SCHEDULE A: STATEMENT OF WORK TABLE OF CONTENTS I : OVERALL APPROACH...3

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1 SCHEDULE A: STATEMENT OF WORK TABLE OF CONTENTS I : OVERALL APPROACH...3 II : SYSTEM DESCRIPTION...4 Section 2.1 ProVoice EDACS Extended Network Architecture...4 Section 2.2 State of Florida System Design...4 Section 2.3 Site Configuration...6 Section 2.4 Coverage...8 Section 2.5 System Traffic Capacity...8 Section 2.6 Customer Design Review...8 Section 2.7 Interoperability...9 Section 2.8 Mutual Aid Radio Communications...9 Section 2.9 Aircraft Communications...10 III : COM-NET IMPLEMENTATION RESPONSIBILITIES...11 Section 3.1 Project Initiation...11 Section 3.2 Site Civil Engineering Work...11 Section 3.3 Dispatch centers...12 Section 3.4 Order entry/equipment staging...12 Section 3.5 Site Installation...13 Section 3.6 Site Optimization Section 3.7 Acceptance Testing...14 Section 3.8 Cutover...14 IV : STATE IMPLEMENTATION RESPONSIBILITIES...16 V : TRANSITION PLAN...17 Section 5.1 Overview...17 Section 5.2 Parallel Installation Mode...17 Section 5.3 Initial Implementation; Phases III -V...17 Section 5.4 Phase I and II Transition...18 Section 5.5 Microwave Plan...18 Section 5.6 Dispatch Centers...19 Section 5.7 Acceptance Testing...19 Section 5.8 Mobile Installation...19 Section 5.9 Detailed Cutover Plan...20 VI : FUTURE MAINTENANCE PLAN...23 Section 6.1 Overview...23 A-SOW-928 Page A-1

2 SCHEDULE A: STATEMENT OF WORK Section 6.2 Section 6.3 Section 6.4 Section 6.5 Section 6.6 Section 6.7 TABLE OF CONTENTS (cont.) System Monitoring/Trouble Reporting...23 System Infrastructure/Fixed Equipment Maintenance...24 Response Time Requirements...25 Site Facility And Ground Maintenance...25 Mobile Radio Site...25 Emergency Response...26 TABLES: Table 1: Dispatch Consoles...5 Table 2: Simulcast Clusters...7 Table 3: Standalone Sites...7 Table 4: Aircraft Frequencies...10 A-SOW-928 Page A-2

3 I: OVERALL APPROACH In order to provide a statewide 800 MHz trunked radio system as defined by the Service Agreement, COM-NET will: A. Manufacture products and obtain vendor products identified in the design B. Follow ISO-9001 Quality Procedures in the design, manufacturing, and installation of the system C. Install the system within 36 months and operate the backbone network for the term of the agreement D. Be responsible for the delivery and storage of all material to be used in the system implementation E. Provide ongoing backbone network maintenance for the system for the term of the Agreement F. Assist the STATE by providing EDACS technical information and by demonstrating system features as part of a pre-training activity G. Provide a training schedule that best meets the needs of the State H. Provide Extended Addressing functionality no later than 30 months from the Agreement effective date and before full deployment of the system I. Provide either a UHF or VHF dedicated data wireless infrastructure (backbone) as defined in its proposal A-SOW-928 Page A-3

4 II: SYSTEM DESCRIPTION The ProVoice EDACS trunked radio network consists of the number of sites required to meet the coverage commitment of 98% mobile coverage statewide and 98% portable outdoor coverage in the defined areas specified by the STATE. Replacement of the existing JTF Phase I and II infrastructure and terminal equipment, will enable the system to operate as a single extended network. The network solution permits transparent radio operations, regardless of whether a call is made within a site, within a system, or across the network. Section 2.1 ProVoice EDACS Extended Network Architecture The proposed system architecture is segmented into three distinct layers or tiers: Tier 1 is an individual system that can be a single trunked radio site or a simulcast system consisting of several individual transmitter sites. Tier 2 is the Multi-site Network level and is defined as the next logical networking layer above the individual system. The Tier 2 Multi-site Network consists of a collection of systems (single site or simulcast) linked to an Integrated Multi-site and Console Controller (IMC) in a star network configuration. Tier 3 Extended Networking is defined as the next logical networking layer above multi-site. COM-NET's StarGate controller links multiple IMC's in a star network configuration. Section 2.2 State of Florida System Design COM-NET s system offering for the STATE includes the following elements: A. 800 MHz trunked radio sites that include: (1) Shelters (2) Towers (3) Generators (4) MASTR III 800 MHz trunked repeaters (5) Conventional mutual aid stations A-SOW-928 Page A-4

5 (6) Other equipment required by the State. B. Eight (8) IMC's in regional locations, each configured to support between 8 and 17 radio sites; sites are allocated to IMC's primarily along geographical and operational boundaries C. Each IMC is equipped to support: (1) PBX Gateway to the PSTN for telephone interconnect (2) EDACS Data Gateway (EDG) to support over-the-air programming of field units (ProFile) (3) Two conventional 800 MHz Mutual Aid channels at each site in the IMC s service area (4) From 20 to 24 additional conventional channel interfaces to meet interoperability requirements; these conventional interfaces may be configured via Causeway (5) Maestro NT voice dispatch consoles; the quantity of consoles supplied with each IMC is shown in the table below: Table 1: Dispatch Consoles IMC Location IMC Consoles Miami 1 16 West Palm 2 9 Orlando 3 22 Ft. Myers 4 10 Tampa 5 14 Jacksonville 6 14 Tallahassee 7 9 Pensacola 8 11 Total 105 These dispatch consoles will be installed in appropriate dispatch centers throughout the State; an RF control station will be included at each console position for backup (6) Instant recall recording by dispatch position is provided at each Dispatch Center (7) The required number of logging recorder interfaces as mutually agreed A-SOW-928 Page A-5

6 D. A StarGate switch is provided to support wide-area communications for users that roam outside of the sites connected to their local IMC; the StarGate is connected to each of the eight IMC's E. Site interconnection provided by a 6-GHz digital microwave system: (1) The existing 6-GHz microwave system will be reused from Phases I and II (2) COM-NET will provide additional microwave links to Phases I and II for the new sites, as required (3) Also included is the T1 channel bank equipment needed to interface the transport network to the site RF equipment F. Communications Systems Directors (CSD) to manage and control the StarGate, IMC s and the radio sites; the STATE and COM-NET will mutually agree on the number and location of client workstations, e.g., one remote client workstation and printer at each Dispatch Center G. A ProVoice EDACS Network Manager for high-level management and control of the network H. 6,000 user radios of like kind or capabilities similar to existing equipment with appropriate accessories at no cost to replace existing Phase I and II radios I. Up to $25,500,000 credit towards the purchase of goods or services identified in the Term Purchase Agreement, pursuant to Section 4.3B of the Service Agreement J. Provide either a UHF or VHF dedicated data wireless infrastructure (backbone) Section 2.3 Site Configuration The system is comprised of the quantity of 800 MHz repeater sites required to meet the coverage commitment. Each of these sites will be equipped with the transmitters, receivers, site control and interface equipment, and antenna subsystems necessary for a properly functioning and operational site. From four to nine trunked base stations are provided at each site to support traffic on the system. In addition, two COM-NET MASTR III conventional 800 MHz repeater stations are provided at each site to meet the State s Mutual Aid system requirement. The following tables define the initial estimated distribution of simulcast systems and standalone repeater sites throughout the system: A-SOW-928 Page A-6

7 Quantity Table 2: Simulcast Clusters Trunking Channels Mutual Aid Channels Simulcast Sites Table 3: Standalone Sites Quantity Trunking Channels Mutual Aid Channels Each site will be equipped with an antenna subsystem that consists of a receive antenna, tower-top amplifier, receiver multicoupler, transmit antenna(s), transmit combiner(s), and UPS/generator backup power. The number of transmitter antennas and combiners at each site is dependant upon the technical requirements at each location. However, in general, sites with fewer than six trunked channels will be equipped with two transmit antennas/combiners: one for the trunked channels and one for the mutual aid subsystem. Sites with six to eight trunked channels will have three transmit antennas/combiners, while sites with nine trunked channels will have four transmit antennas/combiners. All transmission lines, connectors, surge suppressors, and mounting hardware necessary to install the antenna system is included. Installation will be in accordance with the antenna hardware manufacturer s instructions and sound engineering practices. One of the sites in each of the simulcast systems has been designated as a simulcast control point. In addition to the Tx/Rx equipment, these locations will also house the control equipment necessary to support A-SOW-928 Page A-7

8 simulcast operation. This equipment includes receiver voters, timing control and equalization racks, and specialized test equipment. Section 2.4 Coverage The system has been designed to provide coverage that will meet the requirements specified in the Coverage Acceptance Test Procedure included in Schedule B. Section 2.5 System Traffic Capacity COM-NET agrees that the system shall be designed to provide traffic load capacity sufficient to ensure a busy hour average waiting time of no more than 0.5 seconds for Phases III, IV, and V, and equivalent or better than the existing system for Phases I and II (as requested in RFP Appendix 9). This agreement assumes that the number of State users does not vary widely from the information provided COM-NET in the RFP, and that traffic patterns and usage profiles remain essentially the same (when adjusted for use on ProVoice EDACS.) Section 2.6 Customer Design Review The STATE has expressed concerns regarding the environmental loss values used in COM-NET s coverage predictions. In particular, the loss values for Agricultural, Rangeland, Forest and Residential lands, as used by the STATE, are higher than the values used in COM-NET s previous Florida designs. The STATE believes that the COM-NET predictions may therefore be somewhat optimistic and, if not addressed prior to construction, may result in project delays. This concern will be addressed during the Customer Design Review. Prior to construction of each Phase, coverage maps will be prepared using the STATE s suggested environmental loss values and compared to COM-NET s original coverage maps. Areas that indicate the potential for less than adequate coverage will be jointly reviewed by COM-NET and the STATE. If the State determines that additional sites may be necessary to provide the required coverage, COM-NET will begin site acquisition activities for mutually A-SOW-928 Page A-8

9 agreed upon contingency sites. Site build out for these contingency sites will commence if the coverage test fails for the region. This process neither replaces nor relieves the criteria for acceptance of the system. Section 2.7 Interoperability COM-NET s ProVoice EDACS trunked radio system provides several levels of interoperable communications that meet the requirements of the STATE. They include: A. Direct trunked communications between any agencies operating on the proposed ProVoice EDACS network B. Direct trunked communications capability between any agency operating on the proposed ProVoice EDACS system and one of the many other County and Municipal agencies that currently utilize a EDACS 800 MHz trunked radio system C. Dispatcher-controlled interoperability and direct conventional interoperability with other 800 MHz equipped units through the NPSPAC Mutual Aid conventional channels D. Computer-controlled and dispatch-controlled interoperability with other departments and agencies operating on a variety of other radio systems including 800 MHz, UHF, and VHF conventional radio systems Section 2.8 Mutual Aid Radio Communications COM-NET proposes MASTR III 800 MHz base station repeaters to satisfy the Mutual Aid conventional interoperability requirements. Two stations will be installed at each transmitter site, thereby providing Mutual Aid system coverage that is equivalent to the trunked voice radio system. The Mutual Aid channels at each site will be either stand-alone, or simulcast, depending upon the mode of the trunked transmitters at that site. Each base station will be a single frequency MASTR III repeater station that will normally operate in repeat disable mode. Dispatch operators designated by the STATE will have the capability of monitoring these stations and enabling and disabling their repeat function, as operational requirements dictate. A-SOW-928 Page A-9

10 The MASTR III stations are capable of CTCSS encode and decode operation. While the frequency of the encode and decode CTCSS tone is independently selectable, all Mutual Aid stations will have their CTCSS set to Hz, as specified in the Region 9 plan. Section 2.9 Aircraft Communications Aircraft operations will be supported from 10 non-simulcast locations that will provide overlapping coverage Statewide. Two dedicated trunked aircraft channels will be incorporated into the EDACS system at each of the 10 sites and Multiple-Channel Partitioning (MCP) will be utilized to ensure that only the appropriate channels are used for aircraft operations. A total of six channels will be reused throughout the 10 sites in the following manner: Table 4: Aircraft Frequencies Pair A Pair B Pair C A-SOW-928 Page A-10

11 III: COM-NET IMPLEMENTATION RESPONSIBILITIES This section provides an overview of the activities COM-NET will perform to implement the 800 MHz Radio system. Section 3.1 Project Initiation A. Conduct Internal Design Reviews B. Conduct Internal Final Design Review C. Establish COM-NET team in Florida and Lynchburg, Virginia. D. Select location for COM-NET project headquarters E. Provide necessary information to State Police for background checks on team. F. Customer Design Review Section 3.2 Site Civil Engineering Work A. Develop a standard configuration for equipment shelters (1) Assemble site equipment at a predetermined Florida location (a) Shelter (b) Trunked base stations (c) Microwave hardware (d) UPS (2) Work with the STATE to agree on shelter layout (3) Document as Golden shelter layout for all future installations B. State owned sites (1) Schedule site inspections (a) Determine available space on tower (b) Determine all current users on tower (c) Determine location for new shelter if necessary (d) Plan for site civil work and actions needed for construction permits. (e) Review electrical capacity, and determine if new primary service is required. (2) Schedule tower analysis as required. (3) Develop site layout plan for site including existing tower, and existing buildings, new shelter, new generator and generator fuel tank. A-SOW-928 Page A-11

12 (4) Prepare FCC license applications/modifications for review and signature by the STATE as required. C. Leased sites D. New sites (1) Continue process of lease finalization (2) Schedule site inspections (a) Determine available space on tower (b) Determine all current users on tower (c) Determine location for new shelter, if necessary (d) Plan for site civil work and actions needed for construction permits. (3) Develop site layout plan, as above, needed for any construction permits (4) Prepare FCC license applications/modifications for review and signature by the STATE as required. (1) Schedule site acquisition team (2) Work with State to review available State land (3) Review potential site locations with COM-NET system engineers (4) Schedule civil crew to review site (a) Prepare preliminary plans for review (b) Document site layout for construction permits (c) Obtain zoning approval for new site construction (d) Obtain FAA approval (5) Prepare FCC license applications/modifications for review and signature by the STATE as required. (6) Schedule Construction Section 3.3 Dispatch centers (1) Work with the STATE to review each dispatch center (2) Determine if current location will remain the same (3) Determine if center will become a combined dispatch center (4) Determine amount of available space for new dispatch consoles (5) Gather preliminary information to be used for cutover development Section 3.4 Order entry/equipment staging (1) Place orders with: A-SOW-928 Page A-12

13 (a) COM-NET factory (b) COM-NET vendors (c) COM-NET subcontractors (2) Schedule subcontractors meeting (3) Finalize plans for equipment installation at shelter manufacturer s location (4) Establish installation team/begin equipment preparation (a) Install all cabinets and racks as per Golden documentation (b) Wire all AC connections from breaker panel to equipment (c) Make all RF jumpers from equipment to combiners and multicouplers (d) Ground all equipment to shelter internal halo perimeter ground (5) Establish technical team/begin equipment configuration (a) Program all default parameters into repeaters (b) Program site frequencies into repeaters (c) Create frequency labels for stations and combiners (d) Power up equipment and run basic functional test (6) Develop ship schedules, storage, and delivery to sites as needed. (7) Establish materials schedule Section 3.5 Site Installation (1) Coordinate completion of site civil engineering (2) Develop shelter construction schedule (3) Coordinate delivery of repeaters, microwave stations, and key vendor items (4) Schedule equipment installation at shelter factory (5) Prepare shelter and installed equipment for delivery (6) Schedule crane to be on site (7) Off-load shelter and set onto new foundation (8) Complete AC wiring into shelter and emergency generator transfer panel (9) Generator technician will: (a) Perform generator set pre-start activities (b) Verify generator is ready for start test (c) Start generator and verify all sensors are working properly (10) Run new coaxial cable into shelters and terminate at the cable entry ground bus (11) Make all RF jumpers from poly-phaser protection devices to combiners and multicouplers (12) Connect microwave waveguide to microwave equipment A-SOW-928 Page A-13

14 Section 3.6 Site Optimization (1) Schedule site optimization team (2) Set levels on all 800 MHz repeaters (3) Record levels in site log book (4) Set levels on microwave equipment (5) Verify path levels (6) Record results in site logbook (7) Connect intraplex mux to microwave (8) Set levels to and from site (9) Verify and fine tune combiner (10) Verify tower top amplifier performance (11) Sweep all antennas, keep copy in site logbook (12) Program by-pass plans as defined (13) Verify test and alarm system for: (a) Radio system (b) Verify test and alarm system for microwave system (c) Other Site equipment (14) Test site UPS (15) Verify site generator starts on loss of primary power (16) Test connection and levels to network switch (17) Verify dispatch operation through the site (18) Prepare site for ATP test (19) Clean site of all debris (20) Clean floors (21) Verify all functional tests Section 3.7 Acceptance Testing (1) System functional test as per ATP plan (2) Coverage test as per ATP plan Section 3.8 Cutover (1) Submit cutover plan sixty (60) days prior (2) Establish Training schedule A-SOW-928 Page A-14

15 (3) Train the State-supplied portable and mobile equipment trainers (4) Provide support for trainers during initial training as required (5) Train dispatchers (6) Train system administrators (7) Establish interoperability interfaces (8) Provide initial system and user database configuration (sites, talkgroups, radios) (9) Maintain system database configuration (sites, channels, etc.) (10) Program all user radios (11) Plan for radio distribution (12) Schedule and install mobile radios A-SOW-928 Page A-15

16 IV: STATE IMPLEMENTATION RESPONSIBILITIES The STATE will work with COM-NET in the following areas: A. Assign a System Manager at time of Contract Signing B. Provide COM-NET with the current system configuration documentation C. Assist with FCC frequency coordination D. Submit application(s) for FCC licenses E. Utilize best efforts to assist COM-NET in obtaining sites of JTF member agencies F. Provide access to state sites for COM-NET team members (including subcontractors) G. Define dispatch center needs H. Develop talkgroup plan for each agency I. Approve final cutover plans J. Proactively manage users to maintain a traffic profile similar to the existing 800 MHz system; this would include telephone interconnect limitations and usage similar to the existing policies K. Provide timely review and approval of submitted material L. Provide timely availability of vehicles for scheduled installation M. Provide oversight and technical review personnel as required N. Provide standard telco circuits for control of the required conventional and remote control stations until no longer needed (where microwave channels are not available) O. Provide demarcation blocks for the above circuits P. Provide lost radio reports Q. Provide radio serial number for user or vehicle after a switch out R. Provide ongoing user training on portable and mobile operation S. Maintain system user database, i.e., talkgroups and radio IDs A-SOW-928 Page A-16

17 V: TRANSITION PLAN Section 5.1 Overview This section addresses how COM-NET will replace the existing Motorola radio system in Phase I and II with the new proposed equipment, while minimizing interruption of service to the users. The Goal of the cutover is to smoothly transition the users onto the new system, while maintaining communications at all times among users and dispatchers. Section 5.2 Parallel Installation Mode The implementation of the new system will be done in a parallel mode, without interfering with or removing existing radio equipment. This is particularly important in Phase I and II systems, where 800-MHz trunking equipment is already in place and will be collocated with the new equipment. Where possible, COM-NET will install new radio equipment shelters at the existing sites. This will enable installation to progress with minimal contact with the existing equipment. Separate electrical power will be brought in and new antennas and coaxial cables will be installed on the towers. Where desired by the STATE, COM-NET will use existing shelters and will exercise all reasonable care while working with the existing equipment. The goal of the plan is to keep both new and old systems operational while users in each region can be transitioned to the new system. During the transition, links will be established to allow communications between users of both the new and old systems on selected talkgroups. Section 5.3 Initial Implementation; Phases III -V Initially, COM-NET will install JTF Phases III through V. Each phase will be installed, optimized and fully tested. At the completion of each phase, cutover will take place. Existing Phase I and II equipment will remain in place during this period. A-SOW-928 Page A-17

18 Section 5.4 Phase I and II Transition When the Phase III through V systems are complete, the implementation and cutover of the Phase I and II systems will begin. The preliminary plan is to start with the northern portion of the Phase II system. COM- NET proposes to cutover new systems that will cover the equivalent geographical area as the simulcast clusters currently covering Daytona Beach and Orlando. This will be called Stage II.1. COM-NET will then continue implementing new systems that will provide coverage for two more existing simulcast clusters. Stage II.2 will cover the Brevard and Osceola area clusters. Stage II.3 will provide coverage for the Ft. Pierce and Palm Beach area clusters. This approach will support the operational need to interface users on the Phase III system and help mitigate the technical issues of frequency coordination and frequency re-use. The implementation will continue into the Fort Lauderdale and Miami area in two additional stages. Stage I.1 will be the new simulcast systems covering Broward and Dade Counties and Stage I.2 will be the systems covering Monroe County including the Keys. Section 5.5 Microwave Plan In Phases I and II, COM-NET will utilize the existing 6-GHz Alcatel microwave system where possible. As new sites are developed, COM-NET will provide new 6-GHz Alcatel microwave equipment to connect the sites to the microwave backbone. When the COM-NET equipment is being installed at the existing JTF sites, COM-NET will provide new T1 circuits on the existing microwave system in a manner that minimizes interruptions to the existing system. Initially T1 circuits will be run from the existing equipment shelter to the new COM-NET shelter at sites where a new shelter is provided. At sites where the existing shelter is being reused, the circuits will be run inside the existing shelter. This will allow COM-NET to install the new equipment while utilizing the existing microwave circuits for both the old and new systems. A-SOW-928 Page A-18

19 Where new equipment shelters are being used, it would be difficult to relocate the existing microwave station to the new shelter without incurring significant downtime. To facilitate the cutover, COM-NET will supply an extra microwave station that can be pre-installed in the new shelter. During cutover, the antenna waveguide will merely need to be rerouted from the existing shelter to the new shelter. It is anticipated that the down time for a given site should be approximately five minutes. The microwave station that is removed from service can then be used for the next new shelter conversion. Section 5.6 Dispatch Centers The dispatch centers are very important to successful cutover. One of the major issues facing new console implementation is having sufficient room to install the new equipment while maintaining the operational status of the existing consoles. There will be locations where room is sufficient to install the new consoles next to the existing consoles, and there will be locations where space is at a premium. Where space is tight, consoles may need to be replaced on a one for one basis. COM-NET will work with the STATE to determine the best solution for each location. COM-NET understands the STATE may combine or implement new dispatch centers as the project rolls out. COM-NET will work with the STATE to determine the needs and plans for each dispatch location. Section 5.7 Acceptance Testing As the implementation of a phase is completed, the COM-NET team will optimize the system and demonstrate its readiness as per the Acceptance Test Plan (ATP) included in Schedule B. The acceptance test will be done on a limited number of channels at a time for the Phase I and II in order to maintain the operation of the existing system. Section 5.8 Mobile Installation In order to minimize the impact of transition on the users, COM-NET will work with the STATE to develop a mobile radio installation schedule for all agencies. This is most important in Phase I and II, where radio frequencies must be moved from the existing system to the new system. A-SOW-928 Page A-19

20 Conventional channel interfaces via Causeway can be used on a temporary basis to merge talkgroups on the existing and new systems. This will allow COM-NET radios to interoperate with the existing Motorola radios. In this way, system cutover can be performed over a period of days or weeks, instead of overnight. An alternative approach to mobile installation is to pre-install radios prior to actual cutover. Under this approach, radios could be installed as the sites are being completed and would be available for use immediately after the ATP is completed. This would require sufficient space in the vehicle for both the old and new radios. The dual radio approach has several advantages: Allows for quick and easy cutover by enabling new radio at designated time Allows for roaming into areas not cutover yet Provides contingency options should cutover issues arise If desired, the Motorola radios can be removed at a later date. COM-NET will work with the JTF operational managers to determine the order agencies will be migrated to the new system. COM-NET will provide sufficient installation resources and team members, as vehicles are made available. Section 5.9 Detailed Cutover Plan A more detailed cutover plan will be developed prior to implementation. COM-NET s team will work with members of the STATE team, as well as operations personnel as needed, to fully develop the final cutover plan. Once all of the technical and logistical issues have been reviewed, the final plan and schedule will be presented for approval no later than 60 days before cutover is to begin. The final plan will also include the training schedule for all Phase I & II dispatchers and users. Among the activities that will be included in the plan are: A. Completion of: (1) Site civil engineering (2) Site installations (3) Dispatch installations A-SOW-928 Page A-20

21 B. Optimization of: (1) Dispatch centers (2) Sites (3) Network C. Acceptance testing: (1) Record designated levels at site into logbook (2) Perform functional test at sites, dispatch and network centers (3) Perform coverage test as per ATP (4) Generate map depictions of coverage tests D. Cutover preparation (1) Jointly generate cutover plan with STATE (2) Prepare final version of plan and submit 60 days before cutover begins (3) Determine interoperability links needed for each Stage (4) Determine which frequencies can be turned off in old system (5) Determine what frequencies can be turned on in the new system (6) Determine order for implementation of JTF departments E. Finalize schedules for: (1) User Training (Train the Trainer) (2) Dispatcher Training (3) Portable Distribution (4) Mobile Installation (5) Control Station Installation F. Program user equipment per signed-off personality plans G. Notify users of upcoming cutover H. Perform dispatcher training I. Perform user training J. Install RF control stations in preparation for cutover K. Establish cutover time and finalize all schedules L. Cutover to new system (1) Disable pre-determined old system channels A-SOW-928 Page A-21

22 (2) Enable pre-determined new system channel. (3) Enable interoperability links previously established (4) Initiate dispatch operations on new consoles (5) Distribute new portables to scheduled users (6) Install mobiles for scheduled users (7) Monitor system activity (8) Turn down old system channels and turn on new system channels as appropriate with user traffic M. Complete transition for all JTF users in region N. Complete documentation for each Phase A-SOW-928 Page A-22

23 VI: FUTURE MAINTENANCE PLAN Section 6.1 Overview The purpose of COM-NET s Maintenance Plan is to describe the method by which COM-NET will assure communication system availability in full compliance with the requirements of the STATE. The Maintenance Plan covers both COM-NET s and the STATE s responsibilities as applicable; it encompasses on site support, geographically distributed service centers, centralized service management, COM-NET depot repair and 24x7x365 technical assistance. COM-NET personnel, as well as fully trained and experienced COM-NET Authorized Service Center (ASC) personnel under contract with COM-NET, will implement this plan. This multilevel distributed approach assures that sufficient material and trained personnel resources are available to meet the STATE s emergency and non-emergency service and maintenance requirements. Section 6.2 System Monitoring/Trouble Reporting An EDACS Network Manager will be installed in Orlando and will be used to monitor system operation. When required, COM-NET personnel in that facility will contact on-site technicians to investigate any reported abnormality identified by the Network Manager. If deemed necessary, personnel will be dispatched to investigate reported malfunctions, alarms or failures. In addition, COM-NET shall implement automatic paging capabilities for the notification of critical system and subsystem alarms that are capable of being electronically reported to the alarm system. To enable users to request service and notify COM-NET of system problems, a toll-free number will be established. This number will provide manned, 24-hours a day, access to the COM-NET service team supporting the Florida State system. In addition to the toll-free service number, COM-NET will provide a duty roster and personnel list to designated STATE and user agency personnel for problems that may require escalation. This list will contain the name, phone number and location of the following personnel: On call technician for the service area Service area manager A-SOW-928 Page A-23

24 State of Florida Field Service Manager Southeast Regional Service Manager Director of Field Service COM-NET field technicians will have 24x7x365 2nd tier technical support from COM-NET s Technical Assistance Center (TAC) located in Lynchburg, Virginia. The TAC has access to all Lynchburg Engineering staff as well as other US-based technicians located at COM-NET service facilities should they be needed. For agencies that choose to contract with COM-NET for repair of user equipment, Service will be scheduled through the ASC s assigned to each service area. The JTF agencies will call these service facilities and schedule the necessary repairs. COM-NET will provide the JTF agencies with the names, addresses, and telephone and fax numbers of ASC s that will be providing services under this agreement. Section 6.3 System Infrastructure/Fixed Equipment Maintenance Trained EDACS technicians will be assigned to each IMC location during normal working hours. They will provide 24x7x365 support for system failures and malfunctions. Additionally, during normal working hours, they will monitor system operation at their assigned location when not performing preventive or corrective maintenance activities. Critical System spares will be stocked at regional Authorized Service Centers located throughout the state. Additionally, all required material, repair parts, transportation and shipping required to maintain the System, will be provided by COM-NET. Field technicians will be provided with the necessary service vehicle, test equipment and tools, as well as a stock of JTF specific repair/spare parts in their service vehicles to minimize repair times. All problem resolution activity will be tracked using a work ticket-tracking database. Upon resolution, all pertinent information associated with the event will be recorded in the database and the ticket will be closed. A-SOW-928 Page A-24

25 Section 6.4 Response Time Requirements This plan is designed to meet an on-site response time of two hours from notification for critical system failures and six hours from notification for system restoration. A critical system failure is defined as a significant reduction in the ability to communicate: Examples of such failures are: Site off the air Dispatch console failure at a location with no backup console available to support the required workload IMC failure, inability of the System to trunk calls Site link failure 50% or more failed repeaters at an EDACS trunked site (including a simulcast site) Failed repeater at EDACS trunked sites with 4 or less channels. In the event of a critical system failure, COM-NET will notify designated STATE personnel of the failure and the actions being taken to resolve the problem. Non-critical service requests will be responded to within one working day. Section 6.5 Site Facility And Ground Maintenance COM-NET shall be responsible for routine and corrective maintenance at each site including, but not limited to: tower, shelter, UPS, generator, fencing, private access road, and grounds. Section 6.6 Mobile Radio Site COM-NET will provide one Mobile Radio Site (MRS) to the STATE. The MRS consists of a 5-Channel EDACS site specially mounted in a ruggedized vehicle for transport anywhere in the state. The MRS includes an antenna system that can be easily activated once the site arrives on the scene. The MRS creates additional capacity and coverage where it is needed most and can be used to supplement coverage, provide additional traffic capacity or replace a site that has failed. The MRS will be an 8 x 20 trailer and will be configured as follows: A. Two interior rooms: (1) 1st room will be 8 x9 equipment room for 5-ch trunked system A-SOW-928 Page A-25

26 (2) 2nd room will be 8 x10 available as an on-site operations center B. Both rooms will be air-conditioned via roof-top AC units C. 75 foot crank-up extension tower will be secured to the trailer D. Generator of sufficient capacity to run trunked channels and air-conditioning (approximately 7KW) E. Small propane tank sufficient for 24 hours of operation (a larger tank will be deployed if prolonged use if required) F. The STATE will be responsible for towing the trailer to the needed location and COM-NET shall provide necessary technical support personnel Section 6.7 Emergency Response Upon notification by the STATE of the potential for severe weather or natural disasters, COM-NET will implement a pre-disaster plan. COM-NET will inspect all sites for access and integrity. This will include ensuring all generator fuel tanks are full, shelters are secure, antenna cables are properly mounted, and site access is clear. Service technicians will be alerted and put on stand-by for dispatching to pre-assigned locations mutually agreed to by the STATE and COM-NET. During the emergency, technicians will be at pre-assigned sites. The central COM-NET Service Management Center will be manned to receive, log, coordinate and manage emergency service activity in conjunction with the STATE. COM-NET will use immediate best efforts to restore any failed communications as a result of the emergency. Post disaster service will include: A. Determine damage and report into Service Management Center B. Operations team and Customer will list damage and prioritize repair actions C. Deploy backup systems and Mobile Radio Site as needed D. Call in additional technicians and engineers, if required E. Make site visits to sites severely impacted by storms; determine if: (1) Towers have been stressed or damaged by debris A-SOW-928 Page A-26

27 (2) Antennas are still mounted securely in proper plane (3) Replacement antennas are required F. If damage is identified, schedule resources for emergency installation G. As situations warrant, provide for: (1) Portable generators, trailer (2) Additional propane fuel (3) Emergency towers (4) Emergency backbone equipment from factory A-SOW-928 Page A-27