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HomeMy WebLinkAboutAgenda Statement 1985/07/23 Item 5 COUNCIL AGENDA STATEMENT Item 5 Meeting Date 7/23/85 ITEM TITLE: Resolution/.2/6 - Approving Agreement with Alta Consulting Services, Inc. to Perform Communication Center Study ;UBMITTED BY: Director of Public Safety(���` (4/5ths Vote: Yes No, ) EVIEWED BY: City Manager 11,(Iii The current Police Communications Center equipment was purchased and installed in 1971 when we opened the newly constructed Police Facility. In 1977 we added an additional console position for Fire Dispatch. In the past few years, maintenance of the Communi- cations Center has become very difficult due to the age of the equipment and the difficulty in obtaining replacement parts. It is staff's goal to install a new Public Safety Communications Center and also consider computer-aided dispatching and other equipment that would result in a more effective operation. Staff is recommending the hiring of Alta Consulting Services to assist us 'in this project. RECOMMENDATION: That Council approve the agreement authorizing the Mayor to sign on behalf of the City Council. BOARDS/COMMISSIONS RECOAM4ENDATION: Not applicable. DISCUSSION: The City's Public Safety Communications Center was constructed and installed in 1971. The Center is totally serviced and maintained by the City's Electronics Technicians. In the past few years, maintenance of the Center has become very difficult due to the age of the equipment and the unavailability of critical parts. Since 1971, the workload for Center personnel has significantly increased and new equipment has been added to the Center in an unsophisticated manner. These factors have made the duties of a Communications Operator more complex and, therefore, more difficult. The Center is crowded, the lighting is poor, and the air handling system is generally inadequate when smokers are present. In the next 10 to 15 years, we will be experiencing significant growth in the City and the inadequacies now present in the Communications Center will be magnified. Staff also felt that the time has come for the City to study the need for Computer-Aided Dispatching (CAD) as well as mobile digital terminals in fire and police vehicles. SRTFCTION OF A CONSULTANT Because of the importance and complexity of this program, staff felt it would be necessary to hire an experienced consultant to study the current and future needs and assist in the procurement of the new equipment. In February of 1985, staff advertised requests for proposals for this project. We received a total of nine proposals with price quotations ranging from $28,530 to $170,030. These proposals were evaluated and the top four were invited to come to Chula Vista to make personal presentations. These companies and their price quotations were as follows: 1. Richter Group $35,584 2. Thatcher Associates - 42,513 3. ACSI/Schema - 62,950 to 72,950 by the City Council of 4. Compass Consulting Grp. 81,326 Chula Vista, California Dated 'orm A-113 (Rev. 11/79) Page 2, Item 5 3, Meeting Date 7/23/85 A City staff team consisting of William J. Winters, Bill Albrektsen, Gary Goelitz, Paul Kincade and Lieutenant Sherwood George interviewed these four consultants and ranked them as follows: 1. ACSI/Schema 2. Richter Group 3. Compass Consulting Grp. 4. Thatcher Associates ACSI/Schema presented a well balanced team with expertise in communications systems as well as computer-aided dispatching and management information systems. This firm has completed a number of projects on the west coast similar to the Chula Vista project. Prior to the interview, their staff made two trips to Chula Vista to discuss the project and familiarize themselves with our operation. During the interview with staff they were very impressive, particularly in the area of computer-aided dispatch- ing and management information systems. The price range of $62,950 to $72,950 is based on the fact that the specific nature of the project will not be known at the inception (i.e. , if the project includes a complete computer-aided dispatch system, the upper price would prevail) . Richter Group was represented by Henry L. Richter who has completed a number of communications center projects in the State of California. During the interview process, Richter demonstrated an insite into the Chula Vista project and staff felt he was well qualified. Staff had reservations concerning his immediate work schedule which app-ared to be very ambitious. This reservation prevented a higher ranking. The third consultant, Compass Consultant Group, also appeared to have the necessary qualifications and experience. However, their price of $81,326 exceeds ACSI and there is no evidence to support the position that Compass would do a better job than ACSI/ Schema. The fourth consultant, Thatcher Associates, demonstrated significant weaknesses during the interview and even though he has had experience in planning communications centers, he lacked the expertise in computer-aided dispatching and management information systems. His presentation was, by far, the weakest of the four. SCOPE OF THE PROJECT The project will be divided into four phases as follows: Phase I - Study Phase This phase shall consist of a comprehensive study of the City's existing communication systems, facilities, and operational practices. The consultant shall focus its study with the objective being to establish a complete and thorough understanding of both the City's existing conditions and future needs resulting from the projected growth of the City. Phase II - Master Planning and Communication System Recommendations Following receipt of the City's direction to proceed, the consultant shall develop a communications master plan. This master plan shall address both current and long-term (10 year) needs in accordance with its Phase I find- ings. Specific recommendations shall be offered which, in the consultant's opinion, shall enable the City to improve law enforcement, fire and other Page 3, Item 5 f.. Meeting Date 7/23/85 radio and telephonic based City communications systems, and enable the City to manage these public services during period of projected population growth. Phase III - Design and Construction Documents Based on the City's decision to'implement the initial phase of the consultant's recommended master plan, and the City's Notice to Proceed, the consultant shall prepare a police, fire and administrative radio systems, dispatch center and equipment, EOC, consoles, and jail monitoring systems. These documents shall be developed by the consultant in a biddable form and shall clearly describe and depict the scope of the supplying contractor's work, materials and services for each of these communication systems. ACSI's prepared bid documents shall include performance, workmanship and installation standards and test procedures. Phase IV - Procurement and Installation Procurement Supervision - Upon receipt of the City's direction to proceed with its Phase IV services, ACSI shall prepare bid and/or RFP documents which the City can issue to qualified suppliers for the purpose of securing the initial communication system described within the consultant's recommended master plan and designed by the consultant during ACSI's Phase III service tasks described herein. Further, ACSI shall answer the supplier(s) technical questions, pre- pare addenda and conduct a preproposal conference during the bid or proposal preparation period. Additional services shall include proposal/bid evaluation assistance, attendance at oral interviews, written award recommendations, and assistance with negotiations and the development of a suitable contract instrument. ESTIMATED RANGES OF COSTS In staff's interviews with the various consultants, price ranges for the major items in the proposed system were noted as follows: Four Position Consoles $88,000 $100,000 Construction of New Communications Center 70,000 170,000 Radio Equipment 20,000 30,000 Computer for CAD System 280,000 350,000 Mobile CAD TErminals 18,750(1) 300,000(2) $476,750 $950,000 (1)This cost assumes utilizing "Status Boxes" in police units at a cost of $750.00 each for 25 marked patrol units. (2)This cost assumes utilizing mobile digital terminals at $6,000 each in 50 police units (patrol plus detectives) . Page 4, Item 5 Meeting Date 7/23/85 SUMMARY This project is vital if we are going to continue to provide an effective public safety communications system. It should be recognized that the entire project, including CAD and Mobile Digital Terminals, would require approximately three years for implementation. The first phase of the project, the new communications center and console, will take approximately eighteen months to implement. The City Attorney has reviewed and approved the agreement. FISCAL IMPACT: $55,000 has been bedgeted in 1030-5201 for Fiscal Year 85/86 and $15,000 was budgeted in the 84/85 C.I.P. budget.