Request for Proposal Questions and Responses Request for Proposal: Software Based CMED Radio Console and Associated Equipment Proposal Due Date: Friday December 14, 2018 All Prospective Proposers: In reference to the proposal solicitation, the following questions and inquiries were submitted, and receive a response from Boston Public Health Commission below. 1) Question: Section E, 2.9.1 specifies working hours are 24-7. What are the hours the Communications Engineering personnel operate and can work be done outside those hours? Answer: BEMS Communications Engineering personnel work from 07:00 to 17:30 hours (7:00 a.m. to 5:30 p.m.) Monday thru Friday, holidays excluded. It may be possible to schedule work during off hours, at the discretion of the BEMS Communications Systems Engineer. 2) Question: Section G, 1.1,d,iv mentions the requirement of decoding a programmed D.T.M.F. sequence by a base station interface causes automatic unmuting and/or audible alert. How many of the base station interfaces require the D.T.M.F. decoding? Answer: The current system incorporates two (2); however, this number may need to increase to five (5) in the future. 3) Question: Section H, 1.2, f mentions the requirement for a new Digital Cross-Connect System, yet during the pre-bid meeting it was mentioned that no work was required in the Telephone Room on the 4 th floor. Is a new DCS system for T1 grooming required as part of this project? Answer: This will be dependent upon design of the proposed console system. The current system utilizes analog E&M connectivity for base station and remote equipment that is located off-site. The analog audio, and E&M leads, appear in the BEMS Equipment Room (N-444) even though the DS1 channel banks and DCS supporting this are in the Telephone Room (N-445). The existing DCS is a RAD MP-2100 that is, or will soon be, supporting 55 DS1 [T1] circuits. There is limited expansion room within this unit. 4) Question: Section D.7 Payment Terms Will the agency consider a payment milestone for the design and procurement of equipment? Answer: Any proposal amending payment terms must come with an explanation as to why the modification would be essential for the success of the contract. It will be at the discretion of BPHC/Boston EMS, as to whether the modifications are accepted. BPHC/Boston EMS will work with the awarded vendor to finalize the terms. 5) Question: Section D.10 Failure to Complete Work On Time A completion date is not established in the RFP Documents Answer: As a component of the proposal, vendors are asked to provide the number of days to completion. The terms of the contract will be established in conjunction with the vendor. 6) Question: Section H (General) Does the agency have a make/model of a preferred Network Switch? Answer: Preference is for Cisco manufactured equipment; however, this is not a requirement. Required is that equipment be in 19-inch rack mount configuration [H, 1.2, c)]. Placement of 1 of 5
equipment on a shelf shall not permitted without pre-approval from the BEMS Communications Systems Engineer. 7) Question: Section H.1.3 Can the agency provide a contact for the existing NICE recorders so wan [sic] can obtain scope and pricing details on the recorder upgrade? Answer: The NICE equipment is serviced under multi-year contract with BEI Holdings, Inc. The contact person is Rich Bartoli, Vice President, General Manager. 203-741-9337. www.beiinc.com 8) Question: Please confirm that the existing NICE recorder is equipped with sufficient digital recording capability to handle the new console system using the standard SIP RECORD feature. Can you provide the exact NICE model number? Would a different, more cost effective recorder be acceptable if it has the same or greater capabilities as the NICE recorder? Answer: See response to Question # 7 and contact that person to obtain Nice recorder information. Nice recorder must continue to be used for CMED audio logging. 9) Question: Please comment on whether the NICE recorder will have sufficient capability to handle the new system and the existing CMED console system in parallel during commissioning. If not, is it okay to not record one of the systems during commissioning and burn-in? Answer: See response to Question # 7 and contact that person to obtain Nice recorder information. There are a minimum of 12 channels that must be recorded when a console system, new or old, is live. 10) Question: Please comment on what interface (if any) will be required between the new console system and the existing SpectraTAC console system. You mentioned during the bidder s conference that the dispatchers do not see any voting, unsquelch or fail information from the voter. Would this be desirable in the new system? You did mention that the technical staff can see the full voter information. Is this expected to be part of the new console system or separate? Does the SpectraTAC voter have a serial connection to communicate to the console system? Or does it use parallel lines? Answer: The voting comparator information is displayed on a separate system and does not require integration with the CMED console. 11) Question: Per existing functionality description Section G part 1.1(c)i (a) through (c) where the 2- wire or 4-wire audio [4-wire audio full duplex] is described, are we correct to assume that the new console system will only need to interface to 2/4-wire audio with E&M and not to the 3002 FDDA termination or DS0 digital circuit directly? Answer: Circuits described as 3002-type [FDDA] are only this TELCO designation for their far ends. These circuits appear as DS0s, bundled within DS1s, and the Newbridge Channel Banks de-multiplex them as analog 4-wire T.O. (Transmission Only). It is permissible that the proposed console design accepts DS0s directly (see answer to Question #3). NB: Requirement for future IP connectivity still applies, as stated in [H. 1.1]. 12) Question: What type E&M termination(s) do you employ? Is it required to have these E&M types field-changeable? Answer: Where E&M signaling is utilized it is Type 1. There will be no need to change E&M signaling type. 13) Question: Per existing functionality description Section G part 1.1(d) which describes the desired muting of hospital circuits by the dispatcher: is it desirable for the System Administrator to be able to set the mute level to full mute (ie. [sic] Near infinite muting) or to a predetermined, selectable mute level (eg. [sic] -20 db, -25 db, -30 db, etc.). Answer: Full mute only. 2 of 5
14) Question: Per existing functionality description Section G part 1.1(d) iv: Will the income [sic] DTMF sequence be predetermined as to the number of digits, levels, etc.? Will a predetermined DTMF sequence initiate a call-in or is it simply expected to open the audio mute condition? Or both? Or will any DTMF detection cause the mute condition to be lifted and an audio alert to be generated? Could you provide a use case for [ ] or multiple sequences? Answer: The DTMF decoding of 4-digit addresses is what is required. This may be up to 3 different addresses, (e.g., 3100, 31##, 3###). The successful decoding of an address must unmute the associated base station and sound an alert or call-in notification. 15) Question: Per existing functionality description Section G part 1.1 (e): Is it desirable to have a single button imitation of the patches? What is the minimum number of keystrokes/mouse presses required to establish the patch? How many such initiations need to be supported? Per console? For the entire system? Answer: The process of creating a patch, or multiselect, from a pre-defined group entails: 1) Bringing up the list of groups; 2) Selecting the desired group from that list; 3) Selecting the desired base station(s), if so required; 4) Creating the unattended patch, if desired. 16) Question: Per existing functionality description Section G part 1.1 (h): Will the proponent be providing the SpectraCOM NetClock realtime clock source? If not, is the existing unit capable of acting as an NTP server visible to the new console system? Answer: The current CMED console receives its NTP time sync via an RS-485 connection. A Spectracom Model 8178T Time Tap was modified, by Penta, to provide RS-232 connectivity. 17) Question: Per existing functionality description Section G part 1.1 (i) and (j): Is it sufficient to have the alarm indications shown on a separate Maintenance Terminal? Answer: This would be acceptable, provided that the Maintenance Terminal will conform to [H. 1.6] as it pertains to firewall protection. NB: [H. 1.6 b)] contains an erratum; referenced section should be [G. 1.1 l) iii], not [2.01 l) iii]. 18) Question: Per existing functionality description Section G part 1.1 (l) and subparts: What is the interface between the separate computer and the new console system? Will the new console system replace the existing separate computer by sending meta data to the NICE recorder directly? Are the pre-populated forms mentioned in part (ii) free text or predetermined? Can you provide use cases and desired screenshots or drawings showing this operation? Answer: There is no involvement with the NICE Logger. This separate computer will need to be furnished by proposer. Patch information being entered by console operator [G. 1.1 l) ii] will be predetermined (list or drop-down for each field); additionally, one field of free text available for an optional comment. Design of form to be determined during design review [H. 1.13]. 19) Question: Per existing functionality description Section G part 1.1 (n): Are these radio channel numbers called up via Tone Remote Control sequences as described in the next section 1.1 (o)? How many multi-frequency base stations are present in the system? What is the significance of [ ] [no number displayed]; in section 1.1 (n) iii? Answer: [H. 1.5] lists additional channel numbers; however, total administrative programmability is preferred. Console operator selects a channel number, from those available on a specific base station. This number is administratively mapped to a function tone [G. 1.1 o)]. The absence of a channel number is in the case of single-frequency base station or other resource; which may utilize Tone Remote Control or contact closure [G. 1.1 c) ii]. 20) Question: Per existing functionality description Section G part 1.1 (p): Is MED 4N frequency available on every base station? When any base station has MED 4N selected as its frequency, the console system automatically refuses to add that resource to any patch - is that the correct interpretation? Answer: MED 4N is available on most multi-frequency base stations, in addition to a single base station dedicated to MED 4N. Correct interpretation; as per state plan, MED 4N must not be patched nor permitted to pass audio originating from any other selected interface. 3 of 5
21) Question: Per scope of work Section H part 1.2 (a): Is it intended by the wording of this section (ie. [sic] [ ] requiring the provision of any Routers required for existing DS-1 [T-1] or IP circuit ) that the proponent provide both T1 and IP routers? Or can the proponent select one? Answer: Selection of routers, only one pair needed, may be proposed. 22) Question: Please confirm that the proponent is not responsible for IP and AC power wiring to the console positions. Please confirm that the back office AC power will be available at the console equipment location. Answer: Proposer will be responsible for all communications and electrical wiring. If spare electrical connections, of sufficient capacity, exist at a location these may be utilized. Determination of sufficient capacity will be made by the BEMS Communications System Engineer, after consulting with the Boston Police Department s Building Engineer. 23) Question: Per scope of work Section H part 1.2 : What is the maximum size of the available rack space? How far will it be from the current console system equipment? Where will the circuit terminations be handed-off (ie. [sic] At the MDF or at the rack positions of the new equipment)? Answer: Number of racks to be utilized will be determined by proposer. It is anticipated that hand-off will be at the MDF. Until rack requirements have been defined, by proposer, distance question cannot be answered. 24) Question: Per scope of work Section H part 1.2 (f): Can you provide a use case for the DS0 grooming? Is the intent to have each DS0 from the channel banks individually level settable? Will any filtering or audio processing be required to groom the DS0 circuits? Are the DS0 circuits presented as 4-wire E&M universally (no exceptions) as per part iii of this section? Answer: DS0s would require DCS grooming should proposer s design call for a digital (DS1) hand-off, rather than utilizing analog E&M connections. There are only a few 2-wire circuits currently in use. 25) Question: Per scope of work Section H part 1.6 (a): Is there an SNMP server or NMS currently in place? If not, will the proponent be responsible for providing an SNMP server? Answer: Proposer will need to provide this if their design requires such. 26) Question: Per scope of work Section H part 1.11 (d): Is the API intended for a future CAD application? Or is some other purpose envisioned? Can you provide a use case? Answer: This item should be priced as an option because future utilization is unsure at this time. 27) Question: Per point #26 in the System Capabilities by Response Code section: Does the statement Provision of v.35 Routers for off-site Console Operator position [3.02 a)]. Preclude other bearer mechanisms for off-site operator positions? Answer: It does not. Proposer is free to propose another, cost-effective, option. NB: [3.02 a)] is an errored reference, should be [H. 1.2 a)]. 28) Question: Would the city consider changing the language from "all of the feartures [sic] and functionality of the existing Penta PCx console:" to "all features and functionality as specified in this RFP". Since a vendor can possibly provide the necessary functionallity [sic] in a different manner. Answer: The BPHC would be willing to entertain this, provided that the proposer clearly states the differences in its proposal. 29) Question: Do the radios listed in this requirement get back hauled to a central location for demarcation to the consoles system? If not how many different locations are included in these counts? In addition would the city be willing to identify the VoIP telephone system? Answer: All radios and hospital remotes are backhauled to the console location. There is no VoIP telephone connection currently. The BPHC does use Cisco VoIP at most of its other locations throughout the city. 4 of 5
30) Question: In re-reading the following requirement below, there is reference to a Bond to Accompany Proposal form. I do not see that this form was included in the RFP, would you be able to upload it to the bphc.org/rfp website for access? Answer: For the performance bond form, vendors are advised to submit their own Surety form. 5 of 5