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HomeMy WebLinkAboutContract 40264-A2 (2)City Secretary Contract No. qba q 7&:2 AMENDMENT N0.2 TO CITY SECRETARY CONTRACT NO, 40264 PROFESSIONAL SERVICES AGREEMENT WHEREAS, the City of Fort Worth ("City") and .Buford Goff &Associates, Inc., ("Consultant") a South Carolina Corporation, collectively referred to as the "parties," made and entered into City of Fort Worth City Secretary Contract ("CSC") No. 40264 on May 25, 2010, ("Agreement"); and WHEREAS, the Agreement involves contract negotiations and development. of a Feasibility Study for the Radio System for the City of Fort Worth to include a Master Plan for Fort Worth and development of a Regional Master Plan; and WHEREAS, the parties have previously amended the Agreement. to expand the scope of services to include development of a feasibility study for Tarrant County 944 District's participation in a Regional Radio System; and WHEREAS, the parties now wish to amend the Agreement to expand the scope of services to include engineering and consulting services, including the provisioning of Quality Assurance and Quality Control Services in support of the P25 Radio System Upgrade Project, extend the term, and increase the compensation for the deliverables set forth in this Amendment. NOW THEREFORE, City and Consultant, acting herein by and through their duly authorized representatives, enter into the following agreement: 1. Section 1, Scope of Services, of the Agreement shall be modified to extend the services for Consultant to perform engineering and consulting services, including Quality Assurance and Quality Control Servjices i ���p81��i�i P25 Radio System Upgrade Project. Such services CITY SECRETARY �T. WORTH, TX 1 being specifically set forth in Exhibit "A," Statement of Work, which is attached hereto and incorporated herein for all purposes. 2. Section 25 Term, is hereby amended to extend the term of the Agreement to March 31, 20155 unless terminated earlier in accordance with the provisions of the Agreement. 3. Section 3, Compensation, is hereby amended to increase the contract amount by $2,900,000.00, increasing the total contract amount to an amount not to exceed $3,587,610.00, inclusive of all services and expenses. 4. All other provisions of the Agreement that are not expressly amended herein shall remain in full force and effect. [Signature Page Follows] a Executed in multiple originals on this( Sr day of , 2011. Accepted and Agreed: CITY OF FORT WORTH: Assistant (;ity Manager Date: ATTEST: By: Marty Hendrix City Secretary E� e APPROVED AS TO FORM AND LEGALITY: 36 Males is B. Farmer Assistant City Attorney Contract Authorization: Date Approved: rMIr,G G- 11"SaIn BUFFORD, GOFF &ASSOCIATES: By: Buford Goff & Associates, Inc. Date: Z/ t571 Zl1i, ATTEST: By: Name: Title: OFFICIAL RECORD CITY SECRETARY T. WORTH, TX 3 E kul IT «A» STATEMENT OF WORK A. Background The City of Fort Worth (City) is improving the City's Public Safety Radio System to support the delivery of essential services to the citizens of Fort Worth. In February, 2011, the City's radio System Consultant, Buford Goff & Associates, Inc. (BGA) completed development of the City's Radio Communications Master Plan that addresses: • The City's changing radio communication requirements as a result of federal, state, and local interoperability initiatives, the City's aging and increasingly unreliable existing radio system, and the increase in demand for public safety services as derived from the City's 2010 Comprehensive Plan • The coordinated evolution of the City's public safety radio system with planned upgrades to the radio networks occurring. within Tarrant County to ensure compatibility and to identify and act on opportunities for cost efficiencies • A negotiated purchase agreement with the City's primary radio system vendor, Motorola, to upgrade the existing public safety radio system to meet the operational requirements of the City Pursuant to the Radio Communications Master Plan, the City has entered into a contract with Motorola to upgrade the City's radio system as follows: Architecture —The current City system will be upgraded to the APCO P25 Digital platform that is the industry standard for public safety interoperability. The upgraded system will leverage the City's existing P25 Master Switch, P25 capable subscriber units, and five radio tower sites. The upgrade will also include the addition of a sixth radio tower site near Aledo. Capacity and Coverapre The upgraded system will provide added "talk" capacity for Police, Fire, and Emergency Management and is sized to support anticipated growth through 2029. The upgraded system will offer expanded coverage for the west side of the city including the Walsh Ranch area. The system will also be expandable to accommodate additional sites, when necessary, to provide coverage for the extra territorial jurisdiction (ETJ). Interoperability —The upgraded system will provide direct interoperability with Arlington, NETCO, the City of Dallas, DFW Airport, and the North Central Texas Council of Governments P25 Overlay System. These connections are standards based and are consistent with the "system of systems" approach contained in the Texas SCIP and the North Central Texas RICP. System Monitoring —During the four year warranty period the infrastructure of the upgraded system will be monitored 24x7x365 by Motorola. Motorola will be responsible for responding to system alarms, performing remote diagnostics, and dispatching field technicians as needed to resolve system problems. Motorola will also be responsible for producing management reports necessary for tracking system performance, availability, and capacity. Data Capabilities — The upgraded system will also include a Public Safety PS LTE System to provide data capability to first responders. The City's PS LTE System will be connected to and utilize services from, Harris County's PS LTE Evolved Packet Core (EPC) System. B. Services In support of the City of Fort Worth Radio System Upgrade Project, inclusive of the City's Public Safety LTE component, Buford Goff & Associates, Inc. (BGA) will provide independent Quality Assurance (QA) and Quality Control (QC) Services to the City as follows: 1. Contract Compliance a. Review the Motorola contract and related procurement documents to establish an order of precedence. b. Develop a Requirements Verification Traceability Process as a basis to ensure that all services and deliverables referenced and agreed to in the contract documents are received by the City. c. Monitor and review technical changes to the contract in accordance with the procedures outlined in the contract. d. Review all deliverables and services provided under the contract and advise the City relative to acceptance and payment. e. Review and report status of accomplishment of all contract requirements at the time of Final System Acceptance. 2. Vendor Performance a. Conduct a review of the detailed design documents and plans to include sites, towers, facilities, trunked radio system (infrastructure, remote site electronics, dispatching, subscriber equipment), microwave backbone, and test plans. b. Participate in Detailed Design Review (DDR) meetings and teleconferences with the City and Motorola to resolve all issues and complete the DDR process. c. Sub -System, System, and Final Acceptance test plans d. Independent oversight of the Factory Acceptance Test process. c. Analysis of each system and/or subsystem final test results to validate that Motorola is providing a system that conforms to the contract requirements. d. Monitor Motorola's adherence to applicable federal and state requirements. b. Review system coverage results. C. Review system functionality. 3. Project Management Support a. Assist the City's Project Manager in the initial development of the following project documents: i. Project Management Plan ii. Project Scope iii. Work breakdown structure (VMS) iv. Development of project phases v. Estimated activity resources and durations 5 vi. Baseline project schedule vii. Estimated costs and project budget viii. Stakeholder Register ix. Project Communications plan x. Risk Management Plan xi. Procurement Plan . Project/Phase Closeout Documentation b. Participate in project meetings as necessary to form an independent assessment of project status and report accordingly. 4. City of Fort Worth Responsibilities a. Review, comment, and provide guidance relative to the City's following project responsibilities: i. Re -license of all frequencies currently used for System 1 and System 2 and five data frequencies for operation on the upgraded system ii. Modifications to all radio system tower sites and dispatch locations as required by the City and as stated in the Motorola Astro 25 Migration Proposal submitted to the City of Fort Worth and dated January 18, 2011. iv. Connection of all sites, prime, master, and dispatch sites to the new microwave system. Upgrade of computer hardware and software for partners retaining Gold Elite consoles. b. Assist the City with planning and preparations for operational transition to the P25 radio system. c. LTE Deployment i. Development of project schedule and budget associated with the deployment of PS LTE Network. ii. Formulation of the operations and maintenance sustainment models for the PS LTE Network. iii. Development of subscriber fee structure for users of the City's PS LTE Network. iv. Support all necessary negotiations, coordination and development of inter- agency agreements with Harris County for use of their PS LTE Core. v. Development of system features and functions that Harris County will provide with the use of the Harris County EPC, C. Deliverables 1. Quality Assurance Plan 2. Requirements Verification Traceability Report (RVTR) 3. Monthly Quality Assurance Reports 4. Corrective action plan(s) or remediation plan(s) as required 5. Supporting documentation for acceptance and payment for deliverables 6. Quarterly Executive Presentation to City Management 7. Final Assessment Report 3 D. Term Provisioning of QA/QC Services will commence on or before July 1, 2011 and will conclude by March 31, 2015. A Final Executive Briefing will be made to the City of Fort Worth during the month of March, 2015 regarding final project status and project closeout. The City will provide BGA with annual work releases as supported by the project budget and in coordination with the City's annual budgeting process. BGA understands that the agreement between BGA and City may be cancelled at anytime for non. appropriation of funds. During the term of the agreement BGA agrees to comply with the City's Minority and Women Business Enterprise Participation goals. E. Work Schedule and Deliverables Project milestones for the QA/QC effort are as follows: Com letion Date Activity/Milestone Descri tion July 1, 2011 QA/QC Project Kick-off July 31, 2011 Completion of Contract Review and Development of RVTM August 15, 2011 Completion of Project Management Plan Review August 31, 2011 Completion of Detail Design Review December 31, 2011 Factory Acceptance Testing — Equipment Ships to Field June 30, 2012 Phase 2 Cutover June 30, 2013 Phase 3 Cutover October 31, 2014 Migration Complete — CFW and Partners December 31, 2014 Decommissioning of Current System February 15, 2015 Project Closeout Activities Complete March 15, 2015 Final Executive Presentation F. Payment Schedule BGA will prepare and submit forty-five (45) equal monthly invoices in the amount of $64,444. Each invoice will contain the following line items: • $61,111 for services rendered during the prior month in support of the P25 upgrade • $3,333 for services rendered during the prior month in support of the PS LTE deployment Each invoice will include a summary of labor performed for the period. Upon receipt of a satisfactory form of invoice and completion of a Milestone Acceptance Form as set forth in Section 27 of the Agreement, the City will make payment to BGA within thirty (30) days. Total compensation to BUA for this engagement will not exceed the following: $2,750,000 for the services rendered relative to the P25 Upgrade $ 150,000 for the services rendered relative to the LTE Deployment $2,900,000 Total compensation for all services provided 0 M&C Review QfttCtal 5tte of t f� (Dty of F6 t Wog t .., Teva CM ity Council Agenda FbirrWORTIJ COUNCIL ACTION: Approved on 6/14/2011 - 19735-06=2011 DATE: 6/14/2011 REFERENCE NO.: G-17303 LOG NAME: N T AX NOTEE S 11 CODE: G TYPE: NON -CONSENT PUBLIC HEARING: NO SUBJECT: Approve One -Time Exception to the Financial Management Policy Statements to Allow the Use of Debt Structures Involving Balloon Payments for the Sole Purpose of Financing the Upgrade to the City's Public Safety and Public Works Radio Communications System Via Tax Notes, Adopt Ordinance Authorizing Issuance of Tax Notes in the Principal Amount of $43,050,000,00, Approving the Sale of the Notes to JP Morgan Chase, Providing for the Levy, Assessment and Collection of a Tax Sufficient to Pay the Interest on Said Notes, Create a Sinking Fund for the Payment of the Principal Thereof and Ordaining Other Matters Related Thereto, Authorize Execution of a System Purchase Agreement in the Amount Not to Exceed $39,345,641.55 with Motorola Solutions, Inc., for Equipment and Professional Services Using a Houston -Galveston Area Contract, and Authorize Execution of Amendment No. 2 to City Secretary Contract No. 40264 with Buford Goff & Associates to Provide Engineering and Quality Assurance Services in the Amount Not to Exceed $2,900,000.00 RECOMMENDATION: It is recommended that the City Council : 1. Approve a one-time exception to the Financial Managernerzt Policy Statements to allow the use of debt structures involving balloon payments for the sole purpose of financing the upgrade to the City's Public Safety and Public Works radio communications system via Tax Notes; 2. Adopt the attached ordinance authorizing the issuance of Tax Notes in the principal amount of $43,050,000.00, approving the sale of the notes to JP Morgan Chase; providing for the levy, assessment and collection of a tax sufficient to pay the interest on said notes and to create a sinking fund for the payment of the principal thereof and ordaining other matters related thereto; 3. Authorize execution of a system purchase agreement in the amount not to exceed $39,345,641.55 with Motorola Solutions, Inc., for equipment and professional services using Houston -Galveston Area Contract number RA01-08; and 4. Authorize execution of Amendment No. 2 to City Secretary Contract No. 40264 with Buford Goff &Associates to provide engineering and quality assurance services in the amount not to exceed $2,900,000.00. DISCUSSION: http://apps.cfwnet.org/council packet/mc_review.asp?ID=15442&councildate=6/14/Z011 (1 of 4) [6/16/2011 10:0925 AM] M&C Review If approved, this M&C will approve a one-time exception to the Financial Management Policy Statements (FMPS) regarding debt structures with balloon payments, authorize the issuance and sale of Tax Notes to JP Morgan Chase in order to fund the project to upgrade the City's public safety and public works radio communications system instead of using the Iease-purchase agreement previously approved, and authorize the execution of the related purchase and services agreements. The FMPS, adopted by the City Council on December 14, 2010, prohibits balloon debt repayment schedules which consist of low annual payments and one large payment of the balance due at the end of the term. However, due to a unique combination of circumstances, including rare market conditions, financing restrictions, and the urgency of the project to ensure continued maximum public safety, staff is seeking a one-time exception to the policy for the sole purpose of funding this long-term project via Tax Notes which have a maximum life of seven years. The principal pay -down schedule would mirror a standard 10-year issue for the first six years, thus avoiding the spirit of typical balloon -payment financing. It is anticipated that the Tax Notes wilt be refunded prior to final maturity to accomplish proper amortization periods. On May 17, 20111 (M&C P-11234 revised) the City Council approved the acquisition of hardware, software and services to upgrade the City's public safety and public works radio communications system. On this same M&C, the staff recommendation was to fund this project via a lease -purchase agreement with Motorola. On today's Agenda is M&C G-17302 for separate consideration as staffs recommendation to rescind that authorization and repeal the related ordinances. Because of current market conditions, the City can finance this project quickly via Tax Notes, resulting in a projected savings of approximately $500,000.00 annually over the lease -purchase cost. Although the method of financing is transferring from lease -purchase to financed purchase, the General Fund will continue to be the source of repayment. The upgrade to a current generation digital system will more effectively meet the requirements of first responders, and fulfills state and federal objectives for interoperability amongst the region's similar agencies. This system will replace the City's current system acquired in 1992, which is no longer supported by the manufacturer. On September 16, 2008, M&C C-23055 was approved, authorizing Buford Goff and Associates, Inc., (BGA) to perform an assessment of the public safety radio system. In March 2009, BGA presented a report that key components of the system had reached end of their life expectancy, were no longer supported by the manufacturer and could suffer failures when taxed by emergencies and increased traffic. In light of these factors, the City was encouraged to act as soon as possible. On May 18, 2010, City Council approved M&C C-24221 authorizing BGA to develop a master plan for the City to upgrade its radio systems, and negotiate a competitively -priced agreement with the City's communications provider, Motorola Solutions, Inc. The master plan reinforced the urgency of the 2009 study. Given the current fragile state of the system, increasing service outages, the unavailability of replacement parts, and the financial challenges the City is facing, the Master Plan attempted to balance these factors and ensure a stable, reliable and secure communications infrastructure for Police, Fire, Water, Transportation and Public Works, Parks and Community Service and other City departments. t�ttp:/fapps.cfwnet.org/c�unci��acket/mc reviEw.asp'Ia=1�442&courc7date=6/14/�011(2 of 4J (6i lb/2011 10:09:25 RM] On June 15, 20101 M&C C-24272 was approved to authorize the acquisition of the Project 25 (P25) standard master switch, or the core, of a current generation radio system along with one small site to operate as a potential backup to the existing system. The plan proposed by BGA and Motorola Solutions, Inc., builds upon the installation of this master switch and the initial site. Because of the magnitude of this project, the full build -out and migration is expected to require almost 48 months to complete. Assuming contract execution in July 20111 the project would be scheduled for completion in the first quarter of 2015. The total cost %J the project is estimated not to exceed $53,000,000.00. This total includes $39,345,641.55 for hardware, software and services acquired through the System Purchase Agreement with Motorola Solutions, Inc.; $2,900,000.00 for engineering, consulting, and other professional services from BGA through March 2015; and additional costs for project management and site construction. Additional M&Cs will be submitted to the City Council for approval of these other project costs as necessary. Staff recommends execution of the System Purchase Agreement with Motorola Solutions. Under this agreement, the system implemented will include expanded coverage areas, specifically in west Fort Worth and at Texas Motor Speedway, and it will provide additional security features which will help prevent unauthorized monitoring of public safety communications transmissions. Public works personnel will also utlize a segment of this system, and if a significant event occurs, public safety personnel will have access to the public works portion as well. Ongoing support capabilities will be enhanced through 7x24 monitoring and dispatch by Motorola's network operations center. Staff also recommends execution of Amendment No. 2 to City Secretary Contract No. 40264 with Buford Goff & Associates for the provision of engineering, consulting and other professional services through March 2015. These services will include detailed work regarding system design reviews, frequency licensing, acceptance testing and other critical program functions. Staff is continuing to explore cooperative measures with other agencies for potential cost sharing and joint participation. This project is structured in such a way to enable such measures if they are realized in the future. It is anticipated that the Crime Control and Prevention District (CCPD) will transfer funds, at a future date via M&C, to offset a portion of the total cost and provide a funding source for the Fiscal Year 2012 debt service payment. Additionally, it is anticipated that the City Manger's Proposed Budget will include General Fund debt service transfers beginning in Fiscal Year 2013. PRICE ANALYSIS - The HGAC contract offers fixed discounts ranging from five percent to 25 percent, which remain unchanged from the previous purchase Agreement approved by City Council on March 18, 2008, M&C P-10750. Staff reviewed the pricing and determined it to be fair and reasonable. COOPERATIVE PURCHASE - State law provides that a local government purchasing an item under a cooperative purchasing Agreement satisfies any state law requiring that the local government seek competitive bids for purchase of the item. The Houston -Galveston Area Council contract was competitively bid to increase and simplify the purchasing power of government entities. M/WBE - Buford Goff and Associates, Inc., agrees to maintain its initial M/WBE commitment of five percent that it made on the original agreement and extend and I ll.t N••ititi! Prfi• I.IW�CI.VIyitlVtJtllll � 111� ICCri.G� N1V-1 Jr7TCplU0r�fI T� ivtZO tV)i LVltllUdtC-1l1�VG11 10.09.LJ QM i i M&C Review maintain that same M/WBE commitment of five percent to this Amendment No. 2. Therefore Buford Goff and Associates, Inc., remains in compliance with the City's M/ WBE Ordinance and attests to its commitment by its signature on the Acceptance of Previous M/WBE Commitment form executed by an authorized representative of its company. A waiver of the goal for M/WBE subcontracting requirements for Motorola Solutions, Inc., was approved by the M/WBE Office because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible. FISCAL INFORMATION/CERTIFICATION: The Financial Management Services Director certifies that funds will be available upon completion of the sale, closing and delivery of approximately $43,050,000.00 City of Fort Worth, Texas, Tax Notes, Series 2011. The Financial Management Services Director also certifies that funds will be available to make the debt service payments on these obligations, and funds will be available in the General Fund, as appropriated, to satisfy the City's obligations. TO Fund/Account/Centers FROM Fund/Account/Centers Submitted for City Manager's Office by Originating Department Head: Additional Information Contact: ATTACHMENTS note ord draft 060611.doc Karen Montgomery (6222) Lena Ellis (8517) James Mauldin (2438) http://apps.cfwnet.org/council�acket/mc_review.asp?ID=15442&councildate=6/14/201i (4 of 4) [6/16/2011 10:09:?5 AM] M&C Review Offir_tai. S!te of the City of rrjrt V.fra th cl City Council Agenda COUNCIL ACTION: Approved on 7/19,2011 - Ordinance No. 19780, 19781 and 19782 REFERENCE 04APPROPRIATIONS P25 DATE: 7/19/2011 NO.. G-17327 LOG NAME: INFORMATION SYSTEMS FUND CODE: G TYPE: NON- PUBLIC NO CONSENT HEARING: SUBJECT: Adopt Supplemental Appropriation Ordinances Increasing Appropriations in the Information Systems Fund by $2,700,000.00 and Decreasing the Unaudited, Unreserved, Undesignated Information Systems Fund Balance by the Same Amount, Increase Appropriations in the Information Systems Fund by $42,900,000.00 from Proceeds of the Sale of Tax Notes and Transfer Funds to the Information Systems Capital Projects Fund for the Purpose of Upgrading the City's Public Safety Communications System (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council: 1. Adopt the attached supplemental appropriation ordinance increasing appropriations in the Information Systems Fund by $2,700,000.00 and decreasing the unaudited, unreserved, undesignated Information Systems Fund balance by the same amount; 2. Adopt the attached supplemental appropriation ordinance increasing appropriations in the Information Systems Fund by $42,900,000.00 from the proceeds of the sale of Tax Notes to Jr Morgan Chase as approved in M&C G-17303; 3. Authorize the transfer of $45,600,000.00 from the Information Systems Fund to the Information Systems Capital Projects Fund for radio system replacement; and 4. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the Information Systems Capital Projects Fund by $45,600,000.00 from available funds. DISCUSSION• http://apps.cfwnet.org/council packet/mc_review.asp?ID=15534&cauncildate=7/19/2011(1 of 2) [7/20/2011 8:40:45 AM] M&C Review On June 14, 2011, Council approved M&C &17303 authorizing execution of a system purchase agreement with Motorola Solutions, Inc., for the upgrade of the City's public safety communications system. The M&C also authorized the sale of Tax Notes to partially finance the cost of the project. As referenced in the M&C, total cost of the project is not to exceed $53,000,000.00. The purpose of this M&C is to transfer $45,600,000.00 in available funds to the Information Systems Capital Project Fund for the public safety communications system upgrade project. Funds include $42,900,000.00 from the sale of Tax Notes and $2,700,000,00 from the Information Systems Fund balance. An additional $5,000,000.00 for this project has been included in staffs proposed Fiscal Year 2012 budget for the Fort Worth Crime Prevention and Control District (CCPD). Contingent upon the CCPD Board of Director's and the City Council's approval of the Fiscal Year 2012 budget as proposed, an additional appropriation M&C will be submitted to Council later this year. Dispersal of project funds will begin in July 2011 and continue through the project completion scheduled for March 2015. FISCAL INFORMATION/CERTIFICATION: The Financial Management Services Director certifies that upon approval of the above recommendations and adoption of the attached appropriation ordinance, funds will be available in the current capital budget, as appropriated, of the Information Systems Capital Projects Fund. TO Fund/Account/Centers 1) P168 538040 0041000 P168 538040 0041000 3&4) P251 476Q68 041Q3017352Q 4) P251 539120 041030173520 $2,700,000.00 $42,900,000.00 $45,600,000.00 $45,600,000.00 Submitted for City Manager's Office by: Originating Department Head: Additional Information Contact: ATTACHMENTS 04APPROPRIATIONS P25 INFO SYS FUND Recl,doc 04APPROPRIATIONS P25 INFO SYS FUND Rec2,doc 04APPROPRIATIONS P25 INFO SYS FUND Rec4,doc FROM Fund/Account/Centers P168 538040 0041000 1) 3 & 4) P168 538040 0041000 Karen: Montgomery (6222) Pete Anderson (8781) Steve Ureiffert (2221) Alan Girton (8484) $2,700,000.00 $45,600,000,00 http: ;/��,75.Cf!^.rR?t.Or�/rniin�il �atl{pt/m=rPyiPui_?cr7TI1-15534tLrniinrilrlatg=7/1Q/�n11 `7 nf'7� ��1�0/20!! 8:44:45 P.M]