation and resulting Agreement made pursuant to an addendum shall be memorialized in the Solicitation and resulting Agreement document. To that end, a parenthetical will be added to applicable provision(s) referencing the addendum that imposed the change. The language in the final provision will reflect the updated version.

2.9. Licenses

If required by law for the operation of the business or work related to this Offer, Offeror must possess all valid certifications and/or licenses as required by federal, state or local laws at the time of submittal.

2.10. Certifications

By signature in the Offer section of the Offer and Acceptance page(s), Offeror certifies:

• The submission of the Offer did not involve collusion or other anti-competitive practices.

• The Offeror must not discriminate against any employee, or applicant for employment in violation of Federal or State Law.

• The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted Offer.

2.11. Submission of Offer

Offers must be in possession of the Department on or prior to the exact time and date indicated in the Schedule of Events. Late offers will not be considered. The prevailing clock will be the

City Department’s clock.

Offers should be submitted electronically via the City’s Procurement Portal by clicking on “Draft

Response” via https://procurement.opengov.com/portal/phoenix/projects/267343. Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

Any original documents (such as bonds, guaranties, powers of attorney), if required by the solicitation, must be separately delivered to and received by the City on or prior to the exact time and date indicated in the Schedule of Events, with a clear indication of the Offer for which it is attributed.

It is the responsibility of the Offeror to ensure that the Offer is timely and to confirm that there are no technical reasons that any offer submitted electronically may be delayed. The date and time on the upload as received/stamped by the City’s Procurement Portal will provide proof of submission and verification whether the Offer was received on or prior to the exact time and date indicated in the Schedule of Events.

For assistance with submittals, vendors are welcome to use the OpenGov support chat (blue chat bubble in the bottom right corner) to connect with a member of OpenGov's support team who will be able to assist you with your submission.

Please DO NOT submit links to Google Docs, Dropbox Paper, or similar services. Your offer may be deemed non-responsive if your offer is supplied utilizing these services.

Filed must be submitted in PDF or Microsoft Office formats only

2.12. Withdrawal of Offer

At any time prior to the solicitation due date and time, an Offeror (or designated representative) may withdraw the Offer by clicking “Unsubmit Response” on the Offer submission via the City’s

Procurement Portal.

2.13. Offer Results

Offers will be opened on the offer due date, time and location indicated in the Schedule of

Events, at which time the name of each Offeror, and the prices may be read. Offers and other information received in response to the solicitation will be shown only to authorized City personnel having a legitimate interest in them or persons assisting the City in the evaluation.

Offers are not available for public inspection until after the City has posted the award recommendation on the City's Procurement Portal.

The City will post a preliminary offer tabulation on the City's Procurement Portal:

https://procurement.opengov.com/portal/phoenix/projects/267343 within five business days of the offer opening. The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will post an award recommendation on the City's Procurement Portal. By signing and submitting its Offer, each

Offeror agrees that this posting of the award recommendation to the City's Procurement Portal effectively serves as the Offeror’s receipt of that notice of award recommendation. The City has no obligation to provide any further notification to unsuccessful Offerors.

https://procurement.opengov.com/portal/phoenix/projects/267343 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://procurement.opengov.com/portal/phoenix/projects/267343

2.14. Pre-Award Qualifications

A. Offeror must have been in operation a minimum of 3 years. The Offeror’s normal business activity during the past 3 years will have been for providing the goods or services in this solicitation.

B. All Vendors shall submit an email address of an IT Specialist with the skills and knowledge of the Vendor’s IT systems. As part of the proposal submission process, the IT Specialist of

Offerors within the competitive range will receive an email communication from the Procurement

Officer with a link. The Offers are required to complete and submit the required questionnaire, within the timeframe indicated, for the following:

1. Vendor Privacy Due Diligence Questionnaire

2. Vendor Security Maturity Questionnaire

The City will assess the Offeror’s risk profile based on these submitted documents to determine if the Offeror’s IT security practices align with the required security standards and present an acceptable level of risk. The risk assessment results will be a significant factor in determining the Offeror's pre-award qualification status. Offerors who do not receive a favorable risk assessment may be disqualified from further consideration in the procurement process.

2.15. Minimum Qualifications

The qualified and responsive Offeror must meet all minimum qualifications listed below. Should an Offeror fail to meet one of the minimum qualifications identified, the Offer will be disqualified as non-responsive.

Firm Experience:

• Experience Requirement

The Offeror must have a minimum of three (3) years of turnkey, in-building RF enhancement experience, including ERRCS, DAS, BDA, RF evaluation, RF design, equipment installation, and post-installation performance testing.

• Certification & References Requirement

The Offeror shall certify its years in business and provide project details using the “Years in Business and References” form included in Section 9 – Vendor Questionnaire.

References:

• A minimum of three (3) professional references who have firsthand knowledge of successful turnkey ERRCS/DAS/BDA projects; and

• Completed reference information documented on the “Years in Business and

References” form in Section 9 – Vendor Questionnaire.

Personnel Qualifications:

Offeror shall submit a list of key personnel and certifications who will perform work under this contract, including:

Role: System Designer

Certification Required: NICET IB-PSC-Design Certification.

Role: Lead Installer/Project Management Lead/Testing Personnel

Certification Required: NICET IB-PSC Level 2 or higher-Technician Certification

Role: Arizona-Licensed Professional Engineer

License Required: Professional Engineer must provide proof of current Arizona license.

Equipment:

Item: Specific Manufacturer Certifications

Certification Required: All current manufacturer-issued certifications for equipment proposed or used under this contract, including but not limited to BDAs, DAS components, donor antennas, filters, remotes, head-end equipment, and system software.

Documentation Requirement:

• All required licenses and certifications must be uploaded with the Offer in the Vendor

Questionnaire section. Failure to provide documentation will result in disqualification.

• The completed Years in Business and References Form must also be uploaded in

Section 9 – Vendor Questionnaire

2.16. Certificates of Insurance

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this solicitation. Insurance requirements are non-negotiable.

2.17. Award of Contract

Unless otherwise indicated, award(s) will be made to responsive, responsible Offeror(s) who are regularly established in the service, or providing the goods, contained in this solicitation and who have demonstrated the ability to perform in an acceptable manner.

A. Factors that may be considered by the City include:

1. Technical capability of the Offeror to accomplish the scope of work required in the

Solicitation. This may include performance history on past and current government or industrial contracts; and,

2. Demonstrated availability of the necessary manpower (both supervisory and operational personnel) and necessary equipment to accomplish the scope of work in the Solicitation; and,

3. Safety record; and,

4. Offeror history of complaints and termination for convenience or cause.

B. Notwithstanding any other provision of this solicitation, the City reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all offers or portions thereof; or (3) reissue a solicitation.

C. A response to a solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the City’s solicitation. Offers do not become contracts until they are executed by the Chief Procurement Officer or Department

Director. A contract has its inception in the award, eliminating a formal signing of a separate contract. For that reason, all of the terms, conditions and specifications of the procurement contract are contained in the solicitation, and in any addendum or contract amendment.

2.18. Solicitation Transparency Policy

Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents (including their representatives) shall only discuss matters associated with the solicitation with the Mayor, any members of City Council, the City Manager, any Deputy City

Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated Procurement Officer) at a public meeting, posted under Arizona Statutes, until the resulting contract(s) are awarded to all offers or responses are rejected and the solicitation is cancelled without any announcement by the

Procurement Officer of the City’s intent to reissue the same or similar solicitation.

As long as the solicitation is not discussed, Offerors may continue to conduct business with the

City and discuss business that is unrelated to the solicitation with the City staff. Offerors may not discuss the solicitation with any City employees or evaluation panel members.

Offerors may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement

Officer, and are posted as open meetings with the City Clerk at least 24 hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

With respect to the selection of the successful Offerors, the City Manager and/or City Manager's

Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the City Manager and/or

City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT

VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

“To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy will be disqualified until the resulting contract(s) are awarded, or all offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar solicitation. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the contract, as long as the City cancels with a statement that the City will rebid the solicitation.

2.19. Protest Process

Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend the solicitation, cancel or re-bid.

Therefore, unless otherwise notified by a formal amendment, the Protester must adhere to all solicitation dates and deadlines, including timely filing of an offer, regardless of filing a protest.

Offeror may protest an adverse determination issued by the City regarding responsibility and responsiveness, within seven days of the date the Offeror was notified of the adverse determination.

Offeror may protest an award recommendation if the Offeror can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. The City will post recommendations on the City’s Procurement Portal to award the contract(s) to an Offeror(s). Offeror must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within the

City’s full and final discretion.

All protests will be in writing, filed with the Procurement Officer identified in the solicitation and include the following:

• Identification of the solicitation number;

• The name, address and telephone number of the protester;

• A detailed statement describing the legal and factual grounds for the protest, including copies of relevant documents;

• The form of relief requested; and

• The signature of the protester or its authorized representative.

The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The City will not request City Council authorization to award the contract until the protest process is complete. All protests and appeals must be submitted in accordance with the

City’s Procurement Code, (Phoenix City Code, Ch. 43) and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the

Procurement Officer.

2.20. Public Record

All Offers submitted in response to this solicitation will become the property of the City and become a matter of public record available for review pursuant to Arizona State law. If an

Offeror believes that a specific section of its Offer response is confidential, the Offeror will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. An Offeror may request specific information contained within its Offer is treated by the

Procurement Officer as confidential provided the Offeror clearly labels the information

“confidential.” To the extent necessary for the evaluation process, information marked as

“confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the

Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the

Offeror in writing of any request to view any portion of its Offer marked “confidential.” The

Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure.

If the Offeror does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.

2.21. Right to Disqualify

The City reserves the right to disqualify any Offeror who fails to provide information or data requested or who provides materially inaccurate or misleading information or data. The City further reserves the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data or information available to the

City. This disqualification is at the sole discretion of the City. By submission of a solicitation response, the Offeror waives any right to object now or at any future time, before any agency or body including, but not limited to, the City Council of the City or any court as to the exercise by the City of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by the City. The City reserves the right to replace the disqualified

Offeror.

2.22. Contract Award

In accordance with the City of Phoenix Code, Chapter 43, Section 43-12, Competitive Sealed

Bidding, award(s) shall be made to the lowest responsive and responsible offeror(s) whose offer conforms in all material respects to the requirements set forth in this solicitation. The City reserves the right to award a contract by individual line items, by group, all or none, or any other combination most advantageous to the City. The City reserves the right to award multiple contracts.

2.23. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of any required minimum qualifications, and completeness and compliance with the solicitation requirements. The City reserves sole discretion to determine responsiveness and responsibility.

Responsiveness: Nonresponsive Offers will not be considered in the evaluation process. The solicitation states criteria that determine responsiveness, and the solicitation includes terms and conditions that if included or excluded from Offers will render an Offer nonresponsive.

Responsibility: To obtain true economy, the City must conduct solicitations to minimize the possibility of a subsequent default by the Offeror, late deliveries, or other unsatisfactory performance that may result in additional administrative costs. It is important that the Offeror be a responsible Offeror. Responsibility includes the Offeror’s integrity, skill, capacity, experience, and facilities for conducting the work to be performed.

2.24. Equal Low Offer

Contract award will be made by putting the names of the tied vendors in a cup for a blind drawing limited to those bidders with tied offers. If time permits, the offerors involved will be given an opportunity to attend the drawing. The drawing will be witnessed by at least three persons, and the contract file will contain the names and addresses of the witnesses.

3. Scope of Work

3.1. System Description and Background

As managing partner of the Regional Wireless Cooperative (RWC), the City of Phoenix (COP) operates a large radio network based on the Project 25, Phase I/II Standard. The network is an

ASTRO 25™, Integrated Voice and Data, trunked radio system. It operates in the 700 MHz frequency bands and uses standard simulcast, IP simulcast, and individual site trunking. The network consists of five (5) major simulcast subsystems and ten (10) Intelligent Site Repeaters

(ISR's).

Since the implementation of this network, it has become apparent that certain buildings throughout the coverage area may need in-building radio frequency (RF) coverage enhancements in order to meet the requirements of public safety users. To date, a number of

City of Phoenix buildings have been treated with a combination of Bi-directional amplifiers

(BDA) and distributed antenna systems (DAS).

The COP Fire Prevention Office has adopted the National Fire Code and is now responsible for determining if a structure meets public safety communication requirements. This enforcement is for existing structures as well as potential new buildings.

All in-building RF coverage work performed under this contract shall comply with all applicable

Regional Wireless Cooperative (RWC) policies, technical requirements, and procedures as published athttps://rwcaz.org.

3.2. FAA Security Compliance Requirements-Aviation Only

The Aviation Department is subject to Federal Aviation Administration (FAA) security mandates.

The Contractor and its employees will be required to work and operate a motor vehicle within the secured areas of the Airport. All staff working under this Contract must pass a Security

Threat Assessment and Criminal Background Check as well as take the Airfield Driver Training

Program and pass an interactive test to obtain the Airfield Driving permit endorsement on their security badge

3.3. National Fire Protection Association Compliance Requirements NFPA

All design, installation, testing, and maintenance of Emergency Responder Radio Coverage

Systems (ERRCS) shall comply with NFPA 1225 (2022 or latest edition). This includes:

• Coverage performance criteria ( Delivered Audio Quality-DAQ ≥ 3.4 or Bit Error Rate-

BER ≤ 2%)

• Acceptance testing procedures

• Annual inspection and maintenance requirements

• Documentation and reporting standards as outlined in NFPA 1225.*

3.4. Applicable Laws and Standards

The Contractor shall comply with all applicable federal, state, and local laws, codes, and regulations, including but not limited to:

https://rwcaz.org/

• City of Phoenix Fire Code Section 510

• International Fire Code (IFC) Section 510

• NFPA 1225: Standard for Emergency Services Communications

• Underwriters Laboratories (UL) 2524: Standard for In-Building 2-Way Emergency Radio

Communication Enhancement Systems

• Federal Communications Commission (FCC) regulations governing radio frequency systems

• Any other applicable building, electrical, and safety codes enforced by the Authority

Having Jurisdiction (AHJ).*

3.5. Compliance with RWC Requirements

The Contractor shall comply with all applicable Regional Wireless Cooperative (RWC) policies, procedures, and technical requirements as published by the RWC. Current RWC policies are available at: https://rwcaz.org. It is the Contractor’s responsibility to review and adhere to all requirements set forth by the RWC for ERRCS-related work.

3.6. Services

The City requires turn-key services. The Contractor and the City will work together to establish a baseline of in-building RF coverage. This baseline will identify areas with poor coverage and critical operational zones needing improvement. Using these results, the Contractor will create a detailed building treatment design.

Additional services include, but are not limited to, the actual implementation of any in-building treatments, the optimization of installed treatments, and the post-treatment execution of any in-building RF Coverage Acceptance Test Procedure (CATP). These services will be initiated after the City has reviewed and approved the design and provided specific input to the Contractor.

Specific tasks may include, but are not limited to, the following:

Preliminary Evaluation

• Conduct coverage testing to determine the current level of in-building RF coverage from the City's existing 700 MHz Public Safety Radio System.

o If insufficient donor signal is identified during the preliminary evaluation, the

Contractor must document and inform the City. The City will determine how to proceed. The RWC, as system licensee, will address external RF interference issues outside the Contractor’s control.

• Submit a treatment plan including detailed design and cost analysis for City approval.

• Perform acceptance testing (CATP) post-implementation.

Installation https://rwcaz.org/

• All equipment and systems will be installed in full compliance with applicable codes and standards, including NFPA and IFC requirements for public safety radio coverage.

Project Management

• Coordinate all meetings and building access with the City.

• Coordinate test teams and building owner approvals.

• Manage equipment lease agreements if needed.

Technical Oversight

• Develop test plans and acquire test equipment.

• Perform coverage tests and install treatment equipment.

• Optimize systems and conduct acceptance testing.

Administration

• Deliver initial test results and detailed designs.

• Procure equipment and provide a single point of contact.

• Provide a 12-month warranty on installed systems.

3.7. City Responsibilities

To support the successful delivery of services under this Contract, the City will:

• Provide building access and coordinate with facility staff as needed.

• Review and approve testing results, designs, and treatment plans in a timely manner.

• Provide City-designated radios, talk groups, and any required testing resources.

• Identify critical areas to be included in coverage testing.

3.8. Staffing Requirements

The Contractor shall provide the personnel necessary to perform the services under this

Contract, including:

• A Project Management Lead or Lead Installer responsible for coordinating installation activities and system commissioning.

• A System Designer responsible for developing system designs, coverage plans, and related technical documentation.

• A Testing Technician responsible for performing baseline testing, acceptance testing, and system optimization

3.9. System Minimum Requirements

These requirements apply to the performance and characteristics of the ERRCS system and equipment installed under this Contract.

The system shall:

• Meet nationally recognized standards for emergency radio systems.

• Achieve DAQ ≥ 3.4 or BER ≤ 2%, with 95% coverage per floor (including critical areas).

• Include mechanical protection of backbone and distribution cabling where subject to damage.

• Include a minimum 24-hour battery backup for full system operation during power outages.

• Support remote monitoring/diagnostics (e.g., SNMP) and required access control.

3.10. Service Minimum Requirements

These requirements apply to the work performed by the Contractor.

The Contractor shall:

• Install all systems and components in accordance with applicable codes and standards.

• Use personnel who meet the qualification standards defined in Section 2.

• Perform installation and testing using qualified staff as required in Section 3.10.

3.11. Required Permits (ERRCS)

The Contractor shall obtain all Phoenix Fire Prevention permits prior to ERRCS installation or modification and comply with all permit conditions.

3.12. Professional Engineer Requirement

The Contractor shall have on staff or under contract an Arizona-licensed Professional Engineer

(PE) qualified to sign and seal the Certificate of Radio Coverage Compliance and any technical reports when required by the Fire Code Official. Prior to the commencement of any work, the

Contractor shall submit proof of compliance, including the PE’s name, current Arizona license number, and a copy of the active license.

3.13. In-Building RF Coverage Requirements

Testing Methodology

• Develop a customized coverage testing plan for each building in collaboration with the

City. Obtain City approval before testing begins.

• Perform baseline testing using City-designated subscriber units.

Pass/Fail Criteria

• RF coverage shall meet Delivered Audio Quality (DAQ) ≥ 3.4 or Bit Error Rate (BER) ≤

2%.

• A building/floor passes when 95% of the tested area meets these criteria, including City-designated critical areas.

DAQ Reference Table:

Additional Requirements:

• Log RSSI levels at each test location.

• Conduct Subjective Audio Quality Testing (SAQT) jointly with the City.

• SAQT requires an active voice channel; use the “ITD Wireless” talk group in Message

Trunking.

• If SAQT results are inconclusive, verify performance using BER testing with City-supplied equipment (pass/fail: BER ≤ 2%).

• Ensure designs prevent interference with existing simulcast systems and other wireless carriers.

• Equipment must support remote alarm reporting and be configurable for SNMP environments.

3.14. Annual Inspection and Compliance Reporting

• Perform annual inspections of installed in-building RF systems to verify continued compliance with City of Phoenix public safety communication standards.

• Conduct RF coverage testing during each inspection to ensure system performance remains within acceptable parameters.

• Upload all inspection results, including test data and compliance documentation, into the

City-designated compliance portal (e.g., BRYCER).

• Notify the City of any deficiencies or required corrective actions and provide recommendations for remediation.

• Maintain inspection records and provide summary reports upon request

3.15. Certificate of Radio Coverage Compliance

Prior to issuance of the building Certificate of Occupancy, submit a Certificate of Radio

Coverage Compliance signed and sealed by a Professional Engineer licensed in Arizona and knowledgeable in ERRCS. A Temporary Certificate of Occupancy may be issued on a case-by-case basis.

3.16. Permits

The Contractor must get all required City of Phoenix Fire Prevention permits before starting any

ERRCS installation or modification work. The Contractor is responsible for following all permit conditions and coordinating with the City for inspections.

3.17. Permit & Technical Assistance

A permit is required for the installation or modification of ERRCS and related equipment. The

City may require technical opinions or reports prepared by a qualified engineer or specialist to determine the acceptability of technologies, processes, or materials. Design submittals may be required to bear the stamp of a registered design professional.

3.18. Inspection, Testing & Maintenance

The ERRCS shall be maintained operational at all times. ERRCS shall be tested annually by personnel meeting the minimum qualifications. Inspection, Testing, and Maintenance (ITM) reports are required to be uploaded to The Compliance Engine (TCE)

3.19. Technology, Sustainability & Data

• Systems shall support remote monitoring, diagnostics, and cybersecurity features such as encryption and audit logging.

• Use energy-efficient components and provide battery backup for at least 24 hours.

• Submit all test results digitally and provide Geographic Information System GIS-compatible mapping files showing coverage areas, signal strength, and DAQ scores.

• The Contractor shall provide equipment information such as serial numbers, installation dates, maintenance schedules, and warranty details. .

• ERRCS shall support supervisory signal monitoring through the building’s Fire Alarm

Control Panel (FACP) in accordance with applicable fire code requirements

• Standby power shall comply with IFC Section 510.4.2.3: Emergency responder radio coverage systems shall be provided with either (a) dedicated standby batteries capable of operating the system at 100% capacity for not less than 12 hours, or (b) 2-hour standby batteries connected to the facility generator power system in accordance with

Section 1203. The City encourages designs that exceed these minimums, such as 24-hour battery backup or integration of alternative energy sources, where feasible.

3.20. Equity and Accessibility

Inclusive Communication Access

The Contractor shall ensure that in-building RF coverage supports equitable access to emergency communications in all public areas, including those serving vulnerable populations.

This includes ensuring coverage in ADA-accessible areas, community centers, and other high-priority public service locations.

3.21. Data and Reporting

• Digital Reporting and GIS Integration

The Contractor shall provide digital RF coverage maps in a format that clearly illustrates coverage areas, signal levels, and test results. Examples of acceptable formats include

GIS-compatible files (such as shapefiles or GeoJSON), PDF maps, or other commonly used digital mapping formats. Equivalent digital formats will be accepted as long as all required information is included and reasonably reviewable by the CityAsset

Management Integration

Where feasible, the Contractor shall provide metadata and equipment inventories in a format compatible with the City’s asset management system. This includes serial numbers, installation dates, maintenance schedules, and warranty information

3.22. Risk & Contingency

Risk Management & Contingency Planning

The Contractor shall provide a risk mitigation plan addressing:

• Interference Risks: Procedures to prevent disruption to existing simulcast systems.

• Supply Chain Delays: Alternative sourcing strategies for critical components.

• Schedule Variances: Escalation process for delays exceeding 10 business days.

• Emergency Response: Contact protocol for system failures during installation or testing.

3.23. Performance Metrics

Project Timeline & Milestones

• Coverage Testing Completion: Within 30 calendar days of Notice to Proceed.

• Design Submission: Within 15 days after testing results approval.

• Implementation: Within 60 days of design approval.

• Acceptance Testing (CATP): Within 10 days post-installation.

o If CATP deficiencies result from design, installation, or equipment selection, the

Contractor must complete all required redesign and corrective work at no cost to the

City.

• Final Compliance Certificate: Prior to issuance of Certificate of Occupancy.

3.24. Warranty & Support

The Contractor shall provide the manufacturer’s standard comprehensive warranty, which shall be not less than twelve (12) months. If the manufacturer’s standard warranty exceeds twelve months, the City shall receive the full warranty period at no additional cost, covering:

• Parts and Labor: Full replacement or repair of defective components.

• Response Time: On-site service within 48 hours of notification.

• Preventive Maintenance: Annual inspection and testing included during warranty period.

3.25. Service Response and Repair Requirements

• Emergency Response: Contractor shall respond to emergency service requests within

4 hours of notification and provide on-site support within 24 hours for critical failures impacting public safety communications.

• Standard Repairs: Non-emergency repairs shall be scheduled and completed within 3 business days of notification unless parts availability requires additional time, in which case the Contractor shall provide written justification and an estimated completion date.

• Preventive Maintenance: Annual inspection and testing shall be performed in accordance with NFPA 1225 and IFC 510 requirements, with reports uploaded to the

City’s compliance portal (e.g., BRYCER/TCE).

• Escalation Protocol: Contractor shall provide a 24-hour emergency contact and escalation procedure for unresolved issues exceeding the stated timelines.

• Documentation: All repairs and service activities must be documented, including replaced components (with part numbers), and submitted to the City within 48 hours of completion.

3.26. Quote Turnaround & Site Walks

• Contractor shall provide formal quotes within 15 business days of request.

• This timeframe includes conducting site walks and surveys as needed to ensure accurate pricing and scope.

3.27. Deliverables

The Contractor shall provide the following deliverables to ensure compliance with NFPA 1225

(2022), UL 2524, and City of Phoenix requirements:

1. Bill of Materials (BOM):

o A complete BOM listing all equipment and components furnished under this contract.

o Each entry shall include manufacturer name, model number, and part number.

o The BOM must be submitted with the design package, updated during implementation, and included in final as-built documentation.

o This requirement supports accurate procurement, lifecycle management, warranty service, and City asset tracking.

2. Design Documentation:

o Detailed RF design files (e.g., iBwave or equivalent) showing coverage maps, DAQ scores, and BER compliance.

o Digital GIS-compatible files (shapefiles or GeoJSON) for integration with City systems.

o Signed and sealed Certificate of Radio Coverage Compliance by an Arizona-licensed

Professional Engineer.

3. Compliance Certifications:

o Documentation demonstrating all components meet NFPA 1225 and UL 2524 standards.

o Verification of standby power compliance (minimum 12-hour per IFC 510; 24-hour preferred).

o Confirmation of FACP integration for supervisory signals and SNMP remote monitoring capability.

4. Asset Metadata:

o Serial numbers, installation dates, maintenance schedules, and warranty information for all installed equipment.

o Format must be compatible with the City’s asset management system.

5. Testing & Reporting:

o Baseline and acceptance test reports (CATP), including DAQ ≥ 3.4 and BER ≤ 2% results.

o Annual inspection reports uploaded to the City-designated compliance portal (e.g., BRYCER/TCE).

6. Operations & Maintenance Materials:

o Complete operating manuals and parts manuals in electronic formats.

o Preventive maintenance schedule and warranty terms (manufacturer’s standard warranty, not less than twelve (12) months, with the City receiving the full standard coverage provided by the manufacturer).

3.28. System Components and Preferred Manufacturers

All system components required for the design, installation, implementation, testing, and operation of the in-building Emergency Responder Radio Coverage System (ERRCS)— including but not limited to Distributed Antenna System (DAS) components, Bi-Directional

Amplifiers (BDA), antennas, filters, donor antennas, cabling, monitoring systems, head-end equipment, power systems, and associated hardware and software—must be provided by the

Contractor.

Products manufactured by ADRF are preferred to support compliance with City of Phoenix and

Regional Wireless Cooperative (RWC) technical requirements. Offerors proposing equipment from alternate manufacturers must provide documentation demonstrating full compliance with all applicable RWC standards, NFPA 1225, UL 2524, and all performance and compatibility requirements outlined in this solicitation.

4. Standard Terms and Conditions

4.1. Definition of Key Words Used in the Solicitation

Shall, Will, Must: Indicates a mandatory requirement. Failure to meet these mandatory requirements may result in the rejection of Offer as non-responsive.

Should: Indicates something that is recommended but not mandatory. If the Offeror fails to provide recommended information, the City may, at its sole option, ask the Offeror to provide the information or evaluate the Offer without the information.

May: Indicates something that is not mandatory but permissible.

For purposes of this solicitation, the following definitions will apply:

“A.R.S.” Arizona Revised Statute

“Buyer” or “Procurement Officer” City of Phoenix staff person responsible for the solicitation.

The City employee or employees who have specifically been designated to act as a contact person or persons to the Contractor, and responsible for monitoring and overseeing the

Contractor's performance under this contract.

"City" The City of Phoenix

"Contractor" The individual, partnership, or corporation who, as a result of the competitive process, is awarded a contract by the City of Phoenix.

"Contract” or “Agreement" The legal agreement executed between the City of Phoenix, AZ and the Contractor.

“Days” Means calendar days unless otherwise specified.

“Chief Procurement Officer” The contracting authority for the City of Phoenix, AZ, authorized to sign contracts and amendments thereto on behalf of the City of Phoenix, AZ.

“Employer” Any individual or type of organization that transacts business in this state, that has a license issued by an agency in this state and employs one or more employees in this state.

Employer includes this state, any political subdivision of this state and self-employed persons. In the case of an independent contractor, employer means the independent contractor and does not mean the person or organization that uses contract labor. (A.R.S. 23-211).

“Offer” Means a response from a Supplier, Contractor, or Service Provider to a solicitation request that, if awarded, binds the Supplier, Contractor, or Service Provider to perform in accordance with the contract. Same as bid, proposal, quotation or tender.

“Offeror” Any Vendor, Seller or Supplier submitting a competitive offer in response to a solicitation from the City. Same as Bidder or Proposer.

“Solicitation” Means an Invitation for Bid (IFB), Request…