HomeMy WebLinkAboutItem 13 - RCC CommunicationsITEM 0/.._. `J
MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: ROGER NELSON, CITY MANAGER ;3/Z -�,,
MEETING DATE: JANUARY 18, 2000
SUBJECT: AGREEMENT WITH RCC COMMUNICATIONS FOR
IMPROVEMENTS TO DISPATCH CENTER
RECOMMENDATION:
City Council to approve an agreement with RCC Communication to make improvements
to the City's Dispatch Center.
FUNDING SOURCE:
Funds are available in the amount of $820,000 in the Lease/Technology Fund, Account
No. 325-48810-000-0-000-3.
BACKGROUND:
City Council was briefed on this plan at the December 7, 1999 Council Workshop. The
attached agreement in the amount of $85,780 with RCC Communications is to begin
addressing the upgrade to the Dispatch Center. In this agreement, RCC will perform a
Needs Assessment of the Center to document all areas that must be addresssed in the
upgrade. RCC will also prepare Requests for Proposals to replace the computer
systems and equipment and will supervise the implementation of all upgrades to the
Center. The needs assessment will consist of a thorough review of all major functions of
the Dispatch Center, including the CAD systems and records management systems,
mapping requirement, inter -face to Mobile Data Computer System, interface to inter-
departmental and inter -agency and event records storage. The report will help us to
greatly improve the Dispatch Center's operation and service. Funding for these tasks in
the contract is $70,410.
RCC will also provide some services in this contract that would normally be completed
by the Technical Services Manager. That position is vacant and the City is currently
recruiting to fill it as quickly as possible. Of course, during the course of this contract, we
January 13, 2000 (10:14AM)
expect to hire a person to be the Manager. Once a person is hired, BCC's role will be
reduced to a normal scope of services and any funds not used for these tasks will not be
expended. Funding for these tasks in the contract is $15,370.
This contract will take approximately 12 months to complete.
January 13, 2000 (9:12AM)
THIRD AMENDMENT TO CONSULTANT SERVICES CONTRACT
This Third Amendment to Consultant Services Contract ("Third Amendment"), dated
as of the 5th day of January, 2000 is by and between the City of Grapevine, Texas (the
"City") and RCC Consultants, Inc. ("RCC").
WITNESSETH:
WHEREAS, The City and RCC are parties to that certain Consultant Services
Contract dated October 13, 1998 (the "Contract") for telecommunication consulting
services;
WHEREAS, The City has a need for additional services from RCC and both parties
desire to amend the Contract;
NOW THEREFORE, in consideration of the promises and mutual covenants and
agreements contained herein, the parties hereto agree as follows:
(1) In addition to the Scope of Work performed by RCC pursuant to Article I of
the Contract RCC shall perform the services identified in Attachment 1
(RCC's Public Safety Data Consulting Services Proposal dated 3/30/99).
(2) In addition to the Compensation to be paid to RCC pursuant to Article 11 of
the Contract, the City shall pay to RCC for the Additional Services identified
in Attachment 1, the sum of seventy thousand, four hundred, ten dollars
($70,410).
(3) In addition to the Compensation to be paid to RCC pursuant to Article 11 of
the Contract, the City shall pay to RCC to assume the duties of the City's
Technical Services Manager relating to the CAD/RMS procurement as
outlined in Attachment 2. Compensation to be paid to RCC for the services
identified in Attachment 2 shall be the sum of fifteen thousand, three
hundred, seventy dollars ($15,370).
(4) The performance of the Additional Services shall commence upon execution
of this Second Amendment and subject to the provisions of Article IV of the
Contract, shall terminate upon delivery by RCC of the materials and reports
required to provide the services and payment to RCC by the City the total
sum specified in Paragraphs 2 and 3 above,
EXCEPT AS MODIFIED HEREIN, ALL THE TERMS, COVENANTS AND CONDITIONS
CONTAINED IN THE CONTRACT SHALL REMAIN IN FULL FORCE AND EFFECT.
City of Grapevine Consultant Services Contract, Amendment Three — 1/05/2000 Pagel of
IN WITNESS WHEREOF, the parties have executed this Third Amendment as of
the day and year first above written.
ATTEST/WITNESS:
ATTESTIWITNESS:
M -
Its:
By:
RCC CONSULTANTS, INC.:
Michael W. Hunter
President/CEO
City of Grapevine Consultant Services Contract, Amendment Three — 1/05/2000 Page 2 of 2
Alan Branson
Box • •
1293 Ottinger Road
Keller, Texas 76244
TAWLE OF CONTENTS
1.1 Background.................................................................................... 2
1.2 Objectives...................................................................................... 2
SECTION 2 - METHODOLOGY and SCOPE OF WORK ......................................... 3
2.1 General Approach............................................................................. 3
2.2 Detailed Work Plan ............................................................................ 3
RCC Consultants, Inc. Proposal for Consulting Services for Grapevine, TX 1
OpIng
1.1 Background
RCC Consultants, Inc. understands that the City of Grapevine is seeldng assistance
from RCC Consultants, Inc. to actively participate and assist the City with the review
of the Computer Aided Dispatch (CAD), Records Management System (RMS) and Jail
Management System (JMS).
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A. Evaluate existing public safety data processing and information needs with respect
to CAD, RMS, and JMS.
B. Conduct a comprehensive needs assessment and provide a detailed needs
assessment document.
C. Develop comprehensive Request For Proposal for the new systems based on the
needs assessment.
D. Assist with procurement of new systems.
E. Assist with implementation oversight.
RCC Consultants, Inc. Proposal for Consulting Services for Grapevine, TX 2
SECTION 2
Methodology coxae of Work
2.1 General Approach
The following is the recommended approach to be taken by RCC.
Any successful consulting/integration project is a result of three factors:
♦ A competent team of people, knowledgeable in the specific issues facing the client.
♦ A proven methodology which provides discipline and focus to the project team's
efforts.
e Strong communications between the client and project team regarding the team's
progress.
Our approach to a total project lays the groundwork so RCC can optionally support the
City through system procurement and implementation of the chosen systems.
RCC Consultants, Inc. Proposal for Consulting Services for Grapevine, TX 3
2.2 Detailed Work Pian
Since RCC has performed work for the City previously this task will be reduced.
* Review project scope, objectives, plans, and requirements with the City's project team.
* Determine levels participation, roles and responsibilities.
* Facilitate mobile data discussions on law enforcement applications, fire and EMS
applications
* Prepare plans, calendars, and milestones including:
- List of tasks, timetables, deliverables, and meeting schedules
* Deliverables include:
- Project Team Organization Chart
- Phase I Proj an anect Work Plan GA= chart
RCC project personnel will initiate a project kick-off meeting immediately following contract
signing. During this meeting, RCC will provide a presentation of the project approach from
RCC's perspective. RCC will review with the City's project team our understanding of the
relationships of the participating departments/agencies as gathered during previous work.
0 Assemble and review a listing of the various information systems, including the existing
systems.
- Description of existing manual and automatic information systems.
- Listing of computer systems, networks, etc.
Collect relevant forms, reports, statistical data, and existing documentation. This data
collection will assist RCC in understanding and/or verifying:
- How major functions are performed.
- The flow of information through the various service areas.
- User perceptions of the overall information system effectiveness, and major opportuni-
ties for improvement.
- The operation of the existing CAD and RMS.
RCC Consultants, Inc. Proposal for Consulting Services for Grapevine, TX 4
♦ Review capabilities of existing communications facilities, including:
Adequacy of existing facilities and their ability to support future system requirements.
- Age and suitability of existing equipment and facilities.
- Capability of providing efficient interdepartmental communications and information
sharing between all agencies.
♦ Meet with designated staff persons to discuss systems, operations, and their needs related
to the various components of this project.
During this task, BCC's primary goal is to understand how the City's current facilities and
equipment operate and how the City utilizes the equipment/systems in daily activities, more in
relation to a new CAD/RMS and JMS. RCC has a good general understanding of the City's
operations. This task will refine this understanding with respect to the procurement of new
systems. RCC also helps the City's project team understand what technologies are available
on the market and what the vendors will be introducing in the near future.
♦ Interview selected personnel of the police department, fire department, communications
center, and records to determine their specific operational, data processing and
information needs and concerns both currently and projected throughout the next seven
years. These sessions will build upon the knowledge RCC already has of the City's
operations.
♦ Develop and circulate survey documents for the purpose of documenting individual needs
and concerns relative to the CAD, RMS and JMS.
♦ Reinforce our understanding of current jurisdictional boundaries, boundary expansion
plans, population growth patterns, and mutual aid agreements.
♦ Reinforce our understanding of current communications operations as they relate to the
use of the CAD, RMS, and JMS systems, radio system and other information systems,
staffing, training requirements, call handling procedures and abilities to support
77emergency service levels.
s
♦ Prepare interview summaries to be returned to each interviewee or group for review and
approval; this helps ensure that RCC clearly understood the messages conveyed during the
interviews and provides interviewees an opportunity to make changes or additions if
necessary.
RCC uses a formal process during the interviews. This extremely important task not only
identifies what specific groups of people require of the new systems, but helps to gain "buy -
in" to accept the change that will take place during the transition period to the new
technology.
RCC Consultants, Inc. Proposal for Consulting Services for Grapevine, TX 5
RCC is not only concerned with the technological aspects of a project such as this, but is also
concerned with the people involved. RCC believes that involving the people who's jobs will
be affected with the new technology early on in the project helps to reduce the natural
resistance to change and makes implementation smoother and less stressful for everyone
involved. RCC will be happy to discuss how we have assisted other agencies during this
transition period.
➢ TASK 4 - DETERMINE REQUIREMENTS AND NEEDS
Determine and document all system user requirements and needs including, but not limited to:
* Geographic data base (including mapping) to service the City's agencies
+ Assessment of call for service volumes; average and peak.
+ Event record storage criteria.
+ Reporting requirements.
+ E 9-1-1 interface requirements; including FCC Docket 94-102 wireless requirements.
* Graphical User Interface (GUI) requirements.
* Mapping requirements
* TLETS/NCIC system interface requirements (including NCIC 2000)
* Records Management System and other system interfaces
* Alphanumeric paging
* Interfaces to other systems; both interdepartmental and interagency
+ Systems redundancy
* Five year service projections based on current figures and trends
+ Interface to Mobile Data Computer System
RCC personnel need to gain a complete understanding of the City's current technology and
how is it being applied, business and process engineering applied by Grapevine, as well as the
needs and requirements of the new/future systems. This task will facilitate all of the above.
➢ TASK 5 - CONCEPTUAL SYSTEM DESIGN
Using the findings of Tasks 2, 3 and 4 preceding, a conceptual system design for each system
(CAD, RMS, and JMS) capable of meeting the identified system user's needs will be
developed.
RCC Consultants, Inc. Proposal for Consulting Services for Grapevine, TX 6
RCC has developed a check list of functionality requirements to be reviewed by
communications and administrative personnel to simplify the process of verifying support
required by all systems. The general categories of individual features/functions contained in
the document include:
♦ General Functions, including unit status
! Calls for Service features, including automatic time stamping, operator ID, and incident
coding/numbering.
♦ Dispatch features, including history files, and access to wants and warrant files.
♦ Unit Recommendation, including consideration of staffing and work load, and dispatcher
override.
♦ Activity timers
! Unit Status Tracking
♦ Geographically Based File
! Hazard Location Files
♦ Terminal Assignment, for call takers, dispatchers and records clerks
y
♦ Alarm File
♦ Historical Files
! Information on Demand, to provide for call takers/dispatcher questions/answers, operating
procedures for incident types, etc.
♦ Note Files and Miscellaneous Files, Electronic note files, and frequently used lists.
♦ System Hardware Requirements, primary and redundant processing units, disk drives,
mag tape, printers, terminals, workstations, etc.
! Incident Reporting (UCR/MR)
♦ Wants and Warrants
♦ Arrest and Booking
♦ Personnel and Training
♦ Inspections and Investigations
e Permits
Property and Evidence
�! NCIC 2000 requirements
RCC Consultants, Inc. Proposal for Consulting Services for Grapevine, TX 7
Through utilization of this checklist, we are able to clearly identify the functionality required
for each system and compare these requirements with user needs. Our prior experience with
the operation of multiple dispatch centers will be brought to bear during this task.
RCC's project staff have worked with many other agencies and will bring to bear the
knowledge of "what works and what doesn't" to the City of Grapevine. Additionally, RCC's
knowledge of vendor offerings and pricing will be used to develop the budgetary pricing for
the conceptual design and the comparison and cost analysis of each option.
RCC Consultants, Inc. Proposal for Consulting Services for Grapevine, TX 8
PHASE II — PROCURAIE vT
This phase of the project will utilize the information gathered during Phase I to develop a formal
Request For Proposal (RFP). Following are the tasks associated with this phase.
s Develop draft RFP including
- Description of existing systems and services, project background, goals and objectives.
- Administrative requirements including response format, due date, place and person to
whom responses should be addressed, pre -proposal conference schedule and evaluation
criteria.
- Technical requirements including functional and administrative requirements, site
preparation implementation, system acceptance testing and checkout, back-
up/recovery, product reliability, and performance requirements.
- Business requirements including cost sheets for all equipment and software., discounts
available, maintenance, training, upgrades and expansions, financing proposal options,
vendor information and legal and insurance requirements.
o Provide the City with a list of vendors known to RCC who can possibly provide the
identified solution.
♦ Review the draft RFP with the City's Project Team and modify drafts accordingly.
s Issue the approved RFP to the qualified vendors and schedule a pre -proposal conference
approximately fifteen (15) days after the issuance of the RFP.
♦ Conduct the pre -proposal conference and give the vendors an opportunity to ask questions
or clarify information in the RFP.
Prepare any addenda to the RFP required as a result of the pre -proposal conference.
♦ Allocate approximately thirty (30) additional days for vendors to prepare responses.
Deliverables:
- Approved RFP
- Pre -proposal conference documentation
RCC's staff is experienced in working with purchasing agents and is aware of most
purchasing laws. RCC will handle all of the technical issues that may arise during the
procurement phase. Vendors oftentimes require clarification of functionality or further
explanation as to how a specific interface functions. RCC will handle all of these types of
issues for the City, yet work through the purchasing department to make sure all purchasing
laws are adhered to.
RCC Consultants, Inc. Proposal for Consulting Services for Grapevine, TX 9
➢ TASK 2 - DEVELOP CRrIERIA AND EVALUATE RESPONSES
Define evaluation criteria for:
- Vendor qualification
- System performance, expansion capabilities and versatility
- System redundancy
- Overall cost including initial purchase and support
- Availability of maintenance support and spare parts locally
- System training
- Implementation schedules
- Organization and quality of proposals and oral presentations
Develop evaluation criteria and review with the City's Project Team
4 Obtain approval of grading methodology and point scoring system
Utilize established evaluation criteria and review vendor proposals
+ Develop a "short list" of finalist vendors if required
* Provide the City's Project Team with an explanation and written results of the evaluation
process and "short list" recommendation
® Arrange for and attend vendor finalist presentations as required
Arrange for site visits of selected vendor(s) as required and necessary
Deliverables include:
- Evaluation criteria for vendor proposals
- A written evaluation report
RCC has developed an evaluation matrix to be used to evaluate vendor's proposals. RCC's
approach to proposal evaluation ensures each proposal is evaluated against the specifications
and not compared with other vendors. While RCC has never had an award recommendation
legally protested by a vendor, our methodology for proposal evaluation will withstand such
scrutiny.
➢ TASK. 3 - ASSIST IN CONTRACT NEGOTIATIONS
RCC will assist the City establish a contract agreement with the selected vendor by reviewing
the contract documents, and, if requested, by attending a meeting between the City and the
selected vendor at which the contract agreement is under discussion.
Should the City decide not to award a contract for the proposed system, and should it elect to
issue the same or modified Specifications for re -issuance, any consulting effort to assist in this
process shall be considered additional work not within the scope outlined herein.
RCC Consultants, Inc. Proposal for Consulting Services for Grapevine, TX 10
RCC will identify for the City those areas of the vendor's contract that are not in the best
interest of the City. RCC has helped negotiate several contracts of this nature and is aware of
various vendor's contracts. This knowledge will be brought to bear during this task.
RCC Consultants, Inc. Proposal for Consulting Services for Grapevine, TX 11
URS t M to I U a No I •, a •
Following are the tasks involved in the implementation phase of the project.
This task will be active throughout the duration of implementation of the systems. During
contract negotiations, agreed upon payment milestones will be developed. RCC will make
sure the contractor has completed all tasks required for completion of each milestone before
recommending payment of the invoice(s).
➢ TASK 2 — Perform Periodic Site Inspections
RCC personnel will conduct inspections of the installed components at the appropriate
times. These site inspections will be completed before providing the City with a
recommendation to accept any component.
TASK 3 — Review Contractor Change Order Requests and Make Comments
As with any project of this magnitude there will be changes to the original contract; both
cost changes and no -cost changes. For example, with the speed of technology
advancements it is highly likely that the City will have faster computers that provide
greater functionality installed that are different than those proposed in the contractor's
original proposal. RCC will help that the contractor doesn't have the City implement
technology simply for technologies sake, but that any technology implemented will provide
clear benefits to the City.
TASK 4 — Monitor Implementation Schedule
RCC will help to make sure the contractor adheres to the implementation schedule agreed
upon during contract negotiations. As a tool, RCC will require the contractor to submit
monthly progress reports. These reports will contain a summary of work completed during
the month, work to be completed during the upcoming month, work late, work ahead of
schedule along with problems and potential resolutions.
➢ TASK 5 — Review Contractor Acceptance Test Plan and Make Comments
RCC highly recommends the City include the final Acceptance Test Plan (ATP) in the
contract with the contractor. Doing so will help ensure that all parties know what is
required to have the system accepted. RCC will assist in developing this plan that is in the
best interest of the City.
RCC Consultants, Inc. Proposal for Consulting Services for Grapevine, TX 12
➢ TASK 6 -Review Contractor Training Plans and Make Comments
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RCC will review the contractor's training plans to make sure they will assist the City in the
transition to the new systems. RCC will make sure that enough of the City's trainers are
trained so they can provide on-going training without relying on the contractor.
TASK 7 - Review Contractor Documentation and Make Comments
RCC will review all of the documentation provided by the contractor to make sure it
pertains to the systems installed in Grapevine.
TASK 8 - Review Warranty Procedures and Make Comments
RCC will provide this service during the proposal evaluation and make sure the City's
interests are met. RCC recommends the City require the contractor to warrant all
components for a full year after system acceptance. This will help the City establish
budgets for the on-going maintenance.
➢ TASK 9 - Review Contractor Transition Plan and Make Comments
RCC will review any plans the contractor provides that are meant to assist the City in
transitioning to the new systems and make recommendations.
➢ TASK 10 - Monitor Contractor Training Schedule
As a part of the overall implementation plan, RCC will make sure the contractor provides
the City with enough notice so the City can schedule individuals for training with minimal
impact to operations and the personnel.
➢ TASK 11 - Monitor Contractor Acceptance Testing
RCC will participate in the final acceptance testing to make sure the ATP is met and the
objectives of the system implementation adhere to the agreed upon plan.
TASK 12 - Perform Site Inspections
As noted in Task 2 above, RCC will make the necessary site inspections to make sure the
systems have been installed according to plan.
RCC Consultants, Inc. Proposal for Consulting Services for Grapevine, TX 13
TASK 13 -- Develop a Punch List for Contractor Action
As with any implementation of systems of this magnitude, issues will arise that require
action; both immediate and over time. RCC will make sure that no outstanding issues that
severely impact operations remain at final acceptance. However, there will likely be minor
issues that will need to be resolved during the course of the months following acceptance.
RCC will create a punch list of these issues and work with the contractor to make sure a
plan is in place, along with a time line for resolution.
➢ TASK 14 - Monitor System Change Over
RCC personnel will be present during system cut -over. RCC will make sure issues that
arise are addressed by the contractor in a timely and correct manner. Additionally, RCC
will provide recommendations that will assist in the cut -over.
> TASK 15 - Perform Final Systems Acceptance Testing
RCC, in addition to performing component acceptance testing as identified in task 11
above, will assist in performing the final systems acceptance testing and provide the City
with a recommendation to either accept the system or a listing of the issues that need to be
resolved by the contractor prior to the system being totally accepted. This documentation,
if the system is accepted, will contain a recommendation to the City to make the final
payment to the contractor for the system.
RCC Consultants, Inc. Proposal for Consulting Services for Grapevine, TX 14
SECTION 3
Fees & Expenses
RCC's cost proposal for professional fees and out-of-pocket expenses is based upon the amount
of time and level of skill required to complete the engagement. RCC will invoice the City of
Grapevine on a monthly basis for the work completed in the previous month. In addition, each
invoice will include out-of-pocket expenses for items such as travel, and meals while working
on the project. Invoices are due within thirty days after billing.
Compensation to be paid to RCC for the work tasks contained in this proposal shall be $70,410
including out-of-pocket expenses.
RCC Consultants, Inc. Proposal for Consulting Services for Grapevine, TX 15
r""77W
2CC
October 20, 1999
Mr. Bruno Rumbelow
Assistant City Manager
City of Grapevine
P.O. Box 95104
Grapevine, Texas 76099
Dear Bruno:
As we discussed during our meeting on October 12th, RCC can provide additional
services (those typically provided by the City's project manager) to assist the City in the
procurement of the CAD/RMS system before a Technical Services Manager is hired. I have also
asked Jim Baron to put together a similar scope of work for the radio system project.
Since I'm :'on't Rilly understand the capabilities and availability of various City
personnel that will be required during this process, I would like to keep the option open to
expand this scope of work as necessary, with concurrence of the City on a time and materials
basis. I have included costs to cover all of RCC's activities and expenses with the exception of
the travel expenses associated with the vendor site visits. Rather than estimate these costs, RCC
desires to invoice the City for actual expenses incurred for these site visits.
The City is in possession of a proposal from RCC to assist in the procurement of new
CAD and RMS systems (including arrest and booking) that details the tasks to be performed by
RCC. This proposal assumed the assistance of the City's Technical Services Manager. In lieu of
the assistance from the City's Technical Services Manager RCC proposes the following tasks:
1. Coordinate Required City Tasks for the Needs Assessment Phase
RCC will work with personnel from the Police Administration, Fire Administration, Fire
Operations, Fire Inspection, Communications Center, Records, Patrol, and CID to coordinate
activities necessary to successfully complete the needs assessment. This task will involve
meeting with appropriate personnel from all of the departments/divisions in a single meeting
and providing an overview of the project.
During this meeting, RCC will schedule interview sessions with various individuals who will
provide valuable information for the needs assessment. This schedule will include the
personnel names, dates, times and locations for the interviews.
RCC Consultants, Inc.
P.O. Box 889 ® Keller, Texas 75244-0889 • tel (817) 379-6919 • fax (817) 431-5448
RCC will appoint an individual to gather all forms currently in use by the Police and Fire
Departments, all documentation relative to the current systems (CAD, RMS, Mobile Data,
etc.). These fortes will be used by RCC to help define the data elements to be captured by
` the new systems and will be included in the Request For Proposal (RFP).
RCC will determine who the primary contacts will be from Police Administration, Fire
Administration, Communications, Police Records, Fire Operations, Fire Inspection, and
Purchasing. These people will be the "project committee".
2. Coordinate a Meeting to Review and Approve the Draft Needs Assessment Report
RCC will complete the Needs Assessment, Conceptual Design and draft RFP per the original
proposal. RCC will determine the number of copies necessary and deliver said copies to the
designated project committee.
RCC will schedule and conduct a meeting with the project committee to discuss the needs
assessment/conceptual design. At the completion of this meeting, RCC will make the agreed
upon changes, revise the document and issue a final document to the committee members.
The final needs assessment/conceptual design document will be used to develop the draft
RFP.
3. Coordinate a Meeting to Review and Approve the RFP
RCC will complete the draft RFP based on the agreed upon conceptual design and deliver
copies to the project committee for review. RCC will schedule and conduct a meeting to
discuss the draft RFP. In addition to the public safety personnel, RCC will involve
purchasing in this meeting.
At the completion of this meeting, RCC will make the agreed upon changes, revise the
document and provide the designated purchasing agent with a final RFP.
4. Coordinate the Procurement Process with Purchasing
RCC will take the lead in establishing the dates, times and locations relative to the
procurement process. RCC will coordinate these activities with the designated Purchasing
Agent.
RCC will develop the Request For Proposal (technical details) per the original proposal and
as discussed in task 3 above. RCC will work with the designated Purchasing Agent to make
sure all relevant "boiler plate" and City legal statements are included in the final RFP. RCC
assumes the Purchasing Department will produce the necessary number of copies of the RFP
and mail them to the vendors.
RCC assumes the Purchasing Department will be the primary focal point for vendor
questions, proposal submission and coordination of the procurement process. If desired,
RCC will be more than happy to assume this responsibility as well. However, the cost for
doing such is not included in this proposal.
RCC Consultants, Inc.
P.O. Box 889 9 Keller, Texas 75244-0889 9 tel (817) 379-6919 • fax (8 17) 431-5448
5. Coordinate Proposal Evaluation Process
RCC will work with the Purchasing Agent to make sure copies of all proposals received are
distributed to the appropriate committee members for evaluation. RCC will coordinate an
evaluation kick-off meeting. During this meeting RCC will discuss methodologies for
evaluating the proposals.
RCC will schedule two subsequent meetings to discuss the proposal evaluation by the
respective committee members. During the second meeting, RCC will assist the committee
in determining who the short listed vendors should be. Short listed vendors will be asked to
provide an oral presentation of their proposals and demonstration of their proposed systems
to the City.
RCC will coordinate presentations from the "short listed" vendors including, dates, times,
locations, attendees, etc. RCC will take the lead role on behalf of the City during the
presentations.
After the presentations are completed, RCC will coordinate a meeting with the project
committee to decide if any of the "short listed" vendors can be eliminated. RCC will then
coordinate and participate in site visits (1 for each remaining vendor (assuming 3)). These
site visits will be used to allow City personnel to ask questions of actual users of the system,
see the system in live operation and to gather additional information about the vendor from a
governmental agency.
RCC will coordinate a meeting with the project committee to make a final vendor selection.
RCC will then work with the City Attorney to begin the contract negotiation phase. RCC's
original proposal has tasks associated with the technical aspects of the contract. RCC will
coordinate the City's effort in getting the contract negotiated.
RCC estimates the fees and expenses associated with the above tasks, excluding travel
expenses associated with the site visits, to be $15,370. 1 will be more than happy to discuss this
proposal further with you and your staff. Please call me at 379-6919 if I can answer any
questions or provide fiirther information. I look forward to progressing to the next phase of this
important project.
Sincerely,
Alan D. Branson
Director
Cc: Chief Dale Wilkins, Police Department
RCC Consultants, Inc.
P.O. Box 889 • Keller, Texas 75244-0889 • tel (817) 379-6919 9 fax (817) 431-5448