Request for Proposal
For Adams County Board of Commissioners
An IP Based NG9-1-1 System and Selected Options

Date: 08/7/2019


The purpose of this document is to provide interested parties with information to enable them to prepare and submit a sealed Proposal for the replacement of the existing E9-1-1 System in Adams County Board of Commissioners.
Proposals will be considered from vendors who are regularly established in the business of communication and in the judgment of Adams County Board of Commissioners are financially responsible and able to show evidence through prior work performed of their reliability, ability, experience, equipment, facilities and personnel directly employed or supervised by them to perform the work.
Elaborate proposals (e.g. expensive artwork) beyond that sufficient to present a complete and effective proposal, are not necessary or desired.
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TABLE OF CONTENTS
1 Project Description ……………………………………………………………………………………………………………….. 6
2 Procurement and Contracting Office ………………………………………………………………………………………. 7
3 Calendar of Events ……………………………………………………………………………………………………………….. 8
4 Pre-Bid Conference ………………………………………………………………………………………………………………. 9
5 Proposal Instructions ………………………………………………………………………………………………………….. 10
5.1 General Instructions …………………………………………………………………………………………………….. 10
5.2 Formatting Instructions ……………………………………………………………………………………………….. 10
5.3 Response Instructions ………………………………………………………………………………………………….. 11
5.4 Reasonable Accommodation ………………………………………………………………………………………… 11
5.5 On-Site Visit ………………………………………………………………………………………………………………… 11
5.6 Proprietary Information ……………………………………………………………………………………………….. 11
5.7 Obligation to Purchase …………………………………………………………………………………………………. 12
5.8 Patents ………………………………………………………………………………………………………………………. 12
6 Proposal Evaluation Process ………………………………………………………………………………………………… 13
6.1 General Requirements Evaluation …………………………………………………………………………………. 13
6.2 Technical Requirements Evaluation ……………………………………………………………………………….. 13
6.3 Pricing Evaluation ………………………………………………………………………………………………………… 13
7 Award Process and Contract Negotiation ………………………………………………………………………………. 14
8 General Requirements ………………………………………………………………………………………………………… 15
8.1 Qualifications and Experience ……………………………………………………………………………………….. 15
8.2 Business History ………………………………………………………………………………………………………….. 15
8.3 RFP Response ……………………………………………………………………………………………………………… 15
8.4 Vendor References ………………………………………………………………………………………………………. 15
9 Current System Information ………………………………………………………………………………………………… 16
10 Proposed System Information ……………………………………………………………………………………………… 17
11 Technical Requirements – Site Equipment …………………………………………………………………………….. 18
11.1 System Design …………………………………………………………………………………………………………….. 18
11.2 Equipment Racking ……………………………………………………………………………………………………… 18
11.3 Network Connectivity to Remote PSAPs …………………………………………………………………………. 19
11.4 Hosted Managed Service Model – Adams County Board of Commissioners ………………………. 19
11.5 Backup Power …………………………………………………………………………………………………………….. 19
11.6 Interfaces …………………………………………………………………………………………………………………… 20
11.6.1 System Telephone Circuit Interface ………………………………………………………………………… 20
11.6.2 System Remote ALI Retrieval Interface……………………………………………………………………. 20
11.6.3 System CAD Interface……………………………………………………………………………………………. 20
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11.6.4 System External Clock Interface ……………………………………………………………………………… 21
11.6.5 Long-Term Recorder Interface ……………………………………………………………………………….. 21
11.6.6 Position Based Recording ………………………………………………………………………………………. 21
11.6.7 Third-Party Map Interface ……………………………………………………………………………………… 21
12 Technical Requirements – Intelligent Workstation ………………………………………………………………….. 22
12.1 PC Hardware ………………………………………………………………………………………………………………. 22
12.2 Operating System ………………………………………………………………………………………………………… 22
12.3 Virus Protection ………………………………………………………………………………………………………….. 22
12.4 Audio Interfaces ………………………………………………………………………………………………………….. 22
12.5 Backup IP Telephone ……………………………………………………………………………………………………. 22
12.6 Call Handling Capability ……………………………………………………………………………………………….. 23
12.7 Visual and Audible Call Indicators ………………………………………………………………………………….. 23
12.8 Keyboard Shortcuts ……………………………………………………………………………………………………… 23
12.9 Command Line ……………………………………………………………………………………………………………. 23
12.10 Call Control Functions ………………………………………………………………………………………………. 24
12.10.1 Selective Answer ………………………………………………………………………………………………. 24
12.10.2 Release ……………………………………………………………………………………………………………. 24
12.10.3 Hold ………………………………………………………………………………………………………………… 24
12.10.4 Conference Transfer …………………………………………………………………………………………. 24
12.10.5 Adams County Board of Commissioners Transfer ………………………………………………… 25
12.10.6 Mute ……………………………………………………………………………………………………………….. 25
12.10.7 Deafen …………………………………………………………………………………………………………….. 25
12.10.8 Silent Monitor ………………………………………………………………………………………………….. 26
12.10.9 Barge-In …………………………………………………………………………………………………………… 26
12.10.10 Override Control ………………………………………………………………………………………………. 26
12.10.11 Redial………………………………………………………………………………………………………………. 26
12.11 Speed Dial ………………………………………………………………………………………………………………. 26
12.12 TDD/TTY …………………………………………………………………………………………………………………. 27
12.13 Text-to-9-1-1 (SMS) ………………………………………………………………………………………………….. 27
12.14 DTMF (Dual-Tone Multi-Frequency Signaling) Assist …………………………………………………….. 28
12.15 Automatic Location Identification (ALI) ………………………………………………………………………. 28
12.15.1 ALI Display ……………………………………………………………………………………………………….. 28
12.15.2 ALI Discrepancy Report ……………………………………………………………………………………… 28
12.15.3 ALI Retry ………………………………………………………………………………………………………….. 28
12.15.4 RapidSOS Enhanced Location……………………………………………………………………………… 29
12.16 NG9-1-1 Integrated Mapping …………………………………………………………………………………….. 29
12.16.1 Mapping Integration …………………………………………………………………………………………. 29
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12.16.2 Map Functions …………………………………………………………………………………………………. 30
12.16.3 Map Layers ………………………………………………………………………………………………………. 31
12.16.4 Uncertainty Circles ……………………………………………………………………………………………. 31
12.17 Abandoned 9-1-1 Calls ……………………………………………………………………………………………… 31
12.18 Instant Recall Recording (IRR) ……………………………………………………………………………………. 31
12.19 Instant Messaging ……………………………………………………………………………………………………. 32
12.20 Automated Greetings ……………………………………………………………………………………………….. 32
12.21 Overflow Capability ………………………………………………………………………………………………….. 32
12.22 Automatic Call Distribution (ACD) ………………………………………………………………………………. 32
12.23 User LogIn ………………………………………………………………………………………………………………. 33
12.24 User Security …………………………………………………………………………………………………………… 33
12.25 Call and Event Details (Call History) ……………………………………………………………………………. 33
12.25.1 Call Detail Record (CDR) …………………………………………………………………………………….. 33
12.25.2 Viewing Call Details …………………………………………………………………………………………… 34
12.25.3 Activity Log ………………………………………………………………………………………………………. 34
12.26 Print Capabilities ……………………………………………………………………………………………………… 34
13 System Administration ………………………………………………………………………………………………………… 35
13.1 Administrative System Management …………………………………………………………………………….. 35
13.2 Automated Backup Operation ………………………………………………………………………………………. 35
13.3 Monitoring and Alarms ………………………………………………………………………………………………… 35
13.4 Management Information System (MIS) ………………………………………………………………………… 35
13.5 Real-Time Call Status Monitoring ………………………………………………………………………………….. 36
14 Installation ………………………………………………………………………………………………………………………… 37
15 Training …………………………………………………………………………………………………………………………….. 38
16 System Testing and Acceptance……………………………………………………………………………………………. 39
17 Warranty, Maintenance and Documentation …………………………………………………………………………. 40
17.1 Warranty ……………………………………………………………………………………………………………………. 40
17.2 Maintenance ………………………………………………………………………………………………………………. 40
17.3 Documentation …………………………………………………………………………………………………………… 41
18 System Options ………………………………………………………………………………………………………………….. 42
18.1 9-1-1 Phone Only ………………………………………………………………………………………………………… 42
18.2 Portable Answering position …………………………………………………………………………………………. 42
18.3 Administrative Local PBX Functionality (Admin Telephony) ………………………………………………. 42
19 Pricing ……………………………………………………………………………………………………………………………….. 43
20 Attachment A – Pricing Document ……………………………………………………………………………………….. 44
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1 PROJECT DESCRIPTION
The “END USER”, hereafter referred to as the Adams County Board of Commissioners , is seeking a qualified and experienced vendor to replace the existing Sentinel Patriot E-911 with an IP based NG9-1-1 System in a single site with multi-site geo-diverse configuration, hereafter referred to as the “system”.
IP capable shall be defined as: The system, as delivered, must accept traditional E9-1-1 calls (wireline, wireless and fixed VoIP) delivered on legacy CAMA circuits as well as Next Generation IP traffic across the current Network using NENA i3 standard SIP signaling with no additional hardware or software required. If IP based signaling is provided by a standards based IP network, IP to Analog gateway adapters will not be accepted. Native i3 is required directly to the system.
The system will be used to process, answer and direct all calls placed to 9-1-1 in Adams County, Ohio.
More specifically, Adams County Board of Commissioners to define current environment and the end state desired.
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2 PROCUREMENT AND CONTRACTING OFFICE
This Request for Proposal (RFP) is being issued by Adams County Board of Commissioners. The procurement point of contact and person responsible for managing the contracting process is:
Contact Information:
Holly Johnson
Adams County Economic and Community Development
215 North Cross Street; Suite 101
West Union, Ohio 45693
937-544-5151
Holly.johnson@adamscountyoh.gov
Fax: 937-544-5939
No interpretation of the meaning of the plans, specifications, or other prebid documents will be made to the bidder orally. Every request for such interpretation should be in writing addressed to Adams County Economic & Community Development 215 North Cross Street; Suite 101 West Union, Ohio 45693. To be considered the request must be received at least 10 days prior to the date fixed for opening of the bid. Questions may be emailed or faxed to addresses listed above.
Unless otherwise provided in the invitation for bid, the name of a certain brand, make or manufacturer does not restrict bidders to the specific brand, make or manufacturer named; it conveys the general style, type, character, and quality of the article desired, and any article which the County in its sole discretion determines to be equal of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted.
BID BOND AND/OR SECURITY LICENSE
Each bid shall be accompanied by a bid bond in the amount of ten (10%) percent of the maximum amount of the bid. This assures the Customer of the compliance of the bidder to his bid and the execution of the Contract. Bids that do not include a bid bond will be rejected. Within ten (10) days after the award of the contract, if an award is made, the deposits of the remaining bidders will be returned. Within ten (10) days after the execution of the contract and acceptance of the bidder’s performance bond by the Customer, the deposit of the successful bidder will be returned.
If the winning manufacturer refuses, neglects to execute, or fails to furnish the required 100% performance bond within two (2) weeks after notice of the award, the amount of his deposit shall be retained by the Customer as liquidated damages. In addition to the 100% performance bond the bidder shall also agree to pay to the Customer on demand the difference between the price bid by him and the price for which the contract shall be subsequently relet, together with the cost of reletting, if any, less amount of the deposit.
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3 CALENDAR OF EVENTS
DATE EVENT
08/07/2019 Date of issue of the RFP
08/19/2019 Non-Mandatory Pre-Bid Conference at 9:00 am EST
09/02/2019 Last day for submitting written inquiries at 9:00 am EST
09/05/2019 Mail responses to vendor questions
09/06/2019 Proposals due from vendors at 3:00 pm EST
09/09/2019 Proposals opened at 10:30 am EST
09/16/2019 Present to Board of Adams County Commissioners for consideration (Estimate)
09/16/2019 Notification of intent to award vendor (Estimate)
09/30/2019 Contract start date (Estimate)
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4 PRE-BID CONFERENCE
A Non-Mandatory Pre-Bid Conference will be held on the date and time listed in the Calendar of Events for “Non-Mandatory Pre-Bid Conference” on 08/19/2019 at 9 am EST at the Adams County Sherriff’s Department/ 911 Office ; 110 West Main Street, West Union, Ohio 45693.
All interested vendors are to attend the Pre-Bid Conference, as this will be the only time available to view site.
Vendor representatives must sign the Pre-Bid sign in sheet as proof of attendance.
Any vendor not having a duly authorized representative at the conference will not be allowed to bid on this project.
Addenda and written answers to questions will only be provided to the vendors who attend the Pre-Bid Conference.
All vendors must be merchants dealing in the goods and services on which they bid and must be qualified to advise as to their application and use. Vendors warrant, and must be able, upon request, to demonstrate, that they possess the knowledge, experience, skill, capital, stock, charters, licenses, permits, patents and personnel necessary to satisfactorily perform the contract for which they submit responses.
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5 PROPOSAL INSTRUCTIONS
5.1 GENERAL INSTRUCTIONS
1. Vendors must submit one signed, printed original and one digital copy of all materials required for acceptance of their Proposal on or before the date and time listed in the Calendar of Events for “Proposals due from vendors” to the RFP point of contact.
2. Vendors must submit one signed, printed original of any Addenda issued with this RFP on or before the date and time listed in the Calendar of Events for “Proposals due from vendors” to the RFP point of contact.
3. The original copy of the Proposal shall be typed and submitted on 8.5 by 11 inch paper. The digital copy (such as compact disc (CD) or USB thumb drive) shall be sent and include one copy in Microsoft Word format and one copy in Adobe Acrobat PDF format.
4. All Proposal packages shall be clearly marked “IP Based NG9-1-1 System” followed by “Request for Proposal” followed by the name of the vendor, their complete address, telephone number and the name of the contact person displayed on the outside. The Proposal package must be sealed.
5. Proposals may be withdrawn, modified and resubmitted by the vendor prior to the Proposal due date.
6. Any questions concerning this RFP must be submitted in writing by mail or email on or before the date and time listed in the Calendar of Events for “Last day for submitting written inquiries” to the procurement point of contact. A written response will be sent to all such requests.
7. If clarifications to this RFP are required, it will be done in the form of an Addendum.
8. Any Addenda issued to the RFP will be sent electronically to the email address listed on the Pre-Bid sign in sheet for each vendor. It is the vendor’s responsibility to verify with the RFP point of contact if any Addenda have been issued.
9. All sealed Proposals will be opened on the date and time specified in the Calendar of Events for “Proposals opened” at the Adams County Board of Commissioners office. Vendors and the general public are invited to attend the opening. No decision will be made as to the award of the RFP at that time.
10. Proposals not received by the stated date and time listed in the Calendar of Events for “Proposals due from vendors” will not be considered and will be returned to the vendor.
11. Unsealed Proposals will not be considered and will be returned to the vendor.
12. Emailed or faxed Proposals will not be considered and will be returned to the vendor.
13. Unsigned Proposals will be considered non-responsive.
14. Unsigned Addenda, if any, will be considered non-responsive.
5.2 FORMATTING INSTRUCTIONS
Vendors are urged to use this document as the basis for all responses. An Adobe Acrobat PDF version and Microsoft Word version of this document is available upon request.
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Proposals must be organized with the following headings. Each heading shall be separated by tabs or otherwise clearly marked. Proposals shall be organized and presented in the order as specified below.
1. Introduction
2. Company history
3. Description of staff/support personnel
4. RFP Response (include this entire document as a template and insert Vendor responses in each section)
5. Proposed equipment list
5.3 RESPONSE INSTRUCTIONS
Each numbered section in the RFP must be answered by the vendor with one of the following responses or the Proposal will be considered non-responsive:
1. Read and Understood – Response to a numbered item in the RFP that does not require an answer to a requirement.
2. Comply – The proposed system will meet this requirement as it currently exists. Provide with description.
3. Complies with Alternative – The proposed system will meet this requirement through an alternative solution. The alternative solution must be fully explained.
4. Complies with Exception – The proposed system will meet only part of this requirement. The exception must be fully explained.
5. Does not Comply – The proposed system will not comply with this requirement.
5.4 REASONABLE ACCOMMODATION
Adams County Board of Commissioners will provide reasonable accommodations, including the provision of informational material in limited alternative formats, for qualified individuals with disabilities upon request. If you need accommodations at a Proposal opening/vendor conference, contact the procurement point of contact.
5.5 ON-SITE VISIT
It is strongly advised that all vendors attend the non-mandatory prebid conference set for August 19, 2019, 09:00 am, as this will be the only time available to view the site.
5.6 PROPRIETARY INFORMATION
All restrictions on the use of data contained within a Proposal and all proprietary information must be clearly labeled as “PROPRIETARY INFORMATION” and shall be so indicated with the notation in bold letters at the top and bottom of the page. Proprietary information submitted in a Proposal, or in response to the RFP, will be handled in accordance with applicable State Statute(s). A blanket statement that the entire contents or a major portion of the RFP response is propriety or confidential will not be accepted.
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5.7 OBLIGATION TO PURCHASE
Adams County Board of Commissioners incurs no obligation to purchase by extending this RFP. Adams County Board of Commissioners is also not liable for any cost incurred by vendors in replying to this RFP.
5.8 PATENTS
If a vendor’s solution violates any United States patents, you must outline these in your response. Adams County Board of Commissioners shall not be held responsible should the successful vendor’s solution infringe on any existing or awarded patents from other companies and/or entities. Legal costs and liability, if any, are to be borne by the Proposal responder.
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6 PROPOSAL EVALUATION PROCESS
6.1 GENERAL REQUIREMENTS EVALUATION
The bids will be reviewed by the General Requirements Evaluation Committee to determine how well each vendor’s bid compares to the stated General Requirements. This committee may include administrative, legal and financial representatives as selected by Adams County Board of Commissioners . Adams County Board of Commissioners may request further clarification from individual vendors in the event of incomplete or missing information. Vendors shall respond in writing to any requests for clarification. In the event that all vendors do not meet one or more of the General Requirements, Adams County Board of Commissioners reserves the right to continue the evaluation of the bids and may select the bid which most closely meets the requirements specified in this RFP. Failure to meet any of the General Requirements may result in the bid being considered non-responsive.
6.2 TECHNICAL REQUIREMENTS EVALUATION
Bids will be reviewed by the Technical Review Committee to determine how well each vendor’s bid compares to the stated Technical Requirements. The committee may include administrative, dispatch and technical representatives as selected by Adams County Board of Commissioners . Adams County Board of Commissioners may request further clarification from individual vendors in the event of incomplete or missing information. Vendors shall respond in writing to any requests for clarification. The committee may verify references, request oral presentations, conduct on-site visits and use the results of these actions in preparing a recommendation. In the event that all vendors do not meet one or more of the Technical Requirements, Adams County Board of Commissioners reserves the right to continue the evaluation of the bids and may select the bid which most closely meets the requirements specified in this RFP.
6.3 PRICING EVALUATION
Bids will have the Attachment A Pricing Document reviewed by the Pricing Evaluation Committee for completeness and accuracy. This committee may include administrative and financial representatives as selected by Adams County Board of Commissioners . Failure to use the Attachment A Pricing Document may result in the Proposal being considered non-responsive.
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7 AWARD PROCESS AND CONTRACT NEGOTIATION
The award is expected to be granted to the lowest responsible vendor taking into consideration the qualities of the solution proposed to be supplied, the solution’s conformity with specifications, the purposes for which required, the terms of delivery, transportation charges, the dates of delivery.
1. Adams County Board of Commissioners may accept the Proposal that is, in the sole judgment of Adams County Board of Commissioners , most responsible, even though it may not be the lowest priced Proposal.
2. Adams County Board of Commissioners reserves the right to reject any/or all Proposals if the price is deemed excessive or the quality of the product inferior.
3. Adams County Board of Commissioners may deem a Proposal non-responsive that is incomplete.
4. Adams County Board of Commissioners may deem a Proposal non-responsive that does not demonstrate the vendor’s ability to provide the required services.
5. Adams County Board of Commissioners reserves the right to waive minor irregularities in Proposals received.
6. Adams County Board of Commissioners reserves the right to purchase more or less of each item or service at the unit price offered in the vendor’s Proposal unless the vendor specifically and explicitly limits the response in this regard.
If at any time after the award, the awarded Vendor notifies Adams County Board of Commissioners in writing that the Vendor will no longer comply with the terms of the award, Adams County Board of Commissioners may terminate the award to the defaulting Vendor and make an award to the second most responsible Vendor.
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8 GENERAL REQUIREMENTS
8.1 QUALIFICATIONS AND EXPERIENCE
1. Must be a manufacturer, factory authorized distributor or reseller of NENA-compliant NG9-1-1 Systems and associated products being proposed.
2. Must have the capability to provide the services described within this RFP proven through manufacturer agreements, technical certifications, qualified engineering, installation and maintenance resource capacity and capability, past similar installations, and current customer references.
3. Must be capable of providing access to adequate spare parts, materials and testing equipment needed to maintain system within the response time specified in this RFP.
4. Must have a successful history in providing the solution as proposed, including services and support to similar governmental entities.
5. Must be able to show installed, working NG9-1-1 Systems in the field of the same design to be proposed.
6. Must be licensed to do business in the State of Ohio .
8.2 BUSINESS HISTORY
1. Business history that demonstrates the ability to provide software support, engineering, installation and maintenance services through the life of the contract.
8.3 RFP RESPONSE
1. Must show clear documentation of equipment, services and prices offered.
2. The manufacturer of the system must confirm that the proposed system design and configuration, as proposed in this document, has been reviewed and approved in writing by the manufacturer solution engineering and support teams.
8.4 VENDOR REFERENCES
1. Vendors must include in their response a list of at least three (3) organizations, including points of contact (name, address, and telephone number), which can be used as references for installed systems of similar design to the system described in this RFP.
2. These organizations will be contacted to determine the quality of work performed and personnel assigned to the project. The results of the references will be provided to the evaluation team. Incorrect contact information will invalidate the reference.
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9 CURRENT SYSTEM INFORMATION
Description of current system is a Sentinel Patriot E-911. To view the current system and speak with Adams County Sheriff’s Office 911 Coordinator, Michael D. Estep plan to attend the Non-Mandatory Pre-Bid Conference on August 19, 2019 at 9 am EST.
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10 PROPOSED SYSTEM INFORMATION
Describe The proposed system will consist of a (3) Call Handling positions − Each position is equipped with a Dell Workstation, dual 24” LCD Wide Screen Monitors, aVoIP phone, AIU for radio integration, and Genovation keypad, (3) full CallStation licenses, (1) SipStation Phone Only position, (8) FXS Ports for CAMA Trunks (includes room for growth), (8) FXO Ports for Admin Lines (includes room for growth), (1) PRI interface to customer provided Admin PBX , (2) ALI circuits, Equipment cabinet UPS, (1) Printer, No spare equipment included, SMS MSRP TCC Connectivity access license for a direct connection to a TCC. Customer is responsible for the TCC text service and connectivity costs. Designed to support up to fifty (50) concurrent Call Taker positions, Basic GIS management services to support the hosted Mapping capabilities in call handling,Utilization of the integrated CallWorks Mapped ALI solution to see calls ringing into the PSAP before answer with integrated call control, offered at no cost. If RapidSOS is implemented, RapidSOS coordinates display as a supplemental source to the traditional ALI data. Customer must supply a complete ESRI-based GIS formatted map (shapefile) thirty to sixty days prior to on-site system installation. Serial Interfaces to CAD, Mapping, LTR, other as required, Support for NGCS i3 based Text-to-9-1-1, NG9-1-1, i3 core functions and capabilities for future ESInet deployment. A single standard i3 connection to the customer provided NGCS / ESInet per Host site is included. Call management and reporting services, Data collection and reporting services on all 9-1-1 transactions, Continuous workstation performance monitoring and enterprise workstation antivirus protection, System and component level monitoring, alarming, diagnostics and reporting services, All-inclusive software support, updates, and upgrades for the contract term, no surprise charges. 24/7/365 Help desk, trouble ticketing and customer support services, Installation, testing, training, maintenance and on-site support services by CallWorks and Motorola Solutions, Project management services for the planning, design, testing, installation and operation of the systems for contract term. Total Base System with 10-Year Prepaid Software and On-Site Support, Extended Warranty, and Hardware Refresh.
3 WKS PC, Dual Video, 8gb RAM
6 MONITOR, 24W” FP, BLK (Dell P2417H)
1 ECX Dual Server, HA SA Appliance Assembly, 2U
3 AUDIO INTERFACE UNIT (AIU)
4 Polycom VVX411 VoIP Phone
3 Keypad, Genovation 24 Keypad
2 Mediant 1000 Chassis (CAMA), M1KB-2AC (Capacity Max- 6 Cards)
2 Mediant 1000 Gateway FXS 4-port Card (CAMA), M1KB-VM-4FXS
2 Media Gateway, 4 Port FXO to SIP
1 Media Gateway, PRI to SIP
1 Rack Shelf, Media Gateway, 2 GW per Shelf
3 CALLSTATION License
1 DECISIONSTATION, SITE License
1 ADMINISTATION, SITE License
1 MESSAGEWORKS, SITE License
1 SIPWORKS, i3/IP INTERFACE, PSAP License
1 SIPStation License, Per Position
1 SIP Trunk Interface, ECW to Third Party
1 SMS – MSRP TCC Connectivity Lic. (Access License Only)
30 VIRUS PROTECTION, WKS. – Per Pos. / Per Year
1 CABINET ASSM, 24 RU, COMPLETE
2 SWITCH, CISCO (X SERIES), 24-POE, 1/10/100
1 ROUTER, ISR 4331 (Remote, 3rd party)
1 ROUTER, ISR 4331 (Enterprise)
1 MISC. MAT., CABLES, LOT
2 ALI MODEM, E911 CSU/DSU
1 PRINTER, HP LaserJet Pro M252
1 IP to Serial Dist., 16 port
1 UPS – Smart-UPS X 3000VA
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11 TECHNICAL REQUIREMENTS – SITE EQUIPMENT
11.1 SYSTEM DESIGN
1. The system must accept traditional E9-1-1 calls (wireline, wireless and fixed VoIP) delivered on legacy CAMA circuits as well as Next Generation IP traffic across the XXXX Network using NENA i3 standard SIP signaling with no additional hardware or software required. If IP based signaling is provided by a standards based IP network, IP to Analog gateway adapters will not be accepted. Native i3 is required directly to the system.
2. If required in this Proposal, describe the protocol and specifications used for external IP network connectivity.
3. The system shall comply with all current NENA protocols and standards. Please state the NENA standards that the system complies with.
4. Vendors will describe their plan to migrate the proposed system to accept NG9-1-1 as the standards for such requests are developed and Adams County Board of Commissioners transitions to full i3 capability.
5. The system shall provide the capability to connect, when available, to a single standard NENA i3 NGCS connection to the ESInet per PSAP to support NG9-1-1, i3 core functions and capabilities.
6. The system shall be Wireless Phase I and II compatible and must be compatible with ten-digit ANI delivery and non-call associated signaling (NCAS) wireless ALI solutions.
7. All vital system modules shall be protected to ensure there is no single point of failure. Please describe in detail how the proposed system incorporates redundancy to meet the requirement.
8. Under no circumstance shall a failure in any vital system module disable more than 50% of the Intelligent Workstations and/or IP phones at any site.
9. The system shall operate in such a fashion so that a failure of any vital system modules will result in switchover to the redundant module.
10. Please state the general expansion capability of the system describing the overall system capacities with the hardware proposed, including the number of incoming 9-1-1 trunks, the number of answering positions, the number of telephone lines, and interfaces that may be installed.
11.2 EQUIPMENT RACKING
1. All equipment at the Primary and any Backup Host sites shall be cabinet mounted in secure and appropriate EIA 310 standard cabinets, with locking front and rear doors and appropriate ventilation.
2. All equipment located at Remote PSAP(s) or facilities shall be rack mounted in existing customer racks or Vendor provided wall mount racks as required.
3. All equipment must be commercially available in off-the-shelf configurations; please describe all exceptions.
4. Appropriate cabling, connectors and all hardware necessary for the installation and maintenance of the equipment shall be provided.
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11.3 NETWORK CONNECTIVITY TO REMOTE PSAPS
1. Adams County Board of Commissioners /Vendor will provide MPLS or Metro Ethernet connection to Remote and or Secondary PSAPs as required. Adams County Board of Commissioners /Vendor will provide and manage the necessary core router and edge router with Ethernet hand-off at each PSAP location as required.
2. The physical connection to the NG9-1-1 System will be electrical Ethernet via RJ45 connectors from the Adams County Board of Commissioners provided Layer 3/2 routed network. Please state all network requirements for this connectivity if required.
3. The vendor is responsible for providing and programming routers if they are required by the vendor’s proposed solution for connectivity to the Remote PSAPs from the Primary PSAP/Host site and the Backup PSAP/Host site. Please describe the mechanism that the solution uses to provide the connectivity.
4. In the event of a network failure to a Remote Primary PSAP or Remote Secondary PSAP, the system shall immediately determine that the Remote PSAP is unreachable and begin to deliver all calls destined for the isolated Remote PSAP to a designated backup PSAP. If required, Adams County Board of Commissioners will provide a list of backup PSAPs to the vendor.
5. Please describe in detail how the system will return to a normal state after connectivity is reestablished between the Remote PSAPs.
11.4 HOSTED MANAGED SERVICE MODEL ADAMS COUNTY BOARD OF COMMISSIONERS
1. Vendor shall offer a regionally Hosted Managed Service model to provide a highly available, fault tolerant, secure solution for NG9-1-1 call handling and mapping functionality.
2. The Hosted Managed Service solution shall lower total cost of ownership by reducing implementation time, and Adams County Board of Commissioners on-site administrative and maintenance responsibilities.
3. The Hosted Managed Service solution shall provide an infrastructure to efficiently add PSAPs or consolidate PSAPs without the upfront cost of Host equipment.
4. Each Adams County Board of Commissioners that is part of the Hosted Managed Service solution shall be able to operate independently choosing how calls are routed and handled in normal and overflow situations.
5. PSAP positions shall have the ability to be deployed in different configurations such as full call handling with or without mapping, 9-1-1 phone only or print only locations.
11.5 BACKUP POWER
1. All equipment at the Primary and Backup Host site shall be installed with a maximum of 30 minutes of battery backup to allow time for the customer-provided site UPS to provide longer-term backup power.
2. Vendor shall monitor and log the status of the proposed UPS(s).
3. The proposed UPS shall provide alarms on error/trouble conditions.
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11.6 INTERFACES
11.6.1 System Telephone Circuit Interface
1. The system shall provide for a 2-wire telephone line interface for a loop start administrative circuit(s). 4 ports are required.
2. The system shall support Caller ID functionality with name or name and number delivery on all administrative telephone line interfaces.
3. If required for PSAP operation, the system shall provide for a 2-wire analog CENTREX telephone interface with two, three or four-digit dialing patterns.
4. The system shall provide for a 2-wire telephone trunk interface for a CAMA reverse battery supervision circuit delivered from a Selective Routing Tandem per NENA standard 04-001. 4 ports are required.
5. The system shall provide for a Primary Rate Interface (PRI) circuit if the option for this method of administrative call delivery is selected.
6. The system shall support basic SIP trunk interface to local administrative PBX’s if required.
7. The system shall support SIP Service for administrative lines use, transfers and or abandoned callbacks as needed.
11.6.2 System Remote ALI Retrieval Interface
1. The proposed system shall support dedicated redundant data links to the designated ALI database provider.
2. Vendor shall provide ALI modems to support proposed system as required.
3. The system shall interface to the current ALI Retrieval system at the PSAP site(s) and any back up site as may be required.
4. The system shall support ALI steering in cases where Local Standalone ALI databases (SALI) may be used as well.
5. The system shall support multiple sets of ALI database connections as needed.
6. A request to the ALI database shall be made as soon as call ANI is received.
7. The NG9-1-1 system shall compare the telephone number returned with the ALI to the original ANI sent by the CO, ensuring that caller ALI is matched with ANI.
8. The system shall provide configurable parsing and validation of ALI results.
9. If an ALI failure is returned, or the result fails parsing or validation, the system shall automatically re-submit the request a maximum of one time.
10. The system shall be compatible with eight and ten-digit remote database query methods.
11.6.3 System CAD Interface
1. The system shall provide a minimum of two (2) RS-232 DB-9 female CAD output interfaces at each PSAP site.
2. The system must support variable CAD outputs (in RS-232 format) to support multiple CAD systems interface types as needed.
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3. Redundant CAD output capability must exist such that the failure of a vital component at one PSAP/Host site will not prevent CAD data from being delivered to all other sites.
11.6.4 System External Clock Interface
1. The system shall be equipped to derive legally traceable time from an external Network Time Protocol (NTP) clock source in order to ensure consistency of timestamps added to event records and reports from all PSAP equipment. Adams County Board of Commissioners will provide the Network Time Protocol clock device. Please state if the proposed system requires more than one NTP device or can offer a no cost source access.
11.6.5 Long-Term Recorder Interface
1. The proposed solution shall provide audio output connectivity to the Adams County Board of Commissioners provided LTR from the CAMA trunk and/or Analog Admin line demarcation point or via IP connection.
11.6.6 Position Based Recording
1. The proposed solution on a per PSAP basis, shall make analog Position Based Recording available to the Adams County Board of Commissioners provided LTR.
11.6.7 Third-Party Map Interface
1. The proposed solution shall support a serial based interface to a third-party map display solution or a mapping solution integrated with the current CAD system.
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12 TECHNICAL REQUIREMENTS – INTELLIGENT WORKSTATION
12.1 PC HARDWARE
1. The Intelligent Workstations used at all sites for the Call Taking capability shall operate on modern, currently available, commercial off-the-shelf (COTS) computing platforms.
2. The Intelligent Workstation shall be equipped with all necessary audio and video interface equipment to include a keyboard, mouse, speakers and at least a 22” widescreen LCD flat panel monitor.
3. Please state the requirements for the position workstation hardware.
4. Please describe available monitor size options.
5. It is desirable to have the option to provide workstation hardware; please describe any restrictions, processes or costs associated with use of customer provided workstations.
6. It is desirable that NG9-1-1 workstations be able to support additional third-party software as necessary; please describe any restrictions, processes or costs associated with installation of third-party software on the workstations.
7. All Intelligent Workstations shall also be capable of using a programmable keypad with 24 keys that will allow the user to perform basic system functions without using the computer keyboard if desired.
12.2 OPERATING SYSTEM
1. Please state the operating system used by the Intelligent Workstation.
2. Adams County Board of Commissioners desires the longest possible operating system support window; please state which versions of Microsoft Windows are supported.
12.3 VIRUS PROTECTION
1. All PC workstations in the network shall have virus protection software installed and functioning.
12.4 AUDIO INTERFACES
1. The system shall provide at each position, a network device providing a 6-wire analog audio output with contact closure (sense) for purposes of a radio/telephone headset interface as defined in NENA 04-001.
12.5 BACKUP IP TELEPHONE
1. The Intelligent Workstation shall include a backup IP telephone that supports the following capabilities:
a. Answer a 9-1-1 and Administrative call.
b. Place a 9-1-1 and Administrative call on hold.
c. Transfer a 9-1-1 call received using tandem hook flash signaling.
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d. Deliver the ANI of a 9-1-1 call.
e. Deliver the basic ALI of a 9-1-1 call.
f. Deliver the Caller ID of an Administrative call.
g. Provide speed dials.
2. The backup IP telephone shall be configured to ring in parallel with the Intelligent Workstation.
3. The backup IP telephone shall continue to perform basic capabilities in the event of a failure of the Intelligent Workstation. Failure of the Intelligent Workstation is defined as any condition which renders the workstation inoperable to include but not limited to:
a. Failure of the PC, monitor, keyboard or mouse
b. Failure of the call taking capability
c. Failure of any associated audio interface device
12.6 CALL HANDLING CAPABILITY
1. The call handling solution shall be browser-based providing a tightly integrated mapping display with the NG9-1-1 system that not only plots 9-1-1 calls but also provides call control from the map.
12.7 VISUAL AND AUDIBLE CALL INDICATORS
1. The Intelligent Workstation shall indicate incoming 9-1-1, emergency administrative, SMS, non-emergency administrative calls and abandoned calls by both audible and visual means.
2. The Intelligent Workstation shall have the ability to visually display the status of a call (connected, ringing (inbound/outbound), abandoned, transferred (internally or externally) or on hold) of each 9-1-1, emergency and non-emergency call.
3. If the included Mapping component is used, 9-1-1 calls shall also display on the integrated map display in the same status color format at the ALI location.
4. Please describe if the proposed system supports the use of queues or ring groups for 9-1-1, emergency administrative and non-emergency administrative circuits.
12.8 KEYBOARD SHORTCUTS
1. Please state if the Intelligent Workstation can provide for a method of programming keyboard shortcuts that allow the user to perform common call taking functions with a single keyboard or keypad keystroke.
2. Please list all shortcuts supported.
12.9 COMMAND LINE
1. The Intelligent Workstation shall provide a command line allowing the user to perform call handling functions, send messages, add notes and access Help.
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12.10 CALL CONTROL FUNCTIONS
12.10.1 Selective Answer
1. The Intelligent Workstation shall present 9-1-1 calls with pre-answer ALI information and provide the users the ability to choose which call to answer when multiple 9-1-1 calls are ringing.
2. The Intelligent Workstation shall present emergency administrative calls with Caller ID information, if available.
3. The Intelligent Workstation shall present non-emergency administrative calls with Caller ID information, if available.
4. Please describe the Intelligent Workstation behavior when the Answer button is used on the GUI or the external keypad to answer a call when there are 9-1-1 and/or emergency or non-emergency administrative calls ringing at the same time.
5. If the included Mapping component is used, the workstation shall present 9-1-1 calls with ANI on the integrated Map display at the Pre-ALI location with ability to quickly answer from the Map.
12.10.2 Release
1. The Intelligent Workstation shall have the ability to release any call when complete using a keystroke or mouse click.
2. The Release function shall include forced disconnect when that feature is supported by the originating 9-1-1 service provider.
12.10.3 Hold
1. The answering position shall allow the Call Taker to place any number of 9-1-1 calls on hold.
2. To assist in retrieving the proper call, operators shall be presented with a list of calls on hold, showing the ANI, the ESN, the trunk number, the time and date at which each call was placed on hold.
3. Call Takers shall also have the capability of retrieving 9-1-1 calls that have been placed on hold at another position.
4. The system shall store the ANI/ALI information while the call is on hold hence avoiding repetition of the ALI request. This cached ALI information shall be provided automatically to any workstation retrieving the call from hold, including remote positions.
12.10.4 Conference Transfer
1. The proposed system shall provide multi-party conferencing within resource constraints of the network, for any number of parties as a standard feature.
2. The system must be able to conference all types of trunks, lines and stations in a single conference.
3. Conference audio mixing must be done digitally to avoid audio quality degradation as parties are added.
4. Use of the conference feature shall not preclude or prevent the use of any other standard call handling feature such as Monitor, Hold, or TDD send and receive.
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5. The system must track the join and release of each local and remote conference party and make that detail available in the standard Call Detail Report.
6. The Intelligent Workstation shall have the ability to transfer an established 9-1-1 call by executing a hook-flash on the incoming 9-1-1 circuit followed by either a pre-programmed tandem star code, speed dial or a manually entered 10-digit telephone number.
7. The Intelligent Workstation shall have the ability to transfer an established 9-1-1 call to another group or queue of Intelligent Workstations by either a speed dial or manually dialed number.
8. The Intelligent Workstation shall allow for the user to remain on an incoming 9-1-1 call and execute the conference transfer without putting the calling party on hold.
9. The Intelligent Workstation shall have the ability to transfer an established administrative call, on a circuit configured with three-way calling, by executing a hook-flash on the incoming administrative circuit followed by either a speed dial or a manually dialed 7-digit or 10-digit telephone number.
10. The Intelligent Workstation shall have the ability to transfer an established administrative call to a third-party by creating a conference with an outbound administrative line and either a speed dial or a manually dialed 7-digit or 10-digit telephone number.
11. The Intelligent Workstation shall have the ability to transfer an established administrative call to another group or queue of Intelligent Workstations by either a speed dial or manually dialed number.
12. Please state how many parties the system allows to be placed in a conference.
13. The user shall be able to drop out of any of these conferences, leaving the other connected parties talking as long as at least one of the other parties possesses disconnect supervision on the connection.
14. The Intelligent Workstation shall be able to execute a conference transfer while on the line with the calling party and another Intelligent Workstation.
12.10.5 Adams County Board of Commissioners Transfer
1. The Intelligent Workstation shall have the capability to display at least three (3) emergency service Adams County Board of Commissioners transfer buttons when a 9-1-1 call is received.
2. This capability shall allow a user to transfer a call to the appropriate Adams County Board of Commissioners , based on the ESN based transfer feature of Legacy Selective Routing and establish a no-hold conference call with a keystroke or mouse click.
12.10.6 Mute
1. Users must have the ability to prevent all call participants from receiving audio from their phone but continue to hear any connected call participants.
12.10.7 Deafen
1. Users must have the ability to communicate privately, without the Caller being aware. The caller remains connected to the conference call but is prevented from hearing the conversation of the other conference participants. Conference participants continue to receive audio from the deafened caller.
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12.10.8 Silent Monitor
1. The user must have the ability to connect to an active call, but only to listen to the ongoing conversation. The Call Taker interacting with the caller is not notified that the call is being monitored.
12.10.9 Barge-In
1. The Intelligent Workstation shall give the user the ability to barge into or join an existing 9-1-1 or administrative call by selecting the appropriate circuit indicator.
2. ANI/ALI information, if available, shall be displayed on the user’s display when barge-in is performed on a 9-1-1 call.
3. The Intelligent Workstations shall be able to execute a transfer (speed dial or hook flash) while barged-in with another Intelligent Workstation.
12.10.10 Override Control
1. The Intelligent Workstation shall give the user the ability to become the primary owner of another user’s active call, disconnecting the original owner.
12.10.11 Redial
1. The Intelligent Workstation shall provide Last Number Redial capability. Redial shall be provided transparently for the last inbound or outbound call with a single click.
2. The Intelligent Workstation shall include a function to allow the user to initiate a redial of any previously answered call using a single keystroke or mouse click.
3. The Intelligent Workstation shall include a function to allow the user to view a list of the previous 9-1-1 or administrative calls answered on that workstation, select a call from the list and to initiate a redial of the selected call using a keystroke or mouse click.
4. Describe the number of previous calls that can be listed for the Call Taker to select and redial.
5. The Intelligent Workstation shall perform a callback to a wireline 9-1-1 calling party by dialing the ANI received during the original call.
6. The Intelligent Workstation shall perform a callback to a wireless or VoIP 9-1-1 calling party by dialing the CPN received during the original call.
7. Local and long distance numbers shall be detected and dialed as appropriate without user intervention.
8. Non-dialable numbers shall be skipped over in the single-button Redial buffer.
12.11 SPEED DIAL
1. The speed dial feature shall allow the user to quickly access frequently called telephone numbers from a pre-programmed Directory list.
2. A speed dial feature shall allow access to an unlimited number of speed dial entries.
3. Speed dial numbers shall consist of any number of digits per entry.
4. Each speed dial entry shall allow more than one phone number.
5. The speed dial feature shall be able to be organized into Customer defined categories. The number of categories should not be limited.
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6. The categorized Directory list shall include single click icons for the most frequently called entries.
7. The user shall be able to initiate a call to the speed dial by a keystroke or mouse click.
8. The speed dial feature shall be user-programmable only under credential-based level access.
9. Speed dial searching should match any field in the library including digit fields. Search strings should match anywhere within the field, not requiring to match from the beginning of the field.
12.12 TDD/TTY
1. The Intelligent Workstation shall be capable of detecting emergency calls originating from Baudot-type Telecommunication Devices for the Deaf (TDD/TTY) equipment and indicating to the user the presence of the TDD/TTY call.
2. The Intelligent Workstation shall be capable of manually connecting to emergency calls originating from TDD/TTY equipment; as well as originating Baudot calls.
3. The Intelligent Workstation shall allow users to communicate with TDD/TTY callers directly from their NG9-1-1 Intelligent Workstation keyboard without requiring the use of any external device.
4. The Intelligent Workstation shall allow users to access and send pre-programmed TDD/TTY messages.
5. All TDD features shall function correctly on all calls; regardless of other features being used such as Conferencing, Monitor or Barge-In.
6. The system must comply with ADA requirements for HCO (Hearing Carry Over) and VCO (Voice Carry Over) calls.
7. The System must store all TDD/TTY conversations in call detail reports.
8. TDD communications shall be timestamped and indicate the transmitting party. Historical TDD messages and timestamp information shall be available for review within the Call History and MIS views.
12.13 TEXT-TO-9-1-1 (SMS)
1. The proposed system must comply with the NENA i3 standards to support text-to-9-1-1 messaging.
2. The proposed system shall provide the receipt and management of 9-1-1 text (SMS) calls, as delivered.
3. The Intelligent Workstation shall provide an integrated 9-1-1 text call taking window allowing Call Takers to immediately view and respond to the message.
4. The Intelligent Workstation user interface shall process 9-1-1 text (SMS) calls in the same manner as voice and TDD/TTY calls.
5. The 9-1-1 text call processing window shall feature pre-programmed messages for users to provide “one-click” response to common messages.
6. Additional information related to the text call shall be displayed, if available, such as ALI results, prior information based on the phone number or location and call and/or location history based on the phone number or caller’s location.
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7. The proposed system shall display an icon on the map at the location of the call provided MSRP (Message Session Relay Protocol) in use.
8. The proposed system shall allow the user to continue to take and manage voice calls while participating in multiple SMS calls.
9. Text-to-9-1-1 conversations shall be allowed to be transferred to other agents on the host system.
10. Text-to-9-1-1 conversations shall be allowed to be transferred to other PSAPs on the host system.
11. The proposed system shall log the 9-1-1 text conversation and the actions performed and become part of the 9-1-1 record.
12. Historical SMS messages and timestamp information shall be available for review within the Call History and MIS views.
13. The proposed solution shall support Text-to-9-1-1 connecting directly to the ESInet using native NGCS i3 standards.
14. The proposed solution shall support Text-to-9-1-1 connecting directly to a Text Control Center (TCC) via MSRP.
15. The proposed solution shall support co-habitation of third-party web-based Text message applications for pre- i3 support.
16. Text via TTY will not be considered integrated for this solution.
12.14 DTMF (DUAL-TONE MULTI-FREQUENCY SIGNALING) ASSIST
1. The proposed system shall display the DTMF tone if the Call Taker prompts the caller to press specific number keys on their phone.
12.15 AUTOMATIC LOCATION IDENTIFICATION (ALI)
12.15.1 ALI Display
1. The Intelligent Workstation shall display ALI information consistently when interfacing with different ALI providers that send their information in different formats.
12.15.2 ALI Discrepancy Report
1. The system shall provide a method to allow users to save a copy of an incorrect ALI record as it appeared during a call with revisions reported by the caller. These discrepancies will be available via report on demand in a PDF format.
12.15.3 ALI Retry
1. The proposed system shall have an automatic ALI Retry capability for 9-1-1 calls.
2. The ALI Retry feature shall be configurable as to the number and frequency of intervals for automatic mode.
3. The proposed system shall provide the ability to manually request ALI data.
4. The system shall have the ability to disable manual ALI requests on a PSAP by PSAP basis.
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12.15.4 RapidSOS Enhanced Location
1. The proposed solution must provide seamless integration with RapidSOS improved wireless location / GPS coordinates as a supplemental source to the traditional ALI data.
2. The solution shall provide the RapidSOS coordinates both in text and displayed on the map.
3. The solution shall allow the Call Taker to compare the two (ALI and RapidSOS) location reports and use the one, which is most useful in the context of the call.
4. The proposed integration shall allow dynamic updates of the RapidSOS coordinates in text and displayed on the map.
5. The solution shall record the RapidSOS location data if available, in the call details for reporting and data exports.
12.16 NG9-1-1 INTEGRATED MAPPING
12.16.1 Mapping Integration
1. Adams County Board of Commissioners desires that the NG9-1-1 system provide a Mapped ALI capability to provide a tightly integrated mapping display with the NG9-1-1 system for plotting and managing 9-1-1 calls.
2. The proposed mapping solution must be browser-based with a natively integrated map display capability with integrated call control embedded into the call handling solution.
3. The mapping solution shall reside and operate on the same platform, network and workstation as the NG9-1-1 call handling solution.
4. The mapping display shall be able to reside on a separate monitor or tab in a browser as needed.
5. Along with the 9-1-1 Pre-ALI features, 9-1-1 calls shall be plotted on the map before answer, as well, so that calls may be geographically represented for more efficient answering.
6. The proposed integrated mapping solution must work with traditional and Next Generation wireline and wireless calls.
7. The proposed integrated mapping solution must work seamlessly with the call handling solution. Right clicking on a call icon on the map displays full call management options, including answer from the map.
8. The mapping system shall be capable of providing visual display of the calling party’s street address information based on the ANI.
9. Each position must have the capability of reviewing data on from previous calls and automatically zoom and display the call location on the map.
10. The proposed integrated mapping solution shall display off-net transferred call icons while the 9-1-1 caller is on the line.
11. The mapping solution must be capable of using shape files from ESRI and other public safety industry accepted GIS formats for the purpose of providing and updating maps.
12. The proposed mapping solution shall use the Adams County Board of Commissioners provided GIS data set consisting of:
a. Addresses
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b. Streets
c. Intersections
d. Common place names
e. Adams County Board of Commissioners provided layer data to better assist Call Takers in managing emergency calls
13. The proposed mapping capability shall be viewed and serve as a backup or as a supplement to the third-party mapping system.
12.16.2 Map Functions
1. The proposed integrated mapping solution shall be feature rich and include standard features such as:
a. Rubber Zoom
b. Zoom In/Out
c. Zoom Slider
d. Zoom with mouse wheel
e. Full view
f. Grab/Move
g. Measure
h. Map Location Searches using Common Place Names, Street Segments, Addresses, Intersections, and Coordinates
i. Clear Pin
j. ESN Toggle
2. The proposed system must provide a small window or view that shows the representative scale in reference to the whole GIS data set. The current zoom view should show its representation to the GIS data set.
3. Two (2) Coordinate system views should be provided such that cursor movement instantly displays the selected coordinate data format. This should be selectable to degrees/minutes/seconds or decimal degrees on a per workstation basis.
4. The proposed system shall provide an efficient method to set the focus of a selected active or closed call at the center of the map.
5. The ANI with a call icon must appear on the map until released and after a settable time in seconds.
6. A released call displayed on the map shall have the following functions via a simple click on the map icon:
a. Review Call
b. Redial
c. Playback
d. Remove icon
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12.16.3 Map Layers
1. The proposed solution must include an easy to use map layer controller which can be hidden when not in use to free up display area.
2. The layer controller shall allow users to select the layers that will be displayed on the map.
3. Map layer options must be configurable to include Adams County Board of Commissioners provided data options such as Uncertainty Circles, Fire Stations, Fire Hydrants, Landmarks, Addresses, Major Roads, Streets, Buildings, Hydrology, ESN, etc.
4. If a third-party map display solution or a mapping solution integrated with a current CAD system is in use, the proposed mapping capability shall be able to be moved to a tab on the NG9-1-1 browser solution to be viewed and used as a backup or as a supplement to the third-party mapping system.
12.16.4 Uncertainty Circles
1. The proposed integrated mapping solution shall display confidence and uncertainty for wireless calls based on the ALI results report received.
2. The result shall display on the map as an uncertain circle surrounding the wireless call with a percentage reflecting the degree of confidence that the call is coming from within the area covered by the uncertainty circle based on the ALI results report received.
3. The proposed system using the RapidSOS integration when the RapidSOS location data is available for an inbound wireless 9-1-1 call, shall display a RapidSOS uncertainty circle surrounding the area of the RapidSOS reported position, in addition to the ALI uncertainty circle.
12.17 ABANDONED 9-1-1 CALLS
1. The proposed system shall detect abandoned 9-1-1 calls and be capable of collecting the ANI digits and processing the ALI lookup regardless of the condition of the call (i.e. on-line or hung up).
2. The proposed system shall visually and audibly indicate that a 9-1-1 call is abandoned and show its ALI based location on the map.
3. The ANI and ALI of the abandoned caller must be available for viewing by the user and a single click call back.
12.18 INSTANT RECALL RECORDING (IRR)
1. The Intelligent Workstation shall provide Instant Recall Recording (IRR) functionality for 9-1-1 and Admin Lines as required.
2. In legacy CAMA deployments, the telephone IRR capture shall begin at the time the call begins ringback for pre-answer insight.
3. Recordings shall be accessible on the Intelligent Workstation and provide for a 24 hour rolling log, by the user of recordings available for review.
4. Playback shall be via an external speaker connected to the Intelligent Workstation.
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12.19 INSTANT MESSAGING
1. The proposed system shall provide a quick method for system users to chat with other system users or other PSAPs that may be connected to a hosted system as required.
2. The proposed system shall provide a configurable option for an audible alert on receipt of an Instant Message.
12.20 AUTOMATED GREETINGS
1. The console shall provide the ability for each agent to pre-record their greetings based on the line type of the incoming call such as 9-1-1, ten-digit emergency or non-emergency administrative calls.
2. The proposed system shall automatically play the appropriate agent greeting to the caller based on the line group immediately when the call is answered at the console.
3. The proposed system shall include the outgoing greeting in the call recording.
12.21 OVERFLOW CAPABILITY
1. The system shall have the capability to overflow all unanswered calls to another group of Intelligent Workstations or an outside Adams County Board of Commissioners when a 9-1-1 or administrative call has not been answered.
2. The system shall have the capability to overflow all unanswered 9-1-1 calls to another group of Intelligent Workstations or an outside Adams County Board of Commissioners when a 9-1-1 call has not been answered within a specified time.
3. The system shall have the capability to overflow all unanswered 9-1-1 calls to another group of Intelligent Workstations or an outside Adams County Board of Commissioners when a 9-1-1 call is presented to the system and no users are available to answer.
4. The system shall have the capability to overflow all unanswered administrative calls to another group of Intelligent Workstations or an outside Adams County Board of Commissioners when an administrative call has not been answered within a specified time.
5. The system shall have the capability to overflow all unanswered administrative calls to another group of Intelligent Workstations or an outside Adams County Board of Commissioners when an administrative call is presented to the system and no users are available to answer the call.
6. The system shall have the ability to continue to ring the original group of Intelligent Workstations the call was presented to in addition to the overflow groups.
12.22 AUTOMATIC CALL DISTRIBUTION (ACD)
1. The proposed system must support an ACD capability allowing for inbound call traffic to be grouped, with calls presented to specific Call Takers based on a distribution scheme and Call Taker availability.
2. The ACD system shall support a Round Robin queue distribution scheme.
3. The ACD system shall support a Longest Idle queue distribution scheme.
4. The ACD system shall allow Adams County Board of Commissioners to define a combination of skills and capabilities for any particular group of users as necessary.
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5. The ACD system shall support an unlimited number of queues per user group/PSAP.
6. The ACD system shall allow each queue to be configured independently.
7. The ACD system shall support the ability to prioritize across queues.
8. The ACD system shall provide the ability to automatically answer incoming ACD calls where the Call Taker hears the zip tone and is immediately connected to the caller.
9. The proposed solution shall provide ACD states which determine whether the Call Taker is ready to receive a call or not.
10. The console shall provide the ability for an agent to change their state to and from ready and not ready to receive an ACD call.
11. The ACD system shall provide the configurable ability to provide post-call-processing time for giving the agent time to wrap up the previous call prior to becoming available for new ACD calls.
12. The ACD system shall support the ability to re-route to an alternate queue based on maximum wait time, maximum calls in queue, or no agent signed in to the queue.
13. A configurable pre-recorded greeting shall be supported on a per-ACD Queue basis. The announcement audio will be interleaved with ringback indication to the caller while that caller is in a ringing state and should not delay call presentation.
12.23 USER LOGIN
1. The system shall provide login verification capability and each user will be prompted to login using a username and password.
2. Upon successful log-on, all 9-1-1 lines, administrative lines, functions, and capabilities shall be made available to the user solely based on the user login credentials.
12.24 USER SECURITY
1. All workstations shall be configured with a security policy for non-administrative users that prevents the user from reaching any functions or operating system settings not required by the NG9-1-1 solution.
2. All workstations shall be configured with a security policy for administrative users that enables access to the operating system.
12.25 CALL AND EVENT DETAILS (CALL HISTORY)
12.25.1 Call Detail Record (CDR)
1. The system shall capture and store all available information pertaining to each 9-1-1 call on the system server as read only.
2. The system MIS shall access the Call Detail Records (CDR) for reporting purposes.
3. The information contained in each CDR must include at minimum:
a. Caller’s ANI and ALI
b. Incoming trunk
c. Call Taker answering position
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d. Transferred destination
e. Date, time(s) of the various connect, disconnect and transfer events
f. Other particulars relating to the call
12.25.2 Viewing Call Details
1. The Intelligent Workstation shall provide an efficient method to view details of an active or released call.
2. The Intelligent Workstation shall provide a method to allow the user to view the ANI and ALI information of answered 9-1-1 calls and the Caller ID information of answered administrative calls for active and released calls.
3. The Intelligent Workstation shall provide a method to allow the user to view previous calls at the location or phone number of an active or released call.
4. The Intelligent Workstation shall provide a method to allow the user to view associated premise information of the call address.
5. The Intelligent Workstation shall provide a method to allow the user to view the full detailed record of start-to-finish call activity.
6. The Intelligent Workstation shall provide a method to allow the user to view the call location on the map if the ALI Results for the call contain a valid location.
7. Please describe the number of previous calls the system can display and how they are displayed.
12.25.3 Activity Log
1. The Intelligent Workstation shall provide a chronological display of all activity across all users including call management actions, and system messages for a period of time.
12.26 PRINT CAPABILITIES
1. The Intelligent Workstation shall provide a method for on demand printing of call detail information to a network printer.
2. The Intelligent Workstation shall provide automatic printing of call detail information to a network printer when a call is answered.
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13 SYSTEM ADMINISTRATION
13.1 ADMINISTRATIVE SYSTEM MANAGEMENT
1. The system shall provide a mechanism to allow a system administrator to maintain core system functions as well as users and interfaces. Please describe in detail.
2. The vendor shall allow an administrative privileged user to access any computer residing on a private IP administrative network to have access to the NG9-1-1 system IP network for call monitoring, administration, statistical reporting, and MIS purposes. Please describe the preferred method for accomplishing this requirement.
3. The proposed system shall have the ability to send out instant global notifications to all connected system users or groups of users.
13.2 AUTOMATED BACKUP OPERATION
1. All critical system files such as Maintenance Logs, Statistics, Call Records, stored ALI Information and TDD/TTY conversations, etc. shall be saved daily to an external storage device provided by Adams County Board of Commissioners .
13.3 MONITORING AND ALARMS
1. The system must be capable of self-monitoring vital processes and sending alarms in the event of an alarm condition.
2. The system must notify the vendor, the local system administrator and/or local maintenance personnel upon detection of an alarm via email and give a brief description of the alarm condition.
3. There shall be a minimum of two (2) categories of alarms (non-critical, critical) depending upon the criticality of the event. Please state if the system supports more alarm conditions.
4. Remote Monitoring of the system by the vendor of its health on a 7x24x365 basis is required.
13.4 MANAGEMENT INFORMATION SYSTEM (MIS)
1. The vendors shall provide a comprehensive management and statistical reporting system to provide the PSAP management personnel with real-time and historical information.
2. The reporting system shall be customizable such that the generating of reports for varying time periods can be selected.
3. The vendor shall include one (1) black and white networked laser printer at each PSAP location to be used as a system printer.
4. Please provide a comprehensive list of all available pre-defined reports by appropriate categories.
5. Call recordings shall be accessible for all active and past calls and long-term download through the MIS system for users with credentials.
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6. The proposed MIS system shall provide a method to start with a piece of information and be able to easily explore through all related data to find the information needed.
7. All call related information shall be saved in electronic format.
8. Please state if the data generated from these reports is exportable to an ‘off-the-shelf’ database or reporting software.
9. The proposed system shall support an interface to ECaTS, a third-party MIS subscription service, to provide exported historical Call Detail Record information captured in the proposed solution.
10. Historical data shall be segregated by PSAP so that reports may be run by an individual PSAP if required. Historical data for one PSAP shall not be available to other PSAPs.
13.5 REAL-TIME CALL STATUS MONITORING
1. The proposed system shall support an optional window within the call handling solution to display real-time call statistics for logged on users in assigned dispatch groups.
2. The proposed system shall support a commercial off-the-shelf LCD panel configurable to show live call activity.
3. The real-time call display shall show for each call type (E9-1-1, 7-Digit Emergency, and Administrative), the following:
a. Number of calls ringing.
b. Number of calls connected.
c. Number of calls on hold.
d. Number of calls abandoned.
4. The real-time call display shall show for each dispatch group of which a logged-on user is a member, the following:
a. Number of inbound calls ringing.
b. Number of users ready to receive a call.
c. Number of users not ready to receive a call.
d. Number of users on a call.
5. The real-time call display shall show for each logged-on user, the following:
a. Position the user is working.
b. Their active status (such as ready, not ready and on call) and the time in that status.
c. Dispatch group(s) the user is a member of.
d. Average answer time over a configurable 12 or 24-hour time period.
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14 INSTALLATION
1. The vendor and Adams County Board of Commissioners shall agree upon a proposed delivery timeline prior to the start of system installation.
2. The vendor shall be responsible for all aspects of the installation of the system.
3. The vendor is responsible for installing all equipment and new cabling required for the proposed system to include any necessary cable extenders for keyboards, mice, 24-button keypads, speakers and monitors as may be required.
4. The vendor shall install removable Velcro straps for all cable bundles and rack cable management. Plastic tie wraps shall not be used.
5. State the number of CAT5e plenum grade cables to be installed at each Intelligent Workstation.
6. All CAT5e cables shall be installed with a 5-foot service loop at each end at all PSAPs.
7. Any additional cables that the vendor may need to complete the Intelligent Workstation installation must also be plenum grade.
8. All cables must be identified on each end with permanent labels.
9. Cabling shall include connection of all administrative circuits, 9-1-1 circuits and positions to the digital recording system cross connection block.
10. The Adams County Board of Commissioners will be responsible for the disposal of all abandoned equipment and cabling.
11. System grounding must comply with industry standards and good engineering practices. The vendor shall provide a comprehensive grounding review prior to system installation and notify the 9-1-1 Director of any deficiencies found. The 9-1-1 Director and vendor shall then agree upon a remediation plan and responsibilities for any deficiencies noted.
12. The system must operate from standard 115V, 60 Hz, single-phase power. The vendor shall state the power requirements for the backroom equipment and each answering position.
13. The vendor shall provide and maintain all UPS power devices for all equipment at all facilities. Please state the voltage and amperage requirements for all provided UPS equipment.
14. The successful vendor will procure, receive, build out and stage the entire system as outlined in the final, negotiated contract process and factory test prior to installation at the PSAPs.
15. The equipment purchased in this RFP shall be delivered to its proper location and installed by the vendor without additional cost or expense and at the convenience and direction of Adams County Board of Commissioners .
16. All work shall comply with the applicable national, state and local codes and regulations.
17. The vendor is responsible for securing all required licenses and permits for any work performed in connection with this RFP.
18. Adams County Board of Commissioners reserves the right to reject any subcontractors. If this should occur, the vendor may submit an alternative that is acceptable. Should a subcontractor fail to provide a reasonable level of service, the vendor must resolve this failure at its expense.
19. The vendor shall be responsible for any damage to existing systems or structures during the installation of the system.
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15 TRAINING
1. The vendor shall include in its response, a training curriculum for users, administrators and training instructors. The training curriculum shall include instruction on all aspects of the Intelligent Workstations, core host equipment and management information systems.
2. Training materials for users, administrators and training instructors shall be approved prior to the delivery of any training.
3. The training schedule and location shall be approved prior to training classes beginning.
4. The training schedule shall consist of a sufficient number of days for user training to allow for shift rotation, and a sufficient number of days for system administrator and reporting training.
5. There will be 12 users and 3 system administrators that will participate in training to use the system.
6. The vendor shall have personnel on-site for the system cutover and for at least the first 24 hours following cutover for transitional support.
7. The proposed solution shall offer an e-learning training program allowing users to have access at any time on any device to provide training for new employees, refresher training for existing users and continuing education on new features and enhancements.
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16 SYSTEM TESTING AND ACCEPTANCE
1. The vendor shall create a written testing and acceptance plan after award of the contract based on the equipment selected and present for approval.
2. System Acceptance will not be provided until all items on the acceptance test plan are met to the satisfaction of Adams County Board of Commissioners. Punch list items may be agreed upon as a condition of acceptance.
3. Adams County Board of Commissioners shall not be deemed to have accepted any component or piece of equipment until such time, as said equipment has been installed, tested and is operating in accordance with the specifications contained herein.
4. The following failure priority levels shall be defined for use during the Systems Acceptance Testing process:
a. Critical failures are system failures that render the system unusable or significantly reduce system operability and are considered to be operationally unacceptable.
b. Non-critical failures are system failures or open punch list items that minimally reduce system operability or have little or no effect on system operability and usability and are considered to be operationally acceptable only during the acceptance testing phase.
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17 WARRANTY, MAINTENANCE AND DOCUMENTATION
17.1 WARRANTY
1. System Warranty periods for all hardware and software shall begin upon final acceptance of the system and shall run for a minimum period of twelve (12) months. Please state any warranties that exceed the required twelve (12) month minimum.
2. A complete listing of all warranties including systems and equipment, detailing what is included and what is not included shall be included.
3. This System Warranty requirement shall take precedence over any conflict in the vendor’s warranty agreement.
17.2 MAINTENANCE
1. The system maintenance period for all hardware, software and on-site maintenance shall begin upon final acceptance of the entire system and shall run for a period of twelve (12) months.
2. System Software/Firmware, Operating System and Security upgrades, patches, and updates shall be included in the vendor’s software support agreement. The vendor shall be responsible for the installation of any upgrades, patches and updates.
3. No unplanned system downtime shall be acceptable for upgrades, patches and updates.
4. Vendor shall guarantee the availability of service assistance, repairs, and spare parts for a minimum of five (5) years after system acceptance.
5. Technical and maintenance support shall be available by phone 7x24x365.
6. Adams County Board of Commissioners shall have manufacturer-maintained web portal access for the ability to file support issues and view all support tickets filed under the Adams County Board of Commissioners name.
7. Technical and maintenance on-site support must be available with a response time, on-site, of no more than four (4) hours for critical failures. This shall be available 7x24x365.
8. Certified local service centers must be based within the (4) hour response time area and be capable of Tier 1 support, troubleshooting and maintenance of the system. Please describe the Tier 1 and Tier 2 response system that will be put in place.
9. Local service centers within the response area must be trained and certified prior to acceptance of the system. Please describe the level of training that technicians will receive before deployment.
10. Adams County Board of Commissioners will provide one broadband Internet connection with one static IP address to be used for remote access and maintenance by the vendor at each PSAP/Host site. The vendor shall be responsible for all equipment required for the remote access and maintenance connection. This connection will be for the exclusive use of the vendor.
11. The vendor shall include quarterly on-site visits to perform preventive maintenance to include an agreed upon checklist of items.
12. The vendor shall be responsible for all contact with Tier 2 or higher manufacturer support personnel.
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13. The vendor shall not ask PSAP personnel to perform any on-site maintenance beyond restarting the Intelligent Workstation.
17.3 DOCUMENTATION
1. Two complete sets of as-built drawings are required.
2. Provide documentation for the installation, operation and maintenance for each component of the system. This documentation will include user manuals, maintenance manuals, and parts list of the equipment necessary for the continued and proper preventative maintenance and repair.
3. A backroom cabinet diagram shall be included in the as-built documentation.
4. The proposed solution shall provide online Help.
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18 SYSTEM OPTIONS
18.1 9-1-1 PHONE ONLY
1. The proposed system shall provide an option for a “VoIP phone only” capability to facilitate additional Call Taking positions or smaller remote positions or sites.
2. The proposed phone-only position shall provide functions for E9-1-1 and admin calls such as ALI and call management options (i.e. Transfer, Hold/Unhold, Conference, etc.).
18.2 PORTABLE ANSWERING POSITION
1. The proposed solution shall provide the ability to handle short-term increases in projected call volumes (such as those due to natural disasters or extraordinary events) using portable laptops.
2. The portable answering position shall provide Call Taking software for the laptop along with VoIP phone capability.
18.3 ADMINISTRATIVE LOCAL PBX FUNCTIONALITY (ADMIN TELEPHONY)
1. The proposed NG9-1-1 system shall additionally support basic administrative call management functionality in Adams County Board of Commissioners front office operation utilizing the same softswitch capability embedded in the NG9-1-1 controller.
2. The proposed local PBX system shall provide 12 extensions each with a voice mail box to manage the basic telecommunication needs of the office staff.
3. The proposed local PBX system shall not allow administrative extensions to answer 9-1-1 calls.
4. The proposed local PBX system shall allow administrative lines to be Direct Inward Dialing (DID).
5. The proposed local PBX system shall allow DID lines to be added to an Automated Attendant (IVR), allowing calls to be automatically and directly routed to the correct destination as desired.
6. The administrative phone lines shall be displayed in the NG9-1-1 Intelligent Workstation separately from the emergency calls.
7. The proposed local PBX system shall support Caller ID.
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19 PRICING
1. Please fill out the pricing table (Attachment A) as your official price.
2. DO NOT ADD ANY ITEMS TO THE BASE SYSTEM PRICING THAT ARE NOT EXPLICITLY CALLED FOR IN THIS RFP.
3. If the addition of extra hardware or software, in the vendor’s opinion, would significantly add to the reliability or robustness of the proposed system, the vendor is required to add the cost of that as a new numbered line item in the options pricing section of Attachment A.
4. Prices shall remain valid for at least 120 days after the RFP due date.
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20 ATTACHMENT A – PRICING DOCUMENT
Primary Site
System controller/workstation hardware/software ______________
MIS/Reporting and Call Monitoring ______________
Installation ______________
Project Management ______________
Training ______________
First year software support ______________
Remote Monitoring and Help Desk ______________
First year on-site support ______________
Total Base Price ______________
Options
9-1-1 Phone Only Positions ______________
Portable Answering Positions ______________
Administrative Local PBX Functionality ______________
Extended Maintenance
Year 2 Software license/maintenance/call center ______________
Year 2 On-site support ______________
Year 3 Software license/maintenance/call center ______________
Year 3 On-site support ______________
Year 4 Software license/maintenance/call center ______________
Year 4 On-site support ______________
Year 5 Software license/maintenance/call center ______________
Year 5 On-site support ______________
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ANTI-COLLUSION AFFIDAVIT
ADAMS COUNTY, OHIO
The undersigned deponent, deposes and says that he is the ____________________________ of the bidder; that he is authorized to make this statement on behalf of the bidder, and he hereby certifies on behalf of the bidder that:
(1) The price(s) and amount of this bid have been arrived at independently and without consultation, communication or agreement for the purpose of restricting Competition with any other contractor, bidder or potential bidder.
(2) Neither the price(s) nor the amount of this bid, and neither the approximate price(s) nor approximate amount of this bid, have been disclosed to any other firm or person who is a bidder or potential bidder, and they will not be disclosed before bid opening.
(3) No attempt has been made or will be made to solicit, cause or induce any firm or person to refrain from bidding on this project, or submit a bid higher than this bid, or to submit any intentionally high or noncompetitive bid or other form of complementary bid.
(4) The bid submitted by the bidder is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive bid.
(5) The bidder has not offered or entered into a subcontract or agreement regarding the purchase of materials or services from any firm or person, or offered, promised or paid cash or anything of value to any firm or person, whether in connection with this or any other project, in consideration for an agreement or promise by any firm or person to refrain from bidding or to submit a complementary bid on this project.
(6) The bidder has not accepted or been promised any subcontract or agreement regarding the sale of materials or services to any firm or person, and has not been promised or paid cash or anything of value by any firm or person, whether in connection with this or any other project, in consideration for my firm’s submitting a complementary bid, or agreeing to do so, on this project.
(7) I have made a diligent inquiry of all members, officers, employees, and agents of the bidder with responsibilities relating to the preparation, approval or submission of my firm’s bid on this project and have been advised by each of them that he or she has not participated in any communication, consultation, discussion, agreement, collusion, act or other inconsistent with any of the statements and representations made in this Statement.
(8) No attempt has been made to take any action in restraint of free competitive bidding in connection with the bid.
(9) ___________________________________________________________, its affiliates,
(NAME OF BIDDER)
Subsidiaries, officers, directors and employees are not aware that they are currently under
investigation by any governmental agency and have not in the last three years been convicted or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract, except as follows:
I hereby state that _______________________________________________
(BIDDER)
understands and acknowledges that the above representations are material and
important, and will be relied on by Adams County, Ohio in awarding the contract(s) for which this bid is submitted. I understand that any misstatement in this affidavit is and shall be treated as fraudulent concealment from the Board of Adams County Commissioners, Adams County, Ohio of the true facts relating to the submission of bids for this contract.
_____________________________________
(BIDDER)
By:_____________________________________
Sworn to and subscribed before me the undersigned notary public this
______________ day of ____________________, 20_____.
_____________________________________
(NOTARY PUBLIC)
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My Commission Expires:
AGREEMENT
THIS AGREEMENT is made as of the day of , 2019, by and between the BOARD OF COUNTY COMMISSIONERS, (hereinafter “COUNTY”), for its Adams County Sherriff’s Department Office of 911,
A
N
D
, having an address of (hereinafter “CONTRACTOR”).
WHEREAS, County needs ; Professional Services for an IP Capable E9-1-1 System; and
WHEREAS, Contractor has agreed to provide Professional Services for an IP Capable E9-1-1 System;; and
WHEREAS, the parties have reached an agreement and wish to reduce their agreement to writing.
NOW, THEREFORE, in consideration of the mutual covenants set forth herein, and intending to be legally bound hereby, the parties agree as follows:
I. SCOPE OF WORK:
Contractor agrees to provide the following:
To provide an IP Capable E9-1-1 System as per the original RFP Documents, Contract #________ and ____________’s response as included as Exhibit A
II. TERM OF AGREEMENT:
The term of this Agreement will be from , 2019 until , 2019, unless otherwise terminated pursuant to the terms of this Agreement.
III. COMPENSATION:
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As consideration for the services to be rendered under this Agreement, County agrees to pay Contractor a sum not in excess of $ , to be paid as follows:
IV. INDEMNITY:
It is understood that Contractor is an independent Contractor in respect to its performance under this Agreement, and shall assume all risks and responsibilities for losses of every description in connection with the service which can be attributed either directly or indirectly to Contractor. Contractor agrees to indemnify, defend and hold harmless the County, its agents and employees, for or on account of any damages or loss, including the cost of litigation or legal counsel resulting from the actions or lack of actions of Contractor in fulfilling the terms of this Agreement.
V. NON-DISCRIMINATION; COMPLIANCE WITH APPLICABLE LAWS:
In the performance of its obligations under this Agreement, Contractor shall comply with the provisions of all applicable federal, state and local laws prohibiting discrimination on the grounds of age, race, color, sex, national origin, religion, citizenship, disability, sexual orientation, or veteran status. Further, Contractor agrees to comply with all applicable statutes, governmental regulations, judicial determinations and grant provisions.
VI. INSURANCE:
Unless waived by the County in writing, Contractor shall obtain insurance of the types and in the amounts described below:
(1) Commercial General and Umbrella Liability Insurance.
(a) Contractor shall maintain Commercial General Liability (CGL) and, if necessary, Commercial Umbrella Insurance with a limit of not less than $1,000,000 each occurrence unless specified on addendum XXX. If such CGL insurance obtains a general aggregate limit, it shall apply separately to this location or project. CGL insurance shall be written on ISO occurrence form (or substitute form providing equivalent coverage). County of Adams shall be included as an insured under the CGL, using ISO additional insured endorsement CG2026 or a substitute providing equivalent coverage, and under the Commercial Umbrella, if any. This insurance shall apply as primary insurance with respect to any other insurance or self-insurance programs afforded to County of Washington. There shall be no endorsement or modification of the CGL policy which limits coverage for liability arising from claims based on sexual abuse or molestation. If such an endorsement has been added to the Contractor’s CGL insurance,
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Contractor shall be required to obtain separate insurance coverage for claims based on sexual abuse or molestation.
(2) Business Automobile and Umbrella Liability Insurance.
(a) Contractor shall maintain Business Automobile Liability, and if necessary, Commercial Umbrella Liability insurance with a limit of not less than $1,000,000 each accident. Such insurance shall cover liability arising out of any automobile, including owned, hired and non-owned automobiles. Business automobile coverage shall be written on ISO form CA0001 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide Contractual Liability coverage equivalent to that provided in the 1990 and later editions of CA0001.
(3) Personal Injury, Professional Liability, and Umbrella Liability
Contractor further agrees as follows:
(a) Personal Injury, professional liability and umbrella liability covering the risks of false arrest, false imprisonment, malicious prosecution, defamation of character, libel or slander, and all physical injury caused by negligent acts of contractors and agents while acting within the scope of their duties for a limit of not less than $1,000,000 each occurrence and shall include liability assumed in a contract.
(4) Workers Compensation Insurance.
Contractor shall maintain Workers Compensation and Employers Liability Insurance.
(a) The Employers Liability and/or Umbrella Liability limits shall not be less than $100,000 each accident for bodily injury by accident, $100,000 each employee for bodily injury by disease, $500,000 policy limit for bodily injury by disease.
(5) Insurance Requirements for all Policies.
(a) Contractor waives all rights against County of Adams and its agents, officers, directors, and employees for recovery of damages to the extent these damages are covered by the Commercial General Liability, Automobile Liability, or Umbrella Liability Insurance maintained pursuant to previous paragraph of this agreement.
(b) By requiring insurance herein, County of Adams does not represent that coverage and limits will necessarily be adequate to protect contractor, and such coverage and limits shall not be deemed as a limitation on Contractor’s Liability under the indemnities granted to County of Adams in this contract.
(c) If Contractor’s Liability does not contain the standard ISO separation of insured’s provision, or a substantially similar clause, they shall be endorsed to provide Cross-Liability coverage.
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(d) Prior to the commencement of terms of this contract, contractor shall furnish County of Adams with a certificate of insurance, executed by a duly authorized representative of each insurer, showing compliance with the insurance requirements set forth above.
(e) All certificates of insurance shall provide for 30 days’ written notice to County of Adams prior to the cancellation or material change of any insurance referred to therein.
(f) Failure of County of Adams to demand such certificate or other evidence of full compliance with these insurance requirements or failure of County of Adams to identify a deficiency from evidence that is provided shall not be construed as a waiver of contractor’s obligation to maintain such insurance.
(g) Failure to maintain the required insurance may result in termination of this contract or other punitive measures, such as withholding payments or denying access to the premises at County of Adams option.
(h) The contractor must agree to hold harmless and indemnify Adams County and its officials from and against any and all liability arising out of any action, claimed demand, suit, or cause of action which may be made or asserted against the County of Adams and its officials by reason of any acts of the agency, or its performance of the services contemplated by this contract. The contractor insurance policy including: Commercial General Liability, Automobile Liability, or Umbrella Liability Insurance must be endorsed to include the County of Adams as additional insured.
(i)Certificates of Insurance must be delivered to Adams County within five (5) days after the award evidencing these coverages.
(j) Insurance as required in the foregoing paragraphs shall be placed with an insurer acceptable to the County with a Best Rating of A- or better.
VII. FUNDING:
If this Agreement is funded in whole or in part by federal, state or any other funding, it is understood that the County’s obligations hereunder are expressly conditioned upon the availability of such funds.
VIII. TERMINATION:
This Agreement shall continue in force until the end of its term, and shall automatically terminate at the end of its term, unless County terminates this Agreement earlier by providing thirty (30) days’ notice to Contractor of its intent to terminate.
County may terminate this Agreement at any time for any reason with or without cause; however, in the event County elects to terminate this Agreement, Contractor shall be entitled to compensation for services provided up to the point of termination. Without limiting any of the provisions of this section,
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County may terminate this Agreement immediately if (a) Contractor defaults in its obligations hereunder; (b) Contractor shall make an assignment for the benefit of creditors or file a voluntary petition in bankruptcy or shall be adjudicated bankrupt or insolvent, or shall file any petition or answer seeking any reorganization, arrangement, composition, readjustment, liquidation, dissolution, or similar relief for itself under any present or future federal, state, or other law or regulation for the relief of debtors, or shall seek or consent to acquiesce in the appointment of any trustee, receiver, or liquidator of all or any substantial part of its properties, or shall admit in writing its inability to pay its debts generally as they become due; or (c) a petition shall be filed against Contractor in bankruptcy or under any other law seeking any reorganization, arrangement, composition, readjustment, liquidation, dissolution or similar relief under any present or future federal, state or other law or regulation, and shall remain undismissed or unstayed for an aggregate of ninety (90) days (whether or not consecutive), or any debtor in possession, trustee, receiver or liquidator of Contractor or all or any substantial part of the properties of Contractor shall be appointed without consent or acquiescence and such appointment shall remain unvacated or unstayed for the aggregate of sixty (60) days (whether or not consecutive).
IX REPRESENTATIONS AND WARRANTIES OF CONTRACTOR:
Contractor makes the additional representations and warranties set forth in this section, which are material representations and warranties upon which County has relied as inducements to enter into this Agreement:
(a) This Agreement constitutes a valid and binding agreement by Contractor, enforceable in accordance with its terms, and neither the execution and delivery of this Agreement nor compliance with any of the provisions hereof will violate or conflict with or constitute a default under (or give rise to any right of termination, cancellation or acceleration under) the terms or conditions or provisions of any note, instrument, bond, lease, mortgage, obligation, agreement, understanding, arrangement, or restriction of any kind whatsoever to which Contractor is a party or by which it or its assets are bound or subject.
(b) If Contractor is a corporation, it is duly organized and validly existing under the laws of the State of Ohio and has all requisite corporate power and authority to perform its obligations under this Agreement.
X. NOTICES AND ADDRESSES:
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Unless specifically provided herein, all notices required to be given under this Agreement shall be given to Contractor at the following street address (no post office box numbers) and/or telephone number: _______________________________________________ All notices to County shall be given in writing to the Board of Commissioners at the following address: 215 North Cross Street, Suite 101, West Union, Ohio 45693.
XI. SEVERABILITY:
In case any one or more of the provisions contained in this Agreement shall for any reason be held to be invalid, illegal or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision hereof and this Agreement shall be construed as if such invalid, illegal or unenforceable provision had never been contained herein.
XII. AMENDMENT:
No amendment, modification or alteration of the terms hereof shall be binding unless the same be in writing dated subsequent to the date hereof, and duly executed by the parties hereto.
XIII. RIGHTS AND REMEDIES CUMULATIVE:
The rights and remedies provided by this Agreement are cumulative and the use of any one right or remedy by the County shall not preclude or waive its right to use any or all other remedies. Said rights or remedies are given in addition to any other rights County may have by law, statute, ordinance, resolution or otherwise.
XIV. WAIVER OF DEFAULT:
No waiver by the County of any default or breach of any term, condition or covenant of this Agreement shall be deemed to be a waiver of any other breach of the same or any other term, condition or covenant contained herein.
XV. NO PARTNERSHIP, AGENCY, OR JOINT VENTURE:
Nothing contained in this Agreement shall constitute or be construed to be or create a partnership or joint venture between County, its successors or assigns, on the one part, and Contractor, its successors or permitted assigns, on the other part. It is expressly understood and agreed by the parties hereto that
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Contractor shall at all times during the performance of services pursuant to this Agreement be acting as an independent contractor and that no act, commission or omission of Contractor shall be construed to make or render County, its principals, agents, or associates liable.
It is further understood and agreed by the parties hereto, that Contractor waives Governmental Immunity as a defense and shall not use the defense of Governmental Immunity in the adjustment of claims or in the defense of any suit, unless requested by the County.
XVI. PARTIES BOUND; ASSIGNMENT:
At all times, this Agreement shall inure to the benefit of County and Contractor and their respective successors and assigns, and constitutes a binding obligation upon County and Contractor and their respective successors and assigns. Notwithstanding the foregoing, Contractor shall make no assignment of this Agreement or of any right accruing hereunder, without the prior written consent of County. A sale, transfer or other disposition of 50% or more of the voting stock or securities of Contractor shall, in the case of a corporation or partnership, constitute an assignment of this Agreement.
XVII. ENTIRE AGREEMENT:
This Agreement constitutes the entire Agreement between County and Contractor with respect to the subject matters of this Agreement, and supersedes all prior agreements, understandings and letters related hereto, unless made by supplemental written agreement, executed and approved by County and Contractor.
XVIII. HEADINGS:
The headings used before the various paragraphs of this Agreement are for ease of reference only and do not constitute parts of this Agreement.
XIX. GOVERNING LAW:
This Agreement shall be governed by and interpreted under the laws of the State of Ohio.
IN WITNESS WHEREOF, the parties hereto, by their duly authorized representatives, have executed this Agreement as of the date first above written.
COUNTY OF ADAMS – BOARD OF COUNTY COMMISSIONERS
By:______________________________
Ty R. Pell, President
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By:__________________________ _
Diana Ward, Vice President
By:___________________________
Barbara Moore, Member
ATTEST:
Linda Mendenhall CONTRACTOR:___________________
Clerk By:___________________________
Printed Name:_________________
Title:________________________
Approved as to form and legality:
By:________________________ Per Min#_____________
Solicitor/Assistant Dated: _______________Request for Proposal
For Adams County Board of Commissioners
An IP Based NG9-1-1 System and Selected Options
Date: 08/7/2019
The purpose of this document is to provide interested parties with information to enable them to prepare and submit a sealed Proposal for the replacement of the existing E9-1-1 System in Adams County Board of Commissioners.
Proposals will be considered from vendors who are regularly established in the business of communication and in the judgment of Adams County Board of Commissioners are financially responsible and able to show evidence through prior work performed of their reliability, ability, experience, equipment, facilities and personnel directly employed or supervised by them to perform the work.
Elaborate proposals (e.g. expensive artwork) beyond that sufficient to present a complete and effective proposal, are not necessary or desired.
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TABLE OF CONTENTS
1 Project Description ……………………………………………………………………………………………………………….. 6
2 Procurement and Contracting Office ………………………………………………………………………………………. 7
3 Calendar of Events ……………………………………………………………………………………………………………….. 8
4 Pre-Bid Conference ………………………………………………………………………………………………………………. 9
5 Proposal Instructions ………………………………………………………………………………………………………….. 10
5.1 General Instructions …………………………………………………………………………………………………….. 10
5.2 Formatting Instructions ……………………………………………………………………………………………….. 10
5.3 Response Instructions ………………………………………………………………………………………………….. 11
5.4 Reasonable Accommodation ………………………………………………………………………………………… 11
5.5 On-Site Visit ………………………………………………………………………………………………………………… 11
5.6 Proprietary Information ……………………………………………………………………………………………….. 11
5.7 Obligation to Purchase …………………………………………………………………………………………………. 12
5.8 Patents ………………………………………………………………………………………………………………………. 12
6 Proposal Evaluation Process ………………………………………………………………………………………………… 13
6.1 General Requirements Evaluation …………………………………………………………………………………. 13
6.2 Technical Requirements Evaluation ……………………………………………………………………………….. 13
6.3 Pricing Evaluation ………………………………………………………………………………………………………… 13
7 Award Process and Contract Negotiation ………………………………………………………………………………. 14
8 General Requirements ………………………………………………………………………………………………………… 15
8.1 Qualifications and Experience ……………………………………………………………………………………….. 15
8.2 Business History ………………………………………………………………………………………………………….. 15
8.3 RFP Response ……………………………………………………………………………………………………………… 15
8.4 Vendor References ………………………………………………………………………………………………………. 15
9 Current System Information ………………………………………………………………………………………………… 16
10 Proposed System Information ……………………………………………………………………………………………… 17
11 Technical Requirements – Site Equipment …………………………………………………………………………….. 18
11.1 System Design …………………………………………………………………………………………………………….. 18
11.2 Equipment Racking ……………………………………………………………………………………………………… 18
11.3 Network Connectivity to Remote PSAPs …………………………………………………………………………. 19
11.4 Hosted Managed Service Model – Adams County Board of Commissioners ………………………. 19
11.5 Backup Power …………………………………………………………………………………………………………….. 19
11.6 Interfaces …………………………………………………………………………………………………………………… 20
11.6.1 System Telephone Circuit Interface ………………………………………………………………………… 20
11.6.2 System Remote ALI Retrieval Interface……………………………………………………………………. 20
11.6.3 System CAD Interface……………………………………………………………………………………………. 20
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11.6.4 System External Clock Interface ……………………………………………………………………………… 21
11.6.5 Long-Term Recorder Interface ……………………………………………………………………………….. 21
11.6.6 Position Based Recording ………………………………………………………………………………………. 21
11.6.7 Third-Party Map Interface ……………………………………………………………………………………… 21
12 Technical Requirements – Intelligent Workstation ………………………………………………………………….. 22
12.1 PC Hardware ………………………………………………………………………………………………………………. 22
12.2 Operating System ………………………………………………………………………………………………………… 22
12.3 Virus Protection ………………………………………………………………………………………………………….. 22
12.4 Audio Interfaces ………………………………………………………………………………………………………….. 22
12.5 Backup IP Telephone ……………………………………………………………………………………………………. 22
12.6 Call Handling Capability ……………………………………………………………………………………………….. 23
12.7 Visual and Audible Call Indicators ………………………………………………………………………………….. 23
12.8 Keyboard Shortcuts ……………………………………………………………………………………………………… 23
12.9 Command Line ……………………………………………………………………………………………………………. 23
12.10 Call Control Functions ………………………………………………………………………………………………. 24
12.10.1 Selective Answer ………………………………………………………………………………………………. 24
12.10.2 Release ……………………………………………………………………………………………………………. 24
12.10.3 Hold ………………………………………………………………………………………………………………… 24
12.10.4 Conference Transfer …………………………………………………………………………………………. 24
12.10.5 Adams County Board of Commissioners Transfer ………………………………………………… 25
12.10.6 Mute ……………………………………………………………………………………………………………….. 25
12.10.7 Deafen …………………………………………………………………………………………………………….. 25
12.10.8 Silent Monitor ………………………………………………………………………………………………….. 26
12.10.9 Barge-In …………………………………………………………………………………………………………… 26
12.10.10 Override Control ………………………………………………………………………………………………. 26
12.10.11 Redial………………………………………………………………………………………………………………. 26
12.11 Speed Dial ………………………………………………………………………………………………………………. 26
12.12 TDD/TTY …………………………………………………………………………………………………………………. 27
12.13 Text-to-9-1-1 (SMS) ………………………………………………………………………………………………….. 27
12.14 DTMF (Dual-Tone Multi-Frequency Signaling) Assist …………………………………………………….. 28
12.15 Automatic Location Identification (ALI) ………………………………………………………………………. 28
12.15.1 ALI Display ……………………………………………………………………………………………………….. 28
12.15.2 ALI Discrepancy Report ……………………………………………………………………………………… 28
12.15.3 ALI Retry ………………………………………………………………………………………………………….. 28
12.15.4 RapidSOS Enhanced Location……………………………………………………………………………… 29
12.16 NG9-1-1 Integrated Mapping …………………………………………………………………………………….. 29
12.16.1 Mapping Integration …………………………………………………………………………………………. 29
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12.16.2 Map Functions …………………………………………………………………………………………………. 30
12.16.3 Map Layers ………………………………………………………………………………………………………. 31
12.16.4 Uncertainty Circles ……………………………………………………………………………………………. 31
12.17 Abandoned 9-1-1 Calls ……………………………………………………………………………………………… 31
12.18 Instant Recall Recording (IRR) ……………………………………………………………………………………. 31
12.19 Instant Messaging ……………………………………………………………………………………………………. 32
12.20 Automated Greetings ……………………………………………………………………………………………….. 32
12.21 Overflow Capability ………………………………………………………………………………………………….. 32
12.22 Automatic Call Distribution (ACD) ………………………………………………………………………………. 32
12.23 User LogIn ………………………………………………………………………………………………………………. 33
12.24 User Security …………………………………………………………………………………………………………… 33
12.25 Call and Event Details (Call History) ……………………………………………………………………………. 33
12.25.1 Call Detail Record (CDR) …………………………………………………………………………………….. 33
12.25.2 Viewing Call Details …………………………………………………………………………………………… 34
12.25.3 Activity Log ………………………………………………………………………………………………………. 34
12.26 Print Capabilities ……………………………………………………………………………………………………… 34
13 System Administration ………………………………………………………………………………………………………… 35
13.1 Administrative System Management …………………………………………………………………………….. 35
13.2 Automated Backup Operation ………………………………………………………………………………………. 35
13.3 Monitoring and Alarms ………………………………………………………………………………………………… 35
13.4 Management Information System (MIS) ………………………………………………………………………… 35
13.5 Real-Time Call Status Monitoring ………………………………………………………………………………….. 36
14 Installation ………………………………………………………………………………………………………………………… 37
15 Training …………………………………………………………………………………………………………………………….. 38
16 System Testing and Acceptance……………………………………………………………………………………………. 39
17 Warranty, Maintenance and Documentation …………………………………………………………………………. 40
17.1 Warranty ……………………………………………………………………………………………………………………. 40
17.2 Maintenance ………………………………………………………………………………………………………………. 40
17.3 Documentation …………………………………………………………………………………………………………… 41
18 System Options ………………………………………………………………………………………………………………….. 42
18.1 9-1-1 Phone Only ………………………………………………………………………………………………………… 42
18.2 Portable Answering position …………………………………………………………………………………………. 42
18.3 Administrative Local PBX Functionality (Admin Telephony) ………………………………………………. 42
19 Pricing ……………………………………………………………………………………………………………………………….. 43
20 Attachment A – Pricing Document ……………………………………………………………………………………….. 44
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1 PROJECT DESCRIPTION
The “END USER”, hereafter referred to as the Adams County Board of Commissioners , is seeking a qualified and experienced vendor to replace the existing Sentinel Patriot E-911 with an IP based NG9-1-1 System in a single site with multi-site geo-diverse configuration, hereafter referred to as the “system”.
IP capable shall be defined as: The system, as delivered, must accept traditional E9-1-1 calls (wireline, wireless and fixed VoIP) delivered on legacy CAMA circuits as well as Next Generation IP traffic across the current Network using NENA i3 standard SIP signaling with no additional hardware or software required. If IP based signaling is provided by a standards based IP network, IP to Analog gateway adapters will not be accepted. Native i3 is required directly to the system.
The system will be used to process, answer and direct all calls placed to 9-1-1 in Adams County, Ohio.
More specifically, Adams County Board of Commissioners to define current environment and the end state desired.
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2 PROCUREMENT AND CONTRACTING OFFICE
This Request for Proposal (RFP) is being issued by Adams County Board of Commissioners. The procurement point of contact and person responsible for managing the contracting process is:
Contact Information:
Holly Johnson
Adams County Economic and Community Development
215 North Cross Street; Suite 101
West Union, Ohio 45693
937-544-5151
Holly.johnson@adamscountyoh.gov
Fax: 937-544-5939
No interpretation of the meaning of the plans, specifications, or other prebid documents will be made to the bidder orally. Every request for such interpretation should be in writing addressed to Adams County Economic & Community Development 215 North Cross Street; Suite 101 West Union, Ohio 45693. To be considered the request must be received at least 10 days prior to the date fixed for opening of the bid. Questions may be emailed or faxed to addresses listed above.
Unless otherwise provided in the invitation for bid, the name of a certain brand, make or manufacturer does not restrict bidders to the specific brand, make or manufacturer named; it conveys the general style, type, character, and quality of the article desired, and any article which the County in its sole discretion determines to be equal of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted.
BID BOND AND/OR SECURITY LICENSE
Each bid shall be accompanied by a bid bond in the amount of ten (10%) percent of the maximum amount of the bid. This assures the Customer of the compliance of the bidder to his bid and the execution of the Contract. Bids that do not include a bid bond will be rejected. Within ten (10) days after the award of the contract, if an award is made, the deposits of the remaining bidders will be returned. Within ten (10) days after the execution of the contract and acceptance of the bidder’s performance bond by the Customer, the deposit of the successful bidder will be returned.
If the winning manufacturer refuses, neglects to execute, or fails to furnish the required 100% performance bond within two (2) weeks after notice of the award, the amount of his deposit shall be retained by the Customer as liquidated damages. In addition to the 100% performance bond the bidder shall also agree to pay to the Customer on demand the difference between the price bid by him and the price for which the contract shall be subsequently relet, together with the cost of reletting, if any, less amount of the deposit.
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3 CALENDAR OF EVENTS
DATE EVENT
08/07/2019 Date of issue of the RFP
08/19/2019 Non-Mandatory Pre-Bid Conference at 9:00 am EST
09/02/2019 Last day for submitting written inquiries at 9:00 am EST
09/05/2019 Mail responses to vendor questions
09/06/2019 Proposals due from vendors at 3:00 pm EST
09/09/2019 Proposals opened at 10:30 am EST
09/16/2019 Present to Board of Adams County Commissioners for consideration (Estimate)
09/16/2019 Notification of intent to award vendor (Estimate)
09/30/2019 Contract start date (Estimate)
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4 PRE-BID CONFERENCE
A Non-Mandatory Pre-Bid Conference will be held on the date and time listed in the Calendar of Events for “Non-Mandatory Pre-Bid Conference” on 08/19/2019 at 9 am EST at the Adams County Sherriff’s Department/ 911 Office ; 110 West Main Street, West Union, Ohio 45693.
All interested vendors are to attend the Pre-Bid Conference, as this will be the only time available to view site.
Vendor representatives must sign the Pre-Bid sign in sheet as proof of attendance.
Any vendor not having a duly authorized representative at the conference will not be allowed to bid on this project.
Addenda and written answers to questions will only be provided to the vendors who attend the Pre-Bid Conference.
All vendors must be merchants dealing in the goods and services on which they bid and must be qualified to advise as to their application and use. Vendors warrant, and must be able, upon request, to demonstrate, that they possess the knowledge, experience, skill, capital, stock, charters, licenses, permits, patents and personnel necessary to satisfactorily perform the contract for which they submit responses.
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5 PROPOSAL INSTRUCTIONS
5.1 GENERAL INSTRUCTIONS
1. Vendors must submit one signed, printed original and one digital copy of all materials required for acceptance of their Proposal on or before the date and time listed in the Calendar of Events for “Proposals due from vendors” to the RFP point of contact.
2. Vendors must submit one signed, printed original of any Addenda issued with this RFP on or before the date and time listed in the Calendar of Events for “Proposals due from vendors” to the RFP point of contact.
3. The original copy of the Proposal shall be typed and submitted on 8.5 by 11 inch paper. The digital copy (such as compact disc (CD) or USB thumb drive) shall be sent and include one copy in Microsoft Word format and one copy in Adobe Acrobat PDF format.
4. All Proposal packages shall be clearly marked “IP Based NG9-1-1 System” followed by “Request for Proposal” followed by the name of the vendor, their complete address, telephone number and the name of the contact person displayed on the outside. The Proposal package must be sealed.
5. Proposals may be withdrawn, modified and resubmitted by the vendor prior to the Proposal due date.
6. Any questions concerning this RFP must be submitted in writing by mail or email on or before the date and time listed in the Calendar of Events for “Last day for submitting written inquiries” to the procurement point of contact. A written response will be sent to all such requests.
7. If clarifications to this RFP are required, it will be done in the form of an Addendum.
8. Any Addenda issued to the RFP will be sent electronically to the email address listed on the Pre-Bid sign in sheet for each vendor. It is the vendor’s responsibility to verify with the RFP point of contact if any Addenda have been issued.
9. All sealed Proposals will be opened on the date and time specified in the Calendar of Events for “Proposals opened” at the Adams County Board of Commissioners office. Vendors and the general public are invited to attend the opening. No decision will be made as to the award of the RFP at that time.
10. Proposals not received by the stated date and time listed in the Calendar of Events for “Proposals due from vendors” will not be considered and will be returned to the vendor.
11. Unsealed Proposals will not be considered and will be returned to the vendor.
12. Emailed or faxed Proposals will not be considered and will be returned to the vendor.
13. Unsigned Proposals will be considered non-responsive.
14. Unsigned Addenda, if any, will be considered non-responsive.
5.2 FORMATTING INSTRUCTIONS
Vendors are urged to use this document as the basis for all responses. An Adobe Acrobat PDF version and Microsoft Word version of this document is available upon request.
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Proposals must be organized with the following headings. Each heading shall be separated by tabs or otherwise clearly marked. Proposals shall be organized and presented in the order as specified below.
1. Introduction
2. Company history
3. Description of staff/support personnel
4. RFP Response (include this entire document as a template and insert Vendor responses in each section)
5. Proposed equipment list
5.3 RESPONSE INSTRUCTIONS
Each numbered section in the RFP must be answered by the vendor with one of the following responses or the Proposal will be considered non-responsive:
1. Read and Understood – Response to a numbered item in the RFP that does not require an answer to a requirement.
2. Comply – The proposed system will meet this requirement as it currently exists. Provide with description.
3. Complies with Alternative – The proposed system will meet this requirement through an alternative solution. The alternative solution must be fully explained.
4. Complies with Exception – The proposed system will meet only part of this requirement. The exception must be fully explained.
5. Does not Comply – The proposed system will not comply with this requirement.
5.4 REASONABLE ACCOMMODATION
Adams County Board of Commissioners will provide reasonable accommodations, including the provision of informational material in limited alternative formats, for qualified individuals with disabilities upon request. If you need accommodations at a Proposal opening/vendor conference, contact the procurement point of contact.
5.5 ON-SITE VISIT
It is strongly advised that all vendors attend the non-mandatory prebid conference set for August 19, 2019, 09:00 am, as this will be the only time available to view the site.
5.6 PROPRIETARY INFORMATION
All restrictions on the use of data contained within a Proposal and all proprietary information must be clearly labeled as “PROPRIETARY INFORMATION” and shall be so indicated with the notation in bold letters at the top and bottom of the page. Proprietary information submitted in a Proposal, or in response to the RFP, will be handled in accordance with applicable State Statute(s). A blanket statement that the entire contents or a major portion of the RFP response is propriety or confidential will not be accepted.
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5.7 OBLIGATION TO PURCHASE
Adams County Board of Commissioners incurs no obligation to purchase by extending this RFP. Adams County Board of Commissioners is also not liable for any cost incurred by vendors in replying to this RFP.
5.8 PATENTS
If a vendor’s solution violates any United States patents, you must outline these in your response. Adams County Board of Commissioners shall not be held responsible should the successful vendor’s solution infringe on any existing or awarded patents from other companies and/or entities. Legal costs and liability, if any, are to be borne by the Proposal responder.
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6 PROPOSAL EVALUATION PROCESS
6.1 GENERAL REQUIREMENTS EVALUATION
The bids will be reviewed by the General Requirements Evaluation Committee to determine how well each vendor’s bid compares to the stated General Requirements. This committee may include administrative, legal and financial representatives as selected by Adams County Board of Commissioners . Adams County Board of Commissioners may request further clarification from individual vendors in the event of incomplete or missing information. Vendors shall respond in writing to any requests for clarification. In the event that all vendors do not meet one or more of the General Requirements, Adams County Board of Commissioners reserves the right to continue the evaluation of the bids and may select the bid which most closely meets the requirements specified in this RFP. Failure to meet any of the General Requirements may result in the bid being considered non-responsive.
6.2 TECHNICAL REQUIREMENTS EVALUATION
Bids will be reviewed by the Technical Review Committee to determine how well each vendor’s bid compares to the stated Technical Requirements. The committee may include administrative, dispatch and technical representatives as selected by Adams County Board of Commissioners . Adams County Board of Commissioners may request further clarification from individual vendors in the event of incomplete or missing information. Vendors shall respond in writing to any requests for clarification. The committee may verify references, request oral presentations, conduct on-site visits and use the results of these actions in preparing a recommendation. In the event that all vendors do not meet one or more of the Technical Requirements, Adams County Board of Commissioners reserves the right to continue the evaluation of the bids and may select the bid which most closely meets the requirements specified in this RFP.
6.3 PRICING EVALUATION
Bids will have the Attachment A Pricing Document reviewed by the Pricing Evaluation Committee for completeness and accuracy. This committee may include administrative and financial representatives as selected by Adams County Board of Commissioners . Failure to use the Attachment A Pricing Document may result in the Proposal being considered non-responsive.
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7 AWARD PROCESS AND CONTRACT NEGOTIATION
The award is expected to be granted to the lowest responsible vendor taking into consideration the qualities of the solution proposed to be supplied, the solution’s conformity with specifications, the purposes for which required, the terms of delivery, transportation charges, the dates of delivery.
1. Adams County Board of Commissioners may accept the Proposal that is, in the sole judgment of Adams County Board of Commissioners , most responsible, even though it may not be the lowest priced Proposal.
2. Adams County Board of Commissioners reserves the right to reject any/or all Proposals if the price is deemed excessive or the quality of the product inferior.
3. Adams County Board of Commissioners may deem a Proposal non-responsive that is incomplete.
4. Adams County Board of Commissioners may deem a Proposal non-responsive that does not demonstrate the vendor’s ability to provide the required services.
5. Adams County Board of Commissioners reserves the right to waive minor irregularities in Proposals received.
6. Adams County Board of Commissioners reserves the right to purchase more or less of each item or service at the unit price offered in the vendor’s Proposal unless the vendor specifically and explicitly limits the response in this regard.
If at any time after the award, the awarded Vendor notifies Adams County Board of Commissioners in writing that the Vendor will no longer comply with the terms of the award, Adams County Board of Commissioners may terminate the award to the defaulting Vendor and make an award to the second most responsible Vendor.
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8 GENERAL REQUIREMENTS
8.1 QUALIFICATIONS AND EXPERIENCE
1. Must be a manufacturer, factory authorized distributor or reseller of NENA-compliant NG9-1-1 Systems and associated products being proposed.
2. Must have the capability to provide the services described within this RFP proven through manufacturer agreements, technical certifications, qualified engineering, installation and maintenance resource capacity and capability, past similar installations, and current customer references.
3. Must be capable of providing access to adequate spare parts, materials and testing equipment needed to maintain system within the response time specified in this RFP.
4. Must have a successful history in providing the solution as proposed, including services and support to similar governmental entities.
5. Must be able to show installed, working NG9-1-1 Systems in the field of the same design to be proposed.
6. Must be licensed to do business in the State of Ohio .
8.2 BUSINESS HISTORY
1. Business history that demonstrates the ability to provide software support, engineering, installation and maintenance services through the life of the contract.
8.3 RFP RESPONSE
1. Must show clear documentation of equipment, services and prices offered.
2. The manufacturer of the system must confirm that the proposed system design and configuration, as proposed in this document, has been reviewed and approved in writing by the manufacturer solution engineering and support teams.
8.4 VENDOR REFERENCES
1. Vendors must include in their response a list of at least three (3) organizations, including points of contact (name, address, and telephone number), which can be used as references for installed systems of similar design to the system described in this RFP.
2. These organizations will be contacted to determine the quality of work performed and personnel assigned to the project. The results of the references will be provided to the evaluation team. Incorrect contact information will invalidate the reference.
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9 CURRENT SYSTEM INFORMATION
Description of current system is a Sentinel Patriot E-911. To view the current system and speak with Adams County Sheriff’s Office 911 Coordinator, Michael D. Estep plan to attend the Non-Mandatory Pre-Bid Conference on August 19, 2019 at 9 am EST.
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10 PROPOSED SYSTEM INFORMATION
Describe The proposed system will consist of a (3) Call Handling positions − Each position is equipped with a Dell Workstation, dual 24” LCD Wide Screen Monitors, aVoIP phone, AIU for radio integration, and Genovation keypad, (3) full CallStation licenses, (1) SipStation Phone Only position, (8) FXS Ports for CAMA Trunks (includes room for growth), (8) FXO Ports for Admin Lines (includes room for growth), (1) PRI interface to customer provided Admin PBX , (2) ALI circuits, Equipment cabinet UPS, (1) Printer, No spare equipment included, SMS MSRP TCC Connectivity access license for a direct connection to a TCC. Customer is responsible for the TCC text service and connectivity costs. Designed to support up to fifty (50) concurrent Call Taker positions, Basic GIS management services to support the hosted Mapping capabilities in call handling,Utilization of the integrated CallWorks Mapped ALI solution to see calls ringing into the PSAP before answer with integrated call control, offered at no cost. If RapidSOS is implemented, RapidSOS coordinates display as a supplemental source to the traditional ALI data. Customer must supply a complete ESRI-based GIS formatted map (shapefile) thirty to sixty days prior to on-site system installation. Serial Interfaces to CAD, Mapping, LTR, other as required, Support for NGCS i3 based Text-to-9-1-1, NG9-1-1, i3 core functions and capabilities for future ESInet deployment. A single standard i3 connection to the customer provided NGCS / ESInet per Host site is included. Call management and reporting services, Data collection and reporting services on all 9-1-1 transactions, Continuous workstation performance monitoring and enterprise workstation antivirus protection, System and component level monitoring, alarming, diagnostics and reporting services, All-inclusive software support, updates, and upgrades for the contract term, no surprise charges. 24/7/365 Help desk, trouble ticketing and customer support services, Installation, testing, training, maintenance and on-site support services by CallWorks and Motorola Solutions, Project management services for the planning, design, testing, installation and operation of the systems for contract term. Total Base System with 10-Year Prepaid Software and On-Site Support, Extended Warranty, and Hardware Refresh.
3 WKS PC, Dual Video, 8gb RAM
6 MONITOR, 24W” FP, BLK (Dell P2417H)
1 ECX Dual Server, HA SA Appliance Assembly, 2U
3 AUDIO INTERFACE UNIT (AIU)
4 Polycom VVX411 VoIP Phone
3 Keypad, Genovation 24 Keypad
2 Mediant 1000 Chassis (CAMA), M1KB-2AC (Capacity Max- 6 Cards)
2 Mediant 1000 Gateway FXS 4-port Card (CAMA), M1KB-VM-4FXS
2 Media Gateway, 4 Port FXO to SIP
1 Media Gateway, PRI to SIP
1 Rack Shelf, Media Gateway, 2 GW per Shelf
3 CALLSTATION License
1 DECISIONSTATION, SITE License
1 ADMINISTATION, SITE License
1 MESSAGEWORKS, SITE License
1 SIPWORKS, i3/IP INTERFACE, PSAP License
1 SIPStation License, Per Position
1 SIP Trunk Interface, ECW to Third Party
1 SMS – MSRP TCC Connectivity Lic. (Access License Only)
30 VIRUS PROTECTION, WKS. – Per Pos. / Per Year
1 CABINET ASSM, 24 RU, COMPLETE
2 SWITCH, CISCO (X SERIES), 24-POE, 1/10/100
1 ROUTER, ISR 4331 (Remote, 3rd party)
1 ROUTER, ISR 4331 (Enterprise)
1 MISC. MAT., CABLES, LOT
2 ALI MODEM, E911 CSU/DSU
1 PRINTER, HP LaserJet Pro M252
1 IP to Serial Dist., 16 port
1 UPS – Smart-UPS X 3000VA
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11 TECHNICAL REQUIREMENTS – SITE EQUIPMENT
11.1 SYSTEM DESIGN
1. The system must accept traditional E9-1-1 calls (wireline, wireless and fixed VoIP) delivered on legacy CAMA circuits as well as Next Generation IP traffic across the XXXX Network using NENA i3 standard SIP signaling with no additional hardware or software required. If IP based signaling is provided by a standards based IP network, IP to Analog gateway adapters will not be accepted. Native i3 is required directly to the system.
2. If required in this Proposal, describe the protocol and specifications used for external IP network connectivity.
3. The system shall comply with all current NENA protocols and standards. Please state the NENA standards that the system complies with.
4. Vendors will describe their plan to migrate the proposed system to accept NG9-1-1 as the standards for such requests are developed and Adams County Board of Commissioners transitions to full i3 capability.
5. The system shall provide the capability to connect, when available, to a single standard NENA i3 NGCS connection to the ESInet per PSAP to support NG9-1-1, i3 core functions and capabilities.
6. The system shall be Wireless Phase I and II compatible and must be compatible with ten-digit ANI delivery and non-call associated signaling (NCAS) wireless ALI solutions.
7. All vital system modules shall be protected to ensure there is no single point of failure. Please describe in detail how the proposed system incorporates redundancy to meet the requirement.
8. Under no circumstance shall a failure in any vital system module disable more than 50% of the Intelligent Workstations and/or IP phones at any site.
9. The system shall operate in such a fashion so that a failure of any vital system modules will result in switchover to the redundant module.
10. Please state the general expansion capability of the system describing the overall system capacities with the hardware proposed, including the number of incoming 9-1-1 trunks, the number of answering positions, the number of telephone lines, and interfaces that may be installed.
11.2 EQUIPMENT RACKING
1. All equipment at the Primary and any Backup Host sites shall be cabinet mounted in secure and appropriate EIA 310 standard cabinets, with locking front and rear doors and appropriate ventilation.
2. All equipment located at Remote PSAP(s) or facilities shall be rack mounted in existing customer racks or Vendor provided wall mount racks as required.
3. All equipment must be commercially available in off-the-shelf configurations; please describe all exceptions.
4. Appropriate cabling, connectors and all hardware necessary for the installation and maintenance of the equipment shall be provided.
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11.3 NETWORK CONNECTIVITY TO REMOTE PSAPS
1. Adams County Board of Commissioners /Vendor will provide MPLS or Metro Ethernet connection to Remote and or Secondary PSAPs as required. Adams County Board of Commissioners /Vendor will provide and manage the necessary core router and edge router with Ethernet hand-off at each PSAP location as required.
2. The physical connection to the NG9-1-1 System will be electrical Ethernet via RJ45 connectors from the Adams County Board of Commissioners provided Layer 3/2 routed network. Please state all network requirements for this connectivity if required.
3. The vendor is responsible for providing and programming routers if they are required by the vendor’s proposed solution for connectivity to the Remote PSAPs from the Primary PSAP/Host site and the Backup PSAP/Host site. Please describe the mechanism that the solution uses to provide the connectivity.
4. In the event of a network failure to a Remote Primary PSAP or Remote Secondary PSAP, the system shall immediately determine that the Remote PSAP is unreachable and begin to deliver all calls destined for the isolated Remote PSAP to a designated backup PSAP. If required, Adams County Board of Commissioners will provide a list of backup PSAPs to the vendor.
5. Please describe in detail how the system will return to a normal state after connectivity is reestablished between the Remote PSAPs.
11.4 HOSTED MANAGED SERVICE MODEL ADAMS COUNTY BOARD OF COMMISSIONERS
1. Vendor shall offer a regionally Hosted Managed Service model to provide a highly available, fault tolerant, secure solution for NG9-1-1 call handling and mapping functionality.
2. The Hosted Managed Service solution shall lower total cost of ownership by reducing implementation time, and Adams County Board of Commissioners on-site administrative and maintenance responsibilities.
3. The Hosted Managed Service solution shall provide an infrastructure to efficiently add PSAPs or consolidate PSAPs without the upfront cost of Host equipment.
4. Each Adams County Board of Commissioners that is part of the Hosted Managed Service solution shall be able to operate independently choosing how calls are routed and handled in normal and overflow situations.
5. PSAP positions shall have the ability to be deployed in different configurations such as full call handling with or without mapping, 9-1-1 phone only or print only locations.
11.5 BACKUP POWER
1. All equipment at the Primary and Backup Host site shall be installed with a maximum of 30 minutes of battery backup to allow time for the customer-provided site UPS to provide longer-term backup power.
2. Vendor shall monitor and log the status of the proposed UPS(s).
3. The proposed UPS shall provide alarms on error/trouble conditions.
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11.6 INTERFACES
11.6.1 System Telephone Circuit Interface
1. The system shall provide for a 2-wire telephone line interface for a loop start administrative circuit(s). 4 ports are required.
2. The system shall support Caller ID functionality with name or name and number delivery on all administrative telephone line interfaces.
3. If required for PSAP operation, the system shall provide for a 2-wire analog CENTREX telephone interface with two, three or four-digit dialing patterns.
4. The system shall provide for a 2-wire telephone trunk interface for a CAMA reverse battery supervision circuit delivered from a Selective Routing Tandem per NENA standard 04-001. 4 ports are required.
5. The system shall provide for a Primary Rate Interface (PRI) circuit if the option for this method of administrative call delivery is selected.
6. The system shall support basic SIP trunk interface to local administrative PBX’s if required.
7. The system shall support SIP Service for administrative lines use, transfers and or abandoned callbacks as needed.
11.6.2 System Remote ALI Retrieval Interface
1. The proposed system shall support dedicated redundant data links to the designated ALI database provider.
2. Vendor shall provide ALI modems to support proposed system as required.
3. The system shall interface to the current ALI Retrieval system at the PSAP site(s) and any back up site as may be required.
4. The system shall support ALI steering in cases where Local Standalone ALI databases (SALI) may be used as well.
5. The system shall support multiple sets of ALI database connections as needed.
6. A request to the ALI database shall be made as soon as call ANI is received.
7. The NG9-1-1 system shall compare the telephone number returned with the ALI to the original ANI sent by the CO, ensuring that caller ALI is matched with ANI.
8. The system shall provide configurable parsing and validation of ALI results.
9. If an ALI failure is returned, or the result fails parsing or validation, the system shall automatically re-submit the request a maximum of one time.
10. The system shall be compatible with eight and ten-digit remote database query methods.
11.6.3 System CAD Interface
1. The system shall provide a minimum of two (2) RS-232 DB-9 female CAD output interfaces at each PSAP site.
2. The system must support variable CAD outputs (in RS-232 format) to support multiple CAD systems interface types as needed.
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3. Redundant CAD output capability must exist such that the failure of a vital component at one PSAP/Host site will not prevent CAD data from being delivered to all other sites.
11.6.4 System External Clock Interface
1. The system shall be equipped to derive legally traceable time from an external Network Time Protocol (NTP) clock source in order to ensure consistency of timestamps added to event records and reports from all PSAP equipment. Adams County Board of Commissioners will provide the Network Time Protocol clock device. Please state if the proposed system requires more than one NTP device or can offer a no cost source access.
11.6.5 Long-Term Recorder Interface
1. The proposed solution shall provide audio output connectivity to the Adams County Board of Commissioners provided LTR from the CAMA trunk and/or Analog Admin line demarcation point or via IP connection.
11.6.6 Position Based Recording
1. The proposed solution on a per PSAP basis, shall make analog Position Based Recording available to the Adams County Board of Commissioners provided LTR.
11.6.7 Third-Party Map Interface
1. The proposed solution shall support a serial based interface to a third-party map display solution or a mapping solution integrated with the current CAD system.
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12 TECHNICAL REQUIREMENTS – INTELLIGENT WORKSTATION
12.1 PC HARDWARE
1. The Intelligent Workstations used at all sites for the Call Taking capability shall operate on modern, currently available, commercial off-the-shelf (COTS) computing platforms.
2. The Intelligent Workstation shall be equipped with all necessary audio and video interface equipment to include a keyboard, mouse, speakers and at least a 22” widescreen LCD flat panel monitor.
3. Please state the requirements for the position workstation hardware.
4. Please describe available monitor size options.
5. It is desirable to have the option to provide workstation hardware; please describe any restrictions, processes or costs associated with use of customer provided workstations.
6. It is desirable that NG9-1-1 workstations be able to support additional third-party software as necessary; please describe any restrictions, processes or costs associated with installation of third-party software on the workstations.
7. All Intelligent Workstations shall also be capable of using a programmable keypad with 24 keys that will allow the user to perform basic system functions without using the computer keyboard if desired.
12.2 OPERATING SYSTEM
1. Please state the operating system used by the Intelligent Workstation.
2. Adams County Board of Commissioners desires the longest possible operating system support window; please state which versions of Microsoft Windows are supported.
12.3 VIRUS PROTECTION
1. All PC workstations in the network shall have virus protection software installed and functioning.
12.4 AUDIO INTERFACES
1. The system shall provide at each position, a network device providing a 6-wire analog audio output with contact closure (sense) for purposes of a radio/telephone headset interface as defined in NENA 04-001.
12.5 BACKUP IP TELEPHONE
1. The Intelligent Workstation shall include a backup IP telephone that supports the following capabilities:
a. Answer a 9-1-1 and Administrative call.
b. Place a 9-1-1 and Administrative call on hold.
c. Transfer a 9-1-1 call received using tandem hook flash signaling.
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d. Deliver the ANI of a 9-1-1 call.
e. Deliver the basic ALI of a 9-1-1 call.
f. Deliver the Caller ID of an Administrative call.
g. Provide speed dials.
2. The backup IP telephone shall be configured to ring in parallel with the Intelligent Workstation.
3. The backup IP telephone shall continue to perform basic capabilities in the event of a failure of the Intelligent Workstation. Failure of the Intelligent Workstation is defined as any condition which renders the workstation inoperable to include but not limited to:
a. Failure of the PC, monitor, keyboard or mouse
b. Failure of the call taking capability
c. Failure of any associated audio interface device
12.6 CALL HANDLING CAPABILITY
1. The call handling solution shall be browser-based providing a tightly integrated mapping display with the NG9-1-1 system that not only plots 9-1-1 calls but also provides call control from the map.
12.7 VISUAL AND AUDIBLE CALL INDICATORS
1. The Intelligent Workstation shall indicate incoming 9-1-1, emergency administrative, SMS, non-emergency administrative calls and abandoned calls by both audible and visual means.
2. The Intelligent Workstation shall have the ability to visually display the status of a call (connected, ringing (inbound/outbound), abandoned, transferred (internally or externally) or on hold) of each 9-1-1, emergency and non-emergency call.
3. If the included Mapping component is used, 9-1-1 calls shall also display on the integrated map display in the same status color format at the ALI location.
4. Please describe if the proposed system supports the use of queues or ring groups for 9-1-1, emergency administrative and non-emergency administrative circuits.
12.8 KEYBOARD SHORTCUTS
1. Please state if the Intelligent Workstation can provide for a method of programming keyboard shortcuts that allow the user to perform common call taking functions with a single keyboard or keypad keystroke.
2. Please list all shortcuts supported.
12.9 COMMAND LINE
1. The Intelligent Workstation shall provide a command line allowing the user to perform call handling functions, send messages, add notes and access Help.
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12.10 CALL CONTROL FUNCTIONS
12.10.1 Selective Answer
1. The Intelligent Workstation shall present 9-1-1 calls with pre-answer ALI information and provide the users the ability to choose which call to answer when multiple 9-1-1 calls are ringing.
2. The Intelligent Workstation shall present emergency administrative calls with Caller ID information, if available.
3. The Intelligent Workstation shall present non-emergency administrative calls with Caller ID information, if available.
4. Please describe the Intelligent Workstation behavior when the Answer button is used on the GUI or the external keypad to answer a call when there are 9-1-1 and/or emergency or non-emergency administrative calls ringing at the same time.
5. If the included Mapping component is used, the workstation shall present 9-1-1 calls with ANI on the integrated Map display at the Pre-ALI location with ability to quickly answer from the Map.
12.10.2 Release
1. The Intelligent Workstation shall have the ability to release any call when complete using a keystroke or mouse click.
2. The Release function shall include forced disconnect when that feature is supported by the originating 9-1-1 service provider.
12.10.3 Hold
1. The answering position shall allow the Call Taker to place any number of 9-1-1 calls on hold.
2. To assist in retrieving the proper call, operators shall be presented with a list of calls on hold, showing the ANI, the ESN, the trunk number, the time and date at which each call was placed on hold.
3. Call Takers shall also have the capability of retrieving 9-1-1 calls that have been placed on hold at another position.
4. The system shall store the ANI/ALI information while the call is on hold hence avoiding repetition of the ALI request. This cached ALI information shall be provided automatically to any workstation retrieving the call from hold, including remote positions.
12.10.4 Conference Transfer
1. The proposed system shall provide multi-party conferencing within resource constraints of the network, for any number of parties as a standard feature.
2. The system must be able to conference all types of trunks, lines and stations in a single conference.
3. Conference audio mixing must be done digitally to avoid audio quality degradation as parties are added.
4. Use of the conference feature shall not preclude or prevent the use of any other standard call handling feature such as Monitor, Hold, or TDD send and receive.
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5. The system must track the join and release of each local and remote conference party and make that detail available in the standard Call Detail Report.
6. The Intelligent Workstation shall have the ability to transfer an established 9-1-1 call by executing a hook-flash on the incoming 9-1-1 circuit followed by either a pre-programmed tandem star code, speed dial or a manually entered 10-digit telephone number.
7. The Intelligent Workstation shall have the ability to transfer an established 9-1-1 call to another group or queue of Intelligent Workstations by either a speed dial or manually dialed number.
8. The Intelligent Workstation shall allow for the user to remain on an incoming 9-1-1 call and execute the conference transfer without putting the calling party on hold.
9. The Intelligent Workstation shall have the ability to transfer an established administrative call, on a circuit configured with three-way calling, by executing a hook-flash on the incoming administrative circuit followed by either a speed dial or a manually dialed 7-digit or 10-digit telephone number.
10. The Intelligent Workstation shall have the ability to transfer an established administrative call to a third-party by creating a conference with an outbound administrative line and either a speed dial or a manually dialed 7-digit or 10-digit telephone number.
11. The Intelligent Workstation shall have the ability to transfer an established administrative call to another group or queue of Intelligent Workstations by either a speed dial or manually dialed number.
12. Please state how many parties the system allows to be placed in a conference.
13. The user shall be able to drop out of any of these conferences, leaving the other connected parties talking as long as at least one of the other parties possesses disconnect supervision on the connection.
14. The Intelligent Workstation shall be able to execute a conference transfer while on the line with the calling party and another Intelligent Workstation.
12.10.5 Adams County Board of Commissioners Transfer
1. The Intelligent Workstation shall have the capability to display at least three (3) emergency service Adams County Board of Commissioners transfer buttons when a 9-1-1 call is received.
2. This capability shall allow a user to transfer a call to the appropriate Adams County Board of Commissioners , based on the ESN based transfer feature of Legacy Selective Routing and establish a no-hold conference call with a keystroke or mouse click.
12.10.6 Mute
1. Users must have the ability to prevent all call participants from receiving audio from their phone but continue to hear any connected call participants.
12.10.7 Deafen
1. Users must have the ability to communicate privately, without the Caller being aware. The caller remains connected to the conference call but is prevented from hearing the conversation of the other conference participants. Conference participants continue to receive audio from the deafened caller.
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12.10.8 Silent Monitor
1. The user must have the ability to connect to an active call, but only to listen to the ongoing conversation. The Call Taker interacting with the caller is not notified that the call is being monitored.
12.10.9 Barge-In
1. The Intelligent Workstation shall give the user the ability to barge into or join an existing 9-1-1 or administrative call by selecting the appropriate circuit indicator.
2. ANI/ALI information, if available, shall be displayed on the user’s display when barge-in is performed on a 9-1-1 call.
3. The Intelligent Workstations shall be able to execute a transfer (speed dial or hook flash) while barged-in with another Intelligent Workstation.
12.10.10 Override Control
1. The Intelligent Workstation shall give the user the ability to become the primary owner of another user’s active call, disconnecting the original owner.
12.10.11 Redial
1. The Intelligent Workstation shall provide Last Number Redial capability. Redial shall be provided transparently for the last inbound or outbound call with a single click.
2. The Intelligent Workstation shall include a function to allow the user to initiate a redial of any previously answered call using a single keystroke or mouse click.
3. The Intelligent Workstation shall include a function to allow the user to view a list of the previous 9-1-1 or administrative calls answered on that workstation, select a call from the list and to initiate a redial of the selected call using a keystroke or mouse click.
4. Describe the number of previous calls that can be listed for the Call Taker to select and redial.
5. The Intelligent Workstation shall perform a callback to a wireline 9-1-1 calling party by dialing the ANI received during the original call.
6. The Intelligent Workstation shall perform a callback to a wireless or VoIP 9-1-1 calling party by dialing the CPN received during the original call.
7. Local and long distance numbers shall be detected and dialed as appropriate without user intervention.
8. Non-dialable numbers shall be skipped over in the single-button Redial buffer.
12.11 SPEED DIAL
1. The speed dial feature shall allow the user to quickly access frequently called telephone numbers from a pre-programmed Directory list.
2. A speed dial feature shall allow access to an unlimited number of speed dial entries.
3. Speed dial numbers shall consist of any number of digits per entry.
4. Each speed dial entry shall allow more than one phone number.
5. The speed dial feature shall be able to be organized into Customer defined categories. The number of categories should not be limited.
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6. The categorized Directory list shall include single click icons for the most frequently called entries.
7. The user shall be able to initiate a call to the speed dial by a keystroke or mouse click.
8. The speed dial feature shall be user-programmable only under credential-based level access.
9. Speed dial searching should match any field in the library including digit fields. Search strings should match anywhere within the field, not requiring to match from the beginning of the field.
12.12 TDD/TTY
1. The Intelligent Workstation shall be capable of detecting emergency calls originating from Baudot-type Telecommunication Devices for the Deaf (TDD/TTY) equipment and indicating to the user the presence of the TDD/TTY call.
2. The Intelligent Workstation shall be capable of manually connecting to emergency calls originating from TDD/TTY equipment; as well as originating Baudot calls.
3. The Intelligent Workstation shall allow users to communicate with TDD/TTY callers directly from their NG9-1-1 Intelligent Workstation keyboard without requiring the use of any external device.
4. The Intelligent Workstation shall allow users to access and send pre-programmed TDD/TTY messages.
5. All TDD features shall function correctly on all calls; regardless of other features being used such as Conferencing, Monitor or Barge-In.
6. The system must comply with ADA requirements for HCO (Hearing Carry Over) and VCO (Voice Carry Over) calls.
7. The System must store all TDD/TTY conversations in call detail reports.
8. TDD communications shall be timestamped and indicate the transmitting party. Historical TDD messages and timestamp information shall be available for review within the Call History and MIS views.
12.13 TEXT-TO-9-1-1 (SMS)
1. The proposed system must comply with the NENA i3 standards to support text-to-9-1-1 messaging.
2. The proposed system shall provide the receipt and management of 9-1-1 text (SMS) calls, as delivered.
3. The Intelligent Workstation shall provide an integrated 9-1-1 text call taking window allowing Call Takers to immediately view and respond to the message.
4. The Intelligent Workstation user interface shall process 9-1-1 text (SMS) calls in the same manner as voice and TDD/TTY calls.
5. The 9-1-1 text call processing window shall feature pre-programmed messages for users to provide “one-click” response to common messages.
6. Additional information related to the text call shall be displayed, if available, such as ALI results, prior information based on the phone number or location and call and/or location history based on the phone number or caller’s location.
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7. The proposed system shall display an icon on the map at the location of the call provided MSRP (Message Session Relay Protocol) in use.
8. The proposed system shall allow the user to continue to take and manage voice calls while participating in multiple SMS calls.
9. Text-to-9-1-1 conversations shall be allowed to be transferred to other agents on the host system.
10. Text-to-9-1-1 conversations shall be allowed to be transferred to other PSAPs on the host system.
11. The proposed system shall log the 9-1-1 text conversation and the actions performed and become part of the 9-1-1 record.
12. Historical SMS messages and timestamp information shall be available for review within the Call History and MIS views.
13. The proposed solution shall support Text-to-9-1-1 connecting directly to the ESInet using native NGCS i3 standards.
14. The proposed solution shall support Text-to-9-1-1 connecting directly to a Text Control Center (TCC) via MSRP.
15. The proposed solution shall support co-habitation of third-party web-based Text message applications for pre- i3 support.
16. Text via TTY will not be considered integrated for this solution.
12.14 DTMF (DUAL-TONE MULTI-FREQUENCY SIGNALING) ASSIST
1. The proposed system shall display the DTMF tone if the Call Taker prompts the caller to press specific number keys on their phone.
12.15 AUTOMATIC LOCATION IDENTIFICATION (ALI)
12.15.1 ALI Display
1. The Intelligent Workstation shall display ALI information consistently when interfacing with different ALI providers that send their information in different formats.
12.15.2 ALI Discrepancy Report
1. The system shall provide a method to allow users to save a copy of an incorrect ALI record as it appeared during a call with revisions reported by the caller. These discrepancies will be available via report on demand in a PDF format.
12.15.3 ALI Retry
1. The proposed system shall have an automatic ALI Retry capability for 9-1-1 calls.
2. The ALI Retry feature shall be configurable as to the number and frequency of intervals for automatic mode.
3. The proposed system shall provide the ability to manually request ALI data.
4. The system shall have the ability to disable manual ALI requests on a PSAP by PSAP basis.
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12.15.4 RapidSOS Enhanced Location
1. The proposed solution must provide seamless integration with RapidSOS improved wireless location / GPS coordinates as a supplemental source to the traditional ALI data.
2. The solution shall provide the RapidSOS coordinates both in text and displayed on the map.
3. The solution shall allow the Call Taker to compare the two (ALI and RapidSOS) location reports and use the one, which is most useful in the context of the call.
4. The proposed integration shall allow dynamic updates of the RapidSOS coordinates in text and displayed on the map.
5. The solution shall record the RapidSOS location data if available, in the call details for reporting and data exports.
12.16 NG9-1-1 INTEGRATED MAPPING
12.16.1 Mapping Integration
1. Adams County Board of Commissioners desires that the NG9-1-1 system provide a Mapped ALI capability to provide a tightly integrated mapping display with the NG9-1-1 system for plotting and managing 9-1-1 calls.
2. The proposed mapping solution must be browser-based with a natively integrated map display capability with integrated call control embedded into the call handling solution.
3. The mapping solution shall reside and operate on the same platform, network and workstation as the NG9-1-1 call handling solution.
4. The mapping display shall be able to reside on a separate monitor or tab in a browser as needed.
5. Along with the 9-1-1 Pre-ALI features, 9-1-1 calls shall be plotted on the map before answer, as well, so that calls may be geographically represented for more efficient answering.
6. The proposed integrated mapping solution must work with traditional and Next Generation wireline and wireless calls.
7. The proposed integrated mapping solution must work seamlessly with the call handling solution. Right clicking on a call icon on the map displays full call management options, including answer from the map.
8. The mapping system shall be capable of providing visual display of the calling party’s street address information based on the ANI.
9. Each position must have the capability of reviewing data on from previous calls and automatically zoom and display the call location on the map.
10. The proposed integrated mapping solution shall display off-net transferred call icons while the 9-1-1 caller is on the line.
11. The mapping solution must be capable of using shape files from ESRI and other public safety industry accepted GIS formats for the purpose of providing and updating maps.
12. The proposed mapping solution shall use the Adams County Board of Commissioners provided GIS data set consisting of:
a. Addresses
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b. Streets
c. Intersections
d. Common place names
e. Adams County Board of Commissioners provided layer data to better assist Call Takers in managing emergency calls
13. The proposed mapping capability shall be viewed and serve as a backup or as a supplement to the third-party mapping system.
12.16.2 Map Functions
1. The proposed integrated mapping solution shall be feature rich and include standard features such as:
a. Rubber Zoom
b. Zoom In/Out
c. Zoom Slider
d. Zoom with mouse wheel
e. Full view
f. Grab/Move
g. Measure
h. Map Location Searches using Common Place Names, Street Segments, Addresses, Intersections, and Coordinates
i. Clear Pin
j. ESN Toggle
2. The proposed system must provide a small window or view that shows the representative scale in reference to the whole GIS data set. The current zoom view should show its representation to the GIS data set.
3. Two (2) Coordinate system views should be provided such that cursor movement instantly displays the selected coordinate data format. This should be selectable to degrees/minutes/seconds or decimal degrees on a per workstation basis.
4. The proposed system shall provide an efficient method to set the focus of a selected active or closed call at the center of the map.
5. The ANI with a call icon must appear on the map until released and after a settable time in seconds.
6. A released call displayed on the map shall have the following functions via a simple click on the map icon:
a. Review Call
b. Redial
c. Playback
d. Remove icon
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12.16.3 Map Layers
1. The proposed solution must include an easy to use map layer controller which can be hidden when not in use to free up display area.
2. The layer controller shall allow users to select the layers that will be displayed on the map.
3. Map layer options must be configurable to include Adams County Board of Commissioners provided data options such as Uncertainty Circles, Fire Stations, Fire Hydrants, Landmarks, Addresses, Major Roads, Streets, Buildings, Hydrology, ESN, etc.
4. If a third-party map display solution or a mapping solution integrated with a current CAD system is in use, the proposed mapping capability shall be able to be moved to a tab on the NG9-1-1 browser solution to be viewed and used as a backup or as a supplement to the third-party mapping system.
12.16.4 Uncertainty Circles
1. The proposed integrated mapping solution shall display confidence and uncertainty for wireless calls based on the ALI results report received.
2. The result shall display on the map as an uncertain circle surrounding the wireless call with a percentage reflecting the degree of confidence that the call is coming from within the area covered by the uncertainty circle based on the ALI results report received.
3. The proposed system using the RapidSOS integration when the RapidSOS location data is available for an inbound wireless 9-1-1 call, shall display a RapidSOS uncertainty circle surrounding the area of the RapidSOS reported position, in addition to the ALI uncertainty circle.
12.17 ABANDONED 9-1-1 CALLS
1. The proposed system shall detect abandoned 9-1-1 calls and be capable of collecting the ANI digits and processing the ALI lookup regardless of the condition of the call (i.e. on-line or hung up).
2. The proposed system shall visually and audibly indicate that a 9-1-1 call is abandoned and show its ALI based location on the map.
3. The ANI and ALI of the abandoned caller must be available for viewing by the user and a single click call back.
12.18 INSTANT RECALL RECORDING (IRR)
1. The Intelligent Workstation shall provide Instant Recall Recording (IRR) functionality for 9-1-1 and Admin Lines as required.
2. In legacy CAMA deployments, the telephone IRR capture shall begin at the time the call begins ringback for pre-answer insight.
3. Recordings shall be accessible on the Intelligent Workstation and provide for a 24 hour rolling log, by the user of recordings available for review.
4. Playback shall be via an external speaker connected to the Intelligent Workstation.
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12.19 INSTANT MESSAGING
1. The proposed system shall provide a quick method for system users to chat with other system users or other PSAPs that may be connected to a hosted system as required.
2. The proposed system shall provide a configurable option for an audible alert on receipt of an Instant Message.
12.20 AUTOMATED GREETINGS
1. The console shall provide the ability for each agent to pre-record their greetings based on the line type of the incoming call such as 9-1-1, ten-digit emergency or non-emergency administrative calls.
2. The proposed system shall automatically play the appropriate agent greeting to the caller based on the line group immediately when the call is answered at the console.
3. The proposed system shall include the outgoing greeting in the call recording.
12.21 OVERFLOW CAPABILITY
1. The system shall have the capability to overflow all unanswered calls to another group of Intelligent Workstations or an outside Adams County Board of Commissioners when a 9-1-1 or administrative call has not been answered.
2. The system shall have the capability to overflow all unanswered 9-1-1 calls to another group of Intelligent Workstations or an outside Adams County Board of Commissioners when a 9-1-1 call has not been answered within a specified time.
3. The system shall have the capability to overflow all unanswered 9-1-1 calls to another group of Intelligent Workstations or an outside Adams County Board of Commissioners when a 9-1-1 call is presented to the system and no users are available to answer.
4. The system shall have the capability to overflow all unanswered administrative calls to another group of Intelligent Workstations or an outside Adams County Board of Commissioners when an administrative call has not been answered within a specified time.
5. The system shall have the capability to overflow all unanswered administrative calls to another group of Intelligent Workstations or an outside Adams County Board of Commissioners when an administrative call is presented to the system and no users are available to answer the call.
6. The system shall have the ability to continue to ring the original group of Intelligent Workstations the call was presented to in addition to the overflow groups.
12.22 AUTOMATIC CALL DISTRIBUTION (ACD)
1. The proposed system must support an ACD capability allowing for inbound call traffic to be grouped, with calls presented to specific Call Takers based on a distribution scheme and Call Taker availability.
2. The ACD system shall support a Round Robin queue distribution scheme.
3. The ACD system shall support a Longest Idle queue distribution scheme.
4. The ACD system shall allow Adams County Board of Commissioners to define a combination of skills and capabilities for any particular group of users as necessary.
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5. The ACD system shall support an unlimited number of queues per user group/PSAP.
6. The ACD system shall allow each queue to be configured independently.
7. The ACD system shall support the ability to prioritize across queues.
8. The ACD system shall provide the ability to automatically answer incoming ACD calls where the Call Taker hears the zip tone and is immediately connected to the caller.
9. The proposed solution shall provide ACD states which determine whether the Call Taker is ready to receive a call or not.
10. The console shall provide the ability for an agent to change their state to and from ready and not ready to receive an ACD call.
11. The ACD system shall provide the configurable ability to provide post-call-processing time for giving the agent time to wrap up the previous call prior to becoming available for new ACD calls.
12. The ACD system shall support the ability to re-route to an alternate queue based on maximum wait time, maximum calls in queue, or no agent signed in to the queue.
13. A configurable pre-recorded greeting shall be supported on a per-ACD Queue basis. The announcement audio will be interleaved with ringback indication to the caller while that caller is in a ringing state and should not delay call presentation.
12.23 USER LOGIN
1. The system shall provide login verification capability and each user will be prompted to login using a username and password.
2. Upon successful log-on, all 9-1-1 lines, administrative lines, functions, and capabilities shall be made available to the user solely based on the user login credentials.
12.24 USER SECURITY
1. All workstations shall be configured with a security policy for non-administrative users that prevents the user from reaching any functions or operating system settings not required by the NG9-1-1 solution.
2. All workstations shall be configured with a security policy for administrative users that enables access to the operating system.
12.25 CALL AND EVENT DETAILS (CALL HISTORY)
12.25.1 Call Detail Record (CDR)
1. The system shall capture and store all available information pertaining to each 9-1-1 call on the system server as read only.
2. The system MIS shall access the Call Detail Records (CDR) for reporting purposes.
3. The information contained in each CDR must include at minimum:
a. Caller’s ANI and ALI
b. Incoming trunk
c. Call Taker answering position
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d. Transferred destination
e. Date, time(s) of the various connect, disconnect and transfer events
f. Other particulars relating to the call
12.25.2 Viewing Call Details
1. The Intelligent Workstation shall provide an efficient method to view details of an active or released call.
2. The Intelligent Workstation shall provide a method to allow the user to view the ANI and ALI information of answered 9-1-1 calls and the Caller ID information of answered administrative calls for active and released calls.
3. The Intelligent Workstation shall provide a method to allow the user to view previous calls at the location or phone number of an active or released call.
4. The Intelligent Workstation shall provide a method to allow the user to view associated premise information of the call address.
5. The Intelligent Workstation shall provide a method to allow the user to view the full detailed record of start-to-finish call activity.
6. The Intelligent Workstation shall provide a method to allow the user to view the call location on the map if the ALI Results for the call contain a valid location.
7. Please describe the number of previous calls the system can display and how they are displayed.
12.25.3 Activity Log
1. The Intelligent Workstation shall provide a chronological display of all activity across all users including call management actions, and system messages for a period of time.
12.26 PRINT CAPABILITIES
1. The Intelligent Workstation shall provide a method for on demand printing of call detail information to a network printer.
2. The Intelligent Workstation shall provide automatic printing of call detail information to a network printer when a call is answered.
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13 SYSTEM ADMINISTRATION
13.1 ADMINISTRATIVE SYSTEM MANAGEMENT
1. The system shall provide a mechanism to allow a system administrator to maintain core system functions as well as users and interfaces. Please describe in detail.
2. The vendor shall allow an administrative privileged user to access any computer residing on a private IP administrative network to have access to the NG9-1-1 system IP network for call monitoring, administration, statistical reporting, and MIS purposes. Please describe the preferred method for accomplishing this requirement.
3. The proposed system shall have the ability to send out instant global notifications to all connected system users or groups of users.
13.2 AUTOMATED BACKUP OPERATION
1. All critical system files such as Maintenance Logs, Statistics, Call Records, stored ALI Information and TDD/TTY conversations, etc. shall be saved daily to an external storage device provided by Adams County Board of Commissioners .
13.3 MONITORING AND ALARMS
1. The system must be capable of self-monitoring vital processes and sending alarms in the event of an alarm condition.
2. The system must notify the vendor, the local system administrator and/or local maintenance personnel upon detection of an alarm via email and give a brief description of the alarm condition.
3. There shall be a minimum of two (2) categories of alarms (non-critical, critical) depending upon the criticality of the event. Please state if the system supports more alarm conditions.
4. Remote Monitoring of the system by the vendor of its health on a 7x24x365 basis is required.
13.4 MANAGEMENT INFORMATION SYSTEM (MIS)
1. The vendors shall provide a comprehensive management and statistical reporting system to provide the PSAP management personnel with real-time and historical information.
2. The reporting system shall be customizable such that the generating of reports for varying time periods can be selected.
3. The vendor shall include one (1) black and white networked laser printer at each PSAP location to be used as a system printer.
4. Please provide a comprehensive list of all available pre-defined reports by appropriate categories.
5. Call recordings shall be accessible for all active and past calls and long-term download through the MIS system for users with credentials.
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6. The proposed MIS system shall provide a method to start with a piece of information and be able to easily explore through all related data to find the information needed.
7. All call related information shall be saved in electronic format.
8. Please state if the data generated from these reports is exportable to an ‘off-the-shelf’ database or reporting software.
9. The proposed system shall support an interface to ECaTS, a third-party MIS subscription service, to provide exported historical Call Detail Record information captured in the proposed solution.
10. Historical data shall be segregated by PSAP so that reports may be run by an individual PSAP if required. Historical data for one PSAP shall not be available to other PSAPs.
13.5 REAL-TIME CALL STATUS MONITORING
1. The proposed system shall support an optional window within the call handling solution to display real-time call statistics for logged on users in assigned dispatch groups.
2. The proposed system shall support a commercial off-the-shelf LCD panel configurable to show live call activity.
3. The real-time call display shall show for each call type (E9-1-1, 7-Digit Emergency, and Administrative), the following:
a. Number of calls ringing.
b. Number of calls connected.
c. Number of calls on hold.
d. Number of calls abandoned.
4. The real-time call display shall show for each dispatch group of which a logged-on user is a member, the following:
a. Number of inbound calls ringing.
b. Number of users ready to receive a call.
c. Number of users not ready to receive a call.
d. Number of users on a call.
5. The real-time call display shall show for each logged-on user, the following:
a. Position the user is working.
b. Their active status (such as ready, not ready and on call) and the time in that status.
c. Dispatch group(s) the user is a member of.
d. Average answer time over a configurable 12 or 24-hour time period.
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14 INSTALLATION
1. The vendor and Adams County Board of Commissioners shall agree upon a proposed delivery timeline prior to the start of system installation.
2. The vendor shall be responsible for all aspects of the installation of the system.
3. The vendor is responsible for installing all equipment and new cabling required for the proposed system to include any necessary cable extenders for keyboards, mice, 24-button keypads, speakers and monitors as may be required.
4. The vendor shall install removable Velcro straps for all cable bundles and rack cable management. Plastic tie wraps shall not be used.
5. State the number of CAT5e plenum grade cables to be installed at each Intelligent Workstation.
6. All CAT5e cables shall be installed with a 5-foot service loop at each end at all PSAPs.
7. Any additional cables that the vendor may need to complete the Intelligent Workstation installation must also be plenum grade.
8. All cables must be identified on each end with permanent labels.
9. Cabling shall include connection of all administrative circuits, 9-1-1 circuits and positions to the digital recording system cross connection block.
10. The Adams County Board of Commissioners will be responsible for the disposal of all abandoned equipment and cabling.
11. System grounding must comply with industry standards and good engineering practices. The vendor shall provide a comprehensive grounding review prior to system installation and notify the 9-1-1 Director of any deficiencies found. The 9-1-1 Director and vendor shall then agree upon a remediation plan and responsibilities for any deficiencies noted.
12. The system must operate from standard 115V, 60 Hz, single-phase power. The vendor shall state the power requirements for the backroom equipment and each answering position.
13. The vendor shall provide and maintain all UPS power devices for all equipment at all facilities. Please state the voltage and amperage requirements for all provided UPS equipment.
14. The successful vendor will procure, receive, build out and stage the entire system as outlined in the final, negotiated contract process and factory test prior to installation at the PSAPs.
15. The equipment purchased in this RFP shall be delivered to its proper location and installed by the vendor without additional cost or expense and at the convenience and direction of Adams County Board of Commissioners .
16. All work shall comply with the applicable national, state and local codes and regulations.
17. The vendor is responsible for securing all required licenses and permits for any work performed in connection with this RFP.
18. Adams County Board of Commissioners reserves the right to reject any subcontractors. If this should occur, the vendor may submit an alternative that is acceptable. Should a subcontractor fail to provide a reasonable level of service, the vendor must resolve this failure at its expense.
19. The vendor shall be responsible for any damage to existing systems or structures during the installation of the system.
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15 TRAINING
1. The vendor shall include in its response, a training curriculum for users, administrators and training instructors. The training curriculum shall include instruction on all aspects of the Intelligent Workstations, core host equipment and management information systems.
2. Training materials for users, administrators and training instructors shall be approved prior to the delivery of any training.
3. The training schedule and location shall be approved prior to training classes beginning.
4. The training schedule shall consist of a sufficient number of days for user training to allow for shift rotation, and a sufficient number of days for system administrator and reporting training.
5. There will be 12 users and 3 system administrators that will participate in training to use the system.
6. The vendor shall have personnel on-site for the system cutover and for at least the first 24 hours following cutover for transitional support.
7. The proposed solution shall offer an e-learning training program allowing users to have access at any time on any device to provide training for new employees, refresher training for existing users and continuing education on new features and enhancements.
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16 SYSTEM TESTING AND ACCEPTANCE
1. The vendor shall create a written testing and acceptance plan after award of the contract based on the equipment selected and present for approval.
2. System Acceptance will not be provided until all items on the acceptance test plan are met to the satisfaction of Adams County Board of Commissioners. Punch list items may be agreed upon as a condition of acceptance.
3. Adams County Board of Commissioners shall not be deemed to have accepted any component or piece of equipment until such time, as said equipment has been installed, tested and is operating in accordance with the specifications contained herein.
4. The following failure priority levels shall be defined for use during the Systems Acceptance Testing process:
a. Critical failures are system failures that render the system unusable or significantly reduce system operability and are considered to be operationally unacceptable.
b. Non-critical failures are system failures or open punch list items that minimally reduce system operability or have little or no effect on system operability and usability and are considered to be operationally acceptable only during the acceptance testing phase.
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17 WARRANTY, MAINTENANCE AND DOCUMENTATION
17.1 WARRANTY
1. System Warranty periods for all hardware and software shall begin upon final acceptance of the system and shall run for a minimum period of twelve (12) months. Please state any warranties that exceed the required twelve (12) month minimum.
2. A complete listing of all warranties including systems and equipment, detailing what is included and what is not included shall be included.
3. This System Warranty requirement shall take precedence over any conflict in the vendor’s warranty agreement.
17.2 MAINTENANCE
1. The system maintenance period for all hardware, software and on-site maintenance shall begin upon final acceptance of the entire system and shall run for a period of twelve (12) months.
2. System Software/Firmware, Operating System and Security upgrades, patches, and updates shall be included in the vendor’s software support agreement. The vendor shall be responsible for the installation of any upgrades, patches and updates.
3. No unplanned system downtime shall be acceptable for upgrades, patches and updates.
4. Vendor shall guarantee the availability of service assistance, repairs, and spare parts for a minimum of five (5) years after system acceptance.
5. Technical and maintenance support shall be available by phone 7x24x365.
6. Adams County Board of Commissioners shall have manufacturer-maintained web portal access for the ability to file support issues and view all support tickets filed under the Adams County Board of Commissioners name.
7. Technical and maintenance on-site support must be available with a response time, on-site, of no more than four (4) hours for critical failures. This shall be available 7x24x365.
8. Certified local service centers must be based within the (4) hour response time area and be capable of Tier 1 support, troubleshooting and maintenance of the system. Please describe the Tier 1 and Tier 2 response system that will be put in place.
9. Local service centers within the response area must be trained and certified prior to acceptance of the system. Please describe the level of training that technicians will receive before deployment.
10. Adams County Board of Commissioners will provide one broadband Internet connection with one static IP address to be used for remote access and maintenance by the vendor at each PSAP/Host site. The vendor shall be responsible for all equipment required for the remote access and maintenance connection. This connection will be for the exclusive use of the vendor.
11. The vendor shall include quarterly on-site visits to perform preventive maintenance to include an agreed upon checklist of items.
12. The vendor shall be responsible for all contact with Tier 2 or higher manufacturer support personnel.
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13. The vendor shall not ask PSAP personnel to perform any on-site maintenance beyond restarting the Intelligent Workstation.
17.3 DOCUMENTATION
1. Two complete sets of as-built drawings are required.
2. Provide documentation for the installation, operation and maintenance for each component of the system. This documentation will include user manuals, maintenance manuals, and parts list of the equipment necessary for the continued and proper preventative maintenance and repair.
3. A backroom cabinet diagram shall be included in the as-built documentation.
4. The proposed solution shall provide online Help.
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18 SYSTEM OPTIONS
18.1 9-1-1 PHONE ONLY
1. The proposed system shall provide an option for a “VoIP phone only” capability to facilitate additional Call Taking positions or smaller remote positions or sites.
2. The proposed phone-only position shall provide functions for E9-1-1 and admin calls such as ALI and call management options (i.e. Transfer, Hold/Unhold, Conference, etc.).
18.2 PORTABLE ANSWERING POSITION
1. The proposed solution shall provide the ability to handle short-term increases in projected call volumes (such as those due to natural disasters or extraordinary events) using portable laptops.
2. The portable answering position shall provide Call Taking software for the laptop along with VoIP phone capability.
18.3 ADMINISTRATIVE LOCAL PBX FUNCTIONALITY (ADMIN TELEPHONY)
1. The proposed NG9-1-1 system shall additionally support basic administrative call management functionality in Adams County Board of Commissioners front office operation utilizing the same softswitch capability embedded in the NG9-1-1 controller.
2. The proposed local PBX system shall provide 12 extensions each with a voice mail box to manage the basic telecommunication needs of the office staff.
3. The proposed local PBX system shall not allow administrative extensions to answer 9-1-1 calls.
4. The proposed local PBX system shall allow administrative lines to be Direct Inward Dialing (DID).
5. The proposed local PBX system shall allow DID lines to be added to an Automated Attendant (IVR), allowing calls to be automatically and directly routed to the correct destination as desired.
6. The administrative phone lines shall be displayed in the NG9-1-1 Intelligent Workstation separately from the emergency calls.
7. The proposed local PBX system shall support Caller ID.
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19 PRICING
1. Please fill out the pricing table (Attachment A) as your official price.
2. DO NOT ADD ANY ITEMS TO THE BASE SYSTEM PRICING THAT ARE NOT EXPLICITLY CALLED FOR IN THIS RFP.
3. If the addition of extra hardware or software, in the vendor’s opinion, would significantly add to the reliability or robustness of the proposed system, the vendor is required to add the cost of that as a new numbered line item in the options pricing section of Attachment A.
4. Prices shall remain valid for at least 120 days after the RFP due date.
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20 ATTACHMENT A – PRICING DOCUMENT
Primary Site
System controller/workstation hardware/software ______________
MIS/Reporting and Call Monitoring ______________
Installation ______________
Project Management ______________
Training ______________
First year software support ______________
Remote Monitoring and Help Desk ______________
First year on-site support ______________
Total Base Price ______________
Options
9-1-1 Phone Only Positions ______________
Portable Answering Positions ______________
Administrative Local PBX Functionality ______________
Extended Maintenance
Year 2 Software license/maintenance/call center ______________
Year 2 On-site support ______________
Year 3 Software license/maintenance/call center ______________
Year 3 On-site support ______________
Year 4 Software license/maintenance/call center ______________
Year 4 On-site support ______________
Year 5 Software license/maintenance/call center ______________
Year 5 On-site support ______________
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ANTI-COLLUSION AFFIDAVIT
ADAMS COUNTY, OHIO
The undersigned deponent, deposes and says that he is the ____________________________ of the bidder; that he is authorized to make this statement on behalf of the bidder, and he hereby certifies on behalf of the bidder that:
(1) The price(s) and amount of this bid have been arrived at independently and without consultation, communication or agreement for the purpose of restricting Competition with any other contractor, bidder or potential bidder.
(2) Neither the price(s) nor the amount of this bid, and neither the approximate price(s) nor approximate amount of this bid, have been disclosed to any other firm or person who is a bidder or potential bidder, and they will not be disclosed before bid opening.
(3) No attempt has been made or will be made to solicit, cause or induce any firm or person to refrain from bidding on this project, or submit a bid higher than this bid, or to submit any intentionally high or noncompetitive bid or other form of complementary bid.
(4) The bid submitted by the bidder is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive bid.
(5) The bidder has not offered or entered into a subcontract or agreement regarding the purchase of materials or services from any firm or person, or offered, promised or paid cash or anything of value to any firm or person, whether in connection with this or any other project, in consideration for an agreement or promise by any firm or person to refrain from bidding or to submit a complementary bid on this project.
(6) The bidder has not accepted or been promised any subcontract or agreement regarding the sale of materials or services to any firm or person, and has not been promised or paid cash or anything of value by any firm or person, whether in connection with this or any other project, in consideration for my firm’s submitting a complementary bid, or agreeing to do so, on this project.
(7) I have made a diligent inquiry of all members, officers, employees, and agents of the bidder with responsibilities relating to the preparation, approval or submission of my firm’s bid on this project and have been advised by each of them that he or she has not participated in any communication, consultation, discussion, agreement, collusion, act or other inconsistent with any of the statements and representations made in this Statement.
(8) No attempt has been made to take any action in restraint of free competitive bidding in connection with the bid.
(9) ___________________________________________________________, its affiliates,
(NAME OF BIDDER)
Subsidiaries, officers, directors and employees are not aware that they are currently under
investigation by any governmental agency and have not in the last three years been convicted or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract, except as follows:
I hereby state that _______________________________________________
(BIDDER)
understands and acknowledges that the above representations are material and
important, and will be relied on by Adams County, Ohio in awarding the contract(s) for which this bid is submitted. I understand that any misstatement in this affidavit is and shall be treated as fraudulent concealment from the Board of Adams County Commissioners, Adams County, Ohio of the true facts relating to the submission of bids for this contract.
_____________________________________
(BIDDER)
By:_____________________________________
Sworn to and subscribed before me the undersigned notary public this
______________ day of ____________________, 20_____.
_____________________________________
(NOTARY PUBLIC)
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My Commission Expires:
AGREEMENT
THIS AGREEMENT is made as of the day of , 2019, by and between the BOARD OF COUNTY COMMISSIONERS, (hereinafter “COUNTY”), for its Adams County Sherriff’s Department Office of 911,
A
N
D
, having an address of (hereinafter “CONTRACTOR”).
WHEREAS, County needs ; Professional Services for an IP Capable E9-1-1 System; and
WHEREAS, Contractor has agreed to provide Professional Services for an IP Capable E9-1-1 System;; and
WHEREAS, the parties have reached an agreement and wish to reduce their agreement to writing.
NOW, THEREFORE, in consideration of the mutual covenants set forth herein, and intending to be legally bound hereby, the parties agree as follows:
I. SCOPE OF WORK:
Contractor agrees to provide the following:
To provide an IP Capable E9-1-1 System as per the original RFP Documents, Contract #________ and ____________’s response as included as Exhibit A
II. TERM OF AGREEMENT:
The term of this Agreement will be from , 2019 until , 2019, unless otherwise terminated pursuant to the terms of this Agreement.
III. COMPENSATION:
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As consideration for the services to be rendered under this Agreement, County agrees to pay Contractor a sum not in excess of $ , to be paid as follows:
IV. INDEMNITY:
It is understood that Contractor is an independent Contractor in respect to its performance under this Agreement, and shall assume all risks and responsibilities for losses of every description in connection with the service which can be attributed either directly or indirectly to Contractor. Contractor agrees to indemnify, defend and hold harmless the County, its agents and employees, for or on account of any damages or loss, including the cost of litigation or legal counsel resulting from the actions or lack of actions of Contractor in fulfilling the terms of this Agreement.
V. NON-DISCRIMINATION; COMPLIANCE WITH APPLICABLE LAWS:
In the performance of its obligations under this Agreement, Contractor shall comply with the provisions of all applicable federal, state and local laws prohibiting discrimination on the grounds of age, race, color, sex, national origin, religion, citizenship, disability, sexual orientation, or veteran status. Further, Contractor agrees to comply with all applicable statutes, governmental regulations, judicial determinations and grant provisions.
VI. INSURANCE:
Unless waived by the County in writing, Contractor shall obtain insurance of the types and in the amounts described below:
(1) Commercial General and Umbrella Liability Insurance.
(a) Contractor shall maintain Commercial General Liability (CGL) and, if necessary, Commercial Umbrella Insurance with a limit of not less than $1,000,000 each occurrence unless specified on addendum XXX. If such CGL insurance obtains a general aggregate limit, it shall apply separately to this location or project. CGL insurance shall be written on ISO occurrence form (or substitute form providing equivalent coverage). County of Adams shall be included as an insured under the CGL, using ISO additional insured endorsement CG2026 or a substitute providing equivalent coverage, and under the Commercial Umbrella, if any. This insurance shall apply as primary insurance with respect to any other insurance or self-insurance programs afforded to County of Washington. There shall be no endorsement or modification of the CGL policy which limits coverage for liability arising from claims based on sexual abuse or molestation. If such an endorsement has been added to the Contractor’s CGL insurance,
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Contractor shall be required to obtain separate insurance coverage for claims based on sexual abuse or molestation.
(2) Business Automobile and Umbrella Liability Insurance.
(a) Contractor shall maintain Business Automobile Liability, and if necessary, Commercial Umbrella Liability insurance with a limit of not less than $1,000,000 each accident. Such insurance shall cover liability arising out of any automobile, including owned, hired and non-owned automobiles. Business automobile coverage shall be written on ISO form CA0001 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide Contractual Liability coverage equivalent to that provided in the 1990 and later editions of CA0001.
(3) Personal Injury, Professional Liability, and Umbrella Liability
Contractor further agrees as follows:
(a) Personal Injury, professional liability and umbrella liability covering the risks of false arrest, false imprisonment, malicious prosecution, defamation of character, libel or slander, and all physical injury caused by negligent acts of contractors and agents while acting within the scope of their duties for a limit of not less than $1,000,000 each occurrence and shall include liability assumed in a contract.
(4) Workers Compensation Insurance.
Contractor shall maintain Workers Compensation and Employers Liability Insurance.
(a) The Employers Liability and/or Umbrella Liability limits shall not be less than $100,000 each accident for bodily injury by accident, $100,000 each employee for bodily injury by disease, $500,000 policy limit for bodily injury by disease.
(5) Insurance Requirements for all Policies.
(a) Contractor waives all rights against County of Adams and its agents, officers, directors, and employees for recovery of damages to the extent these damages are covered by the Commercial General Liability, Automobile Liability, or Umbrella Liability Insurance maintained pursuant to previous paragraph of this agreement.
(b) By requiring insurance herein, County of Adams does not represent that coverage and limits will necessarily be adequate to protect contractor, and such coverage and limits shall not be deemed as a limitation on Contractor’s Liability under the indemnities granted to County of Adams in this contract.
(c) If Contractor’s Liability does not contain the standard ISO separation of insured’s provision, or a substantially similar clause, they shall be endorsed to provide Cross-Liability coverage.
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(d) Prior to the commencement of terms of this contract, contractor shall furnish County of Adams with a certificate of insurance, executed by a duly authorized representative of each insurer, showing compliance with the insurance requirements set forth above.
(e) All certificates of insurance shall provide for 30 days’ written notice to County of Adams prior to the cancellation or material change of any insurance referred to therein.
(f) Failure of County of Adams to demand such certificate or other evidence of full compliance with these insurance requirements or failure of County of Adams to identify a deficiency from evidence that is provided shall not be construed as a waiver of contractor’s obligation to maintain such insurance.
(g) Failure to maintain the required insurance may result in termination of this contract or other punitive measures, such as withholding payments or denying access to the premises at County of Adams option.
(h) The contractor must agree to hold harmless and indemnify Adams County and its officials from and against any and all liability arising out of any action, claimed demand, suit, or cause of action which may be made or asserted against the County of Adams and its officials by reason of any acts of the agency, or its performance of the services contemplated by this contract. The contractor insurance policy including: Commercial General Liability, Automobile Liability, or Umbrella Liability Insurance must be endorsed to include the County of Adams as additional insured.
(i)Certificates of Insurance must be delivered to Adams County within five (5) days after the award evidencing these coverages.
(j) Insurance as required in the foregoing paragraphs shall be placed with an insurer acceptable to the County with a Best Rating of A- or better.
VII. FUNDING:
If this Agreement is funded in whole or in part by federal, state or any other funding, it is understood that the County’s obligations hereunder are expressly conditioned upon the availability of such funds.
VIII. TERMINATION:
This Agreement shall continue in force until the end of its term, and shall automatically terminate at the end of its term, unless County terminates this Agreement earlier by providing thirty (30) days’ notice to Contractor of its intent to terminate.
County may terminate this Agreement at any time for any reason with or without cause; however, in the event County elects to terminate this Agreement, Contractor shall be entitled to compensation for services provided up to the point of termination. Without limiting any of the provisions of this section,
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County may terminate this Agreement immediately if (a) Contractor defaults in its obligations hereunder; (b) Contractor shall make an assignment for the benefit of creditors or file a voluntary petition in bankruptcy or shall be adjudicated bankrupt or insolvent, or shall file any petition or answer seeking any reorganization, arrangement, composition, readjustment, liquidation, dissolution, or similar relief for itself under any present or future federal, state, or other law or regulation for the relief of debtors, or shall seek or consent to acquiesce in the appointment of any trustee, receiver, or liquidator of all or any substantial part of its properties, or shall admit in writing its inability to pay its debts generally as they become due; or (c) a petition shall be filed against Contractor in bankruptcy or under any other law seeking any reorganization, arrangement, composition, readjustment, liquidation, dissolution or similar relief under any present or future federal, state or other law or regulation, and shall remain undismissed or unstayed for an aggregate of ninety (90) days (whether or not consecutive), or any debtor in possession, trustee, receiver or liquidator of Contractor or all or any substantial part of the properties of Contractor shall be appointed without consent or acquiescence and such appointment shall remain unvacated or unstayed for the aggregate of sixty (60) days (whether or not consecutive).
IX REPRESENTATIONS AND WARRANTIES OF CONTRACTOR:
Contractor makes the additional representations and warranties set forth in this section, which are material representations and warranties upon which County has relied as inducements to enter into this Agreement:
(a) This Agreement constitutes a valid and binding agreement by Contractor, enforceable in accordance with its terms, and neither the execution and delivery of this Agreement nor compliance with any of the provisions hereof will violate or conflict with or constitute a default under (or give rise to any right of termination, cancellation or acceleration under) the terms or conditions or provisions of any note, instrument, bond, lease, mortgage, obligation, agreement, understanding, arrangement, or restriction of any kind whatsoever to which Contractor is a party or by which it or its assets are bound or subject.
(b) If Contractor is a corporation, it is duly organized and validly existing under the laws of the State of Ohio and has all requisite corporate power and authority to perform its obligations under this Agreement.
X. NOTICES AND ADDRESSES:
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Unless specifically provided herein, all notices required to be given under this Agreement shall be given to Contractor at the following street address (no post office box numbers) and/or telephone number: _______________________________________________ All notices to County shall be given in writing to the Board of Commissioners at the following address: 215 North Cross Street, Suite 101, West Union, Ohio 45693.
XI. SEVERABILITY:
In case any one or more of the provisions contained in this Agreement shall for any reason be held to be invalid, illegal or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision hereof and this Agreement shall be construed as if such invalid, illegal or unenforceable provision had never been contained herein.
XII. AMENDMENT:
No amendment, modification or alteration of the terms hereof shall be binding unless the same be in writing dated subsequent to the date hereof, and duly executed by the parties hereto.
XIII. RIGHTS AND REMEDIES CUMULATIVE:
The rights and remedies provided by this Agreement are cumulative and the use of any one right or remedy by the County shall not preclude or waive its right to use any or all other remedies. Said rights or remedies are given in addition to any other rights County may have by law, statute, ordinance, resolution or otherwise.
XIV. WAIVER OF DEFAULT:
No waiver by the County of any default or breach of any term, condition or covenant of this Agreement shall be deemed to be a waiver of any other breach of the same or any other term, condition or covenant contained herein.
XV. NO PARTNERSHIP, AGENCY, OR JOINT VENTURE:
Nothing contained in this Agreement shall constitute or be construed to be or create a partnership or joint venture between County, its successors or assigns, on the one part, and Contractor, its successors or permitted assigns, on the other part. It is expressly understood and agreed by the parties hereto that
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Contractor shall at all times during the performance of services pursuant to this Agreement be acting as an independent contractor and that no act, commission or omission of Contractor shall be construed to make or render County, its principals, agents, or associates liable.
It is further understood and agreed by the parties hereto, that Contractor waives Governmental Immunity as a defense and shall not use the defense of Governmental Immunity in the adjustment of claims or in the defense of any suit, unless requested by the County.
XVI. PARTIES BOUND; ASSIGNMENT:
At all times, this Agreement shall inure to the benefit of County and Contractor and their respective successors and assigns, and constitutes a binding obligation upon County and Contractor and their respective successors and assigns. Notwithstanding the foregoing, Contractor shall make no assignment of this Agreement or of any right accruing hereunder, without the prior written consent of County. A sale, transfer or other disposition of 50% or more of the voting stock or securities of Contractor shall, in the case of a corporation or partnership, constitute an assignment of this Agreement.
XVII. ENTIRE AGREEMENT:
This Agreement constitutes the entire Agreement between County and Contractor with respect to the subject matters of this Agreement, and supersedes all prior agreements, understandings and letters related hereto, unless made by supplemental written agreement, executed and approved by County and Contractor.
XVIII. HEADINGS:
The headings used before the various paragraphs of this Agreement are for ease of reference only and do not constitute parts of this Agreement.
XIX. GOVERNING LAW:
This Agreement shall be governed by and interpreted under the laws of the State of Ohio.
IN WITNESS WHEREOF, the parties hereto, by their duly authorized representatives, have executed this Agreement as of the date first above written.
COUNTY OF ADAMS – BOARD OF COUNTY COMMISSIONERS
By:______________________________
Ty R. Pell, President
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By:__________________________ _
Diana Ward, Vice President
By:___________________________
Barbara Moore, Member
ATTEST:
Linda Mendenhall CONTRACTOR:___________________
Clerk By:___________________________
Printed Name:_________________
Title:________________________
Approved as to form and legality:
By:________________________ Per Min#_____________
Solicitor/Assistant Dated: _______________

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