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ACCESSING COMPETED CO-OP and GOVERNMENTAL CONTRACTS CHECK LIST CONTRACT NO.: RFP-OCITY007 (Oklahoma City, OK) PROCUREMENT CONTRACTING OFFICER: Lydia Osborne DATE SUBMITTED: TITLE: Radio System Professional Consulting Services Accessing Co-ops and Governmental Contracts Package All Accessing of contacts must be reviewed and approved by the Department Director with signature below. Procurement Documents — to be included in Approval Package 171 Award Summary Form for Director or City Manager (if applicable) 11 Agenda Item Summary Form (for Commission Approval — if applicable) Resolution (for Commission Approval — if applicable) F1 Copy of this checklist signed by the Director Co-op/Governmental Agency Documents — to be included in Approval Package Copy of Tally/Evaluation Results (score sheets, ranking or summary) Copy of Contract's Advertisement & Distribution information Copy of Contract/Solicitation Being Accessed Copy of Award Sheet/Approval Documents IN Copy of Proposal/Bid NOTES: 'APPROVED as a contract which was entered into pursuant to a competitive process in compliance with City laws, policies and procedures. ❑ NOT APPROVED as a contract which was entered into pursuant to a competitive process in compliance with City Iaws, policies and procedures. Ann • ; CPPO Director, Department of Procurement 10/8/14 Radio System Consultant Proposal Evaluation ACD Telecom I CES Network I Galena Group' Federal Engineering I TUSA Consulting I L.R. Kimball I Mission Critical I TELEVATE I AECOM I Martin AG I RCC Consultants Responsiveness to the goals, and other specified requirements of this RFP 20% Weight James Boggess 3 4 6 4 9 4 4 8 3 2 3 Brian Stanaland 3 3 7 5 9 4 4 9 3 2 3 Michael Stroope _ 3 4 6 5 9 3 4 9 3 2 4 Jim Morris 3 3 6 5 8 3 5 8 3 1 3 Kerry Wagnon 3 4 7 6 9 4 5 9 4 2 4 Average 3 3.6 6,4 5 8.8 3.6 4.4 8.6 3.2 1.8 3.4 Weighted Average 0.6 0.72 1.28 1 2.76 0,72 0,88 1.72 0.64 0.36 0.68 Feasibility and timeliness of the proposed work. plan 15% Weight James Boggess 2 3 5 6 6 5 2 8 4 2 7 Brian Stanaland 2 4 6 6 6 5 3 9 4 3 7 Michael Stroope 3 3 6 6 7 5 4 8 5 3 7 Jim Morris 2 4 5 5 5 5 4 8 4 3 6 Kerry Wagnon 3 5 6 6 6 6 4 9 5 3 7 Average 2.4 3.8 5.6 5.8 6 5.2 3.4 8.4 4.4 2.8 6.8 Weighted Average 0.36 0.57 0.84 0.87 0.9 0,78 0,51 1.26 0,66 0.42 1.02 Approach / philosophy to proving the service 10% Weight James Boggess 2 4 7 4 9 7 8 9 5 4 5 Brian Stanaland 2 3 8 4 10 7 8 10 5 5 6 Michael Stroope 2 4 7 4 10 7 8 10 6 5 6 Jim Morris 2 3 8 3 10 7 7 10 5 4 6 Kerry Wagnon 2 4 8 3 9 7 8 10 6 5 6 __ Average 2 3.6 7.6 3.6 9.6 7 7.8 9.8 _ 5.4 4.6 5.8 Weighted Average 0.2 0.35 0.76 0.36 0.96 0,7 0.78 0.98 0.54 0.46 0.58 Proposed project team, orginizationaJ structure, experience, and success In projects of similar content and size 25% Weight James Boggess 5 4 4 7 10 9 7 9 8 3 9 Brian Stanaland 4 4 4 7 10 9 7 10 9 2 10 Michael Stroope 5 4 4 7 10 8 7 9 8 3 10 Jim Morris 4 3 3 7 10 7 7 9 7 2 10 Kerry Wagnon 4 4 4 8 10 9 8 9 8 3 10 Average 4.4 3.8 3.8 7.2 10 8,4 7.2 9.2 8 2.6 9.8 Weighted Average 1.1 0.95 0.95 1.8 2.5 2.1 1.8 2.3 2 0.65 2.45 Proposer's ability, capacity, skill, and financial strength to provide the requested services 10% Weight James Boggess 5' 51 51 61 91 61 71 81 71 61 8 Radio System Consultant Proposal Evaluation Brian Stanaland 5 5 5 6 9 6 6 8 6 5 9 Michael Stroope 5 5 5 7 9 7 7 8 6 5 10 Jim Morris 5 5 5 6 10 7 6 _ 9 5 5 10 Kerry Wagnon 5 5 5 6 9 7 6 8 6 6 10 Average 5 5 5 6.2 9.2 6.6 6.4 8,2 6 5.4 5.4 Weighted Average 0,5 0.5 0.5 0.62 0.92 0.66 0.64 0.82 0.6 0.54 0.94 Proposed Project costs 20% Weight James Boggess 1 2 8 4 9 7 4 7 3 2 1 Brian Stanaland 1 2 8 4 10 6 5 7 3 2 1 Michael 5troope 2 3 8 4 9 8 6 7 3 2 I Jim Morris 1 2 8 3 9 6 5 7 2 2 1 Kerry Wagnon 1 3 8 4 9 7 5 7 3 2 1 Average 1.2 2.4 8 3.8 9.2 6.8 5 7 2.8 2 1 Weighted Average 0.24 0,48 1.6 0.76 1.84 1.36 1 1.4 0.56 0.4 0.2 Total Weighted Evaluation Points 3 3.58 5.93 5.41 8.88 6.32 5.61 8.481 5 2.83 5.87 BidSync: To Be Awarded BidSync Page 1 of 2 BidSvnc Welcc h.:01y. nr treshawiliiams@okc.gs OKLAHOMA CITY Need assi :tan Home Search Source ,� a4s r: Go to Bid Information Tabulation ReportAward Report Awarded Bid #RFP-OCITY007 - RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES f Description RFP-OCJTY007--01-01 - RFP Attachments Send PreAward Notiiration I Weighted Awarded Supplier Qualifications Unit Price Qty Price Head Attch. Attch. Docs Offer Notes My A CES Network Services. Inc. 1 [D] TUSA CONSULTING `- SERVICES [D] Federal Engineering, Inc. [Di AECOM [D] MARTIN AG US ID] Galena Group, Inc. [a] Mission Critical Partners, Inc. [DJ Televate [DI ACD Telecom,LLC [D] 111 a a IJ 1duct Feback https://www.bidsync.com/DPX?ac=awgrouplist&auc=1963659&supsrch= 7/6/2017 BidSync: To Be Awarded BidSync Page 2 of 2 L. Robert Kimball & Associates [Di RCC Consultants, Inc. [D) Supplier Notifications Agency Invited 0 No Bid Count 0 1 C_______, Closeili All bids/proposals submitted for the designated project are reflected on tFis tabulation sheet. However, the listing of the bid/proposal on this tabulation sheet shall not be construed as a comment on the responsiveness of such bid/proposal or as any indication that the agency accepts such bid/proposal as being responsive. The agency will make a determination as to the responsiveness of the vendor responses submitted based upon compliance with all applicable laws, purchasing guidelines and project documents, including but not limited to the project specifications and contract documents. The agency will notify the successful vendor upon award of the contract and, as according to the law, all bid/proposal responses received may be available for inspection at that time. Questions? Contact a BidSync representative: 800-990-9339 or email: support@bidsynccom Home Bid Search Bids Orders Tools f Support Privacy Logout EMIIPMJ Copyright 0 1999-20'17 - BidSync - All rights reserved. Product Feedback https://ww-w,bidsync.com/DPX?ac=awgrouplist&auc=1963659&supsrch= 7/6/2017 BidSync: Bid Tabulation Report Page 1 of 4 BidSypc ._ri cr'L Welcome tresha.williams@okc.gov i Logout Need assistance? cp2taet Hom e Search Sour_ View by Line Item I View by Supplier Email Tabulation I Generate PDF I View Printable Bid #RFP-OCITY007 - RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES Creation Date Jul 7, 2014 Start Date Jul 16, 2014 8:17:38 AM CDT End Date Aug 19, 20144:00:00 PM CDT Awarded Date Dec 31, 2014 L. Robert Kimball & Associates Bid ContactJoan Dashner ctproposal@Irkimball.com $0.00 Address 615 West Highland Avenue Ebensburg, PA 15931 Ph 814-867-4566 Fax 814-867-4572 Agency Notes: !Supplier Notes: Item # Line Item 1 Unit Price Qty/Unit Total Price RFP-OCITY007-01-01 Imported Item Lot: RFP Attachments - First offer 1 / each Product Code: Agency Notes: !Supplier Product Code: !Supplier Notes: BID RFP-OCITY007 Proposal and ! Exceptions to terms are attached. Lot Total: $0.00 CES Network Services, Inc. Bid Contact eh flores ehflores@cesnetser.com $0.00 Address POBax 810256 Dallas, TX 75381-0256 Ph 972-241-3683 Agency Notes: !Supplier Notes: Item # Line Item Unit Price Qty/Unit Total Price RFP-OCITY007--01-01 Imported Item Lot: RFP Attachments - First Offer 1 /each Product Code: Agency Notes: Supplier Product Code: Supplier Notes: Lot Total: $0.00 TUSA CONSULTING SERVICES ik Bid Contact JACK HART tack.hart@tusaconsulting.corn $0.00 Address P.O. BOX 901810 KANSAS CITY, MO 64190 Ph 816-550-7475 Agency Notes: Supplier Notes: Item # Line Item Unit Price Qty./Unit Total Price RFP-OCITY007--01-01 *! Imported Item Lot: RFP Attachments - First Offer 1 / each Product Code: Agency Notes: Supplier Product Code: Supplier Notes: Product Feedback hops://www.bidsync.com/DPXReports?ac=bidreview&auc=1963659&byvendor=y&awardr... 716/2017 BidSync: Bid Tabulation Report Page 2 of 4 Lot Total: $0.00 Mission Critical Partners, Inc. Bid Contact Judy L. Treaster Address 690 Gray's sales@mcp911.com Port Matilda, $0.00 Woods Boulevard PA 16870 Ph 888-862-7911 Fax 814-217-6807 Agency Notes: I Supplier Notes: Item # Line Item ' Unit Price Qty/Unit Total Price RFP-OCITYC07--01-01 Imported item Lot; RFP Attachments - First offer) 1 / each Product Code: !Supplier Product Code: Agency Notes: !Supplier Notes: Lot Total: $0.00 MARTIN AG US Bid Contact Frederick Martin famartin@martinagusa.com $0.00 Address 151 State Street Framingham, MA 01702 Ph 508-820-0330 Agency Notes: Supplier Notes: item # Line Item Unit Price Qty/Unit Total Price RFP-OCITY007--01-01 Imported Item Lot: RFP Attachments • First Offer 1 / each Product Code: Supplier Product Code: Agency Notes: Supplier Notes: Lot Total: $0.00 Galena Group, Inc. Bid Contact Stuart Cronan stu@galenagroup.com $0.00 Address 9655 Gateway Dr Ste B Reno, NV 89521 Ph 775-852-4545 Agency Notes: Supplier Notes: Item # Line Item Unit Price Qty/Unit Total Price RFP-OCITY007--01-01 Imported Item Lot: RFP Attachments - First Offer; 1 / each Product Code: Agency Notes: Supplier Product Code: 5upplier Notes: Attached is our proposal for Radio Consulting for the City of Oklahoma City. Please contact us if you need any further information at 775-852-4545. Thank you. Stuart Cronan, Galena Group, Inc. Lot Total: $0.00 RCC Consultants, Inc. Bid Contact Kelly Hockaday Address 2809 Emerywood Ihcarrion@rcc.com Richmond, $0.00 Parkway, Suite 505 VA 23294 Ph 804-353-0300 Agency Notes: ` Supplier Notes: Item # Line Item Unit Price Qty/Unit Total Price RFP-OCITY007--01-01 Imported Item Lot: RFP Attachments - First Offer; 1 / each Product Code: !Supplier Product Code: Agency Notes: j Supplier Notes: Product Feedback https://www.bidsync.comlDPXReports?ac=bidreview&auc=1963659&byvendor=y&awardr,.. 7/6/2017 BidSync: Bid Tabulation Report Page 3 of 4 L Lot Total: $0.00 Federal Engineering, Inc. Bid Contact Ronald Bosco Address 10600 Arrowhead registrations@fedeng.com Fairfax, $0.00 Drive VA 22030 Ph 703-359-8200 Fax 703-359-8204 Agency Notes: . Supplier Notes: Item # Line Item Unit Price Qty/Unit Total Price RFP-OCITY007--01-01 Imported Item Lot: RFP Attachments - First Offer 1 / each Product Code: supplier Product Code: Agency Notes: Supplier Notes: Lot Total: $0.00 AECOM Bid Contact Rachel Soward rachelsoward@aecom.com $0.00 Address 20715 Timberlake Rd Lynchburg, VA 24502 Ph 434-239-9200 Agency Notes: ! Supplier Notes: Item # Line Item Unit Price Qty/Unit Total Price RFP-OCITY007--01-01 Imported Item Lot: RFP Attachments- First Offer 1 / each Product Code: Agency Notes: Supplier Product Code: i Supplier Notes: AECOM is attaching two Files: a proposal in response to RFP-OCITY007, and the exceptions for the City's consideration. Both files are in PDF format, please do not hesitate to contact us if you are having difficulties opening the attachments. Thank jyou for your consideration. Lot Total: $0.00 ACD Telecom,LLC Bid Contact Alireza Shahnami Address 103 Commerce ali,shahnami@acdtelecom.com Unit 180 $0.00 Street FL 32746 Ph 407-333-2300 lake rna ry, Agency Notes: I Supplier Notes: Item # Line Item € Unit Price Qty/Unit Total Price RFP-OCiTY007--01-01 Imported Item Lot: RFP Attachments - First Offerf 1 /each Product Code: Supplier Product Code: Agency Notes: Supplier Notes: Lot Total: $0.00 Televate Bid Contact Mark Novolio sales@televate.net $0.00 Address 8229 Boone Blvd, Suite 270 Vienna, VA 22182 Ph 703-639-4205 Agency Notes: Supplier Notes: Item # Line Item Unit Price Qty/Unit Total Price RFP-OCITY007--01-01 Imported Item Lot: RFP Attachments - First Offer 1 / each)r dUr+ KPf di}arlr https://www.bidsync.com/DPXReports?ac=bidreview&auc=1963659&byvendor=y&awardr... 7/6/2017 BidSync: Bid Tabulation Report Page 4 of 4 Product Code: Agency Notes: Supplier Product Code: Supplier Notes: Please find attached Televate, LLC's proposal for the Citys consulting services request in relation to the radio system upgrade. Lot Total: $0.00 IClose Questions? Contact a BidSync representative: 800-990-9339 or email: sup port@tridsynccom Home Bid Search i Bids Orders Tools I Support Privacy Logout Copyright 1999-2017 - BidSync -All rights reserved. Product Feedback https://www.bidsync.com/DPXReports?ac=bidreview&auc=1963659&byvendor=y&awardr... 7/6/2017 Consulting Services Agreement Between Tusa Consulting Services and The City of Oklahoma City AGREEMENT FOR CONSULTING SERVICES This Agreement for Consulting Services ("Agreement") is entered into on this 30th day of December , 2014 between Tusa Consulting Services II LLC, with its principal offices at 75757 Highway 1082, Covington, LA ("Consultant") and The City of Oklahoma City, a municipal corporation organized under the laws of the State of Oklahoma, ("City" or "Client"). Consultant and Client shall be known as the "Parties" WITNES SETH; RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES WHEREAS, on July 15, 2014 (City Council Item No. VI,BC,), authorized the release of a Request For Proposals for Professional Services for the City to utilize the services of a radio system consultant to assist in the planning and procurement process as it faces the pending future loss of support (June 30, 2019), for its current trunked radio system; the need for its public safety agencies to migrate to current radio system standards; the changing landscape of mission critical communications architecture; and the high costs associated with acquisition and ongoing maintenance of radio communication systems; and WHEREAS, on August 19, 2014, the City received eleven responses to the Request for Proposals, including Tusa Consulting. Services; and WHEREAS, an evaluation team comprised of staff members representing Information Technology, Finance Department, City Manager's Office, Fire Department and the Police Department, evaluated the proposals; and WHEREAS, results of the evaluation determined the proposal submitted by Tusa Consulting Services received the highest composite score; and WHEREAS, on September 15, 2014, the Public Safety Steering Committee reviewed and agreed with the results of the evaluation; and WHEREAS, on October 7, 2014, Council authorized staff to negotiate a contract with Tusa Consulting Services for Professional Services to assist in the analysis/planning phase and after the adoption of a migration strategy and funding plan, to assist with the procurement process as needed to upgrade or replace the City's existing 800 MHz Trunked Radio System; and WHEREAS, this agreement establishes the services to be provided as contained within the Phase I and Phase II specification of the Request For Proposals; and Page 1 of 22 Consulting Services Agreement Between Tusa Consulting Services and The City of Oklahoma City WHEREAS, any request for Optional Project Management Services as specified in Phase III of the Request For Proposals will be presented to Council for further action only after successful completion of Phases I and II, and upon staff determination of the need for such services. NOW THEREFORE, in consideration of the mutual covenant contained hereinafter relating to the project the parties agree to the following: 1, TERM The services under this Agreement will be provided by Consultant to Client for an initial one year period with the option to renew for four additional one year periods. 2. ORDER OF PRECEDENCE In the event of an inconsistency between provisions of this agreement/contract, the inconsistency shall be resolved by giving precedence in the following order: (i) Agreement, (ii) RFP Specifications, (iii) Notice to Proposers, (iv) General Instructions and Requirements for Proposers, (v) other requirements provided by the Client in the RFP packet, then (vi) attachments, notes and exceptions by Proposer, 3. SERVICES The Consultant is hereby engaged and employed by the Client to perform in accordance with good practices and in the interest of the Client all of the work as set out herein and including Exhibit A, which is attached hereto and incorporated as a part of this Agreement. These services include, but are not limited to, the following: A. BASIC SERVICES — PHASE I ANALYSIS / PLANNING For this phase, the consultant is expected to perform the following services: 1. Review the architecture, equipment, sites, etc. as necessary to become familiar with the existing EDACS trunked radio system in use by the City and its trusts. 2. Identify and assess the ongoing needs of each City department for mission critical radio communications, to include an assessment and recommendation of communication alternatives for departments outside of Public Safety_ 3. Develop a strategic plan for migration to a sustainable, long term, mission critical radio system, which meets the needs of the City, its respective trusts, and other external agencies who utilize the City system. The plan must include a timeline for implementation of Phases I and II of this section, utilization of existing City assets where practical, and provide for a migration which maintains, at minimum, existing capacities and capabilities to the highest possible degree. Page 2 of 22 Consulting Services Agreement Between Tusa Consulting Services and The City of Oklahoma City 4. Develop a budgetary estimate and identify alternative funding strategies/sources which may be available and those that have been used by peer organizations. 5. Review levels of interest, available opportunities, ability to provide funding, and design alternatives as needed to accommodate potential partnerships with neighboring cities and jurisdictions in developing a regional radio system. B. BASIC SERVICES — PHASE II — SPECIFICATIONS / PROCUREMENT Following the adoption of a migration strategy and the adoption of a funding plan, the consultant is expected to perform the following services: 1, Develop one or more Requests for Proposal (RFP) to solicit proposals from vendors to implement the adopted migration strategy. The potential exists to split the project into multiple procurement phases — microwave and radio system. 2. Assist the Client in evaluation and selection of the preferred vendor(s)/proposal(s) for contract negotiations. 3. Assist the Client in negotiating a final contract, or contracts, with the preferred vendor(s). C. OPTIONAL ADDITIONAL SERVICES Client has relied upon Consultant's stated experience and projected allocations of task time in the evaluation of proposed consulting hours and expenses. As such, Client expects Consultant to provide all contemplated tasks to be completed in accordance with the allocated hours as established in Exhibit A — Basic Services. Should circumstances dictate the need for Additional Services, they shall only be provided upon prior written and clearly detailed direction from the Information Technology Department Public Safety Program Manager ("Program Manager"), acting within the limits of State Iaw, Ordinance of the City of Oklahoma City and policies established by the City Council, and upon acceptance by the Consultant. Any Additional Services performed pursuant to the above written direction shall be paid in accordance with the Compensation and Payment paragraph of this Agreement. 4. AUTHORIZATION OF WORK AND SERVICES This Agreement represents an agreement for the Consultant to provide Basic Services, as described in Exhibit A, to be compensated at a cost not to exceed that provided in Exhibit B. No claims for extra work of any kind or nature or character shall be recognized by or be binding upon the Client unless such work or services is first approved in writing by the Client. 5, COMPENSATION AND PAYMENT Under the terms of this Agreement, the Consultant agrees to provide Basic Services to be compensated in an amount not to exceed $167 200 as is provided in Exhibit B. Optional Additional Services authorized under this Agreement may not exceed an amount of $25,000 and the combined cost of Basic Services and Additional Services may not exceed a total amount of $192,200. Page 3 of 22 Consulting Services Agreement Between Tusa Consulting Services and The City of Oklahoma City PAYMENT The Consultant shall present two (2) copies of the invoice to the Program Manager for payment. Invoices shall be submitted monthly, which will be computed based on the values as identified in Exhibit B. Payments shall not exceed the Basic Services or Additional Services amounts identified in the Agreement. Any amount to be paid in excess of those set forth in Exhibit B shall only be authorized by amendment to the Agreement. Invoices for the amount and percentage completed by each activity performed by the Consultant shall meet the standards of quality established under this Agreement. The invoices shall be prepared by the Consultant and be accompanied by all supporting data required by the Client staff The Program Manager will review invoices for payment. Should the Program Manager question or request additional documentation or disapprove all or a portion of any invoice, the Consultant will be notified to provide additional documentation sufficient to permit the invoice to be paid, in whole or in part. However no invoices or claims shall be paid which are in excess of the not to exceed amounts identified in the Compensation and Payment paragraph or Exhibit B of this Agreement. The Client agrees to pay the Consultant within thirty (30) days after the receipt and approval of the invoice. Payment of any invoice for any work or services shall not by deemed to be recognition of satisfactory performance of said work or services or a waiver of any right of the Client or any obligation of the Consultant should it be determined later that said work or services were negligently performed or provided or were not performed or provided in accordance with the standards required by this Agreement. Final payment shall not be deemed to waive any rights or obligations of the Parties to this Agreement. Payments will be processed promptly after completion of milestones and after receipt of properly prepared invoices. 6. CONTRACT This Agreement, and any attachments constitutes the entire understanding and agreement of the parties upon the subject matter hereof. There is no agreement, oral or otherwise, which is not contained in or attached to this Agreement. This Agreement may not be modified or assigned unless approved in writing and signed by both parties. 7, VENUE OF ACTION AND APPLICABLE LAW The Client and Consultant agree that any dispute which may arise between or among them arising out of or in connection with a contract shall be adjudicated before a court located in Oklahoma City, Oklahoma. The Client and Consultant hereby submit to the exclusive personal jurisdiction of the courts of the State of Oklahoma located in Oklahoma City, Oklahoma, with respect to any action or legal proceeding commenced by any party to the Agreement. The Client and Consultant consent to the service of process in any such action or legal proceeding by means of registered or certified mail, return receipt requested. Page 4 of 22 Consulting Services Agreement Between Tusa Consulting Services and The City of Oklahoma City 8. COMPLIANCE WITH LAW, ORDINANCES, SPECIFICATIONS AND REGULATIONS The Consultant shall comply with all existing federal, state and local laws, standards, codes, ordinances, administrative regulations, and all amendments and additions thereto, pertaining in any manner to the services provided under the provisions to this Agreement, and that the Consultant shall obtain all necessary permits, pay all license fees and taxes to comply therewith. 9. CONSTRUCTION AND ENFORCEMENT OF THE AGREEMENT The Agreement shall be construed and enforced in accordance with the laws of the State of Oklahoma. In the event of ambiguity in any of the terms of the Agreement, it shall not be construed for or against any party on the basis that such party did or did not author the same. l0,STANDARD OF CARE In providing the support services herein, the Consultant shall maintain during the course of the Agreement, the standard of skill, diligence and professional competency commensurate with like professionals in its industry for similar services. The Consultant agrees to furnish efficient business administration and management services pursuant to the terms of this Agreement and to use its professional efforts at all times in an expeditious and economical manner consistent with the interests of the Client. The Consultant agrees to require all of its consultants and sub - Consultants, by terms of its contracts, to provide services at the same standard required of the Consultant. l 1.CORRECTIONS IN SERVICES AND DELIVERABLES Consultant agrees to make any necessary corrections to services or deliverables furnished under this Agreement, when such services or deliverables contain any errors, deficiencies or inadequacies caused by the Consultant at no cost to the Client. The Consultant further agrees to be liable for any damages caused by its negligence and/or the negligent failure to timely discover and/or make such necessary corrections. The consultant is not relieved of any obligation to correct the Consultant's errors, deficiencies or inadequacies undiscovered by the Client upon its review or inspection of Consultant's services or deliverables nor is the Consultant relieved from obligation to correct for the Client's lack of review or inspection of said work, services or deliverables, 12.ASSIGNMENT In as much as the Agreement is a personal and professional service agreement which relies upon the personal and professional integrity, financial standing and unique ability and expertise of the Consultant to provide professional and personal services to Client, the parties agree that the Consultant shall not assign or sublet its obligations, rights or interests in whole or any part of the Agreement without the prior written consent of the Client. Page 5 of 22 Consulting Services Agreement Between Tusa Consulting Services and The City of Oklahoma City 13.TIME IS OF THE ESSENCE Both Client and the Consultant expressly agree that time is of the essence with respect to the Agreement, and the time for performance of each task shall be made part of the Agreement and be strictly observed and enforced. Any extensions of time shall be with the consent of the Client. Any failure on the part of Client to timely object to the time of performance shall not waive any right of Client to object at a later time. 14. INSURANCE REQUIREMENTS The following insurance requirements are applicable and must be obtained prior to contract award if the proposal submitted includes on -site services to be performed on City of Oklahoma City or Trust property. A. LIABILITY & PROPERTY DAMAGE INSURANCE The Consultant assumes all risks incident to or in connection with its purpose to be conducted herein under and shall indemnify, defend and save The City of Oklahoma City and its Trusts harmless from damage or injuries of whatever nature or kind to persons or property arising directly or indirectly from acts or omissions of the Consultant or its employees regardless of fault and shall indemnify, defend, and save harmless The City of Oklahorna City and its Trusts from any penalties for violation of any law, ordinance or regulation affecting or having application to said acts or omissions. The requirements of the insurance provisions shall survive the completion, expiration, cancellation or termination of this Agreement. All policies must be fully insured with any single policy deductible not exceeding $25,000. All deductibles rn:ust be declared on the certificate of insurance. If no deductible is declared, Consultant is stating a deductible does not exist and thus a deductible is not approved or accepted. Self -insured retentions will not be accepted unless accompanied by a bond (financial guarantee bond) or irrevocable letter of credit guaranteeing payment of the losses, related investigations, claim administration and defense expenses not otherwise covered by Consultant's self -insured retention. All insurance coverage required under this Agreement except Errors and Omissions Insurance, shall be maintained in full force and effect until expiration of the Agreement. Errors and Omissions Insurance shall be maintained for two (2) years after the expiration of this Agreement. In this connection, the Consultant shall carry Worker's Compensation in accordance with State Laws and General Liability Insurance in the following amounts: 1) PROPERTY DAMAGE LIABILITY Limits shall be carried in the amount of not Iess than twenty- five thousand dollars ($25,000) to any one person for any number of claims for damage to or destruction of property, including but not limited to consequential damages, arising out of a single accident or occurrence. Page 6 of 22 Consulting Services Agreement Between Tusa Consulting Services and The City of Oklahoma City 2) ALL OTHER LIABILITY In the amount not less than one hundred seventy-five thousand dollars ($175,000) for claims including accidental death, personal injury, and all other claims to any one person out of a single accident or occurrence. 3) SINGLE OCCURRENCE OR ACCIDENT LIABILITY In an amount not less than one million dollars ($1,000,000) for any number of claims arising out of a single occurrence or accident, 4) AUTOMOBILE LIABILITY INSURANCE The Consultant shall maintain insurance coverage as to the ownership, maintenance, and use of all owned, non -owned, leased or hired equipment when said equipment is utilized to meet the requirements of this agreement/contract. 5) ERRORS AND OMISSIONS INSURANCE Consultant shall provide and maintain errors and omissions insurance coverage in an amount not less than $1,000,000 aggregate annual limit liability. Such insurance coverage shall be maintained during the term of this Agreement and for a period of two (2) years after the termination of the Agreement. B. INSURANCE CERTIFICATE The insurance policies shall be issued by a company approved by The City of Oklahoma City, The Consultant must provide the Client a Certificate of Insurance, which shall provide that such insurance shall not be changed or canceled without ten days prior written notice to Client, The City of Oklahotna City or its Trust, Certificates of Insurance shall be delivered to the Client prior to contract execution. The Client shall be listed by name as the Certificate Holder. The policy description shall state the following: "The City of Oklahoma City and its Trusts are additional insureds on all policies as required by the contract", l 5, INDEMNIFICATION The Consultant shall agree to release, defend, indemnify, and save harmless the City, its trusts, officers, agents and employees (i) from and against any and all loss of, or damage to, properly, or injuries to, or death of any person or persons, as well as, (ii) from and against any and all claims, damages, suits, costs, expense, liability, actions or proceedings of any kind or nature whatsoever arising out of or resulting from loss of, or damage to, property, or injuries to, or death of, any person or persons caused by the negligent or wrongful acts or omissions of the Consultant, including, without limiting the generality of the foregoing, negligent or wrongful acts and omissions of Consultant's officers, employees, representatives, suppliers, invitees, contractors or agents in connection with this Agreement. The Consultant further agrees to release defend indemnify and save harmless the Client from and against any and all loss, cost, damage or expense occurring from any wrongful act of the Consultant on the City's premises. Provided, however, the Consultant shall not be liable hereunder for any loss solely occasioned by the wrongful acts of the City or its officers, agents and employees. This Indemnity provision does Page 7 of22 Consulting Services Agreement Between Tusa Consulting Services and The City of Oklahoma City not apply to Workers' Compensation claims by City employees. Each part agrees to give the other party(s) hereto prompt notice of any claims, suits, action or proceedings. In the event the Client determines there is a conflict of interest between the Consultant and the Client with respect to legal representation, as may be required hereunder, the Consultant will provide and pay for separate legal counsel to represent the interest of the Client. The minimum insurance requirements set forth below shall not be deemed to limit or define the obligations of the Consultant hereunder. 16. TERMINATION A. TERMINATION FOR CONVENIENCE The Client may terminate this Agreement, in whole or in part, for the Client's convenience. The Client may terminate by delivery of a notice to the Consultant, pursuant to paragraph "Notices" herein. Upon receipt of the notice of termination, the Consultant shall (1) immediately discontinue all work and services affected (unless the notice directs otherwise), and (2), upon payment for work performed, deliver to the Client all documents, data, drawings, specifications, reports, calculations, field notes, tracings, plans, models, computer files, estimates, summaries and other information and materials accumulated in performing this Agreement, whether complete or incomplete unless the notice directs otherwise. Upon termination for the convenience by the Client, the Client shall pay the Consultant for all work and services rendered, up to the time of the notice of termination, in accordance with the tenns, limits and conditions of this Agreement and as further limited by the not to exceed amounts set out in this Agreement. The rights and remedies of the Client provided in this paragraph are in addition to any other rights and remedies provided by law or under this Agreement, Termination herein shall not terminate or suspend any of the required provisions of paragraph "Indemnity" or "Insurance" of this Agreement. B. TERMINATION FOR DEFAULT The Client may cancel this Agreement in whole or in part, for failure of the Consultant to fulfill or promptly fulfill its obligations under this Agreement. 1. After due notice and thirty (30) days within which to correct the default, this Agreement may be terminated by either party for default upon fourteen (14) days written notice. Should the other party fail substantially to perform in accordance with the Agreement terms through no fault of the party initiating the termination. 2. If this Agreement is terminated by reason of a default of the Consultant prior to the completion of this project, regardless of the reason for said tennination, the Consultant shall immediately assign to the Client any contracts and/or agreements relative to this project entered into between the Consultant and its subcontractors and sub -consultants, as the Client may designate in writing and with the consent of the subcontractors and sub - Page 8 of 22 Consulting Services Agreement Between Tusa Consulting Services and The City of Oklahoma City consultants so designated. With respect to those contracts and/or agreements assigned to and accepted by the Client, the CIient shall only be required to compensate such subcontractors and sub -consultants for compensation accruing to such parties under the terms of their agreements with the Consultant for which Client has not already paid Consultant for such services. All sums claimed by such subcontractors or sub -consultants to be due and owing for services performed for which Client has already made payment to Consultant shall constitute a debt between the Consultant and the affected subcontractors or sub -consultants, and the Client shall in no way be deemed liable for such sums. The Consultant shall include this provision and the Client's rights and obligations hereunder in all agreements or contracts entered into with the Consultant's subcontractors and sub -consultants. 3. Termination herein shall not terminate or suspend any of the required provisions of the paragraph "Indemnity" or "Insurance" of this Agreement. 17. STOP WORK. Upon notice to the Consultant, the Client may issue a Stop Work Order suspending the performance of work and/or services under this Agreement. The Stop Work Order shall not terminate or suspend any of the required provisions of paragraph "Indemnity" and/or "Insurance" of this Agreement. In the event the Client issues a stop Work Order to the Consultant, the Client will provide a copy of such stop Work Order to the contractor. The Client reserves the right to request and expect the Consultant to dismiss from work in process with the Client, any employee who the Client may deem incompetent, careless, insubordinate or otherwise objectionable. 18.NOTECES All notices and orders given pursuant to this Agreement shall be in writing, delivered or mailed by United States certified mail, return receipt requested, postage prepaid or faxed (with hard copy follow up by mail or delivery) and addressed as follows: If to Consultant: Tusa Consulting Services 1I LLC ATTN: Nick Tusa 75757 Highway 1082 Covington, LA 70435 If to Client: The City of Oklahoma City ATTN: City Clerk 200 N. Walker Ave., 2nd Floor Oklahoma City, OK 73102 Information Technology Department Public Safety Program Manager Attn: Kerry Wagnon 420 West Main, Suite 1017 Oklahoma City, OK 73102 Page 9 of 22 Consulting Services Agreement Between Tusa Consulting Services and The City of Oklahoma City The address of any person or party may bechanged by notice to the other party, given in the manner described above. All such notices and orders shall be deemed received when delivered or when deposited in the United States mail. I9.RECORDS AND ACCOUNTS During the term of this Agreement and continuing for a period the longer of (5) years after the termination or expiration of this Agreement, or until the final resolution of any outstanding disputes between the Client and the Consultant or the contractor(s) on the project, the Consultant shall maintain: all final versions of documents, notes, drawings, specifications, reports, estimates, summaries, computer files, renderings, models, photographs, field notes, as -built drawings, information, survey results, plans, computer files and any other materials produced, created or accumulated in performing this Agreement that have not been submitted to the Client subsequent to final completion of the project and its internal accounting records, and other supporting documents pertaining to the claims and/or invoices for costs of work and/or services of this Contract. The Consultant shall not be required to maintain copies of preliminary or drag versions of the aforementioned items. The Consultant must maintain its accounting records in accordance with generally accepted accounting principles applied on a consistent basis. The Consultant shall permit periodic audits of records and accounts related to this Agreement by the Client or the Client's authorized representative. The periodic audits of the records in support of claims and invoices for the Agreement shall be performed at times and places mutually agreed upon by the Client and Consultant. Agreement as to the time and place for audits may not be unreasonably withheld. 20.OWNERSHIP OF INFORMATION Upon payment for services involved in its production, creation, or accumulation, title to the work product produced, created or accumulated in performing this Agreement shall pass to and remain the property of the Client, including but not limited to the work product reflected in or contained in any and all documents, notes drawings, specifications, reports, estimates, summaries, computer files, renderings, models, photographs, field notes, as -built drawings, information survey results, plans, computer fields, and any other materials ("Intellectual Property"), All Intellectual Property may be reproduced, distributed and published by the Client in whole or in part without permission or any additional payments or fees to the Consultant. Notwithstanding, reuse of said documents by the Client shall be at the Client's risk and responsibility and not that of the Consultant. 21,PROHIBITION AGAINST COLLUSION The Consultant warrants it has not employed or retained any company or person other than a bona fide employee working solely for the Consultant to solicit or secure this Agreement, and the Consultant further warrants it has not paid nor agreed to pay any person, company, corporation, individual or firm, other than a bona fide employee working solely for the Consultant, any fee, commission, percentage, gift, or any other consideration, contingent upon or resulting from the award or making of this Agreement. In addition the Consultant must execute the Anti- Collusion Affidavit attached as Exhibit C. Page 10 of 22 Consulting Services Agreement Between Tusa Consulting Services and The City of Oklahoma City 22. NONDISCRIMINATION In connection with the performance of work and/or services under this Contract, the Consultant agrees as follows: A. The Consultant shall not discriminate against any employee or applicant for employment because of age, race, creed, color, sex, national origin, ancestry or disability as defined by the Americans with Disabilities Act of 1990, Section 3(2). The Consultant shall take affirmative action to ensure that employees or applicants for employment are treated without regard to their age, race, creed, color, national origin, sex, ancestry or disability as defined by the Americans with Disabilities Act of 1990, Section 3 (2). Such actions shall include, but not be limited to the following: employment, upgrading, demotion or transfer, recruiting or recruitment, advertising, layoff, termination or cancellation, rates of pay or other forms of compensation and selection for training, including apprenticeship. The Consultant shall agree to post, in conspicuous places, available to employees and applicants for employment, notices provided by the City Clerk of the City of Oklahoma City setting forth provisions of §25-41 of the Oklahoma City Municipal Code, 2010. B. In the event of the Consultant's noncompliance with this nondiscrimination clause, this Agreement may be suspended, canceled or terminated by the Client. The Client may declare the Consultant ineligible for further contracts or agreements until compliance, and/or satisfactory proof of intent to comply shall be made by the Consultant. C. The Consultant agrees to include this nondiscrimination clause in any subcontracts connected with the performance of this Agreement. The Consultant shall also execute the nondiscrimination certificate, attached and incorporated as Exhibit D, prior to the effective date of this Agreement. 23.NO DAMAGE FOR DELAY No payment, compensation or adjustment of any kind (other than an approved extension of time) shall be made to the Consultant on lump sum fees for damages because of hindrances or delays that are cumulatively less than 30 days from any cause in the progress of the work, whether such hindrances or delays be avoidable or unavoidable and the Consultant agrees that it will accept as full satisfaction for such delays the extensions of time. For lump sum fees and time and materials fees, the schedule shall be equitably adjusted for any hindrances or delays caused by reasons beyond the reasonable control of Consultant. For delays beyond thirty days on lump sum fees and for delays on time and materials fees, the parties shall agree in writing to equitably adjust the relevant Work Order to reflect the change in circumstances. 24. SEVERABILITY In the event that any provision, clause, portion or section of this Agreement is held unenforceable or invalid for any reason by a court of proper jurisdiction, such unenforceability or invalidity may not affect the enforceability or validity of any other paragraph or the remainder of this Agreement. The parties further agree that any provision that is held unenforceable or invalid shall be deemed to be restated to reflect as nearly as possible the original intentions of the parties in accordance with applicable law. Page 11 of 22 Consulting Services Agreement Between Tusa Consulting Services and The City of Oklahoma City 25.AMENDMENT This Agreement may be modified only by a written amendment of subsequent date hereto, approved by the Client and the Consultant. 26.EXECUTION IN COUNTERPARTS This Agreement may be simultaneously executed in several counterparts, each of which shall be an original and all of which shall constitute but one and the same instrument, 27, DESCRIPTIVE HEADINGS The descriptive headings of the sections of this Agreement are inserted or annexed for convenience of reference only and shall not affect the meaning, construction, interpretation or effect of this Agreement. 28.SURVIVAL OF REPRESENTATIONS All representations and covenants of the parties shall survive the expiration of the Agreement. 29.PARTIES BOUND This Agreement shall be binding upon and inure to the benefit of all parties. This Agreement is solely for the benefit of the parties and their successors in interest, and none of the provisions hereof are intended to benefit third parties. 30.RELATIONSHIP OF PARTIES This is an agreement for professional services. The parties hereto are independent of one another and both agree that no agency, employment, franchise or other relationship exists between the parties. Neither party shall have the authority to bind the other with respect to third parties or in any other manner. 31, EFFECTIVE DATE The effective date of this Agreement shall be the latest execution of this Agreement by the Client. Page 12 of 22 Consulting Services Agreement Between Tusa Consulting Services and The City of Oklahoma City IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their duly authorized representatives, as of the date first above written. Tusa Consulting Services, II LLC By: ACKNOWLEDGEMENTS STATE OF L ) ss. COUNTY OF 3+ Tr, President (or other authorized official) Before e, the unde�rsiped, a Notary Public in and for said County and Staten the I day of ' i(-c , 2014, personally appearedPZ-'/f4/ 1-' J v - the of Tusa Consulting Services, to me known to be the identical person who executed the foregoing instrument and acknowledged to me that he or she executed the same as his or her free and voluntary act and deed, and as the free and voluntary act and deed of said corporation or entity for the uses and purposes therein set forth. Given under my hand and seal the day and year above written. Notary Public # Saivadore A. Mortiliaro II Notary Public for Life Parish of St. Tammany, La Notary ID #88181 My Commission Expires: Page 13 of 22 Consulting Services Agreement Between Tusa Consulting Services and The City of Oklahoma City ATTEST: City Clerk yyTHE r g CITY OF OKLAHOMA CITY /";14;4iii??1,1611Po'Foc)`; REVIEWED for form and legality. Assistant Municipal Counselor Page 14 of 22 Consulting Services Agreement Between Tusa Consulting Services and The City of Oklahoma City EXHIBIT A - BASIC SERVICES 1. PHASE I — ANALYSIS / PLANNING Phase I tasks include the following: I. PROJECT KICKOFF This is the initial meeting between the Consultant team and the Client's assigned Project Manager/Project Team. At this meeting Consultant shall review the project's scope, proposed tasks, and establish the user interview and site visit schedules. This meeting is also the first opportunity the Consultant team has to begin to obtain details about the legacy radio systems (aside from the initial work done to investigate FCC licenses, etc.). 2. RADIO SYSTEM QUESTIONNAIRES Consultant shall provide Client with the Radio System Questionnaire. Client shall distribute Questionnaire to all impacted City and metro area departments using Land Mobile Radio (LMR) for operational communications, Consultant has developed a Radio System Questionnaire which is typically distributed to all involved agencies/users by the Client's Project Manager as soon as the project is initiated. These Questionnaires request data related to each agency's primary duties, how they use the radio system, how many radios they have, what their performance issues might be, what other forms of communications are available to them, and so on. The information provided in the Questionnaires is summarized for later reference during user interviews. 3. RADIO SYSTEM ANALYS[S Utilizing system architecture information provided by the Client (and/or by the radio system's service provider), Consultant shall create system coverage maps that shall be used by the Consultant team to analyze the EDACS system's performance. Simulcast performance is assessed by using RAPTORTM, and overall system coverage is assessed using COMSITETM, a propagation modeling tool developed by RCC. Both of these "tools" provide valuable system performance data. These tools are also used in the conceptual design process. Additional information shall be collected from the EDACS network management system (current channel loading, blocking, number of active talkgroups, etc.), 4. MICROWAVE SYSTEM ANALYSIS Consultant shall collect and review all available information related to the legacy microwave network that supports the two existing simulcast systems. This information shall be used to analyze the system's existing site configurations, channel plan, fade margins, uptime/performance, and available bandwidth. The analysis results shall be used to develop Page 15 0'22 Consulting Services Agreement Between Tusa Consulting Services and The City of Oklahoma City specifications for a new IP-based microwave network that will support the P25 system and provide capacity for other related services. 5. USER INTERVIEWS The completed Radio System Review results are used when meeting with representatives of the user agencies (both Public Safety and Public Service). The completed Questionnaires are also used as references during the user interviews, allowing the Consultant to ask informed questions about specific uses of the system and potential future needs. Consultant shall specifically confirm how each user agency utilizes the current radio network, the possibility of using something other than radios for communications, and what their expectation will be going forward. 6. OUTREACH TO NEIGHBORING JURISDICTIONS Consultant shall include research, outreach, analysis and design as needed to account for possible partnerships with neighboring cities and jurisdictions in the creation of a regional radio system. Output of this phase shall include a determination of levels of interest, available opportunities, ability to provide funding, and design alternatives, as well as potential frameworks for governance and operational models. 7, EDACS AND MICROWAVE INSPECTION Consultant shall visit each system site (towers, control points, dispatch centers, repair shops, etc.) so Consultant can develop an understanding of the physical makeup of the system and what resources might be useable in a new design. Factors such as shelter and tower condition, age of generators and batteries, grounding, etc., shall be noted and considered in the analysis and design. Available shelter space and tower "real estate"/structural capacities shall be documented so that a system transition plan can start to be formulated. Consultant shall note such details as available floor space and electrical power, spare cable entry ports, etc. During this inspection Consultant shall also meet with the local Harris service provider to obtain their perspective on the current system's performance and challenges. This inspection phase includes the concentric EDACS systems, VHF/UHF/800 interoperability network, conventional radios interfaced to the main trunked system, and the dual -loop microwave network. 8. MICROWAVE SYSTEM CONCEPTUAL DESIGN Consultant shall work closely with the Client's Project Team to develop a microwave system design that shall provide a high -capacity IP-based network that shall comply with planned and future requirements. The design shall include multiple interface points for conventional/interoperability radio resources, and redundant/alternate links to the Dispatch Center. It shall employ a flexible/adaptable loop configuration that shall be self -healing. Included with this design shall be a requirement for system performance monitoring capability. During this process, Consultant shall investigate planned path and tower space/structural capacity for all sites. Page 16 of 22 Consulting Services Agreement Between Tusa Consulting Services and The City of Oklahoma City 9. P25 SYSTEM CONCEPTUAL DESIGN Consultant shall establish mutually agreeable system design criteria (percentage of required coverage, Delivered Audio Quality {DAQ] goals, critical locations for in -building coverage, RF channel capacity based upon estimated number of users, and desired interoperability with neighboring agencies) in collaboration with the Client's Project Manager/Project Team. Once these design goals are approved, Consultant shall create a conceptual system design utilizing existing and/or available radio sites (towers, rooftops, etc.). This is an iterative process whereby the design process is shared with, and impacted by, the Client. Alternative designs shall be provided to reflect potential requirements determined by regional participation. Once one or more designs have been approved by the Project Team, reflective budgetary estimates shall be developed using cost data from other recent Consultant P25 projects. Consultant and Client recognize that conceptual designs and implementation schedule estimate shall provide the framework for any subsequent purchasing Request For Proposal, and that the final design and implementation schedule will be influenced by vendor proposals and options. Io.DESIGN REVIEW Subsequent to development of both the Microwave and P25 system conceptual designs, Contractor will (upon request) present their findings and designs to groups and individuals as determined by the Program Manager. Feedback from the review process, along with any necessary modifications shall form the basis of movement into the Phase II tasks. 1I. FUNDING ALTERNATIVES Consultant shall investigate and provide multiple system funding alternatives to Client for consideration. Alternatives shall not be confined to potential grant availability, but shall be inclusive of, but not limited to, additional alternatives such as owner -partnerships and lease purchase options. Those portions of Phase II that require additional funding shall not commence until required funding is in place and authorized by Client. I2.PHASE r DELIVERABLES Specifics services to be performed and delivered to Client for Phase I include the following: • System Assessment — Meetings, interviews, reviews, and reports as necessary to establish, determine, and document the Client system status, user requirements, and constraints (including the potential for some non-public safety departments to use alternative technology for communications). • Partnership Outreach Plan — Documented and approved plan to provide outreach and possible inclusion of regional cities and jurisdictions in design of replacement system. • Microwave Conceptual Design — Report and presentation of the resulting design • P25 Radio System Conceptual Design — Report and presentation of resulting design • Funding Alternatives Report — Report and presentation of budgetary estimate and potential funding alternatives. • Timeline — Projected timeline which identifies task dependencies and milestone projections for the acquisition and implementation of the conceptual designs. Page 17 of 22 Consulting Services Agreement Between Tusa Consulting Services and The City of Oklahoma City II. PHASE II — SPECIFICATIONS / PROCUREMENT Once Phase I tasks have been completed, and funding for the microwave upgrade / replacement has been allocated, it will be possible to move forward with the microwave portion of Phase II. The deliverables for Phase II include the following: I. MICROWAVE SYSTEM PROCURMENT The microwave system conceptual design shall provide the baseline specifications for, and establish the criteria for a new IP-based microwave network. Consultant shall work with the Client's Project Team to establish system configuration parameters, bandwidth and capacity requirements, reliability factors (such as fade margin), external connectivity needs (such as for conventional radio interfaces), and licensing requirements. Consultant shall work with the Client's Project Team and shall: • Incorporate the technical specifications into a Request For Proposals (RFP) • Assist with communications and responses to questions posed by prospective responders to the RFP during the proposal process • Assist with the evaluation of proposals and deliver a bid evaluation report for each proposal • Provide a written recommendation / justification for the preferred vendor / proposal • Assist with negotiations of an agreement with the successful vendor to provide and implement the required microwave system upgrade / replacement. 2. P25 RADIO SYSTEM PROCUREMENT The P25 Radio System conceptual design shall provide the baseline specification for, and establish the criteria for the new P25 system, from site configurations to types of subscriber equipment required. This becomes the basis for the technical portion of a Request for Proposals document. Consultant shall work with the Client's Project Team and shall: • Incorporate the technical specifications into a Request For Proposals (RFP) • Assist with communications and responses to questions posed by prospective responders to the RFP during the proposal process • Assist with the evaluation of proposals and deliver a bid evaluation report for each proposal • Provide a written recommendation / justification for the preferred vendor / proposal • Assist with negotiations of an agreement with the successful vendor to provide and implement the required P25 radio system upgrade / replacement. Both Parties recognize that analysis may determine a pricing advantage to either include radio subscriber equipment in the system RFP, or to break the subscriber equipment out and include it in a separate RFP. Should the latter determination be made, Consultant shall provide the same services for each procurement process. Page 18 of 22 Consulting Services Agreement Between Tusa Consulting Services and The City of Oldahoma City EXI-IIBIT B — COMPENSATION SCHEDULE Under the terms of this Agreement, the Consultant agrees to perform the work and services described in this Agreement. The Client agrees, in accordance with the limitations and conditions set forth in the Contract, to pay an amount not to exceed $192,200; which includes: for Basic Services an amount not to exceed S167,200 as specifically set forth in this Exhibit B, and for Optional Additional Services, an amount not to exceed $25,000. Compensation for basic services may not exceed $167,200, and in no event may the Consultant receive compensation in excess of the amount listed for each task for performance of its basic services. The Consultant may receive up to the following amounts of the not to exceed amounts for services rendered upon the completion of the following tasks. Partial payments of the not to exceed amounts for each task may be invoiced for incremental work completed. Not to exceed amounts below are accumulative for successive tasks. Any authorized Additional Services shall be at a fixed price of $150/hr. and shall not exceed $25,000. Expenses shall be invoiced at cost (estimated expenses are provided in the following pricing schedule, with assumptions made regarding on -site meetings, interviews, inspections, presentations, etc,). Consultant shall submit invoices on a monthly basis. Services Task Anticipated Consulting Hours Cost Estimated Expenses Phase I — Analysis / Planning 520 $78,000 $8,000 Phase II — Specifications / Procurement 508 $76,200 $5,000 Page 19 of 22 Consulting Services Agreement Between Tusa Consulting Services and The City of Oklahoma City EXHIBIT C - ANTI/NON-COLLUSION AFFIDAVIT Page 20 of 22 ANTI/NON-COLLUSION AFFIDAVIT The undersigned individual, of lawful age, being duty sworn, upon his/her oath, deposes and says: That the undersigned individual has the lawful authority to execute the within and foregoing proposal for, and on behalf of, the bidder; that the bidder has not, directly or indirectly, entered into any agreement, express or implied, with any bidder or bidders, having for its object the controlling of the price or amount of such bid or bids, the limiting of the bids or the bidders, the parceling or farming out to any bidder or bidders or other persons, of any part of the pricing agreementicontract or any part of the subject matter of the bid or bids, or of the profits thereof, and that bidder has not and will not divulge the sealed bid to any person whomsoever, except those having a partnership or other financial interest with the bidder in the said bid or bids, until after the said sealed bid or bids are opened. The undersigned individual further states that the bidder has not been a party to any collusion: among bidders in restraint of freedom of competition, by any agreement to bid at a fixed price or to refrain from bidding; or with any city/trust official, city/trust employee or city/trust agent as to the quantity, quality, or price in the prospective pricing agreement/contract, or any other terms of the said prospective pricing agreement/contract; or in any discussions between the bidders or city/trust official, city/trust employee or city/trust agent concerning the exchange of money or other thing of value for special consideration In the letting of a pricing agreement/contract. The bidder states that it has not paid, given or donated or agreed to pay, give or donate to any city/trust official, officer or employee of the City or awarding agency, any money or other Thing of value, either directly or indirectly, in the procuring of the award of pricing agreementfcontract pursuant to this bid. Witness the hands of the parties hereto: The undersigned individual states that the Bidder will be bound by its bid, the specification, the terms and conditions of the pricing agreement/contract, and the requirements for bidders. 4 4 4THIS FORM TO BE COMPLETED BY THE BIDDER PRIOR TO PRICING AGREEMENT/CONTRACT AWARD+ + + Type Name of AulhorizedAgent eo ,u sL) ri S&._777,u/ Company Name �1 7S 7 7 Ile e F-(" -] A Ll Address Title C__ 1 ' Zip C der 1 i 3 .J - % 5- & (7 -7 S-2cif- tr` c Q1 Telephone Number and Fax Number if any TO BE COMPLETED BY THE NOTARY: State of* L County of" 5 -ice "le ee ['Slate and County where notarized must be written in for bid to be considered.] ss. Signed and sworn to before me on this t t day of 0ee- ]`r by Or, re-0-, ' 1 My Commission Number: My Commission Expires: 11pde11d SopPom9or;013 [Day] [Month/ [Year] _ fP tut the name of the individual who signed above.] [oktano+ gjvadore A. Mortillaro 11 Notary Public for Life Parish of Sr Tammany, La IDatefYear] Notary ID #8g161 Type Name of Notary Public 1490U., S'al MAS§110] Consulting Services Agreement Between Tusa Consulting Services and The City or Oklahoma City EXHIBIT D - NON-DISCRIMINATION STATEMENT Page 21 of 22 NON-DISCRIMINATION STATEMENT The contractor agrees, in connection with the performance of work under this agreement/contract: a. That the contractor will not discriminate against any employee or applicant for employment, because of race, creed, color, sex, age, national origin, ancestry or disability. The contractor shall take affirmative action to insure that employees are treated without regard to their race, creed, color, age, national origin, sex, ancestry or disability. Such actions shall include, but not be limited to, the following: employment, promotion, demotion or transfer, recruitment, advertising, lay-off, termination, rates of pay or other forms of compensation and selection for training, including apprenticeship. The contractor agrees to post, in a conspicuous place available to employees and applicants for employment, notices to be provided by the City Clerk/Secretary of the Contract Entity setting forth the provisions of this section, and; b. That the contractor agrees to include this non-discrimination clause in any subcontracts connected with the performance of this agreement/contract. c, In the event of the contractor's non-compliance with the above non-discrimination clause, this agreement/contract may he canceled or terminated by the Contract Entity. The contractor may be declared by the Contract Entity ineligible for further agreement[s]/contract[s] with the Contract Entity until satisfactory proof of intent to comply is made by the contractor. THIS FORM MUST BE COMPLETED BY THE PROPOSER PRIOR TO AGREEMENT/CONTRACT AWARD Signature of Individual !J 4-)m 1,u f F. i u m-- Printed Naine of Individual Title ,u Su u -t -2,U U c 71L, C C.C. Company Name and Address p Zip Code -7 S`-7 -7 t-f t-u ( 6t) U f �-5 r J 7 I r Telephone Number and Fax Number if any Consulting Services Agreement Between Tusa Consulting Services and The City of Oklahoma City EXHIBIT E - INSURANCE CERTIFICATE Page 22 of 22 AR EP CERTIFICATE OF LIABILITY INSURANCE DAi9izQ1"9 I THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the poiicy(les) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER EMERY & JAMES LTD 300 East Morris Ave Hammond LA 70403 CONTACT Ellen Adams NAME: IBC No. Fen: (995) 345-0376 FAX I C. Na): (985)345-0444 EMAIL eYJ ADDRESS: adams@emer ames.com INSURER(S) AFFORDING COVERAGE NAIC 5 INSURER A ASOUTH - Lloyds of London INSURED Tusa Consulting, LLC 75757 Highway 1082 Covington LA 70435 INSURER 9:EPI - Commerce and Industry 19410 INSURERC: INSURER 0: INSURER E : INSURER F: COVERAGES CERTIFICATE NUMBER:CL1412900031 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY 9E ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADM INSR SUER WVD POLICY NUMBER POLICY EFF {MM/DDIYYYY) POLICY EXP (MMiCDJYYYY) LIMITS A GENERAL LIABILITY COMMERCIAL GENERAL LIABILITY X Y PGIARK0110303 6/19/2014 5/19/2015 EACH OCCURRENCE $ 2,000,000 DAMAGE TO RENTED PREMISES (Ea occtlmanca) $ MED EXP (Any one person) $ CLAIMS -MADE I I OCCUR PERSONAL 8 ADV INJURY $ GENERAL AGGREGATE $ 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: TI POLICY 71 PRO- JECT LOC PRODUCTS - COMPIOP AGG $ $ A AUTOMOBILE X LIABILITY ANY AUTO ALL OWNED AUTOS HIRED AUTOS X SCHEDULED AUTOS NON-OWNED X PGIARK0110303 6/19/2014 6/19/2015 COMBINED SINGLE LIMIT accident) $ 2,000,000 _(_Ea BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ Per a a RTY dent) OAMAGE $ $ UMBRELLA LIAO EXCESS LIAR - OCCUR CLFJMS-MADE EACH OCCURRENCE $ _ AGGREGATE $ DED 1 RETENTIONS $ B WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETCRIPARTNEEXECUTIVE W OFFICERIMEMBER EXCLUDED? (Mandatory In NH) If yes, describe under DESCRIPTION OF OPERATIONS below Y f N NIA y WC001484555 11/21/2014 11/21/2015 1 WC STATIJ• OTH• TORY LIMITS ER E.L. EACH ACCIDENT $ 1,000,000 E.L. DISEASE - EA EMPLOYEE) 1,000,000 E.L. DISEASE • POLICY LIMIT $ 1,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACORD 101, Addlilonal Remarks Schedu c, If mare space is required) Subject to policy terms, conditions, limits and exclusions: Certificate Holder and Owner Added As Additional Insured As Respects to the Operations of the Named Insured on the General Liability, Auto and if Required By Written Contract. Rights of Subrogation Waived In Favor of Certificate Holder and Owner As Respects to General Liability, Auto, Workers Compensation As Required By Written Contract. CERTIFICATE HOLDER CANCELLATION City Of Oklahoma and its Trusts 200 North Walker Ave. Oklahoma, OK 73102 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE Ellen Adams/EADAMS ACORD 25 (2010/05) INS025(zmpnsln1 © 1988-2010 ACORD CORPORATION. All rights reserved. The ACfRfl name and Inrn are ranicfarpri marlec of AC flPil Additional Named Insureds Other Named Insureds TUSA CONSULTING LLC Insured Multiple Names OFAPPINF (0212007) COPYRIGHT 2007, AMS SERVICES INC ADDITIONAL COVERAGES Ref # Description Bodily injury -single limit Coverage Code BISIL Form No. Edition Date Limit 1 Limit 2 Limit 3 Deductible Amount 10,000 Deductible Type Premium Ref # Description OT Coverage Code OT Form No. Edition Date Limit 1 2,000,000 Limit 2 Limit 3 Deductible Amount Deductible Type Premium Ref # Description OT Coverage Code OT Form No. Edition Date Limit 1 Limit 2 Limit 3 Deductible Amount Deductible Type Premium $0.00 Ref # Description Prernises/Operations Coverage Code PREM Form No. Edition Date Limit 1 Limit 2 I Limit 3 Deductible Amount Deductible Type Premium $0 00 Ref # Description MINI Coverage Code MINI Form No. Edition Date Limit 1 Limit 2 Limit 3 Deductible Amount Deductible Type Premium $0.00 Ref # Description Coverage Code Form No. Edition Date Limit 1 Limit 2 Limit 3 Deductible Amount Deductible Type Premium Ref # Description Coverage Code Form No. Edition Date Limit 1 Limit 2 Limit 3 Deductible Amount Deductible Type Premium Ref # Description Coverage Code Form No. Edition Date Limit 1 Limit 2 Limit 3 Deductible Amount i Deductible Type Premium Ref # Description Coverage Code Form No. Edition Date Limit 1 Limit 2 Limit 3 Deductible Amount Deductible Type Premium Ref # Description Coverage Code Form No. Edition Date Limit 1 Limit 2 Limit 3 Deductible Amount Deductible Type Premium Ref # Description Coverage Code Form No. Edition Date Limit 1 Limit 2 Limit 3 Deductible Amount Deductible Type Premium OFADTLCV Copyright 2001, AMS Services, Inc. AMENDMENT NO. 1 TO CONTRACT WITH TUSA CONSULTING SERVICES II LLC TO PROVIDE CONSULTING SERVICES IN SUPPORT OF THE OKLAHOMA CITY PUBLIC SAFETY P25 TRUNKED RADIO SYSTEM UPGRADE IMPLEMENTATION THIS AMENDMENT NO. 1 is made and entered into this 25th day of April 2017, by and between The City of Oklahoma City, a municipal corporation, ("City") and Tusa Consulting Services II, LLC. ("Tula') herein after also referred to as "the parties". On December 30, 2014, the City and Tusa entered into a contract which provides for Tusa to provide consulting services to assist with the upgrade from the City's existing 800 MHz Trunked Radio System to a P25 Trunked Radio System. The City has determined that Tusa could provide beneficial services for various activities throughout the implementation process (Phase III). Therefore, it is the desire of the City to increase the not to exceed amount by an additional one hundred thousand dollars ($100,000) in order for Tusa to continue to provide consulting services on an as needed basis, while the P25 Trunked Radio System upgrade is completed. All other terms and conditions of the contract originally dated December 30, 2014 shall remain unchanged and in full force and effect to the extent allowed by Oklahoma law. ATTEST: v TUSA CONSULTING SERVICES II, LLC Title ator: r j Al i e- 54- APPROVED by Council and signed by the Mayor of the City of Oklahoma City this 25th day of April 2017. ATTEST: 'horn r��n„ REVIEWED for form and legality, THE CITY OF OKLAHOMA CITY Assistant Municipal Counselor 2 The City of OKLAHOMA CITY Information Technology/Public Safety e p R 0 V Communications Support I` L October 12, 2016 Tusa Consulting Services II LLC 75757 Highway 1082 Covington, LA 70435 Dear Vendor: 12-6-16 BY THE CITY COUNCIL C F... ,...,C1TY CLERK The City of Oklahoma City and the contracting vendor have the option of renewing the Consulting Services Agreement for the term 12/30/2016 through 12/29/2017 , under the same terms, conditions and provisions as originally awarded, including price(s). Please indicate your concurrence or non -concurrence by completing the below listed information, including signature, and return to me by October 31, 2016. This form may be mailed, faxed, emailed, scanned or otherwise electronically submitted for contract/pricing agreement renewal. If you have any questions, please contact me at (405) 316-3648, Fax (405) 297-3021 or Email: chris.fogt@okc.gov Thank you, Christine Fogt City of Oklahoma City Public Safety Communications Support Yes, T would like to renew .,„Y. per the above mentioned. No, I do not wish to renew. ORIZED SIGNATURE Dominic F. Tusa Tusa Consulting Services ii, LLC COMPANY NAME 75757 Hwy. 1082 STREET ADDRESS Covington, LA 70435 CITY, STATE AND ZIP CODE (985) 249-6467 BUSINESS TELEPHONE FAX NUMBER nick.tusa@tusaconsuiting.com CONTACT/E-MAIL 420 W Main, Ste. 1017 • Oklahoma City, OK 73102 .405/316-3648 The City of OKLAHOMA CITY Information Technology/Public Safety PPROVED Communications Support April 14, 20I6 Tusa Consulting Services II LLC 75757 Highway 1082 Covington, LA 70435 Dear Vendor: 5-3-16 BY THE CITY COUNCIL CLERK The City of Oklahoma City and the contracting vendor have the option of renewing the Consulting Services Agreement for the term 12/30/2015 through 12/29/2016, under the same terms, conditions and provisions as originally awarded, including price(s), Please indicate your concurrence or non -concurrence by completing the below listed information, including signature, and return to me by April 21, 2016. This form may be mailed, faxed, em.ailed, scanned or otherwise electronically submitted for contract/pricing agreement renewal. If you have any questions, please contact me at (405) 3I6-3648, Fax (405) 297-3021 or Email: chris_fogt@okc,gov Thank you, Christine Fogt City of Oklahoma City Public Safety Communications Support X Yes, I would like to renew per the above mentioned. No, I do not wish to renew. O e%1?-3 ISIGNATURE Sk +•ISLIL-f f24 I Les it l L-- COMPANY NAM -Fs Ism- ! -r of uwf a(c gz STREET ADDRESS V I (SATra ,, /31 LA- 7S -2 T A2cZf7CODE BUSINESS TELEPHONE FAX NUMBER CONTACT/E-MAIL 420 W Main, Ste. 1017 • Oklahoma City, OK 73102 0405/316-3648 AMENDMENT NO. 1 TO CONTRACT WITH TUSA CONSULTING SERVICES H LLC TO PROVIDE CONSULTING SERVICES IN SUPPORT OF THE OKLAHOMA CITY PUBLIC SAFETY P25 TRUNKED RADIO SYSTEM UPGRADE IMPLEMENTATION THIS AMENDMENT NO. 1 is made and entered into this 25th day of April 2017, by and between The City of Oklahoma City, a municipal corporation, ("City") and Tusa Consulting Services ll, LLC. ("Tusa") herein after also referred to as the parties". On December 30, 2014, the City and Tusa entered into a contract which provides for Tusa to provide consulting services to assist with the upgrade from the City's existing 800 MHz Trunked Radio System to a P25 Trunked Radio System. The City has determined that Tusa could provide beneficial services for various activities throughout the implementation process (Phase III),. Therefore, it is the desire of the City to increase the not to exceed amount by an additional one hundred thousand dollars ($100,000) in order for Tusato continue to provide consulting services on an as needed basis, while the P25 Trunked Radio System upgrade is completed. All other terns and conditions of the contract originally dated December 30, 2014 shall remain unchanged and in full force and effect to the extent allowed by Oklahoma law. ATTEST: rtzcil Title Title ignator: I rtj6 ( r� —7) 5 4_ ran TUSA CONSULTING SERVICES I1, LLC APPROVED by Council and signed by the Mayor of the City of Oklahoma City this 25th day of April 2017. ATTEST: COC., ° v e..., City Clerk =f i< • `- t e Mayor REVIEWED for form and legality, THE CITY OF OKLAHOMA CITY Assistant Municipal Counselor 2 ACORD CERTIFICATE OF LIABILITY INSURANCE DATE IMMIDDIYYYY) 4/26/2016 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: if the certificate holder is art ADDITIONAL INSURED, the pol(cy(ies) must be endorsed. if SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certaln policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER EMERY & JAMES LTD 300 East Morris Ave Hammond LA 70403 INSURED Tusa Consulting Services II LLC 75757 Highway 1082 Covington LA 70435 CONTACT Ellen Adams NAME: PHONE H N._IE4..ExtJ: (985) 345•-0376tat i FAX Not: t9651345-o4sa AODae58, eadams @ emeryj ames . com INSURER(S) AFFORDING COVERAGE NAIC INSURER A:MOUTH - Lloyds of London INSURER B ;PEACH - National 'Union Fire INSURER C INSURER 0 19445 INSURER!: INSURER F COVERAGES CERTIFICATE NUMBER:2015-2016 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR' !ADDL;SUBRI ' POLICY EF--POLICY EXP ! LTR . TYPE OF INSURANCE , INSD , WVO FOUCY NUMBER (MMIDDIYYYYj'' IMMIDD/YYYY1' LIMITS X.. COMMERCIAL GENERAL LIABILITY — A ; ; X � CLAIMS -MADE , j OCCUR i i I EACH OCCURRENCE $ 2 , 000, Goo DAMAGE TO RENTED I I PREMISES IEa occurrence) I $ ` ' Professional Liability X Y POIARK0110304 ! 6/19/2015 6/19/2016 MEDEXP(Any one person) I $ hi - i - , PERSONAL & ADV INJURY i $ GEr41 AGGREGATE LIMIT APPLIES PER: .--.T i X, PCLICY JE� . ,- j LOC OTHER: 1 I ! ' GENERAL AGGREGATE I $ 2,000,000 1 I PRODUCTS -COMP/OP AGO I $ I I I p Bodily injury -single Emit Ts 1 AUTOMOBILE LIABILITY I A , ANY AUTO -_ ' ALL __ OWNED SCHEDULED _ AUTOS AUTOSI X HIRED AUTOS XNTOWNED ! e 1 COMBINED SINGLE LIMIT ` I ; $ 1 , 000 , 000 LjEa accident) 1 _ • I BOmmLYiNJURY(Per person) I $ x y PGIARR0110304 { 6J19/2aL5 ! 6/19/2016 ! BODILY INJURY (Par accidenl} $ IPROPERTY DAMAGE (Per accident) _ ${ $ I UMBRELLA LIAR ! OCCUR ----I 1 tEXCESS LIA, jCAIMS-MADE: jl I ; EACH OCCURRENCE I $ I I AGGREGATE $ I i , ' p DED RETENTION 3 i 1 $ WORKERS COMPENSATION I AND EMPLOYERS' LIABILITY 1 ANY PROPRIETOR/PARTNER/EXECUTIVE Yf N r—li =OFFICERIMEMBER EXCLUDED? N !I B i (Mandatary In NH) -- If yes, describe under I DESCRIPTION OF OPERATIONS below 1 1 I X j PER OTH- '. I i STATUTE ER I # I __ ' EL. EACH ACGIDENT 1 $ 1 000 000 N IA, ' ! -r : Y W0001484555 11/21/2D15 , 11/21/2016 i E.L. DISEASE - EA EMPLOYEE $ 1, 000, 000 ! 1 I 1 ° 1 EL DISEASE • POLICY LIMIT $ 1,000,000 1 i 1 DESCRIPTION OF OPERATIONS I LOCATIONS 1 VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached If more apace Is required) Subject to policy terms, conditions, limits and exclusions: Certificate Holder and Owner Added As Additional Insured As Respects to the Operations of the Named Insured on the General Liability, Auto and if Required By Written Contract. Rights of Subrogation Waived In Favor of Certificate Holder and Owner As Respects to General Liability, Auto, and Workers Compensation As Required By Written Contract. CERTIFICATE HOLDER CANCELLATION City Of Oklahoma and its Trusts 200 North Walker Ave. Oklahoma, OK 73102 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE Ellen Adams/SLD ACORD 25 (2014101) INS02512014011 01988-2014ACORD CORPORATION. Ali rights reserved. The ACORD name and logo are registered marks of ACORD AL -GIRD. CERTIFICATE OF LIABILITY INSURANCE DATEtMM�DDiYYYY) 6/20/2016 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER EMERY & JAMES LTD 300 East Morris Ave Hammond LA 70403 CONTACT Ellen Adams NAME: PH No�xt1 (985)345-0376 IFac,No, (995)345-0444 E-MAIL Ai)DRE55: meadas @emery7 antes . coin INSURER(S) AFFORDING COVERAGE NAIC 1 INSURERAASOt7TH - Lloyds of London INSURED Tusa Consulting Services II LLC 75757 Highway 1082 Covington LA 70435 INSURER B:Peachtree Special Risk Brokers LLC INSURERC; INSURER 0: INSURER E : INSURER F: COVERAGES CERTIFICATE NUMBER CL1662003842 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITON OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTTFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. fNSR LTR TYPE OF INSURANCE AOL O IN$D SUER YWD POLICY NUMBER POLICY EFF (MMIOOIYYYY} POLICY EXP IMM/DDIYYYY} LIMITS X COMMERCIAL GENERAL UAEIUTY EACH OCCURRENCE $ 2,000,000 A X CLAMS -MADE [ I OCCUR DAMAGE TO RENTED PREMISES (Ea occurrence) $ X Professional Liability X Y PGIARK01103-05 6/19/2016 6/19/2017 MEDEXP (Any one person) $ PERSONAL & ACV INJURY 5 GENII_ AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE 5 2,000,000 X POLICY O. JECT LOC PRODUCTS -COMFICP AGG $ OTHER: $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT (Ea accident} $ A ANY AUTO BODILY INJURY (Per person) $ ALLOWNED AUTOS ^ SCHEDULED AUTOS x y 9G1ARK01103-$5 5/19/2916 6/19/2917 BODILY INJURY (Per acddent) $ X HIRED AUTOS ______., - NON -OWNED AUTOS PROPERTY DAMAGE (Per accident) S HirecVNon-Owned 5 2,000, 000 UMBRELLA. LIAR OCCUR EACH OCCURRENCE 5 EXCESS LIAB - CLAIMS -MADE AGGREGATE 5 DED I RETENTION 5 $ WORKERS COMPENSATION gPER STATUTE ERH AND EMPLOYERS' LIABILITY Y f N ANY PROPRIETORIPARTNERIEXECUTIVE E.L.EACH ACCIDENT $ 1, 000, 000 B OFFICERIMEMOER EXCLUDED'? (Mandatary in NH) NIA y WC001484555 11/21/2015 11/21/2915 E.L. DISEASE -EA EMPLOYEE $ 1 , 000 , 000 If yes, describe under DESCRIPTION OE OPERATIONS below E.L. DISEASE - POLICY LIMIT $ 1 , 000 , 000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Subject to policy terms, conditions, limits and exclusions: Certificate Holder and Owner Added As Additional Insured As Respects to the Operations of the Named Insured on the General Liability, Auto and if Required By Written Contract. Rights of Subrogation Waived In Favor of Certificate Holder and Owner As Respects to General Liability, Auto, and Workers Compensation As Required By Written Contract. CERTIFICATE HOLDER CANCELLATION City Of Oklahoma and its Trusts 200 North Walker Ave. Oklahoma, OK 73102 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE Ellen Adams/EADAMS ACORD 25 (2014/01) INS025 mums © 1988-2014 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD City of Oklahoma City and Bid RFP-OCITY007 its Trusts Solicitation RFP-OCITY007 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES Bid designation: Public City of Oklahoma City and its Trusts 7/8/2014 10;31 AM p. 1 City of Oklahoma City and Bid RFP-0CITY007 its Trusts Bid RFP-0CITY007 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES Bid Number Bid Title Bid Start Date Bid End Date Question & Answer End Date Bid Contact Bid Contact Bid Contact Contract Duration Contract Renewal Prices Good for Standard Disclaimer Bid Comments Item Quantity RFP-0CITY007 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES In Held Aug 19, 2014 4:00:00 PM CDT Aug 14, 2014 12:00:00 PM CDT Kerry Wagnon Public Safety Program Manager kerry.wagnon@okc.gov City Clerk cityclerk@okc.gov Christine Fogt chris.fogt@okc.gov 3 years Not Applicable 180 days This site and system is hosted by Oklahoma City through BIDSYNC for use of The City of Oklahoma City and its trusts. Certain screens and flags may show the name and/or seal of The City; however, such references do not indicate or change the contracting entity. The City of Oklahoma City (The City) desires proposals from qualified, non•aligned radio system consultants to assist in the planning and procurement process as needed to upgrade or replace the City's existing 800 MHz trunked radio system, the scope of which is more fully described herein. This RFP sets forth the goals of The City as it faces the pending future Toss of support for its current trunked radio system; the need for its public safety agencies to migrate to current radio system standards; the changing landscape of mission critical communications architecture; and the high costs associated with acquisition and ongoing maintenance of radio communication systems. Item Response Form RFP-0CITY007--01-01 - Imported Item Lot: RFP Attachments 1 each Prices are not requested for this item. Delivery Location City of Oklahoma City and its Trusts City of Oklahoma City 200 N. Walker Oklahoma City OK 73102 Qty 1 Description Proposer will attach proposal per instructions 7/8/2014 10:31 AM p. 2 City of Oklahoma City and Bid RFP-OCITY007 its Trusts GENERAL INSTRUCTIONS AND REQUIREMENTS FOR PROPOSERS THESE INSTRUCTIONS, REQUIREMENTS AND ANY SPECIAL INSTRUCTIONS CONTAINED IN THE REQUEST FOR PROPOSAL (RFP) DOCUMENT ARE A PART OF THE TERMS AND CONDITIONS OF THE PROPOSER'S PROPOSAL. ANY EXCEPTIONS TO THESE INSTRUCTIONS, REQUIREMENTS OR THE RFP PACKET, MUST BE SPECIFIED AND SUBMITTED WITH THE PROPOSER'S RESPONSE. A PROPOSER MAY ALSO SUBMIT EXCEPTIONS BY UPLOADING A SEPARATE DOCUMENT LABELED "EXCEPTIONS" INTO THE BIDSYNC SYSTEM. FAILURE TO INDICATE ANY EXCEPTIONS WILL BE REGARDED AS FULL ACCEPTANCE OF THE REQUIREMENTS, INSTRUCTIONS, AND RFP PACKET AND ANY OTHER PROPOSAL DOCUMENTS RELATED TO THIS RFP. 1. EXAMINATION BY PROPOSERS: All Proposers must examine the specifications, drawings, schedules, special instructions and these general instructions and requirements prior to electronically submitting any proposal. Failure to examine is at the Proposer's own risk as the Proposer will be held to the terms, conditions and requirements therein. 2. SUBMISSION OF PROPOSALS ELECTRONICALLY TO THE CITY CLERK/SECRETARY: Proposals timely received electronically through BidSync in the City Clerk's Office shall be forwarded to the Requesting Department for the Selection Committee to open and review. The BidSync system does not allow proposals to be submitted after the 4:00 p.m. deadline, on the above mentioned date. There will be no exceptions to this policy, 3. DESCRIPTIVE TERMS: Unless the term `'no substitute" is used, the use of brand name, manufacturer, make, or catalog designation in describing an item does not restrict Proposers to that particular brand name, etc. The term is simply to indicate the type, character, quality and/or performance equivalence of the item desired. However, the proposed substitution item must be of such character, quality and/or performance equivalence as that indicated in the specifications. A proposed substitute item must include complete data as to the manufacturer's name, type, model number, any descriptive bulletins and specifications. This data can be uploaded electronically through the electronic bidding system. 4. EXCEPTIONS: Any exceptions to these instructions, requirements or the RFP packet, must be specified and submitted with the Proposer's response. A Proposer may submit exceptions by uploading a separate document labeled "Exceptions" into the BidSync system. Failure to indicate any exceptions will be regarded as full acceptance of the requirements, instructions and RFP packet and any other proposal documents related to this RFP. 5. EXEMPTIONS FROM CERTAIN TAXES: The purchase of certain goods or services by the Contracting Entity is exempt from the payment of excise, transportation, use, and sales tax imposed by the federal, state and/or city governments. Such taxes must not be included in the bid prices. Any taxes that are not exempt must be included in the proposed price. No additional payment or compensation wiII be made for taxes. 6. PERFORMANCE BONDS: If required by the RFP document, the successful Proposer must post the performance bond, a certified or cashier's check in the amount required prior to approval of contract. 7. PATENTS: The Proposer agrees to indemnify and save harmless the Contracting Entity, the purchasing agent and assistants from all suits and actions of every nature and description brought against the Proposer and/or any assistants because or for the use of patented or licensed appliances, products or processes. The Proposer shall pay all royalties and charges which are legal and equitable evidence of such payment or satisfaction shall be submitted upon request of the Contracting Entity, as a necessary requirement in connection with the final execution of any 7/8/2014 10:31 AM p. 3 City of Oklahoma City and Bid RFP-OCITYO07 its Trusts agreement/contract in which patented or licensed appliances, products or processes are to be used, 8. TERMINATION: (a) The performance of services and/or the delivery of items under any agreement/contract may be terminated by the Contracting Entity, in whole or in part, whenever it is determined to be in the best interest of the Contracting Entity. (b) Any such termination will be effected by delivery to the Proposer of a termination notice specifying the extent to which performance or services and/or delivery of work product or system is terminated, and the date the termination becomes effective. (c) After receipt of a termination notice, the Proposer shall stop performance of services and/or accept no further orders under the agreement/contract. 9. COMPLIANCE WITH APPLICABLE LAWS: All Proposers must comply with all applicable federal, state or local laws and regulations, including Title VI and all provisions of the Civil Rights Act of 1964 42, U.S.C. 2000d-et seq. 10. SELF -INSURED: The City is self -insured for its own negligence. The liability of the Contracting Entity for acts of negligence are limited and subject to the Governmental Tort Claims Act, Title 51 sections 151 et seq. 11. RIGHT TO AUDIT: The Contracting Entity shall at all times have the right to examine books, papers and records of the successful Proposer relative to all aspects of the Proposer's proposal and the agreements/contracts awarded as a result of this RFP to assess and confirm proposal and agreement/contract compliance. Failure to provide the requested information may result in termination of the agreement/contract. This right to audit does not apply to Proposer's other contracts or records not affecting the proposal and agreement/contract. 12. SAMPLE FORIVIS: Sample forms are attached to this document. It is not necessary to submit fortes with your electronic proposal. The forms will be completed prior to agreement/contract approval. [Rest of page intentionally left blank] 718/2014 10:31 AM p. 4 City of Oklahoma City and Bid RFP-CCITYOD7 its Trusts OKLAHOMA OPEN RECORDS ACT AND CONFIDENTIAL INFORMATION All materials submitted to The City of Oklahoma City or its Trusts pursuant to this Bid or Proposal potentially become subject to the mandates of the Oklahoma Open Records Act, 51 Okla. Stat. §§ 24A.1. et seq. The purpose of this Act is to ensure and facilitate the public's right of access to and review of government records so they may efficiently and intelligently exercise their inherent political power. Almost all "records," as that term is defined in the Act, may be disclosed to the public upon request. Except where specific state or federal statutes create a specific and express exemption or confidential privilege, persons who submit information to public bodies have no right to keep this information from public access nor have a reasonable expectation that this information will be kept from public access. If you believe that any of the information you have submitted to The City or its Trusts pursuant to this Bid or Proposal is exempt or confidential under a specific state or federal statute, and therefore not subject to public access under the Oklahoma Open Records Act, you must comply with the following: 1. 2. Place said documents/records in a separate electronic file attachment marked ''Confidential", DO NOT label your entire Bid or Proposal as '`Confidential`" — label only those portions of the Bid or Proposal that you feel are exempt or are made confidential by state or federal law as "Confidential For each such document for which you are claiming an exemption or a confidential privilege, identify the federal and/or state law that creates said privilege, e.g., for trade secrets, see 21 O.S. § 1732 (Larceny of Trade Secrets) and the Uniform Trade Secrets Act, 78 O.S. §§ 85, et seq.. Should an Open Records request be presented to The City or its Trusts requesting information you have identified as "Confidential," you will be responsible for defending your position in the District Court, if needed. If you fail to identify any records submitted as part of your Bid or Proposal as "Confidential`', you are agreeing that said records are not exempt or confidential and are subject to public access. Upon receipt of a request by a third party to review or copy records properly identified as "Confidential," you will be notified of the request and thereby given an opportunity to immediately enforce and protect your rights by initiating an action in a court of competent jurisdiction. Should you fail to timely bring an action to enforce your rights, then the requested records will be released by The City or its Trust based upon its determination of the application of the Oklahoma Open Records Act. [Rest of page intentionally left blank] 7/8/2014 10:31 AM p. 5 City of Oklahoma City and Bid RFP-OCITY007 its Trusts This form is a sample only and should not be submitted with proposal. Forms will be completed prior to contract approval. NON-DISCRIML ATION STATE IE -T The contractor agrees, in connection with the performance of work under this agreementcontract a. That the contractor will not discriminate against any employee or applicant for employment, because of race, creed, color, sex, age,_ national origin, ancestry or disability_ The contractor shall affirmative action to insure that employees are treated without regard to their race, creed, cold national origin, sex, ancestry or disability_ Such actions shall include, but not be limited to, the a c - employment, promotion, demotion or transfer, recruitment, advertising, lay-off, termination, rates • •ay or other forms of compensation and selection for training, including apprenticeship_ agrees to post, in a conspicuous place available to employees and applicants for emplo. eft, -- ' cea be provided by the City ClerkSecretary of the Contract Entity setting forth the prow o of s se , on, and; b. That the contractor agrees to include this non-discrimination clause i3t •nnected with the performance of this agreementcontract_ c. In the event of the contractor's non-compliance with the agreement contract may be canceled or terminated by the Co declared by the Contract Entity ineligible for further agreement until satisfactory proof of intent to comply is Made by th ation clause, this contractor may be `h the Contract Entity THIS FORM MOST BE COMPLETED BY TFEF;.P • POS PRIOR TO APPROVAL OF AGREEN 11C Sign Her: X Printed Name of Individual: Title of Individual: Company Name Address Telephone Num • + d Fax Number if any: 7/8f2014 10:31 AM p. 6 City of Oklahoma City and Bid RFP-OCITY007 its Trusts This form is a sample only and should not be submitted with proposal. Forms will be completed prior to contract approval. ANTI/NON-COLLUSION AFFIDAVIT The undersigned individual. of lawful age; being duly sworn, upon hislher oath, deposes and says: That the undersigned individual has the lawful authority to execute the within and foregoing proposal for: and on behalf of, the bidder, that the bidder has not. directly or indirectly. entered into any agreement, express or impbed, with any bidder or bidders, havingfor its object the controlling of the price or amount of such bid or bids, the limiting of the bids or the bidders, the parceling or farming out to any bidderor bidders or other persons, or any part of the pricing agreementicontract or any part of the subject .tter of the bid or bids, or of the profits thereof, andthat bidderhas notand will not divulge the sealed bid to any person who r -vet', except those having a partnership or other financial interest with the bidder in the said bid or bids, until after the sai d bid or bids are opened. The undersigned individual further states that the bidder has not been a party to any collusio restraint of freedom of competition, by any agreement to bid at a fixed price or to refrain from biddi r struSt official, cityltrust employee or city/trust agent as to the qua ntity, quality, or price in the prospective odd agr ern con ,or any other terms of the said prospective pricing agreemenb'contract; or in any discussions betw a ens ityltrust official, city/trust employee orcity/trust age ntconcerningthe ewChangeofmoney orotherthing ofva ;for Cial n deration In the letting of a pricing agreement/contract. The bidder states that it has not paid, given or donate ":'.agr t ay, give or donateto any city/trust official, officer or employee of the City or awarding agency, any m� •. ar o in value. either directly or indirectly, in the procuring of the award of pricing agreement/contract pursu Witness the hands of the parties hereto` The undersigned individual states that the Bidder will be bound by its bid, of the pricing a greement'contract, and the require THIS FORM 1I[ ST BE COMPLETED BY 1±11 PROr AGREENIE.NT/COS CT Ty pa Name of Author¢es3 A.Aart Company Name Address Teiepitore Ntimo-r and Fax Number if.arty TO BE COMPLETED BY THE NOTA State of* County of* rslateand County •xlve r wilder €nfor bid totecons dared .] Ack‹,s � he terms and conditions rs. ,I rrO APPROVAL OF Te!e } } } SS. Zip C, .e Signed and sworn tobeforedhthis day of by tC3y1 jhrombj [Year] [Print the name of the individual who signed above.] My Commission Number: "Oklahoma] MyCommiss[on Expires: IDaleYear] Type Name of Notary Public h erez. Yr. • I 7/8/2014 10;31 AM p. 7 City of Oklahoma City and Bid RFP-OCITY007 its Trusts This form is a sample only and should not be submitted with proposal. Forms will be completed prior to contract approval. ,ti\The City at - ;e0i{LAHOMA CITY FEDERAL TAXPAYER tCENTIFICATION NUM ER tFito: IAICA EMPLOYER IOENT.FICATKCet NUMBER -ETA SOCIAL 5EGUR.TY NUMBER: iNCytommL CR $CLE PRGPRIETCR. -11PI Print. Here CERTIFICATION Under penalties or penury, I eery Mal t11 The number shown on tries form Is my correct lamoyer identification mambo.- or € am via4Ing for a n + to _ ed t• • e). and c21 I am no subject to taacRup wlthhttttinp because_ (a) 1 am exempt from backup wdhhc any. cr tb awn en aLa. • [ha Internal Revenue •Service (IRS} mat 1 ern subie•:1 to bacAw wAefrclding as a result of a Iartstre to report ail .nearest n #c)1. I S has oolfif2d ma Mel f am no:cafgersubtsct labarnuowilhhoidtno. and (31 I am a US. person it cfuding a U.S resident Allen). 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Ordoes 4r rg4urnri sort=shad the wo.if z and the vender has made no vim ere . d recut' 1.o t`r .eroremployeeetlhroCity..canayOranycriertheigelvaRletorrbtartpanel,' 17.Q5 3102and 7aOS 4 3,7.4 payments by electrum funds trardaa, Attach an 5 term favailabie al dkc err, or s•mad •eereureciga-aenn091to on to obtain a ocgyof the fcnnl t eenaty informaeson ytgrpted hero n isearcd and that nulncr the aPptkani nor any perSsxt (Or glean) in any ctxwrfien v.eh the amptran1 a9 a prndpal of °Mleer iron* dettarrecl or finer/dee dxtara d Indig rn by a past c agency for biedlag cr furnishing anapests, supplies Cr services to any Other public agency /r€1rma NOTE Article IV. $Motion t 1 of Ind City Charier 9renib+m emRir yeie+, 411he Cityitetnl lino a omorintary In14rMs1 at Cihp C4nfrad4 41 r.3.119 Retsn Id Procurement $erv1Ce$: V endOrrer'iStr4t141t1(iv: OW ii0.)297-gi4t Fax la0Si29i 2142. 100 hi. Walker, $uAsittl l O4 anoma City. Cie 73102 .may lalvnG of Person 11.1lhcnzo610 Sign Onto Signed Print Name Title 7/8/2014 10;31 AM p. 8 City of Oklahoma City and Bid RFP-OCITY007 its Trusts The City of OKLAHOMA CITY ELECTRONIC REQUEST FOR PROPOSAL PACKET RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES TABLE OF CONTENTS I. RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES 5 1. INTRODUCTION 5 A. GENERAL 5 B. BACKGROUND 5 C. OBJECTIVES REQUESTED SERVICES 7 D. PROPOSED TIMELINE 8 E. PROPOSER QUALIFICATIONS 8 2. PROPOSAL RESPONSE PROCEDURES 9 A. ADDENDA 9 B. SUBMISSION OF WRITTEN QUESTIONS AND AMENDMENT REQUESTS 9 C. SUBCONTRACTORS 9 D. PROPOSAL SUBMITTAL REQUIREMENTS 9 E. ADDITIONAL PROPOSAL SUBMITTAL INSTRUCTIONS 11 3. SELECTION PROCESS ... 13 A. PROPOSAL EVALUATION PROCESS 13 B. SELECTION CRITERIA 13 II. EXAMPLE TERMS AND CONDITIONS 14 1. SCOPE OF AGREEMENT / CONTRACT 14 2. CONTRACTING ENITITY 14 City of Oklahoma City - Radio System Professional Consulting Services Page 1 7/8/2014 10:31 AM P. 9 City of Oklahoma City and Bid RFP-OC[TYO07 its Trusts 3. ESTIMATED ANNUAL REQUIREMENT (NO GUARANTEE) 14 4. ORDER OF PRECEDENCE 15 5. CONTRACT PAYMENT METHODS I5 6. PAYMENT / INVOICES 15 7. CONTRACT PAYMENT AND RETAINAGE 15 8. CONTRACT 16 9. CITY RESPONSIBILITY 16 10. VENUE OF ACTION AND APPLICABLE LAW 16 11. CONSTRUCTION AND ENFORCEMENT OF THE CONTRACT 16 12. STANDARD OF CARE 16 13. ASSIGNMENT 16 14. TIME IS OF THE ESSENCE 17 15. INSURANCE REQUIREMENTS 17 A. LIABILITY & PROPERTY DAMAGE INSURANCE 17 B. INSURANCE CERTIFICATE 18 16. COMPLIANCE WITH FEDERAL, STATE, AND LOCAL LAWS 18 17. INDEMNIFICATION 19 18. TERMINATION 19 City of Oklahoma City - Radio System Professional Consulting Services Page 2 7/8/2014 10 31 AM p_ 10 City of Oklahoma City and Bid RFP-OCITY007 its Trusts (Published in the Journal Record Wednesday, July 16, 2014 NOTICE TO PROPOSERS Notice is hereby given that The City of Oklahoma City (The City) will receive electronic proposals at the OFFICE OF THE CITY CLERK, 200 North Walker Avenue, Oklahoma City, Oklahoma 73102 until 4:00:00 p.m., on the 19th day of August, 2014, for the following: REQUEST FOR PROPOSALS (RFP OCITY007) - RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES The City of Oklahoma City and its Trusts have partnered with BidSync, Inc. to accept proposals electronically. You are invited to submit a proposal electronically through the BidSyne system to supply the professional services, products, or systems specified in the electronic proposal packet. The City and its Trusts do not provide access to a computer to prepare electronic proposals or electronic proposal submission. Proposers must register with BidSync at https://www.bidsync.com in order to submit an electronic proposal. The City and its Trusts recommend potential proposers register and become familiar with the BidSync electronic proposal process in advance of submitting a proposal. There is no charge to the proposer for registering or submitting an electronic proposal to the City or its Trusts through BidSync. Instructions on how to get registered to propose through BidSync can be found on the City's website at http://www.okc.gov/bids/bidhelp.html. A copy of the City Guidelines and Procedures for Professional Consultant Selection may be obtained from the Office of the City Clerk at the above referenced address. Proposals shall be made in accordance with the Notice to Proposers, General Instructions and Requirements for Proposers, Oklahoma Open Records Act and Confidential Information, and the RFP proposal packet, which are a part of the complete electronic proposal packet. A sample Non - Discrimination, Anti/Non-Collusion Affidavit and Vendor Registration form is attached for the Proposer's reference and will be completed prior to contract approval. By submitting a proposal for services, the Proposer certifies that they, and any proposed subcontractors, are in compliance with 25 O.S. §1313 and participate in the status Verification System. The Status Verification System is defined in 25 O.S. §1312 and includes but is not limited to the free Employment Verification Program (E-Verify) through the Department of Homeland Security and available at www.dhs.gov/E-Verify. The City of Oklahoma City and its Trusts reserve the right to waive formalities, irregularities and defects in any or all proposals, except as otherwise required by law. The City of Oklahoma City and its Trusts reserve the right to: reject any or all proposals; to reject a portion of any or all proposals; to negotiate and execute or to not negotiate or execute a pricing agreement/contract with any proposer; and to solicit new or different proposals. The City of Oklahoma City and its Trusts reserve the right to negotiate and/or contract with one or more proposers for all or a portion of any proposal or proposed services. Proposals timely received electronically through BidSync in the City Clerk's Office shall be forwarded to the Requesting Department for the Selection Committee to open and review. The City of Oklahoma City - Radio System Professional Consulting Services Page 3 7/8/2014 10:31 AM p. 11 City of Oklahoma City and Bid RFP-OCITY007 its Trusts BidSync system does not allow proposals to be submitted after the 4:00:00 p.m. deadline, on the above mentioned date. There will be no exceptions to this policy. City of Oklahoma City - Radio System Professional Consulting Services Page 4 7/8/2014 10:31 AM p. 12 City or Oklahoma City and Bid RFP-OCITY007 its Trusts I. RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES 1. INTRODUCTION A. GENERAL The City of Oklahoma City (The City) desires proposals from qualified, non-aligned radio system consultants to assist in the planning and procurement process as needed to upgrade or replace the City's existing 800 MHz trunked radio system, the scope of which is more fully described herein. This RFP sets forth the goals of The City as it faces the pending future loss of support for its current trunked radio system; the need for its public safety agencies to migrate to current radio system standards; the changing landscape of mission critical communications architecture; and the high costs associated with acquisition and ongoing maintenance of radio communication systems. B. BACKGROUND 1) TECHNICAL ENVIRONMENT The City went live with its 800 MHZ Trunked Radio System in January 2006, and currently supports in excess of 6,000 radio terminals. This system uses Harris Corporation's EDACS protocol and is configured as two concentric rings of GPS Synchronized Simulcast (Core System and Wide System). Each ring operates as separate radio systems and is connected through the use of a Harris Communications Electronics Controller/ Integrated Multi -Site Controller (CEC/IMC). System operations are controlled by the Communications System Director (CSD), a Microsoft SQL Server that runs proprietary applications to control the radio system. The Core System is composed of seven simulcast sites, one in the center of the City and 6 sites surrounding the city with directional antennas pointed away from the central core. The Core system is designed to provide in -building coverage for handheld radios as well as outdoor coverage for handhelds and mobiles. The Core system operates on eighteen (18) 800 MHz NPSPAC channels. The Wide Area system is also a simulcast system. It is built on a similar approach with one site in the center of the City with five sites surrounding the City. The antenna on the surrounding sites point out away from the central core, and provide primarily outdoor coverage for mobiles and handhelds. The Wide system operates on fourteen (14) 800 MHz NPSPAC channels. Mobile and portable radios are programmed to freely roam between the two systems using Harris' Pro -Scan algorithm or the Harris Wide Area Scan protocol. This is done to provide good system coverage over 95% of the City. City of Oklahoma City - Radio System Professional Consulting Services Page 5 7/8/2014 10:31 AM p. 13 City of Oklahoma City and Bid RFP-OCITY007 its Trusts All sites are connected back to their respective simulcast control points via a microwave system manufactured by Alcatel. The existing system is configured as two concentric rings of licensed 6 GHz and 11 GHz microwave around the City with one unlicensed spread spectrum spur to the south. These rings connect in two locations and are comprised of 15 sites and 17 hops. The existing system operates as a TDMA system and provides 16 discrete T1 circuits from site to site. Alcatel radio models used are MDR8000. The unlicensed spur uses a Motorola PTP model radio that operates as an IP based radio. In addition to the main flunked system, the City operates several interoperability channels using the VHF, UHF, and 800 National Mutual Aid Frequencies. These Mutual Aid Channels are connected to the CEC/IMC through Raytheon JPS SVN-12 Voters allowing the City to operate these channels at several sites, vote the receive audio, and steer the transmitter selection both automatically and manually. The City also operates interface radios that allow the City system to link to other systems in the area for the purposes of Interoperability Communications. These radios are a combination of Harris and Motorola products and connect to the system through a Harris Network First Switch that is part of a Harris VIDA Core Switch. Also operating on the VIDA Switch are eight Harris VIP Consoles located at the Utility Department. In order to provide in -building coverage to several critical buildings, the City owns and operates five Bi-Directional Amplifier (BDA) systems. These are located at Will Rogers World Airport, Chesapeake Energy Arena, Cox Convention Center, Underground Conncourse (downtown), and Grant High School. The City also operates an emergency "Site on Wheels" that contains twelve (12) Harris Mastr-III conventional base stations (VHF, UHF, and 800); a four channel, standalone 800 MHz EDACS Site; and a four channel, Harris 800 MHz P25 Site. 2) SUSTAINABILITY FACTORS Subsequent to the purchase and implementation of the City's EDACS system, which began in 2001, P25 standards have continued to solidify and have been widely adopted and specified by those Federal agencies providing grant opportunities to state and local agencies. Additionally, Federal legislation through the passage of the "MIDDLE CLASS TAX RELIEF AND TOB CREATION ACT OF 2012" further changed the direction of public safety mission critical radio communications by inclusion of radio communication in its roadmap for the National Broadband Network. Such rapid changes in communications technology standards are driving manufacturing focus and have negatively impacted the long term sustainability of mission critical communication systems, thereby increasing capital funding requirements for state and local governments. In 2010,.Harris issued an "end of Life" notice on the EDACS protocol, accepting orders for systems through the end of 2010, Product and parts support for EDACS systems, dispatch consoles, and terminal products is scheduled to terminate in 2017. Parts and service support for the CECIIMC and the Communications System Director (CSD) are scheduled to end in 2016. In City of Oklahoma City - Radio System Professional Consulting Services Page 6 7/8/2014 10:31 AM p. 14 City of Oklahoma City and Bid RFP-OCITY007 its Trusts a recent response to an RFP, Harris has agreed to extend parts and service support for the City's system through FY 2019, leaving a relatively short period of time to upgrade or replace the system. C. OBJECTIVES — REQUESTED SERVICES The scope of requested services falls into progressive phases, subsequent to the outcomes of each previous phase. Services for each phase are anticipated as follows: 1) PHASE I — ANALYSIS / PLANNING For this phase, the consultant is expected to perform the following services: 1. Review the architecture, equipment, sites, etc. as necessary to become familiar with the existing EDACS trunked radio system in use by the City and its trusts. 2. Identify and assess the ongoing needs of each City department for mission critical radio communications, to include an assessment and recommendation of communication alternatives for departments outside of Public Safety. 3. Develop a strategic plan for migration to a sustainable, long term, mission critical radio system, which meets the needs of the City, its respective trusts, and other external agencies who utilize the City system. The plan must include a timeline for implementation of Phases I through III of this section, utilization of existing City assets where practical, and provide for a migration which maintains existing capacities and capabilities to the highest possible degree. 4. Develop a budgetary estimate and identify alternative funding strategies/sources which may be available and those that have been used by peer organizations. 2) PHASE II — SPECIFICATIONS / PROCUREMENT Following the adoption of a migration strategy and the adoption of a funding plan, the consultant is expected to perform the following services: 1. Develop a Request for Proposals (RFP) to solicit proposals from vendors to implement the adopted migration strategy. 2. Assist the City in evaluation and selection of the preferTed vendor/proposal for contract negotiations. 3. Assist the City in negotiating a final contract with the preferred vendor(s). 3) PHASE III — IMPLEMENTATION PROJECT MANAGEMENT This phase should be proposed as an option, should the City determine it to be in its best interest to engage external project management services for any resulting implementation project. Anticipated services could include, but are not limited to the following: 1. Act on the City's behalf as implementation project manager. City of Oklahoma City - Radio System Professional Consulting Services Page 7 7/8/2014 10:31 AM p.15 City of Oklahoma City and Bid RFP-OCITY007 its Trusts 2. Utilize generally accepted project management practices and resources such as Communication Plans, Roles and Responsibilities, Risk Assessment/Mitigation Plans. 3. Conduct regular project meetings and provide regular status reporting, maintain/monitor project schedule, document and maintain all project records, etc. 4. Assist in the development of installation and deployment plans. 5. Assist in the development/execution of Functional Test Plan. 6. Assist in the development/execution of Coverage Test Plan. 7. Assist in the development/execution of Final Acceptance Plan. D. PROPOSED TIMELINE The following represents significant events and the associated proposed timetable from release of this RFP to award of contract(s): Event RFP available Date Wednesday, 07/16/2014 Questions due by noon. Thursday, 08/14/2014 Proposals due 4pm. Tuesday, 08/19/2014 Approval by the City Council to negotiate a final agreement Tuesday, 09/23/2014 Projected Contract Approval Tuesday, 10/21/2014 Note: Beyond the Proposal due date, all dates are tentative and subject to change. E. PROPOSER QUALIFICATIONS Successful respondents to this RFP must be able to demonstrate a high degree of professional achievement, knowledge, and capability in the areas of trunked radio systems architecture, systems capabilities, and migration strategies. They must be vendor/system agnostic, with a proven track record of independence. The successful proposer must be able to provide a documented history of successful projects of a similar nature. The successful proposer will be capable of assisting The City in its efforts to create and execute a strategy to fund, specify, evaluate, and successfully implement a long tern mission critical radio communication system. City of Oklahoma City - Radio System Professional Consulting Services Page 8 7/8/2014 10:31 AM p. 16 City of Oklahoma City and Bid RFP-OClTY007 its Trusts 2. PROPOSAL RESPONSE PROCEDURES The City and its Trusts do not provide access to a computer to prepare electronic proposals or electronic proposal submission. Proposers must register with BidSync at https://www.bidsync.com in order to submit an electronic proposal. The City and its Trusts recommend potential proposers register and become familiar with the BidSync electronic proposal process in advance of submitting a proposal. There is no charge to the proposer for registering or submitting an electronic proposal to the City or its Trusts through BidSync. Instructions on how to get registered to propose through BidSync can be found on the City's website at http://www.okc.gov/bids/bidhelp.htnil. A. ADDENDA It is the Proposer's responsibility to log into the electronic bidding system to monitor any addenda that may be issued during the process. A Proposal will not be accepted if all addenda are not acknowledged through the system. If you are set up for electronic notifications through the system, you will receive a notification by e-mail if any addenda are issued. No other statements or representations will be binding on the City except those in this RFP and any written addenda issued by the City. B. SUBMISSION OF WRITTEN QUESTIONS AND AMENDMENT REQUESTS There is no guarantee the City will agree or comply with a requested amendment. Proposers may submit technical questions regarding the RFP through the electronic bidding system by noon Thursday, 08/28/2014. Answers to all questions not already addressed in the RFP document will be provided in the form of addenda. C. SUBCONTRACTORS The use of subcontractors will not relieve the vendor of primary responsibility. The proposed prices must include the full price, including work that will be done by subcontractors. The City will pay only the vendor that was awarded the contract. The contracted vendor must pay any subcontractors. D. PROPOSAL SUBMITTAL REQUIREMENTS Each section below should be identified and presented in the same order to ensure the RFP evaluation committee considers the same information on each proposal. Prefacing the proposal, the Proposer shall provide an Executive Summary of ten pages or less, which gives a summation of the proposal in brief, concise terms. The proposal itself shall be organized in the following format and informational sequence: City of Oklahoma City - Radio System Professional Consulting Services Page 9 718/2014 10:31 AM p. 17 City of Oklahoma City and Bid REP-OCITY007 its Trusts 1) BUSINESS ORGANIZATION State the full name and address of your organization and identify the parent company if you are a subsidiary. Specify the branch office or other subordinate element that will perform, or assist in performing, work herein. Indicate whether you operate as a partnership, corporation, or individual. Include the state in which you are incorporated or licensed to operate. Provide the name, phone number, email address, and fax number for your proposal contact. 2) PROJECT MANAGEMENT STRUCTURE Provide a general explanation and chart, which specifies project leadership and reporting responsibilities and interface with City project management team personnel. If the use of subcontractors is proposed, identify their placement in the primary management structure, and provide internal management description for each subcontractor. 3) PERSONNEL Include names and qualifications of all professional personnel who will be assigned to this project, including the proposed role and qualifications for any subcontractors. Provide all resumes. 4) PRIOR EXPERIENCE Describe only relevant government experience and individual experience for personnel who will be actively engaged in the project. Do not include corporate experience unless personnel assigned to this project actively participated. Do not include experience prior to 2009. Supply the project title, year, and reference name, present title, address, and phone number of the principal person for whom prior projects were accomplished. Provide references, contact information and implementation dates for the last 10 clients (city government clients preferred, county and state government will be considered) with a similar service scope, and size as the City of Oklahoma City. 5) ANTICIPATED WORKPLAN Describe your technical plan for accomplishing the required work. Include such time -related displays, graphs, and charts as necessary to show tasks, sub -tasks, milestones, and decision points related to the Statement of Work and your plan for accomplishment. Specifically indicate: 1. A description of your work program by tasks. Detail the steps you will take. 2. The technical factors that will be considered and the depth to which each will be treated. 3. The degree of definition provided in each technical element of your plan. 4. The points at which written, deliverable reports will be provided. City of Oklahoma City - Radio System Professional Consulting Services Page 10 718/2014 10:31 AM p. 18 City of Oklahoma City and Bid RFP-OCITY007 its Trusts 5. The progress payments you are requesting upon successful completion of milestones or tasks. 6. A statement of your compliance with all applicable rules and regulations of Federal, State, and Local governing entities. The Proposer must state compliance with terms of this Request for Proposal. E. ADDITIONAL PROPOSAL SUBMITTAL INSTRUCTIONS 1) UNDUE INFLUENCE Upon advertising this solicitation, no officer, employee, agent, or representative of the Proposer shall have any contact or discussion, verbal or written, with any representative of the Contracting Entity (i.e. Trust Officer, City Council member, or City staff) either directly or indirectly through others in which the Proposer seeks to influence any representative of the Contracting Entity regarding any matters pertaining to this solicitation. Contacts by the Proposer with the Contracting Entity that do not pertain to a solicitation are exempt from this provision. Examples of these exempt contacts are: • Private, non -business, contacts with the Contracting Entity by the Proposer's employees acting in their personal capacity • Business contacts outside of this solicitation that the Contracting Entity may have with the Proposer • Presentations and/or responses to inquiries initiated by the Contracting Entity • Pre- proposal conferences • Discussions with The City Procurement Agent, buyer or departmental contact as outlined in the proposal packet If a representative of any Proposer submitting a proposal violates the foregoing prohibition by contacting any of these parties, such contact may result in the Proposer being disqualified from the procurement process. 2) PROPOSAL PREPARATION COSTS All costs directly or indirectly related to preparation of a response to the RFP, including costs associated with bonding requirements, travel to the City of Oklahoma City for any pre -award on- site visits, or any oral presentations required to supplement and/or clarify a proposal which may be required by the City or its Trusts, shall be the sole responsibility of and shall be borne by the Proposer(s). All responses to this RFP become the property of the City of Oklahoma City or its Trusts. 3) REPRESENTATIONS Any representations, promises, warranties, guarantees and/or statements made by the Proposer in the proposal, during any interview or presentation, or otherwise, shall be enforceable against the selected Proposer. The City of Oklahoma City or its Trusts reserves the right to make audio or City of Oklahoma City - Radio System Professional Consulting Services Page I 1 71812014 10:31 AM p. 19 City of Oklahoma City and Bid RFP-OCITY007 its Trusts video tape recordings of any interview or presentation by any Proposer. Any proposal, submittal and/or recordings of any interview or presentation may at the sole option of the City of Oklahoma City or its Trusts be incorporated by reference into the Contract(s) with the Proposer. All representations, promises, warranties, guarantees and statements of the parties shall survive the expiration or termination of the Contract. 4) RIGHT TO REJECT The City or its Trusts reserves the right to reject any or all proposals or to award the agreement/contract to the next most qualified respondent if the successful proposer does not execute an agreement/contract within 30 days after award of the proposal. Any or all proposals may be rejected in whole or in part. Selection will not be limited to fees or costs alone, but upon other factors which may be considered essential. The City or its Trust reserves the right to waive immaterial irregularities in the submitted proposal. 5) CLARIFICATION The City or its Trusts reserves the right to request clarification of information submitted and to request additional information from any or all of the respondents. 6) WITHDRAWAL OF PROPOSAL Any proposal may be withdrawn until the date and time set above for the opening of the proposals. Any proposal not so withdrawn shall constitute an irrevocable offer, for a period of 180 days, to provide the City the services set forth in the attached request for proposals, or until the proposals have been approved. 7) PRICING FOR SERVICES The City does not anticipate requesting best and final offers. It is the City's intent to evaluate and score the proposed pricing submitted with your proposal. Any discounts (including time sensitive discounts based on date of contract approval), trade-ins, cost incentives, or signing bonuses you intend to extend to the City should be contained within your proposal. Please clearly state hourly rates for any level of personnel that could be utilized in such a contract for work. Include any expenses you consider reimbursable given a request/requirement for you to be on - site. 8) FINANCIAL INFORMATION Please provide the following information about your company: 1. A copy of your company's most recent audited financial statement 2. A copy of your firm's 10k form 9) AUTHORIZED NEGOTIATOR City of Oklahoma City - Radio System Professional Consulting Services Page 12 7/812014 10:31 AM p. 20 City of Oklahoma City and Bid RFP-OCITY007 Its Trusts Include name, address, and telephone number of the person(s) in your organization authorized to negotiate contract terms and render binding decisions on contract matters. 10) FORMS AND OTHER DOCUMENTS The electronic bidding system will require that you acknowledge that you reviewed the General Instructions and Open Records Act requirements document by entering your electronic signature. The Non -Discrimination Statement, Anti/Non-Collusion Affidavit and Vendor Registration Form will be completed prior to contract award. 11) PROPOSAL GUIDELINES A copy of the City Guidelines and Procedures may be obtained from the City Clerk's Office, 200 N. Walker, 2nd Floor. 3. SELECTION PROCESS A. PROPOSAL EVALUATION PROCESS Each proposal will be independently evaluated by a selection committee. The selection committee is comprised of members from user departments, as well as a Finance Director and City Manager designee. The committee may make its selection based on the written proposals received, or may, at its discretion, conduct oral interviews with some or all of the proposers. The selection committee will report the results of its evaluations and make its recommendation to the Oklahoma City Council. The City will approve the recommended proposer, a different proposer, or may decline to contract with any proposer. B. SELECTION CRITERIA Proposers will be evaluated for selection based on their overall responsiveness and ability to meet listed requirements of the RFP. Emphasis will be placed on the following criteria (in no particular order): 1. Responsiveness to the goals, and other specified requirements of this RFP. 2. Feasibility and timeliness of the proposed work plan. 3. Approach / philosophy to providing the service. 4. Proposed project team, organizational structure, experience, and success in projects of similar content and size. 5. Proposer's ability, capacity, skill, and financial strength to provide the requested service. 6. Proposed project cost. City of Oklahoma City - Radio System Professional Consulting Services Page 13 7/8/2014 10:31 AM p. 21 City of Oklahoma City and BEd RFP-OCITY007 its Trusts II. EXAMPLE TERMS AND CONDITIONS 1. SCOPE OF AGREEMENT / CONTRACT The proposer shall furnish and supply the below listed item(s) in accordance with the terms, conditions and provisions set forth herein. The City and its Trusts reserve the right to award this agreement/contract to a single vendor or to multiple vendors, whichever is deemed to be in best interest of the Contracting Entity. 2. CONTRACTING ENITITY The term "Contracting Entity" as used throughout this proposal document shall mean The City of Oklahoma City. However, should a PUBLIC TRUST, of which The City of Oklahoma City is Beneficiary, choose to avail itself of goods or services from the resultant agreement(s)/contract(s), the contracted vendor(s) will honor the terms and conditions, including price, of the agreement(s)/contract(s). 3. ESTIMATED ANNUAL REQUIREMENT (NO GUARANTEE) 1. The quantity of any item, good, or service when shown in the price schedule as an estimate of an annual requirement is merely an estimate based on currently available information. The purchase of any such item or quantity of good or service is not guaranteed. Any offer conditioned upon a promise by the Contracting Entity to purchase a minimum or definite quantity of such an item will be rejected. 2. The contractor agrees to furnish all quantities ordered by The City of Oklahoma City and its related Trusts during the agreement/contract period. 3. The Contracting Entity agrees to place orders with the contractor for all its requirements for those items shown in the price schedule, as awarded, except as follows: a. Quantities of items needed under conditions of emergency or public exigency as approved by the Purchasing Agent. b. Quantities of items obtainable from State contracts, as approved by the Purchasing Agent. c. Quantities of items where federal funds are involved and other action are warranted for federal regulatory compliance purposes. d. Quantities of items awarded under specific and separate agreements/contracts. e. Quantities of items which otherwise are determined to be outside the general scope and intent of this agreement/contract. 4. If requirements for any awarded items do not materialize for the quantity estimated in the applicable price schedule, such failure shall not constitute grounds for equitable adjustment or additional compensation. City of Oklahoma City - Radio System Professional Consulting Services Page 14 7/8/201410:31 AM p. 22 City of Oklahoma City and Bid RFP-OCiTY007 its Trusts 5. There is no obligation to purchase any items from this agreement/contract, and purchases made in future fiscal years or other contract periods are subject to future appropriations and availability of funds. 4. ORDER OF PRECEDENCE In the event of an inconsistency between provisions of this agreement/contract, the inconsistency shall be resolved by giving precedence in the following order: (i) Agreement/Contract articles, (ii) RFP Specifications, (iii) Notice to Proposers, (iv) General Instructions and Requirements for Proposers, (v) other requirements provided by the Contracting Entity in the RFP packet, then (vi) attachments, notes and exceptions by Proposer. 5. CONTRACT PAYMENT METHODS The ordering departments will utilize purchase order numbers or purchasing cards for ordering the goods and services they require as the need arises during the agreement/contract period. Neither The City of Oklahoma City nor any of its Trusts shall be held liable for any and all damages sustained by any contractor for delivery of goods or services awarded by agreement/contract unless accompanied by an authorized purchase order or purchasing card reference name and number. Delivery of goods or services to any Oklahoma City department or Trust without a purchase order document, purchase order number or purchasing card reference name and number given at the time the order is placed shall constitute an unauthorized purchase. b. PAYMENT / INVOICES Payments will be processed promptly after completion of milestones and after receipt of properly prepared invoices. The original invoice must be mailed directly to The City of Oklahoma City, Accounts Payable, 100 N. Walker Avenue, Suite 200, Oklahoma City, Oklahoma 73102, or invoices may be e- mailed to accountspayablek-Pokc.gov. If invoices are e-mailed, a paper copy should not be mailed. This information is printed on the front of each purchase order. Copies of invoices may be sent to other addresses upon request. However, if the original invoice is sent to any other address, payment will be delayed, or may not be processed at all. Should another trust or government entity be using this contract they may request a different invoice address. 7. CONTRACT PAYMENT AND RETAINAGE The contract shall be prepared under the direction of the City, and shall incorporate all applicable provisions. A firm fixed price or not -to -exceed contract is contemplated, with progress payments tied to defined milestones as mutually determined to be appropriate. A set percentage of payments for services will be retained until Final Acceptance as agreed upon in the contract by all parties. City of Oklahoma City - Radio System Professional Consulting Services Page 15 7/8/2014 10:31 AM p. 23 City of Oklahoma City and Bid RFP-OCITY007 its Trusts S. CONTRACT This Contract, and any attachments constitutes the entire understanding and agreement of the parties upon the subject matter hereof. There is no agreement, oral or otherwise, which is not contained in or attached to this Contract. This Contract may not be modified or assigned unless approved in writing and signed by both parties. 9. CITY RESPONSIBILITY The City shall only provide such space, equipment and personnel to assist the Contractor as expressly set forth in the Contract. 10. VENUE OF ACTION AND APPLICABLE LAW The Contracting Entity and Contractor agree that any dispute which may arise between or among them arising out of or in connection with a contract shall be adjudicated before a court located in Oklahoma City, Oklahoma. The Contracting Entity and Proposer hereby submit to the exclusive personal jurisdiction of the courts of the State of Oklahoma located in Oklahoma City, Oklahoma, with respect to any action or legal proceeding commenced by any party to the contract. The Contracting Entity and Contractor consent to the service of process in any such action or legal proceeding by means of registered or certified mail, return receipt requested. 11.CONSTRUCTION AND ENFORCEMENT OF THE CONTRACT The Contract shall be construed and enforced in accordance with the laws of the State of Oklahoma. In the event of ambiguity in any of the terms of the Contract, it shall not be construed for or against any party on the basis that such party did or did not author the same. 12. STANDARD OF CARE In providing the support services herein, the Contractor shall maintain during the course of the Contract, the standard of skill, diligence and professional competency commensurate with like professionals in its industry for similar services. The Contractor agrees to require all of its consultants and sub -contractors, by terms of its contracts, to provide services at the same standard required of the Contractor. 13.ASSIGNMENT In as much as the Contract is a personal and professional service agreement which relies upon the personal and professional integrity, financial standing and unique ability and expertise of the Contractor to provide professional and personal services to Contracting Entity, the parties agree that the Contractor shall not assign or sublet its obligations, rights or interests in whole or any part of the Contract without the prior written consent of the City. City of Oklahoma City - Radio System Professional Consulting Services Page 16 7/8/2014 10:31 AM p. 24 City of Oklahoma City and Bid RFP-OCITY007 its Trusts 14.TIME IS OF THE ESSENCE Both Contracting Entity and the Contractor expressly agree that time is of the essence with respect to the Contract, and the time for performance of each task shall be made part of the Contract and be strictly observed and enforced. Any extensions of time shall be with the consent of the City. Any failure on the part of Contracting Entity to timely object to the time of performance shall not waive any right of Contracting Entity to object at a later time. 15, INSURANCE REQUIREMENTS The following insurance requirements are applicable and must be obtained prior to contract award if the proposal submitted includes on -site installation, software installation and configuration services, on -site maintenance services, or other repair services to be performed on City of Oklahoma City or Trust property. A. LIABILITY & PROPERTY DAMAGE INSURANCE The Contractor assumes all risks incident to or in connection with its purpose to be conducted herein under and shall indemnify, defend and save The City of Oklahoma City and its Trusts harmless from damage or injuries of whatever nature or kind to persons or property arising directly or indirectly from acts or omissions of the Proposer or its employees regardless of fault and shall indemnify, defend, and save harmless The City of Oklahoma City and its Trusts from any penalties for violation of any law, ordinance or regulation affecting or having application to said acts or omissions. The requirements of the insurance provisions shall survive the completion, expiration, cancellation or termination of this Agreement. All policies must be fully insured with any single policy deductible not exceeding $25,000. All deductibles must be declared on the certificate of insurance. If no deductible is declared, Contractor is stating a deductible does not exist and thus a deductible is not approved or accepted. Self -insured retentions will not be accepted unless accompanied by a bond (financial guarantee bond) or irrevocable letter of credit guaranteeing payment of the losses, related investigations, claim administration and defense expenses not otherwise covered by Contractor's self -insured retention. All insurance coverage required under this Agreement except Errors and Omissions Insurance, shall be maintained in full force and effect until expiration of the Agreement. Errors and Omissions Insurance shall be maintained for two (2) years after the expiration of this Agreement. In this connection, the Contractor shall carry Worker's Compensation in accordance with State Laws and General Liability Insurance in the following amounts: City of Oklahoma City - Radio System Professional Consulting Services Page 17 7/812014 10:31 AM p. 25 City of Oklahoma City and Bid RFP-OCITY007 its Trusts I) PROPERTY DAMAGE LIABILITY Limits shall be carried in the amount of not less than twenty- five thousand dollars ($25,000) to any one person for any number of claims for damage to or destruction of property, including but not limited to consequential damages, arising out of a single accident or occurrence. 2) ALL OTHER LIABILITY In the amount not less than one hundred seventy-five thousand dollars ($175,000) for claims including accidental death, personal injury, and all other claims to any one person out of a single accident or occurrence. 3) SINGLE OCCURRENCE OR ACCIDENT LIABILITY In an amount not less than one million dollars ($1,000,000) for any number of claims arising out of a single occurrence or accident. 4) AUTOMOBILE LIABILITY INSURANCE The contractor shall maintain insurance coverage as to the ownership, maintenance, and use of all owned, non -owned, leased or hired equipment when said equipment is utilized to meet the requirements of this agreement/contract. 5) ERRORS AND OMISSIONS INSURANCE Contractor shall provide and maintain errors and omissions insurance coverage in an amount not less than $1,000,000 aggregate annual limit liability. Such insurance coverage shall be maintained during the term of this Agreement and for a period of two (2) years after the termination of the Agreement. B. INSURANCE CERTIFICATE The insurance policies shall be issued by a company approved by The City of Oklahoma City. The Contractor must provide the Contracting Entity a Certificate of Insurance, which shall provide that such insurance shall not be changed or canceled without ten days prior written notice to Contracting Entity, The City of Oklahoma City or its Trust. Certificates of Insurance shall be delivered to the Contracting Entity prior to contract award. The Contracting Entity shall be listed by name as the Certificate Holder. The policy description shall state the following: "The City of Oklahoma City and its Trusts are additional insureds on all policies as required by the contract". 16. COMPLIANCE WITH FEDERAL, STATE, AND LOCAL LAWS The Proposer covenants and agrees that he and his agents and employees will comply with all municipal, state and federal laws, rules and regulations applicable to the business to be City of Oklahoma City - Radio System Professional Consulting Services Page 18 7/812014 10:31 AM p. 26 City of Oklahoma City and Bid RFP-OCITY007 its Trusts conducted under this agreement, and that he shall obtain all necessary permits, pay all license fees and taxes to comply therewith. Where the Proposer does not agree with the City's standard terms & conditions, the proposal must identify the specific clauses the Proposer wishes to amend or delete and suggest alternative wording. Statements such as "We comply with the following clarification" followed by an exception should be avoided. We discourage proposals which simply state that "the proposal is subject to the Proposer's standard terms & conditions", or that "the terms & conditions are subject to negotiation after award". 17. INDEMNIFICATION The Contractor shall agree to indemnify the City, its trusts, officers, agents and employees for acts and omissions of the Contractor. 18. TERMINATION The City shall have the right to terminate the contract upon notice with or without cause. City of Oklahoma City - Radio System Professional Consulting Services Page 19 7/8/2014 10:31 AM p. 27 City of Oklahoma City and its Trusts Bid RFP-OCITY007 Question and Answers for Bid #RFP-OCITY007 - RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES OVERALL BID QUESTIONS There are no questions associated with this bid. If you would like to submit a question, please click on the "Create New Question" button below. 7/8/2014 10:31 AM p. 28 MEMORANDUM OKLAHOMA CITY TO: Mayor and City Council FROM: James D. Couch, City Manager Council Agenda Item No. VII.AS. 12/30/2014 Consulting Services Agreement with Tusa Consulting Services II, LLC, to assist in the planning and procurement process to upgrade or replace the City's existing 800 MHz Trunked Radio System, fee not to exceed $192,200. Background On January 15, 2002 (Item Nos. MFA.3. and VI.P.), the OCMFA and City Council awarded a contract for the purchase, post implementation services and equipment for an 800 MHz Trunked Radio Communication System. On July 15, 2014 (Item No. VI.BC.), Council authorized the release of a Request for Proposals for Professional Services for the City to utilize the services of a radio system consultant to assist in the planning and procurement process as it faces the pending future loss of support (June 30, 2019), for its current trunked radio system; the need for its public safety agencies to migrate to current radio system standards; the changing landscape of mission critical communications architecture; and the high costs associated with acquisition and ongoing maintenance of radio communication systems. On August 19, 2014, the City received 11 responses to the Request for Proposals. The respondents were ACD Telecom, LLC, AECOM, CES Network Services, Inc., Federal Engineering, Inc., Galena Group, Inc., L. Robert Kimball & Associates, Martin AG US, Mission Critical Partners, Inc., RCC Consultants, Televate and TUSA Consulting Services. An evaluation team comprised of staff members representing Information Technology, Finance Department, City Manager's Office, Fire Department and the Police Department, evaluated the proposals. Results of the evaluation determined the proposal submitted by TUSA Consulting Services received the highest composite score. On September 15, 2014, the Public Safety Steering Committee reviewed and agreed with the results of the evaluation. On October 7, 2014 (Item No. VII.BH.), Council authorized staff to negotiate a contract with TUSA Consulting Services for Professional Services to assist in the analysis/planning phase and after the adoption of a migration strategy and funding plan, to assist with the procurement process as needed to upgrade or replace the City's existing 800 MHz Trunked Radio System. Staff recommends approval of the consulting services agreement with TUSA Consulting Services, for the services to be provided as contained within the Phase I and Phase II specification of the Request for Proposal. Any request for Optional Project Management Services as specified in Phase III of the Request for Proposals will be presented to Council for further action only after successful completion of Phases I and II, and upon staff determination of the need for such services. Cost Total Fee Not to Exceed $ I92,200 (Basic Services - $167,200, Optional Additional Services $25,000) Term One year contract with the option to renew for four additional one year periods Source of Funds OCITY-POLICE/FIRE EQUIP SALES TAX-P/F EQUIP SALES TAX- RSTR-POL/FIRE CAPITAL -CITY MGR-800MHz P25 UPGRADE/OTHER SERVICES & CHARGES (OCITY-055-0290- 0403600-F002 I-5289000 I ) Review Information Technology Department Recommendation: Agreement be approved. CITY OF OKLAHOMA CITY, OKLAHOMA REQUEST FOR PROPOSAL RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES (OCITY007) Proposal Submitted by TUSA CONSULTING SERVICES tusa Consulting Services Raising the Bar in Radio Communications RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES - OKLAHOMA CITY, OK INDEX Section Page 1) Executive Summary 3 2) Business Organization 7 3) Project Management Structure 8 4) Personnel 9 5) Prior Experience 11 6) Anticipated Work Plan 17 7) Pricing Proposal 25 8) Conclusion 26 Attachment A - Project Team Resumes Attachment B - Financial Information Tusa Consulting Services - Confidential and Proprietary Page 2 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES - OKLAHOMA CITY, OK EXECUTIVE SUMMARY The City of Oklahoma City (the City) is seeking proposals from qualified, non-aligned radio system consultants to assist in the planning and procurement process as needed to upgrade or replace the City's existing 800 MHz trunked radio system. Tusa Consulting Services (TCS) specializes in the assessment, analysis, design, procurement and deployment of large public safety radio systems. TCS has worked with all of the major vendors offering P25 systems and subscriber products. TCS fully understands the City's requirements and is fully capable of providing the requested services. The TCS standard project approach methodology mirrors the approach the City has outlines in the RFP on page 7 ("Objectives - Requested Services"). Projects are managed in three Phases: I. System assessment/user interviews; development of P25 conceptual design IL RFP creation, proposal evaluation and vendor negotiations III. System implementation oversight/Project Management The following is a summary of tasks typically undertaken in each Phase: PHASE I - • Upon contract award, TCS would begin a dual -track process of system information gathering by means of FCC data base investigation and through Questionnaires sent to all involved City agencies. • Our initial meeting with the City's Project Team would be used to establish a schedule for User Interviews and Site Inspections. If feasible, we would immediately begin the interview process and site visits. We will also request the assignment of system portable radios that would be used to monitor on -air performance and collect signal level information. • When the interviews and site visits are completed, the TCS team would schedule a subsequent meeting with the City's Project Team to review results and begin the iterative process of developing a new system design. The approved conceptual design will be used to create a budgetary estimate and high-level project schedule. During this overall process, TCS and the City will develop a draft "cutover plan" that takes into account the steps necessary to build a new system while not disturbing the current operating system. Tusa Consulting Services - Confidential and Proprietary Page 3 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES OKLAHOMA CITY, OK It is estimated that Phase I tasks will require approximately 100 working days to complete. The timeline can be adjusted based upon availability of City agency representatives for interviews and meetings, and access to radio sites and dispatch centers. PHASE II — • With the conceptual design approved, TCS will develop a detailed Technical Specifications document which formalizes the P25 system design criteria (percentage of required coverage, Delivered Audio Quality [DAQ] goals, RE channel capacity based upon estimated number of users, desired interoperability with neighboring agencies, etc.). This document becomes the basis for the detailed technical portion of a Request for Proposals. TCS will work with the City's Project Manager and Procurement Office to assemble the entire bid package, including such information as RFP publication date, pre -bid meeting schedule, and the bid proposals due date. Once the RFP is published, TCS will assist with answering vendor questions. • When RFP proposals are received, TCS will assist with the evaluation of the technical proposals, utilizing a checklist that is keyed to each RFP item. Compliance to each RFP item will be measured, and a 0-100 score will result. TCS will provide a written explanation of how the bids were evaluated, how the submitted proposals were ranked, and recommend the most -compliant technical proposal(s). • The City's Project Team will simultaneously conduct bid evaluations and will have the final task of assessing the submitted costs for each proposal. TCS has recent experience with bid proposals from all P25 system vendors; therefore, comparative historic pricing information can be available to further evaluate and compare the submitted pricing. References provided by the proposers will be researched. At this point, a most -compliant bid should be identified. The City has the option of requiring oral presentations of each compliant proposal (strongly recommended). • When the City approves the most -compliant overall bid, TCS will assist with contract negotiations, focusing on technical features, and the implementation schedule. It is estimated that Phase II tasks will require approximately 90 working days to complete. This will be impacted by the City's internal review/approval processes, the length of time to RFP is open, and Procurement requirements. Tusa Consulting Services - Confidential and Proprietary Page 4 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES - OKLAHOMA CITY, OK PHASE III (Optional) With a large legacy system still needing to be operated and maintained, it is assumed the City will want the peace -of -mind that a qualified and experienced contract Project Manager could bring to the project. TCS is proposing a Project Team that has many years of experience with the implementation of large radio networks. Our team will manage the project to a level of detail that will not miss any tasks or processes that need to be executed. The following is a suggested, high-level project schedule encompassing all three Phases. Project initiation is assumed to be January 2015. Phase III will be impacted by the selected vendor's implementation schedule and resources, and the City's internal processes. However, it is a viable schedule that could be compressed if certain implementation tasks can be accelerated. ID I Task Name Star*. Finish Duration 2a15 2076 2677 2616 01 .i' ems" # 04 01 Q2 c'3 1 04 i Q1 02 03 94 01 02 1 PHASE I - Review/Design 1/1/2015 5/29/2015 107d 2 PHASE II - Procurement 6/1/2015 9/30/2015 88d LW r 3 PHASE III - Impementation 10/1/2015 5/30/2018 695d HIGH-LEVEL OKLAHOMA CITY PROJECT SCHEDULE Conclusion The deployment of P25 systems continues to accelerate, initially started as a result of the 9/11/2001 tragedy, then the migration of VHF and UHF system users to 700/800 system as a means to improve their systems versus narrowbanding legacy systems, and, recently, due to the announced end -of -life of APCO 16 vendor systems. Statewide P25 systems, often designed for mobile users, have prompted many county and city agencies to consider P25 "add on" networks that are complemented by the availability of a state's "backroom" support systems. New P25 system vendors have begun to emerge: Motorola and Harris are now facing competition from E.F. Johnson and Airbus/Cassidian, with other vendors soon to be added to the list. The newer players are bringing innovative system designs to the table, not only providing "state of the art" architecture, but also dramatically reducing system costs. Tusa Consulting Services - Confidential and Proprietary Page 5 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES - OKLAHOMA CITY, OK However, while competition is always good for the customer, there are other factors that must be considered when assessing a vendor's proposal, especially if the vendor does not have a significant number of operating systems in service. No large system operator wants to be the "beta -test" for a new vendor's offering. Another critical factor is a vendor's ability to execute after the sale. Tusa Consulting Services possesses the highly -skilled people resources to support Oklahoma City's P25 upgrade project. Our consultants have recent and successful experience with the assessment, design, procurement and implementation tasks related specifically to P25 systems for large cities, counties and multi -county regional networks. TCS looks forward to an opportunity to discuss our capabilities and project approach with Oklahoma City. www.tusaconsulting.com Tusa Consulting Services - Confidential and Proprietary Page 6 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES - OKLAHOMA CITY, OK 1) BUSINESS ORGANIZATION Full name and address of organization (partnership): Tusa Consulting Services Nick Tusa - Managing Partner 75757 Highway 1082 Covington, LA 70435 Office: 985-249-6467 www.tusaconsulting.com Branch office that will manage the project: Tusa Consulting Services Midwest Region P,0, Box 901810 Kansas City, MO 64190 Proposal contact: Jack Hart - Senior Consultant Cell: 816-550-7475 jack.hart@tusaconsulting.com FAX: 816-420-9605 Nick Tusa and Jack Hart are authorized to negotiate contract terms and render binding decisions on contract matters. Tusa Consulting Services - Confidential and Proprietary Page 7 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES - OKLAHOMA CITY, OK 2) PROJECT MANAGEMENT STRUCTURE Tusa Consulting Services (TCS) proposes the following project team structure: TCS PROJECT MANAGER SENIOR CONSULTANT - i— PROJECT ' PROJECT ENGINEER I SUPERVISOR SUPPORT STAFF OKLAHOMA CITY \. PROJECT TEAM A TCS Senior Consultant will be in charge of the entire project, and will utilize the Project Engineer and Project Supervisor to support various tasks within the project's scope. AlI three team members have extensive experience with the assessment, analysis, design and implementation of public safety radio systems. Additionally, the TCS Support Staff will available to address specific, specialized tasks, such as drive testing, FCC licensing, propagation analysis, participation in the conceptual design process, bid proposal evaluation, and so on. This team has the experience to manage all projects tasks, from Phase I through Phase III. TCS does not utilize subcontractors. Tusa Consulting Services - Confidential and Proprietary Page 8 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES - OKLAHOMA CITY, OK 3) PERSONNEL The following Tusa Consulting Services resources will be assigned to the project (complete resumes are included in Attachment A): ack Hart Project Manager/Senior Consultant Jack will act as the overall TCS Project Manager and will be the City's primary contact. He has more than 40 years' experience with the design and deployment of large-scale radio networks, supervising some of the first multi -site public safety trunked radio system implementations, through multi -state cellular network design, deployment and operations. Over the past six (6) years, he has been the lead consultant for the design and implementation of a regional Midwest P25 network that covers five counties and two states. Tasks have included everything from initial system assessments, through the development of conceptual designs and budgets, RFP's, site acquisition, project management of system implementation, and final testing. Jack is based out of Kansas City, MO. Todd Mechier - Project Engineer Todd specializes in the engineering of large radio systems, propagation analysis, and has in-depth experience with site construction and tower design/installation. Having previously worked for the State of Florida as the Director of Medical Communications, Todd has an extensive background in the operation and management of large scale radio systems that includes grant writing and budget analysis. Todd has completed multiple 800MHz Rebanding projects, managing numerous Project-25 800MHz projects throughout Florida and North Carolina. Todd is based out of Tallahassee, Florida. Dean Hart - Project Supervisor Dean has extensive experience with supervising the implementation and maintenance of large public safety radios systems, having supported the deployment and operations of an EDACS system in Kansas City and, eventually, developing the RFP and overseeing the replacement of that system with a P25 network. He has also managed the rollout of large EDACS systems in Florida, a Motorola Smartzone statewide system in Virginia, a P25 design in Maricopa County, AZ, and the statewide VHF P25 network in the State of Missouri. Dean is based out of Kansas City, MO. Tusa Consulting Services - Confidential and Proprietary Page 9 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES - OKLAHOMA CITY, OK Support Staff Other TCS resources will be brought into the project on an as -needed basis, to support specific tasks. This is a list of several of the key TCS personnel who would provide support services: Jack Forrest PE - System Engineer Responsible for propagation analysis and FCC licensing, Jack has created EZSpectrurnTM which is a software tool that can be used to "find" licensable radio channels from within the FCC's extensive licensing database. EZSpectrum7M analyzes frequencies to determine if they have any potential for interference to, or from, neighboring co -channel assignments and also can determine the suitability of channel sets for simulcast designs, combiner schemes, etc. www.ez-spectrum.com Don McGee - Senior System Engineer Don has an extensive radio systems engineering background, primarily with Harris (and its predecessors). He was instrumental in the development of the RAPTRTM propagation modeling tool that is used by many engineering firms to assess system coverage and simulcast performance. Don specializes in radio coverage design, coverage testing, traffic analysis, interference analysis/mitigation, and software tool development. Nick Tusa - Principal of Tusa Consulting Services Nick formed TCS in 1996 and has overseen projects throughout the United States. He provides project support specific to the development of new system designs and bid evaluations, and will bring other experienced TCS resources to the Oklahoma City project on an as -needed basis. > Tusa Consulting Services is offering the services of a thoroughly -experienced staff that will contribute to the successful assessment, procurement, design and implementation of Oklahoma City's P25 system. The people who are preparing this proposal are the people who will lead the project. We do not fly in, make promises, and then assign junior staff Tusa Consulting Services - Confidential and Proprietary Page 10 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES - OKLAHOMA CITY, OK 4) PRIOR EXPERIENCE The Oklahoma City RFP requests a description of "...only relevant government experience and individual experience for personnel who will be actively engaged in the project..." and requests a list of projects "...with a similar service scope, and size as the City of Oklahoma". Relevant Project Team Experience The proposed TCS Project Manager and Project Supervisor have been instrumental in the evolutionary design and deployment of the Metropolitan Area Regional Radio System (MARRS) in the Kansas City metropolitan area. This system currently covers five counties, across two states (Missouri and Kansas). The population count within the primary coverage footprint of this regional radio network is approximately 1.2 Million, and the geography covered is approximately 2,000 square miles. The MARRS system serves 24 Public Safety Answering Points (PSAP's), with 47 radio tower sites, and approximately 25,000 users. The system is entirely seamless in operation, designed for portable -on -hip service within a residential structure. MARRS is a system -of -systems, with each of the five counties operating their own multi -site "simulcast cells" with all sites tied together with multiple microwave "loop" systems. In addition, a separate VHF/UHF/800 MHZ 9-site conventional analog simulcast system provides an interoperability overlay that covers the five MARRS counties and four additional peripheral counties. This system is known as RAMBIS (Regional Area Multi -Band Interoperability System). All 800 MHZ P25 users and MARRS PSAP's have access to the RAMBIS system. The TCS team began the developmental work that has evolved into the MARRS network in 2009, when an RFP, created by TCS, was released for the upgrade of the Kansas City, MO (KCMG), 8-site EDACS system. Around the same time, Johnson County, KS, was pursuing a county -wide P25 design that would replace multiple conventional VHF and UHF systems (in anticipation of the FCC's 12/31/2013 Narrowband mandate). TCS was awarded Project Management responsibility for the deployment of both the Johnson County and KCMG P25 upgrades. Shortly after those two systems were operational, TCS then assisted PIatte County, MO, with transitioning to the combined KCMO/Johnson County systems, followed by Cass County, MO, the cities of Independence and Blue Springs, MO, and Wyandotte County, KS. The following diagram illustrates the structure of the MARRS network. Not shown is the microwave network that supports the newly -deployed NG911 telephony Tusa Consulting Services - Confidential and Proprietary Page 11 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES - OKLAHOMA CITY, OK systems. This NG911 network is integrated into the MARRS microwave system. Each PSAP has redundant, alternate -route microwave paths to the system's backbone, supporting both radio and NG911 connectivity. METROPOLITAN AREA REGIONAL RADIO SYSTEM WYANDOTTE COUNTY, KS 5 sites KANSAS PLATTE CITY, MO COUNTY, MO Prime Site SHAWNEE PSAP i LEAYI`3001 PSAP 9stes RCFO PSAP Gladstone PSAP MASTER SITE JOHNSON COUNTY, KS Prime Site 4' 10 STATE PP KANSAS SOO MHZ SYSTEM MSS FUTURE Pleasant Hill PSAP Cass SO PSAP Prime Site TUSA CONSULTING SERVICES 6 s Ies E. JACKSON COUNTY RADIO NETWORK Independence PSAP Prime Site Raymore PSAP HarrisonWlle PSAP CASS COUNTY, MO 8 sites -ek. TO STATE OF MISSOURI VHF PIS SYSTEM ISSI) PLANNED 3(11d 00.101 d.IPH In five short years, the MARRS network has evolved to provide seamless, portable - on -hip coverage across five counties. It is important to note that the same TCS team that was driving the five -county MARRS deployment was also simultaneously managing related projects that brought larger towns and cities into the network (primarily involving PSAP radio dispatch console upgrades, and subscriber equipment change -outs). "Kansas City's Metropolitan Area Regional Radio System is known as a sparkling success story in the nation's push for seamless communications among public safety workers... " according to a newspaper article by the McClatchy Press Washington Bureau. March 30, 2014 Tusa Consulting Services - Confidential and Proprietary Page 12 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES - OKLAHOMA CITY, OK The primary customer contact for the KCMO P25 system project (2009-2012) is: Edward Brundage - Radio System Manager Kansas City Police Department Radio Shop 5304 Municipal Avenue Kansas City, MO 816-482-8500 Additional References with Similar Scope Every project is unique. Some projects require in-depth legacy system assessments, conceptual design, procurement support, and deployment supervision, while other projects might have a limited scope; it often happens that each project task might have complex requirements. For example, a simple project converting three analog dispatch positions to P25 consoles evolved into a long-term dispatch center renovation project, with TCS providing input regarding construction, layouts, cabling, plans, tower construction, and so on. In other cases, TCS was brought in to resolve design issues and/or take on Project Management of system implementation. The transition to P25 systems has been a recent phenomenon, partially attributed to federal government "encouragement" after the events of 9/11/2001. Additionally, UHF/VHF narrowbanding prompted many agencies to consider P25 upgrades, and many legacy Smartnet/Smartzone and EDACS APCO 16 systems have finally reached end -of -life. Due to the investment made in those APCO 16 systems, the system operators have been able to get their money's worth and delay the large expenditure for a new system for as long as they could; but, the time has come to start looking to for replacement systems. The following ten (10) project references include a summary of the project's scope and customer contact information. 1) City of Independence/Blue Springs. MO - 2010-2013 This project included the upgrade of the City of Independence's legacy 700 MHZ P25 system to 800 MHZ (replacing early, non-narrowbandable 700 MHZ base station transceivers at six [6] sites) and the transition of the City of Blue Springs to the system by adding two additional sites. This included the upgrade of two (2) PSAP's and new subscriber equipment for Blue Springs. TCS assessed the Blue Springs VHF system, developed a P25 conceptual design, identified sites, supported vendor negotiations, and provided implementation oversight. Tusa Consulting Services - Confidential and Proprietary Page 13 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES - OKLAHOMA CITY, OK Dan Flood - Director of IT, City of Blue Springs 903 W. Main Street, Blue Springs, MOP 64015 816-655-0411 2) Lancaster County, PA - 2013-2014 Tusa Consulting Services was brought in to help Lancaster County transition from a problematic Harris OpenSky deployment to a new APCO P25 UHF T-Band digital simulcast trunked radio network with all associated hardware and software. This new network features over twenty-four sites and utilizes four different simulcast zones. The new network also features a partial microwave upgrade, and a new paging solution that will help service over 74 Fire Departments, 28 Police Departments, and 21 EMS agencies. Mr. Michael Weaver, Director PO Box 487, Manheim, PA 17545-0487 717-664-1101 3) City of Tallahassee, FL - 2009 Eight -site Motorola Astro P-25 simulcast network (migration from Motorola Smartnet-II). TCS developed needs assessment, conceptual solutions, and project specifications, evaluated proposal responses and assisted in contract negotiations. Mr. Ron Wostel - Communications Division 642-C Mabry Street, Tallahassee, FL 32304 850-544-4868 4) City of Franklin, Tennessee - 2008 Completion of three -site Motorola Astro P-25 simulcast system deployment. TCS was retained after another consulting firm was released from the project. TCS served as implementation project advisor. Mr. Fred Banner - MIT Director 109 3rd Avenue, Franklin, TN 37064 615-550-6604 5) Floyd County, Georgia - 2010-2012 Design and implementation of nine-site/10 channel P-25 Harris simulcast radio network. Contracted work included Needs Assessment; Infrastructure Survey; Tusa Consulting Services - Confidential and Proprietary Page 14 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES - OKLAHOMA CITY, OK Coverage Modeling; Conceptual Solutions; RFP Specifications; Best and Final Specifications; Contract Negotiation Services and Project Management assistance. Blaine Williams Clarke County Assistant Manager for Transportation and Community Development 301 College Avenue, Athens, GA 30601 706-613-3020 6) Platte County. Missouri - 2011-2013 Platte County was operating a VHF system that was going to need a major overhaul in order to comply with the 12/31/2013 narrowbanding mandate. The County retained Tusa Consulting Services to assess its current VHF system and provide recommendations for a VHF upgrade or transition to the then -evolving regional 800 MHz P25 system. TCS provided a VHF upgrade design and a budgetary cost to join the regional 800 MHz system. The County Commissioners, and a Communications Committee made up of County residents, voted to pursue the P25 800 MHz solution. TCS provided a conceptual design, identified needed sites, and assisted with vendor contract negotiations. TCS also supervised system implementation. This project was completed in 10 months (5 sites and 2 dispatch centers). Captain Anthony Avery Platte County Sheriffs Office 415 Third Street, Platte City, MO 64079 816-858-2424 7) Cass County, Missouri - 2011-2014 Cass County was faced with a similar issue as was Platte County. The County had five (5) PSAP's serving multiple police, fire and EMS organizations on individual VHF and UHF systems. Most of those systems were going to need extensive equipment upgrades to comply with the narrowbanding mandate. Per the County's request, TCS provided a conceptual 800 MHz P25 system design that would integrate into the regional network. TCS developed an RFP and assisted with bid evaluation. Once the vendor contract was executed, TCS provided site acquisition services to acquire the needed 6 tower sites and project managed the system's deployment. A key task was the development of radio programming templates for 45 agencies within the County. Kris Turnbow - Chairman, Cass County Emergency Services Board 801 S. Commercial Street, Harrisonville, MO 64701 816-887-1952 Tusa Consulting Services - Confidential and Proprietary Page 15 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES - OKLAHOMA CITY, OK 8) Ada County, Idaho - 2009-2010 As one of the first adaptors of 700 MHz P25 technology, Ada County found itself needing an "expanded" system due to the "low-cost" initial design that had been deployed. TCS assessed the system's performance and recommended the addition of four (4) sites to the County's geography to provide more -consistent portable -based coverage. TCS also worked with the Boise Fire Department to provide proof -of - performance for the use of P25 digital radios and digital vehicular repeaters for fire services. The County has been executing the TCS design over the course of several years, as funds become available. Ms Nicola Jansen - Ada County Sheriffs Office 7200 Barrister Road, Boise, ID 83704-9293 208-577-3000 9) Will County, Illinois 2014 In early 2014 TCS was awarded a competitively -bid contract to assist Will County with the transition from an EDACS system to a P25 network. TCS visited all existing sites and met with the user community to better understand existing system challenges so that a new design would be all -encompassing. TCS is currently working with the Will County Communications Department to finalize a draft RFP for the network infrastructure and related subscriber equipment. Ed Bean - Communications Manager, Will County Radio System 14537 Edison Drive, New Lenox, Illinois 60451 815-463-9210 10) Clayton County, Georgia - 2014 VHF and UHF upgrade to a P25 Phase II, 6-Site, 9-Channel Simulcast radio system that will be integrated in the Atlanta UASI Region. Includes six new tower sites, equipment shelters, generators, UPS units, looped/hot standby microwave, and backup fiber. The system is configured with two prime sites and two master sites and is presently in the final phases of system infrastructure installation. Functional system cutover in November 2014 when the VHF/UHF Narrowband Waiver expires. This will be the first P25 Phase II system in the Atlanta UASI Region. Courtney Jackson - PSDN Systems Manager Clayton County Board of Commissioners 1383 Government Circle, Jonesboro, GA 30236 770-477-3538 Tusa Consulting Services - Confidential and Proprietary Page 16 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES - OKLAHOMA CITY, OK 5) ANTICIPATED WORK PLAN Tusa Consulting Services approaches most projects in a three-phase manner: I. System Assessment/Conceptual Design II. Procurement III. Implementation Support/Project Management This three-phase approach is valid for VHF system upgrades with remote receivers, all the way through APCO 16-to-APCO 25 transitions. The required tasks in the "Objectives -Requested Services" section on page 7 of the RFP closely track with the process used by TCS. The following is a detailed description of the methodology TCS would follow: PRASE I - ANALYSIS/PLANNING It is critically important to understand the City's current radio systems and to become familiar with the user's perception of system performance. Our modals operandi is to become as knowledgeable about the legacy system as the people who use and maintain it. We not only thoroughly inspect sites and interview users, we spend as much time as possible listening to the system, from the field, and at the dispatch center. Phase I tasks include the following: • Project Kickoff — this is the initial meeting between the TCS team and the City's assigned Project Manager/Project Team. At this meeting we will review the project's scope, proposed tasks, and establish the user interview and site visit schedules. This meeting is also the first opportunity the TCS team has to begin to obtain details about the legacy radio systems (aside from the initial work we do investigating FCC licenses, etc.). • Radio System Questionnaires — TCS has developed a Radio System Questionnaire which is typically distributed to all involved agencies/users by the City's Project Manager as soon as the project is initiated. These Questionnaires request data related to each agency's primary duties, how they uses the radio system, how many radios they have, what their performance issues might be, and so on. The information provided in the Questionnaires is summarized for later reference during user interviews. • Radio System Analysis — utilizing system architecture information provided by the City's Project Manager (and/or by the radio system's service provider), TCS will Tusa Consulting Services — Confidential and Proprietary Page 17 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES - OKLAHOMA CITY, OK create system coverage maps that will be used by the TCS team to analyze the system's performance. Simulcast performance is assessed by using RAPTORTM, and overall system coverage is assessed using COMSITETM, a propagation modeling tool developed by RCC. Both of these "tools" provide us with valuable system performance data. These tools are also used in the conceptual design process. Additional information will be collected from the EDACS network management system (current channel loading, blocking, number of active talkgroups, etc.). • Drive Testing - as a value-added option, TCS can conduct system drive testing utilizing a Berkley-Varitronics PANTHERTM test receiver system which collects 512 signal strength readings per second, along with GPS coordinates, writing the information into a file that can later be overlaid on a street map. TCS often uses this tool to establish a system "benchmark" that allows us to better create conceptual designs, making sure noted coverage problems are accounted for. The data collected is also used to "calibrate" the propagation modeling tool, adding real -world measurements to the process. • User Interviews - the completed Radio System Analysis (and optional Drive Testing) results are used when we meet with representatives of the user agencies (both Public Safety and Public Service). COMSITETM mapping software has proven to be very accurate and is an excellent graphic to use as the users provide their system observations. More often than not, once they describe their issues and we show them the maps, the maps corroborate their observations. The previously - submitted Questionnaires are also used as references during the user interviews, allowing us to ask informed questions about their specific use of the system and future needs. • System Inspection - just as it is important to understand how the system operates, we also need to know how the system has been put together. We will visit each system site (towers, control points, dispatch centers, repair shops, etc.) so we can develop an understanding of the physical makeup of the system and what resources might be useable in a new design. Factors such shelter and tower condition, age of generators and batteries, grounding, etc., need to be noted before a new system design can be considered. Available shelter space and tower "real estate" have to be documented so that a system transition plan can start to be formulated. Since it is always our goal to allow no disruption to the operating system as a new system is being installed, we note such details as available floor space and electrical power, spare cable entry ports, and so on. During this inspection we would also meet with the local Harris service provider to obtain their perspective on the current system's performance and challenges. Tusa Consulting Services - Confidential and Proprietary Page 18 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES - OKLAHOMA CITY, OK This inspection phase includes the concentric EDACS systems, VHF/UHF/800 interoperability network, and other conventional radios interfaced to the main trunked system. • Conceptual Design - after we learn everything there is to know about the existing system, we are ready to design a better one; this process begins by establishing system design criteria (percentage of required coverage, Delivered Audio Quality [DAQ] goals, critical locations for in -building coverage, RF channel capacity based upon estimated number of users, and desired interoperability with neighboring agencies) in collaboration with the City's Project Manager/Project Team. Once these design goals are approved, TCS will create a conceptual system design utilizing existing and/or available radio sites (towers, rooftops, etc.). This is an iterative process whereby the design process is shared with, and impacted by, the customer. Once a design has been approved, a budgetary estimate will be developed using cost data from other recent TCS P25 projects. At this point, a high level system implementation/migration schedule can be created; however, the final schedule will be dependent upon the system vendor's input. TCS will assist the City with the investigation of funding methods. PHASE I TASKS ESTIMATED HOURS Project Kickoff 40 Radio System Questionnaires 40 Radio System Analysis _ 80 Drive Testing 60 User Interviews 40 System Inspection 40 Conceptual Design 160 Phase 1 Total 460 ESTIMATED PHASE I RESOURCE CHART Deliverable: ➢ System Assessment/Conceptual Design Report Tusa Consulting Services - Confidential and Proprietary Page 19 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES - OKLAHOMA CITY, OK PHASE II — SPECIFICATIONS/PROCUREMENT The tasks completed in Phase I will result in a conceptual design for a new P25 system that has been developed in collaboration with the City. TCS will present a formal overview of the conceptual design, estimated budget, and tentative radio system implementation schedule to City management. Phase II tasks include the following: • Develop Technical Specifications — using the data gathered during user interviews, system analysis, site inspections and the approved conceptual design, TCS would create a Technical Specification document that spells out all technical requirements for the new system, from site configurations to types of subscriber equipment required. This becomes the basis for the technical portion of a Request for Proposals document. During this process, it should be determined if a single RFP will be issued (system infrastructure with subscriber equipment) or if separate RFP's would be issued: one for infrastructure, and one for subscriber equipment. Some P25 system vendors have broad flexibility in offering discounts if their subscriber equipment is included, while others do not offer subscriber equipment as part of their P25 portfolio. With more than a half -dozen vendors now offering high -quality P25- compliant subscriber equipment, substantial costs saving could be realized which might out -weigh combined offerings/discounts. • RFP Process — TCS will work with the Project Manager and City Purchasing to assemble the final RFP package. This would include establishment of a schedule of events for the RFP: o RFP Publication date o Pre -bid Meeting/Site Visits o Final Vendor Questions Submission Date o Bid Due Date (number of copies, acceptable media, etc.) • Bid Evaluation — TCS uses an evaluation "checklist" that refers back to each section of the RFP. Evaluation becomes a matter of marking off if a response is compliant or not. When all technical RFP section reviews have been completed, the checklist outputs a "percent compliance" rating (0-100). TCS will present the results of its independent evaluation, along with a vendor ranking, to the City's Project Manager for further review. At this juncture, pricing proposals can be evaluated and a most -suitable vendor, or vendors, can be identified. Several vendors might be required to respond to written questions for clarification and/or make oral presentations to explain their proposals and answer questions. Tusa Consulting Services — Confidential and Proprietary Page 20 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES - OKLAHOMA CITY, OK • Vendor Selection and Contract Negotiations - once a compliant proposal has been identified, the City would notify the selected vendor. The vendor should immediately submit their sales and software contracts, so the City's legal department can conduct a thorough review; this can be done in parallel with the City's negotiation of non -legal contract points. TCS has supported client contract negotiations with Motorola, Harris, and Cassidian (Airbus) and has supported projects using E.F. Johnson and Raytheon systems. While pricing is usually the "hot topic" during contract negotiations, it is important to also put focus on the proposed project schedule, milestone deliverables and payment schedule, a responsibility matrix, and vendor implementation qualifications. It has been our experience that project schedules provided with contracts are included to fulfil an RFP requirement, but are rarely reviewed, or updated. The City, the City's Consultant and the selected vendor must spend the time needed to create a schedule that is both aggressive and realistic. Once that schedule is approved, it will become the measurement tool for project progress. It is our philosophy that the customer might contribute to delays, but the vendor cannot! PHASE II TASKS ESTIMATED HOURS Develop Technical Specifications 160 RFP Process 40 Bid Evaluation 80 Support Contract Negotiations 80 Phase H Total 360 ESTIMATED PHASE II RESOURCE CHART Total Estimated Hours for Phase I and Phase II: 820 Deliverable: Final RFP Document Tusa Consulting Services - Confidential and Proprietary Page 21 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES - OKLAHOMA CITY, OK PHASE III - IMPLEMENTATION PROJECT MANAGEMENT The following is provided as an Option. However, TCS strongly recommends the City consider retaining an external Project Management resource so that the new radio system's implementation can be given full attention by someone who has proven experience with large -system deployments and vendor management. The TCS Project Manager is the City's advocate, focused on the planning and deployment of the new radio system. Jack Hart, the proposed TCS Project Manager, has successfully managed the deployment of large radio systems since the early 1980's, with some projects spanning multiple states with budgets of over $100 Million. A qualified public safety radio system Project Manager has the breadth of knowledge to understand each and every facet of a project, from radio system design, site acquisition and construction, through subscriber equipment programming, equipment installation, and system acceptance testing. Along with this knowledge comes the professionalism of providing update reports on a regular basis, revising schedules, measuring vendor performance to milestones, and monitoring the project budget. Prior to the full execution of the vendor's contract, one of the important deliverables is a negotiated Responsibilities Matrix. This matrix clearly defines the tasks the vendor, City, Consultant, and others must complete. For example, who provides electrical service to a site, or prepares FCC license applications? The TCS Project Manager will closely monitor adherence to this matrix, and often supports the customer's tasks. Phase III tasks include the following: • Project Kickoff Meeting — once the vendor's contract has been fully executed, a Project Kickoff meeting will be scheduled. This brings together the City, the Consultant and the vendor's engineering and project management team so that the project can be fully reviewed. This is when the final project schedule is fine-tuned and memorialized. • Design Review — a separate follow-up meeting is typically scheduled as a working session to review the system's technical design at a block and line level. This allows all parties to make final changes and clarify any design questions. Site construction/modification issues are also reviewed. • Develop Test Plans and Coverage Test Processes — the TCS RFP clearly describes a coverage test plan that delineates the type of testing to be conducted (TCS requires Received Signal Strength, Bit Error Rate [BER], and Delivered Audio Quality [DAQ] testing on all P25 system deployments) and how the testing will be done (measurement of "tiles"). TSB-88D is used as the standard. Coverage testing Tusa Consulting Services - Confidential and Proprietary Page 22 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES - OKLAHOMA CITY, OK should be done late-Spring/mid-Summer to make sure tree cover is factored into the drive test results. • Functional Acceptance Test - vendors typically propose a functional test plan (FTP) based upon their system's features and configurations. This FTP will be reviewed early in the project, with an initial FTP conducted when the radio system is staged at the vendor's factory. This same FTP format is then used when the system installation is complete and ready for cutover. • Factory Staging - TCS will accompany the City to the vendor's factory to inspect the system equipment and take part in the functional testing. • Project Supervision - The early months of an implementation project are taken up by system equipment manufacturing and detailed engineering of the configuration, along with initial site investigations and design. In a turnkey type of project, the vendor is also responsible for the design of site elements that are not radio system related (civil works, shelter and tower planning and construction, etc.). This work is done in parallel with the manufacturing of the radio system equipment. If new sites, and especially new towers, are involved, the sooner the work can start, the sooner it can be completed and ready for the equipment. It is not unusual for new tower sites to take 12-18 months to design, permit and construct. Subscriber radio programming will also be addressed early -on in the project. P25 system radio templates will be finalized well before radios have to be programmed. The logistics of new installations and programming will be established and closely monitored. The TCS Project Manager will monitor all progress throughout the project's timeline, taking a very active role in "assuring and influencing forward movement". • System Testing - with the system completely built and operational, the previously - established FTP will be conducted by the vendor with the City and Consultant participating. This includes functional system testing and vendor drive testing. It is preferred that this testing be completed prior to any "beneficial use" of the system by the City's agencies. • Final Acceptance - this task is completed once all system sites have been inspected and punch list items have been resolved; the budget has been trued -up; and as -built documentation has been delivered and approved. Tusa Consulting Services - Confidential and Proprietary Page 23 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES - OKLAHOMA CITY, OK ESTIMATED HOURS PHASE III TASKS Project Kickoff 40 Design Review 60 Develop/Review Test Plans 40 Factory Staging 40 Project Supervision (ay. 4 days/mo.) 864 (36 months) System Testing 80 Final Acceptance 40 Phase III Total 1164 ESTIMATED PHASE III RESOURCE CHART Implementation Project Schedule Many factors influence a system implementation timeline. For example: • how many sites can be reused, how many need to be acquired ■ how much space is available for new equipment in shelters, on towers and in rooftop locations • New tower/site construction • FAA approvals/FCC licensing ■ Dispatch center issues (furniture, backroom space) • Subscriber equipment programming and installations • Available vendor resources TCS estimates the Oklahoma City P25 implementation would take 24-36 months to complete. This timeline is based upon recent vendor performance with similar sized projects. Task Name Start Finisn Duration 2J15 2016 2017 2018 !D 01 02 Q3 Q4 01 02 Q3 ti4 01 Q2 Q3 Q4 01 Q2 1 PHASE I - Review/Design 1/1/2015 5/29/2015 107d 111.1-i 2 PHASE II - Procurement 6/1/2015 10/30/2015 110d 3 PHASE III - Impementation 11/2/2015 6/29/2018 695d ESTIMATED TIMELINE Tusa Consulting Services — Confidential and Proprietary Page 24 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES - OKLAHOMA CITY, OK 6) PRICING PROPOSAL Proposed tasks and estimated consultant hours have been provided for each of the project Phases: Phase I - Assessment & Design 460 hours Phase II - RFP/Procurement 360 hours Phase III - Implementation 1164 hours (optional task) The tasks described are based upon our understanding of the scope of the project as described in the RFP and our past experience with similar projects. Should tasks need to be changed, modified, added, or subtracted, TCS will adjust the proposed tasks and costs accordingly. Tusa Consulting Services will assign project resources to each task on an as -needed basis. The Project Manager will be the primary resource throughout the project and will "orchestrate" the other available TCS resources. This will help to control the costs of consultant support. TCS has a fixed rate for all internal resources of $150/hr. Expenses will be invoiced at cost (estimated expenses are provided in the following pricing schedule, with assumptions made regarding on -site meetings, interviews, inspections, presentations, etc.). TCS will submit invoices on a monthly basis. TASK ESTIMATED CONSULTANT HOURS COST ESTIMATED EXPENSES Phase I 460 $69,000 $7,000 Phase II 360 $54,000 $5,000 Phase III 1164* $174,600 TBD *This is a broad estimate. The actual project duration would be determined by the final system design and vendor schedule; the proposed Phase III hours would be adjusted to match the schedule. Tusa Consulting Services - Confidential and Proprietary Page 25 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES - OKLAHOMA CITY, OK 7) CONCLUSION Tusa Consulting Services has a successful history of assessing, designing, procuring and implementing large public safety radios networks. That is our specialty. Our dedicated focus is on delivering public safety radio systems that become second nature to the users. At TCS we understand that a radio system is a "tool" that is used by first responders to get the job done, and they expect that "tool" to work every time it is needed. We realize their personal safety is dependent upon a reliable radio system. TCS pays extraordinary attention to the details of designing and deploying radio systems. That equates to a delivered system that works, and works well, exceeding the expectations of all involved. We have worked with every vendor that manufacturers and sells P25 networks and understand their systems and implementation methodologies. This translates to a relationship that gets the job done. Tusa Consulting Services looks forward to an opportunity to discuss our proposal and capabilities with the City of Oklahoma City and to becoming the consultant selected to bring about the upgrade and modernization of your radio communications network. Tusa Consulting Services will comply with all applicable rules and regulations of Federal, State and Local governing entities. TCS will comply with all terms of the Oklahoma City's RFP OCITYOO7. Tusa Consulting Services - Confidential and Proprietary Page 26 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES - OKLAHOMA CITY, OK ATTACHMENT A PROJECT TEAM RESUMES Tusa Consulting Services - Confidential and Proprietary Page 27 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES - OKLAHOMA CITY, OK Jack Hart Extensive experience in the planning/design, deployment and operations of large-scale radio systems. Providing radio system support services: conducting system assessments; developing user requirements; managing customer and vendor relationships; conducting propagation analysis; designing radio systems, dispatch centers and interconnectivity networks; creating system RFP's; coordinating final system acceptance testing. Exceptional Project Management skills developed in high-level technical positions. 2008 - Present Senior Consultant Tusa Consulting Services - Specializing in Public Safety Radio systems: • Project Manager for Kansas City, MO, transition to IP-based P25 radio network • Conceptual design and implementation of P25 county -wide system for Platte County, MO • Conceptual design and implementation of P25 county -wide system for Cass County, MO • Project consultant for P25 system upgrade for Wyandotte County, KS • Conceptual design of VHF upgrade/P25 800 MHz system for Dubois County, IN • Assessment and upgrade design of 700 MHz P25 system for Ada County, ID • Assessment and upgrade design for VHF P25 system for Riley County, KS 2001 - 2008 Public Safety Radio Systems Consulting - New York/New jersey • IXP Corporation - Project Director - New York City's NYPD and FDNY dispatch consolidation and radio modernization project; FDNY dispatch center facility/tower upgrades • General Dynamics - Project Director - New York Statewide Wireless Network (SWN) - site acquisition, design and construction. 1990 - 2001 Cellular Systems Engineering - Senior Management Positions • Director of Technical Services, McCaw Cellular - Northwest Region (Seattle, WA) • Senior Member of the Technical Staff -AT&T Bell Laboratories, New Jersey • Vice President Engineering & Technical Operations - Cellular One/AT&T Wireless. NY, NJ, MA, RI, PA, MD, Washington DC • Vice President Engineering - Nextel, NY/NJ • Chief Technical Officer - Independent Wireless One, Sprint PCS affiliate, NY, VT, NH 1985 - 1990 Motorola - Area Program Manager • New Jersey State Police & NJ Transit 800 MHz Smartnet statewide trunked radio systems • City of Boston MDC Police 800 MHz simulcast Smartnet trunked network • New York City - Dept. of General Services 800 MHz Smartnet trunked radio network Cellular Systems Project Manager • Deployment of cellular systems in New York, New Jersey, Connecticut and Rhode Island. 1970 - 1985 New York Telephone/AT&T/NYNEX Mobile Communications • Senior RF Engineer, AT&T AMPS - initial design of cellular systems in NY, NJ, RI and MA - designed the "Cellular Emergency Callbox" • Project Engineer for design and deployment of cellular systems in New York City, Buffalo, Syracuse and Albany, NY; Springfield and Boston, MA; Providence, RI. • Installation and maintenance of data communications networks and two-way radio, microwave and mobile telephone systems. Education - BA - Philosophy - Cathedral College, New York Tusa Consulting Services - Confidential and Proprietary Page 28 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES - OKLAHOMA CITY, OK Todd Mechier Senior RF Communications Consultant and RF engineer, building upon fifteen years of public safety and military land mobile communications experience. Extensive background in the design and management of statewide radio communications systems. Key experience in towers/sites, RF propagation, grant writing, budget analysis, as well as component and system level diagnostic skills. 2012 to Present Licensed Electrical Contractor Limited Energy (Antennas/TX Lines) - Florida License # ES12000980 2010 to Present Tusa Consulting Services II LLC - Tallahassee, FL Senior Consultant • Site Inspection Services - Kansas City, MO • Project Manager - Pasco County, FL EDACS Simulcast Renovation • Project Manager - Harrison County, MS 800MHz Rebanding • System Designer - Sumter, County, FL • P-25 Implementation Management - New Bern, NC. • RFP Design, Evaluation and Contract Negotiation 2008 to Present Southeastern Towers LLC President/Owner • Project Design and Management • Obstruction Lighting/Antenna/Transmission Line Specialist • Tower Inspection and Electrical Grounding Specialist 2007 to 2010 State of Florida - Department of Management Services • Director of Health and Medical Communications for the State of Florida • Management of Statewide MED-8 and LMC/SMC MEDCOMM Systems • Designer of Hospital Health and Medical Interoperability System • Developed Health Portion of Statewide Interoperable Comm. Plan • Designer of Florida's State Medical Response Team's Communications System • Sitting Member of the Florida EMS Advisory Council • FEMA Region IV Interoperability and Air Medical Communications Committee Membership 2003 to 2007 Florida State University BS Electrical Engineering - Specialization in RF Communications • Minor in Physics and Mathematics 1995 to 2002 United States Air Force • Non -Commissioned Officer, E-5 • Top Secret/ Secret Security Clearance • Telemetry and Instrumentation Technician • Lead Instrumentation Trainer Tusa Consulting Services - Confidential and Proprietary Page 29 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES -- OKLAHOMA CITY, OK Dean Hart June 2006 - June 2011, Present: Tusa Consulting Services Drawing from a professional career span of over twenty-seven years of Management and Technical Leadership provided to state, county, and Local government clients in developing system's needs assessments, design, acquisition, contract negotiations, and implementation management of Public Safety Mobile Radio (LMR) systems. Core competencies include program management, contract negotiations, systems implementation and maintenance management. January 2012 - May 2014: Motorola Solutions Inc. Project Director, State of Missouri, Missouri Statewide lnteroperable Network • Project Director responsible for direct management of overall project, implementing a P25 VHF system with AT&T MPLS connectivity for all state public safety agencies • Direct day-to-day responsibility included design and construction of 73 communication sites and 13 dispatch center renovation under budget and on a critical short time schedule • Project Manager for Maricopa County, AZ. P-25 Phase 2 and Microwave System Upgrade November 2004 - May 2006: Motorola Inc. Program Manager, Commonwealth of Virginia, Statewide Agency Radio System • Lead project manager responsible for direct management of five project managers, implementing a P25 VHF system with microwave and fiber ring connectivity for all state law enforcement agencies • Direct day-to-day responsibility included design and construction of 20 communication sites and one dispatch center renovation under budget and on a critical short time schedule. System involved customer testing and implementing new products to include a cross band digital vehicle repeater system and software for asset and configuration management of system December 2000 - November 2004: M/A-COM, Inc. Field Service Manager, State of Florida Statewide Law Enforcement Radio System • Technical, contractual and operational manager of over 200 sites and 8 dispatch centers with Alcatel microwave connectivity in support of fully digital encrypted EDACS Pro -voice communications system for all state law enforcement agencies. • Established and oversaw Network Operations Center (NOC), monitoring system 24/7/365 in support of public safety agencies June 1987 - December 2000: Kansas City, MO Police Department Technical Systems Manager, Communications Support Unit • Technical operation and management of City of Kansas City, Public Safety (Police and Fire) and Public Service EDACS radio system and Communications Support Unit • Technical operation and management of Police Department telecommunications systems. Managed technical staff in support of all aspects Tusa Consulting Services - Confidential and Proprietary Page 30 RADIO SYSTEM PROFESSIONAL CONSULTING SERVICES - OKLAHOMA CITY, OK ATTACHMENT B FINANCIAL INFORMATION (Provided as a separate PDF Document) Tusa Consulting Services - Confidential and Proprietary Page 31