18003 - Two-Way Radio Rental and Support Services

This Request for Proposal is an invitation to prospective Proponents to submit Proposals for the provision of a Two-Way Radio Rental and Support Services inclusive solution ("Good and Services") to support the Algonquin College of Applied Arts and Technology ("The Purchaser").

1.1   Description of Deliverables
The Physical Resources Department is investigating  new technology to replace the current two-way communication system used on campus.  The groups utilizing the current system are Grounds-keeping, Technical Services and Energy Conservation, as well as Security.  The current requirement for two-way radios is approximately 65 units, plus 3 base units.  
1.2  Scope of Requirements

1. Robust 2-way radio system.
2. 100% coverage throughout the Algonquin College campus.
3. New equipment will be provided at the start of the contract.
4. Spare radios at a ratio of 1:15 at no additional cost to Algonquin College.
5. Vendor will provide spare batteries at a ratio of 1:10
6. Vendor will provide gang chargers and individual chargers reflective of the total number of supplied radios at a ratio of (1:1)
7. Ability to have secure channels.
8. Ability to have an “all call” feature.
9. Pick up and repair of malfunctioning equipment at vendors cost.
   1. When a radio is reported as “non working” to the vendor, the radio will be picked up by vendor for repair (or replacement) within 24 hours.  The repaired radio will be returned by the vendor within 48 hours after pick-up. 
      1. If the unit is not returned in a repaired state or replaced within 48 hours, Algonquin College     will not be charged the rental costs for the unit for that month.  Algonquin College will adjust the invoice and inform the vendor of the payment reduction.
      2. When a radio has been returned  for repairs three (3) times within a six-month period, the vendor will replace the radio with a new unit the next time the radio fails.
      3. When a radio is replaced, the replacement unit must be of the same vintage or newer.  Older replacement units will not be accepted unless approved by Algonquin College.
10. Options to integrate radio unit with a PDA device for work-order system for dispatching and closing work orders in the field.
11. Ability to utilize hands-free operation. All supplied handheld radios must have the ability to utilize hands-free operation and the ability to integrate accessories such as handheld mics, earpieces, surveillance mics.
12. At the end of the five (5)  year contract, if Algonquin College chooses to extend the contract for the optional  two (2) additional one (1) year periods,  the vendor will provide new radios for all units under contract at the beginning of the one (1) year extension.
13. Ongoing technical support regarding programming and system updates so as to ensure continued operability with new and updated applications, programs and technological evolution. 

1. Ability to combine 2-way radio and cell phone into 1 unit, or have unit operate as a stand-alone 2-way radio.
2. Ability for the solution to work between the Woodroffe, Pembroke and Perth campuses with no extra operating costs.