HomeMy WebLinkAboutContract 40264-A4 (2)City Secretary Contract No. Lm�) Vezlpq
AMENDMENT N0.4 TO
CITY SECRETARY CONTRACT N0.40264
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 Ciry 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 CSC No. 40264 via CSC No. 40264-
Al to expand the scope of services to include development of a feasibility study for Tarrant
County 9-1-1 District's participation in a Regional Radio System; 40264-A2 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; 40264-A3 to expand the
scope of services to include professional consulting services to (i) review and comment on the
City's draft Request for Proposals (RFP) for the tower replacement and site development
specifications for the Ciry's radio tower located at 1519 11 `h Avenue, Fort Worth, Texas; (ii)
evaluate vendor responses to the RFP and make recommendations on the vendor selection
process; and (iii) increase the compensation for the deliverables; and
WHEREAS, the parties now wish to amend the Agreement to expand the scope of
services to include professional consulting services to (i) develop a Regional Broadband Master
Plan (RBMP)5 (ii) develop Policies and Procedures for implementing the new P25 800 MHz
����Iti�B MAY 3 0 �D13
digital trunking radio communications systems and (in) 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 expand the scope of
services for the Consultant to include (i) developing a Regional Broadband Master Plan (RBMP)
and (ii) developing Policies and Procedures for implementing the new P25 800 MHz digital
trunking radio communications system. Such services being more specifically set forth and
described in Exhibit "A," Statement of Work, which is attached hereto and incorporated herein
for all purposes.
2.
Section 3, Compensation, is hereby amended to increase the contract amount by an
amount up to $116,260.50, increasing the total contract amount to an amount not to exceed
$3,729,010.50, inclusive of all services and expenses.
3.
All other provisions of the Agreement that are not expressly amended herein shall remain
in full force and effect.
[Signature Page Follows]
Executed on this Jd'day of a ? -2013.
CITY OF FORT WORTH:
By'
sistant City Manager
Date: 5 �j
ATTEST:
By:
City
�i►�FA"I
°°o4000I
A
APPROVED AS TO FORM
LEGALITY:
By:
Maleshia Be Farmer
Senior Assistant City Attorney
Contract Authorization:
M&C: C- 24a"
Date Approved: 5 Zl 13--
/:�►`i7
BUFORD GOFF &ASSOCIATES, INC.
By: 4YAW
Michael E. Corbett
Vice -President & Director,
Buford Goff & Associates, Inc.
Date: t/�o�i 3
TTEST
Name: Turner
Title: A.Cccx.Ant-ant-
EXHIBIT A - STATEMENT OF WORK
Introduction
The City of Fort Worth has requested BGA to provide separate but overlapping services pertaining
to a Regional Broadband Master Plan (RBMP) and the development of Policies and Procedures for
the P25 Radio System. The two part Statement of Work below addresses the scope of services
and milestones associated with these respective work efforts.
SOW PART 1 -Regional Broadband Master Plan (RBMP)
A. Background
In 2012, the U.S. Congress passed the Middle Class Tax Relief and Job Creation Act of 2012 (Act)
which provides for the establishment of a National Public Safety Broadband Network (NPSBN).
The Act directs the National Telecommunications and Information Administration (NTIA) to
establish a grant program to assist State, regional, tribal, and local jurisdictions with identifying
planning, and implementing the most efficient and effective means to use and integrate the
infrastructure, equipment, and other architecture associated with the nationwide public safety
broadband network to satisfy the wireless broadband and data services needs of their jurisdictions.
Pursuant to the conditions set forth in the Act, it is expected that the State of Texas, Department of
Public Safety (DPS), working in conjunction the NTIA, will begin Education and Outreach activities
associated with the development and implementation of the Texas portion of the NPSBN on or
about July 1, 2013.
Similar to the Regional Radio System Master Plan (Plan) completed in 2009 by Buford Goff &
Associates, Inc. (BGA), the region now desires to develop a Regional Broadband Master Plan
(RBMP) that will set the strategic direction for key stakeholders in the region relative to the NPSBN
initiative and align the region with the State of Texas NPSBN planning activities. The RBMP will
address the wireless broadband data requirements of the region, proposed network architecture
capable of meeting those data requirements, interoperability with State of Texas broadband
initiatives, budgetary estimates to build and operate the network, recommended stakeholders and
user groups, potential for public -private partnerships, and a timeline for implementation.
B. Services
In support of the development of the Regional Broadband Master Plan (RBMP), BGA will provide
the following services:
Regional Broadband Master Plan (RBMP)
a. Develop the Regional Broadband Master Plan that provides the strategic direction for the
region in terms of the NPSBN and in coordination with Texas DPS.
i. Assist in identifying and .organizing and coordinating regional public
and private stakeholders into a RBMP Workgroup.
ii. Prepare and conduct informational sessions for the RBMP Workgroup
to provide background and other relevant information regarding the
NPSBN and public -private partnerships.
Conduct interviews and/or work sessions with Dallas, Irving, Arlington,
Addison, Fort Worth and additional Stakeholders as identified by the
RBMP Workgroup.
Assist the RBMP Workgroup in coordinating planning activities with
representatives of Texas DPS, the NCTCOG, and other external
organizations as required.
v. Provide technical support to the RBMP Workgroup regarding wireless
broadband technologies.
vi. Prepare draft and final versions of RBMP components, including
document narratives, network architecture, budgetary estimates, and
governance models to facilitate discussion and gain concurrence.
vii. Prepare draft and final versions of executive presentations and
informational brochures.
viii. Participate in meetings with other potential regional PSBN partners, or
other private entities to develop supplemental narrative information.
ix. Participate in any federal or state technical assistance workshops
related to the NPSBN as directed.
x. Assist in preparing questions and comments related to the state or
federal PSBN business and technical plans for use by the ROMP
Workgroup during any meetings with state or federal NPSBN entities.
xi. Assist in development of initial outreach and education plans and
procedures as required.
b. Develop regional governance options and alternatives for the RBMP Workgroup's
considerationI
G. Work Schedule and Deliverables
This work will commence on or before June 10, 2013 and will conclude by September 13, 2013.
Project milestones for each work effort are as follows:
Completion Date
Activity/Milestone Description
June 10, 2013
Project Kick-off
July 8, 2013
Stakeholder Interviews Complete
July 12, 2013
Network Architecture Submitted for Review
July 26, 2013
Budgetary Estimates Completed
August 2, 2013
Regional Governance Structure Complete
August 9, 2013
Draft RBMP Submitted for Review
August 30, 2013
RBMP Finalized
Sept 6, 2013
Executive Presentation and Informational Brochure Finalized
Sept 13, 2013
Project Closeout, Work Effort Complete
D. Staffing Plan
BGA understands that the Region desires to leverage BGA's technical knowledge relative to
regional public safety communication networks along with BGA's local and national perspectives
regarding the planning and governance of public safety networks. Likewise, BGA is sensitive to,
and protective of, its existing commitments and resource allocations relative to the P25 Upgrade
Project and the Holly Tower Replacement Project, Accordingly, BGA proposes the following
staffing plan for the Region's consideration:
Darrell Clark — Mr. Clark will provide administrative level oversight and direction for the RBMP
effort and will continue to liaise with the City of Fort Worth and the P25 Project Sponsor as he
does currently. There will be no impact to Mr. Clark's ongoing responsibilities or duties with
respect to the P25 Upgrade project or the Holly Tower Replacement Project.
Jeff Stock — Mr. Stock will be the primary BGA point of contact for the RBMP effort and will report
to Regional Broadband Planning Workgroup as directed. Mr. Stock will be responsible for
provisioning of all BGA services, and internal coordination within BGA, and the submission of all
project deliverables.
Alonna Barnhart —Mrs. Barnhart is responsible for coordinating BGA's NPSBN program across
our existing client base. Mrs. Barnhart will be assigned directly to the RBMP effort and will
participate in stakeholder interviews, RBMP Workgroup sessions and executive presentations as
required. Mrs. Barnhart will also participate in the preparation of all RBMP deliverables.
Rod McLain — Mr. McLain is BGA's Lead Technical Advisor on broadband technologies. Mr.
McLain is currently responsible for providing quality assurance and strategic planning services in
support of the State of Mississippi's implementation of their statewide LTE network. Mr. McLain
will be assigned to the RBMP effort to develop the conceptual network architecture and to provide
guidance to the RBMP Workgroup relative to technical issues.
The figure below illustrates the structure of the BGA Team.
Regional Broadband
Planning Workgroup
Jeff Stock Darrell Clark
Delivery Manager — — — — — — gGA
Alonna Barnhart Rod McLain
PSBN Program LTE Technical
Advisor
BGA Regional Broadband Master Plan Team
E. Payment Schedule
Regional Broadband Master Plan
BGA will perform the services described in Section B in accordance with the work schedule
described in Section C for a firm fixed price, to include all labor and expenses, of $66,921.
This amount shall be invoiced in three equal monthly amounts and compensated within 30 days
as follows:
Months 1 thru 3
But shall not exceed
$22,307 per month
$66,921 Total
SOW PART 2 — P25 Policies and Procedures
A. Background
The City of Fort Worth Information Technology Solutions Department is in the process of
implementing a P25 800 MHz digital trunking system. The new system consists of six simulcast
sites and an ASR site supporting nearly 10,000 combined city and external customer subscribers.
The new radio communications system involves migration to a new technology platform,
significant installation of new infrastructure and subscriber equipment and new methodologies for
operation and maintenance. Therefore, the City deems it necessary to establish new and
refreshed Polices and Procedures (PP). The City and BGA have compiled a prioritized list of PP
that must be developed in order to administer and manage the P25 800 MHz digital trunking
system.
The City of Fort Worth's IT Solutions Department has requested Buford Goff &Associates, Inc.
(BGA) to provide a proposal for consulting services to scope, manage, develop, coordinate, draft,
review and finalize the PP described above in conjunction with City SME's.
B. Policies and Procedures (PP) Prioritized List
Table 1 below is the prioritized list of PP that forms the basis of this SOW.
Policies and Procedures (PPj Prioritization and Categorization
Priority
Category
Policy or Procedure
CFW SME
Phase 3
Critical
1
Subscribers
ID's - TG and Individual ID allocation
Douglas
Yes
plan including TG naming policy
2
____ . _
Asset
._... _ _.. ___ ._._ ----- . _ _ _ .___. __ ....__
Subscriber Asset Management Process
______ _. _._
Dominic
Yes
Management
3a
Subscribers
New subscriber activation plan including
Craig
Yes
encryption
3b
Subscribers
Subscriber Repair - Shop 2nd day
Craig
Yes
service plan coordinated with Motorola
CSP
3c
Subscribers
Spare Subscriber Management Plan
Craig
------------
Yes
4
Subscribers
Encryption Management
Rich
Yes
----- — _
5
— — - -- ----
Subscribers
-- — ----- ------ - ---------
Subscriber Template Management and
------------
Larry
T
Yes
Configuration Programming Guidelines
6
Subscribers
Lost or compromised radio
Craig
Yes
0
{7
12
13
Security Security Policy for external customers Rich Yes
that defines the required infrastructure,
subscribers, hardware, software,
configuration and operating procedures
for access and connection of external
customers to Fort Worth,
Security Network Security - OS Upgrades and Rich Yes
Patches
- --- - -- _ _. --- . _ _. -- ----------- --- - -- - - -
System System Management Access Policy that Craig Yes
Management defines the capabilities, allowable
features and functions permitted to
external customers that will differ based
on their connection to Fort Worth.
System System Management - Craig Yes
Management NETCO/Mansfield/Irving - System
Management permissions, password
protections, responsibilities.
System System Management -Johnson County - Craig Yes
Management Does not have System Management
Terminals. Process for Johnson County
service needs.
Operations Failure and Fallback operating Craig No
procedures that define specific modes
and severity levels and how they would
be handled at an administrative and
technician level, dispatcher level and end
user. Phase 3 — CFW Operations, Craig
will add to work already in progress.
External Interoperability policies and procedures Craig No
Agencies that may encompass the existing
dynamic Interoperability plan as well as
specific operating methodologies with
external customers and other entities,
outline upgrade requirements, subscriber
configuration etc. These would be based
on type of connection. Phase 3 — tie in
to the Master ILA.
a. Interzone and DSR Customer
(Specific to Irving)
b. Dispatch and Subscribers
14 I Training I Training policies for Fort Worth and I Douglas I No
external customers based on their role
and level of involvement. Policy would
define a process to acquire a minimum
required training and recommended
training based on content, features and
functions and perhaps specific courses.
15 � Operations � Chronic Issue Resolution Process � Craig ( No
16 � Operations � Root Cause Analysis � Craig � No
17 I Asset I Infrastructure Asset Management I Dominic I No
Management Process (Phase 3)
18 � Operations � BDA Policies and Procedures � Rand � No
Table 1: PP Prioritized List
C. Services
BGA worked with the City of Fort Worth to develop and then jointly review and prioritize the list of
critical PP in table 1. BGA then evaluated the scope, level of complexity and time to complete the
PP based on our knowledge of the City's goals. BGA has categorized each PP based on level of
work effort as outlined in the table 2 below.
BGA Classification Description
Low Complexity Existing policy or procedure exists that must be refreshed for P25 and/or
minimal development is necessary. One SME meeting to gather requirements,
one to review and one meeting to finalize.
Medium Complexity I Policy or Procedure development required with 1-2 SME meetings to gather
requirements, 1-2 to review and one to finalize.
High Complexity SME and management participation required understanding and fully
developing scope. Interaction and meetings with other CFW personnel and/or
external customers may be necessary. 24 meetings to solicit input.
Additional 24 meetings to review and one to finalize.
Table 2: PP BGA Classification
In support of the Policies and Procedures task, BGA will provide the services described below.
BGA's approach will be tailored to the specific PP being developed as well as level of complexity.
2. Requirements Definition
a. Define scope of the PP and capture key requirements in conjunction with City of Fort
Worth SME.
b. Solicit information, copies of documentation and existing or similar PP if applicable.
c. Review items in be and compile list of additional documentation and/or information to
acquire.
d. Identify any other City personnel or SME's to involve in PP development.
3. Coordinate PP Development
a. Initiate conference calls and in -person meetings with City of Fort Worth SME and
other key personnel and/or external agencies if applicable. Resources will be
specific to the PP.
b. Identify PP objective, responsible party, format, applicable rules and/or appendices to
reference
4. Draft Initial PP
a. Draft PP based on scope and information solicited in item 1 and 2 ensuring City goals
and objectives are met
5. PP Review
a. Conduct initial internal BGA review of draft PP and update document as necessary
b. Conduct City of Fort Worth SME and key personnel review of draft PP and update
document as necessary
C. Conduct City of Fort Worth Management review of draft PP and update document as
necessary
d. Coordinate PP review meeting with City SME, Management, BGA and other key
personnel
e. Update and refine draft PP based on inputs from d.
f. Finalize PP document
6. Finalize PP
a. Circulate the final PP document to City SME, Management, BGA and other key
personnel for final review, thoughts and comments
b. Make any final updates if necessary
c. Conduct meeting with City SME and Management for final sign -off
d. Establish and initiate PP on record with the City of Fort Worth
D. Deliverables
1. Polices and Procedures (PP) to address each of those on the City's prioritized list in table 1.
2. Coordination and engagement of City SME, key personnel and/or external agencies as
necessary to develop and finalize each PP.
E. Term
BGA's provisioning of PP services will commence within two weeks of a city notice to proceed, or
when otherwise mutually agreed, and will conclude with the comment review meeting.
BGA's provisioning of PP Services will be as directed by the City.
F. Work Schedule and Deliverables
Project milestones for the Policies and Procedures work effort are as described in the schedule
snapshot in table 3 below.
BGA's schedule snapshot is dependent on availability of City personnel to facilitate development
of PP's in the sequence and timeframes projected. As such, the schedule snapshot is tentative
and subject to change.
Anticipated Milestone Task Description (Note: PP per table 1)
Month of
Completion
City Notice to Proceed Commence work efforts within two weeks of City Notice to Proceed
Month 1 Milestone 1 Policies and Procedures 1,2
-- -- ----- - ----------- ___- _ _ ..__ . _ . _ _ __ ..- ------- ---- _ _ --- __ . _ — _ _ ____ __ . .--
Month 2 Milestone 2 Policies and Procedures 3a,3b,3c,4,5
Month 3 Milestone 3 Policies an
------. -- ---. - - - - - -- -
d Procedures 6,7,8
_ _-__ . _ ..----- __ .---------- __.. ,. __ - T. _ _�-_--_-T
Month 4 Milestone 4 Policies and Procedures 9,10
Month 5 Milestone 5 Policies and Procedures 11,12
Month 6 Milestone 6 Policies and Procedures 13
Month 7 Milestone 7 Policies and Procedures 14,15
- - - -- -- - - _-. - - --- - - - - ---------- ------ ---------
Month 8 Milestone 8 Policies and Procedures 16,17,18
G. Payment Schedule for Polices and Procedures (PP)
BGA will provide the PP Services outlined herein for a firm fixed price of $49,339.50.
BGA will prepare and submit one invoice per month in equal amounts of $6,167.44 for the
anticipated eight -month schedule for the proposed work effort. In the event that the work is not
completed within the eight months projected, BGA will withhold its final invoice until the work is
complete unless mutually agreed otherwise.
`�%�&C -Council Agenda
Page 1 of 2
City of Fort Worth, Texas
unication
SUBJECT:
Authorize Execution of Amendment No. 4 to City Secretary Contract No. 40264 with Buford Goff and
Associates, Inc., for Consulting Services to Support the Public Safety Radio System in the Amount Up to
$116,260.50, Thereby Increasing the Total Contract in the Amount of $3,729,010.50 (ALL COUNCIL
DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize execution of Amendment No. 4 to City Secretary
Contract No. 40264 with Buford Goff and Associates, Inc., for consulting services to support the Public
Safety Radio System for the Information Technology Solutions department in the amount up to
$116,260.50, thereby increasing the total contract in the amount of $3,729,010.50.
DISCUSSION:
On June 14, 2011, (M&C G-17303) the City Council approved authorizing an upgrade to the City's Public
Safety and Public Works Radio Communications System. Included in M&C G-17303, was authorization to
amend the City's contract with Buford Goff and Associates, Inc., (BGA) to provide engineering, consulting
and other professional services. These services included detailed work regarding system design reviews,
frequency licensing, acceptance testing and other critical program functions. The IT Solutions Department
is requesting to further amend City Secretary Contract No. 40264 to add two additional initiatives that are
closely related to the upgrade to the City's Public Safety and Public Works Radio Communications
System.
The first initiative is to develop a Regional Broadband Master Plan (RBMP) that will set the strategic
direction for key stakeholders in the region relative to the National Public Safety Broadband Network
(NPSBN) initiative and align the region with the State of Texas NPSBN planning activities. The NPSBN
initiative is to develop a nationwide high speed wireless data network to support public safety and provide
public safety responders with the right information in real-time to save lives and property. The RBMP will
address the wireless broadband data requirements of the region, proposed network architecture capable
of meeting those data requirements, interoperability with State of Texas broadband initiatives, budgetary
estimates to build and operate the network, recommended stakeholders and user groups, potential for
public -private partnerships, and a timeline for implementation. This initiative will be funded by a Homeland
Security Grant.
The second initiative is to establish new and refreshed Policies and Procedures. The new radio
communications system involves migration to a new technology platform, significant installation of new
infrastructure and subscriber equipment and new methodologies for operation and maintenance. BGA
will provide consulting services to scope, manage, develop, coordinate, draft, review and finalize the new
and updated Policies and Procedures. This Amendment No. 4 will increase the total contract amount to
$3,729,010.50, which includes previous contract increases which were administratively approved by the
City Manager.
M/WBE Office: Buford Goff and Associates, Inc., agrees to maintain its initial MNVBE commitment of five
percent that it made on the original Agreement and extend and maintain that same M/WBE commitment of
five percent to all prior amendments up to and inclusive of this Amendment No. 4. Therefore, Buford Goff
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.� $cC -Council Agenda
Page 2 of 2
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.
ADMINISTRATIVE CHANGE ORDER - An Administrative Change Order or increase may be made by the
City Manager in the amount up to $50,000.00 and does not require specific City Council approval as long
as sufficient funds have been appropriated.
FISCAL INFORMATION /CERTIFICATION:
The Financial Management Services Director certifies that funds are available in the current capital
budget, as appropriated, of the Information Technology Solutions Capital Projects Fund and the Grants
Fund.
FUND CENTERS:
TO Fund/Account/Centers
CERTIFICATIONS:
Submitted for City Manager's Office bv:
Originating Department Head:
Additional Information Contact:
FROM Fund/AccounUCenters
GR76 539120 004442607040
P251 539120 041030173520
Susan Alanis (8180)
Peter Anderson (8781)
Alan Girton (8484)
Steve Streiffert (2221)
ATTACHMENTS
1. Available Funds.pdf (CFW Internal)
2. Buford Goff &Associates Commitment Form.pdf (CFW Internal)
$66.921.00
$49.339.50
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