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HomeMy WebLinkAboutReso 1985-12103 RESOLUTION NO. 12103 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA APPROVING AGREEMENT BETWEEN THE CITY OF CHULA VISTA AND ALTA CONSULTING SERVICES, INC. TO PERFORM COMMUNICATION CENTER STUDY AND AUTHORIZING THE MAYOR TO EXECUTE SAID AGRE~ENT The City Council of the City of Chula Vista does hereby resolve as foll~s: NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Chula Vista that that certain agreement between THE CITY OF CHULA VISTA, a municipal corporation, and ALTA CONSULTING SERVICES, INC. to perform communication center study dated the 23rd day of July , 1985, a copy of which is attached hereto and incorporated herein, the same as though fully set forth herein be, and the same is hereby approved. BE IT FURTHER RESOLVED that the Mayor of the City of Chula Vista be, and he is hereby authorized and directed to execute said agreement for and on behalf of the City of Chula Vista. Presented by Approved ~to form by W-. Jt) Winters, Director of Thomas J. Harron, City Publfc Safety Attorney ADOPTED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF ;HULA VISTA, CALIFORNIA, this 23rd day of July ..... 9 85 , by the following vote, to-wit: lYES: C0unci]members Cox, Malcolm, McCandliss, Scott, Moore ~AYES: Councilmembers None ~BSTAIN: Counci lmembers None None ~,BSENT: Council members // - City clark ;TATE OF CALIFORNIA ) ,'aUNTY OF SAN DIEGO ) ss. ;ITY OF CHULA VISTA ) I, JENNIE M. FULASZ, CMC, CITY CLERK of the City of Chula Vista, California, HEREBY CERTIFY that the above and foregoing is a full, true and correct copy of RESOLUTTON il0. 12103 ,and that the same has not been omendedor repealed.. 'ATED (seal) City Clerk :C-660 This CONTRACT (herein called CONTRACT) is made as of this 23rd day of July, 1985, by and between the City of Chula Vista, California (hereinafter called CITY or CLIENT) and Alta Consulting Services, Inc. whose principal place of business is 8383 158th Avenue N. Eo Suite 200, Redmond, WA 98052 (hereinafter referred to as ACSI or CONSULTANT). CONTRACT shall consist of the following documents: (1) this AGREEMENT (herein called AGREEMENT) and (2) Request for Proposal document issued by the CITY of Chula Vista in February, 1985. WITNESSETH; That, in consideration of the convenants and agreements hereinafter set forth, the parties hereby agree as follows: Article I - SERVICES 1.0 The CONSULTANT shall provide SERVICES on a phased basis. Each succeeding phase of work shall utilize the results of the CONSULTANT's preceding phase. The work to be performed by the CONSULTANT as described here and within "Exhibit A" of this AGREEMENT shall hereinafter be called the SERVICES. 1.1 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. 1.2 Phase II - Master Planning and Communication System Following receipt of the CITY's written 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 findings. Specific recommendations shall be offered which, in the CONSULTANT's opinion, shall enable the CITY to improve law enforcement, fire and other radio and telephonic based CITY communication systems and enable the CITY to manage these public services during periods of projected population growth. Descriptions of work tasks and methodologies to be employed by the CONSULTANT are included in this AGREEMENT within Exhibit "A#. 1.3 Phase III - Design and Construction Document~ Based on the CITY's decision to implement the initial phase of the CONSULTANT's recommended master plan, and the CITY's written Notice to Proceed, the CONSULTANT shall prepare a communications system design which represents said initial police, fire, and administrative radio systems, dispatch center equipment, EOC, consolesv 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 workv materials and services for each of these communication systems. ACSI's prepared bid documents shall include performance, workmanship and installation standards and test procedures. For a detailed description of the work tasks to be performed by ACSI under this phase of its SERVICES, see Exhibit "A". 1.4 Phase IV - Procurement and Installation 1.41 Procurement Supervision - Upon receipt of the CITY'S written 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, prepare 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. For a more detailed description of the tasks to be performed by ACSI under its Phase IV SERVICES, see Exhibit A of this AGREEMENT. 1.42 Installation Supervision - ACSI shall assist the CITY with its supervision of the Communication system supplier/installer(s). The CONSULTANT shall develop recommended project schedules, review the contractor's shop drawings, submittals, provide periodic site observations, monitor progress of payment requests made by the suppliers and advise the CITY of observed levels of progress, witness final acceptance tests and report the results to the CITY. A more detailed description of the work tasks within ACSI's Phase IV SERVICES is included in Exhibit A of this AGREEMENT. A~t~cle 2 - Consultant's Compensation 2.1 The CONSULTANT shall Provide the professional SERVICES described in Article 1 of this AGREEMENT as ACSI's Phase I and II SERVICES for the lump sum of $23,750.00 2.2 The CONSULTANT shall provide its Phase III & IV SERVICES as described herein for a not-to-exceed additional fee of $45,000.00. However, ACSI shall agree to provide a revised estimate for its Phase III & IV fee budget at the completion of its Phase I work. In the event that ACSI determines that it requires a lesser amount of time and concomitant professional fee/expenses to complete its Phase III & IV work, ACSI agrees not to bill the unused portions of the $45,000 fee budget. 2.3 In addition to the CONSULTANT's $45,000 basic professional fee amount, ACSI shall invoice the CITY for reimbursable project-related expenses to a maximum amount of $4,200.00. 2.4 Reimbursable project expenses shall include the following= 2.4.1 Travel and subsistence expenses; 2.4.2 Data processing expense; 2.4.3 Test equipment lease; 2.4.4 Communications services such as long distance, facsimile, electronic mail and courier services; 2.4.5 Text and drawing reproductions; and 2.4.6 Photographic film and print processing 2.5 ACSI shall invoice the CITY using the hourly billing rates for both ACSI and its subcontractor(s) shown in Exhibit B of this AGREEMENT. These rates shall remain in effect for the period of one (1) year starting with the execution date of this AGREEMENT. Article 3 - Payments to the Consultant 3.1 The CONSULTANT shall invoice the CITY for all SERVICES and reimbursable expenses rendered during the previous month within the first 10 days of each month. 3.2 Phase I & II SERVICES shall be invoiced on the basis of the percentage of work completed by the CONSULTANT during the previous month. 3.3 Phase III & IV professional SERVICES shall be invoiced on the basis of actual manhours expended at the various appropriate hourly rates enclosed herein up to the maximum professional fees stipulated. 3.4 Phase III & IV reimbursable expenses as defined herein shall be invoiced monthly with each reimbursable item clearly documented. Article 4 - Client Resp~nsibilities 4.1 The CITY shall provide access by ACSI/SSI to its records of operation, utility bills, equipment maintenance and inventory records, radio licenses, planning documents, leases and purchase agreements, etc.; 4.2 The CITY shall provide relevant community information such as geographic, demographic, as-built records, forecasting and planning information, directories, copies of germane ordinances and codes, etc., which it may now have or is in the process of developing. 4.3 The CITY shall provide introductory notification in writing to department personnel and interagency organizations of the Consultant's intentions to interview and otherwise work with these organization's units. 4.4 The CITY shall assist ACSI in arranging meetings with CITY personnel and project related contractors/vendors; 4.5 The CITY shall prepare and issue letters of authorization of technical representation to be used by the CONSULTANT in acquiring telephone data, utility, traffic, equipment and billing records from Pacific Bell, AT&T and the local radio frequency coordination organization; 4.6 The CITY shall review and comment on ACSI/SSI documents and transmittals in a timely manner so as not to delay CONSULTANT's progress or impede their ability to perform the proposed scope of work; 4.7 The CITY shall order utility connections and other services necessary to interconnect the new systems to the Public Network and assist as necessary with FCC applications, etc.; and 4.8 Make application to the proper Federal Agencies for construction permits and station licenses using ACSI supplied information. END OF ARTICLE ~ticle B - ~onsultant~s P~oject Personnel 5.1 The CONSULTANT's project executive shall be Mr. John V. Deal, President of ACSI. Mr. Deal shall have ultimate authority on matters of contract not related to the actual design. Mr. Deal shall also be responsible for maintaining fiscal integrity and project fee and expense accounting for ACSI throughout the duration of this project. 5.2 The CONSULTANT'S Project Manager shall be Mr. Cyrus M. Humphreys, III, P.E., Vice President of ACSI. Mr. Humphreys shall be responsible on a day-to-day basis for the conduct of ACSI's SERVICES and those of its subcontractor, Schema Systems, Inc. Mr. ~umphreys shall have ultimate responsibility for the actual design of the systems. Article 6 - Subcontracting 6.1 ACSI shall act as the prime contractor with respect to furnishing the SERVICES described in this AGREEMENT. The only second tier contractor which ACSI shall employ to fulfill its service obligations under this AGREEMENT shall be that of Schema Systems, Inc. (SSI). Mr. Glenn Matin, President of SSI, shall act as this firm's principal representative. Schema Systems, Inc.'s principal business location is 9900 Lakewood Boulevard, Suite 106, Downey, California. Firms which ACSI may employ for the development or reproduction of graphic arts, blueprinting, etc., shall be considered suppliers, not subcontractors, under the terms of the AGREEMENT. Article 7 - Confidentiality 7.1 ACSI hereby agrees to treat all information either acquired or developed by the CONSULTANT during the work covered by this AGREEMENT as confidential. Futher, ACSI shall require its subcontractor (SSI) to accept these same provisions within the agreement it shall sign with Schema Systems, Inc. Article 8 - News Releases 8.1 Neither ACSI or its subcontractor, Schema Systems, Inc., shall release any information pertaining to their work under this AGREEMENT to the news media without the express written permission of the CITY of Chula Vista. END OF ARTICLE A~ticle 9 - Consultant's Status 9.0 ACSI, and its specialty subcontractor, SSI, shall remain as to the CITY a wholly independent contractor. No agency relationship shall exist between ACSI, its subcontractor and the CITY and no representations, either written or verbal, shall exist to that effect. ACSI and it subcontractor shall provide management and consulting engineering SERVICES as defined further within this agreement. ACSI shall covent with the CITY to exercise its best professional skills and judgement during the performance of its services in fulfillment of its obligations under this AGREEMENT. Article 10 - Extent of Agreement 10.1 This AGREEMENT represents the entire and integrated AGREEMENT between the CITY and ACSI and supersedes all prior negotiations, representations or agreements, either written or oral. This AGREEMENT may be amended by written instrument signed by both the CITY and the CONSULTANT. Article 11 - Unavoidable Delays 11.1 Delays in, or failure of, performance by either party to the CONTRACT shall not constitute default or give rise to any claim or damages if and to the extent caused by or resulting from acts of God, acts of the public enemy, acts of governmental agency having jurisdiction, or any cause not reasonably within the control of the party claiming excusable delay. The cause of such excusable delay shall be remedied with all reasonable dispatch and performance under this CONTRACT shall be resumed immediately thereafter. Article 12 - Consultant's Responsibility and Insurance 12.1 CONSULTANT shall be responsible for and shall indemnify, defend and save harmless the CITY from and against any and all claims, demands and causes of action brought by any and all persons, and against any and all judgements in respect thereto on account of personal injury or death or on account of property damage or destruction or loss arising out of any act or omission of CONSULTANT, its officers, employees, agents, representatives or subcontractors. CONSULTANT's liability for loss of or damage to OWNER's property shall be limited to the valid and collectible insurance carried by CONSULTANT pursuant to paragraph 12.2 below. In no event, however, shall CONSULTANT be responsible for any consequential or indirect damages or loss of use arising by reason of the SERVICES performed hereunder, except as may be recoverable under the insurance carried by CONSULTANT pursuant to paragraph 12.2 below. 12.2 CONSULTANT shall carry and maintain in force all social insurances for all employees engaged in SERVICES required by law; comprehensive general liability insurance providing at least five hundred thousand US dollars ($500,000) coverage for all persons injured or killed or for loss or damage to property resulting from any one occurence; Comprehensive Automobile Liability insurance covering owned, nonowned and hired automotive equipment providing at least five hundred thousand US dollars ($500,000) coverage for injury, death or property damage occurring from any one occurrence; and professional liability insurance providing at least five hundred thousand US dollars ($500,000) in any one calendar year. If requested by the CITY, CONSULTANT shall have its insurance carrier(s) furnish to the CITY insurance certificates specifying the types and amounts of each policy, and a statement that no insurance will be cancelled or materially changed during the term of this AGREEMENT without thirty (30) days prior written notice to the CITY. The CITY may examine the original insurance policies or, at the CITY's option, CONSULTANT will furnish a copy properly certified by carrier(s). Article 13 - Inspection 13.1 The CITY shall have the right at all times to inspect service documents developed hereunder, including services provided by CONSULTANT's subcontractor. Inspection or noninspection shall not be construed as acceptance of any part of SERVICES nor as relieving CONSULTANT of its responsibility for said SERVICES. Article 14 - Suspension of Services 14.1 The CITY may, at any time, suspend any part of SERVICES, including all remaining SERVICES, for any reason whatsoever by giving notice to the CITY specifying the part of SERVICES to be suspended and the effective date of suspension which notice shall be immediately transmitted to CONSULTANT. CONSULTANT shall cease all work on said suspended part of SERVICES on the effective date of suspension. CONSULTANT shall continue to prosecute any unsuspended part of SERVICES. 14.2 The CITY shall not be held liable for any damages or loss of anticipated profits on account of suspension of any part of the CONSULTANT's scope of work or SERVICES. 14.3 The CITY may, at any time, authorize resumption of all or any part of the suspended part of the work hereunder by giving notice to ACSI specifying the scope of work to be resumed and the effective date of suspension withdrawal, which notice shall be immediately transmitted to CONSULTANT. Article 15 - Termination of Services 15.1 The CITY may, at any time, terminate any part of SERVICES, including all remaining SERVICES, for any reason whatsoever by giving notice to ACSI specifying the part of SERVICES to be terminated and the effective date of termination which notice shall be immediately transmitted to CONSULTANT. CONSULTANT shall cease all work on said terminated part of SERVICES on the effective date of termination. CONSULTANT shall continue to prosecute any unterminated part of SERVICES. 15.2 If the CITY has suspended all remaining SERVICES pursuant to Article 14 - Suspension of Services, CONSULTANT may give notice to the CITY of its intention to terminate all remaining SERVICES, provided at least ninety (90) calendar days have elapsed since the effective date of said suspension and the CITY has not given notice to CONSULTANT within said period to resume work. 15.3 If any part of SERVICES is so terminated, CONSULTANT shall not be entitled to payment for any costs related to said part of SERVICES incurred after the effective date of termination except for costs directly related to work performed by CONSULTANT in terminating, provided said work is authorized in advance by the CITY. 15.4 The CITY shall not be held liable for damages or loss of the CONSULTANT'S anticipated profits on account of such termination. Article 16 - City's Representative 16.1 The CITY's representative as nominated by the CITY, shall have the right to make final decisions on all questions involving the interpretation of the CONSULTANT's work or that of its subcontractor and any specification, drawings, and documents furnished by the CITY to the CONSULTANT. Article 17 - Notices 17.1 All notices required by AGREEMENT shall be in writing and shall be sent by registered mail to the CITY or CONSULTANT at their office addresses set forth in CONTRACT, or shall be sent by registered mail or handed to their duly authorized representatives. 17.2 The date of any notice shall be the date it is first received by the office of the addressee or the addressee, whichever is earlier. Article 18 - Govezning Law The validity and interpretation of this CONTRACT and the legal relations of the parties to it shall be governed by the laws of California. IN WITNESS WHEREOF, the parties have caused this CONTRACT to be executed in their respective legal names by their respective officers, thereunto duly authorized on the date first herein appearing. Alta Consulting Services, Inc. (ACSI) /Marla York. Secretary /~ohn' V. Deal~ Pres. CITY of Chula Vista, CA. Att es t .'~ ~ _~ ~~ By: Jennie M. Fulasz, City Clerk, CMC Gregory R. Cox, Mayor (type in name, title) (type in name, title) Approved as to form by Assistant City Attorney This exhibit contains an unabridged scope of work definition taken from ACSI's proposal prepared for the City of Chula Vista and dated February 26, 1985. Only the page numbers have been changed. P~ASE 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 existing conditions. The result of its findings shall form a common base from which all assumptions and successive project decisions may be made. The Consultant's findings will be documented in written form and shall hereinafter be referred to as the Consultant's "Baseline Organizational Description" or "Phase I Baseline Report". Specifically, the Consultant shall engage in the following tasks during its Phase I activities: 1. Radio System Study A comprehensive study of the City's existing radio systems shall be conducted. An inventory of equipment will be prepared noting design characteristics, age of equipment and condition. Remote transmitter and receiver sites will be inspected, characteristics of the installation will be noted. FCC licenses will be studied and interviews will be conducted with the City's director of communications to discuss system/equipment performance histories and specific problems. Furthermore, the Consultant shall independently study radio coverage, traffic volume, peak traffic, channel congestion, and shared channel agreements to fully understand current conditions. 2. Physical and Operational Characteristics of the Dispatch Center The Consulting team shall study the physical and operational characteristics of the City's existing Public Safety Answering Point (PSAP), its consoles and installed equipment. Service feeds, interface and terminal equipment for telephone, 911, ARJIS, CLETS and (1) /o 3 radio dispatching shall be studied along with the City's " means of= * handling of incoming calls for service; * the distribution of calls intra- and inter-agency; * the methods of receiving and maintaining location and status information for field units; * the dispatching of field units; * the configuration of responses; and * the dissemination of information concerning incidents in progress. 3. Analysis of Communications Traffic - The Consultant's CAD specialist will collect quantitative and qualitative data relating to police and fire department communications traffic. This will include radio, telephone, and data traffic information. Where such data are available in departmental records, it will be obtained directly. If not available, it will be collected through statistical sampling techniques using on-site observations. In addition, the team's CAD specialist shall perform an analysis of the existing traffic and develop a communications traffic and staffing level forecast. This activity will first determine which parameter(s) constitute a reasonable basis for correlation with the communications traffic. Next, based upon such parameters, a 10 year forecast of future communications traffic and staffing levels in yearly increments will be developed. A computerized model will relate the variables of staffing and traffic volumes from the radio and telephone activities to specific measures of performance. The City will be able to select the desired level of service in terms of the number of people who have to wait for service, how long the wait will be, and directly determine the required staffing level. This information will be presented in graphic form for ready interpretation. 4. Telephone, Telemetry and Alarm Facilities - Simultaneously, the study team shall study the City's (2) 911 system and its integration into the PSAP and radio dispatch center facilities. Ancillary circuits for use with telemetery and alarm circuits will be studied. Both the City's current and soon to be acquired telephone switching system will be studied. Particular attention will be given to its capabilities as configured along with its potential for enhancing existing and future communication circuits. 5. Collection of Demographic, Economic and other System Expansion Data - Additional activity will consist of the gathering of essential data about the City of Chula Vista and the other cities within the dispatch center area. Basic demographic factors such as population densities, population growth, jurisdiction and boundaries, etc., will be collected and analyzed. This data will also be identified and documented in the Consultant's Phase I Report. 6. Operating Cost Analysis - The Consuitant shall, with the assistance of the City Finance Director, collect descriptive cost data for the existing comunications operations. These will be analyzed and reported within its Phase I Report document. 7. Jail Surveillance and Sonitorin9 System - The ACSI team will study the existing system. Interviews will be held with jail administration and Watch Commander for the purposes of studying the existing system, its adequacies/inadequacies and overall characteristics. This information will be used by the Consultant in formulating recommendations for the development of an improved monitoring and control station. 8. ~mergency Operating Center - Finally, the ACSI/Schema team will study the City's Emergency Operating Center and its communication equipment. (3) 9. Report Document - The results of ACSI/Schema's study will be documented in writing. Narrative descriptions will be supplemented with tabular data, bibliographies, glossaries and appropriate appendices. 10. Presentation - A formal presentation by the Consultant shall address the written report described in (9) above. PHASE II - MASTER PLANNING & SYSTF~ RECO[~IENDATIONS 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 findings. Specific recommendations shall be offered which in the Consultant's opinion shall enable the City to improve law enforecement, fire and other radio and telephonic based city communication systems. More specifically, the Consultant's master plan shall include the following= 1. General Meeds and Requirements - Based on its Phase I study the Consultant shall identify both short and long range communication system needs. These shall be supported by descriptions of actual problems, local and national trends, demographic projections and the results of the Consultant's computerized system studies. This information shall be compared to the City's stated mission and public safety objectives. 2. System Model - The Consultant's master plan shall include a recommended system model. This model shall be described in writing and be depicted using diagrams, drawings and other graphic representations. Two or more developmental alternatives shall be presented for each operating department. By this process, the necessary and desirable capabilities, equipment, system components and overall configurations will be established. Constraining influences will be noted. Such influences (4) will include technical and cost limitations, legal or regulatory constraints and such practical aspects of implementation as the reasonable and orderly transition from current usages and operating practices to the proposed model system. The Consultant shall clearly describe how the model system shall support each of the operational departments without optimizing one over another. Interface requirements for each of the sub systems which permit the development of such a macro-system will also be described. All recommended alternatives embodied within the Consultant's system model shall be in accordance with the National Fire Protection Association (NFPA) recommended standard 1221 wherever practical. The Consultant shall develop a recommended PSAP and radio dispatch console design which will solve existing problems and support potential Class I, II or III* Computer Aided Dispatch (CAD) and Management Information System (MIS) applications. This improved layout will make provisions for the inclusion of existing equipment where possible so as to conserve useful devices/equipment. This recommended design shall also include a jail monitoring and control station to improve efficiencies and inmate management by the watch commander. 3. Construction Cost Estimates - Included within the Consultant's master planning i recommendations shall be a construction cost estimate based on the system model described above. This estimate shall consist of capital equipment, software, physical plant construction/renovation, system integration, insurance/bonding and contractor's and utility fee line items in accordance with the Consultant's phased implementation recommendations. 4. ~acilities Recommendations - The subject master plan shall include ACSI's recommended dispatch center configuration. This shall be in the form of a plan view schematic including optimum net square footage allocations by function. Special features which augment the installation, operation and maintenance of CAD/MIS, radio data, and telephone equipment shall be described in writing and depicted in * NFPA - Public Fire Service Communications 19~a (5) graphic form. In addition to these recommended architectural criteria, during its Phase III Services ACSI shall include electrical, mechanical and structural engineering criteria necessary to permit the development of a certified design which can be used to construct the augmentative facility renovations. (See Phase III services). 5. Intezagency Agreement Recommendations - The Consultant shall research opportunities for improving both intra and interagency communications within the City. The potential of cooperative agreements with neighboring cities will be studied as well. The optimum relationships will be described in the subject plan along with the Consultant's recommended operational requirements. 6. Staffing Requirements - Based on its Phase I Study and the model including its various iterations described in (2) above, ACSI/Schema shall study staffing levels required to achieve the proper operation and maintenance of the City's communication systems. These recommendations shall also be presented in tabular form showing FTE levels for each phase of the master plan's implementation. The effect of CAD and other germane technologies will be shown in terms of their effects on staffing levels. PHASE III - DESIGN It is anticipated that following the Consultant's Phase I & I1 efforts the City will review the Consultant's Master Plan and decide the extent to which it will implement the recommended plan. Whatever the scope of this initial implementation project is, it shall be defined hereinafter as the "initial stage". Therefore, the Consultant's Phase III & IV services as defined herein shall be applied to the scope of this initial stage of master plan implementation. System Design & Construction Documents The Consultant shall proceed to prepare actual designs once it has received the City's written authorization to do so. These designs shall consist of specifications, drawings, riser and flow diagrams and other industry accepted documents for the following systems. * Police Radio System; * Fire Radio System; * Administrative Radio System; * Dispatch Center Consoles; * EOC Consoles; * CAD System; and * Jail Monitoring System. These documents shall be developed by the Consultant in a biddable form and shall clearly describe and depict the scope of the contractor work/materials and services for each of the communication systems. Included shall be performance standards, workmanship standards, installation standards, test procedures and other germane requirements identified by both the City and the Consultant. Architectural and Engineering Criteria The Consultant shall propose a report which recommends to the City's Architect and his engineers specific space planning, facility , structural, mechanical, electrical, acoustical and (7) other pertinent criteria for the detailed development of each space associated with and for the support of the planned communications systems. Typically, the A&E document contains recommendations for all system related specialized spaces including: * space - (NSF), optimum location and characteristics; * special structural requirements - raised flooring, etc.; * acoustical performance criteria based on communication systems requirements; * doors and windows - acoustical treatment, sight lines, location; * glazing and special framing; * floor, partition and ceiling requirements/finishes (e.g. acoustical treatment, poured seamless flooring, etc.); * estimated heat loading; * air flow and filtering requirements; * electrical requirements - power and lighting; * special electrical fixtures; * system grounding requirements; and * signal conduit. Conduit Design Criteria Since all conduits in a new facility should be installed by the electrical contractor to facilitate the necessary power, lighting, and low voltage system coordination, the conduit design criteria package is developed for the use of the project electrical engineer in designing the low voltage systems conduit drawings. This package includes typical details, conduit routing requirements, and usually some drawing "mark-ups" showing special or unique requirements. After completion of the low voltage systems conduit drawings, ACSI will review them for conformance with the Consultant's stated requirements. PHASE IV PROCURF~NT AND INST~rJ.ATION SUPERVISION Following the City's decision to implement the first phase of its communication system master plan, and upon receipt of the City's direction to proceed, ACSI shall supply the two types of services described below. Contract Assistance Services These services allow for bid specification and RFP preparation, subsequent evaluation and negotiation of final contracts for all systems to be purchased within the first stage implementation of the master plan. 1. Prepare the necessary bid or RFP document packages to contractors including specifications and drawings, which fully describe the required systems and installation services and materials for the police & fire, EOC, and City management communications systems. These documents will include functional requirements, performance standards, required circuit technology, summaries of requirements by operating unit or department, required management control features, console designs, building and station wiring requirements, software requirements training and interface requirements prepared as a part of the working documents. 2. Prepare the necessary Request For Proposal (RFP) format for the Communication/Automation systems. RFPs shall indicate specific forms for response, technical specifications and implementation requirements as well as specific terms and conditions required by the City. 3. Prepare necessary addenda and respond to written vendor inquiries during the vendor proposal period. 4. Attend the pre-bid and pre-proposal conferences. Support to the City in responding to functional (9) and technical inquiries from vendors shall be available at these meetings. 5. Assist City authorities with a review of bid responses to determine general minimal compliance of bid specifications, especially city specific terms, conditions and requirements, and respond to exceptions taken by the bidders. 6. Evaluate proposals and prepare evaluation reports for the subject communication systems. These shall include evaluation of proposal for conformance to the stated requirements of the RFP and technical specifications. The report will include technical and financial analyses derived from established weighting of technical criteria and normalized price data. The document will present findings and recommendations in a manner which clearly and fairly justifies selection of the most responsive bidders. 7. As may be required and/or recommended, assist the City with oral interviews of the apparently most responsive proposers. 8. Present findings and recommendations to the City with definition and justification of methodologies and procedures. 9. Assist the City with the development of a suitable contract instrument to be used with the selected suppliers/installers. Principally, ACSI shall assist with the development of meritorious management controls and offer its knowledge of industry practices and policies. 10. Assist the City with final systems contract negotiations. (10) In~ll~tion Supervision Services These services encompass the ongoing limited supervision of the two or three specialty contractors who will be supplying, fabricating, installing and commissioning the electronic communications, automation, control and security systems described within this proposal. This supervision is assumed to occur entirely within the boundaries of the greater San Diego/Chula Vista Area. Costs associated with required remote contractor supervision due to such things as initial system setup and debugging in a distant city, should be provided for in the contract of the selected contractor(s) and are not normally the responsibility of the City. With the specific notations above, ACSI proposes the following construction administration services for those communications and automation system acquisitions associated with the City's initial master plan implementation phase. More specifically, ACSI shall: 1. Assist in the development of a schedule of proposed delivery dates for all systems and components. Sequential, parallel, and interdependent tasks shall be plotted to determine the interactions. Critical Path Methodology (CPM) or Program Evaluation and Review Technique (PERT) shall be used in establishing the schedule. 2. Assist with the review and approval of all systems-related shop drawings and submittals. This shall include staging, installation and cutover plans, equipment documentation and testing schedules. 3. Provide periodic site observation to monitor system equipment suppliers installation progress and quality of work. Attend occasional site meetings, document proceedings and prepare meeting notes or periodic reports establishing the levels of the contractor(s) conformance with project requirements. Monitor appropriateness of project assignments and agreed upon priorities and time commitments. 4. Assist and advise the City regarding progress payments to the contractors. Monitor and determine schedule requirements prior to approving payment. (11) 5. Monitor and provide assistance in the preparation of change orders as required. 6. Monitor development of the contractor's training programs. Review training materials for conformance with specifications/RFP. 7. witness final acceptance tests to be performed by the vendors on all systems and equipment to determine acceptability. Record the results of such tests and provide written recommendations for corrective action to bring each system into conformance with the applicable purchase specifications. (12) AC$I/SCIt~A, INC. Hourly Personnel Rate Chart Principals $85.00 Sr. Consultant 65.00 Sr. Engineer 60.00 Sr. Analyst 57.50 Project Planner 60.00 Engineer 55~00 Analyst 50 00 Designer 37 50 Drafter 32 50 word Processor 25 00 Secretary 25 00 1.) The above hourly rates include all salary, taxes, fringe benefits, overhead and profit. 2.) The above hourly rates are applied to all hours worked. No premium pay for overtime hours will be charged. 3.) The above rates will remain in effect for a period of 12 months after contract award. ACSI/Schema, Inc. proposes a 5% increase in the above rates per each 12 month period thereafter the engagement is active. 4.) Only those ACSI personnel directly devoted to productive work will be charged.