The Port is soliciting Proposals for the upgrade for its Emergency Notification System “Crash Phone” at the Bellingham International Airport. RFP documents are available on our website at https://www.portofbellingham.com/bids.aspx.

Bellingham International Airport (BLI) is a full service commercial air-carrier airport located in Whatcom County, approximately 3 miles northwest of the City of Bellingham, WA, 20 miles from the Peace Arch USA and Canada border crossing, and adjacent to Interstate 5.  The Airport is owned, operated, and maintained by the Port of Bellingham and includes facilities to accommodate scheduled and unscheduled commercial air service, air taxi, general aviation, military, and air cargo operations. The ARFF station is located at 2005 West Bakerview Rd., Bellingham WA, 98226.  

BLI currently uses an analog direct phone line, connecting the ATCT and the Prospect Communication Center located in the City of Bellingham, WA. When ATCT picks up the phone handset in the Control Tower it automatically rings to the Prospect Communication Center (PCC). Once the call is received in Communications, the conversation is broadcasted over the ARFF Station Public Announcement (PA) System. 

Each successful Proposer shall provide the following minimum requirements:

The selected Proposer will provide hardware, licenses, support, installation, equipment, and training.

Scope of Work – Implementation of Services

• Implementation will be phased in a manner to eliminate any disruption 
• Functional Requirements
• The Crash Phone needs to connect ATCT located next to the commercial terminal, the Airport Rescue Fire Fighting (ARFF) station, and the CC building located at the Bellingham Fire Department’s Broadway Street Station. 
• The ability to change these locations needs to exist for future development.
• Activation of strobe lights and speakers are required in the ARFF station. The utilization of current speakers is acceptable, however, there are new speaker locations identified that is needed in one (1) of the ARFF station’s room.   
• Automatically broadcast all conversation over the PA system at the ARFF Station.

Technical Requirements

• Automatic opening of the overhead bay doors on the ARFF Station
• Integrates with VHF Radio System
  
  • The ability to integrate with the 800 radio system
• Record all communications on a call center recording software interface
• POE is preferred for all devices but not required.
• System will be standalone from other networks and the internet

Deliverables

• The installation process must be designed to satisfy all of the requirements in the shortest amount of time. Because emergency conferencing systems vary greatly in scope and application, the contractor will work with the Airport Managers and Engineering to determine how to best implement the system.
• The contractor and BLI will agree upon the shipping and installation logistics.
• The contractor will determine that power requirements are adequate for the system configuration; these requirements shall be met and approved by Port IT.
• The contractor and the Port will agree upon acceptable installation date(s). On-site personnel will be informed of the projected date(s) and time(s) based on the configuration of the system.
• The contractor shall verify that the site has been properly installed and configured by running a subset of the system test procedures prior to an operational test and system acceptance at the site after cutover. Basic testing includes (but is not limited to):

1. Test the basic functionality to ensure the system is operational.
2. Test the connectivity to assure that there are no issues.
3. Place, install and test the telephone sets at each specified location. Coordination is required.
4. Test that multiple Emergency telephones (end point receivers) will ring simultaneously and be immediately joined into the emergency conference upon pickup of the handset.
5. Test the GUI Module (if used) to ensure it properly displays system status and connected telephone station operational status for each end point receiver. Test that multiple lists may be selected through use of the GUI Touch Screen.
6. Test all end point receiver stations and PCC address and strobes/speakers to ensure proper operation and clearly audible emergency conference audio without distortion or interference.
7. Ability for users to receive text/email when the system has been activated.
8. Turn off utilities in ARFF Kitchen such as stove, oven etc.

• Training will be required for Port staff on all equipment purchased to include hardware, software, documentation, and training materials. Training shall cover operator, user training; maintenance/support training for troubleshooting purposes only.
• An O&M Manual shall be provided to the Port by the Contractor at the completion of the project. The manual shall include literature on operating procedures and instructions, maintenance/troubleshooting procedures, design, specifications, warranties, parts lists, etc.

Vendor Services

• Project phasing schedule, downtime estimate, for the different parts of the project (if any)
• The contractor will agree upon a schedule that denotes major activities and includes start and completion dates for the project.
• The contractor shall remain in compliance with all Federal, State and Airport security and safety laws, regulations, policies and requirements.
• At each day’s end, the contractor shall keep working area in a neat and cleanly state. Equipment and materials required to complete the work effort may remain on site as long as they are organized and stored in a manner that does not cause a safety hazard.
• The contractor shall perform all work during normal hours of the Port. Any site work requested by the contractor to be performed outside of normal hours shall be coordinated at least three (3) days in advance.
• If needed, remote assistance until “go live”
• Outside of business hours on-site support during the “go live” window
• As-built documentation/diagram
• Build User documentation for system access and setup
• Full product testing at each phase to ensure operability at each location prior to the transition of new system.
• Selected vendor shall coordinate receipt, inspection, storage, and tracking of any and all Owner-Purchased Materials and all applicable Manufacturer Warranties and will provide written documentation supporting all installer and manufacturer’s warranties.

Additional Features/Services

• The possibility of integration with Everbridge Communication System or similar system
• Ability to differentiate between different emergency types through light or sound indicators (i.e. Alert I/II/III and medical emergencies).
• A monitor to display systems active/ location that initiated communication.
• Relocate/add existing speakers to a more advantageous height/location.

Ongoing services

• The Port is requesting ongoing rates for support services after project and warranty completion.
• On call rates and hours for:
  
  • Normal business hours: 8am – 5pm PST
  • Emergency after hours
• Option for Annual support agreement if offered.
• Response time for 24/7/365 on site support

Equipment to be provided by Vendor

• Red phones. A graphical interface, if accepted.
• Strobe lights – reuse and integration with current equipment as able
• Speakers – reuse or add as needed and integration with current equipment as able
• Paging (if applicable)
• Relays (if applicable)
• Display monitor (if applicable)
• Shipping and shipping insurance for all equipment to installation site
• All wiring and patch cords
• Misc. items needed for install
• Other options that could enhance the existing system