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RFP 142842TM

Exhibit G – Project Management Plan, Implementation Schedule, and Cutover

Plan

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For Sarasota and Manatee Counties RFP 142842TM

Project Management Plan, Implementation Schedule and Cutover Plan

Introduction

Overview

This document is the preliminary Project Management Plan for a 700/800 MHz P25 Public Safety Radio Network for the Counties. Within seven days of issuance of purchase orders, the Counties and Contractor will meet and agree upon the Project Management Plan. The Project

Management Plan will be subject to change based on mutual agreement based on the site development and other implementation of the System.

The Project Management Plan describes how Contractor manages the successful implementation of the VESTA Radio System for the Counties from contract award to system acceptance and transition to Customer Care (Warranty and Maintenance Support). This plan describes how the Contractor’s standard management processes will be applied to ensure that necessary quality controls will be used at an appropriate level for efficient and effective project implementation. These management processes are a culmination of years of experience successfully cutting over mission critical systems ensuring they stay on-time, on-budget, and on-quality.

Project Management Philosophy

Contractor’s goal for every project is to deliver a high-quality system on-time and within budget, that exceeds the customer’s requirements. This requires outstanding execution at every stage of the project:

Outstanding Team – Contractor assembles a core team of highly experienced professionals.

Kevin Mumma, The Contractor’s Project Manager in Bradenton, FL, will own the overall delivery of the solution with total responsibility and decision making for the Counties’ project.

Outstanding Communication – Identifying and exercising a rigorous and focused

communication plan among team members will keep everyone focused on the objectives, mitigate misunderstandings, and minimize problems.

Outstanding Quality – Quality checks are built into Contractor’s projects to ensure quality of

work and materials.

Services

Contractor will perform the following services in order to achieve a successful implementation:  Project Management

 System Design

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Equipment

Contractor will provide the Counties with a completely integrated, turnkey System consisting of the following major communications system components:

Dispatch Console System

Zetron Acom IP system with 42 console positions distributed as follows:  Sarasota

o 15 console positions at EOC

o 4 console positions at North Port (which may be relocated to the Sarasota EOC)  Manatee

o 20 console positions at Manatee PSC o 3 console positions at Bradenton

 10 Control Station Radios at the legacy Manatee Backup EOC

VESTA Radio, P25-compliant, Trunked Radio Network with:

 800 MHz Simulcast Cell, 9 sites, 17 channels for Sarasota  800 MHz Simulcast Cell, 9 sites, 16 channels for Manatee  One 4-channel multicast site for aviation

Shared VESTA Radio Infrastructure

 Geo-Redundant Core

 Geo-Redundant Simulcast Site Controller  Alarm and Diagnostic subsystem

 Network Management subsystem  Future ISSI connectivity

Interoperability

 Sarasota

 Two (2) new Analog 800 MHz Mutual Aid channels (8CALL90 & 8TAC92) at six (6) Sarasota Sites

 FIN (Florida Interoperability Network)  Legacy Interops

 Legacy SmartZone System during the Cutover Period  Manatee

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Remote Monitoring of the VESTA Radio System

Twenty four hours a day, seven days a week

Logging Recorder

EXACOM logging recorder solution for each County

Microwave

Aviat Digital Microwave and Backhaul IP Network

Available Options

 Subscriber Units  OTAP  KMF / OTAR

Project Team

Organization

Contractor’s project team includes experienced LMR professionals and subject matter experts for the design and support of the Counties 800 MHz P25 Public Safety Radio Network. The project team includes executive management support that ensures the availability of all of the resources to meet the Counties' needs. The project team includes multiple disciplines and is structured as shown in Figure 1. Key team members have been assigned. Other roles will be assigned at the execution of the Agreement.

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At the beginning of project execution, one of the first actions of the Project Manager is to mobilize the project team. A matrix type organization as illustrated below represents the project team established for the Counties’ project.

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Roles and Responsibilities

Project Manager

The Contractor’s On-Site Project Manager, Kevin Mumma, living in Bradenton, FL, is responsible for the delivery of the project on-time, within budget and to contract specifications, the Project Manager will work on-site during the entire deployment until the Counties’ Final System Acceptance. Contractor’s Project Manager plans, coordinates, and oversees all aspects of the project implementation and reports on its progress. The Project Manager will be the primary point of contact for the Counties following contract award. The Project Manager will reside in the Counties’ area for the entire duration of the project and is readily available to the Counties’ Project Administrators with a local telephone number for contact.

The Project Manager’s specific duties include:

 Providing all necessary resources in order to guarantee an effective delivery of the project  Meeting the project goals with regard to quality, cost and time

 Creating and managing the project schedule  Managing all staff and subcontractors

 Coordinating and scheduling of the civil construction and site development  Planning, monitoring, and controlling the project according to defined standards  Creating and maintaining the Project Management Plan

 Reporting project progress and status  Providing project deliverables to the Counties

 Coordinating regular project meetings, design reviews, and other meetings as needed  Identifying and reconciling issues proactively

 Providing an escalation path

 Managing the Change Control Process

Technical Solutions Engineer

Technical Solution Engineers (TSE) deal with all technical aspects of the project during the design phase. The Lead TSE, Peter Ungar, ensures suitability and compliance of the solution with the Counties’ functional, operational, and contractual requirements by:

 Providing the technical specifications of the solution

 Defining the solution architecture for the solution in collaboration with sub-system suppliers  Defining the scope of supply and providing the equipment list for the project

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Radio Network Engineer

Radio Network Engineers (RNE) deal with all RF (Radio Frequency) related technical aspects of the project. The Radio Network Engineer, Doug Petrie, is responsible for:

 Managing the design of the radio network to ensure compliance with the Counties’ functional and operational requirements

 Frequency planning

 Intermodulation detection and resolution  Managing the validation of radio coverage

Deployment Manager

Implementation Management covers all the activities for the implementation of the network through the System Acceptance phase. The Deployment Manager, Greg Tanner, is part of the core project team and is responsible for successfully implementing the complete solution. The Deployment Manager responsibilities include:

 Managing the integration, staging, and field testing of the solution including interfaces with external equipment

 Organizing the deployment logistics

 Performing radio site surveys and validation

 Defining the deployment strategy and consolidating supplier’s deployment solutions

 Determining local administrative constraints (documentation, working safety rules, technical standards, etc.)

 Managing subcontractors

The Deployment Manager manages the Implementation Team, which consists of Site Development Services and System Installation and Integration Services:

Site Development Services

This functional team has responsibility for site acquisition and preparation. The group includes:  Site Acquisition Specialists

 Regulatory and Compliance Specialists  Construction Managers

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System Installation and Integration Services

The second functional team has responsibility for the installation and integration of the System, from completion of design activities through factory staging and field commissioning of the System, testing, and cutover. The group includes:

 Field Engineers  RF Engineers  Staging Managers  Fabrication Technicians

Training Manager

Effective trainers are vital to providing dynamic, successful training programs and enable their trainees to learn and internalize the content being taught. Contractor’s trainers will tailor the classroom experience to meet the Counties’ specific training needs. The main responsibilities of the Training Manager, Joe Tomlinson, are:

 Identifying training and development needs through regular consultation with the Counties  Designing and developing training based on the Counties’ needs

 Working in a team to produce programs that are satisfactory to all relevant parties including: o Administrators

o Operators o Technicians o Managers

 Managing the delivery of the training programs including those supplied by our subcontractors  Monitoring and reviewing the progress of trainees through the use of questionnaires and

discussions with the Counties’ managers

Subcontractors

Contractor selects subcontractors based on their qualifications and their ability to perform specific functions for the contract. They have demonstrated an ability to perform high-level services and work within the framework of the project team.

Although Contractor offers a wide range of operations, maintenance, and engineering services, Contractor does subcontract certain tasks that are intermittent, or require highly specialized skills and equipment. Contractor employs qualified subcontractors for their technical knowledge, specialized skills, and reliability, serving as a vital resource in the success of a project.

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Contractor’s key subcontractors for the Counties’ Project include:

Zetron – Dispatch console systems

Aviat – Microwave systems

Black and Veatch – Site development

Alpha and Omega – Microwave installations

Williams Communications – Installation and local support services

Care Manager

The Care Manager, Linda McSweeney, is responsible for overall customer support, including training, upgrades and repair processes. Before Final System Acceptance, the Care Manager plans and organizes the appropriate training for the Counties and Local Service Partner(s), and creates the Care Plan in collaboration with the Counties. After Final System Acceptance, the Care Manager implements the Care Plan, and takes over the Project Management

responsibilities for the Warranty and Maintenance period. The Care Manager’s specific duties include:

 Providing all necessary resources in order to guarantee effective support for the Counties  Creating and maintaining the Care Services Plan

 Defining spare parts list, storage, and logistics  Establishing third-party care agreements, if required

 Setting up the appropriate processes to support the Counties

 Setting up ongoing progress meetings with the Counties' point of contact  Proactively identifying and reconciling support issues

Procurement Manager and Supply Manager

Project Procurement and Supply Management consists of all project equipment, material, partner, and subcontractor-related procurement activities and the required actions according to technical specifications, purchasing principles, philosophies, and procurement schedules, within approved cost estimates.

Bryant Underwood’s and Glenn Snodderly’s procurement activities include partner and subcontractor inquiries, negotiations, contract agreements, project logistics, and local warehousing management.

All major subsystems are subcontracted using industry standard, Master Agreement/Statement of Work subcontracting vehicles. The entire tender and subcontracting process comprehends all customer-required flowdowns and supplier performance obligations. The subcontract structure

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Project Management Services

The following subsections describe the primary areas of focus and tasks performed by the project management team, which is lead by Contractor’s on-site Project Manager.

The Project Management tasks are based on Contractor’s standard project management process and are in alignment with the practices and philosophy of the Project Management Institute (PMI). This process is a set of common and standard rules used by Contractor and deals with the fulfillment of contracts based on the Project Management Plan (PMP).

The PMP is a key project document deliverable as it customizes the application of the general principles of Contractor’s project management process to the Counties' solution technology, project scope, contract size, and contract specifics.

Contractor’s project team is supported by the Project Management Office (PMO) and provides head office support to ensure quality and process adherence.

Coordination and Progress Management

Project coordination is the responsibility of the Project Manager. The Project Manager focuses on managing and controlling the delivery of project activities according to the contractual

agreements, the Project Plan, and the Scope of Work. This is done through all project phases to ensure quality, cost, and time-efficient project execution.

Certain project coordination activities are essential for successful project execution. These coordination activities include:

 Updating the preliminary Project Management Plan for the Counties' approval  Continuous updating of the Project Management Plan during project execution  Establishing the project management team

 Staffing the project organization

 Defining and executing the Project Communication Plan  Reporting project progress and status

 Performing Project Scope and Configuration Management from initial scope definition to agreed scope changes

The Project Manager, Project Financial Controller, and PMO Manager meet on a regular basis to review progress and execution of the Project Plan to ensure that the project is implemented according to contractual requirements, plans, and schedules, within projected budgets and to operational objectives.

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Implementation Process and Quality Assurance Management

Overview

Contractor’s Project Manager follows the Implementation Process and Quality Assurance Gates illustrated in Figure 2. This process demonstrates the methodical and strategic approach to implementing systems.

The Implementation Process and Quality Assurance process ensures that the project is

delivered on-time, on-budget, and on-quality. Quality Gate reviews fundamentally reduce risk to a project and are linked to important decisions such as finalizing the system architecture design or starting the system installation.

Mobilization QG 05 Preliminary Design QG 06 Final Design QG 07 System Production QG 08 System Acceptance QG 10 Care QG 11

Planning Design Production Installation Integration & Validation Maintenance

Field Installation & System Commissioning QG 09 Requirement Review PDR Review FDR Review Factory Acceptance Site Acceptance Cutover Review System Acceptance

Figure 2 Implementation Process and Quality Assurance Gate Process

Quality Gate reviews are held in order to assess the current and future state of the project. Deliverables include the appropriate project documentation which are presented at each of the corresponding Quality Gate reviews.

Significant senior management oversight is employed during Quality Gate Reviews in order to ensure a comprehensive assessment of the project status. The Project Manager is responsible for ensuring that the Gates are planned and executed. The ’Contractor's Project Quality Manager (PQM) reviews the status of each Quality Gate, the impact of issues, and suggests

recommendations to Project Team members. The PQM provides notice of Gate decisions and rationalization to the project team with updates to the Project Management Plan and Quality Gate repository. The PQM issues a Pass notice when the project is authorized to proceed to the next phase.

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Mobilization

Mobilization signifies the initialization of the project following contract award. The Mobilization Quality Gate associated with this phase contains the following objectives:

 To ensure that the appropriate key resources are in place to execute the project based on the plans in place at contract commencement

 To ensure that the requirements baseline for the project is understood and agreed to with the customer and key contractual parties

When these activities are completed, the project enters into the Preliminary Design phase. In addition, a kickoff meeting is held together with the Counties’ representatives.

Preliminary Design Review

Preliminary Design Review (PDR) aligns design objectives with contract requirements. This allows the initiation of contact with subcontractors and suppliers, and allows for customer

assessment of the initial design including initial draft of test plans. The Preliminary Design Quality Gate contains the following objectives:

 To ensure that the requirements are complete, understood, and can be implemented and verified

 To accept detailed requirements, specifications, and the preliminary design

Final Design Review

Final Design Review (FDR) is the process of finalizing the definition of the architecture, components, modules, interfaces, and data for a system to satisfy the specified requirements. There is some overlap and synergy with the disciplines of systems analysis, systems architecture, and systems engineering. The Final Design Quality Gate contains the following objectives:  To ensure that the design is acceptable in terms of fulfillment of contract requirements, quality,

manufacturability, regulations, and standards

 To confirm that the design is complete and ready to proceed to system production

Production

Approval of the final design will confirm that system production can take place. At this point Contractor’s suppliers and subcontractors are fully engaged to deliver materials and services to the staging facility. At the staging facility, all relevant equipment is assembled, integrated,

configured, and tested to prove System functionality. Once the System has been fully configured, staged, and tested by Contractor, a Factory Acceptance Test will be held with customer

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Installation and Commissioning

Following successful completion of the Factory Acceptance Test, the System is delivered, installed, and commissioned.

Prior to the installation commencing, Contractor will perform a Site Certification to verify that all sites are fully ready and approved to commence the installation of the System.

Following the installation of the System, Site Acceptances will be performed to ensure that the equipment has been installed in accordance with this Agreement and to the satisfaction of the Counties.

System Acceptance

System Acceptance ensures that all conditions for the transition of systems from delivery into service and support, in accordance with the contractual requirements are met. The System Acceptance Quality Gate associated with this phase contains the following objectives:  To ensure that the System operates in accordance with the contract requirements  To ensure that the Counties can cutover to the new VESTA Radio system

 To validate readiness for Care Services support

Care (Warranty and Maintenance)

The Care Quality Gate contains the following objective:

 To ensure that all required maintenance and support services are identified and under control of the assigned Care Manager

Communications Management

This section sets the Project Reporting framework and serves as a guide for communication and reporting throughout the project. It identifies and defines the roles of persons involved in this project. It also includes a Reporting matrix which maps the reporting requirements of this project. Communications between the Counties and Contractor includes on-site discussions, email, telephone, and teleconference methods as appropriate for the following types of communications:  Documentation sharing including use of online applications

 Project meetings and reviews as described in the Communications Matrix  Escalation Process

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Shared Documentation

Shared documentation is stored online using a portal for partners, customers, and associates to online services provided by Contractor. Registered users have easy access to Contractor’s product information, technical documentation, software downloads, and collaboration tools. The Contractor’s Online portal can be accessed from the internet.

Contractor provides a Team Service area for the Counties, which is a separate project

collaboration area where Contractor’s and the Counties' teams can share confidential or specific information with customers or partners.

Project Meetings and Reviews

Contractor will hold regular reviews with the Counties to present information on the current status of the project, designs, activities, and deliverables. The goal of these reviews is to ensure good communication between all parties on the status of the project and to reach agreement on technical matters. The following reviews are held at times and locations mutually agreeable to Contractor and the Counties:

 Kickoff meeting

 Regular Project Meetings, including: o Technical and configuration discussions o Preliminary Design Review

o Final Design Review o Testing and Validation o Cutover and Transition o Care Planning

 Milestone Review Meetings  Executive Reviews

Communications Matrix

At the start of the project the Contractor’s Project Manager will hold a Kickoff Meeting with the Counties in order to introduce the project team, review the project scope, requirements, timelines, task owners, communication procedures as well as the risks and mitigations management. Contractor and the Counties’ team members will hold a variety of meetings throughout the design and implementation of the project.

Table 1 summarizes the types of meetings that will occur along with the meeting’s objective,

medium, frequency, intended audience, owner, and deliverables. This proposed Communications Matrix will be presented during the Kickoff meeting and adapted to meet stakeholder needs.

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Table 1 Proposed Communications Matrix

Type Objective Medium Freq. Audience Owner Deliverables

Kickoff Meeting

Introduce project team review project scope, timelines, task owners, communication procedures, preliminary risk identification Face to Face Once County project teams, Contractor project team, Stakeholders PM Kickoff slides Meeting Minutes Customer Project Meetings

Review status of the project with Sarasota-Manatee Counties Conference Call or Face to Face Bi-Weekly County PAs, Contractor PM, Technical resources as needed. PM Status/Schedule Progress Report Issues Risk & Mitigations Action Item update Meeting Minutes Internal Project Team Meetings

Review status of the project with the team (similar to

above)

Conference Call or Face to

Face

Weekly Contractor Project

Team PM (similar to above) Milestone Reviews Discuss milestone deliverables with

Sarasota-Manatee Counties. Conference Call or Face to Face Once each County PAs, Contractor PM, Milestone owner, Technical Resources as needed. Milestone owner Agenda Deliverable Meeting Minutes Internal Project Review

Report the status of the project including activities, progress, costs and issues

Conference Call or Face to Face Monthly Executive Sponsor, PMO, Contractor PM, Technical Resources as needed PM Status Report Internal Quality Gate Reviews

Assess the current and future state of the project.

Conference Call Quality Gate Contractor PM, PQM, PMO, Project Team PM QG Deliverables Executive Review

Discuss project status including health of the project, critical path issues

and any project non-conformance Conference Call or Face to Face As needed County PAs, Executive Sponsor, Contractor PM PM Agenda Status update Meeting Minutes

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Meeting Minutes

The following figure is an example of the Counties' Project Status Update Minutes that will be sent out by the Project Manager within 48 hours of Customer Project Meetings.

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Action Items Register

Table 2 is an example of the Action Items Register that will be sent out by the Project Manager together with the Counties' Project Status Update Minutes.

Table 2 Action Items Register

ID Action Owner Date

Assigned

Date Due

Current Estimate

1 Coordinate Project Kickoff Meeting Airbus DS Communications PM 2

3

Escalation Process

An Escalation Process will be put in place in order to address project issues including significant schedule slips exceeding 10 working days, or technical, financial, or other contractual matters that the project core team is unable to address. This is presented in Table 3.

Table 3 Escalation Process

# Description Initiator (Airbus DS Communications) Initiator (County) 1

Unresolved risk and/or issue after reasonable efforts at cooperation during the project meetings. Project Manager communicates

activation of escalation to counterpart and next-level management at Contractor and the Counties’ Initiator provides written description of the problem and impact on project.

Project Manager    Project Manager   2

Meeting or call coordinated by the initiator must occur within 3 working days of communication of escalation information.

Resolution, corrective action, and mutually agreed-upon schedules are identified during the discussion. If the parties are unable to reach an agreement or if the corrective action is not implemented within the

Vice President of Programs and Customer Care  TBD by County

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Change Control Management

Project scope is regularly monitored and controlled by the Project Manager and the project team. Scope change will be managed through the Change Control Process described below under the responsibility of the Project Management Office. Major changes will be managed through contract amendments signed by the Counties and Contractor pursuant to the process set forth in Exhibit B.

Process Overview

A Change Control Process (CCP) will be used to track changes to the project with associated governance. The CCP will be used to control changes to configuration items (including contract, schedule, requirements, technical, etc.) to ensure that only authorized changes are applied. It involves receiving requests for change, analyzing them for impact/feasibility, approving them before implementation, and tracking them through completion.

Elements of a Change Control Process include:

Project Change Notice Form – A template form is provided in Figure 4.

Change Control Board (CCB) – Comprised of department representatives from the Project

Management Office (PMO), Engineering, Implementation, and Care.

Authorized Signatories –If the change does not involve the project schedule, project cost, or

degrade technical performance then the change request need only be reviewed by Contractor’s Change Control Board members. Signature authority resides with the Contractor’s Project Manager.

A Change Request can be initiated by any member of the project team by completing a Change Notice Form and submitting it to a Project Manager.

Process Steps

The following steps summarize the Change Control Process:

1. A Project Change Notice Form is completed and submitted to the Project Manager. 2. The Project Manager assigns a change number and distributes the Project Change Notice

Form to members of the project team and adds a review to the agenda of the next Change Control Board meeting.

3. The Change Control Board meeting is held and the request, the reason for the request, and the impact on the project are discussed. If necessary, changes are made to the Project Change Notice Form.

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Risk Management

All projects contain risks and opportunities. Systematic and proactive management of these is one of the main tasks of project management. This process entails securing project commitments through planning and application of best practices in project and risk management. These activities include identification and management of risks and opportunities that impact project objectives such as cost, time, and performance achievement.

Contractor will use both qualitative and quantitative assessments for the probability of occurrence of identified Risks and Opportunities, and the impact of these in terms of time, cost, and

performance. Identifying Risks and Opportunities is an iterative process and has to be performed throughout the complete project life-cycle. Contingency and Response budgets are allocated to mitigate risks or exploit opportunities (response budget) and deal with risks if they happen (contingency budget).

All Risks and Opportunities will be captured in a Risk Register which is hosted and managed by the Contractor’s Project Manager. The Risk Register will be reviewed with the Sarasota-Manatee Counties during the Project Kickoff Meeting and regular project meetings.

Based on an initial assessment of risk for this project, Contractor has listed the most significant risks along with their mitigation approach in Table 4:

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Table 4 Risk Register

# Risk

Category Risk Area Mitigation Approach

1 Financial

One or more of the existing structures at the planned sites may not be structurally sufficient to handle the planned loading

 Structural Analysis will be performed

 Investigation of potential structural modifications, if needed

 Investigation of potential replacement sites, if required

2 Schedule

Permitting and regulatory requirements at the Greenfield sites will take longer than all other sites, impacting the project schedule

 The Counties to work with the permitting authority to help the process

3 Schedule

Approval of FCC license application takes longer than anticipated

 Contractor to provide assistance in support of the application submission process to ensure accurate information is presented to the FCC

 Contractor has experience with the FCC licensing process and can provide assistance, if needed

4 Technical Performance issues with a portion of existing backhaul

 Contractor will provide technical requirements and specifications for the backhaul performance

 Contractor will provide benchmark performance testing of the existing backhaul characteristics

5 Technical

New model Subscriber Units are purchased by the Sarasota-Manatee Counties that have not been CAP approved or have a demonstrated performance history on Contractor’s VESTA Radio system.

 Contractor will submit the unit to its rigorous

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Schedule and Milestones

This section presents a preliminary project schedule and gives a high-level description of the tasks that will be performed to ensure the successful execution of the schedule and the project. Contractor structured the schedule based on the information contained within the requirements for a 700/800 MHz P25 Public Safety Radio Network for the Counties.

Contractor has included a Preliminary Project Schedule in MS Project format together with this submittal. The proposed project timeline is illustrated in Figure 5, Proposed Project Timeline below.

The Project Schedule will be reviewed by Contractor together with the Counties on a weekly basis in order to ensure that the project is on schedule and any mitigation steps are being followed.

Preliminary Milestones

This section summarizes proposed project milestone dates that will be used to signal the completion of key project deliverables and events. The first milestone of the proposed timeline is issuance of Notice to Proceed by the Counties with all other events referenced to the number of calendar days from this time, T0.

Table 5 Sarasota-Manatee Counties Project Milestones

ID Milestone Calendar Ref.

1 Notice to Proceed T0

2 Completion of System design review T0 + 4.5 months

3 System staging completed T0 + 10 months

4 Completion of infrastructure installations at fixed end locations T0 + 16 months 5 Infrastructure acceptance testing successfully completed T0 + 17 months

6 Coverage testing successfully completed T0 + 18 months

7 Test documentation submitted to the Sarasota-Manatee Counties T0 + 19 months 8 30-day operational test successfully completed T0 + 19.5 months 9 Training of the technicians responsible for System maintenance T0 + 20 months 10 System infrastructure accepted (Final System Acceptance), warranty begins T0 + 21 months 11 Completion of the transition of Sarasota and Manatee agencies to the System T0 + 21 months

12 Decommissioning of the old equipment T0 + 22 months

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Preliminary Schedule

Figure 5 provides a high-level overview of the preliminary project schedule. A detailed Gantt chart is also provided that highlights the rollout sequence of major system components and activities.

Schedule Assumptions

Assumptions used in the development of the schedule include:

 The Counties perform all required tasks within its scope of responsibility on a timely basis  Radio system users will be trained and ready for the System at the time of cutover

Contractor and the Counties will adjust the schedule due to events or factors that are outside of Contractor’s control including regulatory approvals, site construction, or weather delays. In such a case, Contractor will work with the Counties to establish a new project completion date.

Contractor reserves the right to reassign resources for other purposes, including other projects, while waiting for any extended project delays (more than 30 days) due to unforeseen events beyond ’Contractor's immediate control that could extend the project timeline.

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System Design Services

Preliminary Design

Radio Network Engineering

The Radio Engineering Preliminary Design Activities elaborate on the initial set of requirements (RFP and Contract) and provide an opportunity to discuss the proposal’s design of the RF elements (i.e., Frequency Plan, Licensing, RF Coverage, etc.). During the Preliminary Design phase, Contractor will perform the following activities:

 Validate the site selection and feasibility using each of the sites to meet the requirements  Approve radio engineering design documentation and coverage acceptance test criteria  Support the Implementation Team who will perform a Technical Site Survey to evaluate

antenna and equipment installations

 Define the Link Budget for the RF components

 Simulate and perform preliminary coverage analysis upon verification of assumptions At the completion of the Preliminary Design, the Radio Engineering team will provide:  Updated equipment and materials list for the antenna system design

 Preliminary Coverage Analysis

Backhaul Engineering

The Backhaul Engineering preliminary design activities elaborate on the initial set of requirements (RFP and Contract) and provide an opportunity to discuss the proposal’s design of the Microwave elements for Sarasota-Manatee Counties (i.e., Frequency Plan, Licensing, topology, etc). During the Preliminary Design phase, Contractor will perform the following activities as applicable to the new microwave hops being deployed:

 Validate the site selection and feasibility using each of the site to meet the requirements  Perform frequency planning for the Microwave network

 Perform a Technical Site Survey to evaluate Line of Sight availability for antenna and equipment installations

At the completion of the Preliminary Design, the Backhaul Engineering team will provide:  Updated microwave equipment and materials list

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Technical Solution Engineering

The Technical Solution Engineering preliminary design activities elaborate on the initial set of requirements (RFP and Contract) and provide an opportunity to discuss the proposal’s design with the Sarasota-Manatee Counties. During the Preliminary Design phase, Contractor will perform the following activities:

 Set up compliance matrix in conformance with Contractor’s scope and develop a Requirements Verification and Traceability Matrix (RVTM)

 Define the Sarasota-Manatee Counties VESTA Radio Technical Specification  Define the Acceptance Test Protocol and formalize acceptance criteria

 Evaluate the pre-selected radio site list from the preliminary radio network design and account for the IP transmission network elements to be installed at each site

 Update initial topology of the IP Transmission Network to be used to connect transmission network elements

 Define the IP Bandwidth capacity of the IP Transmission Links required for the Contractor’s VESTA Radio system solution

 Follow an iterative process with Sarasota-Manatee Counties to refine the initial topology of the VESTA Radio system

 Analyze Sarasota-Manatee Counties’ functional and operational requirements

 Analyze Sarasota-Manatee Counties’ requirements for external and legacy network interfaces  Develop the Technical Solution Design describing a high-level overview of the overall

proposed system architecture of the VESTA Radio system

At the completion of the Preliminary Design, Contractor will provide a Technical Solution Description which includes:

 Initial topology of the IP transmission network (topology diagram, capacity)  Description of system features and functionalities

 Updated equipment and materials list

Final Design

Radio Network Engineering

During the Radio Network Design phase, Contractor will perform the following functions:

 Analyze the radio network coverage, capacity, and frequency plan through an iterative process to update the proposed radio design and to validate radio candidate sites

 If necessary, carry out Radio Spectrum Validation measurement tests over some radio sites to verify that the allocated spectrum is available for the covered area

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At the completion of the Final Design, the Radio Engineering team will finalize:  Antenna Installation Specification

 Final Radio Network Design Report including:

o Coverage simulation maps corresponding to the various levels of service o Best Servers simulation maps for one level of service in the zone

o Radio parameters per radio site

o Frequency Plan with interference’s simulation maps  Preliminary Coverage Acceptance Test Plan

Backhaul Engineering

During the Final Design phase, Contractor will perform the following functions:

 Analyze the backhaul topology, and frequency plan, through an iterative process to update the proposed backhaul design and to validate candidate sites

 Finalize the microwave Antenna Installation Specification for each new site  Finalize the frequency plan, taking into account the possible interference  Define the Backhaul Acceptance Test Criteria and Plan

At the completion of the Final Design, the Backhaul Engineering team will provide:  Antenna Installation Specification

 Backhaul Topology Maps and Line of Sight analysis  Radio parameters per radio site

 Frequency Plan

 Backhaul Network Acceptance Test Plan

Technical Solution Engineering

During the Final Design phase, Contractor will work with Sarasota-Manatee Counties to finalize any remaining details related to the overall system design. At the completion of the Final Design, Contractor will finalize all aspects and details of the Preliminary Design such that all required equipment can be ordered and the Production Phase can begin.

At the completion of the Final Design, the Technical Solution Engineering team will provide a Technical Solution Description with the following information:

 System architecture drawings detailing locations, quantity, and model of equipment for each radio, dispatch, and EOC location

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Site Development Services

Contractor will manage site development in concert with its subcontractor, Black and Veatch. Contractor will provide design schematics and details for all sites for Sarasota-Manatee Counties’ approval, covering the following:

 Permitting

 FAA and FCC filings and authorizations  Site preparation

 New towers and shelters  Shelter upgrades  Structural analyses  UPS systems  DC power systems  Generator systems  Grounding systems

 Lightning and surge protection systems

Preliminary Design

During the Preliminary Design phase, Contractor will perform a detailed technical site survey and inspection of each existing radio site with Sarasota-Manatee Counties.

The goal of the technical site survey is to identify any required site remediation or improvements that may be required to support deployment of the Contractor’s provided system. This is done to identify issues that can be addressed as part of the overall site design process. Individual site layout drawings will be created for each site to assist in the placement of equipment within the space available and to coordinate equipment placement during the creation of installation plans and diagrams.

Upon completion of the technical site survey activity, a formal design will be prepared for each site. The site development team will move forward with the necessary permitting process and the preparation of formal installation plans and specifications.

Final Design

During the Final Design phase, Contractor will finalize all details of the site development process and provide design documentation for the Sarasota-Manatee Counties’ approval.

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Additionally, the Deployment Manager will be coordinating the installation of both the RF and Microwave antennas and lines for each of the radio sites. The goal of this activity will be to have the antenna installation completed and the sites fully prepared just prior to the Sarasota-Manatee Counties-witnessed Factory Acceptance Test so that the system can be shipped directly to the field and installed.

During the site preparation the implementation and construction team will be responsible for the following:

 Tracking and managing inbound equipment and materials

 Coordinating and scheduling of the civil construction and site development  Coordinating tower installation crews (RF and Microwave)

 Coordinating and managing the installation activities  Working through and resolving field construction issues

 Ensuring that all antenna installations are validated and tested upon installation  Performance of the Site Readiness Inspection with the customer

 Managing the resolution of any Site Preparation Punch-list items  Site clean-up

Microwave Backhaul

For the microwave system, Contractor will perform an end-to-end test of the installed microwave hops to validate and document its performance. For Sarasota-Manatee Counties-provided portion of the networks, it will be requested that Sarasota-Manatee Counties perform an end-to-end validation to ensure that the supplied backhaul network meets the performance requirements of the technical solution and that any issues identified can be addressed without placing the overall project schedule at risk.

Site Readiness

At the conclusion of site preparation, the Deployment Manager will perform a formal Site Readiness Inspection with Sarasota-Manatee Counties to ensure that all pre-installation tasks have been completed in accordance with contract requirements and to the satisfaction of Sarasota-Manatee Counties. This also certifies that the sites are ready for the installation of system equipment. As part of the Site Readiness Inspection, antenna sweeps for each antenna installed will be reviewed.

At the completion of the site development and preparation, Contractor will provide the following:  Site Readiness Inspection results and punch-list

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General Exclusions

Without the benefit of a formal engineering analysis, all existing structures (towers) are assumed structurally sufficient to support the proposed antenna system equipment and lines. If, after an engineering analysis, a structure is found deficient and requires modification, replacement or relocation to an alternate site then the services and related costs to remedy or relocate will be quoted by Contractor under a separate scope.

Contractor will provide a separate set of drawings which specify the tower modifications needed, performance of the necessary tower upgrades, a subsequent analysis which reflects a passing result considering the modifications, and a final inspection to ensure the modification work was completed properly.

System Implementation Services

Final Design Phase

During the Final Design phase, the team will be focused on the design, interfacing, and integration of system components into a single cohesive solution. From a site infrastructure perspective this will include finalizing the equipment locations, infrastructure wiring, cross-connections, and installation details for the supplied equipment. In addition, a detailed production package will be developed in preparation for the staging production run and factory provisioning inclusive of component racking, interconnection, and wiring along with the establishment of baseline (factory) settings for all equipment. The team will also identify and vet interfaces between external systems and components in preparation for field integration.

Production Phase

During the System Production phase, the Deployment Manager has overall responsibility for the coordination, fabrication, and testing of the factory staged system and for ensuring the quality of the build. Upon completion of fabrication activities, the Deployment Manager coordinates with Quality Assurance and the System Integration Engineer to perform a final inspection of each rack assembly for adherence to production requirements and fabrication standards. Once all

remediation items have been completed, the System Integration Engineer will have responsibility for the factory provisioning of the system. Upon completion of the factory provisioning, the system is then integrated with other subsystems, tested, and prepared for the Factory Acceptance Test (FAT). Microwave equipment will be staged separately from the radio system.

During the System Production phase, the implementation team will be responsible for the following:

 Tracking and managing inbound equipment and materials in support of the build  Performing inbound inspections and addressing any non-conformance issues

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 Ensuring the installation and connectorization of all cabling

 Ensuring all cabling is labeled in accordance with manufacturing standards  Performing the post-production Final Assembly Inspection

 Performing factory provisioning including the programming and configuration of all equipment  Ensuring the configuration and validation of the equipment and subsystems to be staged  Tracking and maintaining site-by-site inventories

 Coordinating third party equipment to be utilized and tested during System Production  Staging and setting up equipment on a site-by-site basis in the deployed configuration  Conducting pre-FAT testing of the System

 Coordinating and conducting client witnessed FAT

 Arranging for crating and shipment to market of all equipment  Providing System documentation

Site Installation

The site installation stage includes the physical installation, integration, and interconnection of the System equipment, rack assemblies, and supplied components at each of the radio and dispatch sites. Site installation is managed and overseen by the Project Deployment Manager.

At the conclusion of site installation, the Deployment Manager will perform a Site Installation Inspection with Sarasota-Manatee Counties to prepare for formal Site Acceptance, to ensure that all installation tasks have been completed in accordance with contract requirements and that the sites are ready for commissioning by Contractor’s System Integration Engineer.

During site installation, the implementation team will be responsible for the following:  Tracking and managing equipment and materials shipments to site

 Coordinating and managing the installation schedule

 Coordinating placement of console components and Control Station Radios with Sarasota-Manatee Counties

 Managing and overseeing the installation of site equipment including: o Core server equipment racks and components

o Radio equipment racks and components o Radio consoles and CSR equipment o Network equipment and components o Backhaul equipment

 Ensuring that all equipment is installed in accordance with plans and specifications  Ensuring that all equipment is correctly connected to power and grounded

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System Provisioning

System Provisioning includes the final system setup and configuration of equipment to meet operational requirements and site conditions. System Provisioning is overseen by the

Deployment Manager but is the direct responsibility of Contractor’s System Integration Engineer. Site Provisioning begins with the final configuration of the WAN network and the “standing-up” of the network to establish site-to-site interconnectivity and communication across the network. Once the network is “stood-up” the System Integration Engineer will perform the final RF provisioning at each site and will optimize the system.

Once completed, the Deployment Manager will coordinate with Sarasota-Manatee Counties to perform the formal Site Acceptance activity for each site. At that point, the System Integration Engineer will set up the System to facilitate drive testing for coverage validation. The System Integration Engineer will continue System deployment including testing and validating third-party interfaces, configuring the System with Sarasota-Manatee Counties-supplied data, and preparing for System Acceptance Testing.

During the System Provisioning the integration team will be responsible for ensuring the following:  All equipment is powered up and working properly

 All equipment is properly installed and consistent with System plans and specifications  All equipment is provisioned and configured properly

 All electrical and power levels meet design and manufacturer requirements  WAN and LAN links performance is consistent with P25 system requirement  All audio and data levels are checked and set correctly

 Passive components (filters, cavities and duplexers) are swept

 Top of Rack output power levels are checked and meeting design requirements (forward and reflected)

 Power output on all channels is balanced

 TTA and RX multicoupler attenuation is set and meeting design requirements  Communication interfaces between devices are operating properly

 The final device discovery is performed for the network alarm manager

 The alarm aggregators at each site are programmed and system alarming is verified  System configuration is in accordance with the Network Equipment Configuration document  Sarasota-Manatee Counties-provided subscriber unit and talkgroup information has been

loaded

 Console system operation has been checked and verified  Control station radios have been installed and tested  All required site RF testing has been performed

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Cutover Overview

Contractor has proposed a Preliminary Cutover and Transition Plan, and will work closely with Sarasota-Manatee Counties to finalize this plan. See Cutover Plan below.

Contractor’s Deployment Manager has the responsibility for the preparation, coordination, and performance of the initial system cutover and user migration in accordance with a mutually developed cutover plan coordinated with Sarasota-Manatee Counties. The Cutover will take place after a successful execution of both the System and Coverage acceptance testing and approvals.

Decommissioning

Contractor’s Deployment Manager will have responsibility for the coordination and removal of the existing system equipment. Decommissioning and removal of equipment will be in accordance with contract requirements and in coordination with Sarasota-Manatee Counties.

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Training Services

Training Scope

Contractor will coordinate and oversee the delivery of all training, including partner training for the following scope of systems:

 Airbus DS Communications VESTA Radio  Zetron Dispatch Console

 Microwave Equipment  User Equipment

Training Delivery is provided based on the needs of each type of user:

Tactical – Communication Managers and Supervisors

Technical – System Administrators

Maintenance – Service and Support Personnel

Training Plan

Contractor will prepare a comprehensive training plan for Sarasota-Manatee Counties’ approval, which shall include training for:

 Dispatchers  Field Radio Users  System Management

 Subscriber Equipment Programming  Subscriber Equipment Repair/Maintenance

Training Seminars

The training seminars shall include the following:  Distribution of training literature

 A presentation of the general communications equipment and System theory, configuration, and features

 A description of routine communications procedures, features and functions, and demonstrations with hands-on participation

 Equipment operation and user training

 Equipment programming and template development  System management training

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Verification and Acceptance Testing

During the System Acceptance Testing phases, Contractor will demonstrate the conformance to the agreed upon requirements to Sarasota-Manatee Counties. The Acceptance procedures are divided into phases corresponding to the project phase and each will conform to the approach specified within the Acceptance Test Plan. The specific procedures are described in the following sub-sections.

Factory Acceptance Testing

Factory Acceptance Testing is a preliminary test to demonstrate system functionality, operation, and performance. This test is performed in the staging facility within a well-controlled environment to ensure the initial development of the System conforms to requirements. The test will be

performed according to the Factory Acceptance Test Plan, which will be provided to Sarasota-Manatee Counties a minimum of 30 days prior to the commencement of the test. Contractor has allowed one week for the Sarasota-Manatee Counties to approve the test plan.

Coverage Acceptance Testing

Radio Coverage Acceptance Testing comprises:  Automated BER and informational signal level tests

 DAQ 3.4 voice quality tests for inbound and outbound messages

 In-building testing of the critical and mandatory buildings per the agreed upon list. Detailed test procedures are provided in the draft Coverage Acceptance Test Plan.

Contractor will complete the coverage test plan, including specific drive routes and deliver it to Sarasota-Manatee Counties a minimum of 30 days prior to the commencement of the test. Contractor has allowed one week for the Sarasota-Manatee Counties to approve the test plan.

Final System Acceptance Testing

Final System Acceptance Testing comprises a functional test to demonstrate end-to-end system performance of the delivered VESTA Radio system, and conformance to requirements. This test will be used to provide the final acceptance of the installed system, testing the performance and conformance to the agreed upon requirements. The test will be performed according to the System Acceptance Test Plan, which will be provided to Sarasota-Manatee Counties a minimum of 30 days prior to the commencement of the test. Contractor has allowed one week for the Sarasota-Manatee Counties to approve the test plan.

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For Sarasota and Manatee Counties RFP 142842TM

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RFP 142842TM

Responsibility, Effort, and Checklist of Activities

Sarasota-Manatee Counties' Responsibilities and Effort

Successful delivery of all project requirements depends on collaborative support from both Contractor and the Counties that is timely, collaborative, and vested with knowledge of all

stakeholder operations and sensitivities. Contractor will not only meet its obligations, but will work very closely with the Sarasota-Manatee Counties to ensure that Contractor supports the Counties in meeting their obligations.

As a guiding principle, the Counties will be responsible for supporting project delivery by participating in all joint Counties/Contractor project management meetings and acting on any mutually agreed upon follow-up activities, and for providing timely input and feedback on design and configuration issues and options, particularly related to integrating existing equipment. In order to meet these obligations, Contractor anticipates that the Counties will each assign a Project Administrator that has authority and access to involve and/or solicit input from various Counties’ departments for the purposes of resolving contractual, operational, technical, maintenance support, administrative issues, options, etc.

Contractor anticipates the Counties’ Project Administrators will, on average, be utilized approximately 80% of the time. Greater effort is anticipated at the beginning and end of the project during the planning phase and verification and cutover phases respectively. Less effort is anticipated while Contractor is actually building and implementing the System and sites.

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For Sarasota and Manatee Counties RFP 142842TM

Table 6 Role Requirements

Role

Number of Staff Required

Estimated Start

Date (month) Duration Required

County Project Administrator

2 (One per

County) June-15

60% of the time throughout the entire project Greater effort is anticipated during the planning, verification, and cutover phases

Less effort is anticipated during the building and implementation phase.

Project Manager 1 June-15 Fully dedicated to the project throughout the entire project.

Finance Controller 1 June-15 20% of the time

Greater effort at project Kick off and close. Project Quality

Manager 1 June-15

20% of the time throughout the entire project for quality gates and QA/QC.

Technical Solutions

Engineer 1 June-15

22 months, however a greater participation is to be expected during the planning and design phases Transmission

Network Engineer 1 June-15

22 months, however a greater participation is to be expected during the planning and design phases as well as testing

Less effort during the installation Radio Network

Engineer 1 June-15

7 months mostly during the design period and the CATP write up, drive tests, and report

Implementation 5 June-15

20 months.

Starting in October (Kick off) but greater effort expected starting in January with Zoning & Permitting, Staging, Construction, and Installs Care Manager 1 May 17 Light effort during the project. Greater involvement at

warranty start

Training Manager 1 Feb 17

2/3 months to prepare training sessions and documents, meetings with Sarasota-Manatee Counties, provide training.

Radio System

Manager 1 May 17

Light effort during the project. Greater involvement at warranty start

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RFP 142842TM

Checklist of Typical Activities

The following checklist highlights many of the project activities that Contractor will perform, along with the activities that the Counties will need to support or take responsibility for. Activities are categorized according to the major project implementation phases presented in Implementation Process and Quality Assurance Management above, including:

 Project Mobilization

 Infrastructure Planning and Design  Site Development

 Factory Staging

 Site Installation – Equipment  Subscriber Equipment  Training

 Verification Testing  Cutover

 Project Completion

This list is not exhaustive and more detailed provisions of this Project Management Plan take precedence as the prevailing guide for apportioning activities and responsibilities.

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For Sarasota and Manatee Counties RFP 142842TM

Table 7 Checklist of Activities

Support = S Responsible = R Sarasota-Manatee Counties Airbus DS Communications

Tasks Sarasota Manatee hrs R/S hrs Comments

Project Mobilization

Appoint Project Administrator

with approval authority R R 1 R 1

Each County should have representative identified

Project Status Meetings –

Bi-Weekly S S 2-4 R 6

Status meeting prep time and actual meeting time

Project Kickoff Meeting S S 16 R 40

Contractor will coordinate with the Counties on kickoff meeting schedule and location.

Review Project Timeline S S 16 R 40 Finalize project schedule Project Management Plan

Review and Finalize S S 16 R 40

Contractor will solicit and incorporate feedback from the Counties.

Infrastructure Planning and

Design

Review of coverage requirements S S 2 R 32

Review list of proposed candidate

sites - Filings S S 8 R 80

Contractor will fill out paperwork required for submissions. Duration in project schedule is expected duration from agencies

Preliminary Design Discussions S S 16 R 80

High level review of proposed system design to validate assumptions and clarify open

questions

Preliminary Design Review S S 80 R 300

Document prep, review, and revisions. Majority of time will be Contractor developing documents for review by Counties Document prep, review, and revisions. Majority

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RFP 142842TM

Sarasota-Manatee Counties

Airbus DS Communications

Tasks Sarasota Manatee hrs R/S hrs Comments

Zoning and Permits S S 40 R 300

Contractor will perform all of the permitting and zoning functions. Counties will assist in any expedites.

Construction Drawings S S 80 R 200

Contractor will develop CD package. Counties will review and

comment. Counties will provide any existing drawings.

Site Access R R 18 S 18

The Counties will be responsible for site access contacts and authorizations

Perform Site Mechanical

Inspections and Tests S S 60 R 180

Contractor will inspect and test prior to County involvement. Counties will witness any contractual tests and review documentation

Factory Staging

Develop system test

documentation S S 40 R 120

Contractor will develop documentation and the Counties will review

Witness staging tests R R 24 R 24

Formal staging tests are expected to take 3 days. The Counties will be responsible to travel to designated staging area. Authorize equipment shipment to

field R R 2 S 20

The Counties will authorize shipment and Contractor will pack and ship.

Site Installation - Equipment

Existing equipment S S 18 R 80

Temporary equipment locations need to be identified where shelter space is limited.

Microwave Readiness Tests S S 36 R 54

The Counties will either witness link tests or review documentation.

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For Sarasota and Manatee Counties RFP 142842TM Sarasota-Manatee Counties Airbus DS Communications

Tasks Sarasota Manatee hrs R/S hrs Comments

Control Station Installation S S 24 R 120

Contractor will install CSR and the Counties will approve location and installation

Dispatch installation and testing S S 40 R 240

Contractor will install per drawings and the Counties will witness any testing.

Fixed End Site Acceptance

Testing S S 40 R 200

Contractor will perform the testing, Counties will witness and approve

Site punchlist R R 40 S 120

Counties will identify punchlist items, Contractor will correct deficiencies.

BDA Compatibility Tests R R 24 S 24

Counties will identify BDA system, provide access to buildings. Contractor will assist in testing compatibility.

Subscriber Equipment

Subscriber equipment selection R R 120 R 40

The Counties will select any subscriber

equipment and accessories and Contractor will procure the subscriber

equipment and accessories.

Compatibility Tests S S 80 R 120

Contractor will perform testing to validate the functionality of selected subscribers on System. The Counties will witness the testing.

Review configuration options R R 120 S 120

Contractor will describe and display

configuration options subject to review and approval by the Counties

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RFP 142842TM

Sarasota-Manatee Counties

Airbus DS Communications

Tasks Sarasota Manatee hrs R/S hrs Comments

Design any mobile install

templates S S 120 R 120

Contractor will work with the Counties to design mobile templates

Perform field testing R R 80 S 40

The Counties will test in field for programming accuracies and

Contractor will make the necessary corrections

Revise templates and retest R R 80 S 80

Template, mobile and control

station install design approval R R 80 S 80

Program subscriber radios S S 400 R 400

Distribute portables per cutover

plan R R 200 S 100

The Counties will identify distribution method and coordinate with field reps

Install and deploy mobiles per

cutover plan R R 300 S 400

Contractor will contract local shop to install, the Counties will identify which vehicles receive which mobiles.

Training

Develop training plan S S 40 R 40

Contractor will describe programs and the Counties will select programs

Approve training plan R R 40 S 8

Training plan subject to approval by the

Counties.

Schedule training sessions R R 80 S 20

The Counties will identify available weeks for training and make appropriate individuals available.

Perform primary training classes S S 20 R 200

Contractor will perform. Hours do not include individual class participant hours Perform secondary training

classes R R 200 S 20

The Counties will perform secondary classes after train the trainer classes

References

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