Regional P25 800 MHz Trunked Simulcast Radio Communications System
| Location: | Maine |
|---|---|
| Posted: | Sep 16, 2025 |
| Due: | Nov 13, 2025 |
| Agency: | Town of Scarborough, Maine |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | RFP 152026 |
| Publication URL: | To access bid details, please log in. |
RFP 152026
Description
Notes
Prospective vendors are hereby invited to submit proposals in accordance with this Request for Proposal [RFP]. This RFP is the result of a joint initiative effort between the Towns of Scarborough and Old Orchard Beach. Both towns seek to develop a comprehensive specification for the replacement of their respective conventional VHF radio systems. The purpose of this initiative is to implement a regional Project 25 [P25], 800 MHz trunked simulcast radio communications system to serve the operational needs of public safety and public service departments within both municipalities.
| Pre-Bid Date | Bid Opening | Awarded |
| 9/30/2025 (8:30a.m.) | 11/13/2025 |
All bids must be submitted by Thursday, November 13th at 2:00 p.m.
Attachment Preview
Town of Scarborough, ME
Town of Scarborough, ME Public Safety Radio Communication System Upgrade
RFP # 152026
____________________________________________________________________________________________________________________________________________________________________________________________________
Town of Scarborough, ME
RequesRtefqouerstPforroPrpopoossaal l#1#2314 52026
July 10, 202
September 16, 2025
The purpose of this document isctco provide interested parties with
information to enable them to prepare and submit a proposal for a
regional P25 Phase-2, 800 MHz Trunked Radio Network
Pre-Proposal Conference: September 30, 2025
Proposals Due: November 13, 2025
Pg. 1
Town of Scarborough, ME
Public Safety Radio Communication System Upgrade
RFP # 152026
____________________________________________________________________________________________________________________________________________________________________________________________________
1 INVITATION TO SUBMIT A PROPOSAL .............................................................................................................................................. 5
2 RFP SCHEDULE AND KEY DATES.......................................................................................................................................................... 6
2.1 INSTRUCTIONS FOR SUBMITTING A PROPOSAL ...................................................................................................................................... 7
2.2 CONTACT INFORMATION............................................................................................................................................................................ 7
2.3 INTENT TO SUBMIT A PROPOSAL FORM .................................................................................................................................................. 8
2.4 PRE-PROPOSAL CONFERENCE AND LOCATION ...................................................................................................................................... 9
2.5 PRE-PROPOSAL CONFERENCE PROCESS.................................................................................................................................................. 9
2.6 SITE SURVEYS AND INSPECTION .............................................................................................................................................................10
2.7 ADDITIONAL REQUIREMENTS AND CONDITIONS .................................................................................................................................10
3 TERMS AND CONDITIONS .....................................................................................................................................................................10
3.1 INSURANCE REQUIREMENTS ...................................................................................................................................................................11
3.2 FUNDING CONTINGENCY AND CONTRACT TERMINATION ..................................................................................................................12
3.3 TOWN RIGHTS AND PROPOSAL CONDITIONS .......................................................................................................................................12
3.4 TOWN-DIRECTED ADJUSTMENTS TO SITE PLANNING .......................................................................................................................12
3.5 CONFIDENTIALITY.....................................................................................................................................................................................13
3.6 PROTECTED INFORMATION DISCLOSURE..............................................................................................................................................13
3.7 PERFORMANCE BOND...............................................................................................................................................................................13
3.8 CONTRACTOR PROJECT MANAGER.........................................................................................................................................................13
3.9 STANDARDS & CODES...............................................................................................................................................................................14
3.10 EXCEPTIONS AND CLARIFICATIONS ........................................................................................................................................................15
3.11 DELIVERY, STORAGE AND RISK OF LOSS ...............................................................................................................................................15
3.12 DETAILED EQUIPMENT LIST BY SITE.....................................................................................................................................................16
3.13 EQUIPMENT INVENTORY TAGGING REQUIREMENTS...........................................................................................................................16
3.14 SOFTWARE LICENSING .............................................................................................................................................................................16
3.15 PROPOSAL FORMAT AND CONTENT REQUIREMENTS..........................................................................................................................17
4 BASIS OF EVALUATION AND AWARD...............................................................................................................................................20
4.1 CRITERIA FOR PROPOSAL ACCEPTANCE................................................................................................................................................20
4.2 EVALUATION PROCESS .............................................................................................................................................................................21
4.3 TECHNICAL SCORING CRITERIA ..............................................................................................................................................................21
4.4 BEST AND FINAL OFFERS.........................................................................................................................................................................22
4.5 AWARD AND CONTRACT ..........................................................................................................................................................................23
4.6 CONTRACT DESIGN REVIEW [CDR] PROCESS .....................................................................................................................................23
4.7 DETAILED DESIGN REVIEW [DDR] PROCESS ......................................................................................................................................24
4.8 TOWN’S RIGHT TO MODIFY SCOPE ........................................................................................................................................................25
5 PROJECT OVERVIEW................................................................................................................................................................................25
5.1 CURRENT STATE........................................................................................................................................................................................25
5.2 EXISTING SYSTEM DIAGRAM ...................................................................................................................................................................26
5.3 PROJECT GOALS.........................................................................................................................................................................................26
6 PROJECT-25 PHASE-2 TRUNKED RADIO NETWORK.................................................................................................................27
6.1 PROPOSED P25 NETWORK DIAGRAM ...................................................................................................................................................28
6.2 PROPOSED SITES .......................................................................................................................................................................................28
6.3 BASIC REQUIREMENTS .............................................................................................................................................................................28
6.4 BASIC FUNCTIONS AND FEATURES.........................................................................................................................................................28
6.5 SYSTEM OPERATING MODES...................................................................................................................................................................29
6.6 P25 CORE NETWORK ARCHITECTURE..................................................................................................................................................30
6.7 RELIABILITY AND REDUNDANCY ............................................................................................................................................................30
6.8 SYSTEM FUNCTIONS AND FEATURES .....................................................................................................................................................31
6.9 SYSTEM PROGRAMMING...........................................................................................................................................................................31
6.10 OPERATIONAL FUNCTIONS ......................................................................................................................................................................32
6.11 ENCRYPTION AND OTAR [OPTION] ......................................................................................................................................................33
6.12 OVER-THE-AIR PROGRAMMING – OTAP [OPTION]...........................................................................................................................34
6.13 GPS LOCATION [OPTION] .......................................................................................................................................................................34
6.14 SMARTPHONE INTERFACE [OPTION].....................................................................................................................................................34
6.15 NETWORK MANAGEMENT SYSTEM [NMS]..........................................................................................................................................35
Pg. 2
Town of Scarborough, ME
Public Safety Radio Communication System Upgrade
RFP # 152026
____________________________________________________________________________________________________________________________________________________________________________________________________
6.16 TALKGROUP AND CONVENTIONAL DEVELOPMENT CHANNEL PLAN CC...........................................................................................37
7 RFSS - RF SUBSECTION............................................................................................................................................................................37
7.1 TX COMBINER, RX MULTICOUPLER AND TOWER-TOP AMP .............................................................................................................37
7.2 EQUIPMENT RACKS...................................................................................................................................................................................37
7.3 IP SIMULCAST REPEATER........................................................................................................................................................................38
7.4 RECEIVER VOTING SYSTEM .....................................................................................................................................................................38
7.5 ANTENNA AND TRANSMISSION LINE .....................................................................................................................................................38
8 TRANSMITTER SITE FACILITIES ........................................................................................................................................................39
8.1 EXISTING SITES STRUCTURAL ANALYSIS...............................................................................................................................................39
8.2 PROPOSED SITE WORK ............................................................................................................................................................................40
8.3 TOWER STRUCTURE DESIGN...................................................................................................................................................................42
8.4 EQUIPMENT SHELTERS.............................................................................................................................................................................48
8.5 ELECTRICAL POWER .................................................................................................................................................................................50
8.6 EMERGENCY POWER GENERATOR..........................................................................................................................................................52
8.7 GROUNDING SYSTEM ................................................................................................................................................................................53
9 SYSTEM COVERAGE PERFORMANCE REQUIREMENTS ...........................................................................................................53
9.1 DEFINED COVERAGE AREA......................................................................................................................................................................54
9.2 CRITICAL BUILDINGS ................................................................................................................................................................................54
9.3 RF COVERAGE METHOD ..........................................................................................................................................................................55
9.4 RF COVERAGE PREDICTION SUBMITTALS.............................................................................................................................................56
10 IP NETWORK BACKHAUL.......................................................................................................................................................................56
10.1 FIBER LINKS...............................................................................................................................................................................................57
10.2 MICROWAVE LINKS...................................................................................................................................................................................57
10.3 IP/ETHERNET SWITCHES AND ROUTERS.............................................................................................................................................59
10.4 IP PERFORMANCE REQUIREMENTS........................................................................................................................................................59
10.5 AUTOMATED INFRASTRUCTURE MONITORING AND ALERTING SYSTEM .........................................................................................59
11 COMMUNICATIONS DISPATCH CONSOLE SUB-SYSTEM..........................................................................................................60
11.1 CONSOLE LOCATIONS ...............................................................................................................................................................................61
11.2 CONSOLE SERVER/CPU...........................................................................................................................................................................61
11.3 DISPATCH CONSOLE POSITIONS .............................................................................................................................................................61
11.4 SUPERVISOR POSITION .............................................................................................................................................................................64
11.5 REMOTE OPERATING POSITIONS [OPTION]..........................................................................................................................................64
11.6 SPEAKERS AND HEADSETS.......................................................................................................................................................................64
11.7 ALERT PAGING FUNCTION.......................................................................................................................................................................65
11.8 FIRE STATION ALERTING.........................................................................................................................................................................65
11.9 SUBSCRIBER ID AND EMERGENCY FUNCTION ......................................................................................................................................66
11.10 INSTANT RECALL RECORDING [IRR]...............................................................................................................................................66
11.11 LOGGING RECORDER INTERFACE......................................................................................................................................................66
11.12 CAD INTEGRATION.............................................................................................................................................................................67
11.13 DISPATCH CONSOLE CONTROLS........................................................................................................................................................67
11.14 SYSTEM REPORTS................................................................................................................................................................................69
11.15 POWER REQUIREMENTS.....................................................................................................................................................................69
11.16 DISPATCH CONSOLE FURNITURE AND ACCESSORIES ....................................................................................................................70
11.17 CABLE MANAGEMENT ........................................................................................................................................................................71
11.18 ANCILLARY CONSOLE EQUIPMENT INTEGRATION .........................................................................................................................71
11.19 SEATING - INTENSIVE-USE CHAIRS..................................................................................................................................................71
11.20 ELECTRICAL AND CONNECTIVITY .....................................................................................................................................................71
11.21 SUBMITTALS AND APPROVAL ............................................................................................................................................................72
11.22 CONSOLE TRANSITION PLAN.............................................................................................................................................................72
12 SYSTEM EQUIPMENT INSTALLATION REQUIREMENTS .........................................................................................................72
12.1 GENERAL REQUIREMENTS.......................................................................................................................................................................72
12.2 PERSONNEL SAFETY .................................................................................................................................................................................73
12.3 RF REPEATER STATIONS .........................................................................................................................................................................73
12.4 TRANSMITTER LINEAR SIMULCAST........................................................................................................................................................74
Pg. 3
Town of Scarborough, ME
Public Safety Radio Communication System Upgrade
RFP # 152026
____________________________________________________________________________________________________________________________________________________________________________________________________
12.5 SIMULCAST ALIGNMENT ..........................................................................................................................................................................74
12.6 MICROWAVE RADIO..................................................................................................................................................................................74
12.7 MICROWAVE PARABOLIC ANTENNA ......................................................................................................................................................75
12.8 TRANSMISSION LINE GROUNDING AND LIGHTNING PROTECTION....................................................................................................75
12.9 GPS RECEIVERS.........................................................................................................................................................................................76
12.10 PHYSICAL AND FUNCTIONAL INTERFACE REQUIREMENTS...........................................................................................................76
13 ACCEPTANCE TESTING OF EQUIPMENT AND SYSTEMS .........................................................................................................77
13.1 COVERAGE TESTING AND VERIFICATION ..............................................................................................................................................79
13.2 SIMULCAST COVERAGE PROOF OF PERFORMANCE..............................................................................................................................79
13.3 INSTALLATION DOCUMENTATION ..........................................................................................................................................................81
13.4 SYSTEM CUTOVER .....................................................................................................................................................................................83
14 WARRANTY, MAINTENANCE AND TRAINING..............................................................................................................................83
14.1 DURATION OF WARRANTY ......................................................................................................................................................................84
14.2 MAINTENANCE PLAN................................................................................................................................................................................84
14.3 MAINTENANCE SERVICE LEVELS AND RESPONSE TIMES ...................................................................................................................85
14.4 END-OF-LIFE OF PROPOSED EQUIPMENT.............................................................................................................................................86
14.5 SERVICE FACILITIES AND MAINTENANCE PERSONNEL.......................................................................................................................86
14.6 MAINTENANCE AND SUPPORT REQUIREMENTS...................................................................................................................................87
14.7 SOFTWARE MAINTENANCE AND LICENSING REQUIREMENTS ...........................................................................................................87
14.8 POST-WARRANTY SOFTWARE UPDATES AND LIFECYCLE SUPPORT................................................................................................88
14.9 DC POWER SYSTEMS AND BATTERIES ..................................................................................................................................................88
14.10 REMOTE DIAGNOSTICS .......................................................................................................................................................................88
14.11 SPARE PARTS INVENTORY .................................................................................................................................................................89
14.12 THIRD-PARTY MANUFACTURER WARRANTIES .............................................................................................................................89
15 PRICING AND FINANCIAL CONDITIONS..........................................................................................................................................90
15.1 PRICING SHEETS........................................................................................................................................................................................91
15.2 PROPOSED PAYMENT SCHEDULE............................................................................................................................................................91
16 SUBSCRIBER RADIO EQUIPMENT......................................................................................................................................................92
16.2 HANDHELD PORTABLE RADIO ................................................................................................................................................................94
16.3 MOBILE RADIO ..........................................................................................................................................................................................96
16.4 RF CONTROL STATIONS...........................................................................................................................................................................98
16.5 SUBSCRIBER PRICING................................................................................................................................................................................98
Pg. 4
Town of Scarborough, ME
Public Safety Radio Communication System Upgrade
RFP # 152026
____________________________________________________________________________________________________________________________________________________________________________________________________
1 INVITATION TO SUBMIT A PROPOSAL
Prospective vendors are hereby invited to submit proposals in accordance with this Request for
Proposal [RFP]. This RFP is the result of a joint initiative effort between the Towns of
Scarborough and Old Orchard Beach. Both towns seek to develop a comprehensive specification
for the replacement of their respective conventional VHF radio systems. The purpose of this
initiative is to implement a regional Project 25 [P25], 800 MHz trunked simulcast radio
communications system to serve the operational needs of public safety and public service
departments within both municipalities.
Scarborough shall serve as the lead contracting authority for this project, bearing responsibility
for all procurement-related contractual obligations, including system acquisition, installation,
and ongoing maintenance. Old Orchard Beach shall be designated a co-participating municipality,
with shared commitments to system funding and operations.
The successful proposer will assume complete responsibility for all equipment, and system
acceptance tests of systems equipment provided under this specification. All RFP responses shall
address the entire system, to ensure a complete system, and that nothing remains to be
purchased by the Town.
The proposer must provide a detailed response to all items listed in this document and must
understand that all documents submitted will become part of the contract between the Town of
Scarborough and the proposer
Proposers must respond directly to the requirements outlined in this RFP. However, if a
proposer identifies alternative approaches or cost-saving measures that could effectively meet
the Town’s objectives, such proposals may also be submitted for consideration under a separate
section. The Town will review these alternatives at its sole discretion but does not guarantee
approval unless they are clearly demonstrated to be beneficial and, in the Town’s best interest.
Pg. 5
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
Daily notification on new contract opportunities
With GovernmentContracts, you can:
- Find more opportunities and win more business
- Receive daily alerts for all new bid opportunities
- Get contract opportunities matched to your business
See also
Follow Vent Duct Active Contract Opportunity Notice ID SPMYM326Q4011 Related Notice Department/Ind. Agency
DEPT OF DEFENSE
Bid Due: 12/15/2025
Follow Hygrometer Calibration Active Contract Opportunity Notice ID N3904026Q4761 Related Notice Department/Ind. Agency
DEPT OF DEFENSE
Bid Due: 12/10/2025
Follow Rental of JLG Manlifts (Brand Name Required) Active Contract Opportunity Notice ID
DEPT OF DEFENSE
Bid Due: 12/12/2025
Solicitation: 25112500000000000121 Cab & Chassis, 4X4, Standard Cab DRW, 14,000 GVWR Issued: 11/25/25
State Government of Maine
Bid Due: 12/09/2025
* Disclaimer: Information regarding bids, requests for proposals (RFPs), or requests for qualifications (RFQs) is provided on this website only for convenience and does not constitute official public notice. Persons wishing to respond to or inquire about bids, RFPs, or RFQs should contact the appropriate government department.