HomeMy WebLinkAbout10/20/2009, C5 - REQUEST FOR PROPOSALS: FIRE STATION ALERTING SYSTEM i
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CI T Y O F SAN LUIS O B I S P O
FROM: Bill Statler, Director of Finance & Information Technology ✓
Steve Schmidt, Information Technology Manager
SUBJECT: REQUEST FOR PROPOSALS: FIRE STATION ALERTING SYSTEM
RECOMMENDATION
Approve the request for proposals (RFP) for installation of a new fire station alerting system and
authorize the City Manager to award the contract if within the budget of$292,600.
DISCUSSION
Overview
As the final piece of the improvements to the City's emergency services (construction of a new
dispatch center and radio system improvements), the Council has authorized the installation of a
new fire station alerting system (FSAS). The proposed RFP requests experienced contractors to
provide the needed hardware and software capabilities and then to install the system at each of
the City's four fire stations.
Workscope Summary
The new FSAS will provide command and control at all four City fire stations in any alarm
situation requiring fire station emergency personnel response. The proposed FSAS will assist
with dispatching E-911 calls and use current technology solutions to in meeting the goals of:
1. Reducing response times
2. Improving communications
3. Providing immediate and relevant access to data related to public safety
4. Reducing stress levels of response
5. Streamlining operating procedures
The system will integrate alerting through the computer aided dispatch (CAD) system and the
City's new radio system; and will include an analog telephone backup system in the event of a
radio failure.
The FSAS must be able to broadcast alerts and scripted voice dispatch; and transform text to
voice messages. Along with displaying and printing emergency dispatch data, the system will
control lights and audio zones; shutdown appliances; operate bay doors; and provide other such
special features that may be identified by the proposers and evaluated by staff for supplemental
cost-effective features if within the project budget. An excerpt from the RFP detailing the
workscope is provided in Attachment 1.
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Request for Proposals: Fire Station Alerting System Page 2
Current City System
The existing FSAS uses a radio Dual Tone Multi-Frequency (DTMS) signal to activate the
alerting system at each of the four City fire stations. It is activated by public safety dispatchers
using Motorola Centracom II console equipment. The radio tone transmissions sound an audible
bell at the station, turn on overhead speakers and activate emergency lighting at the stations. The
City also has a backup telephone alarm system in the event of a radio failure. This telephone
backup system was designed and built many years ago by a former City employee. Stated
simply, the system is obsolete with few available spare components.
Evaluation and Section Process
Proposals will be evaluated by a review committee composed of representatives from Fire, Police
and Information Technology based on the following criteria as set forth in the RFP:
1. Understanding of the work required by the City.
2. Quality, clarity and responsiveness of the proposal.
3. Demonstrated competence and professional qualifications necessary for successfully
performing the work required by the City.
4. Recent experience in successfully performing similar services.
5. Proposed approach in completing the work.
6. References.
7. Background and related experience of the specific individuals to be assigned to this project.
8. Proposed compensation.
As reflected above, cost is one factor among many that will be considered in evaluating proposals
that provide the best overall design and long term value to the City.
Next Steps
Upon approval of the RFP, the City will issue it to the proposers list provided in Attachment 2 as
well as advertise in the local newspaper. Key dates in this process are:
1. Issue RFP 10/21/09
2. Conduct pre-proposal conference 11/04/09
3. Receive proposals 11/18/09
4. Conduct finalist interviews 12/09/09
5. Award contract 12/30/09
6. Complete installation 3/31/10
CONCURRENCES
The Dispatch Center Team and dispatch center architect jointly developed these specifications
and concur with this recommendation.
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Request for Proposals: Fire Station Alerting System Page 3
FISCAL IMPACT
The 2007-09 Financial Plan, Appendix B, identified $292,600 for this project. None of this
budget has been spent to date, so the full amount is available to fund this request.
ATTACHMENTS
1. RFP Workscope Excerpt
2. Proposers List
ON FILE IN THE COUNCL OFFCE
Request for Proposals: Fire Station Alerting System (Specification No. 90843)
T:\Council Agenda Reports\Finance&rr CAR\2009\CAR Fire Sta Alening 10_20_09.doc
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Attachment
City of San Luis Obispo RFP for Fire Station Alerting System
Section A
DESCRIPTION OF WORK
The City of San Luis Obispo seeks proposals for a contractor to furnish and install hardware,
software and implementation services for a Fire Station Alerting System (hereinafter referred to
as "FSAS") integrated fully with the City's planned radio system upgrade.
As envisioned, the FSAS will provide command and control at all four City fire stations in any
alarm situation requiring fire station emergency personnel response. The desired FASA shall
allow dispatch of E911 calls and use state of the art Fire/EMS Station Alerting System solutions
to meet the City's goals of reducing response times, enhancing communications, providing
immediate and relevant access to data related to public safety, reducing stress levels of response
and dispatch personal and streamlining operating procedures. The system will provide for
integrated alerting through the dispatch CAD system, Spillman Technologies, the City's radio
system, Avtec Scout software, and must include an analog telephone backup system in the event
of a radio failure.
The FSAS must be able to broadcast alerts and canned voice dispatches and be capable of
transforming text to voice messages.
Such broadcasts must include the following information: type of call, units required to respond,
address, tactical radio channel, and show any additional related data as a video display and/or
scrolling signs and printed data messages. As well as displaying and printing the above dispatch
data, the system should control zoning for lights and audio, shutdown appliances, operate bay
doors, and other special features. Contractors are invited to include descriptions of these types of
product features to be evaluated for potential to this project.
The contractor may visit the City's Fire Stations to evaluate whether any of the existing
equipment can be utilized in the new system, as well as to develop installation requirements at
each Fire Station. Interested Contractors shall coordinate the station visits through Steve
Schmidt, project manager.
A. CITY'S CURRENT SYSTEM
The existing City fire alerting system utilizes a radio 2-tone DTMS signal to activate the
alerting system at each of the four City Fire Stations. The existing station alerting system
is activated by public safety dispatchers using Motorola Centracom II console equipment.
The radio tone transmissions sound an audible bell at the station, turn on overhead
speakers, and activate emergency lighting at the stations. The City also has a backup
telephone alarm system in the event of a radio failure. This telephone backup system was
designed and built by a former City employee. The system is obsolete with few available
spare components.
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Attachmelit
City of San Luis Obispo RFP for Fire Station Alerting System
B. FSAS DESIGN REQUIREMENTS
Integrated Modular Design to Allow Incremental Expansion
The ideal design would be an integrated modular system with the capability of
incremental expansion, allowing the fire department to construct the system in stages
while maintaining full fire station command and control capability. The FSAS design
must meet or exceed the requirements of NFPA 1221 (2007). All functions shall be re-
configurable by software changes only, without requiring changes to the hardware units.
1. Alarm Activation Capability
The FSAS shall be capable of function activation from a minimum of two independent
sources of information with supervisory control over both primary sources. The FSAS
shall also be capable of function activation from a secondary source in addition to the two
primary activation sources. One of the primary sources of activation shall be capable of
bi-directional data transfer rate of 9.6 KB per second. Activation Sources:
• CAD to system interface over network
• Radio two-tone activation
• Telephone backup system in the event of radio failure
CAD Interface—The vendor is responsible for interfacing the proposed alerting system to
the existing CAD system. This system is provided by Spillman Technologies. Any
interfacing costs will be included in the final bid price and evaluation.
a. Code Level
b. Engine(s) dispatched
C. Nature
d. Address
e. Grid
Radio Interface - The vendor is responsible for interfacing the proposed alerting system
to the existing CAD system. This system is provided by Avtec, Inc. Any interfacing costs
will be included in the final bid price and evaluation.
a. Code Level
b. Engine(s) dispatched
C. Nature
d. Address
e. Grid
2. Pre-Announcement Capability
The FSAS shall be capable of text to voice pre-announcements that contain company-
specific information that is customizable to the requirements of each individual fire
station within the fire department. The pre-announcement capability shall include a
separate pre-announcement for a minimum of 10 companies per station, 75 major types of
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Attachment
City of San Luis Obispo RFP for Fire Station Alerting System
incidents and 75 of emergency response levels. There shall be separate pre-
announcements for daytime operation and separate pre-announcements for nighttime
operation controlled by internal clock function of the FSAS. Multi-company pre-
announcement messages shall be capable of any and all combinations of company
responses required from a fire station. The pre-announcements may be preceded by any
tone signaling required by the fire department and this tone signaling shall have the
ability to be being altered or eliminated based on time of day programming in the FSAS.
3. Zoned Capability
a. Dorm Room Indicating Devices—
The FSCS shall be capable of supporting the operation of indicating
devices that can be placed in individual dorm room locations. These
devices shall be programmable by fire department personnel to activate
company-specific zones. These devices shall also:
1) Be capable of human voice pre-announcements for the
programmed company-specific zone, dispatch audio and night
vision lighting of the bedroom area during the activation period.
2) Be programmable to accommodate personnel assignments to more
than one company-specific zone.
3) Be housed within one unit that also contains an internal speaker
capable of delivering pre-announcement and dispatch audio (see
Section E and Section M for additional design requirements of the
internal speaker).
4) Be capable of programming that controls the audio level in one-dB
increments over a range of ninety dB.
5) Be_capable of programming a lower audio level during nighttime
hours of operation in one dB increments (see Section E and Section
M for additional design requirements of the internal speaker).
6) Be capable of enabling or disabling station radio audio permitting
radio watch operations.
7) Have an integral lamp attached to the unit itself or overhead in the
ceiling that illuminates the bunk area without requiring additional
illuminating devices.
8) Be capable of programming night vision lighting level over a range
of fifteen(15) different levels of illumination.
9) Be capable of being relocated and re-programmed to a change in
personal room assignment by fire department personnel without
any assistance from outside services.
10) Be equipped with programming switches embedded in a
waterproof membrane panel capable of being sanitized with liquid
disinfectant.
11) Contain a two-line, sixteen characters per line display device that is
located behind the membrane switch panel and viewed through a
waterproof transparent section of the membrane panel.
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Attachment
City of San Luis Obispo RFP for Fire Station Alerting System
12) Be capable of supporting night vision lamp assemblies.
b. Distributed Audio System
The FSCS shall be capable of incorporating a distributed audio system that does
not utilize centralized amplification devices driving remotely located speakers.
The Distributed Audio System shall:
1) Be incorporated in all active light indicators, Dorm Room
Indicating Devices, and all High-Level Audio Systems.
2) Be capable of delivering a minimum of ten (10) watts of audio
power per each Colored Light Indicator and Dorm Remote
Indicating Device.
3) Be capable of delivering a minimum of 100 watts RMS in high
level audio areas.
4) Support inputs from telephone paging systems, public address
microphones and dedicated telephone lines, in addition to the base
station radio.
C. Zone Activation Indication
The FSAS shall be capable of displaying all company-specific zones that are
activated from a command by the dispatch center on a front panel display device
during the command sequence. Indicating devices located in individual bedrooms
shall be capable of displaying company-specific activated zones during the
command sequence. Zone activation indication shall be automatically cleared on
the FSAS at the end of a command sequence and zone activation indication shall
be cleared and the display extinguished at the end of the command sequence by
the indicating device.
d. Night vision System
The FSAS shall be capable of night vision illumination of the active nighttime
areas of the fire station to provide retention of night vision by the fire department
personnel during a command sequence.
1) The Dorm Room Indicating Devices shall provide night vision
illumination in individual dorm room areas.
2) The Ceiling-Mounted Light Indicators and Clone Indicator Device
shall provide night vision illumination in the common dormitories,
hallways and apparatus bay areas.
3) The night vision system shall be mounted overhead, provide red
illumination during an alert and may incorporate some existing
lighting fixtures as agreed upon by the City.
4) Night vision illumination level shall be automatically increased
from the lowest level to the programmed upper level during the
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AttaC menjt�_
City of San Luis Obispo RFP for Fire Station Ala ting System
first twenty seconds of a command sequence to prevent optical
shock to awakening fire personnel.
5) Night vision lighting illuminators shall be capable of mean time
between failures of greater than 50,000 hours of operation..
4. Control System
The FSAS shall be capable of operating control and sense devices throughout the
fire station in response to commands and requests sent from the dispatch center.
a. Remote Control Devices - Thee FSAS shall be capable of operating
remote sense and control devices that control fire station operating
parameters utilizing closed loop control technologies. The Remote Control
Devices shall be capable of inverted control logic, enabling complex
control functions. The command and control functions available to the
dispatch center shall be 1,024 separate commands. The Remote Control
Devices shall have the capability of sending 1,024 completed status
verifications.
b. Video Alerting Devices — The FSCS shall be capable of displaying
dispatch call information on monitor screens located at apparatus bay map
boards. The screen shall return to normal status at the end of the alert
sequence and shall not display the dispatch call information until the next
alert.
5. Supervised Status Verification
The FSAS shall be capable of automatic supervised status verification by the
dispatch center. Upon loss of status verification, the FSCS shall activate all light
indicators and indicating devices and pre-announce a communications failure has
occurred providing audio and visual indication of the failure. The FSCS shall be
capable of supervised status verification of the internal fire station control
network. Upon loss of status verification, the FSCS shall activate all light
indicators and indicating devices and pre-announce a network failure has occurred
providing audio and visual indication of the failure. The FSCS shall be capable of
notifying the dispatch center of a fire station network failure.
6. Interactive Data Collection and Control
The FSAS shall be capable of simultaneous command and control of the fire
station as well as data collection from the fire station. Interaction between the
dispatch center and fire station located control and sense devices shall occur with
no degradation of command and control sequences.
7. System Security
The FSCS shall use a command and control data protocol that includes command
and control verification of all functions prior to the execution of any commands or
interpretation of any control data. Verification of all command functions shall be
at the same security level required for command functions.
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ff ttachmsnt.
City of San Luis Obispo RFP for Fire Station Alerting System
8. Monitoring Capability
The FSCS shall be capable of monitoring the fire stations status through the use of
dry contact closure, RS232 9600 Baud or less serial data, parallel data and RS485
serial data. Monitoring of critical data applications shall also include pre-
announcements to all zones of the fire station and notification to the dispatch
center when monitored data exceeds pre-established windows of acceptability.
The FSCS shall be capable of reporting unacceptable, critical data situations to a
remotely located data collection center within thirty (30) seconds of detection of
an unacceptable critical data situation.
9. Ambient Noise Level Monitoring
The FSCS shall be capable of monitoring ambient noise level at select locations
within fire stations and outside areas. The ambient noise level monitoring sensors
shall continuously monitor ambient noise level and report this data to the FSCS
for the purpose of maintaining an acceptable audio signal to ambient noise ratio
during the command and control sequence. The ambient noise level monitoring
system shall maintain the minimum audio level necessary to achieve speech
intelligibility during the command and control sequence.
10. High-Level Audio System
The FSAS shall have the capability of delivering high level audio in apparatus
bays and some outside areas. These systems should provide a minimum of one
hundred (100) watts RMS into a four (4) Ohm load with a total harmonic
distortion of less than one (1) percent. The FSCS shall be capable of supporting
tem (10) separate one hundred (100) watt audio systems per fire station.
11. Installation Software
The FSAS shall be capable of complete system configuration from an RS232
serial data input on the network or from a remote service center, utilizing
installation software. The installation software shall be capable of identifying and
communicating with all units within the FSAS network. The installation software
shall be capable of verifying and altering the unit address, the unit variable
allocation tables, including audio levels and light intensity, verifying correct unit
operation by activation of the built in test function, test activation of any desecrate
unit function and archiving the variable allocation tables for maintenance
functions. The installation software shall enable an expanded command set at each
indicating device controllable from the front panel of the indicating device or
network serial data port. This expanded command set shall enable the setting of
function limits, enabling and disabling of multiple zone activation, zone name
identification by company function and disabling the system security during the
installation period. The installation software shall be capable of enabling IT
personnel to add or delete units from the FSAS network with out the assistance of
outside service personnel.
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Attachffl 9$
City of San Luis Obispo RFP for Fire Station Alerting System
12. Category 5 Cable Requirements
The FSAS shall be capable of operation with category 5 cable as the only wiring
required for system operation..
Any new cable pulled shall be Category 6 cable plant installed per the attached
City's wiring standard. A floor plan showing the location of each Category 6 cable
shall be completed and delivered to the responsible party prior to the acceptance
of the cable plant.
13. Interruptible Power System
The FSAS shall be powered from an on-line; fulltime dual-conversation
uninterruptible power system (herein UPS) that is capable of 15 minutes of
continuous operation after loss of power input from normal sources. The FSAS
shall be capable of reporting loss of station power to the dispatch CAD.
C. INSTALLATION REQUIREMENTS
1. UPS Power Requirements
The FSAS shall be equipped with a full time UPS supporting the both the FSCS
as well as all base radio equipment associated with the FSCS. This UPS shall be
capable of a minimum of one-hour continuous operation after loss of power input
from normal sources.
2. Phone Line Surge Suppression
All phone line connections made to the FSCS shall be equipped with both surge
suppression and over-voltage protection. The surge suppression and over-voltage
protection devices shall be connected to the fire station earth ground system with a
maximum distance to the earth ground connection of fifty feet and a wire size
minimum of AWG 8.
3. Earthquake Tolerant Capabilities
The FSAS shall be installed throughout the fire station in a manner that prevents
damage causing movement.
4. Apparatus Room Installation Specifications
The FSCS equipment installed in an apparatus room shall be installed in locations
that do not inhibit any normal functions within the apparatus room. All cabling
shall be installed in EMT conduit to prevent cable damage.
5. Control and Sense Device Installation Specification
The control and sense devices shall be installed within six feet of the controlled
device.
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City of San Luis Obispo RFP for Fire mon A ening System
D. INSPECTION AND ACCEPTANCE
The inspection and acceptance requirements for this contract will be according to:
1. Project Plan
The contractor shall provide a detailed project plan, project schedule.
2. Transition Plan
The contractor shall provide a transition plan (from the existing systems and
legacy systems); an interface control document (which details all physical and
logical system interfaces), and a test plan, and a cutover plan.
3. Cutover
The contractor shall perform system cutover after hours and at a time agreed to by
the project manager.
4. Project Completion
The contractor shall complete the entire project no longer then 90 days after
contract execution.
E. WARRANTY AND TECHNICAL SUPPORT REQUIREMENTS
1. On-Site One Year Warranty
The FSCS shall come with an on-site one-year parts and labor warranty, including
24/7 telephone technical support for fire department personnel. All warranty
services are to be provided on-site.
2. Extended Warranty
Upon the expiration of the one-year warranty, the fire department shall be offered
an extended warranty for a price to be determined at the expiration of the one-year
warranty.
3. Maintenance Contract
Upon the expiration of the one-year warranty, the fire department shall be offered
an on-site maintenance contract on the entire FSAS.
F. SYSTEM INSTALLATION.
It is the City's goal for system installation to be completed within 90 days after contract
execution.
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PROPOSERS LIST
FIRE STATION ALERTING—SPECIFICATION NO.90843
Business Name-Locution Systems Business Name–TriTech Systems
Contact Name-Tracy Norcutt Contact Name–Jenny Clavero
Address– 1626 Cole Blvd., Suite 325 Address–9860 Mesa Rim Road
City, State and Zip Code–Golden, CO 80401 City, State and Zip Code–San Diego, CA 92121
Email- TracyN(a,locution.com Email–jenny.clavero(@tritech.com
Phone No.–(303) 301-7513 Phone No. (858)799-7362
Fax No.–(303)384-9014 Fax No.–(858) 799-7010
Business Name–Westnet Inc.
Contact Name–Dee Lopez
Address– 16581 Burke Ln.
City, State and Zip Code – Huntington Beach, CA
92647
Email–dloyez(i�westnetsystems.com
Phone No.–(800) 807-1700
Fax No.
Business Name–Motorola Inc.
Contact Name–Gabriele Wiedner
Address–2232 S. Depot, Suite G
City, State and Zip Code–Santa Maria,CA 93455
Email -gabriele(a,sterlingcommunications.com
Phone No.–(805) 739-9259
Fax No.–(805)739-5349
Business Name–Zetron Inc.
Contact Name–Gabriele Wiedner
Address–2232 S. Depot, Suite G
City, State and Zip Code-Santa Maria,CA 93455
Email- abriele(i sterlingcommunications.com
Phone No.–(805) 739-9259
Fax No. –(805) 739-5349
Business Name–ComTech Communications
Contact Name–Sales Department
Address– 110 Main Ave.
City, State and Zip Code–Sacramento, CA 95838
Email–sales(a-)comtechcom.net
Phone No. –(800) 377-7422
Fax No.–
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