CITY OF SIMI VALLEY
MEMORANDUM
September
11, 2023
TO: City Co
uncil
FROM: A
dministrative Services Department
SUBJECT
: APPROVAL OF THE SECOND AMENDMENT TO THE CONTRACT
BETWEEEN THE CITY OF SIMI VALLEY AND FEDERAL ENGINEERING, INC. FOR RADIO SYSTEMS UPGRADE PROJECT NEEDS ANALYSIS,
RFP DEVELOPMENT AND PROCUREMENT SUPPORT
STAFF RECOMMENDATION
It is recommended that the City Council approve the second amendment (page 4) to the contract between the City of Simi Valley and Federal Engineering, Inc. for radio systems upgrade project needs analysis, RFP development and procurement support, increasing the not-to-exceed amount by $28,500 for a total not-to-exceed amount of $123,949, and extending the term from December 31, 2023 to April 30, 2024
BACKGROUND AND OVERVIEW
On August 23, 2021, t he City Manager awarded a contract to Federal Engineering, Inc. to provide a project needs analysis for an upgrade to the City’s radio system, and to provide support to City staff in developing and executing a Request for Proposals. The initial contract was for a not-to-exceed amount of $87,295 and term ending December 31, 2023 (Exhibit A, page 12). On January 11, 2023 the City Manager awarded a first contract amendment to increase the consideration by $8,154 to a total not-to-exceed amount of $95,449, due to additional work required on issuing the Request for Proposals (Exhibit B, page 54).
The City’s current radio communications system is over 20 years old and is in need of replacement and modernization. The overall design, installation, and implementation of a new citywide radio system is being determined by the Request for Proposal (RFP) process. Federal Engineering has played a critical role supporting staff in the issuance of the RFP and proposed system designs. At the conclusion of this process staff will return to City Council with a recommendation for a vendor(s) for the final award to be made by City Council.
FINDINGS AND ALTERNATIVES
The Request for Proposals for the replacement radio system was first issued in April 2022, however, after the initial RFP was concluded a number of issues were br ought to light which introduced uncertainties into the award process. These issues include the splitting of the award between two vendors, and the unavailability of a potential project site for a new radio tower. The initial RFP and subsequent recommendation for award were cancelled to allow for revisions and reissuing the RFP.
AGENDA ITEM NO.
Consent (6)
The City amended the contr act with Federal Engineering, Inc. to support the reissuance of the RFP. Federal Engineering, Inc.’s assistance was required to modify the RFP’s technical details and requirements to minimiz e the potential deficiencies and ensure that any future proposals subm itted more closely suited the City’s needs.
The reissued RFP has since closed and proposals have been received from prospective vendors. The next step in the procurement process is negotiating a potential contract for consideration by the City Council at a later date. Federal Engineering , Inc.’s continued assistance is required in providing technical analysis and advice in drafting the detailed scope of work required for the contract negotiation. This second amendment allows for those services.
The second amendment’s extended term and increased consideration specifies the additional services to be c onducted on a time and materials basis, the complexity and difficulty of the contract negotiation phas e will determine the ultimate amount of the additional consideration to be spent. Existing funds are budgeted and available in the City’s Radio Project CP66800001 (Fund 668) for these services .
The following alternatives are available to the City Council:
1. Appr
ove the second amendment to the contract with Federal Engineering, Inc. to increase the not-to-exceed amount by $28,500 for a total not-to-exceed amount of $123,949; and extend the term from December 31, 2023 to April 30, 2024.
2. Pr
ovide staff with other direction.
St
aff recommends Alternative No. 1.
SUGGESTED CITY COUNCIL MOTION
I move to a
pprove the second amendment to the contract between the City of Simi Valley and Federal Engineering, Inc. for radio systems upgrade project needs analysis, RFP development and procurement support; increase the not -to-exceed amount by $28,500 for a total not -to-exceed amount of $123,949; and extend the term from December 31, 2023 to April 30, 2024.
SUMMARY
Th
e Administrative Services Department is requesting approval of second amendment to the contract between the City of Simi Valley and Federal Engineering, Inc. for radio systems upgrade project needs analysis, RFP development and procurement support, increasing the not -to-exceed amount by $28,500 for a total not -to-exceed amount of $123,949, and extending the term from December 31, 2023 to April 30, 2024, in order to provide professional services and technical analysis required in finalizing a contract with a potential awardee of the radio systems upgrade project. 2 _________
___________________________
Carolyn Johnson
Administrative Services Director
Prepar
ed by: Taylor Dacus, Senior Management Analyst
INDEX Page
Second Amendment to Agreement with Federal Engineering...........................4 Exhibit A: Original Agreement with Federal Engineering................................12 Exhibit B: First Amendment to Agreement with Federal Engineering.............54 3 SECOND AMENDMENT TO CONTRACT FOR
PROFESSIONAL SERVICES BE TWEEN THE CITY OF SIMI
VALLEY AND FEDERAL ENGINEERING, INC. FOR RADIO
SYSTEMS UPGRADE PROJECT NEEDS ANALYSIS, RFP
DEVELOPMENT AND PROCUREMENT SUPPORT
THIS SECOND AMENDMENT TO CONTRACT is made and entered into in the City of Simi Valley on this 11th day of September 2023, by and between the CITY OF SIMI VALLEY, a municipal corpor ation, hereinafter referred to a s CITY, and FEDERAL ENGINEERING, INC., hereinafter re ferred to as CONSULTANT, each a “Party” and collectively, “Parties”.
I. Recitals
A. CITY and CONSULTANT entered in to a written contract ("CONTRACT") executed by the Parties on August 23, 2021 for the performance of a radio s ystem needs analysis, specifications development, and procurement support effective A ugust 5, 2021, through December 31, 2023, (Initial Term), which is incorporated herein by reference.
B. The Parties entered into a Fir st Amendment to the Contract executed on January 11, 2023 attached hereto and incorporat ed herein by reference, which increased the not to exceed amount by $24,030, and amended the scope of services to include additional work,
C. In accordance wit h paragraph 8 of the CONTRACT, the Parties now desire to extend the term of the CONTRACT to April 30, 2024, increase the not to exceed amount by $28,500 and increase the scope of services to include additional work as set forth below.
NOW, THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the Parties hereto agree as follows:
II. Amendment
1. Section 2. Term. The term of the CONTRACT shall be extended from December 31, 2023 to April 30, 2024 (Extended Term).
2. Section 3. Description of Services . The first sentence of the description of services of the CONTRACT is being deleted in its entirety and replaced with the following:
“The services to be performed by CONSULTANT are as follows; radio systems needs analysis, specific ations development, procurement support, finalization of the Request for Proposals, proposal evaluation, and technical writing in support of contract negotiation and award.”
4 3. Section 4. Compensation and Payment. The compensation to be paid by CITY to CONSULTANT for the services provided hereby shall be amended as follows: In no event shall the total amount paid for this Second Amendment to the CONTRACT exceed $ 28,500, for a total not to ex ceed amount of $123,949, unless otherwise agreed to by the Parties in writing. The CONSULTANT shall keep a tally of the c ost for the work ordered by CITY. The CONSULTANT shall not accept work orders from the CITY if the cost for the work will exceed the amount indicated above unless otherwise agreed to by the Parties in writing.
4. Exhibit “A”. Scope of Work. The “Scope of Work” of the CONTRACT, Exhibit “A” shall be amended to include Services set forth in t he “Statement of Work,” attached hereto and incorporated herein this Second Amendment as Attachment “1”.
5. Exhibit “B”. Schedule of Fees . The “Schedule of Fees” of the CONTRACT Exhibit “B”, shall be amended to include the not to exceed amount of $28,500, for services to be performed, attached hereto and incorporated herein this Second Amendment as Attachment “2”. The total CONTRACT amount shall not exceed $123,949, unless otherwise agreed to by the Parties in writing.
6. Notices. The mailing address of each party to this CONTRACT AMENDMENT is as follows:
CITY Department of Administrative Services
C i t y o f S i m i V a l l e y
2929 Tapo Canyon Road
Simi Valley, CA 93063
Attn: Carolyn Johnson, Administrative Services Director
CONSULTANT Federal Engineering, Inc.
10560 Arrowhead Drive, Suite 100
Fairfax, CA 22030
Attn: Ronald F. Bosco, President and CEO
7. Except as herein amended, all ot her terms and conditions of the CONTRACT shall remain in full force and effect.
[SIGNATURES ON NEXT PAGE]
5 IN WITNESS WHEREOF, the Parties hereto have caused this instrum ent to be executed the day and year first above written.
Attest: City of Simi Valley, A Municipal Corporation
B y :
Lucy Blanco, City Clerk Fred D. Thomas, Mayor of the City of Simi Valley, California
Approved as to Form: Federal Engineering, Inc.
D a v i d L . C a c e r e s , C i t y A t t o r n e y B y :
Approved as to Content: Print Name: Ronald F. Bosco
Title: President and CEO
Brian Paul Gabler, City Manager
B y :
Print Name: John Murray_______________
Johanna Medrano,
Deputy Administrative Services Director/ Title: Executive Vice President Budget & Purchasing
Carolyn Johnson,
Administrative Services Director
6
Federal Engineering, Inc.
10560 Arrowhead Drive
Fairfax, VA 22030
703-359-8200
ATTACHM ENT TO THE
CITY OF SIMI VALLEY, CA
STATEMENT OF WORK (SOW)
Issued: August 23, 2023 Basic Service Agreement
Dated: Ma
y 14, 2021
PROJECT FOR CITY OF SIMI VALLEY, CA
RADIO SYSTEM
CONTRACT NEGOTIATION SUPPORT
1.0 INTRODUCTION AND ISSUES
1.1 Project Overview
Building upon the needs assessment and procurement support provided by Federal Engineering (FE), the City of Simi Valley, CA (City) plans to upgrade its current radio communications system to an interoperable P25 system and requests that FE provide contract negotiation support for the procurement phase of the radio project.
This Statement of Work (SOW) describes the work to be completed by FE to provide support in the contract negotiations with the selected vendor for the new radio system and subscriber equipment.
2.0 TASKS TO BE PERFORMED
Prior to the negotiations, FE will re-evaluate the vendor’s proposal, statement of work, and draft contract in detail, looking for specific items that could impact the final contract, such as the following:
• Extra equipment or software that is not necessary to optimize the system • Open-ended or vague statements
• Inadequate vendor program management and/or quality assurance • Unclear or not measurable performance specifications
• Site and acceptance testing that is not representative of true system performance or does not provide adequate test “coverage”
• Coverage and subsystem infrastructure acceptance terms ATTACHMENT 1
7
• Adherence to good workmanship standards
• Payment schedules that favor the vendor such as payments on shipment rather than on receipt and acceptance
• Anything that causes acceptance before testing is complete • “Beneficial Use” statements not appropriate to the system • Extra fees for personnel that are not wanted or needed • Items that can be split out of the contract and done by SRPMIC members for a substantially lower cost
• Parts list errors
FE wil
l then assist the City in negotiating the contract using the RFP’s technical specifications, the City’s procurement policy, and the terms and conditions from the vendor as a starting point. Our subject matter experts will support the City during remote conference calls as needed. Following the conclusion of the negotiations, we will review the vendor’s revision to the statement of work and contract to assess compliance with the RFP terms.
3.0 S
CHEDULE
This task will begin upon execution of this statement of work , or a City -issued notice to proceed, and remain active through December 2023. FE will notify the City should additional support hours be required and this SOW will be amended in writing via a mutually agreeable change order.
4.0 STAFFING/ORGANIZATION
Mr. David TerMorshuizen, Senior Consultant, will serve as the project manager with technical support from other FE staff, as necessary. Mr. Rajit Jhaver , Director of Operations, will oversee this project team.
5.0 COST
Services defined in Section 2 are estimated to cost $28,500.00 and will be billed on a time and materials basis.
Invoices will be submitted monthly. The invoices will detail each task assignment, the personnel assigned, the number of hours charged, and details regarding travel and other direct costs.
8
6.0 BASIS FOR OUR SCOPE OF WORK
1. FE pr
ofessionals will be directed by the City Project Manager or their designee according to the assignments to be performed. The scheduling of FE resources will be mutually agreed upon based upon the needs of the City and the availability of the specific FE consultants.
2. This proposal assumes Federal Engineering, Inc. will perform tasks called out in Section 2 (excluding any optional tasks or services). The deletion of a task or significant change in scope of one or more tasks may affect the overall price.
3. FE will provide draft and final deliverables electronically to the City.
4. This SOW assumes that City’s Project Manager will schedule meetings, provide meeting facilities, notify attendees, and arrange for onsite visits.
5. Any optional or additional tasking will be authorized by mutual agreement of the City and FE. Such tasking will be performed on a time and materials basis in accordance with the rates in Schedule A or on a fixed price basis as mutually agreed to in an additional task order by the City and FE.
6. FE will notify the City should additional funding be required to complete the approved tasks. The authorized funding will be increased by a written modification to this task duly executed by both the City and FE.
7. This proposal is based upon a start date on or before September 18, 2023 and assumes a 4-month schedule to completion for the tasks outlined in Section 2. Delays to the project schedule due to actions or lack of actions on the part of the City, City participants, third parties, and others including, but not limited to vendor protests, protracted contract negotiations, vendor delays that impact the program schedule and/or costs to the City will be brought to the attention of the City’s Project Manager in a timely manner and will be reduced to writing via a mutually agreed upon contract amendment.
8. FE’s ability to fulfill this task depends, in part, on the willingness and ability of the City, City participants, equipment vendors, service providers, third parties, and others to provide information in a timely manner, and upon the accuracy of the information as supplied. The accuracy of input data, whether provided in electronic or hard copy form, and the recommendations, actions, system designs, and license filings resulting therefrom cannot, therefore, be warranted by FE nor can the performance, suitability, or reliability of said systems be warranted by FE. FE accepts no responsibility or liability to any third party in respect to any information or related content delivered by FE. This information is subjective in certain respects, and, thus, susceptible to multiple interpretations and may need periodic revisions based on actual experience and subsequent developments.
9
Submitted by FE Authorization to begin work by
Simi Valley, CA
John E. Murray, C.O.O. and Executive V.P. Signature
Date Printed name and title
Date
August 23, 2023
10
SCHEDUL
E A
LONG-TERM CONSULTING RATES
Effective January 1, 2023 through December 31, 2023
Principal $ 400.00 per hour
Vice President $ 360.00 per hour
Director/Chief Consultant $ 280.00 per hour
Senior Consultant $ 233.00 per hour
Consultant $ 200.00 per hour
Senior Analyst $ 165.00 per hour
Analyst $ 122.00 per hour
Administrative Services $ 95.00 per hour
This document is proprietary to Federal Engineering, Inc. and shall not be disclosed to third parties without prior written permission from Federal Engineering, Inc. 01-01-23
TERMS AND CONDITIONS
1. Long- term rates do not include state or local taxes.
2. Travel and meals on a per diem basis will be invoiced at actual cost plus 20 percent to account for general and administrative costs.
3. Hours expended for travel in support of any time and materials task orders are billable hours.
4. Invoices will be rendered monthly. All invoices are due and payable 30 days from issuance. Late balances are subject to a finance charge of 1.5 percent per month (or fraction thereof).
ATTACHMENT 2
The CONTRACT amount shall not exceed $123,949.
11 DocuSign Envelope ID: 94EOOC5E-892C-4801-89A 1-338425040557
CONTRACT FOR PROFESSIONAL SERVICES BETWEEN
THE CITY OF SIMI VALLEY AND FEDERAL ENGINEERING,
INC. FOR RADIO SYSTEMS UPGRADE PROJECT NEEDS
ANALYSIS, RFP DEVELOPMENT AND PROCUREMENT
SUPPORT
THIS CONTRACT is made and entered into in the City of Simi Valley on this 23rd day of August 2021, by and between the CITY OF SIMI VALLEY, a municipal corporation, hereinafter referred to as CITY, and FEDERAL ENGINEERING, INC., a Maryland corporation, hereinafter referred to as CONSULTANT.
RECITALS
WHEREAS, on May 14, 2021, CITY requested proposals for the services of Federal Engineering; and
WHEREAS, pursuant to such request, CONSUL TANT submitted a proposal, which was accepted by CITY for the services.
NOW, THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows:
AGREEMENT
1. Recitals. The foregoing recitals are true and correct and are a part of this CONTRACT.
2. Term. The term of this CONTRACT shall be from August 5, 2021 through December 31, 2023.
3. Description of Services. The services to be performed by CONSULTANT are as follows: radio system needs analysis, specifications development, procurement support and contract negotiation.
CONSULTANT agrees to perform the services more specifically set forth in the "Scope of Work" attached hereto and incorporated herein as Exhibit "A". CONSULTANT will meet with CITY at least monthly (onsite or via teleconference) to discuss the anticipated tasks planned for the month and to receive direction from CITY regarding same.
4. Compensation and Payment.
A. The total compensation payable to CONSULTANT by CITY for services under this CONTRACT shall not exceed the sum of $87,295 (the "Not-To-Exceed Amount"), and shall be earned as the work progresses. Payment will be made based on the rates contained in the "Schedule of Fees" as set forth in Exhibit "B" attached hereto and incorporated herein. CONSULTANT acknowledges that CONSULTANT is not guaranteed to receive the Not-To-Exceed Amount or any particular or minimum amounfof compensation or work under this CONTRACT.
EXHIBIT A
12 OocuSign Envelope ID: 94EOOC5E-892C-4801-B9A 1-33B425D4D557 B. After CONSUL TANT has performed the services as specified in this CONTRACT, CITY shall be obligated to pay CONSUL TANT based upon the actual CITY-authorized services received by CITY at the rates established as a part of this CONTRACT. In no event shall the total amount paid exceed the CONTRACT Not-to-Exceed Amount unless otherwise agreed to by the parties in writing.
C. Payments to the CONSUL TANT shall be mad~ within· 30 days after receipt of an original invoice from the CONSULTANT and acceptance of the services by CITY.
D. CONSULTANT shall provide CITY with written verification of the actual compensation earned, which written verification will be in a form satisfactory to CITY. Invoices shall include the work performed including a list of hours worked by personnel.
5. CONSULT ANT's Representations and Obligations.·
A. CONSUL TANT shall perform as required by this CONTRACT.
CONSUL TANT also warrants on behalf of itself and all subcontractors engaged for the performance of this CONTRACT that only persons authorized to work in the United States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the work hereunder.
B. CONSULTANT shall obey all Federal, State, local, and special district laws, ordinances, and regulations.
C. CONSUL TANT agrees to abide by CITY's Business Tax
Ordinance, of which proof of payment must be obtained prior to performance of this CONTRACT.
D. CONSULTANT acknowledges CITY may contract with other parties for the performance of services or supplemental services as they relate to the work during_the term of this CONTRACT. ·
6. Audit.
A. At any time during normal business hours and as often as the CITY may deem necessary, CONSULTANT shall make available to CITY for inspection its records pertaining to this CONTRACT. CONSULTANT shall permit CITY to audit, examine and/or reproduce such records. CONSULTANT will retain such financial records, time sheets, work progress reports, invoices, bills and project records for at least two (2) years after termination or final payment under this CONTRACT. This paragraph shall survive for two (2) years after termination of this CONTRACT.
B. CITY shall have the option of inspecting and/or auditing all records and other written materials used by CONSUL TANT in preparing its statements to CITY as a condition precedent to any payment to CONSULTANT. 13 OocuSign Envelope ID: 94EOOC5E-892C-48D1-B9A1-33B425D4D557
7. Hold Harmless and Indemnification. To the fullest extent permitted by law (including, without limitation, California Civil Code Sections 2782 and 2782.8), CONSULTANT shall defend, and provide legal defense with attorney(s) acceptable to CITY, indemnify, and hold harmless the CITY, its agents, officials, officers, representatives, and employees, (collectively "lndemnitees") from and against all claims, lawsuits, liabilities or damages (including, without li'mitation, injury to or death of an employee of CONSULTANT or its sub-consultant), expense and liability of every kind, nature and description (including, court costs, reasonable attorney's fees, reasonable litigation expenses and. reasonable fees of expert consultants or expert witnesses incurred in connection therewith and costs of litigation) that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of CONSUL TANT, any sub-consultant, anyone directly or indirectly employed by them, or anyone that they control.
The provisions of this Section survive completion of the services or the termination of this CONTRACT. The provisions of this Section are not limited by the provisions of this CONTRACT relating to insurance. The CONSULTANT shall thoroughly investigate any and all claims subject to the provisions of this Section, and indemnify the CITY and do whatever is necessary to protect any and all lndemnitees.
8. Amendments. Any amendment, modification; or variation from the provisions of this CONTRACT shall be in writing and shall be effective only upon mutual written approval by the Director of Administrative Services and CONSUL TANT.
9. Anti-Discrimination. In the ,performance of the terms .of this CONTRACT, CONSULTANT shall not engage in, nor permit subcontractc;,rs to engage in, discrimination in employment of persons because of the age, race, color, religious creed, sex, sexual orientation, national origin, ancestry, physical disability, mental disability, medical condition, or marital status of such persons. Violation of this provision may result in the imposition of penalties referred to in Labor Code Section 1735.
10. Personal Services. This Agreement is for professional services, which are personal to CITY. Mr. Rajit Jhaver is deemed to be especially experienced and is a key member of CONSULTANT'S firm, and shall be directly involved in performing, supervising, or assisting in the performance of this work. This key person shall communicate with, and periodically report to, CITY on the progress of the work. Should any such individual be removed from assisting in this contracted work for any reason, CITY may terminate this CONTRACT.
11. Termination. If, during the term of this CONTRACT, CITY determines that CONSULTANT is not faithfully abiding by any term or condition contained herein, CITY may notify CONSUL TANT in writing of such defect qr failure to perform. The notice must give to the CONSUL TANT a ten (10) business day period of time thereafter in which to perform the work or cure the deficiency. If CONSULTANT has not performed the work or cured the deficiency within the ten (10) business days specified in the notice, such failure shall constitute a breach of this CONTRACT, and CITY may terminate this CONTRACT immediately by written notice to CONSULTANT. The CITY shall be liable to the CONSUL TANT only for those fees accrued by the CONSUL TANT to the date CONSUL TANT receives-the notice of termination. In no event, however, shall CONSULTANT be entitled to receive in excess of the CONTRACT amount.
14 DocuSign Envelope ID: 94EOOC5E-892C-48D1-B9A 1-338425040557
12. Delivery of Reports in Cases of Termination. If this CONTRACT is terminated pursuant to any of the provisions contained hereinabove, and if requested to do so in writing by the CITY, the CONSULTANT shall, within fourteen (14) calendar days after receipt of such written request, deliver and turn over to the CITY all of its preparation and work on the project which were done to the date of the receipt of the notice of termination.
The terms "preparation" and "work" as used in this paragraph, shall refer to and include all data and materials of whatever type that have been gathered by the CONSULTANT, and contemplated to be used or actually used, in the provision of the services as specified in this CONTRACT.
13. Complete CONTRACT. This CONTRACT and its accompanying exhibits shall constitute the complete CONTRACT between the parties hereto. No verbal agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such verbal agreement, understanding, or representation be binding upon the parties hereto.
14. Independent Contractor. It is expressly understood between the parties to this CONTRACT that no employee/employer relationship is intended.
CONSULTANT is not an agent or employee of the CITY and it is not entitled to participate in any pension plan, insurance or other benefits CITY provides for its employees.
CONSUL TANT is an independent contractor in performing the Services required under this CONTRACT and will have control of all work and the manner in which it is performed. Any provision of this CONTRACT that may appear to give CITY the right to direct CONSUL TANT as to the details of doing the work required herein or to exercise a measure of control over the work means that the CONSULTANT will follow the direction of the CITY·as to the results of the work only.
15. Time of Performance. Time is of the essence in this CONTRACT.
16. Insurance. CONSUL TANT shall, at CONSULTANT'S sole cost and expense, provide insurance as contained in Exhibit "C", incorporated herein.
CONSULTANT shall not commence work on the Services to be performed, until it submits proof of.all insurance coverage as required.
17. Ownership of Reports and Data. The originals of all studies, reports, exhibits, documents, data and other work or materials prepared for, or used to comply with any term of this CONTRACT, plus any copies of same required by this CONTRACT to be furnished to the CITY by any of the other party(ies) with whom the CONSUL TANT may have contract(s) pertaining to this project, shall be deemed to be public records open to inspection by the public and, as such, to be and remain the property of the CITY.
18. Conflict of Interest. Neither CONSULTANT nor any employees, agents, or subcontractors of CONSULTANT who will be assigned to this project, to the best of CONSULTANT'S knowledge, own any property or interest in properties, business relationships, or sources of income which may be affected by the performance of this CONTRACT. Should one party hereto learn of any such interest, income source, or business relationship, such fact shall immediately be brought to the attention of the other party hereto.
If the parties thereupon cannot mutually agree upon a means to eliminate the conflict, CITY may terminate the CONTRACT immediately for non-performance pursuant to Section 11 herein.
15 OocuSign Envelope ID: 94EOOC5E-892C-48D1-B9A 1-338425040557 In accordance with California Government Code Section 87306, CONSUL TANT shall provide, if requested by CITY, a Conflict of Interest Statement, Form 700 no later than 30 days after execution of this CONTRACT, and annually thereafter prior to April 1st of each year for the duration of the CONTRACT. Failure to file any of the required statements will result in withholding payment for services rendered.
19. Successors and Assigns. The terms hereof shall be binding upon and inure to the benefit of the successors and assigns of the parties hereto; provided, however, that no party hereto shall assign any of the benefits and burdens hereunder, whether voluntarily or by operation of law, without the prior written consent of the other party, and any such assignment without said consent shall be void.
20. Authority to Execute CONTRACT. Both CITY and CONSUL TANT do covenant that each individual executing this CONTRACT on behalf of each party is a person duly authorized and empowered to execute contracts for such party.
21. Jurisdiction and Venue. Jurisdiction is in an appropriate court in the State of California and venue lies in Ventura County, and the parties do not consent to arbitration. In the event of any dispute, each party shall bear its own fees and costs (including attorneys' fees). This CONTRACT shall be governed by California law, without regard to conflict of law principles.
22. Non-Appropriation of Funds. Payments due and payable to CONSULTANT for current services are within the current budget and within an available, unexhausted and unencumbered appropriation of CITY. In the event CITY has not appropriated sufficient funds for payment of CONSULTANT services beyond the current fiscal year, this CONTRACT shall cover only those costs incurred up to the conclusion of the current fiscal year.
23. Taxpayer Identification Numbe·r. CONSULTANT shall provide CITY with a complete Request for Taxpayer Identification Number and Certification, form W-9 (latest revision), as issued by the Internal Revenue Service.
24. Permits and Licenses. CONSULTANT, at its sole cost and expense, shall obtain and maintain during the term of this CONTRACT, all appropriate permits, licenses, and certificates that-may be required in connection with the performance of this CONTRACT. ·
25. Waivers. The waiver by one party of any term or condition of this CONTRACT, or any breach thereof, shall not be construed to be a general waiver by the party or as a waiver of any other term or breach. ·
26. Statement of Experience. CONSULTANT warrants that it will perform its Services with at least the due care, diligence and expertise generally accepted in its industry. CONSULTANT also understands and agrees that it is being employed to perform the Services provided for by this CONTRACT because of CONSULTANTS professed expertise and experience in performing such Services. In addition, CONSULTANT understands and agrees that while CITY or CITY'S officers, employees, agents or volunteers may elect to do so, they have no duty to review, inspect, monitor, or supervise the work performed by CONSUL TANT pursuant to this CONTRACT. As a consequence, CONSULTANT waives any right of contribution against CITY or any of CITY'S officers, employees, agents, or volunteers arising out of such failure to inspect, review, monitor, or supervise the work performed by CONSULTANT pursuant to this CONTRACT. 16 DocuSign Envelope ID: 94EOOC5E-892C-48D1-B9A 1-330425040557
27. Notices. All written notices required by, or related to this CONTRACT shall be sent by FedEx or Certified Mail, Return Receipt Requested, postage prepaid and addressed as listed below. Neither party to this CONTRACT shall refuse to accept such mail; the parties to this CONTRACT shall promptly inform the other party of any change of address. All notices required by this CONTRACT are effective on the day of receipt, unless otherwise indicated herein. The mailing address of each party to this CONTRACT is as follows:
CITY
CONSULTANT
Department of Administrative Services
City of Simi Valley
2929 Tapo Canyon Road
Simi Valley, CA 93063
Attn: Alison Phagan, Deputy Director
Federal Engineering, Inc.
1 0560 Arrowhead Drive
Suite 100
Fairfax, VA 22030
Attn: Ronald F. Bosco, President and CEO
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written.
Attest:
Lucy Blanco, City Clerk
Approved as to Form:
DocuSlgncd by:
Approved as to Content:
Alis~
0 1tt8'fSl1
2 agan
Deputy Administrative Services Director
(Support Services)
Joseph D. Toney
Administrative Services Director
City of Simi Valley, A Municipal Corporation
DocuSlgned by:
By:
·abler, City Manager
Federal Engineering, Inc.
By: 'K,o'"""'td f. 1J;ou,o
i,ocuSlgned 1!9. l!onald r. l!osc~
~ 36A9E5A202BC417 ~
Print Name: Ronald F. Bosco
Title: President and CEO
By:
520ECYA214004/6 ...
Print Name: ..... Jo __ h __ n ........... M ..... u __ rr ....... a ..... v ______ _ Title: Executive Vice President
17 DocuSign Envelope ID: 94EOOC5E-892C-48D1-B9A 1-33B425D4D557 EXHIBIT"Afl
SCOPE OF WORK
CONTRACT FOR PROFESSIONAL SERVICES BETWEEN
THE CITY OF SIMI VALLEY AND FEDERAL ENGINEERING,
INC. FOR RADIO SYSTEMS UPGRADE PROJECT NEEDS
ANALYSIS, RFP DEVELOPMENT, PROCUREMENT
SUPPORT AND CONTRACT NEGOTIATION
18 OocuSign Envelope ID: 94EOOC5E-892C-48D1-B9A 1-338425040557 May 14, 2021
Submitted via email: [email protected]
Jeremiah Sanders
Communication Systems Coordinator
2929 Tapo Canyon Road
Simi Valley, CA 93063
Dear Mr. Sanders:
Federal Engineering, Inc. (Ff) is pleased to submit this proposal to the City of Simi Valley, California to provide radio consulting services, as discussed with our Senior Vice President Scott Wiggins over the past several months. FE values this opportunity to serve the City by developing specifications and supporting your procurement of an upgraded radio system. Per your request, we are providing proposals for three different procurement approaches: a competitive procurement of a system to meet the City's needs, a directed procurement of a stand-alone system, or a directed procurement for the City to join an existing regional or county system.
As you know, FE is an independent consulting firm and has been for 38 years. Our opinions are in the best interests of our clients since we do not sell any hardware or software equipment or services. We are hired by public and private entities such as yours, to be your trusted advisor and experts in helping with the migration from an aging land mobile radio system to a new system that meets your technical and operational needs. Your people are already busy, so we minimize the burden placed on them by this project.
FE has been serving clients in California for over 20 years, including the State of California, the cities El Dorado Hills, Oakland, San Diego, the counties of Kern, Marin, Merced, Mono, Monterey, San Diego, Santa Barbara and Sonoma (REDCOM); the Joint Powers Authorities of BAYRICS and LARICS; the Tuolumne Band of Me-Wuk Indians Tribe and others. We understand the distinctive conditions of the regions and geographical terrain. Our FE team is the best in the public safety consulting industry, and we are honored our clients acknowledge our work.
We understand the time sensitivity of this project. We can proceed with this effort immediately upon receipt of a purchase order. To expedite your project initiation, we encourage you to consider a directed procurement with FE utilizing our CMAS or GSA contract. - This proposal will remain valid for 60 days from the date of its submittal. Scott Wiggins is available to answer your questions; you can reach him via email at [email protected] or telephone at 651-983- 9306. We stand ready to assist as you proceed.
Sincerely,
Ronald F. Bosco
President and Chief Executive Officer
Federal Engineering, Inc.
19 DocuSign Envelope ID: 94EOOC5E-892C-48D1-B9A1-338425D40557 City of Simi Valley, California
Land Mobile Radio Assessment
Table of Contents
FEDERAL ENGINEERING OVERVIEW ...............................•..................................•............. 10 PROJECT APPROACH ................................................•...................................................... 13 Project Management ..................................................................................................... 14 Quality Assurance ........................................................................................................ 14 Phase 1: Needs Assessment and Requirements Definition .................................................. 15 Phase 2: Procurement Support ..................................... !················································· 18 PROPOSAL 1: COMPETITIVE PROCUREMENT ................................................................... 19 Scope of Work Summary ............................................................................................... 19 Deliverable Schedule .................................................................................................... 19 Firm Fixed Fee for Proposal 1: Competitive Procurement .................................................... 20 PROPOSAL 2: DIRECTED PROCUREMENT NEW CITY SYSTEM ........................................... 20 Deliverable Schedule ...................................................................................... · .............. 20 Firm Fixed Fee for Proposal 2: Directed Procurement New City System ................................ 21 PROPOSAL 3: DIRECTED PROCUREMENT TO JOIN OTHER SYSTEM ........................•......... 22 Scope of Work Summary ............................................................................... : ............... 22 Deliverable Schedule .................................................................................................... 22 Firm Fixed Fee for Proposal 3: Directed Procurement to Join Other System ........................... 22 BASIS OF OUR PROPOSAL ............................................................................................... 23 IN SUMMARY: WHY FEDERAL ENGINEERING? .............•..•...................................•............ 24 APPENDIX A-RESUMES .................................................................................................. 25 APPENDIX 8-REFERENCES .....•.................................... ~ .................................................. 29 9 20
DocuSign Envelope ID: 94EOOC5E-892C-4801-B9A1-33B425D4D557
FEDERAL ENGINEERING OVERVIEW
Company Profile
Federal Engineering is the nation's leading independent consultant in public safety communications.
Since our inception in 1983, we have built a rich history of providing system assessment, conceptual design, procurement support, implementation oversight, and project mana gement services for our clients. Our founder, President and CEO Ronald F. Bosco, is a former first responder and degreed engineer. He continues to lead the firm, instilling his vision to improve the functionality and cost effectiveness of public safety systems. FE is recogniz ed for applying innovative technological and operational method s to keep critical infrastructure survivable and sustainable.
Public safety communications consulting is FE's only business. Our team brings valuable insight gained from radio deployments and emergency response operations across the U.S. We understand system analysis and design are driven by user needs and influenc ed by environmental factors and regulatory requirements.
Our Principals and -rean
The City will have the full support of our senior management team, shown below in Exhibit 1, at no additional cost. FE's private ownership provides a distin ct advantage to the City: corporate decisions are not impacted by outside investors or venture capital firms. Mr. Bosco and Mr. Murray care deeply about the reputation of the company they have built from th e ground up. They are heavily invested in the success of this and all other projects involving FE. As they have done for our other California projects, they will be active in overseeing the proj ect, meeting with stakeholders as needed, and cementing a strong consultin g relationship bent on accompli shing your goals.
FE provides unpar alleled management to ens ure our projec ts come in on time and within the agreed upon budg et, while effect ively meeting the needs of users and elected officia ls.
Ronald F. Bosco
PRESIDENT & CEO
Exh ibit 1-FE 's Organizational Structure
FE employs a team of 50 subj ect matter experts, specialists, and for mer first responders located in offices across the country. Our deep staff bench is strategically aligned to reflect our capabilities in planning, design, and deployment for public safety radio systems. 10 21
DocuSign Envelope ID: 94EOOCSE-892C-4801-B9A1-33B425040557 FE will commit the staff and resources needed to fully meet the City's scope and procurement schedule. Every client receives a designated project manager and team of strategically selected technical consultants. Our consultants have served "in the field" and understand from a user's perspective how public safety systems must function. Recommendations are based upon real world experiences and we deliver a balanced, technical message that is audience specific. A sampling of our staff's prior career positions includes the following:
• Radio system managers • First responders
• Radio network technicians • Fire services
• Telecommunications SMEs • Law enforcement
• Communications engineers • Cybersecurity specialists
• Statewide Interoperability coordinators
• Implementation project managers, certified as
Project Management Professionals (PMPs)
• 9-1-1 center/ dispatch managers,
certified as Emergency Number
Professionals (ENPs)
I,depe,de,ce GLP-;:;
FE is not engaged in nor associated with selling, servicing, providing managed services, or leasing radio systems, mobile computers, mapping/GIS, CAD, RMS, telephony, 9-1-1, or any other public safety systems, hardware, or software. Our certified independence guarantees the City of Simi Valley will receive totally objective analyses, free from the influences of hardware vendors, software suppliers, or service providers.
FE is truly your trusted advisor. We take pride in the vendor neutrality of our recommendations , system designs, and specifications. Our involvement in procurements has resulted in a wide range of major system vendor contract awards, including Motorola, L3Harris, Tait , Airbus, and EF Johnson. Our design approaches and recommendations are unbiased toward any technology, product, approach, or preconceived solution.
Consulting Services
We put our clients'
interests first.
Emergency communications have evolved into complex , interdependent operating environments.
Effective planning for and deployment of these multifaceted systems has many considerations including advancing technology , operations, governance, and systems integration. We help clients assess the current landscape of their public safety radio infrastructure and support radio system upgrades through a successful procurement and migration. FE offers end-to-end technology and communications consulting services for public safety systems and dispatch center projects, as summarized below.
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OocuSign Envelope ID: 94EOOC5E-892C-48D1-B9A 1-33B425D4D557 Capabilities and Expertise
System Upgrades
PM and migration planning
System assessme nt
Altern atives analysis
Concep tual design
Procureme nt support
Contract negotiation
I mplementa t ion oversigh t
IV&V
Public Safety Radio
Trunked, conve nt ional
Digital, analog, simu lcast
P25 Phases 1 and 2
Coverage enhancements
All frequency bands
RF system recommendation
Existing equ ipment integrat ion
in NG env ironments
9-1-1 Systems
NG9-1 -1/9-1-1
Mapping/GIS/Databas e
Network/ESINet
'Knowledge of LMR s-·c;t?ns
Governance & Funding
Governance models
CAPEX/ OPEX fundi ng mod els
Legislat ive support
Grant research
Grant application support
Gran t contract supp ort
Other Wireless & Data
Broadband / LTE
FlrstNet '
Fire alerting / pag ing
Microwave/f iber
DMR technologies
Cyberse cu rity
DAS/In-building technolo gies
Dispatch/Call Centers
CAD/ RMS/JMS
Staffing / efficiency anal ysis
Regiona l consolidation
FE experts have wor ked on virtually every type of system and in hundreds of operational situations.
We offer a deep understanding of conventional, P25, and emerging wireless communication technologie s. Our technical knowledge base includes the following:
Land Mobile Radio
Systems
• Trunk ed
• Simulcast
Multicast
• Analog
• Digital
Frequency Bands
Low band
• T-band
VHF
UHF
700/800 MHz
• 900 MHz
2.4, 4.9, 5.8 GHz
• Other licensed and
unlicensed bands
Land Mobile Radio
Technologies
• APCO TIA P25
• MPT1327
TETRA
DMR
SCADA
Manufacturers'
Systems and
Equipment
L3Harris
• Motorola
Tait
• Airbus OS (Cassidian)
EF Johnson
Raytheon
Data Radio
Broadband/Advanced
Wireless Technologies
LTE/ FirstNet
WiMAX
WiFi
Integrated voice and
data
Backhaul Systems
Microwave
T-carrier
Opti cal fiber
Designing Networks ro Withstand Environ,nen .... al Cha/Ieng s First responders rely heavily upon their radio networks, especially in times of regional emergencies.
The system and its infrastructure must be robust enough to withstand a maj or event whether seismic, hurricane, fire , terrorist, or other disaster . Radio communications systems in areas prone to harsh 12 23
DocuSign Envelope ID: 94EOOC5E-892C-4801-89A 1-338425D4D557 environmental conditions must be built to higher standards of redundancy and survivability to withstand severe geological or weather-related events. They must be capable of operating for extended periods on backup or emergency power systems.
Site hardening requirements vary greatly based on the geographic location of a system, threat assessments, and budgets. FE's site hardening requirements protect our clients' mission-critical communications systems from natural and manmade disasters by incorporating industry standards including ANSI, IEEE, NEMA, NFPA, and UL publications. Our recommendations address physical plant security, antenna support structures, equipment enclosures, dispatch consoles, utilities, environmental/climate control systems, backup power systems, and carrier equipment hardening.
Our network designs and specifications stress that vendors must provide fault tolerant networks. We define fault tolerance as no single point of failure within the system can take down the network and the loss of any control component must not reduce system functionality. We also require that vendor proposed systems provide automatic activation of failure modes in the event of a failure beyond a single point and that the activation of failure modes shall not interrupt ongoing wide-area or local communication.
Industry Reputation
..
-·. NENA
.,~
-·~
FE is a corporate affiliate of leading industry groups. Over the past three years our experts have presented in over 80 sessions at the industry's leading tradeshow, the International Wireless Conference Expo (IWCE), as well as at International Association of Public Safety Communications Officers (APCO), National Emergency Number Association (NENA), and other conferences. Topics included the following:
:~! <:f'_l?J)
~ ,-...
····'- ,.-1~c
NPSTC --
•
+DIEIEIE
dP~~f~,.
1wCE
o Planning a New or Upgraded Radio System
o Successful System Procurement; Avoiding the
Pitfalls Through Proper Planning
o Negotiation: The Art of Getting What You Want
o Measuring Performance: Get the Network You
Need; Get the Network You're Paying For
o Project Lifecycle Management; Operation to
Replacement
'§:.
o Not Your Grandpa's Logging System
o Wireless Signal Propagation Concepts
o Pick Me! Choosing the Right Digital PTT
Technology for Your Needs
o Technology Choices: How and Where
Emerging Technologies· Fit in Your
Communications Planning
o P25 New Products and Services
In recent years, wireless data communication systems using different technologies and standards· have been deployed to supplement traditional LMR capabilities. Our involvement in these industry organizations allows us to stay abreast of current LMR trends and anticipate upcoming developments in radio system technologies.
PROJECT APPROACH
The City of Simi Valley has requested FE's services to analyze the City's aging radio system and develop an upgrade plan and procurement process to replace the system and improve coverage throughout the City. At the City's request, FE is proposing three different procurement options: a competitive procurement via RFP, a directed procurement with specifications developed and issued to the vendor of the City's choice, or a directed procurement with specifications devel~ped to join either a County or regional system. These three proposed approaches are summarized in the next section. The Needs Assessment process is the same across the three approaches and described· in detail below.
13 24
DocuSign Envelope ID: 94EOOC5E-892C-4801-89A1-33842 5040557 Project Management
FE will apply continuous project management principles to support the entire project lifecycle, completing each task to your satisfaction before initiating the next task. We tailor our project approach to fit the needs of our clients and design a custom solution that solves your unique challenges. Our project management methodology, applied with our public safety and technology experience, produces success on hundreds of projects each year, many of them similar to this engagement.
FE will conduct this project in an interactive manner with the City to keep you informed in real-time as to the status of your project. Our team will engage with your project team and other stakeholders through onsite meetings, conference calls, IP-based conference calling, as well as document sharing.
Our project manager will coordinate activities with the City's project manager, involve other stakeholders as requested or needed, and serve as a primary resource to the City. He will support the needs assessment and documentation process, provide industry and technical expertise, manage the schedule, document meeting notes, and provide continuous recommendations to the City's project team. Adjustments will be made as the project evolves to meet schedule, system budget, and goals.
Our project management approach will center on collaboration, open communication, consensus building, and the discovery and mitigation of risks.
FE is particularly sensitive to the intricacies of dealing with both technical and non-technical local government administrators. We have developed the methodologies and sophistication necessary to combine economic and technical issues in order to build consensus.
Quality Assurance
FE recognizes that no project is successful without rigorous quality assurance. We have developed a comprehensive deliverable review program through industry best practices , client feedback, and subject matter experts. Specific measures are applied throughout the project to facilitate the execution of tasks and deliverables. Shown below, FE's Quality Assurance Review Board manages the program and our peer review process.
Peer reviewers are individuals with skill sets directly applicable to the program. They challenge the project team to assure that all decisions have been well thought out and delivered documentation is of the highest quality. City stakeholders will be active participants in our review process by providing feedback on draft deliverables.
14 25
DocuSign Envelope ID: 94EOOC5E-892C-48D1-B9 A1-33B425D4D 557 Phase 1: Needs Assessmen t and Requirements Definition
Doctrnentatio 1 Pevie1t·
FE will prepare a Request for Information (RFI) and submit it to the City 's project manager to obtain information about the existing system that includes the following: documented studies and data reports , radio service provider records, site information, system network design documentation , equipment logs, existing user agreements, subscriber inventories , and FCC licenses. Our consultants will review data and inventory records to develop an assessment of the existing system's infrastructure and equipment condition. This will provide our team a basis for understanding the status of the existing radio system.
Project Initiation Mef:!ti g
Project Initiatiori '}1i
Meeting Goals · : .. '·· ·t
·.' '.c
t•,
FE will conduct a project initiation meeting with the City 's project manager and officials from participating agencies on a mutually agreed upon date follo wing contract signing. This initial meeting will reaffirm a common understanding of the project goals, objecti ves, and vision, items best understood through a close working relationship between our respective management teams and staffs . It will be held onsite if current conditions allow us to meet safety, or if necessary, via conference call. Based on the outcome of the meeting, FE will deliver a project schedule that will serve as the guiding document throughout the project. • Clarify roles
• Develop relationship s·::
• Identify objectives ~\
• Streamline
communication · :;.~~-
• Review schedule· :·. %.
• Confirm deliverables ti
• Discuss site. visits · :. · .. ~ .. ·•.· ... • · Review reporting -;{:IW! methodologies : lf:tt
User Ir terviews • Identify risks - ·);i,:«
-- : ...... .t.
FE will conduct interviews with system users to identify current and future communications needs. This needs assessment task is one of the most important efforts because it establishes the foundation for systems analyses. During this process we accomplish the follo wing:
Identify current and future user needs
• Solicit users' perceptions of current system performance and any coverage gaps Validate requirements
. • Educate users as to what is practical and affordable • Build consensus and "ownership" in the recommendations To facilitate our interviews , we will develop a customized data collection questionnaire that will serve as a basis for the interviews. The correspondence will be sent to the City 's project manager for review in advance. Once approved, it will be sent to each interview participant and emphasize the need to actively participate in this process. Early involv ement encourages a broader understanding and participation by all stakeholders with the assurance that their issues are being addressed and incorporated into the overall design.
FE will assess the collected information to understand the current system infrastructure , functionality, and system expectations . We will document the user requirements for radio system connectivity and portable and mobile coverage. Requirements will be presented to participating stakeholders for consensus and acceptance.
Site Surveys and Exist;-~ Sys'"e,1 E "J/uatior·
Leveraging our experience surveying thousands of radio sites across the country , our project team will review data and inventory records provided by the City and information from the City's radio system service provider to develop an assessment of the condition and age of the existing system's infrastructure and equipment. We will conduct follow-up calls to confirm information , as required.
FE will then conduct physical site visits to the City's six radio sites or other system sites , based on the selected procurement option . Our site surveyor will spend up to two days onsite, escorted by a local 15 26
DocuSign Envelope ID: 94EOOC5E-892C-48D1-B9A1-33B425D4D557 staff person. During the RF site visits, our expert will confirm site coordinates including latitude, longitude, and elevation, and will collect information about the sites, typically including the following:
o Access road and general site conditions
o Perimeter security
o Equipment shelter and available space
o HVAC
0 0
•
Antennas and mounts and available space
Nearby obstructions
Service history and ownership
•
0 Q
0 •
0 Availability of surrounding land
Transmission line support structure
Waveguide and dry air systems
AC, DC, solar power
Emergency p·ower
Radio and microwave electronics
Grounding/variances from standards
Our site surveyor will assess the sites and equipment for functionality and future viability to support additional or new equipment based on visual observation, then document any site deficiencies and status of existing system equipment, network infrastructure, and site facilities. As part of this analysis, our experts will identify any components of the existing system that could be retained in an upgraded system. FE will document site survey findings for inclusion in the Needs Assessment and Recommendations Executive Summary.
Model Existing Coverage
Mobile and portable coverage are the single most important characteristics of a radio network. An advanced digital network is of little value if users cannot access it due to unreliable coverage.
Recognizing this years ago, FE developed our in-house toolset, FEPerformancePro™, to model radio network coverage and performance in any frequency band. Its accuracy has been confirmed by the Federal Government and validated by FE through drive testing on numerous network implementations. 16 27
DocuSign Envelope ID: 94EOOC5E-892C-4801-B9A1-33B425D4D557 FEPerformancePro™ includes the following network analysis tools:
• FECoverage™
• FEMapper™
• FENetwork™
• FEMitigate ™
FETeamCoverage TM
Complete coverage analysis tool
High-resolution mapping tool
Network capacity analysis tool
System-wide interference analysis tool (optional)
Interactive user coverage workshop
Our coverage expert will work with the City's project manager to determine how coverage plots should be depicted, including color schemes, topology, roads, patrol zones, and other unique characteristics. He will then load the existing transmitter locations and other relevant information into our FECoverage™ modeling tool and generate coverage maps of the existing system using FEMapper™. Maps will include mobile and portable coverage areas, noting both talk-out and talk-in, with indoor and outdoor coverage areas defined. This will serve as the baseline to begin assessing alternatives to enhance coverage. Our coverage analysis will yield coverage maps as image files that can be viewed using Word or a PDF viewer. The raw data can be manipulated either in a GIS program (such as ArcGIS) or Google Earth application. We can provide coverage footprints in Google Earth format (KML or KMZ files) to make viewing coverage interactive, allowing clients to zoom in to street and building level.
FETeamCoverage™ Wo, ''shop
FE pioneered the concept of a coverage workshop over a decade ago. Our coverage expert has delivered the FETeamCoverage™ experience to over 80 clients, the majority of which had goals similar to the City. Our interactive coverage methodology has set the standard and we were recently invited by IWCE to deliver a real-time workshop, highlighting the effectiveness of our FETeamCoverage™ workshop in modeling LMR and LTE coverage parameters.
";i~"..:',
Coverage Workshop ~, -
FE will schedule an interactive coverage workshop to be delivered via the internet. As radio coverage is modeled and gaps are indicated, our subject matter expert will interactively, and in real-time, manipulate the model and display the effects of changing site equipment, placing additional sites in the network , and the impact of spectrum decisions. The sites to be modeled will vary, based on the procurement option selected by the City (i.e., City only sites or sites from the County or regional system under evaluation). In the process, we will incorporate knowledge about existing systems and sites and reported coverage issues, targeting those areas where gaps have been identified. Workshop attendees will immedia tely be able to evaluate the impact of these changes and determine what is needed to meet user requirements. Our project plan assumes FETeamCoverage™ will be presented via the internet. As an option, it can be presented on site.
The FETeamCoverage™ experience will build consensus and facil ita te "buy-in" of the eventual system requirements which will be included in the . - Benefits . ~ . ";.l:
• Review existing coverage in,:
real-time .; ·
• Address system
performance needs
• Identify problematic
coverage areas
• Locate and resolve
.. , ...
';f_
.. A·~ ...... ;.·_.
coverage gaps ~;.,. ,'.'>I:' '~"1-
• Determine network · · 0 ~- •
modifications .
• Display effects of changing ; ~ ..
equipment or sites ··\·r·
• Immediately evaluate the \};
impact of changes .'·;,'~(
specifications for the RFP. It also provides data and maps that FE uses as a sanity check when evaluating vendor proposals. FEMapper™ will yield coverage maps as image files that can be viewed using Word or a PDF viewer .
Needs Assessment anc recommendations :::xecutive Summary FE will develop a Needs Assessment and Recommendations Executive Summary detailing the results of our assessment, coverage analyses, and high-level requirements for system upgrade_. The report will include site recommendations, coverage maps, potential risks, rough order of magnitude budgetc1ry estimates, and recommendations on how to move forward to meet the City's needs. 17 28
DocuSign Envelope ID: 94EOOC5E-892C-48D1-B9A1-338425D4D557 We will present the draft Executive Summary to designated stakeholders by teleconference. This meeting will allow the FE team to review the high-level conceptual design in detail explaining how it will meet the technical, functional and operational needs identified through the project initiation meeting, user interviews, site surveys, and Coverage Workshop. Following the meeting, the City's Project Manager and stakeholders will have one week to review and provide any additional comments that were not discussed during the meeting. Once feedback is addressed, FE will submit the final City of Simi Valley Radio System Needs Assessment and Recommendations Executive Summary.
Phase 2: Procurement Support
Specifications Developn1ent (Provided in All Three Options) FE will develop technical specifications based on the City-approved requirements, derived from the stakeholder interviews, site surveys, coverage workshop, and our analysis, and selected procurement option. These specifications will describe the radio system's functional, technical, and performance requirements in sufficient detail for the vendors to submit consistent proposals, will be verifiable through future acceptance testing, and will stress the use of existing investments wherever possible to save money.
We will document the technical specifications, prepare implementation and operational statements of work, and develop high-level evaluation requirements. FE will review the draft business and technical specifications and cost proposal recommendations with City stakeholders during a conference call, incorporate changes, and issue the final specifications.
Competitive Procurement (Proposal Option 1)
For competitive procurements, the detailed design of the system will be left to the radio system vendor to allow for innovative approaches and to cause the vendor to remain responsible for system performance in accordance with the specifications. These specifications will be the foundation for vendor proposal evaluation and as acceptance criteria.
FE's functional/performance specifications· approach has been proven over billions of dollars in procurements. Our approach avoids the pitfalls of an approach in which the consultant develops detailed design specifications. This obsolete approach inherently shifts the burden of risk from the vendor to the City since the vendor is no longer required to meet the City's functional and performance needs but rather just delivers a design. Even the Federal Government, which has used detailed design specifications for decades, is moving away from them and embracin~ the same approach proposed by FE.
We will then support the City to prepare and review applicable sections of an RFP or other procurement documentation, incorporating the technical specifications, boilerplate terms and conditions provided by the City, and other local purchasing requirements. We will submit the draft RFP to the City, review it during a conference call, then revise and submit to the City to issue for a competitive procurement.
FE will assist with competitive system vendor procurement activities. FE will support the following:
0 Attend the pre-proposal conference via conference call and assist the City in response to technical questions.
0 Assist with responses to vendor questions and with the preparation of addenda, as needed. o Assist with developing the evaluation criteria and a vendor evaluation scoresheet. o Assist the City's project team in reviewing vendor proposals, participate in evaluation meetings and vendor presentations, and assist with proposal scoring and vendor selection. ~ FE can provide contract negotiations support on an optional basis. 18 29
DocuSign Envelope ID: 94EOOC5E-892C-48D1-B9A 1-33B425D4D557 FE will work with the City to finalize and issue the specifications and scope of work for a new system design that can be procured via the City's existing contract with a vendor or via State contract. In this option the specifications become a reference for system design evaluation and a roadmap for future enhancements to assure project goals are met. FE will evaluate the vendor's response to the City for compliance to the specifications.
Self-Directed Procurement to Join Neighborirg Sys'"em (Proposal Option 3) For self-directed procurement to join a neighboring County or regional system, FE will develop specifications for enhanced equipment or an additional site to be added to the system to meet the City's coverage requirements, as identified previously in the conceptual design. FE will discuss the specifications with the system's owner, then release the specifications to the system vendor for sole source procurement. FE will evaluate the vendor's proposal to confirm that it meets the specifications. We will also review User Agreements or Memoranda of Understanding governing the system usage.
PROPOSAL 1: COMPETITIVE PROCUREMENT
Scope of Work Summary
Phase 1 -
1. FE provides list of requested system information
2. FE reviews information and prepares for project initiation meeting
3. FE spends one day onsite to conduct kick-off meeting and interviews to document user needs
4. FE surveys six City sites over two days with City escort
5. FE documents current system
6. FE performs remote coverage workshop to finalize coverage requirements for new system specifications
7. FE identifies gaps between current and desired operational state Phase 2 - RFP Deve 10,,rr-en .. an -f Proct:rerr,.,"l'" =uppor*"
1. FE conducts conference call with City to develop consensus on conceptual design and requirements
2. FE prepares specifications for a new LMR system
3. FE provides draft RFP to City for competitive bid
4. FE finalizes RFP for City
5. FE attends'vendor pre-bid call
6. FE assists City with vendor questions or addendums in support of system procurement
7. FE drafts evaluation matrix and reviews vendor proposals for compliance
8. FE attends short -list vendor presentations
9. FE provides contract negotiations support on an optional basis Deliverable Schedule
Our schedule for the City's project is shown below. We assume a notice to proceed no later than June 17, 2021. FE is ready to start immediately upon receipt of a Purchase Order. To meet your expectations, FE can shorten or extend this schedule depending on the City's needs. 19 30
DocuSign Envelope ID: 94EOOC5E-892C-48D1-B9A 1-33B425D4D557 .. ' :,. · ., :: · .. ;;_ Est. Task ,; Est. Completion from f :: .. ·--'· · . Task Description_ ·. · ;',II,;-, • ~ .... :'* · :: 1l' Duration ,, Project Initiation '' ..
Project initiation meeting, user interviews, and coverage 4 weeks Week 5 analysis Coverage Workshop (remote) and recommendations 3 weeks Week 8 development Final Needs Assessment and Recommendations Report 6 weeks Week 14 delivery Final Specifications and RFP deli very 6 weeks Week 20
System RFP released , vendor pre-bid , preparation of 6 weeks Week 26 Addenda Vendor proposal evaluation, short-list presentations, 8 weeks Week 34 City's selection Firm Fixed Fee for Proposal 1: Competitive Procurement
The total firm fixed cost, including labor, tra vel, and other direct costs for the City of Simi Valley, California Radio System Needs Assessment and Competitive Procurement Support project is $71,419.
FE is pleased to offer the City this proposal, which is discounted from our standard rates.
PROPOSAL 2: DIRECTED PROCUREMENT NEW CITY SYSTEM
Phase 1 - Radi(.,, Sys .. cr f''eeds Analysis
1. FE provides list of requested system information
2. FE reviews information and prepares for project initiat ion meeting
3. FE spends one day onsite to conduct kick-off meeting and interviews to document user needs
4. FE surveys six City sites over two days with City escort
5. FE documents current system
6. FE performs remote coverage workshop to finalize coverage requirements for new system
7. FE identifies gaps between current and desired operat ional state Phase 2 - Specificatior" Development a'"ld Drocurement Support
1. FE conducts conference call with City to develop consensus requirements
2. FE prepares specifica ti ons for a directed procurement to vendor of th e City's choice for new system
3. FE provide s specifications to City for release to selected vendor
4. FE drafts evaluation matrix and reviews vendor proposal for compliance to specifications
5. FE provides contract negotiat ions support on an optio nal basis Deliverable Schedule
Our schedule for the City's project is shown below. We assume a notice to proceed no later than June 17, 2021. FE is ready to start immediately upon receipt of a Purchase Order . To meet your expectati ons, FE can shorten or extend this schedule depending on the City's needs. 20 31
DocuSign Envelope ID: 94EOOC5E-892C-48D 1-B9A1-33B425D4D557 .• ?+~· q .... ,.,. • . .. .. ~: ~ - . ,, • \'° •I•"' f ' ,• ~ I : ' . . ·- ~
. . :; }:,: -~- _. :/ Est. Ti!sk +. Est. C'!mp/e~i~n from :,:~~~ ~ -~ ,,. ... ' .. Task Description • • • ;"r: . :1( Duration ,: Pro1ect In1t1at1on ,<#;:o:-, •• ,. '. • M• ... , Project initiation meeting, user interviews, and coverage 4 weeks Week 5 analysis Coverage Workshop (remote) and requirements 3 weeks Week 8 development Final Needs Assessment and Requirements Report 6 weeks Week 14 delivery Final Specifications delivery and release to preferred 2 weeks Week 22 vendor Vendor proposal evaluation for complianc e to 4 weeks Week 26 specificati ons Firm Fixed Fee for Proposal 2: Directed Procurement New City System The total firm fixed cost, including labor, travel, and other direct costs for the City of Simi Valley, California Radio System Needs Assessment and Directed Procurement for Radio System Upgrade project is $61,570. FE is pleased to offer the City this proposal, which is discounted from our standard rates.
21 32
DocuSign Envelope ID: 94EOOC5E-892C-4801-89A 1-33B425040557 PROPOSAL 3: DIRECTED PROCUREMENT TO JOIN OTHER SYSTEM
Scope of Work Summary
Phase 1 - Radio Systefft Needs Analysis
1. FE provides list of requested system information
2. FE reviews information about County/regional system and prepares for project init iatio n meeting
3. FE spends one day onsite to conduct kick-off meeting and intervi ews to document user needs
4. FE surveys up to six City, County, or regional system sites over two days with escort
5. FE documents current system
6. FE performs remote coverage workshop to finalize coverage requirements for new system requirements
7. FE identifies anticipated coverage from the county or regional system and equipment/site upgrades to meet City coverage requirements
Phase 2 - Specifications rievelopment and Procuremr, Support
1. FE conducts conference call with City to develop consensus requirements
2. FE prepares specifications for a directed procurement to the existing County or other system vendor
3. FE provides specifications to City for release to existing vendor
4. FE drafts evaluation matrix and reviews vendor proposal for compliance to specifications
5. FE provides contract negotiations support on an optional basis Deliverable Schedule
Our schedule for the City's project is shown below. We assume a notice to proceed no later than June 17, 2021. FE is ready to start immediately upon receipt of a Purchase Order. To meet your expectations, FE can shorten or extend this schedule depending on the City's needs. '
,,
" ,l Est. Task :1 Est. Completion from .. Task Description ;. Duration Project Initiation Documentation review 1 week Week 1
Project initiation meeting, user interviews, and coverage 4 weeks Week 5 analysis Coverage Workshop (remote) and requirements 3 weeks Week 8 development Final Needs Assessment and Recommendations Report 6 weeks Week 14 delivery Final Specifications delivery and release to existing 2 weeks Week 22 vendor Vendor proposal evaluation for compliance to 4 weeks Week 26 specifications Firm Fixed Fee for Proposal 3: Directed Procurement to Join Other System
The total fi rm fixed cost, including labor, trave l, and other direct costs for the City of Simi Valley, California Radio System Needs Assessment and Directed Procurement Project to join an existing count y or regional system is $63, 156. FE is pleased to offer the City this proposal, which is discounted from our standard rates.
22 33
DocuSign Envelope ID: 94EOOC5E-892C-48D1-B9A 1-336425040557
BASIS OF OUR PROPOSAL
1. This proposal assumes Federal Engineering, Inc. will perform the tasks as called out in the technical proposal (excluding optional tasks). The deletion of a task, a significant change in scope of one or more tasks, or use of a phased implementation approach may affect the overall price.
2. FE will provide draft and final deliverables electronically to the City of Simi Valley, California.
3. This proposal assumes that the City's project manager will schedule meetings, provide meeting facilities, notify attendees, and arrange for onsite visits.
4. Any optional or additional tasking will be authorized by mutual agreement of the City of Simi Valley and FE. Such tasking will be performed on a time and materials basis or on a fixed price basis as mutually agreed upon in a task order by the City and FE.
5. FE's ability to fulfill this task depends on the willingness and ability of the City of Simi Valley, participating agencies, equipment vendors, service providers, third parties, and others to provide information in a timely manner, and upon the accuracy.of the information as supplied. The accuracy of input data, whether provided in electronic or hard copy form, and the recommendations, actions, system designs, system procurements, and license filings resulting therefrom cannot, therefore, be warranted by FE nor can the performance, suitability, or reliability of said systems be warranted by FE. FE accepts no responsibility or liability to any third party in respect to any information or related content delivered by FE. This information is subjective in certain respects, and, thus, susceptible to multiple interpretation~ and may need periodic revisions based on actual experience and subsequent developments.
6. This proposal is based upon a start date on or before August 23, 2021 and assumes up to a 34- week schedule to completion, depending on the proposal selected by the City. Delays to the project schedule due to actions or lack of actions on the part of the City of Simi Valley and agency participants, third parties, and others including, but not limited to vendor protests, protracted contract negotiations, vendor delays that impact the program schedule and/or costs to the City will be brought to the attention of the City's project manager in a timely manner and the schedule and cost impacts will be reduced to writing via a mutually agreed upon contract amendment.
7. This proposal assumes a mutually agreeable invoicing schedule for work completed.
8. Federal Engineering reserves the right to assign/reassign work efforts and associated costs across tasks and between our professional staff members to meet our contractual obligations to the City of Simi Valley.
Proprietary Notice
This proposal, its contents, and appendices are proprietary to Federal Engineering, Inc. ·and shall not be disclosed to third parties without prior written permission from Federal Engineering, Inc. Should this proprietary notice conflict with any government procurement regulations, policies, or practices, the government procurement regulations shall take precedence.
Copyright 2021 by Federal Engineering, Inc. All rights reserved. Printed in the United States of America. No part of this publication may be reproduced, stored· in a retrieval system, or transmitted, in any form, or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher.
Fairfax, Virginia
23 34
DocuSig n Envelope ID: 94EOOC5E-892C-4801 -B9A 1-33942 5040557 IN SUMMARY: WHY FEDERAL ENGINEERING?
Federal Engineering is acknowledged as the "go to" firm in our industry for public safety consulting services. We are routinely asked by clients to finish projects other consulting firms have been forced to leave behind. FE is proud of our corporate stability and the fact that the founder of our firm remains the principal today . Corporate stability translates into consistent performance for our clients.
We are not a start-up or a one-person firm that may not be around to finish your proj ect or have the resources to effectiv ely support your future need s. The combinat ion of our deep bench, experienced staff, knowledge of local agencies, and history in California will provide the City of Simi Valley with the best team for a successful project.
To assist the City in achieving a successful system upgrade, FE brings the following targeted attributes:
FE listens to your unique needs to deeply understand your goals.
FE specializes in public safety communication systems for local, county, regional , state, and tribal governments, including 20-years of successful project history in California. • FE's proven engineering and project management
tools and techniques deliver world -class services.
FE consistently exceeds the expectations of its
clients; we are always available when needed.
FE hires and retains the best consultants with the
experience to understand the issues and the maturity
to present solutions that will garner the respect of
senior administrative personnel and members of the
participating organizations.
• FE is the right size for the City's project: ample staff to accomplish the program objectives while still solely focused on meeting customer goals as your dedicated
technical advisor.
• FE will answer the City's questions and provide a
broad, comprehensive assessment of user needs and
develop solutions to meet those needs and your unique challenges.
Your
Best
• FE's innovative solutions have consistently been successful and are predicated on client affordability.
Federal Engineering looks forward to working with the City as your trusted advisor. We are committed to helping with your ongoing efforts to improve emergency communications to your first responders and citizens. FE prides itself on our history of completing projects on time and within budget.
Delivering the Most Cost-Effect=ve Solutia~
Typical public safety radio projects have three phases: analysis and recommendations , procurement , and implementation . The first phase is the lowest cost involving thousands of dollars in consulting fees, while the last phase is by far the highest involving millions of dollars in equipment costs. The City can realize significant savings during the implementation phase by engaging the right consulting firm at the project start. .
Federal Engineering is that consulting firm. We have saved our clients millions of dollar s while delivering solutions that meet or exceed their needs. Because FE has been involved in billions of 24 35
DocuSign Envelope ID: 94EOOC5E-892C-48D1-B9A 1-33B425D4D557 dollars in systems procurements, we have developed unmatched skills, methodologies, and databases that consistently yield results.
When supporting a competitive procurement, FE starts with a proven RFP that encourages competition and motivates equipment vendors to bid competitively. In either a competitive or a directed procurement to a preferred vendor, our subject matter experts review the vendors' proposed design to determine if the design will meet your stated requirements identified through the needs assessment process. Our FECostPro™ tool provides a database of historical equipment pricing so we can determine if the vendor is bidding an appropriate amount for a specific piece of equipment. We provide experienced negotiators that know where to look in the vendor proposals for hidden services and equipment costs that can be eliminated. As an option, we can w.ork with the City to finalize a contract that contains the specifications developed by FE that tightly defines system performance, thereby minimizing the vendor's ability to "up scope" the project. The end result of FE's process typically is significant savings to our clients.
Our methodology, which has been honed over the years, saves you money and mitigates your risk. So how do we do that? We make sure you are buying only the system you need and not what a radio shop or vendor says you need. We create a competitive environment between the manufacturers so that they offer discounts well below list price and, in many cases, below state contract pricing.
Selecting the right consulting firm is your most important consideration to help you get a system that works for the money you have to spend. One that has been in the business for many.years, understands your operations, is respected by the first responder community, has a deep bench, and is skilled at reducing your project cost while mitigating your risks. FE is that firm.
APPENDIX A-RESUMES
RAJIT JHAVER
Project Manager/Director
EDUCATION GENERAL BACKGROUND
-------- Mr. Rajit Jhaver is responsible for providing consulting services for o M.BA., Strategy,
Finance, and
Economics, with
Honors,
University of
Chicago
• . B.S., Computer .
Engineering,
U~iversity of
Toronto, Ontario
public safety mission critical voice communications to state and local government customers. His 20 ye·ars of experience has included designing and implementing communications systems for a major radio vendor as well as independent consultant. His roles include assessing current communications infrastructure and local needs, developing system requirements, and providing design alternatives including cost-benefit analyses for each. Mr. Jhaver has in depth experience in APCO P25 interoperability standards and design as well as all phases of land mobile radio systems engineering. Mr. Jhaver is also able to analyze cost/benefits, complete economic analysis for systems and provide strategic planning for radio administrators. 25 36
OocuSign Envelope ID: 94EOOC5E-892C-4801-89A 1-338425040557
RELEVANT PROJECT EXPERIENCE
State of Oregon
• Bonneville Power Association Mobile Radio Replacement Project (Utility)
• Emergency Communications of Southern Oregon Public
Safety Communications Consulting
Oregon State Radio Project RFP Development
City of Portland Public Safety Communications Consulting 0 Tillamook County Public Safety Communications Consulting State of Arizona
Gila County PSMR Analysis and Review
C! Navajo County Communications Roadmap Consulting
0 Pinal County Radio Communications System Strategic
Planning
o City of Sedona VHF Radio Communications Upgrade
State of California
0 Los Angeles Regional Interoperable Communications
System
0 Marin County Wireless Communications Consulting Services 0 Merced County Interoperability Communications Consulting Santa Barbara Public Safety Radio Replacement
State of Connecticut
• Town of Avon PSMR Consulting Services
State of Colorado
0 State of Colorado Digital Trunked Radio Needs Assessment City of Denver Commuter Rail Wireless Network
o Routt County Countywide Coverage Analysis
State of Nevada
• Carson City Radio Consulting Services
• State of Nevada Land Mobile Radio Evaluation
State of Nevada Microwave Assessment
Washoe County LMR Technical Support
26 AREAS OF EXPERTISE
0 Network design and
Implementation
o Site assessment
• Public safety voice and
data communications
o Public safety mission
critical voice networks
37 DocuSign Envelope ID: 94EOOC5E-892C-4801-B9A1-33B425040557
LUIS CAMARILLO
· Technical Lead/Senior Consultant
GENERAL BACKGROUND EDUCATION
• M.S., Information
Engineering, and
Telecom Engineering,
Southern Methodist
University
• B.S., Telecom
Engineering
Technology, Texas
A&M University
Luis Camarillo is a Certified Telecommunications Engineer with over 10 years of hands-on experience in cellular
communications, information technology and land mobile radio.
He has valuable knowledge in P25, digital mobile radio and LTE.
Mr. Camarillo has designed citywide, countywide, and statewide voice and data systems that meet and often exceed customer requirements. System design activities include user needs assessments, product lifecycle evaluation, radio coverage analysis, and RFP development. Mr. Camarillo's extensive background solidifies his ability to analyze the ever-changing requirements in today's mission-critical environments.
RELEVANT PROJECT EXPERIENCE
State of Oregon
0 Bonneville Power Administration (Utility) LMR Consulting Services
Emergency Communications of Southern Oregon Public
Safety Radio System Design
0 Oregon State Radio Project Statewide Public Safety
Communications Planning
0 Tillamook County Public Safety Radio System Consulting State of Washington
0 Seattle City Light PSMR Assessment, Design, and
Implementation
State of California
• Marin County Wireless Communications Consulting Services 0 Merced County Interoperability Communications Study
• Mono County LMR Consulting Services
Santa Barbara County PSMR Replacement Project
State of Texas
0 El Paso County P25 Radio Communications System
Consulting Services
State of Utah
0 State of Utah LMR Procurement and Implementation Support State of Connecticut
o City of Bridgeport LMR Analysis
0 Town of Simsbury Public Safety Radio System Analysis
State of Colorado
State of Colorado Digital Trunked Radio Assessment and
Recommendations
27 AREAS OF EXPERTISE
• Long Term Evolution
.. Public safety mobile ·
radio
.. Wireless
communications
.. RF propagation
analysis
• VoIP disaster
recovery
• Traffic engineering
theory·
• Electronic circuit
analysis
o Engineering
management
o Information
technology
Network management
PROFESSSIONAL
ORGANIZATIONS
• Institute of Electrical·
and Electronics
Engineers
• International
Association for Radio,
Telecommunications
and Electromagnetics
38 OocuSign Envelope ID: 94EOOC5E-892C-4801-89A1-338425040557
ADAM NELSON
RF Coverage Specialist
EDUCATION
o Master's Degree, Geographic
Information Systems, The
Pennsylvania State University
• Bachelor of Science, Information
Technology, University of Phoenix,
with honors
RELEVANT SKILLS
o RF propagation prediction/analysis
o RF Interference assessment and
mitigation
" System capacity planning
.. Frequency planning
" Frequency coordination and licensing
" GIS coordination, curation, analysis,
and modeling
" Spectrum availability
" Radio infrastructure and
performance analysis
" LTE system design
GENERAL BACKGROUND
Adam Nelson has over 15 years of experience
providing consulting services in the fields of public
safety, telecommunications, and information
technologies. As a member of FE's Spectrum Center
of Excellence, his specialties include radio frequency
prediction and analysis, frequency and capacity
planning, interference mitigation, LTE system design
and analysis, and spectrum-related efforts pertaining
to frequency licensing and coordination.
He has also managed and maintained various
municipal wireless networks, specifically in the realm
of public safety communications. He has participated
in all phases of communications system lifecycle from
needs assessment, system recommendations, RFP
development, through implementation.- Mr. Nelson
has extensive experience with GIS platforms such as
ESRI's ArcGIS. He has developed web apps, geo
processing tools, and analysis models for various
types of communications systems.
RELEVANT PROJECT EXPERIENCE CERTIFIC~TIONS AND
TRAINING RF Coverage Prediction, Capacity Analysis, Interference Analysis, and/or Channel Planning for the following
clients/ projects:
Statewide Projects
0 State of Colorado
State of Oregon
Utility, Transit, and Other Projects
" Bonneville Power Administration (Oregon)
Regional Projects
" Emergency Communications of Southern Oregon
County Projects
o Lincoln County, Oregon
Tillamook County, Oregon
Ada County, Idaho/State of Idaho
" Alachua County, Florida
Essex County, New York
o Grant County, Wisconsin
Henry County, Georgia
" Rockbridge County, Virginia
Municipal Projects
City of Portland, Oregon
o City of Albuquerque/Bernalillo County, New Mexico
o City of El Paso, Texas
o City of Florence, Arizona
o City .of Mesa, Arizona
" City and County of San Francisco, California
28 0 Simulcast Radio
Systems, Motorola
Certified Training
.. Integrated Voice and
Data Systems, Motorola
Certified Training.
.. RAPTR Certified Training
0 ATDI Developer Training
o ArcGIS Developer
Training
u Certified GEOINT
Professional
" Satellite
Communications
Systems Terminal
Maintainer Course, U.S.
Army
" ASTRO 25 Radio System
Management, Motorola
PROFESSIONAL.
ORGANIZATIONS
0 APCO
39 DocuSign Envelope ID: 94E00C5E-892C -48D1-B 9A1-33B425D4 D557
APPENDIX B-REFERENCES
EL DORADO HILLS, CALIFORNIA
Fire Department Commun ications
System Assessment and Design
Project Dates : 2019 - 2020
Relevant Technologies
• 7001800 MHz
• P25
• Motorola
• Non-simulcast analog
VHF
Pro ject Snapshot
Existing system analysis
• Needs assessment
Perform site visits
.. Complete dispatch system assessment
• Provide written analysis
Project Description
Project Contact
Dustin Hall
Fire Department Deputy Chief
1050 Wilson Boulevard
El Dorado Hills, CA 95762
916-933-6623
dhall@edhfire .com
FE contracted with El Dorado Hills to conduct an analysis of existing regional emergency communications centers to identify strengths , weaknesses , and capabilities of different options and make a recommendation for future upgrades.
The FE team met with designated personnel and conducted interviews regarding end-user concerns, current and future potential dispatch providers , radio system functionality , and mobile data requirements . FE performed site visits to CALFIRE Emergency Command Center located in Camino , California, to assess current and future ECC operations , capabilities , any projected technology upgrades , quality assurance programs , strengths , and weaknesses . An analysis was also completed of the existing El Dorado County VHF radio system , mobile infrastructure , equipment , and operations.
Further site visits and assessments were made to the Sacramento Regional Fire/EMS Communications Center , the Sacramento County 800 MHz radio system , and the El Dorado Hills Fire Department dispatch services . These analyses included feasibility studies to determine capabilities and use.
The team compiled all findings and recommendations into a report which was pres ented to El Dorado Hills to use as a guide for the future of their radio and dispat ch sy stems .
29 40
DocuSign Envelope ID: 94EOOC5E-892C-4801-89A1-338425D40557
CITY AND COUNTY
OF SAN FRANCISCO
800 MHz Public Safety
Radio Replacement
Project Dates: 2014 - 2021
Contract Value: $3,300,000
Relevant Technologies
• 700 / 800 MHz
• P25 Phase 2
• Motorola SmartZone
Project Snapshot
• Existing system analysis
• Needs assessment
Requirements recommendations
• Alternatives analysis
• Conceptua l design
Project Description
Project Contact
Michelle Geddes
Public Safety Communications Program Manager
Department of Emergency Management
1011 Turk Street
San Francisco , CA 94102
415-558-3800
[email protected]
• Budget projections
• Cost models
• Procurement support
• Contract negotiations
System implementation
FE was selected by the City and County of San Francisco to assess alternatives for and upgrading its 8-site 800MHz Citywide Emergency Radio System (CERS) and evaluating options for the 4-site analog 800 MHz Public Service Emergency Radio System (PERS).
The City has the added benefit of two other radio systems that have recently been upgraded to P25- the San Francisco Municipal Transportation Agency's (SFMTA) 700MHz P25 Phase 2 four-site trunked simulcast system and three-site 800 MHz OpenSky system and the San Francisco International Airport 's (SFO) two-site 700 MHz P25 system - options for the CERS and PERS include integration with these networks. The resulting system design must include interoperability among local agencies , surrounding counties, the region , state networks , federal networks, and potentially other critical infrastructure entities (such as the Golden Gate and Oakland Bridges).
FE is contracted to conduct a full systems development cycle from existing systems assessment through requirements discovery interviews, alternatives analysis, conceptua l design, RFP development, procurement support, and implementation management. This project requires outstanding technical and project management support throughout its five phases, especially during the procurement and implementation phases where close radio system vendor management is paramount.
30 41
DocuSign Envelope ID: 94EOOC5E-892C-48D1 -B9A1-33B425D4D557
SAN DIEGO / IMPERIAL
COUNTIES , CALIFORNIA
Regional Communicat ions
System Consulting
Project Dates : 2010 - 2020
Contract Value: $5,500,000
Relevant Technologies
• P25
• Interoperability
• 700/800 MHz
• Regional communications
• Motorola
Project Snapshot
• Evaluate existing communications system
• Perform spectrum assessment
• Conduct equipment and spectrum reuse
analysis
• Conduct needs assessment
• Design regional P25 radio system
Project Description
Project Contact
David Brooks
Wireless Services Division Manager
555 Overland Avenue #5101
San Diego , CA 92123
503-939-6617
david .brooks@sdsheriff .org
• Provide cost analysis
• RFP technical specifications
development
• Assist with system procurement
• Oversee installation , implementation,
and testing
FE performed an in-depth assessment of the current communications infrastructure and reviewed the original system proposal documentation , subsystem level equipment documentation , and as-built drawings . FE also assessed the needs of the county '.s WSD maintenance organization to check for compliance with current industry standards . Existing P25 technologies and features were evaluated , associated backhaul needs assessed , the county 's future requirements defined and validated , and viable design alternativ~ solutions defined for a new P25 system , a conventional network , and backhaul for the region. We also . conducted an in-depth assessment of the existing RCS infrastructure equipment and associated subscriber units to determine the degree to which existing equipment can be reused to support the new P25 trunked communications system.
FE is engaged to develop technical specifications for use in a competitive RFP and provide full system installation and implementation oversight services , supervising the radio system vendor on behalf of the region. FE continues to support the project by producing briefs that facilitate complex discussions with the RCS Board of Directors and county personnel responsible for devising an acceptable strategy for funding the new system. FE's continued support and detailed knowledge of the RCS is enabling the county to be well represented through implementation and migration to the next generation system. 31 42
DocuSign Envelope ID: 94EOOC5E-892C-4801-B9A 1-338425040557
COUNTY OF MERCED,
CALIFORNIA
Interoperability
Communications Study
Consulting Services
Project Dates: 2017 - 2020
Relevant Technologies
• LMR
• 800 MHz
• VHF/ UHF
• Microwave / Fiber
Project Snapshot
• Needs assessment
• Interoperability analysis
• Coverage assessment, including in-building
Project Description
Project Contact
Kim Nausin
Purchasing Manager
2222 M Street
Merced , CA 95340
209-385-7513
knausin@co .merced.ca.us
• Recommendations
• Procurement
• Implementatio n
The County contracted with FE to perform an assessment of the current system,· make recommendations for improvement of the system, and to develop an implementation plan that will improve the effectiveness of radio communications interoperability within the County.
Merced required a plan that would meet short- and long-term interoperabili ty needs , and address issues with the communications systems such as capacity , RF coverage, features, and capabilities. The County also desired a plan outlining how their current systems would be able to migrate towards, and integrate with, future technologies. · Communications issues had been problemati c in many areas of the County , including lack of coverage inside buildings and the cost of ownership of and enhancement to the system.
These issues had previously hindered broad adoption and utilization of the system.
FE provided a report documenting the performance of the current system and identifying vendor-neutral recommendations suitable for the procurement of equipment and services.
The team developed a project outline and timeline for implementing recommended changes to the system, and supported procurement and implementation of the selected sxstem. 32 43
DocuSign Envelope ID: 94EOOC5E-892C-4801- 89A1-338425040557
MONO COUNTY, CALIFORNIA
Public Safety Communications
Consulting Services
Project Dates : 2019
Contract Value : $50,000
Relevant Technologies
• LMR
• VHF
• Analog
Project Snapshot
• Existing systems analysis
• Site surveys
• Inventory
• Needs assessment
• Coverage analysis
• Requirements definition and
recommendations
Project Description
COUNTY
Project Contact
Nate Greenberg
Director, Information Technology
25 Bryant Street, Annex II
Bridgeport, CA 93517
760-924-1819
[email protected]
• Frequency planning
• Interoperability analysis
• Cost analysis
• Procurement support including RFP
development
• Implementation support
FE completed an existing syste ms analysis, site surveys, nee ds assessment, coverage analysis, requirem ents definition, recommendations, and a cost ana l ysis for a replacement of t he County's current public safety communication s system. FE pro vided procurement support in cluding RFP deve l opment, vendor proposal review, contract negotiation s, and completed the project by managing the implementation process.
33 44
DocuSign Envelope ID: 94EOOC5E-892C-48D1-B9A1-33B425D4D557
LOS ANGELES REGIONAL
INTEROPERABLE
COMMUNICATIONS SYSTEM
LMR Voice and L TE Broadband
Mobile. Data Implementation
Proiect Dates: 2012- 2021
Contract Value: $11,750,000
Relevant Technologies
o 700/800 MHz
e UHF
o LTE
o Motorola
Project Snapshot
o LMR RFP rewrite
o Vendor selection and contract
. negotiation support
o · 800/UHF hybrid feasibility analysis
o Review design documents
o Conduct PDR/DDR
o Maintain master schedule and punch list
Pro1ect Contact
Chris Odenthal
LA-RICS PCM Contract Project Manager
2525 Corporate Place Suite 100
Monterey Park, CA 91754
3~3-881-8282
[email protected]
o Verify coverage
o Verify factory acceptance tests
o Review and verify site construction
o Implementation/migration planning
o Review/verify acceptance and coverage
test plans
Proiect Description .
The LA-RICS Authority, representing the public safety agencies in 86 municipalities, awarded. a project and construction management contract to the Jacobs team, with FE providing land mobile radio and L TE systems expertise, and managing vendor design, procurement, implementation, and operations activities.
FE redefined the design and procurement plan for the LMR portion of the network as a result of the 2011 passing of H.R. 3630 that called for public safety to vacate all use of the UHF T Band spectrum within nine years. FE is also contracted to support key elements of Phase 1 design review activities include planning, scheduling, and coordinating preliminary design · reviews and detailed design reviews as well as implementation oversight.
FE's project management and technical oversight of the LMR and LTE system contractor will provide independent assessments of vendor designsr early identification and resolution of technical issues,. and adherence to schedule. Primary benefits from FE's work are the visibility, control, and reduction of overall program risks .and costs.
July 23, 2021
Submitted via email: [email protected]
Jeremiah Sanders
34 45
DocuSign Envelope ID: 94EOOC5E-892C-4801-B9A 1-33B425D4D557 Communication Systems Coordinator
2929 Tapo Canyon Road
Simi Valley, CA 93063
Dear Mr. Sanders:
In response to your request, Federal Engineering, Inc. (FE) is pleased to submit this addendum to our proposal dated May 14, 2021 to provide contract negotiations support to the City ofSimi Valley, California as part of your radio upgrade project. Contract negotiations support was listed as an optional service in our original proposal and not included in the firm fixed price.
FE values this opportunity to support the City's best interests during contract negotiations with the vendor you select to upgrade the City's radio system. Effective negotiations will be critical to the success of your project, no matter which of the three procurement approaches you choose: a competitive procurement, a directed procurement of a vendor's stand-alone system, or a directed procurement for the City to join an existing regional or county system.
As you know, FE is an independent consulting firm and has been for 38 years. Our opinions are in the best interests of our clients since we do not sell any hardware or software equipment or services. We are hired by public and private entities such as yours, to be your trusted advisor and experts in helping with the migration from an aging land mobile radio system to a new system that meets your technical and operational needs. Your people are already busy, so we minimize the burden placed on them by this project.
This proposal will remain valid for 60 days from the date of its submittal. Scott Wiggins is available to answer your questions; you can reach him via email at [email protected] or telephone at 651-983- 9306. We stand ready to assist as you proceed.
Sincerely,
Ronald F. Bosco
Pr~sident and Chief Executive Officer
Federal Engineering, Inc.
35 46
OocuSign Envelope ID: 94EOOC5E-892C-4801-B9A1-338425040557 ADDITIONAL SERVICES: CONTRACT NEGOTIATION .
FE will provide the City with experienced contract negotiations support. Our specialists have considerable experience negotiating public safety radio and microwave systems, equipment, services, acceptance test plans, and maintenance contracts with the leading public safety radio vendors, with a proven track record of saving millions of dollars for our clients. FE is excited to assist the City of Simi Valley with negotiating a vendor contract and will use our cost knowledge from other clients to identify potential cost savings.
FE will schedule and lead a pre-negotiation strategy session with the City's _internal negotiating team.
During this conference call, we will discuss and finalize the overall negotiating strategy. Topics for discussion will include services and performance deal breakers, the City's desired target for equipment, installation, and maintenance cost, and desired service agreement timeframe.
Prior to the negotiations, FE will re-evaluate the vendor's proposal, statement of work, and draft contract in detail, looking for specific items that could impact the final contract, such as the following:
o Extra equipment or software that is not necessary to optimize the system o Open-ended or vague statements
o Inadequate vendor program management and/or quality assurance o Unclear or not measurable performance specifications
o Site and acceptance testing that are not representative of true system performance or do not provide adequate test "coverage" ·
o. Coverage and subsystem infrastructure acceptance terms · o Adherence to good workmanship standards
Q Payment schedules that favor the vendor such as payments on· shipment rather than on receipt and acceptance
o Anything that causes acceptance before testing is complete o "Beneficial Use" statements not appropriate to the system o Extra fees for personnel that are not wanted or needed o Items that can be split out of the contract and done .by SRPMIC members for a substantially lower cost
o. Parts list errors
FE will then assist the City in negotiating the contract using the Rf P's technical specifications, the City's procurement policy, and the terms and conditions from the vendor as· a starting point. Our subject matter expert will support the City during onsite contract negotiations (up to three days).
Following .conclusion of the onsite negotiations, we will provide an action item list summarizing outstanding issues. We will then review the vendor's revision to the statement of work and contract to assess compliance with negotiated terms.
Because of our dealings with radio and microwave system vendors on a regular basis, our experts-have insights into vendors' negotiation methods and practices and can assist the City in resolving disputes.
In many circumstances, we save our clients significantly more than the cost of our services. A couple of examples: The County of El Paso, Texas received a vendor proposal for $35M to implement a P25 trunk~d radio system, and after our involvement and undergoing our process they entered into a contract for $20M with the same vendor to implement the system. In one of our county projects in Virginia, our negotiations resulted in a savings of approximately 40-percent of the total cost of the system.
47 DocuSign Envelope ID: 94EOOC5E-892C-4801-89A1-338425040557 Firm Fixed Fee for Contract Negotiations
The total firm fixed cost, including labor, travel, and other direct costs, for FE to prnvide Contract Negotiations Support to the City of Simi Valley, California is $15,876.
Added to the proposal dated May 14, 2021, the total project's firm fixed cost is:
Proposal Proposal Cost Contract Negotiation Cost Fixed Co~ Option 1: Competitive Procurement $71,419 $15,876 $87,295 Option 2: Directed Procurement of $61,570 $15,876 $77,446 New City System
Option 3: Directed Procurement to $63,156 $15,876 $79,032 Join Other System
Basis of Our Proposal
This addendum to provide additional services to the City of Simi Valley incorporates the same "Basis of Proposal" terms outlined in the Radio Consulti ng Services. proposal dated May 14, 2021, with the following adjustments:
9. · The level of effort for contract negotiation support can vary great ly dependin g upon the winning system vendor and the City's procurement practices. FE will provide 70 hours of negotiation support including up to three days onsite. If additional hours are required, a mutually agreeable amendment to the scope of work will be executed by both parties.
10. This proposal is based upon a start date on or before August 23, 2021 and assum·es up to a 40- week schedule to completion of the total project . Delays to the project schedule due to actions or lack of actions on the part of the City of Simi Valley and agency participants , third parties, and others including, but not limited to vendor protests, protract ed contract negotiations, vendor delays that impact the program schedule and/ or costs to the City will be brought to the attention of the City's project manager in a timely manner and the schedule and cost impacts will be reduced to writing via a mutually agreed upon contract amendment. 48 DocuSign Envelope ID: 94EOOC5E-892C-48D 1-B9A 1-338425040557 EXHIBIT "B"
SCHEDULE OF FEES
CONTRACT FOR PROFESSIONAL SERVICES BETWEEN
THE CITY OF SIMI VALLEY AND FEDERAL ENGINEERING ,
INC FOR RADIO SYSTEMS UPGRADE PROJECT NEEDS
ANALYSIS , RFP DEVELOPMENT AND PROCUREMENT
SUPPORT
Proposal 1: Competitive Procurement $71,419
Optional Service: Contract Negotiation $15 ,876
Support
Total Not-to-Exceed Amount: $87,295
Invoicing Schedule
Description I, Amount
Complete Request for Information and Kickoff MeetinQ $10,619 Co.mplete Existing System Analvsis and Needs Assessment $12,086 Complete CoveraQe Analysis $8,316
Draft System Specifications $19,278
Complete Procureme nt Support $21,120
Complete Onsite Contract Negotiation Support $15,876
Total $87,295
49 DocuSign Envelope ID: 94EOOC5E-892C-48D1-B9A 1-33B425D4D557
LONG-TERM CONSULTING RATES
Effective January 1. 2020 through December 31. 2021
Principal
Vice President
Assistant Vice President
Director/Chief Consultant
Senior Consultant
Consultant
Senior Analyst
Analyst
Administrative / Computer Services
$ 355.00 per hour
$ 320.00 per hour
$ 285.00 per hour
$ 250.00 per hour
$ 210.00 per hour
$ 180.00 per hour
$ 150.00 per hour
$ 110.00 per hour
$ 76.00 per hour
TERMS AND CONDITIONS
1. Long-term rates do not include state or local taxes.
2. Travel and meals on a per diem basis will be invoiced at actual cost plus 20 percent to account for general and administrative costs.
3 .. Hours expended for travel In support of any time and materials task orders are billable hours. 4; Invoices will be rendered monthly. All Invoices are due and payable 30 days from Issuance. Late balances are subject to a finance charge of 1.5 percent per month (or fraction thereof). 50 DocuSign Envelope ID: 94EOOC5E-892C-4801-B9A1-338425040557 EXHIBIT "C"
INSURANCE REQUIREMENTS
CONTRACT FOR PROFESSIONAL SERVICES BETWEEN
THE CITY OF SIMI VALLEY AND FEDERAL ENGINEERING,
INC FOR RADIO SYSTEMS UPGRADE PROJECT NEEDS
ANALYSIS, RFP DEVELOPMENT AND PROCUREMENT
SUPPORT
Insurance Requirements
Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees.
Minimum Scope and Limit of Insurance
Coverage shall be at least as broad as:
1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an "occurrence" basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if Consultant has no owned autos, Code 8 (hired) and 9 (non-owned), with limit no less than $1,000,000 per accident for bodily injury and property damage.
3. Workers' Compensation insurance as required by the State of California, with Statutory Limits, and Employer's Liability Insurance with limit of no less than $1,000,000 per · accident for bodily injury or disease. Consultant hereby certifies that it is aware of the provisions of Section 3700 et seq., of the Labor Code which require every employer to be insured against liability for Workers' Compensation. ·
4. Professional Liability (Errors and Omissions) Insurance appropriate to the Consultant's profession, with limits no less than $2,000,000 per occurrence or claim, .and $2,000,000 policy aggregate.
If the Consultant maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.
Other Insurance Provisions-The insurance policies are to contain, or be endorsed to ~ontain, the following provisions: ·
Additional Insured Status
51 DocuSign Envelope ID: 94EOOC5E-892C-4801-B~A1-33B425040557 The City, its Boards, Officers, Agents, Officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Consultant's insurance (at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later revisions used).
Primary Coverage
For any claims related to this project/contract, the Consultant's insurance coverage shall be primary insurance coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its Boards, Officers, Agents, Officials, employees, and volunteers. Any insurance or self insurance maintained by the City, its Boards, Officers, Agents, Officials, employees, and volunteers shall be excess of the Consultant's insurance and shall not contribute with it.
Notice of Cancellation
Each insurance policy required above shall state that coverage shall not be canceled, e).(cept with notice to the City.
Waiver of Subrogation
Consultant hereby grants to City a waiver of any right to subrogation which any insurer of said Consultant may acquire against City by virtue of the payment of any loss under such insurance. Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer. The Workers' Compensation policy shall be endorsed with a waiver of subrogation in favor of the City for all work performed by the Consultant, its employees, agents and subcontractors.
Self-Insured Retentions
Self-insured retentions must be declared to and approved by the City. The City may require the Consultant to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or City. -
Acceptability of Insurers
Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best's rating of no less than A:VII, unless otherwise acceptable to the City.
Claims Made Policies
If any of the required policies provide coverage on a claims-made basis:
1. The Retroactive Date must be shown, and this date must be before the execution date of . the contract or the beginning of contract work.
2. Insurance must be maintained and evidence of ins.urance .must be provided for at least five (5) years after completion of the contract of work.
3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective, or start of work date, the Consultant must purchase extended reporting period coverage for a ·minimum of five (5) years after completion of contract work.
4. A copy of the claims reporting requirements must be submitted to the City for review. 52 DocuSign Envelope ID: 94EOOC5E-892C-48D1-B9A 1-33B425D4D557 Verification of Coverage .
Consultant shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant's obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. ·
Subcontractors
Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Consultant shall ensure that the City is an additional insured on insurance required from subcontractors. For CGL coverage, subcontractors shall provide coverage with a form at least as broad as CG 20 38 04 13.
Special Risks or Circumstances
City reserves the right to modify these requirements, including limits, baseq on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. 53 DocuSign Envelope ID: 84AE6E9F-E3B5-47DB-8316-931CB5F52D83
FIRST AMENDMENT TO CONTRACT FOR PROFESSIONAL
SERVICES BETWEEN THE CITY OF SIMI VALLEY AND
FEDERAL ENGINEERING, INC. FOR RADIO SYSTEMS
UPGRADE PROJECT NEEDS ANALYSIS, RFP DEVELOPMENT
AND PROCUREMENT SUPPORT
THIS FIRST AMENDMENT TO CONTRACT is made and entered into in the City of Simi Valley on this 11th day of January 2023, by and between the CITY OF SIMI VALLEY, a municipal corporation, hereinafter referred to as CITY, and FEDERAL ENGINEERING, INC., hereinafter referred to as CONSULTANT, each a "PARTY" collectively referred to as "PARTIES".
I. Recitals
A. CITY and CONSULTANT entered into a written contract ("CONTRACT") executed by the parties on August 23, 2021 for the performance of a radio system needs analysis, specifications development, and procurement support, which is incorporated herein by reference.
B. In accordance with paragraph 8 of the CONTRACT, the parties desire to amend the Description of Services, Compensation and Payment, Exhibit A and Exhibit B of the CONTRACT.
NOW, THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows:
II. Amendment
1. Section 3. Description of Services. The first sentence·ofthe description of services of the CONTRACT is being deleted in its entirety and replaced with the following:
a. "The services to be performed by CONSULTANT are as follows; radio systems needs analysis, specifications development, procurement support, and finalization of the Request for Proposals.
2. Section 4. Compensation and P·ayment. The compensation to be paid by CITY to CONSULTANT for the services provided hereby shaH be amended as follows: In no· event shall the total amount paid for this FIRST AMENDMENT to the CONTRACT exceed $24,030, for a total not to exceed amount of $95,449, unless otherwise agreed to by the parties in writing. The CONSULTANT shall keep a tally of the cost for the work ordered by CITY. The CONSULTANT shall not accept work orders from the CITY if the cost for the work will exceed the amount indicated above unless otherwise agreed to by the parties in writing.
EXHIBIT B
54 DocuSign Envelope ID: 84AE6E9F-E3S5-4 7DB-8316-931 CB5F52D83
3. Section 27. Notices. The mailing address of each party to this CONTRACT AMENDMENT is as follows:
follows:
CITY Department of Administrative Services
City of Simi Valley
2929 Tape Canyon Road
Simi Valley, CA 93063
CONSULTANT
Attn: Carolyn Johnson, Administrative Services Director Federal Engineering, Inc.
4. 10560 Arrowhead Drive, Suite 100
Fairfax, CA 22030
Attn: Ronald F. Bosco, President and CEO
Exhibit A. Scope of Work. The scope of work shall be amended as a. The "Scope of Work" of the CONTRACT, incorporated therein as Exhibit "A" shall be modified to delete all references to Contract Negotiations and the respective deliverables. ·
b. Add services more specifically set forth in the "Statement of Work," attached hereto and incorporated herein as Attachment 11 1".
5. Exhibit B. Schedule of Fees. The schedule of fees shall be amended as·follows:
a. The Schedule of Fees of the CONTRACAT, incorporated
therein as Exhibit "B" shall be modified to Delete fees and the invoicing schedule associated with contract negotiations .
b. Add fees for services described in Attachment 1, in the not to exceed amount of $24,030.
Except as herein amended, all other terms and conditions of the CONTRACT shall remain in full force and effect.
55 DocuSign Envelope ID: 84AE6E9F-E385-47DB-8316-931CB5F52083 IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written.
Attest:
Lucy Blanco, City Clerk
Approved as to Form:
Davfc1°'t:
04 c'aceres, City Attorney
Approved as to Content:
Johaniiil2~earano I
Deputy Administrative Services Director/
Budget & Purchasing
Carolyn Johnson
Administrative Services Director
City of Simi Valley, A Municipal Corporation
By:
Brian Paul Gabler, City Manager
Federal Engineering, Inc.
By:
Print Name: Ronald F. Bosco
Title: President and CEO
By:
QDo'""~··· by,
Jb~ l\twtrtu-i
5!61:68ilc! 14664'i'6 ...
Print Name: John Murray
Title: Executive Vice President
56
Federal Engineering, Inc.
10560 Arrowhead Drive
Fairfax, VA 22030
703-359-8200
STATEMENT OF WORK (SOW) ATTACHMENT TO THE
CITY OF SIMI VALLEY, CA
Issued: December 21, 2022 Basic Service Agreement
Dated: May 14, 2021
AMENDMENT #1
PROJECT FOR CITY OF SIMI VALLEY, CA
RADIO SYSTEM PROCUREMENT SUPPORT
1.0 INTRODUCTION AND ISSUES
1.1 Project Overview
Building upon the needs assessment and procurement support provided by Federal Engineering (FE), the City of Simi Valley, CA (City) plans to upgrade its current radio communications system to an interoperable P25 system and requests that FE provide additional support for the procurement phase of the radio project.
This Statement of Work (SOW) describes the work to be completed by FE in support of the City’s request to revise the original Request For Proposal (RFP) and to provide support in the evaluation of proposals received for the new radio system and subscriber equipment.
2.0 TASKS TO BE PERFORMED
To support the City with the requested revisions and subsequent reissue of the RFP, FE will:
1. Conduct a conference call with City to identify which items the City wants to have revised in the current functional specification.
2. Prepare the revised specifications for a new LMR system.
3. Provide the revised draft RFP to City for review, and collect comments.
4. Finalize the
revised RFP for the City.
5. Update the compliance matrix to match the revised specifications.
6. Assist the City wit
h vendor questions in support of the system procurement.
ATTACHMENT 1
57
7. Update the evaluation matrix per the City’s requirements.
8. Review vendor proposals and summarize the strengths and weaknesses for each proposal.
9. Participate remotely in short-list v endor presentations.
10. Assist the City with the evaluation of vendor presentations.
3.0 SCHE
DULE
These tasks will begin upon execution of this statement of work, or a City-issued notice to proceed, and remain active through December 202 3. FE will notify the City should additional support hours be required during implementation and this SOW will be amended in writing via a mutually agreeable change order.
Task Description Duration
from NTP
Conduct conference call with the City project team 1 week Develop revised functional specifications 3 weeks
Review and finalize RFP for release 5 weeks
Respond to Vendor Questions 7 weeks
Deliver Evaluation workbook 13 weeks
Participate in vendor presentations 16 weeks
Participate in City’s Vendor Selection Meeting 18 weeks Upon co
mpletion of this scope of work, FE will return to the original scope of work and support the City with vendor contract negotiations.
4.0 STAFFING/ORGANIZATION
Mr. David TerMorshuizen, Senior Consultant, will serve as the project manager and Mr.
Luis Camarillo as technical lead, with technical support from other FE staff as necessary.
Mr. Rajit Jhaver, Director of Operations, will oversee this project team. 58
5.0 COST
The total firm fixed cost of the support services defined in Section 2 is $2 4,030.00.
Invoices will be submitted as shown below.
Task Description Invoice
Amount
Deliver final revised RFP $11,980.00
Deliver Evaluation workbook $5,270.00
Participate in City’s vendor selection meeting $6,780.00
6.0 BASIS FOR OUR SCOPE OF WORK
1. FE professionals will be directed by the City Project Manager or their designee according to the assignments to be performed. The scheduling of FE resources will be mutually agreed upon based on the needs of the City and the availability of the specific FE consultants.
2. This proposal assumes Federal Engineering, Inc. will perform tasks called out in Section 2 (excluding any optional tasks or services). The deletion of a task or significant change in the scope of one or more tasks may affect the overall price.
3. FE will provide draft and final deliverables electronically to the City.
4. This SOW assumes that City’s Project Manager will schedule meetings, provide meeting facilities, notify attendees, and arrange for onsite visits.
5. Any optional or additional tasking will be authorized by mutual agreement of the City and FE. Such tasking will be performed on a time and materials basis in accordance with the rates in Schedule A or on a fixed price basis as mutually agreed to in an additional task order by the City and FE.
6. FE will notify the City should additional funding be required to complete the approved tasks. The authorized funding will be increased by a written modification to this task duly executed by both the City and FE.
7. This proposal is based upon a start date on or before January 13, 2023 and assumes a 4-month schedule to completion for the tasks outlined in Section 2.0.
Delays to the project schedule due to actions or lack of actions on the part of the City, City participants, third parties, and others including, but not limited to vendor protests, protracted contract negotiations, vendor delays that impact the program schedule and/or costs to the City will be brought to the attention of the City’s Project Manager in a
timely manner and will be reduced to writing via a mutually agreed upon contract amendment.
8. FE’s
ability to fulfill this task depends, in part, on the willingness and ability of the 59
City, City participants, equipment vendors, service providers, third parties, and others to provide information in a timely manner, and upon the accuracy of the information as supplied. The accuracy of input data, whether provided in electronic or hard copy form, and the recommendations, actions, system designs, and license filings resulting therefrom cannot, therefore, be warranted by FE nor can the performance, suitability, or reliability of said systems be warranted by FE.
FE accepts no responsibility or liability to any third party in respect to any information or related content delivered by FE. This information is subjective in certain respects, and, thus, susceptible to multiple interpretations and may need periodic revisions based on actual experience and subsequent developments.
Submitted by FE Authorization to begin work by
Simi Valley, CA
John E. Murray, Executive V.P. Signature
Date Printed name and title
Date
12/21/2022
60