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									City of Aurora, Illinois
Logging Recorder RFP




                                 REQUEST FOR PROPOSALS

                                            09-33

                           911 EMERGENCY COMMUNICATIONS CENTER
                                         PROJECT

                              DIGITAL VOICE RECORDING SYSTEM


                                       OCTOBER 2009

                                      City Clerk’s Office
                                      City Hall Building
                                          2nd Floor
                                    44 East Downer Place
                                       Aurora, IL 60507




CTA Communications                   October 23, 2009            1
City of Aurora, Illinois
Logging Recorder RFP

                                                    CITY OF AURORA

                                              REQUEST FOR PROPOSALS

                                                           09-33

                              911 EMERGENCY COMMUNICATIONS CENTER PROJECT


                                      9-1-1 DIGITAL VOICE RECORDING SYSTEM

        The City of Aurora invites proposals from firms with the experience, capabilities, and qualified available
        staff to provide services for the design, construction, and installation of new 9-1-1 Digital Voice Recording
        System (DVRS) to support a new Emergency Communications Center for the new police headquarters
        located at 1200 East Indian Trail Road, Aurora. Illinois.

        Sealed proposals will be received at the office of the City Clerk’s Office, City Hall Building, 2nd Floor, 44
        East Downer Place, Aurora IL 60507, as stated in ‘Critical Dates’ Schedule on page 4 for the above
        named project.

        DO NOT SEND OR DELIVER PROPOSALS to the Purchasing Division Office.

        Attached please find specifications and other pertinent documents necessary for you to respond to this
        Request for Proposal (RFP).

        Each technical proposal must be placed in an envelope, sealed, and clearly marked on the outside: “911
        DVRS Technical Proposal.”

        Each price proposal must be placed in an envelope, sealed, and clearly marked on the outside: “911
        DVRS Price Proposal.”

          Questions relating to the RFP must be submitted in email to:

          Subject Line must read: Digital Voice Recording RFP RFI

          Andrew Feuerborn, Public Safety Technical Services Director
          Aurora Police Department
          Email: DVRS@apd.aurora.il.us
          Phone: (630) 801-6622
        The City of Aurora reserves the right to reject any or all proposals, or parts thereof, and to waive any
        technicality, informality or irregularity in the proposals received, and to disregard all nonconforming or
        conditional proposals or counter-proposals and to hold the proposal for ninety (90) days from the opening
        date set forth above. The City further reserves the right in its sole discretion to award the proposal to the
        most responsible Proposer whose offer best responds in quality, fitness and capacity to the requirements
        of the proposed Work or usage and therefore is in the best interest of the City.

                                                                           CITY OF AURORA



                                                                           Bruce Lawrie
                                                                           Purchasing Director



CTA Communications                                 October 23, 2009                                                     2
City of Aurora, Illinois
Logging Recorder RFP

        The City of Aurora, Illinois (“the Owner”) invite Proposals from Firms with the experience, capabilities, and
        qualified available staff to provide Services for the design, construction, and installation of a new Digital Voice
        Recording System to support a new Emergency Communications Center in Aurora. Illinois. The City is
        constructing a new Emergency Communications Center (ECC) in conjunction with the construction of a new
        police headquarter for City of Aurora at 1200 East Indian Trail Road. It is anticipated that the police department
        will occupy the new facility in December 2009. It is highly desired that the 9-1-1/dispatch center relocate as
        quickly as feasible thereafter.

        The new center will initially be designed to accommodate up to twenty dispatch positions. The center will be
        equipped with twelve positions initially. The City currently maintains a back-up ECC at the City of Aurora Fire
        Department Station 5. There will be a significant amount of specialized technical equipment installed in the ECC
        and at the back-up site. The back-up site will be relocated to another fire station in conjunction with this project.
        The backup center will be configured initially for six positions

        All prospective vendors and PROPOSERS should be aware of the extent of the project. The OWNER plans to
        obtain in this project, with a series of RFP purchase actions, new modern, state-of-the-art equipment:

            •   An Enhanced IP-based 9-1-1 telephone Customer Premise Equipment (CPE) system that is wireless
                Phase II compliant and VoIP 9-1-1 capable. (Separate RFP)

            •   A new Fire Station Alerting System (Separate RFP).

            •   Modern dispatcher furniture for twelve positions (Separate RFP).

            •   A modern digital recording system that will serve 9-1-1/dispatch operations (This RFP).

        The City of Aurora currently uses a Motorola 7-channel analog, 800 MHz trunked radio system. In addition to all
        city services (Police, Fire & Public Works) being able to communicate with one another over this radio system, it
        also provides a regional system that allows service or access to Aurora’s communications system to 11 other
        agencies (Naperville Police, Naperville Fire, Montgomery Police, Kane City Sheriff’s Office, Burlington Northern
        railroad, North Aurora Police, North Aurora Fire, Sugar Grove Fire, Batavia Fire, Sandwich Police and Aurora’s
        Emergency Management Agency). Aurora’s system currently consists of 3 sites–one master site, and two remote
        sites. In addition, Aurora also maintains a back-up trunking site, which is a 5-channel stand-alone system that
        operates at a reduced transmission power level adequate to maintain street-level communications.

        The City of Aurora is participating in the Northern Illinois Communications Consortium (NICC), an interoperable
        communications systems initiative. This initiative is implementing a multi-agency trunked radio system for
        Naperville, Aurora, North Aurora and other agencies. A Harris OpenSky system is currently being installed.
        Cutover to the new system is planned for first quarter 2010. New Harris Maestro radio consoles will be installed in
        the new dispatch center and backup ECC in conjunction with the cutover to the new center and new radio system.

        In addition, 800 MHz rebanding will occur in conjunction with the cutover to the OpenSky system. The existing
        Motorola system will be phased out.


        This RFP is for a Digital Voice Recording System.

        Selection of the Contractor will follow the Request for Proposal process detailed below:




        Critical Dates

CTA Communications                                 October 23, 2009                                                             3
City of Aurora, Illinois
Logging Recorder RFP


        Process Step                                                Critical Dates
        Issue RFP                                                   October 23, 2009
        PROPOSERS Submit Questions                                  October 23, 2009 until November 6, 2009
        Mandatory Pre-Proposal Conference                           November 4, 1:30 PM at project site
        Owner Provides Questions & Answers to PROPOSERS             November 6, 2009 until November 17, 2009
        PROPOSERS Submit Proposals                                  November 18, 2009 2:00 pm
        Technical Proposals Opened                                  November 18, 2009 2:00 pm
        Cost Proposal Opened                                        November 23, 2009 2:00 pm
        Evaluation & Selection of PROPOSER                          December 4, 2009


        1. Respondents shall organize their Proposal in accordance with this RFP. Proposals shall be evaluated and
           scored against weighted criteria. Failure to follow this format may result in the Proposal being rejected as
           unacceptable.
        2. The City may decide to select a Contractor for negotiation from the submitted Proposals or interview finalists
           and then select a contractor for negotiation.
        3. The scoring will include 100 available points:
            20 points available for Qualifications of the firm, depth of services and product features
            20 points available for Qualifications of the assigned team members
            30 points available for Approach to the Project.
            15 points available for Project Schedule
            5 points available for References
            10 points available for estimated maximum cost and prices quoted for options.

        4. Fee will be a contributing, not deciding factor in the rankings. Cost savings to the City will also be a
           contributing factor. At the conclusion of the review of the RFP, the City will then negotiate a contract with the
           highest-ranked firm. If negotiations are not successful, the City will then negotiate with the second-ranked
           proposer, and so on.
        5. Submittal Instructions


        Proposals shall be typed on standard (8 ½” x 11”) paper, with a minimum of 11 point font. Proposals must be
        bound. Preprinted material should be referenced in the submittal and included as labeled attachments. Tabs for
        ease of reference should divide sections. Number each page consecutively, including letter of interest, brochures,
        licenses, resumes, supplemental information, etc. Proposals must be clearly labeled “9-1-1 Communications
        Center Digital Voice Recording System”. Provide one original and six copies of the proposal with CD for
        Technical and Pricing as indicated in Section 1.3.


          A Selection Committee consisting of City officials, and their designees, will perform evaluation of these
          proposals. All proposals must include a Microsoft Project Schedule for review by the Selection Committee.
          Proposals shall be submitted to:

                                                        City Clerk’s Office
                                                         City Hall Building
                                                             2nd Floor
                                                       44 East Downer Place
                                                          Aurora, IL 60507

          Sealed envelope to be marked:           Digital Voice Recording System

CTA Communications                                 October 23, 2009                                                       4
City of Aurora, Illinois
Logging Recorder RFP

                                                  Technical Proposal

                                                                 AND

          Sealed envelope to be marked:           Digital Voice Recording System
                                                  Cost Proposal


          The City and its agents reserve the right to reject any or all proposals and to waive any informality and
          technicality.

          Except as provided below, proposing Firms shall not contact any members, or employees, of the Aurora City
          Commission, the City of Aurora Information Technology Department, the Aurora Police Department, the Aurora
          Fire Department or the project architects/consultants regarding this RFP, proposal evaluation or the selection
          process from the time the RFP is issued until the time a notification of intent to award is announced.

          No Proposal will be accepted after the time set for receipt of the proposals. Proposals submitted via facsimile,
          telegraph, email or mailgram shall be rejected.

          It is the responsibility of each Proposing Firm to examine the entire RFP, seek clarification in writing, and review
          their submittal for accuracy before submitting. Once the submission deadline has passed, all submissions will
          be final. The City will not request clarification from any Proposing Firms relative to their qualification submission.

          Any submitted qualification and subsequent proposal shall remain valid for 90 days after the proposal due date
          or until the City executes a contract, whichever is sooner. The City may, in the event the selected Proposing
          Firm fails to perform and/or the contract is terminated within forty-five days of its initiation, request the
          Proposing Firm submitting the next acceptable proposal to honor its proposal.

          It is the Owner’s intent to minimize the cost to Proposing Firms in responding to this solicitation, so you are
          encouraged to be brief and succinct. Thick volumes of background and general marketing material will not be
          appreciated and not curry favor with the reviewers. We are seeking thoughtful, tightly focused qualifications
          packages that document your firm’s suitability for this Project and understanding of the Project and Owner. If
          multiple firms are proposing as one team, each of those firms must describe relevant experience. Please
          indicate by firm those qualifying as a minority firm.

          Questions relating to the RFP must be submitted in email to:

          Subject Line must read: Digital Voice Recording RFP RFI

          Andrew Feuerborn, Public Safety Technical Services Director
          Aurora Police Department
          Email: DVRS@apd.aurora.il.us
          Phone: (630) 801-6622

          All questions submitted in writing prior to the deadline will be compiled and answered in writing. A copy of all
          questions and answers will be forwarded via email to those firms who have attended the mandatory pre-
          proposal conference and have provided contact information to the City.

          The City may email or post addenda on the City’s website, up to the day before proposal are to be submitted. It
          is the PROPOSERs responsibility to check the website for such addenda. PROPOSERs may contact the City to
          ascertain whether any addenda have been issued. Failure to do so could result in an incomplete proposal. Any
          oral explanation given before the RFP opening will not be binding.

CTA Communications                                  October 23, 2009                                                          5
City of Aurora, Illinois
Logging Recorder RFP

                                                                              Table of Contents

REQUEST FOR PROPOSALS 09-33 911 EMERGENCY COMMUNICATIONS CENTER PROJECT................................. 2

1.0     General Instructions .................................................................................................................................................. 11 
  1.1      Purpose ................................................................................................................................................................. 11 
  1.2      Definitions.............................................................................................................................................................. 11 
  1.3      Submission of Proposals ....................................................................................................................................... 12 
     1.3.1  Technical Proposal ............................................................................................................................................ 12 
     1.3.2  Price Proposal ................................................................................................................................................... 12 
  1.4      Specifications Property of OWNER....................................................................................................................... 13

2.0    General Conditions ................................................................................................................................................... 14 
  2.1    Regular Proposals ................................................................................................................................................. 14 
  2.2    Requests for Additional Information ...................................................................................................................... 14 
  2.3    Proposal Surety and Other Security...................................................................................................................... 14 
  2.4    PROPOSER’S Examination of the RFP ............................................................................................................... 15 
  2.5    Exceptions to the RFP .......................................................................................................................................... 15 
  2.6    Proposals Considered "Firm" ................................................................................................................................ 15 
  2.7    Withdrawal of Proposals ....................................................................................................................................... 15 
  2.8    Incurred Costs ....................................................................................................................................................... 15 
  2.9    Responsibilities of Prime Contractor ..................................................................................................................... 15 
  2.10  Open Procurement ................................................................................................................................................ 16 
  2.11  Brand Names ........................................................................................................................................................ 16 
  2.12  New Equipment ..................................................................................................................................................... 16 
  2.13  Sales Tax Exemption ............................................................................................................................................ 16 
  2.14  Funding ................................................................................................................................................................. 16 
  2.15  Execution of Contract ............................................................................................................................................ 16 
  2.16  Contractual Terms and Conditions........................................................................................................................ 17 
  2.17  No Assignment ...................................................................................................................................................... 17 
  2.18  Transportation and Storage .................................................................................................................................. 18 
  2.19  Acceptance and Transfer of Title .......................................................................................................................... 18 
  2.20  Contractor Commitment ........................................................................................................................................ 18 
  2.21  Indemnity and Liability Insurance .......................................................................................................................... 18 
  2.22  Confidentiality ........................................................................................................................................................ 19 
  2.23  Rights to Submitted Material ................................................................................................................................. 20 
  2.24  Proposals Not Selected ......................................................................................................................................... 20 
  2.25  News Release ....................................................................................................................................................... 20 
  2.26  Public Record ........................................................................................................................................................ 20 
  2.27  Non-Discrimination in Employment and Affirmative Action ................................................................................... 20 
  2.28  Force Majeure ....................................................................................................................................................... 21 
  2.29  Compliance with Laws and Regulations .............................................................................................................. 21 
  2.30   Gifts by Offeror ...................................................................................................................................................... 22 
  2.31  Qualifications of PROPOSERS ............................................................................................................................. 22 
  2.32  Proposer ................................................................................................................................................................ 22 
  2.32   PROPOSER’s Certification ................................................................................................................................... 24 
  2.33   PROPOSER’s Tax Certification ............................................................................................................................ 25

3.0     Proposal Procurement Process ................................................................................................................................ 26 
  3.1      Request for Proposals (RFP) ................................................................................................................................ 26 
  3.2      Proposal Format and Mandatory Inclusions ......................................................................................................... 26 
     3.2.1  Introduction and Letter of Transmittal ............................................................................................................... 27 
     3.2.2  Proposal Table of Contents ............................................................................................................................... 27 

CTA Communications                                                         October 23, 2009                                                                                          6
City of Aurora, Illinois
Logging Recorder RFP

     3.2.3  Compliance ....................................................................................................................................................... 27 
     3.2.4  System and Services Description and Guaranteed System Specifications ...................................................... 28 
     3.2.5  Equipment Description and Guaranteed Specifications.................................................................................... 28 
     3.2.6  Supporting Technical Information ..................................................................................................................... 28 
     3.2.7  System, Equipment, and Services .................................................................................................................... 29 
     3.2.8  Terms and Conditions ....................................................................................................................................... 29 
     3.2.9  Project Management ......................................................................................................................................... 29 
     3.2.10 Qualifications ...................................................................................................................................................... 29 
     3.2.11      Additional Information.................................................................................................................................... 30 
     3.2.12      Pricing ........................................................................................................................................................... 30 
   3.3     Pre-Proposal Conference ...................................................................................................................................... 30 
   3.4     Site Information ..................................................................................................................................................... 30 
   3.5     Waivers ................................................................................................................................................................. 30 
   3.6     Standard Equipment.............................................................................................................................................. 31 
   3.7     Proposal of Approved Equal Equipment ............................................................................................................... 31 
   3.8     Alternate Proposals ............................................................................................................................................... 31 
   3.9     Additional Equipment ............................................................................................................................................ 31 
   3.10  Evaluation Responsibility ...................................................................................................................................... 31 
   3.11  Exceptions ............................................................................................................................................................. 32 
   3.12  Oral Presentation .................................................................................................................................................. 32 
   3.13  Award Process - General ...................................................................................................................................... 33 
   3.14  PROPOSER Communication with OWNER ......................................................................................................... 33

4.0 Implementation Management ......................................................................................................................................... 34 
  4.1      Purpose ................................................................................................................................................................. 34 
  4.2      System Responsibility ........................................................................................................................................... 34 
  4.3      Contractor's Representation.................................................................................................................................. 34 
  4.4      Definitions.............................................................................................................................................................. 35 
     4.4.1  Notice to Proceed .............................................................................................................................................. 35 
  4.5      Implementation Work Plan .................................................................................................................................... 35 
     4.5.1  Project Schedule Process ................................................................................................................................. 35 
     4.5.1.1   Purpose of this Process ................................................................................................................................ 35 
     4.5.1.2  Project Schedule ........................................................................................................................................... 35 
     4.5.1.3  Master Schedule ........................................................................................................................................... 35 
     4.5.1.4  Working Days ................................................................................................................................................ 36 
     4.5.2  Scheduled Project Review Meeting .................................................................................................................. 36 
     4.5.2.1  Purpose of this Process ................................................................................................................................ 36 
     4.5.2.2  Regular Project Review Meetings ................................................................................................................. 36 
     4.5.3  Action Item Checklist Process........................................................................................................................... 36 
     4.5.3.1  Purpose of this Process ................................................................................................................................ 36 
     4.5.3.2  Action Item Checklist ..................................................................................................................................... 36 
     4.5.4  Technical Submittals and Checklist Process .................................................................................................... 37 
     4.5.4.1  Purpose of this Process ................................................................................................................................ 37 
     4.5.4.2  Technical Submittals and Checklist .............................................................................................................. 37 
     4.5.5  Punch List Process............................................................................................................................................ 37 
     4.5.5.1  Purpose of this Process ................................................................................................................................ 37 
     4.5.5.2  Punch List...................................................................................................................................................... 37 
     4.5.6  Project Management Report Process ............................................................................................................... 37 
     4.5.6.1  Purpose of this Process ................................................................................................................................ 37 
     4.5.6.2  Project Management Reports (PM Report) ................................................................................................... 37 
     4.5.7  Electronic Mail and Protocol Process................................................................................................................ 38 
     4.5.7.1  Purpose of this Process ................................................................................................................................ 38 
     4.5.7.2  Electronic Mail and Protocols ........................................................................................................................ 38 

CTA Communications                                                         October 23, 2009                                                                                          7
City of Aurora, Illinois
Logging Recorder RFP

      4.5.8  Risk Management Process ............................................................................................................................... 38 
      4.5.8.1   Purpose of this Process ................................................................................................................................ 38 
      4.5.8.2  Risk Management ......................................................................................................................................... 38 
      4.5.9  Project Change Order Process ......................................................................................................................... 38

5.0 Digital Voice Logging Recording System ........................................................................................................................ 40 
  5.1      General Requirements .......................................................................................................................................... 41 
    5.1.1  Continuous Operation ...................................................................................................................................... 41 
    5.1.2  Operating System.............................................................................................................................................. 41 
    5.1.3  System Recovery .............................................................................................................................................. 41 
    5.1.4  Archiving and Storage ....................................................................................................................................... 41 
    5.1.5  Hot Swap Power Supplies ................................................................................................................................. 41 
    5.1.6  Turnkey System Required ................................................................................................................................. 41 
    5.1.7  Harris Certification Required ............................................................................................................................. 41 
    5.1.8  Search and Replay ............................................................................................................................................ 42 
    5.1.9  Infrastructure ..................................................................................................................................................... 42 
    5.1.10      Security ......................................................................................................................................................... 42 
    5.1.11      Electrical Requirements ................................................................................................................................ 42 
    5.1.12      Physical ......................................................................................................................................................... 43 
    5.1.13      Redundancy .................................................................................................................................................. 43 
    5.1.14      Remote Management .................................................................................................................................... 43 
    5.1.15      ANI/ALI .......................................................................................................................................................... 44 
    5.1.16 Dubbing ............................................................................................................................................................... 46 
  5.2      Transport Mechanism ........................................................................................................................................... 46 
    5.2.1  DVRS Layout..................................................................................................................................................... 46 
    5.2.2  Recording Inputs ............................................................................................................................................... 46 
    5.2.3  Voice Activation ................................................................................................................................................. 47 
    5.2.4  Voice Processing............................................................................................................................................... 47 
    5.2.5  Recording Medium ............................................................................................................................................ 47 
    5.2.6  Recording Time ................................................................................................................................................. 47 
    5.2.7  Search and Replay ............................................................................................................................................ 47 
    5.2.8  Non-Proprietary Architecture............................................................................................................................. 48 
    5.2.9  Operational Memory .......................................................................................................................................... 48 
    5.2.10      Buffering ........................................................................................................................................................ 48 
    5.2.11      Remote Storage and Backup ........................................................................................................................ 49 
    5.2.12      Analog Inputs ................................................................................................................................................ 49 
    5.2.13      Record Triggers............................................................................................................................................. 50 
    5.2.14      Audio Outputs................................................................................................................................................ 50 
    5.2.15      Audio quality .................................................................................................................................................. 50 
    5.2.16      Audio playback .............................................................................................................................................. 50 
    5.2.17      Emissions and Outside Connections ............................................................................................................ 51 
    5.2.18      Circuitry ......................................................................................................................................................... 51 
    5.2.19      Control ........................................................................................................................................................... 51 
    5.2.20      Monitoring ...................................................................................................................................................... 51 
    5.2.21      Alarms ........................................................................................................................................................... 51 
    5.2.22      Visual Indications .......................................................................................................................................... 51 
    5.2.23      Time and Date Stamp ................................................................................................................................... 51 
    5.2.24      Security ......................................................................................................................................................... 51 
    5.2.25      Dual Operating Modes .................................................................................................................................. 52 
    5.2.26      Network Client Access .................................................................................................................................. 52 
  5.3 Operations ................................................................................................................................................................... 53 
    5.3.1  Time Synchronization ........................................................................................................................................ 53 
    5.3.2  Diagnostics and Alarms .................................................................................................................................... 53 

CTA Communications                                                         October 23, 2009                                                                                          8
City of Aurora, Illinois
Logging Recorder RFP

     5.3.3  Hard Drive ......................................................................................................................................................... 53 
     5.3.4  Archive .............................................................................................................................................................. 53 
     5.3.5      Call Data ........................................................................................................................................................ 54 
   5.4     Re-Recording System ........................................................................................................................................... 54 
     5.4.1  Operating Modes ............................................................................................................................................... 54 
     5.4.2  Status Indicators................................................................................................................................................ 54 
   5.5     9-1-1 Recording Capabilities ................................................................................................................................. 54 
     5.5.1  ANI/ALI and OpenSky Metadata and Next Gen................................................................................................ 54 
     5.5.2  ANI/ALI Decoding .............................................................................................................................................. 55 
     5.5.3  Call Classification .............................................................................................................................................. 55 
     5.5.4  User Definable Fields ........................................................................................................................................ 55 
   5.6     Installation and Maintenance ................................................................................................................................ 55 
     5.6.1  Recorder Setup ................................................................................................................................................. 55 
     5.6.2  Installation and Testing ..................................................................................................................................... 55 
     5.6.3  Training ............................................................................................................................................................. 55 
     5.6.4  Thirty-Day Performance Period......................................................................................................................... 56 
     5.6.5  Adjustments....................................................................................................................................................... 56 
     5.6.6  Next Generation 9-1-1 Compatibility ................................................................................................................. 56

6.0    Installation ................................................................................................................................................................. 57 
  6.1     Purpose ................................................................................................................................................................. 57 
  6.2     General .................................................................................................................................................................. 57 
  6.3     PROPOSER Responsibilities ................................................................................................................................ 57 
  6.4     OWNER Responsibilities ...................................................................................................................................... 57 
  6.5     Contractor's Responsibilities ................................................................................................................................. 57 
  6.6     Implementation Submittal Items ............................................................................................................................ 58 
  6.7     Communications Dispatch Center Equipment ...................................................................................................... 58 
  6.8     Property Damage .................................................................................................................................................. 58

7.0     Acceptance................................................................................................................................................................ 59 
  7.1      Purpose ................................................................................................................................................................. 59 
  7.2      Procurement Submittal Items ................................................................................................................................ 59 
  7.3      Implementation/Acceptance Submittal Items ........................................................................................................ 59 
  7.4      System Acceptance Sequence ............................................................................................................................. 59 
  7.5      Acceptance Default ............................................................................................................................................... 60 
  7.6      Inspection Process ................................................................................................................................................ 61 
  7.7      Acceptance Testing ............................................................................................................................................... 61 
     7.7.1  System Acceptance Test Outline (ATO) ........................................................................................................... 61 
     7.7.2  Acceptance Test Procedures (ATP).................................................................................................................. 62 
  7.8      System Performance ............................................................................................................................................. 62 
     7.8.1  Performance Objectives and Testing ................................................................................................................ 63 
     7.8.2  Failure Mode Performance Testing ................................................................................................................... 63 
  7.9      Cutover Plan.......................................................................................................................................................... 63

8.0     Documentation .......................................................................................................................................................... 64 
  8.1      Purpose ................................................................................................................................................................. 64 
  8.2      Definitions and Transmittal Process...................................................................................................................... 64 
     8.2.1      Documents .................................................................................................................................................... 64 
     8.2.2  Submittal ........................................................................................................................................................... 64 
     8.2.3  Transmittals ....................................................................................................................................................... 64 
  8.3      Procurement Phase Submittals............................................................................................................................. 64 
  8.4      Implementation and Acceptance Phase Submittals.............................................................................................. 65 
  8.5      Document Preparation .......................................................................................................................................... 65 

CTA Communications                                                         October 23, 2009                                                                                           9
City of Aurora, Illinois
Logging Recorder RFP

   8.6     Manuals ................................................................................................................................................................. 65 
     8.6.1  Standard Manuals ............................................................................................................................................. 65 
     8.6.2  Physical Facilities As-Built Documentation ....................................................................................................... 66 
   8.7     Final Documentation Delivery ............................................................................................................................... 66 
     8.7.1  Final Documentation ......................................................................................................................................... 66 
     8.7.2  Project Milestone ............................................................................................................................................... 66 
   8.8     Post Acceptance Documentation .......................................................................................................................... 66 
     8.8.1  Maintenance Records ....................................................................................................................................... 66

9.0     Maintenance Warranty .............................................................................................................................................. 67 
  9.1      Purpose ................................................................................................................................................................. 67 
  9.2      Procurement Submittal Items ................................................................................................................................ 67 
  9.3      Product Discontinuation Documentation ............................................................................................................... 67 
  9.4      Maintainability........................................................................................................................................................ 67 
  9.5      Maintenance/Warranty Periods ............................................................................................................................. 68 
     9.5.1  Pre-Acceptance Period ..................................................................................................................................... 68 
     9.5.2  Warranty Period ................................................................................................................................................ 68 
     9.5.2.1  Equipment Failures During Warranty ............................................................................................................ 68 
  9.6      Preventive Maintenance ........................................................................................................................................ 69 
  9.7      Upgrades to Operating Systems ........................................................................................................................... 69

10.0  Pricing ....................................................................................................................................................................... 70 
  10.1  Pricing, Payments, and Retainage ........................................................................................................................ 70 
  10.2  Price Guarantee .................................................................................................................................................... 70 
  10.3  Price PROPOSAL ................................................................................................................................................. 71 
  10.4  Pricing Submittal ................................................................................................................................................... 73

Appendix A ............................................................................................................................................................................ 74 




CTA Communications                                                          October 23, 2009                                                                                          10
City of Aurora, Illinois
Logging Recorder RFP




                                                                      1.0 General Instructions
        1.1     Purpose
                The purpose of this RFP is to provide sufficient information to enable PROPOSERS interested in
                furnishing and installing a new digital voice recording system to submit PROPOSALS for consideration by
                the OWNER to fulfill the communication needs as specified in the RFP.

                The OWNER intends to purchase and have installed one digital voice recording system that serves both
                the primary and back-up centers.

        1.2     Definitions
                RFP                            Request for PROPOSAL (This document).

                PROPOSER                       The term PROPOSER or OFFEROR in this RFP means any firm who
                                               provides a submittal in response to this RFP.

                PROPOSAL                       Any submittal made in response to this RFP.

                OWNER                          City of Aurora, Illinois.

                USER                           The USER is either the OWNER or another organization for which the
                                               OWNER is acting. The Users are also operating departments of the
                                               OWNER and other agencies designated by the OWNER.

                CONTRACTOR                     The term CONTRACTOR, or Prime Contractor, is the successful
                                               PROPOSER to whom a contract is awarded.

                ARCHITECT                      The ARCHITECT is the person, persons, firm or firms responsible for the
                                               planning, design, and oversight of the building's construction.

                BUILDING GENERAL               The BUILDING GENERAL CONTRACTOR is the CONTRACTOR
                                               person, firm, or firms responsible for the construction of the Aurora City
                                               Dispatch Center/Aurora Police Headquarters Building.

                ENGINEER                       The ENGINEER is the person, persons, firm, or firms who will be
                                               responsible for the technical evaluation of the PROPOSALS, who will
                                               monitor the implementation of the system proposed and who will make
                                               final recommendation to the OWNER on the acceptability of the system
                                               as implemented, in accordance with the requirements of the contract.

                PROJECT TEAM                   The Project Team will consist of representatives of the OWNER, the
                                               CONTRACTOR, the ARCHITECT, and the ENGINEER.

                PROJECT MANAGER                 A single person designated by the CONTRACTOR to be the primary
                                               source of contact between the ENGINEER, the OWNER, and the
                                               CONTRACTOR. The Project Manager is a member of the Project Team.




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                PROJECT PROCUREMENT               The Project Procurement phase entails the period beginning with the
                                                  issuance of an RFP, the receiving of PROPOSALS and concludes with
                                                  the signing of the contract (Contract Award).

                PROJECT IMPLEMENTATION The Project Implementation phase start date is that of the signing of the
                                       contract for the project, and entails the period from that date through the
                                       date when the project is ready for Acceptance.

                PROJECT ACCEPTANCE                 The Project Acceptance phase begins at the completion of the
                                                   implementation phase entailing the period beginning with the inspection
                                                   of the installation at each site, and ending with the acceptance of the
                                                   project after cutover. This phase of the project includes all inspections,
                                                   testing, documentation and training.

        1.3     Submission of Proposals
                PROPOSALS are to be based upon compliance with the RFP in its entirety including any Appendices.
                Failure to do so will be at the PROPOSER'S risk.

                Each PROPOSAL shall include a letter of transmittal, which bears the signature of an authorized
                representative of the CONTRACTOR and designates by name not more than two individuals authorized
                to negotiate and sign the contract with the PURCHASER on behalf of the CONTRACTOR.

                The letter of transmittal may also briefly set forth any particular information the PROPOSER wishes to
                bring to the PURCHASER’S attention.

                The PROPOSAL shall be prepared in two parts as follows:

                1.3.1 Technical Proposal
                           PROPOSERS are instructed to send one original and six copies of their Technical Proposal
                           without pricing along with six copies of the Technical Proposal in electronic format on CD-Rom
                           to:

                                                         City Clerk’s Office
                                                         City Hall Building
                                                             2nd Floor
                                                       44 East Downer Place
                                                          Aurora, IL 60507

                Sealed Envelope to be marked:           Digital Voice Recording System
                                                        Technical Proposal

                           Technical Proposals shall be opened on the proposal due date as specified in the Request for
                           Proposal.

                1.3.2 Price Proposal
                           PROPOSERS are instructed to send one original and six copies of their Price Proposal with six
                           copies of the Price Proposal in electronic format on CD-Rom to:




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                                                          City Clerk’s Office
                                                          City Hall Building
                                                              2nd Floor
                                                        44 East Downer Place
                                                           Aurora, IL 60507

                Sealed Envelope to be marked:          Digital Voice Recording System
                                                       Price Proposal

                           The Price Proposal shall be publicly opened approximately three days following opening of the
                           Technical Proposals to allow technical evaluation prior to price consideration.

                           Any Proposal received after the aforementioned time and date may be retained by the
                           PURCHASER, but the PURCHASER has no obligation either to evaluate or to return such
                           delinquent Proposal. The PURCHASER reserves the right to postpone the time and date for
                           submission of Proposals at any time prior to the Proposal deadline by posting a revised date on
                           the City’s website.

                           All pricing information will be considered Confidential and will be provided only to individuals
                           associated with the project until such time as the contract is awarded and signed. After contract
                           signing, the pricing information may be released to public record at the OWNER’S discretion.

                           Failure by the PROPOSER to fill in all blanks of the Proposal form and to supply completely all
                           information required may result in the Proposal being rejected by the PURCHASER at its option.
                           Any exceptions to the RFP may be a basis for considering a Proposal to be non-compliant.
                           PROPOSERS will be given the opportunity to clarify the Proposal in accordance with the
                           language contained in SECTION 3 of this RFP.

                           Submission of a Proposal shall constitute acknowledgment by the PROPOSER that it has
                           thoroughly examined the RFP, including any addenda that may be issued during the Proposal
                           preparation period. No claim will be allowed for additional compensation or additional time for
                           completion, which is based on lack of knowledge or lack of understanding of any part of the RFP.
                           Additionally, any communication from a PROPOSER, which in any manner discloses price
                           information contained in its Proposal, if received prior to opening, may be cause for
                           disqualification.

        1.4     Specifications Property of OWNER
                These specifications in their entirety are the property of the OWNER. The PROPOSER shall not copy or
                disseminate any portion of these specifications without express written authorization of the OWNER
                except as necessary in the preparation of the PROPOSAL. Any authorized copies of these specifications
                or portions thereof shall include a similar paragraph prohibiting further copying or dissemination.




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                                                                         2.0 General Conditions
        This section of the RFP contains the general conditions and restrictions covering the preparation, submission, and
        content of PROPOSALS. It is essential that these conditions be strictly observed.

        The OWNER reserves the right to negotiate additional and/or supplemental terms and conditions with any of the
        PROPOSERS.

        Neither requests for additional information nor invitations to participate in negotiations are to be construed as an
        indication of the OWNER’S intent to purchase.

        Specific terms of the contract will be negotiated between the OWNER and the successful PROPOSER.

        2.1     Regular Proposals
                Each PROPOSER must comply with all requirements as directed by this notice. PROPOSALS, which are
                defective or irregular, may be rejected immediately.

        2.2     Requests for Additional Information
                This RFP has been prepared by AECOM Design, CTA Communications office, Lynchburg, Virginia. All
                questions regarding the RFP and the selection process should be directed in email to:

                Subject Line must read: Digital Voice Recording RFP RFI

                Andrew Feuerborn, Public Safety Technical Services Director
                Aurora Police Department
                Email: DVRS@apd.aurora.il.us
                Phone: (630) 801-6622

                Clarifications of documents submitted as a result of questions will be logged by CTA Communications
                and circulated in email to all PROPOSERS that attended the mandatory pre-proposal meeting.

                If any eligible PROPOSER is in doubt as to the true meaning of any part of the RFP, the eligible
                PROPOSER shall submit a written request to the OWNERS REPRESENTATIVE in accordance with the
                Critical Dates schedule contained in this RFP. Interpretation or revision of the RFP will be made only by
                addendum duly issued by the OWNERS REPRESENTATIVE or their designee. The OWNER will not be
                responsible for explanations or interpretations of the RFP, except as issued in accordance herewith. Only
                the OWNER or their designee has the authority to make interpretations or issue an addendum.

        2.3     Proposal Surety and Other Security
                Each Price PROPOSAL shall be accompanied by a proposal deposit in the form of a proposal bond, cash
                Proposal bond or a certified check payable to the Treasurer, City of Aurora, Illinois. The amount of the
                deposit shall be 10% of the base PROPOSAL price. The amount of the deposit must not be stated in the
                Technical PROPOSAL. A PROPOSER that submits a certified or cashier’s check must complete, sign
                and submit the enclosed cash Proposal bond form.

                A Performance bond and a Labor and Material Payment bond, in the forms which are inserted in the
                contract documents and each in a sum equal to 100% of the negotiated price, and duly executed by the
                successful PROPOSER as principal and by a surety company qualified to do business under the laws of


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                Illinois, and satisfactory to the OWNER, as surety, will be required for the faithful performance of the
                contract, the payment for labor and materials and for the guarantee and maintenance of the work.

                The Performance and Labor and Material Payment bonds shall be furnished simultaneously with the
                delivery of the executed contract by the successful PROPOSER.

        2.4     PROPOSER’S Examination of the RFP
                The PROPOSER shall examine all information and materials contained in and with this RFP. Failure to
                do so shall be at the PROPOSER'S risk.

        2.5     Exceptions to the RFP
                It is anticipated that the PROPOSER may find instances where their equipment does not function in a
                manner consistent with the specifications of this RFP. In such cases, the PROPOSER shall note the
                instance as an exception to the RFP. All exceptions shall be clearly identified and written
                explanations shall include the scope of the exceptions, the ramifications of the
                exceptions for the OWNER and a description of the advantages to be gained by the
                OWNER as a result of these exceptions.

                The OWNER shall reserve exclusive right to accept or reject any exceptions taken pursuant to this
                section.

        2.6     Proposals Considered "Firm"
                All PROPOSALS in response to the RFP will be considered "firm" and cannot be withdrawn until 90
                calendar days after the scheduled PROPOSAL due date, or until the award of a contract to a
                PROPOSER, whichever comes first.

        2.7     Withdrawal of Proposals
                PROPOSALS may be withdrawn by written or telegraphic notice received by the Purchasing Director any
                time prior to the PROPOSAL due time and date.

        2.8     Incurred Costs
                The OWNER shall not be liable for any costs incurred by the PROPOSER in preparing, submitting or
                presenting PROPOSALS, or in satisfying any demonstration or other requirements.

                The OWNER shall not reimburse any costs incurred by the PROPOSER in anticipation of being awarded
                the contract under this RFP.

                The City of Aurora is the only group that can legally obligate the OWNER for the expenditure of public
                funds for this purpose.
        2.9     Responsibilities of Prime Contractor
                The successful PROPOSER shall be considered as the prime CONTRACTOR and shall be required to
                assume total responsibility for delivery, installation, acceptance, and warranty of all equipment and
                support services offered in the PROPOSAL, whether or not the PROPOSER is the manufacturer,
                producer, author or PROPOSER of them.

                The OWNER shall consider the successful PROPOSER to be the sole point of contact with regard to all
                contractual matters, including the performance, service, and payment of any and all charges resulting


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                from the lease and installation of the entire system configuration, and all other services performed.
                Failure to meet these obligations shall result in the cancellation of any contracts.

        2.10    Open Procurement
                The OWNER reserves the right to accept any item or group of items proposed in any response, unless
                the PROPOSER qualified the offer by specific limitation. However, it is the intent of the OWNER to obtain
                all items pertaining to the Digital Voice Recording System and the installation of the Digital Voice
                Recording System from one CONTRACTOR.

                The OWNER reserves the right to lease and/or purchase more or less of each item or service at the unit
                price offered in the PROPOSER'S system, unless the PROPOSER specifically limits the response in this
                regard.

                Prior to final selection, the PROPOSER may be required to submit additional information, which the
                OWNER may deem necessary to determine the vendor's qualifications to complete the work.

                The OWNER reserves the right to negotiate with the PROPOSER regarding variations to the original
                PROPOSAL(s) that may be in the best interest of the OWNER.

                The OWNER reserves the right to accept or reject any or all PROPOSALS. The OWNER may allow the
                PROPOSER the opportunity to clarify their PROPOSAL prior to rejection.

        2.11    Brand Names
                Unless otherwise provided in the RFP, the name of a certain brand, make or manufacturer does not
                restrict PROPOSERS to the specific brand, make or manufacturer named; it conveys the general style,
                type, character, and quality of the article desired, and any article which the OWNER in its sole discretion
                determines to be the equal of that specified, considering quality, workmanship, economy of operation,
                and suitability for the purpose intended, will be accepted. It is the OWNER’S final decision as to what
                constitutes “of equal”.

        2.12    New Equipment
                The OWNER will accept only unused equipment. Used and/or remanufactured equipment shall
                not be accepted, with the exception of any equipment presently owned by the OWNER
                and which is to be reconfigured, reconditioned, and/or reused.

        2.13    Sales Tax Exemption
                The City of Aurora is exempt, by law, from paying State and City Retailer’s Occupation Tax, State Service
                Occupation Tax, State Use Tax and Federal Excise Tax upon City works and purchases. The City of
                Aurora’s Sales Tax Exemption Number is E9996-0842-05.

        2.14    Funding
                Funding for the Digital Voice Recording System has been allocated or is subject to approval by the
                OWNER and the City of Aurora City Council.

        2.15    Execution of Contract
                Upon the acceptance of a PROPOSAL, the OWNER shall prepare and submit a final negotiated and
                mutually agreed to contract to the successful PROPOSER. In the event the successful PROPOSER fails,
                neglects or refuses to execute said contract within 5 calendar days after the receipt of said contract, in an

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                envelope addressed to said PROPOSER at the address given upon the PROPOSAL, with the postage
                prepaid thereon, then the OWNER may at its own option terminate and cancel its action in awarding said
                contract to said successful PROPOSER, and upon such termination said agreement shall become null
                and void and of no effect, and the OWNER may reconsider other PROPOSALS or solicit new
                PROPOSALS, and pursue any remedies available under the PROPOSAL bond required by this RFP.

                Incorporated by reference into the contract which is to be entered into by the OWNER and the successful
                PROPOSER pursuant to this RFP shall be: (1) all of the information presented in or with this RFP and the
                vendor's response thereto; and (2) all written communications between the OWNER, its agents, and the
                successful PROPOSER after the date of the RFP. These documents shall include but not be limited to
                the following, in order of precedence:
                •   Contract, including negotiated technical points
                •   Written Clarifications (Formal Request for Clarification and responses)
                •   Compliance Statements (Point by Point Response to RFP)
                •   RFP Amendments
                •   RFP
                •   PROPOSAL Amendment
                •   PROPOSAL
                •   Vendor terms and conditions included in PROPOSAL

        2.16    Contractual Terms and Conditions
                Contractual claims, whether for money or other relief, shall be submitted in writing to the OWNER, no
                later than 60 calendar days after final payment; however, written notice of the CONTRACTOR’S intention
                to file such claim shall have been given at the time of the occurrence or beginning of the work upon which
                the claim is based. The OWNER shall issue a decision regarding such claim, in writing, no later than 60
                calendar days subsequent to notification to the OWNER.

                For good cause and as consideration for executing this contract, the PROPOSER acting herein by and
                through the person signing this Proposal on behalf of the PROPOSER as duly authorized agent, hereby
                conveys, sells, assigns, and transfers to the OWNER all rights, title and interest in and to all causes of
                action it may now or hereafter acquire under the anti-trust laws of the United States and Illinois, relating to
                the particular goods or services purchased or acquired by the OWNER.

                By signing this Proposal, the PROPOSER certifies that it does not and will not during the performance of
                this contract employ illegal alien workers or otherwise violate the provisions of the Federal Immigration
                Reform and Control Act of 1986. All prospective installers involved must pass a criminal background
                check as requested by OWNER prior to ability to be allowed on site.

                For each and every day the installation of the system shall fail to be complete beyond the date set for
                completion of installation and any extensions granted under the contract, CONTRACTOR shall pay to the
                OWNER the total amount of all costs resulting from the delay as liquidated damages and not as a
                penalty. Liquidated damages may be deducted by the OWNER from any money due or to become due to
                the CONTRACTOR as compensation under the contract. Liquidated Damages shall not exceed five
                percent (5%) of the total amount of the contract per incident/delay. The total of Liquidated Damages shall
                not exceed the total cost of the contract.

        2.17    No Assignment
                Assignment by the successful PROPOSER to any third party of any contract based on this RFP or any
                monies due shall be absolutely prohibited and will not be recognized by the OWNER unless approved by
                the OWNER in writing. Approval will not be unreasonably withheld.



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        2.18    Transportation and Storage
                The CONTRACTOR shall make all arrangements for transportation of equipment in suitable vehicles and
                by experienced equipment carriers. Supervision of packing, unpacking and placement of equipment shall
                be furnished by the CONTRACTOR without charge to the OWNER. The CONTRACTOR shall incur the
                transportation expenses.

                The acquisition of the required storage space will be at the expense of the CONTRACTOR.

                The OWNER will make available to the CONTRACTOR the sites and equipment buildings when they are
                ready. These will be taken by the CONTRACTOR as is and may be used for storage of contract related
                equipment. The CONTRACTOR will be responsible for equipment stored and installed at these sites until
                the OWNER accepts the equipment. The CONTRACTOR is expected to maintain these sites in a neat
                manner, disposing of debris caused by his activities.

        2.19    Acceptance and Transfer of Title
                The OWNER shall require the CONTRACTOR to conduct a final acceptance test to be monitored and
                supervised by the OWNER or its agents to insure that the system provides all functions as specified. The
                CONTRACTOR shall assume full financial and operational responsibility until the OWNER accepts the
                system. Only at that time will the OWNER assume responsibility for and take possession of the system.

        2.20    Contractor Commitment
                The CONTRACTOR shall maintain and upgrade the operational equipment at its current or public
                released level for the term of the contract with the OWNER pursuant to this RFP.

                There shall be no requirement on the OWNER'S part to incorporate any new features. Any change shall
                have minimal impact on system operations or the cost shall be assumed by the CONTRACTOR.

        2.21    Indemnity and Liability Insurance
                The CONTRACTOR shall indemnify and save harmless the OWNER, its officials, and employees from all
                losses, claims, demands, payments, suits, actions, recoveries, and judgments of every nature and
                description brought or recoverable against it or by reason of any act or omission of the CONTRACTOR,
                his agent, or his employees, in the execution of the work or in consequence of any negligence or
                carelessness in guarding the same, including all liability for, or growing out of any infringement of letter
                patent or copyright of the United States, in respect to the normal use of the proposed and installed
                system. If any third-party claim was due to Contractor’s misconduct or negligence, Contractor will be
                responsible for expenses for the defense of such claims including any and all damages and attorney’s
                fees of the Owner. Owner reserves the right to employ separate counsel of its choosing or consent to
                counsel chosen by Contractor or its insurer. Contractor shall not settle or otherwise dispose of such
                claims or causes of action without the prior written consent of the Owner.

                The successful PROPOSER shall assume all risk and bear any loss or injury to the property or persons
                occasioned by neglect or accident during the progress of work until the same shall be completed and
                accepted. The CONTRACTOR shall also assume all blame or loss by reason of neglect or violation by
                CONTRACTOR of any state or federal law, city or county code, or municipal rule regulation, or order.
                The CONTRACTOR shall give to the proper authorities all required notices relating to the work, shall have
                responsibility for ensuring all official construction permits and licenses are obtained prior to beginning of
                work, and for paying all proper fees. The OWNER will sign permit requests as required and as submitted
                by the CONTRACTOR. The CONTRACTOR shall make good any injury that may have occurred to any
                adjoining building, structure, or utility in consequence of this work.


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                The successful PROPOSER shall carry public liability insurance in the amounts specified below, including
                the contractual liability assumed by the CONTRACTOR, and shall deliver a Certificate of Insurance to the
                OWNER and to the OWNER'S engineering consultant with 30 calendar day cancellation notice provision
                from carriers acceptable to the OWNER and licensed to do business in Illinois. The certificate shall
                name the OWNER as well as the CONTRACTOR. The certificate shall be delivered in conjunction with
                delivery of the executed contract to the OWNER.

                A.   Worker's Compensation and Employer's Liability

                     Coverage A - Statutory Requirements
                     Coverage B - $100,000 per Occurrence
                     Coverage C - $100,000 Accident and/or Disease
                     All States Endorsement

                B.   Automobile Liability, including owner, Non-Owner and Hired Car Coverage

                     Limits of Liability

                     Combined Single Limit         $3,000,000.00

                     Including

                     Public Liability and Products Liability Coverage Endorsements

                C.   Comprehensive General Liability

                     Limits of Liability

                     Combined Single Limit $3,000,000.00

                D. Professional Errors and Omissions

                     Limits of Liability

                     Coverage Amount $3,000,000

                     All insurance policies shall be primary and noncontributory and shall name City of Aurora, Illinois as
                     additional insured.

                     Such certificate shall require no less than 15 days notice of cancellation to the City of Aurora, Illinois.
                     CONTRACTOR shall put the City of Aurora, Illinois on immediate notice of any changes or
                     cancellation in coverage.

                     CONTRACTOR shall require all consultants, and subcontractors to meet the same insurance
                     coverage.

        2.22    Confidentiality
                All PROPOSALS shall be open to public disclosure and shall not contain any proprietary information.

                The PROPOSER shall indemnify and hold the OWNER harmless against any loss or damage, including
                reasonable attorney fees, it may incur as a result of OWNER'S reliance upon PROPOSER’S


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                representation that materials supplied by the PROPOSER do not contain trade secrets or proprietary
                information which is not subject to public disclosure.

        2.23    Rights to Submitted Material
                All PROPOSALS, responses, inquiries, or correspondence relating to or in reference to this RFP, and all
                reports, charts, displays, schedules, exhibits, and other documentation submitted by the PROPOSER
                shall become the property of the OWNER when received. The OWNER retains the right to use any or all
                non-patented system ideas presented in any Proposal in response to the RFP whether amended or not.
                Selection or rejection of any Proposal does not affect this right.

        2.24    Proposals Not Selected
                Non-selection of any Proposal will mean that another acceptable Proposal was deemed to be more
                advantageous to the OWNER or that no Proposal was accepted. PROPOSER’S who’s PROPOSALS are
                not accepted will be so notified. Such notification will be devoid of any criticism of the Proposal and of any
                implication that the Proposal or proposed equipment was deficient.

        2.25    News Release
                The PROPOSER shall at no time make any news or advertising releases pertaining to this RFP for any
                purpose without the prior written approval of the Purchasing Director and then only in coordination with
                the OWNER.

        2.26    Public Record
                Upon award recommendation or ten days after opening, whichever comes first, proposals become “public
                records” and shall be subject to public disclosure consistent with Illinois Statutes. PROPOSERS 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 business hours.

        2.27    Non-Discrimination in Employment and Affirmative Action
                During the performance of this contract, the CONTRACTOR shall be governed by all applicable Illinois
                and federal regulations, and in addition to the aforementioned agrees as follows:

                A. The CONTRACTOR will not discriminate against any employee or applicant for employment because
                   of race, religion, color, sex or national origin, except where religion, sex or national origin is a bona
                   fide occupational qualification reasonably necessary to the normal operation of the CONTRACTOR.
                   The CONTRACTOR agrees to post in conspicuous places, available to employees and applicants for
                   employment, notices setting forth the provisions of this non-discrimination clause.

                B. The CONTRACTOR, in all solicitations or advertisements for employees placed by or on behalf of the
                   CONTRACTOR, will state that such subcontractor is an equal opportunity employer.

                C. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation
                   shall be deemed sufficient for the purpose of meeting the requirements of this section.

                D. The CONTRACTOR will include the provisions of the foregoing PARAGRAPHS A, B, and C in every
                   subcontract or purchase order of over $10,000, so that the provisions will be binding upon each
                   subcontractor or vendor.




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        2.28    Force Majeure
                Neither party will be liable to the other for any failure or delay in rendering performance arising out of
                causes beyond its reasonable control and without its fault or negligence. Such causes may include, but
                are not limited to acts of God or the public enemy, fires, floods, epidemics, quarantine restrictions, strikes,
                freight embargoes and unusually severe weather; but the failure or delay must be beyond reasonable
                control and without fault or negligence.

                If the CONTRACTOR’S failure to perform is caused by the default of a subcontractor, and if such default
                arises out of causes beyond the reasonable control of both the CONTRACTOR and subcontractor, and
                without the fault or negligence of either of them, the CONTRACTOR shall not be liable for any excess
                costs for failure to perform, unless the equipment or services to be furnished by the subcontractor were
                obtainable from other sources in sufficient time to permit the PROPOSER to meet the required delivery
                schedule. Dates or time of performance will be extended to the extent of delays excused by this section,
                provided that the party whose performance is affected notifies the other promptly of the existence and
                nature of such delay.

        2.29     Compliance with Laws and Regulations
                The Proposer shall at all times observe and comply with all Federal, State, Municipal and other local laws,
                ordinances, regulations, and requirements which in any manner affect the conduct of the Work, and with
                all Federal, State and local laws and policies of non-discrimination, sexual harassment, prevailing wages
                and others applicable thereto; and all such orders or decrees as exist at the present and which may be
                enacted later, of bodies or tribunals having jurisdiction or authority over the Work, and no plea of
                misunderstanding or ignorance thereof will be considered. The PROPOSERshall indemnify and save
                harmless the City and all its officers, agents, employees and servants against any requirement, claim or
                liability arising from or based on the violation of any such law, ordinance, regulation, order or decree,
                whether by himself or his employees. All PROPOSERS must supply a certificate of eligibility to enter into
                public contracts.

                Safety- CONTRACTOR on behalf of itself and the CITY assume sole responsibility for initiating,
                maintaining and supervising all health and safety precautions and programs for all employees,
                subcontractors, agents, and consultants in connection with the performance of this Agreement.
                CONTRACTOR shall ensure that its employees, consultants, subcontractors, agents are adequately and
                appropriately trained. CONTRACTOR shall also comply with the safety rules, codes, and provisions for
                occupational safety of all applicable Federal, State and local rules, regulations, statutes and ordinances.

                Licenses and Permits - PROPOSERS, both corporate and individual must be fully licensed and certified
                in the State of Illinois at the time of RFP submittal. A copy of the license(s) held by the PROPOSER must
                accompany the proposal. The proposal of any PROPOSER that is not fully licensed and certified shall be
                rejected.

                Registration and Withholding- CONTRACTOR shall register with the Illinois Department of Labor and
                Industry in accordance with Title 39, Chapter 9 Illinois Code Annotated. CONTRACTOR acknowledges
                the requirements of Title 15, Chapter 50, Illinois Code Annotated and it, not the CITY, will withhold and
                forward certain portions of gross contract receipts where necessary.

                Professions and Occupations- CONTRACTOR shall ensure all work and services undertaken for the
                CITY shall meet the requirements of all applicable Federal, State and local rules, regulations, statutes
                and ordinances . Work and services undertaken by licensed professionals, such as surveyors, architects
                and engineers, shall be completed, signed, and stamped by such professionals licensed.

                New Laws and Regulations- If during the term of this Agreement new laws or regulations become
                applicable, CONTRACTOR shall also comply with them without notice from the CITY.
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                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 Kane County and the contractual obligations will be interpreted according to the laws of the
                State of Illinois. Any additional contract or agreement requested for consideration by vendor must be
                attached and enclosed as part of the proposal.

        2.30    Gifts by Offeror
                No PROPOSER, OFFEROR, CONTRACTOR or SUBCONTRACTOR shall confer on any OWNER
                employee having official responsibility for a procurement transaction any payment, loan, subscription,
                advance, deposit of money, services or anything of more than nominal value, present or promised.

        2.31    Qualifications of PROPOSERS
                The OWNER may make such reasonable investigations as deemed proper and necessary to determine
                the ability of the PROPOSER to perform the work and the PROPOSER shall furnish the OWNER all such
                information and data for this purpose as may be requested.

                The OWNER reserves the right to inspect the PROPOSER’S physical plant prior to award to satisfy
                questions regarding the PROPOSER’S capabilities. The OWNER further reserves the right to reject any
                Proposal if the evidence submitted by or investigations of such PROPOSER fails to satisfy the OWNER
                that such PROPOSER is properly qualified to carry out the obligations of the contract and to complete the
                work contemplated herein.

                The PROPOSER shall grant permission for representatives of the OWNER to inspect their fabrication and
                service facilities at anytime during normal business hours. The only limitations on the granting of such
                permission shall be that the OWNER or its designated representatives shall provide the PROPOSER 24-
                hour advance notice of any such inspection and will not conduct an on-site inspection unless a
                representative of the PROPOSER is present.

                Provided that sufficient access is granted to allow the OWNER to verify the PROPOSER’S ability to
                complete the proposed project, access may be denied to any proprietary processes, computer
                programming and research and development laboratories. The inspections shall be limited to areas
                designated by the PROPOSER based on all applicable safety and security regulations.

        2.32    Proposer
                To demonstrate PROPOSER’S ability and viability to provide ongoing support of the proposed DVRS
                during its lifecycle, all PROPOSERs must provide, as part of their RFP response, summary financial
                statements for the previous 36 months. The PROPOSER must provide a statement indicating how and
                by whom the proposed system’s maintenance will be provided for the lifetime of the system.

                Any management or PROPOSERs that are involved in any litigation related to the DVRS product
                proposed must provide a full description of any current litigation to which they, any parent company, or
                any subsidiary are a party to.

                The PROPOSER/manufacturer must provide full disclosure of any bankruptcy or liens against them, any
                parent company, or any subsidiary.

                The PROPOSER must submit a list of DVRS clients of a similar installation size and complexity within the
                last 24 months.


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                CERTIFICATION UNDER 720 ILCS 5/33E-11


                I, _____________________________(name), certify that I am employed as
                the__________________(title) of ___________________________(company), a PROPOSER for the
                prime contract for the work described in the proposal to which this certificate is attached, and I hereby
                certify that I am authorized to make this certificate and that I have personal knowledge of the matters
                certified to herein, and that the company named above is not barred from contracting with any unit of
                state or local government as a result of a violation of either Section 33E-3 or 33E-4 of Article 33E of the
                Illinois Criminal Code of 1961




                _______________________________
                (Name & Title)


                _______________________________
                (Company)




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        2.32    PROPOSER’s Certification
                I/We hereby certify that:

                A. A complete set of proposal papers, as intended, has been received, and that
                   I/We will abide by the contents and/or information received and/or
                   contained therein.

                B. I/We have not entered into any collusion or other unethical practices with
                   any person or firm, or employee of the City, which would in any way be
                   construed as unethical practice.

                C. I/We will comply with all current Federal, State and Local laws, statutes,
                   rules, and regulations referencing equal opportunity employment
                   practices including those contained in Public Act 87-1257 (effective July
                   1, 1993) and will remain in compliance with same at all times necessary
                   to complete the named project.

                D. I/We are in compliance with the most current “Prevailing Rate” of wages
                   for laborers, mechanics and other workers as required by the City of
                   Aurora Ordinance No O09-48 adopted on June 23, 2009, and will
                   remain in compliance with same at all times necessary to complete the
                   named project.

                E. I/We have adopted a written sexual harassment policy which is in
                   accordance with the requirements of Federal, State and local laws,
                   regulations and policies and further certify that I/We are also in
                   compliance with all other requirements contained in 775 ILCS 5/2-105
                   (A), and will remain in compliance with same at all times necessary
                   to complete the named project.

                F. I/We will abide by all Federal, State and local codes, rules, regulations,
                    ordinances and statutes and will remain in compliance with same at all
                    times necessary to complete the named project.
                ____________________________________________________
                COMPANY NAME
                ______________________________________________________________
                ADDRESS
                ________________________________________________________________
                CITY/STATE/ZIP CODE
                ________________________________________________________________
                NAME OF CORPORATE/COMPANY OFFICIAL
                PLEASE TYPE OR PRINT CLEARLY
                ______________________________________________________________
                TITLE
                _______________________________________________________________
                AUTHORIZED OFFICIAL SIGNATURE
                DATE ___________________________________

                TELEPHONE (_____)___________________
                STATE OF ILLINOIS, County of Kane




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        2.33    PROPOSER’s Tax Certification
                (PROPOSER’S EXECUTING OFFICER), being first duly sworn on oath,
                deposes and states that all statements made herein are made on behalf of the
                PROPOSER, that this deponent is authorized to make them and that the statements
                contained herein are true and correct.

                PROPOSER deposes, states and certifies that PROPOSER is not barred from
                contracting with any unit of local government in the State of Illinois as result of a
                delinquency in payment of any tax administered by the Illinois Department of
                Revenue unless PROPOSER is contesting, in accordance with the procedures
                established by the appropriate statute, its liability for the tax or the amount of the
                tax, all as provided for in accordance with 65 ILCS 5/11-42.1-1.


                DATED this __________ day of ___________________________, 2009.


                By ______________________________
                    (Print PROPOSER’s Executing Officer)


                ______________________________________
                  (Signature of PROPOSER’s Executing Officer)


                ______________________________________
                      (Title)

                ATTEST/WITNESS:

                By _____________________________

                Title ___________________________

                Subscribed and sworn to before me this

                _______ day of ______________, 2009

                _______________________________
                Notary Public

                (SEAL)




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                                                3.0 Proposal Procurement Process
        The selection of a Digital Voice Recording System to serve the OWNER’s needs is an important and complex
        task. It is recognized that there are several PROPOSERS who can provide the Digital Voice Recording System,
        services, and support that would adequately meet the OWNER’S needs. The OWNER’s selection committee will,
        thus, exercise both objective and subjective rationale in this selection process. This process is outlined in the
        following subsections.

        The award of a contract pursuant to this RFP will be made to that responsive and responsible PROPOSER whose
        Proposal is determined by the OWNER or OWNER’S REPRESENTATIVE to have the greatest overall benefit to
        the OWNER, based upon overall cost, technical specifications and performance, warranty and other factors
        considered, for the system's life.

        3.1     Request for Proposals (RFP)
                This RFP is intended to provide interested PROPOSERS with uniform information concerning the
                conditions for submitting PROPOSALS.

        3.2     Proposal Format and Mandatory Inclusions
                Throughout this RFP the word Proposal is used to identify and describe the PROPOSER'S submittal in
                response to this RFP.

                The Proposal procurement process has been described in detail in previous sections containing general
                information and instructions for PROPOSERS.

                While it is recognized that there are a variety of equipment configurations that might be used to fulfill the
                requirements of this RFP, a fair evaluation of PROPOSALS requires that responses be consistent in
                format. Accordingly, the PROPOSER shall follow the format described below in the submittal. Mandatory
                inclusions are specifically identified.

                The general format of the Proposal is as follows and is described in more detail in the following
                paragraphs:

                Introduction and Letter of Transmittal

                Table of Contents
                •  Compliance Statement
                •  Systems Overview
                •  Equipment Description
                •  Supporting Technical Data, Analyses
                •  Equipment Listing
                •  Exceptions to Terms and Conditions
                •  Project Management
                •  PROPOSER’S Qualifications
                •  Additional Information
                •  Pricing




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                3.2.1 Introduction and Letter of Transmittal
                           The Proposal shall provide a description of the scope of the project, the general plan for
                           implementation, and the necessary certification that this Proposal is a bona fide Proposal from
                           the company, and that the signer of the Proposal is authorized to make this Proposal on behalf of
                           the company. An Executive Summary may be provided as an attachment to the Letter of
                           Transmittal.

                3.2.2 Proposal Table of Contents
                           The Proposal shall contain a Table of Contents for the Proposal.

                3.2.3 Compliance
                           The Proposal shall provide the confirmation that the PROPOSER intends to comply with the
                           requirements of this RFP.

                           This shall include the following items as a minimum:

                           A. A statement of compliance attesting that all specifications contained in this document
                              are complied with unless specifically excepted in the Proposal.

                           B. Paragraph- by- paragraph response and/or compliance statements. This may also
                              serve as the list of exceptions, provided that each exception is fully explained. Each
                              numbered paragraph of this specification shall be responded to as well as any numbered
                              tables. For any appendices attached as part of the RFP, the PROPOSER must accept each
                              appendix in its entirety. Partial acceptance of any appendix will be deemed to be non-
                              compliant. There are three valid responses. Any other response, or lack of response, will be
                              assumed to be an exception.

                               The valid responses are:

                              Comply               Response is fully compliant with the entire numbered paragraph.

                              Exception            Response does not comply with requirements of the paragraph. The
                                                   PROPOSER must specifically list each item that is an exception.
                                                   References to other sections in the Proposal in lieu of a list of exceptions
                                                   will not be considered for evaluation. Any item not explicitly stated as an
                                                   exception in the Compliance section of the Proposal will be considered
                                                   compliant.

                              Not Applicable       This paragraph is not applicable to the proposed configuration: use this
                                                   with caution as it will affect the outcome of rating your proposal as
                                                   compliant and will decrease your overall response rating if paragraph
                                                   excepted to is vital to performance of contract either technically or
                                                   professionally. .

                               Do not use the words "Understood" or "Read and Understood" on any paragraph. It is
                               recommended that when in doubt about the applicability or intent of a paragraph, a
                               confirmation of "Comply" be used. The positive compliance statement can then be used to
                               state your understanding of the meaning of the paragraph.




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                3.2.4 System and Services Description and Guaranteed System Specifications
                           The Proposal shall provide a description of the proposed Digital Voice Recording System and
                           services the PROPOSER intends to provide in support of the implementation of the system, and
                           the specifications the PROPOSER will guarantee as part of the Proposal. This shall include the
                           following items as a minimum:

                                   A. Installation block, rack and connectivity diagrams. All diagrams shall be numbered
                                      and inserted at the end of the Proposal section in which they are referenced.

                                   B. Installation Plan. The installation of the new system shall be accomplished such that
                                      there is a minimum of disruption to operations during the installation. The plan shall
                                      take into account equipment cutover, interfaces with and transfer of control to or from
                                      existing systems/equipment, any dispatching transitions, special sequences,
                                      scheduled downtime, any dual operation necessary, and personnel schedules.
                                      The PROPOSER shall provide in its Proposal a general plan for installation. The
                                      PROPOSER shall include in the cost proposal estimated costs associated with the
                                      installation.

                                   C. General description of all acceptance test plans.

                                   D. List of spare equipment required for maintenance.

                                   E. Maintenance levels of service with description of response times, and hardware and
                                      software supported and NOT supported, number of personnel trained on the specific
                                      product. Cost of maintenance contract service options should be included on cost
                                      proposal only.

                3.2.5 Equipment Description and Guaranteed Specifications
                           The Proposal shall provide a description of the equipment the PROPOSER intends to use in the
                           implementation of the guaranteed system specifications. Absence of a particular piece of
                           equipment in this section does not eliminate the PROPOSER'S responsibility to provide a
                           complete and working Digital Voice Recording System in response to the specifications. This
                           shall include guaranteed equipment specifications as a minimum.

                3.2.6 Supporting Technical Information
                           The Proposal shall provide all analyses, engineering data, and supporting technical information
                           and documentation either required herein or that the PROPOSER believes is necessary for a
                           complete technical evaluation of the Proposal. This shall include the following items as a
                           minimum:

                           A. Tentative rack plans of proposed equipment configurations shall be provided.
                              Elevation view of proposed Digital Voice Recording System arrangement shall be included.
                              Floor plans shall indicate the space reserved for future expansion equipment. All drawings
                              shall be numbered and inserted at the end of the PROPOSAL section in which they are
                              referenced.

                           B. Power requirements on an equipment basis, including additional requirements for
                              surge protection must be provided. Power requirements shall also be provided for future
                              expansion equipment.



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                           C. Tentative connectivity diagrams show how the equipment will be connected to the answering
                              positions and to the 9-1-1 network. The diagrams shall show both the initial configuration and
                              the anticipated evolution to Next Generation 9-1-1.

                3.2.7 System, Equipment, and Services
                           The Proposal shall contain an itemized, pro-forma listing of all systems, equipment, and services
                           that are being proposed.

                           This shall include the following items as a minimum:

                           A. Detailed equipment list.

                           B. Itemized list of spares with quantities.

                           C. List of required services.

                           D. List of available optional services (i.e., NOC monitoring, warranties, etc.)

                3.2.8 Terms and Conditions
                           The PROPOSER shall provide suggested wording for any specific exceptions taken with the
                           proposed Terms and Conditions. The proposed Terms and Conditions, SECTIONS 1-2 of the
                           RFP, shall have precedence over PROPOSER proposed Terms and Conditions.

                3.2.9 Project Management
                           The PROPOSER shall describe in detail their approach to project management throughout the
                           project. This project management description is to include the following items as a minimum:

                           A. A proposed Project Schedule including start and end dates for all major tasks of the
                              project. This will serve as the basis for the Master Schedule.

                           B. The PROPOSER'S approach to ensure that the OWNER and CTA are apprised of
                              the status of the project at all times, and are provided with regular and timely updates to the
                              schedule.

                           C. Project management organization description including an organization chart and a
                              short description of the responsibilities of individuals listed on the organization chart.

                3.2.10 Qualifications
                           The PROPOSERS shall provide their qualifications to provide this system, and the qualifications
                           of the PROPOSER'S subcontractors. This shall include the following items as a minimum:

                           A.   Experience of the PROPOSER in implementing the type of Digital Voice Recording System
                                proposed.
                                The PROPOSER shall submit a listing of successfully completed Digital Voice Recording
                                Systems of the type being proposed. These systems should have been completed within the
                                last 24 months.

                           B.   List and qualifications/experience profile of any subcontractors.

                           C.   Installation and/or Service Shop qualifications, including repair time for units.

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                           D. At a minimum, every proposal shall indicate the number of technical personnel currently
                              trained on the proposed system and available for emergency support with in a 75 mile radius
                              of the OWNER's indicated install locations

                3.2.11 Additional Information
                           In a separate section, the Proposal shall contain any additional information the PROPOSER may
                           wish to include as part of the Proposal. PROPOSERS may provide a description of their
                           competitive advantages in this section of the Proposal.

                3.2.12 Pricing
                           The Proposal shall contain the PROPOSER’S prices for the Digital Voice Recording System and
                           all supplementary items and services. The Price Proposal shall be provided in a sealed
                           package separate from the Technical Proposal.

        3.3     Pre-Proposal Conference
                A mandatory Pre-Proposal conference for all eligible PROPOSERS will be held as stated in the Critical
                Dates section, page 4 of this RFP at the project construction site, 1200 E. Indian Trail Road, Aurora,
                Illinois. For directions, please contact Andrew Feuerborn, (630) 801-6622.

                All questions and requests for clarification regarding RFP requirements should be submitted in writing to
                the OWNER or their designee and be received at least one day prior to the scheduled Pre-Proposal
                conference date. This is to allow the proper research to be done prior to the conference, but is not
                intended to preclude discussion during the conference. Questions not submitted in advance and which
                require research may not be answered fully at the conference.

                Any oral questions by PROPOSERS at the Pre-Proposal Conference will be answered if possible at the
                time, and by way of addendum, if necessary.

                Should the conference result in changes to the RFP, such changes will be contained in an addendum to
                be issued after the Pre-Proposal conference. Only addenda issued in writing will be considered to be
                changes to this RFP.

        3.4     Site Information
                The site for installation of the Digital Voice Recording System will not be completed at the time of this
                RFP. Facility information will be available during the Pre-Proposal Conference concerning the facilities.
                PROPOSERS should come to the Pre-Proposal meeting with any facility concerns they have that may
                affect their proposal. Any issues raised will either be answered at that time or answered soon after in
                writing. It shall be the PROPOSER'S responsibility to determine their site requirements in this project
                prior to submission of a Proposal.

                No allowances will be made because of a lack of knowledge of site conditions or requirements.
                Ignorance of the requirements will not relieve the selected PROPOSER of any liability and obligations
                under the procurement contract.

        3.5     Waivers
                The OWNER reserves the right to waive minor errors or minor irregularities in any Proposal if it appears
                to the OWNER that such items were made inadvertently. Any such errors or irregularities shall be
                corrected in the Proposal(s) in which they occur prior to the execution of any contract award.



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        3.6     Standard Equipment
                It is the intent of this RFP to obtain a Digital Voice Recording System composed of new, unmodified,
                standard equipment. Exceptions to specific points in this RFP made in order to propose standard
                equipment may be considered in the award of the contract provided the PROPOSER can demonstrate
                that the operation, maintainability, and equipment quality level is not compromised by so doing, and the
                PROPOSER meets the functional requirements of the RFP. PROPOSERS shall make a concerted effort
                to ensure any equipment obtained through third party PROPOSERS or subcontractors is new and shall
                warrant said material to the full extent required by this RFP and any subsequent negotiations.

                All proposed equipment as stated above shall be warranted and guaranteed by the PROPOSER in
                accordance with this RFP and the negotiated contract.

        3.7     Proposal of Approved Equal Equipment
                The use of a particular manufacturer's model number in this specification is intended to establish
                minimum performance standards, and is not intended to be restrictive.

                The PROPOSER may propose alternate but equal equipment by submitting requests to the Purchasing
                Director, for approval, no later than fifteen working days prior to final Proposal submissions. Requests
                are to be accompanied by point-by-point specification comparisons demonstrating that the proposed
                equipment indeed equals or exceeds the specified equipment in all areas germane to the operational
                requirements of the RFP. The ENGINEER will provide a response not less than five working days prior to
                the Proposal due date.

                In the event the above approval process is not followed, it will be up to the OWNER to determine the
                compliance of alternate Proposal items. In this case, any specification requirements that cannot be
                readily verified by the OWNER, based on PROPOSER provided equipment data sheets, may be treated
                as exceptions during the evaluation.

        3.8     Alternate Proposals
                While it is important in the Proposal evaluation process that all PROPOSALS conform to the requirements
                of the RFP, the OWNER may accept alternate PROPOSALS for evaluation, provided that operational
                performance, reliability, and maintainability are demonstrated to be as described in this specification.
                Such alternate PROPOSALS must meet the same format requirements.

        3.9     Additional Equipment
                The quantities specified are those proposed for immediate purchase. In the event additional proposed
                equipment is required, the PROPOSER shall agree to provide that equipment at the unit price contained
                in the Proposal for a period of one year after acceptance.

                The PROPOSER shall further ensure that proposed equipment shall be available for a period of ten years
                after acceptance, either identical to that provided, or functionally and operationally compatible and
                meeting the specifications of that equipment provided.

        3.10    Evaluation Responsibility
                The Technical Committee will evaluate PROPOSALS submitted. Representatives of the OWNER will
                have the ultimate responsibility for reviewing and evaluating all PROPOSALS submitted in response to
                this RFP. At the request of the OWNER, others may be called to participate as technical advisor(s) to this
                process.



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        3.11    Exceptions
                Major exceptions generally fall into four categories: Turnkey Responsibility, Operation, Equipment, and
                Dependability. Each of these areas are addressed below. These definitions are general in nature and
                may not be all inclusive.

                The general guidelines used to determine major exceptions in each area are as follows:

                A. Turnkey Responsibility

                     The acceptance of and total responsibility for this project from design through completion by the
                     PROPOSER is defined as turnkey responsibility.

                     Exceptions in this area may be:
                     •  Gross deviation from turnkey system responsibility.
                     •  Gross deviation from turnkey responsibility for facilities.
                     •  The PROPOSER does not accept system responsibility for an area that might lead to major
                        exception under operational or fault conditions.

                B. System Operation

                     In general, any condition that would be noticeable by the USER under routine operational conditions
                     and affects the ability of the USER to perform his function safely and efficiently will be a major
                     exception.

                C. Equipment Exceptions

                     If the Technical Committee determines that a large quantity of minor equipment exceptions is the
                     result of a lower tier of equipment than required being proposed, a major technical exception will be
                     assessed. This major exception is in addition to any minor exceptions.

                D. Dependability

                     The intent is to purchase standard workstations, designed to be utilized in a computer intensive work
                     environment for emergency dispatch center. The workstation must be guaranteed for and able to
                     withstand 24-hour use. Conventional panel-based systems furniture is not approved.

        3.12    Oral Presentation
                PROPOSERS may be requested to make oral presentations. This will follow after initial evaluations of all
                PROPOSALS are received. Suitable time will be scheduled for each oral presentation. Each
                PROPOSER should allow adequate time during this period for questions from the OWNER’s personnel,
                officials or their advisors.

                During this oral presentation, the following limits must be observed:

                A. Discussion of equipment must be confined to the configuration and level of equipment recommended
                   in the Proposal, including future capabilities for expansion of the system.

                B. Discussion of systems applications must be limited to capabilities presently available and level of
                   equipment proposed.

                C. The oral presentation may not be considered as a "negotiating session." The OWNER and its
                   advisors are well aware that final commitments in such areas as support, transfer of title date, training
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                     and the like are sometimes negotiated during oral presentations. However, it is anticipated that such
                     negotiations will be conducted separately, and that the primary purpose of a formal presentation will
                     be to provide a forum for discussion of what has been proposed.

        3.13    Award Process - General
                All PROPOSALS will be opened in accordance with the Critical Dates schedule contained in this
                proposal. A Technical Committee consisting of the ENGINEER, the OWNERS REPRESENTATIVE, and
                the OWNER’s technical personnel will then examine all valid PROPOSALS.

                The Technical Committee will examine the technical aspects, and the OWNERS REPRESENTATIVE will
                examine the contractual aspects of each Proposal for adequacy, accuracy, and compliance to the
                Specifications. They will each generate a list of questions and clarifications for each PROPOSER.

                Each PROPOSER will have five working days from receipt in which to respond to the questions and
                clarifications generated by OWNER and the Technical Committee. Responses to these questions and
                clarifications must be made in writing to the OWNER and ENGINEER. The written response to the
                questions and clarifications will be considered a part of the Proposal.

                The Technical Committee will evaluate each Proposal against the requirements of the RFP, and will
                determine the point allocation in each category.

                The Technical Committee will combine the technical evaluation points with the points allocated for the
                contractual evaluation and the pricing, and will recommend to the OWNER that the award be made to the
                PROPOSER and configuration scoring the highest number of points. The OWNER will make the ultimate
                evaluation of PROPOSALS and the decision to award.

                After the recommendation is made, all PROPOSERS will be notified of the recommendation.

        3.14    PROPOSER Communication with OWNER
                During the period between submittal of the proposal and award of a contract, the PROPOSER, including
                the PROPOSER’S agents, shall refrain from communicating in any way with any representatives of the
                OWNER, except for the OWNER REPRESENTATIVE. Violation of this provision may result in
                disqualification of the PROPOSER.




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                                                 4.0 Implementation Management
        4.1     Purpose
                The purpose of this section of the RFP is to set forth the implementation framework within which the
                project team can operate efficiently, effectively, and with open communications necessary for the smooth
                completion of the project defined herein. The intention here is to describe a series of processes for
                general administration of the project.

                The Implementation Work Plan of this section is to assist the OFFEROR in its response to this RFP, as
                well as, to set forth the requirements for the OWNER, CONTRACTOR, and CTA as members of the
                project team.

                The project consists of a new Digital Voice Recording System for the OWNER. You are requested to
                provide a turnkey Proposal for the system described herein.

                The OWNER has retained the services of AECOM Design, CTA Communications office, Lynchburg,
                Virginia to prepare and issue the technical specifications, and to assist in the management of the
                implementation of this system as defined by this RFP.

                The following general tasks are described herein as the responsibility of the CONTRACTOR:

                A. Engineer, install, test and provide for acceptance all proposed equipment as herein specified.

                B. Provide warranty service.

                C. Provide support services including documentation and training.

        4.2     System Responsibility
                The CONTRACTOR shall be responsible for verifying the completeness and suitability of all work or
                equipment proposed for this system.

                The CONTRACTOR, even if not specifically mentioned herein, shall provide any additional equipment or
                labor required in order to meet this RFP, without claim for additional payment, it being understood that a
                complete operating system is required.

                The CONTRACTOR shall be obligated to provide a Digital Voice Recording System, which meets all
                guarantees in the Proposal for the price contained therein.

        4.3     Contractor's Representation
                A single person shall be designated by the CONTRACTOR as Project Manager to be the primary source
                of contact between the OWNER, CTA and the CONTRACTOR. The Project Manager, as a member of the
                Project Team, shall bear full responsibility for supervising and coordinating the installation of the
                communications system. All inquiries about the project may be directed to the Project Manager.

                Within 10 working days after execution of the contract, the CONTRACTOR shall advise the OWNER of
                the name, address and office telephone numbers of the CONTRACTOR’S designated Project Manager.
                Any changes in the CONTRACTOR’S designated Project Manager shall be made only with prior written
                approval by the OWNER.



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        4.4     Definitions
                4.4.1 Notice to Proceed
                           The OWNER shall issue a written Notice to Proceed (NTP) to the CONTRACTOR after contract
                           award. This notice will direct the CONTRACTOR to proceed with performance of the work called
                           for by the contract.

        4.5     Implementation Work Plan
                The purpose of this plan is to set forth framework within which the project team can operate efficiently,
                effectively, and with open communications necessary for the smooth completion of the project of this
                RFP.

                As the project proceeds through the various phases, the tasks will naturally transition, and the work plan
                will necessarily include elements from each of these phases.

                The intention is to set up a series of processes for general administration of the CONTRACTOR, and to
                accomplish this while minimizing bureaucracy and paperwork:

                These processes include:
                •  Project Schedule Process
                •  Scheduled Project Review Meetings
                •  Action Item Checklist Process
                •  Document Submittals and Transmittal Process
                •  Punch List Process
                •  Project Management Report Process
                •  Electronic Mail and Protocols Process
                •  Risk Management Process
                •  Change Order Process

                4.5.1 Project Schedule Process
                4.5.1.1            Purpose of this Process
                           To establish and maintain a Master Schedule for the project, which includes all major elements
                           for which responsibility is assigned. Major elements that are entirely the responsibility of a
                           particular member of the Project Team will likely have their own schedules. However, if any task
                           in a sub-schedule is dependent on another member of the team, that task must be included in the
                           master schedule as well.

                4.5.1.2            Project Schedule
                           The PROPOSER shall include in their Proposal a Project Schedule in Microsoft Project™ format.

                4.5.1.3            Master Schedule
                           After contract award, the CONTRACTOR should develop a schedule including a detailed
                           breakdown of all tasks and their start and end dates for the Implementation phases of this project.
                           The schedule should be updated with actual dates as tasks are completed.

                           The updated schedule should be distributed to the Project Team on a regular basis. The initial or
                           baseline schedule should be established and ready for presentation at the Detailed Design
                           Review (DDR) meeting.


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                           The CONTRACTOR is responsible for the schedule, and it will be an agenda item for each Round
                           Table Conference Call and Scheduled Project Review Meeting.

                4.5.1.4            Working Days
                           Except as noted, all reference to the number of days required shall be understood to mean
                           working days which for the dispatch center is seven days a week. Should there be exceptions to
                           this, they need to be noted as to the effect it has on any schedule or Submittal items.

                4.5.2 Scheduled Project Review Meeting
                4.5.2.1            Purpose of this Process
                           These serve as a forum for the careful review of checklists and schedules. People not directly
                           involved in the implementation/acceptance (such as USERS, upper level managers, financial and
                           contracts people, etc.) can take part for input or for monitoring the project.

                4.5.2.2            Regular Project Review Meetings
                           The Project Team will conduct Project Review Meetings on a regular basis. These will be
                           scheduled in advance, on a particular time and day basis. Attendees should include the Project
                           Team, with a chairperson and additional people attending as necessary. The meeting record and
                           agenda should be documented by and distributed to the Project Team by the CONTRACTOR.
                           These meetings must have a defined agenda, including as a minimum:
                           •  Review of schedule
                           •  Review of budget (as required)
                           •  Identified problems
                           •  Solutions to previously identified problems
                           •  Establishment of action items (Action Item Checklist)
                           •  Review of previously established action items
                           •  Plans for the next period
                           •  Set date, time and place for next meeting

                4.5.3 Action Item Checklist Process
                4.5.3.1            Purpose of this Process
                           The purpose is to identify, assign responsibility, track, and record completion on a participant
                           basis of action items of particular consequence to the project.

                4.5.3.2            Action Item Checklist
                           This tracks all items that are agreed upon between the Project Team for which a particular Team
                           member will be responsible.

                           All open items should be reviewed at each Project Review meeting, and at most of the telephone
                           conference meetings. All action items must be originated at a team conference – either a
                           teleconference or a Project Review meeting, and concurrently assigned a control number. Interim
                           decisions made between any participants that will result in an action item must be reviewed and
                           ratified in the team environment, so that all participants are aware of what has transpired and who
                           is responsible.

                           The CONTRACTOR will document the checklist and is to be included with the minutes of the
                           Project Review Meetings.


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                4.5.4 Technical Submittals and Checklist Process
                4.5.4.1            Purpose of this Process
                           To establish formal technical submittals required of the CONTRACTOR, and to monitor these
                           submittals as they are reviewed, revised, and finally accepted.

                4.5.4.2            Technical Submittals and Checklist
                           CTA will establish and maintain the submittals schedule and associated checklist; typically this is
                           based on the reporting schedule in the RFP. This provides the basis of a deliverables list with
                           actual dates attached to the deliverables. The deliverables list will be published on a regular
                           basis by CTA, and will identify deliverables that are delayed, late or otherwise not on schedule.

                           The list will include the Specifications (RFP) reference, document description, scheduled draft or
                           final submittal date, actual submittal date, and notes.

                4.5.5 Punch List Process
                4.5.5.1            Purpose of this Process
                           To identify, record, and track the resolution of deviations from the Specifications or from good
                           work practice.

                4.5.5.2            Punch List
                           This list will include site inspection punch list items, staging test punch list items, and site/system
                           test punch list items. Included on the list will be a sequential punch list item number, site
                           reference, date identified, description of the item, resolution date, and notes about the item.

                           CTA will assign punch list item control numbers, and will maintain the punch list. It will be
                           included in the Monthly Project Report. The CONTRACTOR will be responsible for reviewing
                           each punch list, and advising the Project Team of any changes as they occur.

                4.5.6 Project Management Report Process
                4.5.6.1            Purpose of this Process
                           This process is to ensure that all participants are aware of the status of the project, who
                           accomplished what in the past period, what are the scheduled items for the next period, what are
                           the current problems, and whose responsibility it is to rectify those problems. This report is also
                           the conveyance for other monthly updated lists.

                4.5.6.2            Project Management Reports (PM Report)
                           The CONTRACTOR and CTA, individually, should issue periodic Project Management Reports
                           (normally weekly) throughout the entire project.

                           These should include as a minimum, work done during the previous period, scheduled items for
                           the next period, action items, and red flag items. Schedules, transmittal logs, and various
                           checklists should be an attachment to each PM report. The report should be issued in
                           accordance with the timeframe established and agreed to by the Project Team.




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                4.5.7 Electronic Mail and Protocol Process
                4.5.7.1            Purpose of this Process
                           During the duration of this project, many documents, e-mails, drawings, tables, spreadsheets,
                           and other files will be generated. While electronic mail speeds the delivery of data and
                           information, it is important to make sure that the data and information is not lost or untraceable.

                4.5.7.2            Electronic Mail and Protocols
                           A process needs to be established and agreed to by the Project Team as it relates to the
                           following issues:
                           •    E-mail is essentially a conversational communications device. E-mail will be used for
                                transmission of project related information, development of decisions and documentation,
                                and transmission of electronic files. Actual decisions and documentation transmittals will
                                always be presented in hard copy as a follow up.
                           •    A uniform format/protocol needs to be established and agreed to by the Project Team, and a
                                means of storage and retention needs to be developed.
                           •    Project-related e-mail should be retained as actual files (or as paper copies) and stored so
                                that it can be archived and cataloged.

                4.5.8 Risk Management Process
                4.5.8.1            Purpose of this Process
                           To identify and evaluate potential risks that might impact the project. Where appropriate, identify
                           mitigation processes. The purpose is to track the potential risks so that project decisions may be
                           made with due considerations to these risks.

                4.5.8.2            Risk Management
                           During the course of the project, team members will identify potential risks that might impact
                           either their portion of the project or other parts of the project.

                           The responsibility for identifying risks includes everyone on the project. It will be the responsibility
                           of the Project Team to assess the impact of risks.

                           Risk items will be tracked on a Risk Management form. Should a risk develop into a problem, it
                           will then be placed on the Action Item Checklist.

                           Open risk items will be reviewed regularly during the Project Review meetings, with the
                           responsible party commenting on status and potential impact to currently scheduled tasks.

                4.5.9 Project Change Order Process
                           Historically, throughout a project various changes will become necessary. Such contract changes
                           shall be documented formally utilizing change orders.

                           A separate change request must be completed for each requested change. The Change Order
                           shall not become binding until agreed to by the Project Team and signed by the OWNERS
                           REPRESENTATIVE and the CONTRACTOR. The Change Order will then be incorporated as an
                           official change to the project.
                           The Change Order form/request must clearly specify all cost, schedule, and operational impacts
                           on the system and its components.


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City of Aurora, Illinois
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                           The Change Order request/form will include as a minimum the following information:
                           •  Customer
                           •  Project information, i.e. Project Number, Project Title
                           •  Issue date
                           •  Tracking number, i.e. Request Number
                           •  Originator
                           •  Reason for change
                           •  Description of change
                           •  Cost impact
                           •  Schedule impact
                           •  Operational or performance changes, if any.




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                           5.0 Digital Voice Logging Recording System
                As part of the new Police Headquarters project and in conjunction with the trunked radio project the
                Owner desires to procure a state-of-the-art, network based, Digital Voice Logging Recorder system as
                specified in this section. The intent is to procure a highly reliable, richly featured advanced Digital Voice
                Recording System which shall provide the means to record, store, and reproduce public safety dispatch
                radio and telephone conversations during ongoing operations at the OWNER’s emergency dispatch
                center. The system must be capable of recording the non-traditional types of communications as
                envisioned with Next Generation 9-1-1. This includes, but is not limited to text messaging, email
                messaging, video, and telematics. Emphasis is placed on cost effectiveness and flexibility in the areas of
                configuration, operation, message access and retrieval, expansion, and maintenance.

                The City of Aurora currently uses a Motorola 7-channel analog, 800 MHz, trunked radio system. In
                addition to all city services (Police, Fire & Public Works) being able to communicate with one another over
                this radio system, it also provides a regional system that allows service or access to Aurora’s
                communications system to 11 other agencies (Naperville Police, Naperville Fire, Montgomery Police,
                Kane City Sheriff’s Office, Burlington Northern railroad, North Aurora Police, North Aurora Fire, Sugar
                Grove Fire, Batavia Fire, Sandwich Police and Aurora’s Emergency Management Agency). Aurora’s
                system currently consists of 3 sites–one master site, and two remote sites. In addition, Aurora also
                maintains a back-up trunking site, which is a 5-channel stand-alone system that operates at a reduced
                transmission power level adequate to maintain street-level communications.

                The City of Aurora is participating in the Northern Illinois Communications Consortium (NICC)
                interoperable communications systems initiative. This initiative is implement a multi-agency compatible
                trunked radio system for Naperville, Aurora, North Aurora and other agencies. A Harris OpenSky system
                is currently being installed. Cutover to the new system is planned for first quarter 2010. New Harris
                Maestro radio consoles will be installed in the new dispatch center in conjunction with the cutover to the
                new center and new radio system. The logging recorder vendor must be a certified Harris vendor
                and have a letter of certification from the Harris Corporation for OpenSky recording. A copy of the
                letter of certification shall be submitted with the OFFEROR’s proposal.

                800 MHz rebanding will occur in conjunction with the cutover to the OpenSky system. The existing
                Motorola system will be phased out.

                These specifications are for a digital audio, logging recorder system and other ancillary equipments
                necessary for continuous recording of all audio traffic on each of the consoles, all trunked and
                conventional radio channels on a per channel and/or per talk-group basis, and selected 911 and
                administrative telephone lines as well as selected instruments.

                The new DVRS must be capable of handling legacy recording needs as well as current and future
                recording needs such as the ability to record Voice-over-IP (VoIP), digital trunked radio communications,
                911 related video, and various text sources such as instant messages, alpha paging, e-mail, and other
                non-traditional sources without the need for a “fork lift” upgrade.

                This Section contains technical specifications for a digital, multi-channel voice logging recorder with
                remote PC playback stations. The itemized specifications are to be considered minimum requirements.
                Deviations from the minimum requirements or additional features or functions shall be fully described.

                The logging recorder system shall be capable of recording communications from 9-1-1 and OpenSky
                radio consoles, analog telephone, VoIP telephone, ISDN lines, conventional radio channels and trunked
                radio talk groups. The proposed system shall have a minimum of ninety-six (96) channels and be
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Logging Recorder RFP

                upgradable to a minimum of one hundred ninety-two (192) channels. The PROPOSER shall provide the
                PURCHASER with options as to the proposed logging recorder system’s capacity and limitations in terms
                of number of channels, trunked radio talk group recording, storage capacities, archival storage and other
                operational parameters. The agencies require limited access to their recordings from other agencies.
                Certain agencies have privacy concerns based on HIPAA requirements and varying records retention
                policies. This may be accomplished by either security permissions or physical separation of recordings.
                The PROPOSER is to thoroughly identify the specific operation and capabilities of their logging recorder.

        5.1     General Requirements
                5.1.1      Continuous Operation
                           The system shall be capable of continuous operation, 24 hours per day, 365 days per year
                           without interruption of recording. The proposed system must be fault-tolerant with built-in
                           redundancy, including dual hot-swappable hard disks, power supplies, NICs and fans.

                5.1.2 Operating System
                           The recorder shall use an operating system compatible with the City of Aurora’s Technical
                           standards as listed in Appendix A. PROPOSER shall identify the operating system proposed. If
                           the operating system is different than those listed in Appendix A, the PROPOSER shall provided
                           detailed specifications on the operating system. The City reserves the right to reject the proposal
                           if the operating system is not compliant with the City’s technical standards.

                5.1.3 System Recovery
                           The system shall provide a full system recovery set-up DVD that will reconfigure voice logger to
                           original factory default settings.

                5.1.4 Archiving and Storage
                           On-line and archive media storage capacities must be capable of storing audio at a rate of 2.8
                           MB per channel hour. The system must include a front panel accessible hot swap RAID-5 array
                           with minimum of 1.5 terabytes of usable hard drive space. The 1.5 terabyte RAID-5 array must
                           be capable of storing no less than 120 days of online hard drive storage for fast retrieval for those
                           required minimum number of channels. For primary storage, the owner prefers a system capable
                           of writing directly to the owner’s SAN whether or not the owner exercises this option. The system
                           must have the capability to archive to external network attached storage (NAS) device or Storage
                           Area Network (SAN) supplied by the Aurora PD. Blu-ray DVD drive must be included within the
                           recorder chassis for off-line audio archiving on a Microsoft Windows Embedded Operating
                           System. The equipment must employ proprietary digital storage format for the audio that prevents
                           unauthorized access to all audio and data records with open standard audio tools. Equipment
                           must contain empty bays for future expansion.

                5.1.5 Hot Swap Power Supplies
                           The system must come standard with front or rear access dual hot swap power supplies.

                5.1.6 Turnkey System Required
                           The digital recording system must be a turnkey system that records analog, digital and VoIP in a
                           single fully redundant chassis.
                5.1.7 Harris Certification Required
                           The logging recorder vendor must be a certified Harris vendor and have a letter of certification
                           from the Harris Corporation for OpenSky recording. A copy of the letter of certification shall be
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                           submitted with the OFFEROR’s proposal. Vendor must be capable of recording all methods of
                           Harris voice communications including individual calls (direct radio to radio communications.)

                5.1.8 Search and Replay
                           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.

                           There must be no limit to the number of recorder channels that can be displayed and replayed
                           synchronously, up to the recorder system capacity.

                           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.

                5.1.9 Infrastructure
                           •   To ensure scalability, all external data must be captured and stored in a current database of
                               sufficient performance, reliability and security residing on a dedicated server. Multiple server
                               configurations will be acceptable.
                           •   Proposed DVRS must provide automated, configurable, remote archiving of audio to
                               NAS/SAN (RAID) via the existing LAN/WAN infrastructure. PROPOSERs must provide a
                               current reference (name of customer and installation date) that currently utilizes automated
                               NAS/SAN archival. PROPOSERs that are not capable of NAS/SAN audio archival will not be
                               considered.

                5.1.10 Security
                           The DVRS must support configurable security to include unique security accounts allowing
                           operators to access only specified channels with specified functionality. Standard user security
                           settings must be provided for all system logins including:
                           •    Users must be able to set their own passwords
                           •    Administrator must not be able to view a user’s password
                           •    Administrator must not be required to enter the users’ passwords for them
                           •    Min./Max. Length settings
                           •    Min./Max. Character set options (IE, alpha, numeric, symbols, combinations, etc)
                           •    Password expiration date
                           •    Password number of days until reuse permitted
                           •    LDAP compliant

                           The DVRS PROPOSER must provide a written anti-virus strategy. The DVRS must support at
                           least 2 major anti-virus software packages (one must be Norton Anti-virus corporate edition) and
                           be certified with each major “anti-virus software” version release no later than 1 month after
                           general availability. Any PROPOSER that is not able to prove past conformity to this level of anti
                           virus protection and process will not be considered.

                5.1.11 Electrical Requirements
                           Each DVRS recording module must be fitted with at least 2 hot swap AC power supplies (100 to
                           240 +- 10% VAC). The redundant power supplies will be plugged into separate circuits of the


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                           purchasing PSAP’s UPS electrical system or a UPS supplied by the vendor if requested by the
                           purchasing PSAP. Therefore, the use of a “Y-power” cord is not acceptable.

                5.1.12 Physical
                           Each recorder module must be suitable rack mountable for installation into the customer owned
                           19” – 4 post equipment cabinet where the post are at a fixed depth of 29” and the rails utilize a
                           square rail mount.

                           The PROPOSER must provide a table 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)
                           •   Thermal Diss BTU/Hr
                           •   Inlets (AC power)

                5.1.13 Redundancy
                           The DVRS must be capable of providing 100% redundant voice recording by means of a parallel
                           recording architecture.

                           The DVRS must support a redundant architecture based on the ability for the recorders to be
                           backed up by a “hot spare” recorder. Note: The fail over from a failed recorder to the backup
                           recorder must be automatic and occur quickly so the fewest calls possible are lost.

                           The DVRS must have the capability of providing offsite centralized storage to guard against
                           geographic disaster. The PROPOSER must provide a reference site (name and installation date)
                           which employs a parallel recording architecture with offsite centralized storage.

                5.1.14 Remote Management
                           The DVRS must be capable of being maintained remotely via VPN only. Dial-up is acceptable
                           only as second choice.

                           Access to the DVRS via the remote control software must be account name and password
                           protected.

                           The DVRS must support centralized configuration (manage multiple DVRS recording modules
                           from the same PC workstation).

                           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.


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                 5.1.15 ANI/ALI
                           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.

                           The DVRS ANI/ALI application must be adaptable to changes in the ANI/ALI format.

                           The DVRS must provide the capability to accept and store ALL ANI/ALI call data identified in the
                           NENA ANI/ALI Phase II specifications (data element, type and length. The data elements MUST
                           include:

                                          Field
          Item             Field                                                  Description
                                         Length
           1               NPA              3       The three digit area code of the Calling/Working Number.
           2        Calling Number          7       The seven digit telephone number of the Calling/Working Number.
                                                    The house number. This field should be spaced filled if no house
           3        House Number           10
                                                    number is available.
                     House Suffix                   The house number extension. (e.g. 1/2) This field should be space
           4                                4
                       Number                       filled if no suffix applies.
                         Prefix                     The leading street direction prefix. Valid entries are: N, S, E, W, NE,
           5                                2
                      Directional                   NW, SE, SW. This field should be space filled if no prefix applies.
           6         Street Name           60       The service address of the Calling Number.
                                                    The street abbreviation, as defined by the U. S. Postal Service
           7         Street Suffix          4       Publication 28. (e.g. AVE) This field should be space filled if no
                                                    suffix applies.
                         Post                       The trailing street direction suffix. Valid entries are: N, S, E, W, NE,
           8                                2
                      Directional                   NW, SE, SW. This field should be space filled if no suffix applies.
                      Community                     The service community name of the street / house number as
           9                               32
                        Name                        assigned by the Municipal Street Address Guide.
                                                    The alphabetic state abbreviation as defined by the U. S. Postal
           10              State            2
                                                    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
           11          Location            60
                                                    be space filled if no location applies. See Notes for additional
                                                    information on the use this field.
                       Customer
           12                              32       The subscriber name associated with the Calling Number.
                        Name




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Logging Recorder RFP


                                         Field
         Item           Field                                                   Description
                                        Length
      (Continued)    (Continued)                                                (Continued)
                                      (Continued)
                       Class of
           13                              1        Valid entries are:
                       Service
                                                    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

           14       Type of Service        1        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
           15         Exchange             4        Exchange used to place cellular phone call.
           16           ESN                5        ESN for cellular phone
                                                    The three digit area code of the Main Number associated with the
           17         Main NPA             3
                                                    Calling Number.
                                                    The seven digit telephone number of the Main Number associated
           18        Main Number           7
                                                    with the Calling Number
           19         County ID            4        County Identifier
                                                    The Telephone Company Identification code. This field is to be
           20        Company ID            5
                                                    populated using the NENA Company Code.
           21          Zip Code            5        The five digit Postal Zip Code.
           22           Zip + 4            4        Four digit zip code addendum
           23        General Use           11       Field not used, space fill.
                      Customer
           24                              3        Customer code of cellular customer
                         Code
           25         Comments             30       Miscellaneous customer comments
           26        X Coordinate          9        Longitude position of caller
           27        Y Coordinate          9        Latitude position of caller
           28        Z Coordinate          5        Altitude of caller
           29           Cell ID            6        Identification Number of cellular phone used to place 911 call
           30          Sector ID           1        Sector Identifier for sector in which call is placed
           31         TAR code             6        Taxing Area Rate code.
                       Alternate
           32                              10       Alternate Number. Directory Number if different than Calling Number.
                        Number


                           All fields must be discreetly searchable via the standard replay client provided with the DVRS.


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                5.1.16 Dubbing
                           The DVRS must be capable of transferring recordings (large multi channel incident
                           reconstructions projects) to CD. The PROPOSER must describe the CD dubbing solution in detail
                           and provide required equipment list and associated pricing.

        5.2     Transport Mechanism
                5.2.1 DVRS Layout
                           The DVRS must be capable of pre-event recording to ensure that entirety of a call’s or radio
                           transmission’s audio is recorded and available for playback by a call taker/ dispatcher.

                           If digital audio is provided by the OWNER’S phone system/radio controller, the DVRS should be
                           capable of capturing and storing the native voice and metadata provided by the respective phone
                           or radio system. The decoding of these channels should be done within the DVRS recording
                           module.

                           For security and evidentiary reasons, all native audio files stored on the recorder must be stored
                           in a format that guarantees their authenticity and cannot be played and must be otherwise
                           secured from being played without proper authorization. Any PROPOSER’s solution that stores
                           voice recordings in a non-secured standard (wav, MP3, etc) format will not be considered. The
                           DVRS must, however, be capable of exporting recordings to standard audio formats for playback
                           by internal and external entities.

                           The DVRS must be capable of recording fax communications.

                           The DVRS must be capable of recording TDD/TDY. Please provide site reference information
                           including site name, contact name, contact phone number.

                           Vendor and owner performed upgrades must be allowed either directly using the DVRS’ DVD/CD
                           drive bay or local and network drives, via LAN/VPN connection through pcAnywhere or an
                           equivalent secure remote control software application or hardware appliance. Modem
                           connections alone are not acceptable.

                           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 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.

                5.2.2 Recording Inputs
                           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.

                           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.




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                           The DVRS recording module must be capable of supporting interfaces to digital telephone
                           systems. The PROPOSER must provide a list of available interfaces (manufactured by the
                           PROPOSER) which include (at minimum) the following:
                           • Avaya
                           • Nortel
                           • Siemens
                           • Cisco

                5.2.3 Voice Activation
                           The DVRS must continuously record voice activity to ensure each voice transmission is
                           completely captured and not clipped.

                5.2.4 Voice Processing
                           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 with out qualitative and evidentiary
                           unacceptable levels of distortion of the audio.

                5.2.5 Recording Medium
                           Acceptable types of recording medium include but are not limited to hard disk drives, recordable
                           DVD, and optical disk. Unless a specific type of recording medium is mentioned, the word “disk”
                           shall be used to indicate all of the various types of recording mediums.

                5.2.6 Recording Time
                           The logging recorder system shall provide at least 24 hours of continuous recording on a single
                           disk. Capacity of digitally recorded audio shall be based on an audio compression rate of at least
                           16 kbps. Total recording capacity should be specified for each compression rate. This
                           requirement does not apply to systems that record radio communications in their vocoded form.

                5.2.7 Search and Replay
                           The logging recorder system shall provide random access to audio recordings, searchable by
                           date, time, channel or talk group, audio activity, duration, annotation, ANI/ALI data, and radio unit
                           ID or alias. The system shall support complex Boolean queries. The logging recorder shall be
                           capable of replaying the recorded audio starting at a point just prior to the searched for time. The
                           system shall display the recorded date and time during audio playback.

                           The DVRS GUI for search, replay and dubbing must be user friendly and simple to operate. A
                           GUI based on Microsoft GUI standards 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 XP SP2 or greater. The Instant Recall solution
                           must be a client software application solution integrated with the DVRS. Systems which also
                           allow for “Hardware based Instant Recall solutions” are preferable.

                           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.



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                           The DVRS must be capable of continuous simultaneous recording on all channels during replay.
                           The replay operation must not affect the recording performance in any way.

                           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.
                           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)).

                           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.
                           The DVRS search and replay application must allow users to search on the following criteria,
                           individually, in any combination (Boolean) and supporting wild cards:
                            • 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

                5.2.8 Non-Proprietary Architecture
                           Optical and disk drive assemblies shall be replaceable without factory service. The PC server
                           system shall be of open architecture; all hardware parts, assemblies, and components contained
                           in the server shall be non-proprietary and available commercially off the shelf from major
                           manufacturers.

                5.2.9 Operational Memory
                           The transport will incorporate an operational memory. In the event of a power failure, after power
                           is restored, the machine will return the transport to the mode it was operating in prior to the power
                           failure.

                5.2.10 Buffering
                           The system shall provide buffering of all audio, as it is recorded, onto a hard disk or disks.
                           Buffered audio shall be copied onto archive media at a user-selectable period so as to maximize
                           the useful life of the archive media drives. In case of failure of internal recording media, the unit
                           should be capable of automatically routing the data to another LAN-accessible storage device.




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                5.2.11 Remote Storage and Backup
                           The logging recorder system shall have remote data storage or backup capabilities via a
                           LAN/WAN connection to non-proprietary storage devices and shall have the capability of
                           automatic daily backup of the database. The system shall also be self-contained and not
                           dependent on a LAN/WAN for archiving.

                5.2.12 Analog Inputs
                           The system shall be able to record all transformer-coupled, balanced audio channels, plus a time
                           code channel on each disk drive.

                           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.
                           The DVRS search and replay application must support parallel recording environments by
                           allowing the user the ability to switch between multiple recording complexes.

                           It must be possible to vary the speed of playback without pitch distortion, from 0.5x to 2x.
                           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.

                           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.

                           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.

                           The PROPOSER 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
                                DVRS 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.

                           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.




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                5.2.13 Record Triggers
                           When recording analog telephony/radio channels, the DVRS must provide the following recording
                           triggers:
                           • Level or energy detection with manually adjustable threshold
                           • External (contact closure, squelch output),
                           • On/off hook detection
                           • No trigger for continuous recording.

                           When recording digital telephony/radio channels, the DVRS must support the following record
                           triggers:
                           • 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.

                           Analog inputs shall meet or exceed the following specifications:
                                    Input Isolation                           ≥ 2500 V to ground
                                    Input Protection                          ≥ 250 Vrms in either common
                                                                              or differential mode
                                    Input Impedance                           ≥ 10 kΩ, DC-blocked; or
                                                                              optional 600 Ω
                                    Signal-to-Noise Ratio                     ≥ 38 dB
                                    Crosstalk Rejection                       ≥ 38 dB
                                    Total Harmonic Distortion                 ≤ 3%
                                    Frequency Response                        ±3 dB, 300-3000 Hz
                                    Sensitivity                               -35 to +8 dB
                                    Automatic Gain Control                    ±3 dB over the AGC range

                5.2.14 Audio Outputs
                           The following audio outputs shall be available:
                           •  Internal speaker, 2 W output with less than 3% total harmonic distortion
                           •  Monitor jack for making CD/DVD copies in .wav format
                           •  Headset jack (separate from the monitor jack) for individual monitoring of playback audio
                           •  Ethernet port for exporting files or monitoring streaming audio. Necessary software for
                              remote PC access should be provided

                5.2.15 Audio quality
                           Audio Quality of the recorded source audio must maintain the quality, content and characteristics
                           of its original state (i.e., recognizable voices and sounds, etc.

                5.2.16 Audio playback
                           Audio Playback shall be capable of replaying and providing all recordings at a given
                           position in time sequence order and as a continuous audio stream including the various
                           audio sources, (i.e., radio, administration, PBX, 911 CPE, radio)
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                5.2.17 Emissions and Outside Connections
                           The logging recorder system shall be FCC approved as a Class A device under FCC Part 15
                           Subpart J, have an FCC Part 68 registration number, and have the appropriate markings on a
                           label.

                5.2.18 Circuitry
                           Electronics shall be of a modular design for ease of service. Circuit cards shall be readily
                           accessible.

                5.2.19 Control
                           The logging recorder shall allow full configuration from the server or a PC workstation. It shall
                           also allow remote access for configuration via LAN/WAN from an authorized PC workstation. The
                           system shall maintain a configuration backup so that the system may quickly be restored to its
                           current configuration in case of catastrophic system failures.
                5.2.20 Monitoring
                           The operator shall be able to monitor both the input audio and the recorded audio. A monitor
                           output for a remote speaker shall be provided. A headphone jack shall be provided on the front
                           panel. Volume levels shall be adjustable from the front panel.

                5.2.21 Alarms
                           Audio and visual alarms shall be provided with user-definable fields for the following failures:
                           transport failure, disk full, channel failure, and date/time generator failure. Alarms, once activated,
                           shall continue until the failure is corrected or the alarms are manually reset. The logging recorder
                           system shall provide a means to provide remote alarm indications to the radio alarm system or to
                           the consoles. The logging recorder system shall record all configuration, fault, alert and user
                           transaction events in a log file.

                5.2.22 Visual Indications
                           The logging recorder system shall have indicators to visually display channel selection, mode of
                           operation, audio presence (activity monitor), and recorder fail. It shall have a counter and/or a
                           disk capacity remaining indicator for display.

                5.2.23 Time and Date Stamp
                           The system shall include a continuous automatic time and date stamp function. The time and
                           date shall be recorded to the nearest second. The logging recorder clock shall be synchronized
                           to an external time pulse. The system shall also contain an internal clock accurate to within 2
                           seconds per week in case of failure of the external time pulse.

                5.2.24 Security
                           The DVRS must support configurable security to include unique security accounts allowing
                           operators to access only specified channels with specified functionality. Standard user security
                           settings must be provided for all system logins including at a minimum:
                           •    Users must be able to set their own passwords
                           •    Administrator must not be able to view a user’s password
                           •    Administrator must not be required to enter the users’ passwords for them
                           •    Min./Max. Length settings
                           •    Min./Max. Character set options (IE, alpha, numeric, symbols, combinations, etc)
                           •    Password expiration date
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                           •   password number of days until reuse permitted
                           •   LDAP compliant

                           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.

                           The DVRS must support a configurable security methodology which prevents unauthorized users
                           from replaying media.

                           For security and evidentiary reasons, all audio files stored natively on the recorder must be saved
                           in a format that guarantees the recordings authenticity and is secured in a manner so that the
                           files cannot be played without proper authorization. Any supplier solution that stores voice
                           recordings in an unsecured standard (wav, MP3, etc) format will not be considered.

                           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 Norton Anti-virus corporate edition) 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.

                5.2.25 Dual Operating Modes
                           The logging recorder system shall be a dual-transport system. Fully independent record and
                           playback shall be available from each deck. If one transport is recording, the other transport can
                           be stopped and played back without danger of erasure or affecting the operation of the first
                           transport in any way.

                           The logging recorder system shall be capable of operation in either serial or parallel mode. In
                           serial mode, the first disk shall record the required channels with the second disk in failsafe
                           standby mode. After the first disk has completed recording, the second disk will activate and
                           begin recording the same required channels. In serial mode, the system shall provide a minimum
                           of 20 minutes record overlap when switching to the second transport to record.

                           In parallel mode, the first and second disks shall simultaneously record the required channels.
                           This mode will allow the stopping of either disk and the playing back of the recorded channel(s)
                           without affecting the recording mode of the other disk.
                           The system shall have a visual indicator to display whether the system is running in serial or
                           parallel record mode.

                5.2.26 Network Client Access
                           Client Access shall be provided via LAN for the purpose of either monitoring a channel in real-
                           time and/or playback of a previous recording. This shall be accomplished using the sound card
                           hardware of a typical PC. Audio sources shall be available in WAV format. Client access from
                           multiple networks must be permitted to allow investigators from various agencies to access
                           recorded files from remote locations. Any client software required shall be licensed for a
                           minimum of 50 concurrent users.




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        5.3 Operations
                5.3.1 Time Synchronization
                           •   The DVRS must be capable of synchronizing to the customer’s NetClock/NTP Clock.
                           •   The DVRS recording module must be capable of synchronizing to designated SNTP or NTP
                               server(s).
                           •   PROPOSER must also include the interface with the OWNER-provided Spectracom Model
                               GP952.

                5.3.2 Diagnostics and 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.

                           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, etc.
                           PROPOSER 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.

                           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.

                5.3.3 Hard Drive
                           The DVRS recording module database must be secure, stable, and capable of handling the high
                           volume of record and access requests with responses measured in milliseconds.

                           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.

                5.3.4 Archive
                           A. 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. However, Optical media such
                              as DVD/CD or other removable storage devices should be a feature that is included in the
                              base DVRS.

                           B. The centralized storage solution must allow an administrator to program variable retention
                              periods on a per channel basis.

                           C. The DVRS must support manual archiving by channel and date range.



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                           D. The DVRS must have an optional feature to select the expiration date after which the media
                              can be overwritten.
                           E. The DVRS centralized archive solution must support RAID (level 5 minimum), SAN and NAS.
                              The PROPOSER must provide a reference site (name and installation date) which employs
                              centralized storage.

                           F. The DVRS centralized storage solution must support an optional architecture that provides
                              geographic redundancy.

                           G. The DVRS centralized storage solution must support rules-based archiving.

                5.3.5 Call Data
                           The DVRS must provide the capability to export, decode and store call data
                           (CTI/CDR/SMDR/VoIP/ATIA) in a SQL database format. All intrinsic features and functionality of
                           the database must be available.

                           The DVRS solution must provide the capability to natively decode and store CTI data from a wide
                           variety of switches. Proposers shall identity the switches their proposed solution can natively
                           decode and store CTI data.

        5.4     Re-Recording System
                The logging recorder system shall include a re-recorder system. The re-recorder system shall be self-
                contained, recorded audio reproducer. Playback units shall be capable of displaying the time/date
                information and of reproducing any combination of all the channels of prerecorded audio created on any
                of the record/playback transports in the system. The re-recorder shall allow the transfer of prerecorded
                audio to a standard audio cassette tape, DAT, audio CD or common digital audio formats such as WAV or
                MP3. The system shall support the ability to toggle automatic gain control on or off when replaying
                recordings. All cabling and other interconnections shall be provided with the system.

                5.4.1 Operating Modes
                           The re-recorder system shall be capable of two operating modes:
                           •  Continuous Record: In this mode the Re-Recorder Systems will record continuously as the
                              reproducer plays back its recorded audio.
                           •  VOX: Re-Recorder Systems shall only record when it detects audio from the reproducer.
                              This mode will time compress the playback audio by eliminating all blank periods prior to re-
                              recording. A variable control shall be provided to allow adjustment of VOX sensitivity.

                5.4.2 Status Indicators
                           Visual indicators shall be provided to indicate the following:
                           •   Recording: Indicates the re-recorder is in the record mode and is recording.
                           •   Audio: Indicates the presence of audio from the reproducer.

        5.5     9-1-1 Recording Capabilities
                5.5.1 ANI/ALI and OpenSky Metadata and Next Gen.
                           The system must have built in Caller ID and ANI capability, capturing the telephone number of the
                           calling party and retaining this number in the Call File data. This number can be used as one of
                           the multiple parameters available to search for a call.



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                           The Owner prefers a system capable of capturing and linking OpenSky audio transmission
                           metadata to the Harris audio recording including but not limited to talk group, user alias, radio
                           frequency, etc. The proposed system must have an eventual upgrade made available without a
                           full system replacement that accommodates next generation recording of digital text, e-mail,
                           video and electronic photos.

                5.5.2 ANI/ALI Decoding
                           The recording system must be able to decode the E911 ANI information directly from the E911
                           phone line trunks with no additional secondary data integration applications required.

                5.5.3 Call Classification
                           The system must provide user capability of classifying calls by type, i.e. EMS, Domestic Violence,
                           Armed Robbery, etc. and be able to search for calls by specific type. Customized classifications
                           can be programmed into the recorder by the system administrator.

                5.5.4 User Definable Fields
                           The system must provide at least 10 user definable fields for tracking Owner-defined information
                           that is searchable and can be provided and/or exported to reports. The fields must allow the
                           storage of at least, but not limited to industry standard field formats such as date, time, short text,
                           long narrative and decimal.

        5.6     Installation and Maintenance
                5.6.1 Recorder Setup
                           The Radio System Contractor shall, in cooperation with the PURCHASER, generate a written
                           plan detailing what items are to be recorded, the channels to which these items will be assigned
                           and the layout of any configurable information or displays.

                5.6.2 Installation and Testing
                           The Radio System Contractor shall provide installation and testing of all materials furnished under
                           this contract.

                5.6.3 Training
                           Training on all system functions shall be provided by the Contractor prior to acceptance of the
                           system. Training will include sufficient information and experience to familiarize personnel
                           (operators and supervisors) with system features and operations for their particular assignments.
                           Cost of training and description of training shall be included in the cost proposal.

                           Additionally, technical training shall be provided to appropriate City personnel including complete
                           orientation of system components, troubleshooting guidelines and software/hardware operations.

                           The Purchaser shall provide acceptable classroom space for training sessions. Student to
                           instructor ratios for any specific training session should be no greater than 8:1.

                           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.

                           Appropriate training shall be provided for the 9-1-1 operators, shift supervisors and administrators
                           as well as user technical support personnel. Training shall be focused on each of the identified
                           levels.
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                           Each 9-1-1 answering position shall provide the capability to be placed in a training mode by
                           changing the user log-in.

                5.6.4 Thirty-Day Performance Period
                           Equipment shall be completely operational when installed. The Voice Recording System
                           Contractor shall provide to the PURCHASER written confirmation of equipment installation and
                           training provision. Upon PURCHASER receipt of the Voice Recording System Contractor’s
                           confirmation, the equipment shall perform without failure for a period of 30 days. Any failures
                           within the 30-day period must be repaired and/or resolved by the Radio System Contractor. Upon
                           repair and/or resolution of any such failures, the 30-day performance period will restart.
                           Acceptance shall not occur until this period has been completed successfully without failures.

                5.6.5 Adjustments
                           The Contractor shall make all necessary adjustments, including the adjustment of recording level
                           settings of initially installed channels, to the system for a period of 90 days from date of
                           acceptance. Adding and/or removing items to be recorded and the channel setup for these items
                           shall not be considered adjustments.

                5.6.6 Next Generation 9-1-1 Compatibility
                           The system shall comply with the U. S. DOT ITS NG9-1-1 Final System Design document issued
                           February 2009. PROPOSORS shall provide explanation of how the proposed system currently
                           complies with the NG 9-1-1 design document and how it will accommodate additional changes as
                           the Next Generation 9-1-1 system is developed.




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                                                                                             6.0 Installation
        6.1     Purpose
                The purpose of this section of the RFP is to set forth the guidelines for issues with regard to installation
                best practices, responsibilities and requirements.

        6.2     General
                The CONTRACTOR shall install the communications equipment and required Physical Facilities in a neat
                and professional manner, employing the highest standard of workmanship and in compliance with all
                applicable standards listed in this RFP. The end result of the installation shall be an operating
                communications system.

        6.3     PROPOSER Responsibilities
                Provide their PROPOSAL in response to these requirements.

                PROPOSER shall include with their PROPOSAL, a narrative detailing how it intends to support of the
                Additional Installation Concerns of this Section.

        6.4     OWNER Responsibilities
                A. Provide coordination as required for access to the proper areas of the OWNER’S property.

                B. At site being provided by the OWNER:

                     1. Provide 208/120 VAC building wiring, including surge protection at the power entrance location.

                     2. Provide space for the equipment, if available, in existing buildings.

                     3. Provide building and equipment grounding facilities in the vicinity of the equipment installation.

                C. Arrange for all necessary leased lines as required by the CONTRACTOR.

        6.5     Contractor's Responsibilities
                A. Furnish, install, and test all proposed equipment, including all materials necessary for installation.

                B. The OWNER’S operating and scheduling requirements shall be maintained at all times.

                C. The CONTRACTOR shall provide all telephone interface equipment. The CONTRACTOR shall
                   provide the Project Team with a list of, and specifications for, all required telephone lines within 30
                   days after Contract Execution. The CONTRACTOR shall assist the OWNER in coordination and the
                   timely installation of the necessary leased telephone circuits.

                D. Ground all equipment as specified herein, and by any applicable local codes. This includes the
                   provision of control line and power line surge protection equipment, antenna and transmission line
                   grounding, and equipment grounding.




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                E. Seal all penetrations of building floors and walls with silicone sealant to make the penetrations
                   waterproof, rodent-proof and insect-proof. The CONTRACTOR shall install all cables that penetrate
                   the building such that the lowest point of the cable run is a minimum of six inches below the
                   penetration forming a drip loop to prevent water from following the lines into the building.

                F. Leave all sites in a neat, presentable condition throughout the installation phase of the project. All
                   rubbish, temporary structures, and equipment (to the extent of that generated or used by the
                   CONTRACTOR in this implementation) shall be removed after completion of the work, and prior to
                   acceptance.

        6.6     Implementation Submittal Items
                A. Furnish preliminary site details for the Detailed Design Review.

                B. Provide final detailed and dimensioned floor plans and layout drawings depicting the proposed
                   installation. At the same time the CONTRACTOR shall also provide design data about the equipment
                   at the site including weight, heat dissipation and electrical load on the backup power system. This
                   information shall be provided to the ENGINEER for approval within 30 days of Contract Execution so
                   that the specifications for the remaining Physical Facilities may be prepared.

                C. Provide finished as-built drawings as part of the System Maintenance Manual.

                D. A plan for implementation of the lightning and surge protection measures shall be prepared by the
                   CONTRACTOR, and submitted to the ENGINEER within 30 days after Contract Execution.

        6.7     Communications Dispatch Center Equipment
                Final determination of the Communications Control Center floor plan shall be coordinated with the
                ENGINEER prior to installation.

                The CONTRACTOR, to the extent necessary, shall be responsible for all installation and integration of a
                completely functional and operational Digital Voice Recording System. This shall include such elements
                as removing existing equipment, installing new and re-use equipment, interfacing with other equipment as
                required, testing, cutover, wiring, grounding, and interconnecting main and standby power.

        6.8     Property Damage
                The CONTRACTOR shall be responsible for any loss or damage to property caused by his operations or
                personnel. Damages will be settled with the owner of the property by the CONTRACTOR in the company
                of an agent of the OWNER. The CONTRACTOR shall submit a signed damage release, for all sites
                concerned, before the final payment will be made by the OWNER.




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                                                                                       7.0 Acceptance
        7.1     Purpose
                The purpose of this section is to provide a description of plans, tests and procedures to measure and
                verify proof of performance to ultimately gain acceptance and achieve use of the system by the OWNER
                at cutover.

        7.2     Procurement Submittal Items
                A. The PROPOSER shall include the Acceptance Test Outline (ATO) and include the estimated duration
                   of time required to complete the tests of the ATO in their PROPOSAL.

        7.3     Implementation/Acceptance Submittal Items
                A. The CONTRACTOR shall provide a draft Acceptance Test Procedures (ATP) to the ENGINEER 15
                   days prior to beginning the System Performance testing.

                B. The CONTRACTOR shall provide notice of readiness to inspect (Facility Inspection) to the Project
                   Team prior to infrastructure installation.

                C. The CONTRACTOR shall provide notice of readiness to inspect (Final Inspection) for both dispatch
                   sites to the Project Team indicating that installation has been completed.

                D. The CONTRACTOR will provide a Pre-Test resolution punch list document as a result of physical
                   Final Inspection for both dispatch centers prior to a notice to proceed with the System Performance
                   testing.

                E. The ENGINEER shall provide notification to proceed with Acceptance Testing.

                F. The CONTRACTOR shall provide the System Test Report, no more than five working days after
                   completion of the testing.

                G. The ENGINEER will provide notification to proceed with 30-day performance period.

                H. The ENGINEER will provide notification of Cutover.

                I.   The CONTRACTOR shall deliver the final documentation including the System Maintenance Manual
                     and the as-built documentation.

                J.   The ENGINEER will provide notification of Final System acceptance.

        7.4     System Acceptance Sequence
                The OWNER is planning to accept the Digital Voice Recording System in total, and not use any part of
                that system prior to acceptance. Acceptance shall be on a system basis only. There shall be no
                “conditional acceptance” of any portion of the system.

                It may become necessary however, due to unplanned events that the OWNER desires to use a part of a
                subsystem, or the system, and if such becomes the case that use shall not constitute acceptance unless
                such use continues for 30 consecutive days. The CONTRACTOR will be entitled to seek relief from any
                damages for delays, which result from such unplanned use of the system or subsystems.

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                Such use notwithstanding, the sequence for acceptance will be as follows:

                A. The DDR, which will provide the approved system design definition.

                B. Notification to CONTRACTOR that building is ready for installation.

                C. Notification by the CONTRACTOR that installation is complete.

                D. Final Inspection of each site by the ENGINEER, and creation of punch list for inspection items.

                E. Notification by the CONTRACTOR that the Pre-Test punch list is resolved and acceptance tests are
                   ready to begin.

                F. Perform the Acceptance Testing as defined in the System Performance paragraphs of this Section.

                G. CONTRACTOR delivers the System Test Report.

                H. Approval of System Test reports by the ENGINEER.

                I.   Successful completion of a 30-day performance period.

                J.   Successful Cutover.

                K. CONTRACTOR delivers Final Documentation.

                L. Recommendation for acceptance by the ENGINEER.

                M. Final System Acceptance.

        7.5     Acceptance Default
                Should specific devices or subsystems fail to meet specifications during the acceptance test the
                ENGINEER may, at the ENGINEER’s option, elect one of the following procedures:

                A. The CONTRACTOR would repair or realign the equipment and would then retest that device or
                   subsystem later in that test sequence.

                B. The CONTRACTOR would retest the device or subsystem at a later date and submit the results to
                   the ENGINEER for approval.

                In the event that devices, subsystems, or systems fail to meet specifications upon retest, or in the event
                that multiple devices or subsystems fail during any individual test sequence, the ENGINEER may, at the
                ENGINEER’s option, terminate the test sequence for rescheduling at a later date.

                In the event that the CONTRACTOR has provided notice that work is complete and the system or
                subsystem is available for inspection or acceptance testing, and should the system or subsystem then be
                inspected or tested at a mutually agreed upon time and place according to the mutually agreed upon
                inspection list or test plan, and should the ENGINEER upon reviewing the inspection record or test results
                determine that the system or subsystem fails the test or inspection and requires correction and re-
                inspection or re-testing, than the system or subsystem will be considered to be in “Acceptance Default”.
                In the event of termination and rescheduling of any test for failure to meet specifications, or of re-
                inspection or re-testing of a system that has been placed in “Acceptance Default”, any additional costs
                due to the rescheduling which may accrue to the ENGINEER and which are billed to the OWNER shall be

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                borne by the CONTRACTOR, which costs will generally be for travel, living, and compensation at the
                ENGINEER’s standard rates.

        7.6     Inspection Process
                The ENGINEER will conduct specific physical site inspection tasks, the Final Inspection. The results from
                these inspections will be recorded as punch list items; reference SECTION 4 of this RFP for a description
                of this process.

                Final Inspection:
                •   The CONTRACTOR shall provide notice of readiness that the installation is complete and ready for
                    final inspection, and therefore the System is ready for Acceptance Testing.
                •   The OWNER, CONTRACTOR and ENGINEER shall agree to an inspection schedule, which shall be
                    updated as necessary in the Master Schedule.
                •   The ENGINEER will inspect the site, create the project punch list, fill out site inspection forms, and
                    deliver these lists and forms to the Project Team as a project transmittal.
                •   The CONTRACTOR shall respond to these inspection items in the form of a Pre-Test resolution list.
                    The resolution of these punch list items is required prior to notification to begin the Acceptance
                    Testing.

        7.7     Acceptance Testing
                An Acceptance Test Outline (ATO) is required as part of the PROPOSAL. The final Acceptance Test
                Procedures (ATP) shall be provided and approved after contract award.

                Both the ATO and the ATP shall address testing the system performance per the criteria and all tests
                listed in the System Performance section of this RFP.

                The ATO and ATP shall be structured according to following basic format:
                A. Methods - A description of the test sequence, objectives and steps required to verify compliance.

                B. Procedures - Detailed test procedures shall be provided to enable testing of all performance criteria
                   as specified in this RFP. Procedures shall include, as a minimum, a schedule for performance,
                   specific equipment required for the tests, step by step instructions for completing the test, and all test
                   specific requirements such as routing for coverage tests.

                C. Data Collection/Reduction Process - Detailed description of the data collection/reduction process to
                   be used. As a minimum, this shall include the data acquisition equipment, checks lists, forms,
                   required software, statistical reduction methods, and procedures used to reduce the collected data to
                   a usable form.

                D. Result Display - Describe the format to be used to display the results of the test.

                7.7.1 System Acceptance Test Outline (ATO)
                           The ATO shall include the Methods, Procedures, Data Reduction Process and Results Display,
                           as per the basic format above.

                           The ATO will include typical test procedure, and be pro provided with as much specific detail as
                           possible.

                           The ATO will be reviewed for compliance to this section during the PROPOSAL evaluation
                           process.

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                7.7.2 Acceptance Test Procedures (ATP)
                           Within bounds, the specific means of demonstrating this viability will be left to the
                           CONTRACTOR. The CONTRACTOR shall recommend the extent of OWNER personnel
                           involvement in the testing. The CONTRACTOR shall submit specific details of the ATP to the
                           ENGINEER for approval at least 30 days prior to beginning the System Performance tests.

                           All tests shall occur at a mutually agreed upon scheduled time. Once an agreed upon sequence
                           of tests begins, testing will continue without interruption until completion of that test sequence.

                           Should specific devices or subsystems fail to meet specifications during that period the
                           ENGINEER may, at the ENGINEER’s option, elect one of the following procedures:

                           A. The CONTRACTOR would repair or realign the equipment and would then retest that device
                              or subsystem later in that test sequence.

                           B. The CONTRACTOR would retest the device or subsystem at a later date and submit the
                              results to the ENGINEER for approval.

                           The CONTRACTOR shall provide all test equipment and personnel necessary to demonstrate the
                           viability of the system. Test equipment shall be quality service shop equipment in current
                           calibration.

                           The ATP shall include the Methods, Procedures, Data Reduction Process and Results Display,
                           as defined above.

                           The ATP shall also specifically address:
                           •  Exercising every Primary and Back-up circuit and document the results
                           •  Provide specific tests to prove the absence of single mode failures

                           The ATP will be compared against the performance criteria and test requirements described in
                           this RFP. All deviations, missing procedures, or other variations from the specified test
                           requirements will be reconciled prior to acceptance of the ATP.

                           The intent of this RFP is not to be restrictive, nor is it to require extraordinary measurement
                           facilities during manufacture or implementation. Rather, the intent is to require that all equipment
                           operate together effectively and as designed in the environment in which they are installed.

        7.8     System Performance
                The equipment described in this RFP is expected to function individually and as a complete system. As
                such, the thrust of the performance specification and of subsequent acceptance criteria will be on system
                performance.

                The equipment shall have been turned on, aligned and operational prior to beginning the acceptance test.
                Tests shall be conducted in such a way as to be repeatable.

                For acceptance purposes, the tests shall be documented by the CONTRACTOR, and may be witnessed,
                all or in part, by the ENGINEER and the OWNER. All testing shall be coordinated with the OWNER.

                The CONTRACTOR shall issue the System Test Report. The test report shall be provided at least five (5)
                working days after completion of these tests, for approval by the ENGINEER.



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                7.8.1 Performance Objectives and Testing
                           The CONTRACTOR shall conduct facility operations tests at each of the sites. This includes
                           equipment and backup power tests.

                           Simulation of power failure by removing power service to the normal side of the transfer switch
                           and simulation of power return by reapplying power service to the normal side of the transfer
                           switch shall be demonstrated as part of the acceptance testing. Test calls shall be made on the
                           system during the course of the power failure.

                7.8.2 Failure Mode Performance Testing
                           The CONTRACTOR shall demonstrate the failure mode operation of the system. All equipment
                           and equipment components, both main and standby, shall be exercised during the course of the
                           test.

                           All standard system functions and failure modes, including continued system operation within the
                           limits as defined in this RFP, shall be demonstrated. Alarm functions shall also be demonstrated.

        7.9     Cutover Plan
                The conversion from the existing system to the new system shall be accomplished such that there is a
                minimum of disruption to operations during the cutover. The CONTRACTOR shall provide a detailed
                cutover plan including all procedures for the plan to the ENGINEER for approval at least 30 days prior to
                beginning the acceptance testing.

                This plan shall take into account fixed equipment cutover, interfaces with and transfer of control to or from
                existing systems/equipment, any dispatching transitions, special sequences, scheduled downtime, any
                dual operation necessary, and personnel schedules.




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                                                                                     8.0 Documentation
        8.1     Purpose
                The purpose of this section of the RFP is to set forth guidelines for the required documentation and a
                means for tracking its conveyance.

        8.2     Definitions and Transmittal Process
                8.2.1 Documents
                           Project documentation includes all categories of written and electronic communications which are
                           pertinent to the definition and implementation of this project, including, but not limited to, items
                           such as agenda, charts, data, diagrams, drawings, electronic mail, licenses, manuals, minutes,
                           permits, procedures, reports, spreadsheets, text files, written plans, etc.

                8.2.2 Submittal
                           Providing a complete set of documents for a specific topic/s or elements of the project.

                8.2.3 Transmittals
                           Consists of a transmittal form and all the necessary attachments conveying a project submittal as
                           described in the transmittal process. The transmittal form could contain all the necessary
                           information being conveyed, but normally would include additional documents which would be
                           referenced on the form.

                           It is essential that all decisions, meetings, schedules, plans, deliverables, and telephone
                           conference calls be documented and entered into the transmittal system.

                           All submittals should be conveyed utilizing a transmittal form. Each transmittal will be assigned a
                           sequential transmittal number. The transmittal form will contain a list of documents delivered as
                           part of that transmittal. The assignment of transmittal numbers should be under the control of
                           one individual of each member of the Project Team, and who would maintain a log of sequential
                           transmittals and regularly send a copy of this log to each member of the Project Team. The
                           transmittal number should have a sequence of characters and numbers and the sequencing
                           should be as agreed upon by the Project Team.

                           Official project correspondence via E-mail or modem is considered a submittal and must be
                           provided by hard copy or FAX through this transmittal process.

                           All submittals, including the transmittal form, should be in hard copy or FAX.

        8.3     Procurement Phase Submittals
                This will be the PROPOSER’S PROPOSAL including all of the associated support documents in
                response to this RFP.




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        8.4     Implementation and Acceptance Phase Submittals
                These project submittals are discussed in the Implementation/Acceptance Work Plan paragraphs of this
                RFP.

                Submittals shall be provided individually with an appropriate transmittal form for each submittal including
                the name and description of each submittal attached, and the specification section number reference
                against which the submittal is made. Partial or incomplete submittals will not be accepted.

                All submittals shall be provided in the appropriate quantity to the OWNER with one concurrent copy to
                CTA:

                CTA Communications, Inc.
                20715 Timberlake Road, Suite 106
                PO Box 4579
                Lynchburg, VA 24502

        8.5     Document Preparation
                All documentation shall:

                A. Be professionally generated via electronic process, i.e. word processor, spreadsheet, CAD system,
                   PDF (Portable Document Software), or by other approved software processes. Drawings prepared by
                   a professional draftsman are acceptable. Hand-drawn sketches or text are not acceptable.

                B. Be professionally printed and reproduced. All material shall be clean and legible.

                C. When applicable, be of the same revision level as the equipment or components that it is depicting.

                D. Be provided in both hard copy and software form if so generated. CD ROM copies are preferable and
                   shall be supplied with no copying limits.

                E. When appropriate, be professionally bound in three ring binders with section tabs and a table of
                   contents.

                F. When submitted for approval or information, documents shall be clearly marked with the name of this
                   project and other tracking information, i.e. contract information, center name and/or
                   drawing/document number.

        8.6     Manuals
                8.6.1 Standard Manuals
                           Instruction manuals shall be submitted to the OWNER concurrent with the shipment of the
                           equipment. At least five instruction manuals shall be submitted for each type of equipment
                           provided. Where quantities of equipment of any one type number twenty or more, one additional
                           manual shall be provided for each additional ten units. A copy of each standard manual shall be
                           provided on CD.

                           Manuals shall be of the same revision level as the equipment or components that it is depicting.
                           They shall be complete and self-contained. If multiple manuals exist that span a subject matter,
                           the OWNER has the discretion over which manuals it requires.
                           If the CONTRACTOR offers its standard manuals in electronic format (via mass storage medium
                           or subscribed dial-up services) the OWNER shall be provided with this service for the period of

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                           five (5) years immediately following Digital Voice Recording System acceptance at no extra cost
                           to the OWNER other than the cost of telephone usage (for dial-up service if appropriate).

                8.6.2 Physical Facilities As-Built Documentation
                           A. For purposes of this RFP, the following quantities of as-built drawings shall be priced and be
                              considered as part of the final documentation.
                              •   One set per system center in hard copy
                              •   Three additional sets in hard copy

                           B. The final versions of physical facilities as-built documentation shall be bound and provided to
                              the OWNER at the same time as, and coordinated with, the final Digital Voice Recording
                              System Maintenance Manuals.

        8.7     Final Documentation Delivery
                Delivery of the Final Documentation requires verification and constitutes both a project and a payment
                milestone.

                8.7.1 Final Documentation
                           Final Documentation includes, at minimum, providing to the OWNER the following items in their
                           final and approved version:

                           A. The required quantities of standard manuals: both maintenance and operational.
                           B. The required quantity of Maintenance Manuals
                           C. The required quantity of facilities as-built documentation

                           These items will necessarily be delivered at various times during the project, but shall be tracked
                           with regards to their official delivery and receipt by the OWNER.

                8.7.2 Project Milestone
                            Official receipt of the last item of this list will constitute meeting the Final Documentation Delivery
                            milestone and associated payment milestone.

                            The Maintenance Manual and facilities as-built documentation are subject to review and
                            approvals as described in this Section. Delivery of the final versions of these items to the
                            OWNER must be verified by the OWNER and may be subject to review by the ENGINEER prior
                            to sign-off for this milestone.

        8.8     Post Acceptance Documentation
                8.8.1 Maintenance Records
                           The CONTRACTOR shall provide documentation of all system maintenance performed to the
                           OWNER by the fifth working day of each month detailing the previous month’s work. This report
                           will include all repairs or exchanges on all equipment. The report shall also include a list of all
                           units repaired and their cost, and all units exchanged. The report will also include a list of any
                           repairs pending and their current status.




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                                                                  9.0 Maintenance Warranty
        9.1     Purpose
                The purpose of this section is to set forth the framework defining the various periods of maintenance,
                warranty and responsibilities for the proposed Digital Voice Recording System.

        9.2     Procurement Submittal Items
                A. The PROPOSER shall list in the PROPOSAL the name, address, key contact personnel, and
                   capabilities of the service center(s) providing warranty service.

                B. The PROPOSER shall describe in the PROPOSAL escalation procedures to be used in the event
                   OWNER does not feel problems are being resolved in adequate time.

                C. The PROPOSER shall state in the PROPOSAL the locations and level of parts availability for all
                   permanent parts depots serving the OWNER’S area.

                D. The PROPOSER shall address in the PROPOSAL, their approach to providing Contractor Support as
                   described in this section of the RFP.

        9.3     Product Discontinuation Documentation
                The PROPOSER must provide a documented, published product discontinuation (Sunset) policy that
                clearly defines the following:

                Available Versions
                End of Sale Date
                End of Software Development Date

                PROPOSERS that cannot provide the required policy statement will not be considered.

        9.4     Maintainability
                The following shall apply for maintainability of the entire system:

                A. All equipment installed as a result of this RFP shall be maintainable to the extent practicable by
                   commonly available test equipment.
                B. All hardware supplied by the PROPOSER and subsequent CONTRACTOR must carry, at a
                   minimum, a Manufacturer’s three (3) year warranty. Service shall include 24/7 telephone support with
                   a 1-hour callback policy and onsite support if needed, within four (4) hours of the originator’s call for
                   emergency support.

                C. All warranty and annual maintenance on the equipment shall be provided on a seven days a week,
                   24-hours a day basis, included weekends and holidays. Warranty service shall include 24/7 telephone
                   support with a 1-hour callback policy and onsite support, if needed, within four (4) hours of the
                   originator’s call for emergency support.

                D. Additionally, the PROPOSER shall be able to remotely diagnose the problem over the phone through
                   immediate remote access to the system that is secure and password protected.



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                E. PROPOSER shall provide extended support and maintenance options of the following periods: 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.

                F. All warranty and annual maintenance on the equipment shall be provided on a seven days a week,
                   24- hours a day basis, included weekends and holidays.

        9.5     Maintenance/Warranty Periods
                9.5.1 Pre-Acceptance Period
                           The system described herein shall be the total responsibility of the CONTRACTOR prior to each
                           center’s system acceptance. During this period, any costs or expenses for maintenance shall be
                           included in the cost of the project as provided for in the Price PROPOSAL. The CONTRACTOR
                           shall maintain and upgrade the operational software and hardware at its current or public-
                           released level.

                9.5.2 Warranty Period
                           A. The PROPOSER and subsequent CONTRACTOR shall warrant that the equipment, provided
                              in response to this RFP, be substantially uninterrupted or error-free in operation and shall be
                              guaranteed against faulty equipment and workmanship for a period of one year starting upon
                              final acceptance of each center’s system. Warranty service shall include 24/7 telephone
                              support with a 1-hour callback policy and onsite support, if needed, within four (4) hours of
                              the originator’s call for emergency support.

                           B. During the warranty period, defects in the equipment or workmanship shall be repaired, fixed
                              or replaced by the CONTRACTOR at no cost or expense to the OWNER.

                           C. The PROPOSER and subsequent CONTRACTOR shall also provide maintenance including
                              preventative maintenance during the warranty period. This shall include maintenance and
                              repair, including related labor for the installed Digital Voice Recording System at no cost or
                              expense to the OWNER. The items described in the Maintenance Standards of this section
                              shall apply during the warranty period.

                           D. The PROPOSER 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.

                           E. Additionally, the PROPOSER shall be able to remotely diagnose the problem over the phone
                              through immediate remote access to the system that is secure and password protected.

                           F. The PROPOSER 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.

                           G. All hardware supplied by PROPOSER must carry at a minimum a manufactures three (3)
                              Year, 24 x 7, 365 day, 4 hour on-site warranty.

                9.5.2.1            Equipment Failures During Warranty
                           If any equipment fails during the warranty period, the CONTRACTOR shall meet with the
                           OWNER to discuss and explain such failures. If, in the opinion of the OWNER, these failures


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                           indicate that the equipment is potentially prone to continuing failures, the CONTRACTOR shall
                           replace such equipment at no cost to the OWNER.

        9.6     Preventive Maintenance
                All maintenance programs provided by the CONTRACTOR shall provide routine preventive maintenance
                of the Digital Voice Recording System on a regular basis.

        9.7     Upgrades to Operating Systems
                Vendor Proprietary Software and Integrated 3rd party software shall be maintained, upgraded, patched
                and replaced upon observance/end-of-support under the maintenance contract provided by Contractor.
                All product and supporting operating system updates shall be vendors’ responsibility as long as a valid
                maintenance and/or warranty is in place. Any updates/upgrades performed during the
                warranty/maintenance period(s) shall be tested prior, to and verified immediately after installation of such
                updates/upgrades.




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                                                                                           10.0             Pricing
        10.1    Pricing, Payments, and Retainage
                The equipment specifically listed in this document is currently available on the Western States
                Contracting Alliance contract. That level of discount or better is expected in this PROPOSAL. For the
                services required and other ancillary equipment the negotiated prices shall be firm and not subject to
                increase during the term of any contractual agreement arising between the City of Aurora and the
                successful PROPOSER as a result of this RFP. The City reserves the right to further negotiate any
                proposal, including price, with the highest rated PROPOSER.

                Payments will be made based upon the following milestones as described:
                •  20% of the total contract price upon completion of the installation of the Digital Voice Recording
                          System.
                •  30% of the total contract price upon cutover to the new Digital Voice Recording System.
                •  50% of the total contract price upon the completion of the final acceptance and the delivery of all
                         required submittals.

                Any payment terms requiring payment in less than 45 calendar days will be regarded as requiring
                payment 45 calendar days after invoice or delivery; whichever occurs last. This shall not affect offers of
                discounts for payment in less than 45 calendar days.

                Milestone payments will not be made until all submittals, required prior to the milestone completion date,
                have been received and approved by the City of Aurora and CTA.

        10.2    Price Guarantee
                The PROPOSER shall provide the following pricing guarantees as part of their PROPOSAL:
                •  The PROPOSER shall state in the PROPOSAL that the quoted prices for all equipment and
                   accessories specified and all new or substitute products purchased, or agreed to purchase, prior to
                   system acceptance, shall remain valid for a period of one year following the final system acceptance.
                •  The PROPOSER shall also state in the PROPOSAL that the quoted prices for all equipment and
                   accessories specified and all new or substitute products purchased, or agreed to purchase, prior to
                   system acceptance, shall not increase at a rate higher than the Consumer Price Index, for an
                   additional period of four years beginning one year following system acceptance.




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        10.3    Price PROPOSAL
                TO:
                                                          City Clerk’s Office
                                                           City Hall Building
                                                               2nd Floor
                                                         44 East Downer Place
                                                            Aurora, IL 60507

          Sealed envelope to be marked:            9-1-1 DVRS
                                                   Price Proposal


                FULL NAME OF OFFEROR:

                BUSINESS ADDRESS:

                INCORPORATED IN STATE OF:

                BUSINESS TELEPHONE:
                OFFEROR CONTACT NAME

                FAX NUMBER:

                TAXPAYER IDENTIFICATION NO. (TIN#):
                FEDERAL IDENTIFICATION NO. (FEIN#)

                I.    The undersigned OFFEROR, having carefully examined the Request for PROPOSAL (RFP), as well
                      as the remainder of the RFP DOCUMENTS, and having informed itself fully of the conditions to be
                      met in the performance of the WORK, hereby offers to perform said WORK in accordance with and
                      as described in the RFP DOCUMENTS.

                II. The OFFEROR agrees to accept, as full compensation and consideration for the     performance of
                    its obligations in execution of the Request for PROPOSAL (RFP) as agreed to by both parties.

                III. TERMS OF PAYMENT

                      A. At the end of each month, the CONTRACTOR shall determine the amount to be invoiced to the
                         City of Aurora for WORK performed that month based on the firm CONTRACT PRICE for the
                         DVRS and the payment schedule set forth in SECTION 10.1. The amount thus computed shall
                         be invoiced to the OWNER and each invoice shall be supported by such evidence as to its
                         correctness as the OWNER may request. The City of Aurora will review each invoice, and if
                         satisfied that the amount is correct, the OWNER will pay 85% of the amount of the invoice. The
                         Owner may request review by the Architect and CTA.

                           The balance of 25% shall be invoiced upon completion of work, including all punch list items, and
                           a receipt of a properly executed "Contractor's Certificate of Completion and Release of Liens"
                           form.

                      B. In the event the WORK is terminated or canceled, or, in the event of a default by the
                         CONTRACTOR, the procedures listed in the General Terms and Conditions shall apply. Any


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                           initial sums paid to the CONTRACTOR at the time of the signing of the CONTRACT shall be
                           applied toward the total amount due to the CONTRACTOR for WORK already performed.

                           Sums paid by the OWNER in excess of any amounts actually due shall be reimbursed by the
                           CONTRACTOR.

                      C. Spare parts, if included, shall be invoiced upon full delivery (no partial shipment payments) and
                         acceptance by the OWNER. The City of Aurora shall review each invoice and, if satisfied that the
                         amount is correct, the OWNER will pay the amount of the invoice.

                      D. Each invoice shall be submitted as below:

                           Original Invoice:

                           City of Aurora, Illinois
                           Purchasing Division of Finance Department
                           44 E. Downer Place
                           P.O. Box 2067
                           Aurora, Illinois 60507-2067

                           Copy:

                           Aurora Police Department
                           350 North River Street
                           Aurora, Illinois 60506
                           Attn: Andrew Feuerborn

                IV. TRANSPORTATION & STORAGE

                      The firm, fixed price submitted by the OFFEROR shall include the cost of all transportation, handling
                      and related supervision, storage facilities, and security requirements as deemed necessary by the
                      OFFEROR. The OFFEROR shall be solely responsible for the safety and security of all equipment,
                      supplies, etc., stored and/or installed at or around the various sites until final Acceptance by the
                      OWNER.

                V. PERIOD OF PERFORMANCE

                      The OFFEROR proposes that in the event the Contract is awarded, they will start WORK after the
                      Notice-to-Proceed, which is expected to be in December of 2009, unless otherwise negotiated, and
                      will complete the WORK no later than 90 days after substantial completion of the facility which is
                      expected in November 2009.

                IN WITNESS WHEREOF, and intending to be legally bound hereby, OFFEROR causes this
                PROPOSAL to be executed this day of          , 20__

                BY:

                TITLE:

                DATE:




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City of Aurora, Illinois
Logging Recorder RFP

        10.4    Pricing Submittal
                The OFFEROR shall enter the prices on a self-generated, Microsoft Excel spreadsheet. The OFFEROR
                shall also submit the pricing information in CD format. The OFFEROR shall submit six hard copies and
                six CD’s as the pricing submittal.

                Pricing shall not be submitted as a single entry. Costs shall be indicated on a per line item or per
                unit cost. Information shall be clearly marked and understandable.

                Pricing submittals shall also include as separate categories:
                •   Installation
                •   Warranty
                •   Project Engineering
                •   Project Management

                Additionally, discounts and one-time discounts shall be indicated separately.

                The costs for complete OFFEROR supplied maintenance for the first year after warranty shall be included
                as a separate line item not included in the project total.

                In all cases, the numbers on the hard copy sheets shall be considered as firm and correct.

                If the OFFEROR wishes to offer additional price information, additional sheets may be used.

                The following notes apply, as appropriate, to all of the cost pages.

                1. The OFFEROR shall include all costs for a turnkey system related to each specified cost area.

                2. All equipment required for a full turnkey system shall be assumed to be included in the total turnkey
                   system cost.

                3. Where costs for a line Item are included as part of another line item, the PROPOSER shall reference
                   the Item Number which included the cost.

                4. In case of calculation errors or inaccuracies in the submitted pricing forms, the Unit Pricing shall
                   prevail.




CTA Communications                                 October 23, 2009                                                        73
City of Aurora, Illinois
Logging Recorder RFP




                                                                                               Appendix A
        Server Standards:

            •   Must be 19" 4-post rack mounted using server style rack mount rails (square)
            •   Must be capable of storing on-line data on the SAN/NAS storage devices as defined below
            •   Must run one of the below listed server OS’s
            •   Must be capable of running a variety of disk-to-tape and disk-to-disk backup software solutions including
                but not limited to Symantec Backup Express backup software without adversely affecting vendor’s system
                support
            •   Critical Servers Must be capable of being clustered or in some form of fully redundant hot stand by with
                auto fail over
            •   Must allow administrators some form of secure remote access over a LAN connection
            •   Must allow vendor some form of secure remote access via internet which can be allowed or restricted by
                City without adversely affecting “report home” features
            •   Must provide some form of error notification such as SNMP
            •   Must include fully redundant power supplies and fans
            •   Must be capable of being separated from the dispatch center (remote capable) by at least 250 feet to
                facilitate technical support and reduce space, heat/cooling, noise loads, etc. from the Dispatch Center
            •   Must be capable of locating an identical server off-site for DR
            •   Prefer systems capable of certifying and supporting servers capable of being virtualized using VMware
                ESX
            •   Prefer HP Server Hardware

        Server OS Requirements:
           •   Must be either at least Windows 2003 Server or the latest SUSE Linux server edition (with the exception
               of customized/hardened Linux OS distributions which can be of the vendor’s choosing assuming they are
               reliable and secure).
           •   Must be cleared to run Symantec backup express software
           •   Must be supported by the vendor with latest patches and upgrades certified by the vendor with in 1 month
               of critical patches/upgrades and 4 months of optional patches/upgrades
           •   Critical Servers Must be capable of being clustered or in some form of fully redundant hot standby with
               auto fail over
           •   Must allow administrators some form of secure remote access over a LAN connection
           •   Must allow vendor some form of secure remote access via internet which can be allowed or restricted by
               City without adversely affecting “report home” features
           •   Must provide some form of error notification such as SNMP
           •   Must support at least 2 major anti-virus software packages (one must be Norton Anti-virus corporate
               edition) and be certified with each major “anti-virus software” version release no later than 1 month after
               general availability

        SAN/NAS requirements:
           •  Must be capable of writing on-line, archival and data backups to a variety of SAN/NAS devices including
              fiber channel and iSCSI storage solutions (At a minimum, must support the City’s current Xiotech
              Magnitude 3D or EqualLogic iSCSI SANs)
           •  Must support some form of data geo-replication (Synchronous/Asynchronous, etc)




CTA Communications                                October 23, 2009                                                     74
City of Aurora, Illinois
Logging Recorder RFP

        PC hardware/software requirements:
           •   Must be capable of being separated from the dispatch center position (remote capable) by at least 100'
               to facilitate technical support and reduce space, heat/cooling, noise loads, etc. from the Dispatch Center
           •   Must fit horizontally inside a 19" 2 or 4 post rack on a shelf or preferably individually rack mounted using
               no more than 4 U of rack space required per PC
           •   Prefer HP or Dell PC’s
           •   Prefer PC platform that can be virtualized
           •   Prefer a PC that supports a LAN based remote control application such as PC anywhere, VNC, Novell
               Zen remote control, etc.
           •   Must support at least 2 major anti-virus software packages (one must be Norton Anti-virus corporate
               edition) and be certified with each major “anti-virus software” version release no later than 1 month after
               general availability

        Switch requirements:
            •   Prefer Cisco or HP
            •   Must utilize business class switches with redundant power supplies (AC & DC acceptable) which must be
                19" rack mountable
            •   Must have some level of redundant switching

        Database Requirements:
           •   Must use a Relational Database (SQL or MySQL preferred)
           •   Must use a secure, stable, properly scalable, currently supported COTS database capable of meeting the
               applications necessary response times

        Printing requirements:
            •    Must be capable of printing to a network attached printer (must not require a direct attached printer)
            •    Prefer ability to network to existing Canon Image Runner copiers and Lexmark printers (inquire City for
                 current list of preferred models)

        Backup requirements:
           •   Must be capable of backing up to a DataDomain disk-to-disk back up system and direct to DVD Current
               supported back -up software is Symantec Backup Express




CTA Communications                                 October 23, 2009                                                        75

								
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