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HomeMy WebLinkAboutMINUTES - 08142001 - SD.10 r ✓l> • TO: BOARD OF SUPERVISORS st= Contra FROM: ,•'r.i f �,. John Sweeten, County Administrator Costa Ate_ County :. �Lfy1 DATE: August 14, 2001 SUBJECT: REQUEST FOR PROPOSAL - REGIONAL PUBLIC SAFETY RADIO COMMUNICATIONS SYSTEM SPECIFIC REOUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1. ACKNOWLEDGE the need to move forward with the process approved by the Board on March 27, 2001 regarding a public safety communications system. 2. APPROVE the Request For Proposal to identify firms qualified to do the required needs assessment and master plan for a Regional Public Safety Radio Communications System. 3. RECOGNIZE that the planning process leading to the RFP has been reviewed and commented on by the Office of the Sheriff, Public Managers Association, and fire districts. 4. AUTHORIZE the County Administrator, through the County Purchasing Manager, to issue the RFP and advertise in accordance with the County's Outreach Program, with a proposal due date of October 31, 2001. FINANCIAL IMPACT: The cost of the Master Plan will be the subject of negotiation. Amount and sources of funding will be identified prior to submitting the consultant contract to the Board for approval. CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMIT E APPROVE OTHER SIGNATURE (S): V ACTION OF BOARD ON August , 1 APPROVED AS RECOMMENDED 4___ OTHER X_ APPROVED the recommendations ; DIRECTED outreach to the CCCTA, Tri-Delta and Westcat bus systems , maritime shipping related business , and military installations regarding possible participation or partnership; and FURTHER DIRECTED review of ; the possibility of mitigations for public need in future developments . VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE h UNANIMOUS(ABSENT None ) AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. ATTESTED August 14, 2009 Contact: John SWeetenCLERK OF THE BOARD OF CC. SUPERVISORS AND COUNTY ADMINISTRATOR See Page 2 BY • DEPUTY BACKGROUND: The current radio system used by the Office of the Sheriff and other County agencies has long been plagued by poor performance with regard to issues of capacity, inadequate coverage, interference and interoperability with other emergency response agencies, such as city.police. The Office of the Sheriff has done a commendable job of mitigating these shortcomings to the extent possible with existing system. Prior studies have outlined these inadequacies and have discussed the feasibility of other approaches, such as a trunked 800 MHz system, VHF simulcast system and other systems. In response to an unanticipated opportunity, the Board of Supervisors on March 27, 2001 authorized the County to apply to the National Public Safety Planning and Advisory Committee(NPSPAC) for available 800 MHz frequencies on a provisional basis should such a system prove feasible. That request was approved by NPSPAC. What is now lacking is a comprehensive county-wide inventory of current assets, a needs assessment and Master Plan involving not only the County and city agencies but also fire districts and other agencies in the region. This comprehensive approach is recommended to increasedthe potential for broad public agency participation. The County Administrator also has discussed this problem and opportunity with the Public Managers Association. This group supports the County taking the lead and issuing a Request For Proposal to identify firms and proceed with the required needs assessment inventory and Master Plan for a Regional Public Safety Radio Communications System. cc: County Administrator Sheriff-Coroner Fire Chiefs General Services Department Department of Information Technology Public Works Public Managers Association -2- Cciunty Administrator Contra Board of Supervisors 0 John M.Gioia County Administration Building Costa 1st District 651 Pine Street, 11 th Floor Gayle B.Uilkema Martinez, California 94553-1229 County 2nd District (925) 335-1080 Donna Gerber FAX: (925) 335-1098 �� L 3rd District Mark DeSaulnier John Sweeten ` ' ::: --,, .%;' �..e__ �• 4th District County Administrator Federal D.Glover 5th District i �)-) Ef)u`Tt' August 14, 2001 TO WHOM IT MAY CONCERN: The County of Contra Costa is soliciting proposals to identify, for possible engagement, firms qualified to prepare for the County a comprehensive Master Plan for a Regional Public Safety Radio Communications System. The Master Plan shall include all of the following: (1) An inventory of the public safety radio communications needs of the County of Contra Costa, along with those of various local and State governmental agencies specified herein to the extent their needs may be addressed by a Regional Public Safety Radio Communications System. (See Appendix A) (2) An inventory of the existing public safety radio communications and microwave systems, infrastructure and equipment used by the County of Contra Costa and the various specified local and State governmental agencies; along with an assessment of the extent to which, and the circumstances under which, such existing systems and equipment may be suitable on a short-term or long-term basis for the Regional Public Safety Radio Communications System. (See Appendix B.) (3) An analysis that identifies the extent to which, and how, existing systems, infrastructure and equipment used by the County of Contra Costa and the various specified local and State governmental agencies fail to address the identified system needs. (4) Recommendations for the development of a Public Safety Radio Communications System for the County of Contra Costa that would have sufficient flexibility to: address the public safety communications needs identified for the County; address the public safety communications needs of as many as possible of the various local and State public safety agencies specified herein; and include methods and costs associated to provide a 97% coverage standard (including an operational definition of 97% coverage). In this regard, the Plan shall specifically comment upon the following: (a) Upgrade of the existing system through use of VHF-simulcast or otherwise. (b) Use of 800 MHz technology. (c) Use of 700 MHZ technology. (d) Use of trunked radio technology. (e) Use of other available technologies (if any). (f) Feasibility of joint participation with Alameda, Solano and other counties. (5) Recommendations, if any, regarding modifications to existing public safety radio communications and microwave systems, infrastructure and equipment used by the County of Contra Costa and the various specified local and State governmental agencies that could address the public safety radio communication needs of the agencies. (6) Short-term and long-term strategies for implementation of the recommended Regional Public Safety Radio Communications System that includes at least the following: (a) Recommended technology. (b) Specification of system components and estimated costs. (c) Identification of major system development challenges and recommended solutions (e.g., acquisition of antenna sites, CEQA, radio wave health concerns of residents, etc.). (d) Recommended cost'.sharing arrangements among participating agencies, both at the outset and over time. (e) Recommended performance bonding and insurance protections, along with advice regarding system equipment warranties. (f) Recommendations regarding quality assurance, system testing and system acceptance. (g) Recommended system administration arrangements. (h) Anticipated time required for completion of a system on a design-build basis; along with system development phases, milestones and associated time frames. -2- (i) Discussion and recommendation involving "design-build" methodology compared to other methodologies. Contra Costa County was incorporated in 1850 as one of the original 27 counties of the State. The County has a general law form of government and provides the full range of public safety, public health and general services. The County government has approximately 8,000 full-time employees and a FY 01-02 budget of approximately $1.4 billion. The governing body is an elective five-member Board of Supervisors responsible for the legislative functions of the County. The County Administrator is appointed by the Board to coordinate the affairs of the County. Organizational units of the County are under the direction of elected officials or appointed department heads. Within the boundaries of Contra Costa County are five(5)dependent fire districts, nineteen (19) cities, three (3) independent fire districts and several independent special districts. Information regarding the County's existing communication system may be obtained from the Director of Information Technology, (925) 313-1305. -3- i i i APPENDIX A 1. The consultant will be required to conduct interviews (with the department heads, city managers and or general managers) and gather information from the following agencies, Contra Costa,County: Sheriff, Animal Services, Public Works, General Services, Health Services, Probation and District Attorney; Incorporated Cities (19); the Fire Districts, both dependent (5) districts and independent (3) districts; the Regional Special ,Districts, including East Bay Municipal Utility District (EBMUD), East Bay Regional Park District (EBRPD), Bay Area Rapid Transportation District (BART) and Contra Costa County Water District (CCCWD) and others that may be mutually agreed upon. 2. The consultant will be required to interview officials responsible for public safety radio communication in Alameda, Solano, San Joaquin, Sacramento, Marin and San Diego counties, and',others that may be mutually agreed upon to understand their approach to public safety radio communication issues. i li it APPENDIX B I The consultant will be required to review and comment on existing plans and reports involving radio communication, specifically the "Burton Report", a 2001 Study of Communications for Contra Costa County (,lune 1, 2001); the CSI white paper for Contra Costa County (May 2, 2000); and the Motorola Study. General Information Proposal Requirements and Information I. GENERAL REQUIREMENTS A. The bidder shall submit six (6) copies of its proposal(s) to: John Sweeten County Administrator 651 Pine Street, 11`h Floor Martinez, CA 94553 The selected bidder is referred to hereafter as the "consultant." B. Proposals must be received no later than 5:00 p.m. on October 31, 2001. C. Schedule of Events: Release of RFP to Vendors August 14, 2001 Mandatory Bidders Conference September 7,2001 Dept. of Info. Technology 30 Douglas Drive, Rm. 245A Martinez, CA 94553 Proposal Due October 31, 2001 Completion of Evaluation and Notification of Tentative Selection November 30, 2001 Execution of Contract December 15, 2001 Draft Report April 15, 2002 Final Report May 15, 2002 D. The consultant will need to commence interim work as soon as practicable after December 15,'2001, the expected award date of the contract. The consultant will be expected to complete work, including the Master Plan, no later than May 15, 2002. E. The consultant will submit for approval to the County Administrator and Department of Information Technology a Planning Memorandum describing the process and schedule of activities to be followed in performing the III required project', services. Any deviation from approved work must be approved in advance by the County Administrator. F. The consultant will provide a written report and meet monthly with a steering group appointed by the County Administrator regarding the progress of their work. G. Prior to finalizing,the Regional Master Plan for Radio Communications, the consultant will meet with the County Administrator, Department of Information Techr ology, and County Sheriff and County Fire Chief to discuss the consultant's draft report. The County Administrator will coordinate review with individual agencies of their needs assessments. H. The consultant will deliver fifty (50) copies of the Regional Master Plan to the County Administrator and provide an electronic revision using Microsoft Word. I. Basis for Compensation 1. The consultant's fee will be based on agreed upon hourly rates, but such fee shall not exceed the total amount of the contract. I 2. The consultant shall submit to the County Administrator itemized bills for consultant's services no later than the tenth day of the month for previous month's work with progress on activities identified in the Planning Memorandum. I 3. Unless otherwise agreed to by the County Administrator on behalf of Board of Supervisors, the County will withhold, and the consultant shall forfeit', as liquidated damages ten percent (10%) of the contracted fees if the Master Plan required by the contract is not completed and submitted to the County Administrator by the specified contracted date of May 15, 2002. J. Additional Provisions The consulting agreement will contain but not be limited to provisions substantially similar.to the following provisions: 1. Consultant agrees that it is an independent contractor and that its officers and employees do not become employees of the County nor are they entitled to any employee benefits as County employees as a result of the lexecution of this agreement. This contract shall not be construed to create the relationship of agent, partnership, joint venture or association. -2- 2. Consultant shall indemnify County, its officers and employees against liability for,injury or damage caused by any negligent act or omission of any of its employees or volunteers or agents in the performance of this agreement and shall hold County harmless from any loss occasioned as a result of the performance of this contract by consultant: 3. No officer, member or employee of County and no member of their governing bodies shall have any pecuniary interest, direct or indirect, in this agreement or the proceeds thereof. Neither consultant nor any member of,consultant's family who serves on any County board or committee,', or any board or committee of any public agency participating in the needs assessment shall attempt to influence, participate in, or vote on any matter regarding consultant's contract, operation or funding or any way relates to the needs assessment or Regional Plan. 4. Consultant 'may not assign or transfer this agreement, any interest therein or claim thereunder, without the prior written approval of the Board of Supervisors. 5. The County, may terminate this agreement at any time by giving consultant a',thirty(30)day written notice of such termination. County may terminate this agreement at any time on twenty-four (24) hours notice upon'a material breach of any of the terms of this agreement by consultant. 6. Time is of the essence in each and all the provisions of this agreement. 7. No alteration or variation of the terms of this agreement shall be valid unless made;in writing and signed by the parties hereto. 8. No changes shall be made in personnel assigned to the project by the consultant, down to and including the level of senior, without prior approval of the County Administrator. County reserves the right to designate a particular staff member to handle any particular aspect of this project. 9. The selected', consultant for the Master Plan project shall not be eligible to bids on any subsequent design and/or installation project that involves or is based upon the work performed by the consultant. Such ineligibility shall apply to direct bidding by the consultant, as well as to indirect ,or joint bidding by the consultant as a joint venturer, -3- partner, subconsultant, or otherwise. As used in this section, the term "consultant" also shall include any subconsultant hired by the consultant with required County approval and shall include any parent, subsidiary, affiliate, or related firm. Any consultant that wishes to bid on any subsequent design and/or installation project is cautioned not to submit a proposal for work on the Master Plan. By submitting a proposal for work on the Master Plan, the consultant accepts the above ineligibility and, if selected for the Master Plan work, agrees not to bid, directly or indirectly, on any subsequent design and/or installation project. K. This project is subject to the provisions of the Contra Costa County Outreach Program for Professional/Personal Services. Consultant is encouraged to make the outreach efforts described in Exhibit A, attached hereto, and to maintain records of consultant's outreach efforts. II. EVALUATION OF PROPOSALS A. The proposals will be evaluated by a team selected by the County Administrator, which will include representatives of the Sheriff; Fire Chief; Public Works; Information Technology and others. Bidders may be asked to appear for oral interviews. B. The County reserves the right to reject any and all proposals. C. Evaluation considerations will include the following: 1. Responsiveness of the proposal in clearly demonstrating an understanding of the work to be performed and in demonstrating the intention and',ability to timely perform the work. 2. Although cost is a significant factor, both cost and technical merit will be considered. 3. Firm's experience in developing plans of similar nature, size and complexity. 4. Experience and professional activities of the consultant's team. Key management personnel who will participate in the project will be a consideration., Bidder must also demonstrate experience in Radio Frequency engineering, provide examples of prior experience and names of licensed engineers to be used on the project. -4- 5. Size and ,structure of the firm's office from which the work is to be done. 6. Responsiveness to Outreach Program of Contra Costa County. 7. The firm's involvement in litigation arising from work performed similar to that described for this project. III. FORMAT AND CONTENT OF PROPOSAL In order to simplify the ,review process and to obtain the maximum degree of comparability, proposers are asked to organize their proposals in the following manner. A. Title Page Show the RFP subject, the name of the firm, local address, telephone number, fax, e-mail, web page, name of the contact person, and the date. B. Table of Contents Include a clear identification of the material by section and by page number. C. Letter of Transmittal (limit to one or two pages) 1. Briefly state the bidder's understanding of the work to be done and make a positive commitment to perform the work within the defined schedule of events. 2. State the all-inclusive fee for which the work will be done. 3. Give the names of the persons who will be authorized to make representations forthe proposer,theirtitles,addresses and telephone numbers. 4. If this is a joint venture, so state and provide appropriate details under each of the subsections which follow. 5. Describe the efforts made by consultant to outreach in accordance with Exhibit A. D. Profile of the Firm 1. State whether the firm is local, state-wide, national or international. -5- 2. Give the location of the office from which the work is to be done and the number of partners, managers, supervisors, seniors, and other professional staff employed at that office. 3. Describe ',local office's recent experiences similar to the type requested; including a list of a contracts for similar services, and give the names and telephone numbers of client officials responsible for each of the engagements listed. 4. Identify whether consultant is a certified MBE and/or WBE firm. 5. Disclose any litigation involving the firm, or any of its subsidiaries or subcontractors who will used on this project, that has occurred in the past five (5)',years or that is anticipated to occur within the next twelve (12) months. E. Proiect Team 1. Describe the composition of the project team, including staff from other than the local office and consultants. 2. Identify the engineers, consultants and supervisors who will work on the project and include resumes of each person so identified, including education, position in the firm, years with firm and experience. F. Cost Data Indicate the total hours and hourly rates by staff classification and the resulting all-inclusive fee for which the requested work will be done for the project. Fees must include all anticipated costs, including travel, per diem, out-of- pocket expenses and taxes and shall be itemized. G. Additional Data Data not specifically requested should not appear in the foregoing sections, but any additional information considered relevant to the proposal may be presented in this section . -6- • %i Exhibit A Contra Costa County Professional/Personal Services Outreach Program This program applies to all service contracts, both formal and informal, including purchase orders for services. The following are exempt from this program: contracts less than $2,500; emergencies, as defined in Ordinance Code Section 1108-2.206(c); special expert services (criminal investigation, prosecution, etc.) pursuant to Ordinance Code Section 1108-2.214(b)(3); and unique circumstances where the County Administrator determines that an exception is necessary. Outreach by Consultant Formal Contracts When a request for services is made formally (i.e., with a request for proposals, request for quotation, or statement of qualifications), consultants/service providers are encouraged to make the following outreach efforts: a. Contact the following acceptable certifying agencies for listings of Minority Business Enterprises (MBEs), Woman Business Enterprises (WBEs), Small Business Enterprises (SBEs), and Local Business Enterprises (LBEs): (1) City of Oakland Office of Public Works 250 Frank H Ogawa Plaza, Ste 3341 Oakland, CA 94612 (510) 238-3970 (510) 238-3363/fax Deborah Lusk-Barnes dbarnes(Doaklandnet.com (2) Metropolitan Transportation Commission Regional Transit Coordinating Council Golden Gate Bridge, Highway and Transportation District, Chair 1011 Andersen Drive#108 San Rafael, CA 94901-5381 (415) 257-4536 (415) 257-4555/fax Aida Caputo acaputoa-goldengate.org Includes listings for the following agencies-- Alameda Contra Costa Transit District (AC Transit) 1600 Franklin St Oakland, CA 94612 (510) 891-4777 (510) 577-8839/fax Bernal Thomas bthomasaactransit.org Bay Area Rapid Transit District (BART) 1330 Broadway, Ste 701 Oakland, CA 94612 (51 o) 464-6110 (510) 464-7587/fax John Mack Jmackl(@-bart.dst.ca.us Central Contra Costa Transit Authority (CCCTA or County Connection) 2477 Arnold Industrial Way Concord, CA 94520 (925) 676-1976 ext 223 (925) 686-2630/fax Janet Madrigal Janet Madrigala—cccta.org Metroolitan Transportation Commission 1018' St Oakland, CA 94607 (510) 464-7700 (510) 464-7848/fax Betty Cecchini bcecch _mtc.ca.gov San Mateo County Transit District (Samtrans) 1250 San Carlos Ave San Carlos, CA 94070 1 (800) 660-4287 (650) 508-6415/fax Nocasha Henry henry _samtrans.com R San Francisco Public Transportation 949,Presidio Ave Room 246 San,Francisco, CA 94132 (415) 923-6139 (41 5) 923-0137 (415) 923-6180/fax Alberta Grant Aberta GrantO-ci.sf.ca.us Santa Clara Valley Transportation Authority 3331.N 1St St, Bldg A San Jose, CA 95134 (408)'.321-5606 (408):955-0892/fax Andy Flores Andy.flores@vta.org (3) San Francisco Human Rights Commission 25 Van Ness Avenue, Suite 800 San Francisco, CA 94102-0033 (415) 252-2500 (415) 431-5764/fax Maria Cordero Maria Cordero(cD-ci.sf.ca.us (4) State of California Department of Transportation Division of Civil Rights 1120 N,Street, Room 2445 Sacramento, CA 95814 (916) 227-9431 (916) 227-2208 Algerine,McCray Algerine� McCrava-dot.ca.gov (5) Port of Oakland 530 Water Street Oakland,, CA 94607 (510) 272-1390 (510) 272-1172/fax Cheryl Perry League www.gortofoakland.com (6) Los Angeles Transportation Commission Contract Compliance Office 818 West 7th Street, 4th Floor Los Angeles, CA 90017 (213) 922-2600 (213) 922-1062/fax Carey Peck www.mta.net (7) U.S. Small Business Administration Regional Office 455 Market St, 6th Floor San Francisco, CA 94105-2939 (415) 744-6808 (415) 744-6812 Brenda Gamberdeli www.sba.gov b. Request assistance in identifying and notifying MBEs, WBEs, SBEs, and LBEs from community organizations; consultant groups; local, state, or federal business assistance offices; and/or other agencies or organizations that provide assistance in the recruitment and placement of MBEs, WBEs, SBEs, and LBEs. C. Conduct broad-based outreach to potential subconsultants, including MBEs, WBEs, SBEs, and LBEs, by notifying those firms of the project (via fax, newspaper advertisements, etc.), by providing project information (proposal due date, description of the project, and other pertinent information), and by inviting quotations from all interested firms. Verification of Performance Upon completion of services, the consultant/service provider shall submit a completed "Verification of Performance" form for each identified first tier subconsultant utilized by the consultant/service provider in connection with the project. Where possible, the form shall be signed by the subconsultant and shall identify the item(s) of work performed and the actual dollar amount received or to be received. Consultants/service providers should submit the forms to the department, which shall forward copies of the completed forms to the Contract Compliance Officer prior to final payment for work done.