REQUEST FOR PROPOSAL



Request for Information

RFI# LBS-870

|Storm Tracking System with Alerts |

11/11/15

James Madison University will be closed on the following dates for the holidays:

November 23-27, 2015

December 22, 2015- January 1, 2016

November 11, 2015

Dear Prospective Respondent:

James Madison University (“JMU” or “the University”) is interested in acquiring a new storm tracking/lightning detection/prediction system that would trigger alerts via text, email, and on-campus alarms for its campus in Harrisonburg, Virginia. JMU is also interested in understanding the possibility of a proposed system to utilize and/or integrate with current alert systems/hardware already in existence on campus. In order to gain an understanding of the technology, services, integrations, and other offerings that exist in the current marketplace for a storm tracking/lightning detection system we are issuing a Request for Information (“RFI”).

The purpose of this Request for Information (”RFI”) is to invite submissions from vendors with software, hardware, and/or services capable of meeting the specifications outlined in this RFI. The data collected will allow JMU to determine how to proceed with procuring a storm tracking/lighting detection system that offers the most effective way to implement the system and best value to the University through understanding the time, resources, and cost involved. If JMU decides to pursue a formal agreement for this solution we will advertise publicly for written proposals through a separate Request for Proposal (“RFP”) procurement process. This RFI is strictly for information and no contract or agreement will result. All information received as part of this RFI will remain the property of the University.

The University will pay no costs that any respondent incurs in preparing a response. Questions should be submitted directly to my attention at smith2LB@jmu.edu.

Sincerely,

LeeAnne Beatty Smith, CPPB, VCA, CUPO

Buyer Senior, JMU Procurement Services

REQUEST FOR INFORMATION

RFI# LBS-870

Issue Date: November 11, 2015

Title: Storm Tracking System with Alerts

Issuing Agency: Commonwealth of Virginia

James Madison University

Procurement Services MSC 5720

752 Ott Street, Wine Price Bldg.

First Floor, Suite 1023

Harrisonburg, VA 22807

RESPONSES DUE: 2:00 p.m. EST on January 5, 2016.

Provide one (1) original and nine (9) copies of the entire proposal, INCLUDING ALL ATTACHMENTS. Any proprietary information should be clearly marked.

RESPONSES may be MAILED, EXPRESS MAILED, OR HAND DELIVERED DIRECTLY TO THE ISSUING AGENCY SHOWN ABOVE.

All Inquiries For Information and Clarification Should Be Directed To: LeeAnne Beatty Smith, Buyer Senior, Procurement Services, smith2LB@jmu.edu 540/568-7523 (Fax) 540/568-7936 not later than five business days before the proposal closing date.

Name and Address of Firm:

By:

(Signature in Ink)

Name:

(Please Print)

Title:

Date: Phone:

Web Address: Fax #:

Email:

ACKNOWLEDGE RECEIPT OF ADDENDUM (if applicable): #1___ #2___ #3___ #4___ #5___ (please initial)

SMALL, WOMAN OR MINORITY OWNED BUSINESS:

( YES; ( NO; IF YES ⇒⇒ ( SMALL; ( WOMAN; ( MINORITY IF MINORITY: ( AA; ( HA; ( AsA; ( NW

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

Rev. 3/5/14 (Previous Rev 1/27/14) ABS

I. REQUEST FOR INFORMATION #RFI-870

The purpose of this Request for Information (RFI) is to obtain information regarding a storm tracking/lightning detection system that would trigger alerts via text, email, and on-campus public address horns/sirens for James Madison University, an agency of the Commonwealth of Virginia. No contract or agreement will result. Insight gathered from responses to this RFI will assist in developing a Request for Proposal (RFP) in alignment with University objectives. Responding to this RFI will neither increase nor decrease the chances of a firm being awarded a contract resulting from any future procurement solicitation.

II. BACKGROUND STATEMENT

James Madison University (JMU) is a comprehensive public institution in Harrisonburg, Virginia with an enrollment of approximately 20,000 students and 3,000 faculty and staff. There are over 600 individual departments on campus that support seven academic divisions. The University offers over 120 majors, minors, and concentrations. Further information about the University may be found at the following website: .

Providing a safe environment for faculty and support staff to work and students to learn is a primary concern of the James Madison University administration and campus community. Critical to this goal is being knowledgeable about what to do in the event of an emergency. Planning and being prepared is our shared responsibility.

JMU is committed to the immediate notification of the campus community, without delay, upon confirmation of a significant emergency or dangerous situation involving an immediate threat to the health and safety of students or employees. JMU employs a comprehensive mass-communication system, which may be activated independently or in conjunction with each other based on the circumstances, to notify the University community of the existence of an emergency and to provide updates as necessary throughout the duration of an incident. The Department of Public Safety is responsible for maintaining JMU’s mass-communication system on campus. Maps of JMU campus can be found at the following locations:



Current Emergency Horns/Sirens/Alarm Systems

Currently, JMU utilizes two (2) separate and distinct systems that produce audible signals to warn students, staff, and visitors on campus of impending emergency situations or hazardous conditions:

1. Eaton’s Cooper Notification System (Madison Alert) – the Madison Alert horn, siren and public address system can be activated to alert members of the University community of an imminent threat to public safety on campus.

The Madison Alert system is composed of several remote nodes and a base station. Each of our remote nodes has a control module, antenna, and speaker set delivering approximately 120 decibels of sound in a toroid of up to a mile in diameter depending on geography and weather conditions. The radio in the control module, in addition to communicating with the base station, also functions as a repeater between the base station and other nodes.

The base station is a Windows XP computer connected to an antenna running Waves 7, the control software for the Cooper Notification System network. The base station sends broadcast signals to each of the nodes which then convert the signal to audio to be played over the speaker set.

The system was installed on JMU campus in 2007 and has remained largely the same until now. Eaton has released hardware and software upgrades to both the nodes and the base station in that time period. Additionally, last summer Eaton sent JMU end of life notifications for both the base station and associated nodes. It has been suggested that JMU replace existing Cooper Notification System equipment by the end of 2018, which includes upgrading the base station which will run Waves 8 control software.

Cooper Notification System Equipment Locations

• Nodes

o Memorial Hall

o Student Success Center (notated as Constitution Hall & Montpelier Hall on JMU Cleary Map )

o ISAT/CS

o Dingledine Hall

o (Zane) Showker Hall

• Base Station

o Anthony-Seeger Hall

2. StormGrid Lighting Warning System - a completely automated system that provides continuous monitoring of weather conditions in proximity to the University's main campus and other close by buildings. When the system detects atmospheric conditions that have a high probability of producing an electrical storm (lightning) close to campus the system will activate a series of horns and strobe lights in designated areas on campus. This system was originally very small but has been built out over approximately ten (10) years to include three base stations and several sensor/horn nodes spread across campus.

StormGrid Equipment Locations

• Nodes

o Memorial Hall

o UREC East Campus Field

o University Park (UPARK)

o University Recreation Center (UREC)

o Anthony-Seeger Hall

o ISAT/CS

o Field Hockey and Track and Field Complex

• Base Station

o Memorial Hall

o University Recreation Center (UREC)

o University Park (UPARK)

JMU Athletics Weather Tracking

JMU Athletics monitors weather conditions in order to ensure safety during sports events. JMU Athletics currently subscribes to Telvent DTN as an online weather resource. Telvent DTN provides athletics administrators with weather alerts and allows JMU to view real time weather radar including lightening radar and future radar. JMU Athletics clears the fields and/or pool with lightning strikes within 12 miles of JMU campus.

SMS Text Messaging/Voicemail Notification

The JMU community can register to receive text and voice messages over their cell phones with an email message during an emergency notification. JMU Public Safety uses Eaton’s Cooper Notification Roam Secure Alert Network (RSAN) to facilitate this process.

LiveSafe Mobile Application

JMU currently licenses the LiveSafe mobile application as an option for campus users. LiveSafe is a communication platform that facilitates discreet and risk-free bystander intervention by community members through information sharing with campus safety officials. Through a campus safety app installed on iPhone and Android devices, students can report GPS-tagged information with added pictures, video, and audio clips. Safety officials are able to respond to students via a Command Dashboard using a real-time two-way chat, or investigate further using the information submitted to officials.

III. STATEMENT OF NEEDS-

Firms should address each of the following items within their submissions:

1. System Profile

a) Product name and capabilities

b) Additional modules available

c) Client workstation- hardware, operating system, browser requirements

d) Weather tracking equipment profile

2. Company Profile/References

a) Provide a written narrative statement to include, but not limited to, the expertise, qualifications, and experience of the firm.

b) Provide a minimum of three (3) references (similar to JMU) currently using the proposed system and associated contact information.

3. Describe the different types of system alerts that are available. Describe how alerts can be configured to University needs. Specify those which can be automated.

4. Describe the reported accuracy and reliability of the proposed system. Describe how you measure accuracy and reliability of the proposed system.

5. Describe an instance of system failure that occurred while a client was using the proposed system and describe the steps that your firm has taken to identify the cause and prevent the failure from occurring again.

6. Describe your understanding of the difference between lightning “prediction” and “detection” systems. Describe the method by which the proposed system operates.

7. Describe the initial and ongoing training your firm would offer to University personnel on operation of the proposed system equipment.

8. Describe the range for predicting lightning strikes.

9. Describe the administrator control panel/dashboard in great detail including the component’s functionality.

a) Provide screen shots of different views with descriptions

b) Indicate if lighting strikes are mapped in real time or indicate the time delay

c) Describe if weather maps and forecasts are provided in real time or indicate the time delay

d) Describe the systems capability to maintain a countdown from the most recent lightning strikes within designated areas. Indicate how this is communicated to the administrator and/or through the control panel/dashboard.

e) Describe how the system communicates the estimated potential for lightning strikes.

f) Describe available configurations.

g) Indicate any provisions for client to interact with online meteorologist.

10. Describe the system’s capability of utilizing the existing Cooper Notification System (horns and strobe lights) currently installed on-campus. Indicate system’s capability to accommodate new equipment as JMU gradually updates Cooper Notification System equipment on-campus.

11. Describe how SMS text message alerts can be used as an alert for the proposed system. Describe automation capabilities.

12. Describe your firm’s experience in interfacing with mobile apps that would allow notification through automated broadcast messaging to registered users of the app (e.g. JMU’s LiveSafe mobile application).

13. Describe how the proposed lightning detection/prediction hardware must be mounted or installed onsite.

14. Describe the hardware installation services that your firm can provide to the University. Specify your firm’s associated qualifications/licenses that allow your firm to provide installation services.

15. Describe the software installation services that your firm can provide to the University. Specify roles and responsibilities of the University during software installation

16. Indicate the locations on campus where lightning detection equipment/software should be installed to provide campus-wide lighting prediction/detection coverage. Specify the type of equipment/installation required at each location.

17. Describe recommended annual maintenance and support.

18. Provide pricing information on all recommended equipment/software including installation.

19. Include all ongoing maintenance and support cost.

20. Provide all associated initial and ongoing training costs.

21. Provide all other costs that have not been identified already.

IV. RFI PREPARATION AND SUBMISSION

1. GENERAL INSTRUCTIONS:

a) Responses shall be signed by an authorized representative of the firm. All information requested should be submitted.

b) Responses should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFI. Emphasis should be placed on completeness and clarity of content.

c) Responses should be organized in the order in which the requirements are presented in the RFI. All pages of the response should be numbered. Information which the offeror desires to present that does not fall within any of the requirements of the RFI should be inserted at the appropriate place or be attached at the end of the response and designated as additional material.

d) Each copy of the response should be bound or contained in a single volume where practical. All documentation submitted with the response should be contained in that single volume.

e) Ownership of all data, materials and documentation originated and prepared for the State pursuant to the RFI shall belong exclusively to the State and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Respondents shall clearly identify proprietary or trade secret material of their RFI response that shall not be subject to public disclosure in accordance with the Virginia Freedom of Information Act Section 2.2-4342F of the Code of Virginia.

f) Oral Presentation: Offerors who submits a response to this RFI may be asked to give an oral presentation of their submission to James Madison University. This provides an opportunity for the offeror to clarify or elaborate on the proposal. James Madison University will schedule the time and location of these presentations. Oral presentations are an option of the University and may or may not be conducted.

2. SPECIFIC INSTRUCTIONS:

Responses shall be as thorough and detailed as possible so that James Madison University may understand your full capabilities and offerings in providing the service detailed within this RFI. Responding firms shall submit the following items as a complete submission:

a) Return RFI cover sheet and all addenda acknowledgments, if any, signed and filled out as required.

b) A response to each item as described in Section III Statement of Needs of this Request for Information.

c) IDENTIFICATION OF SUBMISSION ENVELOPE: The signed submission should be returned in a separate envelope or package, sealed, and identified as follows:

From:

___________

Name of Offeror Due Date Time

________________

Street or Box Number RFI No.

________________

City, State, Zip Code RFI Title

Name of Contract/Purchase Officer or Buyer

The envelope should be addressed to the issuing agency as directed on Page 1 of this RFI.

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This RFI is strictly for information. No contract or agreement will result.

Information gathered from responses to this RFI may be used in the development of a Request for Proposal that is in alignment with U[?] +-/029:; ................
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