Regional Radio System Request For Information (RFI)

City of Portland, Oregon

On Behalf of the Coalition of:
City of Portland (Bureau of Technology Services)
CRESA (Clark County Washington)
C800 (Clackamas County, Oregon)
WCCCA (Washington County, Oregon)
August 17, 2007

REQUEST FOR INFORMATION

For
Regional Radio System RFI
Prerequisite to Radio Replacement (800 MHz) Project
RFI responses due November 30, 2007, by 4:00PM
Envelope(s) shall be sealed and marked with RFI Project Title.
Submit one (1) original and one electronic complete copy of the RFI to:
City of Portland
Bureau of Technology Services
3372 SE 99th Avenue
Portland, OR 97266
Refer questions to:
Mark Liewergen
PSSRP Project Office Manager
Bureau of Technology Services (BTS)
Phone: (503) 823-5882
Email: Mark.Liewergen@ci.portland.or.us
There will be a pre-response conference scheduled for this RFI on September 26th, 2007, at a time
and place in Portland Oregon to be announced, at which time any questions pertaining to this RFI
will be discussed. This is a mandatory meeting, and respondents are required to have a
representative attending in person or by conference call.

Please respond to Mark.Liewergen@ci.portland.or.us by August 31, 2007 if you wish to

participate in the RFI conference.

800 MHz RFI-08-17-07_Final

PART I Information Request

SECTION A GENERAL INFORMATION

1. INTRODUCTION On behalf of the Portland, Oregon regional coalition of public safety radio systems
(Coalition), the City of Portland, Bureau of Technology Services (BTS), seeks information
concerning a conceptual design and estimated cost for the upgrade and/or replacement of
the current Motorola 800MHz trunked simulcast analog voice radio systems. Secondly the
Coalition seeks information concerning a conceptual design and estimated cost for the
upgrade and/or replacement of the current Motorola 800MHz analog data radio system.

These systems serve Clackamas County Oregon, Clark County Washington,

Portland/Multnomah County Oregon, and Washington County Oregon. This encompasses an
area in excess of 4,000sq miles with over 2 million citizens served by approximately 100 law
enforcement, fire, and EMS public service agencies. The conceptual design must take into
consideration the radio interoperability plans of the states of Oregon and Washington.

The Coalition is contemplating the upgrade and/or replacement of these current voice and
data radio systems which are approaching their technical end of life. The proposed project is
a collaborative effort of the Coalition which is being coordinated under the City of Portland
Public Safety Systems Revitalization Project (PSSRP) office. PSSRP is under the auspices
of BTS which is the lead agency within the City of Portland for accomplishing this work,
working with the directors of involved bureaus, agencies and regional partners.

Successful execution of the PSSRP is one of the City’s and the regions highest business
priorities.

2. BACKGROUND There are currently three Motorola 800MHz Trunked simulcast analog public safety voice
and data radio systems serving the Portland region. These systems were constructed in the
1990 to 1993 time frame to serve Washington County, OR; City of Portland/Multnomah
County, OR; Clark County, WA. In 2003 Clackamas County, OR constructed a system to
serve the county in partnership with Washington County, OR as an expansion of the
Washington County system.
Though the Clark, Portland, Washington systems are separate systems, there has been a
deliberate and focused cooperation between the systems to insure interoperability of the
systems. The Coalition consists of the following systems:

• The City of Portland / Multnomah County, OR system is owned, managed and

maintained by the City of Portland.

• The Washington County, OR system is owned, managed, and maintained by a

partnership (Washington County Consolidated Communications Agency – WCCCA -
an ORS 190 organization) of the public safety agencies serving the county.

• The Clark County, WA system is owned, managed, and maintained by a partnership

(Clark Regional Emergency Services Agency – CRESA – an RCW 39.34 interlocal
agreement) of the public safety agencies serving the county.
• The Clackamas County, OR system is owned by a partnership (Clackamas County
800 Radio Group – C800 - an ORS 190 organization) of the public safety agencies
serving the county and is managed and maintained by WCCCA via an inter
governmental agreement (IGA).

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 The Coalition is contemplating a project to collectively upgrade and/or replace the region’s
radio systems with a digital 700/800 MHz system. It is anticipated that the voice system
would be a trunked radio system and would adhere to the current national ANSI/TIA 102
series digital Project 25 (P25) standards for trunked operation and for the P25
Intersubsystem Interface (ISSI). The ISSI will assure that the system will be capable of
seamless interconnection to all other P25 compliant trunked radio systems that may be
established in Oregon and/or Washington, Idaho, California.

There are also non-public safety public service government agencies utilizing the systems
which include schools, public works agencies, ODOT, Tri-Met, Bonneville Power
Administration, and the Port of Portland, including the Portland Airport. All of the agencies
served are highly dependant on continued robust voice and data radio communication
systems.

3. REQUESTED On behalf of the Coalition, the City of Portland, Bureau of Technology Services is seeking a
INFORMATION conceptual design and related cost for upgrading and/or replacing the existing public safety
voice radio systems and data radio system. We would like a cost summary for a Portland
and Salem core system. We would also like a cost summary for replacing each County
system including Multnomah County, necessary to maintain interoperability. Further the
Coalition is seeking information on innovative technological solutions, and capabilities of
firms, teams or consultants with demonstrated experience in designing, furnishing, and
installing these types of systems. This information will be utilized to formulate a future
Request for Proposal(s) for the procurement of the eventual systems and/or its individual
components.

Please take into consideration the attached (PDF) July 31st, 2007 Federal
Communication news release: FCC revises 700 MHz rules to advance interoperable
public safety communications and promote wireless broadband deployment.

4. PROJECT The Coalition is currently in the process of retaining a consultant to evaluate governance and
GOVERNANCE funding options for this project.
AND FUNDING

5. TIMELINE FOR The following dates are proposed as a timeline for this requested information:
SUBMITTAL OF
INFORMATION Email response deadline to confirm participation in a August 31, 2007
Mandatory Pre RFI Conference
Pre RFI Conference to clarify the RFI and answer questions. September 26, 2007
This date is subject to change.
Written RFI’s requested by 4:00PM November 30th, 2007

The City reserves the right to make adjustments to the above noted schedule as
necessary.

6. RFI The City of Portland obliges itself in good faith to protect Trade Secrets and other confidential
CONFIDENTIALITY information included in RFI responses under ORS 646.461, the Uniform Trade Secrets Act
AND PROTECTION and ORS192.501 and 192.502, Public Records Exemptions. RFI responses must specify
which sections in their responses are confidential or contain trade secrets. It is not
acceptable to mark the entire RFI as confidential or trade secret.

It is the responsibility of the respondent to identify which exemptions apply to their

information.

7. FUTURE RFP Please note that the following will be required on any future related RFP’s that are a
DIVERSITY IN follow-up to this RFI.
EMPLOYMENT AND

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CONTRACTING The City is committed to increasing contracting opportunities for State of Oregon certified
REQUIREMENTS minority, women and emerging small business (M/W/ESB) enterprises. The City values,
NOTICE supports and nurtures diversity, and encourages any firm contracting with the City to do the
same, maximizing M/W/ESB business participation with regard to all City contracts. As such,
the City has established an overall 20% utilization goal in awarding PTE contracts to State of
Oregon certified emerging small business (ESB) enterprises and has assigned at least 15% of
the total points available on this solicitation to determine the award of this contract. No goal is
set for the use of minority (MBE) and women business (WBE) enterprises, but the City is
committed to ensuring that such firms receive opportunities and equal consideration to be
awarded City PTE contracts.

All Proposers shall address the following in their proposals:

a. Indicate if your firm is currently certified in the State of Oregon as an MBE, WBE and/or
ESB, or if your firm has applied for certification with the State of Oregon’s Office of Minority,
Women and Emerging Small Business (OMWESB).

b. Identify your current diversity of workforce and describe your firm’s commitments to
providing equal employment opportunities. Include in your response:
• Number of total employees and description of type of work performed.
• Number of minorities and women within your current workforce, broken out by ethnicity
and positions held.
• Any underutilization of minorities or women within your workforce and your firm’s efforts
to remedy such underutilization.
• Any plans to provide innovative mentoring, technical training or professional development
opportunities to minorities and women in your workforce in relation to this project, or
plans to employ minorities and women to work on this project.
• Description of the process your firm uses to recruit minorities and women.

c. Have you subcontracted or partnered with State of Oregon certified M/W/ESB firms on any
project within the last 12 months? If so, please describe the history of the firm’s
subcontracting and partnering with certified M/W/ESB firms. Include in your response:
• List of State of Oregon certified M/W/ESB firms with which your firm has had a
contractual relationship during the last 12 months.
• Any innovative or successful measures that your firm has undertaken to work with
M/W/ESB firms on previous projects.
• Any mentoring, technical or other business development services your firm has provided
to previous or current M/W/ESB sub consultants or partners, or will provide in relation to
this project.

d. Are you subcontracting any element of your proposal? Describe your firm’s plan for
obtaining maximum utilization of certified M/W/ESB firms on this project. Include in your
response:
• Subcontracting opportunities your firm has identified in the scope of this project.
• Efforts made relating to outreach and recruitment of certified M/W/ESB firms. Did your
firm advertise contracting opportunities in the Daily Journal of Commerce, Skanner,
Oregonian, Observer, El Hispanic News, Asian Reporter, and/or other trade
publications? Did your firm conduct any outreach meetings? Did your firm use the
State’s OMWESB certification list, or other source, as a basis for direct outreach? What
were the actual results of any of the above efforts?
• Any proposals received from certified M/W/ESB firms. If any such proposals were
rejected, provide reasons for rejection.
• Other efforts your firm used or proposes to use in relation to this project.

e. If your firm will be utilizing certified M/W/ESB firms on this project, please list those firms and

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 detail their role within your proposal. In addition, all Proposers must submit Exhibit A -
First Tier Sub consultant Disclosure Form 1 in their proposal, which requires Proposers
to identify the following:
• The names of all sub consultants to be used on this project with subcontracts greater
than or equal to $10,000.
• The names of all State of Oregon certified MBE, WBE and ESB firms. If firms have
more than one certification (i.e., ESB and MBE, and/or ESB and WBE) note that on the
form so that proper credit can be given for the ESB goal and for tracking MBE and WBE
utilization.
• The proposed scope or category of work for each sub consultant.
If Proposers will not be using any sub consultants that are subject to the above disclosure
requirements, Proposers are required to indicate “NONE” on the First Tier Sub consultant
Disclosure Form 1.

The City expects thoughtful consideration of all of the above Diversity in Employment and
Contracting criteria in the preparation of proposals. The City will enforce all diversity in
workforce and M/W/ESB commitments submitted by the successful Proposer, and the
successful Proposer will be required to submit a completed Monthly Sub consultant Payment
and Utilization Report to ensure that sub consultants are utilized to the extent originally
proposed and submitted in its proposal. The successful Proposer will not be permitted at any
time to substitute or add a sub consultant without the prior written approval of the Purchasing
Agent. ALL sub consultants, including M/W/ESB firms, and first tier sub consultants shall be
reported on the Monthly Sub consultant Payment and Utilization Report as well as contract
amounts and payments. For reference, a copy of this form may be obtained at:
http://www.portlandonline.com/shared/cfm/image.cfm?id=122171

SECTION B REQUESTED INFORMATION

1. GENERAL The voice system coverage is envisioned on the basis of two-way communications with a
REQUIREMENTS five (5) watt portable radio being worn on the hip outside of a building. The portable shall
process a useable DAQ 3.4 signal (i.e., an easily understandable communication both
transmit and receive) from and to the system in 95% of the urban coverage area (which
includes all cities) plus two miles beyond. In the rural areas (i.e. national forest in south
eastern Clackamas County and private forest lands in south western Washington County and
northeastern Clark County) the coverage basis shall be a DAQ 3.4 signal to and from a
mobile radio on a highway or arterial that shall receive and transmit a useable signal from
and to the system in 95% of the rural coverage area plus a DAQ 3.5 useable signal on 75%
of any public road. The time variability shall be at least 95% of the time that the system is
capable of the required signal reception and transmission.
Note: At a minimum coverage shall not be less that coverage which the individual
systems provide today.

The system, defined as the overall system operating in a simulcast trunking mode, shall have
an availability of 99.99995% uptime.

Provide recommendations or suggestions for in building coverage in the urban core of the
various cities served by the system.

The data system coverage is envisioned on the basis of mobile coverage i.e. send and
receive data in 95% of the urban and rural coverage area over 95% of the time. The overall
system shall have an availability of 99.99995% uptime.

The contemplated system shall adhere to the current national ANSI/TIA 102 series digital
Project 25 (P25) standards for trunked operation and for the P25 Intersubsystem Interface
(ISSI). The ISSI will assure that the system will be capable of seamless interconnection to

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 all other P25 compliant trunked radio systems that may be established in Oregon and/or
Washington, Idaho, California or Nevada. In addition, it is anticipated that the project would
establish secure and reliable automatic alternately routed data connections between at least
two master system control core equipment for maximum survivability and reliability. These
system controllers would be housed in separate, secure locations that would operate in a fail
safe redundant - equipment and software - configuration.

Further the Coalition is in discussion with the State of Oregon’s OWIN project and would like
information on the concept of master control core equipment, that are built to the P25
standards, shared between the two systems. These controllers would be housed in separate,
secure locations (Salem – Portland region) that would operate in a fail safe redundant -
equipment and software – configuration. It is felt that the needed reliability of these critical
systems can be achieved by the Coalition and OWIN becoming the backup master site for
the other. This configuration also assures the highest level of interoperability between the
Coalition and the OWIN systems.

Information and cost shall be provided separately for the following system areas both as a
total system and four separate systems i.e. one for each County. Secondly address the
voice and data systems separately. Note proposers at their option may address only the
voice system or only the data system not necessarily both.
1. System design and engineering
2. System master control equipment – furnish and install costs
3. System backbone radio equipment / anticipated number of existing sites utilized /
anticipated number of new sites required – furnish and install costs
4. Dispatch center console equipment for the five existing dispatch centers – furnish
and install costs
5. Subscriber equipment – portable / mobile / base station – unit cost for suggested
product
6. Alternate item at responders option – Inter-site communications i.e. Microwave
system – design, furnish, and install costs

Outline suggestions for the Coalition’s approach to the system design, procurement, and
construction process and methods.

Outline innovative approaches and solutions to the regions voice and data communications
needs.

Outline anticipated schedule for project from design to completion.

Outline implementation process to maintain current interoperability.

Outline potential pitfalls and risks.

See attached for current system parameters

2. WORK The City on behalf of the Coalition has assigned a project manager to coordinate this
PERFORMED BY Request for Information.
THE CITY

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Coalition - Existing System Information
June 11, 2007

CLACKAMAS COUNTY
Area 1,879 sq miles

Population 367,040

Console Positions 10

Mobiles / Portables /
1,769
Control Stations

Mobile Data
350
Terminals

Tower
SITE LOCATION Longitude Latitude Elevation Height /
Type
CCOM Prime Site 2200 Kaen Rd, 122° 35' 57.6" 45° 19' 49" 453' 120'
Oregon City, OR Lattice
Goat Mt. T55 R2E Sect 7 Lots 3900 & 122° 17' 47" 45° 07' 53" 4180’ 120'
4000 Lattice
Clackamas County, OR
LOCOM 351 A Street 122° 40' 03" 45° 25' 10" 145' Roof Top
Lake Oswego, OR
Mt. Scott 10999 Ridgeway Dr 122° 33' 02" 45° 27' 16.6" 1075' 150'
Happy Valley, OR Lattice
Mt. View Water Tank 415 Mountain View St. 122° 35' 52" 45° 20' 37" 476' 120'
Oregon City, OR Lattice
Pete's Mountain 1775 Schaeffer Rd 122° 41' 37" 45° 20' 39" 812' 150'
West Linn, OR Lattice
Polivka Hill Water Tank 26230 Wally Rd Boring, OR 122° 23' 22.7" 45° 26' 03" 987' 150'
Lattice
Redland Road 20062 S. Redland Rd 122° 27' 56.5" 45° 18' 54" 875' 150'
Oregon City, OR Lattice
Sandy High School 17100 SE Bluff Rd Sandy, OR 122° 16' 9" 45° 24' 3" 902 90' Wood
Pole
View Acres 4410 SE View Acres 122° 37' 3" 45° 24' 57" 409' 150'
Milwaukie, OR Monopole
Lenhart Butte Tax lot 400 SW1/4 of NW1/4 of
SW1/4 of S35 T2S R5 WM

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WASHINGTON COUNTY
Area 727 sq miles

Population 500,585

Console Positions 20

Mobiles / Portables /
3,238
Control Stations

Mobile Data
509
Terminals

Tower
Sites LOCATION Longitude Latitude Elevation Height /
Type
Bald Peak 23850 Bald Peak Road 123° 03' 03.15" 45° 23' 21.12" 1520 feet 110' lattice
Yamhill, OR
Burntwood 15820 SW Davis Road 122° 50' 38.77" 45° 28' 20.99" 470 feet 140'
Beaverton, OR monopole
Buxton Lookout 7.8KM NW Buxton 123° 08' 07.03" 45° 44' 38.24" 2190 feet 150' lattice
Washington County, OR
Canterbury Lane 10310 SW Canterbury LN 122° 47' 01.02" 45° 24' 48.30" 385feet 135'
Tigard, OR monopole
Cedar Hills 9775 SW Wilshire St 122° 46' 51.50" 45° 30' 26.50" 400 feet 140'
Washington County, OR monopole
Gales Peak 8KM W Forest Grove 123° 12' 42.96" 45° 32' 16.98" 1798 feet 150' lattice
Washington County, OR
Parrett Mountain 18160 Parrett Mountain Road 122° 51' 51.18" 45° 19' 22.14" 1002 feet 125' lattice

Sherwood, OR
Pumpkin Ridge (Approx Address) 23840 NW 123° 02' 20.73" 45° 41' 26.29" 1284 feet 150' lattice
Pumpkin Ridge Road
Washington County, OR
Tax Lot
2N3030000400
River Road 3125 SW River Rd, 122° 56' 42.75 " 45° 29' 39.51" 200 feet 150'
Hillsboro, OR monopole
Round Top 10.6KM SW Timber 123° 21' 44.85" 45° 40' 37.93" 2958 feet 100' lattice
Washington County, OR
Top Hill / Hwy 47 1,000 ft South of Hwy 47 / 123° 12' 49.93" 45° 45' 35.15" 1194 feet 150' lattice
1/2 mile Northwest of Top Hill
Washington County, OR
Tax Lot 3N00B002500
WCCCA Dispatch 17911 NW Evergreen Parkway 122° 51' 35.23" 45° 32' 11.91" 195 feet 125' lattice
Beaverton, OR

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 PORTLAND/MULTNOMAH COUNTY
Area 435.23 sq miles

Population 681,454 est. 2006 Census

Console Positions 58

7,259 primary users, 3,717

Mobiles / Portables / mutual aid users for a
Control Stations total of 11,169 users

Mobile Data 818

Terminals

Tower
SITE LOCATION Longitude Latitude Elevation Height /
Type

12 locations have single

16 data sites
channel, 2 have dual channel

5 simulcast sites with 24

channels, 8 IR sites with 5
14 Voice sites
channel, 1 IR site with 10
channels

2 PSAP’s and 4 dispatch

Dispatch Center
centers.

CLARK COUNTY
Area 627 sq miles

Population 403,500

Console Positions See below

Mobiles / Portables /
See below
Control Stations

Mobile Data
See below
Terminals

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Clark County Current Analog 800 MHz Radio System Description
Clark Regional Emergency Services Agency’s (CRESA) 800 MHz Voice and Data system was designed
and engineered by Motorola to provide near county-wide coverage for voice and data. This SmartZone
system fulfills the current expectations of public safety and government communication grade
requirements. Unique partnerships have been formed between local governments as well as private
entities for the twelve tower locations throughout Clark County and City of Portland. These locations
provided the communication backbone, which may be utilized in-part or whole for future system needs.
There are six simulcast locations, three intellirepeater locations and three conventional repeater locations.
The mobile data system has five geographical relay locations. A 6 GHz or 2.4 GHz Microwave radio link
connects all tower sites together in a loop system that insures redundancy. The radio sites are comprised
of a communication building, backup generator, battery backup and UPS system.

(6) Simulcast Locations:

• Bonneville Power Administration (BPA) (Portland West Hills)
• Goose Hill
• Livingston Mountain
• Ludlum Hill
• Prune Hill
• Vancouver Police Administration

(3) Intellirepeater Locations:

• Washougal River
• Yacolt Mountain
• Clark County Jail

(3) Conventional Repeater Locations:

• Canyon Creek
• Larch Mountain (Clark County)
• Marble Creek (Cowlitz County)

(5) Data Relay Station Locations:

• BPA
• Goose Hill
• Livingston Mountain
• Prune Hill
• Yacolt Mountain

System Users:
• There are currently 2,863 radio users on the system. These users include all public safety
agencies in Clark County (except Washington State Patrol), C-Tran, Clark County Facilities,
Vancouver and Battle Ground Public Works, and Clark County Animal Control. Of the 2,863
users, 370 are mobile data devices.

Tower Site Descriptions:

• BPA: 160’ tower, 10 Simulcast stations for voice, 1 data station for MDC/AVL, microwave @ 6
GHz
• Canyon Creek: 150’ tower, 2 conventional repeaters, microwave @ 2.4 GHz
• CRESA Main: 165’ monopole, microwave @ 6 GHz
• Goose Hill: 200’ tower, 10 simulcast stations for voice, 1 data station for MDC/AVL, microwave @
6 GHz and 2.4 GHz
• Larch Mountain: 140’ tower, 2 conventional repeaters
• Livingston Mountain: 180’ tower, 10 simulcast stations for voice, 2 National Public Safety Advisory
Committee (NPSPAC) repeaters, 1 data station for MDC/AVL, microwave @ 6 GHz

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 • Ludlum Hill: 160’ tower, 10 simulcast stations for voice, microwave @ 6 GHz
• Marble Creek: 110’ tower, 2 conventional repeaters, microwave @ 2.4 GHz
• Prune Hill: 180’ tower, 10 simulcast stations for voice, 1 data station for MDC/AVL, microwave @
6 GHz
• Washougal River: 150’ tower, 5 channel intellirepeater stations, microwave @ 6 GHz
• Vancouver Police Tower: 290’ tower, 10 simulcast stations for voice, microwave @ 6 GHz
• Yacolt Mountain: 180’ tower, 5 channel intellirepeater stations, 1 data station for MDC/AVL,
microwave @ 6 GHz and 2.4 GHz

Current Radio System Work In-Progress:

• Region Four/Columbia River Communications Plan:
Washington State Homeland Security Region IV and Portland/Vancouver Urban Area Security
Initiatives (UASI) have contributed funding for the purpose of expanding the Clark County 800
MHz radio system. The expansion is intended to bring a high level of interoperable
communications between 800 MHz and VHF users that may operate on incidents together in the
area.

The goal of the interoperable communication system is to provide interoperable mobile radio
communications in major population centers and highways along the Columbia River on and
around Interstate 5 from Castle Rock south to the Washington/Oregon border, along the Columbia
River and Washington State Highway 14 from Vancouver to east of the Carson junction and along
the Columbia River and Highway 4 from Longview to west of Skamokawa.

The system will consist of four radio sites including an 800 MHz intellirepeater trunking system
utilizing five channels at each site and a three channel VHF simulcast system consisting of
individual simplex VHF base stations on the following channels: LERN, REDNET, and VTAC2.
The four sites along the Columbia River are: Cascade Locks (800 MHz and VHF), Biddle Butte
(microwave pass through)/Prune Hill (existing 800 MHz and VHF), Rainier Hill (800 MHz and
VHF), and Nicolai Ridge (800 MHz and VHF). All sites will be linked via new microwave
equipment and will be transported back to CRESA’s prime site.

Anticipated completion date: December 2007 – first quarter 2008

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