FIRE STATION ALERTING SYSTEM UPGRADE

RFP 15-13 Request for Proposal For a FIRE STATION ALERTING SYSTEM UPGRADE Issued: March 4, 2015 Responses Due: April 6, 2015 at 5:00 p.m. Alaska Daylight Time All responses must be sent to: Attn: Shannon Kumpula, Purchasing Manager 800 Cushman Street Fairbanks, AK 99701

Table of Contents I. SCHEDULE... 1 II. BACKGROUND INFORMATION... 3 Introduction...3 Scope of Work...3 Project Goals. 5 System Requirement 6 III. PROPOSAL REQUIREMENTS... 22 General Proposal Instructions... 22 Proposal Evaluation Criteria... 23 IV. PROPOSAL FORMAT... 25 Section 1 - Executive Summary... 25 Section 2 - Company Information... 25 Section 3 Project Proposal... 25 Section 4 - References... 26 Section 5 - Cost Proposal... 26 Section 6 - Sample Contracts... 26 Section 7 - Federal Contract Requirements (Attachment B)...26 V. PROPOSAL TERMS AND CONDITIONS... 27

I. SCHEDULE 1. The following is the current schedule as defined by The : Selection Process Step Date(s) Release and Issuance of the Request for Proposal (RFP) March 4, 2015 OPTIONAL - Pre-Proposal Meeting and Station Tours March 12 & 13, 2015 Written Questions Due March 18, 2015 Date for Publishing Answers to Vendors Questions March 23, 2015 Proposals Due April 6, 2015 Decision on Vendor Finalists April 8, 2015 Demonstrations By Vendor Finalists April 17, 2015 Final Vendor Selection April 20, 2015 Contract Negotiations April 27, 2015 Council Approval May 11, 2015 Begin Implementation On Contract Signing Complete Implementation September 30, 2015 2. An optional Pre-Proposal meeting on March 12, at 09:30 a.m. AST, with Station Tours to begin following the meeting and through March 13th. The meeting will be held at: Police Station, 911 Cushman Street, Fairbanks, Alaska. Verbal questions will also be discussed at this conference and optional tours of the involved facilities will be conducted. Bidders are responsible for their own transportation between facilities. 3. All questions regarding the RFP should be directed, in writing only, by fax or e-mail no later than 5:00 p.m., local Alaska Standard Time, on March 18, 2015. Questions received after this date and time will not be accepted. SEND QUESTIONS TO: Shannon Kumpula, Purchasing Manager 800 Cushman Street Fairbanks, Alaska 99701 slkumpula@ci.fairbanks.ak.us Telephone: 907-459-6767 Fax: 907-459-6787 Page 1

Responses to submitted questions will be published on March 23, 2015 and will be provided to all vendors who have confirmed their intent to propose and to the City web page. 4. Vendors must submit the original and five (5) printed copies of their Proposal, one (1) electronic copy, and supporting materials by: April 6, 2015, 5:00 pm, Alaska Standard Time. Send to: City Clerk s Office ATTN: Shannon Kumpula, Purchasing Manager 800 Cushman Street Fairbanks, Alaska 99701 Telephone: 907-459-6767 5. Clearly mark remitting Proposal: SEALED PROPOSAL Fire Station Alerting System Upgrade, RFP 15-13. Page 2

II. BACKGROUND INFORMATION INTRODUCTION The, Alaska received funds from the Alaska Division of Homeland Security to upgrade and improve its existing Fire Station Alerting (FSA) system (14SHSP-GR34094) and invites Proposals from Firms with the experience, capabilities and qualified staff to complete the project. The City currently operates a regional emergency communications center, the Fairbanks Emergency Communications Center (FECC) which provides 9-1-1 call taking and dispatching service for ten (10) Fire and/or EMS agencies and two (2) Law Enforcement agencies. The center is located at 911 Cushman Street. In the spring of 2014, the FECC console radios were upgraded to a Motorola Solutions MCC 7500 IP Dispatch Console system with 8 operator positions running on a Windows 7 operating system at each operator position. The current FSA in place is a Motorola Fire Station Alerting 4000 system which connects to 10 stations via radio connectivity and 3 of those stations with additional Ethernet connectivity. The current FSA was installed in 2008 and requires upgrading due to operating system incompatibilities in FECC. The old FSA operator positions currently run on a Windows XP operating system platform. The operating system incompatibilities have resulted in the FSA application not being able to reside and operate on the same PC as the MCC 7500 radio application as they were previously able. There are no current or planned upgrades to the FSA 4000 allowing the FSA application to work with the newer operating system. The proposed system should be a turnkey solution offered by a single prime vendor. The proposed solution should be flexible, allowing for future expansion of additional stations to the upgraded system. The expectation is for the proposed FSA to be a software based IP solution, allowing for local adjustments by City / FECC personnel to meet the specific needs of the participating fire agencies with training provided by the awarded vendor. The prime should seek to offer commercially available, industry standard hardware and software. The proposed system should be written in non proprietary programming languages. Any proprietary system components shall be identified by the proposer. As this project is an upgrade to the existing system, the proposer should identify existing system components which can be reused for the project. SCOPE OF WORK: The upgraded system will consist of a total of 12 fire / EMS stations on the system. Floor plans of the involved stations are included in this RFP as Attachment A. The current 10 fire / EMS stations on the system are at the following locations: 1) Fire Department, Fire Station #1 Headquarters. 1101 Cushman Street, Fairbanks, Alaska 99701 Page 3

Year constructed: 2004 Connectivity to existing system: Ethernet and radio. 2) Fire Department, Fire Station #3 1033 Aurora Drive, Fairbanks, Alaska 99709 Year constructed: 1977-78 Connectivity to existing system: Ethernet and radio. 3) City of North Pole Fire Department, Fire Department Headquarters, Station #21 110 Lewis Street, North Pole, Alaska 99705 Year constructed: 1983 Connectivity to existing system: Ethernet and radio. ** Small change to the NPFD drawing, there are now three dorm rooms in the in the FD annex (across the parking lot). The annex is tied in but the dorm rooms over there are not specifically tied in to existing FSA. These dorm rooms are where the classroom 2 is on the drawing. 4) North Star Volunteer Fire Department, North Star Fire Station #31 2358 Bradway Road, North Pole, Alaska 99705 Year constructed: 1975 Connectivity to existing system: Radio 5) North Star Volunteer Fire Department, North Star Fire Station #33 3288 Hurst Road, North Pole, Alaska 99705 Year constructed: 1987 Connectivity to existing system: Radio 6) Steese Area Volunteer Fire Department, Steese Fire Station #61 800 William C. Leary Lane, Fairbanks, Alaska 99712 Year constructed: 2007 Connectivity to existing system: Radio 7) Steese Area Volunteer Fire Department, Steese Fire Station #62 585 Steele Creek Road, Fairbanks, Alaska 99712 Year constructed: 1985 Connectivity to existing system: Radio 8) Ester Volunteer Fire Department, Ester Fire Station #51 3570 Old Nenana Highway, Ester, Alaska 99725 Year constructed: 1982 Connectivity to existing system: Radio 9) Chena Goldstream Fire and Rescue, Chena Goldstream Fire Station #42 716 Chena Ridge Road, Fairbanks, Alaska 99709 Year constructed: 1978 Connectivity to existing system: Radio Page 4

10) Chena Goldstream Fire and Rescue, Chena Goldstream Fire Station #43 1300 Goldstream Road, Fairbanks, Alaska 99709 Year constructed: 2008 Connectivity to existing system: Radio The following locations will be two new fire / EMS stations added to the system as part of this upgrade project. As these stations are not active on the current system, there is no current method of connectivity in place. Permissible methods of system connectivity shall be identified by the proposer. The locations of the stations are: 11) University Fire Department, University Fire Station #11 Headquarters 611 North Chandalar Drive, University of Alaska-Fairbanks Campus, Fairbanks, Alaska 99775 Year constructed: 1973 12) University Fire Department, University Fire Station #12 1950 University Avenue South, Fairbanks, Alaska 99709 Year constructed: 2003 PROJECT GOALS: Upgrade of the existing FSA to an IP based alerting system. Utilize as much of the existing FSA infrastructure where possible to reduce upgrade costs. Upgraded system must perform all features of existing FSA 4000 system. o Station alerting with ramped alerting tones. o Low temperature monitoring. o Fire alarm monitoring. o Door controls. o Auxiliary I/O controls for such items as stoves, gas, etc. o Monitoring of connecting circuits to stations with audible alerting. Provide licensing for all 8 operator positions within the FECC allowing for FSA activation from any FECC radio operator position. System must allow for the co-location of the FSA application on the same PC as the Motorola MCC 7500 radios. All FSA operator positions shall have their own touch screen monitor to manually activate the FSA if needed. FSA must interface to the Motorola MCC 7500 radio console system. System must be able to interface to the Sungard Public Sector OneSolution CAD system (version 14.5.0 or better) to initiate station alerting. System must be capable of delivering a text to voice option over both the public address equipment at each station and the MCC 7500 radio system resources. System must be compliant with current NFPA 1221 standards (2013 edition). System should be scalable to accommodate growth to future stations. Page 5

System should use the current methods of station connectivity, but able to upgrade to alternate IP methods of connectivity as more economical commercial methods become available. SYSTEM REQUIREMENTS: The section below lists the functional requirements of the system. Vendors shall use one of the codes listed below to indicate how their system can meet the desired requirement. Vendors MUST enter a code in the requirement section, failure to do so will indicate a non-responsive reply. If a Vendor can comply with the request using an alternate solution, the Vendor should indicate in the Vendor Discussion area how the alternative meets the requirements. Vendor Response C CA CC FV NC AS Definition Compliant Software/hardware solution compliant without alteration. Compliant with alterations. Compliant through setup configuration. Complaint with future versions. Not compliant Complaint using a third party software solution / alternate hardware. REQUIREMENT CODE VENDOR DISCUSSION The vendor shall provide a turnkey fire station alerting system including the system design, all necessary equipment and software, programming, installation, system configuration, system start-up, testing, final acceptance, and training It is the responsibility of the vendor to provide a minimum two (2) year parts & labor warranty, inclusive of lightning and surge damage, commencing on the date of final acceptance as defined by the City. An optional maintenance program, covering year s three (3) through five (5), shall be provided with this response for the owned facilities only. Pricing for each year of the maintenance program shall be included in the response. The maintenance agreement shall provide the same coverage as the initial warranty plus backup battery replacement Page 6

every two (2) years. The warranty and maintenance agreements shall provide a four (4) hour or less onsite response time. Optional maintenance program shall be offered to all non City owned facilities for years three (3) through five (5) to each fire agency. Contracts for maintenance for non City owned facilities shall be coordinated between the vendor and each agency. The vendor shall provide Technical Support and a Customer Support Hotline available to FECC 24 hours per day, 7 days a week, and 365 days per year during the warranty period. The vendor shall be able to provide on-site services within 24 hours for the purpose of fire station alerting. The vendor should utilize as much existing equipment as possible, if compatible with the proposed FSA system, to help reduce costs. Existing equipment may include, but not be limited to, station PA systems, station printers, station radio equipment, dispatch consoles, CAD system, communications infrastructure, etc. The proposed FSA system shall be implemented without interruption or downtime to the current FSA 4000. The proposed FSA system shall accommodate 12 fire stations and 8 fire dispatch positions and be expandable to accommodate 20 fire stations and 10 fire dispatch positions. Up to 3 dispatch positions shall be able to alert fire stations concurrently. The Prime vendor shall submit a list of all sub-contractors to be used including company name, address, phone number, and contact person responsible to the vendor for this project. Clearly state the work each sub-contractor will perform. Training shall be provided for the E9-1-1 dispatch personnel, training for radio communications maintenance personnel, and training for IT network personnel. The vendor shall provide a Page 7

description of the on-site training to be provided along with the number of training hours per training group. The training program shall be explained in detail. FIRE STATION ALERTING GENERAL: REQUIREMENT CODE VENDOR DISCUSSION The proposed FSA system shall provide a flexible and modular design which supports easy system expansion as well as current and future technologies. The FSA system equipment shall be modular allowing the replacement of components such as the power supply, processor board, input/output boards, audio interface, backup battery and radio without replacing the entire unit. The proposed FSA system shall support FECC future needs through cost effective expansions of hardware and upgrades to software without having to replace the FSA system or its components. The proposed FSA system shall provide redundancy. Please provide a description of the proposed system redundancy and how the loss of a system component will not prevent the stations to be alerted. The proposed FSA system shall provide secure communications including over the air security. Please provide a description of the proposed FSA system security measures. The proposed station FSA equipment shall include a minimum of sixteen (16) total inputs and outputs plus eight (8) output relays for system expansion into additional auxiliary station functions. Ramped ( Heart-Saver ) alert tones shall be provided. The volume level and ramp duration shall be user configurable. The alert tones shall be customized to meet the requirements of FECC. They shall be capable of combining tone and recorded voice using.wav Page 8

files,.mp3 files, or.wma files. Distinctive tones shall be provided for station alerting, apparatus alerting, and personnel alerting on a station by station basis. The proposed fire station alerting equipment shall interface with existing station PA equipment (amplifiers and speaker system). The proposed FSA system shall meet NFPA 1221 (2010 Edition) recommendations, including FSRS Monitoring for Integrity criteria, and ISO requirements for communications centers All transmissions generated by the proposed FSA system shall automatically receive a positive acknowledgment per each transmission. If an acknowledgment is not received, the proposed FSA system shall automatically send the data again for a pre-determined number of attempts (user configurable). If no acknowledgment is received, the system will send an alarm to the CAD and send an audible and visual alarm to each dispatch operator position. All transmissions and subsequent acknowledgments shall be time stamped, date stamped, and logged (stored) in the FSA system database. The primary dispatch circuits shall be monitored constantly to provide prompt warning of trouble. The proposed FSA system shall alert the fire stations on two separate, independent communications circuits, each circuit capable of toning the stations and providing all required FSA system auxiliary functions and capabilities. The FSA system shall utilize the current system s method of connectivity of either Ethernet IP network and the ALMR Motorola Trunking VHF radio system or both. Station alerting (toning) shall be broadcast simultaneously over both communications circuits (IP and radio) to all selected fire stations. Stations shall be alerted with a Page 9

single data burst followed by a dispatch voice announcement or text-to-speech announcement to those stations alerted. In addition to the two alerting communications circuits, a separate, independent radio circuit shall be used for voice announcements from the dispatch operator or automated text-tospeech initiated by CAD. This circuit shall be the existing main fire voice channel - or a new, dedicated channel for this purpose. FECC to list the frequency band for the fire voice channel. Under no circumstances will the voice channel be used as a second or backup alerting (toning) communications circuit. Both alerting communications circuits shall be monitored hourly, or sooner. The proposed FSA system shall automatically self-interrogate each communications circuit (IP and radio) to each fire station to verify connectivity and notify all dispatch operator positions of any loss of connectivity, identify the stations, and identify the failed communications circuit. The remote FSA system remote access shall also permit FSA system diagnostics, software configuration, application software uploading and downloading, programming, problem resolution, and system maintenance. Access rights to specific FSA system features shall be assignable based on the login password. The proposed FSA system shall provide remote (mobile) FSA system login from any PC. No internet connections will be permitted outside the network firewall. The remote connection shall be a secure IP (wired or wireless) connection. The remote connection shall allow access to all FSA system alerting features. Proper security measures must be provided. Please provide a description of the remote system access design and the remote login Page 10

security. All FSA system activity shall be logged in the FSA system. All FSA alarms and events shall be time and date stamped, stored, and available for review and printing. System alarms and events include, but are not limited to, fire station toning, transmission acknowledgments, CAD failure, station alert failure, station equipment failure, AC power failure, communications circuit failure, system configuration changes, and dispatch operator entries. Backup power shall be provided for al FSA system equipment. The switchover to backup power shall be instantaneous and automatic. If main power is lost, the proposed FSA system equipment shall automatically switch to backup battery power without loss of data or communications. The backup power shall provide a minimum of four (4) hours operation. Transient voltage surge suppression shall be supplied and installed for protection of all FSA system equipment provided. The proposed FSA system shall automatically reset the fire station FSA equipment and PA system after each alert in preparation for the next alert. This shall not be a manual function. An audio relay bypass switch shall be installed at each fire station allowing monitoring of continuous radio traffic or monitoring radio traffic ONLY when alerted through the station speakers. This feature shall al be accessible from a remote PC. A night mode switch shall be installed at each station allowing outside speakers to be switched between manual on or off. This feature, plus the ability to select and set automatic speaker timer controls, shall be accessible from a remote PC. Page 11

A Bay Door switch shall be installed at each fire station allowing bay door operation to be selected between manual or automatic. The proposed FSA system shall allow system-wide testing of both primary and secondary components and all communications circuits. If the fire station s main voice radio is not available, the proposed FSA system shall provide CAD generated Human voice quality text-to-speech incident voice announcements through the alerted stations PA system. The ability to generate standard and ad-hoc reports based on logged FSA system data shall be provided. DISPATCH OPERATIONS: As previously stated, the FECC operates eight (8) Motorola Solutions MCC 7500 radio consoles and uses the Sungard Public Sector OneSolution computer aided dispatch (CAD) system for dispatch of all calls for service. The center participates in the Alaska Land Mobile Radio (ALMR) digital trunked radio system as do all participating agencies for the FSA project. As part of this upgrade, the FSA should also consist of CAD integration to the FSA. REQUIREMENT CODE VENDOR DISCUSSION The FSA system shall provide an interface with the existing Sungard Public Sector OneSolution CAD system, version 14.5.0, allowing the CAD to alert, monitor, and transfer information to the proposed fire station alerting system. The CAD interface shall support bidirectional packet exchanges between the fire station alerting system and the CAD system for both station alerting and receiving and logging diverse station conditions such as AC power failure, time/date stamps of system events/alarms, manual acknowledgments of a call, etc. The CAD interface shall provide automated station alerting, with or without dispatch operator review, with the goal of reducing critical response times. The FSA system shall provide automated CAD text-to-speech voice Page 12

announcements with the goal of reducing critical response times. The automated CAD voice shall be human voice quality and not sound mechanical or computerized. The FSA system shall provide an interface with the existing Motorola Solutions MCC7500 radio console system. This interface shall provide the dispatch operators/supervisors a backup means of alerting the fire stations if the CAD should fail. The FSA system shall provide all hardware, software, a touch screen monitor, interfaces, and services required to provide backup station alerting at each operator position. The backup station alerting shall provide station toning, auxiliary station functions, and the FSA system requirements, as listed in these specifications, without CAD input. The backup station alerting shall allow any dispatch operator/supervisor position to have control over the fire station alerting process including live voice announcements, CAD text-tospeech announcements, and text messaging. All GUI software required for backup station alerting shall be available and usable from any existing radio console on its own monitor. Due to limited desktop and cabinet space, additional workstation hardware, monitor, keyboard, mouse, or related equipment at any dispatch operator/supervisor position should be avoided. No pushbutton enunciator panels shall be installed at the dispatch operator/supervisor position for purpose of backup fire station alerting. A means of selecting any combination of stations to be alerted shall be provided at each dispatch operator/supervisor position including the ability to select all stations at once ( All Call ). A means of selecting any combination of eight (8) incident types shall be provided at each dispatch operator/supervisor position. Each operator/supervisor position shall receive a visual acknowledgment on Page 13

the GUI screen that the alerted station(s) received the toning data. The station alerting selections made by one operator shall be displayed at all dispatch operator/supervisor positions. Each dispatch operator position shall see the real-time station alerting status of all other positions. The FSA backup dispatch system shall notify all dispatch operator/supervisor positions if there is a system alarm condition. The system shall display and identify the following alarms on all dispatch operator screens the following alarms: 1) Failure to alert a station(s). 2) FSA system server failure. 3) Failure of the fire station alerting equipment at any fire station. 4) Communications center and fire station alerting equipment AC power failure and revert to backup battery. 5) Failure of any communications circuit, radio and/or IP, and identification of the failed circuit. 6) Failure to communicate with CAD. The FSA system shall automatically alert cell phones, send emails, and/or send text messages to key City and fire agency personnel with a description of the system alarm. FIRE STATION ZONED ALERTING CAPABILITIES: The FSA system shall be capable of zoned variable color LED lighting and alert audio (tones and voice announcements) in the list of fire stations listed on pages 3 and 4 of RFP. If existing useable equipment is not in place, the vendor shall provide appropriate speakers, emergency LED lighting, controls, cabling, conduit, and complete installation services to establish the zoning required for the station. LIGHTING: REQUIREMENT Common Area Alerting Lighting shall meet or exceed the capabilities of an RGB light bar of at least 20 length by.69 wide and.45 height, mountable to drop-ceiling cross CODE VENDOR DISCUSSION Page 14

bars. Minimum twelve RGB LED s per 10, maximum 3.6W per ft. power consumption. The Alerting Lighting shall have a minimum beam angle of 120. Bunkroom Lighting shall meet or exceed the capabilities of an RGB light bar of at least 10 length by.69 wide and.45 height, mountable to drop-ceiling cross bars. Minimum twelve RGB LED s per 10, maximum 3.6W per ft. power consumption. The Alerting Lighting shall have a minimum beam angle of 120. Bay Area Lighting shall meet or exceed the capabilities of an RGB light bar of at least 2 light bars 40 length by.69 wide and.45 height each, mounted on an aluminum fixture mirrored and angled to allow a viewing angle of a minimum of 175. Minimum twelve RGB LED s per 10, maximum 3.6W per ft. power consumption. The system shall be capable of supporting lighting capable of ramping, flashing, dimming, and holding intensity based on the various sequences specified by the participating Fire Department. The LED lighting color and functions (flashing, dimming, etc.) shall be based on sequences received from the fire station alerting equipment and/or the Zone Selector Switches. The LED lighting locations shall be identified by each fire agency on the system. When a station is so equipped, the lighting functions shall also be user configurable via a GIU. Any vendor provided lighting shall be expandable by simply connecting an extra LED module strip, with a male-female end connector, to the existing LED strip. SLEEPING QUARTERS / BUNKROOM: REQUIREMENT CODE VENDOR DISCUSSION Bunkroom Zone Selector Switches shall be provided for the number of bunkrooms specified for each Page 15

station allowing Fire / EMS personnel to utilize any bunkroom and receive the correct audible and visual alerts. The bunkroom zone selector shall be a wall-mounted incident switch pre-programmed for a specific incident type. The switch shall communicate to the existing fire station alerting equipment via a RS-485 bus utilizing MODBUS protocol at 9600 baud. If an alternate method of communication is used, the vendor should specify why this is preferred. The selector switch plate and housing shall be engraved with lettering per the specifications of each Fire Agency. The selector switches shall also have visual status indicators of which function is selected and should be capable of showing multiple functions being selected. The functions shall have color status and intensity as specified by each Fire Agency. Examples could be: Blue for Rescue, Red for Engine and Yellow for Chief/Battalion Chief, etc. The selector plate visual indicator should also indicate there is a call for a zone selected, i.e. flashing led. SPEAKERS: If stations are not already so equipped, the speakers installed for use on the system shall meet the following minimum specifications: REQUIREMENTS CODE VENDOR DISCUSSION Where equipped or designated to be equipped, outdoor speakers shall be an amplified, horn type loudspeaker rated at a minimum of 15 watts. Where equipped or designated to be equipped, outdoor speakers shall be weatherproof with a double re-entrant type design. Outdoor speakers be capable of a frequency response of 400-6000Hz. Sound pressure level shall be 103 db measured at 1 watt at 1 meter. If the station is not so equipped, the outdoor speakers provided by the vendor shall all be equipped with a Page 16

25/70.7 V transformer having impedance selection via a sevenposition switch. The unit shall have power taps of.5, 1, 2, 4 & 8 on 25 V line and 1, 2, 4, 8 & 15 on 70.7 V line. The speakers shall have wiring to allow for 8-ohm connection. Outdoor speaker brackets provided by the vendor shall be a multiposition surface mounting bracket allowing for adjustment on the vertical and horizontal planes. The bracket shall be constructed of highimpact plastic. If not already equipped, vendor provided indoor speakers shall be an 8" loudspeaker with a CRS baffle (color specified by the Fire Agency where installed), line matching transformer, and capable of being mounted in ceilings Vendor provided indoor speakers shall have a 10 oz ceramic magnet and seamless cone. Frequency response shall be 45Hz-19KHz (nominal). Sensitivity shall be 97dB at 1 watt at 1 meter. The speaker voice coil shall be black anodized aluminum to help dissipate heat, have an impedance of 8 ohms, and a diameter of 1" (25mm). The transformer s primary voltage shall be 25 V / 70.7 V with a frequency response range of 100Hz-10KHz. Insertion loss shall not exceed 1.5dB. Vendors may suggest an alternate model, but should indicate how the substituted model will perform better. Vendor provided indoor speakers shall include a factory installed CRS baffle with center-mounted volume control. The volume control knob shall be removable allowing only a screwdriver volume adjustment. The baffle shall include welded speaker mounting studs and all necessary hardware to match the baffle to associated optional hardware. The baffle s overall diameter shall not exceed 123 4" (324mm) and shall be finished in a color specified by the Fire Agency where installed with a powder coat Page 17

epoxy. If the station is not already equipped, the apparatus bay speakers provided by the vendor shall be a compact, two-way design including a horn for the upper frequencies, high-efficiency, constant directivity speaker system in a weather-resistant high-impact polystyrene enclosure with a powder-coated steel grille. The enclosure shall include M6 and M5 threaded inserts for U-brackets designed for permanent installation. The bay speakers shall be no larger than 15.75 in. high x 11.5 in. wide x 8.75 in. deep. The net weight shall be no more than 16 lb. The bay speakers shall consist of a 200-mm (8.0-in.) low frequency transducer diaphragm driver molded into the front baffle of the enclosure. Vendors may suggest an alternate model, but should indicate how the substituted model will perform better. The bay speakers shall provide 175 watts long term and 700 watts short term RMS power capacity with a shaped random noise input per ANSI/EIA RS-426-A 1980. The system shall be capable of producing average sound levels in excess of 114 db in the long term, and short-term peaks of 120 db. Vendor provided speaker system shall use a passive crossoverequalization network with protection for the high-frequency driver. The crossover frequency shall be 2,200 Hz, nominal impedance of 8 ohms, and minimum impedance of 7.2 ohms. Frequency response shall be 65Hz to 20,000 Hz, -3 db. Sensitivity shall be 92 db SPL at 1 meter with a 1-watt, 300-2,000Hz. Vendors may suggest an alternate model, but should indicate how the substituted model will perform better. The input connectors shall be screw connections. Page 18

In addition to the above listed specifications. Participating agencies in the FSA project have submitted the following list of desired devices. These items are listed by station. Fire Department Headquarters Station #1 1) Reader Boards in the following locations: a. One (1) in the Battalion Chiefs Office b. Two (2) on the exterior of the fire pole door on the second floor. c. Two (2) on each side of the apparatus bays on the first floor. 2) Dispatch information to show on television in Dayroom room 312. Fire Department Station #3 1) Reader Boards in the following locations: a. One (1) in kitchen area. b. One (1) in hallway to apparatus bay. c. One (1) in office. 2) Dispatch information to show on television in the Lounge room 18. City of North Pole Fire Department Station #21 1) Reader Boards in the following locations: a. One (1) in hallway to apparatus bay. b. Two (2) on each side of the apparatus bay. c. One (1) over exit door from annex building. 2) Bunk Room audible and visual panel for alerting by apparatus and shift. North Star Volunteer Fire Department Station #31 Please see Attachment A, North Star Fire Station #1 drawings for location and type of equipment specified. North Star Volunteer Fire Department Station #33 Please see Attachment A, North Star Fire Station #3 (Hurst Rd.) drawings for location and type of equipment specified. Steese Area Volunteer Fire Department Station #61 1) Reader Boards in the following locations: a. One (1) in hallway to apparatus bay. b. Two (2) for apparatus bay, on each side of the apparatus bay. Steese Area Volunteer Fire Department Station #62 1) Reader Boards in the following locations; a. One (1) in hallway to apparatus bay. b. Two (2) for apparatus bay, on each side of the apparatus bay. Chena Goldstream Fire and Rescue Station #42 1) Reader Boards in the following locations: a. One (1) second floor hallway leading to stairwell. b. Two (2) for apparatus bay, on each side of the apparatus bay. Page 19

2) Colored coded lighting for designated apparatus response. a. Two (2) for apparatus bay. b. One (1) second floor hallway to stairwell. Chena Goldstream Fire and Rescue Station #43 1) Reader Boards in the following locations: a. One (1) in Training Room. b. Two (2) for apparatus bay, on each side of the apparatus bay. 2) Colored coded lighting for designated apparatus response. a. One (1) for apparatus bay. University Fire Department Station #11 Please note this is a new addition to the FSA system. Items requested are listed by the room number in which installation is required. Bunkrooms 101, 102 - LED indicating lights - Speaker - Control console by light switch - Control console should at a minimum be selective between EMS, Fire Hallway 100C2 - LED indicating lights - Speaker/s - quantity to facilitate intelligible audio sound Battalion/Captain Sleeping Quarters 112, 113 - LED indicating lights - Speaker - Control console by light switch - Control console should at a minimum be selective between EMS, Fire - Dispatch information to show on television Captain/Battalion Offices 105, 114 - Dispatch information to show on television monitor Kitchen - Dispatch information to show on television monitor - Speaker/s - quantity to facilitate intelligible audio sound - LED Indicating lights Lower Apparatus Bay Also numbered 102 - Speaker/s - quantity to facilitate intelligible audio sound - LED Indicating lights Lounge - 108 - Dispatch information to show on television monitor Page 20

- Speaker/s - quantity to facilitate intelligible audio sound - LED Indicating lights Upper Hallway 200C1 - Speaker/s - quantity to facilitate intelligible audio sound - Led indicating lights Apparatus Bay 213, 202, 203 - Speakers, quantity to facilitate intelligible audio sound - LED indicating light(s) - TV monitor to display dispatch information - Low temperature sensor tied to system - Outside speaker Bay 3 ** Doorbell tied to system at front and back doors University Fire Department Station #12 Please note this is a new addition to the FSA system. Items requested are listed by the room number in which installation is required. Bunkrooms - Rooms, 101, 103, 104 - LED indicating lights - Speaker - Control console by light switch - Control console should at a minimum be selective between EMS, Fire - Dispatch information to show on television in room 104 Hallway - 102 - LED indicating lights - Speaker Multipurpose Room - 100 - Speaker - LED Indicating Lights - Dispatch information to show on television - Doorbell tied to alerting system Apparatus Bay - 107 - Speakers, quantity to facilitate intelligible audio sound - LED indicating light(s) - TV monitor to display dispatch information - Low temperature sensor tied to system Outside - Speaker (located in the B/C corner of building) Page 21

PROCESS THE CITY OF FAIRBANKS will review the proposals received and then narrow the number of acceptable vendors to a short list of finalists. Then, using subsequent interviews, demonstrations and reference checks, the will make a final vendor selection. Vendors who partner with third-party providers/subcontractors are invited to submit proposals, but preference will be placed with vendors who can provide a more complete solution. III. PROPOSAL REQUIREMENTS This section outlines the information that must be included in your Proposal. Vendors should review this list to ensure that their proposals include all requested information prior to submission. GENERAL PROPOSAL INSTRUCTIONS 1. The proposal must be signed and dated by a representative of the vendor s company who is authorized to negotiate contracts. 2. Vendors submitting proposals should allow for normal mail or expedited carrier service to ensure timely receipt of their Proposal. 3. All functionality checklists must be included in your response. Failure to include any of the requested information within your Proposal may result in rejection/disqualification. 4. No negotiations, decisions, or actions shall be executed by the vendor as a result of any discussions with any the official, employee and/or consultant. Only those transactions provided in written form from the may be considered binding. Also, the will honor only written and signed transactions from vendors. 5. The shall not be liable for any pre-contract costs incurred by interested vendors participating in the selection process. 6. The contents of each vendor's Proposal, including technical specifications for hardware and software shall remain valid for a minimum of 180 calendar days from the Proposal due date. 7. The will be awarding a contract to a single vendor for all core applications. Vendors are allowed to provide a proposal that includes subcontractors, but the will be entering into a single agreement with one vendor acting as a Prime. The Prime contractor will be responsible for the Page 22

timeliness, quality, and deliverables provided by any subcontractors under the Prime contractor s agreement. PROPOSAL EVALUATION CRITERIA The following criteria will serve as the evaluation guidelines for each Evaluation Committee Member. The Vendor should address criteria as best as possible following the Proposal Format outlined in this document. SPECIAL NOTE: Vendor submittals will first be scored for pass / fail for completeness, determining the Vendor did submit a response of the requirements listed in the Proposal Format section of this document. The proposal will next be scored for award of quality points using the criteria below. Evaluation Criteria Part A Quality Point assignment to Vendor response. 100 Point Maximum 1. Firm Qualifications (35 Points Maximum) a. Company information. b. Experience with similar engagements. c. References for similar projects. 2. Installers / Post Installers / Project Manager Qualifications (25 Points Maximum) a. Personnel qualifications and prior experience with project of similar type. b. Role of personnel during design and installation phase for project. 3. Quality of Project Proposal (30 Points Maximum) a. Vendor to provide plans of how proposal will meet project goals. (1) The capability to provide the required software and hardware features and capabilities. (2) The ability of the proposed plan to integrate the various existing systems within the plan. b. Vendor response to System Requirements. c. Training and support offered by Vendor. d. How Vendor addresses expansion capabilities of proposed system for future growth. e. Adherence to the requested Proposal Format. f. Vendor addresses specific issues or concerns with the project. 4. Schedule (10 Points Maximum) a. Vendor ability to meet project timeline. Evaluation Criteria Part B Price per Quality Point Evaluation Page 23

After Quality Point scores are established under Part A, sealed envelopes containing each Vendors Cost Proposal shall be publicly opened, read aloud, and tallied under Part B. The dollar total of each Cost Proposal shall be divided by the total Quality Points assigned to qualified proposals, the result of which will be the final Cost per Quality Point. Generic Example: $125,000 (Cost Proposal Price) / 87 Quality Points = $1,436.78 Cost per Quality Point. Contract Award. A binding contract between the successful Bidder and the City is subject to approval by the City Council through a resolution and contract execution must be completed by the City Mayor. Page 24

PROPOSAL FORMAT Please include the following items in the order listed below. Cover Letter Table of Contents 1. Executive Summary 2. Company Information 3. Project Proposal 4. References 5. Sealed Cost Proposal 6. Sample Contract 7. Federal Contract Requirements (Attachment B) 8. Insurance Specifications 2015 (Attachment C) SECTION 1 - EXECUTIVE SUMMARY This section should be limited to a brief narrative highlighting the vendor s Proposal. The summary should be free of technical language and should illustrate the benefits and possibilities offered by the vendor. It should be between one (1) and five (5) pages long. There should be no cost quotes in this section. SECTION 2 - COMPANY INFORMATION Vendor must provide the following information about the vendor s company that demonstrates its stability and ability to support the commitments set forth in the RFP. The vendor should outline the company s background, including: How long the company has been in business. A brief description of the company size and organization. Provide any certifications and awards. Detail how many years providing similar systems as requested in the proposal. Total number of customers. Number of employees within company. SECTION 3 PROJECT PROPOSAL a. Provide an outline for vendor plans to meet the project goals listed on page 5. b. Provide vendor response and vendor discussion to the system requirements section of the RFP. c. Provide information regarding how to address vendor specific issues or concerns. Page 25

SECTION 4 - REFERENCES Provide references of customers with similar engagements as requested in the proposal. The information should include: Agency name Address Contact name Contact e-mail address Telephone number Date of installation List of software / hardware used in the reference solution SECTION 5 - COST PROPOSAL Please provide all costs for the proposed in developing the plan in a sealed envelope. The costs should be separated into specific areas such as, but not limited to: Overall Project costs Detail cost for base system specified in goals and enhancements. Detail cost should be separated where possible by Fire Station and the FECC locations. Any other costs deemed necessary by the vendor. SECTION 6 - SAMPLE CONTRACTS Provide copy of (1) contract for similar engagements. SECTION 7 FEDERAL CONTRACT REQUIREMENTS (ATTACHMENT B) As this project is a Department of Homeland Security funded project (14SHSP- GR34094), vendors are required to provide a signed copy of the Federal Contract Requirements to acknowledge those requirements. Page 26

PROPOSAL TERMS AND CONDITIONS Request for Proposal Format Proposals must be made in strict accordance with the Request for Proposal format provided herein. Bulletins and Addenda Any bulletins or addenda to the Proposal specifications issued during the period between issuance of the RFP and receipt of proposals are to be considered covered in the Proposal and in awarding a contract they will become a part thereof. Receipt of bulletins or addenda shall be acknowledged by vendors in their proposal cover letter. False or Misleading Statements If, in our opinion, a proposal contains false or misleading statements or references that do not support a function, attribute, capability, or condition as contended by the vendor, the entire proposal shall be rejected. Clarification of Proposal We reserve the right to obtain clarification of any point in a vendor s proposal or to obtain additional information necessary to properly evaluate a particular proposal. Failure of a vendor to respond to such a request for additional information or clarification may result in rejection of the vendor s proposal. Responsiveness Proposals should respond to all requirements of this RFP to the maximum extent possible. Vendors are asked to clearly identify any limitations or exceptions to the requirements inherent in the proposed system. Alternative approaches will be given consideration, if the approach clearly offers us increased benefits. Rejection of Proposal Proposals that are not prepared in accordance with these instructions to vendors may be rejected/disqualified. If not rejected, THE CITY OF FAIRBANKS may demand correction of any deficiency and accept the corrected Proposal upon compliance with these instructions to proposing vendors. Bid Modifications Any bidder may modify their bid by written or fax communications up to two days prior to the closing time. The written or fax communication should not reveal the bid price as this will not be known until the sealed bid is opened. Late Submissions Regardless of cause, late qualifications will not be accepted and will automatically be disqualified from further consideration. It shall be the Vendor s sole risk to assure delivery at the designated office by the designated time. Late qualifications will not be opened and may be returned to the Vendor at the expense of the Vendor or destroyed if requested. Page 27

Acceptance of Proposals The contents of the proposal of the successful bidder will become, at our option, a contractual obligation if a contract ensues. Failure of the successful bidder to accept this obligation may result in cancellation of the award. Proposals submitted are offers only and the decision to accept or reject is a function of quality, reliability, capability, reputation, and expertise of the proposing vendors. The reserves the right to terminate the selection process at any time and to reject any or all proposals. The reserves the right to accept the Proposal that is, in its judgment, the best and most favorable to the interests of the and to the public; to reject the low price Proposal; to accept any item of any Proposal; to reject any and all Proposals; and to waive irregularities and informalities in any Proposal submitted or in the Request for Proposal process, provided; however, the waiver of any prior defect or informality shall not be considered a waiver of any future or similar defect or informality. Proposing vendors should not rely upon or anticipate such waivers in submitting their Proposal. Termination Any agreement made based on this proposal may be terminated by either party at any time upon ninety (90) days written notice of termination to the other party. Upon termination of the agreement, for whatever reason, the City will pay as negotiated for services completed as of the date of termination. VI INSURANCE Contractor must furnish a certificate of insurance within the (10) days of receipt of the Notice-of-Intent to Award and must endorse polices to provide for a thirty (30) day prior notice of cancellation, non-renewal or material change of the policies. Failure to furnish satisfactory evidence of insurance or lapse of policy is a material breach of the contract and grounds for termination of this agreement. Each policy shall be endorsed with a waiver of subrogation in favor of the Owner. All other insurance policies required of the Contractor by this agreement shall be endorsed to provide that such insurance shall apply as primary insurance and that any insurance or self-insured carried by the Owner will be excess only and will not contribute with the insurance required by this agreement. All other insurance policies required of the Contractor and subcontractors by this Agreement shall be endorsed to name the Owner as additional insured. All insurance shall be on an occurrence from acceptable to the Owner and having an A.M. Best rating of A or better. 1. Workers Compensation and Employers Liability Insurance as required by any applicable law or regulation. Employers liability insurance shall be in the amount no less than $500,000 each accident for bodily injury, $500,000 policy limit for bodily injury by disease and $500,000 each employee for bodily injury by disease. The Page 28

Contractor shall be responsible for Workers Compensation Insurance for any subcontractor who directly or indirectly provides services under this contract. This coverage must include statutory coverage for states in which employees are engaging work. If there is an exposure of injury to Contractor s employees under the U.S. Longshoremen s Harbor Workers Compensation Act, the Jones Act, or under laws, regulations or statutes applicable to maritime employee, coverage shall be included for such injuries or claims. 2. Commercial General Liability Insurance: The Contractor is required to provide Commercial General Liability (CGL) insurance with limits not less than $1,000,000 combined single limit per occurrence and $2,000,000 in the aggregate not excluding premises operations, independent contractors, products, and completed operations, broad form property damage, blanket contractual, explosion, collapse and underground hazards. Limits may be a combination of primary and excess (umbrella) policy forms. 3. Comprehensive Automobile Liability Insurance: Covering all owned hired and non-owned vehicles with coverage limits not less than $1,000,000 single limit per occurrence bodily injury and property damage. 4. Property Insurance: The Contractor shall submit to the Owner evidence of All Risk Builder s Risk Insurance for all physical loss, including earthquake and flood (100% completed value basis) upon the entire work naming the Owner, the Contractor and the subcontractors as additional insured parties and as their interests may appear to the full contract sum thereof, until the project is completed by the Contractor and accepted by the Owner. The policy, by endorsement, shall specifically permit partial or beneficial occupancy at or prior to substantial completion or final acceptance of the entire work (only if applicable). A. PROOF OF INSURANCE: The Contractor shall furnish the Owner with a Certificate of Insurance or where requested by the Owner, the policy declaration page with required endorsements attached thereto showing the type, amount, effective dates and dates of expiration of all policies. All endorsements shall reference policy number and the project name and project number. The Owner is the and is to be identified on all certificates and endorsements. B. To the fullest extent permitted by law, the Contractor shall defend, indemnify and hold harmless the its officers, and employees from and against any and all loss, expense, damage, claim, demand, judgment, fine, charge, lien, liability, action, cause of action, or proceedings of any kind whatsoever (whether arising on account of damage to or loss of property, or personal injury, emotional distress or death) arising directly or indirectly in connection with the performance or activities of the Contractor hereunder, whether the same arises before or after completion of the contractor s operations or expiration of this Agreement, except for damage, loss or injury resulting from the Owner s gross negligence or willful misconduct. Page 29