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Res 014-2002 2/5/2002RESOLUTION NO. I L - Q3` RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH RCC CONSULTANTS FOR PROFESSIONAL CONSULTING SERVICES FOR PUBLIC SAFETY COMMUNICATIONS PROJECTS; FINDING AND DETERMINING THAT THE MEETING AT WHICH THIS RESOLUTION WAS PASSED WAS OPEN TO THE PUBLIC AS REQUIRED BY LAW. WHEREAS, on January 3, 2002, the City Council approved a resolution endorsing an application for funding to the Wichita Falls 413 Sales Tax Corporation for consulting services for the Public Safety Communications Project; and WHEREAS, on January 29, 2002, the Board of Directors of the Wichita Falls 4B Sales Tax Corporation met to consider this funding request and approved a budget of $431,000 for these consulting services; and WHEREAS, it is the desire of the City Council to enter into an professional services agreement with RCC Consultants to perform these services. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WICHITA FALLS, TEXAS, THAT: SECTION 1. The City Manager is hereby authorized to enter into a contract for professional consulting services with RCC Consultants, a copy of which is attached to, and made a part of this resolution. 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 5th day of February 2002. ATTEST: City Clerk MAYOR CONSULTANT SERVICES AGREEMENT THIS AGREEMENT is made and entered into as of February 6, 2002, by and between City of Wichita Falls, Texas ( "City") and RCC Consultants, Inc., a Delaware corporation with headquarters offices at 100 Woodbridge Center Drive - Suite 201, Woodbridge, New Jersey 07095 -1125 ( "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 RCC shall perform all services set forth in that certain proposal, dated January 29, 2002, and entitled Radio /CAD /RMS /MDT /Communications Center Proposal, a copy of which is annexed hereto as Appendix "A" and incorporated herein by this reference (the "SOW "). The SOW shall not be modified except by written agreement of the parties hereto. Anything herein to the contrary notwithstanding, if and to the extent City requests RCC to perform additional services not included in the SOW, absent a further written agreement between the parties, City shall compensate RCC for the performance of such additional services on a time and materials basis in accordance with RCC's hourly rate schedule then in effect and the provisions of Article II hereof. ARTICLE II — Fees and Expenses As compensation for the services performed under this Agreement, City shall pay RCC a fee in accordance with this Agreement and the SOW. City shall reimburse RCC for all costs incurred by RCC for travel, lodging, and meals related to the services performed under this Agreement and for third -party products and services procured by RCC on City's behalf at RCC's cost therefor. In addition, City shall pay to RCC an administrative charge equal to ten percent (10 %) of reimbursable expenses to cover RCC out -of- pocket expenses not otherwise itemized on RCC invoices, such as long distance telephone charges, photocopying, and the like. Each month during the term hereof, RCC will submit to City an invoice for the services performed and expenses incurred during the previous month. City shall pay RCC the amount on each such invoice within thirty (30) days of receipt and any amount not paid within such thirty-day period that is not subject to dispute as provided in Article VII (B) shall accrue interest at a rate equal to the lesser of (i) one and one -half percent (1.5 %) per month, or (ii) the highest rate permitted by law. ARTICLE III - Submission of Reports During the term of this Agreement. RCC shall provide to City or its designee such oral or written reports as the latter may reasonably require, and as are specified in the SOW. ARTICLE IV - Period of Performance The performance of RCC's services hereunder shall commence as soon as practicable after the execution and delivery of this Agreement by both parties and, subject to the provisions of ARTICLE VII hereof, shall terminate upon delivery by RCC of materials and reports specified in the SOW, and payment to RCC by City for all services performed and expenses incurred in connection with this Agreement. City and RCC are both interested in maintaining project progress in accordance with the project schedule agreed between City and RCC from time to time. City and RCC will work together to help ensure that work tasks are completed in a timely manner substantially in accordance with the Project Schedule annexed hereto as Appendix B and incorporated herein, as such may be modified from time to time by the mutual consent of Cit., and RCC. In the event that either party needs to contact the other to resolve scheduling issues. the following personnel are to be contacted in the order listed below: RCC contact personnel: RCC Wichita Falls Project Manager Name: (To be completed) Phone: Fax: Email: 2. RCC Consultants, Inc 10700 N. Freeway, Suite 610 Houston, TX 77037 Attention: Gregory A. Munchrath, P.E. Vice President and General Manager, Southwest Region Phone: (281) 999 -1441 Fax: (281) 999 -1546 Email: gmunchrath @rcc.com 3. RCC Consultants, Inc 100 Woodbridee Center Drive. Suite 201 Woodbridge, NJ 07095 -1125 Attention: Andrew H. Alpert, Chief Operating Officer Phone: (732) 404 -2400 Fax: (732) 404 -2585 City scheduling contact personnel: 1. City of Wichita Falls Project Manager Name: Jim Dockery Phone: (940) 761 -7462 Fax: (940) 761 -7470 Email: jdocken,(a,cwftx.net 2. City of Wichita Falls City Manager Name: James Berzina Phone: (940) 761 -7404 Fax: (940) 761 -8833 Email: iberzina!ii,cwftx.net ARTICLE V - Independent Contractor RCC's relationship with 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 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 City. ARTICLE VI - Notice Any notice, request or other communication to either party by the other concerning the terms and conditions of this Agreement shall be in writing and shall be deemed given when actually received by the addressee, having been hand delivered or sent postage prepaid, by certified or registered United States mail, return receipt requested, addressed as follows: If to RCC: RCC Consultants, Inc. 100 Woodbridge Center Drive - Suite 201 Woodbridge, New Jersey 07095 -1125 Attn: Michael W. Hunter President and Chief Executive Officer With a copy to: RCC Consultants, Inc. 10700 North Freeway — Suite 610 Houston, Texas 77037 -1 146 Attn: Gregory A. Munchrath, P.E. Vice President and General Manager If to City: City of Wichita Falls 1300 Seventh Street Wichita Falls, Texas 76301 Attn: Jim Dockery Director of Finance 3 With a copy to: City of Wichita Falls 1300 Seventh Street Wichita Falls, Texas 76301 Attn: James Berzina City Manager The person and the place to which notices are to be mailed to either party may be changed from time to time by notice given in accordance with the provisions of this ARTICLE VI. ARTICLE VII — Termination/Disputes A. Either party may terminate this Agreement at any time with or without cause by giving thirty (30) days written notice to the other party, in which event City's sole obligations shall be to compensate RCC for work actually performed and expenses incurred up to the date of termination. In no event will any payment pursuant to this ARTICLE VII exceed the compensation provided for in ARTICLE II. B. If any invoice is disputed, 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 20 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 VIII - Confidentiality RCC shall not publish, copyright, or otherwise disclose or permit to be disclosed or published, the results of any reports to City concerning the work to be performed pursuant to this Agreement, or any particulars thereof, including forms or other materials developed exclusively for City in connection with the performance by RCC of its services hereunder during the period of this Agreement, without prior written approval of City. RCC, cognizant of the sensitive nature of much of the data supplied by City, agrees to protect the confidentiality of any information designated by 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 confidentiality or similar agreement with 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 IX - Personnel A. Notwithstanding the provisions of ARTICLE V hereof. RCC will assign qualified professional personnel and other RCC support staff, as necessary, to complete the services contemplated by this Agreement. In the event that the employment of any such person should be terminated prior to the termination hereof: then in such event RCC shall. at its discretion. assign such other persons. as necessary, to complete the services. 4 B. 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 X - Indemnity / Liability RCC will indemnify City and hold it, and its officers, agents, representatives and employees harmless from any and all claims, damages, costs, including attorney's fees, and liabilities of any kind directly resulting from the willful misconduct of RCC or its employees. representatives, or agents or the negligent 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 City or its employees, representatives, or agents. In no event shall RCC be liable for lost profits, special, incidental, consequential, or indirect damages suffered by City. The parties agree that in no event will RCC's liability exceed the amount of compensation paid to RCC by City, or RCC's insurance coverage, whichever is less. ARTICLE XI - Insurance RCC shall take out and carry during the entire term of this Agreement general liability, automobile liability, excess liability, workers compensation and employers' liability, and errors and omissions ( "E &O ") insurance with limits not less than those set forth in the Certificate of Liability Insurance provided to City, a copy of which Certificate is annexed hereto as Appendix C. ARTICLE XII - Taxes, Unemployment Insurance and Related Items RCC hereby accepts full and exclusive responsibility for the payment of any and all contributions or taxes, or both, for any unemployment insurance, medical and old age retirement benefits, pensions, and annuities now or hereinafter imposed under any law of the United States or any State, which are measured by the wages, salaries or other remuneration paid to persons employed by RCC on the work covered by this Agreement or in any way connected therewith; and RCC shall comply with all administrative regulations and rulings thereunder with respect to any of the aforesaid matters; and RCC shall reimburse City for any of the aforesaid contributions or taxes, or both, or any part thereof, if by law City may be required to pay the same or any part thereof. ARTICLE XIII - General A. Modifications - This Agreement or any part thereof may not be modified, except b" ,tivritten agreement of the parties signed by the duly authorized representatives 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 be a waiver of any such right or remedy to which either party is entitled. nor shall it in any way 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. The venue for any action to enforce any provision of this Agreement shall be exclusively the Texas District Court having jurisdiction over Wichita County. 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. Successors and Assigns — Neither party shall assign or transfer this Agreement or any of its rights hereunder without the prior written consent of the other party, which consent shall not be unreasonably withheld or delayed. Any request to assign or transfer this Agreement shall be deemed to be granted if the recipient of such a request has not acted upon such request within thirty (30) days of its receipt. Notwithstanding the foregoing, RCC shall have the right. without the consent of City, to assign this Agreement and its rights and obligations hereunder to RCC's parents, 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. This Agreement shall inure to the benefit of the parties and their respective permitted 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 reasonably necessary after such occurrence to remedy the effects thereof. G. Entire Agreement - This Agreement constitutes the entire Agreement between the parties and supersedes all previous agreements and understandings relating to the services to be performed under this Agreement. The terms and conditions contained in any purchase order issued by City, to the extent not in conflict with the terms and conditions contained in this Agreement, are incorporated herein by this reference. H. Counterparts — This Agreement may be signed in any number of counterparts, each of which shall be deemed an original, but which together shall constitute one and the same instrument. 6 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their duly authorized representatives as of the date first written above. ATTEST /WITNESS: Name: Tim Dockery Title: Director of Finance ATTEST /WITNESS: 7 By: 'L ame: even T. Api a Title -. - Vice President James Berzina v Title: city Manaber RCC CONSULTANTS, INC. LN Z ame: Michael W. Hunter Title: President and Chief Executive Officer APPENDIX A Mr. Jim Dockery Director of Finance City of Wichita Falls 1300 7th Street Wichita Falls, TX 76301 Dear Mr. Dockery: January 29, 2002 Enclosed is a final workplan and cost proposal for the City of Wichita Falls project. I have incorporated the changes you and I discussed by telephone earlier in this week. As requested, we have proposed a reduced level of implementation support for the CAD/RMS portion of the project, in recognition of the City staffs expertise in that particular area. Our proposal submitted to the City in February of 2001 did not include any consulting assistance to assist the City in the development of a new primary Public Safety communications center. Since the City has asked us to assist in the possible development of a new Public Safety communications center, we have quoted those services separately as an option, which the City may select or discard as it sees fit. I will be available the rest of the afternoon Friday, and on Monday, in case you have questions or would like to discuss the enclosed material. We are pleased to have been selected by 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, Gregory A. Munchrath, P.E. Vice President & General Manager— Southwest Region GAM:pmm Attachments CITY OF WICHITA FALLS, TX PROPOSAL - PROPRIETARY & CONFIDENTIAL Approximately three 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 two-way radio system currently used by the City's Police and Fire Departments. The new system was intended to also support the City's private EMS provider, and will facilitate the easy installation of other City agencies that use two-way radio services at a later date. At the end of the first phase of the radio project, RCC Consultants, Inc. and City staff presented the Needs Assessment findings to the City Council. RCC's findings indicated that the existing radio system should be replaced and that there are other critical systems involved in the dispatching of Public Safety services that also needed immediate attention. The first of these systems was the City's 10- year -old Computer Aided Dispatch/Records Management Systems (CAD /RMS), which was not, at that time, Year 2000 compliant Secondly, the City's Public Safety agencies did not have the benefit of Mobile Data technology that provides in-car computer terminals to help make Public Safety personnel more efficient. Lastly, the City's Police/Fire dispatch center was undersized and no longer capable of meeting the City's growing needs. At the conclusion of Phase I of the radio project, the City elected to postpone Phases II and III of the radio project until adequate funding could be secured. Most recently, the City released a Request for Proposals to obtain qualified independent consulting assistance for the development and implementation of the new citywide radio system, a new Computer Aided Dispatch (CAD) system, a new Records Management System (RMS), and a new wireless data system to support the City's Public Safety agencies. Following the release of the RFP, the City received and evaluated consulting proposals and selected RCC as the firm best qualified to assist the City in this endeavor. Following selection, RCC and the City's staff discussed the scope of services needed and the City's need for the flexibility in undertaking all or portions of the project at this time. In accordance with the City's wishes, we have reconfigured the workplan into three phases as described in Section 2 of this document. Please note that there are economies of scale and scope to be obtained by running all of the different modules of the project (radio, CAD /RMS, and wireless data)in parallel, as opposed to conducting the projects on different time schedules. These economies occur due to a reduction in travel expenses, smoother coordination between RCC staff when the projects are running in parallel, and more efficient project management and oversight. In the event that the City decides to postpone portions of the project for 6 months or more, some adjustment in fees may be required, as the hourly rates for our personnel change on an annual basis. That said, RCC is flexible enough to allow the City to initiate all or portions of the project, based on a schedule that works well for the City of Wichita Falls. Any cost adjustments in professional fees and expenses are expected to be relatively minor in the event that the City would like to stagger the various project modules. During RCC's visit with the City's staff, we also discussed the potential need for consulting assistance to assist the City in developing a new Police/Fire communications center at an alternate location within the City. The current center is undersized and no longer capable of meeting the needs of the City's Public Safety departments. It is RCC's understanding that the City is in the process of developing a new Police /Fire training center that may be considered for expansion to incorporate a new Public Safety communications center facility. As an option, RCC has also provided a consulting proposal to RADIO /CAD /RMS/MDT /COMMUNICATIONS CENTER PROPOSAL - 1 -29 -02 PAGE 1 CITY OF WICHITA FALLS, TX PROPOSAL - PROPRIETARY & CONFIDENTIAL assist the City in the planning and development of a new Public Safety communications center. This assistance would occur during Phase I of the project and is priced separately so that the City can elect to incorporate these services into the project if appropriate. The purpose of that effort would be to provide spatial planning for the new communications center's dispatch areas and equipment rooms, and to develop conceptual layouts and configuration of the work and support areas. As we discussed during our meeting with the City's staff, RCC has extensive experience in the development and implementation of Public Safety communications centers throughout the United States and United Kingdom. The sections that follow include a proposed workplan for the project and a cost proposal for consulting services and out -of- pocket expenses. RADIO /CAD /RMS/MDT /COMMUNICATIONS CENTER PROPOSAL - 1 -29 -02 PAGE CITY OF WICHITA FALLS, TX PROPOSAL - PROPRIETARY & CONFIDENTIAL 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 Dallas and Houston offices with particular emphasis on those key individuals who have worked with city and county governments and have current and relevant experience in the telecommunications issues facing the City of Wichita Falls. The methodology and work plan RCC has proposed is designed to provide the City with the flexibility of running all of the project modules (radio, CAD /RMS, wireless data, dispatch center development) concurrently, or to engage the projects on a project by project basis to meet potential City constraints. As in RCC's original work plan for the radio project, 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 1— Updating the needs for the Police, Fire, & EMS radio system, assessing the City's Computer Aided Dispatch and Records Management System (CAD /RMS), and Mobile Data needs and requirements and translating those needs into an implementation strategy for the new systems. This includes recommendations and budgetary cost estimates for the CAD / RMS & Mobile Data systems. Optional Communications Center Study —As an option, RCC has included the time necessary to assist the City in conducting a needs assessment for the developme^± ^t .,o,�, Pnliro /Giro communications center at an alternate facility within the City. Phase II— Development of Requests for Proposals, proposal solicitation, vendor evaluation, and contract assistance, as required. Phase 11"mplementation assistance, performance evaluation, and final system acceptance. RADIO /CAD /RMSIMDT /COMMUNICATIONS CENTER PROPOSAL - 1 -29-02 PAGE 3 CITY OF WICHITA FALLS, TX PROPOSAL - PROPRIETARY & CONFIDENTIAL Task 1— Project Initiation & Orientation The purpose of Task 1 is to initiate the project and conduct a project kickoff and orientation meeting to familiarize the City s project team with the scope of work for the project and project schedule, identify the types of information that will be requested from the participating agencies, and establish appropriate lines of communication between the participating agencies. RCC's personnel will participate in the project kickoff meeting. Prior to the meeting, RCC will work with the City's team to schedule site visits and interview sessions for the participating City agencies. This will help maximize the use of RCC personnel while on -site in Wichita Falls, and is intended to help minimize travel expenses. The following activities are included in Task 1: Site interviews and facility tour scheduling Development of initial Computer Aided Dispatch systems survey Development of initial Police Records Management Systems survey ➢ Development of initial Fire Records Management Systems survey P* Project kickoff and orientation meeting in Wichita Falls ➢ Initial facility and site reviews Task 2— Conduct a Limited Needs Assessment 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 an interview and questionnaire process. 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 radio, CAD /RMS, and wireless data systems. It will identify the CAD /RMS and wireless data communications needs of the City's public safety departments through the process of interviewing and gathering background reports, studies, and other pertinent documentation to identify specific needs & requirements. RCC will employ the use of carefully structured user questionnaires and individual interviews and observations to collect and analyze data pertaining to the current systems and current and long -term system requirements. Carefully structured user questionnaires will be distributed to the City prior to staff interviews. RCC's understanding of current systems and issues raised by users in questionnaires will be explored in greater detail during the interviews. The interview process will permit RCC team members an opportunity to observe existing systems and processes to complete their understanding of the City's requirements and current practices. These activities are described in greater detail below. CAD, RMS, and Wireless Data Questionnaire & Survey Instrument Refinement RCC's standard survey forms and questionnaires will be refined as necessary to meet the specific needs of Wichita Falls: ♦ CAD Survey Development/Refinement – produce a survey instrument to obtain as much of the required information prior to the on -site interviews/visits. Customize the survey to fit the City's requirements. ♦ Police RMS Survey Development/Refinement – produce a survey instrument to obtain as much of the required information prior to the on -site interviews/visits. Customize the survey to fit the City's requirements. RADIO /CAD /RMS/MDT /COMMUNICATIONS CENTER PROPOSAL - 1 -29 -02 PAGE 4 CITY OF WICHITA FALLS, TX PROPOSAL - PROPRIETARY & CONFIDENTIAL ♦ Fire RMS Survey Development/Refinement — produce a survey instrument to obtain as much of the required information prior to the on -site interviews/visits. Customize the survey to fit the City's requirements. ♦ Wireless Data Survey Development/Refinement — produce a survey instrument to obtain as much of the required information prior to the on -site interviews/visits. Customize the survey to fit the City s requirements. Approximately two weeks prior to the Project Kickoff and Orientation meeting, RCC will send a set of data collection documents and a checklist of items of documentation that the participating departments and agencies should have on hand in order to participate effectively in the survey and interview process. Agency - specific survey documents will be provided at this time for each agency to complete. City Staff Interviews RCC will work closely with the City staff to schedule interview sessions so that they may be conducted thoroughly and efficiently. The sessions will be conducted at mutually agreeable locations within the City. RCC staff generally prefers to interview agencies within their own surroundings to allow RCC personnel to observe each department's operation on a first -hand basis. RCC's proposed workplan includes an interview session for the following: ♦ Police Department Fire Department ♦ City's Information Technology Group Since it has been 3 years since the original radio system needs assessment was conducted, RCC will re- interview the City's Police and Fire Departments to determine if their user requirements have changed. For the purposes of the cost proposal, we have included up to 10 group interview sessions (3 radio, 3 CAD /RMS, 4 wireless data). Additional interview sessions may be added, if necessary, at additional cost. Each interview will typically last between one and four hours. The schedule and time will be discussed and reviewed with the City's project team prior to on -site arrival by RCC's staff. If the projects are being conducted in parallel, and in order to maximize the efficiency of the interview process, some City staff may be interviewed together and several RCC staff may jointly interview selected City staff. For example, in order to obtain as much information as quickly as possible and in order to minimize the impact on City staffs time, Mobile Data and CAD /RMS project staff may jointly interview selected City personnel. It will be the responsibility of the City to ensure that City 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. Information to be gathered during the interview process include: ♦ Standard Operating Procedures manuals. ♦ Database schemas, diagrams and dictionaries ♦ LAN/WAN diagrams ♦ Building layout and existing equipment configuration and location ♦ Purchasing criteria and City guidelines for systems procurement ♦ Radio coverage requirements RADIO /CAD /RMS/MDT /COMMUNICATIONS CENTER PROPOSAL - 1 -29-02 PAGE 5 CITY OF WICHITA FALLS, TX PROPOSAL - PROPRIETARY & CONFIDENTIAL The interview sessions will provide an opportunity for the City team to provide input on the system configuration, and will also enable RCC personnel to provide an overview of the technology and capabilities that are currently available from the system providers and others that are "just over the horizon ". In addition, due to our nationwide experience, RCC personnel will be able to provide insight into the ways other cities are solving some of their dispatching and communications requirements. Task 3— Develop Systems Requirements & Estimated Costs RCC will identify the technical and operational requirements for the CAD /RMS /MDT systems. RCC will also update the user requirements for the two -way radio system that were collected during the 1998 needs assessment. Such requirements will include: 9 Required radio coverage performance for mobile radios, portable radios, and mobile data devices operating throughout the City's service area. Radio channel capacity for the voice radio system and message throughput capacity for the wireless data system. System reliability and redundancy to ensure reliable performance suitable for the Public Safety operations. ➢ Primary and backup dispatch center and dispatch console system requirements for the Police and Fire Departments. ➢ Software operation and functionality for wireless data devices. Interagency communications requirements between City departments and other entities. ➢ CAD /RMS features and functionality required to meet the City's needs & requirements. Interfaces to various systems and databases for the wireless data system. Once the systems requirements have been identified and completed, RCC will develop budgetary cost estimates for the systems using current vendor pricing. The budgetary cost estimates will outline the various components of the new systems and will address systems development, procurement, and implementation. If the two -way radio system requirements have changed appreciably, the previous budgetary cost estimate for the radio system will also be updated. In the wireless data area, both City-owned and commercial systems such as Cellular Digital Packet Data (CDPD) will be considered. Considerations for other City telemetry needs (i.e., metering, SCADA, etc.) are not part of this scope of work. Task 4— Present Findings & Recommendations Once the development of technical requirements and budgetary cost estimates have been completed, RCC will prepare a PowerPoint presentation, and will meet with the City's project team to review and discuss the findings. At the City's request, a formal written Needs Assessment Report will not be provided. In the event that the City selects the option to develop a space plan and configuration for a new Public Safety communications center, spatial requirements for the new facility will be incorporated into the presentation. NOTE: The development of a space plan and configuration for a new primary Public Safety communications center was not originally part of our February 2001 proposal to the City. Accordingly, this separate work effort has been provided separately as an option for City consideration. RADIO /CAD /RMS/MDT /COMMUNICATIONS CENTER PROPOSAL - 1 -29 -02 PAGE 6 CITY OF WICHITA FALLS, TX PROPOSAL - PROPRIETARY & CONFIDENTIAL * Deliverables include: • PowerPoint presentation of technical requirements and budgetary cost estimates Budgetary cost estimates Task 1 — Phase II Initiation & Orientation The purpose of Task 1 is to initiate Phase II and conduct a kickoff & orientation meeting to familiarize the City s project team with the Phase II scope of work and project schedule. RCC will attend and conduct this meeting to help ensure a smooth and successful transition to Phase II. Task 2 — Develop Requests for Proposals (RFPs) RCC will work with the City's project team to develop a Request for Proposals for the new citywide radio system and a second Request for Proposals for the CAD /RMS/MDT systems. 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 radio system providers do not offer CAD /RMS or wireless data systems, and conversely, many of the CAD /RMS/MDT providers do not offer two -way radio 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 configuration. 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 y Systemtvendor information & qualifications ➢ System installation & acceptance testing requirements ➢ Training requirements Upon completion of the initial draft RFPs, RCC will meet with the City's project team once to review and discuss the documents. A single cycle of feedback and suggestions from the project team will be incorporated into the final document. RCC will then finalize the RFPs and present them to the City for issuance to the vendor community. RADIO /CAD /RMS/MDT /COMMUNICATIONS CENTER PROPOSAL - 1 -29-02 PAGE 7 CITY OF WICHITA FALLS, TX PROPOSAL - PROPRIETARY & CONFIDENTIAL Task 3 - Attend & Assist the City Team in Conducting the Pre- Proposal Conference Within a reasonable time period (typically two weeks) after the solicitation of proposals, a single pre - proposal conference, held in Wichita Falls, will be conducted to ensure that potential proposers understand and can respond to the RFP specifications. RCC will coordinate the scheduling of the pre - proposal conference and assist the City's project team in answering vendor questions about the project. Task 4 — 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 a formal proposal evaluation matrix 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 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 A proposal evaluation summary that includes a ranking of all proposers and recommendations will be provided to the Project Team with justification for the recommendations. This summary will document the evaluation process, and will aid in avoiding protest action by losing proposers. For the purposes of RCC's cost proposal, we have assumed that we will evaluate the following maximum number of proposals: Two (2) radio system proposals Four (4) CAD /RMS proposals Four (4) mobile data proposals Task 5 — Attend Vendor Oral Presentations RCC personnel will attend the vendor oral presentations in Wichita Falls to assist the City team in understanding each vendor's 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: r Radio System Presentations — 2 days CAD /RMS System Presentations — 2 days ➢ Mobile Data System Presentations — 2 days A total of 6 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. RADIO /CAD /RMS /MDT /COMMUNICATIONS CENTER PROPOSAL - 1 -29 -02 PAGE 8 CITY OF WICHITA FALLS, TX PROPOSAL - PROPRIETARY & CONFIDENTIAL Task 6 - Prepare A Present Evaluation Report RCC will prepare the final evaluation results including findings and recommendations. The results will be forwarded to the Project Team. RCC personnel will schedule a meeting with the Project Team to discuss the findings recommendations. Task 7 — FCC Licensing Assistance Assist the City in preparation of 800 MHz frequency coordination and FCC licensing applications. All frequency coordination and licensing fees are to be paid by the City. Task 8 — 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 responsibilities 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 developing the 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: Trunked Radio System —40 hours r CAD /RMS System — 40 hours Wireless Data System —40 hours 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 we have proposed is representative of other projects of similar size and scope. RADIO /CAD /RMS/MDT /COMMUNICATIONS CENTER PROPOSAL - 1 -29-02 PAGE 9 CITY OF WICHITA FALLS, TX PROPOSAL - PROPRIETARY & CONFIDENTIAL Task 3 - Attend & Assist the City Team in Conducting the Pre- Proposal Conference Within a reasonable time period (typically two weeks) after the solicitation of proposals, a single pre - proposal conference, held in Wichita Falls, will be conducted to ensure that potential proposers understand and can respond to the RFP specifications. RCC will coordinate the scheduling of the pre - proposal conference and assist the City's project team in answering vendor questions about the project. Task 4 — 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 a formal proposal evaluation matrix 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 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 A proposal evaluation summary that includes a ranking of all proposers and recommendations will be provided to the Project Team with justification for the recommendations. This summary will document the evaluation process, and will aid in avoiding protest action by losing proposers. For the purposes of RCC's cost proposal, we have assumed that we will evaluate the following maximum number of proposals: Two (2) radio system proposals Four (4) CAD /RMS proposals Four (4) mobile data proposals Task 5 — Attend Vendor Oral Presentations RCC personnel will attend the vendor oral presentations in Wichita Falls to assist the City team in understanding each vendor's 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: r Radio System Presentations — 2 days CAD /RMS System Presentations — 2 days ➢ Mobile Data System Presentations — 2 days A total of 6 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. RADIO /CAD /RMS /MDT /COMMUNICATIONS CENTER PROPOSAL - 1 -29 -02 PAGE 8 CITY OF WICHITA FALLS, TX PROPOSAL - PROPRIETARY & CONFIDENTIAL Task 6 - Prepare A Present Evaluation Report RCC will prepare the final evaluation results including findings and recommendations. The results will be forwarded to the Project Team. RCC personnel will schedule a meeting with the Project Team to discuss the findings recommendations. Task 7 — FCC Licensing Assistance Assist the City in preparation of 800 MHz frequency coordination and FCC licensing applications. All frequency coordination and licensing fees are to be paid by the City. Task 8 — 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 responsibilities 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 developing the 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: Trunked Radio System —40 hours r CAD /RMS System — 40 hours Wireless Data System —40 hours 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 we have proposed is representative of other projects of similar size and scope. RADIO /CAD /RMS/MDT /COMMUNICATIONS CENTER PROPOSAL - 1 -29-02 PAGE 9 CITY OF WICHITA FALLS, TX PROPOSAL - PROPRIETARY & CONFIDENTIAL The purpose of Phase III is to successfully install and acceptance test the new systems prior to system cutover. It is RCC's understanding that the City has significant implementation expertise within its Information Technology Department At the City's direction, RCC is proposing a reduced level of implementation support for the CAD /RMS portion, consisting of one day (8 hours) of oversight assistance per month for an implementation period of twelve (12) months. We have also included 24 hours of additional CAD /RMS assistance for system acceptance. Accordingly, our Phase III cost proposal includes 120 hours of implementation assistance for the CAD /RMS system. We estimate that our CAD /RMS personnel will make three 1-day trips to Wichita Falls during system implementation. Our cost proposal includes an estimate of travel expenses for the three trips. Accordingly, the tasks listed below describe the implementation activities for the radio and MDT portions of the project Task 1— Implementation Initiation & Orientation The purpose of Task 1 will be to formally initiate the implementation of the new radio anal wireless data systems. The process will begin with an implementation project kickoff meeting 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 2--A tend & Participate in Detailed Design Review Meeting with the Vendors A detailed system design review will be conducted with each of the involved vendors to thoroughly discuss their proposed system and configuration prior to the ordering and manufacturing of equipment and 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 3— Monitor Vendor Progress & Develop Monthly Project Status Reports RCC will assist the City in monitoring the work performance of the selected vendors and will prepare 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. 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 2 days of time per month per project will be required to monitor vendor progress and provide status reporting. Task 4— Assist 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 RADIO /CAD /RMS/MDT /COMMUNICATIONS CENTER PROPOSAL - 1 -29-02 PAGE 10 CITY OF WICHITA FALLS, TX PROPOSAL - PROPRIETARY & CONFIDENTIAL process. Each of the systems will be individually tested to ensure that they meet the performance criteria stated in the Request for Proposals. In addition, the various system interfaces that link the CAD, RMS, and Wireless Data systems together, along with the E9 -1 -1 calling system and 800 MHz trunked radio system, will be tested to ensure that appropriate functionality is provided on a reliable basis. Two -way radio and wireless data system coverage performance will be field tested and verified to ensure that the level of radio 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 completed without a major system failure 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. Note: RCC is not proposing to do any tower climbing as part of the acceptance testing process. 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. Deliverables for Phase III of the radio and wireless data project will include: ➢ Project implementation team organization chart ➢ Finalized project implementation schedule ➢ Monthly project status reports, tracking vendor progress and issues Acceptance testing report summarizing ATP test results and recommendations for further action or RADIO /CAD /RMS/MDT /COMMUNICATIONS CENTER PROPOSAL - 1 -29-02 PAGE 11 CITY OF WICHITA FALLS, TX PROPOSAL - PROPRIETARY & CONFIDENTIAL Our cost proposal is based upon the amount of time and level of skill required to complete the proposed scope of work. As requested by the City, we have segmented our cost proposal in a manner that will allow the City to select all or a portion of the proposed scope of work. Specifically, our cost proposal has been broken down into the following categories: ➢ Phases I Radio, CAD, MDT ➢ Phases II Radio, CAD, MDT Phase III Radio Phase III MDT ➢ Phase III CAD /RMS Professional fees and expenses have been configured to allow the City to select different phases of the project. In the event that the City elects to postpone portions of the work until a later date, work conducted at the later date will be subject to our standard rates in effect at the time the work is undertaken. 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. ➢ Professional fees for Phases I & II are based upon the City conducting radio, CAD /RMS, & MDT portions concurrently, for example, Phase I radio, CAD /RMS, & MDT work running 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 the City scheduling interviews so that they can be conducted during the same trip for the kickoff meeting. This well help reduce travel expenses. ➢ Invoices will be issued to the City monthly based on the work performed during the previous 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 for items such as air fare, rental cars, mileage, hotels, & meals will be billed in addition to professional fees and will be billed at actual plus our standard administrative fee of 10% to cover miscellaneous reimbursable expenses. The 10% administrative charge on reimbursable expenses is to cover RCC out -of -- pocket expenses not otherwise itemized on RCC invoices, such as long distance telephone charges, photocopying, and the like. Please note that although RCC is providing FCC licensing assistance, frequency coordination and licensing fees to the appropriate licensing entities, whether to the FCC or to the coordinating agency, must be paid by the City. 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. Some status meetings will be RADIO /CAD /RMS/MDT /COMMUNICATIONS CENTER PROPOSAL - 1 -29 -02 PAGE 12 CITY OF WICHITA FALLS, TX PROPOSAL - PROPRIETARY & CONFIDENTIAL conducted via teleconference to reduce cost. 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 total combined contract amount for fees and expenses. ➢ Additional terms and conditions are subject to RCC Consultants Services agreement. Cost summary sheets have been provided on the following pages. RADIO /CAD /RMS/MDT /COMMUNICATIONS CENTER PROPOSAL - 1 -29 -02 PAGE 13 CITY OF WICHITA FALLS, TX PROPOSAL - PROPRIETARY & CONFIDENTIAL RADIO /CAD /RMS/MDT /COMMUNICATIONS CENTER PROPOSAL - 1 -29-02 PAGE 14 CITY OF WICHITA FALLS, TX PROPOSAL- PROPRIETARY & CONFIDENTIAL �7 2cc RADIO /CAD /RMS/MDT /COMMUNICATIONS CENTER PROPOSAL - 1 -29-02 PAGE 15 January 29, 2002 RCC CONSULTANTS, INC. TECHNICAL SERVICES CONTRACT City of Wichita Falls, Texas Radio, Mobile Data & CAD / RMS Project City of Wichita Falls, Texas Final Phase I Radio, CAD /RMS, Wireless data Direct Engineering Expenses Hours Rate Subtotal Vice President & General Manager 8 $ 250.00 $ 2,000.00 Radio Engineer / Comm Center PI 134 $ 150.00 $ 20,100.00 Wireless Data Engineer 156 $ 175.00 $ 27,300.00` , CAD / RMS Consultant 172 $ 150.00 $ 25,800.00 rr�� FCC Licensing Specialist $ 135.00 $ - Administrative Assistant 16 $ 55.00 $ 880.00► *.e,.' . Total 486 $ 76,080.00 $ 76,080.00 4 ,Y �.y} .-�i 1 Travel and Per Diem Expenses Rate Subtotal'j, 4 Round Trip Airline Fares #1 @ $ 275.00 $ 1,100.00 2 Round Trip Airline Fares #2 @ $ 1,200.00 $ 2,400.00Jy;j�� {}raw.; - '4^!bi* 15 Man Days per Diem @ $ 125.00 $ 1,875.00 ; 6 Days Rental Vehicle @ $ 70.00 $ 420.00` 846 Miles @ $ 0.37 $ 313.02 -: Total $ 6,108.02 $ 6,108.02 General and Administrative Fee 10% $ 610.80 $ 610.80 Miscellaneous Expenses Total $ 82,798.82 'a. RADIO /CAD /RMS/MDT /COMMUNICATIONS CENTER PROPOSAL - 1 -29-02 PAGE 15 CITY OF WICHITA FALLS, TX PROPOSAL - PROPRIETARY & CONFIDENTIAL r 2cc January 29, 2002, RCC CONSULTANTS, INC. TECHNICAL SERVICES CONTRACT City of Wichita Falls, Texas Radio, Mobile Data & CAD / RMS Project City of Wichita Falls, Texas Final Phase II Radio, CAD /RMS, Wireless data Direct Engineering Expenses Hours Rate Subtotal Vice President & General Manager 20 $ 250.00 $ 5,000.00 Radio Engineer / Comm Center PI 480 $ 150.00 $ 72,000.00 Wireless Data Engineer 316 $ 175.00 $ 55,300.00 CAD / RMS Consultant 350 $ 150.00 $ 52,500.00 FCC Licensing Specialist 8 $ 135.00 $ 1,080.00 Administrative Assistant 80 $ 55.00 $ 4,400.00 Total 1254 $ 190,280.00 $ 1 �n �.. Ir4fJ % y Travel and Per Diem Expenses Rate Subtotal �� �` 4 8 Round Trip Airline Fares #1 @ $ 275.00 $ 2,200.00: 7 Round Trip Airline Fares #2 @ $ 1,200.00 $ 8,400 00 18 Man Days per Diem @ 20 Days Rental Vehicle @ $ 125.00 $ 70.00 $ 2,250 00 $ 1,400.004`s 3146 Miles @ 0.37 $ 1,164.02�i Total $ 15,414.02 $ 15,414.02 F.u`.`° General and Administrative Fee 10 % $ 1,541.40 $ 1,541.40 Miscellaneous Expenses Total $ 207,235.42 RADIO /CAD.'RMS/MDT /COMMUNICATIONS CENTER PROPOSAL - 1 -29 -02 PAGE 16 CITY OF WICHITA FALLS, TX PROPOSAL - PROPRIETARY & CONFIDENTIAL RADIO /CAD /RMS/MDT /COMMUNICATIONS CENTER PROPOSAL - 1 -29-02 PAGE 17 CITY OF WICHITA FALLS, TX PROPOSAL - PROPRIETARY & CONFIDENTIAL <007 2cc January 8, Direct Engineering Expenses Hours Rate Subtotal Vice President & General Manager 32 $ 250.00 $ 8,000.00 Sr. Consultant 404 $ 150.00 $ 60,600.00 Managing Consultant $ 3,300.00a� $ 175.00 $ - fib, s 10 Man Days per Diem @ FCC Licensing Specialist $ 1,250.00 $ 135.00 IS - Administrative Assistant $ 1,120.00 $ 50.00 $ - Total 436 $ 68,600.00 ,a k. St 0- t d 2400 Miles @ $ 0.33 $ 792.00 Total 1 $ 6,462.00 $ 6,462.00 General and Administrative Fee 10% $ 646.20 $ 646.20 Miscellaneous Expenses Total $ 75,708.20 RADIO /CAD /RMS/MDT /COMMUNICATIONS CENTER PROPOSAL - 1 -29 -02 PAGE 18 iiY0. 4 s�VvT.�� P Travel and Per Diem Expenses Rate Subtotal 12 Round Trip Airline Fares #1 @ $ 275.00 $ 3,300.00a� Round Trip Airline Fares #2� fib, s 10 Man Days per Diem @ $ 125.00 $ 1,250.00 16 Days Rental Vehicle @ $ 70.00 $ 1,120.00 �t a 2400 Miles @ $ 0.33 $ 792.00 Total 1 $ 6,462.00 $ 6,462.00 General and Administrative Fee 10% $ 646.20 $ 646.20 Miscellaneous Expenses Total $ 75,708.20 RADIO /CAD /RMS/MDT /COMMUNICATIONS CENTER PROPOSAL - 1 -29 -02 PAGE 18 CITY OF WICHITA FALLS, TX PROPOSAL - PROPRIETARY & CONFIDENTIAL RADIO /CAD /RMS/MDT /COMMUNICATIONS CENTER PROPOSAL - 1 -29-02 PAGE 19 CITY OF WICHITA FALLS, TX PROPOSAL - PROPRIETARY & CONFIDENTIAL �7 2cc RCC CONSULTANTS, INC. TECHNICAL SERVICES CONTRACT City of Wichita Falls, Texas Radio, Mobile Data & CAD / RMS Project City of Wichita Falls, Texas Phase III Wireless Data Implementation & Acceptance Testing January 8, 20021 Direct Engineering Expenses Hours Rate Subtotal Vice President & General Manager 28 $ 250.00 $ 7,000.00 Sr. Consultant $ 150.00 $ - Managing Consultant 178 $ 175.00 $ 31,150.00 $ - $ - FCC Licensing Specialist 1 $ 135.00 $ - Administrative Assistant $ 50.00 $ - Total 206 1 $ 38,150.00 ,n r , jjyy $ 38,150.00 t 4a Travel and Per Diem Expenses 5k Rate Subtotal, Round Trip Airline Fares #1 @ 275.00* 5 Round Trip Airline Fares #2 @ 500.00 $ 2,500.00b 5.5 Man Days per Diem @ $ 125.00 $ 687.50 6 Days Rental Vehicle @ 70.00 $ 420.00i+r , 800 Miles $ 0.33 $ 264,00 �''�T�'Y %3,'�. Total $ 3,871.50 $ 3,871.50 ..,, .r .: v.•. i..- `..•.,i .. :.: '. ;..i ! v..': j.. .`. %_.kt 'T3 .`;4� iX..•.. T- .yi ,i':: -" General and Administrative Fee 10% $ 387.15 $ 387.15 Miscellaneous Expenses Total $ 42,408.65 RADIO /CAD /RMS /MDT /COMMUNICATIONS CENTER PROPOSAL -1 -29-02 PAGE 20 CITY OF WICHITA FALLS. TX PROPOSAL - PROPRIETARY & CONFIDENTIAL RADIO /CAD /RMS/MDT /COMMUNICATIONS CENTER PROPOSAL - 1 -29-02 PAGE 21 CITY OF WICHITA FALLS, TX PROPOSAL - PROPRIETARY & CONFIDENTIAL <007 2cc January 29, RCC CONSULTANTS, INC. TECHNICAL SERVICES CONTRACT City of Wichita Falls, Texas Radio, Mobile Data & CAD / RMS Project City of Wichita Falls, Texas Phase I II Revised CAD /RMS Implementation & Acceptance Testing Direct Engineering Expenses Sr. Consultant Hours Rate I Manager $ 250.00 $ 120 $ 150.00 $ Total Subtotal Subtotal t 3,600.00 312.50 4,122.50 $ 412.25 $ �Y 4,122.50 412.25 22,534.75 RADIO /CAD /RMS/MDT /COMMUNICATIONS CENTER PROPOSAL - 1 -29 -02 PAGE 22 Managing Consultant $ 175.00 $ FCC Licensing Specialist $ 135.00 $ Administrative Assistant $ 50.00 $ Total 120 $ ,nn• : t a °: � � :+ t %gyp , Travel and Per Diem Expenses Rate Round Trip Airline Fares #1 @ $ 275.00 3 Round Trip Airline Fares #2 @ $ 1,200.00 $ 2.5 Man Days per Diem @ $ 125.00 $ 3 Days Rental Vehicle @ $ 70.00 $ Miles @ $ 37.00 Total $ General and Administrative Fee 10% $ Miscellaneous Expenses Total Subtotal Subtotal t 3,600.00 312.50 4,122.50 $ 412.25 $ �Y 4,122.50 412.25 22,534.75 RADIO /CAD /RMS/MDT /COMMUNICATIONS CENTER PROPOSAL - 1 -29 -02 PAGE 22 CITY OF WICHITA FALLS, TX PROPOSAL - PROPRIETARY & CONFIDENTIAL RADIO /CAD /RMS/MDT /COMMUNICATIONS CENTER PROPOSAL - 1 -29 -02 PAGE 23 I ro"" 100"ZIECC January 8, 2002 RCC CONSULTANTS, INC. TECHNICAL SERVICES CONTRACT City of Wichita Falls, Texas Radio, Mobile Data & CAD / RMS Project City of Wichita Falls, Texas Phase I Comm. Center Spacial Planning Direct Engineering Expenses Hours Rate Subtotal Vice President & General Manager 8 $ 250.00 $ 2,000.00 Director 82 $ 200.00 $ 16,400.00 Managing Consultant $ 175.00 $ - 125.00 $ 62.50 1 Days Rental Vehicle $ FCC Licensing Specialist $ $ 135.00 $ - Administrative Assistant 0.33 $ 50.00 $ - Total 90 $ $ 18,400.00 Travel and Per Diem Expenses Rate Subtotal 1 Round Trip Airline Fares #1 @ $ 275.00 $ 275.00 Round Trip Airline Fares #2 0.5 Man Days per Diem @ $ 125.00 $ 62.50 1 Days Rental Vehicle $ 70.00 $ 70.00 200 Miles @ 0.33 $ 66.00 Total $ 473.50 p F v.fr,� General and Administrative Fee 10% $ 47.35 Miscellaneous Expenses Total Final Phase I Comm. Center Study.As $ 18,400.00 -< <r* t r+, s S- $ 473.50 1'X � $ 47.35 aC $ 18,920.85 APPENDIX B Project Schedule Timely completion of the project is dependent upon RCC, the City of Wichita Falls, and the selected vendors working together to complete the project tasks within realistic timeframes. Many of the project tasks have joint responsibility. For example, during the Phase I Needs Assessment, RCC will interview the various City agency personnel to determine their needs & requirements for the new systems. The City will be responsible for ensuring that the City staff are available to attend and participate in the interviews as scheduled. For planning and scheduling purposes, the following project timelines are provided: Description I Duration I Responsibility Needs assessment process 1 120 days from project kickoff I RCC, City * Time for contract negotiation is based upon projects of similar scope in other Texas cities. APPENDIX C ACURDw IFIGATE LFAML# ��UANV� DATE(MMIIDDIYY) 1 ■ V PRODUCER Herbert L. Jamison 6 Co., L.L.C. ■ 02/06/02 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. 100 Executive Drive COMPANIES AFFORDING COVE=RAGE West Orange NJ 07052 COMPANY (973) 731 -0806 A Atlantic Mutual Ins. Co. INSURED COMPANY RCC Consultants, Inc. and subsidiaries B Evanston Ins. Co. COMPANY 100 Woodbridge Center Drive Suite 201 C Woodbridge, NJ 07095 -1125 COMPANY D .... _ _ :........::............... THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED,NOTWITHSTANDINGANY REQUIREMENT, TERMOR CONDITIONOFANYCONTRACT OR OTHER DOCUMENTWITHRESPECTTO WHICHTHIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. CO LTR TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE DATE (MMIDDIYY) POLICY EXPIRATION DATE (MMIDD /YY) LIMITS A GENERALLIAB LITY 486406921 5/07/01 5/07/02 GENERAL AGGREGATE S 2,000,000 X PRODUCTS - COMP /OP AGG S 11000,000 COMMERCIAL GENERAL LIABILITY CLAIMS MADE OCCUR aX PERSONAL 6 ADV INJURY S 11000,000 EACH OCCURRENCE $ 11000,000 OWNER'S 8 CONTRACTOR'S PROT FIRE DAMAGE (Any one fire) S 100,000 MED EXP (Any one person) S 5,000 A AUTOMOBLELIABLITY ANY AUTO 486406921 5/07/01 5107102 COMBINED SINGLE LIMIT $ 1,000,000 X BODILY INJURY (Per person) s ALL OWNED AUTOS SCHEDULED AUTOS HIRED AUTOS NON-OWNED AUTOS BODILY INJURY (Per accident) s PROPERTY DAMAGE $ GARAGELIABLITY AUTO ONLY • EA ACCIDENT $ ANY AUTO OTHER THAN AUTO ONLY: EACH ACCIDENT S AGGREGATE $ A EXCESS LIABLMY 486406921 5/07/01 5/07/02 EACH OCCURRENCE S 5,000,000 AGGREGATE $ 5,000,000 X UMBRELLA FORM s OTHER THAN UMBRELLA FORM A WORKERS COMPENSATION AND EMPLOYERS' LIABILITY 400524537 5/07/01 5/07/02 X WC STATU• OTH- . EL EACH ACCIDENT $ 500,000 THE PROPRIETOR/ INCL PARTNERS /EXECUTIVE EL DISEASE - POLICY LIMIT $ 500,000 EL DISEASE-EA EMPLOYEE S 500,000 OFFICERS ARE: EXCL OTHER B Miscellaneous E 6 0 AE804607 5/07101 5107/02 $5,000,000 Each Claim $5,000,000 Annual Aggregate DESCRIPTION OF OPERATION SILO CATION SIVEHICLESISPECIAL ITEMS Certificate Holder Is Included as an additional insured under General Liability if required by lease or contract and is subJect to policy terms and conditions. Re: Consultant Services Agreement, dated as of February 6, 2002 CERT)FICATENpLDEF ..:.:....:.... ....... .: CANELLAit4N .....:..: SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE City of Wichita Falls EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL ENDEAVOR TO MAIL 1JUU / L11 )L. Wichita Falls, TX 76301 DAYS WD ITTr "t NOTICE ?0 THE CCRT!rICATE HOLDER N %! -!7- BUT FAILURE MAL SUCH NOTICES SHALL IMPOSE NOIOBLIGt TION OR LIABILITY OF ANY ,KIN UPON COMP Y. ITS AGENTS R EPRTSENTATIVES. AUTHORIZED R P SENTATIVE [�� osL.s. � , arel,Ij, ARM �,@ACORD ACORD 25•S (1195) ` CORPORATION 1988 U CEIk lICATE: 171/001/ 00334 APPENDIX B Project Schedule Timely completion of the project is dependent upon RCC, the City of Wichita Falls, and the selected vendors working together to complete the project tasks within realistic timeframes. Many of the project tasks have joint responsibility. For example, during the Phase I Needs Assessment, RCC will interview the various City agency personnel to determine their needs & requirements for the new systems. The City will be responsible for ensuring that the City staff are available to attend and participate in the interviews as scheduled. For planning and scheduling purposes, the following project timelines are provided: Description I Duration I Responsibility � , t s ai6 -Needs assessment process * Time for contract negotiation is based upon projects of similar scope in other Texas cities.