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Request for Proposal

Colorado 9-1-1 Resource Center

Request for Proposal

Next Generation 9-1-1 System Review

State of Colorado

Colorado 9-1-1 Resource Center

PO Box 272470

Fort Collins, CO 80527-2470

1-866-332-3082

director@co9-1-1resourcecenter.org

1.  Purpose/Overview

The purpose of this RFP is to solicit proposals from qualified individuals or firms to assist the state of Colorado 9-1-1 community in identifying various models for developing, implementing and maintaining an Internet Protocol (“IP”) based 9-1-1 communications system.  The four key factors that must be addressed in each model will be:

• Technical architecture of the system
• Implementation/maintenance of the system
• System governance
• System funding
• Initial
• Ongoing

The models must take into account the political, regulatory, financial and operational environments that exist within the state, as well as the existing delivery system currently used throughout the state.  These models will be presented to the 9-1-1 community so that a detailed comparison can be performed based on the aforementioned key elements.

2.  Background

The current 9-1-1 system in Colorado is based on a traditional Public Switched Telephone Network (“PSTN”) implemented and maintained by the Basic Emergency Service Provider (“BESP”), currently Qwest Communications, Inc. The BESP was established through state statute (all statutes directly related to the delivery of 9-1-1 services can be found in Colorado Revised Statues “CRS” 29-11-100.5 through 29-11-106) and is designed to ensure there is a single, statewide network for 9-1-1 call routing and delivery, including Automatic Number Information/Automatic Location Information (“ANI/ALI”).  The BESP was tasked with creating a statewide network that provides ubiquitous access to 9-1-1 while distributing the costs of the network equally across the state (referred to as “statewide averaging”).  The concept of statewide averaging must be addressed as one of the primary obstacles to a statewide system is the disparate infrastructure cost associated with Colorado’s challenging geographic terrain and population distribution.  The current 9-1-1 network supports approximately 100 primary and secondary Public Safety Answering Points (“PSAP”).

Regulatory/Political environment

Colorado is a “home rule” state so all decisions related to the implementation and funding of 9-1-1 services are managed at a local (municipal and/or county) level.  The state Public Utilities Commission (“PUC”) is the primary regulatory body and responsible for the oversight of the 9-1-1 network (for all 9-1-1 related rules see 4 CCR 732-2-2130 through 2146).  Most PSAPs are operated by local law enforcement agencies as they have the statutory requirement to receive the 9-1-1 calls.

Funding/Cost mechanisms

In order to finance the infrastructure associated with 9-1-1 delivery, Colorado utilizes an Emergency Telephone Service Charge (“ETSC”) tied to all phone lines that access the system.  In order to manage and distribute these monies the state implemented local E9-1-1 Authorities (“Authorities”) to determine the amount of the surcharge, collect all remittance and distribute funds to local PSAPs.  Currently there are 56 Authorities across the state, which are (for the most part) analogous to the local counties.

The costs of maintaining the entire system are distributed to these authorities based on the percentage of records in the 9-1-1 Selective Router of each authority.  These costs are administered though a regulated tariff monitored and maintained by the PUC. 

For additional information please reference the Colorado 9-1-1 Resource Center website, http://www.co9-1-1resourcecenter.org under the Information or Publications tabs.

3.  Scope of Work

The objective of this project is to develop a variety of models for the implementation, maintenance, governance and funding of a statewide 9-1-1 IP based network capable of carrying all 9-1-1 related information.  The identified models should focus on the key elements of:

• Technical architecture
• Implementation and maintenance
• Governance
• Funding

In addition to the primary focus of 9-1-1 call delivery, the models should identify the potential for alternative uses of any excess capacity the network may contain.  Additionally, the models should be forward-looking in regards to future technologies that may access the 9-1-1 system. While the existing 9-1-1 system was able to adapt to cellular and Voice Over Internet Protocol (VOIP) technologies, the proposed network should allow for easier adaptations to new future innovations.

Private vs. Public vs. Hybrid

One of the key issues the 9-1-1 community is interested in identifying during this process is the proper balance between a commercial (or private) solution, a closed (or public) solution, as well as the potential of a hybrid solution that utilizes the assets of both sectors.  In developing recommendations, the vendor shall identify how this dynamic integrates into the solution and what effects it may have on the overall system.

Key Elements

As discussed, there will be four key elements to any model that is developed.  The following are some of the primary questions that should be answered in any developed model.

• Technical Architecture
• What should the network look like:  Address the desire to have a statewide network given the geographic challenges of the state.  What mediums will be used where (fiber, copper, wireless, etc)?
• What should it carry:  9-1-1 calls are the primary need but can the network be designed to carry other public safety data and communications while maintaining the integrity of each? 
• How do we route 9-1-1 calls:  Currently the BESP is responsible for routing all 9-1-1 calls to the proper PSAP.  Should this responsibility be maintained by the BESP utilizing analog infrastructure or are there other options?
• PSAP Interoperability:  How do we ensure all PSAPs can seamlessly communicate in both data and voice mediums?
• How do we get ALI/ANI services:  As with routing, ANI/ALI services are currently provided though the BESP.  Should the state maintain this environment or do other mechanisms exist to provide ANI/ALI services in a centralized manner?
• Quality of Service issues (QOS)/Standards: What is the recommended implementation of QOS for the various data?  What standards should be implemented?
• Regionalized Approach:  Could the statewide system be a series of regional networks?

• Implementation and Maintenance
• Should there be phased implementation or “flip the switch”:  Can we implement the ultimate solution in a phased approach interacting with the existing system or do we have to complete the entire network and do a single cutover.
• Who maintains the system: The vendor shall identify all recommended options for maintenance of an IP 9-1-1 system. The vendor must take into consideration the current management of 9-1-1.  If recommendations differ from this mechanism the vendor shall also identify a migration plan.
• What are the standards:  What are the network standards that should be applied across the IP based 9-1-1 network (reliability, security, etc.)?
• Ongoing network monitoring:  How should the network be monitored on a day-to-day basis to ensure system reliability.

• Governance
• How to balance various regulatory and operational environments:  By moving to an IP based system the regulatory roles become less clear.  The vendor shall identify recommendations on how to govern the regulatory issues with the network given the differences in state and federal regulatory boundaries?
• Currently each Authority is responsible for governing the delivery of 9-1-1 in its jurisdiction.  How do we maintain the local control of delivery but implement a statewide governance structure for the network?
• What should the regulatory structure look like:  Currently the PUC is responsible for governing the network through the BESP.  If we maintain the BESP model does the state PUC have the proper authority to govern the system via private carriers?  If the BESP model is abandoned or modified how do we govern a statewide system that is implemented at a local level?
• What changes to the current regulatory rules and statutory environment need to be or should be made?

•  Funding
• Can the current funding mechanism work:  Will the current telephone surcharge model be sufficient to fund both the capital and operational maintenance of the system?
• What alternatives do we have:  What if any alternatives to the current model exist (e.g. grants, bonds, etc.)?
• How to distribute the costs:  How do we distribute both capital and operational costs of the system across the state in an equitable manner?

4. Timeline and Deliverables

Timeline

The timeline for the RFP selection process and the project completion are as follows:

Deliverables

The final deliverable of this project will be a comprehensive description of the various models along with a comparison of the models based on the four key factors described.  A written report will be due on the completion date above with a formal presentation within three weeks.

Pre-submission Conference Call/Questions

As noted, a pre-submission conference call will take place on Tuesday June 15th, 2010 at 1:00 PM MDT.  The conference call information is, 866-200-5786 ID#: 3821805.  Written questions should be submitted by e-mail to director@co9-1-1resourcecenter.org no later than the date specified.

5.  Selection Process

Upon receipt of the proposals, they will be turned over to an evaluation committee consisting of the following:

• Network specialists (2)
• Colorado NENA President
• Colorado APCO President
• PUC 9-1-1 Task Force Chair
• PSAP Representative (2)
• Authority Board Representatives (2)

The evaluation committee will use a scoring matrix to determine the top three (3) proposals.   The individuals/firms representing these three proposals will then give a formal presentation to the 9-1-1 community in an open public forum on the date identified in Ft. Collins, Colorado.

Each finalist will be allotted a 60-minute presentation timeframe with an additional 30-minute question and answer period for each proposal.  

For the final selection, every E9-1-1 Authority within the state will have one (1) vote for the winning proposal.  The proposal with the greatest number of winning votes will receive the contract.  In the case of a tie for first place votes, the number of second place votes received by the proposals in question will be used to determine the winning vendor. 

6.  Project Management

Once awarded, the management of this project will be solely the responsibility of the Colorado 9-1-1 Resource Center Director.

7.  Requirements

7.1 Employment Law.  The successful vendor shall be familiar and comply with all local, state, and federal directives, ordinances, rules, orders, and laws applicable to, and affected by, this Solicitation and the Contract, including but not limited to, Equal Employment Opportunity (EEO) regulations, Occupational Safety and Health Act (OSHA), and Title II of the Americans with Disabilities Act (ADA).

7.2 Intellectual Property.  The final product including all supporting research and data collected during this project will remain the sole property of the Colorado 9-1-1 Resource Center.

7.3 Modifications to Proposals.  Proposals may only be modified in the form of a written notice and must be received before the submission deadline. Each modification submitted must have the Vendor’s name and return address and the applicable RFP number and title clearly marked on the face of the envelope. If more than one modification is submitted, the modification bearing the latest date of receipt will constitute the Vendor's modification.

7.4 Withdrawal of Proposals.  Proposals may be withdrawn any time before the submission deadline. Such requests must be made in writing on the Vendor's letterhead.  Proposals may not be withdrawn after the submission deadline for a period of ninety calendar days. If a Vendor attempts to withdraw its Proposal during the ninety day period, the Colorado 9-1-1 Resource Center, in its sole discretion: (1) refuse to permit the withdraw; or, (2) permit the withdraw, but may choose not to accept any Proposal from the Vendor in connection with any subsequent Solicitation for a period of not less than six months following the withdrawal.

7.5 Rejection/Acceptance of Proposals. The Colorado 9-1-1 Resource Center, through the selection committee or its Board of Directors may:

• Reject any and all, or parts of any or all proposals submitted by vendors;

• Re-advertise this solicitation;

• Postpone or cancel the process at any time;

• Waive any irregularities in the Proposals received in response to the Solicitation; and/or

• Determine the criteria and process whereby proposals are evaluated and awarded. No direct or indirect damages shall be recoverable by any Vendor as a result of these determinations or decisions by the Resource Center.

• In addition to the foregoing, the Resource Center, through the selection committee or Board of Directors may reject a proposal under any of the following conditions:

• The vendor misstates or conceals any material fact in its proposal;

• The vendor’s proposal does not strictly conform to the law or the requirements of the Solicitation;

• The proposal expressly requires or implies a conditional award that conflicts with the method of award stipulated in the solicitation;

• The proposal has not been executed by the vendor through an authorized signature on the solicitation's cover sheet.

1. Submission Guidelines/Contact Information

All responses should be submitted electronically to director@co9-1-1resourcecenter.org no later than 5:00 PM MDT on July 7th, 2010.  All responses should include a cover sheet that includes:

• Name of the firm/individual responding
• Primary contact information
• Signature of authorized representative

Any communications regarding this RFP should be directed to:

Colorado 9-1-1 Resource Center

Executive Director

PO Box 272470

Fort Collins, CO 80527-2470

Phone:  1-866-332-3082

director@co9-1-1resourcecenter.org

08-15-10

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