HomeMy WebLinkAboutItem 09 - Trunked Radio ConsortiumMEMO TO:
FROM:
MEETING DATE:
SUBJECT:
RECOMMENDATION:
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
ROGER NELSON, CITY MANAGER #41"
JANUARY 9, 2001
AMENDMENT TO RCC CONSULTING CONTRACT
City Council to consider approval of an extension to the Consulting Services Contract
between the City and RCC Consultants, Inc. in the amount of $30,596.
FUNDING SOURCE:
Funds are available in account 325-48860-000-0-0003 Lease Fund/Machinery & Equip
Eq. Note '00. Further, all five members of the Northeast Tarrant County Trunked Radio
Consortium share the costs equally. Therefore, each of the four other consortium
member cities will reimburse the City of Grapevine for their share of the $30,596.
BACKGROUND:
The City of Grapevine (City) and RCC Consultants, Inc. (RCC) entered into a contract
for telecommunication consulting services on October 13, 1998. RCC assisted the City
and the Trunked Radio Consortium with the development of the technical specifications
for the new trunked radio system and the negotiation of a successful contract with
Motorola.
This amendment is to retain RCC's services during the implementation and acceptance
testing of the new trunked radio system. RCC's technical expertise is required to
successfully complete this portion of the project.
Staff recommends approving the amendment in the amount of $30,596.
NE Tarrant County Radio System improvement Project
Trunked Group Phase Ill
THIRD AMENDMENT TO CONSULTANT SERVICES CONTRACT
This Third Amendment to Consultant Services Contract (Third Amendment) dated
this 11th day of December, 2000 is by and between the City of Grapevine (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 1 of
the Contract RCC shall perform the services identified in Attachment 1
(RCC's Consulting Services Proposal dated 12/5/00).
(2) In addition to the Compensation to be paid to RCC pursuant to Article II of
the Contract, the City shall pay to RCC for the Additional Services, the sum
of thirty thousand, five hundred, ninety-six dollars ($30,596).
(4) The performance of the Additional Services shall commence upon execution
of this Third 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 —12/11/00 Page 1 of 2
IN WITNESS WHEREOF, the parties have executed this Third Amendment on the
day and year first above written.
ATTEST/WITNESS: By:
Its:
ATTEST/WITNESS: By:
RCC CONSULTANTS, INC.:
Mike Hunter, President/CEO
City of Grapevine Consultant Services Contract, Amendment Three — 12/11/00 Page 2 of 2
0
RCC Consultants,, Inc.
Consulting Services
NE Tarrant County Trunked Group -
Radio System Improvement Project
-PhaseIII-
System Implementation Overview
Hardware Acceptance Testing
Radio Coverage Acceptance Testing
II• � �� Ili
ro"710
2CC
RCC Consultants, Inc.
12/11/00
NE "Farrant County Radio System Improvement Project 2 of 14
'I runked Group Phase III
RCC Consultants, Inc. 12111/00
Section 1
General Understanding
Radio System Improvement Project
Phase III
1.1 Background Information
RCC Consultants, Inc. has worked with the City of Grapevine, Texas and the
Northeast Tarrant County Trunked Group (Consortium), of which Grapevine is a
member, on various stages of the Radio System Improvement Project. Phase I
included the evaluation of Grapevine's existing trunked radio system resulting in
the delivery of a report outlining recommendations for improvement. The Phase II
portion of the project incorporated the development and delivery of Request for
Proposals to the vendor community. Motorola Inc. was the responder to the
RFPs and consequently the Consortium has concluded an agreement with
Motorola to implement a three -site simulcast trunked radio system. Included in
this agreement is the implementation of a five -position trunked radio
communications console system at the City Grapevine public safety answering
point. This Phase III Proposal addresses the tasks associated with the overview of
the trunked simulcast system and communications console system
implementation.
1.2 General Approach
RCC Consultants, Inc. (RCC) has available a team of consultants whose
background and prior experience include the skills necessary to successfully
complete this project. Personnel from the Dallas/Fort Worth Metroplex will be
involved in the project with support from our Houston, Texas office available, if
needed. These individuals have an extensive background working with city
governments in the area of radio communications.
RCC follows a structured process when considering project work.
■ Phase I addresses the issues and needs of an agency and translates
these needs into operational or technical recommendations, or both.
The recommendations are presented by means of a formal report. The
City of Grapevine is in possession of a copy of the Report, which was
delivered in November 1998.
■ Phase II involves the development of detailed system design including
the outlining of technical specifications and requirements. The output
NE'rarrant Count} Radio S}stem Improvement Project 3 of 1
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RCC Consultants, Inc.
12/11/00
of this phase is a formal Request for Proposal (RFP) that is sent to the
vendors. Phase II also includes the review of the proposal submitted
by the vendors and discussions/negotiations with the vendors in
regards to any issues with the proposal. Phase II will also include
RCC recommendations as to the vendor(s) that are most compliant
with the RFP and meet the needs and requirements of the City of
Grapevine. The Communications Console RFP was released to the
vendor community in May of 2000. The Simulcast System RFP was
released the following month. Motorola responded with a proposal on
June 14, 2000 for the Communications Console System and on August
9, 2000 for the simulcast system. A revised proposal that addressed a
number of Consortium issues regarding the simulcast system was
received by the NE Tarrant Trunked group on October 25, 2000. After
negotiations, agreement was reached with the City of Grapevine and
the Consortium to accept the Motorola proposals.
■ Phase III encompasses the overview of implementation and testing of
the systems provided by the successful vendor and is addressed in this
document.
1.3 Project Scope
RCC understands that the scope of the project is to provide for the overview and
management of the implementation of the systems as described by the vendor
proposals that resulted in response to the RCC RFPs.
RCC will perform the following general tasks. (Details are included in Section 2)
■ Conduct a project "kick-off' meeting to apprise all parties of the project scope
and to describe the contributions and responsibilities of all parties involved.
■ Review the project implementation time line provided by the vendor that
denotes the critical path items and the order in which items must be
implemented. Provide the Consortium with project progress reports and
highlight any potential problem areas.
• Provide technical assistance in the generation of FCC licenses and
documentation to Region 40.
■ Approve a system "cutover" plan (supplied by the radio equipment vendor
and/or his sub -contractor) so that radio service is minimally impacted when
the new system is brought on-line.
■ Verify that the installation of the new equipment, and modification of existing
trunked radio equipment meets the specification of the RFP as regards to
grounding, cabling and general installation. Verify proper installation of the
equipment shelters and standby generators and any other sub -systems.
■ Oversee the optimization and testing of the trunked radio equipment and the
equipment associated with the trunked system at each radio site.
• Work with Motorola to identify any installation or implementation errors or
equipment faults and/or failures. Assist in the generation of a checklist (punch
NI T arrant Count} Radio 5Nsiem Improvement Project 4 of 14
Trunked Group Phase III
RCC Consultants, Inc.
12/11/00
list). Verify correction of the punch list items and certify the system ready for
radio coverage testing.
■ Approve the Radio Coverage Testing Plan provided by Motorola.
■ Participate in the Radio Coverage Testing and Proof of Performance and
verify the data provided by Motorola
■ Verify final acceptance of the system via a system checklist that will be
provided to Consortium for their approval
■ Provide a final recommendation to the City of Grapevine and the Consortium
regarding acceptance of the Grapevine Communications Console System and
the Trunked Simulcast System.
NE Tarrant CountyRadio SNstem Improvement Project 7 of 14
Trunked Croup Phase III
RCC Consultants, Inc.
i
12/11/00
NEI Tarrant CountN Radio System Improvement Project 6 of 14
Trunked Group Phase III
RCC Consultants, Inc.
Section 2
Radio System Improvement Project
Phase III
12/11/00
The purpose of this workplan is to outline the major tasks that are to be performed and the
deliverables associated with the tasks.
* Task 1 - Provide a Detailed Work Plan
■ Hold Phase III Project Kick-off Meeting
- Review General Scope of the Project
- Review the work plan and project schedule and timeline provided by the
vendor
- Provide on-going (bi-weekly) progress reports to the City
Consortium Deliverable - Attend Project Kick-off meeting.
❖ RCC Deliverable - Attend Project Kick-off meeting and provide
scope of work and project schedule.
* Task 2 - Assist in completion of FCC licenses and Region 40 documentation
- Provide assistance to the Consortium in the completion of FCC licenses
- Provide assistance to the Consortium in the completion of documentation
required by Region 40
* Task 3 - Approve a system Implementation and Cut -Over Plan
RCC Deliverable - Working with the vendor (Motorola) review and approve the
system cut -over plan to ensure that radio service is minimally impacted during the
period when the new system is brought on-line
* Task 4 - Verify that the installation of trunked infrastructure equipment meets the
specifications of the RFP
•:- RCC Deliverable - Completed hardware checklists that verify that the equipment
has been installed in accordance with the specifications and the vendors proposal.
ti iarrmil Couuiv Radio System Improvement Project 7 of 14
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• Task 5 - Complete final equipment and system testing prior to system acceptance and
proof of performance testing. The Consortium and the vendor shall mutually agree
upon any tests preformed. RCC will assist in defining the tests to be preformed.
Equipment to be tested, at each site, is noted below.
1. Console electronics banks
2. Console operator positions
3. Audio Switch/Simulcast Central Electronics Package
4. Trunked repeater stations
5. Trunked controllers
6. Transmitter combiners
7. Receiver multicouplers
8. Channel banks
9. GPS time & frequency standards
10. Audio distribution equipment
11. Receiver voting equipment
12. Antenna systems
13. Standby power generators
14. Ancillary equipment not noted above
❖ RCC Deliverable - Working with the vendor, define the tests to be preformed on
the equipment via a mutually agreed upon test plan. Test the equipment at each
site. Ensure that all outstanding open issues identified on a system "punch list" are
addressed and that the system is ready for final system acceptance.
• Tasks 6 - Approve the Radio Coverage Testing Plan provided by Motorola and
participate in the Radio Coverage/Proof of Performance Testing.
❖ RCC Deliverable - Approve the radio coverage test plan developed by the
vendor. Participate in the radio coverage testing and review and approve the
report supplied by the vendor that addresses the test data and the results of the
testing.
• Tasks 7 - Provide documentation of final acceptance and submit to the
Consortium for approval.
❖ RCC Deliverable - A Final Acceptance Document that contains the results of
hardware tests and radio coverage testing and a recommendation from RCC.
F: T<<rrant Courit� Radio Sistem Improvement Project 8 of 14
Trunked Group Phase III
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RCC Consultants, Inc.
Section 3
Professional Fees & Expenses
12/11/00
NE Tarrant Counts Radio System Improvement Project 9 of 14
Trunked Group Phase III
RCC Consultants, Inc.
12/11/00
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 behalf of the Consortium) on a monthly basis for the work undertaken in the
previous month. In addition, each invoice will include out-of-pocket expenses for items such as
travel, hotel rooms, and meals while working on the project. Invoices are due within thirty days
after billing.
A breakdown of professional fees and an estimate of out-of-pocket expenses have been included
in the following pages.
Professional fees total $29,870.00 for the tasks indicated. Projected expenses total to $726.00
Total fees and expenses for the Phase III project is $30,596.00
Nig T'lrronI CousttRadio SN stem hnprmement Project 10 of 1'1
Trunked Croute Phase III
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RCC Consultants, Inc.
Northeast Tarrant County Trunked Group
Radio System Improvement Project Phase III
Project Implementation Costs
12/11/00
Proposed Staff: Tim Driscoll; Jim Baron
Rate per Hour: $145.00/Hour Hours Hours
Task
Cost
Total Tim
Hours Driscoll
Jim
Baron
Task I - Provide a Detailed Work Plan
- Hold Project Kick -Off Meeting
- Review General Scope of Work
- Review Vendor Project Schedule & Timeline
- Provide biweekly Progress Reports
$2,030
14
10
4
Task 2 - Assist the Consortium in FCC Licensing Issues
- Provide technical assistance during the submission of FCC
and Region 40 documentation
$2,320
16
0
16
Task 3 - Approve Cut -Over Plan
- Review and approve vendor cut -over plan
$2,320
16
8
8
Task 4 - Ensure that Installation of the trunked equipment meets
the requirements of the RFP and follows the vendor's
proposal
- Complete hardware acceptance tests
$5,800
40
24
16
Task 5 - Complete Final System Hardware Checklist
$4,640
32
20
12
Task 6 - Approve Radio Coverage Testing Plan and Participate in
Testing
$10,440
72
36
36
Task 7 - Provide Documentation on Final Acceptance and Submit
to the Consortium for Approval
$2,320
16
8
8
Totals - Professional Fees
$29,870
206
106
100
Estimated Expenses
$726
Grand Total
$30,596
NE T',rrr.3rtt Couniv R;ritio System Irnprotienient Project I 1 of 14
Trunked Group Phase III
RCC Consultants, Inc.
Northeast Tarrant County Trunked Group
Radio System Improvement Project Phase III
Estimated Expenses
12/11/00
Proposed Staff: Tim Driscoll and Jim Baron
Total
Tim
Jim
Expense
Driscoll
Baron
Task i - Provide a Detailed Work Plan
Mileage @$0.33/Mile
$66
130 Miles
70 Miles
Task 2 - Assist the Consortium in FCC Licensing
Issues
Mileage @$0.33/Mile
$23
0 Miles
70 Miles
Task 3 - Approve Cut -Over Plan
Mileage @$0.33/Mile
$66
130 Miles
70 Miles
Task 4 - Ensure that Installation of the trunked
equipment meets the requirements of the RFP
Mileage @$0.33/Mile
$132
260 Miles 140 Miles
Task 5 - Complete Final System Hardware Checklist
Mileage @$0.33/Mile
$109
260 Miles
70 Miles
Task 6 - Approve Radio Coverage Testing Plan and
Participate in Testing
Mileage @$0.33/Mile
$198
390 Miles
210 Miles
Task 7 - Provide Documentation on Final Acceptance
and Submit to the Consortium for Approval
Mileage @$0.33/Mile
$66
130 Miles
70 Miles
Total
$726
1430
770
NE Tarrant Couat} Radio S}stein Improvement Project 12 of 14
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RCC Consultants, Inc.
Section 4
Project Staffing
12/11/00
NE Tarrmit County Radio System Improvement Project 13 of 14
Trunked Group Phase III
RCC Consultants, Inc.
1 1 '
12/11/00
Mr. Gregory A. Munchrath, P.E., Vice President & General Manager - Southwest Region, will
be the Executive Sponsor for the project. Mr. James C. (Jim) Baron, P.E., Managing Consultant,
will be the Program Manager and primary technical advisor on the project. Tim Driscoll, Senior
Consultant will assist Mr. Baron
Resumes for these individuals will be provided if the Consortium desires.
RCC reserves the right to reassign or otherwise change personnel on this project with due
notification and mutual consent of the Consortium.
Please direct any and all questions concerning this proposal to:
RCC Consultants, Inc.
Attention: James C. (Jim) Baron, P.E.
2106 Belleview CT
Richardson, TX 75082
(972) 644-5280
Nc, T tyrant Coun,:, Radio SNst.em ImproNement Project 14 of 14
Trunked Group Phase III