Outdoor_Warning_Siren_Control_System_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL

2023-RFP-003-PR

OUTDOOR WARNING SIREN CONTROL SYSTEM

County of Dane

City-County Building, Room 426 , 53703

Madison, WI 53703

RELEASE DATE: December 22, 2022

DEADLINE FOR QUESTIONS: January 19, 2023

RESPONSE DEADLINE: February 2, 2023, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/countyofdane

County of Dane

REQUEST FOR PROPOSAL

Outdoor Warning Siren Control System

I. Introduction II. RFP Overview

III. Evaluation IV. Project Overview/Scope of Services V. RFP Reponses Requirements

VI. Pricing Proposal VII. Vendor Questionnaire

VIII. General Guidelines and Terms & Conditions IX. Standard Terms and Conditions

Attachments:

A - 2023-RFP-003-PR - Siren Site List

Request For Proposal #2023-RFP-003-PR Title: Outdoor Warning Siren Control System

1. INTRODUCTION

1.1. Summary

Outdoor Warning Siren Control System

1.2. Contact Information

Pete Patten

Lead Purchasing Officer

210 Martin Luther King Jr. Blvd. Room 425

Madison, WI 53703

Email: patten.peter@countyofdane.com

Phone: (608) 267-3523

Department:

Purchasing

1.3. Timeline

Release Project Date December 22, 2022

Question Submission Deadline January 19, 2023, 4:00pm

Question Response Deadline January 26, 2023, 4:00pm

Proposal Submission Deadline February 2, 2023, 2:00pm mailto:patten.peter@countyofdane.com tel:(608)267-3523

2. RFP OVERVIEW

2.1. Introduction

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal according to the specifications set forth within this document.

The County intends to use the results of this process to award a contract or issue of purchase order for the product(s) and or services(s) stated: Outdoor Warning Siren Control System

The Dane County Purchasing Division is the sole point of contact for questions and issues that may arise during the RFP process.

2.2. Clarification of the Specifications

All inquiries concerning this RFP must be submitted via the County's eProcurement Portal.

Any questions concerning this RFP must be submitted before 4:00 pm on Thursday, January 19, 2023.

Proposers are expected to raise any questions, exceptions, or additions they have concerning the RFP document at this point in the RFP process. If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the proposer should immediately notify the contact person of such error and request modification or clarification of the RFP document.

Proposers are prohibited from communicating directly with any employee of Dane County, except as described herein. No County employee or representative other than those individuals listed as County contacts in this RFP is authorized to provide any information or respond to any question or inquiry concerning this RFP.

2.3. Vendor Conference

A vendor conference will not be held for this RFP.

2.4. Calendar of Events

Specific and estimated dates and times of actions related to this RFP are listed in the timeline in the

Introduction section. The actions with specific dates must be completed as indicated unless otherwise changed by the County. In the event that the County finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing an addendum to this RFP and posting such addendum on the Dane County eProcurement Portal. There may or may not be a formal notification issued for changes in the estimated dates and times.

2.5. Submittal Instructions

Dane County reserves the right to accept any part of this bid deemed to be in the best interest of the

County. The County also retains the right to accept or reject any or all bids.

Proposals must be submitted via the County's eProcurement Portal before 2:00 P.M. (CST) on Thursday, February 2, 2023. Late, faxed, mailed, hand-delivered, or incomplete proposals will be rejected unless otherwise specified. Dane County is not liable for any cost incurred by proposers in replying to this RFP.

All proposals must be saved in PDF format unless otherwise specified within the RFP document and the file name shall include the RFP# and name of business submitting proposal.

Example of how to name the files:

120012 – Vendor Name

To Submit a Proposal:

1. Register at the County's eProcurement Portal at https://procurement.opengov.com/portal/countyofdane

2. Once registered, click on the "draft" button to draft your proposal.

3. Provide company information

4. Answer Vendor Questionnaire

5. Where indicated upload the required documents.

6. The file upload status can be seen for each document uploaded.

7. Confirm all files have been uploaded

8. Review your work and click on "submit" proposal

9. Acknowledge any addenda

3. EVALUATION

No. Evaluation Criteria Scoring Method Weight (Points)

1. Organizational Capabilities

• Organizational Capabilities (including any subcontracted organizations)

• Staff Capabilities (including any subcontracted personnel)

• References

• Proposal completeness, thoroughness, and adherence to preparation requirements.

Points Based 15 (15% of Total)

2. Technical Requirements

• Adherence to the specifications in the Project

Overview and Scope of Services (2.2 through

2.5)

• Section 3.6 System Description

• Section 3.7 Response to System

Requirements and Technical Specifications

• Section 3.8 System Security and Reliability

Points Based 50 (50% of Total)

3. Implementation

• Implementation and Configuration

• Project Plan & Timeline

• Training

Points Based 10 (10% of Total)

4. After Sales & Support

• System Maintenance and Support

Points Based 5 (5% of Total)

5. Cost Points Based 20 (20% of Total)

4. PROJECT OVERVIEW/SCOPE OF SERVICES

4.1. Definitions and Links

The following definitions and links are used throughout the RFP.

County: Dane County

County Agency: Department/Division utilizing the service or product.

Dane County Purchasing website: www.danepurchasing.com

Fair Labor Practices websites: www.nlrb.gov and http://werc.wi.gov

Purchasing

Proposer/Vendor/Firm/Contractor/Bidder/Proposer: a company submitting a proposal in response to this RFP.

4.2. Scope of Services/Specifications Overview

Dane County is seeking proposals for replacement and upgrade of the hardware and software used to monitor and control the County’s outdoor warning sirens. The Dane County siren system is comprised of

79 County owned sirens and 62 local government owned sirens for a total of 141. All 141 sirens are monitored and controlled by a County-operated central control system. The control system integrates local and county sirens for seamless countywide testing, monitoring, and activation. All 141 sirens are battery operated, electro-mechanical sirens. A map and listing of each siren’s location and make/model is included for reference in Attachment C. Detailed information on siren locations and coverage areas will be provided to the selected Vendor during the system configuration stage of the project. There is a potential for expansion of the system in the future and it is expected that the control system will be capable of customization by County system administrators to allow for these changes.

Please note that the County is seeking proposals for the siren control components of the siren system only. Proposals that integrate other components or methods of public emergency messaging will not be considered. Reconfiguration of the siren system and/or replacement of the sirens themselves is also out of the scope of this project and will not be considered.

The scope of services and expected components of the project include:

1. Replacement of the central controls that serve as the administrative and operator interface to the siren system. A user friendly, highly reliable, and redundant system design is expected.

2. Decommissioning of existing equipment and installation of new site controls at each of the 141 siren sites across the County. This includes everything from the radio antenna to the wiring interface with the existing siren.

3. Acceptance testing.

4. Training and user manuals.

5. On-going support and system maintenance.

6. Spare equipment – Five fully setup, complete site control units including radio, antenna, feedline, cables, connectors, and cabinets.

http://www.nlrb.gov/ http://werc.wi.gov/

Siren control system needs include, but are not limited to:

7. User-friendly map based system interface.

8. Dynamic grouping of sites for alerts and cancel commands.

9. Automated siren selection and activation based on National Weather Service (NWS) storm-based warning polygons.

10. Siren site status monitoring.

11. Individual site commands for testing purposes.

12. Segregation of command and data acquisition transmissions to eliminate the potential for collisions over the air.

13. User ability to add, delete, or relocate sirens on the central control software application.

14. Ability to control a wide range of electro-mechanical siren types.

15. Ability to integrate with a variety of local control systems used by local jurisdictions for fire alerting, noon whistles, and other localized warnings.

16. Capacity for multiple siren activations without over the air data transmission conflicts.

17. 24/7 emergency support.

18. On-going system maintenance and support.

These components are further defined and specified in this Project Overview and Scope of Services section.

4.3. General Expectations

System design concept statements contained in this and subsequent sections are intended to establish a general framework and quality level of the communications system desired. Proposers are required to offer equipment, software, supplies and/or services to produce a turnkey, comprehensive solution to the design concepts described herein. All proposers are encouraged to respond to the RFP as written.

Adherence to specifications is strongly desired, however if proposers take exception to any requirement of the RFP, the exceptions must be clearly stated and noted with supporting documentation. If alternative models or approaches are proposed by vendor, they should be proposed as alternates and not in place of responding to the RFP as written.

All work listed shall be performed in a thorough and professional manner and in accordance with accepted industry methods and practices. All work shall be in strict compliance with all applicable local and state codes, ordinances, laws, and policies.

The scope of work includes the furnishing of all labor, materials, equipment, tools, and services; and includes all costs of permits and any other costs whatsoever which may be required for the installation of the siren control system. The Vendor shall furnish any apparatus, appliance, material, or labor that may be necessary to complete the work, in accordance with the intent of this request for proposals. This includes, but is not limited to equipment storage and staging, road closure permits if needed, site restoration if needed, and costs of equipment such as a lift or bucket truck. The Vendor shall use properly functioning equipment capable of performing the tasks required.

The Vendor shall provide an adequate number of competent, properly trained personnel with sufficient supervision to provide the required services at all times. The Vendor shall provide all personnel with a complete set of specifications and schedules to ensure all required services are completed.

All work must be closely coordinated with Dane County Emergency Management. The County expects a turn-key installation of the new siren control system and a complete decommissioning of existing components being removed from service.

4.4. Current Operations

Dane County was an early adopter of automated, polygon selection of sirens based on the National

Weather Service’s storm-based warnings. The existing system utilizes the Common Alerting Protocol

(CAP) to pull National Weather Service messages via FEMA’s Integrated Public Alert and Warning System

(IPAWS) and the NWS’s ATOM feed. Sirens are automatically selected and activated based on CAP filters and rules established by the County’s system administrators. Sirens can also be manually selected;

individually, in groups, or system-wide for emergency activation or testing purposes.

Dane County has an aggressive siren maintenance and repair program, with routine testing results often exceeding a success rate of 98 to 99%. Site status data is monitored by Emergency Management staff on a daily basis in order to direct routine repairs and preventive maintenance. Site status data is also used to direct maintenance calls following actual activations and monthly tests.

The County utilizes a two-way radio communication system for testing, status monitoring, and activation of each of the 141 sirens. Data acquisition, displaying, and logging of a range of site status conditions are available. This includes, but is not limited to AC power, DC power, siren blower function, and siren rotator function.

Major components of the control system include:

1. Redundant central control stations at three separate locations in the County. Central control stations include a computer, control unit, and radio communication links. All components are powered through an uninterruptible power supply (UPS).

2. UHF radio system comprised of primary and backup repeaters at two separate locations. Two of the three central control stations utilize microwave links for communications to and from the repeaters. The third central control station is set up with over-the-air communication using a UHF radio and tower mounted antenna. All 141 siren sites communicate with the central control system using the UHF radio system. The UHF system provides adequate countywide coverage. All communications occur via secure, encrypted radio transmissions.

3. Site controls include, but are not limited to UHF radio, antenna, feedline, surge arrestor, control cabinet, Remote Terminal Unit (RTU), power supply and battery, an array of current sensors, and an interface to the siren.

The County seeks to update, but not significantly change this basic concept of operations. Existing siren control equipment is near end of life and is now in need of replacement. Replacement of the UHF and microwave backbone of the radio communication system is beyond the scope of this project.

Note: Proposers are expected to utilize the existing UHF radio infrastructure for two-way siren control and status reporting. Proposers may propose optional methods for communications if there are alternatives for consideration. Alternative communications methods should be clearly identified as options in the proposal and pricing sheet.

4.5. System Requirements and Technical Specifications - Operator Interface

The system interface must be a user friendly, map-based graphical user interface. Menu item organization should be simple and intuitive. The graphic interface should display a detailed map of Dane

County, indicating siren locations and coverage areas. The status of each siren should be indicated through color coded icons on the siren location map. Activation and testing commands should be intuitive and readily accessible from the home screen. Common map navigation tools should be available (e.g. pan, zoom in, zoom out, etc.) Sirens should be selectable for detailed status information, log access, activation or testing directly from the map.

4.6. System Requirements and Technical Specifications - Command & Monitoring Functions

High reliability and ready access to meaningful, timely siren status data is absolutely essential to County operations. Rapid, reliable activation in times of emergency is equally essential. To these ends, the siren network design must include a comprehensive integrated activation, alarm, and management system.

The entire siren network shall be individually or group accessible, centrally controlled, monitored and managed.

The activation and management functions should also allow for the effective administration of system functionality parameters from a centralized location. Siren control and management functions include:

1. Alert (Individual, Fixed Group, Dynamic Group)

2. Fire (Individual)

3. Growl Test (Individual, Fixed, or Dynamic Group)

4. Silent Test (Individual, Fixed Group, or Dynamic Group)

5. Cancel (Individual, Fixed Group, or Dynamic Group)

6. Status Poll (Individual)

The intent of the alarm and management system is to allow for the quick and efficient diagnosis of field activation failures, system errors, and malfunctions. The operating status of the master control and remote system equipment and sites shall be easily identified through a software interface. Out of tolerance conditions shall be flagged by an audio/visual indication at master control. The alarm indication shall return to normal when the out of tolerance condition has been rectified. A history of alarm events will be electronically stored for a period consistent with the County’s data retention schedule in a searchable database. At a minimum, the County requires that the following functions be monitored, reported, logged and managed:

7. Control cabinet intrusion

8. Siren contactor and battery cabinet intrusion

9. AC power

10. Control battery low voltage

11. Siren battery voltage (high or low)

12. Siren battery charger function out of manufacturer specified range (high or low)

13. Blower motor function

14. Rotator motor function

The siren command and monitoring system shall also include any other controls, indicators and diagnostics provided by the manufacturer as standard features.

County system administrators must have full control over the tolerances and specifications of error reports from the siren sites. Flexibility is an essential aspect of the system. There are optimal settings, especially for batteries and chargers. It is essential to the County that the system to be configured to catch problems before they become failures, while also minimizing false reports caused by tolerances that are set too tight.

4.7. System Requirements and Technical Specifications - Activation Process

Rapid, reliable siren activation in times of emergency is essential to public safety in Dane County.

The proposed system must support the automated pulling of severe weather watch and warning data issued by the National Service:

1. The system must utilize the Common Alerting Protocol (CAP) to pull National Weather Service messages via FEMA’s Integrated Public Alert and Warning System (IPAWS), with the NWS’s ATOM feed as a backup.

2. Sirens must be rapidly and automatically selected and activated on receipt of a valid incoming alert message.

3. Sirens are to be selected and activated based on CAP filters and rules established by the County’s system administrators. The CAP filtering and siren activation rules should offer a high degree of flexibility to system administrators, allowing for a range of command actions to be based on a range and combination of CAP elements.

4. County system administrators must have the ability to establish multiple filters based on a range of

CAP elements and a range of siren interface actions. For example:

a. Tornado Warning – “Alert” command issued, selecting all sirens with coverage range included in or intersecting with the NWS storm-based warning polygon.

b. Severe Thunderstorm Warning – “Silent Test” command issued, selecting all sirens with coverage range included in or intersecting with the NWS storm-based warning polygon.

c. Severe Thunderstorm Warning with “Damage Threat Potential…Destructive” tag - “Alert” command issued, selecting all sirens with coverage range included in or intersecting with the NWS storm-based warning polygon.

d. Flood Warning – “Silent Test” command issued, selecting all sirens with coverage range included in or intersecting with the NWS storm-based warning polygon.

5. Duplicate in-coming CAP messages must be logged, but must not result in multiple siren activations.

6. County system administrators must have full control over the handling of NEW and CONTINUING CAP messages. Generally, only messages denoted as NEW will result in a siren activation.

7. All pulled CAP messages must be time stamped and logged. In addition, CAP messages that match

Dane County filters must be logged with a tag identifying the match. Subsequent siren interface actions must also be time stamped and logged.

8. The system must be capable of selecting sirens for CAP interface actions based on either a predefined siren range or the siren site location as an administrator-defined option. The system must be capable of utilizing either method for automated selection and activation.

9. The CAP feed polling rate must be a County administrator defined feature.

10. There must be a high level system alarm and an Email or text message notification of County system administrators if the CAP feed monitor fails for any reason.

Sirens must also be manually selectable for emergency activation and testing purposes. Manual selection capabilities must include dynamic grouping based on operator drawn polygons on the map, individual sirens, pre-defined groups, or system-wide.

4.8. System Requirements and Technical Specifications - Control System Redundancy

The County requires redundant central control components at three separate locations across the county:

1. Primary site at Dane County Emergency Management offices and Emergency Operations Center on

Kapec Road in Fitchburg. The primary site will communicate to the UHF infrastructure via over the air

UHF radio. The County will provide a tower-mounted antenna and feed-line terminating in the control room.

2. Secondary site located in the City-County Building on Martin Luther King Blvd in Madison. The City-

County Building site will communicate to the radio infrastructure via existing microwave links to the UHF repeaters at the tower sites.

3. Secondary site located at Dane County Emergency Management’s back up facility on Lacy Road in

Fitchburg. This secondary site will communicate to the UHF infrastructure via over the air UHF radio. The

County will provide a tower-mounted antenna and feed-line terminating in the control room.

Each site must have a live, fully functional central control unit, capable of testing, monitoring, and activating sirens. Each site must have the capacity to monitor the IPAWS/ATOM feed for message filtering and dynamic selection and activation of sirens based on NWS storm-based warning.

4.9. System Requirements and Technical Specifications - Additional Central Control System Features & Requirements

1. An uninterruptible power supply must be included for each of the three required controlled stations.

2. All radio communications must be encrypted and secure.

3. The radio system busy-detection process must give precedence to central control commands at all times. Siren activation commands must have priority over all other radio traffic.

4. The system must include a straightforward, intuitive process for system administrators to add, delete, or modify sirens in the software, including the ability to relocate siren sites or change coverage ranges.

5. Any changes made to the configuration of the primary central control unit must automatically update on the secondary control stations as well.

6. The graphic user interface must be simple and intuitive, including:

a. A map-based and tabular display of siren location, coverage range, and current status.

b. A map-based and tabular display of the results of the most recent activation or status poll.

7. The system must be capable of a range of administrator-defined events and actions such as routine daily status polling or back-up of system logs

8. System logs must purge periodically in order to manage storage space on the hard drive.

4.10. System Requirements and Technical Specifications - Site Controls

The control equipment at each siren site shall, at a minimum, meet the following requirements:

1. All site control components, including the radio, shall have battery back-up power adequate to assure full siren control functionality for a minimum of two hours following the loss of AC power.

2. All control components, including the radio, must function with a “soft-restart,” seamlessly and automatically returning to full operation when AC power is restored after an outage.

3. All control components, including the radio, shall be capable of continued operation in the event of a low voltage condition in the control battery.

4. Siren controllers shall be capable of receiving inputs from a separate, local control system if desired by the local unit of government. (The purchase and installation of any such optional local control is beyond the scope of this RFP.)

5. All control components shall be installed with new grounding and surge protection equipment.

6. Each siren controller shall be capable of the following siren control functions:

a. Alert (3-minute steady tone)

b. Fire

c. Growl Test (maximum of 5 second run time)

d. Silent Test (performs a functional test of the siren without generating intrusive noise to the neighborhood surrounding the siren.)

e. Cancel (cancels all active functions of the siren)

f. Status Poll (performs a radio communications check and returns the current siren status data from the site)

g. Reset (clears active status alarms and resets the controller)

7. Each siren controller shall be capable of monitoring, storing, and reporting the status of the following conditions at the site:

a. Control cabinet intrusion (report by exception)

b. Siren contactor and battery cabinet intrusion (report by exception)

c. AC power (report by exception)

d. Control battery voltage out of administrator-specified range (report by exception)

e. Siren battery voltage out of administrator-specified range (report by exception)

f. Siren battery charger out of manufacturer specified range (report by exception)

g. Blower motor function (report following activation or Growl Test)

h. Rotator motor function (report following activation or Growl Test)

4.11. System Requirements and Technical Specifications - UFH Radio

The radio equipment at each site shall, at a minimum, meet the following requirements:

1. The radio shall be a Motorola 5350E UHF radio or equivalent. Proposal shall specify any variations from the Motorola 5350E radio. The County must accept and approve of any substitutions.

2. The radio must be programmed according to County specifications to assuring proper functioning on the County’s UHF backbone. Specific radio programming information will be provided to the successful vendor during the system configuration process.

3. Radio antenna cables shall be low loss waterproof transmission line rated for outdoor use (LMR-400-

DB or equivalent) installed with proper connectors and lightning protection. All connectors shall be waterproofed using a professional coax-seal type material. (Electrical tape wrapping of connectors will be rejected.)

4. With the exception of the sites below, all radio antennas shall be omni-directional, fiberglass antennas optimized for the 460-465 MHz frequency range.

5. Six outlying sites require directional antennas for effective communications. These sites are noted in the siren site list of Attachment C.

6. All antennas must be mounted on the siren pole at a minimum of 30 feet above ground level.

7. Antenna mounting must be oriented on the pole in a direction that optimizes communications coverage between the primary and secondary repeater sites.

8. All existing radio equipment (e.g. cables, connectors, antennas, brackets, mounting hardware, etc.)

must be removed from the site.

4.12. System Requirements and Technical Specifications - Enclosures

The siren control unit enclosure shall be furnished in a natural finish aluminum or other material offering a high resistance to weather and corrosion. Cabinets shall require a minimum of maintenance, with the exception of periodic lubrication of hinges and locking mechanisms.

1. All locking mechanisms shall be standardized, with one key that fits every unit.

2. Any ventilation louvers shall be screened to the interior to prevent the entry of insects, rodents, or other pests.

3. The cabinet shall be designed, constructed, and installed to withstand high wind, rain, hail, snow, etc., without damage to the cabinet or its contents.

4. Control cabinet enclosures shall be equipped with a lift hook to facilitate installation of the cabinet.

5. All wiring and connections between the control cabinet and other components of the siren shall be installed such that all connections are waterproof and weather proof.

6. All cabinets shall be mounted on the pole in such a manner that the bottom of the cabinet is approximately 8 feet above ground level to optimize service access and minimize vandalism.

4.13. System Requirements and Technical Specifications - Existing Equipment Decommissioning

The County expects the vendor to properly recycle any recyclable parts removed from service. All UHF radios and equipment proprietary to ATI (RTU circuit boards, etc.) will be returned to Dane County

Emergency Management for disposal.

4.14. System Requirements and Technical Specifications - System Support & Maintenance

The successful Vendor will be required to provide 24/7 emergency support as well as continuing non-emergency support and training for a period of 5 years beginning with the initial warranty period.

4.15. Acceptance Testing

The County reserves the right to test the product for a period of ninety (90) days prior to acceptance to determine the product functions effectively. If problems are encountered during the acceptance period, it is not required that the 90 day period expire in order for a new acceptance period to begin. Accepted will be defined as all hardware and software specified in the contract being installed and operational; all staff trained and capable of functioning in a production environment. Failure by the Contractor to provide a system that performs as stated in their RFP response will result in rejection by the County.

5. RFP REPONSES REQUIREMENTS

5.1. RFP RESPONSE PREPARATION REQUIREMENTS

Proposers shall submit their proposal response document(s) via question #1 of the Vendor

Questionnaire.

The proposal response shall be submitted in PDF Format per the instructions in the RFP OVERVIEW -

Submittal Instructions section.

The Cost Proposal response shall be submitted separately via question #2 of the Vendor Questionnaire.

NOTE: if a pricing table exists on this RFP, then complete the pricing table within the OpenGov system and you wouldn't upload a cost proposal document separately.

Proposals shall be organized to comply with the section numbers and names as shown below. Each section heading shall be clearly marked. Graphics may be included.

5.2. Table of Contents

1. Provide a table of contents that, at a minimum, includes all of the sections as identified below. Listings of sub-sections and graphics/tables also may be included. Section dividers are encouraged.

5.3. Cover Letter

Provide a letter of introduction that includes the following at a minimum:

1. Name of Firm

2. Name and contact information of the proposed project manager

3. Name and contact information of the person authorized to submit the scope and cost proposal on behalf of the firm.

4. Provide an overview of the firm’s interest in the project.

5.4. Organizational Capabilities

Describe the firm’s experience and capabilities in providing siren control systems.

1. The firm must have demonstrated experience with successfully controlling and monitoring a variety of battery operated electro-mechanic sirens. Provide information about other public agencies and organizations who use the proposed system. Include the size of the agencies in terms of the population served, geographic area, and number of sirens in the system. Be specific and identify projects and dates.

2. Identify and describe the capabilities and experience of any and all subcontracted firms to be involved in any aspect of the proposed system development, configuration, installation, and on-going support/maintenance.

3. If your company belongs to any industry trade groups or is certified by trade groups or manufacturers, list the certifications.

4. Describe the availability of assigned personnel to provide installation and setup service in an efficient and timely manner.

5. Identify the location of the firm that will provide services to the County.

6. Describe relationships with any third-party service vendors (National Weather Service, FEMA-IPAWS, etc.)

7. Provide a narrative on how new features and enhancements are identified, developed, and introduced.

8. Describe the firm’s positioning on the development and testing of new and emerging alerting technologies.

9. Identify and provide similar information as above on the capabilities and experience of any and all organizations that would provide subcontracted services in this project.

5.5. Staff Capabilities

1. Assigned staff must have demonstrated successful project management experience and as well as demonstrated experience with successfully controlling and monitoring a variety of battery operated electro-mechanic sirens. Provide resumes describing the education and work experience for each of the key staff who will be assigned to this project. Firms should indicate which staff person will be assigned as project manager if awarded this contract.

2. Also provide resumes describing the qualifications, education, and work experience of any personnel who will be performing subcontracted work on any aspect of the system or its installation.

5.6. System Description

Describe the proposed siren control system. Provide screen shots and graphics as needed to give a clear understanding of the administrative and operator interface.

1. Provide an overview of the system’s concept of operations.

a. Describe major components and features of the central control system.

b. Describe the system redundancy and reliability features of the central control system.

c. Describe components and features of the unit controls at each site.

d. Describe the site status data reporting, display, and logging process. Describe the data monitoring, reporting, and display process for each site status data point.

2. Provide an overview of the siren activation process.

a. Describe the system’s capabilities and options for automated, storm-based selection and activation of sirens.

b. Describe capabilities for manual, operator-defined geographic selection and activation of sirens.

c. Describe limitations of dynamic grouping and activation of sirens (either automated, storm-based selection or operator-defined geographic selection) that would reduce the practical functionality of these features. For example, is there an upper limit to the number of RTUs that can be included in a dynamic group?

d. Describe the over-the-air activation command communication process. Describe how large groups of sirens selected for activation can be activated rapidly.

3. Describe the administrative process for managing siren site data, including, but not limited to type, effective range, or location.

4. Describe the administrative process for adding, relocating, removing, or otherwise modifying the configuration of sirens in the system.

5. Describe the IPAWS/ATOM feed configuration and set up process. Describe how filters are created and how CAP-based interface actions and activations are configured.

6. Describe any CAP elements that are hard-coded or otherwise not configurable by County system administrators.

7. Provide an overview of the system reports that are available to system operators and administrators.

8. For all monitored data points, describe how error tolerances are set. Identify settings that are hard coded. Identify those that county-administrator defined.

9. Describe how low battery voltage can be distinguished from faulty charger or charging system.

10. Describe the process by which data is collected from the sites after an activation or test.

a. Describe how over-the-air reports and data collisions are avoided.

b. Describe how blower motor and/or rotator motor failure or success is detected and reported.

11. Explain in detail how the primary and secondary systems are configured, how status data is shared between them, and how primary and stand-by operations are swapped.

12. The control system should be designed and configured such that there is not a single point of failure.

Identify any single points of failure if such does exist in the design. Provide a description of failure scenarios of primary and secondary controllers. Describe any fail-over operations that are automatic.

Describe fail-over operations that require manual activities. Describe central control system alarms and personnel notification capabilities and options.

13. Provide a description and listing of the reports and system logs available to system administrators.

Also include formats available for export and printing.

14. Describe methods available for remote access to the system for:

a. Routine system status monitoring by County system administrators.

b. Manual activation and testing by County system operators.

c. System maintenance and support provided by the Vendor as needed.

5.7. Response to System Requirements & Technical Specifications

1. Provide a narrative responding to the specific system requirements described in the #Project

Overview/Scope of Services . Note if the proposed system complies with the requirements and note any exceptions to the specified items.

5.8. System Reliability & Security

Provide a narrative description of the firm’s commitment to reliability and system security (e.g.

infrastructure security, data security, and physical security.) At a minimum, provide a description of the system security as it relates to:

1. Central control system computer security to prevent unauthorized access to the system.

2. Over the air security to prevent unauthorized transmission or retransmission of siren activation signaling.

3. Ongoing security maintenance and system testing procedures.

4. Relevant information, security standards, and certifications supported on your service platform. Note whether documentation/reporting for each supported standard is available upon request.

5.9. Implementation & Configuration Services

Provide an explanation of the implementation and configuration services that will be provided to Dane

County to quickly and successfully implement the system upon contract execution.

1. Describe how the firm will work with Dane County to identify specific needs, preferences, and expectations.

2. Describe the system configuration, set-up, and testing process.

3. Describe any aspects of the system that are enterprise-wide configurations and cannot be customized specific to Dane County’s preferences.

5.10. Project Plan & Timeline

1. Present a plan for the installation of this system. Make note of important milestones and project deliverables. Briefly describe the activities, decisions, and responsibilities of the contractor and the

County. Present a realistic timeline for this project’s completion from the time a contract is awarded.

Please provide time range estimates for each phase of the project.

2. Provide a description of the transition process from the existing system to the proposed system in a way that minimizes down time of any individual siren. Describe how the system will function during the period when the existing control system and the new system are in simultaneous operation.

5.11. Manuals & Training

1. Describe the training offered to use the system. Include information about the initial training and any ongoing training needed or suggested for use of the system. Distinguish between operator level training and system administrator level training. Also include training that will be made available to Dane https://procurement.opengov.com/portal/countyofdane/projects/33348?section=272248 https://procurement.opengov.com/portal/countyofdane/projects/33348?section=272248

County’s siren maintenance contractor as needed for successful on-going trouble-shooting, maintenance, and repair of siren site controls.

2. Proposals must also provide for system documentation operating manuals, which describe in detail the system capabilities, its operation, installation procedures, error messages with identification of probable causes, software modification procedures and techniques, and program interfaces. Provide a description and detailed table of contents of the manuals and documentation provided with the system.

5.12. System Maintenance & Support

1. The successful Vendor will be required to provide 24/7 emergency support as well as continuing non-emergency support and training for a period of 5 years beginning with the initial warranty period.

Describe the firm’s capacity to provide emergency support in the event of a critical system failure.

2. Provide a copy and thorough description of the warranty and parameters for ongoing maintenance and support of both the site controls and central control system components. Include information on how hardware and software upgrades will be provided during the term of the contract.

5.13. References

1. Proposers must include in their RFPs a list of organizations, including points of contact (name, address, and telephone number), which can be used as references for work performed in the area of service required. Selected organizations may be contacted to determine the quality of work performed and personnel assigned to the project.

6. PRICING PROPOSAL

OUTDOOR WARNING SIREN CONTROL SYSTEM

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Siren system central controls, includes all required hardware and software, system engineering, configuration, and installation at site locations specified in the RFP.

141 Per Site

2 Decommissioning of existing site control equipment and installation of new site controls at each of the 141 siren sites across the county.

141 Per Site

3 Spare Equipment – 5 fully setup, complete site control units 5 Per Unit

4 Training and User Manuals 1 Each

5 Annual Maintenance and Support

Contract Year 1 1 Per Year

6 Annual Maintenance and Support

Contract Year 2 1 Per Year

7 Annual Maintenance and Support

Contract Year 3 1 Per Year

8 Annual Maintenance and Support

Contract Year 4 1 Per Year

9 Annual Maintenance and Support

Contract Year 5 1 Per Year

TOTAL

ADDITIONAL/OPTIONAL PRICING

If you don't have additional items, simply select the No Bid option.

Line Item Description Option

Description Quantity Unit of

Measure Unit Cost Total No Bid

10 Type in description of the additional or option item in the next column labeled

Option Description

EA

11 Type in description of the additional or option item in the next column labeled

Option Description

EA

12 Type in description of the additional or option item in the next column labeled

Option Description

EA

13 Type in description of the additional or option item in the next column labeled

Option Description

EA

14 Type in description of the additional or option item in the next column labeled

Option Description

EA

15 Type in description of the additional or option item in the next column labeled

Option Description

EA

16 Type in description of the additional or option item in the next column labeled

Option Description

EA

17 Type in description of the additional or option item in the next column labeled

Option Description

EA

18 Type in description of the additional or option item in the next column labeled

Option Description

EA

19 Type in description of the additional or option item in the next column labeled

Option Description

EA

20 Type in description of the additional or option item in the next column labeled

Option Description

EA

21 Type in description of the additional or option item in the next column labeled

Option Description

EA

22 Type in description of the additional or option item in the next column labeled

Option Description

EA

Line Item Description Option

Description Quantity Unit of

Measure Unit Cost Total No Bid

23 Type in description of the additional or option item in the next column labeled

Option Description

EA

TOTAL

7. VENDOR QUESTIONNAIRE

7.1. Upload your Proposal*

Please DO NOT include Cost information in this section.

*Response required

7.2. Local Vendor Preference *

Select a Local Vendor Preference:

Locally Based and Owned Vendor Criteria

1. Your business or corporate headquarters is physically located in Dane County and;

2. Your business owners or shareholders totaling more than 50% of ownership live in Dane County and;

3. Your business is registered and authorized to do business in the State of Wisconsin.

Locally Operated Vendor Criteria

1. Your business is registered and authorized to do business in the State of Wisconsin and;

2. Your business has an established place of business within Dane County.

Non-Locally Operated Vendor Criteria

1. Your business is registered and authorized to do business in the State of Wisconsin and;

2. Your business has an established place of business in one of the following Wisconsin Counties:

Columbia, Dodge, Green, Iowa, Jefferson, Rock, or Sauk.

NOTE: A post office box address does not qualify as an established place of business.

☐ Locally Based & Owned Vendor

☐ Locally Operated Vendor

☐ Non-Locally Operated Vendor

☐ No Local Vendor Preference

*Response required

7.3. Cooperative Purchasing*

Reference Guidelines - Section F.

Does your company agree to furnish the commodities or services of this bid to municipalities and state agencies?

☐ Yes

☐ No

*Response required

7.4. Fair Labor Practice Certification *

Has your company been found by the National Labor Relations Board ("NLRB") or the Wisconsin

Employment Relations Commission ("WERC") to have violated any statute or regulation regarding labor standards or relations in the seven years prior to the date this bid submission is signed?

If yes is answered, a copy of any relevant information regarding such violation is required to be uploaded with your bid submission.

Additional information about the NLRB and WERC can be found using the following links:

www.nlrb.gov and http://werc.wi.gov.

☐ Yes and any relevant information regarding such violation has been or will be uploaded with this bid submission.

☐ No

*Response required

7.5. Designation of Confidential and Proprietary Information*

Please specify what information you wish to designate as confidential and proprietary. Please identify section/ pages/ topic /documents, etc.

NOTE: Pricing sections cannot be designated as confidential and proprietary.

If nothing will be designated, simply type "None" in the section below.

*Response required

7.6. Vendor References*

Provide a minimum of 3 references where similar requirements and services as outlined in this solicitation were provided.

Format: Company Name, Address, Contact Person, Phone#, Email Address

*Response required

7.7. Supplemental Document Upload

Upload any additional or required information documents that supplements this solicitation.

7.8. W9 Upload*

Upload your company's W9 form.

NOTE: The W9 is required to be signed within the past 12 months

*Response required

7.9. I understand that if any addendum is issued I will have to acknowledge the posted addendum. *

☐ Yes

☐ No

*Response required

7.10. If an addendum is posted after I have submitted my proposal response and the resulting addendum requires action to be taken either in the Specification Section or Pricing Section, I understand that:*

1. I will have to unsubmit my proposal response.

2. I will have to acknowledge the posted addendum.

3. I will have to take action in responding to the changes on either the Specification Section or Pricing

Section.

4. I will then have to resubmit my proposal response.

Further instructions on addendum(a) postings can be found here.

☐ Yes

☐ No

*Response required

7.11. RFP Response Signature Affidavit*

This is an electronic signature form via DocuSign that is required to be signed upon finalizing submission of bid or proposal.

NOTE: For detailed instructions on how to complete the forms via DocuSign, please access the help articles below:

How to Complete DocuSign Forms

How to Download, Complete and Upload without DocuSign

Click here to go to the form

*Response required https://help.procurement.opengov.com/en/articles/4413350-managing-addenda https://help.procurement.opengov.com/en/articles/5659414-how-to-complete-docusign-forms https://help.procurement.opengov.com/en/articles/5608000-how-to-download-docusign-forms https://na4.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=752b9c64-2ac9-4b3a-8cf0-fed78828d260&env=na4&acct=89dea4ef-d946-42fe-b789-43edb8d4c6b1&v=2

8. GENERAL GUIDELINES AND TERMS & CONDITIONS

GENERAL INFORMATION

8.1. Reasonable Accommodations

The County will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations at a proposal opening/vendor conference, contact the Purchasing Officer listed or call

WI Relay 711 for TDD Services.

8.2. Addenda and Revisions

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, revisions/amendments and/or supplements will be posted via the County’s eProcurement Portal.

It shall be the responsibility of the proposers to regularly monitor the web site for any such postings.

Proposers must acknowledge the receipt/review of any addendum(s) via the eProcurement Portal.

8.3. Contract Term and Funding

The contract shall be effective on the date indicated on the purchase order or the contract execution date and shall run until completion of the project.

8.4. Bid Opening and Summary Posting

Dane County Purchasing will complete a summary for bids as soon as possible. The only information provided at an opening of an RFP is the name of each vendor submitting a proposal.

8.5. Multiple Proposals

Multiple proposals from a vendor will be permissible, however each proposal must conform fully to the requirements for proposal submission. Each such proposal must be submitted separately and labeled as

Proposal #1, Proposal #2, etc.

Multiple proposals from a vendor will be permissible; however, the proposer must create separate accounts with separate log-in sequences, emails, and passwords on the County’s ePcourement Portal.

Please message procurementsupport@opengov.com with any questions regarding set up.

8.6. Proposal Organization and Format

Proposers must…