ITEM ITS ASSET INVENTORY MANAGEMENT(SYSTEM) ITEM ITS ASSET INVENTORY MANAGEMENT(TAGGING)

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1 DESCRIPTION This work shall consist of furnishing and installing a new, fully functional ITS Asset Inventory Management System capable of creating, updating, and maintaining RFID electronic records and tracking work history of ITS (Intelligent Transportation System) components in accordance with the contract documents and as directed by the Engineer. This work shall consist of RFID tagging of the ITS equipment in the field (that are accessible during preventive maintenance work) and in storage, generating and uploading of electronic records to the ITS Asset Inventory Management System in accordance with the contract documents and as directed by the Engineer. The field equipments include all CCTV cameras, VIDS (Video Image Detection System), VMS (Variable Message Signs), PVMS (Portable Variable Message Signs), HAR (Highway Advisory Radio), beacons, communication shelters, minihubs, equipment cabinets, codecs, modems, controllers, multiplexer, power supplies, converters, UPS, air conditioner units, and encoders. MATERIALS The ITS Asset Inventory Management System shall include all the components specified in Attachment A. The system shall adhere to the technical specifications as specified in the Attachment A. The system shall include all necessary hardware, software, operating manuals, accessories, licenses, and registration to provide a fully functional system to the satisfaction of the Engineer. All materials furnished shall be subject to approval by the Engineer and shall become the property of the State. All equipment shall be warrantied in accordance with the section MANUFACTURER WARRANTIES AND GUARANTEES of the New York State Department of Transportation Standard Specifications. All equipment furnished shall become the property of the State. The Contractor shall provide passive RFID tags for this work. RFID tags shall be weather resistant, compliant with UHF Gen 2 Foundation Protocol, Class 1 with minimum capacity of 64 bits (R/W). The Contractor shall also provide an additional 1000 RFID tags for the future use of the Department. Page 1 of 8 07/31/2008

2 CONSTRUCTION DETAILS The Contractor shall submit shop drawings including layout details of the RFID inventory system, complete description of all equipment, and manufacturer cut sheets for approval within thirty (30) days of the award of the contract, The Contractor shall proceed with the purchase order to the approved vendors within five (5) calendar days upon the approval of the shop drawings. The Contractor shall provide the Engineer with a copy of the vendor s acknowledgment of the purchase order as soon as the order is placed. The Contractor shall install a fully functional ITS Asset Inventory Management System following the delivery of the equipments in a location designated by the Engineer. The Contractor shall perform the testing of the system for its full functionality and operation. The inventory system shall be capable of creating, updating, and maintaining electronic records of asset information of ITS equipment. It shall be capable of tracking repair history and work in progress of the maintenance and repairs performed on ITS components. The backup server and tape drive shall be installed at the State office facility as designated by the Engineer. Periodic Real time backup shall be taken on tape drives with the help of Windows Server backup scheduling software. Owing to the extreme importance of effectively managing the inventory of assets, it is imperative that this system be operational as soon as possible in a timely manner. The Contractor shall provide the required Training on the use of the system within 10 (ten) days of the installation of the fully functional system and shall provide Tech Support Call service for the duration of the contract. The Contractor shall provide any as-needed onsite maintenance/service/upgrades as ordered by the Engineer. This will be performed under separate items (ITS Repairs Items). The Contractor shall develop an Equipment Tagging Plan for scheduled installation of RFID tags on the ITS equipment in the field (that are accessible during preventive maintenance work) and in storage. The field equipments are all CCTV cameras, VIDS (Video Image Detection System), VMS (Variable Message Signs), PVMS (Portable Variable Message Signs), HAR (Highway Advisory Radio), beacons, communication shelters, minihubs, equipment cabinets, codecs, modems, controllers, multiplexer, power supplies, converters, UPS, air conditioner units, and encoders. The Equipment Tagging Plan for the field equipments shall be consistent with the Preventive Maintenance Plan (under ITS Preventive Maintenance Items) to synchronize the tagging activities with the routine maintenance work. The Equipment Tagging Plan shall include a complete list of ITS components to be tagged under the contract and the scheduled date for tagging the components. The Contractor shall prepare this plan within thirty (30) days of the award of the contract and submit the plan to the Engineer for approval. Page 2 of 8 07/31/2008

3 On a monthly basis, the Contractor shall provide an updated Equipment Tagging Plan showing work accomplished during the previous cycle as well as the work anticipated during the next cycle. The Contractor shall use the State supplied portable handheld RFID interrogators/readers and Tablet PC writers for generating and uploading the electronic records of the ITS equipment. The Contractor shall maintain the State supplied portable RFID interrogators/readers and Tablet PC writers in good working condition and shall provide repair or replacement due to breakdown, damage, or theft within two (2) working days to the satisfaction of the Engineer at no cost to State. Field Equipment Tagging: Within ten (10) days of the installation of Asset Inventory System, the Contractor shall begin installation of RFID tags on field ITS components as per Equipment Tagging Plan. At the time each tag is installed, an electronic record of RFID tag ID, equipment location, make and model number, equipment number, equipment photo, etc. (as the format as approved by the Engineer) shall be generated using the State supplied RFID portable handheld device. This RFID record shall be uploaded into the central asset inventory database no later than next business day. Storage Equipment Tagging: All spare parts in the storage building shall be tagged. The RFID data entries shall follow the same format as used in the field equipment tagging and all records shall be uploaded into the asset inventory database no later than next business day. If the data record is lost or incomplete, the Contractor shall regenerate the record within two (2) business days and upload to asset inventory database no later than one (1) business day thereafter at no cost to State. Reinstallation of any missing or inactive RFID tags will be performed under the appropriate ITS Preventive Maintenance Item. All other field ITS components, which are not covered under this item, shall be tagged if accessible during any ITS repair and replacement or as ordered by the Engineer and will be performed under the ITS Repairs Items. METHOD OF MEASUREMENT ITS Asset Inventory Management (System) will be measured on a lump sum basis. ITS Asset Inventory Management (Tagging) will be measured on a lump sum basis. BASIS OF PAYMENT The lump sum price bid for the ITS Asset Inventory Management (System) shall include the cost of furnishing all labor, materials, and equipment, necessary to satisfactorily complete the work. Page 3 of 8 07/31/2008

4 Progress payment will be made as follows: 10% of the bid price will be paid upon the approval of shop drawings. 10% of the bid price will be paid as hardware components are delivered and certification of payment to vendors is provided. 70% of the bid price will be paid once the inventory system is installed and fully functional. The remaining 10% of the bid price will be paid at contract completion. The lump sum price bid for the ITS Asset Inventory Management (Tagging) shall include the cost of furnishing all labor, materials, and equipment, necessary to satisfactorily complete the work. Progress payment will be made as follows: Payment for the ITS Asset Inventory Management (Tagging) Item will be on a monthly basis based on the actual work accomplished as a percentage of the total equipment to be tagged as per Equipment Tagging Plan. C. Liquidated Damages General (Pertaining To All Items) For each calendar day of delay for the completion of any time-bound task, $ will be deducted from any money due to the Contractor as liquidated damages. The damages will be cumulative and the said amount will apply separately to each time-bound tasks. Before assessing Liquidated damages, the Department will give due consideration to factors attributing to such delay due to extenuating circumstances beyond the control of the Contractor. ATTACHMENT A This pay item shall include complete functioning system package of all the components including hardware, peripherals, software, and accessories specified as follows: 1. Hardware: a. RFID portable handheld devices: Six (6) RFID interrogators/readers with integrated antenna: Interrogators/readers shall be ruggedized, portable, self-powered, and rechargeable. 1. Dimensions: Not to exceed 11 L X 5 W X 8 H 2. Weight: Not to exceed 1.25 lbs 3. Temperature: IEC /2/14 (Operating Temperature): 32 F to +141 F/0 C to +55 C) 4. Drop Specification: Six feet to concrete 5. Antenna: Integrated, linearly polarized 6. Operational Frequency: FCC Part , , Power Output: 1W Frequency Range: MHz 7. Wireless Data: Compliant to a, b and g Power Output 100mW 8. Accessories: DC power adapter (for in-vehicle use), and any other cables, or other accessories necessary to make it a fully functional unit. Page 4 of 8 07/31/2008

5 Four (4) RFID Tablet PC writers with integrated antenna: Tablet PC writers shall be ruggedized, portable, shock mounted, self-powered and rechargeable. The RFID Tablet PC writers shall be compliant with open standards including, but not limited to ISO and EPCGlobal. The RFID Tablet PC writers shall have a full 1/4 VGA screen and alphanumeric keypad, a minimum 128 MB of RAM, and a built-in software to allow flexibilities in field entries. 1. Dimensions: Not to exceed 7 H X 9 W X 2 D 2. Weight: Not to exceed 4 lbs 3. Temperature: IEC /2/14 (Operating Temperature): 32 F to +141 F/0 C to +55 C) 4. Drop Specification: Thirty inches to concrete 5. Antenna: Integrated, circularly polarized 6. Operational Frequency: FCC Part , , Power Output: 1W Frequency Range: MHz 7. Wireless Data: Compliant to a, b and g Power Output 100mW 8. Accessories: DC power adapter (for in-vehicle use), and any other cables, or other accessories necessary to make it a fully functional unit and capable of connecting to the data Server. b. Fixed RFID scanners ( one each at entrance and exit of the storage building): Two (2) Scanners shall be able to read and detect tags in dense RF environments and shall be able to activate an audible alarm for any unauthorized removal of equipment. The alarm sounders shall be 120db and shall be located at the entrances and exits of the storage building. 1. Dimensions: Not to exceed 9 H X 12 W X 2 D 2. Weight: Not to exceed 5 lbs 3. Visual Status Indicators: LEDs to indicate Power, Activity and Errors 4. Temperature: IEC /2/14 5. (Operating Temperature: 32 F to +141 F/0 C to +55 C) 6. Operational Frequency: MHz 7. Power Output: 30dBm 8. Interfaces: Control I/O (DB15), USB Host (USB) and RS232 Serial (DB9) 9. Network Connectivity: 10/100 BaseT Ethernet RJ Transmit Points: Receive Points: 4 c. RFID Server and Consoles: Two (2) servers (one primary and one backup) shall meet or exceed the following requirements: 1. Form Factor: 1U Rack Mount 2. Processor: Dual-Core 64-bit Intel Xeon Processor 3.00GHz or equivalent Page 5 of 8 07/31/2008

6 3. Memory: 5 GB RAM 4. I/O Slots: 2 X 64-bit/66 MHz PCI (1 full length, full height; 1 half length, full height) 5. NIC: Dual 10/100/1000 Mbps 6. SCSI Adaptor: Ultra Drive Bays: 5 (3 X 1" hot-plug SCSI HDDs + 1 X 3.5" FDD + 1 X CD- RW DVD ROM) 8. Video: ATI Rage XL (8 MB memory) 9. Hard Disk Drives: 3 X 72 GB rpm Ultra 160 SCSI (File System: NTFS) 10. RAID Controller: Dual Channel ROMB (PERC 3/DI) with battery backed cache. (RAID 5 configuration required) 11. Floppy Disk Drive: 1 X 3.5" 1.44 MB 12. DVD ROM Drive: 1 X CD-RW DVD-ROM drive 13. Power Supply: 2 X 275 W redundant 14. Operating System: Microsoft Windows 2003 Server (including current Service Pack). Each server shall be supplied with a backup tape drive and tapes meeting or exceeding the following requirements: 1. Form Factor: 1U Rack Mount 2. Drive Type: 1 X DDS4 (half-height) 20/40 GB 3. Ports: 2 X SCSI 4. Tapes: Fifty (50) blank DDS4 tapes 5. Backup Software: Windows Server Backup Scheduling Software with integrated scheduler, disaster recovery and integrated virus protection Each server shall be provided with monitor, pointing device, and keyboard. These shall be compatible with each other and the servers. The servers are each to be configured for RAID 5 operation. 2. Inventory Management Software: The Contractor shall provide and install inventory management software capable of creating, maintaining, and updating an electronic ITS asset database with the following specifications: Data Requirements ITS asset database shall be provided with the following equipment attributes: equipment identification number equipment location manufacturer model serial number manufacturer s warranty equipment photos equipment acquisition equipment deployment equipment repair and replacement Page 6 of 8 07/31/2008

7 equipment preventive maintenance schedules and activities other applicable equipment attributes as required by the Engineer System Functionality Capable of queries and random searches in all attributes and of producing comparable paper records of all data on demand. Capable of recording, tracking and searching the identity of the individual accessing or amending any electronic asset data. Capable of automatically updating the asset database from the electronic asset records collected in the field by RFID hardware such as RFID readers and RFID Tablet PC writers. Capable of cross-referencing the RFID data collected in the field. Capable of creating backup files for all electronic records stored in the database. Capable to detect any unauthorized movement of ITS equipment in the storage building and activate an alarm for further attention. Shall be compatible with Microsoft SQL Server Capable of exchanging equipment asset data with the Regional ITS Asset Management System (GIS-based). Capable of tracking the ITS maintenance and repair history & work in progress. Capable of synchronization of the asset data from the mobile units to the primary server. Capable of creating monthly report for ITS inventory stock including type of equipment, quantity, order status, and equipment acquisition/release data. Data Storage All asset data shall be created, stored, and maintained in the searchable ITS Management database on the primary server. The data shall be regularly backed up on the backup server. Full access to asset data to all authorized users. Maintenance /Service: Any as-needed onsite maintenance/service/upgrades shall be provided in a timely manner and will be paid under separate Item. Tech Support Call service shall be available for the duration of the contract. Training: Training on the use of the system shall be provided at a DOT facility.. Training and support services shall be provided by the State approved vendor. Page 7 of 8 07/31/2008

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