Display Tender CFA-AMD-2009-10 

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Requirements for Radio Equipment (Voice) Spec 61027-SPC-001

Amendment 1 to RFT CFA-AMD-2009-10

1. CFA has determined that requirement 87, clause 3.2.1.1.2.6, of part B is no longer needed. This requirement is deleted.

2. Following on from previous advice in the answers to clarification questions section. Part B of the RFT is hereby amended to read as follows:

3.1.1.1.9 PR9 The cabin and remote speakers will be rated at 10W RMS input continuously for a 1 kHz signal.
3.1.3.1.23 PR264 The external speaker will be rated at 10W RMS input continuously for a 1 kHz signal.
3.1.4.1.12 PR279 The cabin and remote speaker will be rated at 10W RMS input continuously for a 1 kHz signal.”

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Tender-initiated Clarification question 1 - Is it possible to obtain the CFA Radio Terminals RFT document in a Microsoft Word format?

The RFT documentation has been provided in MS Office (Word 2003) format to assist tenderers, and is available for download from this web-site.

Tenderer-Initiated Clarification Question 2

“Clause 3.1.1.1.9 (Page 12 of 68), PR9 states a requirement of 20W RMS, for the speaker.

Annex E (Page 5 of 28) Clause 23 specifies the remote speaker to be a Radio Parts CHR-615AF unit, 15Watt RMS, 8 ohms.

Can you clarify please? Are we to assume the second speaker is the Radio Parts unit? What is your preference?”

CFA Response:

“Part B of the RFT should be amended to read as follows:

3.1.1.1.9 PR9 The cabin and remote speakers will be rated at 10W RMS input continuously for a 1 kHz signal.
3.1.3.1.23 PR264 The external speaker will be rated at 10W RMS input continuously for a 1 kHz signal.
3.1.4.1.12 PR279 The cabin and remote speaker will be rated at 10W RMS input continuously for a 1 kHz signal.”


Tenderer-Initiated Clarification Question 3 (relating to Part B of the RFT)

It appears that [there are] items listed under general radio requirements which the document states apply across the board (unless otherwise indicated). There appears to be some functionality that is not applicable to Transportable Repeaters. In these cases what do we do? Do Tenderers try to comply or just state that we don’t comply and try to put a justification as to why we think it is not applicable to the product concerned?
(Note: An example was cited to do with the Voting Network.)

CFA Response to Tenderer-Initiated Clarification Question 3

Regarding the general requirements for Transportable Repeaters, there are a couple of options. Firstly, ask a specific question by email to me and CFA will respond. A complete answer will then be placed on the website for all Tenderers to access. If you have no specific questions, then the answer is that you will need to comply with the tabulation as it best fits, based on the product offering that you have. However, CFA is happy to entertain specific questions on specific clauses and provide a full and detailed response to those. In respect of the Transportable Repeater, the tabulation in Section 8 of Part B of the RFT on pages 61-64 provides a detailed cross-reference indicating which requirements relating to that product need to be satisfied.

Tenderer-Initiated Clarification Question 4

[Again, with regard to the Transportable Repeater and in relation] to an IP interface, there are P25 standards out there at the console level, but the tender document appears to [relate] more [to] a generic VOIP type level. Your comments please. (Clause 3.1.3.1.18 applies.)

CFA Response to Tenderer-Initiated Clarification Question 4

CFA understands that the only repeater interface mandated by the P25 standards is the Common Air Interface. The requirement of Part B of the RFT, clause 3.1.3.1.18 (PR261), states that CFA desires an additional interface which is IP packet switched.


Tenderer-Initiated Clarification Question 5

[There is an] indication that CFA requires a quantity of Intrinsically Safe (IS) portables. Have you got a feeling for what that quantity is?

CFA Response to Tenderer-Initiated Clarification Question 5

CFA has a number of high risk facilities such as the Shell Oil Refinery at Geelong, the gas processing plant at Port Campbell and others such as the Longford gas refinery.

Many such facility operators require an IS certification in order to permit the use of CFA radios on the site, and they are often very stringent requirements.

CFA has not yet made a determination on precise quantities. Much will depend upon the offers that come in, in many cases the price differential between IS and normal portables is miniscule. In such a case CFA may well elect to purchase all IS portables.

One of the difficulties that CFA has is that for large incidents, for example the Longford gas explosion, resources are drawn from all over the State to help with large incidents. So having only some portable radios that are IS-certified creates operational difficulties for CFA, in terms of which people can then operate on the site. So from CFA’s perspective it’s quite desirable to have all the portable radios IS-certified.

Tenderer-Initiated Clarification Question 6A

With reference to Best and Final Offers in section 8 of Part A of the RFT, what does that mean?

CFA Response to Tenderer-Initiated Clarification Question 6A

CFA has indicated in the request for tender that it prefers to have a short-listing process and as part of that process, CFA may invite short-listed parties to submit a best and final offer. What is the specific question?

Tenderer-Initiated Clarification Question 6B (edited)

I would see that by the time Tenderers generally got to that [BAFO] point, it would be highly unlikely that everyone would be fully compliant with every requirement of the tender. My reading of the industry’s capability indicates that there must have been or could have been compromise with regard to the expectation of what would be delivered. In the event of CFA going to first and final, or last and final offer, how will that be phrased so that Tenderers that have been short-listed can actually can put in a response that’s on a level playing field?

CFA Response to Tenderer-Initiated Clarification Question 6B

The RFT makes it clear, in the circumstances you describe, that CFA would specify the sections of the requirements to which Tenderers are to turn their attention in framing their best and final offers. Paragraph 8.4 makes it clear that short-listed Tenderers may be invited to submit a best and final offer in relation to all or certain parts of their respective tenders. So in the event that there were specific concerns by CFA about some part of a tendered offer, CFA would make that clear in its request for a best and final offer. In the absence of a specific concern, the best and final offer would relate to the totality of the offer.

Tenderer-Initiated Clarification Question 7

In the fire appliance on display, there were actually two radios installed. Obviously there is only one radio being tendered, so I expect you’re only looking at using one radio [per vehicle] for the roll-out?

CFA Response to Tenderer-Initiated Clarification Question 7

In regard to the number of radios that CFA will fit to any given appliance, the tankers and the pumpers will normally have one radio only. In the case of vehicles that are used for command and control purposes (such as the Forward Command Vehicle or the Forward Control Vehicle that was on display in the farm shed), these will often have two radios fitted. One radio is for operation on the fire-ground channel and the second radio is for use on the command channel. So there will be a number of instances with four wheel drives that are used for command and control purposes where two radios would be fitted to the same vehicle.

Tenderer-Initiated Clarification Question 8

A question regarding the proposed contract. I noticed the opening statement on page 1 of the draft contract that it is provided for the purpose of furthering negotiation. Is it the expectation that tenderers will go through the body of that contract — clauses 1 through 33 — and write specific responses or is it intended as a draft [for information]?

CFA Response to Tenderer-Initiated Clarification Question 8

It is for both purposes. The RFT stipulates that Tenderers must respond fully to the Request for Tender and that requires a statement of compliance with each of the terms and conditions of contract. That Tenderer response is part of the evaluation process. Clearly some Tenderers may not wish to comply with some aspects of the proposed contract, but as indicated in the RFT, significant deviations from the terms and conditions of the proposed contract would not be viewed favourably unless the Tenderer is able to demonstrate the necessity for such deviations. Section 7 of Part A to the RFT refers.

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Tenderer-Initiated Clarification Question 9

Reference: Part C – Proposed Contract, Schedule 1, Item 14: Decommissioning (Clause 8), p. 53 of 82.

Part of this clause, relating to the decommissioning of old radios requires “a copy of the warranty certificate together with all peripheral and ancillary equipment”.

Question: Given these are old radios supplied from a competitor, can you please advise where we would obtain this certificate from and the process envisioned to obtain it?

CFA Response to Tenderer-Initiated Clarification Question 9

The Supplier will not be required to supply a copy of the warranty for the de-commissioned radio. Item 14 Decommissioning (Clause 8) will be amended as follows:

“The Supplier must deliver to the Delivery Point (as specified in Item 12) any removed radios together with all peripheral and ancillary equipment.

The Supplier is to provide the following information with the decommissioned radio:

a) The registration number and description of the nominated vehicle and the brigade location that the radio was removed from;
b) The date of removal of the radio; and
c) The serial number and CFA asset number RAD _____ of the decommissioned radio.

The information required under paragraphs (a) to (c) above is also to be sent to the Contract Manager.”


Tenderer-Initiated Clarification Question 10

Reference: Part C – Proposed Contract, Schedule 4, Training, p. 57 of 82.

We are trying to provide a proposal for training as requested in Schedule 4. In order for us to make this proposal as accurate and relevant to CFA requirements as possible, we seek the following clarifications:

Total Staff Numbers to be Trained

How many staff in total will need to be trained by [the Contractor], in each category of (a) Technical Training Course, (b) Train the Trainer Course; and (c) User Training Course?


CFA Response to Tenderer-Initiated Clarification Question 10

CFA estimates that the following number of staff will need to be trained:

Technical Training Course – 20 staff

Train the Trainer Course – CFA estimates that up to 20 volunteer members will need to be trained in each Region to then deliver the user training courses. Therefore for the 20 Regions, up to 400 volunteers will require the “Train the Trainer” Training.

User Training Course – There are over 39,000 volunteers and staff that will require user training. As specified in the RFT, CFA will deliver the user training.


Questions on Locations and Venue

Tenderer-Initiated Clarification Question 11

Are training sessions to be conducted at CFA venues? If so, what is their location?

CFA Response to Tenderer-Initiated Clarification Question 11

Technical Training Course – Venue would be the CFA Technology Services facility at 88 Rushdale St Knoxfield.

Train the Trainer Courses – Venues would be the Regional CFA Offices. These offices are located at:
• Bendigo (Region 2)
• Casterton (Region 4)
• Hamilton (Region 5)
• Colac (Region 6)
• Geelong (Region 7)
• Dandenong (Region 8)
• Morwell (Region 9)
• Sale (Region 10)
• Bairnsdale (Region 11)
• Seymour (Region 12)
• Lilydale (Region 13)
• Melton (Region 14)
• Ballarat (Region 15)
• Ararat (Region 16)
• Horsham (Region 17)
• Kerang (Region 18)
• Mildura (Region 20)
• Shepparton (Region 22)
• Wangaratta (Region 23)
• Wodonga (Region 24)

Further location details are at:

http://www.cfa.vic.gov.au/about/locations/locations.htm

User Training Courses – Venue would be the brigade fire stations across Victoria. There are over 1,200 brigades.

Tenderer-Initiated Clarification Question 12

Are there limits on how many staff can attend each training session? If so, how many?

CFA Response to Tenderer-Initiated Clarification Question 12

CFA envisages that each training course would be limited to 30 members. The requirement is for the learning objectives to be achieved, if class size is too large it will impact on learning outcomes. For the Technical Training course, two separate classes of ten trainees in each may be appropriate.

Tenderer-Initiated Clarification Question 13

Will training need to be conducted after hours or weekends or during normal business hours only?

CFA Response to Tenderer-Initiated Clarification Question 13

The Technical Training course would be delivered during business hours. The Train the Trainer courses would normally be delivered in business hours but some may need to be delivered after hours to ensure volunteer participation. The User training courses at Brigades will need to be delivered outside normal business hours.

Tenderer-Initiated Clarification Question 14

Train the Trainers
How many train the trainer courses will need to be trained by [the Contractor], in each category of (a) Technical Training Course, (b) Train the Trainer Course; and (c) User Training Course?

CFA Response to Tenderer-Initiated Clarification Question 14

The Technical Training course will not require a Train the Trainer course, as the Supplier will deliver this course.

The Train the Trainer courses will require the Supplier to deliver these courses. It is estimated that there will be at least 20 such courses.

The User Training courses will not require Train the Trainer courses as these courses will be delivered by the CFA members trained in the “Train the Trainer” courses.


Tenderer-Initiated Clarification Question 15

Are train the trainer sessions to be conducted at CFA venues? If so, what is their location?

CFA Response to Tenderer-Initiated Clarification Question 15

As stated in the response to clarification question 11, the Train the Trainer Courses would be delivered at the CFA Regional Offices where possible.

Tenderer-Initiated Clarification Question 16

Are there limits on how many staff can attend each train the trainer session? If so, how many?

CFA Response to Tenderer-Initiated Clarification Question 16

It is envisaged that there will be approximately 20 to 30 CFA members in each Train the Trainer Course as per the response to clarification question 10 above.

Tenderer-Initiated Clarification Question 17

Will train the trainer sessions need to be conducted after hours or weekends, or during normal business hours only?

CFA Response to Tenderer-Initiated Clarification Question 17

As detailed in the response to clarification question 13 above, the Train the Trainer courses would normally be delivered in business hours but some may need to be delivered after hours to ensure volunteer participation.

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Tenderer-Initiated Clarification Question 18

Can you please clarify the requirement in Schedule 2 of the Part C Proposed Contract, item 4.1.
This clause requires us to quote installation pricing for Inner, Middle and Outer Zones.
In order for us to quote accurately, we need to understand what CFA appliance types (e.g. slip-on, tanker, aircraft, pumper, etc) will be required, and a breakdown of each type per zone.

CFA Response to Tenderer-Initiated Clarification Question 18

The below table summaries the vehicle types and details the distribution of vehicles across CFA’s network in the installation zones as detailed in the RFT, Part C, Schedule 2, Clause 4.1 on page 55.

                                                                                                Summary Type
INSTALL ZONES      CFA Region        4WD/ SMALL VAN      CAR       FIRE TRUCK       MISC       BUS / LARGE VAN           Grand Total
INNER                            7                               1                              58             108                                             9                               176 
                                       8                               8                              77              159                                            21                             265
                                       13                             2                              50             156                                             8                               216
                                       14                             2                              72             121                                             6                               201
                                       HQ                                                           147            1                         1                                                        149 
INNER Total                                                  13                            404            545                    1                      44                             1,007

INSTALL ZONES       CFA Region       4WD/ SMALL VAN      CAR        FIRE TRUCK       MISC         BUS / LARGE VAN        Grand Total

MIDDLE                          6                                                              19              91                                                                                   110
                                        9                               2                             25              80                                                4                                 111 
                                        12                             1                             25              73                        1                      3                                 103
                                        15                             6                             57              134                      3                     6                                 206
                                        FV                                                            15               5                          2                                                         22
MIDDLE Total                                                 9                             141            383                      6                      13                              552

INSTALL ZONES      CFA Region        4WD/ SMALL VAN       CAR       FIRE TRUCK       MISC        BUS / LARGE VAN           Grand Total

OUTER                           2                                                                 30            112                                                 4                                 146
                                        4                                                                 15             83                        4                        1                                 103
                                        5                                                                 38             107                      1                        5                                 151
                                        10                                 1                            44             90                        2                        4                                 141
                                        11                                 3                            26             58                                                  7                                  94
                                        16                                                               12             78                                                   2                                 92
                                        17                                  1                           26             105                                                3                                 135
                                        18                                  1                           30             66                                                   5                                 102 
                                        20                                                                16             67                                                                                      83
                                        22                                  2                            41             116                                                7                                 166
                                        23                                                                 35             96                      3                          3                                137
                                        24                                                                 22             94                      4                          2                                122
OUTER Total                                                        8                            335           1,072                14                        43                             1,472
Grand Total                                                         30                          880            2,000                21                       100                            3,031

The number of vehicles listed in not definitive. The table is provided as a guide to show the range of vehicle types across the CFA network in the three installation zones.

The MISC (miscellaneous) category includes tractors, graders snow mobiles and a fire-fighting boat.

Please note there are no radio installations to aircraft required as part of this project.

Tenderer-Initiated Clarification Question 19

We seek some clarification regarding precedence or hierarchy over Mandatory Requirements between the following clauses in relation to the transportable repeaters. Which clause takes Precedence?

3.2.1.2.2 PR128 The radio channels in conventional analogue mode will operate as single frequency (simplex) and two frequency (half duplex, repeater) channels. (MANDATORY REQUIREMENT)

Or

3.2.1.1.1.2 PR423 The radio will be able to operate on all channels as defined in the CFA Channel Plan. (MANDATORY REQUIREMENT)
Note 1: The CFA channels are conventional 12.5 kHz channels in the VHF
High Band as detailed in Section 3.2.1.2.1.
Note 2: The Transportable Repeater need operate only on two-frequency

CFA Response to Tenderer-Initiated Clarification Question 19

CFA confirms that the transportable repeater need operate only on two-frequency repeater channels (Part B, clause 3.2.1.1.1.2, PR423, Note 2). These channels form a subset (half-duplex, repeater channels) of the radio channels referred to in Part B, clause 3.2.1.2.2, PR128 that are listed in the tables of Part A, Attachment B.

Tenderer-Initiated Clarification Question 20

Can you please advise the approximate quantity of portable vehicle chargers that will be required in the Initial supply contract?

CFA Response to Tenderer-Initiated Clarification Question 20

CFA has specified in Schedule 9 of the RFT that it requires under Power Accessories:

In-vehicle holder to mount Intrinsically Safe and non-Intrinsically Safe Portable Radios inside a vehicle                       QTY 2,000

This requirement is to be modified to the following:

In-vehicle charger to mount Intrinsically Safe and non-Intrinsically Safe Portable Radios inside a vehicle                      QTY 2,000


CFA does not require in-vehicle holders for portable radio’s in the initial purchase.


CFA Initiated Clarification 21

CFA has modified Clause 3.1.2.1.13 Requirement PR52 to delete the component associated with the BA face mask. This Requirement now reads:

3.1.2.1.13 PR52 The portable radio will be able to be connected to:
a. a headset with PTT via a cable or wireless connection; and
b. a microphone with an inbuilt loudspeaker.

Similarly, the reference to this accessory is hereby deleted in Part C Draft Contract, Schedule 9, Accessories Price List (Breathing Apparatus Face Mask communications set [with PTT]). The “Initial Indicative Quantity” of 50 is no longer relevant, i.e. CFA does not wish to purchase these items under this RFT.

Similarly, the reference to this accessory is hereby deleted in Attachment B to Part D, Pricing Schedule, Accessories.


CFA Initiated Clarification 22

CFA is issuing an addition to the channel tables shown in Part A, Attachment B. The addition is given below: 

Radio Ch No.           Display                             Tx Freq (MHz)      Rx Freq (MHz)      Channel Bandwidth (kHz)      Tx NAC      Rx NAC
255                        R E G - 4 A  D 2 5 5              161.1125            161.1125              12.5                                              $3E8         $3E8

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Tenderer-Initiated Clarification Question 23

“As the Project 25 Standard is an evolving standard designed to meet the future requirements of emergency service agencies and in consideration that:

- publication of Phase 2 of the standard has commenced (with scheduled completion by mid-next year);

- manufacturers have already announced and are shipping Phase 2 upgradeable products;

- this CFA tender envisages the useful life of radios being procured is at least 10 years; and

- the anticipated deployment of radios is planned to occur during 2010 – 2012;

can CFA please explain the rationale for the removal of the requirement for upgradeability to Phase 2 of the standard from the offered product?”

CFA Response to Tenderer-Initiated Clarification Question 23

CFA reviewed its requirements and does not require upgradeability to Phase 2 of the P25 Standard from the offered product. CFA does not intend to elaborate on the reasons for this decision during the tender phase.

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CFA Initiated Clarification 24

The table issued  under clarification question 18 above may  have been distorted and not in correct tabular form on some on-line views. It has therefore been provided as a down-loadable Excel table with the file name  "CFA Vehicle Fleet.xls".