HomeMy WebLinkAboutItem 12 - 800 Mz Radio ConsultantsMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: ROGER NELSON, CITY MANAGER ¢w
MEETING DATE
SUBJECT:
RECOMMENDATION:
MARCH 28, 2000
CONSULTANT SERVICES AGREEMENT WITH RCC
CONSULTANTS, INC.
City Council to consider an agreement with RCC Consultants Inc. to perform services
needed to upgrade the 800 MHz Radio System. This project is to upgrade the 800 MHz
tower in Colleyville to a prime simulcast site and install remote simulcast locations in
Grapevine and Euless.
FUNDING SOURCE:
Funding is available through FY2000 Certificates of Obligation in the amount of
$4,041,669.
BACKGROUND:
At the March 7, 2000 City Council meeting, Council approved an interlocal agreement
for the 800 MHz Radio System between the City of Grapevine and the cities of Bedford,
Colleyville, Keller and Euless to join a radio consortium. Under the terms of this
consultant agreement, RCC Communications will perform the following items of work:
1. Prepare a Request for Proposals (RFP) for installation of all equipment to
upgrade the Colleyville site to a prime simulcast location and remote sites in
Grapevine and Euless.
2. Evaluate proposals received and make a recommendation on the preferred
Vendor.
3. Negotiate with the selected Vendor for the final installation plan for the equipment
and the final costs to the City.
March 20, 2000 (9:25AM)
4. Prepare space plans for installation of consoles/radio equipment in Grapevine's
911 Dispatch Center.
5. Develop RFP's for furniture and voice recording equipment for our 911 Dispatch
Center, review vendor proposals and make recommendations for selected Vendor
to perform the work.
The total fee for this work is $70,663.60. The amount of the fee to be paid by the City of
Grapevine is $45,894.30. The amount of the contract to be paid by the cities of Bedford,
Colleyville, Keller and Euless is $24,769.30. The fees were figured on a pro -rata basis of
the participation by each entity in the overall costs of the $4.0 million improvement
project. The project is expected to take approximately 12 months to complete.
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March 22, 2000 (10:32AM)
Bruno Rumbelow - GVCon223.doc Page
This AGREEMENT is made as of 2000, by and between the
City of Grapevine, Texas (hereinafter referred to as the "City") and RCC Consultants, Inc., a
Delaware corporation, authorized to conduct business in the state of Texas, with offices at 100
Woodbridge Center Drive, Suite 201, Woodbridge, New Jersey 07095 (hereinafter referred to as
"RCC").
WITNESSETH:
In consideration of the mutual promises herein contained, the parties hereto, intending to
be legally bound, agree as follows:
ARTICLE I - Scope of Work
The City of Grapevine, Texas hereby engages RCC to perform the consulting services
(the "Services") set forth in that certain proposal entitled "Radio System Improvement Project
For The Northeast Tarrant County Consortium", dated January 20, 2000 and incorporated herein
by this reference (the "Proposal"), and RCC hereby agrees to perform such Services, all on the
terms and subject to the conditions set forth in this Agreement and the Proposal.
ARTICLE II - Compensation
As compensation for the Services, the City shall pay RCC the sum stated in the Proposal.
Beginning in the first month following the Commencement Date, RCC will submit to the City
monthly invoices for the portion of the Services undertaken in the previous month. The City
shall pay RCC the amount on the invoice within thirty (30) days of the City's receipt of the
invoice.
ARTICLE III - Submission of Reports
During the term of this Agreement, RCC shall provide to the City or its designee such
oral or written reports as are specified in the Proposal.
ARTICLE IV - Period of Performance - Contract Amount
The performance of RCC's services hereunder shall commence on
, 2000 (the "Commencement Date"), and, subject to the provisions of
ARTICLE VI hereof, shall terminate upon completion of the Services and payment to RCC of
the total sum specified in the Proposal.
ARTICLE V --Independent Contractor
RCC's relationship with the City shall at all times be that of an independent contractor.
The method and manner in which RCC's services hereunder shall be performed shall be
determined by RCC in its sole discretion, and the City will not exercise control over RCC or its
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employees except insofar as may be reasonably necessary to ensure performance and compliance
with this Agreement. The employees, methods, equipment and facilities used by RCC shall at all
times be under its exclusive direction and control. Nothing in the Agreement shall be construed
to designate RCC, or any of its employees, as employees or agents of the City.
ARTICLE VI - Termination, Disputes
a) Either party (the "Terminating Party") may terminate this Agreement if the other party
materially fails to satisfy one or more of its obligations hereunder and such failure continues for
more than thirty (30) days after notice of such failure by the Terminating Party to the other parry.
If this agreement is terminated prior to completion of the Services and full payment therefore, the
parties shall have all rights and remedies available at law, subject to the terms of this Agreement.
In the event of termination, the City shall pay RCC for work performed and expenses incurred up
to the date of termination.
b) If any invoice is disputed, the City must specify the amount in dispute and the nature
of the dispute and must pay the undisputed amount of the invoice in accordance with the terms of
this Agreement. If notice of dispute of an invoice is not sent to RCC within thirty (30) days of
the City's receipt of the invoice, the invoice will be deemed accepted by the City and must be
paid in accordance with the terms of this Agreement.
ARTICLE VII - Confidentiality
Any reports, charts, and other data prepared by RCC specifically for the City in the
course of performing the Services shall be the property of the City. RCC agrees to protect the
confidentiality of any information delivered to RCC by the City in connection with this
Agreement that is designated by the City to be privileged or proprietary, except to the extent that
(i) such information enters the public domain, (ii) is obtained by RCC from independent third
parties not subject to any confidentially or similar agreement with the City, or (iii) disclosure of
such information is required by law, rule or regulation or the valid order of a court or
administrative agency.
ARTICLE VIII - Personnel
Each parry agrees that during the term of this Agreement and for a period of one (1) year
thereafter it will not seek to employ an employee of the other party.
ARTICLE IX - Warranties
RCC warrants to the City that the execution, delivery and performance of this Agreement
has been duly authorized by all required corporate action of RCC, and that this Agreement is the
valid and binding obligation of RCC, enforceable against it in accordance with its terms. RCC
further warrants that it will perform the Services in accordance with the Proposal and in a
professional manner, subject to the terms of this Agreement. RCC makes no other warranties,
express or implied, and all other warranties are hereby expressly disclaimed, including without
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limitation the warranty of merchantability and the warranty of fitness for a particular purpose.
The City warrants to RCC that the execution, delivery and performance of this
Agreement has been duly authorized by all required actions of the City, and that this Agreement
is the valid and binding obligation of the City, enforceable against it in accordance with its terms.
ARTICLE X - Indemnity/Liability
RCC will indemnify the City and hold it, and its officers, agents, representatives, and
employees harmless from all claims, damages, costs, including reasonable attorney's fees, and
liabilities directly resulting from negligence or willful misconduct by RCC in the performance of
RCC's obligations under this Agreement, except to the extent such claims, damages, costs and
liabilities result from the negligence or willful misconduct of the City or its employees,
representatives, or agents; that in no event shall RCC be liable for lost profits, consequential
damages, indirect damages or incidental damages suffered or incurred by the City.
Notwithstanding the foregoing, the parties agree that in no event will RCC's liability under this
Agreement exceed the amount of compensation paid to RCC by the City or BCC's insurance
coverage, whichever is less.
ARTICLE XI - Insurance
During the term of this Agreement RCC shall maintain property damage insurance and
general public liability insurance with limits which RCC believes to be substantially in
accordance with industry standards. RCC shall also carry worker's compensation insurance as
required by law. If requested by the City, RCC will provide the City with a certificate of
insurance evidencing the insurance coverage provided for herein.
ARTICLE XII - Notice
Any notice, request, or other communication to either party by the other concerning this
Agreement shall be in writing and shall be (i) hand delivered, in which case such notice, request,
or other communication shall be deemed given when actually received by the addresses, or (ii)
sent by certified or registered United States mail, return receipt requested, postage prepaid, in
which case such notice, request or other communication (if addressed as provided below) shall be
deemed given three days (excluding Saturdays, Sundays and holidays) after deposited with the
U.S. Postal Service. All notices shall be addressed as follows:
If to RCC: RCC Consultants, Inc.
100 Woodbridge Center Drive
Suite 201
Woodbridge, NJ 07095
Attention: Michael W. Hunter
President and CEO
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With a Copy to: RCC Consultants, Inc.
10700 North Freeway, Suite 610
Houston, Texas 77037
Attention: Greg Munchrath
If to the City: City of Grapevine, Texas
307 West Dallas Road
Grapevine, TX 76051
Attention: Chief of Police Dale Wilkins
With a Copy to: Boyle and Lowry
4201 Wingren Drive
Suite 108
Irving, TX 75062
Attention: Mathew Boyle
Either party may change such address from time to time by notice given in accordance
with the provisions of this ARTICLE XII.
ARTICLE XIII - General
A. Modifications. This Agreement may not be amended or modified, except by written
f agreement of the parties signed by the duly authorized officers of the parties.
B. Waiver. No omission or delay by either party to this Agreement at any time to enforce
any right or remedy reserved to it, or to require performance of any of the terms of this
Agreement, shall constitute a waiver of any such right or remedy; nor shall it affect the right of
either party to enforce such provisions thereafter.
C. Applicable Law, This Agreement shall be governed by and construed in accordance
with the laws of the State of Texas.
D. Severability. If any provisions of this Agreement shall be held to be invalid, illegal, or
unenforceable, the validity of all other provisions hereof shall in no way be affected thereby.
E. Successor and Assignees. The City shall not assign or transfer this Agreement or any
of its rights or obligations hereunder without the prior written consent of RCC. RCC shall have
the right, without the consent of the City, to assign this Agreement and its rights and obligations
hereunder to RCC's parent, subsidiaries or affiliates, or to any partnership in which RCC or any
parent, subsidiary or affiliate of RCC is a general partner, or to a successor of RCC by
consolidation or merger, or to a purchaser of all or substantially all, of RCC's assets. Except as
provided in the preceding sentence, RCC shall not assign or transfer this Agreement or any of its
rights or obligations hereunder without the prior written consent of the City. Subject to the
foregoing, this Agreement shall be binding upon and inure to the benefit of the parties hereto and
their successors and assigns.
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F. Force Majeure. In the event that performance by either part of any of its obligations or
undertakings under this Agreement shall be interrupted or delayed by any occurrence not
occasioned by the conduct of either party hereto, whether such occurrence be an act of God such
as lightning, earthquakes, floods or other like causes, the common enemy, the result of war, riot,
strike, lockout, civil commotion, sovereign conduct, explosion, fire, or the act or conduct of any
person or persons not a part to or under the direction or control of a party hereto, then such
performance shall be excused for such period of time as is reasonable necessary after such
occurrence to remedy the effects thereof.
G. Entire Agreement. This Agreement (along with the Proposal, which is incorporated
herein) constitutes the entire Agreement between the parties and supersedes all previous
agreements and undertakings relating to the subject matter thereof.
H. Counterparts. This Agreement may be executed in counterparts, each of which shall
constitute an original and all of which together shall constitute one and the same agreement.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be duly executed
by their duly authorized representatives as of the dates first written above.
City of Grapevine, Teras: Witness:
Signed By: Signed By:
Date: Date:
Title:
Title:
RCC Consultants, Inc. Witness:
Signed By:
Date:
Title:
Signed By:
Date:
Title:
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nsuS,'nc.
Considting ServicesProposal
Radio 4stem Improvement Proj*ect
t l els a'`° �ZConsortium
el ive ry of Request fog^ Proposals
ei7dor Proposal Evaluations
letndor Negotiations
(Tote: This Proposal Supercedes the January 4, 2000 proposal)
RCC Consultants, Inc.
01/21/00
NE Tarr.int County Radio S,% stem Impro-t ement Project 2 of 21
i I'llUked COOS artium - phase 11-
RCC Consultants. Inc.
Section
1.1 Background Information
01/21/00
RCC Consultants, Inc. has worked with the City of Grapevine, Texas on
Phase I of the Radio System Improvement Project and is responding to the
City's wishes to provide a proposal outlining the elements of Phase H of
the Project.
RCC's original proposal, delivered on August 24, 1998, indicates that
Phase II of the Project involves the development of a detailed system
design including the outlining of technical specifications. A second
proposal was delivered in September 1999 that updated the professional
fees and expenses portion of the August 1998 proposal.
Since the delivery of the September 1999 proposal by RCC, there has been
general agreement reached with the Northeast Tarrant County Consortium,
(i.e., Trunked Consortium) consisting of the cities of Bedford, Colleyville,
Euless and Keller, that Grapevine will be joining the Consortium and that
RCC will be retained as the Consortium's consultant. Because of this
factor the scope of work described in previous RCC proposals has been
changed. The plan is not only to add a Grapevine trunked radio site to the
existing trunked system, but to add a third site as well. This new site, at
this point only described as being located in the general area of
southwestern Euless, entails additional work on the part of RCC. The
work associated with the change in project scope was addressed in a
proposal submitted by RCC on January 4, 2000 and outlined the
associated additional professional fees and estimated expenses. Note that
for the purpose of this document, the Consortium is identified as the
member cities as of January 21, 2000, which includes the cities of
Bedford, Colleyville, Euless and Keller. Grapevine will be joining the
Consortium in the very near future, but for this document is named
separately when detailing certain items of work.
Since the delivery of the January 4, 2000 proposal additional work has
been identified by the City of Grapevine that concerns the
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T u�i�ed Consortium - Phase it -
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communications dispatch center. The tasks associated with newly
identified work are included in this proposal along with a more definitive
description of the tasks that are to be performed for the current Trunked
Consortium members, and for the City of Grapevine.
Another independent proposal from RCC that addresses Computer Aided
Dispatch (CAD) and the Records Management System (RMS) for the City
of Grapevine has been submitted under separate cover.
The output of Phase 11 is a formal Request for Proposal (RFP) that is sent
to the vendors who may have an interest in responding to the RFP. Due to
the nature of the project, individual RFPs will be generated that address
specific portions of the system implementation. Since an existing
Motorola manufactured radio system and existing Motorola radio units are
involved in the system design and the system and equipment is
manufacturer specific, it is expected that Motorola Inc. will be responding
to the RFP that addresses this aspect of the system implementation. Other
system elements, such as equipment shelters, standby AC power
generators and other such ancillary items can be supplied by a number of
manufacturers, including Motorola, and these vendors are very likely to be
involved in responding to the RFPs that address these items. The same
holds true for the communications center work.
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 primarily 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 is in
possession of a draft 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 of this phase is a formal Request for
Proposal (RFP) that is sent to the vendors. Phase H also
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includes the review of the vendor proposals submitted in
response to the RFP and discussions/negotiations with the
vendors in regards to any issues with their proposals. 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 Trunked Consortium.
® Phase III encompasses the overview of implementation and
testing of the system provided by the successful vendor(s).
This proposal addresses only Phase II of the project.
1.3 Phase III
As a Phase III portion of the project, if desired by the Consortium, RCC
can provide an overview of the implementation and testing phase of the
Project by working with the Consortium and the selected vendors. The
tasks to accomplish this work and associated costs are not detailed at this
time but will be furnished if requested by the Consortium.
1.4 Proiect Scope
RCC understands that the scope of the project is to complete a detailed
system design and produce Request for Proposals that outlines the
requirements of the Trunked Consortium and the City of Grapevine. Due
to the nature of the modified scope of work the RFPs will be structured to
address specific elements of the system. These elements include the
following general categories:
1. The trunked simulcast system including the new Grapevine radio site,
the upgrade of the Colleyvilie site and the new Euless radio site.
2. The Grapevine Communications Center Upgrade
3. Ancillary items such as equipment shelters and generators.
RCC will review and provide an evaluation of the proposals submitted by
the vendors. It is anticipated that some amount of discussion and/or
negotiation will be required during the evaluation of the vendors'
proposals.
RCC will perform the following general tasks.
■ Provide a detailed workplan and project timeline
■ Based on the knowledge gained in Phase I of the Project and
supplemented with information gained in planned discussions with the
Consortium, and/or its designated representative, and the City of
Grapevine, provide draft RFPs that contain the following items.
NE Tarrant C+aunt; Radio svstem 3mproNement Project 5 of 21
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01/21/00
For the Trunked Simulcast System RFP
1. System Background Information
2. Response Procedures
3, Contractual Requirements
4. Implementation and Program Management Activities
5. Technical Aspects
a) Colleyville Site Trunked Equipment Upgrade
i) Existing Equipment Upgrade
ii) New Simulcast Equipment
b) Grapevine Trunked Site Requirements
i) Trunked Simulcast Equipment
ii) Antenna System
iii) Equipment Shelter (Note 1)
iv) Standby Power Generator (Note 1)
c) Euless Trunked Site Requirements
i) Trunked Simulcast Equipment
ii) Antenna System
iii) Equipment Shelter (Note 1)
iv) Standby Power Generator (Note 1)
d) System interconnection
i) Digital T1 circuits
ii) Microwave System (Optional)
e) System Redundancy Requirements
t) Grapevine Dispatch Console Requirements
i) Console Electronics
ii) Console Features and Operation
g) System Central Electronics Banks and Audio Switch
Requirements
h) Trunked Simulcast Management System (Optional)
j) Radio Coverage Requirements
i) Coverage Outside Buildings
ii) Coverage Inside Buildings
k) Field Unit Upgrades/Reprogramming
6. System Cut -Over Plan Requirements
7. Acceptance Test Plan and System Acceptance Procedures
8. Warranty Requirements
9. Maintenance Needs
10. Pricing and Delivery
■ Present the draft RFPs to the Consortium for review and modification
• Produce final RFPs for release to the vendors.
■ Conduct one Pre -Proposal Conference to address any questions or
issues that the vendors may have concerning the RFPs
■ Release any Addendums arising from issues raised at the Pre Proposal
Conference
■ Upon Receipt of the Proposals complete the following
"T .'mint County Radio SN stem Impro,*ement Project 6 of 21
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1) Evaluate the proposal as to technical compliance to the
specifications and instructions set forth in the RFP
2) Evaluate the proposal as to compliance with contractual
requirements
3) Evaluate the proposal as to compliance with the implementation
and program management requirements
4) Evaluate the warranty and maintenance aspects as provided by the
vendor
5) Evaluate the pricing and delivery quoted
6) Conduct negotiations with the vendors in regards to:
a) Technical compliance
b) Contractual compliance
c) Implementation/program management
d) Warranty and maintenance
e) Pricing and delivery
■ Request changes and modifications from the vendors based on the
discuss] on/negotiations that have taken place
■ Provide the Consortium with a recommendation in regards to the
vendors' final Proposals.
Note 1: Items above denoted with a (Note 1) will be addressed in separate
RFPs.
It is expected that a number of vendors may respond to some or all of the
RFPs. Motorola is expected to respond to all of the RFPs, which will
include the furnishing of equipment and services for the entire system
implementation. Included are the trunked simulcast equipment and
dispatch console electronics and related equipment as well as ancillary
equipment such as equipment shelters, standby generators and antenna
systems, to name a few. Other manufacturers are expected to respond to
ancillary items of the system, which will include the equipment shelters
and standby power generators and may include such items such as
dispatch console furniture, logging recorders and call check recorders.
The City of Grapevine has specific communications dispatch console
needs and requirements and these will be addressed by the RFPs. In
addition, due to the expansion of the system the existing communication
dispatch console systems of the Trunked Consortium may be impacted to
some extent due to the need to interface to the trunked simulcast system.
In the case of the City of Grapevine Communications Center upgrade, the
following items of work will be undertaken.
■ Develop general space plans and a cutover schedule for phased
construction and implementation
E Tarrant Count,,, Ruuio SN Stem ltnpro., etnent Project 7 of 21
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® Prepare furniture layouts and environmental requirements and submit
to the City for approval
• Acquire 911 and logging recorder information from Tarrant County.
Detail customer provided equipment and determine installation
schedule.
® Prepare detailed construction and cutover plans submit for review.
■ Develop RFP for furniture and voice logging equipment
■ Review vendor proposals and prepare recommendations
• Provide contract negotiation assistance
® Oversee furniture installations. (Two phases of two days each).
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The purpose of this workplan is to outline the major tasks that are to be performed and
the deliverables associated with the tasks.
O 'Task 1 - Provide a Detailed Work Plan
• Hold Phase II Project Kick-off Meeting
- Review general scope of the Project
- Finalize workplan and project schedule
- Provide detailed work plan and project timeline
• Trunked Consortium Deliverable - Attend Project Kick-off meeting
❖ RCC Deliverable - Attend Project Kick-off meeting and provide
scope of work and project schedule.
0 Task 2 - Generate draft Request for Proposals (RFPs) for the trunked
simulcast system and for ancillary system elements (equipment shelters and
standby generators). Ten (10) copies of the individual draft RFPs will be
provided.
The content of the RFPs is as described in paragraph 1.4 in Section One of
this proposal. The RFPs will address the needs of the Trunked Consortium as
well as specific needs and requirements of the City of Grapevine. The general
content of the RFP is noted below.
® Provide a detailed workplan and project timeline
■ Based on the knowledge gained in Phase I of the Project provide a
draft RFP that contains the following items, at the minimum.
1. System Background Information
2. Response Procedures
3. Contractual Requirements
4. Implementation and Program Management Requirements
5. Technical Requirements - Trunked Simulcast System
6. Grapevine Dispatch Center Electronics
7. Trunked System Management Requirements
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8. Radio Coverage Requirements
8, System Cut -Over Plan Requirements
9. Acceptance Test Plan and System Acceptance Procedures
10. Warranty and Maintenance Requirements
11. Pricing and Delivery
°3 RCC Deliverable - Deliver draft RFPs to the Trunked Consortium
Task 3 - Review the drag RFPs with the Trunked Consortium and incorporate
any changes and modifications
•:° Trunked Consortium Deliverable - Review draft RFPs with RCC and
suggest changes and modifications
❖ RCC Deliverable - Review draft RFPs with the Consortium and
incorporate changes and modifications supplied by the Consortium and the
City of Grapevine.
Task 4 - Release completed RFPs to the vendors.
•:° RCC Deliverable - Final RFPs distributed to the vendors
Task 5 - Conduct One Pre -Proposal Conference
Trunked Consortium Deliverable - Attend the Pre -Proposal Conference
• RCC Deliverable - Conduct Pre -Proposal Conference and document
requests, if any, from the vendors.
Task 6 - Create and distribute any Addendums to the RFPs that may have
been generated from the Pre -Proposal Conference
•:° RCC Deliverable - Addendums distributed to vendors
Task 7 - Evaluate proposals returned by vendors
RCC Deliverable - Evaluate proposals with respect to compliance with
the requirements of the Consortium as set forth in the RFPs
• Task 8 - Conduct discussions and negotiations
❖ RCC Deliverable - Through discussions and negotiations ensure that the
Trunked Consortium and the City of Grapevine is receiving the best
possible system for a reasonable price
T T'arnzat C+)unty i�iiilis;;�.1teSII 1t;Ypa'a}teRleil$ �?'{3teCC
rucked Consortium - -Phase H -
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Trunked Consortium Deliverable - Attend and contribute to the
discussions and negotiations
Task 9 - Provide a final evaluation and recommendation to the Trunked
Consortium
RCC Deliverable - Provide a report outlining RCCs recommendations in
regards to the vendors' offerings.
Task 10 - Generate and conduct a presentation to the Trunked Consortium in
regards to the final findings and vendor recommendations.
-.*- RCC Deliverable - A presentation to the Trunked Consortium
.N'Ofe .,/iut ;ire 114olimi,ing .,ushs are v1pecific to the Cite of Graperines
communicatioll S L-11tcr
I I - 4,eveiop =_)reneral space plans and a cutover schedule to allow for
Ihe phased construction on OF the new consoie furniture and associated
equipment -
The initial rian,, are to .-onNcrT one half of the center and add two new
dispatch positions A.ftcc this is completed the other half of the center will be
converted o adio\,, use of new eq ' uipment. Note that this -'Ork be in
conjunction \'Ilih it parallel project of upgrading the Cltv's computer aided
dispatch s\,siein and records management system. The tasks associated with
this %,.ork are iddressed in another RCC proposal.
jask 1-1 'Prepare furniture layouts and environmental requirements -
I Ilis il" 111untinU re"AuffenlenTs and sound abatement needs
i?asea 1:ron"% I ') i -
i h The di.spaich centei 1pervisors and porsonnel.
Consolldatl- 2:11111g -es or !-nodifications to the trian and use this material in
the R11, P t 1,at Ps 10 tc ,l ritten
Task 13 - 6rather information on 911 Impiementation -
Work-Inu, ,�, I i n Tarrant COLIFIVV, acquire information concerning the
Implementation, of 911 equipment and use this information to complete
planning oCthe communications dispatch center.
• Task 14 - Prepare detailed construction and cutover plans -
V isit
Visit v,-Ith the dispatch center- management, supervisors and personnel to
gather final information. Submit for review and approval.
0 Task 15 - Develop RFPs for furniture and voice recording equipment
0 Task 16 - Review vendor proposals and prepare recommendations
m
RCC Consultants, Inc.
cask 17 - iProvide contract negotiation assistance
01/21/00
ask 1 _="< e 'aimementation management and oversee furniture
mstallati€an.
",C) phases e0, ")ne i.alf of the dispatch center will be
.'orivertect "'no --mipr?,ent installed. �Vhen completed the neNN portion
ili become and reed as the dispatch center, while conversion of the
remaining,porimn F,:f tine center tapes place_
EM PO RTA: i _l I "As noted Dere are based upon the premise that
Me Citi' `~\iii i_sue 4 :ntracts for .such items as replacement huhtina ti:rtures,
=:eriicai bhnd5, ,,rret t;i;s and construction items related to the physical
Modification e :,,istinu dispatch center eased c_)n .CC's
recornmendatioIIs_ iie Nati ��iii administer the contracts and ensure the work
;.; comb>ieter. �r >iect ,.ori: schedule. RCC ail address these
artrcuiaj ,.; u:4 . > rrea by the C its' at I,'CC's rate of S 1 zn GO per hour.
13 of 21
RCC Consultants, Inc.
All
01/21/00
i NE T,
arrant County Rudio it stem ItuproN ement Project 14 of 21
Tmulwd Cons-orduin - Phase il -
RCC Consultants. Inc.
1111pill 1pq11111 MIMI•
01/21/00
BCC's cost proposal for professional fees and estimated 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 undertaken in the
previous month. In addition, each invoice will include out-of-pocket expenses for items
such as travel, hotel rooms, and meals incurred while working on the project. Invoices
are due within thirty (30) days after billing.
Note that for the purpose of this document, the Consortium is identified as the member
cities as of January 21, 2000, which includes the cities of Bedford, Colleyville, Euless
and Feller. Grapevine will be joining the Consortium in the very near future, but for this
document is named separately. This is to allow for an identification of tasks and
associated fees and expenses that are specific to the Consortium or to Grapevine. Note
however that many tasks are common to all. For the purpose of allocating payment, the
tasks have been divided based on the three radio sites being implemented, or modified,
plus the Grapevine dispatch center. Given that one simulcast site and a dispatch center is
specific to Grapevine, while one site is specific to the "Consortium" with the third site
(the existing Colleyville site) is common to all, the fees for tasks 1-10 have been halved
between the "Consortium" and Grapevine. Other subdivisions are possible, but for the
purpose of simplicity this approach has been taken. It is understood that the
"Consortium" members will reimburse Grapevine for RCC's fees and expenses and that
all invoices will be directed to Grapevine.
Other tasks are very specific to Grapevine and are so identified.
The details of the fees and estimated expenses are noted in the following paragraphs. A
summary is included here.
The estimated Professional Fees for all tasks I through 18, as identified in this document,
shall not exceed in total 566.180.00. In addition, reimbursement for "out of pocket"
expenses is estimated not to exceed 54.483.60 for all tasks. Corporate discounts will be
used when possible to ensure that expenses are controlled to the greatest extent possible.
In total, including the professional fees and estimated expenses, the Project cost for all of
the tasks noted here is 570.663.60
;,.
.. 15 of 21
RCC Consultants_ Inc. 01/21/00
The allocation of fees and estimated expenses is as follows:
® For tasks 1-10, which include the elements that address the trunked simulcast
system the amount of professional fees allocated to Grapevine is 523,490.00.
Estimated expenses for tasks 1-10 for Grapevine is 51.279.30. This totals to
524.7769.30.
• For tasks 1-10, which include the elements that address the trunked simulcast
system the amount of professional fees allocated to the Consortium is
X23,490.00. Estimated expenses for tasks 1-10 for the Consortium is
51,2 79.30, This totals to 24,7769.30.
• For tasks 11-18, which are specific to Grapevine, the amount of the
professional fees is --,19.200.00, while the estimated expenses are S1,925.00.
This totals to 521,125.00.
• Grapevine's allocation is '°5,45.394.30, while the Consortium's allocation is
'14. 69.30, which totals to : 770.663.60.
In the event work on the Phase 11 portion of the project has begun, and new items are
discovered that need attention_ RCC will work with the Consortium to determine if the
work is beyond the scope of the current agreement. If agreed that the new, identified
work is deemed "out -of -scope", RCC will work with the Consortium to address the new
work via an addendum to this proposal and to the Consulting Services Contract.
16 of
M
RCC Consultants- Inc.
- Trunked Consortium Radio System Improvement Project -
- Phase 11 - Professional Fees -
01/21/00
Proposed Staff-
Rate per Hour:
Gaylon
Harwell
$135.00
Jim Verdette
Baron Hall
$135.00 $150.00
Task
Cost
Total
Hours
Hours
Hours
Hours
Task i - Provide a Detaiie(i to ork Plaii
- Attend kickoff meeting (re -view scope & plans)
- Finalize Workplan and Project Schedule
- Prepare summary of meeting & distribute
Task 2 - Generate Draft RFPs
- Complete all Information. Contractual.
Implementation. Technical, ATP. Pricing and
Delivery Sections of the RFP(s)
S16,2f'16U!0
I`219.i)
60.0
o. o
Task 3 - 1eview ty'ratt RF'Ps oi iih the Onisortimn
- Review and incorporate modifications and
char es
-440'.06f
4 14 0
2"U.
0
0
alit 4 - release RFPs
Publish RFPs and ship to vendors
Task , - Conduct Mie Pre-Prol)osal Coiiiereiice
- Conduct conference
ass€t.08
1)
0.0
Task 6 - Produce -xid(icnijurns - kelease to
Vendors
- Incorporate any changes resulting from the Pre -
Proposal Conference
tit)
Task 7 - Evaluate Vendor Proposals
N 1 04,4 0
0 (11
,0
0.0
Task 8 - 'on(itjct Vetwor Ne<rotjafloiis
C Ov
%3.1J
Task 9 - Final
V
i4 01
Ta.,,,i 10 - A'ITWM VlfldiW,�N 10 k OISOMUM
M
otai Vees for T, i-sks 1-10
S46,980.ol)
348
163
185
0
54al Esti(iate(j Exi)crises for Task 1-11)
S2,558.60
Total project Cost for Tasks 1-11)
S49.538.60
Fee,., A 11oc-a-ed to Gra pei ine
S23.4941).00
S1,27U0
Total Fees & Estimated Expenses - G'rapevine
524,769.30
See next page for additional project tasks and associated fees and expenses.
17 of 21
RCC Consultants, Inc.
01/21/00
- Radio System Improvement Project -
- Phase 11 - Professional Fees for Grapevine Communications Center Upgrade -
Proposed Staff-
Gaylon
Jim
Verdette
Harwell
Baron
Hall
Rate per Hour:
$135.00
$135.00
$150.00
Task
Total
Hours
Hours
Hours
Cost
Hours
Tast, I I - Develop �-Yenenai space plans ;ao(i
21.2; of). ou
`.0
0
C11tover sche(iule
Tasib 12 - Prepare alternate tornitore ialloutsan(J
21)f/ UP
f)
determine environmental needs. 'Fleet )I ?(h
dispatch personnel to _Yatfier information
Task 13 - Acquire 911 information I't om Farrant
Ou
0
`Ui
8.0
COLIMA' in order to intet!rate the 911 eqniptnent
%I ith the corninnnication oispatch ol'an
Task 14 - 11'repare (Jetanetl consinu,non. cinoxer
U
I fli. 0
plans ,anti sahmit for appro" :ii
Tasi� 1;+- Develop RFPs for Im-nmire :!no (toil'(
2 4� 0
recor(Jim-, equipment
Fask- 16 - ReNicN8 Vendor proposais mid `tii)rnit
4 0 0i V 0
6' r;
16.0
recommendations
Tasl: 17 - Provide contract ne,-rotiation assistance
S-1.400.00
0
Tasi, 18 - O%erskT furniture instaliation
consistirn_Y of two phases
Total Fees for Fasics 11-18
S19,200.00
128
0.0
0.0
128
Estimated Expenses for lasi�s 11-18
51,925.00
FaA,s 11-18'Totai Fees & Estimate(i E -menses
521,125.00
Anionnt Allocawt! to GrapeNine
521j25.00
foiai flrow{ :T `dlocaiie (t nsi to
'--)45,894.30
a mart ine
Total Project two -,,w wc onsormini &
S70,663.60
urai)ei inel
M
RCC Consultants. Inc.
Trunked Consortium Radio Improvement Project - Phase 11
- Estimated EXDenses -
01/21/00
Proposed Staff.
G.
J.V.
Estimated
Harwell
Baron
H�
Cost
Task I - Provide a Detailed Work Plan
Mileage d),$0.31/Mile
0
1
0
$24.80
Task 2 - Generate Dratt RFPs
Mileage @$0.31/Mile
0
80 Miles
0
$24.80
Proposal Materials $200
0
1
0
$200.00
Task 3 - Revie,,s Dratt RFPs «ith the c0iisortium
Air Fare Trips @ $250
1
0
0
$250.00
Hotel Nights @ $100
1
0
0
$100.00
Rental car days @ $65
I
0
0
$65.00
Mileage (&.$0.31 /Mile
0
80 Miles
0
$24.80
Daily Meals (it, $40/ day
1
0
0
$0.00
Task 4 -Release RFPs
Proposal Materials @ $200
0
1
0
$200.00
Task 9 - Conduct Otte Prv-Proposad ( onterence
Air Fare Trips @ $250
I
0
0
$250.00
Hotel Nights (d, $100
1
0
0
$100.00
Rental car days () $65
1
0
0
$65.00
Mileage (dV31/Mile
0
80 Miles
0
$24.80
Dailv Meals na, $40/ day
1
0
0
$40.00
Task i, - No eht)enscs anncinatcd
Task -, - EN aluote \ <n(ior Prot)osa it
Air Fare Trips a? $250
1
0
0
$250.00
Hotel Nights @ $100
1
0
0
$100.00
Rental car days @ $65
1
0
0
$65.00
Mileage @$0.3I/Mile
0
80 Miles
0
$24.80
Daily Meals a. $40/ day
1
0
0
$40.00
Task 8 - Conduct i'endor :sct!catiabons
Air Fare Trips @ $250
1
0
0
$250.00
Hotel Nights @ $100
2
0
0
$200.00
Rental car days @ $65
2
0
0
$130.00
Mileage @$0.31/Mile
0
80 Miles
0
$24.80
Daily Meals (ai $40/ day
2
0
0
$80.00
Test. `t - ;;� e�t;enses .tnlic tt;aatcd
Tarsi. i0 - Present r indiwi� to t.rnsornum
Mileage (n�$0.31/Mile
0
80 Miles
0
$24.80
Task 3 I -'�o etr)enses anticitrttetf
Task 12 - Furniture L rout &, Fns ironmental N(. ds
Air Fare Trips @ $250
0
0
1
$250.00
Hotel Nights @ $100
0
0
1
$100.00
Rental car days @ $65
0
0
1
$65.00
Daily Meals (u, $40/ day
0
0
1
$40.00
Tasks 13 - ' t, et pertses anticivatetl
Task 1.1 -
Air Fare Trips @ $250
0
0
1
$250.00
Hotel Nights @, $100
0
0
1
$100.00
Rental car days @ $65
0
0
1
$65.00
Daily Meals (a) $40/ day
0
0
1
$40.00
Tasks 15 thrti 17- No es Tenses antici paten
Task 18 - Implementation Management
Air Fare Tri$250
0
0
2
$500.00
Hotel Nights $100
0
0
3
$300.00
Rental car days $651
0 1
0
3
$195.00
Daily Meals $40lda
0 1
0
3
$120.00
Estimates! Expenses - Totall
I
54.483.60
�_..,..._ ...- 19of21
RCC Consultants. Inc.
M
01/21/00
NE Tarr- -ity 20 of 21
,int Coui rZadio S,,, stem lmpro� ement Project
ranked Consortium - Phase 11-
RCC Consuitants. inc.
01/21/00
(
Section
Mr, Gregory A. Munchrath, P.E., Vice President & General Manager - Southwest
Region, will be the Executive Sponsor for the project. Mr. Munchrath is located at
BCC's Southwest Regional office in Houston, Texas. Mr. James C. (Jim) Baron, P.E.,
Managing Consultant, will be the Program Manager and primary engineer and technical
advisor on the project. Mr. Baron is located in Richardson, Texas. Two individuals from
BCC's Houston office, Gavion Harwell, P.E., Managing Consultant, will be the assisting
Program Manager and engineer, while Verdette Hall, Director, will address issues
concerning the upgrading of the City of Grapevine's communications dispatch center.
Resumes for these individuals wiil be provided if desired by the Trunked Consortium.
RCC reserves the right to reassign or otherwise change personnel on this project with due
notification and mutual consent of the Trunked 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 - Telephone
(972) 644-6725 - Fax
jbaron@rcc.com - Email
€: T grunt CountNx Radio SN stem ImproNement Project
T untied Consortium - Phase R -
21 of 21