Res 102-2006 8/1/2006 RESOLUTION NO. ��
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WICHITA
FALLS, TEXAS, APPROVING A PROFESSIONAL SERVICES
AGREEMENT WITH RCC CONSULTANTS IN THE AMOUNT OF
$194,750; FINDING AND DETERMINING THAT THE MEETING AT
WHICH THIS RESOLUTION WAS PASSED WAS OPEN TO THE
PUBLIC AS REQUIRED BY LAW.
WHEREAS, the City Council assigned a high priority in the 2006-2007 Strategic
Plan to the installation of Mobile Data Terminals; and
WHEREAS, City staff wishes to continue a professional working relationship with
RCC Consultants, Inc.; and
WHEREAS, RCC Consultants has proposed a Professional Services Agreement
in the amount of 194,750 to assist with the procurement and installation of Mobile Data
Terminals.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF WICHITA FALLS, TEXAS, THAT:
SECTION 1. The attached Professional Services Agreement with RCC
Consultants, in the amount of $194,750, is hereby approved.
SECTION 2. It is hereby officially found and determined that the meeting at
which this resolution was passed was open to the public as required by law.
PASSED AND APPROVED this the day of 1 day of August, 2006.
MAYOR RO M
AiTEST:
C y Clerk
June 23, 2006
Mr. Matt Benoit
Assistant City Manager
City of Wichita Falls
1300 7th Street
Wichita Falls, TX 76301
Dear Mr. Benoit:
Enclosed is a final workplan and cost proposal for the City of Wichita Falls mobile data project.
This includes the preparation of two RFP's, one for mobile data applications and hardware, and a
second for the wireless data network.
I will be available in case you have questions or would like to discuss the enclosed material. We
are pleased to have the opportunity to continue our work with the City of Wichita Falls to assist
you in this important endeavor. We look forward to initiation of the project in the very near
future.
Sincerely,
Joseph Nasser
Vice President & General Manager — Public Safety Information Systems
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Attachments
� City of Wichita Falls, TX proposal — PROPRIETARY & CONFIDENTIAL
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Approximately four years ago, the City of Wichita Falls retained the services of RCC Consultants, Inc. to
conduct a Phase I Needs Assessment to begin the process of replacing the voice radio, Computer
Aided Dispatch (CAD), Records Management System (RMS) and mobile data systems currently used
by the City's Police and Fire Departments. Due to the amount and complexity of these projects, along
with fiscal constraints, the mobile data system was deferred until a later time. Now that the other
projects are nearing completion, there is a renewed effort to implement mobile data in order to take
advantage of the benefits and efficiencies that this system can provide.
The project was initiated with an overview of various mobile data technologies that are currently
available, along with the benefits and risks of each type of solution. Two days of interviews with various
departments followed in order to provide a common understanding of the needs and potential users
and uses. This was followed with a report summarizing the results of our findings.
Subsequent discussions have identified the preference for a private (as opposed to a leased cellular)
solution that provides adequate bandwidth to allow for current needs as well as anticipated needs in the
near term. As a result, an RFP will be developed for procurement of a private wireless data
infrastructure, with a companion RFP to procure mobile data applications for silent dispatching,
messaging, and field reporting including citations. All of the applications must integrate with the new
CAD and RMS applications from Intergraph.
The sections that follow include a proposed workplan for the project and a cost proposal for consulting
services and out-of-pocket expenses.
Wireless Data Network and Mobile Data Applications
' City of Wichita Falls, TX proposal — PROPRIETARY & CONFIDENTIAL
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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 project team regarding the team's progress
RCC has assembled a team of consultants whose background and prior experience
include the skills necessary to complete this project successfully. The team will be
directed from RCC's Tallahassee office and includes individuals who have worked on
mobile data projects with city and county governments, and have current and relevant
experience in the issues facing the City of Wichita Falls.
As in RCC's work plan for other City projects, this proposal is segmented into three
operational phases. 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—Updating the needs for the Police and Fire, assessing the City's Mobile Data needs and
requirements and translating those needs into system requirements for the new systems. This includes
finalization of recommendations and budgetary cost estimates for the Mobile Data systems.
➢ Phase II—Development of Requests for Proposals (2) for wireless data infrastructure and mobile data
applications, including proposal solicitation, proposal and vendor evaluation, and contract assistance,
as required.
➢ Phase III—Implementation assistance, performance evaluation, and final system acceptance for both
the wireless data system and mobile data applications.
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Task 1—Project Initiation 8 Kickoff
The purpose of Task 1 is to initiate the project and establish points of contact for
additional data gathering that may be necessary. Due to data collection that has been
completed in the past, there is not expected to be any need for additional on-site
meetings or interviews. Some follow-up is anticipated, and is initially expected to be
conducted over the phone, with follow up during the preliminary draft RFP review in
Phase II.
The following activities are included in Task 1:
➢ Development of mobile data application survey for additional data collection
➢ Conference calls with key personnel to finalize initial system requirements
Wireless Data Network and Mobile Data Applications
� City of Wichita Falls, TX proposal — PROPRIETARY & CONFIDEN
Task 2—Review and Identify System Requirements
To assess the needs & requirements for the new systems, RCC personnel
will work with a team of City decision makers to acquire the needed information
through telephone interviews and questionnaires. The interview process is
intended to review, update, and obtain current information on specific program
details that will affect the procurement and implementation of the wireless data
systems and applications. Based on information previously collected, the
amount of effort is minimal, and will be supplemented by a detailed review
process of the preliminary draft documents. These activities are described in
greater detail below.
RCC's proposed workplan includes discussions as needed with the following
agencies:
♦ Police Department
♦ Fire Deparhnent
♦ City's Information Technology Group
For the purposes of the cost proposal, we have included two days of additional
interviews and fact finding. Additional time may be added, if necessary, at
additional cost.
RCC will work with City personnel to coordinate and ensure that the appropriate
staff are available for the scheduled interviews, are informed of the importance
of their input to the success of the project and are adequately prepared for the
interviews.
The interview sessions will provide an opportunity for the City team to provide
input on the system configuration and requirements, and will also enable RCC
personnel to provide an overview of the technology and capabilities that are
currently available.
RCC will identify any recent changes or updates to the technical and operational requirements for the
MDC systems and applications. Such requirements will include:
➢ Required mobile data coverage performance for mobile data devices operating throughout the
City's service area.
➢ Message throughput capacity for the wireless data system.
➢ System reliability and redundancy to ensure reliable performance suitable for the Public Safety
operations.
➢ Software operation and functionality for mobile data applications.
➢ Interagency communications requirements befinreen City departments and other entities.
➢ Interfaces to various svstems and databases for the wireless data
ssytem•
Wireless Data Network and Mobile Data Applications
� City of Wichita Falls, TX proposal — PROPRIETARY & CONFIDENTIAL
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Task 3- Develop Requests for Proposals (RFPs)
RCC will work with the City`s project team to develop a Request for Proposals for a new
city-wide mobile data system and a second Request for Proposals for mobile data
applications including citations. Two different RFPs will be prepared so that vendors
may respond to one or both of the City's Request for Proposals. Many of the data
system providers do not offer mobile data applications, and conversely, many of the
application providers do not offer mobile data systems. The separate RFPs will provide
the most flexibility for the City and the vendor community.
The RFPs will establish the system perFormance requirements for each system and will
be developed in a manner that will allow each vendor to submit its most appropriate
technology and system confr�uration. The RFPs will be the basis upon which each
vendor's proposal will be evaluated. Each vendor will be required to respond to all
sections of the RFP, and include, where applicable, which features and capabilities are
optional and at what cost.
The City may want to consider requiring the vendors to submit their cost information
separately to enable the project team to evaluate the technical responsiveness apart
from proposed costs. This approach may help improve objectivity during the vendor
evaluations.
The RFPs will address specific technical and procedural areas, as well as support
areas such as training and maintenance. These areas will include:
➢ RFP response procedures
➢ System functional & operational requirements
➢ System performance requirements
➢ System reliability and redundancy requirements
➢ Expandability of the proposed systems to accommodate future growth
➢ Optional capabilities & equipment
➢ Maintenance options & local support
➢ System/vendor information & qualifications
➢ System installation & acceptance testing requirements
➢ Training requirements
Upon completion of the initial draft RFPs, RCC will provide an electronic version of each
RFP for review. A single cycle of feedback and suggestions from the project team will
be incorporated into the final document for each RFP. RCC will then finalize the RFPs
and present them to the City for issuance to the vendor community.
Task 4 Prepare Evaluation Criteria
A detailed evaluation matrix will be developed for both of the RFPs. This matrix will be
used to score each requirement for the qualified responding vendors, and includes
associated weighting for each requirement specified. This quantitative approach to
Wireless Data Network and Mobile Data Applications
City of Wichita Falls, TX proposal — PROPRIETARY & CONFIDEN
evaluation provides flexibility in assigning weights to those requirements of most value
to the City, and also provide an independent and supportable process for evaluation.
Task 5- Attend 8� Assist the City Team in Conducting the Pre-Proposal Conference
Within a reasonable time period (typically finro weeks) after the release of the solicitation for proposals, a
pre-proposal conference, held in Wichita Falls, will be conducted to ensure that potential proposers
understand and can respond to each of the RFP specifications. RCC will assist in coordinating the
scheduling of the pre-proposal conferences and assist the City's project team in answering vendor
questions about the project. In order to reduce time and travel expenses, RCC has estimated that a
single trip will allow for participation in both the wireless data and mobile applications pre-proposal
conferences.
Task 6- Initial Evaluation of Proposals
RCC will assist the City's project team in analyzing and evaluating each vendor proposal.
The methodology employed for the final evaluation of proposals will be the utilization of the proposal
evaluation matrices constructed from the RFP document(s) and designed to indicate the conformance
or nonconformance of each proposers submittal.
The vendor proposals will be formally received by Wichita Falls for compliance with minimum response
criteria, and provided to RCC for evaluation. The proposals will be evaluated in detail by the City's team
and RCC for conformance with the requirements of the RFP document.
For the purposes of RCC's cost proposal, we have assumed that we will evaluate the following
maximum number of proposals:
➢ Three (3) Wireless Data infrastructure proposals
➢ Three (3) Mobile Data Applications proposals
Task 7- Attend Vendor Oral Presentations
RCC personnel will attend the vendor oral presentations in Wichita Falls to assist the City team in
understanding each vendors offering. RCC will also prepare a list of questions as may be required to clarify
certain issues not fully explained in the proposals.
For the purposes of RCC's cost proposal, we have proposed the following number of days on-site in Wichita
Falls:
➢ Wireless Data infrastructure System Presentations - 2 days
➢ Mobile Data Applications Presentations - 2 days
A total of 4 presentation days on-site.
The City may elect to make site visits to a selected number of vendor project sites at
which they have installed systems of a nature and size comparable to Wichita Falls.
Since it is unknown at this time whether the City will undertake such site visits, RCC's
cost proposal does not include time and expenses for these trips. In the event that the
City decides to conduct site visits and would like RCC personnel to travel with the City
team to those locations, we can do so at the hourly rates provided in our cost proposal.
Travel expenses would be billed accordingly.
Wireless Data Network and Mobile Data Applications
City of Wichita Falls, TX proposal — PROPRIETARY & CONFIDENTIAL
Task 8- Prepare Evaluation Report
RCC will prepare the final evaluation results including findings and recommendations for each RFP.
The results will be forwarded to the Project Team. RCC personnel will discuss with the Project Team
our findings, results and recommendations.
Task 9- Assist in Contract Negotiations
➢ Assist in Developing Contract Negotiation Strategies
RCC will help ensure that Wichita Falls receives favorable price consideration for
the procured systems and, perhaps as important, contract business and operational
terms that will help foster a timely and responsive completion of the installation and
system acceptance processes. Some of the more important tasks associated with the
negotiation process follow.
➢ Assist Wichita Falls in Contract Negotiations
RCC will assist Wichita Falls in direct contract negotiations with the selected
vendor(s). A negotiating team composed of the project team and other officials
designated by the City will work with RCC during negotiations. RCC does not provide
legal representation, therefore, the City's attorney should also review proposed contract
documents.
➢ Statement of Work (SOW)
Development of a comprehensive Statement of Work (SOW) is an integral part
of contract negotiations for acquisition of the systems. The SOW defines the responsi-
bilities of both the vendor(s) and the City in system implementation and acceptance
testing. Further, the SOW process will further define finite system parameters, such as
CAD software module customization or modification, etc., which will directly affect the
final contract price. RCC will assist the City in reviewing and developing the vendor
SOW and negotiating the impact on final contract price as a result of changes sought
by the City an/or the Project Team during the process.
➢ Establish Acceptance Test Parameters for Hardware and Software
RCC will work with the City team to develop a stringent acceptance testing program prior to execution of a contract.
System providers are more likely to agree to such performance requirements before a contract for the new systems is
executed. The negotiation of testing requirements and pass/fail criteria becomes much more difficult after the
contract is signed.
For the purposes of RCC's cost proposal, we have proposed to provide the following levels of contract
negotiation assistance, which can be used for either project as needed:
➢ Wireless Data infrastructure - 34 hours
➢ Mobile Data Applications - 34 hours
We have included two (2) trips, and a total of four (4) days on-site. In the event that
additional contract negotiation assistance is needed by the City, RCC can provide the
additional services at the hourly rates quoted in our cost proposal. The amount of time
Wireless Data Network and Mobile Data Applications
� City of Wichita Falls, TX proposal — PROPRIETARY & CON FIDENTIAL
we have proposed is representative of other projects of similar size and scope, but it
should be noted that actual requirements vary significantly by vendor.
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The purpose of Phase III is to successfully install and acceptance test the new systems
prior to system cutover. RCC is proposing a nominal level of implementation support
for both the Wireless Data infrastructure and mobile data applications, which are
expected to run concurrently. Each project has one day (8 hours) for project kickoff,
two days for system design review meetings, three (3) days on-site for project meetings,
and six hours of oversight assistance per month for an implementation period of nine
(9) months. We have also included 24 hours of support for coverage testing (wireless
network only), and 24 hours for system acceptance. Additional hours are included for
punchlist issue resolution, project management and executive oversight.
Task 10—Phase III Initiation & Kickoff
The purpose of Task 10 will be to formally initiate the implementation of the new wireless data
infrastructure and mobile data applications projects. The process will begin with an implementation
project kickoff meeting for each project held in Wichita Falls with the City's project team, RCC
Consultants, and the selected vendors' representatives. The purpose of the kickoff meeting will be to
accomplish the following:
➢ Determine who will be involved from each of the participating agencies throughout project
implementation
➢ Discuss and agree on the scope of work contained in the contractual document
➢ Review and agree upon the implementation schedule and milestones to be completed along the way
➢ Review and discuss payment terms tied to milestone performance
Task 11—Attend 8� Participate in Detailed Design Review Meeting with the
Vendors
A detailed system design review (finro days for each project) will be conducted with each
of the involved vendors to thoroughly discuss their proposed system and configuration
prior to the ordering of equipment and development of software. Specific details about
features, capabilities, and functions to be provided by the systems will be discussed in
detail to avoid "project surprises" later in the project.
Task 12—Monitor Vendor Progress 8� Develop Monthly Project Status Reports
RCC will assist the City in monitoring the work performance of the selected vendors and
will review monthly project status reports reflecting the progress and issues that have
arisen during the past month. Recommendations for problem resolution will be
provided on a case-by-case basis.
Wireless Data Network and Mobile Data Applications
� City of Wichita Falls, TX proposal — PROPRIETARY & CON FI D ENTIAL
RCC will work with the City team and vendor(s) to monitor, track, and help resolve
integration issues that may arise during system implementation. We estimate that
approximately 80 hours of time per project will be required to monitor vendor progress
and provide status reporting. A critical assumption is that both projects will run
concurrently.
Task 13 the City in Acceptance Testing of the New Systems
RCC personnel will work closely with the City's project team to help ensure that all of
the new systems and equipment are appropriately tested prior to system acceptance.
The detailed acceptance test plan that was developed prior to contract execution will
serve as the foundation for the acceptance testing process. Each of the systems will be
individually tested to ensure that they meet the performance criteria stated in the
Request for Proposals.
Two-way wireless data system coverage perFormance will be field tested and verified to
ensure that the level of coverage requested by the City has actually been delivered.
RCC has extensive hands-on experience in this area, and has conducted wireless data
system coverage analysis and testing in over 200 U.S. cities.
Prior to final acceptance, a 30 to 90 day performance test will be conducted to ensure
that the new systems are stable and ready for use by the City agencies. The results of
the acceptance testing program will be presented to the City's project team. The
vendors will be provided a list identifying discrepancies that require correction. Upon
satisfactory disposition of the acceptance test process, RCC will recommend that the
City grant system acceptance. RCC will prepare and issue a System Acceptance
Report recommending final acceptance at the appropriate time.
Wireless Data Network and Mobile Data Applications
� .City of Wichita Falls, TX proposal — PROPRIETARY & CONFIDE
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Our cost proposal is based upon the amount of time and level of skill required to complete the proposed
scope of work.
Our cost proposal has been based on a number of assumptions, which are listed below:
➢ Professional fees are based on the scope of the project defined in this document, and may be adjusted if
the scope of work is modified.
➢ The pre-proposal conference for both the wireless data infrastructure and mobile data applications will
be held the same day (moming and afternoon).
➢ The implementation phase for both the wireless data infrastructure and mobile data applications will
run concurrently.
➢ Hourly rates for professional fees beyond the scope of work will be based on RCC standard rates in
effect at the time the work is done. Additional expenses accrued as part of the additional work would
also be billed.
➢ Phase I costs are based upon scheduling interviews via teleconference as needed to gather additional
information. This well help reduce travel expenses.
➢ Invoices will be issued to the City monthly based on the work performed during that month.
➢ Invoices are due within thirty (30) days. Payments not paid within 30 days will be assessed a late fee of
1.5% per month.
➢ Actual out-of-pocket expenses will be in addition and will be billed at actual plus our standard
administrative fee of 12% to cover miscellaneous reimbursable expenses. Out-of-pocket expenses will
include travel and per diem, telephone, printing, copying, and shipping. RCC will make every effort to
ensure that such expenses are reasonable and necessary.
➢ Any meetings required beyond those specifically addressed in RCC's work plan are subject to further
negotiations of the scope of work. On-site attendance at regular (i.e. weekly, monthly, etc.) status
meetings has not been included as part of this effort. The proposed number of trips to Wichita Falls
has been included in the "Travel and Per Diem" section of the cost summary pages that follow.
➢ RCC may move fees and expenses between tasks as long as the total amount billed to the City does not
exceed the contract amount for fees and expenses.
➢ Additional terms and conditions are subject to RCC Consultant's Services agreement.
Cost summary sheets have been provided on the following pages.
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Wireless Data Network and Mobile Data Applications
City of Wichita Falls, TX proposal — PROPRIETARY & CONFIDENTIAL
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2CC
June 23, 2006
RCC CONSULTANTS, INC. TECHNICAL SERVICES CONTRACT
Mobile Data
Wichita Falls, TX
1,2,3
Direct Engineering Expenses
Hours Rate Subtotal
Senior Vice President 15 $ 250.00 $ 3,750.00
Director 368 $ 200.00 $ 73,600.00
Senior Pro�ect En ineer 578 $ 160.00 $ 92,480.00
Mana in Consultant $ �80.00 $ -
Administrative Assistant $ 65.00 $ -
Total $ 169,830.00 $ 169,830.00
Travel and Per Diem Expenses
Rate Subtotal
11 Round Tri Airline Fares #1 $ 600.00 $ 6,600.00
9 Round Tri Airline Fares #2 $ 600.00 $ 5,400.00
45 Man Da s er Diem $ 150.00 $ 6,750.00
35 Da s Rental Vehicle $ 100.00 $ 3,500.00
Miles $ 0.45
Total $ 2z,2so.00 $ 22,250.00
General and Administrative Fee 12% $ 2,670.00 $ 2 ,670.00
Miscellaneous Ex enses
$ -
Total $ 194 750.00
Wireless Data Network and Mobile Data Applications
� � City of Wichita Falls, TX proposal — PROPRIETARY & CONFIDE