By submitting its proposal, Supplier agrees that any costs

REQUEST FOR PROPOSAL Thurston County Department of Communications DIGITAL VOICE RECORDING SYSTEM RFP Number 06-0501 GENERAL TECHNICAL AND ADMINISTRATIVE REQUIREMENTS Thurston County Department of Communications Digital Voice Recording System Advertisement for Proposals ......................................................................................................................... 3 Thurston County Department of Communications ........................................................................................ 4 Statement of Purpose ................................................................................................................................... 5 Suppliers Qualifications ................................................................................................................................. 5 Customer’s Procurement Policy .................................................................................................................... 6 Strategic Supplier Relationships and Certifications ...................................................................................... 6 Supplier’s Responsibility ............................................................................................................................... 6 General Instructions ...................................................................................................................................... 7 Critical Dates ............................................................................................................................................. 8 Supplier Questions ........................................................................................................................................ 8 Addendum ..................................................................................................................................................... 8 Submission Deadline .................................................................................................................................... 9 Proposal Format ............................................................................................................................................ 9 Submission Requirements .......................................................................................................................... 10 Proposal Submission and Withdrawal ........................................................................................................ 11 Development Costs ..................................................................................................................................... 11 Contract Awards .......................................................................................................................................... 11 Contractual Agreement ............................................................................................................................... 12 Selection Process ....................................................................................................................................... 12 Public Records ............................................................................................................................................ 12 News Releases ........................................................................................................................................... 12 Insurance..................................................................................................................................................... 12 Licenses and Permits .................................................................................................................................. 12 Installation ................................................................................................................................................... 13 Warranty and Service .................................................................................................................................. 13 Training ....................................................................................................................................................... 13 DVRS Technical Specifications................................................................................................................... 14 Introduction.................................................................................................................................................. 14 DVRS Layout .......................................................................................................................................... 15 Performance ............................................................................................................................................ 16 Recording Inputs ..................................................................................................................................... 16 General ................................................................................................................................................................ 16 Automatic Gain Control ...................................................................................................................................... 16 Analog Inputs ...................................................................................................................................................... 17 Digital Inputs ....................................................................................................................................................... 17 Record Triggers ................................................................................................................................................... 17 Filters ................................................................................................................................................................... 18 Voice Activation .................................................................................................................................................. 18 Signaling .............................................................................................................................................................. 18 Voice Processing ..................................................................................................................................... 19 Operation ................................................................................................................................................. 19 DVRS .................................................................................................................................................................. 19 Time Synchronization .......................................................................................................................................... 19 Diagnostics & Alarms.......................................................................................................................................... 19 Hard Drive ............................................................................................................................................... 20 Archive .................................................................................................................................................... 20 Call Data.................................................................................................................................................. 21 Search and Replay ................................................................................................................................... 23 Infrastructure ........................................................................................................................................... 25 Security.................................................................................................................................................... 25 Electrical Requirements .......................................................................................................................... 26 Environment ............................................................................................................................................ 26 Physical ................................................................................................................................................... 26 RFP # 06-0501 Page # 1 Thurston County Department of Communications Digital Voice Recording System Redundancy ............................................................................................................................................. 28 Remote Management............................................................................................................................... 28 ANI/ALI .................................................................................................................................................. 28 Dubbing ................................................................................................................................................... 30 Motorola Integration................................................................................................................................ 30 Plant Equipment Compatibility ............................................................................................................... 31 RFP # 06-0501 Page # 2 Thurston County Department of Communications Digital Voice Recording System Advertisement for Proposals RFP # 06-0501 DIGITAL VOICE RECORDING SYSTEM The Thurston County Department of Communications, Olympia, WA is accepting sealed proposals for a Digital Voice Recording System (DVRS) for the E911 Dispatch Center at located at 2703 Pacific Ave. SE, Olympia, WA 98501. Sealed Proposals must be received on or before June 15, 2006 at 2:00 PM PDT at the address below: Thurston County Department of Communications 2703 Pacific Ave. SE, Suite A Olympia, WA 98501 All proposals shall be submitted with one (1) original copy (so marked) and five (5) copies and must be sealed in one package and clearly labeled “RPF # 06-0501 – REQUEST FOR PROPOSAL FOR DIGITAL VOICE RECORDING SYSTEM” on the outside of the package and addressed to the above. Responders desiring copies for use in preparing a proposal may obtain a set of such documents from the Thurston County Department of Communications at the address above or from the or by printing a PDF file from the County Website at http://www.co.thurston.wa.us/communications/rfp/rfp.htm. The County reserves the right to accept or reject any and all proposals and to waive any technicalities or irregularities therein. The County further reserves the right to award the contract to that responder whose proposal best complies with the proposal specification. No responder may withdraw their proposal for a period of ninety (90) days from the date set for the opening thereof. Gary D. Bowman Sr. IT Consultant / Project Manager Dated: April 26, 2006 Published: May 1, 2006 RFP # 06-0501 Page # 3 Thurston County Department of Communications Digital Voice Recording System Thurston County Department of Communications Thurston County, Washington, is located at the southern end of Puget Sound in the beautiful Pacific Northwest. Majestic Mount Rainier and the rugged Cascade Mountains are nearby to the east, while Washington's Pacific Ocean coast is just an hour's drive to the west. Thurston County is 60 miles south of Seattle, Washington and is 100 miles north of Portland, Oregon. Thurston County is 727 square miles in area. Thurston County is home to more than 220,000 residents. Nearly 140,000 residents live in the more urban north county areas in and around the cities of Lacey, Olympia, and Tumwater. The rest live in and around the smaller Cities of Tenino, Rainier, Yelm, the Town of Bucoda and in the more rural areas of Thurston County. Thurston County is the eighth most populated county among Washington State's 39 counties and is among the fastest growing counties in the Pacific Northwest. The Thurston County Department of Communications is the Primary Public Safety Answering Point (PSAP) for Thurston County and answers all wireline, wireless (Phase 0, 1, 2), Voice Over Internet Protocol (VoIP) 911 calls as well as 7-digit emergency calls for service. It has twenty-two (22) phone positions of which eleven (11) positions also perform a variety of dispatch related activities. We also dispatch to all Public Safety Agencies within Thurston County which includes all Law Enforcement agencies seven (7), all Fire Departments/Districts seventeen (17) and Thurston County Medic One. More information concerning Thurston County can be found at http://www.co.thurston.wa.us and additional information concerning Thurston County Department of Communications can be found at http://www.co.thurston.wa.us/communications 2005 Call Statistics: Phone Calls: Law Enforcement Dispatches Fire Dispatches E.M.S. Dispatches 631,267 235,799 7,940 21,336 RFP # 06-0501 Page # 4 Thurston County Department of Communications Digital Voice Recording System 1 Statement of Purpose The Thurston County Department of Communications “Requestor” is seeking proposals from qualified firms for an advanced Digital Voice Recording System (DVRS) for the E911 Dispatch Center at the Thurston County Department of Communications, 2703 Pacific Ave. SE, Suite A, Olympia, WA 98501. This requires providing accurate, legally admissible records of what was said, by whom and when for simultaneous real time record and replay or archived recall while maintaining the integrity of the information. Responders to should become familiar with any and all local conditions that may, in any manner, affect the services required. The responder shall carefully examine the Request for Proposal terms and conditions becoming thoroughly familiar with any and all conditions and requirements that may in any manner affect the work to be performed under the contract. No additional allowance will be made due to lack of knowledge of these conditions . It is the intention of Requestor (“Requestor”) to solicit the market for a Digital Voice Recording Solution (DVRS). Requestor is seeking a Supplier(s) that can fulfill the requirements from a technical and customer service perspective. Requestor is looking for a competitive proposal that incorporates total cost of ownership principles such as system architecture, reliability, DVRS life cycle, ongoing maintenance and process improvement. The word “must” is used in this document to define Requestor requirements that are critical and non-compliance will result in disqualification of a bid. Suppliers will be expected to provide all items with must in the description. Partial bids, i.e. those which do not offer all requested elements, will not be considered. The Supplier’s attention is particularly directed to the requirements in the Technical Specifications. Suppliers must state compliance in the format specified via a “Fully Compliant,” “Partially Compliant,” or “Not Compliant.” Suppliers must provide documented evidence of compliance for those items that they respond “Fully Compliant,” or “Partially Compliant,” Failure to submit these statements or to provide to Requestor documentary evidence of claimed compliance, if requested to do so, may disqualify the proposal. If the system will meet the requirement in the future, indicate revision or version number and date of availability. 2 Suppliers Qualifications To demonstrate Supplier’s ability and viability to provide on-going support of the proposed DVRS during its lifecycle, all Suppliers must provide, as part of their response to this RFP, a complete and audited set of financial statements for the previous 36 months. Suppliers that are involved in any litigation associated with the DVRS must provide a full description of any current litigation to which they, any parent company, or any subsidiary are a party to. The Supplier must provide full disclosure of any bankruptcies or liens against them, any parent company, or any subsidiary. Requestor may make such investigations as deemed necessary to determine the ability of the Supplier to perform the work, and the Supplier shall furnish to the Requestor all such information and data for this purpose as the Requestor may request. Requestor reserves the right to reject any offer if the evidence submitted by, or investigation of, such Supplier fails to satisfy Requestor RFP # 06-0501 Page # 5 Thurston County Department of Communications Digital Voice Recording System that such Supplier is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein. Conditional offers will not be accepted. 3 Customer’s Procurement Policy It is Requestor’s policy to reduce current and future business costs wherever possible. Due to Requestor’s internal policies and other operational considerations, the most economically attractive proposal may not be the most suitable for Requestor’s needs. Requestor will make decisions based on merit and the Requestor’s overall business needs, which includes the appropriate balance of cost, timeliness, quality, technical suitability, viability, economic diversity, legal requirements and other business considerations. Requestor reserves the right to reject any or all proposals or portions thereof. Requestor makes no guarantee of any minimum or maximum amount of Product or Service to be procured. It is Requestor’s policy to evaluate all proposals fairly without prejudice to any one Supplier. Requestor reserves the right to make no award under this RFP, and the right to cancel this RFP. Requestor reserves the right to procure any part of the products and services of this RFP from Requestor’s internal sources. Requestor shall incur no obligation or liability whatsoever by reason of issuance of this RFP or action by anyone relative thereto. 4 Strategic Supplier Relationships and Certifications It is understood that the Requestor requires that all communication systems be able to cohabitate and work together without any issues. To that end, Requestor requires that Supplier be capable of providing an executive summary detailing business relationship and technology relationship for the following corporations. Note: Please list and describe all certifications. Suppliers that do not have certified integrations and strategic partnerships with the below corporations will not be considered.        Motorola Plant Equipment Co. Nortel Cisco Avaya Siemens M/A-COM 5 Supplier’s Responsibility Supplier must analyze and respond to all sections of this RFP, unless otherwise noted, by providing sufficient information to allow Requestor to evaluate Supplier’s proposal. Paragraph numbers in the proposal must relate to the paragraph numbers in the RFP. Supplier is required to clearly explain any assumptions or conditions it imposes on or includes in its proposal. The Supplier is obligated to furnish all information as requested and complete all forms according to each section’s instructions. Any deviations or exceptions to Requestor’s requirements should be noted and explained. Additional information may be attached to the proposal; however, failure to provide complete information in the format specified may result in the Supplier being eliminated from the selection process at Requestor’s discretion. By submitting its proposal, Supplier agrees that any costs incurred by the Supplier in responding to this RFP, or in support of activities associated with this RFP, are to be borne by Supplier and may not be billed to Requestor. RFP # 06-0501 Page # 6 Thurston County Department of Communications Digital Voice Recording System Lack of a response to a specific point will be interpreted by Requestor that Supplier’s Proposal does not comply with Customer’s requirements. 6 General Instructions Proposals must be made in the official name of the firm or individual under which business is conducted (showing official business address) and must be signed in ink by a person duly authorized to legally bind the person, partnership, company, or corporation submitting the proposal. For those requirements listed in the Request for Proposal that include the words shall or must, the Supplier will describe, in detail, how the requirement is achieved by the DVRS and must provide diagrams, certifications as well as other forms of proof, as may be relevant, that the Supplier can meet the requirement. Specific requirements will be detailed in each section. Suppliers must define the capability of their organization to supply and maintain the DVRS requested. The response should be specific and complete in every detail, and prepared in a simple and straightforward manner. The Supplier must bear all cost associated with the preparation and oral presentation of their proposal and any requested demonstrations. Supplier must provide all information requested. If the item requires that additional documentation be provided, the response must reference the specific location within the documentation that contains the required information. Also, the full version of the referenced document must be included in the response. All unit pricing, as well as any bulk pricing must be included in the pricing section. It is the responsibility of the responding Supplier to include all pricing as part of their response to this BID request. If any pricing is omitted, it will be assumed that the cost is covered in the systems and pricing proposed. Suppliers may be requested to make an oral presentation of their proposal to Requestor after the proposal opening. Such presentations provide an opportunity for the Suppliers to clarify their proposal and ensure a thorough mutual understanding. Requestor will schedule the time and location for the presentations. Technical questions only will be addressed at this time. Since this procurement action may result in negotiations, confidentiality is of paramount importance. After submission of responses to this solicitation, Supplier must limit their contact to the Requestor. Failure to adhere may result in disqualification. The Purchasing Agent may waive this provision on a case-by-case basis, and such waiver must be in writing. Requestor will examine the qualifications and abilities of all responders to meet the following criteria: a. b. c. d. e. f. g. h. Quality and thoroughness of the proposal submitted. Supplier’s references, experience, and financial and business stability. Ability to meet or exceed the Technical Requirements set forth by the Requestor. Support capabilities for on-going maintenance. Future enhancements and growth of DVRS. Training requirements. DVRS operation and ease of use. Prices quoted for the DVRS and options. RFP # 06-0501 Page # 7 Thurston County Department of Communications Digital Voice Recording System Suppliers must have been engaged in providing similar equipment and services in the past. Critical Dates (These dates are non-negotiable) Process Step Issue RFP Suppliers Submit Questions Requestor Provides Questions and Answers to Suppliers Suppliers Submit Proposals Requestor Creates Short List of Suppliers and Site Visits Suppliers Proposal Presentations (Face to Face) Evaluation and Selection of Supplier(s) Critical Dates May 1, 2006 May 15, 2006 until May 26, 2006 May 29, 2006 until June 15, 2006 June 15, 2006 by 2:00 PM PDT June 19, 2006 June 21, 2006 July 6, 2006 7 Supplier Questions All questions and inquiries concerning the request for the proposal must be addressed in writing to: Contact Gary D. Bowman Title Sr. IT Consultant / Project Manager Phone (360) 704-2734 Fax (360) 704-2723 Email bowmang@co.thurston.wa.us The Sr. IT Consultant/Project Manager will receive written requests for clarification concerning the meaning or interpretations of this RFP, until eight (8) days prior to the submittal date. County personnel are authorized only to direct the attention of prospective responders to various portions of the RFP so that they may read and interpret such for themselves. No employee of the County is authorized to interpret any portion of this RFP or give information as to the requirements of the RFP in addition to what is contained in the written RFP document. 8 Addendum The County may record its response to inquiries and any supplemental instructions in the form of written addenda. The County may mail or post on the Communications Department web site http://www.co.thurston.wa.us/communications/rfp/rfp.htm written addenda up to seven (7) calendar days before the date fixed for receiving the proposals. Responders shall contact the County to ascertain whether any addenda have been issued. Failure to do so could result in an unresponsive proposal. Any oral explanation given before the RFP opening will not be binding. All responders are expected to carefully examine the proposal documents. Any ambiguities or inconsistencies should be brought to the attention of the County through written communication prior to the opening of the proposals. RFP # 06-0501 Page # 8 Thurston County Department of Communications Digital Voice Recording System 9 Submission Deadline Proposals are to be submitted no later than 2:00 PM PDT on June 15, 2006: One (1) clearly identified original and five (5) copies of your proposal are required to include supporting documentation. Copies sent to: Contact Name Company Name Address City, State & Zip Phone Gary D. Bowman Thurston County Department of Communicatoins 2703 Pacific Ave SE, Suite A Olympia, WA 98501 (360) 704-2734 10 Proposal Format In order to more efficiently gain information from each RFP response, please construct the response in the following format: Cover Letter, designating single point of contact Table of Contents Executive Summary Overview of Proposed DVRS Tabbed Sections: This section of the final Proposal Document must be divided into tabbed sections, each tabbed section comprising the following: Technical Response This section is to include the response to each paragraph within the Supplier’s Requirements and Technical Specifications section of this RFP. Price Proposal This section is to include an itemized list of equipment and associated costs for the proposed solution. In addition, costs for installation, training, first year maintenance, extended maintenance and shipping and handling should be itemized. Service This section is to include a description of the Supplier’s project management, service, and support capabilities. This should include, but is not limited to, a description of project management team roles and responsibilities, escalation procedures, remote diagnostic capabilities, implementation schedules and methodology, etc. The Supplier must provide local service. Supplier must provide MTBF and information on DVRS hardware. Requestor requires the Supplier to provide support directly. Supplier shall provide a list of no less than five service references in the local area. Warranty This section is to include a description of all equipment and labor warranties offered. In addition, any software licensing and procurement policies should be outlined. Supplier must provide warranty services during the warranty period from a service facility located in the local area. RFP # 06-0501 Page # 9 Thurston County Department of Communications Digital Voice Recording System Training This section is to include all training options offered by the Supplier. In addition, course descriptions should be included. Supplier must provide all technical and user training. Trainer must be located in the local area. Literature This section is to include sample screens, reports, and graphs. In addition, all product brochures and a copy of the operator’s manual should be included. Financial This section is to include the complete and fully audited financial statements of the Supplier of the DVRS if the two are different companies. 11 Submission Requirements The Supplier must also submit the following information as evidence of compliance with the specifications. The offer may be rejected or otherwise disregarded if the information is incomplete or if the proposed DVRS deviates from the specifications. a) Detailed description of any special equipment required to meet the requirements of this RFP. b) A list of three current installations of equivalent system design/architecture proposed in response to RFP installed by the Supplier giving agency or firm name, city, and state. The name and telephone number of a knowledgeable contact person employed by the agency or firm must be supplied for purposes of references. c) A technical diagram of the proposed IT infrastructure and replay path d) Any applicable rack diagrams e) Value added services: Supplier must have an active, independent, formal users group to allow members the ability to optimize the value of the proposed DVRS in their organizations through education, training programs, quality initiatives, and events. Supplier must provide information on how to be come a member of the organization and contact information for three current, active members. Suppliers that do not provide a formal users group will not be considered. f) Product Discontinuation Documentation: The Supplier must provide a clearly documented, published product discontinuation (Sunset) policy that clearly defines the following:  Available Versions  End of Sale Date  End of Software Development Date  End of Support Date Note: Suppliers that cannot provide the required policy statement will not be considered. g) Documented project management methodology to include:      Project Execution Plan Statement of Work Staff Responsibilities Software Upgrade Policy Problem Escalation Policy RFP # 06-0501 Page # 10 Thurston County Department of Communications Digital Voice Recording System All DVRS manuals and documentation (in PDF format) must be provided upon final DVRS acceptance. Supplier must provide a statement of any past, existing, or anticipated actions for regulatory compliance violations. Except for those that may be listed, Supplier must warrant and represent that there are no past, present, or anticipated civil or criminal administrative or judicial actions against them for any of the Products contained in the proposed DVRS. 12 Proposal Submission and Withdrawal The County must receive all proposals by 2:00 pm on June 8, 2006. All proposals shall be submitted with one with one (1) original copy (so marked) and five (5) copies and must be sealed in one package and clearly labeled “RPF # 06-0501 – REQUEST FOR PROPOSAL FOR DIGITAL VOICE RECORDING SYSTEM” on the outside of the package and addressed to the above. The proposals shall be submitted at the following address: Thurston County Department of Communications 2703 Pacific Ave. SE, Suite A Olympia, WA 98501 To facilitate processing, please clearly mark the outside of the proposal package as follows: “RPF # 06-0405 – REQUEST FOR PROPOSAL FOR Digital Voice Recording System” The package must also include the responder’s name, return address, point of contact name, phone number and e-mail address. Responders may withdraw their proposals by notifying the County in writing at any time prior to the deadline for proposal submittal. After the deadline, the proposal will constitute an irrevocable offer, for a period of 90 days. Once opened, proposals become a record of the County and will not be returned to the responders. The County cautions responders to assure actual delivery of mailed or hand-delivered proposals directly to the stated address prior to the deadline set for receiving proposals. Telephone confirmation of timely receipt of the proposal may be made by calling (360) 704-2730, before proposal closing time. Any proposal received after the established deadline will not be considered and will be returned unopened to the responder(s). Postmarks are not acceptable in calculating arrival within the deadline. 13 Development Costs Neither the County nor its representatives shall be liable for any expenses incurred in connection with preparation of a response to this Request for Proposal. Responders should prepare their proposals simply and economically, providing a straightforward and concise description of the responder’s ability to meet the requirements of the RFP. 14 Contract Awards The County anticipates entering into a contract with the responder who submits the proposal judged by the County to be most advantageous to the county’s interest. The responder understands that this RFP does not constitute an offer or a contract with the responder. An offer or contract shall not be deemed to exist and is not binding until proposals are reviewed, accepted by appointed staff, the best proposal has been identified, approved by the appropriate level of authority within the County and executed by all parties. RFP # 06-0501 Page # 11 Thurston County Department of Communications Digital Voice Recording System The County reserves the right to reject all proposals, to abandon the project and/or to solicit and re-advertise for other proposals. The County reserves the right to cancel the RFP or portions thereof without penalty. The County reserves the right to waive any irregularities and technicalities and may, at its sole discretion, request a clarification or other information to evaluate any or all proposals. All terms and conditions of this RFP, any addenda, responder’s submissions and negotiated terms, are incorporated into the contract by reference as set forth herein. 15 Contractual Agreement This Request for Proposal shall be included and incorporated in the final contract. The order of contractual precedence will be the Contract or price agreement document, original Terms and Conditions, and contractor response. Any and all legal action necessary to enforce the award will be held in Thurston County and the contractual obligations will be interpreted according to the laws of the State of Washington. Any additional contract or agreement requested for consideration by vendor must be attached and enclosed as part of the proposal. 16 Selection Process The proposals will be evaluated and assigned points, the firm with the highest number of points will be ranked first; however, nothing herein will prevent the County from assigning work to any firm deemed responsive and responsible. The County reserves the right to further negotiate any proposal, including price, with the highest rated responder. If an agreement cannot be reached with the highest rated responder, the County reserves the right to negotiate and recommend award to the next highest responder or subsequent responders until an agreement is reached. 17 Public Records Upon award recommendation or ten (10) days after opening, whichever occurs first, proposals become "public records" and shall be subject to public disclosure consistent with Washington Statutes. Responders must invoke the exemptions to disclosure provided by law in the response to the RFP, and must identify the data or other materials to be protected, and must state the reasons why such exclusion from public disclosure is necessary. Document files may be examined, during normal working hours. 18 News Releases The responder shall obtain the prior approval of the County for any and all news releases and/or other publicity pertaining to this RFP or the service, study or project to which it relates. 19 Insurance The awarded Responder(s) shall maintain insurance coverage reflecting at least $1,000,000. In the event the Responder is a governmental entity or a self-insured organization, different insurance requirements may apply. Misrepresentation of any material fact, whether intentional or not, regarding the Responder's insurance coverage, policies or capabilities may be grounds for rejection of the proposal and rescission of any ensuing contract. 20 Licenses and Permits Responders, both corporate and individual must be fully licensed and certified in the State of Washington at the time of RFP submittal. A copy of the license(s) held by the responder must RFP # 06-0501 Page # 12 Thurston County Department of Communications Digital Voice Recording System accompany the proposal. The proposal of any responder that is not fully licensed and certified shall be rejected. 21 Installation The DVRS shall be installed, ready for use with minimal interruption to the Dispatch Center operation. Responder shall provide a solution for data transfer or conversion from the existing recording equipment and shall work in conjunction with County staff and all parties involved ensuring a successful installation. The project shall be 100% “Turn-Key”, meaning that from the equipment and conditions existing at the time of the proposal award, all work involvement to provide a complete operating system will be the responsibility of the awarded Contractor. This shall include design and engineering of the system, supply and mounting of hardware and installation of software, control wire and connections. The installation shall include testing of all functions of the new software and equipment for proper operation as well as supervision of the complete installation including final system walk-through, instruction and training of system operation. There shall be no down time between disconnect of the old system and reconnect of the new system. 22 Warranty and Service The Responder shall provide a minimum of one (1) year warranty for the DVRS with 24/7 telephone support of 1-hour call back policy and on-site support, if needed, within four (4) hours for emergency calls. Additionally, the Responder shall be able to remotely diagnose the problem over the phone through immediate remote access to the system that is secure and password protected. The Responder shall also provide extended support and maintenance options of the following periods; of one (1), three (3) and five (5) years. The annual cost shall be provided in the cost proposal with the scope of materials, parts and service covered. All hardware supplied by Responder must carry at a minimum a manufactures three (3) Year, 24 x 7, 365 day, 4 hour on-site warranty. 23 Training The Responder shall include sufficient training of employees. Cost of training and description of training shall be included in the cost proposal. Training must be accomplished so there is no down time between disconnect of the old system and reconnect of the new system. The Training shall include complete orientation of system components, troubleshooting guidelines and software/hardware operations. Manuals – Provide two (2) printed sets of operating and programming instructions, maintenance and repair manuals as well as an indexed and book marked electronic PDF format. RFP # 06-0501 Page # 13 Thurston County Department of Communications Digital Voice Recording System DVRS Technical Specifications Introduction This specification is for an Advanced Digital Voice Recording System (DVRS) for Thurston County Department of Communications designed to provide recording of a minimum of 90 channels of voice communications. The equipment furnished under this specification must be designed for continuous duty operation (e.g., 24 hours per day, 365 days per year). The new DVRS will provide 90 total voice recording channels for recording telephone and radio voice traffic and will provide 120 days of online hard drive storage for fast retrieval. All elements of the DVRS will have 100% redundancy for 100% fault tolerance. The DVRS must be integrated with the Thurston County Department of Communications conventional VHF radio system by recording the voice activity from the Motorola CentrCom Gold analog audio source contacts. The DVRS must integrate to the Thurston County Department of Communications call taking Nortel Meridian 1 Option 61C and Plant Equipment, Inc Vesta® M-1 and must include the capture of the call’s ANI/ALI information to simplify the location of the call record for search and replay. Please provide a detailed diagram (in Visio 5 or greater) containing the following components:  Pertinent Radio System Components  Supplier Components o Audio Recording System Components o Data Recoding System Components (if different from audio) o Additional servers, switches/hubs, cabling, break-out boxes, routers, punch-down blocks, audio mixing units, client PC’s. (If dedicated client Workstations are required, please provide detailed specifications (h/w and s/w).  All Connection/Access Points. Also, please include written descriptions of the following: o All components being tapped o All suppliers tapping devices o The types of taps (passive/active) o Whether the taps are analog or digital o Whether the taps are 2-wire, 4-wire, T1, etc. o How summing issues may be addressed in the radio system The DVRS graphical user interface for search, replay and dubbing must be user friendly and simple to operate. A user interface similar to Microsoft Outlook® is preferred. It must include the ability to simultaneously search and replay recorded telephone, conventional radio channels without any extraneous process by the operator. All communications regarding a specific incident, both radio and telephone communications system-wide, should be able to be replayed together in the sequence in which the communications occurred. The DVRS shall provide an Instant Recall application on each Call Taker’s and Dispatcher’s PC Windows 2000 or Windows XP desktop. The Instant Recall solution must be a client software application solution integrated with the DVRS. The proposed DVRS must include all necessary mounting equipment to secure the proposed recording equipment. Space required to house the DVRS will be considered, as part of these requirements. The current breakdown of the 48 voice recording channels is as follows: - 18 channels connected to conventional radio frequencies. - 11 channels connected to Dispatcher telephone stations for 911 & 7-digit emergency calls - 11 channels connected to Call-Taker consoles for 911 traffic & 7-digit emergency calls RFP # 06-0501 Page # 14 Thurston County Department of Communications Digital Voice Recording System 1 DVRS Layout 1.1 1.2 1.3 The DVRS must be capable of recording up to 192 channels (extension side) per chassis. The DVRS must be capable of recording up to 480 channels (trunk side) per chassis. The search and replay application must be capable of searching and replaying all channels at the same time. Each DVRS recording module must support an internal RAID-5 hard disk configuration. The DVRS must be designed to allow archive/backup to a customer supplied Network Attached Storage device (NAS). System that requires the use of Optical, DVD or other removable storage for archive purposes will not be considered. Each recording module must support up to 80,000 channel hours of recordings on-line for high speed access. The DVRS must be able to record a mix of digital extensions and analog ports (for analog extensions and radio ports) in the same chassis. Systems that require separate recorders for analog and digital telephony recording will not be considered. To ensure accountability for future support availability, the audio channel card(s) for the DVRS must be designed and manufactured by the DVRS Supplier and produced specifically for the rd proposed DVRS. Suppliers that utilize commercially available audio channel cards from 3 party suppliers will not be permitted, because of the inability to guarantee support on third party components. If digital audio is provided by the Requestor’s phone system/radio controller, the decoding of these channels must be done within the DVRS recording module. Recorders that require externally mounted interfacing (logger patches, D to A converters) will not be considered. 1.4 1.5 1.6 1.7 1.8 1.9 1.10 The recorder must use Windows Server 2003 or later. 1.11 The Supplier must provide a system-wide multi-channel search and replay application which can be loaded on a client workstation (non-browser based search and replay application). 1.12 For security reasons, all audio files stored on the recorder must be saved in a format that cannot be played via a non-Supplier provided application. Any Supplier’s solution that stores voice recordings in a standard (wav, MP3, etc) format will not be considered. 1.13 The DVRS must be capable of recording fax communications. 1.14 The DVRS must be capable of recording TDD/TDY. Please provide site reference information including site name, contact name, contact phone number. 1.15 Upgrades must be allowed either directly using the DVRS DVD RAM via LAN/VPN connection through pcAnywhere remote control software. Modem connections are not acceptable. 1.16 The DVRS must support an optional reports package. At minimum the reports must include productivity and usage reports (per channel activity), Caller ID report (list of call records by caller ID), ANI/ALI report including (ANI, Zip Code, Address, City and Name) and Security RFP # 06-0501 Page # 15 Thurston County Department of Communications Digital Voice Recording System report including login, playback and file handling information. In addition, the reports package must support report printing, zoom in and out, emailing of completed reports and export to file. 2 Performance 2.1 The Supplier must prove (either by quantitative test data officially done by an independent test lab or by live PSAP site reference) the following performance levels:  Ability for DVRS to record 469,000 radio transmissions and 329,000 telephone calls per week without interruption for at least 180 days. Please provide (attach) third party documentation or site reference information including transmission information, site name, contact name, contact phone number. Ability to store call record data equivalent to 900,000 recordings per day (with redundancy) without interruption for at least 180 days. Please provide (attach) third party documentation or site reference information including transmission information, site name, contact name, contact phone number. Ability to maintain consistent on-line recording retrieval rates of less than 3 seconds for DVRSs that are saving at least 900,000 calls per day (with redundancy). In addition there must be no degradation in retrieval rates based on age of recorded message. Please provide (attach) third party documentation or site reference information including transmission information, site name, contact name, contact phone number.   Note: Non-PSAP references are not acceptable. 3 Recording Inputs 3.1 General Each DVRS recording module (single chassis) must contain interfaces for all analog and digital telephony standards. Each DVRS recording module (single chassis) must be configurable to record between 16 and 192 channels of traditional telephony in a single 4u recording mainframe. It must be possible to add recording channels to the DVRS recording module without upgrading other elements of the DVRS recording module (chassis, memory, processors etc.) up to the maximum limit of the chassis. The DVRS must support user definable channel names and channel numbers to assist in searching, management, and monitoring. To ensure accountability for future support availability, the analog and digital channel card(s) for the DVRS recording module must be designed and manufactured by the DVRS Supplier and produced specifically for the proposed DVRS. Suppliers providing rd commercially available channel cards from 3 party entities will not be considered. 3.1.1 3.1.2 3.1.3 3.1.4 3.1.5 3.2 Automatic Gain Control Automatic Gain Control (AGC) must be available for replay. 3.2.1 RFP # 06-0501 Page # 16 Thurston County Department of Communications Digital Voice Recording System 3.2.2 It must be possible for the System Administrator to enable or disable AGC on replay without requiring intervention by Supplier. In order to preserve evidence, the DVRS must be capable of recording without modifying input levels; therefore, recorders, which use fixed AGC as part of the recording process, will not be considered. 3.3 Analog Inputs The DVRS recording module inputs must be balanced and isolated from any internal voltage source. The DVRS recording module must support DC impedance for telephony connections greater than 10 MΩ. The DVRS recording module must support a minimum crosstalk coupling of -60 db. The DVRS recording module must support a minimum signal to noise ratio of 35 db. The DVRS recording module must support analog recording modules with optional 600Ω resistance for passive serial connection/termination to radio lines. The DVRS recording module must support a minimum dynamic input range of -50 dBm. The DVRS recording module must support a frequency response between 300 Hz (-6dB) and 3400 Hz (-7dB). It must be possible to configure the analog recording inputs with optional warning tone without additional components or cost at any time in the life of the system. The System Administrator must be able to enable or disable the warn tone per channel. The DVRS recording module must have the ability to set alarms based on a specified period of non-activity and activity on a per channel basis. 3.3.1 3.3.2 3.3.3 3.3.4 3.3.5 3.3.6 3.3.7 3.3.8 3.3.9 3.4 Digital Inputs The DVRS recording module must be capable of supporting interfaces to digital telephone systems. The Supplier must provide a list of available interfaces (manufactured by the supplier) which include (at minimum) the following:    Avaya Nortel Siemens 3.4.1 3.5 Record Triggers When recording analog telephony/radio channels, the DVRS must provide the following record triggers:     Level or energy detection with manually adjustable threshold External (contact closure, squelch output), On/off hook detection No trigger for continuous recording. 3.5.1 3.5.2 When recording digital telephony/radio channels, the DVRS must support the following record triggers: RFP # 06-0501 Page # 17 Thurston County Department of Communications Digital Voice Recording System    3.5.3 Level or energy detection with manually adjustable threshold On/off hook detection No trigger for continuous recording. The DVRS must support configurable record triggers (per channel) to accommodate various channel requirements. The DVRS recording module must support integration with equipment that supplies a dry contact closure to signify the beginning and end of a call. 3.5.4 3.6 Filters The DVRS recording module must support built-in 2175Hz filters. Note: This will be used to filter out the 2175Hz tone produced by the radio system. 3.6.1 3.7 Voice Activation The DVRS must continuously record voice activity to ensure each voice transmission is completely captured and not clipped. 3.7.1 3.8 Signaling Dialed Digits – The DVRS recording module must be capable of decoding all dialed digits (DTMF) during a message, to enhance search capabilities. The digits will be stored with the audio record. The DVRS recording module must be capable of saving up to 48 dialed digits for each recorded message. Calling Number – the recorder must be capable of decoding CLI information that meets the following specification: Bellcore GR-30. The DVRS recording module must support internal (without the use of external decoding equipment) MDC-1200 decoding. 3.8.1 3.8.2 3.8.3 RFP # 06-0501 Page # 18 Thurston County Department of Communications Digital Voice Recording System 4 Voice Processing 4.1 The DVRS recording module must be capable of converting analog input signals to digital data, compress the digital data and store the digital data to disk. Digital input signals, such as ISDN Basic Rate, must be converted to discrete 64kbit/sec audio signals and then compressed. To ensure confidentiality and to prevent unauthorized playback of recordings, audio files must be recorded and archived in a format that is not readable by standard media players. The types of speech compression supported by the DVRS must be selectable from 5.3 kb/s to 64kb/s. Please list all supported compression types. Next to each compression type please provide kbit/sec values, kbyte/minute values and associated MOS scores. It must be possible for the System Administrator to select compression types on a per channel basis. 4.2 4.3 4.4 4.5 5 Operation 5.1 DVRS At a minimum, the DVRS recording module must utilize an Intel 2.8 Ghz Pentium 4 processor and a minimum of 4 GB of RAM. Solutions that provide recording modules, appliances or recording servers with less than 2.8 Ghz and 4 GB of RAM will not be accepted. 5.1.1 5.2 Time Synchronization The DVRS must be capable of synchronizing to the customer’s NetClock/NTP Model 8189 Master Clock from Spectracom. The DVRS recording module must be capable of synchronizing to designated SNTP or NTP server(s). 5.2.1 5.2.2 5.3 Diagnostics & Alarms The DVRS must support 4 different means of reporting alarms from each recorder.     LED – Both Local and Remote Audible Alarm – Both Local and Remote Monitoring application loaded on individual clients SNMP with standard MIB file. 5.3.1 5.3.2 Alarms and management feedback must be provided via a built-in client application AND via SNMP commands monitored from an SNMP management application such as HP Openview, CastleRock, etc. Supplier must provide the MIB files for the proposed DVRS. The DVRS recording module must include built-in tests that automatically monitor the status of the DVRS, initiating audible, visual, and network alarms in the event of a failure. The system administrator must have the option of silencing the alarm indicators. 5.3.3 RFP # 06-0501 Page # 19 Thurston County Department of Communications Digital Voice Recording System 5.3.4 The DVRS must keep a full audit trail of all user access and DVRS maintenance functions with details of who accessed the DVRS and when, with details of what was changed or accessed. The DVRS must support the ability to create a list of events that will trigger an alarm. In addition, the alarm type (SNMP, beep tone, etc.) must also be selectable on the basis of specific events. The DVRS must keep a full audit trail of all alarms and faults and provide a method of viewing the alarm history. 5.3.5 5.3.6 6 Hard Drive 6.1 Each DVRS recording module (single chassis) must be capable of being configured with internally mounted RAID-5 hard disk array. Each recording module must be capable of storing up to 80,000 channel hours per recorder. The DVRS recording module database must NOT be MSDE, ODBC or SQL. The database must capable of maintaining an extremely high insert rate, be resistant to hacker and virus attacks, very secure and stable (not prone to corruption). To maximize hard drive efficiency and provide a very high level of security the DVRS recording module must write voice to an unformatted partition on the local RAID-5 disk array. Messages stored on the DVRS recording module hard disk(s) must automatically be copied to the archive media unless the archiving is disabled. In the event that the DVRS recording module hard disk is approaching 100% full of un-archived data and there is no archive available, the recorder must initiate an alarm warning that data will be lost if a new archive is not enabled. For security reasons, it must not be possible to manually delete specific individual messages from the DVRS hard drive(s). The operating system, primary recorder software, recordings and associated call records must be striped across multiple HDDs when the DVRS recording module is configured with a RAID-5 subsystem. 6.2 6.3 6.4 6.5 6.6 6.7 7 Archive 7.1 The DVRS must be designed to allow archive/backup to a customer supplied Network Attached Storage device (NAS). System that requires the use of Optical, DVD or other removable storage for archive purposes will not be considered. The DVRS must support manual archiving by channel and date range. The DVRS must have an optional feature to select the expiration date after which the media can be overwritten. The DVRS must support near-real-time archiving schemes. The DVRS solution must be capable of archiving voice recordings to centralized storage to facilitate long-term high-speed access to recordings and to protect against geographic disaster. 7.2 7.3 7.4 7.5 RFP # 06-0501 Page # 20 Thurston County Department of Communications Digital Voice Recording System 7.6 The DVRS centralized archive solution must support RAID, SAN and NAS. The supplier must provide a reference site (name and installation date) which employs centralized storage. The DVRS centralized archive solution must be fully integrated with the EMC Centera storage system. In addition, the supplier must be certified by EMC and provide proof of certification. The DVRS centralized archive solution must operate on servers running the Windows 2003 Server Standard Edition operating system. The DVRS centralized storage solution must support a redundant architecture to maximize uptime. 7.7 7.8 7.9 7.10 The DVRS centralized storage solution must support an optional architecture that provides geographic redundancy. 7.11 The DVRS centralized storage solution must support rules-based archiving. 7.12 The transfer of voice recordings from the recorders to the centralized storage can be bandwidth intensive. The centralized storage solution must include data transfer rate calculations and transfer options. 7.13 The centralized storage solution must allow an administrator to program variable retention periods on a per channel basis. 8 Call Data 8.1 The DVRS must provide the capability to decode and store call data (CTI/CDR/SMDR/VoIP/ATIA) in a Microsoft SQL Server 2000 database. All intrinsic features and functionality of the database must be available. The DVRS must provide an external call data storage component that must utilize the latest Microsoft Windows 2003 Server. The DVRS must also support common-off-the-shelf (COTS) virus protection software. The DVRS must support a dual call data store environment to protect against geographic disaster and provide a maximized level of redundancy. The DVRS must be capable of providing up to 7 years of data storage on hard drive (Online) without requiring the use of removable media of any type. The DVRS solution must provide the capability to natively decode and store CTI data from a wide variety of switches, including the following: Alcatel Aspect 8.2 8.3 8.4 8.5 Avaya OmniPCX 4400 - CTI link (Genesys) OmniPCX 4400 - CTI link (TSAPI/CSTA) Call Center - CTI link (Aspect Contact Center) Call Center - CTI link (Cisco ICM) Call Center - CTI link (Event Bridge) Call Center - CTI link (Genesys) Definity or Media Server - CTI link (AVAYA CT) Definity or Media Server - CTI link (Avaya Interaction Center) Definity or Media Server - CTI link (Cisco ICM) RFP # 06-0501 Page # 21 Thurston County Department of Communications Digital Voice Recording System Definity or Media Server - CTI link (CVLAN – Direct ASAI) Definity or Media Server - CTI link (Genesys) PDS Predictive Dialer (AVAYA PBX) - Event Service PDS Predictive Dialer (Nortel PBX) - Event Service Definity or Media Server - CDR link over a serial Link Definity or Media Server - CDR link over TCP/IP IP RAS Decoder Call Manager – CTI link (Cisco CTI Manager – TAPI) Call Manager – Skinny Client Control Protocol Decoder Call Manager – CTI link (Cisco ICM) Call Manager - CTI link (Genesys) Call Manager - CTI link (Genesys + Cisco CTI Manager) Call Manager - CTI link (Cisco ICM & Cisco CTI Manager) Unison/Ensemble Predictive Dialer - CTI link (AVAYA) Unison/Ensemble Predictive Dialer - CTI link (Nortel) MD110 - CTI link (Application Link) MD110 - CTI link (Genesys) MD110 - CTI link (Solidus eCare) Logger activity detection driver Dialer - CTI link (AVAYA) NEAX/APEX – CTI Link (Genesys) NEAX/APEX – CTI Link (TCP/IP) Meridian1 - CTI link (Cisco ICM) Meridian1 - CTI link (Genesys) Meridian1/Succession - CTI link (Meridian Link) + MAX/MEI Meridian1/Succession - CTI link (Symposium Call Center Server) Meridian1 - CDR Link (non real time) + MAX/MEI Spectrum – CTI link (Genesys) Spectrum – CTI link (Transaction Link) Hicom 300/300 E (US) - CTI link (Genesys) Hicom 300/300 E (US) - CTI link (NetMerge CPS) Hicom 300/300 E/H (International) - CTI link (Genesys) Hicom 300/300 E/H (International) - CTI link (NetMerge CPS) Hipath 4000 - CTI link (direct connection with CAP) Hipath 4000 - CTI link (Genesys) Hipath 4000 - CTI link (NetMerge CPS) Cisco Concerto Ericsson General Melita NEC Nortel Rockwell Siemens RFP # 06-0501 Page # 22 Thurston County Department of Communications Digital Voice Recording System 9 Search and Replay 9.1 The DVRS must provide up to 4 analog output channels per DVRS recording module to accommodate direct connection to speakers. The DVRS must support the ability for a remote caller to replay recordings from a remote telephone connection. Audio must be transferred over the LAN in compressed format and optionally formatted (via the search and replay application) to .mp3 or .wav format at the client workstation. Replay must be possible for up to 40 concurrent users to access the DVRS. The DVRS must be capable of recording on all channels during replay. The replay operation must not affect the recording performance in any way. The DVRS must support searches using ANI/ALI (when available) data as the search criteria. DVRS must provide a Windows Based Client replay application that supports online help. Please provide an actual screen shot of the basic search screen in jpg format. The DVRS search and replay client application must be capable of displaying calls graphically, by channel, by talk group and/or radio ID. Please provide detailed list of all data elements that can be used as search criteria. Please provide an actual screen shot in .jpg format depicting calls being graphically displayed. The DVRS search and replay client application must allow the users to search using wild cards. 9.2 9.3 9.4 9.5 9.6 9.7 9.8 9.9 9.10 The DVRS search and replay client application must be configurable using xml. 9.11 The DVRS search and replay application must be able to save the audio from a custom multi channel/ multi talk group/ multi radio ID search into a single stereo file using any of the following formats (user selectable at the time of replay and recording (.wav, .mp3 or .cda file)). 9.12 The DVRS search and replay application must support spoken time and date.    Spoken time/date must be synchronized to recorder time. Spoken time/date can be saved to one of the stereo channels in a .wav, .mp3 or .cda file. On playback from a standard PC, the Spoken Time and the audio from the call must be played on separate speakers i.e., the spoken time is played on the left speaker and the audio on the right speaker. 9.13 The DVRS search and replay application must be capable of displaying and replaying an unlimited number of channels in synchronized mode, allowing effective scenario reconstruction. 9.14 The DVRS must provide the ability to display and save all (no limit) recordings associated with a particular incident to a single directory (a “Scenario”). The solution must be able to search for and re-display the saved scenario + associated call data and provide the ability to continue searching or filtering for calls within the saved scenario without access to a recorder. 9.15 The DVRS search and replay application must allow users to search on the following criteria, individually, in any combination (Boolean) and supporting wild cards: RFP # 06-0501 Page # 23 Thurston County Department of Communications Digital Voice Recording System           Time & Date Duration Channel ID Position or Alias Extension Number Condition Code (incoming or outgoing) Dialed Number Calling Number Annotation - user specific notes ANI/ALI data It must be possible to combine any number of search criteria elements into one search function to provide complex but efficient system-wide searching capability. 9.16 The DVRS must support the ability to toggle Automatic Gain Control (AGC) on & off during replay. 9.17 The DVRS shall support the ability to easily half (½) mute, full mute and un-mute (toggle) any one or more channels independently during replay. 9.18 The DVRS search and replay application must support block replay. This replay feature involves the selection of multiple recordings displayed graphically which can be played sequentially by one press of the play button. 9.19 The DVRS search and replay application must be capable of viewing all recording channels. The search and replay application must not require the user to have knowledge of the channel map to specify from where the message needs to be replayed. 9.20 The DVRS search and replay application must be capable of seamlessly performing search and replay on both 911 telephony calls and conventional radio recordings. The search criteria must support both 911 (ANI/ALI) information and radio information (radio ID). 9.21 The DVRS search and replay application must provide the ability to limit individual users to retrieve and replay calls related to designated talk groups or groups of designated talk groups (when in a trunked radio environment). 9.22 The DVRS search and replay application must be able to replay the silence between recordings to fully recreate the original incident. The application must allow the user the option to play back the recordings with silence between recordings played (silence reconstruction) or not (skip silence). 9.23 The DVRS must support the playback of recordings in mixed mode, where the recordings are replayed as they occurred; or in sequential mode, where each recording is played back sequentially one at a time. This may aid the user in understanding individual recordings where multiple radio transmissions or telephone calls occur on different channels within the DVRS recording module simultaneously. 9.24 There must be no limit to the number of recorder channels that can be displayed and replayed synchronously, up to the recorder system capacity. 9.25 During playback of recordings it must be possible to select a spoken date and time option to provide audible call authentication. It must be possible to configure how often the date and time is spoken. The range for the spoken time interval should be configurable independently from RFP # 06-0501 Page # 24 Thurston County Department of Communications Digital Voice Recording System the spoken date. The spoken time/date volume must be adjustable such that the recordings are not drowned out. 9.26 The DVRS search and replay application must provide the capability to text annotate selected recordings. The annotation field will be at least 4000 characters in length and allow 10 such entries per recording. The search and replay application must allow the user to search on text within the annotation field. 9.27 The DVRS search and replay application must provide the capability to voice annotate selected recordings. The search and replay application must allow a minimum of 10 voice annotations per recording and be capable of graphically displaying the voice annotations within the recording. 9.28 The DVRS search and replay application must allow the user to set flags (markers) within a recording. In addition, the search and replay tool must be capable of graphically displaying the flags within the recording. 9.29 The DVRS search and replay application must support parallel recording environments by allowing the user the ability to switch between multiple recording complexes. 9.30 It must be possible to vary the speed of playback without pitch distortion, from 0.5x to 2x. 9.31 It must be possible to define the skip forward/backward interval between 1 and 60 seconds. 10 Infrastructure 10.1 To ensure scalability, all external data must be captured and stored in a MS SQL 2000 or later database residing on a dedicated server (separate from audio recorder). Multiple server configurations will be acceptable. Suppliers offering “single box” proposals where audio and external data sources are captured and stored in a single chassis will not be considered. Proposed DVRS must provide automated, configurable, remote archiving of audio to NAS/SAN (RAID) via the existing LAN/WAN infrastructure. Suppliers must provide a current reference (name of customer and installation date) that currently utilizes automated NAS/SAN archival. Suppliers that are not capable of NAS/SAN audio archival will not be considered. Each replay client must have the capability to search ALL databases simultaneously and return one data set to the user interface. Suppliers that do not provide single search across multiple database capability will not be considered. 10.2 10.3 11 Security 11.1 The DVRS must support configurable security to include unique security accounts allowing operators to access only specified channels with specified functionality. 11.2 The DVRS must support the capability to prevent unauthorized users from ejecting media from the DVRS recording module. Media that has been designated for removal from a remote PC Workstation must not be ejected from the recorder. 11.3 The DVRS must support a configurable security methodology which prevents unauthorized users from replaying media. RFP # 06-0501 Page # 25 Thurston County Department of Communications Digital Voice Recording System 11.4 For security reasons, all audio files stored on the recorder must be saved in a format that cannot be played via a non-Supplier provided application. Any supplier solution that stores voice recordings in a standard (wav, MP3, etc) format will not be considered. 11.5 The DVRS supplier must provide a written anti virus strategy. The DVRS must support at least 2 major anti virus software packages (one must be McAfee® VirusScan® Enterprise 8.0.0 or later, which is Thurston County’s security standard) and be certified with each major “anti virus software” version release no later than 1 month after general availability. Any supplier that is not able to prove past conformity to this level of anti virus protection and process will not be considered. 12 Electrical Requirements 12.1 Each DVRS recording module must be fitted with at least 2 hot swap AC power supply (100 to 240 +- 10% VAC). The redundant power supplies will be plugged into separate circuits of the Counties UPS electrical system. Therefore, the use of a “Y-power” cord is not acceptable. 13 Environment 13.1 The operating temperature of the DVRS recording module will be in the range +5C to +35C (+41F to +95F). 13.2 The storage temperature of the DVRS recording module will be in the range 0C to +50C (32F to +122F). 13.3 The operating humidity of the DVRS recording module must be in the range 20% to 80% relative humidity, non-condensing. 13.4 The storage humidity of the DVRS recording module must be in the range 10% to 90% relative humidity, non-condensing. 14 Physical 14.1 Each recorder module must be suitable rack mountable for installation into the customer owned EIA 19” – 4 post equipment cabinet where the post are at a fixed depth of 29”. 14.2 Provide a rack diagram (front view) in Visio 5 or greater. Include all equipment (DVRS recording modules, servers, IT equipment, etc). 14.3 The supplier must provide an excel spreadsheet listing the following information for each piece of proposed equipment:             Weight (Kg) Height (mm) Width (mm) Depth (mm) Weight (lbs) Height (in) Width (in) Depth (in) Height in U Watts kVA Draw (amps) RFP # 06-0501 Page # 26 Thurston County Department of Communications Digital Voice Recording System   Thermal Diss BTU/Hr Inlets (AC power) 14.4 Each individual recording chassis must support a maximum of 192 channels of conventional telephony in a 4U form factor. Solutions that require more than 4U to accommodate 192 channels of analog voice recording will not be accepted. RFP # 06-0501 Page # 27 Thurston County Department of Communications Digital Voice Recording System 15 Redundancy 15.1 The DVRS recording module (single chassis) must support an internal hot-swappable RAID-5 disk array. 15.2 All recorders must support hot swap power supplies. The hot swap power supplies must be configured to accept independent power feeds to insure additional redundancy with respect to electrical power input. 15.3 The DVRS must be capable of providing 100% redundant voice recording by means of a parallel recording architecture. 15.4 The DVRS must have the capability of providing offsite centralized storage to guard against geographic disaster. The supplier must provide a reference site (name and installation date) which employs a parallel recording architecture with offsite centralized storage. 15.5 The DVRS must support a redundant architecture based on the ability for up to 15 recorders to be backed up by 1 recorder. Note: The cutover from a failed recorder to the backup must be automatic and occur quickly so calls aren’t lost. 16 Remote Management 16.1 The DVRS must be capable of being maintained remotely via VPN only. acceptable. Dial-up is not 16.2 Access to the DVRS via the remote control software must be account name and password protected. 16.3 The DVRS must support centralized configuration (manage multiple DVRS recording modules from the same PC workstation). 16.4 The DVRS must be capable of monitoring the status and alarms of each individual recorder from a single PC Workstation. A status change on any recorder mainframe must result in a status change indication being displayed on the PC Workstation. 17 ANI/ALI 17.1 The DVRS ANI/ALI application must integrate with the current ANI/ALI output provided by the 911 service provider (via ANI/ALI controller or CAD system). 17.2 The DVRS ANI/ALI application must decode the inbound ANI/ALI information, normalize the information into a static call record, insert the call record into a call record database and associate the call record with the corresponding recording. 17.3 The DVRS ANI/ALI application must be adaptable to changes in the ANI/ALI format. 17.4 The DVRS ANI/ALI application must support a parallel configuration. The dual server configuration ensures that all 911 calls are annotated, even in situations where one of the servers experiences a problem. 17.5 The DVRS must provide the capability to accept and store ALL ANI/ALI call data identified in the NENA ANI/ALI Phase III specifications (data element, type and length. The data elements MUST include: RFP # 06-0501 Page # 28 Thurston County Department of Communications Digital Voice Recording System Item 1 2 3 4 5 6 7 Field NPA Calling Number House Number House Suffix Number Prefix Directional Street Name Street Suffix Field Length 3 7 10 4 2 60 4 Description The three digit area code of the Calling/Working Number. The seven digit telephone number of the Calling/Working Number. The house number. This field should be spaced filled if no house number is available. The house number extension. (e.g. 1/2) This field should be space filled if no suffix applies. The leading street direction prefix. Valid entries are: N, S, E, W, NE, NW, SE, SW. This field should be space filled if no prefix applies. The service address of the Calling Number. The street abbreviation, as defined by the U. S. Postal Service Publication 28. (e.g. AVE) This field should be space filled if no suffix applies. The trailing street direction suffix. Valid entries are: N, S, E, W, NE, NW, SE, SW. This field should be space filled if no suffix applies. The service community name of the street / house number as assigned by the Municipal Street Address Guide. The alphabetic state abbreviation as defined by the U. S. Postal Service. (e.g. PA) The additional address information describing the exact location of the Calling Number. (e.g. SUITE 2002, APT 706A) This field should be space filled if no location applies. See Notes for additional information on the use this field. The subscriber name associated with the Calling Number. Valid entries are: 1 = Residence 2 = Business 3 = Residence Private Branch Exchange (PBX) 4 = Business PBX 5 = CENTREX 6 = Coin 1 way out 7 = Coin 2 way 8 = Mobile 9 = Residence Off Premise Extension (OPX) 0 = Business OPX Valid entries are: 0 = Not Foreign Exchange (FX) or Non Published (Non Pub) 1 = FX in 9-1-1 serving area 2 = FX outside 9-1-1 serving area 3 = Non Pub 4 = Non Pub FX in 9-1-1 serving area 5 = Non Pub FX outside 9-1-1 serving area Exchange used to place cellular phone call. ESN for cellular phone The three digit area code of the Main Number associated with the Calling Number. The seven digit telephone number of the Main Number associated with the Calling Number County Identifier 8 9 10 11 Post Directional Community Name State Location 2 32 2 60 12 13 Customer Name Class of Service 32 1 14 Type of Service 1 15 16 17 18 19 Exchange ESN Main NPA Main Number County ID 4 5 3 7 4 RFP # 06-0501 Page # 29 Thurston County Department of Communications Digital Voice Recording System 20 21 22 23 24 25 26 27 28 29 30 31 32 Company ID Zip Code Zip + 4 General Use Customer Code Comments X Coordinate Y Coordinate Z Coordinate Cell ID Sector ID TAR code Alternate Number 5 5 4 11 3 30 9 9 5 6 1 6 10 The Telephone Company Identification code. This field is to be populated using the NENA Company Code. The five digit Postal Zip Code. Four digit zip code addendum Field not used, space fill. Customer code of cellular customer Miscellaneous customer comments Longitude position of caller Latitude position of caller Altitude of caller Identification Number of cellular phone used to place 911 call Sector Identifier for sector in which call is placed Taxing Area Rate code. Alternate Number. Directory Number if different than Calling Number. All fields must be discreetly searchable via the standard replay client provided with the DVRS. 18 Dubbing 18.1 The DVRS must be capable of transferring recordings (large multi channel incident reconstructions projects) to CD and provide the capability to transfer audio from the replay application to standard cassette. The Supplier must describe the cassette and CD dubbing solution in detail and provide required equipment list and associated pricing. 18.2 Requestor may require the supplier to provide a method of securely transferring audio via email to the various legal entities that regularly request audio for evidentiary purposes. Please describe the proposed solution. Include flow charts (in Visio), diagrams (in Visio), required software and equipment list. 19 Motorola Integration 19.1 The DVRS must be capable of providing integrated, simultaneous audio replay from both Motorola CentraCom Gold button & LEDs consoles from one replay client. Suppliers that cannot provide the required functionality will not be considered. RFP # 06-0501 Page # 30 Thurston County Department of Communications Digital Voice Recording System 20 Plant Equipment Compatibility 20.1 The DVRS must be certified by Plant Equipment, Inc. Please provide name and number of PEI contact to confirm that the proposed DVRS has been thoroughly tested. A supplier’s solution that has not passed cohabitation testing at the Plant Equipment Inc. laboratory will not be considered. 20.2 The DVRS must support replay via MagIC®. Any supplier that does not have a certified integration with MaGIC will not be considered. 20.3 The DVRS must be integrated with Mission Control to facilitate DVRS alarm propagation to PEI’s Mission Control Center in Temecula, CA. The supplier must provide an active reference (name of customer and installation date) that currently integrates with PEI Mission Control. 20.4 The DVRS must be capable of triggering via PEI’s contact closure feature (Herbie or ACU). The supplier must provide Plant approved wiring diagrams showing the audio and contact path from the Herbie or ACU to the DVRS solution. RFP # 06-0501 Page # 31