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Item 4E CITY OF SOUTH LAKE MEMORANDUM May 9, 2016 To: Shana Yelverton, City Manager From: James Brandon, Police Chief Subject: Item 4E, Bi-Directional Amplifiers for Public Safety Radios Action Requested: Council approval of the purchase of two bi-directional amplifiers (BDA) for a total cost not to exceed $60,000 Background Information: The purpose of this item is to seek Council approval of the purchase of two bi-directional amplifiers as outlined in the proposal from DFW Communications (BuyBoard Contract Number 433-13). In our current climate, the safety of schools is a critical priority for public safety personnel. We have School Resource Officers in all of our schools, but an engineering study conducted at Johnson Elementary School and Carroll Elementary School found a significant public safety radio gap at each facility. The remedy is the installation of a BDA system that: • Amplifies weak incoming radio signals to ensure they reach any public safety radios in the school; then amplifies any public safety radio traffic within the school to ensure the communication is able to flow from the school. • Adds an antenna network throughout the schools to ensure there are no radio coverage gaps. Adding the amplifiers will ensure the schools meet section 510 Emergency Responder Radio Coverage of the 2009 International Fire Code which indicates that all buildings shall have approved radio coverage for emergency responders within the building based upon the existing coverage levels of the public safety communications systems of the jurisdiction at the exterior of the building. This includes a requirement to have 95% radio coverage throughout the facility given the following signal strength qualifiers: • A minimum signal strength of -95 dBm shall be receivable within the building • A minimum signal strength of -100 dBm shall be received by the agency's radio system when transmitted from within the building Financial Considerations: The RDAs cost is no more than $30,000 each for a total of no more than $60,000. The sirens were requested and approved as part of the FY 2016 budget under the Crime Control and Prevention District Fund. Financial Impact: The RDAs will not have any future cost once they are installed. Citizen Input: NIA Legal Review: NIA Alternatives: The BDAs are the only available system to boost both incoming and outgoing radio signals from within the buildings. Supporting Documents: Proposal from DFW Communications. Staff Recommendation: Approval of the proposal from DFW Communications to purchase and install two BDAs with a cost not to exceed $60,000. DFVV COMMUNICATIONS City of Southlake Southlake Schools BDA' s April 13, 2016 BuyBoard Contract Number 433-13 Data Restrictions This proposal is considered DFW Communications confidential and restricted.The proposal is submitted with the restriction that it is to be used for evaluation purposes only, and is not to be disclosed publicly or in any manner to anyone other than those employed by City of Southlake required to evaluate this proposal without the express permission of DFW Communications, Ben Williamson April 13, 2016 City of Southlake Ben Williamson, DFW Communications is pleased to present this proposal for the implementation of full DF COMM UN�CATI�IVS DFW Communications Inc. �/ City of Southlake Bi directional amplifier systems at Johnson Elementary School and Carroll Elementary School,working off of the NETCO Radio Communications system. This proposal has been developed from information gathered from our site walk and the plans provided by you. This price proposal is valid for 90 days. City of Southlake faces several challenges with the current communications. To meet these challenges, The City of Southlake has identified its most pressing needs as follows: • Improve coverage of first responder public safety radios in Johnson Elementary School • Improve coverage of first responder public safety radios in Carroll Elementary School Thank You, DFW Communications Please call us with any questions you may have regarding this proposal Bill Kennedy Account Representative (817) 789-8610 Charles Wanat Engineering Group (817) 808-9005 Table of Contents SystemDescription............................................................................ ... 3 7001800MHzSystem .................................................................................................................. 3 OperationalOverview............................................................................................................. 3 2 Southlake Schools BDA's DFW Communications Inc. Confidential and Proprietary DFW COMMIJIVICATIONS DFW Communications Inc. _/ City of Southlake BiDirectional Amplifier......................................................................................................... 4 DFW Communications Statement of Work.................................................................................... 5 DFW Communications Responsibilities..................................................................................... 6 General Understanding ........................................................................................................... 6 General.................................................................................................................................... 7 7001800MHzSystem .............................................................................................................. 8 City of Southlake Responsibilities.............................................................................................. 9 Assumptions.............................................................................................................................. 11 Partsand Labor............................................................................................................................. 12 OptionalUPS ............................................................................................................................ 12 Payment terms and conditions.............................................................................................. 13 EquipmentList.............................................................................................................................. 14 SystemAcceptance................................................................................................................... 15 SystemAcceptance Document ..................................................................................................... 19 SystemWarranty........................................................................................................................... 20 System Description 700/800MHz System Operational Overview 3 Southlake Schools BDA's DFW Communications Inc.Confidential and Proprietary DFW COMM UNICATION:S DFNy Communications Inc. U City of Southlake The Bi-Directional Amplifier (BDA) System is used to provide radio system coverage within a facility that does not allow for radio system signal penetration. The network itself consists of a donor antenna network based from an antenna placed on the rooftop of the structure that collects the signal from the outside source and feeds it to ars amplifier that boosts the signal and then sends it to a distributed antenna system within the buildings. The distribution network extends the outside signal to portable units operating within the structure. In the opposite direction, thus the term "bi-directional", the signal is collected by the distribution system and sent to the amplifier, and then broadcast back to the system over the donor antenna network. Many factors need to be determined in the development of these networks to determine the size and cost of a system. Some of these factors include: • Amount of signal level available outside of the building that can be collected by the BDA • The area inside the structure that requires radio system coverage • The building architecture and its ability to block radio signals Bi Directional Amplifier Manufacturer: Westell Model: T5180 Description: 700/ 800 MHz Signal Booster 4 Southlake Schools BDA's DFW Communications Inc. Confidential and Proprietary /- DFW COMMUNICATIONS DFW Communications Inc. U City of Southlake I� Distribution Antennas Manufacturer: Pulse Larsen Model: DASLTE50ONF Height: Ceiling Mount Omni ceiling mount with pigtail 698-960/1710-2170/2300-270014900-5900 MHz N Female connector 500mm 1/4" low loss, low PIM Plenum Rated cable Technical Parameters: Donor Site: Front Range Communications Consortium Radio System Donor Level: -70 dl3m DFW Communications Statement of Work BDA for Johnson and Carroll Elementary 5 Southlake Schools BDA's DFW Communications Inc. Confidential and Proprietary DFW COMMU. N�CATIOIVS DFW Communications Inc. City of Southlake DFW Communications Responsibilities General Understanding This section describes the tasks that will be required to complete this project. It discusses DFW's responsibilities and what responsibilities would be required of the City of Southlake in the implementation of this project. Upon receipt of the "Notice to Proceed" and a purchase order, DFW will begin the acquisition of the materials designated on the enclosed equipment list. Once the system has been ordered, updated equipment delivery times will be provided to the City of Southlake Project Manager. Typical lead time is 5-10 business days upon ARO on equipment in stock. **As of 8125115 the BDA's are in stock. If they run out of stock typical lead time runs 2-3 weeks.** DFW Communications will appoint a Project Manager who will remain as the single point of contact throughout the project. The PM will coordinate the project kick-off meeting with the City of Southlake. This initial meeting would include the following discussions along with any other points requested by the City of Southlake: Introduce project team to the City of Southlake and establish "Point of Contact"for both DFW and the City of Southlake. This would include exchanging contact information (email address, phone numbers, etc.). • Review City of Southlake responsibilities and timeline of their completion. • Review equipment delivery schedules with the City of Southlake • Review installation schedule Discuss any on-site requirements of the City of Southlake. This would include establishing access requirements, onsite contacts, and any special work conditions or safety requirements (hardhats, work location hazards, etc.). All materials will be stored at one of DFW's facilities and transported to the site as needed. DFW will be responsible for all shipping and transportation costs as part of this proposal. 6 Southlake Schools BDA's DFW Communications Inc.Confidential and Proprietary /—" DFW COMMUNICATIONS DFW Communications Inc. L/ City of Southlake General 1. Perform all work and tasks required to install the products according to manufacturers' recommendations during installation 2. Administer safe work procedures for installation 3. Ensure the proper disposal of all debris generated from installation 4. Schedule the implementation in agreement with the City of Southlake. 5. Coordinate the activities of all DFW Communications subcontractors under this contract. 6. All work will be performed during normal working hours (Monday through Friday, 8AM to 4:30PM). 7. DFW Communications will use the Motorola R56 Manual, Standards and Guidelines for Communication Sites as its installation guide in all situations where the customer specifications and local codes do not apply. These guidelines will be adhered to as closely as possible as allowed by the existing sites and equipment. The R56 Manual is available for review upon request. This quotation does not included bringing existing equipment and sites up to R56 standards unless specifically outlined. 8. All grounding wire , stainless steel bolts, lugs, and other small grounding hardware will be supplied by DFW Communications. 9. Any work that is required to complete this project not specifically described in this statement of work will be considered above the scope of this proposal and subject to re- quotation 10. Perform testing of equipment 11. Assistance with FCC Registration 7 Southlake Schools RDA's DFW Communications Inc.Confidential and Proprietary DFW COMMUNICATIONS DFW Communications Inc. City of Southlake 700/800MHz System Implement the RF distribution network. This will include the following: Provide and install Heliax coaxial cable between the Splitter's and the designated locations for each distribution antenna as specified in the system design. Johnson Elementary School Install (6) distribution antennas that will be secured to ceiling tiles. Precautions will be taken to ensure that ceiling tiles will not sag. Carroll elementary School Install (6) distribution antennas that will be secured to ceiling tiles. Precautions will be taken to ensure that ceiling tiles will not sag. Install all of the cable terminations, signal splitters, cable securing hardware. Apply power to the system and perform system optimization that will include recording all signal levels at each antenna site. Once the system has been completely implemented and fully tested by DFW, DFW Communications, along with representatives of the City of Southlake shall participate in a "Coverage Demonstration Procedure" (CDP). These procedures are described later in this section. Upon final acceptance,the system will be commissioned and customer beneficial use shall begin. "Special Note : These proposed BDA systems are designed to provide full coverage throughout Johnson Elementary School and Carroll Elementary School. These are not "General Spot Coverage" systems where only areas with low readings on the pre-bid site walk will be increased. Our designs allow for public safety radios to remain on the same services from the entrance of the building throughout the entire facility." 8 Southlake Schools BDA's DFW Communications Inc. Confidential and Proprietary / _t DFW COMMUNICATIONS DFW Communications Inc. City of Southlake City of Southlake Responsibilities DFW will require access throughout the building in the different locations affected by the installation. The City of Southlake will need to provide clear access to each of these locations during normal business hours. It will be the City of Southlake's responsibility to ensure the proper representatives are available to attend a scheduled pre-project meeting. Representatives will need to authorize the placement of the different system components. At this meeting, DFW will review the installation schedule and the City of Southlake responsibilities. The City of Southlake will need to provide representatives to participate in the Coverage Demonstration Procedure. It will be necessary to secure a letter of permission from the NETCO Communications Consortium owner or system administrator prior to installation of the BDA. Single point Ground within 6' of BDA installation 15A AC Circuit within C of BDA installation Work will be conducted prior to occupancy. If a debris collection device is necessary for ceiling tile removal additional labor charges will apply. 1. Provide all authorizations to perform the installation services. 2. Obtain and provide all approvals, permits, and agreements as required at all sites and locations. 3. Provide adequate space for equipment to be installed. 4. Provide primary electrical power at the site. 5. Provide all roof penetrations required by the project unless they are outlined in the DFW Communications statement of work section. 6. Provide Point of Contact to monitor and answer questions related to project. 7. Sign"Installation Completion Form"upon satisfactory completion of project. 8. Provide all buildings, equipment shelters, and towers required for system installation 9. Insure communications sites meet space, grounding, power, and connectivity requirements for the installation of all equipment. 10. Obtain all licensing, site access, or permitting required for project implementation. 11. Provide any specialized cable management systems required by the project. 12. Customer will provide a dedicated delivery point, such as a warehouse, for receipt, inventory and storage of equipment prior to delivery to the site(s). 13. Coordinate the activities of all the City of Southlake vendors or other contractors. 14. Provide all Cable run path ways. 9 Southlake Schools BDA's DFW Communications Inc. Confidential and Proprietary DFW COMMUNICATIONS DFW Communications Inc. City of Southlake 10 Southlake Schools BDA's DFW Communications Inc. Confidential and Proprietary /-#. DFW COMMUNICATIONS DFW Communications Inc. L/ City of Southlake Assumptions DFW Communications has developed a comprehensive engineered solution contained within this proposal with the best intentions of satisfying the needs of the City of Southlake. Certain assumptions were made in order for DFW Communications to design this system. The following is a list of site requirements and design assumptions for the system. 1. All existing sites or equipment locations will have sufficient space available for the system described as required/specified by R56. 2. All existing sites or equipment locations will have adequate electrical power in the proper phase and voltage and site grounding to support the requirements of the system described. 3. Any site/location upgrades or modifications are the responsibility of the customer. 4. Approved local, State, Federal third party permits as may be required for the installation and operation of the proposed equipment are the responsibility of the City of Southlake. 5. Any required system interconnections not specifically outlined here will be provided by Southlake Schools. These may include dedicated phone circuits, microwave Iinks, Ethernet or other types of connectivity. - Southlake Schools BDA's DFW Communications Inc.Confidential and Proprietary DFW COMMUNICATIONS DFW Communications Inc. L/ City of Southlake Parts and Labor Johnson Elementary School Equipment $ 159792.57 Installation & Optimization $ 13,009.63 Warranty Wrap $ 390.00 Total $ 29,192.20 Carroll EIementary School Equipment $ 15,601.41 Installation & Optimization $ 13,000.07 Warranty Wrap $ 390.00 Total $ 28,991.48 [Total $ 58,183.68 Optional UPS UPS 4 Hour Runtime Qty Description Unit Total 1 PW913OL1000T-XL with 2 EBM Runtime:273 minutes $ 1729.63 $ 1729.63 Equipment $ 1729.63 Warran Wrap $ 200.85 Total $ 1930.48 UPS 10 Hour Runtime L 12 Southlake Schools BDA's DFW Communications Inc. Confidential and Proprietary DFW COMMUNICATIONS DFW Communications Inc. City of Southlake Qty Description Unit Total Eaton 9130L Tower 2000 VA/1800 watts with 2 EBM Runtime: 1 732 minutes $ 2778.69 $ 2778.69 Equipment $ 2778.69 Warranty Wrap $ 200.85 Total $ 2979.54 UPS 16 Hour Runtime Qty Description Unit Total Eaton 9130L Tower 2000 VA/1800 watts with 3 EBM 1 Runtime: 1068 minutes $ 3406.41 $ 3406.41 Equipment $ 3406.41 Warranty Wrap $ 200.85 Total $ 3607.26 13 Southlake Schools BDA's DFW Communications [tic. Confidential and Proprietary DFw CQMMU, N�CATIONS DF�V Communications Inc. �� City of Southlake Equipment List Johnson Elementary School Qty Description MFG I CSI-T51080-SP78 7001800 MHz band-selective dual band repeater Westell Signal 3 DIRECTIONAL COUPLERS,698-2700 MHZ,200W N Female Inside Signal 1 DIRECTIONAL COUPLERS,698-2700 MHZ,20OW N Female Inside 746-896 MHz I IdBi aluminum finish yagi,8 element. 100 watt.50 ohms.N-Female I Connector. Westell 1200 112"Heliax Coaxial Plenum RFS 100 112"Heiiax Coaxial RFS 15 N-Male Coxial Connectors RFS 7 N-Female Coaxial Connectors RFS 2 Ground Kit 112" RFS Pulse\ 6 DASLTE50ONF 700 Band,698-96011710-270014900-5900,OMNIDIRECTIONAL,N(F) Larsen I RF Surge Arrestor NM-NF Polyphaser I AC Surge Supressor Tripplite 6 N1\4NMS12FO60FFP 6',SCF I2-50J,N(M),N(M),PIM CERTIFIED,JUMPERS RFS 1 114"X2"X12"CU GRNDBAR 5 7116"HOLES Harger I Non Penetrating Roof Mount ROHN I Non Penetrating Roof Mount Pads ROHN 4 Cable Weights B-Line 4 Clamps B-Line Carroll Elementary School Qty Description 1IP6 1 CSI-TS 1080-SP78 7001800 MHz band-selective dual band repeater Westell Signal 2 2 Output Low PIM Power Divider,698-2700 MHZ, N Female Inside Signal I DIRECTIONAL COUPLERS,698-2700 MHZ,20OW N Female Inside Signal 1 DIRECTIONAL COUPLERS,698-2700 MHZ,20OW N Female Inside 746-896 MHz 11dBi aluminum finish yagi.8 element. 100 watt.50 ohms.N-Female I Connector. Westell 1200 112"Heliax Coaxial Plenum RFS 100 112"Heliax Coaxial RFS 15 N-Male Coxial Connectors RFS 7 N-Female Coaxial Connectors RFS 2 Ground Kit 112" RFS Pulse\ 5 DASLTE504NF 700 Band,698.96011710-270014900.5900,OMNIDIRECTIONAL,N(F) Larsen 1 RF Surge Arrestor NM-NF Polyphaser 1 AC Surge Supressor Tripplite 14 Southlake Schools BDA's DFW Communications Inc. Confidential and Proprietary DFW COMMUN1CATIDPJS DFkV Communications Inc. City of Southlake 6 NMHMS 12FD60FFP 6',SCF 12-507,N(M),N(M),PIM CERTIFIED,JUMPERS RFS 1 1/4"X2"X12"CU GRNDBAR 5 7/16"HOLES Harger I Non Penetrating Roof Mount ROHN 1 Non Penetrating Roof Mount Pads ROHN 4 Cable Weights B-Line 4 Clams B-Line System Acceptance As part of this proposal, DFW Communications Inc. is providing a 95% coverage guarantee at a Delivered Audio Quality (DAQ) level of 3.4 with a-95dBm system outbound . The following table describes the subjective performance description as defined in the TIA TSB-88 Bulletin. Delivered Audio Quality (DAQ) Scale Definitions Delivered Subjective Performance Description Audio Quality DAQ 5.0 Speech easily understood. DAQ 4.5 Speech easily understood Infrequent Noise/Distortion. DAQ 4.0 Speech easily understood. Occasional Noise/Distortion. DAQ 3.4 Speech understandable with repetition only rarely required. Some Noise/Distortion. DAQ 3.0 Speech understandable with slight effort. Occasional repetition required due to Noise/Distortion. 15 Southlake Schools BDA's DFW Communications Inc. Confidential and Proprietary /1* DFW COMMUNICATIONS DFW Communications Inc. L/ City of Southlake Delivered Subjective Performance Description Audio Quality DAQ 2.0 Understandable with considerable effort. Frequent repetition due to Noise/Distortion. DAQ 1.0 Unusable, speech present but unreadable. RF coverage performance will be demonstrated to ensure that the coverage extension system provides a DAQ level with a-95dBm system outbound as stated throughout the specified coverage area. The procedure is explained in the following paragraphs. Coverage demonstration shall be considered complete and successful when the ability to send and receive intelligible voice communications over a portable radio inside each facility and the fixed test team's stationary location has been demonstrated as defined in the Coverage Demonstration Procedure (CDP). In the event that the Coverage Demonstration does not demonstrate the required level of coverage, DFW will, with the cooperation of the City of Southlake, optimize the system and/or provide all additional labor and materials required to meet the performance criteria as defined in this proposal. 16 Southlake Schools BDA's DFW Communications Inc. Confidential and Proprietary DFW COMMUNICATIONS DFW Communications Inc. City of Southlake The following is required for the CDP: Resources: Two City of Southlake Representatives, two DFW Representatives Equipment: Building plans with mutually agreed upon test points marked, two fully charged portable radios and a calibrated spectrum analyzer. Coverage Demonstration Procedure (CDP) One City of Southlake and one FW representative will be located at the City of Southlake dispatch center or control point. This team will be responsible for controlling the CDP and completing the Acceptance Test Check Sheets. This team will be called the Stationary Team. The second City of Southlake and DFW representative will each be equipped with one portable radio. This team will be responsible to initiate and/or receive calls from each of the test points in the facility. This team will be called the Mobile Team. Test calls will be initiated from the mobile team once they have reached an agreed upon test point. The test at each point will consist of the following transmissions: • Mobile Team ---Make a control Channel signal strength measurement. Mobile Team ---"This is mobile team testing, one two, three, four, five at location XYZ, with a—XXXdBm signal do you read me", "Over" • Stationary Team --- "Affirmative, testing, one, two, three, four, five. Received your message at DAQ XX, with a—XXXdBm signal", "Over" • Mobile Team ---"Mobile team received your message at DAQ XX," • Move to the next location. The stationary team will be responsible for all documentation for both teams. 17 Southlake Schools BDA's DFW Communications Inc. Confidential and Proprietary DFW COMMUNICATIONS DFW Communications Inc. City of Southlake Failed Test Points In the event that a transmission fails in either direction, the mobile team will move 2-5' from the previous test position and the test point procedure will be repeated. If the test point fails this second attempt, it will be noted as a failed test point. A failed test point is any point that is graded at less than a DAQ level of 3.4 in either direction. Transmissions including the test message will be the only transmissions that are graded. Proof of 95% Reliability Test points will be determined during the acceptance-testing phase of the implementation. Locations will be evenly distributed throughout the area. The City of Southlake reserves the right to decline testing any test points. Declined test points will be considered unknown and not taken into account. The City of Southlake will supervise the entire test. Coverage will be tested and verified for both talk-in and talk-out directions. Extrapolation of results from tests in one direction to reach conclusions about the other direction will not be acceptable. A failure in either the inbound or outbound direction will constitute a failed test location. A successful test point shall be one that provides delivered audio quality of at least DAQ 3.4 in both the inbound and outbound directions and a with a—XXXdBm signal in sytem outbound direction . A failure in either the inbound or the outbound direction at a test location will constitute a failed test location. In the event that the first test call (inbound or outbound) is unsuccessful,the field team will be allowed to move up to 5' and a retry will be permitted. If the second attempt to communicate fails that test location will be deemed a failure. The following information will be submitted to the City of Southlake at the conclusion of the acceptance testing previously described. Once this document is signed the warranty period shall begin. 18 Southlake Schools BDA's DFW Communications Inc. Confidential and Proprietary DFW COMMUNICATIONS DFW Communications Inc. U City of Southlake System Acceptance Document The City of Southlake approves and accepts the BDA for Johnson Elementary and Carroll Elementary schools as implemented in its present form. The System Acceptance Test Plan has been successfully completed and Southlake Schools has commenced beneficial use of the system. City of Southlake DFW Communications Representative Representative Signature Signature Name (Print) Name (Print) Position Position Date Date 19 Southlake Schools BDA's DFW Communications Inc. Confidential and Proprietary DFW COMMUNICATIONS DFW Communications Inc. k / City of Southlake System Warranty All manufacturer warranties apply. New equipment provided by DFW features a full one-year parts and labor warranty from the factory. DFW's on-site warranty service is offered for 90 days after system acceptance. Copies of the manufacture's warranty are available upon request. Service agreement on equipment can be written to cover all infrastructures on a 24 x 7 basis. If Southlake Schools so chooses after the warranty period has expired, a maintenance agreement could be developed to cover malfunctions, electronic components, and failure. Negligence, abuse and Acts of God are not covered under a service agreement. DFW Communications will provide Service on the equipment with parts support from the factory. DFW's maintenance during the warranty period is performed between the hours of 8AM and 4:30PM Monday through Friday What the Warranty Does Not Cover a Defects or damage resulting from use of the Product in other than its normal and customary manner. • Defects or damage from misuse, accidents, water, or neglect. • Defects or damage from improper testing, operation, maintenance, installation, alteration, modification, or adjustment. • Breakage or damage to antennas unless caused directly by defects in material workmanship. • Products, which have had the serial number, removed or made illegible. • Freight cost to and from the repair depot. • Scratches or other cosmetic damage to Product surfaces that does not affect the operation of the Product. • A Product subjected to unauthorized Product modifications, disassemblies or repairs. • Normal and customary wear and tear. 20 Southlake Schools BDA's DFW Communications Inc. Confidential and Proprietary