Waushara County Request for Proposal Digital/Analog Conventional VHF system

Contact Information and Proposal Due Date: Should the vendor desire additional information or have questions of the RFP, a request can be sent to the email listed below and information and questions will be addressed at the site visitation date on September 10th. Lynn Boening Waushara County Sheriff’s Office 430 East Division Street Wautoma, WI 54982 920-787-3321 [email protected]

RFP Proposal Due Date All responses to the RFP are due by Thursday, September 30, 2010 at 4:00 p.m.

Proposal Delivery Location Responses shall be delivered to the Waushara County Clerk, 209 S. St. Marie Street, Wautoma WI, 54982 All responses shall be sealed in an appropriate envelope, box or other enclosure appropriate for the material submitted. The lower right hand corner shall be marked: Waushara County Communication System RFP Due Date: Thursday, September 30, 2010 at 4:00 p.m. Opening: October 6, 2010 Waushara County Sheriff's Office, acting as the lead agency, reserves the right to accept or reject any or all proposals. Fax or email responses shall not be considered and will not be accepted. THERE WILL BE SITE VISITATION ON FRIDAY, SEPTEMBER 10, 2010 BEGINNING AT 9:00 A.M. BEGINNING AT THE SHERIFF’S OFFICE

RFP Responses The proposal shall provide the response to Waushara County in a 3-ring binder, major sections separated by tabs or dividers. A table of contents shall provide definition to the sections. The 3right binder shall be of such size as to hold the materials comfortably, allowing the reviewer to turn the pages without tearing. The proposal shall provide ten (10) proposal books, each an exact duplicate of the original, along with one (1) CD/DVD. The original shall be signed by the authorized employee of the company. The original shall be clearly marked on the outside front cover as such. Waushara County reserves the right to reject any and/or all proposals. Waushara County will choose the proposal that it believes best meets the needs and interests of the county.

Overview Waushara County, located in central Wisconsin, is seeking proposals from qualified radio system vendors. The purpose of this Request for Pr oposal (RFP) is two-fold: •

Assist the County in planning for its new system

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Develop a short-list of potential vendors for the new system

The County has completed its own needs analysis study, and has identified the following requirements for the new system: •

Countywide portable coverage

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Countywide paging coverage

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Narrow band implementation

System Specifications •

One (1) VHF Digital P25 IP simulcast Conventional Channel.

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Five (5) VHF Analog Narrowband Conventional Simulcast Channels.

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Site Interconnect via PTP Ethernet Bridges.

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Three-position IP based Dispatch console.

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In an effort to consolidate operations and better manage the network, Waushara County desires that all network fault alarms from infrastructure products (stations, comparators, consoles, etc) be able to be monitored from a single network fault management terminal.

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In addition, Waushara County desires that major Digital infrastructure elements be able to be programmed from a single software application to simplify configuration and maintenance.

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In an effort to help reduce costs the County would like to reuse all existing Quantar base stations currently in the system. It is understood they may need to be upgraded.

Base Station Specifications •

Base stations proposed for use on the Digital simulcast system must be FCC Part 90 Type Accepted for operation with CQPSK modulation. CQPSK is the one of the latest modulation schemes in the market which provides customers the benefits of improved coverage with fewer sites than might be required with legacy modulation formats.

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Waushara County desires a flexible radio platform capable of migrating to future technologies if a future FCC mandate would require further narrow banding. Vendors Digital base station should be comprised of hot swappable FRU’s/spares in order to maintain highest level of system up time in cases where base station components become inoperable.

Consoles •

Vendor’s console offering should provide wireline priority communications on digital and analog channels

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Vendor’s console offering should provide the following features on the digital channels: § § § § §

Incoming PTT ID Emergency ID/Emergency Alarm indication Radio check Radio monitor Selective Inhibit/Uninhibit

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Vendor’s console should be uniquely addressable by field subscriber units. Console should have its own ID/Alias when placing calls to users in the field, which can appear on the subscriber’s display.

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Vendor’s console should offer the ability to interact with local relays for functions such as locking/unlocking doors, starting sirens, etc.

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Vendor’s console must be able to activate a channel priority use tone marker to notify other users on the network to only communicate on a particular channel for mission critical voice communications purposes.

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Vendor’s console should have customizable dispatch screens based on user login authentication.

Back-up/EOC Dispatch upgrade •

Vendor must move the current Motorola Gold Elite Consoles (2) from the Waushara County Sheriff’s Office to the County Courthouse in Wautoma.

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Vendor will be responsible for moving the equipment and setting up the equipment.

Subscribers •

Vendors’ subscribers must have the ability to audibly indicate the channel or talkgroup a user selects. Example: “Fire Ground”.

Network Security •

With an increasing shift to IP based networks, there is more and more of a need for netw ork level security in Waushara County IT networks. The vendor shall describe what network security measures can be added to proposed network to reduce possibility of having the network compromised. For example, does the vendor offer the following: § §

Intrusion detection system. Firewall between Waushara County communications network and Waushara County enterprise network.

Site Security •

With an increasing intrusion and crime at site locations Waushara County would like to remotely monitor critical electronic components of the system and shelter doors via alarms. The site security system will also have one (1) IP video camera at each remote site location backhauled to Waushara County Sheriff’s Department using the PTP links from the proposed system. § § §

Door alarms to site shelters. Monitor base stations & channel banks at each remote site location. One (1) IP based camera at each remote site location for a total of six (6).

Future Potential of system •

Waushara County desires the ability to leverage as much of the P25 standard as possible. To that end, vendor’s proposed system must be able to support P25 Integrated Voice and Data capabilities at some point in the future. Vendor should describe what needs to be added/modified to proposed system to offer customer IV&D functionality as well as how soon this functionality could be added.

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Vendors’ subscriber/infrastructure should support the following data capabilities, should the customer choose to implement IV&D. Please describe vendor’s ability to support these applications, what their availability is and what other customers are using them. §

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Over the Air Programming: This feature would allow Waushara County the ability to program the subscriber fleet without taking valuable subscriber resources off the street. In addition, this method of programming has been proven to be much more time efficient than traditional methods of subscriber fleet programming, thus saving the customer significant money in technician fees Over the air rekeying: Should Waushara County choose to encrypt subscriber radios, Waushara County desires the ability to manage keys through a

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centralized database which also can be used to wirelessly rekey Waushara County’s fleet of radios. Text Messaging Service: Similar to cellular short messaging service, Waushara County desires the ability for users of the system to be able to send covert, text messages from one radio user to another if the user is not in a position to make a radio call. Automatic Vehicle Location: Waushara County desires the ability to track user’s location via GPS coordinates over vendor’s proposed IV&D network

Simulcast design Waushara County desires seamless countywide coverage, and is fully aware that to obtain this, simulcast technology is required. Therefore, the vendor is to design only a simulcast solution that meets those requirements. Vendors shall provide the recommended equipment for programming/optimizing the simulcast network by a qualified and trained radio technician. Coverage Maps – Simulcast System •

The vendor is requested to provide the following minimum computer coverage maps with their responses. §

VHF Maps o

Digital P25 Portable, On Street, 95% coverage, talk out, RX at the Hip

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Digital P25 Portable, On Street, 95% coverage, talk back, TX at the Hip

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Analog, On Street, 95% coverage, talk out, RX at the Hip

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Analog, On Street, 95% coverage, talk back, TX at the Hip

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Analog Pager, On Street, 95% coverage, Outbound

All maps must be run for narrow band operation and Delivered Audio Quality of 3.0. Site Interconnectivity The vendor shall identify the interconnectivity requirements needed in its simulcast design between each tower. As stated above, Waushara County desires a solution that minimizes ongoing recurring costs, and therefore; would prefer a non-leased T1 solution. Assuming the vendor is suggesting microwave for connectivity; the vendor must provide a paper path profile between each tower site and provide a brief recommendation as to the suitability of this configuration. The system should be designed with a minimum path reliability of 99.999%. At a minimum, the bandwidth of each link must be adequately sized for the site connectivity requirements of the communication system. The vendor is requested to provide examples of how the excess bandwidth can be utilized by Waushara County in the future.

Frequency Summary The system shall include countywide two-way voice communications simulcasted from all sites on the following channels: Channel Name

Base TX (MHz)

Sheriff Analog Fire Paging EMS HWY Fire Working Sheriff Digital

155.1300 154.1750 155.8650 156.2400 154.0550 unknown

Base RX (MHz) 153.9650 150.7900 153.9350 158.9850 158.9100 unknown

Tower Sites Waushara County has identified six towers that can potentially be used for the new system. All of the locations have existing towers that may be utilized. •

Coloma – 44-01-12.6N/89-34-8.8W

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Lohrville (Bug Tussel) – 44-03-22.5N/89-09-58.8W

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Plainfield (Area Wide Towing New site)

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Poy Sippi (USCC) – 44-08-29.7N/88-59-51.1W

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Saxeville (Bug Tussel) – 44-12-03.8N/89-05-58.0W

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Wautoma (Charter) – 44-05-55.0N/89-18-20.0W

Site Development Services Waushara County has identified a location where a new site is to be developed. The current site (Area Wide Towing) has an existing structure and shelter that will need to be removed. Relocation of antenna’s off of the existing 180’ guyed tower and disassembly of the site is required. The successful vendor is to provide and install a new 250’ self supported tower with a 12' x 16' MSB featuring an outdoor generator with a 500 gallon LP tank inside the 60' x 60' fenced compound. Site Scope Summary •

Engineering Services for site drawings and regulatory approvals

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Zoning and local permitting services

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New fenced compound/expansion size - 60' x 60'

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Clearing

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Road length requiring improvement - 130 feet

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New power run - 275 feet, Electrical service type: Underground, 200 Amp 120/240V, single-phase

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New shelter size - 12' x 16'

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New fuel tank size -, Type: Propane above-ground, 500 gallons

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New generator size – TBD Type: Outdoor

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New tower to be used for antennas - 250' self -supported tower

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New tower foundation Type - Drilled Pie

Tower Type : 250' Self -supported tower at Plainfield. WIND/ICE LOAD: 90 miles per hour wind loading. 0.75 inch ice loading and twist/sway per EIA/TIA revision G. DESIGN CRITERIA: Tower structure has been designed based on Class 2, Exposure D, Category 2 as defined in TIA 222-G and foundation design is based on presumptive clay soil parameters per Annex F of TIA 222-G for a Drilled Pier, Pier & Pad type foundation.)" ACCESSORIES: White Strobe Lights Only (Day / Night), Wave Guide Ladder on 1 face(s). Additional sites may be necessary.

Antenna Loading The tower must be able to handle all equipment that is being relocated from the existing site to the new self supported site plus all of Waushara County’s new site equipment.

Site Zoning •

Coordinate zoning and permitting of the new tower site such that it is in full compliance with applicable jurisdictional requirements.

Site Engineering •

Prepare site construction drawings showing the layout of various new and existing site components.

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Conduct site walks to collect pertinent information from the sites (e.g., location of Telco, power, existing facilities etc.).

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Perform a boundary and topographic survey for the property on which the communication site is located or will be located.

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Prepare a lease exhibit sketch of the site to communicate to the property owner the proposed lease space and planned development at the particular site location.

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Prepare zoning drawings that can be used to describe the proposed site installation in sufficient detail.

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Prepare record drawings of the site showing the as-built information.

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Perform construction staking around the site to establish reference points for proposed construction.

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Provide an expert witness for up to two (2) day(s) to attend or testify at public meetings and/or hearings to provide expert testimony to assist in obtaining zoning approvals.

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Perform National Environmental Policy Act (NEPA) Threshold Screening including limited literature and records search and brief reporting, as necessary to identify sensitive natural and cultural features referenced in 47 Code of Federal Regulations (CFR) Chapter 1, subsection 1.1307 that may potentially be impacted by the proposed construction activity. This does not include the additional field investigations to document site conditions if it is determined that the proposed communications facility “may have a significant environmental impact” and thus require additional documentation, submittals or work. Regional Environmental Review (RER) report submittals if required by FEMA have not been included.

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Perform a cultural resource study, as needed to identify sensitive historical and archaeological monuments that might be impacted by proposed construction.

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Conduct up to 40-foot deep soil boring test at tower location and prepare a geotechnical report of soil conditions at locations of the tower foundation.

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Conduct construction inspection of foundation steel prior to pour, materials testing of concrete and field density tests of backfill to ensure quality construction.

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Check tower erection for plumbness, linearity and alignment after installation.

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Perform inspection of the site and the work performed by the Contractor to document that the site is built in accordance with the “Site Plans” and document any deviations or violations.

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Research permit requirements (building, utility, construction and FAA permits) for the construction of the proposed site, and determine if the permits are required. If a permit is required, the vendor shall obtain the necessary permit forms and complete the necessary information on behalf of the Customer.

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Submit the completed application forms to the local jurisdiction and apply for applicable permits.

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Vendor is responsible for any change orders.

Site Preparation •

Obtain the permits such as electrical, building and construction permits, and any inspections that may need to be coordinated with the local authorities to complete site development work.

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Provide one-time mobilization costs for the construction crews. Any remobilization due to interruptions/delays that are out of the vendor’s control will result in additional costs to Waushara County.

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Provide light clearing, grubbing and disposal of vegetation and shrub growth in the site compound area and a 20-foot path around it.

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Perform light tree clearing, grubbing and disposal of vegetation and shrub growth in a 15-foot wide access road to the site.

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Grade the site compound and ten (10)-foot path around it to provide a level, solid, undisturbed surface for installation of site components.

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Supply and install gravel surfacing to a depth of six (6) inches, underlain with geotextile fabric within the fenced-in site compound area and a three (3)-foot path around it.

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Provide a 15-foot wide access road (not to exceed 130 feet in length), including surface grading and graveling

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Provide silt fence around the compound to control soil erosion.

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Supply and install eight (8)-foot high chain link fencing with a ten (10)-foot wide gate around the shelter compound.

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Perform site touchup (fertilize, seed and straw) disturbed areas not covered with gravel after completion of construction work. Landscaping, decorative fencing or any other aesthetic improvement that may be required by local jurisdictions has not been included and will be handled through a negotiated contract change notice.

Site Components Installation •

Construct one (1) reinforced concrete foundation necessary for a 12' x 16' shelter.

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Construct one (1) concrete slab for 500 gallon above-ground Liquid Propane (LP) fuel tank at 3000 psi with reinforcing steel necessary for foundations.

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Construct one (1) foundation for the generator with reinforcing steel necessary for foundations.

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Supply and install one (1) prefabricated concrete shelter 12' x 16'.

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Supply and install one (1) 500-gallon Liquid Propane (LP) fuel tank, fill it with fuel and connect it to the generator.

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Supply and install fuel tank monitors on the tanks to monitor low fuel in tanks and run alarm wiring to the building located within 50 feet of the tank.

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Supply and install one (1) standby power generator located within 20' of the Automatic Transfer Switch (ATS) including interconnection wiring between the generator, transfer switch, and site electrical service mains.

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Supply and install one (1) 120 / 240 volt, 200 amp, single-phase meter pedestal and hookup for electrical service by the local utility.

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Provide all trenching, conduit, and cabling necessary for underground hookup of power to the shelter from nearby utility termination located within 275 cable feet of the shelter.

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Supply and install a grounding system around the shelter tied to the fence and other new metal structures within the compound to meet Motorola’s R56 standards.

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Conduct one (1) three-point ground resistance test of the site. Should any improvements to grounding system be necessary after ground testing, the cost of such improvements shall be the responsibility of Waushara County Sheriff.

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Supply and install one (1) freestanding 24-inch wide cable/ice bridge from the tower to the shelter (up to 15 linear feet).

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Install 250’ Self support tower

Antenna and Transmission Line Installation •

Supply and install nine (9) antenna(s) for the RF system.

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Supply and install one (1) yagi antenna(s).

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Supply and install one (1) 4' microwave dish.

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Supply and install up to 220 linear feet of 1/2 inch transmission line.

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Supply and install up to 1140 linear feet of 7/8 inch transmission line.

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Supply and install up to 660 linear feet of 1-1/4 inch transmission line.

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Supply and install up to 170 linear feet of EW63 waveguide for microwave dishes.

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Perform sweep tests on transmission lines.

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Supply and install one (1) ground buss bar at the bottom of the antenna support structure for grounding RF cables before they make horizontal transition.

Miscellaneous Work •

Remove Antenna's and line from existing 180 ' guyed tower

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Decommission existing 180' guyed tower and lower in sections to the ground- leave on site for customer.

Waushara County Responsibilities: •

Provide EME (Electrical Magnetic Emissions) plans for the site to comply with FCC requirements prior to starting tower work.

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Assist Vendor with permitting for sites as owner/lessee.

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As applicable, coordinate, prepare, submit and pay for all required permits and inspections for the work that is the Customer's responsibility.

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Pay for all utility connection, pole or line extensions and any easement or usage fees.

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Review and approve site design drawings within seven (7) calendar days of submission by vendor or its subcontractor(s). Should a re-submission be required, the Customer shall review and approve the re-submitted plans within seven (7) calendar days from the date of submittal.

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Pay for the usage costs of power, leased lines and generator fueling both during the construction/installation effort and on an ongoing basis.

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Pay for application fees, taxes and recurring payments for lease/ownership of the property.

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Provide personnel to observe construction progress and testing of site equipment according to the schedule provided by the vendor.

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Secure clear and unencumbered title, Memorandum of Understanding (MOU) or Lease Agreement with the property owner.

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Provide property deed or lease agreement, and boundary survey, along with existing as-built drawings of the site and site components to the vendor for conducting site engineering.

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Provide a right of entry letter from the site owner for the vendor to conduct field investigations. § §

Secure power connection to the site, associated permitting and installation of a meter and disconnect within 50 feet of the proposed shelter location. Provide additional temporary space for the staging the construction equipment during the construction of new site facilities (tower, shelter, generator, fuel tank etc.)

Equipment List The vendor is requested to provide a summary equipment list for the full system, including the required channel banks for each tower site. This list shall include the necessary receivers, voting comparators, transmitters, antenna and transmission line, multi-coupling devices, simulcast equipment and ancillary equipment.

Drawings The vendor is requested to provide drawings for each site and the dispatch equipment room.

System Description The vendor is requested to provide a comprehensive system description of this system being proposed. This shall not be a generic discussion.

System Integration The vendor is requested to provide system integration services to ensure a smooth installation and deployment of the new communication system. At a minimum, vendors must include the following services in your response: •

Detailed Design Review after contract award

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Monthly Progress Reports

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Site Inspections and recommendations for enhancement

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System Staging prior to installation

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System installation, implementation, and optimization

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System Acceptance Testing (provide test plan)

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System Documentation

Vendors must provide a Statement of Work (SOW) detailing the scope of services included in the proposal.

System Warranty / Ongoing Maintenance A call center operation via a support center must be the single point of contact for service issues. The phone number for the operations must be toll free and generate a service request case. If a technician is needed to respond to an issue for resolution, the call center operation must track the response to the on-site point of failure. The call center must track and update Waushara County on the progress of the repair and restoration. During the warranty period, Waushara County requires 24 hours per day, 365 days a year technical support operation to field all levels of calls. The operation must be staffed with technologists who specialize in the diagnosis and resolution of system performance issues by telephone. A case must be created for each issue and followed through to a resolution. Factory engineers must be available with in the State of Wisconsin should the highest level of technical support be needed. In an effort to utilize local Waushara County area resources, customer desires that the service/maintenance person be located within the County/City limits or within 75 miles of Wautoma, WI. Waushara County is requesting an additional 4 years of post warranty services beyond the first year. This price shall be broken out. Other Requirements

Substitutions No changes or substitutions of brands or supplies may be made by the proposing vendor without approval by Waushara County Force Majeure Neither party will be liable to the other for any failure or delay in rendering performance arising out of causes beyond its control and without its fault or negligence. such causes may include, but are not limited to, acts of God or the public enemy, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather; but the failure or delay must be beyond control and without fault or negligence. If the proposing vendor's failure to perform is caused by the default of a subcontractor, and if such default arises out of causes beyond the control of bother the proposing vendor and subcontractor, and without the fault or negligence of either of them, the proposing vendor should not be liable for any excess costs for failure to perform, unless the equipment or services to be furnished by the subcontractor were obtainable from other sources in sufficient time to permit the proposing vendor to met the required delivery schedule.

Independent Contractor The successful vendor and its employees will at all times act and perform as, and be considered as, an Independent Contractor, in no sense shall they be considered employees, agents, or volunteers of Waushara County. Insurance The successful vendor agrees that it will at all times during the terms of the agreement, keep in force and effect insurance policies as outlined below, issued by a company or companies authorized to do business in the State of Wisconsin and satisfactory to Waushara County. such insurance shall be primary. Upon executiion of the agreement, successful vendor shall furnish the County with a Certificate of Insurance and upon request, certified copies of the required insurance policies. The Certificate shall reference this contract and name the County as an additional insured. The County shall be given thirty (30) days advance notice of cancellation or non-renewal of coverage's during the term of this agreement. Worker's Compensation and Employer's Liability Insurance. Statutory worker's compensation benefits and employer's liability insurance with a limit of liability not less than $100,000 for each accident. successful vendor shall require subcontractors not protected under its insurance to take out and maintain such insurance. The County shall not be liable to the successful vendor's employees arising out of the performance of work under this agreement. Successful vendor and its worker's compensation insurance carrier agree to waive any and all rights to recovery from the County for Worker's compensation claims made by it's employees. Commercial General Liability Insurance. Policy shall be written to provide coverage for, but not limited to, the following: premises and operations, products and completed operations, personal injury, and blanket contractual. Limits of liability not less than $1,000,000 general aggregate, $1,000,000 products/completed operation aggregate, $1,000,000 personal injury, $1,000,000 each occurrence. The County shall be named as an additional insured which should be so stated on the Certificate of Insurance. Automobile Liability Insurance. Business automobile policy covering all owned, hired, and nonowned private passenger autos and commercial vehicles, which may be used in conjunction with performance of work under the contract. Limit of liability not less than $500,000 combined single limit. Nondiscrimination In connection with the performance of work under this agreement, the successful vendor agrees not to discriminate against any employees, applicant for employment, or actual or potential recipients of services because of age, race, religion, color, marital status, sexual orientation, gender or handicap as defined in Section 504 and the American with Disabilities Act (ADA) developmental disability, or national origin. References •

Vendor must provide a list of references of other customers with similar sized systems to the one proposed. Reference points will be calculated as follows: § §

How similar in scope and size is reference to proposed network? Is this system currently in full operation, past full system acceptance?