Town Of Greenburgh Interoperable Radio System RFP

[x635 4,066]

TOWN OF GREENBURGH

for the

GREENBURGH POLICE

DEPARTMENT

John A. Kapica

Chief of Police

INTEROPERABLE VOICE

COMMUNICATIONS

SYSTEM

REQUEST FOR PROPOSAL

Issue Date – June 27, 2007

Submittal Due Date – July 20, 2007

Request for Proposal

Posted on www.greenburghny.com

________________________________________________________________________

INTRODUCTION

The Town of Greenburgh is the largest town and second largest municipal entity in

Westchester County, New York. Collectively, nearly 90,000 people reside within the

29.3 square miles that comprises the unincorporated area of the town and its six

incorporated villages. Each of these seven jurisdictions is a separate political entity

maintaining its own municipal services including highway, sanitation, fire, pre-hospital

emergency medical services1 and police. Police agencies within the township routinely

rely on one another for assistance and occasionally work together on the same incident.

PROBLEM

Each of the seven police agencies within the town maintains its own voice radio

communications system on differing radio frequencies making it difficult, if not

impossible, for line officers to communicate directly with their village or town

counterparts. This is not only inefficient but also leads to officer safety issues, which

could be avoided if officers were able to talk directly to the street patrol officer in the

neighboring jurisdiction. The town has addressed the interoperability issue on the major

incident level by purchasing a Mobile Communications/Command vehicle outfitted with

state of the art electronics that allows communications across multiple frequencies to be

received through a common input, while providing a common output to all first

responders, involved in the incident. Use of this vehicle for everyday operations,

however, would not be efficient or practical. A frequency pair has been secured by a

village department that we intend to adopt for use in everyday line operations in which

communications across jurisdictional lines are necessary.

PURPOSE

The purpose of this Request for Proposal (RFP) is to solicit offers from qualified

consultants to assist the Town of Greenburgh Police department in accomplishing its

mission to establish a town wide, analog, interoperable voice radio communications

system for use by the seven police agencies that lie within the jurisdictional boundaries of

the Town of Greenburgh in accordance with the Scope of Services listed in this RFP. As

further described under the Scope of Services, this assistance is limited to evaluating the

existing system design and assisting with the FCC licensing process.

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Interoperable Voice Communications System RFP

June 27, 2007

1 All jurisdictions provide Basic Life Support and ambulance transport services. Advanced Life Support

Services are provided town wide by the Greenburgh Police Department.

________________________________________________________________________

DESCRIPTION OF PROPOSED SYSTEM

It is anticipated that the system will be built utilizing Motorola components and

administered by the Town of Greenburgh Police department, out of its headquarters

located at 188 Tarrytown Road in White Plains, New York 10607. The system will be

analog, operating on an output frequency of 482.575 MHz and an input of 485.575 MHz,

which is presently licensed in the Village of Dobbs Ferry. It is anticipated that a

Motorola, TS365 Quantar Repeater will be utilized and that it will be housed at an

existing site in the Town of Greenburgh on Birchwood Lane in Hartsdale 10530. The

system will include communications consolettes for each of the village police

departments to initiate and receive communications and the Greenburgh Police

Department will have its existing communications console updated to accommodate the

new frequency. Tac receivers shall be installed throughout the township where needed to

support coverage. It is anticipated that the seven existing Tac receiver sites will

adequately support talk back and in fact, may not all be necessary. The system will be

APCO, Project 25 compliant.

SCOPE OF SERVICES

The consultant will be responsible for performing the following services.

1. Generation of separate radio coverage surveys for mobile and portable

communications devices for both talk out and talk back capability. Survey shall

include, in building portable receive, and talk back capability. Surveys are to be

based on the assumption that the locations supporting the existing radio infrastructure

will be utilized to sustain the new system. Antenna height for the Repeater and

locations of receivers will be provided as will Repeater power output.

2. Examining the feasibility of employing a combiner at the Repeater site to utilize an

existing compatible antenna in place of erecting a new antenna.

3. Analysis of additional telephone line requirements necessary to support the system

and monthly rental cost estimates for them.

4. Examination of the existing mobile and portable voice radio equipment of the seven

police agencies involved to determine which devices, if any, are capable of being

utilized in the new system (see Appendix C for names and addresses of law

enforcement agencies).

5. Assist the Greenburgh Police department in licensing the system town wide. This

assistance shall include the preparation of the application together with a waiver and

interference analysis and filing of the application and accompanying documents with

the FCC.

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Interoperable Voice Communications System RFP

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PREPARING AND SUBMITTING A PROPOSAL

1. Proposals are to be prepared on 8-1/2 x 11” paper although foldouts containing

charts, spreadsheets, etc., are permissible. The pages should be placed in a binder

with tabs separating the sections of the proposal. One original and two copies of

the proposal must be submitted. Electronic or fax copies are not acceptable.

2. The original copy shall contain a Signature Page, as contained in Appendix A,

that the offeror must manually sign, in ink. Proposals submitted without a

manually signed signature page shall be rejected.

3. Proposals must contain a completed Submittal Form as contained in Appendix B

of this RFP.

4. Vendor Qualifications – The vendor will provide a brief description of its

company and company history, which should include its general experience and

specialties. The vendor will also provide a list of past projects that the vendor

believes qualifies it to undertake the Town of Greenburgh’s project and a list of

three client references.

5. Proposals must respond to the Scope of Services requirements by restating the

number and text of the requirement in sequence and writing the response

immediately after the requirement statement. Responses shall indicate how the

vendor intends to address each aspect, including anticipated labor hours to be

committed to each task.

6. The proposal shall contain a time line for completing the Scope of Services in this

RFP. This shall include any supplementary services you may recommend. The

proposal shall also state the earliest time your services can commence.

7. Quote – The RFP should contain all costs to the agency associated with

completion of the tasks outlined in the Scope of Services. This shall be broken

down to segregate personal services from ancillary costs such as travel,

subsistence, word processing, supplies, printing, etc. Quotes shall be based only

on the material contained in this RFP. An hourly rate for any supplementary

services that may be recommended or that the Police Department might request

may also be included.

ADDITIONAL CONDITIONS

1. To ensure that all proposals receive a fair and complete evaluation, the Town of

Greenburgh requires that vendors not deviate from the instructions regarding

response requirements. Proposals that deviate from these instructions may be

rejected.

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Interoperable Voice Communications System RFP

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________________________________________________________________________

2. All communications regarding this Request for Proposal are to be directed to

Chief of Police John A. Kapica, Greenburgh Police Department, 188 Tarrytown

Road, White Plains, New York 10607, telephone (914) 682-5340, email

jkapica@greenburghny.com. Any vendor who contacts any other personnel in the

Town of Greenburgh or the Villages of Ardsley, Dobbs Ferry, Elmsford,

Hastings-on-Hudson, Irvington or Tarrytown, regarding this solicitation without

the approval of Chief of Police John A. Kapica, may be eliminated from further

consideration.

3. The Town of Greenburgh issues this Request for Proposal with the understanding

that it may or may not lead to the eventual procurement of products or services.

4. The Town of Greenburgh reserves the right, at its sole discretion, to reject any and

all submittals received without penalty and not to issue a contract or a purchase

order as a result of this RFP. The Town of Greenburgh also reserves the right, in

its sole discretion, to waive minor administrative irregularities contained in any

submittal.

5. The Town of Greenburgh reserves the option to request an on-site presentation

from any vendor who submits a response to this Request for Proposal.

6. The Town of Greenburgh shall not be responsible for any costs incurred by any

vendor in the generation or submission of proposals, visits to the Town of

Greenburgh, presentations given to Town of Greenburgh personnel or its

designees, production of marketing literature, or any other costs incurred in

connection with this submittal.

7. The quotes contained in submittals shall remain in effect until the Town of

Greenburgh has completed an award action or all submittals have been rejected.

Vendors taking exception to this will be considered non-responsive and have their

proposal rejected.

8. All proposals and accompanying documentation provided in response to this

Request for Proposal, become the property of the Town of Greenburgh. Public

disclosure of this information is governed by the New York State Public Officers

Law.

9. Submittals shall be evaluated based on the overall quality of the proposal

including responsiveness and conformance to RFP requirements for content and

format; on the consultant’s past performance and experience in the service being

requested; on their prior experience in working with local government agencies;

and on project costs.

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Interoperable Voice Communications System RFP

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10. Submitting the Proposal

Firms presenting a proposal must submit one (1) original and two (2) copies

of all materials by 2:00 p.m. (DST) on Friday, July 20, 2007 to:

Town Clerk

Town of Greenburgh

177 Hillside Avenue

Greenburgh, New York 10607

All quotes shall be clearly marked

“QUOTE FOR INTEROPERABLE VOICE COMMUNICATIONS SYSTEM”

11. Examination of RFP – The submission of a response to this request shall

constitute an acknowledgement upon which the Town of Greenburgh may rely

that the vendor submitting the proposal has thoroughly examined and is familiar

with the requirements of this RFP and has thoroughly reviewed and examined all

applicable statutes, regulations, ordinances and resolutions dealing with or related

to the services to be provided. Failure or neglect of a vendor submitting a

proposal to examine such documents, work site(s), statutes, regulations,

ordinances or regulations shall in no way relieve the vendor submitting the

proposal from any obligations with respect to the offer. No claim for additional

compensation will be allowed which is based upon a lack of knowledge of same.

A signed purchase order or contract furnished to the successful vendor results in a

binding contract without further action of either party.

12. Non Collusion – Submittal of a proposal carries with it an affirmation that the

offer is genuine and not a sham or collusive, and not made in the interest of any

person not named, and that the vendor submitting the proposal has not solicited

others to submit a sham offer, or to refrain from submitting a proposal.

________________________________________________________________________

Interoperable Voice Communications System RFP

June 27, 2007

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REJECTION OF PROPOSAL

A proposal will be rejected for any of the following reasons.

1. The proposal is delivered to the wrong location even though it is within the

required time. The Town Clerk’s Office not the Police Department is where the

proposal should be delivered.

2. The proposal is received at the designated location after the designated time.

3. The proposal does not contain the required elements or is not organized in the

required format.

4. The proposal contains a disclaimer or an exception to the requirement that the

quote shall remain in effect until an award action has been taken or all submittals

have been rejected.

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Interoperable Voice Communications System RFP

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______________________________________________________________________________________

APPENDIX A

SIGNATURE PAGE

“√” Check box that indicates business structure of Respondent

[ ] Individual or Proprietorship

[ ] Partnership or Joint Venture

[ ] Corporation

The undersigned certifies that (s)he is ______________________________ (title) of the

Respondent entity named below; that (s)he is designated to sign this Proposal Form (if a

Corporation then by resolution with a Certified Copy of resolution attached) for and on

behalf of the entity named below, and that (s)he is authorized to execute same for and on

behalf of and bind said entity to the terms and conditions provided for in the Proposal as

required by this RFP, and has the requisite authority to execute an Agreement on behalf

of the Respondent, if awarded.

________________________________________________________________________

Name of Respondent Organization (DBA also required if Individual or Proprietorship)

___________________________________________________

Employer Identification Number

By: _______________________________________

Signature

Printed Name: _______________________________________

Title: _______________________________________

By: ________________________________________

(If Respondent is a Joint Venture, an authorized signature from a representative of each party is required)

Printed Name: _________________________________________

Title: _________________________________________

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Interoperable Voice Communications System RFP

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________________________________________________________________________

APPENDIX B

SUBMITTAL FORM

Firm Name ______________________________________________________

Firm Address ______________________________________________________

FID/SSN# ______________________________________________________

Contact Name ______________________________________________________

Contact Telephone ______________________________________________________

Contact Fax ______________________________________________________

Contact E-Mail ______________________________________________________

Has company been in bankruptcy, reorganization or receivership in the last five years?

Yes _____ No _____

Has company been disqualified by any public agency from participation in public

contracts? Yes _____ No _____

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Interoperable Voice Communications System RFP

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APPENDIX C

NAMES AND ADDRESSES OF LAW ENFORCEMENT AGENCIES

INVOLVED IN THE PROPOSAL

INCLUDING CALL SIGNS AND PRIMARY FREQUENCY

Village of Ardsley Police Department

507 Ashford Avenue

Ardsley, New York 10502

KED651 – 460.2375

Village of Dobbs Ferry Police Department

112 Main Street

Dobbs Ferry, New York 10522

WQBV384 - R482.575/485.575 (Digital)

Village of Elmsford Police Department

15 South Stone Avenue

Elmsford, New York 10523

KEA307 - 155.73

Village of Hastings-on-Hudson Police Department

7 Maple Avenue

Hastings-on-Hudson, New York 10706

KEB453 - R156.075/153.755 (Encrypted)

Village of Irvington Police Department

85 Main Street

Irvington, New York 10533

KFP310 - 155.73

Village of Tarrytown Police Department

150 Franklin Street

Tarrytown, New York 10591

WQCI287 - R482.65/485.65 (Digital)

Town of Greenburgh Police Department

188 Tarrytown Road

White Plains, New York 10607

KNEP960 - R460.525/465.525 (Digital)

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Interoperable Voice Communications System RFP

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[RWC130 594]

I can do that for $49.95

[SteveOFD 176]

PURPOSE

The purpose of this Request for Proposal (RFP) is to solicit offers from qualified

consultants to assist the Town of Greenburgh Police department in accomplishing its

mission to establish a town wide, analog, interoperable voice radio communications

system for use by the seven police agencies that lie within the jurisdictional boundaries of

the Town of Greenburgh in accordance with the Scope of Services listed in this RFP.

The system will be analog, operating on an output frequency of 482.575 MHz and an input of 485.575 MHz,

which is presently licensed in the Village of Dobbs Ferry.

NAMES AND ADDRESSES OF LAW ENFORCEMENT AGENCIES

INVOLVED IN THE PROPOSAL

INCLUDING CALL SIGNS AND PRIMARY FREQUENCY

Village of Dobbs Ferry Police Department

112 Main Street

Dobbs Ferry, New York 10522

WQBV384 - R482.575/485.575 (Digital)

If it is going to be an analog system, why are they advertising the use of a license using digital frequencies?

[gpdexplorer 46]

Will each department maintain there primary frequency for routine radio traffic and use this as a town wide frequency when there is a major incident? From what I've understood, Greenburgh PD and all of the Village PD's used to operate on the same frequency and began using their own frequencies because there was too much radio traffic.

Any one have any light to shed on the subject.

[esu78 0]

The current freq is licensed to dobbs, they can run analog and digital.

the system will more than likely be digital.

Yes, the agencies will maintain thier own freq.

This is for town wide incident.