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Agreement with TUSA Consulting Services
a 0�3� �rZ1 PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF MIAMI BEACH AND TUSA CONSULTING SERVICES FOR P25 MOBILE RADIO SYSTEM CONSULTING SERVICES II, LLC ThNfr(,rof ssional Services Agreement ("Agreement") is entered into this 1f� day of , 2014, (Effective Date), between the CITY OF MIAMI BEACH, FLORIDA, a municipal corporation organized and existing under the laws of the State of Florida, having its principal offices at 1700 Convention Center Drive, Miami Beach, Florida, 33139 ("City"), and TUSA CONSULTING SERVICES II,-LLC; a limited liability company, whose address is 75757 Highway 1082, Covington, Louisiana 70435 (Consultant). SECTION 1 DEFINITIONS Agreement: This Agreement between the City and Consultant, including any exhibits and amendments thereto. City Manager: The chief administrative officer of the City. Consultant: For the purposes of this Agreement, Consultant shall be deemed to be an independent-contractor, and not an agent or employee of the City. Services: All services, work and actions by the Consultant performed or undertaken pursuant to the Agreement. Fee: Amount paid to the Consultant as compensation for Services. Risk Manager: The Risk Manager of the City, with offices at 1700 Convention Center Drive, Third Floor, Miami Beach, Florida 33139: telephone number (305) 673-7000, Ext. 6435: and fax number(305) 673-7023. SECTION 2 SCOPE OF SERVICES (SERVICES) 2.1 In consideration of the Fee to be paid to Consultant by the City, Consultant shall provide the work and services described in Exhibit "A" hereto (the Services). 2.2 Consultant's Services, and any deliverables incident thereto, shall be completed in accordance with the timeline and/or schedule in Consultant's proposal described in Exhibit "A" hereto. SECTION 3 TERM The term of this Agreement (Term) shall commence upon execution of this Agreement by all parties hereto, as set forth in the Effective Date on page one (1) hereto, and shall terminate no later than the end of 2016. 1 SECTION 4 FEE 4.1 In consideration of the Services to be provided, Consultant shall be compensated based on the completion of the phases, tasks, and fees enumerated in Exhibit "B", in an amount not to exceed $45,490.98. 4.2 The hourly rate for additional tasks to be performed within this scope of work in Exhibit "B," if required, will be billed at $140/hour; provided, however that Consultant shall not commence performance of any additional tasks without first receiving the written approval to do so from the City Manager or his authorized designee. 4.2 INVOICING Upon receipt of an acceptable and approved invoice, payment(s) shall be made within thirty (30) days for that portion (or those portions) of the Services satisfactorily rendered (and referenced in the particular invoice). Invoices shall include a detailed description of the Services (or portions thereof) provided, and shall be submitted to the City at the following address: City of Miami Beach Emergency Management, 4th Floor 1700 Convention Center Drive Miami Beach, Florida 33139 Attn: Charles Tear, Emergency Management Coordinator SECTION 5 TERMINATION 5.1 TERMINATION FOR CAUSE If the Consultant shall fail to fulfill in a timely manner, or otherwise violates, any of the covenants, agreements, or stipulations material to this Agreement, the City, through its City Manager, shall thereupon have the right to terminate this Agreement for cause. Prior to exercising its option to terminate for cause, the City shall notify the Consultant of its violation of the particular term(s) of this Agreement, and shall grant Consultant three (3) days to cure such default. If such default remains uncured after three (3) days, the City may terminate this Agreement without further notice to Consultant. Upon termination, the City shall be fully discharged from any and all liabilities, duties, and terms arising out of, or by virtue of, this Agreement. Notwithstanding the above, the Consultant shall not be relieved of liability to the City for damages sustained by the City by any breach of the Agreement by the Consultant. The City, at its sole option and discretion, shall be entitled to bring any and all legal/equitable actions that it deems to be in its best interest in order to enforce the City's right and remedies against Consultant. The City shall be entitled to recover all costs of such actions, including reasonable attorneys' fees. 5.2 TERMINATION FOR CONVENIENCE OF THE CITY THE CITY MAY ALSO, THROUGH ITS CITY MANAGER, AND FOR ITS CONVENIENCE AND WITHOUT CAUSE, TERMINATE THE AGREEMENT AT ANY 2 TIME DURING THE TERM BY GIVING WRITTEN NOTICE TO CONSULTANT OF SUCH TERMINATION; WHICH SHALL BECOME EFFECTIVE WITHIN THIRTY (30) DAYS FOLLOWING RECEIPT BY THE CONSULTANT OF SUCH NOTICE. IF THE AGREEMENT IS TERMINATED FOR CONVENIENCE BY THE CITY, CONSULTANT SHALL BE PAID FOR ANY SERVICES SATISFACTORILY PERFORMED UP TO THE DATE OF TERMINATION; FOLLOWING WHICH THE CITY SHALL BE DISCHARGED FROM ANY AND ALL LIABILITIES, DUTIES, AND TERMS ARISING OUT OF, OR BY VIRTUE OF, THIS AGREEMENT. 5.3 TERMINATION FOR INSOLVENCY The City also reserves the right to terminate the Agreement in the event the Consultant is placed either in voluntary or involuntary bankruptcy or makes an assignment for the benefit of.creditors. In such event, the right and obligations for the parties shall be the same as provided for in Section 5.2. SECTION 6 INDEMNIFICATION AND INSURANCE REQUIREMENTS 6.1 INDEMNIFICATION Consultant agrees to indemnify and hold harmless the City of Miami Beach and its officers, employees, agents, and contractors, from and against any and all actions (whether at law or in equity), claims, liabilities, losses, and expenses, including, but not limited to, attorneys' fees and costs, for personal, economic or bodily injury, wrongful death, loss of or damage to property, which may arise or be alleged to have arisen from the negligent acts, errors, omissions or other wrongful conduct of the Consultant, its officers, employees, agents, contractors, or any other person or entity acting under Consultant's control or supervision, in connection with, related to, or as a result of the Consultant's performance of the Services pursuant to this Agreement. To that extent, the Consultant shall pay all such claims and losses and shall pay all such costs and judgments which may issue from any lawsuit arising from such claims and losses, and shall pay all costs and attorneys' fees expended by the City in the defense of such claims and losses, including appeals. The parties agree that one percent (1%) of the total compensation to Consultant for performance of the Services under this Agreement is the specific consideration from the City to the Consultant for the Consultant's indemnity agreement. The provisions of this Section 6.1 and of this indemnification shall survive termination or expiration of this Agreement. 6.2 INSURANCE REQUIREMENTS The Consultant shall maintain and carry in full force during the Term, the following insurance: 1. Consultant General Liability, in the amount of $1,000,000, naming the City of Miami Beach, Florida as an additional insured; 2. Consultant Professional Liability, in the amount of$200,000; and 3. Workers Compensation & Employers Liability, as required pursuant to Florida Statutes. 4. Automobile Liability - $1,000,000 each occurrence - owned/non-owned/hired automobiles included; such coverage shall also name the City of Miami Beach, Florida as an additional insured. The insurance must be furnished by insurance companies authorized to do business in the State of Florida. All insurance policies must be issued by companies rated no less than "B+" 3 as to management and not less than "Class VI" as to strength by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent. All of Consultant's certificates shall contain endorsements providing that written notice shall be given to the City at least thirty (30) days prior to termination, cancellation or reduction in coverage in the policy. Original certificates of insurance must be submitted to the City's Risk Manager for approval (prior to any work and/or services commencing) and will be kept on file in the Office of the Risk Manager. The City shall have the right to obtain from the Consultant specimen copies of the insurance policies in the event that submitted certificates of insurance are inadequate to ascertain compliance with required coverage. The Consultant is also solely responsible for obtaining and submitting all insurance certificates for any sub-consultants. Compliance with the foregoing requirements shall not relieve the Consultant of the liabilities and obligations under this Section or under any other portion of this Agreement. The Consultant shall not commence any work and or services pursuant to this Agreement until all insurance required under this Section has been obtained and such insurance has been approved by the City's Risk Manager. SECTION 7 LITIGATION JURISDICTION/VENUE/JURY TRIAL WAIVER This Agreement shall be construed in accordance with the laws of the State of,Florida. This Agreement shall be enforceable in Miami-Dade County, Florida, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue for the enforcement of same shall lie in Miami-Dade County, Florida. By entering into this Agreement, Consultant and the City expressly waive any rights either party may have to a trial by jury of any civil litigation related to or arising out of this Agreement. SECTION 8 LIMITATION OF CITY'S LIABILITY The City desires to enter into this Agreement only if in so doing the City can place a limit on the City's liability for any cause of action, for money damages due to an alleged breach by the City of this Agreement, so that its liability for any such breach never exceeds the sum of $10,000. Consultant hereby expresses its willingness to enter into this Agreement with Consultant's recovery from the City for any damage action for breach of contract to be limited to a maximum amount of$10,000. Accordingly, and notwithstanding any other term or condition of this Agreement, Consultant hereby agrees that the City shall not be liable to the Consultant for damages in an amount in excess of $10,000 for any action or claim for breach of contract arising out of the performance or non-performance of any obligations imposed upon the City by this Agreement. Nothing contained in this section or elsewhere in this Agreement is in any way intended to be a waiver of the limitation placed upon the City's liability, as set forth in Section 768.28, Florida Statutes. 4 SECTION 9 [INTENTIONALLY DELETED] SECTION 10 GENERAL PROVISIONS 10.1 AUDIT AND INSPECTIONS Upon reasonable verbal or written notice to Consultant, and at any time during normal business hours (i.e. 9 a.m. — 5 p.m., Monday through Fridays, excluding nationally recognized holidays), and as often as the City Manger may, in his/her reasonable discretion and judgment, deem necessary, there shall be made available to the City Manager, and/or such representatives as the City Manager may deem to act on the City's behalf, to audit, examine, and/ or inspect, any and all other documents and/or records relating to all matters covered by this Agreement. Consultant shall maintain any and all such records at its place of business at the address set forth in the "Notices" section of this Agreement. 10.2 [INTENTIONALLY DELETED] 10.3 ASSIGNMENT, TRANSFER OR SUBCONSULTING Consultant shall not subcontract, assign, or transfer all or any portion of any work and/or service under this Agreement without the prior written consent of the City Manager, which consent, if given at all, shall be in the Manager's sole judgment and discretion. Neither this Agreement, nor any term or provision hereof, or right hereunder, shall be assignable unless as approved pursuant to this Section, and any attempt to make such assignment (unless approved) shall be void. 10.4 PUBLIC ENTITY CRIMES Prior to commencement of the Services, the Consultant shall file a State of Florida Form PUR 7068, Sworn Statement under Section 287.133(3)(a) Florida Statute on Public Entity Crimes with the City's Procurement Division. 10.5 EQUAL EMPLOYMENT OPPORTUNITY In connection with the performance of the Services, the Consultant shall not discriminate f r r against any employee or applicant for employment because o ace, color, national origin, religion, sex, gender identity, sexual orientation, disability, marital and familial status, or age. 10.6 CONFLICT OF INTEREST The Consultant herein agrees to adhere to and be governed by all applicable Miami-Dade County Conflict of Interest Ordinances and Ethics provisions, as set forth in the Miami-Dade County Code, and as may be amended from time to time; and by the City of Miami Beach Charter and Code (as some may be amended from time to time); both of which are incorporated by reference herein as if fully set forth herein. The Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirectly, which could conflict in any manner or degree with the performance of the Services. The Consultant further covenants that in the performance of this Agreement, no person having any such interest shall knowingly be employed by the 5 W__Z__ Consultant. No member of or delegate to the Congress of the United States shall be admitted to any share or part of this Agreement or to any benefits arising there from. SECTION 11 NOTICES All notices and communications in writing required or permitted hereunder, shall be delivered personally to the representatives of the Consultant and the City listed below or may be mailed by U.S. Certified Mail, return receipt requested, postage prepaid, or by a nationally recognized overnight delivery service. Until changed by notice in writing, all such notices and communications shall be addressed as follows: TO CONSULTANT: Tusa Consulting Services II, LLC 75757 Highway 1082 Covington, LA 70435 Attention: Dominic F. Tusa, Principal Technology Advisor TO CITY: City of Miami Beach City Manager's Office 1700 Convention Center Drive Miami Beach, Florida 33139 Attention: Charles Tear, Emergency Management Coordinator Notice may also be provided to any other address designated by the party to receive notice if such alternate address is provided via U.S. certified mail, return receipt requested, hand delivered, or by overnight delivery. In the event an alternate notice address is properly provided, notice shall be sent to such alternate address in addition to any other address which notice would otherwise be sent, unless other delivery instruction as specifically provided for by the party entitled to notice. Notice shall be deemed given on the day on which personally served, or the day of receipt by either U.S. certified mail or overnight delivery. SECTION 12 MISCELLANEOUS PROVISIONS 12.1 CHANGES AND ADDITIONS This Agreement cannot be modified or amended without the express written consent of the parties. No modification, amendment, or alteration of the terms or conditions contained herein shall be effective unless contained in a written document executed with the same formality and of equal dignity herewith. 12.2 SEVERABILITY If any term or provision of this Agreement is held invalid or unenforceable, the remainder of this Agreement shall not be affected and every other term and provision of this Agreement shall be valid and be enforced to the fullest extent permitted by law. 12.3 ENTIRETY OF AGREEMENT The City and Consultant agree that this is the entire Agreement between the parties. This Agreement supersedes all prior negotiations, correspondence, conversations, agreements or understandings applicable to the matters contained herein, and there are no commitments, agreements or understandings concerning the subject matter of this Agreement that are not contained in this document. Title and paragraph headings are for convenient reference and are not intended to confer any rights or obligations upon the parties to this Agreement. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their appropriate officials, as of the date first entered above. FOR CITY: CITY OF MIAMI BEAgkj, FLO A ATTEST: 7 By: City Jerk ,; ' ,11 Phili ev" f or FOR CONSULTAN l✓' T C LTING SERVICES II, LLC :INCORP ORATED.: ATTEST: By: .e... � -S@sFefafy- W 1 -Ne: - 'a gin Member P �^ Print Name Print Name 2-/2 9//c f FAPURC\RFP185-2013 Tusa Consulting.doc APPROVED AS TO FORM&LANGUAGE &FOR EXECUTION f A 7 EXHIBIT "A" SCOPE OF SERVICES 8 Request for Proposal The City of Miami Beach, Florida Approach and Methodology problem for an older analog wideband system, Understanding The User's Needs pre-narrowbanding, it becomes a far worse problem,post-narrowbanding. The City of Miami Beach and its associated agencies operate on an aging Motorola Fortunately, there are solutions to equipment 800MHz trunked radio system based on obsolescence, degraded audio quality, proprietary Project-16 technology that is insufficient coverage and seamless migration nearing technical obsolescence. In an effort to of radio users onto new technologies. The preemptively manage the pending end of life catch, of course, is determining the right of the current public safety -radio system's approach that balances user needs, older technology, the City is looking toward a expectations, operational goals and migration P25 compliant system. As stated in the RFP, with hard fiscal realities. the City is seeking qualified consultants to assist the City in identifying the best and most This RFP seeks to identify and select a radio cost effective approach to accomplish this consultant firm to support the desired goal. conversion to Project-25 technology in a focused manner and if necessary, via a All levels of communications technologies competitive, unbiased procurement approach. face functional and operation issues to varying The scope of consultant requirements, for the degrees. In the case of 800MHz trunking, sake of an introductory discussion, is manufacturers of these earlier Project-16 summarized as follows: technologies have long since announced end- of-support timelines for popular public safety 1. Investigate/survey existing radio radio platforms such as SmartNet, SmartZone communication system resources and and EDACS. infrastructure as necessary to identify aspects having reuse potential. While these announcements suggest that future parts support will eventually fade and 2. Investigate and interview user become less available, major radio system agencies to gain an understanding of manufacturers such as Motorola and Harris current network functional coverage continue to provide maintenance parts on a deficiencies; maintenance anomalies best-effort basis for their respective Project-16 and operational issues; desired products. By so doing, owners like Miami enhancements, needs and other Beach have a window of time to properly plan aspects relevant to network and fund an eventual conversion to new, modernization planning. interoperable Project-25 technology. 3. Completion of a frequency utilization Owners of conventional VHF/UHF analog audit and expansion potential study. technology likewise face new operational and network suitability challenges. FCC ordered 4. 800MHz radio propagation studies to narrowbanding will ultimately result in more determine the best placement of radio channels to support an ever-growing user infrastructure sites with an eye toward community. The bad news, from a technical network simplification and enhanced sense, is that driving legacy wideband systems portable unit coverage(if necessary). into narrower bandwidths reduces recovered audio levels and often results in a noticeable 5. Development of P25 conceptual degradation in coverage. If coverage was a enhancement solutions geared to.. Proposal for Consulting Services June 6,2013 o tusa;consulting services ..I Request for Proposal The City of Miami Beach, Florida satisfy user expectations, particularly TCS Phased Approach with respect to coverage, audio quality and reliability. Identification of radio The RFP is clear in its intention of negotiating vendors capable of providing P25 an appropriate scope of work and fee structure trunked and conventional radio with the best, most advantageous radio infrastructures advantageous to user consultant candidate. Tusa Consulting agencies. Services offers for the sake of discussion a phased set of work elements for consideration 6. Investigate and report initial and well as part of this evaluation process. as ongoing maintenance requirements -to support these three radio This phased approach is provided to give infrastructure plan configurations. insight on how we would typically approach a project of this type, based on the information 7. Consultant overview on the scope and at hand. It helps to illustrate how TCS status of broadband 700MHz LTE organizes and processes field information and technology and its potential use in how that plays into the development of Miami Beach. downstream conceptual network solutions. 8. Optional development of RFP Essentially, what we have done is to specifications for the procurement of a incorporate your Scope of Work into a series replacement Project-25 digital radio of Project Phases. The following describes network solution. each phase and the tasks likely needed to accomplish the desired results and deliverable 9. Evaluation and grading of responsive submittals. vendor proposal submittals. 10. Technical support assistance during Phase I: System ]Evaluation/ vendor contract negotiations. Needs Assessment 11. Optional assistance during the new Task 1.1 network's implementation phase. 12. Development of a life cycle plan to -Protect Initiation During this task, we would meet with the budget sustainment costs for designated project management team and components of the new P25 radio other key personnel to confirm the project's system to maximize lifespan. organization and the roles and responsibilities In this Proposal, Tusa Consulting Services has of the project participants. We would also identify Miami Beach resources that we will developed a phased approach response to need to contact and update throughout the complete the various required tasks. TCS has course of the project. Areas we intend to the demonstrated ability to steward technology enhancements to live, operational cover include: public safety communication systems. We've • Introduction of TCS team members; done them for Johnson County, Kansas; Kansas County, Missouri; New Bern, North • Review of the Project's Scope of Work; Carolina; Jackson County, Mississippi, the County of New Orleans, Louisiana and • Review of contracted. work plan, task Harrison County, Mississippi and always elements, deliverables and schedule; successfully. ®®®®®®®®®® Proposal for Consulting Services June 6,2013 IN W1. Ow tusa 1 consulting services Request for Proposal The city of Miami Beach, Florida • Interactive refinement of the project's Task 1.2 Gantt-chart, as needed; • Confirmation of communications and Assessment of User Needs progress reporting procedures TCS shall develop a System Assessment/Survey Questionnaire for early release to affected user As -part of this task, we would also work agencies. This questionnaire would be closely with your Project Manager to define designed to affirm the contact information for project management standards, processes, the region's various participant agencies and report formats, and project status metrics that allied maintenance providers. Additionally, will be used throughout the course of the the questionnaire would be used to establish project. We would seek to adapt our present-day system operational status and processes to mirror those already in use. performance limitations within the existing configurations. In total, the information The TCS Project Principal, Dominic Tusa, gleaned through the Survey Questionnaire will coordinate the various TCS resources would provide guidance to the various user attached to the project, with respect to agencies on the type and scope of information investigative survey and assessment needs. needed in the course of actual field interview TCS Project Manager and Senior Consultant, and survey sessions. Todd Mechler, will be responsible for on-site activities, the development and presentation The City of Miami Beach would review and of project deliverables, technical support and comment on the suitability of the Will provide project status reports during the questionn air e, prior to release. TCS 'would course of the project. These reports will incorporate all desired changes, as needed. identify key accomplishments during the Questionnaires would be distributed reporting period, expected accomplishments electronically to the various agencies no less during the upcoming reporting period and than one week prior to the commencement of identification of risk issues requiring TCS field interviews. management attention. In developing a proposal solution that met the In the development of a TCS Team to support RFP's requirements but was viable from both this project, we would assemble a group of a timeliness and cost standpoint, TCS staff members whose career histories include a considered a number of alternatives. large number of Project 16 and Project 25 trunked radio deployments. This prior work In terms of a most expeditious and least costly will have been at municipal, county and option, TCS could have relied on telephone regional levels, involving radio systems and electronic means to assimilate the having user and agency bases equivalent to information. In practice, however, we have those you have described. We will pair these found the results from those sorts of processes, senior staff members with younger engineers in themselves, are self-limiting and often whose software tool development and trunked critically needed information is not supplied. radio experiences complement the project The result is time-wasting follow-up meetings scope and licensing complexity envisioned that eventually become necessary. Through here. Resumes for all TCS personnel. past experience, we have learned that face-to- earmarked for this project are contained in face meetings are essential to gain user agency Tab 2 - Proposed Project Staff section of this "buy in" with respect to major network proposal. technology changes. Make no mistake, conversions from traditional analog FM technologies to digital solutions are significant with respect to functionality and delivered audio quality. Proposal for Consulting Services June 6,2013 tusa!consulting services Request for Proposal The City of Miami Beach, Florida With respect to actual user interviews, TCS O Assessment of existing configuration would conduct agency specific user interviews rack/ cabinet placements; with public safety departments operable on the City radio system. Additionally, TCS . Assessment of space to install new system would meet with a representative group of equipment in parallel with existing local agencies outside of Miami Beach, equipment; responsible for interoperable communications, to identify needed outside network linkages. Determination of FCC/FAA tower registration numbers and as-licensed site Non-public governmental agencies would be coordinates; interviewed as well to make sure their needs are met as well. Assessment of lightning protection These various interview sessions would be systems; conducted in meeting facilities provided and General assessment of existing tower scheduled by Miami Beach. The City and structure feasibility (excludes tower load TCS would jointly coordinate the scheduling analysis, but is available through TCS as of field interviews in a manner that assures the an optional service). highest percentage of attendance possible while attempting to maximize convenience. TCS will conduct a per-site evaluation of Field interviews would commence electrical grounding system integrity, using a approximately one week after the release of clamp-on ground resistance tester, at each of the radio systems' infrastructure tower sites. the Assessment Questionnaire and the field TCS will report its findings immediately to the interview process would be completed within City for evaluation and, where necessary, a one week window. TCS would supply two advise of potential corrective action. interviewers to conduct the necessary interview sessions. Should it become necessary and subsequently requested by Miami Beach for TCS to 'Task 103 complete tower load studies by a State registered professional structural engineer, Evaluate Existing Communication Facilities which is work that is outside the scope of this An important aspect of managing new system assessment, such work would be proposed as deployment costs is leveraging existing site an additional service. infrastructure resources, when such reuse is appropriate. Typically, reusable resources At the conclusion of Task 1.3, TCS will could include towers, tower sites, building release a Needs Assessment Report. This facilities, dispatch centers, HVAC systems, document would include completed interview microwave connectivity and emergency questionnaires and an infrastructure survey power systems. summary of existing conditions. The report would include observed infrastructure TCS personnel would evaluate existing resources that could potentially be reused in infrastructure sites associated with the Phase I concepts development. identified host radio system as well as radio dispatch. We will evaluate radio and dispatch 'Task 1.4 sites for each of the specific criteria: Radio Dispatch Center Analysis ® Type/models of installed infrastructure Dispatch center analysis in included in Task equipment; 1.3 above, and would occur at the same time. Proposal for Consulting Services June 6,2013 Ow tusa I consulting services Request for Proposal The City of Miami Beach, Florida Task 1.5 separate dispatch centers or involving Department of Homeland Security, FEMA Backhaul Infrastructure Solutions and other outside agencies could be instantly The successful and reliable operation of any configured in response to local emergency multi-site conventional or trunked radio conditions. communications system is contingent upon the resiliency and availability of the many The expansive broadband and VoIP digital data, audio and control linkages used to capability available through today's licensed interconnect antenna sites. These linkages, microwave technology could become the whether accomplished by leased circuits, mechanism that allows geographically- wired facilities or private microwave, are separate dispatch centers to operate essential to the seamless integration of seamlessly and in concert. individual sites, having limited coverage, into a large network having the combined With respect to new system conceptual coverage of all sites. solutions envisioned for Phase I, we would consider traditional licensed microwave loop- The reliability of site backhaul infrastructures switched technology as well as star-configured has direct impact on radio network functionality, alternatives, as long as rigid expectations for audio clarity and coverage. survivability in adverse conditions can be met. In this conceptual development phase, TCS For example, loss of a leased telephone would provide a high level design and cost linkage serving two radio sites could silence estimate for backhaul.elements necessary'to both sites. Users would suddenly discover a support the various conceptual Project-25 major loss of coverage, possibly affecting a radio and interoperability solutions. very large portion of the network's service area. From the user's perspective, "the radio Task 1.6 system failed" whereas the true problem was far removed from the radio system, itself. Infrastructure Equipment Requirements Therefore, well defined networks should TCS would develop a baseline set of likely consider and evaluate the possibility of user equipment needs, equipment grouping multiple levels of backhaul redundancy to and approximate quantities in accordance prevent single points of failure. with information provided by the City's radio system users (approximate only in the sense Through field experience we have discovered that based on prior projects these quantities that integration of an FCC licensed tend to change with the passage of time). The microwave subsystem is a key component to equipment list will serve as the foundation for p ublic safe ty radio network survivability. subsequent user equipment cost budget Additionally, microwave connectivity also has development. strong implications for E-911/radio dispatch functions, as well. Additionally, we would negotiate set subscriber unit pricing for 5, 10 and 15 year For example, if regional/municipal dispatch periods after acceptance of the new radio facilities were likewise interconnected via the system. radio network's microwave subsystem, it would be possible for the centers to easily Task 1.7 share telephone connections, CAD, records management, audio recording and other data- Coverage Veri ication (Optional Service) related technologies. Use of live video The single most important aspect of any radio conferencing to support meetings between communications system is coverage. More ®®®®®®®®®® Proposal for Consulting Services June 6,2013 W1. Ow tusa;consulting services Bequest for Proposal The City of Miami Beach, Florida often than desired, the situations that police, is configured with multiple 800NIHz receivers fire and rescue personnel experience place and is capable of collecting data from as many heightened demands on hand-held radio as sixteen sites (site-specific channels) at any performance. The radio, in essence, provides given time. The coverage assessment results an invisible lifeline between the user, the would be submitted for client evaluation as an dispatcher, and any others performing Existing-System Coverage Assessment Report supplementary tasks. No matter how difficult deliverable. the situation, a radio equipped user is never alone, provided that specific factors Task 1.8 influencing radio coverage were fully investigated, understood and considered Conceptual System Coverage Des%n during the system's design. TCS would initiate propagation modeling activities with the aim of addressing known Radio systems (particularly those supporting coverage shortfalls and anticipated new-area portable radio devices) naturally see a growth profiles. Ultimately, this work will decrease in perceived coverage performance drive the configuration of potential over time in areas that have experienced modernized network solutions. population and real estate development growth. Users of older radio systems often The propagation software tools used by Tusa complain of poor performance within building Consulting Services employ a Graphical User structures or throughout real estate Interface to manipulate complex radio develo ments that simply didn't exist when propagation- equations (Okumura Adaptive, the radio network was first designed and Longley-Rice, etc.) and display the results implemented. graphically as a user coverage map. System variables such as tower location, transmission In order to better quantify current line type and length, antenna type, height and performance, TCS could optionally conduct orientation, radio type (portable and mobile), actual, on-site signal level testing throughout power output and acceptable signal level are the area served by the two host radio systems. entered into the program. The secondary purpose of this optional field testing is to calibrate the computer coverage Terrain specific characteristics of the area modeling tools to local environmental loss under investigation such as roads, terrain type conditions. By so doing, resultant coverage and topography are also integrated into the predictions for later conceptual solutions program by incorporating United States would be as accurate as possible (with respect Geodetic Survey data into the model and to local conditions) and would not rely solely overlaying this information onto the predicted on normalized TSB-88 assumptions. coverage map. With all of this information carefully entered into the program, the TCS would then compare and evaluate the computer model is then able to accurately coverage of the existing network using both predict radio performance for both portable this real-world signal level data as well as and mobile users operating within a given results from radio propagation modeling service area. software. This enhanced computation could serve as an existing system baseline and will The propagation modeling software will also help reconcile reported coverage shortfalls as indicate those specific areas that may determined through user interviews. experience sub-optimal or distorted coverage, thereby alerting the system's designer to TCS utilizes RF signal level verification potential coverage shortfalls. If the predicted equipment manufactured by Berkeley coverage area does not meet the service needs Varitronics (Panther series). This equipment of users throughout the desired geographical Proposal for Consulting Services June 6,2013 tusa consulting services Request for Proposal The City of Miami Beach, Florida _ service area, the designer can then further and dispatch facilities, as needed to fully adjust system variables or add tower sites until configure and support each conceptual the predicted coverage coincides with user solution. The output of this task will be expectations. This iterative design approach included within our Conceptual Design Report. permits coverage model convergence toward an optimized solution for the frequency band Task 1.9 considered. Interoperability: As the intent of the City of Miami Beach's County,Regionals Tribal and State Levels assessment and network modernization is to TCS will work with Miami Beach and other leverage existing facility resources, TCS would interested parties to gather the information consider use of the existing radio system sites necessary to thoroughly discuss conceptual plus new "greenfield" or other existing tower alternatives that address potential regional or building rooftop settings that could interoperability needs. Here, TCS will assist overcome known coverage deficiencies and in the review of what networks are already in support new/future coverage needs. A place, replacement networks being planned, "greenfield" site is any location where or future networks needed. construction of an antenna site may be viewed as technically beneficial, but where no tower TCS will conduct appropriate outside structure currently exists. interviews with up to five identified regional user agencies. The ideal proposed interview After -the initial consideration -explained team would consist of TCS representatives above, TCS would develop 700/800MHz and one or more project support personnel. coverage prediction overlays utilizing desirable existing sites as well as new sites. We will review the data collected and distill This investigation will consider mobile, this information into matrix sets that portable on-street and portable in-vehicle pictorially depict immediate requirements, configurations. goals, minimally-acceptable functionalities and long term requirements. This level of At the conclusion of Task 1.8 we will have assessment will be conducted in order to identified the total number of sites, and their integrate all into a cohesive interoperable approximate locations, necessary to support communication network approach. multiple conceptual radio network solutions. The TCS team would then devise Task 1.10 infrastructure configurations that parallel and support each coverage defined conceptual Feasibility and Desian Report Deliverable solution. Each of the above described tasks will have The interview responses (Task 1.2) would impact and result in a Phase I deliverable suggest the type of network topology needed. report that fully depicts a future course for TCS will next develop detailed conceptual radio network enhancement. This Report will design descriptions, block diagrams, pictorials include final information disclosures in and other details necessary to convey an concert with the requirements delineated by overall description of each supplied the RFP. enhancement/modernization concept. The Final Report deliverable will include, TCS will additionally develop detailed cost minimally, the following information: budget information, inclusive of infrastructure hardware, installation services, software, Overview of the existing host radio network; backhaul interconnectivity, user equipment ®®®®®®®®®® Proposal for Consulting Services June 6,2013 tusa 1 consulting services Request for Proposal The City of Miami Beach, Florida • Consultant recommendations (short and • Identification of existing infrastructure long term); and resources capable of reuse; • Budget-estimates for conceptual designs as • Description of current coverage and described herein. reliability aspects; Task 1.11 • Identification of critical -maintenance components of the existing configurations Conceptual Report Oral Presentation that affect long/short term viability; Upon completion of the Final Report in Task 1.10 above, TCS would return to the City of • Description of Project-25 conceptual Miami Beach to present the report and our configuration solutions implementation findings to the City's Project Manager and plan and timelines. At a minimum, this other interested parties. At this time we work will likely include: a P25 overlay of the would answer any initial questions and existing system; a hosted P25 network solution explain the methodology behind our and a design that allows for the use of another recommendations. Our intent would be to agencies P25 switch, confirm that Miami Beach is comfortable with the suggested direction for procurement of a • High level overview of proprietary new P25 digital, trunked, simulcast public features offered by P25 radio vendors to safety radio system. include functions such as over-the-air- reprogramming; status messaging; non- Task 1.12 standard voice encryption, etc.; Revision of.Rgport/Procurement Approach • Conceptual system coverage maps(mobile Given time to review the report and and portable radio configurations); presentation, TCS would work with City personnel to revise the report and/or the • Detailed description of user equipment procurement approach as required according requirements; to Task 1.11 above. • Conceptual description of backhaul Phase IIe Procurement connectivity solutions; • Once the final network configuration desired Description of dispatch configurations by the City of Miami Beach and the various redundancy and backup; participant entities is firmly established and a suitable funding source has been secured, the • Radio interoperability schemes; consultant would receive approval to develop procurement specifications. • Delineation of phased migration plan alternatives; The following describes our proposed approach to the Phase H process tasks and • Potential shared resource governance resultant deliverables. structure descriptions; Task 2.1 • Detailed cost definition for-each proposed solution; RFP Specification Development Proposal for Consulting Services June 6,2013 tusa;consulting services Request for Proposal The City of Miami Beach, Florida ®®®®®®®®®® TCS will combine the required technical and . Description of radio/backhaul network purchasing language into a draft RFP alarm systems; and specifications procurement document. The specifications would also contain safeguards • Development of minimum functional and to assure that the various new systems are coverage Acceptance-Testing criteria. constructed in accordance to recognized industry standards, achieve proposed coverage A draft specification would be released to the and service levels, and are completed in a Project Team for comments, additions or timely, professional fashion. other recommendations. Desired changes would be incorporated into a final A typical RFP Specification could encompass Specifications Document. At the City's the following technical elements: direction, specifications would next be released as a Project Request for Proposal • Description of existing radio system (RFP)from qualified vendors. configurations; Task 2.2 • Description of participant user needs and expectations;. Maintenance Plan Development Based on Tusa Consulting's twenty plus years • Identification of network functionality and dozens of radio system implementation requirements; experience, we would develop specifications for a maintenance plan-tailored a)precisely to • Description of service area and coverage the radio system delineated in Task 2.1, b) needs; that assimilates the capabilities of Miami Beach's radio management facility and • Identification of dispatch radio console personnel, and c) that would meet the City's locations and functionality; financial requirements. • Description of desired infrastructure TCS has the capacity to ensure that the reliability factors; maintenance costs associated with the long term usage of a new P25 radio system are • Description of minimally acceptable appropriate and fair based on the recently radio interoperability requirements; negotiated maintenance contracts of TCS' previous and current customers. • Equipment shelter requirements, where necessary; Task 2.3 • Tower and site-civil requirements, as Pre-Proposal Conference Pas-ticipation necessary; TCS will participate in a pre-proposal conference by assisting in answering or • Standby power systems; clarifying specification related questions and with the preparation of subsequent written • Backhaul broadband technologies; project addenda. • Infrastructure interoperability; Task 2.4 • Electrical grounding system requirements; Evaluation Worksheets and Criteria TCS will develop worksheet templates, concurrent with Task 2.1, which would be ®®®®®®®®®® Proposal for Consailting Services June S,2013 tuna consulting services r Request for Proposal The City of Miami Beach, Florida ®®®®®®®®®® used to evaluate vendor proposals in a evaluation criteria. That vendor having the consistent, fair and impartial manner. These .highest numerical evaluation score would worksheets will be custom designed to enable receive our recommendation for selection. a comprehensive comparison and will allow many details of each proposal to be We have successfully completed procurement summarized in an objective, point-structured and evaluation processes as now described for format to enable the evaluation and selection Kansas City, Missouri; Floyd County, process. Georgia; Gordon County, Georgia; Tallahassee, Florida and Lancaster County, TCS will also present a recommended Proposer Pennsylvania that mirror-the above described Evaluation Criteria template to the Project procurement and vendor selection approach. Team for review and comments. Once You are encouraged to contact our listed revised in accordance with Team direction, Floyd County reference, Mr. Scotty Hancock this template would define the criteria used or others to gain insight on how well this TCS throughout the proposal evaluation process. proposal evaluation process has worked, from If a quantitative or weighted method is used, a client's perspective. the criteria will define that process. The evaluation criteria should be included as part Task 2.6 of the RFP specifications (in accordance with regional procurement practices) so prospective Assistance with Contract Negotiations vendors clearly understand the project's Following vendor selection, TCS would assist objectives and approach. Miami Beach in negotiating contracts with the various successful vendors. TCS is not a law Task 2.5 firm and does not provide legal advice. However, TCS has considerable experience in Evaluation of Vendor Proposals developing fair and reasonable contracts for Resources within the TCS team will review major communication networks. Our system and evaluate each vendor proposal and approach focuses on key issues, which results independently complete and total evaluation in the achievement of successful, industry- worksheets as prepared for each proposal recognized, implementations. received. TCS will then prepare a summary that identifies the strengths and weaknesses of Examples of issues that TCS would address each proposal as well as any items needing during contract negotiations include: additional clarification. • Performance standard identification Using our transparent approach, any potential (Coverage, Capacity&Reliability); for bias toward a particular vendor solution set is eliminated whereby each set of • Acceptance testing procedures; evaluations will have been conducted in an honest and fair-minded fashion. We strongly • Issue resolution processes; encourage participation by Project Team members throughout the proposal review . Pricing guarantees; process as much technical insight is gained by working with us through the process. . Payment schedules; Use of evaluation worksheets as described • Project time line development; would result in a numerical grade for each proposal, in a manner that directly and • Performance and penalty requirements; accurately correlates with the published Proposal for Consulting Services June 6,2013 1 tuna consulting services Request for Proposal The City of Miami Beach, Florida ®®®®®®®®®® • Identification of project personnel; and Tallahassee, Florida for the term of the project's implementation. • Warranty/maintenance responsibilities. If directed by the City to-continue to Phase III From the Owner's perspective, success gained - Implementation, Todd Mechler, the assigned through contract negotiations is directly Project Manager for TCS Phases I and II, related to the strength- of the original RFP would continue in that role and would specifications coupled with the experience of maintain overall TCS project responsibility, the crafting consultant. If the specification is thereby providing full continuity throughout strong and leaves little room for ambiguity of the implementation process. requirements then contract negotiations are normally smooth and always favor the Again, these implementation support tasks are Owner. customizable to an individual client's needs and so a negotiation of a mutually acceptable Phase III: scope of work is the usual practice. Implementation Support Task 3.1 Once a contract has been successfully Infrastructure Project Management negotiated with a radio modernization It is during this activity that TCS would vendor, system owners have decisions to provide continuous monitoring of vendor make with respect to project stewardship progress in the installation of all the during the implementation phase. In those infrastructure sites and dispatch equipment; cases where the system owner has internal reporting, bi-weekly, on completed activities; technical resources, the immediate temptation and any deviations from the project time line. is to use those facilities and personnel to TCS would take responsibility to insure that steward the new radio system's tasks falling within the City's responsibility implementation. However, implementation are completed in accordance with the project for a shared radio system of this probable size schedule. and complexity typically requires 12-18 months or longer. This Task also includes participation in monthly progress review meetings with During that time, maintenance on the existing vendor and City personnel. We would focus radio systems remain necessary and often those resolution action to vendor flagged technical service/support needs accelerate due to age or installation issues that require decisions by and general wear and tear. In reality, the City. In addition, TCS would review all additional technical personnel (i.e., vendor technical submittals and prepare consultants) are often necessary to support a action recommendations for Miami Beach's new system implementation, even in those approval/execution, review all vendor instances where an internal maintenance invoices and provide inspection services to capability already exists. verify that claimed materials and/or services had been received and/or completed. The following is a description of the tasks and services TCS personnel routinely provide in Finally TCS would conduct inspections of all the course of a new system implementation. worksites to monitor vendor progress. Punch Due to the amount of interaction necessary lists would be developed throughout the for a project of this type and serving such a implementation process and reconciled with large body of radio users, TCS would provide vendor. an on-site Project Manager positioned in ®®®®®®®®®® Proposal for Consulting Services June 6,2013 �. tusa;consulting services 1 Request for Proposal The City of Miami Beach, Florida ®®®®®®®®®® Task 3.2 functionality along with interoperability performance. Subscriber Proiect Management The intent of Task 3.2 is to oversee the TCS would monitor and participate in radio installation of subscriber (user) radios which system coverage testing and audio quality includes mobile, portable and control station verification, and participate in acceptance radios. TCS would assist in the development testing of the microwave subsystem and radio of channels or talk group structures (i.e., code infrastructure. In addition, TCS would review plugs), and interoperability procedures and and comment on the vendor's proposed user structures, supportive of the new radio migration plans; monitor and assist, where system's configuration. needed, in user/dispatcher training; support the City during the system migration period; As with the project management of the develop a final project punch list and reconcile infrastructure installation, TCS will assure with vendor; and review and comment on the that tasks falling within the City's suitability of vendor submitted as-built responsibility are completed in accordance documentation. with schedule of the subscriber fleet Radio modernization projects, particularly deployment. TCS would also participate in those having active users, are particularly monthly progress review meetings with challenging. Initially, the new modernized vendor and City personnel, and provide system will be directly compared to the resolution action to vendor flagged technical performance, quality and reliability of the or-installation issues that require decisions by preceding network. Merely achieving the City. equivalent performance is not enough, if only because of the large sums of money TCS will conduct inspections of all worksites involved, coupled with the perceived to monitor vendor progress in the deployment improvements expected by new, interoperable of the subscriber fleet and develop punch lists digital radio technology. to be used throughout the implementation process and reconciled with vendor. In A successful project conclusion is rooted in addition, TCS will monitor the vendor's the strength of the technical staff supporting progress in programming user radios. the design and transition. TCS has completed a series of radio network deployments in Task 3.3 Florida and the Southeast having strong similarities to your situation. This body of Coverage Testing/Acceptance Testing projects encompassed modernization Coverage Testing and Functional Acceptance approaches, conceptualized by TCS, which Testing are critical steps in ensuring that are ideally suited to Miami Beach. Miami Beach has received the level of performance as specified by the vendor's Our proposed approach is based on solid contract, before the system is accepted.. This engineering, tempered with real world includes testing of the City coverage areas, experience. We look forward to describing backhaul network performance verification, our processes in greater detail as part of an the system's resistance to RF interference, and oral presentation opportunity. verification levels of failure mode ®®®®®®®®®® Proposal for Consulting Services June 6,2013 m tusa I consulting services Request for Proposal The city of Miami Beach, Florida Approach—Methodology Summary TCS has thoroughly reviewed and understands the performance and deliverables requirements contained in the City's RFP for Professional Consulting Services. The Approach described above is our initial interpretation of how a consultant firm should minimally address your needs and expectations. The scope of work of our involvement, tasks and related costs are open for negotiation. Proposal for Consulting Services June 6,2013 tusa consulting services EXHIBIT " B" COST PROPOSAL s Request for Proposal The City of Miami Beach, Florida ®®®®®®®®®® Rate Schedule and Fee Proposal TCS Resources TCS maintains its principal office in Covington, Louisiana. Our proposed Project Manager, Todd Mechler, is based in Tallahassee, Florida and would be your primary consultant resource interface. Additionally, in full support of Miami Beach's stated objectives, we have committed the services of supplementary TCS personnel(Robert Pletcher and Jack Forrest) and the oversight of Dominic Tusa as Project Director. Additional TCS resources such as Jack Hart (Kansas City) or Allen Cutts (Atlanta, Georgia) will assist during the project, when necessary. Consultant Rate Schedule The following describes our normal fee structure for technical and support services that are performed on a time and expenses basis. For projects of this scope, the cost for services varies depending upon the project's duration,breadth of services required and economy of scale. Technical Resource,TCS Radio Hourly Rate Project Director/Advisor $165 Project Manager $155 Senior Consultant $145 RF Voice/Rebanding Consultant $135 Drafting $ 65 Administrator $ 60 Travel expenses for TCS' consultants, on time-based projects, are invoiced at actual cost, without escalation. The hourly rate for work performed outside of this proposal scope of work will be billed at$140/hr. The City of Miami.beach's Consultant Fee Proposal The calculated costs for each task described by our Phased Approach are indicated in the following table. Please note that due to the scope of this anticipated project, TCS has normalized the proposed billing rate for its radio consulting services to $140 per task hour, which is inclusive of travel and lodging expenses. All indicated time rates above for drafting and administrative services apply. A spreadsheet detailing the costs associated with Phase I (Needs Assessment/System Evaluation) and Phase II (Procurement) is included on the following page. An optional Phase III (Implementation Support) designed to provide guidance and vendor oversight during implementation can be negotiated to a mutually agreeable point once the full scope and scale of a new public safety radio system is determined through Phases I and iI. The scope of services associated with Phase III can vary widely depending on the final decision and direction the City determines is the best approach. Providing an estimated cost for Phase III services without a complete understanding of the scope of services would be speculation at best, and would likely result in a much higher cost to Miami Beach than necessary. Proposal for Consulting Services Proprietary-Confidential June 6,2013 o _ , tusa 1 consulting services Request for Proposal The City of Miami Beach, Florida The total cost for Phase I and II services, inclusive of all travel-related costs, is as follows: Description of Service/Task Consultant Rate Admin. Rate Drafting Rate Task Total PHASE I: Needs Assessment Task 1.1 Project Initiation 24 $140 $3,360.00 Task 1.2 Assessment of User Needs 30 $140 2 $60 $4,320.00 Task 1.3 Evaluate Existing Communication Facilities 18 $140 $2,520.00 Task 1.4 Radio Dispatch Center Analysis(Done in Task 1.3) 0 $140 $0.00 Task 1.5 Backhaul Infrastructure Assessment 8 $140 $1,120.00 Task 1.6 Infrastructure Equipment Requirements 8 $140 $1,120.00 Task 1.7 Perform Coverage Verification(Optional) 30 $140 $4,200.00 Task 1.8 Conceptual System Coverage Design 16 $140 4 $60 4 $65 $2,740.00 Task 1.9 Interoperable Standards and Equipment 8 $140 $1,120.00 Task 1.10 Conceptual Report and Recommendations 16 $140 4 $60 $2,480.00 Task 1.11 Conceptual Report Oral Presentation 24 $140 $3,360.00 Task 1.12 Revise Report and Procurement Approach 8 $140 4 $60 $1,360.00 Phase I Total $23,500.00 PHASE II: Procurement Task 2.1 RFP Specification Development 65 $140 6 $60 $9,460.00 Task 2.2 Maintenance Plan Development 12 $140 $1,680.00 Task 2.3 Pre-Proposal Conference and Addenda 24 $140 $3,360.00 Task 2.4 Proposal Evaluation Worksheet Development 24 $140 4 $60 $3,600.00 Task 2.5 Evaluation of Proposals and Recommendation 44 $140 $6,160.00 Task 2.6 Contract Negotiation Services 30 $140 $4,200.00 Phase II Total $28,460.00 Proposal for Consulting Services Proprietary-Confidential Jame 6,2013 v tusa i consulting services Request for Proposal The city of Miami Beach, Florida PHASE III: Implementation Task 3.1 Infrastructure Project Management TBD $140 $60 $0.00 Task 3.2 Subscriber Project Management TBD $140 $60 $0.00 Task 3.3 Coverage and Acceptance Testing TBD $140 $0.00 Phase III Total $TBD Consultant Hours 389 Services Sub-Total Phase I and II $51,960.00 TCS Project Advisor Oversight;3%of Phase I and II Tasks $1,558.80 Services Sub-Total $53,518.80 15%Florida Discount -$8,027.82 PHASE I AND II SERVICES TOTAL $45,490.98 Task 1.6 Perform Coverage Verification(Optional) 30 $140 $4,200.00 Proposal for Consulting Services Proprietary-Confidential June 6,2013 0 0 tusa consulting services EXHIBIT "C" REQUEST FOR PROPOSAL (RFP) 185- 2013 P25 MOBILE RADIO CONSULTING SERVICES AND ADDENDUMS 10 MIAMIBEACH City of Miami Beach, 1700 Convention Center Drive,Miami Beach,Florida 33139,www.miamibeachfl.gov PROCUREMENT DIVISION Tel:305-673-7490 Fax:786-394-4075 May 24, 2013 RE: ADDENDUM NO.2 TO REQUEST FOR PROPOSAL(RFP)185-2013LR FOR P25 MOBILE RADIO SYSTEM CONSULTING SERVICES I. The deadline for receipt of the Contractor Client Survey Forms is hereby changed to Thursday, June 6, 2013 at 3 p.m. THIS IS A FORMAL ADDENDUM THAT HAS TO BE ACKNOWLEDGED IN THE BID ADDENDA ACKNOWLEDGEMENT FORM. IF A BIDDER FAILS TO ACKNOWLEDGE RECEIPT OF THIS ADDENDUM AS PART OF ITS BID SUBMISSION, THE CITY RESERVES THE RIGHT TO REQUEST, AND THE BIDDER MUST COMPLY WITHIN TWO (2) BUSINESS DAYS AFTER RECEIPT OF WRITTEN REQUEST FROM THE CITY. CIT IAMI BEACH en s Director Procurement Division MIAMI BEACH City of Miami Beath, 1700 Convention Center Drive,Miami Beach,Florida 33139,www.miamibeachfl.gov PROCUREMENT DIVISION Tel:305-673-7490 Fax:786-394-4075 May 21,.2013 RE: ADDENDUM NO. 1 TO REQUEST FOR PROPOSAL(RFP)185-2013LR FOR P25 MOBILE RADIO SYSTEM CONSULTING SERVICES 1. The deadline for receipt of questions is hereby changed to June 1, 2013 at 3 p.m. fl. Attached,please find the Sign-In Sheet for the Pre-Proposal Conference held on May 20, 2013 at 10 a.m. III. The following are responses to questions and requests for additional information received by prospective bidders: Q1. Has a budget been established for the system replacement? Al. No, a budget has not been established for the system replacement. Q2. In the RFP for a consultant,it is mentioned in Section III Scope of Services the project could have two solutions and the consultant maybe requested to either develop a RFP or join with other agencies to establish a regional system.Today it looks as if law,fire, and public works share the system. Please expand on this second concept by defining the other agencies and how large an area this might encompass. A2. Other agencies in regional concept could possibly be the City of Hialeah and City of Miami. The City of Miami Beach is interested in maintaining its existing coverage. A regional concept could expand coverage based on the participants on the regional solution and developed agreement. Q3. The project as described could be more of an assessment followed by a recommendation, and then a RFP or system sharing agreement. Is that the intent? A3. Yes, that is the intent. 04. Would the City accept a response that offered the work divided into assessment, recommendation, and then RFP or system sharing agreement? A4. The City will accept all responses that meet the criteria specified in the RFP. Section IV addresses the proposal format and Tab 3 specifies that you must "Submit a detailed proposed statement of work, categorized by specific deliverables, which will accomplish the required scope of services in the timeliest manner possible." RFP 064-2013LR Addendum No. 1 Page 2 of 2 Q5. The last bullet at the top of Page 7 is a very broad statement. Should the response to this RFP assume this means full contract administration for the project? If not, then please provide a description of the expectations. A5. If the consultant's work results in the creation of an RFP for a new system that is subsequently awarded and implemented, the consultant-may be called upon to validate and verify that the system implemented fully meets the criteria specified in the RFPthe.consultant created. Similarly, if the consultant's work results in the creation of an interagency agreement, whether for a regional or hosted solution, the consultant may be called upon to validate and verify that the system fully meets the criteria specified in the agreement the consultant created. THIS IS A FORMAL ADDENDUM THAT HAS TO BE ACKNOWLEDGED IN THE BID ADDENDA ACKNOWLEDGEMENT FORM. IF A BIDDER FAILS TO ACKNOWLEDGE RECEIPT OF THIS ADDENDUM AS PART OF ITS BID SUBMISSION, THE CITY RESERVES THE RIGHT TO REQUEST, AND THE BIDDER MUST COMPLY WITHIN TWO (2) BUSINESS DAYS AFTER RECEIPT OF WRITTEN REQUEST FROM THE CITY. TY OF MIAMI BEACH Alex Denis Director Procurement Division REQUEST FOR PROPOSALS ( RFP) RFP 185-2013LR P25 Mobile Radio System Consulting Services AM. MIAM] BEACH : PROCUREMENT DIVISION, 3RD Floor 1700 Convention Center Drive Miami Beach, FL 33139 305-673-7490 MIAMMEACH. RFP 185-2013 P25 MOBILE RADIO SYSTEM CONSULTING SERVICES TABLE OF CONTENTS Section I Overview& Proposal Procedures ........................... 3 Section II Minimum Qualifications Requirements .................... 6 Section III Scope of Services .................................................. 6 Section IV Proposal Format .................................................... 7 Section V Evaluation/Selection Process.................................. 8 Section VI Special Terms& Conditions: Insurance .................. 9 Section VII Appendices: A® Proposal Certification, Questionnaire & .............. 10 Requirements Affidavit(Under Separate Cover) B-Contractor Client Survey ................................. 17 I I A!10, BEACH A City of Miami Beath, 1700 Convention Center Drive,Miami Beach, Florida 33139,www.miamibeachfl.gov PROCUREMENT DIVISION Tel: 305-673-7490, Fax: 786-394-4006 PUBLIC NOTICE Sealed proposals, as detailed herein,will be received until 3:00 PM on,June 6,2013,at the following address: City of Miami Beach City Hall Procurement Division—Third Floor 1700 Convention Center Drive Miami Beach,Florida 33139 ANY PROPOSAL RECEIVED AFTER 3:00 PM ON THE PROPOSAL DUE DATE WILL BE RETURNED TO THE PROPOSER UNOPENED, AND WILL NOT BE CONSIDERED. THE RESPONSIBILITY FOR SUBMITTING PROPOSALS BEFORE THE STATED TIME AND DATE IS SOLELY THE RESPONSIBILITY OF THE PROPOSER. THE CITY.WILL NOT BE RESPONSIBLE FOR DELAYS CAUSED BY MAIL,COURIER SERVICE,OR ANY OTHER ENTITY OR OCCURRENCE. The City utilizes PublicPurchase for automatic notification of bid opportunities and document fulfillment, including the issuance of any addendum to this RFP. This system allows vendors to register online and receive notification of new bids, addendums and awards. Registration is available through www.publicpurchase.com. Any prospective proposer who has received this RFP by any means other than through PublicPurchase must register immediately with PublicPurchase to assure receipt of any addendum issued to this RFP. Prospective proposers are solely responsible for assuring they have received any addendum issued to this RFP. Failure to receive an addendum may result in disqualification of proposal submitted. Proposers are hereby advised that this RFP is subject to the following ordinances/resolutions, which may be found on the City of Miami Beach website:www.miamibeachfl.gov/procurement. • CONE OF SILENCE--ORDINANCE NO. 2002-3378 • PROTEST PROCEDURES--ORDINANCE NO.2002-3344. • DEBARMENT PROCEEDINGS--ORDINANCE NO.2000-3234 • LOBBYIST REGISTRATION AND DISCLOSURE OF FEES--ORDINANCE NO.2002-3363. • CAMPAIGN CONTRIBUTIONS BY VENDORS-ORDINANCE NO.2003-3389. • REQUIREMENT FOR CITY CONTRACTORS TO PROVIDE EQUAL BENEFITS FOR DOMESTIC PARTNERS - ORDINANCE NO. 2005-3494 • LOCAL PREFERENCE FOR MIAMI BEACH-BASED VENDORS—ORDINANCE N0. 2011-3747. • PREFERENCE FOR FLORIDA SMALL BUSINESSES OWNED AND CONTROLLED BY VETERANS AND TO STATE- CERTIFIED SERVICE-DISABLED VETERAN BUSINESS ENTERPRISES—ORDINANCE NO. 2011-3748. • CODE OF BUSINESS ETHICS--RESOLUTION NO. 2000-23879. All questions or requests for clarifications must be received by the procurement contact named above no later than five(5)calendar days prior to the scheduled RFP due date. The City Clerk, rafaelgranado @miamibeachfl.gov, must copied on any question or comment submitted in response to this RFP.All responses to questions/clarifications will be sent to Proposers in the form of a written addendum. THE CITY OF MIAMI BEACH RESERVES THE RIGHT TO ACCEPT ANY PROPOSAL DEEMED TO BE IN THE BEST INTEREST OF THE CITY, OR WAIVE ANY IRREGULARITY AND/OR INFORMALITY IN ANY PROPOSAL, OR REJECT ANY AND/OR ALL PROPOSALS. Sincerely, Alex Denis, CPPO Procurement Director 1 RFP 185-2013, P25 Mobile Radio System Consulting Services ® ^;i A;,"13BEACH City ®f Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT Division Tel: 305.673.7490 Fax: 786.394.4006 NOTICE OF NO RESPONSE If not submitting a Proposal at this time, please detach this sheet from the RFP documents, complete the information requested, and return to the address listed above. NO PROPOSAL SUBMITTED FOR REASON(S) CHECKED AND/OR INDICATED: Not responding due to workload issues .Not responding due to minimum qualifications requirements Not responding due to scope of services Not responding due to project's size and/or complexity OTHER. (Please specify) Note: Failure to respond, either by not submitting a proposal or this completed form, may result in your company being removed from the City's bid list. We do do not want to be retained on your mailing list for future proposals for the type or product and/or service. Signature: Title: Company: Feedback The City of Miami Beach is interested in continuously improving the process through which it acquires required goods and services. Your feedback is important. Please provide any comments or suggestions which may assist the City in this endeavor, including information on requirements,timelines,and solicitation forms. 2 RFP 185-2013,P25 Mobile Radio System Consulting Services ® ^,A 1 ,`,` BEACH SECTION I-OVERVIEW AND PROPOSAL PROCEDURES A. INTRODUCTION 1 BACKGROUND The City of Miami Beach (the"City") operates a Motorola equipped 800 MHz 10 channel trunked Public Safety Radio System, the System, in its designated Federal Communication Commission, FCC,jurisdiction. The System is currently on year eight (8)of a ten (10) year life cycle and it is not Project 25 (P25)compliant as defined by federal P25 standards. The City's goal is to replace the System with a new P25 compliant system before the 2016 timeframe. The system replacement time cycle, based on procurement of the existing system, is over two (2) years from issuance of the RFP to acceptance of a working system. P25 is a suite of standards for digital radio communications for use of interoperability by federal, state and local public safety agencies in North America to enable them to communicate with other agencies and mutual aid response teams in emergencies. The FCC has issued a directive that all 800 MHz systems will be "narrowbanded" in the 2016 timeframe. Narrowbanding is the process by which frequency space is narrowed from approximately 25 KHz to 12.5 KHz for each licensed frequency, thus increasing the amount of available radio spectrum. The main type of systems easily, and cost effectively, capable of being narrowbanded in such a fashion are P25 compliant systems. Both the infrastructure and the subscriber components of a radio system must be P25 compliant for full interagency interoperability to exist. Through this RFP, the City seeks proposals from qualified consultants that can assist the City in determining ways to achieve compliance by the narrow-banded P25 directive issued by the FCC. The consultant may recommend that the City can purchase a replacement P25 compliant radio system, or it can join with other agencies in purchasing and establishing a Regional radio system or it can operate as a guest on a larger host's radio system. B. RFP TIMETABLE The tentative schedule for this RFP is as follows: RFP Issued May 9,2013 Pre-Proposal Meeting May 20,2013 Deadline for Receipt of Questions May 22,2013 Proposals Due June 6, 2013 Evaluation Committee Review To Be Determined Tentative Commission Approval Authorizing Negotiations July 17,2013 Contract Negotiations Following Commission Approval C. PROPOSAL SUBMISSION DUE DATE An original and ten (10) copies of complete Proposals, plus one electronic copy(CD or flash drive), must be received no later than 3:00 p.m.on the dated stated in Section 1(B),at the following address: City of Miami Beach City Hall Procurement Division--Third Floor 1700 Convention Center Drive Miami Beach,Florida 33139 The original and all copies, including the electronic copy, must be submitted to the Procurement Division in a sealed package clearly noted with the Proposer's name,address,and RFP number and title. No facsimile,electronic,or e-mail Proposals will be considered. THE RESPONSIBILITY FOR SUBMITTING A PROPOSAL IN RESPONSE TO THIS RFP, ON OR BEFORE THE STATED TIME AND DATE,WILL BE SOLELY AND STRICTLY THAT OF THE PROPOSER.THE CITY WILL IN NO WAY BE RESPONSIBLE FOR DELAYS CAUSED BY MAIL,COURIER SERVICE,OR BY ANY OTHER ENTITY OR OCCURRENCE. ANY PROPOSAL RECEIVED AFTER STATED DUE DATE WILL BE RETURNED TO THE PROPOSER UNOPENED. PROPOSALS RECEIVED AFTER THE RFP DUE DATE AND TIME WILL NOT BE ACCEPTED AND WILL NOT BE CONSIDERED. 3 RFP 185-2013,P25 Mobile Radio System Consulting Services r ® ^Y`\1A,Vd BEACH D. PRE-PROPOSAL SUBMISSION MEETING A Pre-Proposal Submission Meeting will be held on the date noted in Section 1(B) at 10:00 a.m. at the following address: City of Miami Beach City Hall—4th Floor,Manager's Large Conference Room,1700 Convention Center Drive,Miami Beach,Florida 33139 Attendance (in person or via telephone) is encouraged and recommended as a source of information, but is not mandatory. Proposers interested in participating in the Pre-Proposal Submission Meeting via telephone must follow these steps: (1)Dial the TELEPHONE NUMBER: 1-877-953-3061 (Toll-free North America) (2)Enter the MEETING NUMBER:8982915# Proposers who are interested in participating via telephone should send an e-mail to the contact person listed in Section E of this RFP expressing their intent to participate via telephone. E. CONTACT INFORMATION Contact: Telephone: Email: Lourdes Rodriguez,CPPB 305-673-7000, Extension 6652 LourdesRodriguez @miamibeachfi.gov Requests for additional information or requests for clarifications must be made in writing to the Procurement Division. Facsimile or e-mail requests are acceptable. Please send all questions and/or requests for clarifications to the contact named above, with a copy to the City Clerk's Office at Rafael Gran ado(a)-miamibeachfl.gov,no later than the date specified in the RFP timetable. F. RESPONSE TO QUESTIONS&ADDENDUM TO RFP The Procurement contact will issue replies to inquiries and any other corrections or amendments, as he deems necessary, in written addenda issued prior to the deadline for responding to the RFP. Proposers should not rely on representations,statements,or explanations (whether verbal or written),other than those made in this RFP or in any written addendum to this RFP. Proposers should verify with the Procurement Division prior to submitting a Proposal that all addenda have been received. G. CONE OF SILENCE Pursuant to the city's Cone Of Silence Ordinance, as codified in section 2-486 of the City Code, proposers are advised that oral communications between the proposer, or their representatives and 1) the Mayor and City Commissioners and their respective staff; or 2) members of the City's Administrative staff(including but not limited to the City Manager and his staff);or 3)Evaluation Committee members, is prohibited. H. MODIFICATIONIWITHDRAWALS OF PROPOSALS A Proposer may submit a modified Proposal to replace all or any portion of a previously submitted Proposal up until the Proposal due date and time. Modifications received after the Proposal due date and time will not be considered. Proposals shall be irrevocable until contract award unless withdrawn in writing prior to the Proposal due date, or after expiration of 120 calendar days from the opening of Proposals without a contract award. Letters of withdrawal received after the Proposal due date and before said expiration date,and letters of withdrawal received after contract award will not be considered. I. RFP POST PONEMENTICANCELLATIONIREJECTION The City may, at its sole and absolute discretion, reject any and all, or parts of any and all, Proposals; re-advertise this RFP; postpone or cancel,at any time,this RFP process;or waive any irregularities in this RFP,or in any Proposals received as a result of this RFP. J. COSTS INCURRED BY PROPOSERS All expenses involved with the preparation and submission of Proposals, or any work performed in connection therewith, shall be the sole responsibility(and shall be at the sole cost and expense)of the Proposer,and shall not be reimbursed by the City. K. EXCEPTIONS TO RFP Proposers must clearly indicate any exceptions they wish to take to any of the terms in this RFP, and outline what, if any, alternative is being offered. All exceptions and alternatives shall be included and clearly delineated, in writing, in the Proposal. The City, at its sole and absolute discretion, may accept or reject any or all exceptions and alternatives. In cases in which exceptions and alternatives are rejected, the City shall require the Proposer to comply with the particular term and/or condition of the RFP to which Proposer took exception to (as said term and/or condition was originally set forth on the RFP). L. FLORIDA PUBLIC RECORDS LAW 4 RFP 185-2013, P25 Mobile Radio System Consulting Services OR ,^,%;I;�Vd BEACH Proposers are hereby notified that all Proposals including,without limitation,any and all information and documentation submitted therewith, are exempt from public records requirements under Section 119.07(1), Florida Statutes, and s. 24(a), Art. 1 of the State Constitution until such time as the City provides notice of an intended decision or until thirty(30)days after opening of the Proposals,whichever is earlier. M. NEGOTIATIONS The City reserves the right to enter into further negotiations with the selected Proposer. Notwithstanding the preceding,the City is in no way obligated to enter into a contract with the selected Proposer in the event the parties are unable to negotiate a contract. It is also understood and acknowledged by Proposers that by submitting a Proposal, no property interest or legal right of any kind shall be created at any time until and unless a contract has been agreed to;approved by the City;and executed by the parties. N. PROTEST PROCEDURE Proposers that are not selected may protest any recommendation for selection of award in accordance with the proceedings established pursuant to the City's bid protest procedures (Ordinance No. 2002-3344), as codified in Sections 2-370 and 2-371 of the City Code. Protests not timely made pursuant to the requirements of Ordinance No.2002-3344 shall be barred. 0. OBSERVANCE OF LAWS Proposers are expected to be familiar with, and comply with, all Federal, State, County, and City laws, ordinances, codes, rules and regulations, and all orders and decrees of bodies or tribunals having jurisdiction or authority which, in any manner, may affect the scope of services and/or project contemplated by this RFP (including, without limitation, the Americans with Disabilities Act, Title VII of the Civil Rights Act,the EEOC Uniform Guidelines,and all EEO regulations and guidelines). Ignorance of the law(s)on the part of the Proposer will in no way relieve it from responsibility for compliance. P. DEFAULT Failure or refusal of the successful Proposer to execute a contract following approval of such contract by the City Commission, or untimely withdrawal of a Proposal before such award is made and approved, may result in forfeiture of that portion of any surety required as liquidated damages to the City. Where surety is not required, such failure may result in a claim for damages by the City and may be grounds for removing the Proposer from the City's vendor list. Q. CONFLICT OF INTEREST All Proposers must disclose, in their Proposal, the name(s) of any officer, director, agent, or immediate family member (spouse, parent, sibling, and child)who is also an employee of the City of Miami Beach. Further,all Proposers must disclose the name of any City employee who owns,either directly or indirectly,an interest of ten(10%)percent or more in the Proposer entity or any of its affiliates. R. PROPOSER'S RESPONSIBILITY Before submitting a Proposal, each Proposer shall be solely responsible for making any and all investigations, evaluations, and examinations, as it deems necessary,to ascertain all conditions and requirements affecting the full performance of the contract. Ignorance of such conditions and requirements,and/or failure to make such evaluations,investigations, and examinations,will not relieve the Proposer from any obligation to comply with every detail and with all provisions and requirements of the contract, and will not be accepted as a basis for any subsequent claim whatsoever for any monetary consideration on the part of the Proposer. S. RELATIONSHIP TO THE CITY It is the intent of the City, and Proposers hereby acknowledge and agree, that the successful Proposer is considered to be an independent contractor, and that neither the Proposer, nor the Proposer's employees, agents, and/or contractors, shall, under any circumstances, be considered employees or agents of the City. T. PUBLIC ENTITY CRIME A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crimes may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public-entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, sub-contractor, or consultant under a contract with a public entity, and may not transact business with any public entity in excess of the threshold amount provided in Sec. 287.017,for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. U. COMPLIANCE WITH THE CITY'S LOBBYIST LAWS This RFP is subject to, and all Proposers are expected to be or become familiar with, all City lobbyist laws. Proposers shall be solely responsible for ensuring that all City lobbyist laws are complied with, and shall be subject to any and all sanctions, as prescribed therein, including,without limitation,disqualification of their Proposals,in the event of such non-compliance. 5 RFP 185-2013,P25 Mobile Radio System Consulting Services `i �I 5 I1 A `,BEACH V. CONE OF SILENCE This RFP is subject to, and all Proposers are expected to be or become familiar with,the City's Cone of Silence requirements,as codified in Section 2-486 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Cone of Silence are complied with, and shall be subject to any and all sanctions, as prescribed therein, including rendering their Proposal voidable, in the event of such non-compliance. W. DEBARMENT ORDINANCE This RFP is subject to,and all Proposers are expected to be or become familiar with,the City's Debarment Ordinance(as adopted pursuant to Ordinance No.200-3234,and as codified in Sections 2-397 through 2-406 of the City Code). X. COMPLIANCE WITH THE CITY'S CAMPAIGN FINANCE REFORM LAWS This RFP is subject to, and all Proposers are expected to be or become familiar with,the City's Campaign Finance Reform laws,as codified in Sections 2-487 through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Campaign Finance Reform laws are complied with, and shall be subject to any and all sanctions, as prescribed therein, including disqualification of their Proposals,in the event of such non-compliance. Y. CODE OF BUSINESS ETHICS Pursuant to City Resolution No.2000-23879, each person or entity that seeks to do business with the City shall adopt a Code of Business Ethics("Code")and submit that Code to the Procurement Division with its bid/response or within five(5)days upon receipt of request. The Code shall, at a minimum, require the Proposer, to comply with all applicable governmental rules and regulations including, among others,the conflict of interest,lobbying and ethics provision of the City of Miami Beach and Miami Dade County. Z. AMERICAN WITH DISABILITIES ACT(ADA) Call 305-673-7490 to request material in accessible format; sign language interpreters (five (5) days in advance when possible), or information on access for persons with disabilities. For more information on ADA compliance, please call the Public Works Department, at 305-673-7000, Extension 2984. AA. ACCEPTANCE OF GIFTS,FAVORS,SERVICES Proposers shall not offer any gratuities,favors,or anything of monetary value to any official,employee,or agent of the City,for the purpose of influencing consideration of this Proposal. Pursuant to Sec. 2-449 of the City Code, no officer or employee of the City shall accept any gift,favor or service that might reasonably tend improperly to influence him in the discharge of his official duties. SECTION II—MINIMUM QUALIFICATIONS REQUIREMENTS Proposers must meet or exceed the following minimum eligibility requirements to be considered responsive and have its proposal evaluated by the Evaluation Committee: 1. Must have been in business performing the services sought in this RFP for at least five(5)years. SECTION III-SCOPE OF SERVICES The City is issuing this RFP to secure the services of a consultant that will compile the City Stakeholder's requirements and recommend the best approach to select and replace the existing Public Safety Radio System with a P25 compliant system before the 2016 timeframe. The consultant may recommend that the City can purchase a replacement P25 compliant radio system, or it can join with other agencies in purchasing and establishing a regional radio system or it can operate as a guest on a larger host's radio system. The selected consultant's main duties and responsibilities will include: • Must be independent, not affiliated with neither any manufacturer nor vendor and must present a perspective that is consistently objective,effective, and vendor-neutral. • Must have multiple individuals capable of performing the work sought in this RFP and must provide their credentials, and experience. • Schedule and lead the requirement gathering meetings with diverse team of selected City radio system stake holders. • Review and compile requirements gathered from meetings to validate and verify technical feasibility. • Use list of compiled requirements, and consultant's own expertise, to develop an organized comprehensive scope of requirements. • Work with City to create an RFP and/or Interagency Agreement (depending on the consultant's recommended approach to replacing system) and develop evaluation criteria for the new P25 radio system by using the comprehensive scope of requirements created, and assist in negotiations as required. • Provide progress status updates as required. 6 RFP 185-2013,P25 Mobile Radio System Consulting Services �. N'�l,^,V,,!BEACH • Validate that the implemented system fulfills the requirements of the consultant prepared RFP or Interagency Agreement(depending on the consultant's recommended approach to replacing system). In addition to the minimum eligibility requirements established above, the consultant should demonstrate and clearly document the following; • Must have performed similar work for similar organizations before and must demonstrate that the work resulted in awards to various radio manufacturers. References of such work are required. • Must have multiple individuals capable of performing the work sought in this RFP and must provide their credentials, and experience. In the event that the City releases a subsequent RFP for a new public safety communications system, the successful proposer will be precluded from participating. SECTION IV®PROPOSAL FORMAT In order to maintain comparability, facilitate the review process and assist the Evaluation Committee in review of proposals, it is strongly recommended that proposals be organized and tabbed in accordance with the sections and manner specified below. Hard copy submittal should be presented in a three (3) ring binder and should be tabbed as enumerated below and contain a table of contents with page references.Electronic copies should also be tabbed and contain a table of contents with page references. Minimum Eligibility Requirements rSectioin detailed verifiable information affirmatively documenting compliance with minimum eligibility requirements established in II. Exp erience&Qualifications. Qualifications of Proposing Firm. Describe experience and qualifications of the Proposer in providing the services detailed herein. Qualifications of Proposer Team. Provide an organizational chart of all personnel and consultants to be used if awarded, the role that each team member will play in providing the services detailed herein and each team members'qualifications.A resume of each individual,including education,experience,and any other pertinent information,shall be included for each Proposal team member to be assigned to this contract. Proposal Certification, Questionnaire & Requirements Affidavit (Appendix A). Attach Appendix A fully completed and executed.Through the information provided in Appendix A, proposer's financial capacity, litigation history, past performance, as well as other factors,may be assessed. Scope of Services&Methodology Submit detailed information on how proposer plans to accomplish the required scope of services, including detailed information, as applicable, on proposed solution(s), approach and methodology to project implementation, project timeline and any other factor that may impact the successful completion of the project. Submit a detailed proposed statement of work, categorized by specific deliverables, which will accomplish the required scope of services in the timeliest manner possible. Cost Proposal Submit proposed project costs,categorized by specific deliverables. 7 RFP 185-2013,P25 Mobile Radio System Consulting Services i 19 NAIA:0d BEACH SECTION V—EVALUATION 1 SELECTION PROCESS The procedure for response,evaluation and selection will be as follows: 1. The RFP will be issued 2. A Pre-Proposal Submission Meeting with potential Proposers will be conducted. 3. All timely received Proposals will be opened and listed. 4. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each Proposal in accordance with the requirements set forth in the RFP. If further information is desired, Proposers may be requested to make additional written submissions or oral presentations to the Evaluation Committee. 5. The Evaluation Committee will recommend to the City Manager the Proposer or Proposers that it deems to be the best candidate(s)by using the following evaluation criteria: Total Points Evaluation Criteria 35 Proposer Qualifications 35 Scope of Services and Methodology 30 Cost Proposal LOCAL PREFERENCE: The City, through the Procurement Division, will assign an additional five (5) points to Proposers which are a Miami Beach-based vendor as defined in the City's Local Preference Ordinance. VETERANS PREFERENCE: The City, through the Procurement Division, will assign an additional five (5) points to Proposers which are a small business concern owned and controlled by a veteran(s) or a service-disabled veteran business enterprise, as defined in the City's Veterans Preference Ordinance. 6. The City Manager shall recommend to the City Commission the Proposal or Proposals which he deems to be in the best interest of the City. 7. The City Commission shall consider the City Manager's recommendation and,if appropriate,approve such recommendation. The City Commission may also, at its option, reject the City Manager's recommendation and select another Proposal or Proposals which it deems to be in the best interest of the City,or it may also reject all Proposals. 8. Negotiations between the City and the selected Proposer(s) will take place to arrive at a mutually acceptable Agreement. If the City Commission has so directed, the City may proceed to negotiate an Agreement with a proposer other than the top-ranked proposer. 9. The final proposed agreement(s)will be presented to the City Commission for approval. 10. If the agreement(s) are approved by the City Commission, the Mayor and City Clerk shall execute the contract(s), after the Proposer(or Proposers)has(or have)done so. BY SUBMITTING A PROPOSAL, ALL PROPOSERS SHALL BE DEEMED TO UNDERSTAND AND AGREE THAT NO PROPERTY INTEREST OR LEGAL RIGHT OF ANY KIND SHALL BE CREATED AT ANY POINT DURING THE AFORESAID EVALUATION/SELECTION PROCESS UNTIL AND UNLESS A CONTRACT HAS BEEN AGREED TO AND SIGNED BY BOTH PARTIES. 8 RFP 185-2013,P25 Mobile Radio System Consulting Services IM JV`dAJv^,1 BEACH SECTION VI—SPECIAL TERMS AND CONDITIONS: INSURANCE Insurance Requirements. The successful Proposer(s) shall obtain, provide and maintain, during the term of the contract, the following types and amounts of insurance, which shall be maintained with insurers licensed to sell insurance in the State of Florida and have a B+VI or higher rating in the latest edition of AM Best's Insurance Guide: The successful Proposers'failure to procure or maintain required the insurance program shall constitute a material breach of the contract. Commercial General Liability. A policy including, but not limited to, comprehensive general liability, including bodily injury, personal injury, property damage, in the amount of a combined single limit of not less than $1,000,000. Coverage shall be provided on an occurrence basis. The City of Miami Beach must be named as certificate holder and additional insured on policy. • Workers'Compensation and Employer's Liability per the statutory limits of the state of Florida. • Comprehensive General Liability(occurrence form),limits of liability$1,000,000.00 per occurrence for bodily injury property damage to include Premises/Operations; Products, Completed Operations and Contractual Liability. Contractual Liability and Contractual Indemnity (Hold harmless endorsement exactly as written in"insurance requirements"of specifications). • Automobile Liability-$1,000,000 each occurrence-owned/non-owned/hired automobiles included. Worker's Compensation. A policy of Worker's Compensation and Employers Liability Insurance, in accordance with worker's compensation, laws as required per Florida Statutes. Said policies of insurance shall be primary to and contributing with any other insurance maintained by Proposer or City, and shall name the City of Miami Beach, as an additional insured. No policy can be canceled without thirty(30)days prior written notice to the City. The successful Proposer(s) shall file and maintain certificates of all insurance policies with the City's Risk Management Department showing said policies to be in full force and effect at all times during the course of the contract. Such insurance shall be obtained from brokers of carriers authorized to transact insurance business in Florida and satisfactory to City. Evidence of such insurance shall be submitted to and approved by City prior to commencement of any work or tenancy under the proposed contract. If any of the required insurance coverage contain aggregate limits, or apply to other operations or tenancies of Proposer(s)outside the proposed contract, Proposer(s) shall give City prompt written notice of any incident, occurrence, claim settlement or judgment against such insurance which may diminish the protection such insurance affords the City. Proposer(s) shall further take immediate steps to restore such aggregate limits or shall provide other insurance protection for such aggregate limits. 9 RFP 185-2013,P25 Mobile Radio System Consulting Services `i APPENDIX A m MIAMI BEAC� Proposal Certification , Questionnaire & Requirements Affidavit RFP 185-2013 P25 Mobile Radio System Consultant PROCUREMENT DIVISION 1700 Convention Center Drive Miami Beach, Florida 33139 A".iBEACH Page 10 ,RFP 185-2013,P25 Mobile Radio System Consultant APPENDIX A PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT Solicitation No: Solicitation Title: RFP 185-2013 P25 Mobile Radio System Consulting Services Procurement Contact: Tel: Email: Lourdes Rodriguez 305 673-7000 ext. 6652 'LourdesRodriguez@miamibeachfl.gov PROPOSAL CERTIFICATION,QUESTIONNAIRE&REQUIREMENTS AFFIDAVIT Purpose: The purpose of this Proposal Certification, Questionnaire and Requirements Affidavit Form is to inform prospective Proposers of certain SOLICITATION and contractual requirements,and to collect necessary information from Proposers in order that certain portions of responsiveness, responsibility and other determining factors and compliance with requirements maybe evaluated. This Proposal Certification, Questionnaire and Requirements Affidavit Form is a REQUIRED FORM that must be submitted fully completed and executed. 1. General Proposer Information. FIRM NAME: No of Years in Business: No of Years in Business Locally: No.of Employees: OTHER NAME(S)BIDDER HAS OPERATED UNDER IN THE LAST 10 YEARS: FIRM PRIMARY ADDRESS(HEADQUARTERS): CITY: STATE: TELEPHONE NO.: TOLL FREE NO.: FAX NO.: FIRM LOCAL ADDRESS: CITY: STATE: PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT: ACCOUNT REP TELEPHONE NO.: ACCOUNT REP TOLL FREE NO.: ACCOUNT REP EMAIL: FEDERAL TAX IDENTIFICATION NO.: The City reserves the right to seek additional information from proposer or other source(s), including but not limited to: any firm or principal information, applicable licensure, resumes of relevant individuals,client information,financial information,or any information the City deems necessary to evaluate the capacity of the proposer to perform in accordance with contract requirements. ® ,%A1, i\A1 BEACH Page 11 RFP 185-2013,P25 Mobile Radio System Consultant APPENDIX A PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT 2. Miami Beach Based(Local)Vendor. Is proposer a Miami Beach based firm? 0 YES 0 NO SUBMITTAL REQUIREMENT:Proposers claiming Miami Beach vendor status shall submit a Business Tax Receipt issued by the City of Miami Beach, as required pursuant to ordinance 2011-3747, to demonstrate that the Proposer is a Miami Beach Based Vendor. 3. Veteran Owned Business. Is proposer a veteran owned business? 0 YES 0 NO SUBMITTAL REQUIREMENT: Proposers claiming veteran owned business status shall submit a documentation proving that firm is certified as a veteran-owned business or a service-disabled veteran owned business by the State of Florida or United States federal government,as required pursuant to ordinance 2011-3748. 4. Financial Capacity. Proposers shall submit a Dun & Bradstreet Duns Number(D-U-N-S#). The City may request one or more D&B reports to assess proposer's financial capacity or may request other information (e.g., audited and other financial statements)after proposal submittal in order to assess financial capacity. If firm is not currently registered at D&B, contact D&B at 1-800-234-3867 to register your company. SUBMITTAL REQUIREMENT:Proposer shall submit Dun&Bradstreet Duns Number (D-U-N-S#): Note: The City may require other financial information (e.g., audited financial statements, bonding capacity, credit history, etc.), as part of the solicitation submittal requirements or during the evaluation process, as necessary to evaluate financial capacity. 5. Litigation History. Proposer shall submit a statement of any litigation or regulatory action that has been filed against your firm(s) in the last five years. If an action has been filed, state and describe the litigation or regulatory action filed, and identify the court or agency before which the action was instituted, the applicable case or file number, and the status or disposition for such reported action. If no litigation or regulatory action has been filed against your firm(s), provide a statement to that effect. If"No"litigation or regulatory action has been filed against your firm(s), please provide a statement to that effect. Truthful and complete answers to this question may not necessarily disqualify a firm from consideration but will be a factor in the selection process.Untruthful,misleading or false answers to this question shall result in the disqualification of the firm for this project. SUBMITTAL REQUIREMENT: Proposer shall submit history of litigation or regulatory action filed against proposer, or any proposer team member firm, in the past five(5)years. If Proposer has no litigation history or regulatory action in the past 5 years,submit a statement accordingly. 6. References & Past Performance. Proposer shall submit at least three (3) references for whom the proposer has completed work similar in size and nature as the work referenced in solicitation. Additionally, Proposer shall provide reference with the Contractor Client Survey provided as an attachment to the solicitation, and request that your reference submit the completed survey to directly to the contracting officer named in the solicitation. In order to be considered, surveys must be sent to the Procurement Division directly by the reference.The city will not accept client surveys sent to the Procurement Division by the Proposer.A minimum of three(3)references and client surveys are required. SUBMITTAL REQUIREMENT: Proposer shall submit a minimum of three (3) references, including the following information: 1) Firm Name, 2) Contact Individual Name & Title, 3) Address, 4) Telephone, 5) Contact's Email and 6) Narrative on Scope of Services Provided.Additionally,each reference shall submit Contractor Client Survey included in the solicitation directly to the City. Proposer may attach additional references and ask that additional references submit client surveys as applicable. ® nr'dAN'd BEACH Page 12 RFP 185-2013,P25 Mobile Radio System Consultant ,i I APPENDIX A PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT 7. Suspension, Debarment or Contract Cancellation. Has proposer ever been debarred, suspended or other legal violation,or had a contract cancelled due to non-performance by any public sector agency? 0 YES 0 NO SUBMITTAL REQUIREMENT: If answer to above is"YES," Proposer shall submit a statement detailing the reasons that led to action(s). 8. Vendor Campaign Contributions. Proposers are expected to be or become familiar with, the City's Campaign Finance Reform laws, as codified in Sections 2-487 through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Campaign Finance Reform laws are complied with,and shall be subject to any and all sanctions, as prescribed therein, including disqualification of their Proposals, in the event of such non- compliance. SUBMITTAL REQUIREMENT: Submit the names of all individuals or entities (including your sub-consultants) with a controlling financial interest as defined in ITN. For each individual or entity with a controlling financial interest indicate whether or not each individual or entity has contributed to the campaign either directly or indirectly,of a candidate who has been elected to the office of Mayor or City Commissioner for the City of Miami Beach. 9. Code of Business Ethics. Pursuant to City Resolution No.2000-23879, each person or entity that seeks to do business with the City shall adopt a Code of Business Ethics ("Code") and submit that Code to the Procurement Division with its bid/response or within five(5)days upon receipt of request.The Code shall,at a minimum,require the Proposer,to comply with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the City of Miami Beach and Miami Dade County. SUBMITTAL REQUIREMENT: Proposer shall submit firm's Code of Business Ethics. In lieu of submitting Code of Business Ethics, proposer may submit a statement indicating that it will adopt, as required in the ordinance, the City of Miami Beach Code of Ethics,available at www.miamibeachfl.gov/procurement/. 10. Living Wage. Pursuant to Section 2-408 of the Miami Beach City Code, as same may be amended from time to time, proposers shall be required to pay all employees who provide services pursuant to this Agreement, the hourly living wage rates listed below: ® Commencing with City fiscal year 2012-13 (October 1, 2012), the hourly living rate will be $11.28/hr with health benefits,and$12.92/hr without benefits. The living wage rate and health care benefits rate may, by Resolution of the City Commission be indexed annually for inflation using the Consumer Price Index for all Urban Consumers (CPI-U) Miami/Ft. Lauderdale, issued by the U.S. Department of Labor's Bureau of Labor Statistics. Notwithstanding the preceding, no annual index shall exceed three percent(3%).The City may also, by resolution,elect not to index the living wage rate in any particular year,if it determines it would not be fiscally sound to implement same(in a particular year). Proposers' failure to comply with this provision shall be deemed a material breach under this bid, under which the City may, at its sole option, immediately deem said proposer as non-responsive, and may further subject proposer to additional penalties and fines,as provided in the City's Living Wage Ordinance,as amended. Further information on the Living Wage requirement is available at www.miamibeachfi.gov/procurement/. SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees to the living wage requirement. 11. Equal Benefits for Employees with Spouses and Employees with Domestic Partners. When awarding competitively solicited contracts valued at over $100,000 whose contractors maintain 51 or more full time employees on their payrolls during 20 or more calendar work weeks, the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business with the City of Miami Beach, who are awarded a contract pursuant to competitive bids, to provide "Equal Benefits" to their employees with domestic partners, as they provide to employees with spouses. The Ordinance applies to all employees of a Contractor who work within the City limits of the City of Miami Beach, Florida; and the Contractor's employees located in the United States, but outside of the City of Miami Beach limits, who are directly performing work on the contract within the City of Miami Beach. i vrilAYd BEACH Page 13 RFP 185-2013,P25 Mobile Radio System Consultant APPENDIX A PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees? 0 YES 0 NO B. Does your company provide or offer access to any benefits to employees with (same or opposite sex) domestic partners*or to domestic partners of employees? 0 YES 0 NO C. Please check all benefits that apply to your answers above and list in the"other"section any additional benefits not already specified. Note: some benefits are provided to employees because they have a spouse or domestic partner, such as bereavement leave;other benefits are provided directly to the spouse or domestic partner,such as medical insurance. BENEFIT Firm Provides for Firm Provides for Firm does not Employees with Employees with Provide Benefit Spouses Domestic Partners Health Sick Leave Family Medical Leave Bereavement Leave If Proposer cannot offer a benefit to domestic partners because of reasons outside your control, (e.g., there are no insurance providers in your area willing to offer domestic partner coverage)you may be eligible for Reasonable Measures compliance. To comply on this basis, you must agree to pay a cash equivalent and submit a completed Reasonable Measures Application (attached) with all necessary documentation. Your Reasonable Measures Application will be reviewed for consideration by the City Manager, or his designee. Approval is not guaranteed and the City Manager's decision is final. Further information on the Equal Benefits requirement is available at www.miamibeachfl.gov/procuremenV. 12. Public Entity Crimes. Section 287.133(2)(a), Florida Statutes, as currently enacted or as amended from time to time, states that a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in s.287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list. SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, proposer agrees with the requirements of Section 287.133, Florida Statutes,and certifies it has not been placed on convicted vendor list. 12. Acknowledgement of Addendum. After issuance of solicitation, the City may release one or more addendum to the solicitation which may provide additional information to proposers or alter solicitation requirements. The City will strive to reach every Proposer having received solicitation through the City's e-procurement system, PublicPurchase.com. However, Proposers are solely responsible for assuring they have received any and all addendum issued pursuant to solicitation. This Acknowledgement of Addendum section certifies that the Proposer has received all addendum released by the City pursuant to this solicitation. Failure to obtain and acknowledge receipt of all addendum may result in proposal disqualification. Initial to Confirm Initial to Confirm Initial to Confirm Receipt Receipt Receipt Addendum 1 Addendum 6 Addendum 11 Addendum 2 Addendum 7 Addendum 12 Addendum 3 Addendum 8 Addendum 13 Addendum 4 Addendum 9 Addendum 14 Addendum 5 Addendum 10 Addendum 15 If additional confirmation of addendum is required,submit under separate cover. ® �NIA. Id BEACH Page 14 RFP 185-2013,P25 Mobile Radio System Consultant APPENDIX A PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT The solicitation referenced herein is being furnished to the recipient by the City of Miami Beach (the "City") for the recipient's convenience.Any action taken by the City in response to Proposals made pursuant to this RFP,or in making any award,or in failing or refusing to make any award pursuant to such Proposals, or in cancelling awards, or in withdrawing or cancelling this RFP, either before or after issuance of an award,shall be without any liability or obligation on the part of the City. In its sole discretion, the City may withdraw the solicitation either before or after receiving proposals, may accept or reject proposals, and may accept proposals which deviate from the solicitation, as it deems appropriate and in its best interest. In its sole discretion, the City may determine the qualifications and acceptability of any party or parties submitting Proposals in response to this solicitation. Following submission of a Bid or Proposal,the applicant agrees to deliver such further details,information and assurances, including financial and disclosure data,relating to the Proposal and the applicant including, without limitation,the applicant's affiliates,officers, directors,shareholders,partners and employees,as requested by the City in its discretion. The information contained herein is provided solely for the convenience of prospective Proposers. It is the responsibility of the recipient to assure itself that information contained herein is accurate and complete.The City does not provide any assurances as to the accuracy of any information in this solicitation. Any reliance on these contents,or on any permitted communications with City officials,shall be at the recipient's own risk. Proposers should rely exclusively on their own investigations, interpretations, and analyses. The solicitation is being provided by the City without any warranty or representation, express or implied, as to its content, its accuracy, or its completeness. No warranty or representation is made by the City or its agents that any Proposal conforming to these requirements will be selected for consideration, negotiation,or approval. The City shall have no obligation or liability with respect to this solicitation, the selection and the award process, or whether any award will be made.Any recipient of this solicitation who responds hereto fully acknowledges all the provisions of this Disclosure and Disclaimer,is totally relying on this Disclosure and Disclaimer,and agrees to be bound by the terms hereof.Any Proposals submitted to the City pursuant to this RFP are submitted at the sole risk and responsibility of the party submitting such Proposal. This RFP is made subject to correction of errors,omissions,or withdrawal from the market without notice. Information is for guidance only,and does not constitute all or any part of an agreement. The City and all Proposers will be bound only as, if and when a Proposal (or Proposals), as same may be modified, and the applicable definitive agreements pertaining thereto,are approved and executed by the parties,and then only pursuant to the terms of the definitive agreements executed among the parties. Any response to this solicitation may be accepted or rejected by the City for any reason,or for no reason,without any resultant liability to the City. The City is governed by the Government-in-the-Sunshine Law, and all Proposals and supporting documents shall be subject to disclosure as required by such law. All Proposals shall be submitted in sealed bid form and shall remain confidential to the extent permitted by Florida Statutes, until the date and time selected for opening the responses.At that time, all documents received by the City shall become public records. Proposers are expected to make all disclosures and declarations as requested in this solicitation. By submission of a Proposal, the Proposer acknowledges and agrees that the City has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information contained in the Proposal, and authorizes the release to the City of any and all information sought in such inquiry or investigation. Each Proposer certifies that the information contained in the Proposal is true, accurate and complete,to the best of its knowledge,information,and belief. Notwithstanding the foregoing or anything contained in the RFP, all Proposers agree that in the event of a final unappealable judgment by a court of competent jurisdiction which imposes on the City any liability arising out of this RFP, or any response thereto, or any action or inaction by the City with respect thereto, such liability shall be limited to$10,000.00 as agreed-upon and liquidated damages. The previous sentence, however, shall not be construed to circumvent any of the other provisions of this Disclosure and Disclaimer which imposes no liability on the City. In the event of any differences in language between this Disclosure and Disclaimer and the balance of the RFP, it is understood that the provisions of this Disclosure and Disclaimer shall always govern. The RFP and any disputes arising from the RFP shall be governed by and construed in accordance with the laws of the State of Florida. ® MI,AAA1 BEACH Page 15 RFP 185-2013,P25 Mobile Radio System Consultant i APPENDIX A PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT PROPOSER CERTIFICATION rD y certify that: I, as an authorized agent of the Proposer, am submitting the following information as my firm's al; Proposer agrees to complete and unconditional acceptance of the terms and conditions of this document, e of this ITN, all attachments, exhibits and appendices and the contents of any Addenda released hereto, and sclosure and Disclaimer Statement; proposer agrees to be bound to any and all specifications, terms and ons contained in the ITN, and any released Addenda and understand that the following are requirements of this ITATION and failure to comply will result in disqualification of proposal submitted; Proposer has not divulged, sed, or compared the proposal with other Proposers and has not colluded with any other proposer or party to any roposal; proposer acknowledges that all information conta ined herein is part of the public domain as defined by te of Florida Sunshine and Public Records Laws; all responses, data and information contained in this proposal,ve of the Proposal Certification, Questionnaire and Requirements Affidavit are true and accurate. Name of Proposers Authorized Representative: Title of Proposers Authorized Representative: Signature of Proposers Authorized Representative: Date: State of FLORIDA ) On this day of ,20_, personally appeared before me who County of ) stated that (s)he is the of , a corporation, and that the instrument was signed in behalf of the said corporation by authority of its board of directors and acknowledged said instrument to be its voluntary act and deed. Before me: Notary Public for the State of Florida My Commission Expires: MArNA1 BEACH Page 16 RFP 185-2013, P25 Mobile Radio System Consultant I +I 'I ;I - Appendix B MIA-MIBEACH Contractor Client Survey City of Miami Beach, 1700 Convention Center Drive,Miami Beach,'Florida 33139,www.miamibeachfl.gov PROCUREMENT DIVISION Tel: 305-673-7000 ext. 6652, Fax: 786-394-4075 To Whom It May Concern: The City of Miami Beach (City) has implemented a process that collects past performance information on contractors interested in providing service to the City. Your firm has been named by the contractor named below as a current or past client. It is kindly requested that you complete this form and submit it directly to the City by the due date noted below. Client surveys received directly from the contractor will not be considered. Please evaluate the performance of the company (10 means you are very satisfied and have no questions about hiring them again, and 1 is if you would never hire them again because of very poor performance). If you don't know,please leave blank. Contractor: RFP No.: 185-2013 RFP Title: P25 Mobile Radio System Consultant Client Survey Due Date: City Contact: Submittal Information: June 17, 2013 Lourdes Rodriguez,CPPB City of Miami Beach 305-673-7000, Extension 2984 Procurement Division LourdesRodriguez @miamibeachfl.gov 1700 Convention Center Drive Miami Beach, Florida 33139 Client Name: Client Contact: Dates of Service: Project Value: Project Description: Contractor Performance Evaluation Criteria Unit Score 1-10 1 How satisfied were you with the project services provided by contractor? How satisfied were you with qualifications and professionalism of the contractor's personnel, 2 subcontractors and agents in completing the project requirements? 3 How satisfied were you with the project completion timeline? 4 How satisfied were you with the services provided by the contractor? How satisfied were you with the approach and methodology utilized by the contractor in 5 completing the agreed to services, including any innovative approach undertaken to achieve project requirements,within or below costs and within schedule? 6 How satisfied were you with the value of the costs paid to the contractor? 7 Overall, how satisfied were you with the services,approach and costs paid to the contractor? 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F.��.a =.�c�.�r.: I The City of Miami Beach Request for Proposal P25 Mobile Radio System Consulting Services Presented By tUS' I 8 Consulting Services Raising the Bar in Radio Communications June 6, 2013 3:00 P.M. tusal Consulting Services June 3, 2013 Raising the Bar in Radio Communications Lourdes Rodriguez, CPPB Procurement Division The City of Miami Beach 1700 Convention Center Drive Miami Beach, FL 33139 Reference: Request for Proposal Subject: P25 Mobile Radio System Consulting Services Ms. Rodriguez, It is my pleasure to submit Tusa Consulting Services' (TCS) proposal to provide the City of Miami Beach with support in the upgrade and modernization of your public safety radio system. TCS understands your requirements and expectations for this proposal and we believe our capabilities and skillset are structured to best meet your needs. We are grateful for the opportunity to consult for the City in determining the best direction in which to achieve modernization of its public safety radio safety system. With our experience we can help Miami Beach meet the needs of its first responders at the most economical cost possible. We take the expenditure of public funds very seriously, second only to the safety of our first responders. For the past twenty plus years, TCS has been active in numerous modernization projects involving VHF/UHF conventional designs, 700/800MHz trunked radio, analog and digital systems, microwave, fiber optics, and recently, LTE technologies. Rest assured, no matter the technology, TCS has the expertise to help guide our customers toward a successful conversion. Please understand that TCS provides consulting, design and project management services only. We have no affiliation with any radio equipment vendors and have always believed that an open procurement is the best approach to maximize the use of funding, while achieving guaranteed performance. As a result, our solutions are structured solely to assist you in evaluating viable options, receiving what you desire and assuring the satisfaction of the radio user's needs at the most reasonable and fair cost possible. With regard, Todd Mechler Tusa Consulting Services todd.mechlerQtusaconsulting com E Executi*ve Summary June 2013 Public Safety and Homeland Security � � perhaps the most-often used Of course, the net result of radio, ' 1 piece of technology through- being able to communicate with out all levels of public safety and individuals or groups over wide homeland security is two-way ra- areas, has not changed. How this f Q t dio. In fact, without an efficient significant feat is accomplished, as A and reliable public safety radio well as the increased reliability and network, the expedited E-911 security of such transactions has response today's general public changed dramatically over the past but immediately buying from the takes for granted would grind to an ten years. same vendor without testing the agonizing crawl. Radio systems One way of securing amodern- `'Waters assures two things: rarely see the modernization that ized radio system is to simply ask allied technologies such as the current radio network supplier The owner never hears a word telephony, computer aided for a turnkey replacement proposal. about competitive solutions; dispatching, records management Today's radio systems are and other systems critical to life designed around open technical The owner pays the highest cost, safety undergo. Further, since standards in which a radio network initially and long term over the life radio networks are so rarely is no longer the sole domain of one of the system. modernized or replaced, owners or two sup-pliers. Owners today sometimes approach radio projects have choices and flexibility- with trepidation. !proved Public Safety Communications a his Qualifications Submittal isn't about any abstract owner. It is about the City of Miami Beach, Florida. TTusa Consulting Services(TCS)recommends true solutions structured solely to meet our customer's needs with respect to performance, reliability, interoperability and cost. So-called"free engineering" offered by radio vendors is anything but free. TCS services are competitively priced and result in tangible downstream savings with respect to lowered system implementation and maintenance costs. TCS -We Take the Risk out ®f the Radio usa consultants and professional engineers are thoroughly experienced in the design aspects of all protocols commonly used in support of public COST CONTROLS safety radio operations.We have a solid mix of young engineers who RELIABILITY FIRE ALERTING have a firm grasp on today's emerging IP digital-radio technologies coupled with seasoned professionals who have decades of experience in trunked/conventional radio solutions,dispatch center design and INTEROPERABILITY IP CONNECTIVITY microwave network topology. �, OWNER TO EZ-Spectrum, a TCS-developed internal software tool, allows our COVERAGE �� SECURITY consultants to efficiently resolve interference issues as well as to identify suitable frequencies for potential network expansion in all SOFTWARE SECURE frequency bands, HF through 800MHz. Where previous spectrum LIFE-CYCLE DEFINED searches have been known to consume man-weeks, ours can be OPEN STANDARDS completed in days, if not hours,using EZ-Spectrum. � s Niel 1 r 20+ Years' Experience CS has been serving public safety clients for By selecting TCS, Miami Beach, will avoid the mis- over twenty years. Our body of completed radio takes and misapplication of technology that often systems share a common set of characteristics: occurs with less experienced or overextended small ` f firms. Of course,we bring technical parity and • Provide Superior Audio Clarity and Building reason to the table Coverage; should pros-pecting Hardened to Withstand Severe Environmental radio vendors offer missioncritical c cor uw.c r.axn Conditions; solutions that might - -[ only partially solve a I • Seamless Interoperability; y p y user need or E Best Pricing, Initially and Long Term; expectation. i - .; Ready for APCO Project-25 Phases I/II. The Radio Resource Top Consultant Award TCS—A Phased i .®ow0000 os00000000000000ae0000soo®.00. . yam' z, ne of the keys to the successful completion of Y ®radio modernization projects is the identifica- x' w xi tion of resources and assets that could save time, money and enhance reliability. Y TCS has authored a phased approach that has con- sistently provided reliable results over a very long3 � history. It has been successfully applied to hundreds = �� of radio projects over the past twenty-two years and a, ' is scalable to any sized system,large or small. , T -Truly Unbiased Solutions 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 T usa Consulting Services is not affiliated with any radio system vendor or authorized service agent. Our consulting practice is geared toward serving clients with impartial technical expertise that is structured to best serve your needs. Right i i Beach gmgp o000000000000000000000000000000000s000 s� G r i O�fit'�A 1511 11 A *�" .�..' ;>�'^�j + ie �(� s �, � 3•.>"',�� � a� .,yam: „,�;,�,,,:��. A Executive Summar June 6,2013 TCS Your Partner in Project Cost Management Tn Today's difficult economy, where tax revenues Motorola, Harris, Williams Communications, ARINC, are down and federal grant funding is quickly dry Communications International and others. It is one thing ing up, merely being a technically strong consultant for a consultant firm to claim vendor neutrality and open- candidate is not enough. Being technically strong is ness. It is another to prove it with results. only a pre-requisite for entering the fray of competi- tion. Today's radio consultant must have an equally During contract negotiations, once a radio vendor has strong business sense, coupled with a time-proven been selected through the competitive process, the real technical sense, and knowledge of public safety and Fork that separates a consultant businessman from a pure government. technologist begins.As part of vendor negotiations TCS works to close/mitigate as many vendor-proposed RFP TCS manages your project as if we were paying for exceptions as possible. Using the weight of the potential it. We want the best possible system performance for contract award coupled with actual negotiated results you,at a rice that is fair and affordable. That hilos- P g . y � P P from past projects, TCS has been able to secure signifi- ophy continues long after the successful radio system cant monetary and performance concessions from the vendor has been identified. vendor. Here's how:TCS develops procurement specifications that meet owner needs,provide completion and func- TCS has been able to include performance penalties for a Y failure to provide maintenance support and problem reso- tionality safeguards and foster competitive responses lution within pre-determined time intervals. This costs from multiple vendors. Competition always results in lower procurement costs coupled with enhanced func- the radio vendor money,not our clients, and forces them tional and operational benefits - but, only if the RFP to rethink their priorities. A specifications are correctly prepared. Throughout a project's implementation phase, TCS con- Example: Floyd County, Georgia tinues to search for ways to improve performance at little The incumbent vendor suggested a seven-site P25 to no cost to the Owner. We have successfully negotiated simulcast radio network with a two hour battery reliability-enhancement changes to a vendor's planned } backup and a commercial microwave backhaul implementation even during design review meetings, �s technology that would have cost nearly$26 Mil- where the enhancement provides tangible value to both lion. Instead, via the competitive process and the owner and the vendor. The TCS philosophy for ra- guided by TCS' experience and negotiations, dio network design and procurement has been consis- Floyd County purchased aten-site P25 simul- tent for twenty-two years: secure the most operable and cast radio system, with eight hours of battery technically superior radio network solution....one that backup, a protected 6GHz and 11 GHz OC-3 microwave ring network, a five channel Mutual t I Aid system, a Fire & EMS alert- a �� ing system, separate 800MHz jail 4` and prison repeater systems, and six years of system maintenance tas F for under$23.4 Million. In the past seven years, TCS propos- als have been competitively won by Executiove Summary June 2013 g. encompasses reliability,hardening and seamless If TCS has to supply additional resources to compete a interoperabilty....at a cost of ownership that is contracted task, we absorb that cost. The only reason best, most advantageous and appropriate to the we would ever ask for a project change order (added mission. compensation)is if you request services beyond those in our mutually-accepted contract. Finally, our contracted price to you for consult- #; ing services is the price,period.TCS has been in this business long enough that the time and costs allocated for our scope of work is based on suc- cessfully completed projects. -1 Tusa Consulting Services is not affiliated with any radio system vendor or authorized service agent. Our consulting practice is geared toward serving clients with impartial technical expertise that is structured to best serve your needs. '� �:�y�i a; z3''.•, �_.,„, � , � dry,. g A q 2 q m J E i 3 ,E I x � tusa Consulting Services Raising the Bar in Radio Communications s © 2013 Tusa Consulting Services MR"IFF 75757 Highway 1082 Covington, LA 70435 3 :. .c'N. The Tusa Team www.tusaconsulting.com (985) 249-6467 3 WOMEMPM Al � c .C a4 Tab 1 - Minimum Eligibility Requirements tu.'"s% a I Consulting Services Raising the Bar in Radio Communications Request for Proposal The city of Miami Beach, Florida Minimum Qualifications Requirements Tusa Consulting Services, LLC (TCS) was originally established in 1992 and has been providing consulting services solely within the Public Safety industry during that time. In July of 2005, TCS restructured to add additional partners and became Tusa Consulting Services II, LLC and began providing services in Florida in August of 2007. During its 22 year history, TCS has completed dozens of projects covering all public safety communications technologies to include HF, VHF, UHF, 700/800 MHz, microwave and LTE. We also have extensive experience with OpenSky, EDACS, ProVoice, SmartNet, SmartZone, VIDA, ASTRO 25, conventional, trunked, analog, digital, multi-site, and simulcast systems. Our firm is comprised of 15 highly skilled and knowledgeable personnel with an average of 25+ years of experience. Included on our staff are degreed engineers, prior law enforcement and fire rescue personnel, and a few that have previously worked for public safety radio vendors. In addition, two of TCS' engineers previously worked for the State of Florida, one as the lead engineer for the Statewide Law Enforcement Radio System (SLERS) and another the served as the Director of Health and Medical Communications(EMS and hospital communications). Given its long history of successful consulting and modernization project implementations, Tusa Consulting Services meets the minimum qualifications to help guide the City of Miami Beach modernize it public safety radio system. Proposal for Consulting Services June 6,2013 tusa 1 consulting services Request for Proposal The City of Miami Beach, Florida Recent Project References Floyd County, Georgia Mr. Scotty Hancock Director, Emergency Management 5 Government Plaza Rome, GA 30161 706-236-5002 hancocksgfloydcountyga.org Design and implementation of nine-site/10 channel P-25 Harris simulcast radio network valued at$23M. Contracted work products included Needs Assessment;Infrastructure Survey; Coverage Modeling; Conceptual Solutions;RFP Specifications; Best and Final Specifications; Contract Negotiation Services and ongoing project management assistance. Project Start: 12-15-10,Project Completion: 12-15-12 Project Director-D.Tusa Project Manager-Allen Cutts Engineer-Jack Forrest City of Kansas City, Missouri Mr. Ed Brundage 414 E. 12th St. Kansas City, MO. 64106 816-482-8510 edward.brundagegkcpd.org New Project-25 Motorola Astro simulcast system(replaces former EDACS technology)valued at $35+Million. TCS developed RFP specifications,completed proposal evaluation services and assisted during contract negotiations. Currently TCS is serving as City's technical consultant during the 30-month implementation phase,however our association with Kansas City has spanned multiple projects and commenced in 1997. Project Start:09-01-10,Project Completion: 12-01-12 Project Director-Dean Hart Project Manager-Jack Hart Field Engineers-Todd Mechler,Jack Forrest,Peter Ungar City of Tallahassee, Florida Mr. Ron Wostel Communications Division 642-C Mabry Street Tallahassee, FL 32304 850-544-4868 ronald.wo stelgtalgov.com Eight-site Motorola Astro P-25 simulcast network,valued at$20-Million. (Migration from Motorola SN-II) TCS developed needs assessment,conceptual solutions,and project specifications,evaluated proposal responses and assisted in contract negotiations. Project Start:03-01-2006,Project Completion: 06-01-09 Project Director-D. F.Tusa /Engineer-Gil Stock Project Manager-Peter Alan(later Allen Cutts) Proposal for Consulting Services June 6,2013 tuna f consulting services Request for Proposal The City of Miami Beach, Florida Mid America Regional Council(MARC) Mr. Keith Faddis 600 Broadway, Suite 200 Kansas City, MO 64105 816-474-4240 kfaddisgmarc.org Multiple projects involving VHF, UHF and 700/800MHz radio and OC-3 microwave networks throughout the nine-county region. Radio vendor is Motorola. Microwave vendor is Alcatel-Lucent. Please refer to the TCS Public Safety Radio video that accompanies this RFI submittal for more details. Association with MARC commenced in 2006 and has been ongoing without interruption. Project Director-Dean Hart/D.Tusa Project Manager-Jack Hart Field Consultants-Todd Mechler,Lee Ward,Peter Ungar Harrison County, Mississippi Robert "Gil" Bailey 15309-B Community Road Gulfport, MS 39503 228-831-0760 harrison911(a,co.harrison.ms.us The HCECC radio network includes dual EDACS Pro-Voice analog/digital trunked simulcast systems and a single-site NPSPAC mutual aid subsystem. Installation of this network commenced in 2001 in the form of a City of Gulfport radio system and was completed in June 2002 (eight operational channels). The County elected to expand the Gulfport radio system for county needs, through the addition of equipment and sites in 2004. These various radio infrastructure sites are interconnected using a private, 6GHz digital microwave subsystem. All radio network sites are located within Harrison County's jurisdictional boundaries, with their associated antenna systems located atop either leased or County-owned tower facilities. This simulcast five site/40-channel 800 MHz radio communications system currently is serving over 3500 users and supports Public Safety and Public Service for the County. Project was completed in June 2007. Project Director-D.Tusa Project Manager-Gil Stock Additional TCS resources—Todd Mechler,Larry Labry City of Franklin, Tennessee Mr. Fred Banner MIT Director 1093 d Avenue Franklin, TN 37064 615-550-6604 fredbgfranklin-gov.com Completed three-site Motorola Astro P-25 simulcast system valued at$12-Million. TCS was retained after AECOM(CTA)was released from the project. TCS served as implementation project advisor. Project was completed in June 2007. Project Director-D.Tusa Project Manager-Allen Cutts Additional TCS resources-Gil Stock,Peter Alan Proposal for Consulting Services June 6,2013 tusa I consulting services Request for Proposal The City of Miami Beach, Florida Statement of Availability Tusa Consulting Services is comprised of the following available full time personnel available to meet the needs of this proposal for the City of Miami Beach: Dominic F.Tusa,Partner/Principal Principal Technology Advisor Allen Cutts,Partner Senior RF Consultant/Manager Don McGee Senior RF Engineer/Advisor Jack Hart Senior RF Consultant Todd Mechler Senior RF Consultant/Project Manager Jack Forrest,P.E. RF Consultant/Licensing Specialist Robert Pletcher Senior Consultant Dennis Ward Consultant Brad Perkins Consultant Lamerle Lee E911 Management/Technology Gregg Brockman Accounting/Admin Support Wendy Bradford Sales and Marketing Manager The following personnel are available as needed for on-site project management support: Larry Labry On-Site Project Manager Al Martineau On-Site Project Manager Pete Caruso On-Site Project Manager Proposal for Consulting Services June 6,2013 tusa j consulting services x ..�a5..�:E. .2,a?,m ,• `. .oX x�, „fie. I: 'tee, ' .� -;.lac•,,.c-. ',. ...._-. ..,..�.>5 Tab 2 - Experience and Qualifications tUS'01"CI consulting Services Raising the Bar in Radio Communications Request for Proposal The City of Miami Beach, Florida it Ex efience and Quafifications Today's digital public safety radio networks securing funding to complete the envisioned and technologies are progressing at a greatly radio communications network. accelerated rate. In years past, it was common for radio systems to share the same Implementation Support: Depth of operational structure for decades, with personnel to provide on-going technical relatively minor technology refreshment as support during the project's actual network equipment became unreliable due to normal planning, field installation, acceptance testing, wear and tear. Today's rapid migration from radio programming and user migration and traditional analog radio to new digital transition phases. s voice/data technologies has p urred an unprecedented wave of modernization and upgrade projects. Now, Miami Beach faces a These four points consider the pure technical critical decision point in selecting a aspects of radio network engineering, but modernized, interoperable Project-25 radio there is far more at stake when selecting the technology amid expanded user needs and most qualified radio consultant candidate firm coverage challenges. from a field of many. Foremost in that To gain the maximum benefit from available consideration should be the consultant's record of vendor neutrality, fairness and the finances and existing infrastructure resources, firm's ability to champion their client's it is advantageous to bring in experienced position when necessary. outside technical personnel to help in the determination of a single-most advantageous Our record in that respect is exemplary and solution. -But, what criteria should be used to was instrumental in our recent nomination by select the right radio consultant? Generally past and present clients as a Top Consultant speaking, a consultant candidate should for Mission Critical Magazine. possess skills in the following areas: Since 1992 Tusa Consulting Services (TCS) Investigation: Ability to properly survey has focused solely on the field of public safety and document user expectations, evaluate radio communications and shielding clients current infrastructure and user equipment from the risks and challenges of new conditions, antenna tower structures, technology. The following explains how and electrical systems and/or supportive why Tusa is the right consultant for the City mechanical systems directly impacted by the of Miami Beach, Florida. envisioned modernization effort. Analysis: Provide the technical know-how and demonstrated ability to assess the reliability, suitability and functional coverage performance of existing systems as well as for potential conceptual solutions. Planning: Assist in the development of accurate cost studies for the purpose of Proposal for Consulting Services June 6,2013 , tusa j consutting services t ,I Request for Proposal The city of Miami Beach, Florida communications equipment. Our consultants enjoy their chosen professional field, which is f.: evident in their willingness to instruct and p,. mentor newcomers to the Industry. In every ` A case, clients always have full control over ' those TCS resources assigned to their specific project. With our depth in experienced personnel and commitment to customer service, we can readily adapt to and support variable client requirements. Possibly the two most important skillsets we bring to clients is value-engineering through spirited vendor competition and a business approach to vendor contract stewardship. TCS specifications are developed in an open, fair and consistent manner that is expressly TCS has key personnel positioned in strategic designed to promote competition. Spirited locations such as Kansas City, Missouri; competition often results in the Owner Topeka, Kansas; New Orleans, Louisiana; securing a much more advantageous and Kiln, Mississippi; Atlanta, Georgia; reliable radio network solution for the money. Tallahassee, Florida and Dallas, Texas. By so In fact, competition is what forces radio doing, TCS can efficiently support projects manufacturers to develop exciting innovations and client needs throughout the Midwest and such as multiband/multimode radios, eastern portion of the United States. adaptive noise cancellation technology, noise- immune vocoders, and enhanced levels of Many of our consultants have prior work speech security. experiences in the public sector and were responsible for the design, operation and What sets TCS apart from competitors is our maintenance of their respective public safety business approach that accentuates on-going networks. Others have gained experience contract stewardship. TCS personnel work from a manufacturing perspective through aggressively to eliminate or resolve vendor- careers in designing and implementing radio proposed performance exceptions, not only networks, from as small as a single public during contract negotiations with the safety agency to those supporting tens of successful vendor but also throughout the thousands of users, statewide. project's implementation period. We question every vendor change order request, push to TCS personnel hold engineering degrees from close any vendor performance slippage issues the Nation's best colleges of engineering and and continuously look for ways to enhance business management. Others have decades overall network reliability and functionality, of frontline field implementation and system all within the client's established project cost maintenance experience, thereby knowing model, how to field your new system right the first time. And, nearly all of our consultants have TCS will manage and support your project as a hobby interest in amateur (Ham) radio, if it was our system and TCS was paying the involving public service as well as the bill. restoration and construction of radio Proposal for Consulting Services June 6,2013 19 tusa;consulting services Request for Proposal The City of Miami Beach, Florida Wireless Engineering Expertise analyses, evaluation of vendor proposals and installation supervision. TCS' expertise spans land-mobile radio design, infrastructure deployment, network VHF/UHF Narrowbanding Assistance. TCS backhaul connectivity and interoperability has been following the developments of the solutions. The following gives an indication FCC's ordered refarming of spectrum of capabilities and services in these key areas. below 512MHz for the past twelve years. As a result of this FCC Order, we have Land-Mobile Radio been assisting clients, such as the Lincoln Electric (Nebraska) and Gordon County • Design-Implementation of Analog/Digital (Georgia), with configuration changes to Simulcast/Multisite Public Safety Networks. older systems as well as the design of Many public safety agencies require replacement P-25 radio systems in the new stringent in-building portable radio 700MHz spectrum. Many see this new coverage which simulcast transmitter and spectrum as a viable alternative to co- voted receiver configurations are best channel skip interference intrinsic to VHF suited. TCS has successfully implemented and UHF operations. such complex systems in rural settings, as well as large locales. Examples are New Thorough Knowledge of APCO Project 25 Orleans, LA; Kansas City, MO; Franklin, Standards. TCS has provided conceptual TN; Harrison County, MS; Jackson design solutions for standards-based County, MS; St. Tammany, LA; New Project-25 trunked and conventional radio Bern, NC; and Hillsborough County, FL. networks for Lancaster, PA; City of TCS has new large-scale Project-25 digital Tallahassee, New Bern, North Carolina; simulcast radio implementations now Shaw Air Force Base, Cannon Air Force underway in Sumter County, Florida; Base and USMC Camp Butler (Okinawa, Cass County, MO; and Floyd County, Japan). These system designs operate in Georgia. the full range of frequency bands, from VHF through 800MHz. • Design and implementation of pipeline SCADA systems operating in VHF, UHF and 900 MHz Microwave radio spectrums. Configuration developments include master site(s) placement, link Expansion and modernization of 2 16GHz propagation analyses and radio-modem communication networks. Services delivered interfaces. In June, 2010 TCS was selected to critical infrastructure and public safety to assist the Washington-St. Tammany clients include the preparation of circuit Electric Cooperative with the development record cards, wiring schematics, of a SmartGrid communications network. channelization plans, baseband filtering This network will encompass a mixture of schemes, and rack/ building layout 960MHz and digital microwave solutions. documentation. • Design and implementation of secure Signaling design and project execution VHF/UHF radio networks that support public management. Responsible for network safety and critical infrastructure offshore and configuration, design of specialized inland oil exploration activities. Services multiplex and signaling systems and typically include hardware specification, provision of technical assembly assistance site requirements, propagation studies, for the then-largest privately owned frequency coordination, FCC license pipeline microwave network, having a application submission, preparation of cost Proposal for Consulting Services June 6,2013 tusa(consulting services Request for Proposal The city of Miami Beach, Florida traffic capacity exceeding 1800 and/or initiation of audio patches by radio simultaneous voice-grade circuits. dispatchers)were cumbersome and inefficient. In 2007, TCS developed a four-loop OC-3 Our approach, in 1992, was quite different redundant microwave network concept than other industry-accepted solutions of the supportive of Missouri's Mid-America time. We correctly reasoned that since Regional Council's interoperability and trunked radio system controllers had the E911 needs. This licensed 6GHz network native intelligence to readily identify the is nearing completion, with the City of presence of each user radio on a network and Independence, Missouri; Kansas City and the specific talkgroup a given user had others now operational. Likewise we are selected, then why couldn't the same network completing a similar broadband microwave controller have the ability to alias specific network for Floyd County, Georgia. interoperability talk groups to specific conventional channels? By so doing, user IT-Based Networks radios could, in the field, individually select interoperability links as easily as an 800MHz • Global network design, implementation, and talkgroup and not involve a third-party maintenance. For example, a global dispatcher. bandwidth network containing multiple IP networks and Frame Relay networks In short, this idea worked. By openly sharing using -multiple T 1 s and E 1 s between these innovative TCS conceptual visions with Europe and North America, utilizing the City's radio network vendor, we achieved OSPF, SNMP, DHCP,NAT and DNS. a substantially new measure of system • interoperability here than was previously Configuration, installation and trouble- believed possible. shooting of LAN & WANs. Isolate and diagnose common network problems, Leveraging this early success, subsequent respond to emergency and priority support TCS-designed radio systems have required calls in a fast and effective manner and automatic interoperability solutions to varying provide users with technical support, degrees, whereby users have more control responding to their needs and questions. over communications availability with outside • Development and implementation of systems. These innovative approaches have facilitated interoperability between varieties of Project-25 .digital radio infrastructures proprietary trunked radio system solutions: whose radio tower and E-911 dispatch site Smartnet II/SmartZone, EDACS, LTR and interconnectiviry is facilitated by even GE-MARC. Now, of course, our work broadband wireless IP packet switched encompasses Project-25 connectivity of technologies. system switches, network roaming as well as bridging technologies based on Project-25 Interoperable Solutions ISSI standards. TCS has been instrumental in developing public safety interoperable solutions since the More recently, TCS has undertaken a most implementation of our first simulcast system significant interoperability challenge through design, the City of New Orleans, in 1992. the design of a network-of-systems architecture During the initial planning for that complex for the Mid-America Regional Council New Orleans radio network, it became (MARC). Valued at over $220 million, this apparent that the traditional methods of regional Project-25 interoperable VHF, UHF interoperability (i.e. relaying of messages and 700/800MHz voice and data radio network, when completed, would encompass Proposal for Consulting Services June 6,2013 19 tusa 1,consulting services •:i Request for Proposal The City of Miami Beach, Florida nine counties, nearly 110 infrastructure sites dividends and bring peace of mind to your and approximately 30,000 public safety/local network solution. government radio users. Environmentally.hardened Designs Understanding Key Industry The survivability of public safety -radio Standards, Methodologies and communications networks, during and in the immediate aftermath of ice storms, Processes hurricanes, floods or tornado activity, is of In order to provide clients with timely, paramount importance. As an example, accurate information relative to new Hurricane Katrina's landfall along the Mississippi Gulf Coast disrupted commercial technologies and accepted practices, it is imperative that the consultant team member communication services (broadcast television, broadcast radio, cellular, ESMR, paging, maintain full awareness of emerging technical standards and future trends. TCS personnel telephone, cable, Internet and radio- broadband throughout an 83,000 square mile engage in ongoing professional training q area. This single event demonstrated clearly activities to ensure our processes mirror that our nation's public and private Industry-accepted best practices. communications infrastructure is vulnerable to catastrophic failures. The public safety community is moving away from proprietary radio technologies and is The TCS design philosophy for public safety adopting open standard-solutions, principally communications survivability is based on the involving Project-25 voice/data topologies. premise that every radio system will sustain The standards for Project-25 networks, some amount of damage during the high inclusive of network connectivity and winds and flooding associated with hurricanes infrastructure sharing continue to evolve, or the reaction effects of falling ice. Merging thereby making the issue of training and infrastructure redundancy concepts with adherence to best practices even more acute. rigorous design philosophy are hallmarks of Based on experience, an effective standards- TCS network solutions - and we can point to fact-based performance and reliability records based digital trunked radio communication to back those claims. solution geared toward network survivability would likely include and/or consider the While it is important to build radio equipment following: tough and resilient, bear in mind that each is comprised of many non-radio subsystems. Wide-area interoperability; These non-radio subsystems each have unique vulnerabilities that TCS competitors often • Disaster-induced disruption scenarios overlook...with potentially embarrassing and and recovery modeling; costly results for the Owner. Towers, generators, fuel supplies, battery systems, • Backup electrical power solutions; microwave linkages and a host of other elements require on-going maintenance to Ruggedized antenna hardware and assure radio network availability. supports; Our experience in designing systems that Infrastructure protection devices, i.e. remained operational during Hurricanes ice bridges, antenna shields, shelter- Katrina and Isaac will pay handsome elevation solutions, etc.; Proposal for Consulting Services June 6,2013 tusa;consulting services Request for Proposal The city of Miami Beach, Florida • Best practice recommendations for Most important of all, the communication disaster communication survivability; industry's rapid migration toward IP digital technology provides a much greater capacity • IP-Based Digital Backhaul Network; to project desired information systems and applications, peripherally, into the patrol car. • Ability to handle voice and high By so doing, public safety vehicles can readily performance data across multiple become field extensions of the office spectrum allocations; environment. This progression of technology allows for document files, images and other • Backward compatibility existing data-based information to be transacted local/regional 800MHz, VHF, and efficiently and securely, irrespective of field UHF systems; location. • Best practice utilization of available Wireless data technology is evolving at a rapid infrastructure resources to maintain pace. Today's favored wireless data technology cost efficiency. may be suddenly overtaken by newer, more efficient or elegant rivals. In tradition private In the backdrop of the September 11`' radio networks, we have seen a rapid terrorists attacks, Federal q r 1 re uirements for evolution of data rates from 9.6kb/s to and,an s within standards-based digital radio networks 19. , more recently, 96kb/ through the military and other branches of narrow-bandwidth 25KHz radio channels. federal government accelerated. This activity Commercial cellular carriers routinely support has spurred the deployment of Project-25 IP- Public Safety wireless data communications based radio networks, which in themselves are on the order of 400kb/s and beyond. not directly interoperable with earlier Project- 16 deployments. Thus, a significant portion In the private network environment, we also of radio network planning tangentially have seen the emergence of technologies includes the integration of disparate networks utilizing the 700MHz spectrum, as well as the into an area-specific homogeneous solution. newly allocated 4.9GHz spectrum. Broader changes mandated by Congressional action As the evolution of communications and now being considered by the Federal technology continues, many key benefits are Communications Commission will pave the expected to be achieved by adopting packet- way for both private as well as public/private digital technology for voice communications. Long Term Evolution (LTE) on 1.25MHz These include call security, enhanced audio bandwidth 700MHz public safety channels, clarity, reduced backhaul/site connectivity thereby allowing data rates approaching costs (IP versus traditional circuit-switched 1Mb/s over large geographic areas. technology) and enhanced interoperability with legacy VHF, UHF and proprietary The propagation characteristics of this new 800MHz radio networks. In fact, the entire band are virtually identical to those of existing public and private communications industry is and well understood 800MHz allocations. adopting and transitioning toward fully-digital Future 700MHz operations present essentially packet switched network technologies where no unique coverage prediction issues and may older circuit-switched technologies (as used in be the answer to public safety's need for older analog and many proprietary digital reliable, high-speed performance throughout radio solutions)are rapidly fading from use. large geographic areas. Furthermore, public safety's allocated 4.9GHz band permits the development of fully licensed and protected wireless (microwave-band) mesh-technology Proposal for Consulting Services June 6,2013 tusa consutting services Request for Proposal The city of Miami Beach, Florida solutions having sufficient channel bandwidth Later, careful planning would be needed to to support data rates in excess of 6Mb/s. ensure a smooth migration onto the new network and to prepare the necessary These rapid advances in wireless voice and interoperability infrastructures to develop data communications technology open new efficient and reliable interoperability linkages doors to innovative network design with systems operating on differing frequency approaches. Eventually, as this broadband bands and technologies. Due to the 7090MHz technology matures there may dependence of public safety personnel upon come a day where traditional push-to-talk reliable radio communications, it is crucial one-to-many communications can be that the design, implementation and accommodated. migration of the many technologies and supporting subsystems be successful and fully The federally sponsored 700MHz LTE rollout satisfies user expectations. will initially be structured for broadband data uses, however, within the next ten years it is conceivable that an effective merging of public TCS ®Propagation and Spectrum safety voice and broadband data onto hand- Management Experts carried devices could be accomplished in highly urbanized areas. Project-25 Propagation_Analysis In the more immediate term, software When a change in technology occurs, there is adaptable hardware platforms for networks the risk that performance can be degraded if and user equipment will permit designers and technology is adopted incorrectly or if network planners to better manage the cost, differences in fundamental operations have migration timelines and forward-looking not been appropriately mitigated by design. expansion plans thereby providing flexibility Of course, the most noticeable difference users to previously rigid network solutions. in the field identify with is changes in coverage performance and/or audio clarity. Unfortunately, misinformation about the form, scope, capabilities and on-air Miami Beach is taking a proactive approach availability of this eventual nationwide LTE toward its eventual consideration of a Project- data network abound. Early adopters of any 25 modernization path since the single-most groundbreaking technology are to be difficult factor to overcome is the cautioned that time and money can be easily identification and or construction of new wasted on "solutions" that in themselves are tower sites, as may be needed to secure technically unstable. In the Industry these are desired levels of coverage reliability. often termed `bleeding edge", where the early adopters risk being fiscally bled. Construction of new towers can be delayed for many reasons, few of which are technical In fact, any new or modernized radio and are mostly a result of zoning issues and communications network of the scope protests fielded by nearby property owners. envisioned for the Miami Beach Region may, So, it is important to identify areas where by its very nature, become a significant coverage enhancement (tower sites) is needed technical and financial undertaking. Best early in the process, for both planning and practices in procurement, contracting and funding purposes. project management are needed to enable decision makers to make the best vendor and TCS utilizes several propagation modeling technology choices, thereby protecting the tools in its investigation of potential coverage Region's sizable financial investment. performance. Most of our work utilizes either Proposal for Consulting Services June 6,2013 tusa!consulting services Bequest for Proposal The City of Miami Beach, Florida ComSite Design or ComStudy. ComStudy is the The process of collecting signal level data in accepted tool for frequency application the field is, again, tied to industry-recognized, submittals as used by most regional frequency techniques described by EIA/TSB-88B. The coordinators. signal collection equipment owned and used by TCS is manufactured by Berkley- ComSite Design is a software application that Varitronics (Panther series). It includes four was crafted by RCC Consultants and has programmable radio receivers, each of which roots in an early propagation tool termed is capable of collecting up to 512 samples per Romulus. Additionally, we are licensed to second. As configured, this RF signal level use Harris' RAPTR propagation tool, which is tool can collect data from as many as twelve equally useful since it can serve as a sensitivity 700/800MHz simulcast transmitter sites at a benchmark to identify probable tolerance time. Using the measured results, TCS can margins used by radio vendors to assure tailor environmental parameters in the guaranteed coverage for a particular coverage modeling tool to converge with real- geographic setting. world conditions. The net result is a set of coverage predictions that are accurate Both ComSite Design and RAPTR incorporate representations of what one could realistically automated and manually-adjustable routines expect from a newly constructed system. to optimize signal launch timing at tower sites, with the aim of controlling time delay The coverage assessment results are depicted interference within coverage overlap areas. by a series of maps illustrative of mobile, These various software tools, coupled with portable on-street and portable in-building enhanced performance data from antenna performance relative to a desired audio system manufacturers and established quality level. Boundary layers can be easily Industry standards for coverage verification incorporated that outline the desired service (TIA/TSB-88B), allow us to rapidly design area as well as illustrate the location of critical coverage-compliant radios systems to a level building sites. This map presentation is of reliability and accuracy that was particularly useful when evaluating the uncharacteristic of previous-generation relative performance of potential tower sites solutions. The propagation modeling software relative to building locations. will also indicate those specific areas that may experience sub-optimal or distorted coverage, �Z Spectrum — thereby alerting the system's designer to TCS'Interference Mitigation Tool potential coverage shortfalls. If the predicted The addition of tower sites to a previously coverage area does not meet the service needs operational and licensed radio system brings of users throughout a desired geographical with it the risk of potential interference to service area, the designer can then further distant licensed radio operations. The FCC adjust system variables or add sites until the licensing of modernized systems, of course, predicted coverage coincides with the desired requires the submittal of license applications service area. This iterative design approach that must clear numerous levels of frequency permits coverage model convergence toward a coordination oversight by approved frequency best, optimized solution. coordinators, such as APCO. The issue TCS also has the ability to conduct and becomes even more difficult when adjacent- analyze actual signal level measurements of region protection must be considered. In the portions or all of a client's radio system past, the identification and evaluation of service area to allow for precise understanding interference potentials has been a time of existing, delivered coverage. consuming, tedious task - particularly so for Proposal for Consulting Services June 6,2013 tusa j consulting services i a Request for Proposal The city of Miami Beach, Florida heavily congested 700/800MHz geographic adjacent channel systems that are or could areas. cause interference to client operations. TCS engineer Jack Forrest has developed a EZ Spectrum is one of a growing number of proprietary software tool (EZ-Spectrum) that TCS software tools under development to enables our consultants to more efficiently assist regions and states in the management of and accurately assess new sites/configurations spectrum resources. EZ-Spectrum has been with respect to interference protection. EZ- instrumental in identifying expansion Spectrum is also useful in the identification of channels throughout the states of Florida, orphan or otherwise available channels for use Georgia, Mississippi, North Carolina and in the expansion of radio systems in the Louisiana. 700/800MHz band. We have also found this tool highly useful with respect to VHF/UHF narrowbanding as it quickly helps identify co- ®®®®®®®cos Proposal for Consulting Services June 6,2013 tuna consulting services a Request for Proposal The City of Miami Beach, Florida Proposed Project Star A radio modernization of this scope and anticipated complexity demands the highest caliber of personnel and businessmen who thoroughly understand the technologies involved (legacy systems as well as latest Project-25/LTE solutions) and have a solid record of successful system deployments. Each of the people identified herein have successfully completed P-25 radio network designs, cost studies and system deployments. There are no novices here. Everyone included on this list is an accomplished public safety network expert and will fully support your project's mission to a successful conclusion. i ® i Prdj*ect Phritipal • • • r r Project Manager ....... _.. ®..,::..::.:..: f tt j� ' il ', 777� ' . �I� rt s • I 'Senior • Ita • • 8OOMHz Licenstrig The Consulting Team for the City of Miami Beach TCS personnel located in Louisiana and Florida can quickly respond to on-site meeting requests due to numerous daily airline connection services between our home state/cities and South Florida. Envisioned Project Staff`' Tusa Consulting Services would provide comprehensive technical support throughout your desired three plans to include study, evaluation and design/development process. And, if desired, TCS could efficiently provide procurement and project implementation assistance/support throughout all stages of the modernization project. Proposal for Consulting Services June 6,2013 M, I Request for Proposal The City of Miami Beach, Florida Dominic F. Tusa -Principal Principal-founder for TCS, Tusa would serve as Technology Advisor for the City's radio modernization project. He will provide TCS deliverables tracking and management support throughout the contract's various terms. Additionally, Mr. Tusa will serve as the senior technical advisor for the engineering team's frequency plan, infrastructure/user equipment audits, and statements of work development, coverage verification, reliability and conceptual solution development. A resident of Covington, Louisiana, Tusa is a 1975 graduate of Tulane University and has a Bachelor's of Science degree in Electrical Engineering. He holds an FCC commercial General Class radio license and is a licensed Extra Class amateur radio enthusiast(KSEF). Drawing from a professional career span of 35 years involving virtually every aspect of public and private radio communications(HF-SSB, analog and digital radio systems, private microwave, voice and data, multiplex and telephony signaling systems), Mr. Tusa has a documented record of successful, high performance radio solutions. Allen Cutts-Partner As a Partner-Consultant for Tusa Consulting Services, Allen Cutts would serve as technical advisor to the TCS Project Manager. Mr. Cutts will provide general consulting, coverage assessment and what are termed "greenfield" tower site identification services. Having gained over ten years of experience in the public safety radio field, Allen has successfully concluded the design and specification development of voice/data trunked radio networks, involving Project 16, Project-25 and TETRA trunked radio technologies. Mr. Cutts has an additional eight years' experience in product engineering and manufacturing, plus over eleven years of experience in fielding and maintaining LAN/WAN networks. His expertise includes knowledge of IP routing, Cisco routers and Catalyst switches, Frame Relay, Virtual LANs, in addition to an understanding of Wireless LANs and their requirements. Mr. Cutts is an experienced Project Manager and has provided like services for Floyd County, Georgia; Gordon County, Georgia and has successfully concluded numerous 800MHz rebanding projects for TCS clients. Mr. Cutts is an Electrical Engineering Technology graduate of Clemson University and holds a FCC Extra Class(N4OZI)amateur radio license Todd Mechler- Senior Consultant/Project Manager As Project Manager and RF Consultant for TCS, Todd Mechler would be Miami Beach's main contact point and would provide the necessary support for infrastructure site surveys, user interviews and on-site project consulting services. Building upon fifteen years of land mobile radio communication and tower site experience (eight years of which was with the U.S. Air Force) Mr. Mechler will leverage his experience with large scale vendors to support maintenance program design and contract negotiation. Proposal for Consulting Services June 6,2013 tuba je�suEtin �ervic�s Request for Proposal The city of Miami Beach, Florida Having previously worked for the State of Florida as the Director of Medical Communications, Todd has an extensive background in the operation and management of statewide radio communications systems that includes grant writing, budget analysis and propagation analysis. Since joining TCS in 2010, Todd has completed numerous 800MHz Rebanding projects as well as a recent Project-25 800MHz simulcast network for the City of New Bern, North Carolina. A resident of Tallahassee, Florida, Mr. Mechler is a graduate of Florida State University in Electrical Engineering,with a specialization in RF propagation. Jack Forrest, P.E. e RF Consultant Drawing from the experience gained as a program lead engineer for Florida's 800MHz State Law Enforcement Radio System (SLERS), Mr. Forrest has developed internal TCS software tools (EZ-Spectrum) and processes geared toward radio frequency coordination and interference mitigation. EZ-Spectrum allows for TCS to identify vacant/orphan radio channels as needed for existing-system expansion. While employed by Florida's Department of Management Services, Jack likewise developed numerous software applications used by Florida's counties to self-mitigate 800MHz interference as well as others for the identification of potential tower site resources. A registered professional engineer in the states of Florida, Louisiana, Missouri, Colorado and New York, Jack is an electrical engineering graduate from Florida State University,with a specialty in RF propagation and digital electronics. Additional TCS Personnel Resources The TCS staff(15 total persons)includes the following additional personnel: Jack Hart—Senior Staff Consultant Don McGee-Senior Staff Consultant Robert Pletcher-Senior Consultant Dennis Ward-Consultant Brad Perkins-Consultant Al Martineau—Project Management Larry Labry—Project Management Gregg Brockman-Accounting/Admin Peter Caruso—E911/Radio Dispatch Wendy Bradford—E911/Telephony Lamerle Lee—911 Specialist Although these personnel are not listed as prime resources for this proposed project, they can be brought in, as directed, if their specific expertise is so desired. Proposal for Consulting Services June 6,2013 tusa;consulting services Dominic F. Tusa Key Clients Profession New Bern,NC Ft.Lauderdale,FL Principal for Tusa Consulting Services(TCS), a radio-consulting firm established New Orleans,LA in January 1992, specializing in the design and implementation of public safety Kansas City,MO Region communication systems. Drawing from a professional career span of 25 years ShipCom,Inc. involving virtually every aspect of public and private radio communications (HF- Harrison County, MS SSB, analog and digital voice FM radio systems, private microwave, multiplex Manatee County,FL and telephone signaling systems),Tusa has a documented record of successful, high performance radio solutions. Recently, this expertise was put to the St.Tammany Parish,LA ultimate test when three radio networks designed by Tusa were subjected to the Key Qualifications force and destructive power of Hurricane Katrina. Katrina proved to be one of • Simulcast Network Design the worst natural disasters to impact the United States and all three TCS • P-25/EDACS/ASTRO designed radio networks operated during and after the storm's passage. • VHF/UHF Conventional • Project Management,RF Experience • Coverage Designer Present-1992 Tusa Consulting Services—Covington, Louisiana • Antenna System Specialization principal Consultant • Network Evaluation Studies ■ Provide private microwave design services to Exxon Company, USA Education ■ Completed 25 public safety radio systems valued at over$310M ■ BSEE Tulane University ■ 800MHz Rebanding support to 44 TCS clients Interests ■ Development of TCS process standards • Amateur Radio operator and ■ Provide radio consultant services to private and municipal agencies experimenter. Licensed K5EF • Fabrication of HF no-tune 1985-1992 Crescent Radio Electronics,Inc.-Metairie,Louisiana amplifiers using proprietary power coupling devices Co-Owner • Restoration and collecting of ■ Start up radio service and product development firm antique radio devices ■ Provide contract radio engineering services for Exxon Co. USA Awards ■ Design and implement voice radio systems for Chevron • Energy Telecommunications and ■ Developed digital modulators for private carrier for Chevron Electrical Association(ENTELEC) ■ Developed base/repeater station controllers for oil industry use Silver Scribe Award • Co-Recipient of Gulf Oil's Outstanding Achievement Award 1980-1985 CSM/EB Communications,Inc.—Lafayette, Louisiana for 1983 Contract Radio Engineer Articles Authored ■ Design/implement HF-SSB Shore Station ■ Safe Operation of Electro-Explosive . Develop signaling system for Gulf Oil M/W Network Devices in RF Environment (ENTELEC News,February 1991) ■ Implement M/W modernization project for Gulf Oil • Choosing a Consultant(APCO Bulletin, ■ Develop UHF point-to-point radio telephone systems September 1995) ■ Design/implement helicopter flight-following radio systems • A Structured Approach for the Procurement of Radio Communication Systems(APCO Bulletin,Oct/Nov/Dec 1996) ■ Reliable Radio Interoperability in the Big Easy(Public Safety Communications,December 2002) ■ In Building Coverage(Radio Resource, March 2003) • How Kansas City Achieved In-Building Radio Coverage(Radio Resource, March 2003) Carl Allen Cutts Key Qualifications Profession • TETRA Radio Network Designer • P-25 Simulcast Implementation Public safety experience in the design and specification development of 800MHz voice/data trunked radio networks, including Motorola's ASTRO 25 digital • Project Manaageme • 800MHz Regeme nt,RF system, Motorola's TETRA System and Harris' EDACS system. Over eleven years experience in LAN/WAN networks. Expertise includes knowledge of IP • Backhaul Network Design routing, Cisco routers and Catalyst switches, Frame Relay, Virtual LANs, in • RF Infrastructure Optimization addition to an understanding of Wireless LANs and their requirements. • Coverage Testing • Functionality Verification Skills Experience Education 2004-Present Tusa Consulting Services- Decatur, Georgia • BS Electrical Engineering Technology - Partner,Senior Technology Advisor Clemson University ■ Provide feasibility assessments of emerging VoIP radio technologies ■ Design of Motorola Astro P25 trunked radio systems Interests ■ Development of wide area mobile data communication networks ■ Amateur radio operator and ■ Design of Motorola TETRA trunked radio systems experimenter(N40ZI) ■ Specified and documented Harris' EDACS Simulcast systems ■ Implementation of Harris P-25 Floyd County, GA ■ Engineering support for New Bern, NC (Harris P-25) 1996-2003 Concert Management Services/BT/CSC-Atlanta, Georgia Network Engineer • Designed, implemented and maintained the global bandwidth test network using routers, Checkpoint Firewalls and Loop Telecom's Mini-DACS for testing multiple products and services for Concert and BT. This WAN contained multiple IP networks and a Frame Relay network using multiple T1 s and E1 s between Europe and North America, utilizing OSPF, SNMP, DHCP, NAT and DNS. • Designed, implemented and documented test cases for new WAN services such as Concert's Fault Management/Performance Management Reports generation for CPE equipment, Concert's provisioning software for PVC migration onto an ATM core, Concert's Fault Management System for NNI PVCs between BTE's IPX/IGX WAN and MCI's HyperStream WAN. 1992-1996 LXE—Norcross, Georgia Senior Staff Engineer • Designed and installed wireless LAN topologies utilizing existing network infrastructures to incorporate the latest wireless client server solutions running TCP/IP protocols in addition to guaranteeing 100%RF coverage. • Designed and installed wireless access points running 450MHz and 800MHz Narrow Band, 900MHz and 2.4GHz WiFi (802.11b) Spread Spectrum technology with IBM 5250, IBM 3270 and TCP/IP emulations. • Specified and documented both indoor and outdoor RF coverage areas in addition to resolving all RF coverage issues including instances of RF interference. Todd Jo Mechler Key Clients Profession Mobile County,AL Department of Public Safety,AL Senior RF Communications Consultant and degreed engineer, building upon fifteen years of public safety and military land mobile communications Pasco County,FL experience. Extensive background in the design and management of p 9 9 g Sumter County,FL statewide radio communications, with key experience in grant writing, Fort Lauderdale,FL budget analysis, RF propagation as well as component and system level New Bern,NC diagnostic skills. Kansas City,MO Experience Mississippi State University,MS 2012 to Present Licensed Electrical Contractor Key Qualifications ■ Limited Energy-Florida ■ Radio Network Design ■ License#ES12000980 ■ RF Propagation Analysis ■ P-25/EDACS/ASTRO 2010 to Present Tusa Consulting Services 11 LLC- Tallahassee, FL ■ VHF/UHF Conventional • ■ Site Inspection Services-Kansas City, MO ■ VHF/UHF Narrowbanding ' ■ Project Manager-Pasco County, FL EDACS Simulcast Renovation ■ Tower/Site Analysis ' ■ Project Manager-Harrison County, MS 800MHz Rebanding ■ Grant Writing ■ System Designer-Sumter,County, FL • ■ P-25 Implementation Management-New Bern, NC. ■ Contract Negotiations RFP Design, Evaluation and Contract Negotiation ■ RFP Development 0 ■ 2008 to Present Southeastern Towers LLC Education . ■ President/Owner ■ BSEE, Florida State,2006 . ■ Project Design and Management ■ Airman Leadership,USAF, 1998 . ■ Obstruction Lighting/Antenna/Transmission Line Specialist ■ Basic Electronics,USAF,1995 . ■ Tower Inspection and Electrical Grounding Specialist . Interests 2007 to 2010 State of Florida-Department of Management Services ■ Amateur Radio(Extra),AJ4GD ■ Director of Health and Medical Communications for the State of Florida ■ Reading ■ Management of Statewide MED-8 and LMC/SMC MEDCOMM Systems ■ History,Modern Physics ■ Designer of Hospital Health and Medical Interoperability System ■ Developed Health Portion of Statewide Interoperable Comm. Plan ■ Designer of Florida's State Medical Response Team's Communications Awards ■ Sitting Member of the Florida EMS Advisory Council ■ Airman of the Year,USAF,1998 ■ FEMA Region IV Interoperability and Air Medical Communications Articles Committee Membership • Protect Yourself The importance of 2003 to 2007 Florida State University regular tower and site maintenance ■ BS Electrical Engineering-Specialization in RF Communications cannot be underestimated(Urgent ■ Minor in Physics and Mathematics Communications,October 2011) • Prescription for Radio System 1995 to 2002 United States Air Force Health:When thinking about tower ■ Non-Commissioned Officer, E-5 maintenance,be sure to think holistically-which means paying ' Top Secret/Secret Security Clearance attention to the entire site(Urgent ■ Telemetry and Instrumentation Technician Communications,February 2012) ■ Lead Instrumentation Trainer Jack Hart Key Clients Profession New York City—NYPD and FDNY New York City—Transit Authority Communications system professional with 40+ years' experience with the New York State—Statewide design, deployment and management of public safety radio and cellular Wireless Network(SWN) radiotelephone networks. Specializes in the design and implementation of MARC Region—Kansas City,MO city, state and region-wide radio networks. Expert in civil design, Canton Public Safety—MI permitting/zoning, and construction of radio sites and associated switching Missouri Hospital Association centers. Bowling Green,KY Ada County, ID Kansas City,MO Experience Lee's Summit,MO Platte County,MO 2008-Present Consultant®Tusa Consulting Services Cass County,MO ■ Kansas City P25 system upgrade Jackson County,MO ■ Cass,Platte,Jackson County radio system assessment/P25 transition planning Independence/Blue Springs,MO ■ Clay County,MO,VHF narrowband planning and implementation ■ Lee's Summit,MO,UHF narrowband upgrade design Key Qualifications ■ Ada County,ID,700 MHZ system assessment and conceptual design • Program Management • VHF/UHF/800 Conventional 2001 -2008 LMR Consulting—New York/New Jersey and Digital Radio Systems 0 IXP Corp.-Support New York City's NYPD and FDNY post-9/11 dispatch • RF Design consolidation and radio modernization project • Propagation Analysis ■ General Dynamics-Project Director—New York SWN • Site Acquisition&Construction • Dispatch Center integration 1990-2001 Cellular Systems Design&Deployment • Mobile data systems ■ VP Engineering, Cellular One/AT&T Wireless — design and deployment of 800 • Cellular systems MHZ Analog/TDMA Cellular network in NY/NJ,and 1900 MHZ PCS Digital Cellular systems in Washington DC,MD,PA,MA&RI Education ■ VP Engineering,Nextel—design and mgt.of IDEN network in NY,NJ&CT BA Philosophy—Cathedral ■ Chief Technical Officer—Sprint PCS Affiliate—NY,VT,NH ■ College,NY 1985-1990 Motorola—Glen Rock,New Jersey • Program Manager—deployment of cellular systems in NY, NJ,PA,CT,RI&MA • Area Program Manager—LMR planning&deployment • New Jersey State Police&NJ Transit 800 MHZ trunked radio system • City of Boston simulcast trunked network • New York City—Dept.of General Services trunked network 1980-1985 AT&T AMPS/NYNEX Mobile Communications ■ RF Engineer,AT&T AMPS—initial RF design of cellular systems in NY,NJ,RI, MA,IL,AZ,FL,CA-designed the"Cellular Emergency Callbox" 1970-1980 AT&T Bell System/New York Telephone Co • Engineering support of data communications systems and equipment • Installation and maint.of two-way radio,microwave and mobile telephone systems i I Jack Forrest, P.E. Key Clients Profession Sumter County,FL City of Kansas City,MO RF Engineer/Consultant for Tusa Consulting Services, a radio-consulting firm City of New Bern,NC established in January 1992, specializing in the design and implementation of Harrison County, MS public safety communication systems. Drawing from the experience gained as Hancock County,MS the lead engineer for State of Florida 800MHz Public Safety Radio Systems, Wagoner County,OK Forrest was responsible for frequency coordination and interference mitigation. City of Broken Arrow,OK City of New Orleans,LA Experience St.Tammany Parish,LA 2011-Present Consultant—Tusa Consulting Services Lee County,GA N Subject Matter Expert for Thorp Reed and Armstrong Gordon County,GA ■ Frequency Interference Resolution for Cl Floyd County,GA ■ System Implementation Overview and Supervision EF Johnson ■ Frequency Subject Matter Expert for 700/800 MHz Fre Coordination Janus Spectrum Subject q y Awarded Professional Engineer(P.E.) Designation,2011 Harris Corporation ■ Created Google Earth Based Frequency Planning Software Tools Communications International ■ Created Google Earth Based Site Acquisition Software Tools Thorp,Reed and Armstrong ■ FCC Licensing Expertise for All Clients Key Qualifications 2007-2011 State of Florida—800MHz Frequency Coordinator • 700/800MHz Radio Systems • Software Tool Designer for 800MHz Communications • P-25/EDACS/ASTRO • Spectrum Manager—Statewide Law Enforcement Radio System(SLERS) • Florida Interoperability Network Co-Author and Manager of the Florida Region-9 Interference Program • 800MHz Spectrum Manager (FRIP) • FRIP Co-Author and Manager • VBA Excel 2006-2007 Hines Hartman • Visual Basic 5 ■ Commercial Power and Lighting System Design • Visual Basic.Net ■ AutoCAD Drafting • Visual Studio 2010 • SQL 2002—2006 Florida State University ■ BS Electrical Engineering Education • Specialization in RF and Digital Communications ■ BSEE—Florida State University ■ Minors in Mathematics and Physics Specialization in RF Specialization in Digital Communications Interests • Amateur Radio—AJ4GE • Member of MENSA • Real Estate Investing Awards • National Merit Scholar,2001 • E.I.T.Designation,2007 • P.E.Designation,2011 Robert Pletcher Key Clients Profession • Texas Department of Public Safety RF Communications Consultant based upon more than thirty • Texas Department of years of public safety and land mobile radio communications Transportation experience. Extensive background in the design, implementation, ■ Texas Parks and Wildlife maintenance and operational aspects of multi jurisdictional ■ Texas Youth Commission statewide, regional and municipal radio communication systems. ■ Texas Department of Significant background and understanding of needs analysis and Criminal Justice budgetary considerations as well as federal and state grant processes. Key experience with governance issues pertaining to Key Qualifications shared systems utilizing multiple funding sources. Thorough understanding and background with the P25 suite of standards, Radio • Tr &Conventional re-farming, narrowbanding and related issues in today's public Radio System Design safety markets. • RF Propagation Analysis ■ P-25/EDACS/ASTRO Experience ■ VHF/UHF Conventional ■ VHF/UHF Narrowbandin Present Tusa Consulting Services 9 g ■ 700/800 Trunked Systems ■ Project Manager and Consultant ■ Grants ■ Specializes in proposal review, needs assessment and ■ Needs Assessments contract negotiations ■ RFP Development ■ UHFNHF Narrowband Compliance ■ Systems Operations& FCC licensing and associated documentation Maintenance ■ Site Development 2011 -2012 EF Johnson Technologies, Bids and Proposals ■ Site Grounding ■ Provided preliminary system designs for customer proposal ■ Past Chair, P25 User responses Needs Subcommittee ■ Worked with microwave and fiber optic system vendors to provide backhaul for proposed EF Johnson trunked system Education solutions ■ Kansas State University ■ Assured that EF Johnson proposed systems would interface cleanly with existing infrastructure and facilitate interoperability Interests ■ Amateur Radio 2010—2011 Federal Engineering, Inc. (Extra Class), NNON ■ State of Iowa 700 MHz Statewide Trunked System Design ■ Experimental Aircraft ■ Worked with microwave and fiber optic system vendors to ■ Composite materials provide backhaul for proposed EF Johnson trunked system solutions Memorandum • Texas Statewide 2002 -2010 State of Texas, Dept. of Public Safety Communications Director, DPS RF Communications Interoperability Plan Shared Statewide 700 MHz System Design • Texas Statewide Provided expert testimony, Texas Legislature Interoperability Channel ■ Principal, Texas Interoperability MOU Plan A APPENDIX A raw" AIAMI BEA( H f Proposal C Quest*ionnaire Requirements Affidav*l a RFP 185-2013 P25 Mobile Radio System Consultant 1 PROCUREMENT DIVISION I 1700 Convention Center Drive Miami Beach, Florida 33139 1 { ® MIAMI BEACH Page 10 RFP 185-2013,P25 Mobile Radio System Consultant i APPENDIX A _ PROPOSAL CERTIFICATION, QUESTIONNAIRE& REQUIREMENTS AFFIDAVIT Solicitation No: Solicitation Title; RFP 185-2013 P25 Mobile Radio System Consulting Services Procurement Contact Tel: Email: Lourdes Rodriguez 305 673-7000 ext.6652 LourdesRodriguez@miamibeachfi.gov PROPOSAL CERTIFICATION,QUESTIONNAIRE&REQUIREMENTS AFFIDAVIT Purpose: The purpose of this Proposal Certification, Questionnaire and Requirements Affidavit Form is to inform prospective Proposers of certain SOLICITATION and contractual requirements,and to collect necessary information from Proposers in order that certain portions of responsiveness,responsibility and other determining factors and compliance with requirements may be evaluated. This Proposal Certification, Questionnaire and Requirements Affidavit Form is a REQUIRED FORM that must be submitted fully completed and executed. I 1. General Proposer Information. i FIRM NAME; Tusa Consulting Services II,LLC No of Years In Business: 22 No of Years In Business Locally: 15 No.of Employees: 15 OTHER NAME(S)BIDDER HAS OPERATED UNDER IN THE LAST 10 YEARS: Tusa Consulting Services LLC FIRM PRIMARY ADDRESS(HEADQUARTERS): 75757 Hwy 1082 CITY: Covington STATE: Louisiana j TELEPHONE NO.: (985) 249-6467 1 TOLL FREE NO.: FAX NO.: (888) 434-2914 FIRM LOCAL ADDRESS: 9745 Faraway Farm Road CITY' Tallahassee STATE: Florida I PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT: Todd Mechler ACCOUNT REP TELEPHONE NO.: (850) 559-9199 ACCOUNT REP TOLL FREE NO.: I ACCOUNT REP EMAIL: todd.mechler @tusaconsulting.com FEDERAL TAX IDENTIFICATION NO,: 81-0675929 The City reserves the right to seek additional information from proposer or other source(s), including but not limited to: any firm or i principal information,applicable licensure,resumes of relevant individuals,client information,financial information,or any Information the City deems necessary to evaluate the capacity of the proposer to perform in accordance with contract requirements. _ MIAMI BEACH Pagel l RFP 185-2013,P25 Mobile Radio System Consultant i APPENDIX A PROPOSAL CERTIFICATION, QUESTIONNAIRE& REQUIREMENTS AFFIDAVIT 2. Miami Beach Based(Local)Vendor.Is proposer a Miami Beach based firm? YES 0 NO SUBMITTAL REQUIREMENT: Proposers claiming Miami Beach vendor status shall submit a Business Tax Receipt issued by the City of Miami Beach,as required pursuant to ordinance 2011-3747, to demonstrate that the Proposer is a Miami Beach Based Vendor. N/A 3. Veteran Owned Business.Is proposer a veteran owned business? YES ® NO SUBMITTAL REQUIREMENT: Proposers claiming veteran owned business status shall submit a documentation proving that firm is certified as a veteran-owned business or a service-disabled veteran owned business by the State of Florida or United States federal government,as required pursuant to ordinance 2011-3748. N/A 4. Financial Capacity. Proposers shall submit a Dun&Bradstreet Duns Number(D-U-N-S#).The City may request one or more D&B reports to assess proposer's financial capacity or may request other information (e.g., audited and other I financial statements)after proposal submittal in order to assess financial capacity. If firm is not currently registered at D&B, contact D&B at 1-800-234-3867 to register your company. SUBMITTAL REQUIREMENT: Proposer shall submit Dun&Bradstreet Duns Number (D-U-N-S#): 18659406 Comply. Note:The City may require other financial information (e.g., audited financial statements,bonding capacity,credit history, etc.), as part of the solicitation submittal requirements or during the evaluation process, as necessary to evaluate financial capacity. 5. Litigation History,Proposer shall submit a statement of any litigation or regulatory action that has been fled against your I firm(s) in the last five years. If an action has been filed, state and describe the litigation or regulatory action filed, and identify the court or agency before which the action was instituted, the applicable case or file number, and the status or disposition for such reported action. If no litigation or regulatory action has been filed against your firm(s), provide a i statement to that effect. If"No"litigation or regulatory action has been filed against your firm(s),please provide a statement to that effect. Truthful and complete answers to this question may not necessarily disqualify a firm from consideration but will be a factor in the selection process.Untruthful,misleading or false answers to this question shall result in the disqualification of the firm for this project. i SUBMITTAL REQUIREMENT: Proposer shall submit history of litigation or regulatory action filed against proposer,or any proposer team member firm,in the past five(5)years. If Proposer has no litigation history or regulatory action in the past 5 ' years,submit a statement accordingly. Comply. 6. References & Past Performance. Proposer shall submit at least three (3) references for whom the proposer has completed work similar In size and nature as the work referenced in solicitation. Additionally, Proposer shall provide reference with the Contractor Client Survey provided as an attachment to the solicitation, and request that your reference submit the completed survey to directly to the contracting officer named in the solicitation. In order to be considered, surveys must be sent to the Procurement Division directly by the reference.The city will not accept client surveys 1 sent to the Procurement Division by the Proposer.A minimum of three(3)references and client surveys are required. SUBMITTAL REQUIREMENT: Proposer shall submit a minimum of three (3) references, including the following information: 1) Firm Name, 2) Contact Individual Name & Title, 3) Address, 4) Telephone, '5) Contact's Email and 6) Narrative on Scope of Services Provided.Additionally,each reference shall submit Contractor Client Survey included in the solicitation directly to the City. Proposer may attach additional references and ask that additional references submit client surveys as applicable. Comply. 10,, MIA/016C:ACH Page 12 RFP 185-2013,P25 Mobile Radio System Consultant I APPENDIX A PROPOSAL CERTIFICATION, QUESTIONNAIRE& REQUIREMENTS AFFIDAVIT 7. Suspension, Debarment or Contract Cancellation. Has proposer ever been debarred, suspended or other legal violation,or had a contract cancelled due to non-performance by any public sector agency? II YES NO t SUBMITTAL REQUIREMENT: If answer to above is"YES,"Proposer shall submit a statement detailing the reasons that led to action(s). N/A i & Vendor Campaign Contributions. Proposers are expected to be or become familiar with, the City's Campaign Finance Reform laws, as codified in Sections 2-487 through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Campaign Finance Reform laws are complied with,and shall be subject to any and all sanctions, as prescribed therein, including disqualification of their Proposals, in the event of such non- compliance. SUBMITTAL REQUIREMENT: Submit the names of all individuals or entities (including your sub-consultants) with a controlling financial interest as defined in ITN. For each individual or entity with a controlling financial interest indicate d whether or not each individual or entity has contributed to the campaign either directly or indirectly,of a candidate who has been elected to the office of Mayor or City Commissioner for the City of Miami Beach. N/A I 9. Code of Business Ethics. Pursuant to City Resolution No.2000-23879, each person or entity that seeks to do business with the City shall adopt a Code of Business Ethics("Code") and submit that Code to the Procurement Division with its bid/response or within five(5)days upon receipt of request.The Code shall,at a minimum,require the Proposer,to comply with all applicable governmental rules and regulations including,among others,the conflict of interest,lobbying and ethics provision of the City of Miami Beach and Miami Dade County. SUBMITTAL REQUIREMENT: Proposer shall submit firm's Code of Business Ethics. In lieu of submitting Code of Business Ethics, proposer may submit a statement indicating that it will adopt, as required in the ordinance, the City of Miami Beach Code of Ethics,available at www.miamibeachfi.gov/procurement/. Comply. 10. Living Wage. Pursuant to Section 2-408 of the Miami Beach City Code, as same may be amended from time to time, proposers shall be required to pay all employees who provide services pursuant to this Agreement, the hourly living wage rates listed below: • Commencing with City fiscal year 2012-13 (October 1, 2012), the hourly living rate will be $11.28/hr with health benefits,and$12.92/hr without benefits. The living wage rate and health care benefits rate may, by Resolution of the City Commission be indexed annually for inflation using the Consumer Price Index for all Urban Consumers (CPI-U) Miami/Ft. Lauderdale, issued by the U.S. Department of Labor's Bureau of Labor Statistics. Notwithstanding the preceding, no annual index shall exceed three percent(3%).The City may also,by resolution,elect not to index the living wage rate in any particular year,if it determines it would not be fiscally sound to implement same(in a particular year). Proposers' failure to comply with this provision shall be deemed a material breach under this bid, under which the City may,at its sole option, immediately deem said proposer as non-responsive,and may further subject proposer to additional penalties and fines,as provided in the City's Living Wage Ordinance,as amended. Further information on the Living Wage requirement is available at www,miamibeachfl.gov/procurement/. j SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer , agrees to the living wage requirement. Comply. 11, Equal Benefits for Employees with Spouses and Employees with Domestic Partners. When awarding competitively a solicited contracts valued at over$100,000 whose contractors maintain 51 or more full time employees on their payrolls during 20 or more calendar work weeks, the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business with the City of Miami Beach, who are awarded a contract pursuant to competitive bids, to provide "Equal Benefits" to their employees with domestic partners, as they provide to employees with spouses. The Ordinance applies to all employees of a Contractor who work within the City limits of the City of Miami Beach, Florida;and the Contractor's employees located in the United States, but outside of the City of Miami Beach limits, who are directly performing work on the contract within the City of Miami Beach. 1 _ MIA101 BEAC"'I 1 Page 13 RFP 185-2013,P25 Mobile Radio System Consultant f i APPENDIX A PROPOSAL CERTIFICATION, QUESTIONNAIRE REQUIREMENTS AFFIDAVIT A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees? YES NO i B. Does your company provide or offer access to any benefits to employees with (same or opposite sex) domestic partners*or to domestic partners of employees? = YES 0 NO I C. Please check all benefits that apply to your answers above and list in the"other"section any additional benefits not already specified. Note: some benefits are provided to employees because they have a spouse or domestic partner, such as . bereavement leave;other benefits are provided directly to the spouse or domestic partner,such as medical insurance. BENEFIT Firm Provides for Firm Provides for Firm does not **Tusa Consulting Employees with Employees with Provide Benefit Spouses Domestic Partners Services provides a Health cash equivalent Sick Leave compensation to Family Medical Leave employees for Bereavement Leave acquiring of benefits. If Proposer cannot offer a benefit to domestic partners because of reasons outside your control, (e.g., there are no insurance providers in your area willing to offer domestic partner coverage)you may be eligible for Reasonable Measures compliance. To comply on this basis, you must agree to pay a cash equivalent and submit a completed Reasonable { Measures Application (attached) with all necessary documentation. Your Reasonable Measures Application will be reviewed for consideration by the City Manager, or his designee. Approval is not guaranteed and the City Manager's I decision is final. Further information on the Equal Benefits requirement is available at www.miamibeachfl.gov/procurement/. 12. Public Entity Crimes. Section 287.133(2)(a), Florida Statutes, as currently enacted or as amended from time to time, states that a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal,or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not ! transact business with any public entity in excess of the threshold amount provided in s.287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list. i SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document,proposer agrees with the requirements of Section 287.133,Florida Statutes,and certifies it has not been placed on convicted vendor list. Comply. 12. Acknowledgement of Addendum. After issuance of solicitation, the City may release one or more addendum to the solicitation which may provide additional information to proposers or alter solicitation requirements. The City will strive to reach every Proposer having received solicitation through the City's e-procurement system, PublicPurchase.com. However, Proposers are solely responsible for assuring they have received any and all addendum issued pursuant to solicitation. This Acknowledgement of Addendum section certifies that the Proposer has received all addendum released by the City pursuant to this solicitation. Failure to obtain and acknowledge receipt of all addendum may result in proposal i disqualification. Initial to Confirm Initial to Confirm Initial to Confirm Receipt Receipt Receipt Addendum 1 Addendum 6 Addendum 11 Addendum 2 Addendum 7 Addendum 12 Addendum 3 Addendum 8 Addendum 13 Addendum 4 Addendum 9 Addendum 14 Addendum 5 Addendum 10 Addendum 15 If additional confirmation of addendum is required,submit under separate cover. MIAMI BEACH Page 14 RFP 185-2013,P25 Mobile Radio System Consultant APPENDIX A PROPOSAL CERTIFICATION, QUESTIONNAIRE& REQUIREMENTS AFFIDAVIT I The solicitation referenced herein is being furnished to the recipient by the-City of Miami Beach (the "City") for the recipient's convenience.Any action taken by the City in response to Proposals made pursuant to this RFP,or in making any award,or in failing or refusing to make any award pursuant to such Proposals,or in cancelling awards,or in withdrawing or cancelling this RFP,either before or after issuance of an award,shall be without any liability or obligation on the part of the City. In its sole discretion,the City may withdraw the solicitation either before or after receiving proposals,may accept or reject proposals, I and may accept proposals which deviate from the solicitation, as it deems appropriate and in its best interest. In its sole discretion, the City may determine the qualifications and acceptability of any party or parties submitting Proposals in response to this solicitation. Following submission of a Bid or Proposal,the applicant agrees to deliver such further details,information and assurances,including 'I financial and disclosure data,relating to the Proposal and the applicant including,without limitation,the applicant's affiliates,officers, directors,shareholders,partners and employees,as requested by the City in its discretion. i The information contained herein is provided solely for the convenience of prospective Proposers. It is the responsibility of the i recipient to assure itself that information contained herein is accurate and complete.The City does not provide any assurances as to the accuracy of any information in this solicitation. Any reliance on these contents,or on any permitted communications with City officials,shall be at the recipient's own risk. Proposers should rely exclusively on their own investigations, interpretations, and analyses. The solicitation is being provided by the City without any warranty or representation, express or implied, as to its content, Its accuracy, or its completeness, No warranty or representation is made by the City or its agents that any Proposal conforming to these requirements will be selected for j consideration,negotiation,or approval. The City shall have no obligation or liability with respect to this solicitation, the selection and the award process, or whether any award will be made.Any recipient of this solicitation who responds hereto fully acknowledges all the provisions of this Disclosure and Disclaimer, is totally relying on this Disclosure and Disclaimer,and agrees to be bound by the terms hereof.Any Proposals submitted to the City pursuant to this RFP are submitted at the sole risk and responsibility of the party submitting such Proposal. This RFP is made subject to correction of errors,omissions,or withdrawal from the market without notice.Information is for guidance only,and does not constitute all or any part of an agreement. The City and all Proposers will be bound only as, if and when a Proposal (or Proposals), as same may be modified, and the applicable definitive agreements pertaining thereto,are approved and executed by the parties,and then only pursuant to the terms of the definitive agreements executed among the parties. Any response to this solicitation may be accepted or rejected by the City for any reason,or for no reason,without any resultant liability to the City. The City is governed by the Government-in-the-Sunshine Law, and all Proposals and supporting documents shall be subject to disclosure as required by such law. All Proposals shall be submitted in sealed bid form and shall remain confidential to the extent permitted by Florida Statutes, until the date and time selected for opening the responses.At that time,all documents received by the i City shall become public records. ' Proposers are expected to make all disclosures and declarations as requested in this solicitation. By submission of a Proposal, the Proposer acknowledges and agrees that the City has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information contained in the Proposal, and authorizes the release to the City of any and all information sought in such inquiry or investigation. Each Proposer certifies that the information contained In the Proposal is true, accurate and complete,to the best of its knowledge,information,and belief. j Notwithstanding the foregoing or anything contained in the RFP, all Proposers agree that in the event of a final unappealable judgment by a court of competent J urisdiction which imposes on the City any liability arising out of this RFP,or any response thereto, ' j or any action or inaction by the City with respect thereto, such liability shall be limited to$10,000.00 as agreed-upon and liquidated damages. The previous sentence, however, shall not be construed to circumvent any of the other provisions of this Disclosure and Disclaimer which imposes no liability on the City. In the event of any differences in language between this Disclosure and Disclaimer and the balance of the RFP,it is understood that the provisions of this Disclosure and Disclaimer shall always govern. The RFP and any disputes arising from the RFP shall be governed by and construed in accordance with the laws of the State of Florida. ® MIAMI BEACH Page 15 RFP 185-2013,P25 Mobile Radio System Consultant j APPENDIX A PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT PROPOSER CERTIFICATION I hereby certify that: I, as an authorized agent of the Proposer, am submitting the following information as my firm's proposal; Proposer agrees to complete and unconditional acceptance of the terms and conditions of this document, inclusive of this ITN, all attachments, exhibits and appendices and the contents of any Addenda released hereto, and the Disclosure and Disclaimer Statement; proposer agrees to be bound to any and all specifications, terms and conditions contained in the ITN, and any released Addenda and understand that the following are requirements of this SOLICITATION and failure to comply will result in disqualification of proposal submitted; Proposer has not divulged, discussed,or compared the proposal with other Proposers and has not colluded with any other proposer or party to any other proposal; proposer acknowledges that all information contained herein is part of the public domain as defined by the State of Florida Sunshine and Public Records Laws; all responses, data and information contained in this proposal, inclusive of the Proposal Certification,Questionnaire and Re uirements Affidavit are true and accurate. Name of Proposer's Authorized Representative: Title of Proposer's Authorized Representative: Todd Mechler Senior Consultant/Project Manager Signature of Proposer's Authorized Representative: Date: Ju ne 1,2013 I State of FLORIDA ) On this day of 20 appeared before me who County of ) stated that (s)he is the of a corporation, and that the instrument was signed in behalf of the said corporation by authority of its board of directors and acknowledged said instrument to be its voluntary act and deed.Before me: Notary Public for the State of Florida My Commission Expires: I i { 1 ® MIAMI BEACI I Page 16 RFP 185-2013,P25 Mobile Radio System Consultant " VIP . a Tab 3 - Scope of Services and Methodology tubd Consulting Services Raising the Bar in Radio Communications Request for Proposal The City of Miami Beach, Florida Approach and Methodology Understands The User's Needs problem for an older analog wideband system, pre-narrowbanding, it becomes a far worse problem, post-narrowbanding. The City of Miami Beach and its associated agencies operate on an aging Motorola Fortunately, there are solutions to equipment 800MHz trunked radio system based on obsolescence, degraded audio quality, proprietary Project-16 technology that is insufficient coverage and seamless migration nearing technical obsolescence. In an effort to of radio users onto new technologies. The preemptively manage the pending end of life catch, of course, is determining the right of the current public safety radio system's approach that balances user needs, older technology, the City is looking toward a expectations, operational goals and migration P25 compliant system. As stated in the REP, with hard fiscal realities. the City is seeking qualified consultants to assist the City in identifying the best and most This RFP seeks to identify and select a radio cost effective approach to accomplish this consultant firm to support the desired goal. conversion to Project-25 technology in a focused manner and if necessary, via a All levels of communications technologies competitive, unbiased procurement approach. face functional and operation issues to varying The scope of consultant requirements, for the degrees. In the case of 800MHz trunking, sake of an introductory discussion, is manufacturers of these earlier Project-16 summarized as follows: technologies have long since announced end- of-support timelines for popular public safety 1. Investigate/survey existing radio radio platforms such as SmartNet, SmartZone communication system resources and and EDACS. infrastructure as necessary to identify aspects having reuse potential. While these announcements suggest that future parts support will eventually fade and 2. Investigate and interview user become less available, major radio system agencies to gain an understanding of manufacturers such as Motorola and Harris current network functional coverage continue to provide maintenance parts on a deficiencies; maintenance anomalies best-effort basis for their respective Project-16 and operational issues; desired products. By so doing, owners like Miami enhancements, needs and other Beach have a window of time to properly plan aspects relevant to network and fund an eventual conversion to new, modernization planning. interoperable Project-25 technology. 3. Completion of a frequency utilization Owners of conventional VHF/UHF analog audit and expansion potential study. technology likewise face new operational and network suitability challenges. FCC ordered 4. 800MHz radio propagation studies to narrowbanding will ultimately result in more determine the best placement of radio channels to support an ever-growing user infrastructure sites with an eye toward community. The bad news, from a technical network simplification and enhanced sense, is that driving legacy wideband systems portable unit coverage(if necessary). into narrower bandwidths reduces recovered audio levels and often results in a noticeable 5. Development of P25 conceptual degradation in coverage. If coverage was a enhancement solutions geared to Proposal for Consulting Services June 6,2013 F I tusa j consulting services i i Request for Proposal The City of Miami Beach, Florida satisfy user expectations, particularly TCS Phased Approach with respect to coverage, audio quality and reliability. Identification of radio The RFP is clear in its intention of negotiating vendors capable of providing P25 an appropriate scope of work and fee structure trunked and conventional radio with the best, most advantageous radio infrastructures advantageous to user consultant candidate. Tusa Consulting agencies. Services offers for the sake of discussion a phased set of work elements for consideration 6. Investigate and report initial and well as part of this evaluation process. as ongoing maintenance requirements to support these three radio This phased approach is provided to give infrastructure plan configurations. insight on how we would typically approach a project of this type, based on the information 7, Consultant overview on the scope and at hand. It helps to illustrate how TCS status of broadband 700MHz LTE organizes and processes field information and technology and its potential use in how that plays into the development of Miami Beach. downstream conceptual network solutions. 8. Optional development of RFP Essentially, what we have done is to specifications for the procurement of a incorporate your Scope of Work into a series replacement Project-25 digital radio of Protect Phases. The following describes network solution. each phase and the tasks likely needed to accomplish the desired results and deliverable 9. Evaluation and grading of responsive submittals. vendor proposal submittals. 10. Technical support assistance during Phase I: System EvaJuatlon/ vendor contract negotiations. Needs Assessment 11. Optional assistance during the new Task 1.1 network's implementation phase. Proiect Initiation 12. Development of a life cycle plan to During this task, we would meet with the budget sustainment costs for designated project management team and components of the new P25 radio other key personnel to confirm the project's system to maximize lifespan. organization and the roles and responsibilities In this Proposal, Tusa Consulting Services has of the project participants. We would also identify Miami Beach resources that we will developed a phased approach response to need to contact and update throughout the complete the various required tasks. TCS has course of the project. Areas we intend to the demonstrated ability to steward cover include: technology enhancements to live, operational public safety communication systems. We've . Introduction of TCS team members; done them for Johnson County, Kansas; Kansas County, Missouri; New Bern, North Review of the Project's Scope of Work; Carolina; Jackson County, Mississippi, the t P ' County of New Orleans, Louisiana and Harrison County, Mississippi and always Review of contracted work plan, task elements, deliverables and schedule; successfully. Proposal for Consulting Services June 6,2013 0 tusa consulting services ;r Request for Proposal The City of Miami Beach, Florida • Interactive refinement of the project's Task 1.2 Gantt chart, as needed; • Confirmation of communications and Assessment of User Needs progress reporting procedures TCS shall develop a System Assessment/Survey Questionnaire for early release to affected user As part of this task, we would also work agencies. This questionnaire would be closely with your Project Manager to define designed to affirm the contact information for project management standards, processes, the region's various participant agencies and report formats, and project status metrics that allied maintenance providers. Additionally, will be used throughout the course of the the questionnaire would be used to establish project. We would seek to adapt our present-day system operational status and processes to mirror those already in use. performance limitations within the existing configurations. In total, the information The TCS Project Principal, Dominic Tusa, gleaned through the Survey Questionnaire will coordinate the various TCS resources would provide guidance to the various user attached to the project, with respect to agencies on the type and scope of information investigative survey and assessment needs. needed in the course of actual field interview TCS Project Manager and Senior Consultant, and survey sessions. Todd Mechler, will be responsible for on-site activities, the development and presentation The City of Miami Beach would review and of project deliverables, technical support and comment on the suitability of the will provide project status reports during the questionnaire, prior to release. TCS would course of the project. These reports will incorporate all desired changes, as needed. identify key accomplishments during the Questionnaires would be distributed reporting period, expected accomplishments electronically to the various agencies no less during the upcoming reporting period and than one week prior to the commencement of identification of risk issues requiring TCS field interviews. management attention. In developing a proposal solution that met the In the development of a TCS Team to support RFP's requirements but was viable from both this project, we would assemble,a group of a timeliness and cost standpoint, TCS staff members whose career histories include a considered a number of alternatives. large number of Project 16 and Project 25 trunked radio deployments. This prior work In terms of a most expeditious and least costly will have been at municipal, county and option, TCS could have relied on telephone regional levels, involving radio systems and electronic means to assimilate the having user and agency bases equivalent to information. In practice, however, we have those you have described. We will pair these found the results from those sorts of processes, senior staff members with younger engineers in themselves, are self-limiting and often whose software tool development and trunked critically needed information is not supplied. radio experiences complement the project The result is time-wasting follow-up meetings scope and licensing complexity envisioned that eventually become necessary. Through here. Resumes for all TCS personnel past experience, we have learned that face-to- earmarked for this project are contained in face meetings are essential to gain user agency Tab 2 - Proposed Project Staff section of this "buy in" with respect to major network proposal. technology changes. Make no mistake, conversions from traditional analog FM technologies to digital solutions are significant with respect to functionality and .delivered audio quality. Proposal for Consulting Services June 6,2013 pq v tusa consulting services Request for Proposal The City of Miami Beach, Florida With respect to actual user interviews, TCS . Assessment of existing configuration would conduct agency specific user interviews rack/ cabinet placements; with public safety departments operable on the City radio system. Additionally, TCS • Assessment of space to install new system would meet with a representative group of equipment in parallel with existing local agencies outside of Miami Beach, equipment; responsible for intern erable communications, p P to identify needed outside network linkages. • Determination of FCC/FAA tower registration numbers and as-licensed site Non-public governmental agencies would be coordinates; interviewed as well to make sure their needs are met as well. . Assessment of lightning protection These various interview sessions would be systems; conducted in meeting facilities provided and . General assessment of existing tower scheduled by Miami Beach. The City and structure feasibility (excludes tower load TCS would jointly coordinate the scheduling analysis, but is available through TCS as of field interviews in a manner that assures the an optional service). highest percentage of attendance possible while attempting to maximize convenience. TCS will conduct a per-site evaluation of electrical grounding system integrity, using a Field interviews would commence clamp-on ground resistance tester, at each of approximately one week after the release of the radio systems' infrastructure tower sites. the Assessment Questionnaire and the field TCS will report its findings immediately to the interview process would be completed within City for evaluation and, where necessary, a one week window. TCS would supply two advise of potential corrective action. interviewers to conduct the necessary interview sessions. Should it become necessary and subsequently requested by Miami Beach for TCS to Task l03 complete tower load studies by a State registered professional structural engineer, Evaluate Existing, Communication Facilities which is work that is outside the scope of this An important aspect of managing new system assessment, such work would be proposed as deployment costs is leveraging existing site an additional service. infrastructure resources, when such reuse is appropriate. Typically, reusable resources At the conclusion of Task 1.3, TCS will could include towers, tower sites, building release a Needs Assessment Report. This facilities, dispatch centers, HVAC systems, document would include completed interview microwave connectivity and emergency questionnaires and an infrastructure survey power systems. summary of existing conditions. The report would include observed infrastructure TCS personnel would evaluate existing resources that could potentially be reused in infrastructure sites associated with the Phase I concepts development. identified host radio system as well as radio dispatch. We will evaluate radio and dispatch Task 1.4 sites for each of the specific criteria: Radio Dispatch Centex Analysis • Type/models of installed infrastructure Dispatch center analysis in included in Task equipment; 1.3 above, and would occur at the same time. Proposal for Consulting Services June 6,2013 a tusa consulting services Request for Proposal The City of Miami Beach, Florida ®®®®®®®®®® Task 1.5 separate dispatch centers or involving Department of Homeland Security, FEMA Backhaul Infrastructure Solutions and other outside agencies could be instantly The successful and reliable operation of any configured in response to local emergency multi-site conventional or trunked radio conditions. communications system is contingent upon the resiliency and availability of the many The expansive broadband and VoIP digital data, audio and control linkages used to capability available through today's licensed interconnect antenna sites. These linkages, microwave technology could become the whether accomplished by leased circuits, mechanism that allows geographically- wired facilities or private microwave, are separate dispatch centers to operate essential to the seamless integration of seamlessly and in concert. individual sites, having limited coverage, into a large network having the combined With respect to new system conceptual coverage of all sites. solutions envisioned for Phase I, we would consider traditional licensed microwave loop- The reliability of site backhaul infrastructures switched technology as well as star-configured has direct impact on radio network functionality, alternatives, as long as rigid expectations for audio clarity and coverage. survivability in adverse conditions can be met. In this conceptual development phase, TCS For example, loss of a leased telephone would provide a high level design and cost linkage serving two radio sites could silence estimate for backhaul elements necessary to both sites. Users would suddenly discover a support the various conceptual Project-25 major loss of coverage, possibly affecting a radio and interoperability solutions. very large portion of the network's service area. From the user's perspective, "the radio Task 1.6 system failed" whereas the true problem was far removed from the radio system, itself. Infrastructure Equipment Requirements Therefore, well defined networks should TCS would develop a baseline set of likely consider and evaluate the possibility of user equipment needs, equipment grouping multiple levels of backhaul redundancy to and approximate quantities in accordance prevent single points of failure. with information provided by the City's radio system users (approximate only in the sense Through field experience we have discovered that based on prior projects these quantities that integration of an FCC licensed tend to change with the passage of time). The microwave subsystem is a key component to equipment list will serve as the foundation for public safety radio network survivability. subsequent user equipment cost budget Additionally, microwave connectivity also has development. strong implications for E-911/radio dispatch functions, as well. Additionally, we would negotiate set subscriber unit pricing for 5, 10 and 15 year For example, if regional/municipal dispatch periods after acceptance of the new radio facilities were likewise interconnected via the system. radio network's microwave subsystem, it would be possible for the centers to easily Task 1.7 share telephone connections, CAD, records management, audio recording and other data- Coverage Veri ication(Optional Service) related technologies. Use of live video The single most important aspect of any radio conferencing to support meetings between communications system is coverage. Mote Proposal for Consulting Services June 6,2013 v tusa consulting services Request for Proposal The City of Miami Beach, Florida often than desired, the situations that police, is configured with multiple 80OMHz receivers fire and rescue personnel experience place and is capable of collecting data from as many heightened demands on hand-held radio as sixteen sites (site-specific channels) at any performance. The radio, in essence, provides given time. The coverage assessment results an invisible lifeline between the user, the would be submitted for client evaluation as an dispatcher, and any others performing Existing-System Coverage Assessment Report supplementary tasks. No matter how difficult deliverable. the situation, a radio equipped user is never alone, provided that specific factors Task 1.8 influencing radio coverage were fully investigated, understood and considered Conceptual Svstem Coverage Design during the system's design. TCS would initiate propagation modeling activities with the aim of addressing known Radio systems (particularly those supporting coverage shortfalls and anticipated new-area portable radio devices) naturally see a growth profiles. Ultimately, this work will decrease in perceived coverage performance drive the configuration of potential over time in areas that have experienced modernized network solutions. population and real estate development growth. Users of older radio systems often The propagation software tools used by Tusa complain of poor performance within building Consulting Services employ a Graphical User structures or throughout real estate Interface to manipulate complex radio developments that simply didn't exist when propagation equations (Okumura Adaptive, the radio network was first designed and Longley-Rice, etc.) and display the results implemented. graphically as a user coverage map. System variables such as tower location, transmission In order to better quantify current line type and length, antenna type, height and performance, TCS could optionally conduct orientation, radio type (portable and mobile), actual, on-site signal level testing throughout power output and acceptable signal level are the area served by the two host radio systems. entered into the program. The secondary purpose of this optional field testing is to calibrate the computer coverage Terrain specific characteristics of the area modeling tools to local environmental loss under investigation such as roads, terrain type conditions. By so doing, resultant coverage and topography are also integrated into the predictions for later conceptual solutions program by incorporating United States would be as accurate as possible (with respect Geodetic Survey data into the model and to local conditions) and would not rely solely overlaying this information onto the predicted on normalized TSB-88 assumptions. coverage map. With all of this information carefully entered into the program, the TCS would then compare and evaluate the computer model is then able to accurately coverage of the existing network using both predict radio performance for both portable this real-world signal level data as well as and mobile users operating within a given results from radio propagation modeling service area. software. This enhanced computation could serve as an existing system baseline and will The propagation modeling software will also help reconcile reported coverage shortfalls as indicate those specific areas that may determined through user interviews. experience sub-optimal or distorted coverage, thereby alerting the system's designer to TCS utilizes RF signal level verification potential coverage shortfalls. If the predicted equipment manufactured by Berkeley coverage area does not meet the service needs Varitronics (Panther series). This equipment of users throughout the desired geographical Proposal for Consulting Services June 6,2013 tusa consulting services si Request for Proposal The City of Miami Beach, Florida service area, the designer can then further and dispatch facilities, as needed to fully adjust system variables or add tower sites until configure and support each conceptual the predicted coverage coincides with user solution. The output of this task will be expectations. This iterative design approach included within our Conceptual Design Report. permits coverage model convergence toward an optimized solution for the frequency band Task 1.9 considered. Interoperabilit y: As the intent of the City of Miami Beach's County,Regional, Tribal and State Levels assessment and network modernization is to TCS will work with Miami Beach and other leverage existing facility resources, TCS would interested parties to gather the information consider use of the existing radio system sites necessary to thoroughly discuss conceptual plus new "greenfield" or other existing tower alternatives that address potential regional, or building rooftop settings that could interoperabiliry needs. Here, TCS will assist overcome known coverage deficiencies and in the review of what networks are already in support new/future coverage needs. A place, replacement networks being planned, "greenfield" site is any location where or future networks needed. construction of an antenna site may be viewed as technically beneficial, but where no tower TCS will conduct appropriate outside structure currently exists. interviews with up to five identified regional user agencies. The ideal proposed interview After the initial consideration explained team would consist of TCS representatives above, TCS would develop 700/800MHz and one or more PP ro'ect support personnel. coverage prediction overlays utilizing p J desirable existing sites as well as new sites. We will review the data collected and distill This investigation will consider mobile, this information into matrix sets that portable on-street and portable in-vehicle pictorially depict immediate requirements, configurations. goals, minimally-acceptable functionalities and long term requirements. This level of At the conclusion of Task 1.8 we will have assessment will be conducted in order to identified the total number of sites and their all into a cohesive intern erable integrate a p approximate locations, necessary to support communication network approach. multiple conceptual radio network solutions. The TCS team would then devise Task 1.10 infrastructure configurations that parallel and support each coverage defined conceptual Feasibility and Design Report Deliverable solution. Each of the above described tasks will have The interview responses (Task 1.2) would impact and result in a Phase I deliverable report that fully depicts a future course for suggest the type of network topology needed. radio network enhancement. This Report will TCS will next develop detailed conceptual include final information disclosures in design descriptions, block diagrams, pictorials concert with the requirements delineated by and other details necessary to convey an the RFP. overall description of each supplied enhancement/modernization concept. The Final Report deliverable will include, TCS will additionally develop detailed cost minimally, the following information: budget information, inclusive of infrastructure Overview of the existing host radio hardware, installation services, software, • backhaul interconnectivity, user equipment network; Proposal for Consulting Services June 6,2013 tusa'consulting services �I Request for Proposal The City of Miami Beach, Florida • Consultant recommendations (short and • Identification of existing infrastructure long term); and resources capable of reuse; • Budget estimates for conceptual designs as • Description of current coverage and described herein. reliability aspects; Task 1.11 • Identification of critical maintenance components of the existing configurations Conceptual Report Oral Presentation that affect long/short term viability; Upon completion of the Final Report in Task 1.10 above, TCS would return to the City of • Description of Project-25 conceptual Miami Beach to present the report and our configuration solutions implementation findings to the City's Project Manager and plan and timelines. At a minimum, this other interested parties. At this time we work will likely include: a P25 overlay of the would answer any initial questions and existing system; a hosted P25 network solution explain the methodology behind our and a design that allows for the use of another recommendations. Our intent would be to agencies P25 switch, confirm that Miami Beach is comfortable with the suggested direction for procurement of a • High level overview of proprietary new P25 digital, trunked, simulcast public features offered by P25 radio vendors to safety radio system. include functions such as over-the-air- reprogramming; status messaging; non- Task 1.12 standard voice encryption, etc.; Revision offtort/Procurement Approach • Conceptual system coverage maps(mobile Given time to review the report and and portable radio configurations); presentation, TCS would work with City personnel to revise the report and/or the • Detailed description of user equipment procurement approach as required according requirements; to Task 1.11 above. • Conceptual description of backhaul Phase IEL Procurement connectivity solutions; Once the final network configuration desired • Description of dispatch configurations by the City of Miami Beach and the various redundancy and backup; participant entities is firmly established and a suitable funding source has been secured, the • Radio interoperability schemes; consultant would receive approval to develop procurement specifications. • Delineation of phased migration plan alternatives; The following describes our proposed approach to the Phase II process tasks and • Potential shared resource governance resultant deliverables. structure descriptions; Task 2.1 • Detailed cost definition for each proposed solution; RAP SpeciLication Development Proposal for Consulting Services June 6,2013 v. tusa consulting services i ,I Request for Proposal The City of Miami Beach, Florida TCS will combine the required technical and • Description of radio/backhaul network purchasing language into a draft RFP alarm systems; and specifications procurement document. The specifications would also contain safeguards • Development of minimum functional and to assure that the various new systems are coverage Acceptance-Testing criteria. constructed in accordance to recognized industry standards, achieve proposed coverage A draft specification would be released to the and service levels, and are completed in a Project Team for comments, additions or timely, professional fashion. other recommendations. Desired changes would be incorporated into a final A typical RFP Specification could encompass Specifications Document. At the City's the following technical elements: direction, specifications would next be released as a Project Request for Proposal • Description of existing , radio system (RFP)from qualified vendors. configurations; Task 2.2 • Description of participant user needs and expectations; Maintenance Plan Development Based on Tusa Consulting's twenty plus years • Identification of network functionality and dozens of radio system implementation requirements; experience, we would develop specifications for a maintenance plan tailored a) precisely to • Description of service area and coverage the radio system delineated in Task 2.1, b) needs; that assimilates the capabilities of Miami Beach's radio management facility and • Identification of dispatch radio console personnel, and c) that would meet the City's locations and functionality; financial requirements. • Description of desired infrastructure TCS has the capacity to ensure that the reliability factors; maintenance costs associated with the long term usage of a new P25 radio system are • Description of minimally acceptable appropriate and fair based on the recently radio interoperability requirements; negotiated maintenance contracts of TCS' previous and current customers. • Equipment shelter requirements, where necessary; Task 2.3 • Tower and site-civil requirements, as Pre-Proposal Conference Participation necessary; TCS will participate in a pre-proposal conference by assisting in answering or • Standby power systems; clarifying specification related questions and with the preparation of subsequent written • Backhaul broadband technologies; project addenda. • Infrastructure interoperability; Task 2.4 • Electrical grounding system requirements; Evaluation Worksheets and Criteria TCS will develop worksheet templates, concurrent with Task 2.1, which would be Proposal for Consulting Services June 6,2013 tuna consulting services Request for Proposal The City of Miami Beach, Florida used to evaluate vendor proposals in a evaluation criteria. That vendor having the consistent, fair and impartial manner. These highest numerical evaluation score would worksheets will be custom designed to enable receive our recommendation for selection. a comprehensive comparison and will allow many details of each proposal to be We have successfully completed procurement summarized in an objective, point-structured and evaluation processes as now described for format to enable the evaluation and selection Kansas City, Missouri; Floyd County, process. Georgia; Gordon County, Georgia; Tallahassee, Florida and Lancaster County, TCS will also present a recommended Proposer Pennsylvania that mirror the above described Evaluation Criteria template to the Project procurement and vendor selection approach. Team for review and comments. Once You are encouraged to contact our listed revised in accordance with Team direction, Floyd County reference, Mr. Scotty Hancock this template would define the criteria used or others to gain insight on how well this TCS throughout the proposal evaluation process. proposal evaluation process has worked, from If a quantitative or weighted method is used, a client's perspective, the criteria will define that process. The evaluation criteria should be included as part Task 2.6 of the RFP specifications (in accordance with regional procurement practices) so prospective Assistance with Contract Negotiations vendors clearly understand the project's Following vendor selection, TCS would assist objectives and approach. Miami Beach in negotiating contracts with the various successful vendors. TCS is not a law Task 2.5 firm and does not provide legal advice. However, TCS has considerable experience in Evaluation of Vendor Proposals developing fair and reasonable contracts for Resources within the TCS team will review major communication networks. Our system and evaluate each vendor proposal and approach focuses on key issues, which results independently complete and total evaluation in the achievement of successful, industry- worksheets as prepared for each proposal recognized, implementations. received. TCS will then prepare a summary that identifies the strengths and weaknesses of Examples of issues that TCS would address each proposal as well as any items needing during contract negotiations include: additional clarification. 0 Performance standard identification Using our transparent approach, any potential (Coverage, Capacity&Reliability); for bias toward a particular vendor solution set is eliminated whereby each set of • Acceptance testing procedures; evaluations will have been conducted in an honest and fair-minded fashion. We strongly . Issue resolution processes; encourage participation by Project Team members throughout the proposal review . Pricing guarantees; process as much technical insight is gained by working with us through the process. . Payment schedules; Use of evaluation worksheets as described . Project time line development; would result in a numerical grade for each proposal, in a manner that directly and accurately correlates with the published Performance and penalty requirements; Proposal for Consulting Services June 6,2013 tusa consulting services Request for Proposal The city of Miami Beach, Florida • Identification of project personnel; and Tallahassee, Florida for the term of the project's implementation. • Warranty/maintenance responsibilities. If directed by the City to continue to Phase III From the Owner's perspective, success gained - Implementation, Todd Mechler, the assigned through contract negotiations is directly Project Manager for TCS Phases I and II, related to. the strength of the original RFP would continue in that role and would specifications coupled with the experience of maintain overall TCS project responsibility, the crafting consultant. If the specification is thereby providing full continuity throughout strong and leaves little room for ambiguity of the implementation process. requirements then contract negotiations are normally smooth and always favor the Again, these implementation support tasks are Owner. customizable to an individual client's needs and so a negotiation of a mutually acceptable Phase III: scope of work is the usual practice. Implementation Support Task 3.1 Once a contract has been successfully Infrastructure Project Management negotiated with a radio modernization It is during this activity that TCS would vendor, system owners have decisions to provide continuous monitoring of vendor make with respect to project stewardship progress in the installation of all the during the implementation phase. In those infrastructure sites and dispatch equipment; cases where the system owner has internal reporting, bi-weekly, on completed activities; technical resources, the immediate temptation and any deviations from the project time line. is to use those facilities and personnel to TCS would take responsibility to insure that steward the new radio system's tasks falling within the City's responsibility implementation. However, implementation are completed in accordance with the project for a shared radio system of this probable size schedule. and complexity typically requires 12-18 months or longer. This Task also includes participation in monthly progress review meetings with During that time, maintenance on the existing vendor and City personnel. We would focus radio systems remain necessary and often those resolution action to vendor flagged technical service/support needs accelerate due to age or installation issues that require decisions by and general wear and tear. In reality, the City. In addition, TCS would review all additional technical personnel (i.e., vendor technical submittals and prepare consultants) are often necessary to support a action recommendations for Miami Beach's new system implementation, even in those approval/execution, review all vendor instances where an internal maintenance invoices and provide inspection services to capability already exists. verify that claimed materials and/or services had been received and/or completed. The following is a description of the tasks and services TCS personnel routinely provide in Finally TCS would conduct inspections of all the course of a new system implementation. worksites to monitor vendor progress. Punch Due to the amount of interaction necessary lists would be developed throughout the for a project of this type and serving such a implementation process and reconciled with large body of radio users, TCS would provide vendor. an on-site Project Manager positioned in Proposal for Consulting Services June 6,2013 v tusa;consulting services ':I Request for Proposal The City of Miami Beach, Florida Task 302 functionality along with interoperability performance. Subscriber Proiect Management The intent of Task 3.2 is to oversee the TCS would monitor and participate in radio installation of subscriber (user) radios which system coverage testing and audio quality includes mobile, portable and control station verification, and participate in acceptance radios. TCS would assist in the development testing of the microwave subsystem and radio of channels or talk group structures (i.e., code infrastructure. In addition, TCS would review plugs), and interoperability procedures and and comment on the vendor's proposed user structures, supportive of the new radio migration plans; monitor and assist, where system's configuration. needed, in user/dispatcher training; support the City during the system migration period; As with the project management of the develop a final project punch list and reconcile infrastructure installation, TCS will assure with vendor; and review and comment on the that tasks falling within the City's suitability of vendor submitted as-built responsibility are completed in accordance documentation. with schedule of the subscriber fleet Radio modernization projects, particularly deployment. TCS would also participate in those having active users, are particularly monthly progress review meetings with challenging. Initially, the new modernized vendor and City personnel, and provide system will be directly compared to the resolution action to vendor flagged technical performance, quality and reliability of the or installation issues that require decisions by preceding network. Merely achieving the City. equivalent performance is not enough, if only because of the large sums of money TCS will conduct inspections of all worksites involved, coupled with the perceived to monitor vendor progress in the deployment improvements expected by new, interoperable of the subscriber fleet and develop punch lists digital radio technology. to be used throughout the implementation process and reconciled with vendor. In A successful project conclusion is rooted in addition, TCS will monitor the vendor's the strength of the technical staff supporting progress in programming user radios. the design and transition. TCS has completed a series of radio network deployments in Task 303 Florida and the Southeast having strong similarities to your situation. This body of Coverage Testing/Acceptance Testing projects encompassed modernization Coverage Testing and Functional Acceptance approaches, conceptualized by TCS, which Testing are critical steps in ensuring that are ideally suited to Miami Beach. Miami Beach has received the level of performance as specified by the vendor's Our proposed approach is based on solid contract, before the system is accepted. This engineering, tempered with real world includes testing of the City coverage areas, experience. We look forward to describing backhaul network performance verification, our processes in greater detail as part of an the system's resistance to RF interference, and oral presentation opportunity. verification levels of failure mode Proposal for Consulting Services June 6,2013 .9- tusa;consulting services Request for Proposal The City of Miami Beach, Florida Approach-Methodology Summary TCS has thoroughly reviewed and understands the performance and deliverables requirements contained in the City's RFP for Professional Consulting Services. The Approach described above is our initial interpretation of how a consultant firm should minimally address your needs and expectations. The scope of work of our involvement, tasks and related costs are open for negotiation. Proposal for Consulting Services June 6,2013 tusa;consulting services i t0l 7= rasa �t WMEM gq,fig, sit t %sa zs kY, > y gg- RINKER IN Tab 4 - Cost Proposal tusa I consulting services Raising the Bar in Radio Communications f Request for Proposal The City of Miami Beach, Florida Rate Schedule and Fee Proposal TCS Resources TCS maintains its principal office in Covington, Louisiana. Our proposed Project Manager, Todd Mechler, is based in Tallahassee, Florida and would be your primary consultant resource interface. Additionally, in full support of Miami Beach's stated objectives, we have committed the services of supplementary TCS personnel(Robert Pletcher and Jack Forrest)and the oversight of Dominic Tusa as Project Director. Additional TCS resources such as Jack Hart (Kansas City) or Allen Cutts (Atlanta, Georgia)will assist during the project, when necessary. Consultant Rate Schedule The following describes our normal fee structure for technical and support services that are performed on a time and expenses basis. For projects of this scope, the cost for services varies depending upon the project's duration,breadth of services required and economy of scale. Technical Resource, TCS Radio Hourly Rate Project Director/Advisor $165 Project Manager $155 Senior Consultant $145 RF Voice/Rebanding Consultant $135 Drafting $ 65 Administrator $ 60 Travel expenses for TCS' consultants, on time-based projects, are invoiced at actual cost, without escalation. The hourly rate for work performed outside of this proposal scope of work will be billed at$140/hr. The City f Miami Beach's Consultant Fee Proposal of Miami � The calculated costs for each task described by our Phased Approach are indicated in the following table. Please note that due to the scope of this anticipated project, TCS has normalized the proposed billing rate for its radio consulting services to $140 per task hour, which is inclusive of travel and lodging expenses. All indicated time rates above for drafting and administrative services apply. A spreadsheet detailing the costs associated with Phase I (Needs Assessment/System Evaluation) and Phase II (Procurement) is included on the following page. An optional Phase III (Implementation Support) designed to provide guidance and vendor oversight during implementation can be negotiated to a mutually agreeable point once the full scope and scale of a new public safety radio system is determined through Phases I and II. The scope of services associated with Phase III can vary widely depending on the final decision and direction the City determines is the best approach. Providing an estimated cost for Phase III services without a complete understanding of the scope of services would be speculation at best, and would likely result in a much higher cost to Miami Beach than necessary. Proposal for Consulting Services Proprietary-Confidential rm June 6,2013 tusa;consulting services Request for Proposal The City of Miami Beach, Florida The total cost for Phase I and II services, inclusive of all travel-related costs, is as follows: Description of Service/Task Consultant Rate Admin. Rate Drafting Rate Task Total PHASE 1: Needs Assessment Task 1.1 Project Initiation 24 $140 $3,360.00 Task 1.2 Assessment of User Needs 30 $140 2 $60 $4,320.00 Task 1.3 Evaluate Existing Communication Facilities 18 $140 $2,520.00 Task 1.4 Radio Dispatch Center Analysis(Done in Task 1.3) 0 $140 $0.00 Task 1.5 Backhaul Infrastructure Assessment 8 $140 $1,120.00 Task 1.6 Infrastructure Equipment Requirements 8 $140 $1,120.00 Task 1.7 Perform Coverage Verification(Optional) 30 $140 $4,200.00 Task 1.8 Conceptual System Coverage Design 16 $140 4 $60 4 $65 $2,740.00 Task 1.9 Interoperable Standards and Equipment 8 $140 $1,120.00 Task 1.10 Conceptual Report and Recommendations 16 $140 4 $60 $2,480.00 Task 1.11 Conceptual Report Oral Presentation 24 $140 $3,360.00 Task 1.12 Revise Report and Procurement Approach 8 $140 4 $60 $1,360.00 Phase I Total $23,500.00 PHASE II: Procurement Task 2.1 RFP Specification Development 65 $140 6 $60 $9,460.00 Task 2.2 Maintenance Plan Development 12 $140 $1,680.00 Task 2.3 Pre-Proposal Conference and Addenda 24 $140 $3,360.00 Task 2.4 Proposal Evaluation Worksheet Development 24 $140 4 $60 $3,600.00 Task 2.5 Evaluation of Proposals and Recommendation 44 $140 $6,160.00 Task 2.6 Contract Negotiation Services 30 $140 $4,200.00 Phase II Total $28,460.00 Proposal for Consulting Services Proprietary-Confidential June 6,2013 tusa I consulting services Request for Proposal The City of Miami Beach, Florida PHASE III: Implementation Task 3.1 Infrastructure Project Management TBD $140 $60 $0.00 Task 3.2 Subscriber Project Management TBD $140 $60 $0.00 Task 3.3 Coverage and Acceptance Testing TBD $140 $0.00 , Phase III Total $TBD Consultant Hours 389 Services Sub-Total Phase I and II $51,960.00 TCS Project Advisor Oversight;3%of Phase I and II Tasks $1,558.80 Services Sub-Total $53,518.80 15% Florida Discount -$8,027.82 PHASE I AND II SERVICES TOTAL $459490.98 Task 1.6 Perform Coverage Verification(Optional) 30 $140 $4,200.00 Proposal for Consulting Services Proprietary-Confidential June 6,2013 tusa;consulting services TUScl Consulting Services Raising the Bar in Radio Communications June 3, 2013 Lourdes Rodriguez, CPPB Procurement Division The City of Miami Beach 1700 Convention Center Drive Miami Beach, FL 33139 Reference: RFP 185-2013LR Subject: Summary of Litigation Ms. Rodriguez, Tusa Consulting Services(TCS), in its 20+years of operation, has never has any litigation, claims or contract disputes filed either by or against TCS. This includes services that we are proposing in support of this RFP, which we provide in our regular and daily course of business. In addition, TCS has never been fired from a contract and/or replaced by another consulting firm to complete contracted services. Sincerely, Todd Mechler Tusa Consulting Services todd.mecWergtusaconsultin com i tusa IConsulting Services Raising the Bar in Radio Communications June 3, 2013 Lourdes Rodriguez, CPPB Procurement Division The City of Miami Beach 1700 Convention Center Drive Miami Beach, FL 33139 Reference: RFP 185-2013LR Subject: Code of Ethics Ms. Rodriguez, Tusa Consulting Services (TCS) agrees, in accordance with City Resolution No.2000-23879, to adopt the City of Miami Beach Code of Ethics. Sincerely, Todd Mechler Tusa Consulting Services todd.mechlergtusaconsulting com