1. INTRODUCTION 2 2. COVERAGE REQUIREMENTS AND TESTING 3 3

TWO-WAY VOICE AND GPS/AVL COMMUNICATIONS Reference Number: 13-105

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1. INTRODUCTION 2

2. COVERAGE REQUIREMENTS AND TESTING 3

3. FUNCTIONAL SPECIFICATION 6

4. FUNCTIONAL SPECIFICATION – GPS LOCATION SYSTEM 19

5. CITY OF GUELPH COMMUNICATION SITES 22

6. SITE SPECIFICATIONS 24

7. PROJECT PLAN 24

8. WARRANTY AND MAINTENANCE SUPPORT 28

APPENDIX A: SITE INFORMATION. 30

APPENDIX C: USER GEAR QUANTITIES 32

APPENDIX D: CURRENT FREQUENCY LICENSES 33

APPENDIX E: WINTER OPERATIONS EQUIPMENT 39

APPENDIX F: TERMS OF USE FOR CITY WATER TOWERS 40


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1. Introduction The City of Guelph is replacing their outdated two-way radio system with a modern digital trunking solution that will provide reliable two-way voice and GPS/AVL communications for the next 15-18 years. The project includes the following participants with both two-way voice and wireless data/GPS/AVL communication requirements:

Transit Services- Operations and Maintenance – voice communications only

Parks Department – Forestry, Horticulture, Parks and Recreation, Sanitation, Sports Fields and Irrigation, Technical Services, Turf

Public Works Department– Fleet, Traffic Operations, Operations, Snow Plows, Supervisors, Technical Services, Winter Contractors

Parking Control

Bylaw Department

Building Department The City participants currently operate 516 two-way voice radios. Also, all City-owned fleet vehicles are currently equipped with AVL/GPS units. The City has an existing Automatic Vehicle Location (AVL) system provided by third party that will be replaced with the new solution. The City has recognized that the radio communication systems currently in use have numerous operational and technical problems, which decrease the City personnel’s effectiveness on a day-to-day basis. Further, routine and emergency communication between agencies is currently limited, due to a lack of compatibility between the existing systems. In addition, the existing systems exhibit problems including:

Lack of Privacy between City departments

Skip and other types of radio interference

Inadequate radio coverage within the service areas

No interoperability between disparate systems

Old and outdated equipment due for replacement

No privacy between departments Accordingly, the City has decided to procure a new two-way voice and AVL/GPS solution capable of supporting the needs of all participating agencies. It is envisioned that the solution shall eliminate existing communications problems and shall meet both current and long term communication needs of the participating agencies for at least 15 years. The successful proponent shall be ultimately responsible for the radio system’s coverage performance and provide assurance that the radio coverage meets the City’s requirements. A list of tower sites has been included in this Request for Proposals (RFP) for your consideration. In general, the new wireless solution(s) shall be capable of meeting the following requirements:

Provide guaranteed portable (handheld) street level voice radio and AVL/GPS coverage throughout the City.

Adequate RF channel and network capacity to support both the two-way voice and the forecasted AVL/GPS location traffic loads.

Wide-area capability, providing seamless coverage for all users within City boundaries.

Provide total inter-departmental voice communications capability between all agencies utilizing the solution.

The solution shall also be capable of interoperability with other two-way voice communications systems.

Support the number of units and private talkgroups required by the City.

Provide a modern AVL/GPS solution complete with GPS units in subscriber radios and an AVL server with AVL software.

Provide a product lifecycle of no less than 15 years.

The solution shall be able to provide voice communications priority over GPS/AVL traffic system-wide at all times. Also, the subscriber units shall be capable of interrupting an AVL/GPS transmission if a subscriber radio makes a voice call request.

These requirements are covered in greater detail in the sections that follow.


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The vendor shall provide a point-by-point response for each item within Sections 2-8. Section 2. Coverage Requirements and Testing are mandatory requirements. All vendors must confirm that they comply with all the requirements contained in section 2. The only exception to this is section 2.8.6 which is an option. The vendor shall respond to each item in sections 3 to section 9 with one of these responses:

Comply. The vendor shall respond with “comply” if their solution meets all requirements stated.

Partially Comply. The vendor shall respond with “partially comply” if they can meet some of the requirements but not all requirements described. The vendor shall clearly describe all the requirements they can meet and the specifications they cannot meet. Non-Comply. The vendor shall respond with “non-comply” if they cannot meet the requirement.

1.1 Current City Operations Voice Radio Systems The City and Transit Services currently operate two separate UHF systems in the UHF (410-420 MHz) band. The systems are both based on analogue conventional repeaters. For City operations, a single UHF repeater is located on the Verney Water Tower and a second UHF repeater is located on the Guelph Hospital. Guelph Transit operates a three channel UHF conventional analogue system from a rented tower site on Speedvale Ave. 1.2 Two-way Radio and GPS Location System The new system shall provide two-way voice radio communications for user groups within the Public Works, Parks and Recreation, and Transit Services organizations. The system shall provide AVL/GPS location and other unit signalling and a system management console specified within the RFP. A solution that only provides two-way voice communications without AVL/GPS functionality is unacceptable.

2. Coverage Requirements and Testing The vendor shall provide a complete response to all sections of the coverage requirements and testing. Section 2. Coverage Requirements and Testing are mandatory requirements. All vendors must confirm that they comply with all the requirements contained in section 2. The only exception to this is section 2.7.6 which is an option.

2.1. Radio Coverage Area The vendor’s solution shall provide both mobile and portable subscriber unit outdoor coverage to all areas within designated coverage boundary. Appendix C is a map of the City with a red line detailing the designated coverage boundary. Please note that the coverage boundary includes the City limits and areas outside the City limits. The vendor shall provide a detailed explanation of their analyses, additional assumptions, conclusions, and the engineering tools utilized for the predicted radio coverage area.

2.2. High Profile Buildings In-Building Coverage In addition to outdoor coverage, reliable in-building coverage is also required within the following specified high profile facilities within the City coverage area: The buildings below are listed in Appendix A.

In-Building Location # 3 City Hall- 1 Carden St, Guelph On N1H 3A1

In-Building Location # 4 Water Works - 29 Waterworks Pl, Guelph On N1E 6P7

In-Building Location # 5 Public Works – 45 Municipal St, Guelph On N1G 2J6

In-Building Location # 6 By Law – 59 Carden St, Guelph On N1H 3A1

In-Building Location # 7 Transit – 170 Watson Rd S, Guelph On N1L 1C1

In-Building Location # 8 Waste Resource Centre – 110 Dunlop St.

In-Building Location # 9 Traffic – 50 Municipal St.

In-Building Location # 10 Guelph Central Station – Downtown Guelph

Vendors shall provide details on how they will provide reliable in-building coverage in the high profile buildings. Vendors shall design their system to provide reliable in-building coverage in these buildings or shall include other solutions such as bi-directional amplifiers with distributed antenna systems in their proposal. Vendors may not reuse, disturb or interfere with any existing in-building amplification


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systems. Any in-building coverage solution(s) will be treated as part of the system infrastructure for evaluation and testing purposes.

2.3. Quality of Coverage Coverage is defined as the minimum usable signal required producing a voice signal with delivered audio quality level of Delivered Audio Quality (DAQ) 3.4. DAQ 3.4 is defined as “speech understandable with repetition only rarely required with some noise and/or distortion.” The vendor shall provide all system coverage information based on DAQ 3.4 only. For the in-building coverage requirement for high profile buildings, DAQ 3.0 is the required quality of coverage. Please see table below defining the Delivered Audio Quality Levels.

2.4. Reliability of Coverage

All references to coverage reliability refer to area reliability. The Vendor shall provide portable coverage outdoors with the portable radio and antenna worn on the waist at 3 feet above ground level. The vendor shall provide the appropriate body loss factor (appropriate for their technology and frequency band of operation) to their coverage predictions. The body loss factor shall be a minimum of 3db in the coverage prediction calculations. “95% coverage” indicates that 95% of the total area described shall exhibit reliable coverage 95% of the time.

2.5. Coverage Maps The vendor shall provide detailed, coloured maps using coverage prediction software with the following parameters:

95% outdoor area coverage reliability

95% of the time

DAQ-3.4

All maps shall include the system coverage area within and outside the boundaries of the City of Guelph.

All maps shall have a summary page detailing the parametres used to create the map including Transmitter sites, antenna locations and height, Effective Radiated Power (ERP), use of tower-top amplifiers and settings, etc.

2.5.1. The vendor shall provide the following coverage maps for their solution:

a. Mobile two-way voice communications coverage area. b. Portable outdoor two-way voice communications coverage area. c. Portable two-way voice with an additional 3db of loss to compensate for building losses

in small buildings. This map is for informational purposes only. d. Portable outdoor GPS communications coverage (no addition of 3dB loss for small

buildings.) Submit this map only if it is different than the portable outdoor two-way voice communications coverage area (map b)


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All maps shall be submitted on 11” x 17” paper scaled so the City boundaries cover the entire page.

2.6. Coverage Guarantee The vendor shall provide a system that meets or exceeds the coverage requirement. The vendor shall acknowledge their willingness to guarantee the radio coverage. The vendor guarantees that they shall meet or exceed the coverage requirement or be responsible for making changes to the

system to meet the coverage requirement. The vendor shall be solely responsible for all costs to make

changes to the system to meet the coverage requirement and any costs to perform additional coverage

testing. The coverage requirement shall be met when the vendor meets or exceeds the requirements of

the coverage test or the City waives this requirement.

2.7. Coverage Verification Tests

The vendor shall perform and pass the coverage verification tests. There shall be an outdoor coverage verification test and an in-building coverage verification test for the high profile buildings only.

2.7.1. Outdoor Coverage Verification Test The testing shall be performed within the coverage area prediction provided by the vendor. The City may choose to test some areas outside the predicted coverage area but these areas will not be considered as part of the pass/fail of the coverage verification test.

2.7.2. Assuming the coverage area for the portable GPS (map d) is the same as coverage area for portable outdoor two-way voice communications (map b), the City intends to use the portable radio as the testing device for the Coverage verification testing.

2.7.3. Coverage Verification Process

The coverage area provided in Map b (Portable outdoor two-way voice communications coverage area.) shall be used for the outdoor coverage verification test.

The coverage area shall be broken into 100 equally sized grids.

The vendor and a representative from the City shall visit each grid location to perform a coverage test. If for some reason it is not possible to gain access to a grid, the grid will not be considered a pass or fail. It will not be counted in the test.

The coverage test shall consist of keying the microphone and sending the GPS coordinates into the system. The GPS coordinates will be sent 5 times in succession. The City representative shall verify that the GPS location data is received and the location is correct.

The City representative shall then key-up the portable radio and call into the system with a voice call. The voice call will be received by a fixed base station (located in a strong signal location) and a City representative shall listen to the audio quality of the transmission and verify adequate voice quality is received. The same process shall be followed for testing from the fixed base station to the portable radio. The audio quality shall be graded by the City representative as either a pass or fail.

Testing shall be performed with the portable radio clipped on a belt at hip level.

A remote speaker microphone shall be attached to the portable radio. The remote speaker microphone shall not have an antenna built in.

The portable radio shall have a ¼ wave antenna.

The vendor shall provide two portable radios programmed on the system with both voice radio and GPS location capabilities, a remote speaker microphone and a belt clip. The vendor shall supply and configure all the necessary equipment before the testing begins. The vendor shall provide a means to verify that the GPS location data has been received by the system and display the location during the test.

2.7.4. In-Building Coverage Verification Test for High Profile Buildings

In-building coverage verification testing shall be performed inside the high profile buildings:

Each building shall be split up into 20 grid locations.

The vendor and representative from the City shall visit each grid location to perform a coverage test. If for some reason it is not possible to gain access to a grid, the grid shall not be considered a pass or fail. It shall not be counted in the test.

The City representative shall key-up the portable radio and call into the system with a voice call. The voice call shall be received by a fixed base station (located in a strong signal location) and a City representative shall listen to the audio quality of the transmission and verify adequate voice quality is received. The same process shall be followed for testing from the fixed base station to the portable radio. The audio quality shall be graded by the City representative as either a pass or fail.

Testing shall be performed with the portable radio belt clipped at hip level.

A remote speaker microphone shall be attached to the portable radio.


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The portable radio shall have a ¼ wave antenna.

The vendor shall provide two portable radios programmed on the system with voice radio capabilities, a remote speaker microphone and a belt clip. The vendor shall supply and configure all the necessary equipment before the testing begins.

GPS location testing shall not be included in the in-building testing.

2.7.5. Pass/Fail of Coverage Verification Tests

The Coverage Verification test shall be considered a Pass when all of the following conditions are met:

o 95% of the outdoor test grids located within the coverage area on map b provided by the vendor pass the audio quality test.

o For the outdoor GPS location testing, five GPS locations data messages shall be sent into the system at each grid location. A City representative shall verify that five messages were received and they are the correct GPS location. If all five GPS messages within one grid location are correct then the grid location shall be considered a pass. The GPS location coverage testing shall be considered a pass when 95% of the grid locations for the outdoor GPS location are received by the system and the GPS location provided is correct.

o 90% of the in-building test grids in each of the high profile buildings pass the audio quality test.

o For both the outdoor coverage test (audio and GPS location) and in-building coverage test no three connecting or adjoining grids may fail the coverage test.

2.7.6. Additional Coverage Testing

In addition to the testing requirements outlined above, the vendor may also offer as an option, an automated testing method that will automatically test signal strength throughout the City. If offered, the vendor will clearly identify an optional cost for this additional service on the Form of Proposal provided by the City.

3. Functional Specification 3.1. Introduction

The vendor shall provide a point-by-point response to Sections 3-9. The vendor shall respond to each item in sections 3 to section 9 with one of these responses:

Comply. The vendor shall respond with “comply” if their solution meets all requirements stated.

Partially Comply. The vendor shall respond with “partially comply” if they can meet some of the requirements but not all requirements described. The vendor shall clearly describe all the requirements they can meet and the specifications they cannot meet. Non-Comply. The vendor shall respond with “non-comply” if they cannot meet the requirement.

This section describes the functional specifications for a private voice and AVL/GPS solution .

3.1.1. The AVL/GPS solution requirements are summarized in detail in a wireless data load model. The vendor’s solution shall be capable of providing both two-way trunked voice and GPS location wireless data service.

3.1.2. Due to the lack of available voice radio channels in the City of Guelph area, and the

increased service level provided by trunking voice channels for large numbers of users, all vendor solutions must include voice trunking. A solution that does not included trunking technology will be not be considered.

3.1.3. The vendor shall review the wireless data load model and guarantee the City that their

system has the capacity to service both the two-way voice and the AVL/GPS wireless data load provided.

3.2. Radio Spectrum for Private Radio System

3.2.1. The vendor shall provide their best solution utilizing the radio spectrum discussed in this section.

3.2.2. The vendor may choose to provide a solution in either of the two frequency bands. The vendor shall not provide a solution that requires spectrum in both frequency bands in one


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system. Industry Canada has pre-approved the use of radio spectrum for the system. There is spectrum available in both the UHF (403-420MHz) band and the 806-821MHz band.

3.2.3. The City will only accept solutions in one of the two frequency bands provided.

UHF Band The City currently has five duplex channels in the UHF (403-420MHz) band. Industry Canada will provide one additional channel for a total of six channels in this band. Due to the proximity of the City to the Canadian/USA border the UHF channels shall not exceed 16 KHz of bandwidth.

3.2.4. The vendor shall review SRSP-501 and conform to the frequency plan provided in the policy. Any deviation from the Industry Canada policy shall be noted.

3.2.5. The vendor may choose to design a system that meets the capacity requirements with

some or all of the existing five UHF channels. If the vendor provides a system that meets the capacity requirements with less than six channels, the vendor shall provide an optional cost to increase the system capacity to use all six channels and clearly identify the amount of additional capacity being provided as an option. The City will not accept proposals that do not meet the capacity requirements.

3.2.6. The frequencies for the current UHF channels are provided in Appendix D. The vendor shall

review the current channels and provide assurance that the existing channels are suitable to deploy their solution. These channels cannot be exchanged for other UHF channels.

3.2.7. The vendor shall provide any restrictions for the sixth channel including required

frequency separation from the existing channels.

3.2.8. The solution shall comply with all Industry Canada governing policies and all equipment supplied shall comply with Industry Canada’s equipment requirements.

806-821 MHz Band The City shall consider relinquishing their current UHF spectrum in exchange for spectrum within the 806-821 MHz band if a solution in this band provides a better overall solution.

3.2.9. The vendor shall use the system capacity to guide then in providing the number of channels required for their solution. Frequencies within this band have 25 KHz bandwidth. The vendor shall provide as many talk paths as possible within each 25 KHz channel and provide details of how different channels are being isolated from each other.

3.2.10. The vendor shall review Industry Canada SRSP-502 and conform to the frequency plan

provided in the policy. Any deviation from the Industry Canada policy shall be noted.

3.2.11. The City shall be the licensee for the radio spectrum and shall pay all licensing fees to Industry Canada. The final decision on the number of channels licensed shall be based on the vendor’s solution.

3.2.12. In addition to the channels required for their solution, the vendor shall also apply to

Industry Canada on behalf of the City for one simplex channel for talk-around operation.

3.2.13. All equipment provided shall conform to Industry Canada regulations, have appropriate Industry Canada license numbers and be approved for use in Canada.

3.2.14. The vendor is responsible for preparing, coordinating and submitting the detailed

Industry Canada licensing information required to fulfill all of the licensing requirements. Access Mode (FDMA and/or TDMA) FDMA and TDMA are the two recognized Land Mobile Radio access methods. There are two primary methods to provide a talk-path for a trunked talkgroup call - Frequency Division Multiple Access (FDMA) and Time Division Multiple Access (TDMA). The FDMA access mode requires the entire radio channel bandwidth for a single two-way radio call. Radio channel bandwidth is fixed (e.g. 25 kHz, 12.5 kHz, 6.25 KHz etc.); thus only one two-way radio call can occupy the radio channel bandwidth at a time. Narrower channel bandwidths can allow higher call quantities per unit of radio spectrum (e.g. two 12.5 kHz channels carry two calls compared to one 25 kHz channel carrying one call). The TDMA access mode


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segments the radio channel bandwidth into multiple time slots and allocates a time slot(s) for each single two-way radio call. Radio channel bandwidth is fixed (e.g. 12.5 KHz or 25 kHz); however, multiple two-way radio calls can occupy the radio channel bandwidth simultaneously. Thus, higher call capacity can be achieved using more time slots per unit of radio spectrum.

3.2.15. The vendor shall identify the access method used in their solution and the bandwidth required per talk path. Both FDMA and TDMA access methods are acceptable solutions to the City.

3.3. Grade of Service – Voice Trunking System

A voice communications Grade of Service (GOS) metric of 2% using the Erlang-C traffic model is required. Using documented vendor assumptions and the requested number of subscriber radios,

3.3.1. The City requires the vendor to perform a voice GOS analysis to determine how many channels are required for voice communications on the system proposed.

3.3.2. The vendor shall provide all GOS assumptions and explain the analysis and optimum

channel number conclusion. To facilitate a uniform comparison, the vendor shall utilize the following data and guidelines in the GOS analyses.

The vendor shall use the following assumptions:

75% of the total of 516 subscribers shall be active at the busiest time

Average call duration is 5 seconds

Number of calls per subscriber per hour is 2

Number of system talkgroups is 50

Message trunking repeater hang time is 1 second

Maximum acceptable wait time is 0.5 seconds Compute network GOS at 2% for the system design and clearly explain how many channels (and if an additional channel is required as a dedicated control channel) are required to meet the GOS goal.

3.4. Grade of Service – AVL/GPS Data Communications

FIGURE 1: CITY OF GUELPH LOAD MODEL The table above summarizes the portable and mobile GPS location data traffic over the system. The table provides the polling interval required for each department. The reporting interval reports the GPS location at a given time. The reporting interval is the interval of time the radio transmits the collected GPS locations. As an example, the unit shall poll the GPS location every 30 seconds but can report an accumulated number of locations every 5 minutes. Please note that vendors that can acquire the GPS location of a radio unit and report the location back to the GPS server every 30 seconds without batching GPS location data in the vehicle and reporting every 5 minutes will be scored higher on the evaluation.

3.4.1. The vendor shall familiarize themselves with this table and guarantee their solution can accommodate the GPS location data load provided plus an additional GPS data load of 25% for future growth.


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3.4.2. As part of the System Description, the vendor shall explain how their system shall

accommodate the GPS location data load. 3.4.3. The vendor shall provide a short summary explaining the total number of talk paths and

channels required to accommodate the voice and AVL/GPS loading requirements.

3.5. System Specifications This section describes the system specifications for a private voice and wireless data network. The system specifications have been broken up in two sections - one detailing the voice trunking functionality and the second detailing the GPS location system functionality.

3.6. Functional Specification - Voice Trunking Features 3.6.1. System Architecture

3.6.1.1. The VENDOR shall propose a unified architecture that requires a single management platform to support the system’s voice and data requirements.

3.6.1.2. The VENDOR’S proposed architecture shall be end to end IP allowing any device

of significance (subscriber, controller, base station, etc.) to be identified by an IP address.

3.6.1.3. The VENDOR is responsible for sizing the system as per the required capacity,

suitability of existing sites and number of sites for the entire solution. The number of sites may include existing and new radio sites.

3.6.1.4. Inter-site linking shall be provided by the City via dedicated fibre optics circuit.

All radio sites shall be linked to the wide area radio network by means of a dedicated IP connection. The vendor shall provide their IP bandwidth requirements between sites.

3.6.1.5. Additional coverage options presented by VENDORS utilizing tower sites other

than those provided in the RFP shall present all projected monthly costs for a five year term, locations (on paper and in kml file format), and description of sites. The vendor shall also identify the owners and/or operators of the site.

3.6.1.6. To provide best value to the City, the VENDOR shall maximize the use of

commercial, off-the-shelf (COTS) Internet Protocol (IP) networking technologies for interconnectivity of network elements.

3.6.2. Radio System Operating Modes

The new system shall be capable of operating in the following modes: 3.6.2.1. Trunked Mode: Day-to-day communications by all users occur using this mode.

While in the trunked mode, the system shall provide for the control of trunked channels at all sites.

3.6.2.2. Simplex mode: The mobile, portable and control station radios shall be capable

of transmitting and receiving on one frequency. The simplex mode, which shall be user selectable, shall provide simplex radio channels for direct communications between subscriber units independent of the trunking system.

3.6.2.3. Link Failure: If a link fails to an individual site, other sites shall remain

operational; the site that failed shall be automatically removed from service. 3.6.2.4. Failure in Audio distribution network: If the audio distribution network fails

completely, the system shall revert to stand alone repeater site operation.

3.6.2.5. Complete Trunking Failure: For the worst case failure, if all base stations are operational and the trunking control fails, the system shall utilize all repeater stations to provide duplex voice communications. The assignment of repeater stations to user groups shall be identified by the City during the design phase.

3.6.2.6. Repeater Failure: If an individual repeater fails, the system shall automatically

stop assigning users to that repeater station and take the repeater out of service.


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3.6.3. Redundancy: If the vendor’s solution includes a central controller that is a single point of failure, the system shall be capable of supporting a redundant controller. The vendor shall quote a price for an option to implement a redundant central controller configuration. In this configuration, the central trunking controller shall employ a redundant design to ensure that a single point of failure does not result in a loss of trunked radio operation. If the system should encounter a controller failure, the system shall automatically revert to the backup controller and not lose any system features. The system should continue to function in the trunked mode with all features operational. The vendor shall describe if their solution requires a central controller, how a redundant controller shall be provided and any additional features provided to assist in this process

3.6.4. Automatic Unit Registration: All radios shall automatically register with the system when powered on. The system shall have the ability to inhibit unregistered radios from operating on the system. The vendor shall explain how unauthorized radios are inhibited from operating on the system.

3.6.5. Out-of-Range Indications

The proposed system subscriber terminals shall provide audible and visual Out-of- Range indications upon entering a service or geographic area in which trunked system RF coverage levels have dropped below an acceptable and reliable usage threshold. All subscriber terminals shall be capable of providing audible and visual out-of-range indications.

3.6.6. Selective Disabling/Enabling of a Unit: The system shall be capable of disabling a unit that is lost or stolen from operating on the system. The vendor shall explain the procedure to disable and enable a unit on the system.

3.6.7. Ready-to-Talk Tone The proposed system shall have the ability to provide Ready-to-Talk Tone functionality. Ready-to-Talk Tone functionality is defined as the ability to configure a subscriber terminal with a unique, audible tone that signifies to the radio user that a trunked talk-path or voice channel has been assigned and is ready for use. The intent of the ready-to-talk tone is so that radio users do not begin speaking too quickly following the activation of the PTT switch creating a condition in which audio may be truncated to some degree. The ready-to-talk tone shall be configurable for all subscriber terminals.

3.6.8. Radio Disable 3.6.8.1. The purpose of this feature is to prevent a lost or stolen radio from being used

to transmit and receive on the system. The system shall have the ability to selectively enable or disable an individual radio from the system management computer.

3.6.9. The VENDOR shall indicate to what extent the proposed system is capable of preventing a stolen radio from accessing the system.

3.6.10. Caller Identification (ID)

The system shall be compatible with the following features: 3.6.10.1. The radio ID shall be included in each transmission. 3.6.10.2. Suitably equipped mobile and portable radios shall be able to display the calling

unit ID for both individual and group calls. 3.6.10.3. Each mobile radio, portable radio, control station, and dispatch console shall be

capable of displaying an alphanumeric alias corresponding to the unit ID, if available from the transmitting device.

3.6.11. System Access by Unauthorized Devices

The system shall prevent access by unauthorized devices. The VENDOR shall indicate whether this is accomplished through unit and group validation at the repeater controller, through a unit authorization/registration procedure, or through both.

3.6.12. Group Busy Lockout

This feature prevents other voice group members from interrupting a user who is actively

transmitting on a voice group. If a member of a currently active voice group presses PTT to

initiate a call on the same voice group, the system infrastructure shall refuse to grant the


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call. This is independent of the “Busy Channel Lockout” capability of the subscriber unit.

Exceptions to group busy lockout include network originated emergency calls, dispatcher

override, and supervisor override.

3.6.13. Priority Level Access: In a busy talk-path condition, the system shall stack or queue call

service requests from users on a first-in-first-out (FIFO) basis. The system shall be capable

of rearranging the queue based upon a relative priority level associated with a specific

radio unit ID or talkgroup ID allowing faster servicing of higher priority (i.e., emergency

alarm) calls. By system design default, emergency calls shall have the highest priority of

any other call in the busy queue. Priority levels shall be configurable by individual ID

and/or talkgroup ID. The system shall have a priority structure that is supported

throughout the network. This shall enable the following:

3.6.13.1. Network administrators shall be able to dynamically assign different priority

levels to various types of calls and radio users. 3.6.13.2. Emergency Calls shall have the highest priority and be capable of preempting

lower priority calls if no channels are available. 3.6.13.3. Channels shall be assigned on the basis of the highest priority among calls

waiting. 3.6.13.4. At least ten priority levels shall be supported. Vendors shall describe the

proposed priority scheme in detail. All subscriber terminals shall be capable of participating in the proposed multiple priority access level schemes.

3.6.13.5. Voice Call and GPS location data Communications. The solution shall be able to provide both voice calls and GPS location data on all channel resources. The subscriber units shall have a default system-wide priority of voice calls having priority over GPS location data communications.

3.6.14. Broadcast/Announcement Talkgroup Call: The proposed system shall provide

Broadcast/Announcement Talkgroup Call functionality. Broadcast/Announcement Talkgroup Call functionality is defined as the ability for a properly configured subscriber terminal to transmit to multiple talkgroups simultaneously using a single talk-path for the duration of the call. A broadcast/announcement talkgroup call shall be configurable to either wait for all associated transmitting talkgroup members in active calls to de-key, or the proposed system shall be configurable to interrupt calls in progress when a broadcast/announcement talkgroup call is initiated. Talkgroup membership in a broadcast/announcement talkgroup call shall be configurable by the system manager terminal. The proposed system shall provide the capability to create multiple, different broadcast/announcement talkgroup call resources. All subscribers shall be capable of generating and participating in a broadcast/announcement talkgroup call.

3.6.15. Late Entry: The proposed system shall provide Late Entry capabilities. Late Entry is

defined as the functionality whereby the proposed system can transmit late entry indications related to any active call thus allowing latecomer users (i.e., previously turned off subscriber unit, radio out of range, etc.) to join an active talkgroup, broadcast/announcement group, or sub-network call. All subscriber terminals shall have late entry functionality.

3.6.16. Transmission/Message Trunking: In all modes of trunking operation, the proposed

network shall be capable of operating both in transmission trunking and message trunking modes of operation. Transmission trunking refers to the ability to configure the system so that the network does not associate any hang time with a talkgroup call so that channel resources are immediately available for reassignment following a subscriber radio de-key. Message trunking refers to the ability to configure the system such that the network associates a configurable length hang time with a talkgroup call so that channel resources remain temporarily available following a subscriber radio de-key on a specific talkgroup to preserve continuity of conversation. All subscriber terminals shall be capable of working in either transmission trunking or message trunking modes.

3.6.17. Number of talk-groups: The preliminary number of talk-groups to be supported is

approximately 50. The solution shall be capable of a minimum of 500 talkgroups. The actual number shall be confirmed by the contractor prior to completion of the Critical Design Review (CDR). The successful bidder shall be responsible for developing a fleetmap


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showing which talk-groups each user group shall have access to on their radios. This fleetmap shall be submitted to the City for approval prior to completion of CDR.

3.6.18. Emergency Alarm and Call: Upon activation of the emergency button, a channel shall be

assigned for a predetermined amount of time. The emergency call hang time shall be adjustable by the system manager. If all voice channels are occupied when an emergency call is made, then the unit initiating the emergency shall be placed at the top of the busy queue list and allowed access to the next available voice channel. The "emergency unit" shall be given the highest level of priority regardless of how many units are already in queue or what their priority is.

3.6.19. Emergency Alarm Display: Upon activation of the emergency button, all radios in the

talkgroup shall receive an emergency alarm visual and distinct audio tone indication and the unit identification of the radio initiating the alarm.

3.6.20. Resetting/Clearing of Emergency Alarms: The radio initiating an emergency alarm shall

have the capabilities of clearing an emergency alarm. After clearing the alarm, the radio shall revert back to normal operation. The system shall be able to clear an emergency alarm from the management terminal in the system.

3.6.21. The vendor shall provide details on the network security within their solution. 3.6.22. The vendor shall provide details on the ease of expansion of their system. This shall

include how to expand the number of radio sites and number of channels in their solution.

3.7. Site Equipment 3.7.1. Transmitter combiners and receiver multicouplers shall be installed in racks with space

available for expansion. 3.7.2. All repeater antenna configurations shall be designed to provide the specified coverage. 3.7.3. The transmitter combiner shall be the expandable type supplied with the number of ports

specified. 3.7.4. The receiver multicoupler shall be the expandable type supplied with the number of ports

specified with all unused ports terminated with 50 ohm loads. 3.7.5. The vendor shall provide details on their antenna design including the number of antennas

required, heights and gain of all antennas.

Radio Site Specifications The Vendor may install equipment on existing City of Guelph sites listed in Appendix A.

3.7.6. The vendor`s proposal shall itemize and include all costs necessary to modify the sites to meet equipment environmental specifications, provide equipment grounding, lightning protection, and cable management systems (ice guards, conduits and raceways). All cable entry into the equipment room shall be weatherproofed.

3.7.7. The Vendor shall equip the sites with battery back-up power for 8 hours of operation, and

a transfer switch to provide for connection to a generator to prevent loss of power at the sites.

3.7.8. If the vendor deems the existing sites unsuitable, it may propose new site locations. The

Vendor shall be responsible for acquiring the sites on the City `s behalf, and the proposal shall include all costs for this activity, including written approval and costs (utility cost, monthly rental) from the owner of all radio sites required.

3.8. System Infrastructure Options 3.8.1. In the future, the City may combine dispatch centres in one location. This will require a

radio dispatch console with the system functionality in section 3. The vendor will provide a narrative of what radio dispatch consoles are available with their system.

3.8.2. The vendor will provide a narrative and any optional costs (supply and install) for

additional system infrastructure redundancy available with their system. This could be in the form of options for a back-up central server/controller, redundancy site controllers, etc. Optional pricing must be provided for on the Form of Proposal provided by the City.


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3.8.3. The City has some lone workers working after normal business hours. The City may decide

to provide them access to a telephone circuit from their portable radio to call out for assistance. The vendor will provide a narrative of any telephone interconnect options available on the system infrastructure and portable user gear and provide optional pricing to supply and install the solution. Optional pricing must be provided for on the Form of Proposal provided by the City.

3.9. Functional Specification- Subscriber Radios

3.9.1. Common Radio Specifications

3.9.1.1. The radios shall be capable of the following features:

Individual call

Display alphanumeric voice group ID

Display alphanumeric caller ID

Display caller alias

Optional numeric keypad for unlimited individual calls 3.9.1.2. Alphanumeric Display: All subscriber units shall have an alphanumeric display of

at least eight characters. 3.9.1.3. Signaling - Unit Identification: A real time display of push to talk unit

identification shall be provided to all subscriber units. The unit identification shall be provided in plain English alphanumeric alias format. Vendors shall specify the maximum number of alias IDs capable with their solution.

3.9.1.4. Private Call: Selected users shall have the ability to selectively communicate “privately” with another individual on the system regardless of what talk-group either unit is in. The call shall allow the two users to utilize a single channel resource to communicate without the participation of other units in their respective talk-groups. If the recipient of a private call has a display-type radio, the radio shall display the plain English ID of the calling party. Respectively, the calling party shall be able to determine if the recipient did not receive or is not available for the call (i.e. recipients radio is turned off, out of range, etc.) by hearing a distinctive tone and receiving a message in their display. The subscriber units on the system shall be programmable for at least the following Private Call modes of operation:

3.9.1.5. Subscriber units shall be capable of Unlimited Private Call capability if desired. 3.9.1.6. Subscriber units shall be programmable to hold a specific list of users that can

be privately called. The list shall be able to hold at least eight (8) individual ID's. Proposers shall specify the maximum size of this list and if this list is independent of the call alert list.

3.9.1.7. Subscriber units shall be programmable to only receive private calls from other users. These units shall never be capable (unless programmed otherwise) of initiating a private call. Subscriber units shall be programmable to only receive private calls from other users. These units shall never be capable (unless programmed otherwise) of initiating a private call.

3.9.1.8. Subscriber units or the system shall be programmable with private call time-out timers.

3.9.1.9. Scan: This function shall provide the ability to scan through multiple modes (talk-groups) within the system. Each list shall contain at least ten (10) talk-groups or frequencies. The scan function shall allow individual users to add or delete talk-groups from the list.

3.9.1.10. Priority Scan: This feature shall provide the ability to apply two priority levels to a defined scan list. While in the scan mode, a Priority One transmission shall be received regardless of the activity on the Priority Two (or other non-priority modes). A Priority two message is heard over all (except Priority One messages) non-priority modes.

3.9.1.11. Out-of-Range Indications: The proposed system subscriber terminals shall provide audible and visual Out-of-Range indications upon entering a service or geographic area in which trunked system RF coverage levels have dropped below an acceptable and reliable usage threshold. All subscriber terminals shall be capable of providing audible and visual out-of-range indications.

3.9.1.12. Ready-to-Talk Tone: The proposed system shall have the ability to provide Ready-to-Talk Tone functionality. Ready-to-Talk Tone functionality is defined as the ability to configure a subscriber terminal with a unique, audible tone that signifies to the radio user that a trunked talk-path or voice channel has been assigned and is ready for use. The intent of the ready-to-talk tone is so that radio users do not begin speaking too quickly following the activation of the PTT switch creating a condition in


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which audio may be truncated to some degree. The ready-to-talk tone shall be configurable for all subscriber terminals.

3.9.1.13. The radio shall be capable of connecting an external antenna. 3.9.1.14. The radios shall meet MIL 810 C, D, and E standards for shock, vibration, salt,

fog, dust and rain. 3.9.1.15. All radios shall meet or exceed all applicable Industry Canada requirements. 3.9.1.16. The frequency programming shall be accomplished through the use of EE-

PROMs and windows compatible software. 3.9.1.17. Radios shall be delivered with all necessary channels already programmed. 3.9.1.18. Detailed operational and technical instructions on programming shall also be

supplied. 3.9.1.19. All subscribers shall have a readable unique multi-digit serial number applied to

each unit. 3.9.1.20. A variable automatic transmit timer shall be provided for carrying all radios

which shall turn off the transmitter after a predetermined length of transmission and alert the operator that his transmitter is off with a 1000 Hz tone. The audio output level of the tone shall be independent of the volume control.

3.9.1.21. Specific channel assignment shall be made by the trunking control system. In the event the system control should fail the portable radio shall provide an audible and visual indication that the system is not in day-to-day trunking mode.

3.9.1.22. In the event that trunking capability is lost, the unit shall be switched to a pre-programmed RF channel to operate in the conventional mode. Vendors shall state whether such switching is performed automatically or by an operator's manual act. If both methods are available, automatic switching shall be quoted in the basic bid, and manual switching as a cost reduced option.

3.9.1.23. The vendor shall provide detailed operational and technical instructions on programming the subscriber radios.

3.9.1.24. The vendor shall provide two complete sets of programming software and

appropriate interface cables to program and manage the operation of the radio.

3.9.2. Desktop Stations Specifications

3.9.2.1. All desktop stations shall have a desktop microphone with a push-to-talk switch. 3.9.2.2. All desktop units shall have similar operational and functional characteristics as

a mobile radio unit. 3.9.2.3. A mobile mounting tray shall be available. The vendor shall provide a separate

cost for this item. 3.9.2.4. A rooftop/tower mounted antenna with coaxial cable shall be provided. The

vendor shall describe the antenna. The vendor shall provide a separate cost for this item.

3.9.2.5. A CSA/UL approved power supply to convert 120 VAC to 12 VDC shall be provided. The vendor shall provide a separate cost for this item.

3.9.2.6. A desktop fixed PTT microphone with hanging clip shall also be available without noise cancellation. The vendor shall provide a separate cost for this item.

3.9.2.7. An external 5 watt speaker and mounting bracket shall be provided with each installation. The vendor shall provide a separate cost for this item.

3.9.3. Mobile Radio Specifications

Vendors must provide pricing for their compliant mobile radio in the User Gear section of the form of proposal. The vendor may also provide pricing for an alternate radio model (tier) in the options section of the form of proposal.

3.9.3.1. The vendor shall provide the overall dimensions of the mobile radio, a description of all the physical features and controls and photographs of it in different views. Preference shall be given to mobile radios that are smaller in size that can easily be mounted in a vehicle.

3.9.3.2. Controls shall be integrated with the mobile radio and accessible to the operator in a single unit to be mounted in the vehicle. A dash mount (not remote mount) radio is required.

3.9.3.3. The mobile radios shall be supplied with all necessary mounting hardware for a complete installation. All radio controls and inter-cabling shall be supplied, including antenna.

3.9.3.4. The mobile radio shall be powered from 12 VDC negative grounds. 3.9.3.5. The mobile radio shall have a 50 ohm connector for an external mobile antenna.


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3.9.3.6. The mobile unit shall operate according to the specifications and not be adversely affected by interference due to vehicle electrical noise or ancillary electronic equipment when operated inside a vehicle or in close proximity to one.

3.9.3.7. The mobile radio shall have an ignition sense feature whereby the radio shall turn itself off automatically if the vehicle ignition is turned off and the radio shall turn on when the vehicle is turned on. The radio shall also be configured to be manually turned on via the on button on the radio.

3.9.3.8. Internal Mobile Radio Speaker: The internal mobile radio speaker shall have a minimum audio output power of 3 watts with less than 3% distortion at 1 KHz.

. 3.9.3.9. Display Requirements:

3.9.3.9.1. The display on the radio shall provide additional information to the

user. The vendor shall provide a list of features the display shall provide to the

user.

3.9.3.9.2. An alphanumeric display shall be on front of the mobile radio to show

the status of all operating modes.

3.9.3.9.3. Status Icons shall be displayed on the mobile radio. The vendor shall

provide a list of status icons available.

3.9.3.9.4. The mobile radio shall clearly indicate what channel/talkgroup is

selected. The vendor shall describe how the radio displays the

channel/talkgroup selected.

3.9.3.9.5. Alphanumeric voice group IDs shall be displayed on the mobile radio.

3.9.3.9.6. Unit Caller ID shall be displayed on the mobile radio upon receiving a

call.

3.9.3.9.7. The vendor shall describe the ability of the display to resist scratches,

wear and tear and provide contrast without glare.

3.9.3.10. Audio/Visual Indicators: 3.9.3.10.1. The radio shall have an indicator to show when the mobile radio is

transmitting and receiving transmissions. The vendor shall describe how the

radio provides these indications.

3.9.3.10.2. A visual channel/talkgroup change indicator shall be provided by the

radio. The vendor shall describe how the radio provides this indication.

3.9.3.10.3. A visual out-of-range of trunking system indicator shall be provided on

the radio. The vendor shall describe how the radio provides this indication.

3.9.3.10.4. Status Tones shall provide audible indication of the following conditions:

3.9.3.10.4.1. System busy

3.9.3.10.4.2. Call back when channel becomes available

3.9.3.10.4.3. Trunking System Failure

3.9.3.10.4.4. Time out timer activation

3.9.3.10.4.5. Access to system denied

3.9.3.10.4.6. Out of trunked radio system range

3.9.3.10.4.7. Other reduced capability indicator

3.9.3.11. A palm-type microphone shall be provided with the mobile radio. 3.9.3.12. A separate external speaker capable of producing a minimum of five watts shall

be provided if one is not included in the radio. The external speaker shall be contained in housing sufficiently durable to prevent damage to the speaker.

3.9.3.13. The Transit mobile radio shall include a hidden panic button. The operator shall

be able to easily activate the button and the radio shall immediately alert the dispatcher. The radio shall be programmable to be able to immediately key-up the radio so audio from the bus can be listened to remotely by the dispatcher. The dispatcher shall have the ability to clear the emergency and the radio in the bus shall return to normal operation.

3.9.3.14. The interconnecting cable, including + and - DC power, shall be of such construction that frequent exposure to hydraulic fluids and petroleum based oils shall cause minimal damage such as cracking or softening of the cable jacket.

3.9.3.15. All open air mobile units and all external headsets, microphones and speakers

shall be weatherproofed and suitable for outdoor mounting.


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3.9.3.16. All installation cabling, brackets, etc. shall be part of this procurement.

3.9.3.17. All power should be derived directly from the vehicle battery, without using

active components such as transistors in an oscillator circuit, step-up transformers, or rectifiers. Primary power input shall be adequately fused to assure fast and positive action.

3.9.3.18. All mobile radios shall operate to published specifications in the temperature range of -35 to +60 degrees Celsius.

3.9.3.19. The mobile radio shall not interfere with any other electronic device within the

vehicle.

3.9.4. GPS Location Device – Functional Specification

3.9.4.1. The GPS /radio devices shall acquire a satellite signal and compute its location within 3 minutes under cold start conditions.

3.9.4.2. The vendor may provide an additional solution to improve start up acquisition time.

3.9.4.3. The vendor shall provide installation details on the size of the GPS/Radio /antenna(s) and how it shall be mounted to a vehicle. The vendor shall provide diagrams to illustrate all details.

3.9.4.4. All information recorded/transmitted by the vendor-supplied on-board equipment shall be date and time stamped.

3.9.4.5. The GPS based tracking system shall provide vehicle position within +/- 10 meters and communicate vehicle position.

3.9.4.6. The GPS based tracking system shall provide velocity accuracy shall be better than, +/- 1m/s. The heading reading accuracy shall be better than +/- 5 degrees.

3.9.4.7. Intervention by the operator. The user shall not be able to manually disable the GPS function. The vendor will explain how this is accomplished.

3.9.4.8. The GPS device shall be compliant with MIL 810F. 3.9.4.9. The GPS device shall have the programming capability to add or modify its

reporting interval/parameters. 3.9.4.10. All vendor-supplied cabling and connectors shall be waterproof with screw on

connectors. 3.9.4.11. THE GPS device’s polling parameters shall be modified by direct programming

and remote programming over the air for the AVL server. 3.9.4.12. The GPS device shall use industry standard transmission and decoding methods,

using either TCPIP, UDP/IP, NEMA or TAIP. The vendor will explain what method(s) their solution is capable of providing.

3.9.4.13. It is acceptable for the GPS device to store and forward information in order to maximize the efficiency of the radio channel. The interval of time between the GPS device sending updates over the radio channel is defined as the reporting rate. The radio will acquire the GPS location from the GPS receiver at specific time intervals defined as the polling rate. The polling rates are identified in table 1. The reporting rate must be programmable and not exceed 15 minutes.

3.9.4.14. Upon powering down the radio, the radio will report all GPS location information stored in the radio waiting to be reported.

3.9.4.15. The City of Guelph shall be able to modify the following parameters: 3.9.4.16. Geo-fencing parameters 3.9.4.17. Reporting time based on I/O status (minimum 3 for the mobile) 3.9.4.18. Reporting based on distance only 3.9.4.19. Reporting based on time interval only 3.9.4.20. Reporting based on time and/or distance 3.9.4.21. Reporting based on “engine on “condition (mobile only)

3.9.5. Portable Radio Specifications

Vendors must provide pricing for their compliant portable radio in the User Gear section of the form of proposal. The vendor may also provide pricing for an alternate radio model (tier) in the options section of the form of proposal.

3.9.5.1. The portable radio shall consist of weather resistant, FM transmitter, receiver, battery, power supply and operating controls; all housed in a durable, attractive, and weather resistant enclosure. The case of the unit shall fit comfortably in, and permit, one hand operation.

3.9.5.2. The portable radio shall comply with Industry Canada policies and standards.


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3.9.5.3. The radio shall have an Industry Canada approval number clearly marked on the radio.

3.9.5.4. The portable radio shall be provided with an emergency alarm button. Preference shall be given to a large button on the portable that activates the emergency function with a design that reduces the chance for accidental activation.

3.9.5.5. The portable radio shall have a Push-to-Talk (PTT) button. The vendor shall describe the PTT button functional design.

3.9.5.6. The portable radio shall have a flexible whip antenna attached. The vendor shall describe the antenna and any other portable antenna options available.

3.9.5.7. A protective case shall be provided with a swivel “D” ring for attachment with a 2.5 inch belt loop. The vendor shall describe the case design.

3.9.5.8. The portable radio set shall be small, lightweight and rugged. Its weight,

including battery, shall not exceed 567 gm. (20 oz.). 3.9.5.9. The portable radio shall be capable of withstanding severe operating conditions

and operate to the published specifications from -30 to +50 degrees Celsius. 3.9.5.10. The portable radio housing shall be constructed of high impact resistant

material. It shall be sealed to protect internally mounted circuitry against dust, foreign particles, moisture and splashing water.

3.9.5.11. The portable radio shall use a rechargeable battery, which shall be quickly and easily removed. Battery life, based on a 10% transmit, 10% receive, 80% stand-by duty cycle at full operating transmit power, shall be at least eight hours. The vendor shall specify their portable radio battery life and battery capacity.

3.9.5.12. Opening the battery compartment shall not break the seal to the radio circuitry. 3.9.5.13. Opening the battery compartment shall be done without the use of tools. 3.9.5.14. The radio shall be single battery operated to insure uniform battery depletion 3.9.5.15. The portable radio batteries shall be capable of full recharge in one (1) hour or

less. 3.9.5.16. The portable radio batteries provided shall be capable of withstanding a 3' drop

test to concrete without damaging battery performance or visibly cracking the battery housing.

3.9.5.17. Display Requirements: 3.9.5.17.1. The display on the radio provides additional information to the user.

The vendor shall provide a list of features the display shall provide to the user. 3.9.5.17.2. A single or multi-row alphanumeric display shall be on the top or front

of the portable radio to show the status of all operating modes. 3.9.5.17.3. Status Icons shall be displayed on the portable radio. The vendor shall

provide a list of status icons available. 3.9.5.17.4. The portable radio shall clearly indicate what channel/talkgroup is

selected. The vendor shall describe how the radio displays the channel/talkgroup selected.

3.9.5.17.5. Alphanumeric voice group IDs shall be displayed on the portable radio. 3.9.5.17.6. Unit Caller ID shall be displayed on the portable radio upon receiving a

call. 3.9.5.17.7. The vendor shall describe the ability of the display to resist scratches,

wear and tear and provide contrast without glare. 3.9.5.18. Audio/Visual Indicators:

3.9.5.18.1. The radio shall have an indicator to show when the portable radio is transmitting and receiving transmissions. The vendor shall describe how the radio provides these indications.

3.9.5.18.2. A visual low battery indicator shall be on top of the radio. The vendor shall describe how the radio provides this indication.

3.9.5.18.3. An audible low battery indication shall be produced by the radio. The vendor shall describe how the radio provides this indication.

3.9.5.18.4. An audible channel/talkgroup change indicator shall be provided by the radio. The vendor shall describe how the radio provides this indication.

3.9.5.18.5. A visual channel/talkgroup out-of-range indicator (i.e. LED) shall be on top of the radio. The vendor shall describe how the radio provides this indication.

3.9.5.18.6. The portable radio shall be capable of being programmed to disable the audible tones for covert operations personnel.

3.9.5.18.7. Status Tones shall provide audible indication of the following conditions: 3.9.5.18.8. System busy 3.9.5.18.9. Call back when channel becomes available 3.9.5.18.10. Trunking System failure


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3.9.5.18.11. Time out timer activation 3.9.5.18.12. Access to system denied 3.9.5.18.13. Out of trunked radio system range 3.9.5.18.14. Other reduced capability indicator

3.9.5.19. The portable radio shall have a talkgroup capacity of at least 50 talkgroups. 3.9.5.20. The portable radio shall have a model with a keypad. 3.9.5.21. All portable radios shall be available with a variety of devices such as belt clips,

leather cases, etc. 3.9.5.22. A variable automatic transmit timer shall be provided which shall turn off the

transmitter after a predetermined length of transmission and alert the operator that his transmitter is off with a 1000 Hz tone.

3.9.5.23. The audio output level of the tone shall be independent of the volume control. 3.9.5.24. The operator should be able to remove the speaker/microphone assembly from

a portable radio without the use of tools, and then operate the radio in normal fashion.

3.9.5.25. The speaker/microphones shall not have antennas on the microphone. All speaker/microphones shall use coiled “telephone style” cord to connect the speaker microphone to the radio, and the cord shall be available in different lengths.

3.9.5.26. Battery Charger Requirements: 3.9.5.26.1. All AC powered chargers shall be compliant with UL/CSA and show the

certification mark on the unit. 3.9.5.26.2. The vendor shall provide the following indicators on all chargers:

3.9.5.26.2.1. Power On 3.9.5.26.2.2. Charging 3.9.5.26.2.3. Charging Complete 3.9.5.26.2.4. Defective

3.9.5.26.3. The vendor shall provide a 120 VAC line operated single unit battery charger suitable for desktop operation in an office environment.

3.9.5.26.4. The vendor shall provide a 120 VAC line operated multi-gang battery charger suitable for desktop operation in an office environment. The vendor shall specify how many batteries/radios it can accommodate.

3.9.5.26.5. The vendor shall provide a 12 VDC vehicular battery charger suitable for a vehicle.

3.9.5.26.6. It shall be possible to recharge the battery alone in all chargers or connected to the portable radio as one unit.

3.9.5.26.7. The portable radio batteries shall be capable of a full recharge in two hours or less, after which the charging current is reduced to a level which will not damage the battery over an extended period of time.

3.9.5.27. GPS Location Device – Functional Specification (Portable) 3.9.5.27.1. The vendor shall provide a solution with portable GPS location

capability. 3.9.5.27.2. The portable GPS location device can be either embedded into the

portable radio or external to the portable radio via a remote speaker microphone. The vendor shall describe their solution.

3.9.5.27.3. If the vendor is using an external GPS device, the vendor shall provide details on how the GPS location device is connected to the portable radio, if there is an external antenna and the size of the antenna. Compensation for the antenna gain will have to be taken into account for coverage testing.

3.9.5.27.4. The GPS functionality shall cease when the portable radio is turned off.

3.9.5.27.5. The GPS device shall be powered from the portable radio. The vendor

shall provide details on how the portable battery life shall decrease with the addition of the GPS capability with the proposed GPS location data load.

3.10. Radio Equipment Installation:

3.10.1. The vendor shall be responsible for the installation and commissioning of the radio

equipment. The vendor shall provide pricing for the installation of the mobile radios

separately. The City reserves the right to install the mobile radios themselves or use a local

company to install radios.

3.10.2. The mobile radio installation must be as tamperproof as possible. The vendor will

explain what features, measure will be taken to tamperproof the mobile radio.

3.11. Product End of Life:


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The vendor shall provide the following dates:

3.11.1. The date the product shall stop being manufactured.

3.11.2. The date the vendor shall stop providing software upgrades to the product.

3.11.3. The date the vendor shall stop providing software support to the product.

3.11.4. The date the manufacturer shall stop providing hardware support and spare parts for

the product.

3.12. Warranties: 3.12.1. The vendor shall provide details and pricing for a yearly warranty for up to five years.

3.12.2. The vendor shall provide a single toll-free telephone number that answers 24 hours a

day, seven days a week, 365 days a year, for service requests and warranty claims.

3.12.3. The vendor shall state in the proposal the name, address, and capabilities of the service

station(s) providing warranty service.

3.12.4. The vendor shall provide details on the standard depot repair warranty of subscriber

radios.

3.12.5. The vendor shall provide warranty details for all accessories included in their proposal.

3.13. Functional Specification - System Management The system shall incorporate a graphical user interface (GUI) system manager/information management system to set selected parameters and allow the supervisory personnel to control and analyze system operation.

3.13.1. The System Management/Alarm Terminal shall include a 22" color monitor with keyboard and mouse. Required system manager capabilities at a minimum shall include:

3.13.1.1. System Configuration - shall be able to control all of the programmable features of the trunking controller and radio infrastructure.

3.13.2. Subscriber Management - shall allow an operator to view, set or modify the talkgroup ID's, and the unique ID permission.

3.13.3. Selective inhibit/uninhibited of control stations, mobile and handheld radios and trunked repeaters. Subscriber units shall be equipped to respond to the system manager commands.

3.13.4. Activity reporting by unit, talkgroup, department (if available), and system wide. 3.13.5. Activity monitor to display the status and activity of all RF channels of the system

controller. 3.13.6. The Vendor’s system shall include a reporting module that provides wireless data usage

statistics. Each user shall have the ability to run separate reports with filtering capability. Each user shall be able to filter by date/time, and by fleet, groups, or individual vehicles.

3.13.7. Vendors shall detail what alarms, conditions and parameters can be controlled and/or displayed through the System Management/Alarm Terminal. At a minimum, the following alarms/conditions shall be displayed:

• Repeater Station alarms • Controller alarms • AC power failure alarms

4. Functional Specification – GPS Location System This section provides the functional specification for the mandatory GPS location system. The GPS location system shall be included as a subsystem to the System. The GPS location data shall communicate over the Private Radio System using the same radios as two-way voice communications. No proposals for a separate GPS location system shall be considered. The City Of Guelph requires an AVL/GPS software system to help enforce the City’s policy on idling and speeding. See http://guelph.ca/wp-content/uploads/IdlingBylaw.pdf.. The vendor shall be able to distinguish between an engine “on” condition from a condition where the ignition is on and the engine is not running. (users are in this condition to operate their safety lights and some accessory equipment.) The City currently uses an outsourced Web based system. It is the intention that the existing system and functionality be replaced with the new AVL/GPS subsystem. The new GPS location system shall be able to enhance the personal safety of city employees. The new system shall be able to locate users that have pushed the emergency button on their portable or mobile radio. Many of the City’s operations departments will not access the GPS /AVL system during the day, so real time location of units is a benefit but not a mandatory requirement. Therefore, it is acceptable that the vehicle information be stored in the vehicle and batch uploaded in a predetermined time interval. If a batch storage method is proposed, the reporting interval shall be no more than 15 minutes. Also, all

http://guelph.ca/wp-content/uploads/IdlingBylaw.pdf


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data shall be transmitted within the interval to satisfy the departments need to enforce the City’s policies on Idling and Speeding. The City of Guelph operates a virtual server environment. The proposed AVL/GPS server software shall be installed in this environment. There is no need to provide the City with dedicated server hardware. However during the acceptance test (offsite), it would be acceptable to test the server software functionality on a stand-alone temporary server. This server is not part of the bid price and is for testing purposes only.

4.1. Functional Specification - GPS Infrastructure 4.1.1. Proposed solutions shall be currently commercially available. Please include a list of clients

that actively use this solution. 4.1.2. The proposed solution shall integrate with commercially available software. Indicate

(minimum of three) software vendors with which your solution is compatible. 4.1.3. The Vendor shall supply a description and block diagram of its proposed system, showing

all interfaces to City of Guelph’s equipment, both fixed and mobile. For each major component, the vendor shall identify its manufacturer, its functionality, and supply its spec sheet.

4.1.4. Testing parameters- the vendor shall describe a testing method to prove valid IP/GPS/ AVL data has successfully transmitted across the network into the City of Guelph’s IT networks.

4.1.5. The vendor is to supply all manuals and configuration documentation specific to the City of Guelph installation.

4.1.6. The City of Guelph’s GIS system is based on ESRI ArcGIS version 10. The vendor’s GPS location data server solution shall interface to the City’s current ESRI ArcGIS 10 suite of products. The cost of this interface shall be included in the proposal. Optional pricing must be provided for on the Form of Proposal provided by the City

4.1.7. The Vendor shall provide the hardware and software requirements for the server. The City of Guelph shall provide the Vendor with access to server. The vendor does not need to quote this item or the hardware maintenance. The City of Guelph shall be responsible to upgrade the OS; the vendor shall be responsible for upgrading their software.

4.1.8. The vendor is responsible for sizing the database appropriately to accommodate the needs of the City of Guelph for this project. The database shall be sized to actively search 2 years of current data and 10 years of archived data.

4.2. Functional Specification – GPS/AVL Server Software

4.2.1. The server software shall be accessible to administrators across the City of Guelph IT environment and/or via remote access.

4.2.2. The server configuration shall be backed up automatically on a daily basis. 4.2.3. The server software shall have a graphical user interface 4.2.4. The server software shall be password protected. 4.2.5. All administrator changes shall be automatically logged. 4.2.6. There shall be multiple and different administrators. 4.2.7. The server and application shall be able to be monitored by the City’s IT System Manager

(Solar Winds) 4.2.8. Administrator functionality shall include but not limited to.

4.2.8.1. Add/Modify/Delete Users 4.2.8.2. Add/Modify/Delete Users passwords and security. 4.2.8.3. Add/Modify/Delete Groups or departments 4.2.8.4. Add/Modify/Delete GPS Devices

4.3. Server Software Client Configuration 4.3.1. The server shall be able to remotely configure the GPS device via a central server. 4.3.2. The server software shall be capable of multiple Geo Fencing areas. 4.3.3. The server software shall be able to detect vehicle idle time and violations to the city

policy 4.3.4. The server software shall be able to detect speeding. 4.3.5. The server software shall be able to configure the device’s polling rate 4.3.6. The server software shall be able to modify a group polling rate. ( ie. We should be able to

change the polling rate of “Parks” from 15 mins to 5 mins.)

4.4. Server Software Reporting 4.4.1. The server software shall have built–in reports that email infractions to appropriate

individuals such as: 4.4.1.1. Idle time violations. 4.4.1.2. Speeding Violations. 4.4.1.3. Geo fence violations.


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4.4.1.4. GPS Devices not on the AVL system, but active on the voice radio system. (GPS non functioning)

4.4.2. There shall be an ability to create custom reports. Please describe the process to create a custom report.

4.4.3. Reports are to have date/time vehicle number search parameters. GPS devices will move from vehicle to vehicle over the course of the year, vehicle historical data must be maintained.

4.5. Client Software Specification 4.5.1. The server software shall have a client GUI. 4.5.2. The server software shall have a Web Based client. 4.5.3. The server software shall have a mobile web based client. 4.5.4. The client shall have multiple login capabilities (by department and individual) 4.5.5. The client software shall integrate with the City of Guelph GIS system (ESRI Make/Model) 4.5.6. The client software shall integrate with a public access map system (Google, Map Point

etc.) 4.5.7. The client software shall have pan, zoom capabilities 4.5.8. The client software shall have search criteria for a specific vehicle, a specific group of

vehicles. 4.5.9. The client software shall clearly identify all units that are in an emergency condition. 4.5.10. The client software shall be able to search the history of vehicles, by vehicle number and

date/time. 4.6. Snowplow Interface Specifications

The City prefers to have an AVL/GPS solution that integrates with their snow operations vehicles. The system should be able to monitor the controller equipment on the trucks and report detailed information on the status of the controller. Each of the city’s snow operations vehicles is outfitted with 2 devices. One device controls the front blade; the other device (controller) controls the material spreader on the back of the truck. The two devices are typically of different manufacturers. The city requires that both devices be monitored and timely information sent back over the radio system. A detailed list of the winter operations vehicles is available in Appendix E.

4.6.1. Snowplow operations requires more detailed and more frequent location and status details that are unique from other GPS / AVL requirements in the system. The City requires more frequent details on the location and truck I/O status (plow up/down, salt and sand, liquid deposit rates etc.). Sending the information at the required rate may be too demanding for the wireless solution. The solution shall include a device (interface box) interfaced to the truck providing information at a high rate (i.e. Every 15 seconds), store the information in the vehicle then forward the accumulated data over the network periodically, such as every few minutes. This shall accommodate the Snow plow monitoring system’s need for detailed information and alleviate the requirement for reporting every 15 seconds over the wireless network.

4.6.2. The Snowplow system shall provide AVL/GPS tracking and transmission of data from vehicles engine computers or data inputs and on-board controllers. The data collected shall vary based on the make/model of the spreader controller but shall include these items:

Vehicle Speed

Spreader On\Off

Blade Up\Down

Pre Wet On\Off

Solid Application Rate

Liquid Application Rate

Blast On/Off An example is illustrated below

Interface to Controller and mobile radio


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FIGURE 2: SNOW PLOW CONTROLLER BLOCK DIAGRAM

4.6.3. Functional Specification and Qualifications- Snowplow Interface

4.6.3.1. The vendor shall have prior experience with Snowplow controllers and

input/output devices from vehicles. Please explain. 4.6.3.2. The vendor shall have a history and working knowledge of integration

experience with Force America, Epoke, Parker and Schmidt controllers. See figure 3 for details

4.6.3.3. The vendor shall describe how their radio solution shall physically connect to a controller or if an additional interface box in the vehicle is required. If possible, the vendor shall describe the interface box they have used in prior solutions they have provided.

4.6.3.4. The vendor shall indicate where this radio solution has been integrated in the past with these controllers. Provide details on three recently deployed solutions

4.6.3.5. The Vendor shall explain how they can meet the functional specification. 4.6.3.6. The Vendor shall detail which vendors’ snowplow AVL solutions they have

worked with and what vendor’s AVL software they have deployed in a snowplow solution.

4.6.3.7. Contact information for each vendor is provided below.

QTY Controller Type Contact

3 3 Force America SSC5100 systems Robert Edmonds Drive Products --905-795-3952

1 Epoke Jenvej A/S 6600 system Andre Boutin –Joe Johnson Equipment -519-983-5065

10 Parker Version 260.25 systems Jim Crabtree -Parker Canada – 905-687-0963 2 Schmidt - CL controller Cameron McCrae –Amaco Equipment -905-570-

6187 FIGURE 3: SNOW PLOW CONTROLLER MAKE/MODEL

4.6.4. Trackless / Contractor Vehicles The City Of Guelph has contractors to augment the City owned Snow removal operation. These vehicles be tracked and monitored in the same fashion as the City vehicles. These vehicles only have a plow up/down capabilities.

4.6.4.1. The vendor must be capable of updating the AVL software according to section 4.6.4.2. The vendor must be able to measure the position of the plow (up/down) via the

I/O capabilities of the GPS device. (29 Vehicles)

5. City of Guelph Communication Sites 5.1. Existing Communications Sites

The City Of Guelph has two existing radios sites. Detailed site information is provided in the Radio Sites Appendix A. The Vendor is responsible for selecting the radio sites required to meet the RFP requirements and to detail all upgrades to the sites required to operate their equipment to manufacturer’s specifications. All vendors shall participate in the mandatory site visits. The participating vendors shall be provided additional details and a set of pictures to review. It is solely the vendor’s responsibility to make all inquiries and inspect the sites to be certain all upgrades required are detailed and costed within their pricing section. The City has a preference to use the water towers listed in Appendix A. The vendor must agree to the terms of the license agreement, (Appendix F) specifically part IV,V,VI and VII


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The Water tower sites have existing town contracted fibre optics circuits. The City shall use the fibre as a backhaul for the radio system. If the vendor chooses these then the following shall be included in the proposal;

5.1.1. Locked enclosure for all installed equipment. 5.1.2. Adequate HVAC in the proposed room. 5.1.3. Adequate power shall be provided and separate panel circuit breakers for the system. 5.1.4. All relevant items in section 6 shall be complied with. 5.1.5. The vendor shall provide an Engineered stamped drawing itemizing the details of the

antenna/cable installation on the water towers. 5.1.6. Floor plans for all proposed equipment shall be included in the proposal. 5.1.7. The vendor shall provide the IP specifications in their document and sufficient room in the

rack to accommodate the City router. (Assume 4u) The Vendor shall supply the following information including any additional costs that may be incurred for the purpose of upgrading the proposed sites.

5.1.8. It is the responsibility of the Vendor to provide diagrams and details for all necessary information required for their system, which includes all site upgrades so the equipment meets all manufacturers and RFP specifications.

5.1.8.1. The Vendor shall provide the appropriate rack space required for the system. 5.1.8.2. The Vendor shall ensure the existing HVAC system is adequate for the system

and provide pricing for any upgrades required. 5.1.8.3. The Vendor shall ensure the electrical system is adequate for existing radio

systems and the system and provide pricing for any upgrades required. 5.1.8.4. The Vendor shall ensure the existing grounding system is adequate for the

system and provide pricing for any upgrades required. 5.1.8.5. The Vendor shall ensure the appropriate back-up power is available and provide

pricing for any upgrades required. 5.1.8.6. The Vendor is responsible for all professional services including any tower

upgrades, pre-installation and post-installation inspections, permits, licenses, and shall provide pricing for all upgrades required.

5.1.8.7. The Vendor is responsible for any shelter upgrades, the purchase of new shelters and shall provide pricing for all upgrades required.

5.1.8.8. All shelters shall have a security fence of at least seven feet in height. 5.1.9. All proponents shall provide preliminary site layouts and site documentation in their

proposal. This is for informational purposes only.

5.2. Additional Radio Sites If these sites are not acceptable then the Vendor may recommend other sites such as Mobility company sites in the area. Industry Canada provides a website to assist in locating radio sites. The link is: http://sd.ic.gc.ca/pls/engdoc_anon/web_search.geographical_input It is understood that if the Vendor requires additional radio sites,it is preferred that the vendor consider city assets before proposing alternate locations. If the additional sites are not currently used as radio sites the vendor shall provide all site upgrades required and information detailed below;

5.2.1. A letter from the owner confirming that the site owner agrees in principle to allow the City to operate on the site.

5.2.2. All costs to operate on the site including rental of tower space, shelter space, services including power being provided by the tower site owner for a term of 5 years.

5.2.3. Confirmation that the City can operate in the frequency bands proposed on the site. 5.2.4. Confirm that the City and the service provider shall have 24/7 unencumbered access from

the Public road to the equipment shelter, including space for parking. The city and its service provider shall have 7/24 unencumbered access to the equipment from a public road.

5.2.5. Confirm that the City and the service provider shall be permitted to copy keys to all gates and building locks.

5.2.6. All Vendors shall include in their proposal all costs to provision the site(s). These cost shall

include but are not limited to:

5.2.6.1. Structural and stress analysis

5.2.6.2. Pre-installation and post-installation site inspection

5.2.6.3. Soil analysis

http://sd.ic.gc.ca/pls/engdoc_anon/web_search.geographical_input


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5.2.6.4. Compound layout and design diagrams.

5.2.6.5. Site preparation, fencing and locks

5.2.6.6. Electrical Power feeds

5.2.6.7. Auxiliary power

5.2.6.8. Grounding and lightning protection.

5.2.6.9. Tower construction

5.2.6.10. Site rental fees for 5 year term

5.2.6.11. Road access from the nearest road to within 20 feet of the shelter, clear

footpath from the road to shelter

5.2.7. Upon award, the successful vendor shall provide all the appropriate documentation to

acquire full site approval. (It is not required to submit site approval documentation for the

RFP proposal)

5.2.8. It is the responsibility of the vendor to confirm with the site owner the documentation and

requirements needed to gain approval to operate on the site.

6. Site Specifications 6.1. Security and Access

The proposed site(s) shall be secured and access limited to the City of Guelph personnel. The equipment racks shall be in a secured location and have no access to the public. All sites shall be locked.

6.2. Shelter

The shelter shall be appropriately sized to house the equipment racks plus 20% extra space for expansion and have sufficient space to service the equipment. Appropriate lighting is to be installed.

6.3. HVAC Sufficient HVAC shall be installed to maintain the specified operating temperatures of the SYSTEM INFRASTRUCTURE. The HVAC units shall be permanently installed.

6.4. Electrical

All electrical work shall be performed by a licensed electrician. All work shall pass building codes and inspection upon completion. All additional electrical capacity shall include 20% extra capacity for expansion.

6.5. Backup Power Backup power shall be supplied to the shelter. The backup power shall be able to run the equipment for a minimum of 8 hours.

6.6. Grounding

Proper grounding of the site /tower / fencing shall be provided by the vendor. A ground bus shall be installed on the outside of the shelter as well as inside the shelter. A ground halo shall be provided in the shelter. The shelter shall be grounded and all external corners of the building. All the grounding shall tie into the compound shelter. Vendors shall adhere to the grounding practices outlined in ANSI-J-STD-607-A-2002.

6.7. Lightning/surge protection All electrical equipment including telephone/fibre/AC/RF transmission/GPS Receivers shall have the appropriate manufacturer’s lightning arresting system installed.

7. Project Plan 7.1. The Vendor shall assign a Program Manager who shall be the prime contact for the City of

Guelph for all procurement, manufacture, test, shipment, returned material (prior to acceptance), and acceptance issues. The Vendor’s Project Manager shall be on site in Guelph during the installation and integration of the system.

7.2. The vendor will provide a one page resume of the project manager’s qualifications and employment history.

7.3. The Project Manager shall have well developed English writing and communications skills. 7.4. The Project Manager shall take minutes and assign action items with timelines at all project

meetings. Minutes shall be distributed to the City within 10 days of all meetings. 7.5. The VENDOR shall appoint and provide one individual to act as project engineer and serve as

the chief technical resource on the project and primary point of contact between the City and the VENDOR on technical issues.

7.6. The Vendor shall supply and maintain a program plan which shall serve as a baseline for progress reports. It shall include a master schedule defining the major tasks and period of performance for each deliverable including planned start and completion dates, e.g. contract design review, hardware delivery, and acceptance tests.


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7.7. The city reserves the right to adjust the installation schedule to best suit City operation. This could include installations occurring after business hours and / or weekends if required

7.8. After award, the vendor shall provide an updated project schedule in Microsoft Project (.mpp) format.

7.9. The Vendor shall submit a weekly progress report, via e-mail, covering the activity of the preceding week. The narrative shall describe progress during the week, problems encountered, and a brief description of work planned to be accomplished during the next reporting period. It shall include identification and analysis of significant problems encountered, and a description of existing or potential schedule delays.

7.10. The Vendor shall institute a formal program management plan to manage the production, test, and delivery of The City of Guelph procured materials. The project shall consist of the following major phases:

• Design Phase • System Staging • Delivery • Installation and integration • Training • Acceptance Test Procedure

7.10.1. Design Phase: After the City issues a purchase order or contract award, The Vendor shall

finalize the hardware requirements and system architecture. The final design shall be presented to The City in a Critical Design Review (CDR) for approval. Prior to CDR, The Vendor shall submit the Acceptance Test Procedure (ATP) documents for approval. During the CDR the Vendor shall provide the following:

7.10.1.1. System Description and Block Diagrams 7.10.1.2. Equipment List 7.10.1.3. Industry Science Canada licensing information 7.10.1.4. Preliminary Implementation Plan 7.10.1.5. Training Plan 7.10.1.6. Review of Acceptance Test Procedure (ATP) 7.10.1.7. Review of Coverage Acceptance Test Plan (CATP) 7.10.1.8. Review of the City ’s responsibilities 7.10.1.9. Once The City Approves the CDR documents, The Vendor shall order the

necessary hardware. 7.10.2. System Staging. The Vendor shall stage the entire system in their own location for initial

testing and certification prior to delivery and installation.

7.10.3. Delivery. When staging is complete, all hardware shall be delivered to The City. Once the Vendor-supplied equipment is delivered to the site, it shall be deemed “SHIPPED” and Title shall transfer to the City of Guelph (i.e. FOB destination).

7.10.4. Installation and Integration. The vendor shall install and optimize the fixed

infrastructure equipment. Installation of in-vehicle units and the entire system shall be tested for operability. The Vendor shall ensure that all provided equipment shall be properly secured, grounded, and installed in a neat and professional manner in accordance with the equipment manufacturers’ specifications.

7.10.5. Training. One of The Vendor’s certified trainers shall perform training.

7.10.6. Acceptance test procedure. Once training is completed and the system is operational,

The City staff shall witness the performance of the pre-approved Acceptance Test Procedure (ATP) and sign-off if all functional criteria have been met. Once system acceptance has occurred, the vendor shall begin installing the mobile equipment.

7.11. System Manual. The vendor shall provide a system manual for the complete system. The

System Manual shall include a system overview and block diagrams describing the operation of the system provided. It shall include a summary with abbreviated description and tabular listing of technical specifications of the system provided. This shall include:

7.11.1.1. Performance Specifications as tested and measured after system installation

and optimization 7.11.1.2. Configuration Documentation (data-fill, IP addresses, cabling diagrams, etc.) of

infrastructure and in-vehicle equipment 7.11.1.3. Equipment List


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7.11.1.4. Any As-built drawings (see below) shall be included or referenced in the System Manual.

7.11.1.5. The Vendor shall supply equipment manuals, from the manufacturer, for each type of equipment supplied as part of the system.

7.12. Any as-built drawings (see below) shall be included or referenced in the System Manual.

The Vendor shall supply equipment manuals, from the manufacturer, for each type of equipment supplied as part of the system.

7.13. Changes to equipment, software, and documentation delivered as part of this SOW shall

be handled through deviations and waivers as described below: 7.13.1. A deviation (granted before installation) authorizes departure from a particular contract

requirement. Deviations shall be documented in accordance with Change Orders and Change Notifications (see below).

7.13.2. A waiver (granted after installation) authorizes acceptance of an item not conforming to contractual requirements.

7.13.3. Change Orders. Any changes to deliverables which affect form, fit, function, reliability, maintainability, or schedule shall be considered Class 1 changes and shall require City of Guelph pre-approval. This approval shall be requested by means of a change order.

7.13.4. The Change Order shall be uniquely numbered and be kept under configuration control. 7.13.5. The change order shall include a narrative describing the change, and any resultant

benefits, a description of cost, schedule, reliability, and maintainability impact. 7.13.6. Change Notices and As-Built Drawings. Any changes in deliverables or configuration

which are not considered Class 1 Changes shall be documented as Change Notices or “As-built” drawings as applicable. Change Notices shall include a description explaining why the change is not a Class 1 change.

7.13.7. During field installation of the equipment, any changes to the configuration required during the installation shall be noted and assembled with the final ‘as-built’ documentation of the subsystem. As-built drawings may be red-line drawings showing deviations from original configuration, or screen-shots of test equipment.

7.13.8. Change Notices and As-built shall be submitted to City of Guelph for information purposes only.

7.14. The responsibilities of both parties shall be documented in the responsibilities matrix

(see chart below). The vendor shall review the responsibilities matrix and update it with all activities and party responsible for completing the Work.


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Responsibilities Matrix Contract award City Of Guelph

Town will assign Project Manager City Of Guelph

Submit Critical Design Review documents Vendor

Approval of CDR Documents City Of Guelph

Site acquisitions Vendor/ City Of Guelph

Industry Canada Licensing Vendor

Fixed Network Equipment Fabrication/procurement Vendor

System programming Vendor

Fleet mapping Vendor/City Of Guelph

System factory staging Vendor

Site preparation and site improvements by site Vendor

Arrival of equipment to field Vendor

Equipment inventory process Vendor/City Of Guelph

Field installation of equipment by site Vendor

Installation control stations/antennas Vendor

Removal of all existing mobiles Vendor

Installation of mobiles Vendor

Optimization of trunked repeaters Vendor

Optimization of infrastructure equipment Vendor

Training plan approval Vendor/City Of Guelph

Training of system administrative personnel Vendor

Training of radio users Vendor

Coverage Testing Vendor /City Of Guelph

Distribution of portable radios Vendor /City Of Guelph

Cutover Plan Vendor

System acceptance testing by subsystem Vendor

System fully complete and operational Vendor

System cutover Vendor/City Of Guelph

Removal of existing tower site fixed equipment Vendor

System Manual completed and delivered Vendor

System Maintenance Warranty Plan Vendor

7.15. The Vendor shall supply 5 hardcopy and one pdf copy of all technical manual(s) to disseminate technical information, instructions, and safety procedures for operation, installation, inspection, maintenance, and overhaul of systems and equipment. The publication content shall reflect the configuration of the equipment/systems as shipped or installed by The Vendor, as applicable.

7.16. Training. The vendor shall provide a Training Plan to train City personnel on the system.

The Training plan shall include training for system management and user training. 7.16.1. The training of system management shall include detailed course(s) on the operation of

the system as a whole and specific training on the capabilities and configuration of the management terminal(s).

7.16.2. The training of users shall be a train-the-trainer process. The vendor shall provide comprehensive training to the City’s trainers to ensure they fully comprehend the operation and capabilities of the subscriber devices.

7.17. Shipment of Equipment 7.17.1.1. The VENDOR shall be responsible for arranging all shipments of materials and

equipment to the sites and shall consign such shipments to itself as Consignee at the project shipping address, freight fully prepaid.

7.17.1.2. All shipments shall be insured by the vendor. 7.17.1.3. The VENDOR shall be responsible for making agreements and settlement with

carriers for their shipments. 7.17.1.4. The VENDOR shall advise the CITY in writing in advance of major shipments of

VENDOR’S materials and equipment, and shall be responsible for the arrival, unloading, and release of carrier’s equipment.

7.17.1.5. If required, the VENDOR shall make necessary provisions to warehouse all materials and equipment to be installed.

7.18. Acceptance Test Plan


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VENDORS shall propose test plans that validate the system infrastructure performance and guaranteed coverage. This plan will be reviewed by the City for additions, deletions, clarifications, modifications, and other corrections. This plan must be approved by the City before work begins. Acceptance testing shall be comprised of System Functional test plans as well as Coverage Acceptance test plans. The following shall be added to the VENDOR’S proposed Acceptance Test Plan as the Final Acceptance Procedure(s):

7.18.1. The Final Acceptance Procedure is as follows: 7.18.1.1. Final Site Acceptance

7.18.1.1.1. VENDOR shall notify Customer of site completion(s). 7.18.1.1.2. The City will be given the option to inspect the site installation(s). 7.18.1.1.3. At the conclusion of the site inspection, a final written punch list of all

deficiencies to be corrected will be made by the City and submitted to the VENDOR.

7.18.1.1.4. Final punch list items shall be reviewed by, agreed to, and signed by both parties. All critical punch list items will be identified.

7.18.1.1.5. The Vendor shall resolve all final punch list items to the satisfaction of the City.

7.18.1.2. Final system infrastructure Acceptance Final Acceptance shall be determined by completion of the following items:

7.18.1.2.1. Installation is complete at all “ready” and scheduled sites. 7.18.1.2.2. All tests have been completed and test data has been provided to the

City. 7.18.1.2.3. All final punch list items have been resolved/completed. 7.18.1.2.4. All Installation and Maintenance Manual CDs have been provided. 7.18.1.2.5. All Image CDs, Software, Restore CDs have been provided. 7.18.1.2.6. All PC lock keys have been provided. 7.18.1.2.7. All software passwords have been provided. 7.18.1.2.8. The vendor will document all default passwords and provide a list of

what the current passwords are. The City will have the option of request a change in any password.

7.18.1.2.9. Two copies of all software licenses have been provided. 7.18.1.3. Upon Final Acceptance, as described above, the Customer shall be asked to sign

the VENDOR’S acceptance certificate.

8. Warranty and Maintenance Support 8.1. The City shall have personnel assigned to manage the performance of the system. All ongoing

warranty, maintenance and system support shall be provided by the Vendor. The Vendor shall provide a system warranty and maintenance program for all infrastructure equipment supplied. The System Warranty is defined as the warranty and maintenance period commencing at Final Acceptance for one year. The Maintenance Support is defined as the ongoing yearly maintenance period commencing at the conclusion of the System Warranty.

8.2. System Warranty

8.2.1. The system pricing shall include a 12-month parts and labour system warranty to commence upon Final Acceptance of the system infrastructure.

8.2.2. The Vendor shall state in the proposal the name, address, and capabilities of the service station(s) providing warranty service.

8.2.3. The Vendor shall maintain and repair all systems, equipment, hardware, and software throughout the implementation periods.

8.2.4. The following procedures shall be followed during the System Warranty period: 8.2.4.1. Maintenance shall be performed 24 hours a day with no additional charges for

work on critical infrastructure during normal business hours or outside of normal 8 a.m. to 5 p.m business hours.

8.2.4.2. The service facility shall provide prompt repair service, with qualified service personnel arriving on-site within two hours after a service request by the City and returning the system to service within four hours after a service request by the CITY. All System Warranty services shall be performed by factory certified technicians only. Proof of recent factory training shall be provided upon request.

8.2.4.3. The CITY shall be provided with written documentation indicating the cause of the service outage, the resolution, and all post repair testing procedures to ensure proper operation. In the event CITY owned spares are used to complete the repair, the model and serial number of both the defective unit and the spare shall be noted in the documentation. The defective unit shall be repaired and returned to the City.


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8.2.4.4. For all equipment needing factory or depot repairs, a comprehensive tracking system shall be put in place by the VENDOR to track units to and from the factory/depot and the information shared with the City.

8.2.5. Maintenance Standards during the System Warranty Period 8.2.5.1. Replacement parts used in repairs shall be equal in quality and ratings as the

original parts. 8.2.5.2. Equipment shall be maintained in a clean condition. Oil, dust and other foreign

substances shall be removed on a routine basis. 8.2.5.3. Equipment and system performance shall be maintained at the level initially

described in these equipment and systems specifications. The service organization shall maintain records to confirm this has been done at intervals defined by the CITY.

8.2.5.4. The VENDOR shall provide only factory trained and authorized maintenance personnel.

8.2.5.5. If fixed equipment or a fixed equipment module fails more than twice before Final Acceptance or twice during the first year, the VENDOR shall meet with the CITY to discuss and explain such failures. If, in the opinion of the CITY, these failures indicate that the equipment is potentially prone to continuing failures, the VENDOR shall replace it at no cost to the CITY.

8.3. Ongoing Maintenance 8.3.1. After the System Warranty period, the vendor shall provide the City with a yearly

maintenance program. 8.3.2. Maintenance Requirements:

8.3.2.1. The approach to maintenance shall be one of preventative maintenance. 8.3.2.2. VENDOR shall provide a maintenance plan which shall be based on the

quantities of equipment included in the proposed system. This plan shall include: 8.3.3. All fixed equipment maintenance plans shall provide 24-hour support where users can dial

a number to report problems and/or receive technical support. 8.3.4. If unable to resolve a problem through telephone consultation, the VENDOR shall dispatch

a technician who will be on-site within 3 hours of dispatch to resolve the problem. 8.3.5. Maintenance Standards

8.3.5.1. Replacement parts used in repairs shall be equal in quality and ratings as the original parts. Replacement parts shall be sourced from the manufacturer or an authorized OEM provider.

8.3.5.2. Equipment shall be maintained in a clean condition. Oil, dust and other foreign substances shall be removed on a routine basis.

8.3.5.3. Equipment and system performance shall be maintained at the level initially described in these equipment and systems specifications. The service organization shall maintain records to confirm this has been done at intervals defined by the CITY.

8.3.5.4. The VENDOR shall provide only factory trained and authorized maintenance personnel. Upon request, the vendor shall provide evidence maintenance personnel have been trained to the satisfaction of the City.

8.3.5.5. If fixed equipment or a fixed equipment module fails more than twice during the acceptance test or twice during the first year, the VENDOR shall meet with the CITY to discuss and explain such failures. If, in the opinion of the CITY, these failures indicate that the equipment is potentially prone to continuing failures, the VENDOR shall replace it at no cost to the CITY.

8.3.6. Vendor shall provide details on their recommended preventative maintenance plan including frequency of preventative maintenance.

8.3.7. The Vendor shall provide a fixed annual maintenance fee as part of their pricing submission.

8.3.8. The Vendor shall provide all Firmware Upgrades, Patches/Fixes, Updates, new Releases, and Licenses as part of their annual maintenance fee.

8.3.9. The vendor shall provide a list of recommended spare parts and components. The list of recommended spare parts will include all spare parts required by the vendor to satisfy the maintenance standard outlined in section 9.3. The spare parts list and cost of the spare parts shall be added to the equipment list and the total cost of the system.


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Appendix A: Site Information.

Site 1 Clair St. Water Tank

Description Water tank

Tower Height 45 m

Antenna Height 45 m

Lat 43.492366

Long -80.198062

In-Building Location # 1 City Hall- 1 Carden St, Guelph On N1H 3A1

In-Building Location # 2 Water Works - 29 Waterworks Pl, Guelph On N1E 6P7

In-Building Location # 3 Public Works – 45 Municipal St, Guelph On N1G 2J6

In-Building Location # 4 By Law – 59 Carden St, Guelph On N1H 3A1

In-Building Location # 5 Transit – 170 Watson Rd S, Guelph On N1L 1C1

In-Building Location # 6 Waste Resource Centre – 110 Dunlop St.

In-Building Location # 7 Traffic – 50 Municipal St.

In-Building Location # 8 Guelph Central Station – Downtown Guelph

FIGURE 4: CITY OF GUELPH SITE LOCATIONS

Site 2 Verney Water Tower

Description Water tank

Tower Height 45 m

Antenna Height 45 m

Lat 43.554380

Long -80.265597


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FIGURE 5: CITY OF GUELPH IN - BUILDING COVERAGE LOCATIONS


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Appendix C: User Gear Quantities


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Appendix D: Current Frequency Licenses


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Appendix E: Winter Operations Equipment


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Appendix F: Terms of Use for City Water Towers

TELECOMMUNICATIONS LICENCE AGREEMENT

THIS AGREEMENT made this 23rd day of May, 2013.

BETWEEN:

THE CORPORATION OF THE CITY OF GUELPH

(the “Licensor”)

OF THE FIRST PART

– and –

(the “Licensee”)

OF THE SECOND PART

WHEREAS:

A. The Licensor owns certain lands upon which is located a water tower structure

(collectively the “Lands”) as described in Schedule “A” to this Agreement;

B. The Licensor has made no representations or warranties as to the state of repair of the

Lands or the suitability of the Lands for any business, activity or purpose whatsoever;

C. The Licensee is a licensed Canadian Carrier as defined in Section 2 of the

Telecommunications Act, S.C. 1993, c. 38 and operates a telecommunication system;

D. In furtherance of such Canadian Carrier licence and such telecommunication system,

the Licensee has requested permission to install, operate, maintain and eventually

remove certain telecommunications antennas and associated equipment (collectively

the “Equipment”) as described in Schedule “B” to this Agreement, on the Lands;

E. The Licensor is willing to permit the use of the Lands by the Licensee for the

installation, operation, maintenance and eventual removal of the Equipment, subject

to the terms and conditions herein contained;

F. The Licensor intends to take every reasonable precaution in the circumstances to

protect people, property, the environment and financial resources with respect to the

Lands;

NOW THEREFORE, in consideration of the mutual provisions contained herein, the parties

agree as follows:

Part I – Grant of Licence

1. The Licensor hereby grants to the Licensee the non-exclusive permission to use the Lands for

the sole purpose of the installation, operation, maintenance and eventual removal of the

Equipment, for or in connection with the operation of the Licensee’s telecommunications

system, subject to all of the provisions of this Agreement.

2. The Licensee acknowledges that:

a. The permission provided in this Agreement is non-exclusive and other

licensees have been, and may be, permitted to install, operate, maintain and

eventually remove equipment, including telecommunications equipment, on

the Lands;


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b. The Licensor is not responsible for any interference that may be caused to the

Licensor’s telecommunications by the proximity of the Equipment to the

equipment of other licensees;

c. The Licensee is responsible for addressing any such interference with such

other licensees and resolving any issues with Licensor’s approval;

d. The permission provided in this Agreement exists only by leave of the

Licensor, not by any right, title or interest of the Licensee, including any right,

title or interest in the Lands, and the Licensee has no right, title or interest in

the Lands;

e. The permission provided in this Agreement applies to the Lands in their “as

is” condition, and the Licensor shall not be responsible, either directly or

indirectly, for the condition of the Lands, including any contamination

thereof, or for any damage to property or injury to persons, including death,

arising from the escape, discharge or release of any hazardous substance from

the Lands;

f. The Lands form part of the Licensor’s infrastructure and their function as part

of the Licensor’s infrastructure takes precedence over all other uses;

g. The Licensor is required to carry out maintenance of the Lands from time to

time, including repainting of the water tower structure;

h. The Licensor’s employees and contractors occupy the Lands and rely upon the

Licensee to maintain a hazard-free workplace;

i. The permission granted in this Agreement does not give rise, explicitly or

implicitly, to any right, title or interest, including any tenancy, in the Lands, in

favour of the Licensee; and

j. If the Lands, or any part thereof, should be destroyed or damaged to such an

extent that the Licensee is unable to carry on its use of the Lands, the Licensor

is under no obligation to rebuild or repair the Lands.

Part II – Payments

3. The Licensee shall pay to the Licensor a licence fee (the “Licence Fee”) for the permission

granted in this Agreement, on a yearly basis, commencing June 1, 2013 (the

“Commencement Date”), in advance, for each year of this Agreement, as set forth in

Schedule “C” to this Agreement.

4. If the Licensee requests or requires any changes in the Equipment, or the usage or

configuration of the Equipment, the Licensor may adjust the Licence Fee and any relevant

Agreement provisions accordingly.

5. The Licensee shall have the right at any time and at its own cost and expense, to connect to

and draw power from the Licensor’s electrical power supply. The Licensee shall be

responsible for its electrical connection costs, the electrical consumption used on the Lands

and for separate billing from the hydro utility. In circumstances where the local hydro

utility will not provide a separate billing for a hydro subservice sharing the same municipal

address with the primary hydro service, the Licensee shall be billed for electricity

consumption as indicated on Schedule “C” to the Licensor.

6. The Licensee shall pay to the Licensor all costs attributable to the Licensee, including,

without limitation, taxes attributable to the Licensee’s use of the Lands, and the costs of all

services and utilities consumed in respect of the Licensee’s operations. For the purposes of

this section, “taxes” includes, without limitation, all taxes, duties, levies, assessments, rates,

fees or charges of any kind whatsoever, imposed, levied, assessed or charged now or in the

future by any government authority of any kind, and any payments that are levied in

substitution, or in lieu, or in addition to any of the foregoing.


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7. Notwithstanding the generality of the foregoing, the Licensee shall pay to the Licensor all

applicable taxes, including HST, on any amounts payable pursuant to this Agreement.

8. If payment by the Licensee of any amount owing under this Agreement is overdue, interest at

the rate of eighteen percent (18%) per annum (calculated monthly at the rate of one and one-

half percent (1.5%)) will be added to the amount owing.

9. The Licensee shall make payment to the Licensor pursuant to this Agreement to:

The Corporation of the City of Guelph

Water Services

29 Waterworks Pl.

Guelph, Ontario

N1E 6P7

Attention: General Manger of Water Services

10. The Licensee shall be responsible for paying all fees associated with any permits and

approvals that may be required in connection with the Equipment and the Licensee’s use of

the Lands.

Part III – Term

11. This Agreement will continue in force during a period beginning on the Commencement

Date and continuing for a period of ten (10) years (the “Initial Term”), unless this

Agreement is sooner terminated or extended to a later ending date under any other provision

hereof.

12. If the Licensee is not, at the completion of the Initial Term, in default under this Agreement,

the Licensee shall have the right to extend the Initial Term for up to one (1) further and

successive term of five (5) years (such term being a “Renewal Term”) provided that the

Licensee provides the Licensor, not more than twelve (12) months before, and not less than

six (6) months before, the expiration of the then current term, with written notice of its

intention to extend the term. In each case, extension of the Agreement is subject to the

following:

a. The License Fee for the Renewal Term will be as set out in Schedule “C”; and

b. During the Renewal Term, the provisions of this Agreement will remain

unchanged except that the License Fee will be as provided herein.

Part IV – Access

13. The Licensee shall provide the Licensor with a list of individuals (the “Designated

Individuals”) to whom it wishes the Licensor to grant access on the Licensee’s behalf, and

shall keep such list current. For each Designated Individual the Licensee shall provide to the

Licensor the individual’s name, employer, contact information, reason for access, copy of

valid police check and copy of all applicable certifications, including fall arrest, confined

space entry and high angle rescue.

The parties shall:

a. Establish a communication protocol to facilitate access and other

communication needs which shall be approved by the Licensor; and

b. Provide each other with a list of 24-hour emergency contact individuals and

keep such list current.


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14. The Licensee shall have access to the Lands on reasonable prior notice to the Licensor only

during the Licensor’s normal business hours which are 8:00 a.m. to 5:00 p.m. on weekdays

excluding statutory holidays, except for emergencies in which the provisions set forth below

will apply, and subject to compliance by the Licensee, at all times, with the Licensor’s

reasonable security and access requirements. Licensee shall not (irrespective of whether an

emergency exists) enter or attempt access to (i) any portion of the Lands or any of the

Licensors facilities except the immediate area around the Equipment and such area as is

necessary to have ingress and egress to the Equipment; (ii) any portion of the Lands which is

occupied by any third party or is Licensed to any Licensee or which is subject to a license

from the Licensor. Emergency access shall be available based on emergency procedures to

be made between the parties acting reasonably. The Licensor and Licensee agree to establish

emergency procedures, which shall be approved by the Licensor, for the Licensee to follow

in the event of access required because of emergencies, provided that any costs or personnel

fee charges incurred by the Licensor in connection with emergency access shall be borne by

and paid by the Licensee immediately upon request by the Licensor.

15. Upon twenty-four (24) hours’ advance notice or immediate access in the event of an

emergency as identified in the emergency procedures to be established, the Licensor agrees

to permit Licensee or its employees, agents or representatives to inspect the Equipment. The

Parties agree to make available personnel on site at the Licensed Premises concurrent with

the time of the inspection thereof. The Licensor may be contacted for such access at (519)

831-0273.

16. Upon termination of this License Agreement, the Licensee shall immediately deliver, to the

Licensor, all keys, pass cards, pass alarm of either security system, passwords and codes

relating to means of access to the Lands and Equipment. Licensor reserves right to inspect

the property and have the Licensee cover costs to bring the Lands back to its original

condition or satisfactory condition where the Licensee is deemed responsible.

17. The Licensee shall ensure that no Designated Individual enters the Lands without the proper

safety equipment, devices and certifications applicable to the intended work, including safety

equipment, devices and certifications applicable to fall arrest, confined space entry and high

angle rescue. At all times when Designated Individuals are accessing the Lands, the

Licensee shall, for rescue purposes, provide at least two additional Designated Individuals

with the safety equipment, devices and certifications applicable to possible rescue purposes.

All of the above shall be provided in writing to the Licensor prior to start of intended work.

18. The Licensee shall bear all costs of the Licensor associated with provision of access to the

Licensee, including staff call- outs.

Part V – Equipment

19. The Licensee shall install and operate only equipment that has been approved by Industry

Canada and such equipment will be identified with Industry Canada approval numbers

designating the Equipment as being approved for use within Canada. The Licensee shall

operate the Equipment within the applicable output power limits stipulated by Industry

Canada.

20. The Licensee shall ensure that the Equipment, including the equipment shelter and cabling,

has been designed for and installed in a manner so that it occupies as little space as possible

on the Lands and particularly the top of the water tower structure. Any installation will

require the prior submission to the Licensor of drawings identifying the configuration and

location of the Equipment. The Licensee shall remove all unused cables. Should a request to

increase the size of the equipment shelter be approved by the Licensor, the Licensor may in

its sole discretion adjust the License Fees and any relevant Agreement provisions

accordingly.

21. The Licensee shall not install, alter, relocate or remove the Equipment without the prior

written consent of the Licensor, which consent shall not be unreasonably withheld, and

requests for such consent shall be, to the satisfaction of the Licensor, accompanied by


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drawings, stamped by a professional Engineer licensed to work in the province of Ontario, to

show details of the proposed work, all telecommunication equipment currently installed and

evidence that all necessary approvals and permits have been obtained from agencies required,

authorized or empowered to give same and the Licensee shall, if the Licensor so requires,

provide “as-constructed” plans of any part of such work.

22. The Licensee agrees that the installation of any new Equipment will require the prior

completion of a structural analysis of the tower, at the Licensee’s cost, by a qualified

engineering firm which will include the analysis of all existing Equipment or new Equipment

as well as all other existing equipment, and the Licensee shall provide to the Licensor a

report detailing the structural analysis before any work commences.

23. The Licensee shall make every effort to install any new Equipment, including cabling, in a

way that does not require the installation of said Equipment through the access hatch on the

top of the tower. All cabling and cable trays will be installed at least 10 inches offset from

the water tower structure.

24. The Licensee, at its own cost, shall be responsible for the installation and maintenance of an

independent grounding system to which the Equipment will be affixed and the identification

of such grounding system on drawings in accordance with Section 17. The Licensee shall be

responsible for all damages resulting from a failure of the Licensee’s grounding system,

including the cost of repair for any damages to the Lands.

25. The Licensee shall provide a list of all frequencies to the Licensor as described in Schedule

“B” and shall update the list prior to any new Equipment being installed. The updated list of

frequencies shall include those used by any and all parties using the structure.

26. The Licensor shall periodically have the Lands and the Equipment inspected. If any audit or

inspection of the Lands or Equipment reveals any structural or safety concerns or a

discrepancy between the Equipment listed in Schedule “B” and the Equipment actually on

the Lands, the Licensor may, in its sole discretion:

a. Require the Licensee to remedy any such concern to the satisfaction of the

Licensor or remove, at the Licensee’s sole cost, the offending Equipment to

the satisfaction of the Licensor within sixty (60) days after the Licensor gives

notice of such requirement;

b. Adjust the Licence Fees and any relevant Agreement provisions accordingly;

and/or

c. Require the Licensee to compensate the Licensor for any damages caused by

any such discrepancy within sixty (60) days after the Licensor gives notice to

the Licensee of the amount of such damages.

27. The Licensee shall ensure that its Equipment and use of the Lands shall not unduly interfere

with the use and enjoyment of the Lands by the Licensor or any other licensee.

28. The Licensee shall promptly inform the Licensor of any hazards associated with the

Equipment including its radio frequency emissions, and any measures necessary to protect

the Licensor’s employees, contractors and invitees. Such hazards are listed in Schedule “D”

to this Agreement.

Part VI – Work

29. The Licensee shall not commence any road cuts, construction, or placement or relocation of

any structures on the Lands, or perform any act that affects the infrastructure on the Lands,

unless such work has been approved by the Licensor in advance in writing.

30. The Licensee shall use reasonable efforts to schedule its work with the Licensor’s service

providers or other licensees using the Lands, with the intent of minimizing the necessity for

road cuts, construction and placement or relocation of any structures on the Lands.


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31. Upon completion of any work on the Lands, the Licensee shall, at its own cost, fill in any

excavations made for such purpose on the Lands and, as far as practicable, restore any

affected surface thereof to the same condition as that in which it was found prior to the

commencement of the work and shall remove all rubbish and all of its equipment not part of

the Equipment. If the Licensee fails (as determined by the Licensor) to make such restoration

within a reasonable time after the completion of any work, the Licensor may perform such

restoration, and the Licensee shall pay the Licensor for all costs of performing the

restoration.

32. The Licensee shall promptly notify the Licensor, in writing, of any damage caused by the

Licensee in connection with its work, Equipment or enjoyment of its permission to use the

Lands under this Agreement.

Part VII – Obligations of Licensee

33. The Licensee shall not use the Lands for any purpose other than the purpose authorized by

this Agreement. Notwithstanding the generality of the foregoing, the Licensee shall not affix

or display any sign or advertising device to the Lands or any structure on the Lands, except

that the Licensee shall affix to its Equipment adequate identification to inform the Licensor’s

employees and contractors and other licensees as to its ownership.

34. The Licensee shall assume all environmental liability relating to its use of the Lands,

including but not limited to any liability for clean-up of any hazardous substance in, on,

under, along, across and around the Lands which results from:

a. The operations of the Licensee and its employees, contractors and invitees in,

on, under, along, across or around the Lands; or

b. Any products or goods brought in, on, under, along, across or around the

Lands by the Licensee, its employees, contractors or invitees, or by any other

person with the express or implied consent of the Licensee.

35. The Licensee shall be fully liable for any damage to the Licensor’s property where it has

been shown that the damage is a result of the Licensee’s equipment. The Licensee shall be

fully liable for, and shall indemnity the Licensor for, any damage to the Equipment, caused

by lightning strikes or any other acts of God. The Licensee shall install its Equipment in

such a way as to minimize the impact of lightning strikes upon the Equipment and the Lands.

36. The Licensee shall not knowingly permit anything to be done on the Lands which contravene

any applicable federal, provincial, municipal or other governmental authority’s statute,

regulation or by-law, or any applicable decree, order, arbitration award, licence or permit

issued to the Licensor by any governmental authority, relating to the environment (the

“Environmental Law”).

37. The Licensee shall be fully liable for, and shall indemnity the Licensor for, any damages

caused by the Licensee’s or the Equipment’s contravention of any Environmental Law.

38. The Licensee shall comply with Health Canada’s Safety Code 6 requirements and shall

clearly identify any areas in the vicinity of the installed Equipment where an individual may

be exposed to radio energy exceeding the safety levels mandated by Safety Code 6, which

hazard shall be identified on Schedule “D”.

39. The Licensee shall comply with all applicable federal, provincial, and municipal acts,

regulations and by-laws and shall also abide by all applicable instructions, regulations, rules,

policies, standards, guidelines and site access protocols of the Licensor (collectively the

“Licensor’s Rules”), which may be issued by the Licensor, and may be amended by the

Licensor from time to time. The Licensor shall provide notice to the Licensee of any change

to any such Licensor’s Rules.


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40. In the installation, operation, maintenance and eventual removal of the Equipment, the

Licensee and all of its employees, contractors and invitees shall comply with the

Occupational Health and Safety Act, R.S.O. 1990, c. O.1, and the regulations made

thereunder, and the Licensee shall assume or assign to an approved third party the role of

Constructor for the purposes of such Act.

41. The Licensee shall not register or permit to be registered any instrument claiming any right,

title or interest in the Lands or any other property of the Licensor in any real or personal

property registry by virtue of the Licensee’s use of the Lands or this Agreement. Without

limiting the generality of the foregoing, the Licensee shall not register, or cause to be

registered, this Agreement or notice thereof, on the title to the Lands.

42. The Licensee shall not suffer or permit any lien to be filed or registered against the Lands,

including any lien pursuant to the Construction Lien Act, R.S.O. 1990, c. C.30.

43. The Licensee shall not assign, sublicense, or otherwise transfer this Agreement or the

permission granted herein, either in whole or in part, without the prior written consent of the

Licensor, which consent may be unreasonably withheld.

Part VIII – Relocation, Adjustment or Temporary Shutting Down of the Equipment

44. Upon the Licensor giving not less than thirty (30) days’ written notice, or such additional

advance written notice as is reasonable, having regard to the nature of the relocation or

adjustment required, the Licensee shall relocate or adjust its Equipment as may be required

by the Licensor for its purposes.

45. In case of emergency, both parties shall work co-operatively and apply commercially

reasonable best efforts to relocate or adjust the Equipment immediately. Acting reasonably,

the Licensor may take measures deemed necessary that may be required in the circumstances

and the nature of the emergency.

46. The cost of relocation or adjustment of the Equipment shall be borne 100% by the Licensee.

47. In the case where the Equipment is found to be in non-compliance with any aspect of the

approved location, the cost of relocating the Equipment shall be paid by the Licensee. The

Licensor shall, to the best of its ability, avoid unnecessary relocations and adjustments, and

shall work with the Licensee to weigh relocation alternatives, but reserves the right to request

such relocation as it requires.

48. If the Licensee fails to complete the relocation or adjustment of the Equipment pursuant to

the Licensor’s request under this Agreement, in a timely and expeditious manner, to the

satisfaction of the Licensor, acting reasonably, the Licensor may, at its option, complete such

relocation or adjustment, or have such relocation or adjustment completed, and the Licensee

shall pay to the Licensor the cost of such relocation or adjustment plus an overhead equal to

twenty percent (20%) of such cost, payable immediately upon the Licensor giving notice of

the amount payable.

49. The Licensee shall co-operate with the Licensor in the temporary shutdown, at the Licensee’s

cost, of the Equipment during maintenance of the Lands, including painting of the water

tower structure, if requested to do so by the Licensor, acting reasonably.

Part IX – Remedies of Licensor

50. If the Licensee fails to complete any relocation or removal of the Equipment in accordance

with this Agreement or fails to repair and restore the Lands or do any other work required

pursuant to this Agreement in a timely and expeditious manner to the satisfaction of the


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Licensor, acting reasonably, the Licensor may, at its option, complete such relocation,

removal, repair, restoration or work. The Licensee shall pay the cost of such relocation,

removal, repair, restoration or work to the Licensor plus an overhead equal to twenty percent

(20%) of such cost, immediately upon the Licensor giving notice of the amount payable.

51. If the Licensor’s operations become impeded in any way so that the mandate of providing

clean and reliable water services to the citizens of Guelph are affected, the Licensor shall

make any necessary changes to the Lands to ensure clean and uninterrupted water service is

maintained.

52. If the Equipment becomes a suspected source of interference with any existing or future

equipment or operation of the Licensor, the Licensee shall attempt to determine the source of

the interference and provide its full co-operation to the Licensor in this regard. If the

interference is found to be caused by the Equipment and/or the Licensee’s operation, as

verified by a professional engineer retained or employed by the Licensor, the Licensor may

elect to have some or all of the Licensee’s operations suspended until the Licensee, at its sole

cost, rectifies the interference to the satisfaction of the Licensor, failing which, the Licensor

may, at its sole discretion, require the Licensee to remove the offending Equipment until such

time as the problem is rectified to the satisfaction of the Licensor or may terminate this

Agreement upon giving written notice to the Licensee.

53. The Licensee shall indemnify and save harmless the Licensor and the Licensor’s members of

council, officers, employees, contractors and agents from the cost of repairing any damage to

the Lands and from and against all claims, demands, losses, liabilities, costs, damages,

actions, suits or proceedings (including any actions under or in connection with the

Workplace Safety and Insurance Act, 1997, S.O. 1997, c. 16, Sched. A,) that arise directly or

indirectly out of, or are attributable to, the permission granted in this Agreement. This

indemnity shall survive termination of this Agreement.

54. The Licensee shall obtain, maintain and pay for, comprehensive general liability insurance,

applicable to the Equipment and the Licensee’s use of the Lands, in the amount of not less

than Five Million Dollars ($5,000,000.00) per occurrence. The insurance policy shall

provide coverage with respect to the liability of the Licensee arising from this Agreement, all

work carried out pursuant to the permission granted in this Agreement, and the installation,

operation, maintenance and eventual removal of the Equipment. The Licensor and the

Licensor’s members of council, officers, employees, contractors and agents shall be added as

additional insureds in such policy, and the policy shall be primary and shall include a cross

liability/severability of interest endorsement and shall require at least thirty (30) days’ written

notice to the Licensor before it can be cancelled, lapsed, or materially changed. The Licensee

shall provide the Licensor annually with a certificate of such insurance policy. This policy

shall be kept in force during the currency of this Agreement in respect of this Agreement and

the Lands and, if this Agreement is terminated, until the Licensee has completed all the work

it is required to do hereunder in connection with the removal of its Equipment from the

Lands. The Licensee shall ensure that any and all contractors also have valid insurance with

the same limits and coverage as the Licensee.

Part X – Termination

55. The Licensor may in its sole discretion terminate this Agreement upon giving at least six (6)

months written notice to the Licensee. Notwithstanding the foregoing, the Licensor may,

acting reasonably in its best interests, terminate this Agreement:

a. On such shorter notice as may be required given extenuating circumstances,

including damage to or destruction of part or all of the Lands;

b. Upon at least fifteen (15) days’ notice to the Licensee in the event of default

of this Agreement by the Licensee which is not corrected by the Licensee

within the said 15-day notice period; or


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c. Without notice, if the Licensee commits any act of bankruptcy or if a receiver

is appointed on account of its insolvency or in respect of any of its property or

if the Licensee makes a general assignment for the benefit of its creditors.

56. Upon termination of this Agreement for any reason, the Licensor shall not be responsible for

any loss or cost that the Licensee may suffer because of such termination.

57. Notwithstanding any other provisions of this License, the Licensee may, in its sole discretion,

terminate this License by giving six (6) months prior written notice.

58. Within thirty (30) days after the termination of this Agreement by either party, the Licensee

shall forthwith remove, at its own cost, its Equipment from the Lands, leaving and restoring

the Lands as nearly as possible in as neat and as clean a condition as they were originally,

reasonable wear and tear accepted. In case of the failure of the Licensee to remove its

Equipment, the Licensor shall have the option, in its sole discretion, of either:

a. Removing the Equipment and charging the Licensee for all costs of such

removal including a twenty percent (20)% administration charge; or

b. Selling or foreclosing on the Equipment remaining on the Lands, without any

compensation to the Licensee.

59. In the event of the termination of this Agreement by either party, the Licensor shall refund

pro rata the portion of the Licence Fee paid under Schedule “C” for that period, if any, in

respect of which this Agreement has been terminated, net of any amount owing to the

Licensor under this Agreement. The amount shall be due and payable forthwith after the

Licensee has removed its Equipment and has restored the Lands in accordance with the

provisions of this Agreement and to the satisfaction of the Licensor. Save as otherwise

provided in this Agreement, upon termination of this Agreement, the parties shall be released

from any further liability with respect to this Agreement. Should the termination be

requested by the Licensee within one (1) year after the Commencement Date, then a

minimum Licence Fee of $15,000.00 shall be retained by the Licensor as an administration

charge.

60. All of the covenants, representations, warranties, indemnities and outstanding obligations

(including outstanding payment obligations) of the Licensee under this Agreement shall

survive the termination of this Agreement, however caused.

Part XI – Notice

61. Any notice permitted or required to be given to the Licensor hereunder shall be sent by

prepaid registered mail to:

The Corporation of the City of Guelph

1 Carden Street

Guelph, ON N1H 3A1

Attention: City Solicitor

Facsimile: (519) 822-0705

Phone: (519) 822-1260 x 2279

or such other address as the Licensor from time to time advises in writing.

62. Any notice permitted or required to be given to the Licensee hereunder shall be sent by

prepaid registered mail to:


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or such other address as the Licensee from time to time advises in writing.

Part XII – General

63. This Agreement will be binding upon and enure to the benefit of the parties hereto and their

respective successors and assigns.

64. Either party may, in writing, waive any of its rights, powers or remedies hereunder. The

failure or delay of either party to exercise any of its rights, powers or remedies hereunder

does not constitute a waiver of any rights, powers or remedies. Any exercise or partial

exercise of a right, power or remedy does not prevent any subsequent exercise of it or any

other right, power or remedy.

65. The obligations of the parties contained herein have, where applicable, the status of

representations, warranties and covenants by the respective obligated party.

66. This Agreement shall be governed by the laws of the Province of Ontario.

67. Schedules “A”, “B”, “C”, and “D”, attached hereto, as they may be amended from time to

time, form part of this Agreement. The Schedules may be updated and/or amended from

time to time and a Schedule with a later effective date shall govern and supersede a Schedule

with an earlier date. No such supplement, modification or amendment to this Agreement or

any Schedule shall be binding unless executed in writing by the party to be bound thereby. A

duly executed form of amendment in which the parties acknowledge and agree to the

amended Schedule shall be sufficient to give effect to such amended Schedule. If there is a

conflict between the provisions of any Schedule attached hereto and the provisions of any

section of this Agreement, the provisions of the section of this Agreement shall prevail.

68. Time shall be of the essence of this Agreement.

69. Any reference in this Agreement to any statute, regulation, by-law, code or rule shall be

construed as a reference thereto as amended or re-enacted from time to time or as a reference

to any successor thereto then in force.

70. If any provision of this Agreement is illegal, unenforceable or invalid, it shall be considered

separate and severable and all the remainder of this Agreement shall remain in full force and

effect as though such provision had not been included in this Agreement.

[Signature page follows.]


Page 50 of 54

IN WITNESS WHEREOF the parties hereto have hereunto affixed their respective seals under

the hands of their proper signing officers duly authorized in that behalf.

SIGNED, SEALED &

DELIVERED

)

)

THE CORPORATION OF THE CITY OF

GUELPH

)

)

)

)

)

)

_____________________________________________

Karen Farbridge - Mayor

)

)

)

)

)

)

_____________________________________________

Blair Labelle – City Clerk

) )

)

)

)

_____________________________________________

Name:

Title:

)

)

)

)

_____________________________________________

Name:

Title:

) I/We have the authority to bind the corporation

REQUEST FOR PROPOSAL


Page 51 of 54

SCHEDULE “A”

Lands

Municipal Address of the Lands and Site No.:

W4677 – Guelph Water Tower

36 Verney Street, Guelph, Ontario

Legal Description of the Lands:

PIN: 71301-0108

Part Lot 10 Plan 251; GUELPH



Page 52 of 54

SCHEDULE “B”

Equipment and Frequencies

Complete Inventory of the Equipment currently installed by the Licensee:

All accessory telecommunication and electrical lines.

Complete list of frequencies of the Equipment of the Licensee and frequencies in use by all

others using the site:



Page 53 of 54

SCHEDULE “C”

License Fee

The Licensee shall pay Licence Fee to the Licensor as follows:

Initial 10 Year Term of the Licence Agreement - Year 1 to 10

Commencement Date of Licence Electrical Fee1 Antenna Fee

2

Number of

Antenna Total Annual Fee

June 1, 2013 - May 31, 2014 $720 $5,000 1 $5,720

June 1, 2014 - May 31, 2015 $756 $5,250 1 $6,006

June 1, 2015 - May 31, 2016 $794 $5,513 1 $6,307

June 1, 2016 - May 31, 2017 $833 $5,788 1 $6,621

June 1, 2017 - May 31, 2018 $875 $6,078 1 $6,953

June 1, 2018 - May 31, 2019 $919 $6,381 1 $7,300

June 1, 2019 - May 31, 2020 $965 $6,700 1 $7,665

June 1, 2020 - May 31, 2021 $1,013 $7,036 1 $8,049

June 1, 2021 - May 31, 2022 $1,064 $7,387 1 $8,451

June 1, 2022 - May 31, 2023 $1,117 $7,757 1 $8,874

First Renewal Term - Year 10 to 15

Commencement Date of Renewal Electrical Fee 1 Antenna Fee

2

Number of

Antenna Total Annual Fee

June 1, 2023 - May 31, 2024 $1,173 $8,144 1 $9,317

June 1, 2024 - May 31, 2025 $1,231 $8,552 1 $9,783

June 1, 2025 - May 31, 2026 $1,293 $8,979 1 $10,272

June 1, 2026 - May 31, 2027 $1,358 $9,428 1 $10,786

June 1, 2027 - May 31, 2028 $1,426 $9,900 1 $11,326

1 Electrical Fee: Initial basic fee of $60 monthly, paid annually (initial annual fee of

$720), incorporating a 5% annual increase from year to year.

2 Antenna Fee: Initial Antenna fee of $5,000 per antenna times 1 antenna, as identified in Schedule B,

paid annually, incorporating a 5% annual increase from year to year.



Page 54 of 54

SCHEDULE “D”

Known Hazards of the Equipment