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HomeMy WebLinkAbout04-00 RESOLUTIONRESOLUTION NO 4-00 • • MICR©FILMED A RESOLUTION AWARDING A CONTRACT UNDER RFQ99-12 TO RCC CONSULTANTS, INC., IN THE AMOUNT OF $221,393, PLUS A CONTINGENCY AMOUNT OF $7,000 FOR ADDITIONAL TRAVEL, FOR PHASE I, PHASE II, AND PHASE III OF THE POLICE DEPARTMENT RADIO REPLACEMENT PROJECT. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS• Section 1. That the City Council hereby awards a contract under RFQ99-12 to RCC Consultants, Inc., in the amount of $221,393, plus a contingency amount of $7,000 for additional travel, for Phase I, Phase II, and Phase III of the police department radio replacement project; and authorizes the Mayor and City Clerk to execute said contract. A copy of the contract is attached hereto marked Exhibit "A" and made a part hereof. PASSED AND APPROVED this 1$`� day of January , 2000. APPROVED. By. '' `� / ATTEST• By. Heather Woodruff, City Cle Fred Hanna, Mayor • • NAME OF FILE: RES. 4- Do //fee C,t/SSCI,C TAAI Ts _tile. CROSS REFERENCE: Date Contents of File Initials 1-18-00 45. 1-o SXHrBri i9/{4s(c!T/fNT Ua-k. 'hie ES Co ,e) ,—,PACT I-12-oo STArk' KEnn vrEw pp /- oR2n IA -g-99 ` ii E m o T A7,9 y/w 1 -,EA 114,604 1-I9-oo Pa drIA5E Rao/LI-yr Dv /A-25-99 iIc& !/Ei1 Jo/1 frotYI 1--.21-06 M 7o irefi/LeA /04 7-5.0A/ in it • • • rrt 8> Cont" Consultant Services Contract Between RCC Consultants, Inc. And The City of Fayetteville, Arkansas rrt 8> Cont" • • • CONSULTANT SERVICES CONTRACT THIS AGREEMENT is made as of January 5, 2000, by and between City of Fayetteville, Arkansas (hereinafter referred to as the "City") and RCC Consultants, Inc., a Delaware corporation 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 hereby engages RCC to perform the consulting services (the "Services") set forth in that certain proposal entitled "Statement of Work", dated December 20, 1999, annexed hereto as Appendix "A", and incorporated herein by this reference (the "Statement of Work"), and RCC hereby agrees to perform such Services, all on the terms and subject to the conditions set forth in this Agreement and the Statement of Work. ARTICLE II - Compensation As compensation for the Services, the City shall pay RCC the sum stated in the Statement of Work. Beginning in the first month following the Commencement Date, RCC will submit to the City monthly detailed line item invoices for the portion of the Services undertaken in the previous month. The invoice detail will include a breakdown of hours worked by each person and a general breakdown of expenses such as airfare, lodging, meals, and rental cars. 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 tern of this Agreement, RCC shall provide to the City or its designee such oral or written reports as are specified in the Statement of Work. ARTICLE IV - Period of Performance - Contract Amount The performance by RCC of the Services hereunder shall commence as soon as practicable following the execution and delivery of this Agreement by both parties (the date of such commencement is herein referred to as 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 Statement of Work. ARTICLE V - Independent Contractor RCC's relationship with the City shall at all times be that of 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 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 this 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 party If this Agreement is terminated pnor 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 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 pnvileged 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 confidentiality 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 party 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 Statement of Work and in a professional manner substantially in accordance with standards of performance in the engineering consulting business, subject to the terms of this Agreement. Consultant Services Contract between RCC & City of Fayetteville, AR Page 2 of 5 • • The City warrants to RCC that the execution, delivery and performance of this Agreement has been duly authorized by all required corporate action 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 or any other person. Notwithstanding the foregoing, the parties agree that m no event will RCC's liability under this Agreement exceed 1.5 times the amount of compensation paid to RCC by the City or RCC'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. 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: With a Copy to: RCC Consultants, Inc. 100 Woodbridge Center Drive, Suite 201 Woodbridge, NJ 07095 Attn: Michael W. Hunter President & CEO RCC Consultants, Inc. 10700 North Freeway, Suite 610 Houston, TX 77037 Attn: Gregory A. Munchrath, P.E. V.P. & General Manager, Southern Region Consultant Services Contract between RCC & City of Fayetteville, AR Page 3 of 5 If to the City: • Fayetteville Police Department 100 West Rock Fayetteville, Arkansas 72701 Attn: Ms Kathy Stocker Dispatch Manager 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 agreement of the parties signed by the duly authorized officers of the parties. B. No 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 Arkansas. 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, with 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. F. Force Majeure. In the event that performance by either party 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 party 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. Consultant Services Contract between RCC & City of Fayetteville, AR Page 4 of 5 • • G. Entire Agreement.This Agreement (along with the Statement ent of Work, which is incorporated herein) constitutes the entire agreement between the parties and supersedes all previous agreements and understandings relating to the subject matter hereof. 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. The City of Fayetteville retains the right to continue or cancel the contract at the completion of each phase of work. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be duly executed by their duly authonzed representatives as of the date first wntten above. WITNESS: SIGNED BY: DATE: TITLE: WITNESS: SIGNED BY: DATE: TITLE: City of Fayettevill AR: SIGNED BY: DATE: TITLE* RCC Consultants, nc.: SIGNED DATE: //S-eU TITLE' /3/1F3 / 067u—r/CFT* Consultant Services Contract between RCC & City of Fayetteville, AR Page 5 of 5 APPENDIX A Statement of Work 1.1 General Approach Any successful consulting project is a result of three factors: • • ➢ A competent team of consultants, knowledgeable in the specific issues facing the client. ➢ A proven methodology which provides discipline and focus to the consulting team's efforts. > Strong communications between the client and the project team regarding the team's progress. RCC is proposing a team of consultants whose background and prior experience include the skills necessary to successfully complete this project. The team will be directed from our Houston office, with particular emphasis on those key individuals who worked with City and County Governments and have up-to-the-minute experience in the communications issues facing the City of Fayetteville. The methodology we propose is designed to provide the City of Fayetteville with an unbiased assessment of the communications needs and requirements of the City's agencies, and to determine if the existing communications system can be upgraded to meet the needs, or must be replaced. Our approach to the City's project has been divided into three phases as outlined below. Each phase is followed by a logical breakpoint, which allows management review and approval before continuing with the next phase. The three phases provide a comprehensive and structured means of Phase I Assessing the City of Fayetteville's radio communications needs and requirements and evaluating the existing system to determine if it's capable of meeting those needs. Developing specific recommendations for enhancement ofthe existing system or replacement of the entire infrastructure. This effort will include equipment needed, projected costs, and an implementation timeline. Phase II Development of detailed system specifications, solicitation of vendor proposals, development of evaluation critena, and vendor proposal evaluations. Phase I1I Management of system implementation, performance evaluation, and final system acceptance. City of Fayetteville, AR Statement of Work -12/20/99 Appendix A, Page 1 • • • 1.2 Proposed Workplan Phase I — Review of Current System, Equipment, Facilities & Infrastructure > Task 1 - Project Initiation and Team Orientation The purpose of Task 1 is to initiate the project, which involves a number of activities including: • Conducting a project kickoff meeting to define the various project team members for the departments/divisions, and determining their desired roles. • Review project scope of work, objectives, plans, and requirements with the project team. • Review the project schedule and milestones including: - Complete list of tasks, timetables, deliverables, and tentative meeting schedules Schedule progress meetings for key milestones, in addition to regular contact with the City's project team • Identifying the types of information RCC personnel will be requesting from City departments during the Needs Assessment. • Setting up charge codes for the various tasks to be completed in the RCC billing system • Deliverables include: - Project Team Organization Chart - Updated Phase I workplan and schedule - Monthly Project Status Report > Task 2 - Understand Current Systems and Issues The purpose of Task 2 will be to allow RCC personnel to review the existing 800 MHz trunked radio communications system described in the Request for Proposals. As part of this effort, RCC personnel will: • Collect and review a listing of the existing 800 MHz trunked radio communication system equipment and networks; ▪ Descriptions of existing two-way radio network, dispatch locations, existing tower sites, and interconnecting network. • Existing listings of user equipment including mobile and handheld radios and related accessories, control stations for remote dispatch points, and FCC licensing documents. City of Fayetteville, AR Statement of Work -12/20/99 Appendix A, Page 2 • • • • Collect relevant forms, reports, statistical data, and existing system documentation. This data collection will assist RCC in understanding or verifying: - How major functions are performed The flow of voice and data information throughout the City's various service areas - User perceptions of the existing radio systems' effectiveness, and opportunities for improvement Maintenance problems/concerns relating to the existing systems - Radio traffic transaction volume data will be requested and reviewed during this task • Review capabilities of existing communication facilities including: Adequacy of existing dispatch console systems and facilities including equipment and support rooms, and their ability to support and integrate with future communications requirements Age and suitability of existing communication facilities, available space for new equipment or expansion, and construction that may be necessary to develop these facilities for future use • Tower site locations including, but not limited to, Mt. Robinson and Mt. Sequoyah sites - Emergency power sources for primary and backup systems ➢ Task 3 - Interview City Personnel • The RCC project team will interview key City of Fayetteville personnel to determine the short- and Tong -term two-way radio communication requirements of each participating department or agency. Working with City staff, RCC will determine the specific operational needs for the radio communication infrastructure, both currently and projected through at least the next ten years RCC will work closely with the City staff to schedule interviews so that they may be conducted thoroughly and efficiently. Interview sessions will be conducted on site within the City at locations to be designated by the City's project team. Our staff generally prefers to interview agencies within their own surroundings to allow our engineers to observe each department's operation on a first-hand basis. The interview process will include at a minimum: - Police Department - Fire Department - Local Government City of Fayetteville, AR Statement of Work -12/20/99 Appendix A, Page 3 • . • • Water & Sewer • Wastewater Treatment • Solid Waste • Parks & Recreation • Inspections • Engineering Additional interview sessions can be added as deemed necessary. For the purposes of our cost proposal, we have assumed that 12 group interview sessions will be required Additional interview sessions can be added if desired by the City. The length of each interview session will vary depending upon the size of the department and the complexity of their communication requirements. RCC staff will spend the time necessary to accurately determine and document the communication requirements for each department. RCC personnel have conducted thousands of interviews for City and County agencies throughout the United States. The interview sessions will be preceded by a questionnaire that will help the interviewees prepare for the interview sessions. The questionnaires will provide guidance in determining requirements for radio coverage, channel capacity, interoperability with other agencies, dispatch facilities, and features and functions for the new system. The interview sessions will provide an opportunity for the system users to provide input on the system configuration and design, and will also allow RCC personnel to provide an overview of the technology and capabilities that are currently available from the radio system providers. In addition, due to our nationwide experience, RCC personnel will be able to provide insight into the ways other cities have solved some of their communications problems. During the interview process, one of the most critical items discussed will be the need for reliable radio coverage throughout the City's service area. The amount or level of radio coverage required by the participating departments will have a direct impact on the overall cost of system implementation and long-term support. Accordingly, RCC personnel will work carefully with each department to specifically define its need for radio coverage in below -ground areas, at street level, and within structures throughout the defined service area RCC personnel will work with each department to discuss the way in which department personnel utilize their mobile and handheld radio devices. This is critically important since the way in which a portable radio is used will have a direct impact on the radio coverage provided by the system infrastructure. Put simply, this means that a given infrastructure design will provide different levels of radio coverage for a handheld radio operated at head level than it will for the same radio operated on the user's belt with a remote speaker microphone. In addition, special protective clothing such as firefighting equipment, can also have an impact on radio coverage performance and should be considered during system planning. City of Fayetteville, AR Statement of Work— 12/20/99 Appendix A, Page 4 • • Requirements for in -building radio coverage will also be discussed at length, since under -specifying coverage requirements will result in unacceptable system operation, and over -specifying coverage requirements will make the system infrastructure prohibitively expensive. During the interview process, RCC will have each participating agency graphically draw their specific coverage requirements on a map of the area, typically a City or County map provided by the City. Specific levels of coverage are identified on the map in different colors, e.g., green may indicate mobile coverage, red may indicate portable radio coverage at street level with radios operated on the user's belt. In most cases, specific requirements for communications coverage within buildings are identified on a "per building" basis. The coordinates for each identified building are then mapped to allow the system user and RCC's engineering staff to properly configure the location of repeater sites throughout the network. In our recent project with the City of Austin, City and County agencies specifically identified over 160 "heavy" buildings in which radio coverage must be guaranteed by the successful vendor. Requiring that portable in -building coverage be provided within all buildings in a large specified service area can unnecessarily exaggerate the cost of the infrastructure. It is often beneficial to categorize buildings according to size and type of construction to better define the levels of required in -building coverage. • Other information gathered will include: - The types of quantities of radios needed for the forecasted growth of the Departments for the next ten years. - Channels or talkgroups required for each department's own internal communications; for example, Police sector channels, Fireground channels, Local Government Operations, etc. Interoperability requirements for communications among City agencies and with external entities such as those defined in the City's RFP. Functional requirements for the system will be discussed and documented for capabilities such as voice encryption for secure communication, mobile command posts, telephone interconnect, etc. • Prepare typed interview summaries to be returned to each person or group interviewed for their review and approval. During the interview process, RCC personnel will collect relevant information from the interviewees and will summarize the information in a clear, concise written summary of the interview. This helps ensure that our engineers clearly understood the messages conveyed during the interviews and provides the interviewees with an opportunity to review the information and make any changes or additions if needed. City of Fayetteville, Alt Statement of Work -1220/99 Appendix A, Page 5 • • The interview summaries also provide written background information for new members that may enter the project team. For example, during a recent project, the acting Fire Chief left the City to pursue a Chief's position in his hometown in Pennsylvania. The City hired a new Fire Chief who joined the City the middle of the project and was able to quickly get "up to speed" on project activities by reviewing the interview summaries developed during the Needs Assessment. * Deliverable: Typed Interview Summaries ➢ Task 4 — Analyze Requirements & Needs • At the conclusion of Tasks 2 and 3, RCC personnel will analyze the information collected during the interview process and during site visits to the various City communications facilities. The user requirements analyzed will include, but not necessarily be limited to, the following: Radio coverage requirements for vehicular based voice radio, and handheld voice radios operating at street level, within buildings and below -ground areas as required. Specific characteristics about how City users use their wireless communications equipment will be addressed. Portable handheld devices operate with lower transmitter power and less efficient antenna system, which necessitates a different infrastructure configuration. These issues must be considered and addressed to help ensure that the final system performance matches the City's expectations. Radio communications traffic levels will be analyzed to help determine the number of channels required to allow the system to operate at an appropriate grade of service, both initially and during its useful lifetime. RCC engineers will analyze collected traffic information provided by the City departments to help determine the number of channels required within each portion of the City's required service area In the event that the City is unable to provide historical channel loading activity, RCC has developed its own computerized radio traffic analysis system that can monitor and capture the actual amounts of air time consumed by the various City departments on a real time basis, if needed. The traffic measurement system can be interfaced with any of the City's existing radio communication networks to record and collect actual traffic usage during a specified time period. Each traffic measurement system is capable of recording air time usage on up to 24 of the City's existing frequencies or channels. Multiple traffic measurement systems units can be deployed simultaneously in different locations of the City to capture the data needed to make an accurate assessment of channel usage activity. Our cost proposal assumes that the City's existing trunked system can provide appropriate traffic data for analysis. An option for measuring traffic data has been included in the cost proposal. City of Fayetteville, Alt Statement of Work -12/20/99 Appendix A, Page 6 • • • RCC has a full-service, Geographic Information Systems (GIS) laboratory at our headquarters in Woodbridge, New Jersey. In addition to analyzing existing radio system activity, our GIS laboratory can, if requested, at additional cost, take incident information collected by the various City departments, and produce thematic maps that clearly indicate where the various hot spots of activity are occurring within the City's service areas. The plotted incident activity can be easily overlaid on radio coverage analyses generated by our Romulus coverage analysis system to provide a visual representation of the correlation of radio coverage provided by various tower sites, and activity levels occurring within each City department. - Dispatch facilities and console system, associated equipment rooms, and personnel areas to determine their suitability for continual use and expansion. Channel or talkgroup assignments required for each operational group within a department to facilitate each group's need for radio communications capability. RCC engineers will also review and consider the requirements for interagency communications for all participating City entities. - Equipment requirements for mobile radios, handheld radios, and related accessories such as carrying devices, speaker microphones, batteries, special headsets, control stations for remote dispatch points, primary and backup CRT - based console systems as needed, and quantities of equipment Including forecasted growth. System redundancy issues including primary and backup communication centers, redundant communications equipment, system control links, auxiliary power systems and surge protection for all critical components. - Site interconnectivity requirements. ➢ Task 5 — Develop Recommendations for Improvement Develop recommendations for existing equipment upgrade/enhancement or system replacement. This will include required equipment, projected costs and an implementation schedule. As part of this effort, RCC will provide the City with an estimate of expected life for both the existing system and the new/upgraded system. RCC will also prepare an implementation plan to develop, procure, implement, and acceptance test the new/upgraded system. City of Fayetteville, All Statement of Work— 12/20/99 Appendix A, Page 7 • • • > Task 6 — Prepare a Long -Range Plan Develop long-range plans for procurement and operation of the new/upgraded communication system. The plan will address FCC requirements and adequacy of the City's existing FCC channel assignments to meet the City's future requirements. > Task 7 — Prepare & Present Phase I Report Once RCC personnel have developed the conceptual system alternatives and budgetary cost estimates, we will meet with the City's project team to present, discuss, and justify our findings and recommendations. We will provide appropriate documentation to support recommendations and conclusions In addition, our staff will complete the following: • Prepare a draft of the Phase I Report identifying all of the work completed to date, specific findings, conceptual alternatives, implementation strategies and budgetary cost estimates to acquire the system alternatives. • Present the draft report for comments by the City's project team and modify, if applicable. • Present final Phase I Report to councils or commissions. • For the purposes of our cost proposal, we have assumed one formal presentation will be required. Additional presentations may be added as necessary, at additional cost. • Deliverable is Phase I Report. City of Fayetteville, AR Statement of Work— 12/20/99 Appendix A, Page 8 • • • Phase II - Detailed System Design, Development of Specifications, & Vendor Proposal Evaluations The focus of Phase II is to refine the conceptual system designs, develop detailed specifications and Requests for Proposals, evaluate vendor responses, and select the best system for the City. The detailed systems design will be incorporated into the request for proposals. The RFP would be the basis upon which each proposal will be judged. Each vendor should be required to respond to all sections of the RFP and include where applicable, which features are optional and at what cost In addition, vendors should be required to submit the cost data separately to enable the project team to evaluate technical responsiveness apart from costs. This approach assures objectivity during the vendor evaluation. The RFP would address specific technical and procedural areas, as well as support areas such as training and maintenance. These areas include: ♦ RFP Response Procedures • System Functional and Operational Requirements • System Design and Performance • Equipment Design and Performance • Optional Equipment • Maintenance Options and Local Support • System/Vendor Information and Qualifications • Installation Requirements • Training Requirements > Task 1 - Project Initiation and Team Orientation • Review Phase II scope, objectives, plans, and requirements with the appropriate team members • Prepare detailed plans, calendar, and milestones including: - Completing List of tasks, timetables, deliverables, and meeting schedules. - Progress meetings proposed on a biweekly basis, in addition to regular contact with the City of Fayetteville personnel * Deliverable consists of a finalized Phase II work plan City of Fayetteville, AR Statement of Work -12/20/99 Appendix A, Page 9 • > Task 2 - Develop Detailed System Designs • Develop detailed system design including finalized system configuration, system functionality, uptime and response requirements, and hardware/software lists for user equipment. • Review detailed design with the project team and modify if necessary. > Task 3 - Assist in Preparation of FCC/FAA Licensing Documents Task 3 is now included in the workplan and cost proposal as requested. • Assist the City of Fayetteville in the preparation of the frequency coordination request and FCC Form 600. • Assist the City with FAA filings should new tower sites be required. • All frequency coordination and licensing fees would be paid by the City of Fayetteville. * Filing of FAA and FCC licensing documents was not requested by the City and is not currently in our cost proposal. ➢ Task 4 - Develop RFP • 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, bidders' conference schedule, and evaluation criteria - Technical requirements including functional and administrative requirements, site preparation, implementation, system testing and acceptance, back-up/recovery, product reliability, and performance requirements - Business requirements including cost sheets for communications equipment, discounts available, maintenance, training, upgrades and expansions, financing proposal options, vendor information, and legal and insurance requirements • Review the draft RFP with the project team and modify draft accordingly if necessary • Issue the RFPs to the qualified vendors and schedule a proposer's conference approximately fifteen (15) days after the issuance of the RFP • Conduct the proposer's conferences and give the vendors an opportunity to ask questions or clarify information in the RFP City of Fayetteville, All Statement of Work— 12/20/99 Appendix A, Page 10 • + • • Allocate an appropriate amount of time for vendors to prepare responses, depending on the scope of the project. * Deliverables: - Approved RFP - Proposer's conference documentation ➢ Task 5 - Develop Criteria 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 ▪ Organization and quality of proposal and oral presentation • Review evaluation criteria with the City of Fayetteville project team • Utilize established evaluation criteria and review all vendor proposals • Arrange off-site visits to view vendors' systems in operation at other customers' premises, if desired by the City. Site visits are not currently included in our cost proposal. • Attend oral presentations by vendors • Provide the City's team with wntten results of the evaluation process and vendor recommendations • Meet with the City's evaluation team to review and discuss evaluation scoring and findings * Deliverables include: ▪ An evaluation criteria for vendor proposals ▪ Proposal clarification addenda • A written evaluation report ➢ Task 6 — Assist City Staff with Two Presentations to City Council RCC will assist the City staff in preparing a presentation of Phase II results to the City Council. At the staffs direction, the cost proposal includes two separate trips to Fayetteville to appear at two Council meetings. Additional appearances before Council can be provided as needed on a "time & materials" basis. An estimate of trip cost has been provided in the cost proposal that follows. City of Fayetteville, AR Statement of Work -12/20/99 Appendix A, Page 11 • • > Task 7 - Assist With Contract Negotiations At the City's request, contract negotiation assistance has been added to the scope of work. We are proposing up to 50 hours of contract negotiation assistance, which we feel is a good estimate for a project of this size. In the event that more than 50 hours of effort are required, RCC will inform the City and add the additional time only after it has been approved by the appropriate City officials. Additional time would be billed at the same hourly rates as the regular in -scope project work. • Assist the City of Fayetteville in the review of vendor contracts. Our assistance does not include legal representation, but rather help in identifying clauses or statements that are not in the City of Fayetteville's best interest. The City of Fayetteville's legal council should also review all contracts. • Develop initial Acceptance Test Plans (ATPS). Our experience indicates that initial acceptance testing requirements are more readily agreed to by prospective vendors during the contract negotiation process. Stringent test requirements will be more difficult to negotiate after the purchase contract is signed. City of Fayetteville, AR Statement of Work -12/20/99 Appendix A, Page 12