HomeMy WebLinkAbout2003-25200 Reso CITY OF MIAMI BEACH
MEMORANDUM
TO: Kay Randall
FROM:
Robert Parcher
City Clerk
DATE: May 15, 2003
SUBJECT: Agreements
Enclosed are three agreements with RCC Consultants, Inc., for signature of the
appropriate officials.
After obtaining the applicable signatures, please return the documents to the City
Clerk's Office, to the attention of Mercy Williams. Subsequently, a fully executed
copy will be forwarded to you for your files in addition to a copy of the resolution
authorizing said agreements (Resolution No. 2003-25200, 4/30/03, R,7-G).
Thankyou.
RESOLUTION NO. 2003-25200
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ADMINISTRATION TO
ISSUE A STANDING ORDER FOR RCC CONSULTANTS, INC., FOR
FY2002-2003, IN THE AMOUNT OF $265,181.00, FOR A TECHNICAL
SERVICES AGREEMENT TO CONTINUE NECESSARY WORK TOWARD
THE INSTALLATION OF A NEW MOTOROLA, INC. 800 MHZ TRUNKED
DIGITAL SMARTZONE SlMULCAST PUBLIC SAFETY RADIO SYSTEM, IF
SAME IS APPROVED BY THE MAYOR AND CITY COMMISSION, TO
INCLUDE: DESIGN REVIEW; EQUIPMENT INSTALLATION; SITING OF
TWO (2) NEW ROOFTOP RADIO SITES AND ACCOMPANYING RADIO
AND MICROWAVE ENGINEERING SURVEYS; PREPARATION OF FCC
LICENSING DOCUMENTATION; AND THE FINAL TESTING AND
ACCEPTANCE OF THE SYSTEM.
WHEREAS, the City Commission authorized the Administration on December 20,
2000, to issue a standing order to RCC Consultants, Inc., to provide a review and analysis
of the proposed upgrade to the 800MHz Public Radio System; and
WHEREAS, the City Commission accepted the report of RCC Consultants, Inc. on
July 16, 2001, regarding their review and analysis of the proposed upgrade to the 800MHz
Public Radio System; and
WHEREAS, on July 18, 2001, the City Commission waived the competitive bidding
process, and requested proposals on the new system, and received proposals in March,
2002, from two vendors, Motorola, Inc. and M/A-COM; a Statement of Work was provided
to them by RCC Consultants, Inc.; and
WHEREAS, on May 29, 2002, the City Commission approved further analysis to
complete qualifying the two vendors, analyzing their proposals, present the analysis to the
City Manager and his designated staff, and assisting in the final negotiations for the new
system; and
WHEREAS, the Administration is recommending that the Mayor and City
Commission approve and execute a Communications Systems Agreement, and all exhibits
thereto, with Motorola, Inc., in the total amount of $7,874,421.00, for an 800 MHz Trunked
Digital SmartZone Simulcast Public Safety Radio System; and
WHEREAS, accordingly, the City Manager has determined that there is additional
necessary technical work to be done in regards to the installation and final testing and
acceptance of the new Motorola, Inc. 800 MHz Trunked Digital Smartzone Simulcast Public
Safety Radio System, if approved.
Commission Resolution
RE: RCC Consultants, Inc.
April 30, 2003
Page 2
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission authorize the Administration to hereby issue a Standing Order for RCC
Consultants, Inc., for FY2002-2003, in the amount of $265,181.00, for a Technical Services
Agreement to continue necessary work toward the installation of a new Motorola, Inc. 800
MHz Trunked Digital Smartzone Simulcast Public Safety Radio System, if same is
approved by the Mayor and City Commission, to include: design review; equipment
installation; siting of two (2) new rooftop radio sites and accom 1)' radio and
microwave engineering surveys; preparation of FCC licensing
testing and acceptance of the system.
PASSED and ADOPTED this3or-~ay of April, 2003.
CITY CLERK
docu ~p/~ny~ng
/ MAYOR
nal
APPROVED AS TO
FORM & LANGUAGE
& FO~ EXECUTION
CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution of the Mayor and City Commission of the City of Miami Beach, FL, authorizing the
Administration to issue a Standing Order for RCC Consultants, Inc., in the amount of $265,181.00, for a
Technical Services Agreement to continue necessary work toward the installation of a new Motorola, Inc.
800 MHz Trunked Digital Smartzone Simulcast Public Safety Radio System, if same is approved by the
Mayor and City Commission, to include: Design Review; Equipment Installation; Siting of two (2) new
rooftop radio sites and accompanying radio and microwave engineering surveys; preparation of FCC
licensincj documentation; and the final testin~l and acceptance of the system.
Issue:
Whether a new Standing Order for RCC Consultants, Inc. should be issued in order to continue their
technical work in connection with the installation of a new Motorola 800MHz Trunked Digital Smartzone
Simulcast Public Safety Radio System.
Item Summary/Recommendation:
ICurrently, RCC Consultants, inc., provid,e_s technical expertise for the negotiations with Motorola, Inc. for
the purchase and installation of the Citys new Motorola 800MHZ Trunked Digital Smartzone Simulcast
Public Safety Rad o System. The Administration recommends approval of the following Standing Order for
RCC Consultants, Inc., to continue to provide technical expertise for the installation phase of the City s new
Radio System..
Advisory Board Recommendation:
N/A
Financial Information:
Source of Amount ACcount Approved
Funds: 1 $265,181.00 550.1750.000312 - Capital Fund,
FY2002-2003
4
Finan.~e Dept. Total $265,161.00 550.1750.0003'12 - Capital Fund,
/
F¥2002-2003
City Clerk's Office Legislative Tracking:
I M. Kay Randall, Director, Information Technology
Sign-Offs:
I Department Dirf~ctor
~i~ta.nt citY Manager
City Manager
DATE
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 · ~
www.ci.miami-beach.fl.us ~
To:
From:
Subject:
COMMISSION MEMORANDUM
Mayor David Dermer and
Members of the City Commission
Date: April 30, 2003
Jorge M. Gonzalez (_~
City Manager
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FL, AUTHORIZING THE ADMINISTRATION TO ISSUE
A STANDING ORDER FOR RCC CONSULTANTS, INC., IN THE AMOUNT
OF $265,181.00, FOR A TECHNICAL SERVICES AGREEMENT TO
CONTINUE NECESSARY WORK TOWARD THE INSTALLATION OF A
NEW MOTOROLA, INC. 800 MHZ TRUNKED DIGITAL SMARTZONE
SIMULCAST PUBLIC SAFETY RADIO SYSTEM, IF SAME IS APPROVED
BY THE MAYOR AND CITY COMMISSION, TO INCLUDE: DESIGN
REVIEW; EQUIPMENT INSTALLATION; SITING OF TWO (2) NEW
ROOFTOP RADIO SITES AND ACCOMPANYING RADIO AND
MICROWAVE ENGINEERING SURVEYS; PREPARATION OF FCC
LICENSING DOCUMENTATION; AND THE FINAL TESTING AND
ACCEPTANCE OF THE SYSTEM.
ADMINISTRATION
Adopt the resolution.
BUDGETED AMOUNT AND FUNDING
$265,181.00 Funding is available from the Capital Fund for Information Technology
(Budget Account 550.1750.000312)
BACKGROUND
In 2000, the Information Technology Department determined that the City's public safety
radio system was obsolete, lacked proper system coverage and required additional
transmitters and other equipment in order to provide the most up-to-date digital technology
and adequate City radio coverage.
Commission Memorandum
RCC Consultants, Inc.
April 30, 2003
Page 2
The City Administration responded by budget-approving the purchase of a new Motorola,
Inc. 800 MHz Trunked Digital Smartzone Simulcast Radio System. In addition, at the
December 20, 2000 Commission Meeting, the City Commission authorized a Technical
Services Agreement with RCC Consultants, Inc., to prepare a recommendation for the
purchase of the new Motorola, Inc. 800 MHz Trunked Digital Smartzone Simulcast Radio
System in he amount of $55,190.70. This report was completed, submitted to the City and
distributed through the City Manager's Office to each member of the City Commission by
way of a Letter to Commission (LTC).
It was noted by RCC Consultants, Inc., that there are only two (2) major public safety radio
communication system vendors in the United States: Motorola, Inc. and M/A-COM
(Ericsson). In this report, was specified that if a competitive bid were advertised, these two
vendors would be the only ones qualified to respond.
Further, RCC Consultants, Inc., determined that these proposals substantially met the
long-range needs of the City. Therefore, the Information Technology Department
recommended a sole source procurement of a new Motorola public safety radio
communications system. However, since the City's consultant, RCC Consultants, Inc.,
stated in their report that "there are two major providers of public safety radio
communications systems", a sole source procurement (i.e. only available from one firm)
could not be justified. On July 18, 2001, the City Commission, by waiving a competitive
bidding process, by 5/7th vote, authorized the Administration to negotiate a contract with
Motorola, Inc., M/A COM, or any other public safety radio communication system provider
to replace the existing City radio system.
On May 26, 2002, the City Commission approved the staff recommendation for RCC
Consultants, Inc. to prepare a Statement of Work for an 800 MHz Trunked Digital
Simulcast Radio System, Digital Multiplex, Tower, Shelter, and services for the City of
Miami Beach, was prepared by RCC Consultants, Inc., and sent to Motorola, Inc. and M/A-
COM. Technical Proposals with Sealed bids were received by the City of Miami Beach
Procurement Division on March 27, 2002. The Technical Proposals were opened and
RCC Consultants, Inc., worked with both vendors to qualify their proposals. The City
worked with RCC Consultants, Inc., to review and analyze the purchase proposals and
then involved them in the meetings of the Internal Review Committee and then negotiations
with the chosen vendor, Motorola, Inc.
ANALYSIS
RCC Consultants, Inc. is needed to continue providing technical analysis to complete the
acquisition process for the new radio system. The cost to accomplish this is $265,181
based on a twelve month implementation period and including a 10% contingency fee.
Commission Memorandum
RCC Consultants, Inc.
April 30, 2003
Page 3
Tasks to be undertaken are the review of the Statement of Work (SOW) and the
Acceptance Test Plan (ATP) in accordance with the City of Miami Beach and Motorola, Inc.
Agreement; inspection for proper operation all of the new Radio Communications and
Microwave Equipment at the City's Radio Sites; confirmation of level of performance for
simulcast public safety systems which means an acceptable Delivered Audio Quality (DAQ)
which meets with the Telecommunication Industry Association (EIA/TIA: TSB-88)standards;
and lastly, evaluation of proposals for two new rooftop radio sites and preparation of the
FCC surveys and re-licensing documentation for the radio and microwave systems as well
as the new radio locations.
The fee structure for the above referenced tasks is as follows:
Phase I Implementation Assistance $195,145
· Phase II Engineering Services $ 26,332
· Phase III FCC Licensing Services
$ 19,600
· Contingency Fee $ 24,107
TOTAL $265,181
CONCLUSION
The Administration recommends authorizing issuing a Standing Order for RCC
Consultants, Inc., in the amount of $265,181.00, for a technical services agreement to
continue necessary work toward the installation of a new Motorola, Inc. 800 MHz Trunked
Digital SmartZone Simulcast Public Safety Radio System, if same is approved by the
Mayor and City Commission, to include design review, equipment installation, siting of two
(2) new rooftop radio sites and accompanying radio and microwave engineering surveys
and accompanying FCC licensing documentation and the final testing and acceptance of
the system.
CONSULTANT SERVICES CONTRACT
THIS AGREEMENT is made and entered into as of April 30, 2003, by and between City
of Miami Beach (hereinafter referred to as "Client") and RCC Consultants, Inc., a Delaware
corporation with offices at 100 Woodbddge Center Drive, Suite 201, Woodbridge, New Jersey
07095-1125 (hereinafter referred to as "RCC").
WITNESSETH:
In consideration of the mutual promises herein contained, the parties hereto, intending
to be legally bound, agree as follows:
ARTICLE I - Scope of Work
RCC shall perform all services set forth in that certain proposal entitled
Communications Consulting Services for 800 MHz Implementation Assistance annexed hereto
as Appendix "A" and incorporated herein by this reference (the "Proposal").
ARTICLE II - Compensation
As compensation for the services performed under this Agreement, Client shall pay
RCC the sum stated in the Proposal. The amount shall not exceed Two hundred forty one
thousand and seventy-seven dollars ($241,077) unless this Agreement is modified in
accordance with ARTICLE XIV hereof. RCC will submit to Client monthly invoices for the work in
progress. Client shall pay RCC the amount on the invoice within forty five (45) days of Client's
receipt of each such invoice.
ARTICLE III - Submission of Reports
During the term of this Agreement, RCC shall provide to Client or its designee such oral
or written reports as the latter may reasonably require, and as are specified in the Proposal.
ARTICLE IV - Period of Performance - Contract Amount
The performance of RCC's services hereunder shall commence as soon as practicable
after the execution and delivery of this agreement to both parties and, subject to the provisions
of ARTICLE VII hereof, shall terminate upon delivery by RCC of materials and reports specified
in the Proposal, and payment to RCC by Client the total sum specified in the Proposal. These
periods of performance and the compensation payable to RCC under ARTICLE II hereof may
not be amended, modified, or supplemented, except by written agreement of the duly authorized
officers of the parties.
ARTICLE V - Independent Contractor
RCC's relationship with Client shall at all times be that of an independent contractor.
The method and manner in which RCC's services hereunder shall be performed shall be
determined by RCC, in its sole discretion, and Client will not exercise control over RCC or its
employees except insofar as may be reasonably necessary to ensure performance and
compliance with this Agreement. The employees, methods, equipment, and facilities used by
RCC shall at all times be under its exclusive direction and control. Nothing in this Agreement
shall be construed to designate RCC, or any of its employees, as employees or agents of Client.
ARTICLE VI - Notice
Any notice, request, or other communication to either party by the other concerning the
terms and conditions of this Agreement, including, without limitation, the provisions of ARTICLE
II and ARTICLE IV, shall be in writing and shall be deemed given when actually received by the
addressee, having been hand delivered or sent postage prepaid, by certified or registered United
States mail, return receipt requested, addressed as follows:
If to RCC:
RCC Consultants, Inc.
100 Woodbridge Center Drive - Suite 201
Woodbddge, New Jersey 07095-1125
Attn: Michael W. Hunter
President and Chief Executive Officer
If to Client:
Mr. Kay Randall
City of Miami Beach
Information Technology Department
1100 Washington Avenue
Miami Beach Florida 33139
The person and the place to which notices are to be mailed to either party may be
changed from time to time by notice given in accordance with the provisions of this ARTICLE VI.
ARTICLE VII - Termination
Client may terminate this ,Agreement at any time with or without cause by giving thirty
(30) days written notice to RCC, in which event Client's sole obligations shall be to compensate
RCC for work actually performed and expenses incurred up to the date of termination. In no
event will any payment pursuant to this ARTICLE VII exceed the compensation provided for in
ARTICLE I1.
ARTICLE VIII - Confidentiality
RCC shall not publish, copyright, or otherwise disclose or permit to be disclosed or
published, the results of any reports to Client concerning the work to be performed pursuant to
this Agreement, or any particulars thereof, including forms or other materials developed
exclusively for Client in connection with the performance by RCC of its services hereunder
during the period of this Agreement, without prior written approval of Client. RCC, cognizant of
the sensitive nature of much of the data supplied by Client, agrees to protect the confidentiality
of any information designated by Client to be privileged or proprietary except to the extent that (i)
such information enters the public domain, (ii) is obtained by RCC from independent third parties
not subject to any confidentiality or similar agreement with Client, or (iii) disclosure of such
information is required by law, rule or regulation, or the valid order of a court or administrative
4/29/2003
2
agency.
ARTICLE IX - Personnel
Notwithstanding the provisions of ARTICLE V hereof, RCC will assign those persons
identified in Appendix "A", and other RCC support staff, as necessary, to complete the project.
In the event that the employment of any such employee specified in Appendix "A"
should be terminated prior to the termination hereof, then in such event RCC shall, at its
discretion, assign such other persons, as necessary, to complete the project.
ARTICLE X - Indemnity / Liability
RCC will indemnify Client and hold it, and its officers, agents, representatives, and
employees harmless from any and all claims, damages, costs (including attorney's fees), and
liabilities of any kind directly resulting from the performance of its obligations under this
Agreement; except to the extent such claims, damages, costs, and liabilities result from the
negligence or willful misconduct of Client or its employees, representatives, or agents. In no
event shall RCC be liable for lost profits or special, incidental, consequential, or indirect
damages suffered by Client. The parties agree that in no event will RCC's liability exceed the
amount of compensation paid to RCC by Client or RCC's insurance coverage, whichever is less.
ARTICLE Xl - Conflicts of Interest
During the term of this Agreement, RCC will not without the consent of Client accept
from other clients any assignments or tasks which substantially conflict with the objectives of this
Agreement. RCC shall give written notice to Client with respect to any such assignments or
tasks. Such notice shall set forth in reasonable detail the services RCC would undertake to
perform in connection with such assignments or tasks. Client agrees to grant or deny its consent
to RCC's acceptance of the assignments or tasks described in the notice within ten (10) days
after the notice is given; Client shall be deemed to have granted its consent if no action is taken
by Client within said ten-day period.
ARTICLE Xll - Insurance
RCC shall take out and carry dudng the entire term of this Agreement, property damage
insurance and general public liability insurance with adequate limits to protect both RCC and
Client from liability. RCC shall insure the payment of compensation to its employees in
accordance with the Worker's Compensation Laws of the State of Florida. RCC will maintain
adequate General Liability and Auto Liability insurance. RCC will provide Client with a Certificate
of Insurance evidencing the insurance coverage provided for herein, if required by Client.
ARTICLE Xlll - Taxes, Unemployment Insurance, and Related Items
RCC hereby accepts full and exclusive responsibility for the payment of any and all
contributions or taxes, or both, for any unemployment insurance, medical and old age retirement
benefits, pensions, and annuities now or hereinafter imposed under any law of the United States
or any State, which are measured by the wages, salaries, or other remuneration paid to persons
employed by RCC on the work covered by this Agreement or in any way connected therewith;
4/29/2003
3
and RCC shall comply with all administrative regulations and rulings thereunder with respect to
any of the aforesaid matters; and RCC shall reimburse Client for any of the aforesaid
contributions or taxes, or both, or any part thereof, if by law Client may be required to pay the
same or any part thereof.
ARTICLE XlV - General
A. Modifications - This Agreement or any part thereof may not be modified, except by
written agreement of the parties signed by the duly authorized officers of the parties.
B. No Waiver - No omission or delay by either party to this Agreement at any time to
enforce any right or remedy reserved to it, or to require performance of any of the terms of this
Agreement, shall be a waiver of any such right or remedy to which either party is entitled, nor
shall it in any way affect the right of either party to enforce such provisions thereafter.
C. Applicable Law - This Agreement shall be governed by and construed in
accordance with the laws of the State of Florida.
D. Severability - If any provisions of this Agreement shall be held to be invalid, illegal,
or unenforceable, the validity of all other provisions hereof shall in no way be affected thereby.
E. Successor and Assignees - Client shall not assign or transfer this Agreement or any
of its rights hereunder without the prior written consent of RCC. RCC shall have the right, without
the consent of Client, to assign this Agreement and its rights and obligations hereunder to RCC's
parents, subsidiaries, or affiliates or to any partnership in which RCC or any parent, subsidiary,
or affiliate of RCC is a general partner, or to a successor of RCC by consolidation or merger or
to a purchaser of all, or substantially all, of RCC's assets.
F. Force Majeure - In the event that performance by either party of any of its
obligations or undertakings under this Agreement shall be interrupted or delayed by any
occurrence not occasioned by the conduct of either party hereto, whether such occurrence be an
act of God such as lightning, earthquakes, floods or other like causes, the common enemy, the
result of war, riot, strike, lockout, civil commotion, sovereign conduct, explosion, fire, or the act or
conduct of any person or persons not a party to or under the direction or control of a party
hereto, then such performance shall be excused for such pedod of time as is reasonably
necessary after such occurrence to remedy the effects thereof.
G. Entire Agreement - This Agreement constitutes the entire Agreement between the
parties and supersedes all previous agreements and understandings relating to the services
required under this Agreement.
4/29/2003
4
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be duly
executed by their duly authorized officials as of the d~ .~first written above.
Name: Robert Parcher e: David DarTer
Date: Date:
Title: City Clerk
Title: Mayor
ATTEST:
By: [" By:
Name..~T~c:~d E~ T. '"~ I'C..[Y_(/I' Name:
Date: ~,r'~,~/~.~ Date:
Title: ~ICE~ ~P,.~--'~lDc~tJ'~ /~ ~ /~'5':~'T. ~E~Y'- Title:
RCC CONSULTANTS, INC.
4/29/2003
5
Apd122, 2003
Mr. Kay Randall
City of Miami Beach
1100 Washington Avenue
Miami Beach, FL 33139
Subject Technical Services for 800 MHz Digital Simulcast Radio System Upgrade
Dear Mr. Randall:
Enclosed is RCC's quote for services to provide implementation assistance to the City. Our
proposal is for 12 months services to provide the City with technical oversight of all phases of
the 800 MHz project. In addition I have included quotes to provide services to survey the city for
two new rooftop sites (as originally quoted Mamh 26, 2003) and additional services to modify
the 800 MHz and microwave licenses for these new sites.
Thank you for the opportunity to assist the City in successful completion of the 800 MHz project.
Sincerely
Joe Leikhim
Sr. Consultant
Enclesares:
RCC Consultants, Inc.
930 Thomasville Road, Suite 200 - Tallahassee, Florida 32303 tel (850) 224-4451 - fax (85o) 224-3o59
City of Miami-Beach Florida 800 MHz Implementation Assistance
STATEMENT OF WORK FOR 800 MHz IMPLEMENTATION ASSISTANCE
RCC Consultants, Inc. (RCC) has developed this Statement of Work for the benefit of the City of
Miami Beach during the implementation phase of the 800 MHz Digital Simulcast SmartZone
system upgrade. The burden for achieving system completion within the defined time frame
falls primarily on the system contractor, MOTOROLA. RCC's role in implementation is as
"Owner's Agenf' who interacts with the Contractor to assure that the system conforms to' the
specifications and that the Contractor meets the Contract's Completion Schedule. RCC's
proposed Scope of Services is based on the MOTOROLA Schedule of Tasks dated March 24,
2003, as presented to the City of Miami Beach for the 800 MHz System Upgrade Project.
The following tasks are based on the City's desire for an on-call relationship with RCC and the
primary reliance on City personnel to provide day-to-day management of the Contractor and
Contractor-related activities. RCC will provide spedalized technical oversight, and participation
in certain critical activities as further described by this Statement of Work. Should the City
desire RCC to provide day-to-day management of the project, RCC can and will provide those
services at an additional cost.
RCC's implementation tasks are based on a twelve-month implementation period and are
intended to operate coincident with the Contractor's implementation schedule, over the time
period from execution of the ContmctrNofice to Proceed and through to Infrastructure System
Acceptance.
Task 1 - Project Initiation, Design Review and Technical Oversight
RCC will attend the customer design review meeting with Contractor to evaluate the design,
final equipment list, and system block diagrams prepared for the construction of the Contracted
800 MHz system enhancements. The design review meeting provides the oppommity to solidify
the design of the communications system and ensure that the functionality of the delivered
product complies with the material, services and system functionality described by the Contract
and its supportive documents.
RCC will assist the City in identifying any apparent deficiencies in design or functionality before
equipment is ordered or any work has commenced. Two representatives from RCC will travel to
the City in one trip to participate in this design review meeting. Follow-up off-site coordination
will be provided by RCC, as may be needed for any design optimization.
During the twelve month service period, RCC will review Contractor's plans for training,
talkgroups (fleet mapping), and cutover of operations from old to new system. (As a separately
quoted task, RCC will prepare Federal Communications Commission applications for system
licenses both the 800 MHz SMARTZONE radio infrastructure upgrade and its supportive
microwave subsystem.) Finally, RCC will also provide general off-site technical oversight of the
project as necessary and at an anticipated rote of 24 hours per month, to include telephone and
written correspondence. Two contingency trips are included in this task to accommodate
unscheduled meetings or inspections.
Page
City of Miami-Beach Florida 800 MHz Implementation Assistance
Task 2 - Site Preparation and Inspection
RCC will coordinate a project kick-off meeting with the City and the Contractor to review the
requirements for site preparation and development. It is imperative that the construction
standards and specifications prescribed for the City's communications site development are
identified and reinforced as necessary prior to commencement of work and are fully understood
by Contractor and its subcontractors. The overall objective of the kick-off meeting is to achieve
consistency in the confignration and quality of the developed sites. RCC will provide one
representative and one trip to the City to participate in the kick-off meeting.
At appropriate times during the site development phase of the project, RCC will conduct site
inspections of work progress at 75th Street (Reservoir), LaGorce, Tower 41, Fire Station 2, New
City Hall, Old City Hall, Police Department, and Rebecca Tower. Particular attention will be
paid to electrical grounding practices and mechanical installation. RCC will provide one
technical representative and up to eight trips to the City to perform these individual site
inspections. (It should be noted that RCC las provided as a separately quoted task, the services
to identify candidate replacement rooitop sites for 75th Street and Fire Station 2 towers should
they be unvlable for the project.)
Task 3 - Factory Staging
RCC will assist the City by providing technical overnight of final functional ~
staging tests performed at the Contractor's factory in Schaumburg Illinois. Factory staging
permits the City an oppotttmity to gain advanced knowledge of and experience with the
SMARTZONE system and the means to verify required functionality within a controlled setting
in accordance to the contract factory acceptance test plan. At the conclusion of factory staging,
RCC will advise the City and the Contractor as to the requirement for any modifications in
design or configuration before infi-astructure equipment is shipped to the jobsite for installation.
RCC will provide two representatives in one trip to participate in the Contractor's factory
staging. RCC will provide follow-up off-site coordination of technical matters relating to the
staging effort.
Task 4 - Installation Oversight of Radio System Infrastructure
Following the delivery of infiastmcture equipment to the field, RCC will coordinate a project
kick-off meeting with the City and the Contractor to review the requirements for infrastructure
installation. This meeting provides an opportunity to validate the Contractor's deployment
schedule, identification of Contractor's key installation personnel and the identtfi' cation/review
of minimally acceptable construction practices. RCC will provide one representative to travel to
the City in one tdp to participate in this meeting.
In conjunction with the City's technical representatives, RCC will monitor field installations to
ensure that the equipment is installed according to the Contract, communications industry
standards and good engineering practice. A punch list will be developed by RCC to track any
significant problems or deviations from project requirements. RCC will provide one
representative and up to three trips to the City to monitor the SMARTZONE installations.
Page 2
Ci of Miami-Beach Florida 800 MHz Im lementation Assistance
Task 5 - Performance Verification
RCC, in conjunction with City's technical representatives, will impect the installed ~
equipment and wimess an end-to-end acceptance test of the radio system. Field Acceptance
Testing shall occur once the Contractor certifies that the Contracted infrastructure enhancements
are fully installed and are fimctioning according to published specifications and/or Contract
Specifically, RCC will witness the system functional acceptance tests and radio coverage tests.
For the latter, RCC will monitor the execution of the coverage acceptance test plan (CATP);
witness on-site calibration of automated equipment for signal strength tests; kick off automated
signal strength tests; review signal strength test data; participate in circuit merit testing; and
review circuit merit test results. All test failures will be recorded by RCC on a punch list and
will be presented to the Contractor for resolution, in accordance with Contract terms and
conditions.
RCC will provide the following technical resources to support Task 5: two representatives
dining one-trip to the City to witness functional tests; two representative during one trip to
witness calibration, sampling and kick-off of signal strength tests; and three representatives
during one trip to participate in circuit merit testing. Additionally, RCC will provide one
representative during two follow up trips to verify BDA amplifier perfr~rmance in four specific
critical buildings; South Shore Hospital, Mt Sinai Hospital, Police Headquarters and
Fountainbleu Hilton. RCC's independent review of the CATP and evaluation of test results will
occur off- site.
Task 6 - Acceptance
The development of a Project Punch List is au on-going RCC responsibility ltu-oughout the
implementation/acceptance test process. The Punch List will be addressed with the Contractor,
periodically, to ensure an expedited resolution of issues within the timeline of the project
schedule. RCC will also review system documentation provided by the Contractor to ensure that
it accurately describes the equipment and systems purchased and installed under the terms of the
Contract. It is essential that the Conlractor's final technical documentation submittal accurately
reflect the as-built condition of the completed radio system infrastructure in order to preserve the
integrity of follow-on maintenance.
Upon satisfactory disposition of all installation/implementation discrepandes identified,
satisfactory completion of acceptance testing, and receipt of final as-built documentation, RCC
will recommend that the City formally accept the system. Upon system acceptance, RCC will
assist the City in monitoring the cutover to the ~ communications facilities. RCC will provide
one representative to resolve punch list issues in up to two trips to the City and provide one
representative to assist with "go-live" activities in one trip.
Page 3
Ci of Miami-Beach Florida 800 MHz Im lementation Assistance
I~OFESSIONAL FEES
RCC will provide 800 MHz Implementation Assistance at the following fees and expenses:
Services $168,400
26.745
Expenses
Total $195,145
Additionally, the following Engineering Services are offered:
Roof Top Site Surveys (Quoted March 26, 2003)
Services $22,050
4.282
Expenses
Total $26,332
FCC Licensing of 800 MHz and Microwave Systems for new sites (Quoted April 21, 2003):
Services $14,600
5.000
Expenses
Total $19,600
PRICING ASSUMPTIONS
1. Services proposed are based on the MOTOR°LA Schedule of Tasks dated March 24,
2003 presented during negotiations with Motorola.
2. Services are based on a 12-month implementation period and the sites of work as
described. RCC recognizes that some sites are likely to change. RCC reserves the fight to
renegotiate this statement of work should the replacement sites require expanded scope of
services.
3. Both parties may adjust the Statement of Work if additional tasks are needed or it is
desired to otherwise modify the scope of work. Travel expenses or additional time
required for unforeseen circumstances beyond RCC's control would be billed on a time
and materials basis.
Page 4
ULTANTS INC. TECHNICAL SERVICES CONTRACT
yRCC CON.S .... ,_ .... ~ Rn MHz Di ital Trunked Simulcast System
~lmplementatlon Manage-,~ ..... 0 g
~Miami Beach Florida
Phase III
Direc----- t Engineering Expenses Rate
200.00
Director $ 150.00
Senior C~ 150.00
140.00
Subtotal
19,400.00
129,300.00
14,100.00
5,600.00
Total
168,40~
Travel and Per Diem Expenses
Rate
400.00
28 8OO.OO
2 Round' $ 140.00
75 Man 65.00
53 Days 0.35
Miles @
Total
Administrative Fee
~liscellaneous Expenses
Tota..__.~l
Subtotal
11,200.00
1,6O0.00
10,500.00
$ 3,445.00
$ 26,745.00
195,14
20030422 Miami Beach 800MHz implementation Quote.xls
April 21, 2003
RCC CONSULTANTS, INC. TECHNICAL SERVICES CONTRACT
Implementation Management 800 MHz Digital Trunked Simulcast System
Miami Beach Florida
Phase III
Task# Description Hours
I Project Initiation, Design Review, and Technical Oversight.* 434
108
2 Oversee Site Preparation and Inspection.*
80
3 Witness Factory Staging and Conduct Factory ATP .*
64
4 Oversee Contractors Installation of Simulcast System.*
325
5 Witness ATP Functional and Coverage Test plans.*
6 Resolve Punchlist Issues, Review System Documentation and provide go-live assistance toward final 82
System Acceptance.*
TOTAL 1093
* ON SITE TASKS
20030422 Miami Beach 800MHz Implementation Quote.xls
~r'~-~n review optimization .. ~ I 24 I 2~4
~ oversig.ht at 24 hours per month
[Review training plan
Contingency for two addi.~_._al ad-hoc trips d~ngl
E
n and Inspection
Transmit site inspection
Receive site inspection
Transmit site inspection
~ Station 2 (South) Transmit site inspection
r Hall Microwave site inspection
Hall Microwave site inspection
Dispatch site inspection
Receive Site Inspection
, restoration at sites
E
field installation
r field installation (3 Trips_~)
functional ATP
~ Acceptance Test Plan
. calibration, sampling._and conduct of Fac~Nare testing
FactWam test data
merit tests
circuit merit test data
circuit medt tests for specific building
ircuit medt
F-
E
Task#
RCC CONSULTANTS, INC. TECHNICAL SERVICES CONTRACT
Implementation Management 800 MHz Digital Trunked Simulcast System
Miami Beach Florida
Phase III
April 21, 2003
ndor s advise the Cent that their systems(s) are ready to be inspected and/or
~When ve ( ) ............ nois to hart cipate in these events.
tested, RCC will travel to Miami Beach ~-~ori(~a ano ~cnauf,,uu,~
If the ins ections/tests fail to pass the vendor(s) Acceptance,Test Procedures, the vendor(s)
I P ................. '~ to su"~'ort RCC s hours travel and per diem
shall provide the L;lien~ witn aool[IVlli~ ~u~,uo ~,~- ' '
~to witness any/all additional inspections/tests required to accept the system.
Hours
20030422 Miami Beach 800MHz implementation Quote.xls
fRCC CONSULTANTS,
Engineering Expenses
Director
Senior Consultant
Senior Consultant
Communications eer
Marc~
INC. TECHNICAL SERVICES CONTRACT
Rate Subtotal
200.00
150.00 10,200.00
150.00 11,850.00
79.04
Total
I ravel and Per Diem Expenses
6
6 Man
6
575 Miles_..~
Total
Rate Subtotal
500.00 3,000.00
121.00 726.OO
65.OO 39O.OO
0.29 166.75
$ 4,282.75
20030326 Roof Top Surveys.xls
RCC CONSULTANTS, INC. TECHNICAL SERVICES CONTRACT
Roof Top Surveys
City of Miami Beach
March 26, 2003
Task#
1
la
lb
lc
ld
2
3
4
Note 1
Note 2
Note 3
ON SITE TASKS
Assist the City in locating replacement roof top sites to replace 75th Street and Fire Station 2 towers.
Canvas the City and identify building tops for consideration, and identify building owners. Note:
Approximately one dozen building addresses have been compiled so far.
Meet with City Building and Zoning Department to identify planned high rise buildings which may
obstruct radio or microwave coverage.
Meet with building owners of potential sites and obtain permission to survey roof tops for access,
equipment installation, HVAC/power considerations, and microwave path feasibility. Photograph and
,ketch each facility. (Note 1)
~,educe potential roof top building list to a short list of at least 2 sites in north end and 2 sites in south
end.
Perform R6602 contour maps to determine coverage parameters from candidate sites. (Note 2)
Coordinate site visits with radio vendor.
Assist City with negotiations with building owners. (Note 3)
Microwave path clearance will need to be further verified as a part of a microwave path
design/coordination. RCC will provide a quote for these services which are normally subcontracted.
Frequency coordination and FCC licensing of 800 MHz system and microwave system will be
required for newly selected sites. RCC will provide quote for these additional services.
Assumes City or building owner will provide contract agreement. RCC will assist City with technical
review of up to four potential contracts and will provide technical laison on behalf of the City. The
hours quoted are an estimate due to nature of negotiations, may be more. If more hours are needed,
RCC will assist the City on a time and material basis.
TOTAL
20030326 Roof Top Surveys.xls
Hours
28
28
4
18
16
45
147
April 21, 2003
CONSULTANTS, INC. TECHNICAL SERVICES CONTRACT
rowave and 800 MHz Licensing
mi Beach Florida
ase III
Direct Engineering Expenses
Director
Senior Consultant
Senior Consultant
Consultant
Total
Rate
$ 200.00
150.00
$ 150.00
140.00
Subtotal
1,400.00
4,800.00
8,40O.OO
14,600
Travel and Per Diem Expenses
-- Round Trip Airline Fares #1 ~
Round Trip..Airline Fares ~2~._~_~
Man Days per Diem @
Days Rental Vehicle
Miles @
Total
Rate
$ 4OO.OO
140.00
65.OO
0.35
Subtotal
?..eneral and Administrative Fee
Miscellaneous Expenses
vficrowave Path Suve. y..~..~
Total
20030422 Miami Beach Microwave and 800 MHz Licensing Quote.xls
3
April 21, 2003
RCC CONSULTANTS, INC. TECHNICAL SERVICES CONTRACT
Microwave and 800 MHz Licensing
Miami Beach Florida
Phase III
Descri
iMicrowave Path Analysis of two paths. Subcontracting of physical path survey is added as miscellaneous
expense.
rowave License Modification for two paths. Does not include coordination fees for FCC coordination.
~msearch or Microwave Planning. See Note 1.
:CC License Modification. For 10 channels at three sites. Assumes that R6602 coverage contour maps
luced under our separate quote for Roof Top Surveys. Does not include coordination fees for FCC
coordinators APCO and PCIA. See Note 1.
Follow up laison activites with coordinators and FCC (estimated) See Note 2.
Note 1.
Note 2.
:ee normally paid directly to Frequency Coordinator by City. If requested, RCC will obtain a quote and h this expense.
RCC will provide a reasonable amount of laison support which may be normally required during the
process of FCC licensing. Our estimate assumes that 4 hours per month for 4 months for one microwave
and one 800 MHz license. If waivers letter or additional engineering studies are required, RCC will quote
~ services separately.
SITE TASKS
TOTAL
16
42
32
99
20030422 Miami Beach Microwave and 800 MHz Licensing Quote.xls