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Home My WebLink AboutO-2001-2516 . . ORDINANCE NO. 2001-J5/~ AN ORDINANCE APPROVING AND AUTHORIZING AN AGREEKENT BETWEEN THE CITY OF LA PORTE AND RCC CONSULTANTS, INC., TO PERFORM PRASE I OF THE CO!OflJHICATIONS PROJECT, INCLUDING HEEDS ASSESSKENT, CONCEPTUAL SYSTD DESIGN, AND PREPARATION OF BUDGETARY COST ESTIDTES, APPROPRIATING NOT TO EXCEED $ 9 9 , 227 .55, TO FUND SAID CONTRACT, DICING VARIOUS FINDINGS AND PROVISIONS RELATING TO THE SUBJECT, FINDING COKPLIANCE WITH THE OPEN DETINGS LAW, PROVIDING AN EFFECTIVE DATE HEREOF. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF LA PORTE: Section 1. The City Council hereby approves and authorizes the contract, agreement, or other undertaking described in the title of this ordinance, in substantially the form as shown in the document which is attached hereto and incorporated herein by this reference. The City Manager is hereby authorized to execute such document and all related documents on behalf of the City of La Porte. The City Secretary is hereby authorized to attest to all such signatures and to affix the seal of the City to all such documents. City Council appropriates the sum not to exceed $99,227.55 from the City of La Porte Capital Improvement Fund Account No. 015-9892-802-1100 to fund said contract. Section 2. The City Council officially finds, determines, recites, and declares that a sufficient written notice of the date, hour, place and subject of this meeting of the City Council was posted at a place convenient to the public at the City Hall of the City for the time required by law preceding this meeting, as required by the Open Meetings Law, Chapter 551, Texas Government Code; and that this meeting has been open to the public as required by law at all times during which this ordinance and the subject matter thereof has been discussed, considered and formally acted upon. The City Council further ratifies, approves and confirms such written notice and the contents and posting thereof. e e ORDINANCE NO. 2001- ~5'llt PAGE 2 Section 3. This Ordinance shall be effective from and after its passage and approval, and it is so ordered. PASSED AND APPROVED, this 10th day of December, 2001. CITY OF LA PORTE ~ By. . ~ . rman. Mal , Mayor ATTEST: ~~ Ct. A-d// Mart a A. Gillett, City Secretary APPROVED: Knox W. Askins, City Attorney e e ~ , ~cc January 2,2002 Mr. Joe Sease Director of Emergency Services City of LaPorte 604 W. Fairmont Parkway LaPorte, Texas 77571 Re: Consultant Services Agreement - Communications System Review Dear Mr. Sease: Enclosed is a fully executed copy of the referenced Agreement, which RCC has taken the liberty of dating as oftoday's date. All of us at RCC are glad that this important project is now to move forwar4. Best wishes for a Happy and Healthy New Year. S:i~erely , &~ Vice President Encl. cc: Gregory A. Munchrath, P.E. RCC Consultants, Inc. . 100 Woodbrid~e Center Drive. Suite 201 . Woodbridge, New Jersey 07095-1125 . tel (732) 404-2400 . fax (732)-404-2556 .". , e e ."...~ .' I CONSULTANT SERVICES AGREEMENT T j Au lt~ 'f '2., 'J.o oJ..-- THIS AGREEMENT is made and entered into as of Ssptemaer --1 2t>61, by and between City of LaPorte, Texas ("Client") and RCC Consultants, Inc., a Delaware corporation with headquarters offices at 100 Woodbridge Center Drive - Suite 201, Woodbridge, New Jersey 07095-1125 ("RCC"). W! T N E ~ ~ E T H: 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 Phase I services set forth in that certain proposal, dated February 23,2001, 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 Client requests RCC to perform additional services not included in the SOW, absent a further written agreement between the parties, Client 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, Client shall pay RCG a fee in accordance with this Agreement and RCC's price proposal, dated June 5, 2001, a copy of which is annexed hereto as Appendix "B" and incorporated herein by, this reference. This fee shall be based on actual time and materials used by RCC to perform the work. The amount shown on Exhibit "B" shall not be exceeded without written permission froin Client. Client shall reimburse RCC for all costs incurred by RCC for travel, lodging, lI\.eals, and other out-of-pocket expenses related to the services performed under this Agreement, and for third-party products and services procured by RCC on Client's behalf, at RCC's cost therefor, plus an administrative charge equal to ten percent (10%) of such cost. Each month during the term hereof, RCC will submit to Client an invoice for the services performed and expenses incurred during the previous month. Client 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 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 e e During the term of this Agreement, RCC shall provide to Client 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 Glient for all services performed and expenses incurred in connection with this Agreement. ARTICLE V - Independent Contractor RCC's relationship with Client 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 Client 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 Client. 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. I 00 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 77037-1146 Attn: Gregory A. Munchrath, P .E. Vice President and General Manager - Southwestern Region If to Client: City of LaPorte 604 W. Fairmont Parkway -2- e e LaPorte, Texas 77571 Attn: Joe Sease Director of Emergency Services 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 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 Client'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. ARTICLE VIII - Confidentiality RCC shall not publish, copyright, or otherwise disclose or permit to be disclosed or published, the results of any reports to Client concerning the work to be performed pursuant to this Agreement, or any particulars thereof, including forms or other materials developed exclusively for Client in connection with the performance by RCC of its services hereunder during the period of this Agreement, withQut prior written approval of Client. RCC, cognizant of the sensitive nature of much of the data, supplied by Client, agrees to protect the confidentiality of any information designated by Client 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 Client, 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. B. Client understands and agrees that RCC has a significant investment in the recruitment, training, and deployment of its personnel and that, if such personnel are hired directly by Client, then RCC will incur substantial direct costs to recruit, train, and deploy new personnel of similar quality and experience and will suffer concomitant disruption of its business interests. Therefore, in order to preserve and further the positive business relationship between Client and RCC, it is agreed that, during the term hereof and for a period of one (I) year after the completion or earlier termination of this Agreement: (1) If Client hires, or induces any other person, firm or entity to hire, an - 3 - e e RCC employee, or any person that was an RCC employee within the preceding three- month period, then Client will pay a release fee to RCC equivalent to the greater of: (a) thirty percent (30%) of the annual compensation (including salary, bonus, and other compensation such as sales commission and deferred compensation) that Client or such other person, fIrm or entity has agreed to pay to such person; or (b) the actual costs incurred by RCC in connection with the recruitment, training, and deployment of a new RCC employee of substantially equal skills and experience. (2) Such release fee will be billed by RCC to Client when the candidate formally accepts the position offered by Client or such other person, fIrm, or entity and is due and payable upon receipt ofRCC's invoice. ARTICLE X - Indemnity / Liabilitv RCC will ind~m.nify Client 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 Client or its employees, representatives, or agents. In no event shall RCC be liable for lost profits, special, incidental, consequential, or indirect damages suffered by Client. The parties agree that in no event will RCC's liability exceed the amount of compensation paid to RCC by Client, or RCC's insurance coverage, whichever is less. ARTICLE XI - Insurance RCC shall take out and carry during the entire term of this Agreement, property damage insurance and general public liability insurance with adequate limits to protect both RCC and Client from liability. RCC shall insure the payment of compensation to its employees in accordance with applicable Worker's Compensation Laws. RCC will maintain adequate General Liability and Auto Liability insurance. RCC will provide Client with a Certificate of Liability Insurance evidencing the insurance coverage provided for herein. ARTICLE XII - Taxes. Unemplovment 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 Client for any of the aforesaid contributions or taxes, or both, or any part thereof, if by law Client may be required to pay the same or any part thereof. -4- e e ARTICLE XIII - General ~ A. Modifications - This Agreement or any part thereof may not be modified, except by written 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. 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 Client, 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 Client, to the extent not in conflict with the terms and conditions contained in this Agreement, are incorporated herein by this - 5 - e e 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. I. Dispute Resolution - The parties will attempt in good faith to resolve any controversy or claim arising out of or relating to this agreement promptly by negotiation between senior executives of the parties who have authority to settle the controversy. The disputing party shall give the other party written notice of the dispute. Within ten (10) days after receipt of said notice, the receiving party shall submit to the other a written response. The notice and response shall include (a) a statement of each party's position and a summary of the evidence and arguments supporting its position, and (b) the name and title of the executive who will represent that party. The executive shall meet at a mutually acceptable time and place within twenty (20) days of the date of the disputing party's notice and thereafter as often they reasonably deem necessary to exchange relevant information and to attempt to resolve the dispute. If the cpntroversy or claim has not been resolved within thirty (30) days of the meeting of the senior executives, the parties sh~ll endeavor to settle the dispute by mediation under the Center for Public Resources Model Procedure for Mediation of Business Disputes or pursue amicable termination. If the matter has not been resolved pursuant to the aforesaid mediation procedure within sixty (60) days of the commencement of such procedure, (which period may be extended by mutual agreement), or if either party will not participate in such procedure, the parties shall pursue amicable termination. -6- e e 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/WIlNESS: CITY OF LaPORTE, TEXAS Bl~~1 Name: 6/ Title: ULySWpJz,y ByQ~ T: ~~ Name: ~~er+7i #er/e/t; ''.1y- Title: Cf /nd/yl~1" A ITESTIWITNESS: RCC CONSULTANTS, INC. By: 2L- ~ ~~ / ~ .,- "l Name: ~ '&#Ae!Z- t..,/. HVAJ"7J9? Title: ~/l~/"'GN7/c~ ~fonn: ,...... ';/Z/ .' '~( ox Askins, City'A~Omey City of La Porte { -7- e e APPENDIX A . , SECTION 1 Our Understanding e e SECTION 1 Our Understanding 1.1 Our Understandinf!' of the Curren.t Situation The City of La Porte currently operates in the VHF (150 MHz) frequency band, with a single repeated channel for Police and EMS, plus a single repeated channel for Fire. Both Police and Fire. have voting receiver sites to enhance portable radio coverage throughout the city area. Both agencies also have the appropriate State Wide VHF radio channels available to them. However, it has been RCC's experience that agencies of your . size are very constrained in their operations by having to do dispatch and coordinate incidents all on the same channel. There is also a simplex (non-repeated) channel used by all other city departments. Again, this situation likely causes extreme radio channel congestion for the end users. The City has a primary PBX operating at City Hall with Public Works, Police and Fire having off premise extensions from this system into their own local telephone systems. The other agencies also have their own direct lines into their systems. In addition, many other city buildings have their own direct lines. We can only assume that this situation may cause some confusion on the part of citizens trying to reach various departments though the City Hall PBX, wherein it may be impossible to transfer the caller, to the appropriate person. The City Qperates two IBM AS-400 systems, combined with a number of Local Area Network servers housed both in City Hall and in other facilities. All servers are connected to the primary servers in City Hall via leased TI or ISDN channels. 1.2 Proiect Goals As we understand, the primary goals of Phase I of the project is to perform a detailed review of all communications systems, determine requirements for systems improvements and provide recommendations,' along with budgetary cost estimates, to implement the improvements. Phase II of the project will encompass developing detailed designs for approved improvements, acquiring vendor proposals and selection/contract negotiations for the new equipment and services. . The goal of Phase ill will be to successfully implement the new systems, provide acceptance testing and assure appropriate end user training prior to actual system cutover. City of La Porte, TX Proposal- 2/23/01 Section 1, Page 1 e e SECTION 2 Our Approach e e SECTION 2 Our Approach , '" 2.1 General ADDroach 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 Our proposed project team consists of full-time RCC personnel whose background and prior experience include the skills necessary to successfully complete this project. The team will be directed from our Houston office with particular emphasis on those key individuals who have worked with Local Government and Public Safety Services providers and have up to the minute experience in the communications issues facing the City of La P,orte. The methodology we propose is designed to provide the City of La Porte with an unbiased assessment of specific radio and voice/data telecommunications needs and provide recommendations for developing and implementing the selected technologies. Our approach to a total project, which will support the City of La Porte through implementation of the new and/or upgraded systems is divided into three 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 - Assessing the City of La Porte's telecommunications needs and requirements and translating those needs into an implementation strategy. This includes a Needs Assessment, Conceptual Alternatives, Budgetary Cost Estimates, and a Final Report with recommendations. · Phase II - Detailed system design, specification development, Requests for Proposals, proposal solicitation, vendor evaluation, and contract negotiation. · Phase III - Implementation assistance for equipment installation, system testing, performance evaluation, and final system acceptance. City of La Porte, TX Proposal- 2/23/01 Section 2, Page 1 e e 2.2 Proiect Worknlan Phase I: Needs Assessment > Task I - Proiect Initiation and Team Orientation · Define City of La Porte's project team members and desired roles · Review project scope, objectives, plans, and requirements with the project team · Review our current understanding of the radio, telephone and data communications operations and the nature of operating relationships among the various service areas and agencies · Prepare finalized Phase I plans, calendar, and milestones including: Complete list of tasks, timetables, deliverables, and meeting schedules Schedule progress meetings for key , milestones, in addition to regular contact with the project team .:. Deliverables include: Project Team Organization Chart Updated Phase I project work plan > Task 2 - Understand Current System and Issues · Assemble and review a listing of the communication equipment and networks Description of existing two-way radio network, dispatch locations and tower sites Existing listing(s) of equipment and FCC licenses Existing and/or planned data communications networks Information, billing and maintenance contracts on telephone systems · Collect relevant forms, reports, statistical data, and existing documentation. This data collection will assist RCC in understanding or verifying: How major functions are performed The flow of voice and data information through the city's various service areas User perceptions of the existing system's (voice, data, radio) effectiveness, and opportunities for improvement Maintenance problems/concerns relating to the existing systems , , Traffic/call volume data will be requested during this task City of La Porte, TX Proposal- 2/23/01 Section 2, Page 2 e . · Review capabilities of existing communications facilities, including: Adequacy of. existing facilities, and their ability to support future communications requirements Age and suitability of existing communication facilities, available space for , new equipment, and any construction necessary to develop these facilities ~ Task 3 - Interview Personnel · Interview City of La Porte personnel to determine the specific operational needs for new system's, both currently and projected through at least the next five years. For purposes of this proposal, five group intervjews have been included. Additional interviews can be added, if deemed necessary by the city. Typically, an interview session requires about one half of a day of professional time (two hours interview time, two hours documentation). The anticipated individuals/groups to be interviewed include: > City Manager & Assistant City Manager > Police Department > Fire/EMS Department > Public Works Department > City IT Department The interview sessions for radio user departments are generally preceded by a questionnaire, which will be reviewed during the interview. .. Prepare typed interview summaries to be returned to each person or group interviewed for review and approval. This helps ensure that our engineers clearly understood the messages conveyed during the interviews and provides interviewees an opportunity to make changes or additions if needed. .:. Deliverable: Interview Summaries City of La Porte, TX Proposal - 2/23/01 Section 2, Page 3 e . ~ Task 4 - Analyze Requirements and Needs Analyze user requirements and needs, including: · Radio coverage requirements for vehicular based mobile radios, portable radios on street, & in buildings. Specific characteristics about how users use their portable radios will be addressed. Portable radios generally operate with lower transmitter power and less efficient antenna systems which necessitates a different infrastructure configuration. These issues must be addressed to help ensure that final system performance matches the users' expectations. · Departmental interoperability needs · Equipment requirements, including forecasted growth · System redundancy issues including backup equipment, system control links and auxiliary power systems for critical components. · Telephone intercommunication needs among departments and requirements for Voice Mail, Automated Attendant and Automatic Call Distribution · Telephone access to city departments by citizens · Current and forecasted requirements for both Local and Wide Area Networking within and between various city departments. .:. The deliverable for this task will be a section in the Needs Assessment Report which summarizes the needs and requirements for the new system's. ~ Task 5 - Develop Conceptual Approaches and Budgetary Cost Estimates Develop conceptual system approaches capable of meeting the city's radio and voice/data needs and requirements. The conceptual alternatives will incorporate redundancy and backup issues and will consider both public and private networks. Consideration will be given to reusing city resources whenever possible. · Develop conceptual system configurations, which can be utilized to unprove overall communications in: ~ Two- way radio communications ~ Voice and data communications · Deliverables include: Conceptual System's Alternatives Budgetary cost estimates for each system alternative City of La Porte, TX Proposal- 2/23/01 Section 2, Page 4 e e ~ Task 6 - Preoare and Present Report , · Review findings' recommendations with the City of La Porte project team and finalize conclusions. Provide documentation to support recommendations and conclusions · Prepare a draft of the final report identifying all of the work completed to date, specific findings, system alternatives, implementation strategies for the short and long-term, and budgetary estimates to acquir~ the approved technologies. The report will include an implementation plan outlining the estimated time frames required to implement system improvements. · Present draft report for comments by the project team and modify, if appropriate. · Present final report to City of La Porte. In many such projects, funding of system implementation often requires a City Council approval. RCC has developed numerous presentations to public and private officials, and if deemed appropriate, RCC will assist the City of La Porte project team in development of a presentation to the City Council. Oral presentations by RCC to the Council would be optional and we would quote costs based on the time and number of trips required for presentations. City of La Porte, TX Proposal - 2/23/01 Section 2, Page 5 e e Phase II: Detailed Desitm. FCC Licensine:. RFPs. and Vendor{s) Selection The focus of Phase IT is to refine the selected 'conceptual system approach, develop detailed specifications and Request for Proposals (more than one may be required), evaluate vendor responses and select the best system(s) for City of La :J;lorte. The detailed system design would be incorporated into each Request for Proposals. The RFP's would be the basis upon which each proposal would be judged. Each vendor should be required to respond to all sections of the RFP and include, where applicable, which features are optional and at what cost. In addition, vendors should be required to submit the cost data separately to enable the project team to evaluate technical responsiveness apart from costs. This approach assures objectivity during the vendor evaluation. The RFPs would address specific technical and procedural areas, as well as support areas such as training and maintenance. These areas include: · RFP Response Procedures · System Functional and Operational Requirements · System Design and Performance · Equipment Design and Performance · Optional Equipment · Maintenance Options and Local Support · SystemN endor Information and Qualifications · Installation Requirements · Training Requirements ~ Task 1 - Project Initiation and Team Orienta~on · Review Phase n scope, objectives, plans, and requirements with the appropriate team members · Prepare detailed plans, calendar, and milestones including: Completing list of tasks, timetables, deliverables, and meeting schedules. Progress meetings proposed on an approximate monthly basis, in addition to regular contact with City of La Porte personnel ' .:. Deliverable consists of a Phase IT work plan City of La Porte, TX Proposal- 2/23/01 Section 2, Page 6 It . ~ Task 2 - Develop Detailed System Designs I · Develop detailed system designs including finalized system configurations, system functionality, uptime, capacity, and response requirements, and hardware/ software lists for user equipment. · Review detailed designs with the City of La Porte project team and modify if necessary. ~ Task 3 - Assist in Preparation of FCC /FAA Licensimz Documents. ifreauired · Assist City of La Porte in the preparation of the frequency coordination request and FCC Form 600, if needed. Assist City of La Porte with FAA filings should new tower sites be required. · All frequency coordination and FCC licensing fees would be paid by City of La Porte. ~ Task 4 - Develo{> RFP's · Develop draft RFP's including: Description of existing systems and services, project background, goals, and objectives Administrative requirements including response format, due date, place and person to whom responses should be addressed, bidders' conference schedule, and evaluation criteria (if desired) Technical requirements including functional and administrative requirements, site preparation, radio coverage, throughput capacity, implementation, system testing and acceptance, back-up/recovery, product reliability, arid performance requirements Business requirements including cost sheets for communications equipment, discounts available, maintenance, training, upgrades and expansions, financing proposal options, vendor information, and legal and insurance requirements · Review the draft RFPs with the City of La Porte project team and modify draft accordingly if necessary · Issue the RFPs to the qualified vendors and schedule a bidder's conference approximately fifteen (15) days after the issuance of the RFPs · Assist City of La Porte in conducting the bidder's conferences and give the vendors an opportunity to ask questions or clarify information in the RFPs City of La Porte, TX Proposal - 2/23/01 Section 2, Page 7 . e · Allocate an appropriate amount of time for vendors to prepare responses, depending on the scope of the project. .:. Deliverables: Approved RFPs Bidder's conference documentation > Task 5 - Develop Proposal Evaluation Criteria and Evaluate Responses · Define evaluation criteria for: Vendorqumification System performance, expansion capabilities and versatility System redundancy Overml cost including initial purchase and support Availability of maintenance support and spare parts locally System Training Organization and quality of proposal and oral presentation · Review evaluation criteria with City of La Porte project team · Utilize established evaluation criteria and review all vendor proposals · Arrange off-site visits to view vendors' proposed systems in operation at other customers' premises · Attend oral presentations by vendors · Provide the City of La Porte team with written results of the evaluation process and vendor recommendations .:. Deliverables include: An evaluation criteria for vendor proposals Proposm clarification addenda A written evaluation report City of La Porte, TX Proposal - 2/23/01 Section 2, Page 8 . e ~ Task 6 - Assist With Contract Negotiations · Assist City of La Porte in the review of vendor contracts. Our assistance does not include legal representation, but rather help in identifying clauses or statements that are not in the company's best interest. The company's legal council should also review all contract documents. · Develop initial Acceptance Test Plans (ATPs). Our experience has shown that acceptance testing procedures and requirements are more readily agreed to by prospective vendors during the contract negotiation process. Stringent test requirements may be more difficult to negotiate after the purchase contract is signed. City of La Porte, TX Proposal- 2/23/01 Section 2, Page 9 . Phase III: Proiect Manae:ement. Performance Evaluation. and Final System Accelltance The focus of Phase III is to help ensure proper installation planning, adequate user training, acceptance testing, and a coordinated cut-over to the new mobile data network. The following paragraphs describe, in general, the major activities in Phase m. ~ Task I - Project Initiation and Team Orientation . Review Phase ill scope,' objectives, plans, and requirements with the appropriate team members . Prepare detailed plans, calendar, and milestones including: Complete list of tasks, timetables, deliverables, and meeting schedules Progress meetings proposed on an approximate monthly basis', in addition to regular contact with team members .:. Deliverable consists of a Phase III workplan ~ Task 2 - Attend Vendor Design Review Meeting(s) . Attend vendor design review meeting(s) at City of La Porte to discuss and review the successful vendor's final system design and implementation schedule. ~ Task 3 - Monitor Progress and Resolve Issues . Monitor vendors' compliance with the proposed implementation schedule . Inspect the assembled systems at the appropriate staging areas . ConGuct "as needed" on-site inspections of installed equipment at the various locations . Notify vendor of discrepancies, if they occur . Coordinate the resolution of implementation problems, if they occur . Prepare monthly project status reports, conduct on-site monthly project implementation meetings, and monitor vendor's progress billing .:. Deliverable: Implementation progress reports /. City of La Porte, TX Proposal- 2/23/01 Section 2, Page 10 - -- e );> Task 4 - Develop Final Acceptance Test Program and Assist the Team in Acceptance Testing · Utilizing the initial A TP developed at the conclusion of contract negotiations, work with City of La Porte's technical staff to develop final acceptance testing,procedures for the new systems including: Equipment delivery Equipment installation (physical and electrical) Functional operation including software Radio coverage System response times Recovery from failure 30 day operation without a major failure · Work with City of La Porte's technical staff to monitor acceptance testing prior to system acceptance. .:. Deliverables include: Acceptance Testing Plan Acceptance Testing Results );> Task 5 - Assist in the Training and Cut-over to the New Communication Systems · Assist the Team in developing a system cut-over plan, coordinate City of La Porte's needs with the successful vendor to help ensure a smooth transition to the new system · Assist City of La Porte and the vendor in the development and scheduling of user training . · Monitor system cut-over and first days of service for each involved system .:. Deliverable is a cut-over plan City of La Porte, TX Proposal - 2/23/01 Section 2, Page 11 e e 2.3 Summary of Deliverables Timely completion and delivery of the communication products and services required by City of La Porte are dependent on realistic planning, monitoring of the project, timely quality control, and identification of slippages in the work schedule. We have provided for each of these by virtU:e of our approach and methodology. In achieving the objectives of this project, City of La Porte will be provided with the following deliverables in: ~ Phase I · A detailed work plan prepared at the beginning of the project · Interview summaries · Alternative system designs and Budgetary Cost Estimates · A final Needs Assessment Report comprising the in-depth assessment of radio, voice & data communications needs, fmdings, conclusions, budgetary costs, and appropriate recommendations for system configurations In the event that City of La Porte needs RCC's assistance in Phases II and ill, the anticipated major deliverables from the projected follow-on phases of our work plan include: ~ Phase II · A detailed work plan prepared at the beginning of Phase II · Monthly progress reports · Detailed system designs · Completed FCC/F AA l,icensing forms .' Approved Request for Proposal · Documentation of bidder's conference · Vendor evaluation of all proposals submitted · Assistance with vendor contract negotiations > Phase III · A detailed work plan prepared at the beginning of Phase ill · Monthly implementation progress reports · Detailed installation schedule · Acceptance Test Plans · Documented A TP results City of La Porte, TX Proposal - 2/23/01 Section 2, Page 12 e . 2.4 Project Manal!ement and Control RCC has developed project administration standards which we will use on this project. Our standards set forth a uniform, documented method of administering projects. These standards will provide the means to effectively monitor and control an important project such as this one. Included in the standards is a method for initiating and maintaining an indexed file of all work papers, such as interview notes, memos, status reports, etc., complied and catalogued during the life of the project. This indexed set of work papers would be organized in the same phase/task/sub-task sequence as the detailed work plans. All information will be available to any authorized City of La Porte staff. To achieve effective project control, project team personnel will: · Develop detailed work plans to the phase and task level · Schedule and assign the work on a task-by-task basis · Check interrelated tasks to give reasonable assurance that there are no scheduling conflicts · Estimate the time required to perform each task · Develop staff requirements · Compare project progress against the original work plan's completion dates · Report project status In summary, effective control of this project will rest on three key elements: · Detailed work plans and well documented working papers · A strong team organization staffed with experienced consultants · Frequent communications with City of La Porte personnel City of La Porte, TX Proposal- 2/23/01 Section 2, Page 13 e e .' .~ SECTION 3 Profile of RCC Consultants, Inc. . e SECTION 3 Profile of RCC Consultants, Inc. 3.1 Introduction to RCC Consultants. Inc. RCC Consultants, Inc. (RCC) is an independent consulting firm specializing in providing consulting services for public and private industry. We currently employ a staff of over 120 people, of which approximately 50 are degreed engineers. Our services include system analysis, evaluation, planning, engineering d~sign, development, project management, testing and licensure ofland mobile communications systems, Mobile Data Communication (MDC) systems, Automatic Vehicle Location (A VL) systems, Computer Aided Dispatch (CAD) and Records Management (RMS) systems, Enhanced 9-1-1 Systems, Geographic Information Systems (GIS), Rural Addressing, PBX systems, and Wide and Local Area data networks, for our clients in the following business categories: · Local Government · Public Safety · Emergency Medical Services · Public Transit · Industrial · Utilities · Commercial · Cellular · Transit · Radio Common Carrier RCC is staffed by personnel with extensive practical experience in both the technical and human engineering aspects of communications systems. Our expertise includes the design, integration, and implementation of the following systems and sub-systems: · 800-935 MHz trunking radio systems providing local, wide-area, statewide or nationwide radio coverage · Conventional two-way radio systems in all currently available frequency bands · Mobile data systems (MDT) · Automatic Vehicle Location systems (A VL) · Computer Aided Dispatch (CAD) · Records Management Systems (RMS) City of La Porte, TX Propo~al- 2/23/01 Section 3, Page 1 e e · Geographic Information Systems (GIS) · Simulcast systems - for paging and land mobile radio systems · E 9-1-1 systems, including MSAG database · Design of Public Safety Dispatch centers · Telephone PBX systems with Voice Mail & ACD · Local and Wide Area Data Networks · Data transmission and carrier systems · Fiber optic transmission systems · Public address and information systems · Microwave radio networks · Subscriber and/or private RF paging · Mobile telephone - conventional and cellular · Alarm and control systems · Supervisory Control and Data Acquisition (SCADA) · Antenna site engineering and management · Point to multi-point data systems in the 900 MHz band · Radiating cable systems for tunnels and subsurface communications In the 800 MHz Trunked Radio arena, we have been competitively awarded over 60 projects. Our staff has up to the minute experience, since we have several"trunked radio projects currently underway. Our radio system experience ranges from small systems to very large systems such as our project with the Commonwealth of Pennsylvania which involves 88 counties and supports 15,000 radios. The City of Atlanta selected RCC to develop and implement a new citywide trunked radio system to help support the 1996 summer Olympics which were held in Atlanta. We recently completed the conceptual design for a system to support all agencies in the State of Texas with almost 30,000 radios. Our staff has' developed and fully implemented Motorola, Com-Net Ericsson, and E.F. Johnson radio systems. A summary listing of some of our projects has been provided in this proposal. City of La Porte, TX Proposal- 2/23/01 Section 3, Page 2 e . In the Mobile Data Systems (MDT) arena, RCC has more experience developing and implementing systems than any other consulting firm in the United States. RCC designed and implemented the Bell South Wireless Data Network, currently operational in over 200 U.S. cities with almost 2000 tower sites. In the CAD systems arena, we have assisted many cities and counties in the development and implementation of CAD and Records Systems including: · City of Austin, TX · City of Bellevue, WN · City of Edmond, OK · City of Harlingen, TX · City of Humble, TX · City of Kearney, NJ · City of Mesquite, TX · City of Odessa, TX · City of San Angelo, TX · Dallas-Fort Worth Airport, TX · Union Township, OH · Collier County, FL · Gaston County, NC · Nassau County, NY · Oswego County, NY RCC staff members have designed and implemented PBX systems for a variety of clients, including the City of College Station, the City of San Marcos, and the CitY of Arlington here in Texas. Many of these systems supported remote nodes connected via fiber optic cable and incorporated both V oiceMail systems and Automatic Call Distribution for large city departments. We have also designed a variety of both Local and Wide Area data networks, including a SONET ring for the City of Los Angeles and a fiber cable network intended to interconnect 355 buildings for the City and County of San Francisco. IncorPorated in January of 1983, RCC is a wholly-owned subsidiary ofT.T.I.L.L.C. We maintain offices in the following locations: · Woodbridge, NJ (Headquarters) · Andover, MA (near Boston) · Phoenix, AZ · Richmond, V A · Houston, TX (southern regional office) · San Francisco, CA (western regional office) · Costa Mesa, CA · Tallahassee, FL · Reno, NV · Portland, OR · Los Angeles, CA · Sacramento, CA · Dallas, TX · Chicago, IL · Damascus, MD (DC area) · Odenton, MD · St. Louis, MO · Harrisburg, P A · Indianapolis, IN · London, England City of La Porte, TX Proposal- 2/23/01 Section 3, Page 3 e . 3.2 Computer Resources RCC owns and operates numerous in-house computer systems. The hardware is categorized as follows: · Over 170 Windows based microcomputers. These computers are used for engineering, word processing, financial analysis, terminal emulation and data base management functions. · 12 Sun Ultra work stations with 21 " SUN monitors. These work stations support a variety of software applications, including our proprietary propagation (radio coverage) analysis system and microwave path design. Each propagation analysis system represents an investment of approximately $150,000. Our Houston office has one of these systems. · Miscellaneous equipment includes color inkjet plotters, image scanners, LaserJet printers, etc. RCC maintains a number of in-house databases to assist us in propagation (radio coverage) analysis, radio tower searches, airport searches etc. These databases include: 3 arc second terrain data of the entire U.S., all FCC licensed radio towers in the U.S., and location and layout of all U.S. airports. 3.3 ProDal!ation (Radio Coveral!e) Analvsis When upgrading an existing radio or mobile data system or developing a new system, propagation (radio coverage) analysis becomes an essential part of the planning and designing process. After evaluating several of the commercially available PC based propagation modeling systems, RCC elected to develop its own in-house analysis system which provides superior performance and includes a number of popular propagation models including Okumura, Okumura Adaptive, Walfish Ikigami, Carey, Bullington, Lee, and Longley-Rice. Our system, known as Romulus, provides propagation (coverage) analysis, frequency reuse (interference) analysis, simulcast system design, terrain path profiling, tower searches, microwave path engineering, and more in a single integrated system. The Romulus system provides an interactive mobile radio and microwave propagation and terrain analysis tool that allows our staff to effectively analyze radio communication sites and microwave paths. The system can overlay land-mobile coverage predictions on maps of virtually any scale. In addition, it can display the vertical terrain cross-section between any two points on the map. This feature helps analyze terrain problems, such as hills or valleys, that will affect radio coverage. City of La Porte, TX Proposal- 2/23/01 Section 3, Page 4 e . Romulus can produce coverage maps at various scales using U.S. Geological Survey topographic maps or virtually any city or parish maps currently used by the City of LaPorte. Coverage maps displaying radio coverage are produced to allow design comparison of various combinations of antenna sites. Romulus accommodates a large number of sites with ease; our engineers frequently provide composite coverage plots covering over 250 repeater site locations. Terrain and land-use, land-cover information greatly enhances the engineer's ability to select sites which meet the performance requirements for the system. Terrain profiles can be accomplished at the touch' of a button, to help analyze problems that affect radio coverage. Romulus represents the state of the art in radio systems engineering tools. In addition to Romulus, RCC has developed a unique computer controlled signal strength measurement system that has been designed for installation in standard passenger automobiles. The system allows measurement of field radio signal levels at intervals varying from 14 to 1,000 or more points per wavelength, depending on the radio frequency and vehicle speed. . The system has a precision, laboratory-grade spectrum analyzer interfaced to a Global Positioning System (GPS) receiver to provide highly accurate signal measurements and location data. The GPS receiver is a satellite-aided navigation unit that continuously monitors its position. The spectrum analyzer measures incoming signals on a specific frequency and downloads each sweep to a portable computer. When the computer records a signal measurement, it prompts the GPS receiver for its current position and records both the signal level and location information on disk. Stored signal level and location information are then retrieved, plotted and analyzed. The field strength measurement system is completely automatic, requiring human intervention only for initialization and termination oftest runs. This system helps us verify that our clients really get the radio coverage promised in Vendor proposals. A brochure containing additional information about Romulus has been included with our proposal. 3.4 Absence of Conflict of Interest RCC is not affiliated with any vendor or manufacturer of radio communication equipment. 3.5 Equal Emplovment Opportunity/Affirmative Action RCC is an equal employment opportunity employer and does not discriminate against any employee or applicant for employment because of age, race, creed, color, national origin, ancestry, marital status, or sex. City of La Porte, TX Proposal- 2/23/01 Section 3, Page 5 e . RCC takes affirmative action to ensure that applicants are recruited and employed and that employees are treated during employment without regard to their age, race, creed, color, national origin, ancestry, marital status,"or sex. RCC's Affirmative Action Plan and current Employee Profil~ are available upon request. City of La Porte, TX Proposal- 2/23/01 Section 3, Page 6 - . SECTION 4 References e . ~ ~ ~cc Consultants, Inc. Consulting Projects Client: City of College Station, Texas Contact: Ron Mayworm Radio Systems Manager City of College Station 1101 Texas Avenue P.O. Box 9960 (409) 764-3406 Project Status: Closed Project Description: System Wide Communications ~tudy RCC Consultants, Inc. was engaged by the City to perfonn a long-range study of all data, voice, and radio communications systems. The study encompassed the entire range of City communications equipment, services and facilities, including: . Microwave telephone and radio network . VHF mobile and hand-held radio . Data communications local and wide area networks . Maintenance procedures and practices . Dispatch centers . Cost analyses . PBX and key systems . Building premise distribution cabling systems . 9-1-1 systems .. CAD systems Recommendations accepted to date include the design and implementation of a new digital PBX with shared voice mail and implementation of Ethernet local area networks utilizing intelligent networking hubs and the 10 Base- T wiring standard, combined with installation of a citywide fiber optic network supporting both voice and data , communications. Video transmission over the same network has been designed and will be implemented at a later date. RCC also conducted a radio communication needs assessment, developed system designs, a budgetary cost estimate, Request for Proposals for a new citywide 800 MHz trunked radio system, and assisted the City in evaluating vendor proposals and selecting a vendor for the new radio system. RCC Consultants, Inc. Selected Projects Rev. 51310O e e ~ , ~cc .' ,. Consulting Projects Client: City of San Marcos, Texas Contact: Chief Larry Kendrick Police Department City of San Marcos 2300 IH-35 South San Marcos, Texas 78666 (512) 753-2110 Project Status: Complete Project Description: Design and"Install City-wide Voice and Data Telecommunications The City initially selected RCC Consultants, Inc. to develop a Needs Assessment and Conceptual System Design (including budgetary cost estimates) of telecommunications equipment to meet the current and future voice and data communications needs of this rapidly growing city. Following presentation of our report and fmdings to the City Council, RCC was retained to develop detailed designs, prepare an RFP, evaluate proposals, recommend vendors and assist in contract negotiations. The system design included a primary PBX with Voice Mail, Automated Attendant with NR, and ACD at City Hall with four (4) remote PBX switches connected to the primary PBX via a combination of City-owned copper and fiber cable. This configuration supports "seamless" DID and intercom while providing dial network backup of DID traffic if a T-l Channel is disabled. The four remote switches share the common voice mail software and automated attendant software. All facilities were cabled with an integrated Category 3 and Category 5 cable plan, which will support 100 MB Ethernet LANs in City offices, with interface via intel~igent hubs to the City hall mainframe. RCC assisted in project management of the installation and supervision of acceptance testing of the systems and voice/data cable networks. RCC Consultants, Inc. Selected Projects 4124/97 e e ~ =- ~cc Consultants, Inc. Consulting Projects Client: City and County of San Francisco San Francisco, California Contact: Denise Brady, Deputy Director Policy, Planning, and Compliance Division Department of Telecommunications 875 Stevenson Street, Fifth Floor San Francisco, California 94103-0948 (415) 554-7011 Project Status: Complete Project Description: Assessment of Existing Telecommunications Infrastructure and Development of a City and County Telecommunications Plan and Implementation Strategy RCC 's services under this contract were identified in three (3) phases: 1. Internal Needs Assessment 2. Alternative Analysis 3. Implementation RCC Consultants, Inc. was retained to develop a comprehensive understanding of the telecommunications" environment of the City and County from a technical, administrative, and cultural perspective. In Phase ], RCC identified, cataloged and reviewed the existing City and County radio, telephone, data, and video networks, diagrams, reports, and documentation to identify current and future telecommunications needs. This included' reviewing various infrastructure assets, rights of way, backbone network topology, contract agreements, and existing telecommunications projects. Internal interviews were also conducted with key City personnel. In Phase 2, RCC developed long tenn communications strategy alternatives to support the major telecommunications network, applications, and telecommunications needs identified in Phase 1 of the project. These alternatives support the present and projected requirements of the City and County of San Francisco. RCC surveyed the telecommunications -marketplace to identify current and emerging telecommunications technologies (i.e. SONET, A TM, Dense Wavelength Division Multiplexing) and issues that may benefit or affect the City and County of San Francisco. The focus of Phase 3 was to develop a specific wide area and metropolitan telecommunications architecture and strategy for all City and County wireline and wireless networks based on an identified and selected alternative provided in Phase 2 of the project. The strategy plan included a technology strategy, operations and maintenance strategy, detailed costlbenefit analysis, assessment of impact on current programs, and a migration and implementation project plan. RCC Consultants, Inc. Selected Projects Rev. 6/29/00 e e ~ , ~cc Consultants, Inc. Consulting Projects Client: . Los Angeles Police Department Los Angeles, California Contact: Linda L. Bunker, Director of Systems Program Manager . Emergency Command Control Communications Systems 250 E. First Street, Room 1500 Los Angeles, California 90012 (213) 485-4453 Project Status: Open: Commenced April 1995 Scheduled Completion: October 2001 Project Description: Management and Technical Consulting for the Implementation of Proposition M Funded Projects Projects Include: . . Upgraded Master Radio System (450-520 MHz simulcast) · Upgraded Mobile Data Terminal System · Engineering and construction of dual 9-1-1 dispatch centers . Systems/facilities design integration · Upgraded Computer Aided Dispatch . E-911 system . Telco infrastructure . LAN/W AN system . Program management services In 1992, the citizens of Los Angeles approved Proposition M, a revenue bond measure funded by a special tax, to implement major upgrades to the Police Depamnent's' Emergency Command Control Communications System (ECCCS). The revenue bond portion of this program is $235 Mil. RCC Consultants, Inc. was retained to advise and assist the City's Program Manager with both program management, as well as technical aspects of the program. The overall program consists of some 13 separate major procurements involving radio, MDT, CAD, Records, PSAP, Dispatch, and Facilities. Two separate dispatch facilities will be engineered and constructed to withstand the largest seismic events anticipated in the region and will be physically separated such that either facility can survive and take over the responsibilities of the other. RCC Consultants, Inc. Selected Projects Rev. 6/29100 e e Los Angeles Police Department (cont'd) .~ Program Management consulting services include program and project planning and master scheduling, maintaining the ECCCS Program Management Plan, Program Management Reviews, contract negotiation support, contractor management and compliance monitoring, quality control and inspection services, contractor change claim management, development of an ECCCS staffmg plan from startup through operations and maintenance, Risk Management, and program documentation management. Technical consulting services include development of contract technical specifications, evaluation of contractor technical progress and compliance, management of acceptance testing, cutover, and implementation of such projects as: . Computer Aided Dispatch . Handheld radio replacement . Voice radio system infrastructure . Data radio system upgrade . · ECCCS facilities and infrastructure site planning . E-91I . LANIWAN . Telco infrastructure . Systems/facilities design integration RCC's services to the City also include: · Review and evaluate the detailed technical, functional, and user's operational requirements for the ECCCS system and subsystems; · Review and evaluate all ECCCS program staff developed solicitation documents, including RFI's, RFQ's, RFP's, and RFB's for the procurement of system segments and services; · Assist the City in reviews and evaluations of proposals, quotes, and other responses received by the ECCCS program; · Assist the City in negotiation of contracts with selected vendors; · Advise the City regarding various policy issues, which may impact the ECCCS program; · Provide special written analyses, studies and reports as required by the Program Manager; .. Develop and fonnalize an ECCCS Risk Management Plan, including: Remedies for unplanned system/subsystem performance; Business consequences of limited or unsuccessful system perfonnance; Unforeseen significant cost growths and schedule slippages · Monitor efforts and provide engineering and administrative insight during ECCCS enhancement program fmal startup and operations implementation; · Participate as requested in design reviews, project reviews, and City staff meetings pertaining to the ECCCS Enhancement and Upgrade Program. Finally, RCC will assist the City during program closeout activities, including validation of acceptance documentation, system and subsystem design documents, technical operations and maintenance manuals, and as- built documentation. RCC Consultants, Inc. Selected Projects Rev. 6129100 e e ~ , ~cc Consultants, Inc. Consulting Projects Client: City of Austin, Texas, Radio Coalition Mike Simpson Acting Wireless Technology Division Manager City of Austin Radio Communications Office 1006 Smith Road Austin, Texas 78721 (512) 927-3209 Contact: Project Status: Open Development of a County-wide 800 MHz Trunked Radio System Capable of Supporting a Coalition of Agencies Residing Within the City of Austin and Travis County Project Description: RCC Consultants, Inc. was retained by the City of Austin and the Austin Radio Coalition to assist in the development of a new County-wide 800 MH~ trunked radio system capable of supporting the participating agencies. The Coalition consists of approximately 40 agencies from both the Public Safety and non-Public Safety sectors, including Capitol Metro, the Transit Authority, and Travis County. The project has been subdivided into three phases, which include: . . Phase I - Needs Assessment, Conceptual System Design, and Budgetary Cost Estimates · Phase II - Detail system design, development of specifications for procurement, evaluation of vendor proposals, and vendor selection · Phase III - Project Implementation, acceptance testing, and cutover to the new system RCC Consultants and the Coalition of agencies completed a thorough Needs Assessment to identify user requirements for the new system. It is the intent of the Coalition to develop a single shared network that would be capable of meeting the needs of all user agencies, which wiJI collectively operate approximately 8,000 radios at system startup. At the completion of the Needs Assessment process, RCC Consultants worked with Coalition agencies to develop several conceptual solutions and budgetary cost estimates, which were presented to the Austin City Council and Travis County Commissioner's Court for approval. The City of Austin held a Bond Election in which approximately $40,000,000 was approved for development of the new system. Total funding of the project is $65 miJIion. RCC Consultants assisted the Coalition in developing system specifications and releasing a Request for Proposals. RCC assisted the Austin Radio Coalition in the evaluation of vendor proposals, final selection of a vendor to install the system, and provided contract negotiation assistance. RCC Consultants, Inc. Selected Projects Rev, 5/3/00 . e ~ ~ ~cc Consultants, Inc. Consulting Projects Client: City of San Antonio, TX Contact: Gary Moeller Director of Information Services Information Services Department 515 S. Frio SaD Antonio, Texas 78207 (210) 207-7076 Project Status: Open Project Description: County-Wide, Multi-Agency 800 MHz Trunked Radio System The City of San Antonio retained RCC to develop a new county-wide 800 MHz trunked radio system to replace their existing 10-year old syste~. The new system will be capable of supporting approximately 6,000 radios, belonging to approximately 24 Public Safety and Public Service agencies of both the City of San Antonio and Bexar Cpunty. New aispatch centers for the San Antonio Police Deparbnent, the San Antonio Fire and EMS Deparbnent, and the Bexar County Sheriff's Office are being completed as part of the project. The new system has been configured to provide greater capacity and coverage than the existing trunked radio system. The City of San Antonio chose RCC to conduct the initial (phase I) Needs Assessment, alternatives analysis, development of conceptual design, and budgetary cost estimates, and then retained RCC in a Phase II project to develop and issue specifications for a Request for Proposals, to evaluate proposals, and to assist in contract negotiations. The Requests for Proposals process has been completed, RCC evaluated proposals, and the City has awarded a $50 million contract to Ericsson, Inc. for a 9-site IMBE digital trunked radio system. RCC has been retained to provide Phase III Project Management of System Implementation. To provide continuity to this process, RCC has assigned a full-time on-site Project Manager who resides in San Antonio for the duration of system installation, acceptance testing and cutover. Rev, 9/9/99 RCC Consultants, Inc. Selected Projects . e .t'" "SECTION 5 Project Team Organization e e SECTION 5 Project Team Organization 5.1 Orl!anization Structure . ., We have assembled a team of consultants whose background and prior experience include the skills necessary to complete this project. Throughout all phases of the project, RCC staff will work closely with the City of La Porte to help ensure that the work products meet the company's goals and objectives. We have assigned a project manager who will be RCC's point of contact for all activities. Our Houston office will be the focal point for the project. The following personnel have been assigned to the project team: Greflorv A. Munchrath, P.E. Executive SDonsor Mr. Munchrath, Vice President and General Manager of the RCC's Southern Region, will be responsible for all contractual agreements and will have overall responsibility for the successful completion of the project. He has over 20 years of experience in the development and implementation of similar systems. Mr. Munchrath is a Registered Professional Engineer in the State of Texas. Mr. Munchrath has consulted with numerous cities and counties, including: . City of Arlington, TX . City of Austin, TX . City of Brownsville, TX · . City of College Station, TX . City of Grand Prairie, TX · City of Harlingen, TX . City of Lubbock, TX . City of McKinney, TX . City of Mesquite, TX . City of Midland, TX . City of Odessa, TX . City of San Angelo, TX . City of San Antonio, TX . City of Waco, TX . City of Wichita Falls, TX . Bexar County, TX . Clark County, NV · Collin County, TX . Galveston County, TX · Las Vegas Metropolitan Police Dept. · Montgomery County, TX . Nevada Power Company . Travis County, TX City of La Porte, TX Section 5, Page 1 Proposal - 2/23/01 . e s. Verdette Hall Proiect Manaeer Mr. Hall will be the Project Manager and will participate in all facets of the day- to...day work on the project He has over 30 years experience in telecommunications and has designed PBX systems, outside cable plant (copper & fiber), and building LAN systems. He has also been project manager on the implementation of 800 MHz trunked radio systems, conventional VHF systems and CADIRMS systems. Jim Baron. PE RF Eneineer Mr. Baron has over 20 years experience in all facets of two-way radio engineering and system implementation. He has recently developed a new shared system for Grapevine, Keller, Hurst & Bedford here in Texas. He was also the primary engineer on the State of Texas design project. Mr. Baron will be the lead RF engineer on the project. Tim Driscoll RF EnJ!ineer Mr. Driscoll has over 15 years experience in designing and maintaining RF systems. His previous experience includes employment with both Motorola and Ericsson, so that he is familiar with all major radio system designs. He will assist Mr. Baron in all RF related activities. Peter Berry PBX & Cable SDecialist Mr. Berry has almost 20 years experience in design and implementation of PBX and data networks. He is a certified BICSI cable plant engineer for both inside and outside cable plant design. Mr. Berry would assist Mr. Hall in all voice and . data communications areas of~e project. Mike Burnev CAD & RMS Soec;alist Mr. Burney is Manager of RCC's Computer Aided Dispatch and Records Management consulting practice. He has 16 years of experience in the CADIRMS field, and has worked with cities and counties throughout the U.S. on the development and implementation of CAD, MDT, and A VL systems. Should any requirement for CAD & RMS Systems become involved in this S.2 RCC Staff Additional support personnel will assist the project team members on an as-needed basis. In particular, RCC has consultants available with additional expertise in dispatch center design, wireless 9-1-1 caller ID and location (FCC Docket 94-102), CAD, Records Management Systems, and Microwave networks. City of La Porte, TX Proposal- 2/23/01 Section 5, Page 2 . e In summary, our staffing plan includes senior professionals with backgrounds directly relevant to this project. They bring outstanding credentials in those areas required by the City of LaPorte. Beyond this, they bring a consulting maturity that will help ensure a smooth and effective working relationship with the company. In the event that any member of the proposed project team is unable to complete the assignment, another member of the RCC organization with similar qualifications will be quickly assigned to the project. 5.3 Resumes Resumes of the individuals assigned to the City of LaPorte project team are included on the following pages. City of La Porte, TX Proposal- 2/23/01 Section 5, Page 3 e e APPENDIX B June 5, 2001 Ms. Martha Gillett City Secretary City of LaPorte 604 W. Fairmont Parkway LaPorte, Texas 77571 Dear Ms. Gillett: RCC Consultants, Inc. (RCC) is pleased to have been selected by the City of LaPorte as the firm best qualified to provide consulting assistance for the City's communications project. The purpose of this correspondence is to provide a cost proposal for the scope of work outline~ in our proposal dated February 23, 200 I. Our cost proposal is based upon our current understanding of the City's scope of work and needs & requirements for the project. Our professional fees are based upon the amount of time and level of skill required to successfully complete the proposed workplan. As requested in the City's RFP, our proposed workplan was broken down into three phases as follows: )> Phase I: Needs Assessment, Conceptual System Design, and preparation of budgetary cost estimates )> Phase II: Development of detail system designs, Request for Proposals to acquire the recommended systems, evaluation of" vendor proposals, and contract negotiation assistance ' )> Phase III: Project implementation assistance and acceptance testing of the new systems It is our understanding that the scope of work includes an assessment of the City's two-way radio communications systems, the City's existing telephone systems and data networking facilities, and the City's Public Safety dispatch facility for Police, Fire, and EMS. Our proposed project team includes personnel who specialize in those various areas of expertise, including wireless voice communications, wireless data communications, telecommunications, and Public Safety Computer Aided Dispatch and Records Management systems. Our proposed project team includes individuals highly skilled in those respective areas. The level of consulting effort required by the City in Phases II and ill will depend upon the particular solutions selected at the end of Phase I of the project. For this reason, our cost proposal addresses Phase I at this time. Once the .various system solutions have been selected at the end of Phase I, RCC will provide a cost proposal to provide consulting assistance for Phases II and ill. The hourly rates shown on our cost proposal are valid for one (1) year, therefore, professional fees for Phase II and III will likely be based upon the same hourly rates quoted for Phase I. Ms. Martha Gillett City of LaPorte . e June 5, 2001 Page Two Our cost proposal represents a "not to exceed" amount unless the City elects to modify the scope of work contained within the contract to be completed between the City and RCC. Our proposed workplan envisions that the kickoff meeting and user interviews will occur during the same week to minimize travel expenses. RCC will invoice the City on a monthly basis for the work completed in the previous month. Invoices will include both professional fees and out-of-pocket expenses for each month. We will utilize our corporate discounts whenever possible to help minimize out-of-pocket expenses. We do not expense items such as overnight express mail, telephone calls, and photocopying of documents. A breakdown of our professional fees and expenses has been provided on the following page. The City will notice that the breakdown includes two different managing consultants under the Direct Engineering Expenses category. One managing consultant will address wireless voice communications issues, the other will address wireless data communications issues. Ms. Gillett, we are available to discuss our proposed workplan and cost proposal either by telephone or in person as needed. I can be reached in our Houston office at 281-999-1441 for further discussion. We were very pleased to have been selected by the City of LaPorte and look forward to working with the City to help make this another one of its success stories. Sincerely, Gregory A. Munchrath, P .E. Vice President & General Manager - Southwest Region GAM:pmm Attachment. cc: Verdette Hall- RCC e e ~cc " 1 ;. l~~{.'; ~"it ,,; ><i.t~'~ '. ~;:'f .~. ~~ ~~I ... . ~CC CONSULTANT~, INC. TECHNIC~LSERVICES CONTRACT , , .1 ~~dio I Mobile Data I P. Safety Dispatch I Telecom I City of LaPorte, TX : 1 Phase I Needs Assessment, Conceptual Design, Budgetary Cost Estimates I' ~-~~~~~~'-~~'''!:;1' '1" 1.{ J,.. ".. .......... . .....,. 'I: ., ,. ..'., '.' . i.... _ . ':" .~. .... ~._...,F.:~. ~~ Task# I Description .1. :I.~ ~. ":;t ;..: .~ ~(: ~:\,.:~.i: .- '.oj':, .. "t' : ~: '. 1 Project Initiation & Orientation -~- "' ., ,. "j . '::.:-~., ,I . I~~_,..'~~ .. ~ 2 Understand Current Systems & Issues . .~~~ ~.. ,.... .". '. ~.}, . .:' :'\. ~c .' ,..:i .--.-----.. ~- 3 Interview Personnel ":..~~' ...--...-...-.....- .---~.;-----~....-:-, - -- '~'!'il.. '",..,. " __~ .' '\ ";:.t:'~:~~'~ :~ .:~ ._<~ 1t--.r-~- ~ .j. .~ :1 Analyze Requirements & Needs ., ..-. ,-'. b' - ':.,. ....:: '),"', " ,;" '" ..r.~ ~l ."" -!I. . r _ f'~. J ~ l'"L. II' ," j.::....~. ~ :.;:.. .1 "It:.: Develop Conceptual Approaches & Budgetary Cost Estimates 0" ; ~ ~'-"~ ".[.~): '.l~:.. 1-" 4"l~' ~.'~ ._, :. ,.," "l, I....=f ~_ Prepare &. Present Report j. \" f .1. j ,~":C:~'\:. .... r.:~ II , .~ 4 5 ~: " ". j!' ...... -'. ! ~ 1 '. .~!.., I. -.....,.-.---,....,., : I-.~I I. .' ~. . .....1- "'. I .. .,,'~.<"~ lj '.... ":"ll~..~tt~,~?, ~ ,.... ,!:. .' f. . loll ", :, . ..i;;.'-' : ~ ';' .", M\ ,\~7''':.::'~'I'' {;~'~.: ,," MoO L ~". I ~f'; . ~ l; ;'.. . ' Tr' j' .. ~ . ~~ l:'; ~~'k~ __, .. . . :..L: .''';' ,. ~~'" ',' '~:~'.. ....1' , ,. " j .f : 1:1 .... d ;;.. .1 . . .... 'r.f+.;i;' ;. " .. :.....:;~;,.,..,~.~.... ~~> '. ~~.. ~'. ,L ~ .. ~1Jr:' J.: . .;"',"). .' 1.~ .l.... ~'-1---:-- -I ..' ":' ... I"~~r .~. .;~, "'~' .::~.: " I. ~ .,. '1, ... ", .1;" .' 'J :~'i:'.~. '., , '~~." : '. . ~ 'I :" .. .i' ... . .' ; --.~... : . . ~, J ).' ;' '. '. .:r .,: .:..U ............ ,.. ~~.~~~~tL:~-.JL:."!'."~ II. ~ : ;: oj . .. ,.. .' ,.!'., ~-~. :r'~' ~:.~ --- ~!.'~~:~:.;': :'..:~.:::~:~y:!r ~t::..;:;.H~':: '::~ ~':"~:~<f;~.\~.':':..f;:~ .~J~::':'''::;::.~j~.~::.'0f..~ .'. ,;~': : ,,:( .. :"4 '-j . ":';'..'" .. ',!','; ," {"'::. ." "';:::."';") ,'" ,m:,:r~. ." "':""FI,.,.: .",:' i"'.';:';~;/:::'., . ..'" -- ., . " jo.':"':; ,..,.' .. ",-,..,'''', '.. ':.'.',':.., ',,""'>: .,.! ":;'.: ... . LaPorte Phase I Cost Proposal.xls \.< ,: .... \ l June 5, 2001/ .' r t:: I.. , ! I Hours ;.~ i . 38 34 ., ..' -- -.--- 90 . ~ 1'. '. ~- 40 ---- -::-----';"~ 152 . ; '. 200 --.i.~~-- ~ " '.. -..-..:......~ ~~~- ~ .i' '. ;. i ''" ~ '. -:~. ---:-~ Page 1 of 2 e e ~cc ~: ;-. .. ~~:-l~"!" SOIL ....~1 " ~. . ....; , 1 RCC CONSULTANTS, INC. TECHNICAL SERVICES CONTRACT Radio I Mobile Data I P. Safety Dispatch I Telecom City of LaPorte, TX Phase I Needs Assessment, Conceptual Design, Budgetary Cost Estimates ~--~-~-~. ~" .~~~ ~: l~.... :~I 'if'.: ,,'" ... ~ . ~ _., ." ;.1. ~~. .t Task# Description ~ : _,~ J,! \: i ." . ~. "oj" .., ....li .f.r,'" l'l':'- : " '1:.1.' .. ~ ," ~ .r :... , ~ ~..j "'8~ ",110." ",'" '. , i .~ I. t. ; .,1 ". I" " ---"....... ! ~~ 'V '<;'., : ...!.I, '-'''i''''':'"'''T::~-. I-:-t.: "..J;.;.:., <: .,' 'I !:,o"!,. .,", ;. .":J',,/ ..~:;'.' : I.~ ~.' ; ..;.....;~ ~--'..--'-t.. . .'w,'-'~~-:~-. ~'.~.. (,~.~~~'-~~~:: .;.~: 0 ~.7~f~~;i" ~~ h ;): . ~... ff" 'C"":r:-:. . t; ~ 0" l~'''' "rl..t:- ~ ~~7~':. '?~.'~'.!.:: w.. .,~ . .~ .jl {;~ 'f.'':;.~-:-:---:-1 ~'.. ;-;.~ I ,~ ,I': 1 ~..' " .-- i ~ .. .~ w .~; ~ __ .~i< r~ .. 't . '~" : -+:", i" ~, :----'-----=--.: ~'"-~. '>r;'."L: .~~~~~ ". ii' .... - :':-:----~. .--;--~......----"'!!~ .. ~. ~L~' ~ .": ~,,:: . . . . . . -- " '1 .". . ~j~' " . '"'"'- ..:.-- -~.--:-- .~ -'.:.--~~~~:-:i~": '~~I. .I ... ~ ,. ,"'Y',f"c... I -. ~ ::f """~- . ,. '~l. :1 ~ . .l :I!'t. J ~,'" "~~:r.. ..4:. ~~: .," .! .; "::'.i' 'r . ~ 0.: '; i" ....\.. ;i..1:....i; .:':.~; ; ',\.., " I. ::;::' i~'\ ! ;~--::-:- ""'-'-'-'-,..--- . . ,.... :,..:',:0":":-::.. : ~'j ~~~\: .~ .' I : r. ~, : '." I. . . ) r ~:" 'W""t'""I-' ... I I '.If. 11; i. ; -'." ...: ".~.' '.~. ' ,,I.d..~~~ ~i~ . ~';I oJ:' I ir .. ~, , . ~----"~, h '. . , , IN . : ,~. . .. .,.; ~ ~~ :~: . ..:~: I.f~ ...: r:: .' '. ' ,. 'J. . 1':: : ..... ....~:J 1~ " ~~ '.J . ~A .j ~~ ,. ~.~ .,' j'i.,:': - 4'" .~~~..l~.J~ :'.' I '. .~ '4' t" ~ 6 t. ., ;1: I fl" ", J ~ ~ _ - .-~----- ~~ .~:. .:.-~~ci;~...~: ':,' :: :'.~ ;:~;~~":' :;.=:' \.:' ~.'::l ~ .. :.', ::u:.. '. " " ',;'. )'..- ~.. -~~~--"-.-~?:r~"~ ':~: :. :_< .':::,'L.:.7:?'~~::~;:~~:}"1~'.":~9~' !':~;. ':!/'!'! ':;:':~~~:'.:~r~~~ ; .: t :";~:".' m,:):,,',";,: :. '\.'ij't .;;',:,;.'::\.: .'. '>:~.!;':., ,.:";;i;t: ,." ,:>' ...;.';';; .c';': ,r~~" . : ."..:,.....:... : ~~~;:.~~~::.-:----;:-..-""!"-;-_.~~..- +. ::. '~ . ;. i :,~ j. TOTAL 554 '" ,~:' '::',!;-.,!, : '. h;". j, ':,l;r: . :~ .ON SIT~ TASKS LaPorte Phase I Cost Proposal.xls June 5, 2OOl~ . r", ~" Hours Q , ----=----- . I ;c- I , L.j~___ , ,- ." ..~ ~-:~~ ,,' ~-""'r:--"~ ~ .. I ~ :.. .. .. " P~ge 2 of 2 . ~ ~cc . ; '" , I;' , " , ". " ~ " ; "r.i"" ,'4 O" '; -~, ~~~ ~:.. ~ i.: . " , " .. '. , ..' " " , .. June 5, 2001 '" , .. .. : ., .. ; RCC CONSULTANTS, INC. TECHNICAL SERVICES CONTRACT .. '. Radio I Mobile Data P. Safety " " I Dispatch I Telecom ,.. " J City of LaPorte, TX ~-' : . " ; " Phase I Needs Assessment, Conceptual Design, Budgetary Cost Estimates " .. " " , . . !r~ ,. ;:~ .. .. ,.' " :':1 .. " " " " I i',.,' 1 .. .. ': " , '" .. .. ft.'l I l' , . ',' or. . ;, '!,' " .....= ,', ,,' .. " : Direct Engineering Expenses .. " " .. '" Hours Rate Subtotal .. .., ". Vice President & General Manaaer 30 $ 250.00 $ 7,500.00 '" ,. Manaaina Consultant 120 $ 175.00 $ 21,000.00 ..',.' '; !' '. .. " Director 116 $ 200.00 $ 23,200.00 " " .. Sr Consultant " .: .: ~. 136 $ 150.00 $ 20.400.00 .. ..' " {.... " . ", Manaaina Consultant 112 $ 175.00 $ 19,600.00 " , , .. .. .- .. Administrative Assistant 40 $ 50.00 $ 2,000.00 , '" " .. .' Total 554 $ 93,700.00 $ 93,700.00 , i .. .. ~i' :: " - .I:~-:_' . ~:." : ..\..' " ..'j'" .. .' , '. . -Ii ", .j .. '. , " . ...... : " ," . ,."l!'.~ ., ~~:: , ,.. : " f } ; :I}: .. ,.\ .. " .j', ..' " .. ." .,1 ; " " : , '!:"'lo , , ,',II '. '1."' .. ,- " : ~.t. ., ~.. ',. .. i.:. " ... ; . ". Travel and Per Diem Expenses .. " I .. Rate Subtotal .. .. .. j.. 4 Round Trio Airline Fares #1 @ $ 650.00 $ 2,600.00 " . 2 Round Trio Airline Fares #2 lCD $ 200.00 $ 400.00 " .j." ;, ~~ ; . .. Davs oer Diem lCD .. I'., 9 Man $ 125.00 $ 1,125.00 .' , .. .:.. 8 Davs Rental Vehicle lCD $ 65.00 $ 520.00 ,; , .. " : , Miles@' .' .....1.'. ." $ 0.33 : ." ~. .. .' ; .. Total $ 4,645.00 $ 4,645.00 '. ,.. '" .....'" ...r~;'.:::~ . ',;;.t-:. . ':' ':i.: .". ;;':~~ - ". ~ '. ": :~.~ .. . .. .. , ' .. : .";'" " '. .. .' .. " .. .. " .... - ," .. ; General and Administrative Fee 19% 1$ 882.55 $ 882.55 " " , ", , .. .". ...~ ',' -- " .. . " , t. -" ;, "Ior t " : , L: " " .' ': " ~' .., .. " " Miscellaneous Exoenses .. " .. .. i .. " .. :'\;' < ~~;,. ~. '.::~; P. " ." ~1i.': ~ _. :....:. .. : ", .1' ..~.,: " _ . . ~.1' I '.r "j"'. . ~'!' ,.,', . t. " ; .. .... .. " , ' " ." '1 " Total $ 99,227.55 " .. ',' h,.; ',"1";' ':':;:.;,. " .. .' .. ," " ..... '. ...~. " .~ ' LaPorte Phase I Cost Proposal.xls .~x..:",........ DATE (MMlDDIYYJ 09/05. 01 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONl Y AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR .AlTER THE COVERAGE AFFORDED BY THE POLICIES BelOW. COMPANIES AFFORDING COVERAGE Herbert L.Jamison . Co.. L.t.C. 100 executive Drive West Orange NJ 07052 (9731 731-0806 INSURED COMPANY ~ Atlantic Mutual Ins. Co. COMPANY B Evanstan Ins. Co: COMPANY C Rce Consultants, Inc. and subsidiaries tOo Woodbridge Center Drive Suite 201 Woodbridge, NJ 07095-1125 :' \':::"~.':"" .~~. THIS IS TO CERTIFY THA TTHEPOLlCIES OF INSURANCE LISTED BELOWHA VEBEENISSUED TO THE INSURED NAMED ABOVEFORTHEPOLICYPERIOD INDICA TED.NOTWITHST ANDINGANYREQUIREMENT, TERMORCONDITIONOFANYCONTRACTOROTHERDOCUMENTWITHRESPECTTOWHICHTHIS CERTIFICATE MA Y 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. ' . POUCY EFFECTIVE POUCY EXPIRATION DATE (MMlDDIYY) DATE (MMIDDIYY) CO LTIl TYPE OF INSURANCE POUCY NUMBER A CENERAL UABIUTY 486406921 COIAMERCIAL GENERAl LIABILITY CLAIIolS MADE [!] OCCUR OWNER'S & CONlRACTOR'S PROT A "UTOMODU UABlLrrY 486406921 X ANY AUTO ALL OWNED AUTOS SOtEDU.ED AUTOS HIRED AUTOS NON-OWN:D AUTOS CARACE UABILITY ANY AUTO A EXCESS UADILITY 48640&921 X lAolBRELLA FORM OllER 1HAN UMBRB.LA FORM A WORICERS COMPENSATION AND. 400524537 EMPLOYERS' UASLITY "!HE PROPRIETORI 1NCl.. PARTNERSIEXECUTIVE OFFICERS ARE: EXCl OTHER 8 Mlscelleneous E' 0 AE804607 5/07101 5/07102 5/07/01 5/07102 5/0710'1 5/01102 5/07101 5/07102 5/07101 5/07102 DESCRIPTION OF OPERATIONSJLOCATlONSIYEHIa..ESlSPECIAL ITEMS UMITS GENERAL AGGREGATE S 2,000,000 PRODUCTS-COMP/OP AGG S 1,000,000 PERSONAL & ADY INJURY S 1,000,000 EACH OCCURRENCE S 1,000,000 FIRE DAt.lAGE (Anyone lire) S 100,000 IoIED EXP (Any one person) S 5,000 COMBINED S!NGL!= LIMIT s 1.000,000 BODILY IN.AJRY S (per persan) BODILY IN.!URY S (Per accldenl) PROPERTY DAMAGE S AUTO ONI.. Y . EA ACCIDENT S OTHER THAN AUTO 0Nl. Y: EACH ACCIDENT S AGGREGATE S EACH OCCURRENCE S 5,000,000 AGGREGAtE S 5.000.000 S X WC STAllJ. OTM. t~*mJftlj:I~4~~1~[~ EL EACH ACCIDENT S 500,000 EL DISEASE.POLICY LIMIT S 500,000 EL DISEASE-EA EMPLOYEE S 500,000 S5,OOO.OOO Each Claim 55,000,000 Annual Aggregate Insured under Certificate Holder is Included as additional General liabilIty If required by lease or contract and subject to policy terms and conditions. RE: Consultant Services Agreement for Communications Systems Review , ~'m."""""~~ii!r~"',' mJf!_~~ City,of LaPorte 604 W. Fairmont. Parkway laPorte, Texas 77571 SHOILD ANY OF 1ME ABOVE DESCRIBED POUCIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING COMPANY WL1. ENDEAVOR TO MAIL 3D DAYS WRITTEN NOTlel! TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, iiiiTFAlLURE TO MAL SUCH NOTleI! SHALL IMPOSE NO OBUGATlON OR LIABILITY OF ANY KIND UPON THE ACENTS OR REPRESENTATIVES. ORIZED EPRESENT TlVE fBli",,*-J~E" "~,, ,>>v_-,v. . .. ." ~..-. ~. ~... \:::::~ .~... , . .. .'.. ,~~S.,.~ ~ ....} . ~ . ml ... .. ,. seph A. Zamarelll, ARY.. ,........~:~ti.~ . ..... :. .. . .....~~ ~~ ,"1'_ n_ . - ..~:t:c, n.', ~.:~W!..~ CERTIFICATE: 171/0011 00321 e "m8u;rJ Qj.24/0j ORDINANCE NO. 2001-d5/~ AN ORDINANCE APPROVING AND AUTHORIZING AN AGREEMENT BETWEEN THE CITY OF LA PORTE AND RCC CONSULTANTS, INC., TO PERFORM PHASE I OF THE COMHUNICATIONS PROJECT, INCLUDING NEEDS ASSESSMENT, CONCEPTUAL SYSTEM DESIGN, AND PREPARATION OF BUDGETARY COST ESTIMATES, APPROPRIATING NOT TO EXCEED $ 9 9 , 227 .55, TO FUND SAID CONTRACT, MAKING VARIOUS FINDINGS AND PROVISIONS RELATING TO THE SUBJECT, FINDING COMPLIANCE WITH THE OPEN MEETINGS LAW, PROVIDING AN EFFECTIVE DATE HEREOF. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF LA PORTE: Section 1. The City Council hereby approves and authorizes the contract, agreement, or other undertaking described in the title of this ordinance, in substantially the form as shown in the document which is attached heFeto and incorporated herein by this reference. The City Manager is hereby authorized to execute such document and all reThted documents on behalf of the City of La Porte. The City Secretary is hereby authorized to attest to all such signatures and to affix the seal of the City to all such documents. City Council appropriates the sum not to exceed $99,227.55 from the City of La Porte Capital Improvement Fund Account No. 015-9892-802-1100 to fund said contract. Section 2. The City Council officially finds, determines, recites, and declares that a sufficient written notice of the date, hour, place and subject of this meeting of the City Council was posted at a place convenient to the public at the City Hall of the city for the time required by law preceding this meeting, as required by the Open Meetings Law, Chapter 551, Texas Government Code; and that this meeting has been open to the public as required by law at all times during which this ordinance and the subject matter thereof has been discussed, considered and formally acted upon. The City Council further ratifies, approves and confirms such written notice and the contents and posting thereof. e e ORDINANCE NO. 2001-~51~ PAGE 2 Section 3. This Ordinance shall be effective from and after its passage and approval, and it is so ordered. PASSED AND APPROVED, this 24th day of September, 2001. CITY OF LA PORTE By: &~~~ Mayor ATTEST: ~~a.JV~ Mar a . Gillett, City Secretary APP~ ~ Knox W. Askins, City Attorney e ~.. '. .. I ~ ~ ~cc January 2,2002 Mr. Joe Sease Director of Emergency Services City of LaPorte 604 W. Fairmont Parkway LaPorte, Texas 77571 Re: Consultant Services Agreement - Communications System Review Dear Mr. Sease: Enclosed is a fully executed copy of the referenced Agreement, which RCC has taken the liberty of dating as of to day's date. All of us at RCC are glad that this important project is now to move forward. Best wishes for a Happy and Healthy New Year. &'~erely, &~ Vice President Ene!. cc: Gregory A. Munchrath, P.E. RCC Consultants, Inc. 100 Woodbridge Center Drive. Suite 201 . Woodbridge, New Jersey 07095-1125 . tel (732) 404-2400. fax (732)-404-2556 I ,'. . <I 0.." --:..-' ~ e e CONSULTANT SERVICES AGREEMENT j fY\llt1V,t '{ "2.., 'J.o oJ..-- TIDS AGREEMENT is made and entered into as of S~temBer ---1 200t, by and between City of LaPorte, Texas ("Client") and RCC Consultants, Inc., a Delaware corporation with headquarters offices at 100 Woodbridge Center Drive - Suite 201, Woodbridge, New Jersey 07095-1125 ("RCC"). W!TNE~~ETH: 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 Phase I services set forth in that certain proposal, dated February 23,2001, 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 Client requests RCC to perform additional services not included in the SOW, absent a further written agreement between the parties, Client 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 11- Fees and Expenses As compensation for the services performed under this Agreement, Client shall pay RCC a fee in accordance with this Agreement and RCC's price proposal, dated June 5,2001, a copy of which is annexed hereto as Appendix "B" and incorporated herein by this reference. This fee shall be based on actual time and materials used by RCC to perform the work. The amount shown on Exhibit "B" shall not be exceeded without written permission from Client. Client shall reimburse RCC for all costs incurred by RCC for travel, lodging, meals, and other out-of-pocket expenses related to the services performed under this Agreement, and for third-party products and services procured by RCC on Client's behalf, at RCC's cost therefor, plus an administrative charge equal to ten percent (10%) of such cost. Each month during the term hereof, RCC will submit to Client an invoice for the services performed and expenses incurred during the previous month. Client 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 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 e e During the term of this Agreement, RCC shall provide to Client or its designee such oral or written reports as the latter may re;:tSonably 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 Client for all services performed and expenses incurred in connection with this Agreement. ARTICLE V - Independent Contractor RCC's relationship with Client 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 Client 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 Client. 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. 1 0700 North Freeway - Suite 610 Houston, Texas 77037-1146 Attn: Gregory A. Munchrath, P .E. Vice President and General Manager- Southwestern Region If to Client: City of LaPorte 604 W. Fairmont Parkway -2- e e LaPorte, Texas 77571 Attn: Joe Sease Director of Emergency Services 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 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 Client'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. ARTICLE VITI - Confidentialitv RCC shall not publish, copyright, or otherwise disclose or permit to be disclosed or published, the results of any reports to Client concerning the work to be performed pursuant to this Agreement, or any particulars thereof, including forms or other materials developed exclusively for Client in connection with the performance by RCC of its services hereunder during the period of this Agreement, without prior written approval of Client. RCC, cognizant of the sensitive nature of much of the data supplied by Client, agrees to protect the confidentiality of any information designated by Client 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 agreeme~t with Client, 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. B. Client understands and agrees that RCC has a significant investment in the recruitment, training, and deployment of its personnel and that, if such personnel are hired directly by Client, then RCC will incur substantial direct costs to recruit, train, and deploy new personnel of similar quality and experience and will suffer concomitant disruption of its business interests. Therefore, in order to preserve and further the positive business relationship between Client and RCC, it is agreed that, during the term hereof and for a period of one (I) year after the completion or earlier termination of this Agreement: (1) If Client hires, or induces any other person, firm or entity to hire, an - 3 - e e RCC employee, or any person that was an RCC employee within the preceding three- month period, then Client will pay a release fee to RCC equivalent to the greater of: (a) thirty percent (30%) of the annual compensation (including salary, bonus, and other compensation such as sales commission and deferred compensation) that Client or such other person, fIrm or entity has agreed to pay to such person; or (b) the actual costs incurred by RCC in connection with the recruitment, training, and deployment of a new RCC employee of substantially equal skills and experience. (2) Such release fee will be billed by RCC to Client when the candidate formally accepts the position offered by Client or such other person, firm, or entity and is due and payable upon receipt ofRCC's mVOlce. ARTICLE X - Indemnitv I Liabilitv RCC will indemnify Client 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 Client or its employees, representatives, or agents. In no event shall RCC be liable for lost profits, special, incidental, consequential, or indirect damages suffered by Client. The parties agree that in no event will RCC's liability exceed the amount of compensation paid to RCC by Client, or RCC's insurance coverage, whichever is less. ARTICLE XI - Insurance RCC shall take out and carry during the entire term of this Agreement, property damage insurance and general public liability insurance with adequate limits to protect both RCC and Client from liability. RCC shall insure the payment of compensation to its employees in accordance with applicable Worker's Compensation Laws. RCC will maintain adequate General Liability and Auto Liability insurance. RCC will provide Client with a. Certificate of Liability Insurance evidencing the insurance coverage provided for herein. ARTICLE XII - Taxes. Unemplovment 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 Client for any of the aforesaid contributions or taxes, or both, or any part thereof, if by law Client may be required to pay the same or any part thereof. -4- e e ARTICLE XIII - General A. Modifications - This Agreement or any part thereof may not be modified, except by written 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. 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 an~ 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 Client, 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 allt of RCC's assets. This Agreeme~t 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 wart 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 Client, to the extent not in conflict with the terms and conditions contained in this Agreement, are incorporated herein by this - 5 - e e 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. I. Dispute Resolution - The parties will attempt in good faith to resolve any controversy or claim arising out of or relating to this agreement promptly by negotiation between senior executives of the parties who have authority to settle the controversy. The disputing party shall give the other party written notice of the dispute. Within ten (10) days after receipt of said notice, the receiving party shall submit to the other a written response. The notice and response shall include (a) a statement of each party's position and a summary of the evidence and arguments supporting its position, and (b) the name and title of the executive who will represent that party. The executive shall meet at a mutually acceptable time and place within twenty (20) days of the date of the disputing party's notice and thereafter as often they reasonably deem necessary to exchange relevant information and to attempt to resolve the dispute. If the cpntroversy or claim has not been resolved within thirty (30) days of the meeting of the senior executives, the parties shall endeavor to settle the dispute by mediation under the Center for Public Resources Model Procedure for Mediation of Business Disputes or pursue amicable termination. If the matter has not been resolved pursuant to the aforesaid mediation procedure within sixty (60) days of the commencement of such procedure, (which period may be extended by mutual agreement), or if either party will not participate in such procedure, the parties shall pursue amicable termination. - 6- e e IN WITNESS WHEREOF, the parties her~to have caused this Agreement to be executed by their duly authorized representatives as of the date first written above. A TTESTIWITNESS: CITY OF LaPORTE, TEXAS BY~~ Name: '6 ~ Title: r Ah; .5' eer Pl1 OJ ByQ~ l: \4~ Name: ~Ael-l-7i /kP/"/e/4 ''.h; Title: C, fJ1d/yJ~1" A TTESTIWITNESS: RCC CONSULTANTS, INC. By:~ ~~~/~ ~ Name: """ ,e,yAd'Z- W. H""",~ Title: P/Z5r/"'G1V7/C~ ~fonn: .", ~ . :~x Askins, City ~~orney City of La Porte r - 7 - ." e e CONSULTANT SERVICES AGREEMENT TillS AGREEMENT is made and entered into as of September ----,2001, by and between City of LaPorte, Texas ("Client") and RCC Consultants, Inc., a Delaware corporation with headquarters offices at 1 00 Woodbridge Center Drive - Suite 20 I, Woodbridge, New Jersey 07095-1125 ("RCC"). W! T N E ~ ~ E T H: 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 Phase I services set forth in that certain proposal, dated February 23, 2001, 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 Client requests RCC to perform additional services not included in the SOW, absent a further written agreement between the parties, Client shall compensate RCC for the performance of such additional services on a time and materials basis in accordance with RCC's hourly rate schedule the~ in effect and the provisions of Article II hereof. ARTICLE II - Fees and Expenses As compensation for the services performed under this Agreement, Client shall pay RCC a fee in accordance with this Agreement and RCC's price proposal, dated June 5,2001, a copy of which is annexed hereto as Appen~x "B" and incorporated herein by this reference. This fee shall be based on actual time and materials used by RCC to perform the work. The amount shown on Exhibit "B" shall not be exceeded without written permission from Client. Client shall reimburse RCC for all costs incurred by RCC for travel, lodging, meals, and other out-of-pocket expenses related to the services performed under this Agreement, and for third-party products and services procured by RCC on Client's behalf, at RCC's cost therefor, plus an administrative charge equal to ten percent (10%) of such cost. Each month during the term hereof, RCC will submit to Client an invoice for the services performed and expenses incurred during the previous month. Client 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 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 m - Submission of Reports e e During the term of this Agreement, RCC shall provide to Client 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 Client for all services performed and expenses incurred in connection with this Agreement. ARTICLE V - Independent Contractor RCC's relationship with Client 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 Client 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 1:his Agreement shall be construed to designate RCC, or any of its employees, as employees or agents of Client. 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: lito 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 77037-1146 Attn: Gregory A. Munchrath, P .E. Vice President and General Manager - Southwestern Region If to Client: City of LaPorte 604 W. Fairmont Parkway -2- e e LaPorte, Texas 77571 Attn: Joe Sease Director of Emergency Services 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 ". 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 Client'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. ARTICLE VIII - Confidentiaiitv RCC shall not publish, copyright, or otherwise disclose or permit to be disclosed or published, the results of any reports to Client concerning the work to be performed pursuant to this Agreement, or any particulars thereof, including forms or other materials developed exclusively for Client in connection with the performance by RCC of its services hereunder during the period of this Agreement, without prior written approval of Client. RCC, cognizant of the sensitive nature of much of the data supplied by Client, agrees to protect the confidentiality of any information designated by Client 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 Client, 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. B. Client understands and agrees that RCC has a significant investment in the recruitment, training, and deployment of its personnel and that, if such personnel are hired directly by Client, then RCC will incur substantial direct costs to recruit, train, and deploy new. personnel of simil3;I' quality and experience and will suffer concomitant disruption of its business interests. Therefore" in order to preserve and further the positive business relationship between Client and RCC, it is agreed that, during the term hereof and for a period of one (1) year after the completion or earlier termination of this Agreement: (1) If Client hires,' or induces any other person, firm or entity to hire, an - 3 - e e RCC employee, or any person that was an RCC employee within the preceding three- month period, then Client will pay a release fee to RCC equivalent to the greater of: (a) thirty percent (30%) of the annual compensation (including salary, bonus, and other compensation such as sales commission and deferred compensation) that Client or such other person, firm or entity has agreed to pay to such person; or (b) the actual costs incurred by RCC in connection with the recruitment, training, and deployment of a new RCC employee of substantially equal skills and experience. (2) Such release fee will be billed by RCC to Client when the candidate formally accepts the position offered by Client or such other person, firm, or entity and is due and payable upon ~eceipt of RCC's invoice. ARTICLE X - Indemnity I Liability RCC will indemnify Client 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 Client or its employees, representatives, or agents. In no event shall RCC be liable for lost profits, special, incidental, consequential, or indirect damages suffered by Client. The parties agree that in no event will RCC's liability exceed the amount of compensation paid to RCC by Client, or RCC's insurance coverage, whichever is less. ARTICLE XI - Insurance RCC shall take out and carry during the entire term of this Agreement, property damage insurance and general public liability insurance with adequate limits to protect both RCC and Client from liability. RCC shall insure the payment of compensation to its employ~es in accordance. with applicable Worker's Compensation Laws. RCC will maintain adequate General Liability and Auto Liability insurance. RCC will provide Client with a Certificate of Liability Insurance evidencing the insurance coverage provided for herein. ARTICLE XII - Taxes. Unemplovment 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 Client for any of the aforesaid contributions or taxes, or both, or any part thereof, if by law Client may be required to pay the same or any part thereof. -4- e e ARTICLE XIll - General A. Modifications - This Agreement or any part thereof may not be modified, except by written 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. 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 Client, 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 Client, to the extent not in conflict with the terms and conditions contained in this Agreement, are incorporated herein by this - 5 - e. e 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. I. Dispute Resolution - The parties will attempt in good faith to resolve any controversy or claim arising out of or relating to this agreement promptly by negotiation between senior executives of the parties who have authority to settle the controversy. The disputing PartY shall give the other party written notice of the dispute. Within ten (10) days after receipt of said notice, the receiving party shall submit to the other a written response. The notice and response shall include (a) a statement of each party's position and a Sulnm.ary of the evidence and arguments supporting its position, and (b) the name and title of the executive who will represent that party. The executive shall meet at a mutually acceptable time and place within twenty (20) days of the date of the disputing party's notice and thereafter as often they reasonably deem necessary to exchange relevant information and to attempt to resolve the dispute. If the controversy or claim has not been resolved within thirty (30) days of the meeting of the senior executives, the parties shall endeavor to settle the dispute by mediation under the Center for Public Resources Model Procedure for Mediation of Business Disputes or pursue amicable termination. If the matter has not been resolved pursuant to the aforesaid mediation procedure within sixty (60) days of the commencement of such procedure, (which period may be extended by mutual agreement), or if either party will not participate in such procedure, the parties shall pursue amj.cable termination. -6- e e . 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. A TTESTIWIINESS: CITY OF LaPORTE, TEXAS By: By: Name: Name: Title: Title: A TTESTIWITNESS: RCC CONSULTANTS, INC. By: Name: Title: By: Name: Title: 7:Z;~rm: Knox Askins, City Attorney City of La Porte -7- e e APPENDIX A SECTION.! Our Understanding e e SECTION 1 Our Understanding 1.1 Our Undentandinl! of the Current Situation The City of La Porte currently operates in the VHF (150 MHz) frequency band, with a single repeated channel for Police and" EMS, plus a single repeated channel for Fire. Both Police and Fire have voting receiver sites to enhance portable radio coverage throughout the city area. Both agencies also have the appropnate State Wide VHF radio channels available to them. However, it has been RCC's experience that agencies of your size are very constrained in their operations by having to do dispatch and coordinate incidents all on the same channel. There is also a simplex (non-repeated) channel used by all other city departments. Again, this situation likely causes extreme radio channel congestion for the end users. The City has a primary PBX operating at City Hall with Public Works, Police and Fire having off premise extensions from this system into their own local telephone systems. The other agencies also have their own direct lines into their systems. In addition, many other city buildings have their own direct lines. We can only assume that this situation may caus~ some confusion on the part of citizens trying to reach various departments though the City Hall PBX, wherein it may be impossible to transfer the caller to the appropriate person. ' The City operates two ffiM AS-400 systems, combined with a number of Local Area Network servers h01:lsed both in City Hall and in other facilities. All servers are connected to the primary'servers in City Hall via leased Tl or ISDN channels. 1.2 Proiect Goals As we understand, the primary goals of Phase I of the project is to perform a detailed review of all communications systems, determine requirements for systems improvements and provide recommendations,' along with budgetary cost estimates, to implement the improvements. Phase IT of the project will encompass developing detailed designs for approved improvements, acquiring vendor proposals and selection/contract negotiations for the new equipment and services. The goal of Phase ill will be to successfully i.mple~ent the new systems, provide acceptance testing and assure appropriate end user training prior to actual system cutover. City of La Porte, TX Proposal- 2123/01 Section 1, Page 1 e e SECTION 2 Our Approach e e SECTION 2 . Our Approach 2.1 General Approach Any successful consulting project is a result of three factors: · A competent team of consultants, knowledgeable in the specific issues facing the client · A proven methodology which provides discipline and focus to the consulting team's efforts · Strong communications between the client and project team regarding the team's progress Our proposed project team consists of full-time RCC personnel whose background and prior experience include the skills necessary to successfully complete this project. The team will be directed from our Houston office with particular emphasis on those key individuals who have worked with Local Government and Public Safety Services providers and have up to the minute experience in the communications issues facing the City of La Porte. The methodology we propose is designed to provide the City of La Porte with an unbiased assessment of specific radio and voice/data telecommunications needs and provide recommendations for developing and implementing the selected technologies. Our approach to a total project, which will support the City of La Porte through implementation of the new and/or upgraded systems is divided into three phases. Each phase is followed by a logical breakpoint, \yhich allows management review and approval before continuing with the next phase. The three phases provide a comprehensive and structured m~ans of: · Phase I - Assessing the City of La Porte's telecommunications needs and requirements and translating those needs into an implementation strategy. This includes a Needs Assessment, Conceptual Alternative~, Budgetary Cost Estimates, and a Final Report with recommendations. · Phase IT - Detailed system design, specification development, Requests for Proposals, proposal solicitation, vendor evaluation, and contract negotiation. · Phase III - Implementation assistance for equipment installation, system testing, performance evaluation, and :final system acceptance. City of La Porte, TX Proposal - 2/23/01 Section 2, Page 1 e e 2.2 Proiect WorkDlan Phase I: Needs Assessment > Task 1 - Proiect Initiation and Team Orientation · Define City of La Porte's project team members and desired roles · Review project scope, objectives, plans, and requirements with the project team · Review". our current understanding of the" radio, telephone and data communications operations and the nature of operating relationships among the various service areas and agencies · Prepare finalized Phase I plans, calendar, and milestones including: Complete list of tasks, timetables, deliverables, and meeting schedules Schedule progress meetings for key milestones, in addition to regular contact with the project team .:. Deliverables include: Project Team Organization Chart . Updated Phase I project work plan > Task 2 - Understand Current System and Issues · Assemble and review a listing of the communication equipment and networks Description of existing two-way radio network, dispatch locations and tower sites Existing listing(s) of equipment and FCC licenses Existing and/or planned data communications networks Information, billing and maintenance contracts on telephone systems · Collect relevant forms, reports, statistical data, and existing documentation. This data collection will assist RCC in understanding or verifying: How major functions are performed The flow of voice and data information through the city's various service areas User perceptions of the existing system's (voice, data, radio) effectiveness, and opportunities for improvement Maintenance problems/concerns relating to the existing systems Traffic/call volume data will be requested during this task City of La Porte, TX P~oposal- 2/23/01 Secti~n 2, pa"ge 2 e e · Review capabilities ,of existing communications facilities, including: Adequacy of existing facilities, and their ability to support future communications requirements Age and suitability of existing communication facilities, available space for . new equipment, and any construction necessary to develop these facilities > Task 3 - Interview Personnel · Interview City of La Porte personnel to determine the specific operational needs for new system's, both currently and' projected through at least the next five years. For purposes of this proposal, five group interviews have been included. Additional interviews can be added, if deemed necessary by the city. Typically, an interview session requires about one half of a day of professional time (two hours interview time, two hours documentation). The anticipated individuals/groups to be interviewed include: > City Manager & Assistant City Manager > Police Department > FirelEMS Department > Public Works Department > City IT Department The interview sessions for radio user departments are generally preceded by a questionnaire, which will be reviewed during the interview. ~ Prepare typed interview summaries to be returned to each person or group interviewed for review and approval. This helps ensure that our engineers clearly understood the messages conveyed during the interviews and provides interviewees an opportunity to make changes or additions if needed. .:. Deliverable: Interview Summaries City of La Porte, TX Proposal- 2/23/01 Section 2, Page 3 e e ~ Task 4 - Analvze Reauirements and Needs Analyze user requirements and needs, including: · Radio coverage requirements for vehicular based mobile radios, portable radios on street, & in buildings. Specific characteristics about how users use their portable radios will be addressed. Portable radios generally operate with lower transmitter power and less efficient antenna systems which necessitates a different infrastructure configuration. These issues must be addressed to help ensure that final system performance matches the users' expectations. · Departmental interoperability needs · Equipment requirements, including forecasted growth · System redundancy issues including backup equipment, system control links and auxiliary power systems for critical components. · Telephone intercommunication needs among departments and requirements for V oice Mail, Automated Attendant and Automatic Call Distribution · Telephone access to city departments by citizens · Current and forecasted requirements for both LO,cal and Wide Area Networking within and between various city departments. .:. The deliverable for this task will be a section in the Needs Assessment Report which summarizes the needs and requirements for the new system's. ~ Task 5 - Develop Conceptual Approaches and BudrzetaIy Cost Estimates Bevelop conceptual system approaches capable of meeting the city's radio and voice/data needs and requirements. The conceptual alternatives will incorporate redundancy and backup issues and will consider both public and private networks. Consideration will be given to reusing city resources whenever possible. · Develop conceptual system configurations, which can be utilized to llllprove overall communications in: > Two- way radio communications > Voice and data communications · Deliverables include: Conceptual System's Alternatives Budgetary cost estimates for each system alternative City of La Porte, TX Proposal- 2/23/01 Section 2, Page 4 e e > Task 6 - Prepare and Present Report · Review findings' recommenqations with the City of La Porte project team and finalize conclusions. Provide documentation to support recommendations and conclusions · Prepare a draft of the fmal report identifying all of the work completed to date, specific fmdings, system alternatives, implementation strategies for the short and long-term, and budgetary estimates to acquire the approved technologies. The report will include an implementation plan outlining the estimated time frames required to implement system improvements. · Present draft report for comments by the project team and modify, if appropriate. · Present final report to City of La Porte. In many such projects, funding of system implementation often requires a City Council approval. RCC has developed numerous presentations to public and private officials, and if deemed appropriate, RCC will assist the City of La Porte project team in development of a presentation to the City Council. Oral presentations by RCC to the Council would be optional and we would quote costs based on the time and number of trips required for presentations. City of La Porte, TX Proposal- 2/23/01 Section 2, Page 5 e e Phase IT: Detailed Desil!D. FCC Licensinl!. RFPs. and Vendor(s) Selection The focus of Phase IT is to refine the selected conceptual system approach, develop detailed specifications and Request for Proposals (more than one may be required), evaluate vendor responses and select the best system(s) for City of La ~orte. The detailed system design would be incorporated into each Request for Proposals. The RFP's would be the basis upon which each proposal would be judged. Each vendor should be required to respond to all sections of the RFP and include, where applicable, which features are optional and at what cost. In ac:Idition, vendors should be required to submit the cost data separately to enable the project team to evaluate technical responsiveness apart from costs. This approach assures objectivity during the vendor evaluation. The RFPs would address specific technical and procedural areas, as well as support areas such as training and maintenance. These areas include: · RFP Response Procedures · System Functional and Operational Requirements · System Design and ,Performance · Equipment Design and Performance · Optional Equipment · Maintenance Options and Local Support · SystemN endor Information and Qualifications · Installation Requirements · Training Requirements ~ Task I - Proiect Initiation and Team Orientation · Review Phase IT scope, objectives, plans, and requirements with the appropriate team members · Prepare detailed plans, calendar, and milestones including: Completing list of tasks, timetables, deliverables, and meeting schedules. Progress meetings proposed on an approximate monthly basis, in addition to regular contact with City of La Porte personnel .:. Deliverable consists of a Phase IT work plan City of La Porte, TX Proposal- 2/23/01 , Section 2, Page 6 e e > Task 2 - Develop Detailed System Designs · Develop detailed system designs including fmalized system configurations, system functionality, uptime, capacity, and response requirements, and hardware/ software lists for user equipment. · Review detailed designs with the City of La Porte project team and modify if necessary. }> Task 3 - Assist in Preparation of FCC /FAA Licensing Documents. if required · Assist City of La Porte in the preparation of the frequency coordination request and FCC Form 600, if needed. Assist City of La Porte with FAA filings should new tower sites be required. · All frequency coordination and FCC licensing fee~ would be paid by City of La Porte. }> Task 4 - Develop RFP's · Develop draft RFP's including: Description of existing systems and services, project background, goals, and objectives Administrative requirements including response format, due date, place and person to whom responses should be addressed, bidders' conference schedule, and evaluation criteria (if desired) . Technical requirements including functional and administrative requirements, site preparation, radio coverage, throughput capacity, implementation, system testing and acceptance, back-up/recovery, product reliability, and performance, requirements . Business requirements including cost sheets for communications equipment, discounts available, maintenance, training, upgrades and expansions, financing proposal options, vendor information, and legal and insurance requirements · Review the draft RFPs with the City of La Porte project team and modify draft accordingly if necessary · Issue the RFPs to the qualified vendors and schedule a bidder's conference approximately fifteen (15) days after the issuance of the RFPs · Assist City of La Porte in conducting the bidder's conferences and give the vendors an opportunity to ask questions or clarify information in the RFPs City of La Porte, TX Proposal- 2/23/01 Section 2, Page 7 e e · Allocate an appropriate amount of time for vendors to prepare responses, depending on the scope of the project. .:. Deliverables: Approved RFPs Bidder's conference documentation > Task 5 - Develop Proposal Evaluation Criteria and Evaluate Responses · Define evaluation criteria for: ". Vendor qualification System performance, expansion capabilities and versatility System redundancy Overall cost including initial purchase and support Availability of maintenance support and spare parts locally System Training Organization and quality of proposal and oral presentation · Review evaluation criteria with City of La Porte project team · Utilize established evaluation criteria and review all vendor proposals · Arrange off-site visits to view vendors' proposed systems in operation at other customers' premis~s · Attend oral presentations by vendors · Provide the City of La Porte team with written results of the evaluation process and vendor recommendations .:. Deliverables include: An evaluation criteria for vendor proposals Proposal clarification addenda A written evaluation report City of La Porte, TX Proposal - 2/23/01 Section 2, Page 8 e e >- Task 6 - Assist With Contract Negotiations · Assist City of La Porte in the review of vendor contracts. Our assistance does not include legal representation, but rather help in id~ntifying clauses or statements that are not in the company's best interest. The company's legal council should also review all contract documents. · Develop initial Acceptance Test Plans (ATPs). Our experience has shown that acceptance testing procedures and requirements are more readily agreed to by prospective vendors during the contract negotiation process. Stringent test requirements may be more difficult to negotiate after the purchase contract is signed. City of La Porte, TX Proposal- 2/23/01 Section 2, Page 9 e e Phase III: Proiect Manal!ement. Performance Evaluation. and Final System Acceptance The focus of Phase ill is to help ensure proper installation planning, adequate user training, acceptance testing, and a coordinated cut-over to the new mobile data network. The following paragraphs describe, in general, the major activities in Phase III. ~ Task 1 - Proiect Initiation and Team Orientation · Review Phase ill scope, objectives, plans, and requirements with the appropriate team members . Prepare detailed plans, calendar, and milestones including: Complete list of tasks, timetables, deliverables, and meeting schedules Progress meetings proposed on an approximate monthly basis, in addition to regular contact with team members .:. Deliverable consists of a Phase ill workplan ~ Task 2 - Attend Vendor Design Review Meeting(s) · Attend vendor design review meeting(s) at City of La Porte to discuss and review the successful vendor's final system design and implementation schedule. ~ Task 3 - Monitor Progress and Resolve Issues · Monitor vendors' compliance with the proposed implementation schedule · Inspect the assembled systems at the appropriate staging areas · Conduct "as needed" on-site inspections of installed equipment at the various locations . Notify vendor of discrepancies, if they occur · Coordinate the resolution of implementation problems, if they occur · Prepare monthly project status reports, conduct on-site monthly project implementation meetings, and monitor vendor's progress billing .:. Deliverable: Implementation progress reports City of La Porte, TX Proposal- 2/23/01 Section 2, Page 10 e e }> Task 4 - Develop Final Acceotance Test Program and Assist the Team in Acceotance Testing · Utilizing the initial A TP developed at the conclusion of contract negotiations, work with City of La Porte's technical staff to develop final acceptance testing. procedures for the . new systems including: Equipment delivery Equipment installation (physical and electrical) Functional operation including software Radio coverage System response times . . Recovery from failure 30 day operation without a major failure · Work with City of La Porte's techIiical staff to monitor acceptance testing prior to system acceptance. .:. Deliverables include: Acceptance Testing Plan Acceptance Testing Results :> Task 5,- Assist in the Training and Cut-over to the New Communication Systems · Assist the Team in developing a system cut-over plan, coordinate City of La Porte's needs with the successful vendor to help ensure a smooth transition to the new system · Assist City of La Porte and the vendor in the development and scheduling of user training , · Monitor system cut-over and first days of service for each involved system .:. Deliverable is a cut-over plan City of La Porte, TX Proposal- 2/23/01 Section 2, Page 11 e e 2.3 Summary of Deliverables Timely completion and delivery of the communication products and services required by City of La Porte are dependent on realistic planning, monitoring of the project, timely quality control, and identification of slippages in the work schedule. We have provided for each of these by virtue of our approach and methodology. In achieving the objectives of this project, City of La Porte will be provided with the following.deliverables in: ~ Phase I " · A detailed work plan prepared at the beginning of the project · Interview summaries · Alternative system designs and Budgetary Cost Estimates · A fmal Needs Assessment Report comprising the in-depth assessment of radio, voice & data communications needs, fmdings, conclusions, budgetary costs, and appropriate recommendati~ns for system configurations In the event that City of La Porte needs RCC's assistance in Phases II and ill, the anticipated major deliverables from the projected follow-on phases of our work plan include: ~ Phase II · A detailed work plan prepared at the beginning of Phase II · Monthly progress reports · Detailed system designs · Completed FCC/F AA licensing forms .' Approved Request for Proposal · Documentation of bidder's conference · Vendor evaluation of all proposals submitted · Assistance with vendor contract negotiations ~ Phase ill · A detailed work plan prepared at the beginning of Phase ill · Monthly implementation progress reports · Detailed installation schedule · Acceptance Test Plans · Documented A TP results City of La Porte, TX Proposal - 2/23/01 ~ection 2, Page 12 e e 2.4 Project Manal!ement and Control RCC has developed project administration standards which we will use on this project. Our standards set forth a uniform, documented method of administering projects. These standards will provide the means to effectively monitor and control an important project such as this one. Included in the standards is a method for initiating and maintaining an indexed file of all work papers, such as interview notes, memos, status reports, etc., complied and catalogued during the life of the project. This indexed set of work papers would be organized in the same phase/task/sub-task sequence as the detailed work plans. All information will be available" to any authorized City of La Porte staff. To achieve effective project control, project team personnel will: · Develop detailed work plans to the phase and task level · Schedule and assign the work on a task-by-task basis · Check interrelated tasks to give reasonable assurance that there are no .scheduling conflicts · Estimate the time required to perform each task · Develop staff requirements · Compare project progress against the original work plan's completion dates · Report project status In summary, effective control of this proje~t will rest on three key elements: · Detailed work pians and well documented working papers · A strong team organization staffed with experienced consultants · Frequent communications with City of La Porte personnel City of La Porte, TX . Proposal- 2/23/01 Section 2, Page 13 . e SECTION 3 Profile of RCc Consultants, Inc. e e SECTION 3 ProfIle of.RCc Consultants, Inc. 3.1 Introduction to RCC Consultants. Inc. RCC Consultants, Inc. (RCC) is an independent consulting firm specializing in providing consulting services for public and private industry. We currently employ a staff of over 120 people, of which approximately 50 are degreed engineers. Our services include system analysis, evaluation, planning, engineering design, development, project management, testing and licensure oflm:ad mobile communications systems, Mobile Data Communication (MDC) systems, Automatic Vehicle Location (A VL) systems, Computer Aided Dispatch (CAD) and Records Management (RMS) systems, Enhanced 9-1-1 Systems, Geographic Information Systems (GIS), Rural Addressing, PBX systems, and Wide and Local Area data networks, for our clients in the following business categories: · Local Government · Public Safety · Emergency Medical Services · Public Transit · Industrial · Utilities · Commercial · Cellular · Transit · Radio Common Carrier RCC is staffed by personnel with extensive practical experience in both the technical and human engineering aspects of communications systems. Our expertise includes the design, integration, and implementation of the following systems and sub-systems: · 800-935 MHz trunking radio systems providing local, wide-area, statewide or nationwide radio coverage · Conventional two-way radio systems in all currently available frequency bands · Mobile data systems (MDn · Automatic Vehicle Location systems (A VL) · Computer Aided Dispatch (CAD) · Records Management Systems (RMS) City of La Porte, TX Proposal- 2/23/01 Section 3, Page 1 e e · Geographic Information Systems (GIS) · Simulcast systems - for paging and land mobile radio systems · E 9-1-1 systems, including MSAG database · Design of Public Safety Dispatch centers · Telephone PBX systems with Voice Mail & ACD · Loca:l and Wide Area Data Networks · Data transmission and carrier systems · Fiber optic transmission systems · Public address and information systems · Microwave radio networks · Subscriber and/or private RF paging · Mobile telephone - conventional and cellular · Alarm and control systems · Supervisory Control and Data Acquisition (SCADA) · Antenna site engineering and management · Point to multi-point data systems in the 900 MHz band · Radiating cable systems for tunnels and subsurface communications In the 800 MHz Trunked Radio arena, we have been competitively awarded over 60 projects. Our staff has up to the minute experience, since we have several trunked radio projects currently underway. Our radio system experience ranges from small systems to very large systems such as our project with the Commonwealth of Pennsylvania which involves 88 counties and supports 15,000 radios. The City of Atlanta selected RCC to develop and implement a new citywide trunked radio system to help support the 1996 summer Olympics which were held in Atlanta. We recently completed the conceptual design for a system to support all agencies in the State of Texas with almost 30,000 radios. Our staff has developed and fully imolemented Motorola, Com-Net Ericsson, and E.F. Johnson radio systems. A summary listing of some of our projects has been provided in this proposal. City of La Porte, TX Proposal- 2/23/01 Section 3, Page 2 e e In the Mobile Data Systems (MDT) arena, RCC has more experience developing and implementing systems than any other consulting firm in the United States. RCC designed and implemented the Bell South Wireless Data Network, currently operational in over 200 U.S. cities with almost 2000 tower sites. In the CAD systems arena, we have assisted many cities and counties in the development and implementation of CAD and Records Systems including: · City of Austin, TX · ~ity ofBellt?vue, WN · City of Edmond, OK · City of Harlingen, TX · City of Humble, TX · City of Kearney, NJ · City of Mesquite, TX · City of Odessa, TX · City of San Angelo, TX · Dallas-Fort Worth Airport, TX · Union Township, OH · Collier County, FL · Gaston County, NC · Nassau County, NY · Oswego County, NY RCC staff members have designed and implemented PBX systems for a variety of clients, including the City of College Station, the City of San Marcos, and the City of Arlington here in Texas. Many ofth~se systems supported remote nodes connected via fiber optic cable and incorporated both V oiceMail systems and Automatic Call Distribution for large city departments. We have also designed a variety of both Local and Wide Area data networks, including a SONET ring for the City of Los Angeles and a fiber cable network intended to interconnect 355 buildings for the City and County of San Francisco. Incorporated in January of 1983, RCC is a wholly-owned subsidiary ofT.T.I.L.L.C. We maintain offices in the following locations: · Woodbridge, NJ (Headquarters) · Andover, MA (near Boston) · Phoenix, AZ · Richmond, VA · Houston, TX (southern regional office) · San Francisco, CA (western regional office) · Costa Mesa, CA · Tallahassee, FL · Reno, NV · Portland, OR · Los Angeles, CA · Sacramento, CA · Dallas, TX · Chicago, IL · Damascus, MD (DC area) · Odenton, MD · St. Louis, MO · Harrisburg, P A · Indianapolis, IN · London, England City of La Porte, TX Proposal- 2/23/01 Section 3, Page 3 . e 3.2 Computer Resources RCC owns and operates numerous in-house computer systems. The hardware is categorized as follows: · Over 170 Windows based microcomputers. These computers are used for engineering, word processing, fmancial analysis, terminal emulation and data base management functions. .. 12 sUn Ultra work stations with 21 II SUN monitors. These work stations support a variety of software applications, including our proprietary propagation (radio coverage) analysis system and microwave path design. Each propagation analysis syStem represents an investment of approximately $150,000. Our Houston office has one of these systems. · Miscellaneous equipment includes color inkjet plotters, image scanners, LaserJet printers, etc. RCC maintains a number of in-house databases to assist us in propagation (radio coverage) analysis, radio tower searches, airport searches etc. These databases include: 3 arc second terrain da~ of the entire U.S., all FCC licensed radio towers in the U.S., and location and layout of all U.S. airports. 3.3 Propal!stion (Radio Coveral!e) Analysis When upgrading an existing radio or mobile data system or developing a new system, propagation (radio coverage) analysis becomes an essential part of the planning and designing process. After evaluating several of the commercially available PC based proPl!gation modeling systems, RCC elected to develop its own in-house analysis system which provides superior performance and includes a number of popular propagation models including Okumura, Okumura Adaptive, Walfish Ikigami, Ca,rey, Bullington, Lee, and . Longley-Rice. Our system, known as Romulus, provides propagation (coverage) analysis, frequency reuse (interference) analysis, simulcast system design, terrain path profiling, tower searches, microwave path engineering, and more in a single integrated system. The Romulus system provides an interactive mobile radio and microwave propagation and terrain analysis tool that allows our staff to effectively analyze radio communication sites and microwave paths. The system can overlay land-mobile coverage predictions on maps of virtually any scale. In addition, it can display the vertical terrain cross-section between any two poin~ on the map. This feature helps analyze terrain problems, such as hills or valley~, that will affect radio coverage. City of La Porte, TX Proposal- 2/23/01 Section 3, Page 4 e e Romulus can produce coverage maps at various scales using U.S. Geological Survey topographic maps or virtually any city or parish maps currently used by the City of LaPorte. Coverage maps displaying radio coverage are produced to allow design comparison of various combinations of antenna sites. Romulus accommodates a large number of sites with ease; our engineers frequently provide composite coverage plots covering over 250 repeater site locations. Terrain and land-use, land-cover information greatly enhances the engineer's ability to select sites which meet the performance requirements for the system. Terrain profiles can be accomplished at the touch of a button, to help analyze problems that affect radio coverage. Romulus represents the state of the art in radio systems engineering tools. In addition to Romulus, RC.c has developed a unique computer controlled signal strength measurement system that has been designed for installation in standard ,passenger automobiles. The system allows measurement of field radio signal levels at intervals varying from 14 to 1,000 or more points per wavelength, depending on the radio frequency and vehicle speed. The system has a precision, laboratory-grade spectrum analyzer interfaced to a Global Positioning System (GPS) receiver to provide highly accurate signal measurements and location data.. The GPS receiver is a satellite-aided navigation unit that continuously monitors its position. The spectrum analyzer measures incoming signals on a specific frequency and downloads each sweep to a portable computer. When the computer records a signal measurement, it prompts the GPS receiver for its current position and records both the signal level and location information on disk. Stored signal level and location information are then retrieved, plotted and analyzed. The field strength measurement system is completely automatic, requiring human intervention only for initialization and termination of test runs. This system help,s us verify that our clients really get the radio coverage promised in Vendor proposals. A brochure containing additional information about Romulus has been included with our proposal. 3.4 Absence of Conflict of Interest RCC is not affiliated with any vendor or manufacturer of radio communication equipment. 3.5 Eaual Emplovment Qpportunitv/Affirmative Action RCC is ~ equal employment opportunity employer and does not discriminate against any employee or applicant for employment because of age, race, creed, color, national origin, ancestry, marital status, or sex. City of La Porte, TX Proposal- 2/23/01 Section 3, Page 5 e e . RCC takes affirmative action to ensur~ that applicants are recruited and employed and that employees are treated during employment without regard to their age, race, creed, color, national origin, ancestry, marital status, or sex. RCC's Affirmative Action Plan and current Employee Profile are available upon request. City of La Porte, TX Proposal - 2/23/01 Section 3, Page 6 e e SECTION 4 References e e ~ ~ ~cc Consultants, Inc. Consulting Projects Client: City of College Station, Texas Contact: Ron Mayworm Radio Systems Manager City of College Station 1101 Texas Avenue P.O. Box 9960 (409) 764-3406 Project Status: Closed Project Description: System Wide Communications Study RCC Consultants, Inc. was engaged by the City to perform a long-range study of all data, voice, and radio communications systems. The study encompassed the entire range of City communications equipment; services and facilities, including: . Microwave telephone and radio network . YHF mobile and hand-held radio . Data communications local and wide area networks . Maintenance procedures and practices . Dispatch centers . Cost analyses . PBX and key systems . Building premise distribution cabling systems . 9-1-1 systems ,. CAD systems Recommendations accepted to date include the design and implementation of a new digital PBX with shared voice mail and implementation of Ethernet local area networks utilizing intelligent networking hubs and the 10 Base- T wiring standard, combined with installation of a citywide fiber optic network supporting both voice and data cOmDlWlications. Video transmission over the same network has been designed and will be implemented at a later date. ' RCC also conducted a radio communication needs assessment, developed system designs, a budgetary cost estimate, Request for Proposals for a new citywide 800 MHz trunked radio system, and assisted the City in evaluating vendor proposals and selecting a vendor for the new radio system. RCC Consultants, Inc. Selected Projects Rev. 5I3IOll e e ~ ~ ~cc Consulting Projects Client: City of San Marcos, Texas Contact: Chief Larry Kendrick Police Department City of San Marcos 2300 1lI-35 Sout~ San Marcos, Texas 78666 (512) 753-2110 Project Status: Complete Project Description: Design and Install City-wide Voice and Data Telecommunications The City initially selected RCC Consultants, Inc. to develop a Needs Assessment and Conceptual System Design (including budgetary cost estimates) of telecommunications equipment to meet the current and future voice and data communications needs of this rapidly growing city. Following presentation of our report and findings to the City Council, RCC was retained to develop detailed designs, prepare an RFP, evaluate proposals, recommend vendors and assist in contract negotiations. The system design included a primary PBX with Voice Mail, Automated Attendant with IVR, and ACD at City Hall with four (4) remote PBX switches connected to the primary PBX via a combination of City-owned copper and fiber cable. This configuration 'Supports "seamless" DID and intercom while providing dial network backup of DID traffic if a T-I Channel is disabled. The four remote switches share the common voice mail software and automated attendant software. All facilities were cabled with an integrated Category 3 and Category 5 cable plan, which will support 100 MB Ethernet LANs in City offices, with interface via intelligent hubs to the City hall mainframe. RCC assisted in project management of the installation and supervision of acceptance testing of the systems and voice/data cable networks. . RCC Consultants, Inc. Seleded Projects 4/24/97 e . ~ ~ ~cc Consultants, Inc. Consulting Projects Client: City and County of San Francisco San Francisco, California Contact: Denise Brady, Deputy Director Policy, Planning, and Compliance Division Department of Telecommunications 875 Stevenson Street, Fifth Floor San Francisco, California 94103-0948 (415) 554-7011 Project Status: Complete Project Description: Assessment of Existing Telecommunications Infrastructure and Development of a City and County Telecommunications Plan and Implementation Strategy RCC 's services under this contract were identified in three (3) phases: 1. Internal Needs Assessment . 2. Alternative Analysis 3. Implementation RCC Consultants, Inc. was retained to develop a comprehensive understanding of the telecommunications environment of the City and County from a technical, administrative, and cultural perspective. In Phase 1, RCC . identified, cataloged and reviewed the existing City and County radio, telephone, data, and video networks, . diagrams, reports, and documentation to identitY current and future telecommunications needs. This included reviewing various infrastructure assets, rights of way, backbone network topology, contract agreements, and exis,ting telecommunications projects. Internal interviews were also conducted with key City personnel. In Phase 2, RCC developed long term cOJIUDunications strategy alternatives to support the major telecommunications network, applications, and telecommunications needs identified in Phase I of the project. These alternatives support the present and projected requirements of the City and County of San Francisco. RCC surveyed the telecommunications marketplace to identify current and emerging telecommunications technologies (i.e. SONET, ATM, Dense Wavelength Division Multiplexing) and issues that may benefit or affect the City and County of San Francisco. The focus of Phase 3 was to develop a specific wide area and metropolitan telecommunications architecture and strategy for all City and County wireline and wireless networks based on an identified and selected alternative provided in Phase 2 of the project. nie strategy plan included a technology strategy, operations and maintenance strategy, detailed cost/benefit analysis, assessment of impact on current programs, and a migration and implementation project plan. RCC Consultants, Inc. Selected Projects Rev. 6/29/00 e e ~ ~ ~cc Consultants, Inc. Consulting Projects Client: Los Angeles Police Department Los Angeles, California Contact: Linda L. Bunker, Director of Systems Program Manager Emergency Command Control Communications Systems 250 E. First Street, Room 1500 Los Angeles, California 90012 (213) 485-4453 Project Status: Open: Commenced April 1995 Scheduled Completion: October 2001 Project Description: Management and Technical Consulting for the Implementation of Proposition M Funded Projects Projects Include: · Upgraded Master Radio System (450-520 MHz simulcast) · Upgraded Mobile Data Terminal System · Engineering and construction of dual 9-1-1 dispatch centers . Systems/facilities design integration · Upgraded Computer Aided Dispatch . E-911 system . Telco infrastructure . LANIW AN system . Program management services In 1992, the citizens of Los Angeles approved Proposition M, a revenue bond measure fup.ded by a special tax, to implement major upgrades to the Police Department's Emergency Command Control Communications System (ECCCS). The reven~e bond portion of this program is $235 Mil. RCC Consultants, Inc. was retained to advise and assist the City's Program Manager with both program management, as well as technical aspects of the program. The overall program consists of some 13 separate major procurements involving radio, MDT, CAD, Records, PSAP, Dispatch, and Facilities. Two separate dispatch facilities will be engineered and constructed to withstand the largest seismic events anticipated in the region and will be physically separated such that either facility can survive and take over the responsibilities of the other. RCC Consultants. Inc. Seleded Projects Rev. 6/29/00 e e Los Angeles Police Department (cont;d) Program Management consulting services include program and project planning and master scheduling, maintaining the ECCCS Program Management Plan, Program Management Reviews, contract negotiation support, contractor management and compliance monitoring, quality control and inspection services, contractor change claim management, development of an ECCCS staffing plan from startup through operations and maintenance, Risk Management, and program documentation management. Technical consulting services include development of contract technical specifications, evaluation of contractor technical progress and compliance, management of acceptance testing, cutover, and implementation of such projects as: . Computer Aided Dispatch . Handheld radio replacement . Voice radio system infrastructure . Data radio system upgrade . ECCCS facilities and infrastructure site planning . E-91 I . LANIW AN . Telco infrastructure . Systems/facilities design integration RCC's services to the City also include: · Review and evaluate the detailed technical, functional, and user's operational requirements for the ECCCS system and subsystems; · Review and evaluate all ECCCS program staff developed solicitation documents, including RFI's, RFQ's, RFP's, and RFB's for the procurement of system segments and services; · Assist the City in reviews and evaluations of proposals, quotes, and other responses received by the ECCCS program; · Assist the City in negotiation of contracts with selected vendors; · Advise the City regarding various policy issues, which may impact the ECCCS program; · Provide special written analyses, studies and reports as required by the Program Manager; · Develop and fonnalize an ECCCS Risk Management Plan, including: Remedies for unplanned system/subsystem performance; Business consequences of limited or unsuccessful system performance; Unforeseen significant cost growths and schedule slippages · Monitor efforts and provide engineering and administrative insight during ECCCS enhancement program fmal startup and operations implemen~tion; · Participate as requested in design reviews, project reviews, and City staff meetings pertaining to the ECCCS Enhancement and Upgrade Program. Finally, RCC will assist the City during program closeout activities, including validation of acceptance documentation, system and subsystem design documents, technical operations and maintenance manuals, and as- built documentation. RCC Consultants. Inc. Selected Projects Rev. 6/29100 . e ~ ~ ~cc Consultants, Inc. Consulting Projects Client: City of Austin, Texas, Radio Coalition Contact: Mike Simpson Acting Wireless Technology Division Manager City of Austin Radio Communications Office 1006 Smith Road Austin, Texas 78721 (512) 927-3209 Project Status: Open Development of a County-wide 800 MHz Trunked Radio System Capable of Supporting a Coalition of Agencies Residing Within the City of Austin and Travis County Project Description: RCC Consultants, Inc. was retained by the City of Austin and the Austin Radio Coalition to assist in the development of a new County-wide 800 MHz trunked radio system capable of supporting the participating agencies. The Coalition co~ists of approximately 40 agencies from both the Public Safety and non-Public Safety sectors, including Capitol Metro, the Transit Authority, and Travis County. The project has been subdivided into three phases, which include: , · Pbase I - Needs Assessment, Conceptual System Design, and Budgetary Cost Estimates · Phase n - Detail system design, development of specifications for procurement, evaluation of vendor proposals, and vendor selection · Phase III - Project Implementation, acceptance testing, and cutover to the new system RCC Consultants and the Coalition of agencies completed a thorough Needs Assessment to identify user requirements for the new system. It is the intent of the Coalition to develop a single shared network that would be capable of meeting the needs of all user agencies, which will collectively operate approximately 8,000 radios at system startup. At the completion of the Needs Assessment process, RCC Consultants worked with Coalition agencies to develop several conceptual solutions and budgetary cost estimates, which were presented to the Austin City Council and Travis County Commissioner's Court for approval. The City of Austin ~eld a Bond Election in which approximately $40,000,000 was approved for development of the new system. Total funding of the project is $65 million. RCC Consultants assisted the Coalition in developing system specifications and releasing a Request for Proposals. RCC assisted the Austin Radio Coalition in the evaluation of vendor proposals, final selection of a vendor to install the system, and provided contract negotiation assistance. RCC Consultants, Inc. Selected Projects Rev. SI3IDO e e ("" =- ~cc . Consultants, Inc. Consulting Projects Client: City of San Antonio, TX Contact: Gary Moeller Director of Information Services Information Services Department 515 S. Frio San Antonio, Texas 78207 (210) 207-7076 Project Status: Open Project Description: County-Wide, Multi-Agency 800 MHz Trunked Radio System The City of San Antonio retained RCC to develop a new county-wide 800 MHz trunked radio system to replace their existing 10-year old system. The new system will be capable of supporting approximately 6,000 radios, belonging to approximately 24 Public Safety and Public Service agencies of both the City of San Antonio and Bexar County. New dispatch centers for the San Antonio Police Department, the San Antonio Fire and EMS Department, and the Bexar County Sheriff's Office are being completed as part of the project. The new system has been configured to provide greater capacity and coverage than the existing trunked radio system. The City of San Antonio chose RCC to conduct the initial (phase 1) Needs Assessment, alternatives analysis, development of conceptual design, and budgetary cost estimates, and then retained RCC in a Phase II project to develop and issue specifications for a Request for Proposals, to evaluate proposals, and to assist in contract negotiations. The Requests for Proposals process has been completed, RCC evaluated proposals, and the City has awarded a $50 million contract to Ericsson, Inc. for a 9-site IMBE digital ~ed radio system. RCC has been retained to provide Phase ill Project Management of System Implementation. To provide continuity to this process, RCC has assigned a full-time on-site Project Manager who resides in San Antonio for the duration of system installation, acceptance testing and cutover. RCC Consultants, Inc. Selected Projects . Rev, 919199 . e SECTION 5 Project Team Organization . . SECTION 5 Project Team Organization 5.1 Orl!anization Structure We have assembled a team of consultants whose background and prior experience include the skills necessary to complete this project. Throughout all phases of the project, RCC s!aff will work closely with the City of La Porte to help ensure that the work products meet the company's goals and objectives. We have assigned a project manager who will be RCC's point of contact for all activities. Our Houston office will be' the focal point for the project. The following personnel have been assigned to the project team: Gre/lorv A. Munchrath. P.E. Executive SDonsor Mr. Munchrath, Vice President and General Manager of the RCC's Southern Region, will be responsible for all contractual agreem.ents and will have overall responsibility for the successful completion of the project. He has over 20 years of experience in the development and implementation of similar systems. Mr. Munchrath is a Registered Professional Engineer in the State of Texas. Mr. Munchrath has consulted with numerous cities and counties, including: . City of Arlington, TX · City of Austin, TX . City of Brownsville, TX . City of College Station, TX . City of Grand Prairie, TX · City of Harlingen, TX · City of Lubbock, TX . City of McKinney, TX · City of Mesquite, TX . City of Midland, TX . City of Odessa, TX . City of San Angelo, TX . City of San Antonio, TX . City of Waco, TX . City of Wichita Falls, TX . Bexar County, TX . Clark County, NV . Collin County, TX . Galveston County, TX . Las Vegas Metropolitan Police Dept. . Montgomery County, TX . Nevada Power Company . Travis County, TX City of La Porte, TX Section 5, Page 1 Proposal - 2/23/01 e e s. Verdette Hall Proiect Manaller Mr. Hall will be the Project Manager and will participate in all facets of the day- to-day work on the project He has over 30 years experience in telecommunications and has designed PBX systems, outside cable plant (copper & fiber), and building LAN systems. He has also been project manager on the implementation of 800 MHz trunked radio systems, conventional VHF systems and CAD/RMS systems. Jim Baron. PE RF Enllineer Mr. Baron has over 20 years experience in all facets of two-way radio engineering and system implementation. He has recently developed a new shared system for Grapevine, Keller, Hurst & Bedford here in Texas. He was also the primary engineer on the State of Texas design project. Mr. Baron will be the lead RF engineer on the project. Tim Driscoll RF Engineer Mr. Driscoll has over 15 years experience in designing and maintaining RF systems. His previous experience includes employment with both Motorola and Ericsson, so that he is familiar with all major radio system designs. He will assist Mr. Baron in all RF related activities. Peter Berry PBX & Cable SDecialist Mr. Berry has almost 20 years experience in design and implementation of PBX and data networks. He is a certified BICSI cable plant engineer for both inside and outside cable plant design. Mr. Berry would assist Mr. Hall in all voice and , data communications areas of~e project. ' Mike Burnev CAD & RMS Soecialist Mr. Burney is Manager of RCC's Computer Aided Dispatch and Records Management consulting practice. . He has 16 years of experience in the CAD/RMS field, and has worked with cities and counties throughout the U.S. on the development and implementation of CAD, MDT, and A VL systems. Should any requirement for CAD & RMS Systems become involved in this 5.2 RCC Staff Additional support personnel will assist the project team members on an as-needed basis. In particular, RCC has consultants available with additional expertise in dispatch center design, wireless 9-1-1 caller ID and location (FCC Docket 94-102), CAD, Records Management Systems, and Microwave networks. City of La Porte, TX Proposal- 2/23/01 Section 5, Page 2 e e In summary, our staffing plan includes senior professionals with backgrounds directly relevant to this project. They bring outstanding credentials in those ~as required by the City of LaPorte. Beyond this, they bring a consulting maturity that will help ensure a smooth and effective working relationship with the company. In the 'event that any member of the proposed project team is unable to complete the assignment, another member of the RCC organization with similar qualifications will be quickly assigned to the project. 5.3 Resumes Resumes of the 'mdividuals assigned to the City of LaPorte project team are included on the following pages. City oeLa Porte, TX Proposal- 2/23/01 Section 5, Page 3 e e APPENDIX B June 5, 2001 ' Ms. Martha Gillett City Secretary City of LaPorte 604 W. Fainnont Parkway LaPorte, Texas 77571 Dear Ms. Gillett: RCC Consultants, Inc. (RCC) is pleased to have been selected by the City of LaPorte as the firm best qualified to provide consulting assistance for the City's communications project. The purpose of this correspondence is to provide a cost proposal for the scope of work outlineQ in our proposal dated February 23,2001. Our cost proposal is based upon our current understanding of the City's scope of work and needs & requirements for the project. Our professional fees are based upon the amount of time and level of skill required to successfully complete the proposed workplan. As requested in the City's RFP, our proposed workplan was broken down into three phases as follows: ~ Phase I: Needs Assessment, Conceptual System Design, and preparation of budgetary cost estimates ~ Phase n: Development of detail system designs, Request for Proposals to acquire the recommended systems, evaluation of vendor proposals, and contract negotiation assistance ~ Phase nI: Project implementation assistance and acceptance testing of the new systems It is our understanding that the scope of work includes an assessment of the City's two-way radio communications systems, the City's existing telephone systems and data networking facilities, and the City's Public Safety dispatch facility for Police, Fire, and EMS. Our proposed project team includes personnel who specialize in those various areas of expertise, including wireless voice communications, wireless data communications, telecommunications, and Public Safety Computer Aided Dispatch and Records Management systems. Our proposed project team includes individuals highly skilled in those respective areas. The level of consulting effort required by the City in Phases II and ill will depend upon the particular solutions selected at the end of Phase I of the project. For this reason, our cost proposal address,es Phase I at this time. Once the various system solutions have been selected at the end of Phase I, RCC will provide a cost proposal to provide consulting assistance for Phases II and m. The hourly rates shown on our cost proposal are valid for one (1) year, therefore, professional fees for Phas~ II and ill will likely be based upon the same hourly rates quoted for Phase I. Ms. Martha Gillett City of LaPorte . e June 5, 2001 Page Two Our cost proposal represents a "not to exceed" amount unless the City elects to modify the scope of work contained within the contract to be completed between the City and RCC. Our proposed work plan envisions that the kickoff meeting and user interviews will ,occur during the same week to minimize travel expenses. RCC will invoice the City on a monthly basis for the work completed in the previous month. Invoices will include both professional fees and out-of-pocket expenses for each month. We will utilize our corporate discounts whenever possible to help minimize out-of-pocket expenses. We do not expense items such as overnight express mail, telephone calls, and photocopying of documents. A breakdown of our professional fees and expenses has been provided on the following page. The City will notice that the breakdown includes two different mana~g consultants under the Direct Engineering Expenses category. One managing consultant will address wireless voice communications issues, the other will address wireless data communications issues. Ms. Gillett, we are available to discuss our proposed workplan ~d cost proposal either by telephone or in person as needed. I can be reached in our Houston office at 281-999-1441 for further discussion. We were very pleased to have been selected by the City of LaPorte and look forward to working with the City to help make this another one of its success stories. Sincerely, Gregory A. Munchrath, P .E. Vice President & General Manager - Southwest Region GAM:pmm Attachment- cc: Verdette Ha11- RCC . e ~cc ~f~~~~~~~~~~1~.}~:~?~~:~~lt:4h'~t?:~~:j~1:' "",:.:tt~~;~:~~~"r;;,r ~~f~~1f~~:ti1.~~~~Zff.~;t":~;t~:::2~t~~~] :~~~;jf.~:fir.:~ "~r ~-;;'~i>litl~"{~l June 5, 2001 \\:'~;'.i,fi;~~~! RCC CONSULTANTS, INC. TECHNICAL SERVICES CONTRACT ';::l.~/1'".~..=:~ Radio I Mobile Data I P. Safety Dispatch I Telecom (;~f,~ City of LaPorte, TX ~~~;~.:dar.:~ Phase I Needs Assessment, Conceptual Design, Budgetary Cost Estimates ;,ftd' I "~,,.~ ,O\i;J1;':fi 'JI!'l::""~l;;>1-:n:Ji 5:1~~:~~d~:~tr;'.~::Sf~;i!;,::;j\(:.'i {;!:i\~;~IiT..:t;:.' Task# :.=!~' :. ~.r' ~"'t~~~.~1t.t~. :!'A~~";' ~ .' '.:.~~ ~~f~'-.it~~~: .~/~f.~ t~1'i~'~/~{~.t '~~~~iJ'~$'~:~~'.~~:~~~:~.' ~ ~. .. i'; -<l'. U~:W<..\;1;'fiff';:"I1.:o;~,j~~~ ''l''iir;~.'''~:'~'' I~. . ~;' : ~~~'''''~~~~.~:a~':1,:,,~~:~.~!~.:..,~..!t~~,:f;.;o.i .:..~;...;.~~~~;~.; -. '. '-. ~ ':l'r'r-'~~""""l:fl';"""""~" i'~';~~~W'~'f~"~ .,. .';:'.t ."'::-1.~~' ;'i;J'-, 'to ....'.'.'r~:)t :.....,.. '.. ..~~.,' ., 'l'~' .0.:::1'_, ". '. .~,' "'0,' !<!Ji' ~~.;.:. ...t". u.~"~"'~'''''~ f .":I.~.I~'.~~, 4...~/-. i:fj;;;f. j "~.. -;". .. fo' ... :1'".";. 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';~~ "~~' .f.j ~~'1~~iK,.~:~4'[Yl;l~:~~~;~~~~~~t..;t~~t~~Ji~~'~!~r,11t~~~~.. Task# I ~;i.:~~f.r:;~~!!1~ 'l\'j~~~r~!i;:f~'i~~~ii~~~~;&)i~~t~~\:.~lt:;~~i~~~~~~~~j'~~~~~l~~~..JO~~~~!.~~tl.~i:\;:~~lzi~~t~ ~~~~l~~~~ l~i~.t !~:~i.::~~~ '. ~;i~~. . "',... -, ......-.~~,.,.". ....,..,I..,..;..W.~-'-o;~'.r.........~'...'~a"t>\4jj~.J:4'<"'""~m-~...~'~1: ''%'"~''''''':2~'Jl;]~''':'''''~'.;I!r.::''''''' ~,'::::~~~~ '.J'-L~: :~~~;ii:i:~;(~;;?? &lgl~~J~~:t~:i.;o' ?~*~d5l~:iptljf-A..~l~~J.~~~;~'1fM;:'. ':,";. '.~~.aJ'~ ~ ~ - 'i~~ ~~~~i;:~~l.~~.:t~.~-=::~~~t~~ t~~~:~~~ ,r~'.~~J~ ....'~ . ""'!1'!1~" ~;'.t) .~:l~,::;....:"~tti- ~. .~~~' r'~','.'-~F>!I,h> 1j'''' , " ,. ," ,;,::!.:;lii::,'.,'~" ,. .:. .. ..;. '_f,,: """:l! ":? "'--^ ....."..1lj.,;.! '''f~.- ,;~:'y....l..,~~" ...'..;:t..'"..!~'.. .:. .'~. ~ t.....~7' ....t:.....;.'t':~. 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'. , ";':~~~~':~~f;[~~01:i, ~l"l"'~:.{ t'.~~;!:y;~r::i h~iti~{~ri~ ~;'i".~;~~~~:~:; [~';)~i~jl;:;;:.!~ti.~~~.(~il}~i~~lIf.~~~~;~:;r1:g;'p~li1~il~~:~,;~!f.~!l:yr.tit~:~~~2.1\;!~:t;~{<:;:~~~~f!.~ a:rti;~~1;1 5;:~:.'}::' ~!1;~'(' ~~~1;?y:r~}::i\ ~~"~'t~~{~~T;:;~;.~.::~~}~?;ti!;;;&I~"~;&1Ct~'ii'i:;~:~f:~~;\;.~;!~;~J'ii;~::';g,;~ }~i4~~t,);~;~~~;',;~~'''~;t~~t:J,t; ilin~:"~~:t~'~ -~~t;;:-1W.!~ ~~ffl~'f:!(~~~tb.t~i;.~~~.,~~~~:~~~~~':4~~{;f.~;~~r;'~~1o"-~IS&ff:~t~~?~~\;:~:~;'~(lfIT..r;~~f.;,: ~:\f:~.;;~:;;"::'~~J ~~~t~?~~~i~~~J~~t;.~~~!.' "...:,..:" ;"~l;':i!::,3~1~~f~t!~~:~~~t~t~~?~~,%~!~~~ ~f~j~!ft;~ LaPorte Phase I Cost Proposal.xls Page 2 of 2 ~ . ~ ~cc e .' '~f1t~~,;~~:-f~ti;~'tit;:~ ;~J;:;~~:~t~~(tr!tllf~~'1I~"'~~1:i~fr.~1~~~~'~~~~~\"~tre~~;~~;:t$::,~ Aj:f:~~~~:i$ RCC CONSULTANTS, INC. TECHNICAL SERVICES CONTRACT Radio I Mobile Data I P. Safety Dispatch I Telecom City of LaPorte, TX . Phase I Needs Assessme,nt, Conceptual Design, Budgetary Cost Estimates Vice President & General Mana er Mana in Consultant Director Sr Consultant Mana in Consultant $ $ $ $ $ $ Rate 250.00 175.00 200.00 150.00 175.00 50.00 Subtotal 7,500.00 21,000.00 23,200.00 20,400.00 19,600.00 2,000.00 93,700.00 Rate Subtotal $ 650.00 $ 2,600.00 $ 200.00 $ 400.00 $ 125.00 $ 1,125.00 $ 65.00 $ 520.00 $ 0.33 $ General and Administrative Fee 19% $ LaPorte Phase I Cost Proposal.xls . e SIGN IN SHEET , q,J-tf,O { Please sign in. PRINT your,name and address. If your wish to speak before Council please complete the form to. the right. Herbert L.Jamison . Ca., L.L.C. 100 executive Drive West Orange NJ 07052 19731 731-0806 INSURED DATE'(~Mmijiyy) 09 05. 01 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. COMPANIES AFFORDING COVERAGE RCC Consultants, Inc. and subsidiaries 100 Woodbridge Center Drive Suite 201 Woodbridge, NJ 07095-1125 COMPANY ~ Atlantic Mutual Ins. Ca. COMPANY B Evanston Ins. Co: COMPANY C : ~. .': ,. ;~:: ii{^"'".:.- "iMi~v . THIS IS TO CERTIFY THA TTHEPOLICIES OF INSURANCELlSTEDBELOWHA VEBEENISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICA TED,NOTWITHST ANDING ANY REQUIREMENT, TERMORCONDITIONOFANYCONTRACTOROTHERDOCUMENTWITHRESPECTTOWHICHTHIS CERTIFICATE MA Y BE ISSUED OR MA Y 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 TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE POUCY EXPIRATION L11l DA11! (MMlDDIYY) DATE (MMlDDIYY) LIMITS A GENERAL L1ABLITY 486406921 5/07/01 5/07/02 GENERAL AGGREGATE S 2,000,000 X COMMERCIAL GENERAL LIABILITY PROOUCTS.COMP/OP AGG S 1,000,000 W6 ClAIMS MADE W OCCUR PERSONAL & ADV INJURY S 1,000,000 OWNER'S & CONTRACTOR'S PROT EACH OCCURRENCE S 1,000,000 FIRE DAMAGE (Anyone lire) S 100,000 ME!) EXP (Anyone person) S 5,000 A AUTOMOBU L1ABLITY 486406921 5/07/01 5/07/02 COMBINED S!NG~ LIMIT S X ANY AUTO 1.000.000 All OWNED AUTOS BOOIL Y IN.AJRY S SCHEDlA.ED AUTOS (Per person) HIRED AUTOS BODILY IN.AJRY S NON.QWNED AUTOS (Per accldenl) PROPERTY DAMAGE S GARAGE LIABILITY AUTO ON!. Y . EA ACCIDENT S ANY AUTO OTHER THAN AUTO ONLY: ~tf~1~1*1'J~]~~~t1r.~lmfrim EACH ACCIDENT AGGREGATE l EXCESS L1ABIUTY 486406921 5/07/01 5/07/02 EACH OCCURRENCE 5,000,000 X UI.lBRaLA FOAM AGGREGATE 5,000,000 OTHEJ;l THAN UMBRELLA FORM A WORKERS COMPENSATION AND. 400524537 5/07/01 6/07/02 EMPLOYERS' LIABILITY S 500,000 THE PROPRIETORI INCL EL DISEASE.POLICY LIMIT S 500,000 PARTNERSIEXECUTIVE OFFICERS ARE: EXCL EL DISEASE-EA EMPLOYEE S 500,000 OTHER B Mlsceilaneous E' 0 AE804607 5/07/01 5/07/02 $5,000,000 Each Claim $5,000,000 Annual Aggregate DESCRIPTION OF OPERATIONSA.OCATlONSJYEHICLESlSPECIAL ITEMS Insured under Certificate Halder Is Included es additional General Liability If required by lease or contract and subject to policy terms and conditIons. RE: Consultant Services Agreement for' Communications Systems Review ~~..J~~-'~~.>".:~fi"_~~~~mMM' t.~w..~~~~~ ~:1>A . ~ ' . ~>'!$i$: ''''''', ":, ,,:' ":" ' SHOULD ANY OF litE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, litE ISSUING COMPANY WILL ENDEAVOR TO MAIL 3D DAYS WRITTEN NonCE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FALURE TO MAL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE AGENTS OR REPRESENTATIVES. ORIZED EPRESENT :rIVE City.of LaPorte 604 W. Fairmont Parkway LaPorte, Texas 77571 seph A. Zamarelll, ARM " '" ~~,\'=*~~"''fi*' >~,~ ,:~:":":..' ' .', "A " . ?...~~f.\;::..QN.M;$.~,..*, ....~ '. .... . . .., . ..IFf!.... CERTIFICATE: 171/001/ 00321 . It e e REQUEST FOR CITY COUNCIL AGENDA ITEM Appropriation Source of Funds: General & ClP Funds Requested By: DOU2 Kneuppe Account Number: 015-9892-840 & 003-9890-840 Department: Plannin2 Amount Budgeted: $50.000 Report: _Resolution: _Ordinance: ...x....- Amount Requested: $28.500 Exhibits: Budgeted Item: ....x....YES _NO 1.) Contract for Senices SUMMARY & RECOMMENDATION As an initial step toward implementation of the City's Geographical Information System (GIS), $180,000 was budgeted in FY 00-01 to replace, update and improve the City's mapping. Since our last comprehensive mapping ,~ndeavor took place (O'Malley & Clay - April, 1980), subsequent annexations, business, resi"ential and infrastructure development have made our current mapping all but obsolete. This funding would have provided for up-to-date digital aerial imaging, current topographic data overlays (Le.: elev.ations and contours) ~nd planimetric data overlays such as property and parcel lines, building footprints, f~nces, etc...). While researching additional sources of mapping, Staff contacted the Houston-Galveston Area, Council (HGAC) to inquire about their available mapping. HGAC maintains and provides to its member cities, low cost aerial mapping (flown '99-'00) and complete coverage of our entire jurisdiction including our' industrial districts as well the adjacent cities of Shoreacres and Morgan's Point. This product has already ~~~b~OO ' In this same vein of promoting GIS for all departments within the City, Staff has investigated several approaches to implementing the City's GIS and its many components. As a result of our ~esearch, Staff is recommending C!n approach to pursue implementation by contracting the services of a ql;lalified consulting firm to assist th.e . City in conducting a needs assessment for GIS and developing a subsequent implementation plan. Requests for Qualifications were sent to eight Consulting firms who specialize in the field of GIS. Of the eight, four firms responded with a Statement of Qualifications. Of the responding four, Geographic Technologies 'Group, Inc., based in North Carolina with a local office in Pearland, was selected based on their extensive experience with application of GIS technology for county and local governments. GTG has developeq rTIiJpy innovative software applications that expand the effectiveness of the end-user. , , Staff recommends that Council approve and authorize the City Manager to execute a contract for services with GTG, Inc. in the amount of $28,500 to conduct a GIS Needs Assessment and Implementation Plan for the City of La Porte. Action Required bv Council: Consider approval of an ordinance authorizing the City Manager to execute a contract betwee.n the City of La Porte and GTG, Inc. for services in conducting a needs assessment and developing an implementation plan for the City's Geographic Information System and providing $28,500 to fund said contract. Approved for City Council Al!enda (J?~ \. lA~ Robert T. Herrera, City Manager ll-\c;.Q\ Date e e . CITY OF. LA PORTE IN TE R 0' F FIe E ' M EM 0 RAN DUM September 20,2001 TO: Mayor and City Counci Robert T. Herrera, Ci Manager FROM: John Joerns, Ass t SUBJECT: Aerial Photography The FY 00-01 Capital Improvement Project (CIP) Budget included $180,000 ($90,000 each in General and Utility CIP) for new aerial photography and topographic mapping covering the City and its extraterritorial jurisdiction (ETJ). This new mapping was to be a step towards development of a GIS program. During the budget reviews, Councilman Sutherland suggested we visit with HGAC regarding suitability of aerial photography available through HGAC. After a few technical difficulties, staff was able to successfully open and manipulate the map files obtained from HGAC. While the precision and resolution is less than the photography we were originally considering, it is sufficient for current needs and quite a bargain - $480. During the year staff visited other City's with GIS systems and also had a consultant meet with representatives of all departments to discuss development of a GIS system. We then asked the consultant to submit a proposal for a city-wide needs assessment and implementation plan. . Of the original $180,000 budgeted, $65,000 each has been returned to the General and Utility Funds. The balance of approximately $50,000 covers the aerial photography and if approved, the GIS planning services. The topographic mapping will be deferred until completion of the GIS planning study. We are requesting Council consider approval of a consulting services contract with Geographic Technologies Group, Inc to assist the City in conducting a needs assessment for GIS and developing a subsequent implementation plan. c: Doug Kneupper, Director of Planning JJ/cns ~.z5!J