THE COUNTY OF WESTCHESTER DEPARTMENT OF INFORMATION TECHNOLOGY WHITE PLAINS, NEW YORK

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1 THE COUNTY OF WESTCHESTER DEPARTMENT OF INFORMATION TECHNOLOGY WHITE PLAINS, NEW YORK REQUEST FOR PROPOSALS ( RFP ) FOR RADIO SYSTEMS CONSULTANT SERVICES ADDENDUM NO. 2 The attention of the proposer is directed to the following clarifications affecting the above referenced RFP. There are questions of a material nature that have been asked. In order to facilitate the answering of these questions and provide all proposers with the same information, the substance of these questions and answers are set forth below. All provisions of the RFP documents not affected by the following shall remain in full force and effect. Nota Bene - The RFP, Addendum 1, and Addendum 2 (this document) are available at: QUESTIONS AND ANSWERS LISTED IN THE ORDER RECEIVED 1. In Section V (SCOPE OF WORK) under Phase 2 Task 1, what is meant by "assist the County in preparing bid documents and specifications"? Response: The consultant will be expected to write these documents and specifications according to direction and input from the County. 2. In the spirit of Section IIc. (concise response), do we need to submit certain forms with response or can they be submitted after award (prior or simultaneous) with contract execution, (e.g. Certificate of Insurance naming Westchester County as additional insured, Certificate of Authority to do business in New York, etc?) Response: The following forms must be submitted with the proposal: Signed RFP (Section VIII Proposer Certification), the relevant Acknowledgement/Certificate of Authority forms, Appendix 1 Price Proposal Sheet, Schedule A. Schedule B, Schedule C, and Schedule D. Schedule E - the Sample Form of Agreement and schedules appended thereto do not have to be completed at this time. 1 of 11

2 3. What specific information is required pertaining to corporate financial position under Evaluation Criteria #14? Response: Please provide a copy of latest audited financial statement, if available, if not available please provide a comparable document. 4. What applicable forms which include signature and date are required from the Sample Contract Schedule E? It appears required forms are already part of the RFP response (e.g. criminal background) or would be filled out after contract award and execution (EFT Authorization Form and Affidavit Schedule H which required filing with the County Clerk). Please clarify. Response: Schedule E, the Sample Form of Agreement and the Contract Schedules appended thereto, not have to be completed at this time. Only complete the RFP and the schedules that are part of the RFP before the Sample Form of Agreement. 5. Contract Schedule C Standard Insurance Provisions item number 3 includes a statement that all policies of the consultant shall be endorsed to contain specific clauses. According to our insurance broker and his investigation with our current carrier and others, it is not common for companies to issue an endorsement for a Waiver of Subrogation for Professional Liability and Umbrella/Excess Liability policies. Can this clause be waived by the county or can a firm take exception with clarification? Response: Yes, it can be waived for Professional Liability and Umbrella/Excess Liability.. 6. The County indicates that it currently owns and operates four discrete major radio communications systems and several smaller repeater systems. Is the County s intent to replace all of these systems with one system that provides similar functionality, or is the County s intent to replace/maintain separate systems based on functionality? Response: The County expects the successful proposer to analyze and present strategies and solutions and provide expert guidance needed to make decisions regarding replacement and evolution of its radio systems, including, among other things, whether to replace all with one system or replace each separate system. 7. Does the County have funding in place for this project? Response: Yes. a. If so, what amount has been budgeted? Response: The County's four existing large radio systems were built at an estimated cost of approximately $24.5 Million and a $5.7 Million system infrastructure enhancement project is currently under way. The County has budgeted for evolution and replacement of its existing radio systems based on this experience. b. If not, what are the County s plans for obtaining funding? Response: See above. 2 of 11

3 8. On page 1, third paragraph, the County indicates: determine the best course of action for the replacement and augmentation of its present public safety radio system possibly to include non-public safety users. Please clarify the intent and types of non-public safety users that the County has in mind. Are any of them non-county departments or agencies? Response: In this context, the following County departments listed in the Scope of Work, Section V, Phase 1, item 2, would be viewed as non-public safety users: Public Works & Transportation, Information Technology, Environmental Facilities, Health, Laboratories and Research, Social Services, and Parks. While the consultant may see fit to analyze and present the strategy of making the County s radio systems available to non-county non-public safety entities, the County is not specifically asking the consultant to do so. 9. On page 6, item 6: Should the determination of interoperability requirements also include potential non-public safety users? Response: The consultant will be expected to consider the general interoperability needs of public safety and emergency service agencies in Westchester, determine the specific interoperability needs of all of the County s internal departments (including current and potential non-public safety users), and consider these needs when analyzing strategies and solutions and providing the County with guidance. (A list of internal departments is provided below in the response to question #29). Note that the consultant will not be expected to determine the specific interoperability needs of the more than 150 individual public safety and emergency service agencies in Westchester. 10. Phase 2, item 1 specifications: Please clarify the anticipated civil work to be included on this project. Response: The term Civil work refers to site infrastructure development, improvement, or expansion work needed to support replacement, augmentation, implementation, or operation of the radio system(s) that are the subject of this RFP. Examples of site infrastructure include towers and other antenna support structures, equipment shelters, electric service and backup power, and HVAC systems. 11. Does the County own or lease the existing tower/antenna sites? Will these sites be available for use in replacement radio system(s)? Does the County anticipate a requirement for new sites? Does the County have a list of potential County-owned sites? Response: The County radio sites include both owned and leased sites. It is anticipated that all current radio sites will be available for use in any replacement system(s). The County anticipates that additional sites may be required to fulfill coverage requirements. A list of current primary sites will be ed to those proposers that have submitted requests for clarification, and will also be made available upon request to other proposers that send an to: RFP-2014-DoIT-Radio-Consultant@westchestergov.com with the Subject: Request for Radio Site List and with contact information (including name, address, and phone number) in the body of the Should Schedule A Questionnaire Regarding Business Enterprises Owned and Controlled by Women or Persons of Color be completed if a sub-consultant is a Women Owned Firm? Response: Schedule A should be completed by the proposer. 3 of 11

4 13. Will inclusion of a Women-owned or Persons-of-Color-owned firm be considered as part of the evaluation of the respondents? Will there be a more favorable ranking if a WBE or MBW firm is included on the team? Response: The information will be considered during the evaluation process but will not necessarily be determinative in the rankings. 14. Appendix 1 Price Proposal Sheet requests an hourly rate for additional work that may be beyond Phase 1 and Phase 2. Depending on the nature of this work, it may be completed by different staff at differing hourly rates. Should we include a schedule of all potential staff members, or provide one single average hourly rate? Response: If additional work referred to in Appendix 1 is requested by the County, the consultant will be expected to bill the County for this work at no more than the hourly rate indicated on the ADDITIONAL WORK line of their submitted price proposal sheet. If a proposer wishes to make clear that they would bill the County for certain types of additional work at rates lower than that indicated on the ADDITIONAL WORK line of their price proposal sheet, they may feel free to do so by also including a more detailed pricing schedule. 15. Does the County have a specific timeline/milestone date for completion of Phase 1 and Phase 2? Response: As stated in Section III Background, there are two primary factors that will drive the timeline: The need to vacate T-band channels per HR3630. The end of guaranteed support for existing systems. The County s objective is to have replacement system(s) in place to meet these deadlines. 16. Regarding Phase I, would the County entertain a SINGLE comprehensive report submittal incorporating tasks 1-10 (as identified in Section V of the RFP) as specific sections within the single report? Response: Task 11 is to prepare a comprehensive written report. The County anticipates working closely and interactively with the consultant on Tasks 1-10, and anticipates reviewing drafts and providing feedback to the consultant during their preparation of the comprehensive written report (Task 11). As part of the process of working with the consultant on Tasks 1-10, the County may request interim reports or presentations pertaining to some of these tasks prior to completion of the comprehensive written report. It would likely be appropriate for portions of such interim reports to be incorporated into the final report. 4 of 11

5 17. Does the County intend to complete individual tasks in Phase 1 and Phase 2 as a single continuous effort, or does it envision breaking up the tasks and report submittals piecemeal over an extended period of time? Response: The consultant will be expected to work closely with County personnel as the consultant researches and documents its findings. Phase 1 tasks are expected to be accomplished prior to the start of Phase 2, and each task includes producing an individual section for that task to be incorporated into a single comprehensive report and presentation. After Phase 1 has been completed, the County will consider the analyses and guidance provided by the consultant, and will make decisions about how to proceed with replacement and evolution of its radio systems. Phase 2 will begin once these decisions have been made, with Phase 2 deliverables being separate individual efforts that are well documented. 18. Will the County support an interview schedule that requests participants to come to one or two central locations? Response: Interviews shall be conducted with individual departments in or near their offices. There are likely to be approximately a dozen such locations, all within Westchester County. The County will work with the consultant to coordinate the schedule. 19. Phase 1, Task 5 indicates Perform an evaluation that identifies the conditions and uses of all existing, county owned radio systems. RFP Section III Background, Number 3 identifies, a system of analog conventional base stations and several smaller repeater systems.... For the purposes of accurately estimating labor and travel time between sites, can the County identify the number of locations these base stations are located at? Response: It is not anticipated that the consultant should need to visit all of the sites used by the system of analog conventional base stations and smaller repeater systems. See question #11 above for instructions on how to request a list of primary County radio sites. 20. If a form included in your RFP does not apply to us as the submitting firm, do we have to include it or can we omit it (example: Schedule A Questionnaire Regarding Business Enterprises Owned and Controlled by Women or Persons of Color)? Response: Yes the form should be completed, signed and submitted. 21. Can you clarify what you mean by item B under II. Proposal Content, proposal must be typed or printed in black ink? If the narrative of our proposal is in black, can we use color in the form of colored headers, graphics and photographs or must the entire proposal be in black and white? Response: The intent of this requirement is to standardize the color of the text portion of the response. Color graphics and photographs will be accepted. 22. Page 3 Section II In the proposal, should Section II, Proposal Content, merely provide acknowledgement that the proposal content conforms to the RFP or is additional content required for this section? Response: The proposal that is submitted should comply with the guidelines set forth in Section II. There is no additional content required for this section. 5 of 11

6 23. Page 6 Section V.10 - Is the County asking that the vendor identify grant opportunities as well as prepare grant applications? Response: See response to question # 24 below. 24. Section V Scope of Work - Phase 1 Item 10 and Phase 2 Item 4 appear to be the same. Please clarify the work to be accomplished for each item? Response: Phase 1 Item 10 and Phase 2 Item 4 are hereby clarified as follows: Phase 1, Item 10) Assist the County with identification of grant funding opportunities. Phase 2, Item 4) Draft, and assist the County with preparation of grant applications as needed based on the results of Phase Section V Scope of Work requires the identification of conditions of all county owned radio systems. Can the County identify the number of RF sites that will have to be visited and assessed as part of this project? Can you provide a list of the RF sites? Response: See the response to questions #11 and #19 above. 26. Can you provide a list of PSAPs that will have to be visited and assessed? Response: Westchester County and the municipalities within its borders maintain 39 primary and 8 secondary PSAPs. However, except for the fact that there are County radio system control stations located at these PSAPs, only two of them are within the current scope of work covered by this RFP. These two are located in Valhalla, NY and Hawthorne, NY at the Departments of Emergency Services and Public Safety respectively. (Note that the while the County has dispatch consoles in six locations, of these six, only the two mentioned above are PSAPs). 27. Section VI Evaluation Criteria - What weighting factors of the listed evaluation criteria will the County use to evaluate the proposals? Response: The evaluation criteria are not necessarily listed in order of importance. The County reserves the right to weigh its evaluation criteria in any manner it deems appropriate 28. Is this consulting project funded, and if so, can the County identify the source of that funding? Response: Yes. The scope of work covered by the RFP is part of a capital project which has been funded through issuance of bonds by the County. 6 of 11

7 29. How many distinct internal Westchester County departments (page 5) does the County expect to be assessed/interviewed as part of this project? Response: There will be approximately a dozen internal County departments to be assessed and interviewed. These will include: Emergency Services Public Safety Transportation (Bee-Line Bus System, and Westchester County Airport) Correction Probation Environmental Facilities Public Works Health Laboratories and Research Parks and Recreation Social Services Information Technology 30. The RFP references evaluation and potential replacement of mobile data systems/devices. a. Are these references specific to AVL systems only? Response: No b. If otherwise, please describe other mobile data functions that should be given consideration in this project. Response: The Department of Public Safety uses MDTs with cellular mobile data connectivity, and uses a 4.9 GHz system to downlink live video from its two helicopters. The Department of Emergency Services dispatches a number of municipal fire and EMS agencies that use cellular mobile data to connect to systems running applications supported by the County. The Department of Public Works & Transportation operates a T-band transit data radio system. When interviewing the County s internal departments, the consultant will be expected to gather information about these and other mobile data functions that either currently exist or are desired by end users. 7 of 11

8 31. What level of documentation does the County maintain on all existing land mobile radio subsystems (e.g., network controllers, remote site network equipment, network architecture designs, traffic usage statistics, backhaul radios, antennas, combiners, dispatch consoles, HVAC, UPS, operations and maintenance information)? Response: The County has voluminous documentation provided by Motorola after installation of the large T-band trunked system and the two VHF conventional radio systems. The system of analog conventional base stations used to dispatch fire and EMS agencies is less well documented. As-built diagrams are presumed to be available for the transit data radio system. a. Are these files current and comprehensive? Response: Documentation for the large T-band trunked system and the two VHF conventional radio systems is current and comprehensive. Documentation that exists for the system of analog conventional base stations used to dispatch fire and EMS agencies is less comprehensive. The as-built diagrams available for the transit data radio system are presumed to be current and complete. b. Are these files available in electronic formats? Response: All documentation for the large T-band trunked system and the two VHF conventional radio systems is in electronic formats. Some of the documentation that exists for the system of analog conventional base stations used to dispatch fire and EMS agencies may be available in electronic formats. The as-built diagrams available for the transit data radio system are presumed to be in electronic form. 32. How many total radios operate on the County systems? Response: The County s T-band trunked system is currently licensed for 3000 MO8 and 117 FX1 units. There are at least 2000 County-owned subscribers operating on County radio systems. In addition, numerous radios owned by the 63 fire and 49 EMS agencies in Westchester operate on the County s systems. a. Does the County maintain detailed subscriber inventory information radio vendor, make, serial number, software load, channel plan, etc.)? Response: The County maintains this information for all radios used on the T-band trunked system and the transit data radio system, and for all County-owned radios used on the two VHF conventional radio systems. The County does not maintain this information for non- County owned radios that operate on the County s conventional radio systems. 33. Does the County require the consultant to develop specifications for other systems related to radio operations such as computer aided dispatch (CAD), logging recorders, fire station alerting systems, etc.? Response: The consultant will not be expected to develop specifications for CAD systems, but may be asked to address interfaces to CAD and similar systems when developing radio system specifications. The consultant will be expected to develop specifications for other radio and related systems such as those listed in Phase 2 Task 1, as needed based on the results of Phase 1. 8 of 11

9 34. Re: Phase II Task 4: Will the selected firm be expected to draft grant applications on behalf of the County or merely to research and identify optimal/available funding opportunities and grants? Response: See response to question # Can the Schedule A form be used to demonstrate a sub-contractor that is M/WBE certified or is it reserved only for prime contractors that are M/WBE certified? Response: The form is intended to be completed by the proposer. If the proposer is using sub-contractors to carry out any portion of the work the proposer can identify the subcontractor and indicate its M/WBE status as part of that response. 36. Is it the County s expectation that Schedule E: Sample Form of Contract is completed in its entirety and submitted as part of the proposal or does as statement acknowledging the firm is able to enter into a similar contract suffice? Response: The proposer is not expected to sign the Sample Form of Contract at this time. By submitting a proposal the proposer understands that, if successful, it will be asked to sign an agreement substantially in the form attached to the RFP. No additional statement is necessary. 37. Has the County notified, in writing, the Region 8 Public Safety Planning Committee that the County is reviewing options to the existing T-band systems and may request priority allocation of 700 MHz reserve channels? Response: Use of the 24 reserved channels has not yet been considered at the local RPC level, but the County is aware of DA Is the County aware that abandoning T-band prematurely may affect recovering relocation costs as provided in the Congressional Act? Response: The County is aware of the fact that this is a possibility and will expect its consultant to provide expert guidance with as much certainty as possible regarding the likely outcome of the entire HR3630 / T-band situation. 39. Are there any actions the County has taken related to abandoning the existing T-band spectrum that would impact or limit options and choices of replacement spectrum? Response: No, not that the County is aware of. 40. Have any departments or users on any T-band system already migrated to a different County system/spectrum? Response: No. 41. Have any departments or users on any T-band system already migrated to other spectrum or to a service provided by others (leased, cellular, etc.)? Response: No. 9 of 11

10 42. UHF System #1 - Please confirm the number of dispatch position on the UHF T-band system are 19 where 11 are located at the ECC in Valhalla and the remainder defined the rest of the description. Response: 16 Centracom Gold Elite consoles are currently in service on the UHF T-band system. Of the 16, there are currently 8 in service at the ECC in Valhalla, but 3 more consoles that had been mothballed are expected to be placed in service at that location, bringing the total to UHF System #1 For agencies and departments that are not dispatched by the ECC, can the County describe the equipment used and how many locations apply? Response: All fire and EMS agencies in the County are equipped with subscriber radios for the T-band trunked system. Those that are not dispatched by the County operate non-countyowned equipment from non-county-managed locations, and the County cannot provide descriptions of this equipment or the number of locations at this time. 44. VHF system #2 Are all ten VHF sites simulcasting the outbound signals? Response: Yes, the ten sites all simulcast the outbound signal. Note also that equipment has been purchased and is expected to be installed for one additional site. 45. VHF system #2 Are all ten VHF sites and the two sites with auxiliary receivers voting the inbound signals? Response: Yes, all twelve sites vote the inbound signals. 46. UHF system #3 Are the two frequencies separate than the 12 frequencies used in the UHF trunked system? Response: Yes, the transit data system has two UHF frequency pairs that are separate from those used by the UHF trunked system. 47. UHF system #3 Does the Motorola SmartZone 4.1 Controller defined in the trunked voice system (UHF system #1) control these two frequencies, 7-sites and 5-dispatch positions as a separate Zone (cell)? Response: No, the UHF transit data radio system is not controlled by the SmartZone controller. 48. UHF system #3 Is this a simulcast zone/cell? Response: The two computer-aided dispatch/automatic vehicle location system data channels are operated in simulcast. 49. UHF System #3 Does this system utilize computer aided dispatch and if so please define the vendor. Response: The Xerox transit data system stated in Section III Background, item 3 is a computer-aided dispatch/automatic vehicle location system and is manufactured and supported by Xerox Transport Solutions, Inc. of Columbia, Maryland under the trade name of OrbCAD. 10 of 11

11 50. Analog systems #4a can a quantity of unique agencies, departments, or municipalities, etc., be provided that have base stations, repeaters as part of the overall network? Response: The counts provided in Section III item #4 (page 4 of the RFP) refer to unique agencies. Some rely on the County s base stations; some operate their own base stations and/or repeaters; and some do both. A count of the agencies falling into each of these categories is not available at this time. 51. Analog systems #4b can a quantity of unique agencies, departments, etc. be provided that have radio-only operations? Response: A count of the agencies that rely solely on County-owned base stations is not available at this time. 52. This is a large effort and will need space work sessions, interviews, meetings, briefings. Please describe the dedicated office space/work area available. Response: The County does not anticipate the need for the consultant to utilize dedicated office space in County buildings and does not currently intend to provide such space. The County will provide conference rooms or other appropriate space for work sessions, interviews, meetings, or briefings scheduled with the consultant s staff in County buildings. 53. Will the County supply office space and furniture for at least two working consultants (lead and guest) separate from any County or vendor space? Response: No. See response to question # Does the County need any additional office space to run the project? Response: No. See response to question #52. All provisions of the RFP documents not affected by the foregoing shall remain in full force and effect. COUNTY OF WESTCHESTER DEPARTMENT OF EMERGENCY SERVICES By: John B. McCaffrey Chief Information Officer Dated: January 22, 2015 White Plains, New York Addendum No of 11