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HomeMy WebLinkAboutAgenda Statement 1986/08/19 Item 11 COUNCIL AGENDA STATEMENT Item 11 Meeting Date 8/19/86 ITEM TITLE: Resolution 1 <' 61, Amending Agreement with Alta Consulting Services and Appropriating Necessary Funds SUBMITTED BY: Director of Public Safety (4/5ths Vote: Yes x No ) APPROVED BY: City Manageril On June 5, 1986, Council received a report from Alta Consulting Services (ACSI) which detailed the deficiencies in our Public Safety Communications System and outlined a series of recommendations for systems improvement. A number of these recommendations were included in the 1986/87 CIP Budget. Prior to implementing these recommendations, an amendment to the agreement with Alta Consulting Service is necessary. RECOMMENDATION: Authorize and direct staff to amend the agreement with Alta Consulting Services to change scope of service and compensation, and appropriate the necessary funds. BOARDS/COMMISSIONS RECOMMENDATION: N/A DISCUSSION: The presentation on June 5th completed Phase II (Master Planning and Recommendation) of the Public Safety Communications Center Study. As per the agreement, the City paid ACSI $23,750 for Phases I and II. Work has commenced on Phase III (Design and Construc- tion Documents) to be followed by Phase IV (Procurement and Installation Supervision) . Compensation for Phases III and IV was contracted at $45,000 for professional services and $4,200 for reimbursable project expenses. The contract requires a 5% increase in all fees after the first 12 months (i.e. , after July 23, 1986) . Applying this 5% factor to the $49,200 requires an increase of $2,460. When the agreement was approved by the Council on July 23, 1985, a total of $70,000 was budgeted. The presentation that ACSI made before the Council on June 5, 1986, as well as the Project Overview Report, was not required in the agreement and therefore was an addi- tional service outside of the scope of the agreement. ACSI agreed to provide these services for a fee of $3,905. Summary of Costs Phase I & II - $23,750 Phase III & IV - 45,000 Reimbursable Expenses - 4,200 / p 5% Increase After 1st 12 Months - 2,460 Additional Services - 3,905 by the City Council of Chula Vista, California Total - $79,315 Dated f /9 r, Amount Budgeted - $70,000 , Additional Funds Needed - $ 9,315 Form A-113 (Rev. 11/79) Item 11 Meeting Date 8/19/86 Mobile Digital Terminals (MDT's) The consultants are recommending that we proceed with plans for the placement of MDT's in patrol vehicles. These terminals will allow officers to communicate directly with computer data banks, bypassing the Communications Operators. They will significantly decrease the amount of "air traffic", facilitate the transmission of information to patrol vehicles, and decrease the workload in the Communications Center. Staff recommends that we proceed with the MDT concept and retain ACSI. Rather than opening a bidding process to include other consultants, staff feels it is necessary to utilize one consultant for the entire project because the new communication console, the CAD, and the MDT are all technically inter-related and one consultant will result in a more coordinated and effective program. MDT's were not included in the current contract and additional fees must be appropriated. ACSI will be required to: 1. Plan and develop an MDT system to coordinate with the proposed radio and CAD systems. Prepare specifications/drawings as additions to the CAD design documents and a separate set of radio system designs to provide the necessary communications between the CAD system and the MDT's. 2. Provide contract assistance for an MDT radio system to include assistance with bidding and award of a contract for the MDT radio equipment. 3. Provide additional bidding and contract award services associated with the inclusion of MDT's in the CAD system. 4. Provide installation supervision of the MDT radio system to include limited supervision of the MDT radio system contractor and testing of the installed system. 5. Provide additional contr-ctor administration services associated with the addition of MDT's in the CAD system. ACSI will provide the above services for a fee, including reimbursable expenses, not to exceed $19,320. In summary, the order of improvements in the Public Safety Communications Systems would be as follows: Improved radio equipment and antenna coverage, new Communications Center and consoles, CAD system, MDT system. SUMMARY OF ADDITIONAL FUNDS REQUESTED Completion of original contract - $ 9,315 Addition of MDT Concept - 19,320 Total - $28,635 FISCAL IMPACT: Appropriate $28,635 from the General Fund and allocate to Account 1030-5201.