Murray County Government 911 Request for Prop.pdf

Murray County Government

Request for Proposals (RFP) For

Public Safety Radio Console System and Recorder

6/25/24

Proposals Due: August 1, 2024

Table of Contents

Calendar of Events

I. Overview

II. Scope of Services

III. Proposal Submission

IV. Proposal Format and Content

V. Evaluation Criteria

VI. Vendor Qualifications and References .Questions and Clarifications

VII. Additional Requirements

Calendar of Events

Pre-bid Conference (virtual meeting or onsite) 07/01/24, 12:00pm

On-site Dates (Walkthroughs, pre-registration is required) 07/03, 07/10, 07/17

Questions Due 07/18/24, 12:00pm

Proposals Due 08/01/24, 9:00am

RFP TERMS/ACRONYMS with DEFINITIONS

The following terms and acronyms, as referenced in the RFP, shall have the meanings indicated below:

Term/Acronym Definition Department NENA National Emergency Number Association NG911 Next Generation 911 APCO Association of Public-Safety Communications Officials RFP Request for Proposal County Murray County

I. Overview

Murray County E9-1-1 hereby requests vendors submit proposals for a 911 Center Radio Console System. These proposals shall provide all of the material requested herein, including detailed cost proposals for the necessary hardware, software, and services. A vendor's failure to follow any of the provided instructions may result in the rejection of the vendor's proposal.

Murray County E9-1-1 reserves the right to overlook any errors or omissions on the part of the vendor during the RFP process.

Murray County E9-1-1 is seeking to update or replace its existing Motorola VHF and TELEX Radio Dispatch Console System. Murray County E9-1-1 is looking for a state-of-the-art IP Network architecture with GUI-based operator positions. In addition, Murray County E9-1-1 would like the Radio Console System vendor to provide and maintain the software and hardware under the vendor's standard maintenance and service agreement.

GENERAL INFORMATION

Murray County will consider all qualified responses to this RFP and score each response based on the evaluation criteria established in this RFP document. Sealed proposals are being solicited to replace Murray County’s. In order to be considered, proposals must be received in the Company business office 9:00am on 8/1/24.

Murray County CONTACT INFORMATION

Please contact Julian Choate, Dewayne Bain, Jennifer Clayton, and Peggy Vick via the Email address below for any questions, requests for clarification, or interpretations. Responses will be handled as an addendum to this RFP and will be communicated to all potential vendors.

Subject: Murray County NG911 RFP 911rfp@murraycountyga.gov Address: 121 N 4th Avenue, Chatsworth, GA 30705

Coverage & Participation - The intended coverage of this RFP, and any agreement resulting from this solicitation, shall be for the use of all buildings within the Company and itemized below.

Murray County reserves the right not to enter into any contract, to add and/or delete elements, or to change any element of coverage and participation at any time without prior written notification and without any liability or obligation of any kind or amount.

Good Faith Statement - All information provided by Murray County in this RFP is offered in good faith. Individual items are subject to change at any time. Murray County makes no certification that any item is without error. Murray County is not responsible or liable for any use of the information or for any claims asserted there from.

II. Scope of Services Murray County E9-1-1 is a consolidated 911 center providing dispatch services to Murray County, Georgia. The County has a population of approximately 40,000. Murray County E9-1-1 consists of 17 employees.

Murray County seeks to:

• Replace 4 Dispatch Console Positions

• Add 1 Off-site Console Position

• Add 1 Remote Laptop Position (Terminal in a box)

• Build a fully expandable NG911 Communications Platform

Murray County E9-1-1 needs a contemporary, easy-to-use public safety radio console system to facilitate communications between multiple agencies within Murray County.

The new system must run parallel with the existing system for the entire duration of the installation.

Once fully swapped and verified for functionality, all current equipment must be removed and placed in a location on site where county representatives can dispose of it as he/she sees fit.

Radio Console Requirements The Radio Console System shall be designed to enhance the dispatcher’s ability to communicate effectively with field personnel, perform resource management tasks, and minimize the effort and concentration required for efficient use and control of the radio system to advance a digital trunked system. In part, this shall be accomplished by using high-quality LCD monitors for selecting a dedicated mailto:911rfp@murraycountyga.gov channel and talk group control windows representing all base stations, repeaters, talk groups, alert paging, and auxiliary functions at each console.

1. All channels, talk groups, and individual IDs shall be referred to and displayed by alphanumeric names to minimize operator confusion and the chance of errors being made. Numeric only references for talk group(s) or channel names shall not be acceptable. Manually cross-referencing a channel name to a number shall not be accepted for any dispatch operation.

2. It is desired that all control functions displayed be configurable to be organized on the console screen as efficiently and flexibly possible.

3. Each console position shall be capable of enabling user authentication to provide security as well as free seating of console operators. The free seating feature shall allow console operators to log in and receive their associated configuration at any console position.

4. The console configurations shall be comprised of audio resources, controls, and informational resource graphics. The audio resource graphics should support a minimum of two lines of text to identify the resource easily. Resource status shall be displayed separately from the name using both color and text. The following status indications shall be supported; select, unselect, patch, monitor, hold, busy and mute. There shall be different status colors to identify the following conditions: select, unselect, patch, monitor, hold, and mute.

5. Each audio resource shall have an individual volume setting for the select state and the unselect state.

This volume level shall be retained when toggling the endpoint between different states and have an administrator configurable minimum level to prevent muting entirely. The volume level shall only affect a single console position.

6. A mouse is preferred to select and use all dispatch functions. Touch screens shall not be required. The system shall support the display of multiple programmable 24-hour clocks.

7. Dual headset jacks shall be provided at each console operator’s position. The jacks shall provide TX and RX audio and PTT as well as telephone support. Each set of jacks shall be equipped with its own volume control.

8. The proposer shall provide a minimum of 9 circuits with radios capable of MDC, Mototrbo, and Analog capability.

9. The recording system needs to record all channels, document TTY calls, be completely digital, easily accessible, user friendly, and allow for redacting calls for any and all open records requests.

Console System Reliability

1. Due to the critical nature of the services provided by Murray County E9-1-1, a high degree of console system reliability is required.

2. A high degree of modularity is required to reduce the number of sub-systems affected by a single component failure. The proposal shall provide and discuss the ability to repair, reprogram or replace sub-systems without impacting dispatch operations, as continued console operation is necessary during repairs.

3. Proposers shall recommend the spare modules and parts needed to promptly restore the console system to full service following potential sub-system failures. These costs shall be included in the overall system's recommended spare parts listing in the Pricing Section of the proposal.

4. The console system shall be equipped with system diagnostics and alarm notification capability. A diagnostic and event logger shall be available to centrally correlate alarms, events, and activity within the proposed system. The logger's output shall be viewable in a dashboard to provide context on alarm and system activity.

5. The diagnostic logger shall denote the date/time of an event, the source component of the alarm or event, the alarm type, such as "Alarm" or "Event," display the status of the event and include the severity of each such as Major or Minor for Alarms, and Low or High for system event anomalies.

6. The diagnostics logger shall contain a "system view" that provides a snapshot of the system's networked components. Pertinent information shall be provided for each component, allowing a quick way to check the system’s health.

7. The logger shall also publish alarms and anomaly events to an external management system using industry-standard Simple Network Management Protocol (SNMP). Example: Email 911 Director or Coordinator of alarms in the system.

8. New arriving alarms shall be indicated on selected console positions with visual and audible alerts identifying console system issues and failures.

9. The system shall have a product life cycle of no less than 7 years, where parts and repair will be available.

Console Operator Position Functionality Proposers should review the desired features listed below and respond to each numbered item indicating if the functionality is provided in the proposed dispatch solution.

1. Console Position PC Equipment – Each radio dispatch console shall provide all controls that apply to the various audio resources and auxiliary functions for the console. Operator positions shall be PC-based, utilizing modern, commercial-off-the-shelf (COTS) hardware and operating system software in current production when the system is staged to help provide long service and system life. The PC shall be equipped with a keyboard and mouse and an LED display that will match current furniture configurations. The proposal shall identify the proposed operating system and describe the PC equipment proposed for the project. Proposers shall state whether the console hardware may be optionally supplied by the County and disclose any additional fees for so doing.

2. Console IP Media Processor – Each radio dispatch console shall be equipped with an IP Media Processor. To ensure proper audio quality, designs using PC soundcards for media processing shall not be acceptable. Dedicated hardware or software-based IP media processor shall be provided to perform audio processing, management, and presentation. A PC-based console utilizing an internal sound card for media processing is not an acceptable solution due to the limited number of channels, inconsistent audio performance, and long-term maintainability issues. The IP media processor must be configurable to support interfaces for select and up to ten unselect speakers, a maximum of four microphone devices

(headset) and a footswitch. Audio port assignment must be software configurable via administrator software and downloaded to the console position. All control and level settings must be digitally set;

potentiometers which require manual adjustments are not acceptable. Audio peripherals shall be connected to the IP media processor using industry standard RJ45 locking connectors to prevent accidental disconnection. All peripheral device connections shall be made via standard Ethernet patch cables utilizing RJ45 connectors for easy replacement. The media processor shall contain a dual NIC interface to support redundant network connections for enhanced reliability.

3. User login accounts – Each operator position and the supervisory position shall require a valid user login and security password to access the console system and its capabilities. Proposers shall describe their various levels of access and system security capabilities.

4. Resource Select – Each audio resource shall be capable of independent selection by the dispatcher.

The resource icon shall provide a visual indication of when the corresponding channel is selected and when that resource is transmitting or receiving. A receive volume level display shall be provided for each resource. The proposer shall describe how the system will arbitrate PTT requests from the console positions for the same audio resource and what notification is provided to the dispatcher.

5. Select Speaker – A select speaker shall provide audio from the selected audio resource(s). The speaker shall be an individual desktop unit with a single cable providing audio and power from the IP media processor. The speaker shall have a volume control that ranges from silent to full volume.

6. Unselect Speaker – An unselect speaker shall provide audio from unselected audio resource(s). The speaker shall be an individual desktop unit with a single cable providing audio and power from the IP media processor. The speaker shall have a volume control that ranges from silent to full volume. The speaker shall be equipped with a minimum volume detector to prevent audio muting.

7. Transmit Function – A color-coded transmit general push-to-talk (PTT) function shall be provided to control the selected transmitter(s) and/or talk group(s). The PTT function shall be enabled by a PTT button on the headset, a PTT control on the LCD display, and a footswitch at the position. As stated elsewhere in these specifications, two headset jacks shall be included with each operator position for training and management purposes, each of which shall operate identically. Currently, Murray County does not have an alias database.

8. Station Channel Selection – Controls shall be provided for all conventional channel interfaces for selecting different frequencies (modes) for a given conventional station. To minimize screen clutter, a centralized frequency select control shall enable an operator to select any one of up to ninety-nine (99) frequencies available. The frequency select control will automatically show the Selected radio name and the available frequencies associated with that respective radio. Selection of a frequency on the tool shall update the frequency on the Select radio endpoint and shall be reflected on the audio resource icon on all parallel consoles.

9. Frequency Alias – The console shall support a frequency alias function that provides an alphanumeric label per station/per-channel basis. There shall not be a limit to the number of alias tables available, and these tables can be assigned to more than one radio channel if so, deemed appropriate. Aliases must be maintained in a single, common database accessible from all consoles. Aliases must support a minimum length of no less than sixteen characters.

10. PTT ID Display – The system shall be capable of decoding and displaying the individual radio subscriber identifier (PTT ID). The PTT ID information shall appear on the association audio resource icon and in the radio call queue and activity history list. If the PTT ID has been assigned an alphanumeric alias, the call queue and/or activity history displays shall provide the alias information. Aliases must be maintained in a single, common database accessible from all consoles. Aliases must support a minimum length of no less than sixteen characters.

In the event of an emergency call, both the PTT ID and the alias shall be displayed in red.

11. Console Clock – A console clock shall display time in a twenty-four-hour format at each operator’s position. It shall be possible to synchronize the time of day clock to an external time source using the industry-standard Network Time Protocol method.

12. VU Meter – A Volume Unit (VU) meter shall display and provide in the forma VU bar graph that depicts the measured audio amplitude of outbound audio from the dispatcher's console position. This module shall be configurable for size and may be located anywhere on the operator's screen.

13. Keyboard – The console shall contain a keyboard for numeric data entry.

14. Microphone – Shall be integrated into the headset, and a desktop microphone shall not be provided.

15. Channel Cross Patch – This function shall allow cross-patching audio resources to permit intercommunications. As participants are added or deleted, there shall be no variation in audio levels or quality. All patched audios shall be digitally processed. Dispatch Consoles must have the capability to patch between:

a. Any digital talkgroup and one or more other digital talkgroups

b. One or more digital talkgroups and one or more conventional channels

c. Any conventional channel and one or more other conventional channels

16. Proposers shall state the number of resources that may be included in a single patch. There shall be a soft - temporary patch created and controlled at the console level, which may be activated or deactivated from the console. Resources may be added to or removed from an existing soft patch at any time by the dispatch console operator. With the capability of a second hard - permanently pre-programmed patches, which the dispatcher cannot modify. Active hard patches must be displayed to the console operators through the console workstation GUI, but the console operator must not be able to knock down the patch. The patch shall be presented to the operator as two separate channels engaged in a patch, as a single patched channel, or both. Resources may be added to or removed from an existing hard patch only by modifying the pre-programmed patch at the system manager level and not by the dispatch console operator.

17. Emergency Calls – The console system shall support emergency calls from any user radio programmed into the system, with appropriate management approvals. Emergency calls shall be easily distinguished from regular calls with audible and visual notifications that are different from regular group calls.

18. All Mute – All console positions shall provide a one-button "All Mute" function that will temporarily mute or un-mute all unselected radio traffic audio to that position. An adjustable time-out-timer shall automatically cancel the all-mute function after a pre-determined time has elapsed. When active, the ALL MUTE function control shall be flashed to alert the dispatcher operator of a mute condition.

19. Simultaneous/Multiselect Select – A control shall be provided that allows the operator to manually select audio resources for simultaneous transmissions. Dispatchers transmit audio and control functions shall be sent to all selected resources simultaneously.

20. Alert Tones –Control(s) shall be provided at each operator position (including Supervisors) to initiate alert tones on the selected radio resources. Each control shall be settings for frequency, duration, and level. When activated, the associated tone will be applied to all selected endpoints and will be indicated on the VU bar graph. Proposers shall describe the alert tones that are available with their proposed solution.

21. Supervisory Control – The supervisors' consoles shall provide take-over control to prevent other dispatch consoles from keying repeaters or base stations for each channel supported by parallel consoles. Supervisory consoles shall be capable of overriding transmissions from other consoles.

22. NENA 911 Radio/Telephone Headset – The console system shall be compliant with the National Emergency Number Association NENA-STA-028.2-2018 Generic Standards for E9-1-1 PSAP Intelligent Workstation Equipment and enable the dispatcher to use the headset used to operate radio resources to answer calls on the ZetronMax 911 telephone system. The proposer will describe the headset sharing capability of the proposed system.

23. Footswitch–Each of the console operator positions shall be equipped with a footswitch. The footswitch shall be heavy-duty and shall be designed so as not to skid on a smooth flooring surface.

24. Paging Tone–The console system shall be equipped with an integrated paging tone generator. The console shall be capable of two types of forms of paging configured paging and manual paging. The proposer will describe the paging capabilities of the proposed system. The system shall provide paging controls integrated into each console position supporting all formats below. Stacking and steering of pages, as well as one-touch paging stacks, shall be supported. When possible, paging tones shall be produced in the RoIP radio controller to ensure fidelity when low bit-rate CODECs are used. When stacks of pages are sent, the system shall have a configuration to allow alert tones to be played at the end of the stack or after every page in the stack. When pages in a stack are going to more than one endpoint, the system shall allow the sending of those pages to be in parallel, reducing the total paging time.

Preconfigured paging controls shall allow the dispatcher to automatically page a contact or group of contacts (for example, a pre-defined paging stack) with one button click. Auto contact pads shall be configurable to utilize radio resources/frequency steering. Paging must not interfere with telephone audio and must not mute incoming or outgoing voice communication via phone.

These must perform all functions required to route calls and radio traffic for essential 911 services including:

• Integration with our current ANI/ALI system (GeoConnex)

• Integration with our current ZetronMax Telephone System

• Must include a recording system (full audio of radio and phones, ADA Compliant)

• Must be at a minimum a 9 circuit system

• MDC Compatible

• Mototrbo Compatible

• Must be able to change channel(multicell)

Recorder System Requirements The recording system shall be licensed for 20 channels with hardware to support 72 analog or digital channels, recording the following:

6 Telephone positions 11 Analog 9-1-1 trunks 5 Analog VHF radio channels 5 Digital radio channels 9 Analog conventional telephone lines The recording equipment furnished and installed shall be designed for 24/7/365, continuous duty operation, with an uptime of 99% (public safety grade reliability).

The system must be sized adequately to effectively record, retain, manage, retrieve and purge 365 days of recordings (for all channels).

The recording solution storage shall be capable of recording to various removable and/or on-line storage devices including USB-Storage Devices, CD/DVD/DVD-Ram, RAID-1(Mirrored), SANs or NAS.

Any local, drive-based storage proposed shall be provisioned with RAID-1 (2 x 1TB) and shall utilize a hardware-based RAID controller.

The system shall be provisioned with at least 2 gigabit Ethernet interfaces (4 is preferred).

The system shall be provisioned with redundant, hot-swappable power supplies and hard drives.

The system shall record only when audio is detected and not continuously.

The recording system channels shall support various activation methods such as VOX activation with adjustable timing and level thresholds; CLI; ring; DTMF; and off-hook detection.

The recording system must integrate with the ZetronMax 9-1-1 phone system so that recording of phone positions are activated via positive start/stop control.

The recording system shall be capable of terminating recording based on silence, hook-state detection, contact state, DTMS, serial data or network data de-activation.

The system shall interface with GeoConex for the purpose of obtaining ANI/ALI data.

The system shall support ALI format 04 and be wireless Phase II compliant (i.e., for Class of Service WPH2, parse Lat/Long from the ALI record).

The system must allow for simultaneous recording on all channels, playback on multiple remote workstations, and multiple channel playbacks without loss of any data and without deterioration to the rest of the system processes.

The system must allow for playback from the system's storage (internal hard drives, NAS, SAN) without interruption of the recording process, regardless of the system's mode of operation.

The system must provide for the customized naming of channels.

The system must be able to be expanded or reconfigured without having to replace the entire system.

Once configured, at startup the system shall return to its previous operating state without requiring user intervention. No essential part of the system's core operation of recording, storing, and playing back audio should require a logged-in user account.

The system must provide a searchable error log to keep track of alerts and errors.

The system should be modular and expandable to record up to 100 total channels and can be a mixed configuration of analog, digital or VOIP channels.

User alarms must be configurable to the channel level by the software. The system must be capable of generating multiple alarms, including visual, audible, page, and email to assigned personnel. It must be possible to route alarms pertaining to different alarm conditions to different personnel.

The system must be able to perform an automatic daily backup of the call records database without having to shut down the recorder or stop recording and/or purging process.

The system must be able to integrate into a net clock for time synchronization.

The system must be programmable to provide automatic daylight savings time adjustment.

The system shall utilize an ODBC-compliant database; Microsoft SQL Server is preferred.

The system shall be licensed for 10 Administrator/Manager licenses for network accessible instant recall/playback/monitoring and administration.

The system shall support 40 concurrent users for instant-recall/playback/monitoring.

The system shall be capable of real-time live monitoring from any existing client workstation, provided the user has rights for live monitoring and/or the specific channel.

The proposed system should allow live monitoring of any and all channels concurrently.

The system must provide multiple levels of security, including user and group level access to specific drives, administrative functions and be granular down to the channel level of access.

The recording system shall have its own security access control mechanism which limits playback controls per channel or user, and live monitoring capability per channel or user.

The system should allow authorized users to share or restrict access to specific recordings based on user or group.

The system should allow authorized users to share or restrict access to tags, comments, notes, and/or bookmarks based on user or group.

The system must maintain an audit trail capturing logon information as well as recording-specific audits capturing the user, device, date, and time that an individual recording was retrieved, played, or edited.

The system shall be able to redact recordings and use a tone, white noise, or silence to replace the redacted audio.

If redaction is enabled, the system shall retain a copy of the original recording and add an entry to the audit log indicating the user who performed the redaction.

The system shall have a configurable graphical user interface (GUI) for ease of use, including ability to add/remove, resize, and reorder columns.

Browser-based clients must be accessible using multiple web browsers, such as Chrome, Internet Explorer, etc., and should enable playback without requiring additional proprietary software such as Silverlight, Flash, etc. Preferably the solution relies only on the current version or HTML.

The client shall maintain compatibility with current and recent versions of standard software such as the Windows operating system, Java, etc.

If more than one type of client is available, all essential functions of the product must be available to all clients. Wherever possible, user-based settings should be portable between clients.

The client shall always have playback controls available regardless of which screen is active.

The system must be able to record text to 911.

The system must be able to integrate with radio, GeoConex and ZetronMax Consoles.

The system should have fully redundant components and/or a backup system to provide 99.999% reliability.

The system should provide integrated Quality Assurance/Quality Improvement (QA/QI) modules.

QA/QI module should be able to create a package of audio files and forms and distribute using internal or external email system.

QA/QI reports shall be printed/displayed as singular score sheets.

The system shall provide the following functions and indications by point-and-click and drop down menu actions: logon, logoff, shutdown, system configuration, help, live monitor, channel activity monitor, playback/monitor volume control, search/find, playback, stop, play, pause, begin, rewind, fast forward, end, variable speed playback with pitch correction and alarms.

The system should have a graphical user interface (GUI) that automatically updates after adding new selections to playback list.

The recording system shall support audio playback from a client’s workstation using the workstation's standard built-in or connected speakers.

The system must capture attribute information about each recording and store such information in separate, searchable fields: e.g., date and time, channel name & number, ANI/ALI data (parsed into multiple fields: name, number, class of service, address and/or lat./long.), agent/user ID, DTMF, Caller ID information (name & number).

System must be capable of searching by time/date, channel, duration of call, telephone number, ANI/ALI data, dialed digits outbound (DTMF), dispatcher, type of line, 2 points in time, between specific dates, by tag or by any other existing and useful data.

Call duration searches must allow the user to search for calls “less than” or “greater than” a specified length of time.

The system shall offer a "quick search" feature which allows for the user to sort calls by simply adding any of the searchable criteria into a single field, and a calendar search feature.

System must be capable of searching based on partial information and include use of wildcard.

The system shall provide specific messages to search inquiries that return no results (e.g., "no records match", "system failure recorded during search parameters", "search parameters exceed records purge date").

If archiving or other off-line storage properties are used, the recording system shall be capable of searching for audio recorded to any off-line storage.

The recording system database shall automatically retrieve the recorded audio from on-line storage at user request; if the recording is only available from an off-line storage source, the system shall provide information about the location of the recording.

The system must have the ability to tag a call, append comments to calls and later use this information as search criteria.

The system must allow for flagging recording to hold past the normal retention time.

The system shall be able to display call records information for each call including channel number, name of channel, time, date, telephone number, duration of recording, end time, DTMF, caller ID, and ANI/ALI.

The system must be capable of simultaneous playback of multiple channels at the same time, from the client workstation, without affecting the system’s normal recording capability.

During multi-channel playback, volume controls, including mute, must be available for each channel individually and must have the ability to isolate channel(s) during playback.

The system must provide the capability for skipping to the next or previous chronological message for precision search and playback.

The system must provide loop playback to allow the operator to continuously replay the same portion of a conversation to assist in transcribing or determining what was actually spoken during the recording.

The system must provide a means for playback at various speeds.

The recording system shall allow any number of authorized remote workstations to access and play the same or different conversations simultaneously.

QA/QI reports shall have the ability to create summary reports by dispatcher, user defined groups, channels, date/time frame, type of QA/QI review.

The Quality module shall come with pre-built standard forms and support custom-built forms for the agency, in accordance with APCO/NENA Standards.

The system must allow users to reconstruct an event by selecting multiple recordings from multiple channels and saving or flagging them within the system so that they can all be retrieved together.

The system shall allow the user to display an event reconstruction timeline to see overlapping recordings (i.e., telephone calls & radio transmissions).

An event reconstruction timeline should be able to be printed to PDF or printer, either directly from the display or via a standardized report.

The system must be capable of playing an audible date/time stamp at the beginning of a recording; a user must be able to turn this option on or off.

The system should be able to play an audible date/time stamp at the beginning of a group of recordings.

The client software must support remote distribution options such as "save as" to save selected call(s) to local client workstation, to a shared directory on recording system servers, to network drives or as email attachments, directly from the application environment.

The system shall provide the capability to save any recorded call in WAV file format for playback on any multimedia Windows PC without the need of proprietary software; these files may also be transmitted as email attachments.

The recording system should be able to automatically associate search criteria (such as ALI) within the suggested filename structure when saving calls for external use.

The system must provide built-in, pre-defined and customizable reports, including summaries per channel and per user Instant recall/playback shall be available from the call-taker/dispatcher Computer- Aided Dispatch computers, to replay a user-configurable number of most recent recordings for that position.

The system shall provide true instant recall capability for LAN-based users, such that an authorized user can access and playback any part of the call from the beginning of the call to real-time while the call is still being recorded.

The client should have right mouse-click functions.

QA/QI reports shall have the ability to compare dispatchers to each other and the agency standard.

System shall contain a reporting application for the purpose of providing reports on system statistics.

System reporting application shall allow the user to gather system statistics on the call profiles, as well as other statistics from the system.

System reporting application shall allow the user to customize reports by selecting and defining ranges of criteria such as time frame and recorded channels.

System reporting application shall allow the reports to be presented in graphical formats (E.g., Bar chart, Pie chart, Line chart) as well as tabular formats.

System reporting application shall provide default report templates.

System reporting application shall allow new report templates to be added to the system.

System reporting application shall allow reports to be saved, emailed, or printed.

All system cable connections will be properly labeled, and network diagram provided with corresponding labels.

Screen recordings shall be kept on the system for 30 days (default), or another retention period that is configurable by the system administrator.

The system shall support searches for SMS text messages by meta-data and by text content within each message.

The system search and replay application shall support display of SMS Text Messages synchronized alongside other multi-media resources such that the user gains an understanding of the relative times that SMS Text Messages and other multi-media resources were recorded.

The same, unified user interface shall provide both playback of voice conversations and a view of text-based communications – in the same sequence and with any overlaps as they occurred.

The system supplier shall provide an exact or an estimated number of implementations of public safety and security solutions in North America or worldwide.

The system should be able to map 9-1-1 ALI information.

The system should integrate with ZetronMax and GeoConex to carryover location information, console number, and TDD data.

The system should have the ability to create a media library for training purposes.

The system should allow users to attach and/or associate external data files (such as Word documents, pictures, external audio recordings, video, etc.) to system recordings and/or groups of recordings/playlists.

The system may have a disaster recovery solution.

Vendors Must comply with all State and federal laws and regulations and adhere to NENA and APCO Compliance Standards

In addition, we would like the vendor to assess

• The current building UPS system for potential expansion

Contractor shall furnish all labor, transportation, and incidentals necessary to perform the installation and acceptance of the 911 Phone System.

Work shall be completed as set forth in a contract for this project to be negotiated with the County based upon the contractor’s written proposal.

III. Proposal Submission

Submission of Proposals All proposals are due by 9:00 a.m. on or before August 1, 2024. Proposals are to be mailed or hand delivered to the following location: Murray County Commissioner’s Office RE: Murray County NG911 121 N 4th Avenue, Chatsworth, GA 30705

Any proposal received at the designated location after the required time and date specified for receipt shall be considered late and non-responsive. Late proposals will not be evaluated for award.

IV. Proposal Format and Content

• PROPOSAL FORMAT: All proposals should include the information outlined below and in the following order:

• Cover Letter: A brief cover letter of introduction and interest.

• Table of Contents: Including all sections and subsections.

• Business Information:

o State the full name and address of your organization and the branch office or subordinate element that will perform the services described in this proposal. Include a telephone number, the point of contact and official signature of an authorized company representative. Indicate whether you operate as a single proprietorship, partnership, or corporation. Include the state(s) in which you are incorporated and/or licensed to operate. If the firm has multiple offices, the qualification statement shall include information about the parent company and branch office separately. Identify office from which Project will be managed and this office’s proximity to Chatsworth, Georgia. If applicable, indicate the year the local office was established and the number of people staffing that office and their disciplines.

o Briefly describe the history and growth of your firm(s). Provide general information about the firm’s personnel resources, including disciplines and numbers of employees and locations and staffing of offices.

o Provide any non-discrimination and equal employment opportunities policies of the firm and evidence of efforts or success in W/MBE-DBE inclusion. Indicate such inclusion levels intended for this Project.

• Qualifications and Experience:

o Include an organization chart of key personnel proposed for the project o Provide experience of key resources on relevant projects of the firm including professional qualifications and description of involvement/experience for proposed project staff. This should include the degree of apparent relevant competencies of the principal professional(s) and lead staff relative to the project and services required, and evidence of competence.

o Provide information on the firm’s experience and ability in delivering effective telecommunication design services for projects similar in complexity, size, scope, and function to the Project. Describe no more than three (3) and no less than one (1) projects which demonstrate the firm’s capabilities to provide services for the Project.

For each project, the following information should be provided:

o Client entity name, project location and dates during which services were performed.

o Clear description of overall project and services performed by your firm. If your firm has more than one office, indicate which office was responsible for each of the example projects.

o Construction delivery method of the project.

o Exact duration of project services provided by your firm, and overall program, project budget and final project cost.

o Current client contact information including contact names, email addresses and telephone numbers.

o Contractor contact information including contact names, email addresses and telephone numbers.

o Other applicable project partner contact information.

o Specify who from the key personnel and consultants, if any, being proposed on this project were involved and their role, in both the design and construction phases. Include any letters of reference/recommendation about the firm’s performance on the project.

o Provide a statement on the firm’s experience and qualifications in a leadership role over multiple providers and phases of design and construction for similar projects. Include any oversight of projects of extreme complexity, including experience in providing leadership in projects that are complex. Describe innovations that the firm might have introduced or employed to increase the project’s adherence to technical standards.

• Design Plan & Understanding of the Project:

o Provide a statement of your definition of your firm’s proposed overall role in this project, your anticipated level of management responsibility and accountability for project concerns. Describe your process for efficiently resolving issues and maintaining the project commitments while working collaboratively with the County.

o Describe systems and procedures your firm uses to manage both the design schedule and cost.

o Provide description of the firm’s approach to project documentation.

o Explain your process for construction administration.

o Provide detailed procedures for routine solving of complex project issues without compromising your team commitments.

o Provide your proposed methods and plans of communication.

o Provide your proposed timeline covering the scope of design and a detailed work plan for the project, based on the firm’s understanding of the project requirements from provided scope or similar projects o Based on the firm’s understanding of the project, identify any additional services that might be required for a successful program. Provide your detailed plan for applying any services not specifically mentioned herein.

• Itemized list of proposed upgrades based upon the RFP requirements and your assessment from the site walkthroughs.

o Cost Breakdown itemized by o Equipment o Maintenance fees with durations o Warranty fees and duration o Murray county would like you to provide separate cost breakdowns for multi-year agreements, please provide 3 separate cost options.

o 3 year(s) o 5 year(s) o 7 year(s)

• Suitability: Provide any information that may serve to differentiate your firm from other firms in suitability for the project, including, but not limited to:

o Furnish evidence of the firm’s fit to the project and/or needs of the County, any special or unique qualifications for the Project, or unique approaches to this Project.

o Provide firm’s proficiency in design of security standards and approaches in all aspects of NG911 Design and implementation o Provide a statement on the firm’s quality control/quality assurance procedures for aspects of services.

o Describe any special or enhanced capabilities offered by the firm that may be particularly suitable for this project.

o Describe the firm’s history and methodologies of addressing public safety, environmental, or other related concerns in its field.

o Describe other services or relevant scopes or techniques offered by the firm which might be suitable for this project.

• Other Relevant Information: Include any other relevant information concerning the project in this section.

V. Evaluation Criteria

An Evaluation Committee comprised of personnel from the Murray County 911 Government will evaluate all proposals received in a timely manner for completeness and the firm’s stated ability to meet all specifications as outlined in the RFP.

The County intends to engage the most qualified contractor available for this assignment while minimizing the costs to the County. Responsiveness to the RFP will be a principal basis for evaluation.

Proposals shall provide a straightforward and concise presentation adequate to satisfy the requirements of the RFP. The proposal should clearly express the contractor's understanding of the County's specific requirements, indicating the contractor's qualifications to conduct this service in a thorough and efficient manner.

• The County reserves the right to reject any and all proposals, to consider alternatives, to waive irregularities and to re-solicit proposals.

• The County reserves the right to conduct such investigations of, and discussions with, those who have submitted proposals (“Proponents”) or other entities as it deems necessary to assist in the evaluation of any proposal or to secure maximum clarification and completeness of any proposal.

• All proposals submitted must be valid for a minimum period of ninety (90) days after the date of the proposal opening. Each Proponent must submit with the proposal a list of all subcontractors, independent contractors or sub-consultants employed or proposed to be employed by the Proponent in the performance of the contract.

• Selection of a contractor will be made at the sole discretion of the County. The County may consider the following criteria when evaluating proposals that includes but is not limited to:

o Cost;

o The reputation, experience, and efficiency of the Proponent;

o The ability of the Proponent to perform the contract or provide the goods and services within the time specified;

o The comparative quality of the goods and services bid;

o The Proponent’s performance under previous contracts with Murray County;

o The number and scope of conditions attached to the proposal;

o The Proponent’s interest in the project, as well as their understanding of the project scope and the specific requirements of Murray County; and o The application of all of the above criteria to any subconsultants, subcontractors or products to be utilized by the Proponent.

• Contract negotiations will take place with the most qualified contractor. The County reserves the right to incorporate specific contract provisions into the Proponent’s standard contract if the County’s standard contract cannot be used. Such provisions include but are not limited to insurance and indemnification provisions and governmental immunity provisions. If a contract cannot be negotiated, the negotiations will be terminated in writing and negotiations will begin with the next most qualified contractor.

Murray County Government reserves the right to reject any and all proposals, to waive any technicalities or irregularities, and to award the contract based on the highest and best interest of the Murray County Government.

VI. Vendor Qualifications and References

• Tri-State area Requirement – 2-hour on-site time

VII. Additional Requirements

Indemnification and Insurance

Contractor shall indemnify and hold harmless the County from and against all claims, damages, losses, and expenses arising out of or resulting from acts or omissions of the Contractor, Contractor’s sub-contractors or otherwise arising out of the performance of services by Contractor. No later than seven

(7) days following the execution of an Independent Contractor Agreement between the County and Contractor, the Contractor shall provide the County with certificates of insurance evidencing the types and amounts of insurance specified below:

• Worker’s Compensation and Employer’s Liability:

o Workers’ Compensation must be maintained with statutory limits.

o Employer’s liability is required for minimum limits of:

$1,000,000 Each Accident $500,000 Disease Policy $1,000,000 Disease Each Employee

• Commercial General Liability:

o $1,000,000 Each Occurrence o $2,000,000 General Aggregate o $2,000,000 Products Completed Operations Aggregate

• Automobile Liability: Contractor will maintain business auto liability coverage covering liability arising out of any auto (including owned, hired, and non-owned autos) used in the performance of services under this Agreement.

o $1,000,000 Combined Single Limit Each Accident

Insurance coverage shall not be reduced below the limits described above or cancelled without the County’s written approval of such reduction or cancellation. Certificates of such insurance, of agents and subcontractors, shall be provided to the County upon request. With regard to all insurance, such insurance shall:

• Be primary insurance to the full limits of liability herein before stated and, should County have other valid insurance, County insurance shall be excess insurance only; and

• Not cancelled without thirty (30) days prior written notice to the County