Request for Proposal 2024 028.pdf

Request for Proposal (RFP) 2024 028 Harris Radio P25 System Upgrade and Maintenance

I. Purpose

The Spalding County 700/800 MHz P25 Trunked Simulcast Radio System is undergoing core upgrades to enhance its functionality. Here are some key details:

• System Overview:

o System Type: L3Harris Project 25 Phase II.

o Voice Communication: Utilizes the APCO-25 Common Air Interface Exclusive.

o System ID: Sysid: 00A, WACN: 924B3.

o Control Channels: Frequencies for control and coordination.

▪ All © frequencies are control channel capable:

▪ 851.225c

▪ 851.325c

▪ 851.600c

▪ 852.100c

▪ 852.200c

▪ 852.350c

▪ 852.8125c

▪ 853.6375c o Talk groups:

▪ Spalding County:

▪ County Animal Control

▪ County Jail 1 and 2 (Corrections)

▪ County Public Works

▪ EMS Dispatch and Tactical

▪ EMS to Spalding Regional Hospital ER

▪ Fire Dispatch and Tactical

▪ Sheriff Dispatch and Tactical

▪ Griffin:

▪ Police Dispatch and Tactical

▪ Police Surveillance and Special Event

▪ Police Warrant Team

▪ Fire Dispatch

▪ Parks and Recreation

▪ Public Works Operations (Electric, Refuse, Water) o Simulcast System:

▪ Harris P-25 Phase II LSM multi-site system.

▪ Consisting of five sites and eight frequency pairs: Simulcast site (Site #10) with multiple control channels.

▪ Three sites include an L3Harris Opensky overlay for weather warning sirens.

▪ Provides seamless communication within the original designated service area.

This upgrade aims to enhance safety for first responders and ensure integrated communications. The purpose of this RFP is to solicit proposals from qualified vendors to provide materials, equipment, design, implementation, testing, and commissioning services for core upgrades that will continue using the existing Spalding County radio frequency transmit and receive site equipment. The system includes a public safety-grade network that supports seamless communication for all City and County public safety workers.

Proposals should distinctly comment on 1) the hardware upgrades and enhancements to our current system paying special attention and highlighting the similarities and differences between our current system and the system proposed; and 2) software changes and enhancements as a service solution to allow Spalding County to manage the call volume received through our dispatch center. Additionally, the bidder should address the ability to collect data for analysis.

Spalding County has an estimated population of 68,919. Spalding County 800MHz Radio Department maintains approximately 8 dispatch consoles, 17 base stations, 231 mobile units, and 531 number of hand-held portable units.

Our expectation is the upgrade will meet the needs of our system for the next ten (10) years.

II. Instructions to Respondents

A. All responses to this Request for Qualifications shall be sent to:

Spalding County Board of Commissioners Attn: Procurement Director 119 E Solomon Street PO Box 1087 Griffin, Georgia 30224

B. Please place one (1) original and four (4) copies of your response in a sealed envelope and clearly label in the lower left corner “Solicitation No. 24-007 Request for Proposals – Harris Radio P25 System Upgrade and Maintenance Services, May 20, 2024. No faxed, emailed, or telephone statements will be accepted.

C. All responses must be received by May 20, 2024 @ 2:00 pm ET, at which time they will be opened.

It is the responsibility of the respondent to ensure that the RFP is received by Spalding County by the date and time specified above. Late responses will be returned to the respondent unopened. To ensure a fair review and selection process, respondents submitting qualifications are specifically requested not to make other contacts with Spalding County staff regarding this request.

D. BID COPIES Bid Proposal shall be in Five Copies; (4) copies and one (1) original are required for review purposes. Sealed bids will be received at the Spalding County Board of Commissioners office, 119 East Solomon Street, Room 104, Griffin, GA 30223 no later than 2:00 PM, Local Time, May 20, 2024. RFP 2024 028 should be noted on bid proposal. Bids received after this time will not be accepted.

E. BID QUESTIONS should be sent to Mitzy Campbell, Purchasing Agent, mcampbell@spalding county.com. No questions shall be received after 5:00 p.m. ET, Friday, May 10, 2024. Responses will be provided in an addendum by 5:00 p.m. ET, Monday, May 13, 2024. No other County Staff or officials associated with this project should be contacted regarding this RFP. DOING SO, MAY

RESULT IN DISQUALIFICATION.

F. All addenda, notices, additional information, etc. will be posted to Spalding County’s website at www.spaldingcounty.com under the Purchasing Departments bid opportunities.

III. Time Schedule

The following schedule is supplied as a guideline rather than a set of absolute deadlines. The County reserves the right to modify or alter the schedule as needed.

Event Date & Time Issue RFP – First Advertisement Friday, April 26, 2024 Second Advertisement Friday, May 3, 2024 Third Advertisement and Questions Due Friday, May 10, 2024, 5:00 pm ET Addendum/Responses to Questions Monday, May 13, 2024, 5:00 pm ET Forth Advertisement Friday, May 17, 2024 Deadline for submittal of RFP Monday, May 20, 2024, 2:00 pm ET Selection of respondent Monday, June 3, 2024, 6:00 pm ET

IV. Terms and Conditions

A. The County reserves the right to reject any and/or all proposals, call for new proposals, to waive any informalities in a proposal, and to select the qualified parties. The County reserves the right to accept, reject, and/or negotiate all proposals or parts of proposals deemed by the Board to be in the best interest of the citizens of Spalding County. Spalding County provides equal opportunity for all businesses and does not discriminate against any person or business because of race, color, religion, sex, national origin, and handicap or veterans’ status. This policy ensures all segments of the business community have access to supplying the goods and services needed by Spalding County.

B. The County reserves the right to request clarification of information submitted and to request additional information from any respondent.

C. The County reserves the right to award any contract to the next most qualified respondent if the successful respondent does not execute a contract within thirty (30) days after the selection of the respondent.

D. Any proposal may be withdrawn up until the date and time set above for opening of the RFP responses. No proposal may be modified or withdrawn for a period of one hundred-twenty (120) calendar days thereafter.

E. The professional services contract resulting from acceptance of a proposal by the County shall be in a form supplied or approved by the County and shall reflect the specifications in this RFP. The County reserves the right to reject any proposed agreement or contract that does not conform to the specifications contained in this RFP, and which is not approved by Spalding County Board of Commissioners.

F. Ownership of all data, materials, and documentation prepared for and submitted in response to this

RFP shall belong exclusively to Spalding County and will be considered a public record and subject to public inspection in accordance with Georgia public records laws. Exceptions may be requested by the applicant, citing applicable statutory authority for holding specific information in confidence.

The approval of exceptions will be in the sole discretion of the County.

G. By submitting their qualifications, all proposing parties certify that their proposals are made without collusion or fraud and that they have not offered or received any inducements from any other person or party in connection with their proposals, and that they have not conferred on any Spalding County employee or official having official responsibility for this procurement transaction of any payment, loan, subscription, advance, deposit of money, services, or anything of value of more than nominal value, present or promise, unless consideration of substantially equal or greater value was exchanged.

H. By submitting their qualifications, all proposing firms certify that they are not currently debarred from submitting bids or proposals on contracts by any agency of the State of Georgia and the federal government, nor are they an agent of any person or entity that is currently debarred from submitting bids on contracts by any agency of the State of Georgia or the federal government.

I. Those submitting responses do so entirely at their expense. There is no expressed or implied obligation by the County to reimburse any individual for any costs incurred in preparing or submitting bids or providing additional information when requested by the County.

V. Scope of Services

Proposals should address all labor, materials, supplies, equipment, software, training, and services necessary to complete the project.

Project Initiation - Selected Bidder shall meet with Spalding County Staff and review proposed upgrade system, hardware, software, and ancillary equipment by Spalding County. They will also review software options and integration with other county hardware and software (e.g., ESRI).

Network Referencing - Selected Bidder will work with Spalding County staff to confirm the linkage of the proposed system and the system currently in use.

The selected vendor shall perform the following tasks:

1. System Design and Configuration:

o Develop a comprehensive system design that meets current P25 Phase II standards and ensures interoperability.

o Configure the system for optimal performance, coverage, and reliability.

o Implement new components while keeping continuity of radio service.

o Remain in compliance with current L3Harris System Maintenance Agreement during and beyond this project scope.

2. Hardware and Software Upgrades:

o Update existing P25 Core components to the latest P25 version and standards.

o Update software and firmware to enhance functionality, security, and compatibility of all system components, including weather warning sirens.

o Test upgrades thoroughly before deployment.

3. Maintenance and Support:

o Provide ongoing maintenance, including regular inspections, preventive measures, and troubleshooting.

o Ensure 24/7 availability for emergency repairs.

o Maintain a detailed record of system performance and maintenance activities.

o Critical Incident Response Time: The vendor must guarantee a two-hour response time for critical incidents where the system is malfunctioning.

4. 911 Consoles Integration:

o Install and configure six 911 consoles to seamlessly interface with the P25 system.

o Ensure proper training, connectivity, functionality, and ergonomic design for operators.

VI. Proposal Requirements & Deliverables

Interested vendors must submit a detailed proposal that includes the following:

1. Technical Approach:

o Describe your approach to upgrading and maintaining the Harris Radio P25 System.

o Explain how you will integrate the 911 consoles into the existing infrastructure.

2. Qualifications and Experience:

o Provide information about your company’s experience with similar projects.

o Include at least three (3) references with contact information (contact name, jurisdiction, phone number, and email address).

o Highlight relevant certifications and qualifications of your team.

3. Cost Estimate:

o Breakdown of costs for system upgrades, console integration, and ongoing maintenance.

o Include a draft two-year maintenance contract with annual renewal options.

o Include any additional costs related to warranties, training, maintenance, or support.

4. Timeline:

o Provide a project timeline, including milestones for system upgrades, console installation, and acceptance testing.

o Explain in detail how our 911 system will not be adversely affected or impacted during the installation and switchover from the current system to the new system. Our expectations are NO downtime between change-over from our current system to the new system to ensure continuity of operations and safety of our first responders.

VII. Submission Requirements

Interested firms are invited to submit their proposals in response to this Request for Proposal (RFP) by May 20th, 2024. Proposals should include the following information:

• Company Profile: Brief overview of the firm's history, qualifications, and experience in assessing, evaluating, installing, training, and maintaining radio systems.

• Team Composition: Description of key personnel who will be involved in the assessment, including their qualifications, certifications, and relevant experience.

• Approach and Methodology: Detailed outline of the proposed approach and methodology for assessing, evaluating, installing, training, and maintaining radio system.

• Timeline: Proposed timeline for completing the assessment, including key milestones and deliverables.

• Cost Proposal: Itemized cost estimate, including all fees, expenses, and any other relevant costs.

o Price per annual renewal of maintenance, to include hardware and software (all-inclusive costs).

o Price per hour for a specialist if needed to respond within 2 hours for emergency situations.

Emergency situations are defined as radio failures where the system is operating in stand-by mode or has completely failed to operate.

o Provide pricing based on a 2-year contract, with optional annual renewals.

• Three (3) client references from like-sized communities with similar systems.

VIII. Selection Criteria

Proposals will be evaluated based on the following criteria:

EVALUATION CRITERIA WEIGHT GIVEN

Respondent Qualifications 20 Company experience + Experience of Staff implementing project 20 Respondent’s availability and capacity to provide timely maintenance services 20

Understanding the required services and quality assurance 10

Approach and Methodology; Defined procedures 10

Timeliness and Feasibility of Proposed Timeline 10

Overall Suitability and Fit with the Needs of Spalding County 5

Price of Upgrade / Cost of Maintenance 5

Please submit your proposal through sealed envelope to Mitzy Campbell, Purchasing Agent, 119 E Solomon Street, Griffin, GA 30223 by May 20th, 2024. Any questions or requests for clarification regarding this RFP should be directed to Mike Windham, Director, 800MHz Radios at mwindham@spaldingcounty.com.

Spalding County reserves the right to reject any or all proposals, to waive any irregularities or informalities in the proposals received, and to negotiate with any qualified firm or firms deemed to be in the best interest of Spalding County.

Thank you for your interest in providing road assessment services for Spalding County. We look forward to receiving your proposal.