Emergency Responder Communication Enhancement System Testing and Assessment

City of Tulsa Finance Department
9/16/2026
REQUEST FOR PROPOSALS FOR BID RFP 27-701
Addendum #1
Please note the following changes which have been made for clarification to this Request for Proposals. This addendum
must be listed as Addendum #1 on the ACKNOWLEDGMENT OF RECEIPT OF ADDENDA/AMENDMENTS
FORM of the bid package as verification that you have received and are aware of the information contained herein.
QUESTIONS/CLARIFICATION/CHANGES:
Question 1. If an existing plan is available, could you please provide the iBwave design files?
Answer 1. There is no existing plan or iBwave design files.
Question 2. Will a security escort be required during testing?
Answer 2. Yes.
Question 3. Will all rooms be accessible and available for testing?
Answer 3. Yes, all rooms will be accessible and the security escort should be able to provide access to all
rooms.
Question 4. If we are awarded the job, will we receive priority consideration for any design or installation
work that may result from this project?
Answer 4. No.
Question 5. Are there any floor plans available that can be provided as part of the bidding process?
Answer 5. To maintain facility security, floor plans will only be provided to the awarded respondent.
Question 6. If floor plans will not be provided during the bidding process, could you please provide the
approximate square footage of the building?
Answer 6. The total building square footage is 750,000. Each floor has approximately 48,000 square feet.
Question 7. The solicitation refers to communication failures that have already occurred. Can the City
describe the nature, date, location within the building and responding agency for those events, and whether
they were logged through dispatch, the radio shop or the fire alarm panel?
Answer 7. The incident information will be provided to the awarded respondent.
Question 8. What is the manufacturer, model, signal booster class and installation year of the existing
ERCES, who installed it, and is that firm or a maintenance contractor still under contract with the City?

RFP 27-701 | ERCES Testing and Assessment | Issue Date: 08/14/2026
Answer 8. There is no existing ERCES system, only a DAS system to cover 800MHz public safety
frequencies on floors 1, 2, 3, 6, and 15.
Question 9. Which talkgroups and frequencies must the system support: Tulsa Police, Tulsa Fire, EMSA,
mutual aid, and any legacy VHF or UHF channels? Does the Fire Marshal maintain the technical document
of required frequencies, donor sites and effective radiated power that the fire code calls for, and will it be
released?
Answer 9. All public Safety talkgroups/frequencies on the P25 OKWIN radio system. Frequencies, OKWIN
donor site(s) locations, system information and effective radiated power document is below.
Question 10. Police talkgroups on OKWIN are encrypted. Will the City provide programmed subscriber
radios with the required talkgroups and a radio shop technician for the test period, or is the consultant
expected to supply equipment and be granted system access?
Answer 10. The City will provide programmed radios with the required talkgroups and a radio shop
technician to assist during the test period.
Question 11. Our understanding is that the City has adopted the 2018 International Fire Code, which
references NFPA 1221, while the current national standard is NFPA 1225-2022. Which edition does the
Fire Marshal enforce for City Hall, and does the City want compliance assessed against the adopted code,
the current standard, or both with a gap analysis?
Answer 11. City wants compliance assessed against the most current applicable NFPA requirements.
Question 12. Please confirm the scope covers all fifteen above-grade floors, every below-grade level, the
parking structure, the mechanical penthouse and the roof, and whether any floor is leased or otherwise
excluded. Approximate gross area per floor and the count of below-grade levels would let respondents
size the grid realistically.
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RFP 27-701 | ERCES Testing and Assessment | Issue Date: 08/14/2026
Answer 12. Confirmed scope will cover all fifteen above-grade floors, every below-grade level, the
mechanical penthouse, and the roof. The parking structure will be excluded. There are multiple leased
floors, however they will need to be included within the scope.
Question 13. Are as-built drawings, the original acceptance test report, the AHJ approval, annual test
reports and maintenance logs available, in what format, and will they be issued by addendum or only after
award? Are the floor plans releasable under the Open Records Act or will an NDA be required?
Answer 13. Please refer to Answer 5.
Question 14. Can testing take place during business hours in occupied areas, or must it be after hours?
Which areas require escort or are restricted, and is roof access available for donor antenna and donor
signal measurement?
Answer 14. Testing will take place during normal business hours with access to the roof. Escort will be
required for all areas.
Question 15. Is there any Alarm history for the system available?
Answer 15. No.
Question 16. Does the existing system have a remote monitoring interface or dashboard, and can the City
export its logs?
Answer 16. There is no remote monitoring, dashboard or logs available with the current system.
Question 17. Which OKWIN site or sites does the donor antenna serve, and will the City share site
coordinates, antenna heights and effective radiated power for the Tulsa metropolitan sites so that expected
signal levels can be modeled and compared with measurement?
Answer 17. Please refer to Answer 9.
Question 18. Does the City require delivered audio quality 3.0 as the pass criterion, and does it want DAQ
assessed by two-way voice test with a live dispatcher, by a recorded method, or by a specified alternative?
Will dispatch participate?
Answer 18. Delivered audio quality 3.0 will be the pass criterion, DAQ two-way voice tests will be conducted
with the assistance of a city radio shop technician.
Question 19. Does the City accept the twenty-grid-per-floor method, or given the floor area does it want a
finer grid? Are critical areas to be assessed at 99 percent and general areas at 95 percent?
Answer 19. Minimum 20 grid per floor method with critical areas assessed at 99 percent and general areas
at 95 percent.
Question 20. Is inbound signal to be assessed at minus 95 dBm and outbound at DAQ 3.0 per the current
fire code, or does the adopted code impose different numbers?
Answer 20. Inbound signal to be assessed at minus 95 dBm and outbound at DAQ 3.0 per the current fire
code.
Question 21. Will the Fire Marshal define the critical areas for City Hall in advance, including the fire
command center, exit stairs, elevator lobbies, standpipe cabinets, sprinkler valve rooms and any police or
emergency management spaces?
Answer 21. Information will be released to awarded respondent.
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RFP 27-701 | ERCES Testing and Assessment | Issue Date: 08/14/2026
Question 22. Exhibit A asks for a fee by phase and Attachment 2 asks for hours, rates and a not-to-exceed.
Which govern, and will the City accept a fixed fee per phase?
Answer 22. Exhibit A governs. Attachment 2 should show the back up math for amounts listed in Exhibit
A.
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City of Tulsa Finance Department
Request for Proposal
RFP 27-701
Professional Services for: Em ergency Responder
Communication Enhancement S ystem (ERCES) Testing and
A ssessment
D epartment: Information Technology
NIGP Commodity Code(s): 918-00
RFP Schedule
EVENT DATE
RFP Issue Date 08/14/2026
Pre-Proposal Conference 09/02/2026 at 9:30 am CDT
Virtual - email buyer for invite
Deadline for Questions 09/14/2026
Submit to assigned buyer via email. 10 Days prior to RFP due date
Proposal Due Date 09/23/2026
Mail or deliver to City Clerk address. Proposals
are opened the day after the due date.
If You have any questions or need additional information, contact the Assigned Buyer:
Samantha J. Toothaker, Senior Buyer | stoothaker@cityoftulsa.org
All questions should be emailed with RFP 27-701 on the subject line.
Sub mit proposals (sealed) to:
Office of the City Clerk
City of Tulsa
175 E. 2ND St.
Suite 260
Tulsa, OK 74103
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RFP 27-701 | ERCES Testing and Assessment | Issue Date: 08/14/2026
I. OVERVIEW AND GOALS
With this Request for Proposal (RFP), the City of Tulsa (City) is soliciting proposals to secure
professional services to conduct a comprehensive assessment of the City Hall Emergency
Responder Communication Enhancement System (ERCES). The City is seeking an
independent, vendor-neutral engineering assessment only. The selected Respondent will
evaluate current system performance, assess compliance with the most current applicable
NFPA standards, and document any deficiencies that have contributed to, or may contribute
to, communication failures.
City's commitment to the ERCES project is structured as a phased approach. The scope of
the initial phase, covered by this RFP, will consist of testing, diagnostics, engineering,
architectural evaluation, and reporting only. At the City's sole discretion, and based on the
findings of the assessment phase, the City may elect to authorize additional phases of work,
which will be separately bid out, and may include system design, procurement support,
construction, and/or system installation services. The purpose of this specific procurement is
to establish an objective baseline understanding of the current system rather than prescribe
a predetermined solution or manufacturer.
Goals:
* Conduct a complete evaluation of the performance and reliability of the City Hall ERCES.
* Determine and document compliance for reliable emergency responder communications
essential to protecting personnel, supporting emergency operations, reducing operational
risk, and meeting applicable regulatory requirements, including NFPA standards.
* Identify, classify, and document system deficiencies or conditions that may result in
degraded performance or communication failures.
* Provide a defensible engineering and architectural analysis supported by testing and
diagnostic results that enable the City to make informed operational, regulatory, and
capital investment decisions.
* Deliver a comprehensive written report summarizing findings, risks, and potential remedial
pathways, including high-level options for system improvement or replacement.
* Provide sufficient documentation to support future phases, including design, procurement,
and implementation, if authorized by the City.
We enthusiastically look forward to receiving Your proposal.
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RFP 27-701 | ERCES Testing and Assessment | Issue Date: 08/14/2026
II. BACKGROUND
The City of Tulsa depends on its Emergency Responder Communication Enhancement
System (ERCES) to provide reliable inbuilding radio coverage for fire, police, and other public
safety personnel operating within City Hall. Reliable radio communication is essential to life
safety, effective emergency response, and compliance with the most current applicable NFPA
standards. Maintaining a functional ERCES supports broader City priorities in public safety,
risk mitigation, and the resilience of critical municipal infrastructure. This assessment is
intended to provide the City with an objective engineering understanding of the existing
ERCES. The results will support future decisions regarding system maintenance, potential
remediation, long-term capital planning, and any subsequent procurement activities
authorized by the City.
III. TIMELINE
The schedule below provides estimated dates for the RFP and contracting process. The
City of Tulsa may adjust this schedule as needed.
EVENT DATE
RFP Issue Date 08/14/2026
Pre-Proposal Conference 09/02/2026
Deadline for Questions 09/14/2026
Addenda issued (if needed) 09/16/2026
PROPOSAL DUE DATE 09/23/2026
Begin proposal evaluations 09/24/2026
Interviews with Respondents - Virtual (anticipated) Week of 10/05/2026
Proposal Award (anticipated) 10/15/2026
Negotiations with apparent successful Respondent begin (anticipated) 10/16/2026
Execute contract (anticipated) 11/04/2026
Begin service delivery (anticipated) 11/09/2026
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RFP 27-701 | ERCES Testing and Assessment | Issue Date: 08/14/2026
IV. SCOPE OF WORK
The Respondent shall perform a comprehensive assessment of the City Hall Emergency
Responder Communication Enhancement System (ERCES) to overall system performance,
reliability, and operational readiness; verify compliance with the most current applicable NFPA
standards; and document deficiencies that contributed to or may contribute to communication
failures.
This assessment shall include evaluation of radio frequency (RF) performance, supporting
infrastructure, system survivability, and operational characteristics necessary to ensure
reliable in-building emergency communications.
The Respondent shall complete the following work:
A. In-Building ERCES Coverage and Performance Testing
The Respondent shall perform full in-building radio coverage testing across all levels of
City Hall, including:
* Grid pattern delivered audio quality (DAQ) testing for each floor
* Uplink and downlink signal strength measurements
* Testing in critical areas (stairwells, fire pump rooms, equipment rooms, elevators,
basements, command spaces)
* Identification of floor-specific and room-specific communication gaps
* Documentation of pass/fail results in accordance with the most current applicable
NFPA criteria
Testing shall follow industry-standard practices and be conducted using calibrated
equipment, with calibration records available upon request.
B. RF Signal Source and Propagation Evaluation
The Respondent shall evaluate RF conditions relevant to ERCES performance, including:
* Donor signal strength and quality
* Noise floor measurements
* Interference or competing RF sources
* Propagation behavior within structural elements of the building
* Multi path, attenuation, and shielding impacts
C. Infrastructure and Component Assessment
The Respondent shall visually inspect ERCES-related components, including:
* Antennas, coaxial cabling, junctions, couplers, and splitters
* Any existing bi-directional amplifiers (BDAs), amplifiers, donor antennas, and
associated infrastructure
* Power supplies, backup power, and grounding
* Riser pathways and equipment rooms associated with ERCES
* ERCES monitoring and alarm interfaces (if present), including system fault notification
capabilities
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RFP 27-701 | ERCES Testing and Assessment | Issue Date: 08/14/2026
* Equipment enclosure protection, environmental conditions, and code-required
hardening (e.g., National Electrical Manufacturers Association (NEMA) ratings, fire
protection)
* Pathway survivability characteristics (e.g., fire-rated cabling, routing separation,
protection levels), to the extent observable
* Review available system documentation, including drawings acceptance test records,
maintenance logs, inspection reports, and other available records, and compare the
documented system with observed field conditions
This assessment is non-invasive and intended to document condition, configuration,
observable deficiencies, or irregular installation. The Consultant shall not modify, adjust,
or place the current system into an out-of-service condition without prior written approval
from the City.
D. Engineering Analysis and Coverage Modeling
The Respondent shall provide an engineering evaluation sufficient to support subsequent
procurement scoping, including:
* RF heat maps and coverage visualization
* Comparison of measured vs. expected performance
* Identification of signal shadows, dead zones, and inconsistent propagation patterns
* Root cause determination (e.g., donor signal quality, system layout, equipment
condition, building materials)
* Evaluation of system scalability, maintainability, and alignment with current ERCES
design practices
* Identification of architectural constraints that may impact future system expansion,
modification, or integration
Analyses must be presented in forms usable by both technical and non-technical City staff.
E. Compliance Verification
The Respondent shall verify ERCES performance against the most current applicable
NFPA requirements, including:
* Minimum signal strength
* Minimum coverage percentage thresholds
* DAQ performance
* Critical area compliance
* Pathway survivability (to the extent verifiable through testing and non-invasive
observation)
* Evaluation of compliance with ERCES system monitoring, alarming, and supervisory
requirements (where applicable)
* Identification of any gaps between installed system characteristics and the most
current applicable NFPA standards (including legacy system considerations)
Any areas where compliance cannot be confirmed shall be clearly identified.
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RFP 27-701 | ERCES Testing and Assessment | Issue Date: 08/14/2026
F. Reporting and Phase 2 Ready Recommendations
The Respondent shall prepare a comprehensive report that includes:
* Testing methodology and procedures
* Complete tables of measurements and results
* Floor-by-floor coverage maps and graphics
* Deficiency documentation with location specificity, including a prioritized assessment
of the severity and operational significance of each identified deficiency, based on life
safety, operational impact, and regulatory significance.
* Engineering findings and root cause analysis clearly distinguishing observed
conditions, engineering findings, root causes, and recommended corrective actions.
* Guidance on any additional investigation needed to support subsequent procurement
efforts.
* A neutral, vendoragnostic set of recommendations describing required corrective
actions and potential system-level remediation approaches, including:
Targeted system improvements
System augmentation
Partial redesign
Full ERCES replacement
All reports shall be delivered in:
* PDF format (final)
* Editable format (Excel/Word or similar)
* Digital copies suitable for City recordkeeping
All documentation shall be clear and accessible to City employees with varying technical
backgrounds. All work products generated under the contract become part of the City's
project record, shall not be shared with other entities partially or complete, and shall be
delivered in full.
G. Meetings, Communication, and Coordination
The Respondent shall:
* Participate in a kickoff meeting with IT, Building Maintenance, and the Fire Marshal's
Office
* Provide periodic updates if requested
* Coordinate with all departments identified by the City
* Present findings and answer technical questions in a final review meeting
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