HomeMy WebLinkAbout2017-569-E ES - Federal Engineering to amend radio project including VIPER analysis DocuSign Envelope ID: 7E04793C-F1 E5-454A-9C8D-DCEFB370370B
ORANGE COUNTY
AMENDMENT TO SERVICES AGREEMENT
NORTH CAROLINA
THIS AMENDMENT, made and entered into this the 10th day of October, 2017, by and between the County of
Orange, a body politic and corporate of the State of North Carolina, ("County"), and Federal Engineering, Inc.
("Provider");
WITNES SETH:
WHEREAS, the County and Provider entered into a Services Agreement dated, October 4, 2016, to provide
services to be rendered by Provider to County("Original Agreement"); and
WHEREAS, the County and Provider desire to amend the Original Agreement, while keeping in effect all terms
and conditions of the Original Agreement not inconsistent with the terms and conditions set forth below.
NOW THEREFORE, for and in consideration for the mutual covenants and agreements made herein, the parties
agree to amend the Original Agreement as follows:
See Attachment A,which is hereby incoprorated into this Agreement as if written herein.
Except for the changes made Attachment A herein, the Original Agreement shall remain in full force and effect to
the extent it is not inconsistent with this Amendment. In the event that there is a conflict between the Original
Agreement and this Amendment, this Amendment shall control.
IN WITNESS WHEREOF, Orange County and the Consultant have signed this Amendment, effective this
the 10th day of October, 2017.
FOR ORANr_c rnr 1rr-ry FOR PR I .
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Revised December 2016
DocuSign Envelope ID: 7E04793C-F1 E5-454A-9C8D-DCEFB370370B
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Federal Engineering, Inc.
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STATEMENT OF WORK (SOW) ATTACHMENT TO
Issued: August 14, 2017 CONSULTING SERVICES AGREEMENT
Revised: September 6, 2017 Dated: OCTOBER 4, 2016
Amendment#1: April 25, 2017
Amendment#2: June 26, 2017
AMENDMENT 3
PROJECT ORNC-PSMR-OTS-TM
ORANGE COUNTY, NORTH CAROLINA
COUNTYWIDE RADIO COMMUNICATIONS
INTEROPERABILITY AND SYSTEMS ENGINEERING
ON-CALL TECHNICAL SUPPORT CONSULTING SERVICES
VOICE INTEROPERABILITY PLAN
FOR EMERGENCY RESPONDERS (VIPER) EXPANSION
ALTERNATIVES ANALYSIS
1. INTRODUCTION AND ISSUES
Orange County, North Carolina (County) retained Federal Engineering, Inc. (FE) to provide
countywide radio communications interoperability and systems engineering consulting services.
On May 2, 2017, FE presented a radio system alternatives analysis to the Board of County
Commissioners (BOCC). Following the presentation and subsequent discussion among BOCC
Members and County Emergency Services, the County held a meeting with the North Carolina
State Highway Patrol (NCSHP) to discuss the feasibility of expanding the State's Voice
Interoperability Plan for Emergency Responders (VIPER) radio communications system for the
County's day-to-day use. Resulting from the meeting, the County desires FE to perform
technical, financial, and programmatic analysis to assist with determining the costs and benefits
of expanding VIPER for day-to-day County use.
2. TASKS TO BE PERFORMED
In response to the County's request, FE will perform the tasks that the following subsections call
out.
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2.1 Task 1 - Collect Existing VIPER System Data
To begin the analysis, FE will prepare an email requesting the following radio communications
system information from the NCSHP for the VIPER system currently serving the County's
geographic area:
• Radio communications tower and equipment shelter elevation and layout drawings
• Radio communications tower structural analyses
• Supporting infrastructure equipment capacities including heating, ventilation, and air-
conditioning (HVAC), electrical systems, emergency backup power systems
• Channel/talkgroup capacity data
• Radio communications site lease costs
• Additional equipment and services available from VIPER
FE will review the information provided by NCSHP, prepare an email requesting clarification
and/or additional information, and incorporate the information in our analysis.
2.2 Task 2 — Conduct VIPER Expansion Analysis
FE's VIPER expansion analysis will investigate the technical, financial, and programmatic
attributes that the County must understand to make an informed decision on migrating from their
existing radio communications systems to a replacement solution.
Leveraging the results and framework of the analyses that FE provided in the Countywide Radio
Communications Needs Assessment and Alternatives Report, we will develop an addendum to
the Report addressing the VIPER expansion attributes that the following subsections define.
2.2.1 Task 2.1 — VIPER Expansion Radio Frequency Analysis
FE will review the VIPER radio frequency licenses for the County's geographic area to verify
sufficient availability along with determining the viability of their use by County public safety and
public service agencies. We will develop a matrix identifying the radio frequency licenses
available for use by County agencies who may migrate to an expanded VIPER system.
2.2.2 Task 2.2— VIPER Expansion Radio Coverage Analysis
FE will perform radio coverage analysis for expanding VIPER's land mobile radio (LMR)
coverage within the County's geographic area and Project 25 (P25) paging/alerting coverage.
FE's VIPER system LMR coverage analysis will result in the following three coverage prediction
maps, enabling the County to compare existing and expanded system coverage levels:
• Existing VIPER nine-site mobile and portable on-street coverage and in-building portable
coverage
• Expanded VIPER 700/800 MHz P25 Phase 1 mobile and portable on-street coverage
and in-building portable coverage
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• Expanded VIPER 700/800 MHz P25 Phase 2 mobile and portable on-street coverage
and in-building portable coverage
Complementing the VIPER system LMR coverage prediction maps, FE's two P25
paging/alerting maps will show the differences in coverage between implementing a potential
P25 paging/alerting system using the existing nine VIPER sites and from an expanded VIPER
system using additional sites.
The County's existing VHF High Band LMR and paging/alerting systems, primarily used by fire
service agencies, are an integral part of emergency communications within the County and their
use will continue for the foreseeable future. FE will develop the following four radio coverage
prediction maps comparing existing and expanded VHF High Band LMR and paging/alerting
coverage:
• Existing VHF High Band on-street and in-building LMR coverage
• Expanded VHF High Band on-street and in-building LMR coverage from an expanded
VIPER system using additional sites
• Existing two-site analog VHF High Band on-street and in-building paging/alerting radio
coverage
• Expanded VHF High Band on-street and in-building paging/alerting radio coverage from
an expanded VIPER system using additional sites
2.2.3 Task 2.3— VIPER Expansion Capacity Analysis
FE will perform VIPER expansion capacity analysis to estimate the number of radio frequency
channels needed to provide public safety grade of service using both P25 Phases 1 and 2
formats, given that VIPER operates using P25 Phase 1.
2.2.4 Task 2.4— VIPER Expansion System Features Analysis
FE will research the ability of the VIPER system to provide system features including encryption,
over-the-air-rekeying (OTAR), over-the-air-programming (OTAP), and location services.
Inclusive of FEs research, we will evaluate the degree to which the County is able to locally
manage VIPER system features and channels/talkgroups. FE will also determine whether the
County's existing Motorola Solutions MCC7500 IP Dispatch Consoles will support VIPER
feature enhancements.
2.2.5 Task 2.5— VIPER Expansion Backhaul Analysis
FE will review the County's options to provide backhaul connectivity for an expanded VIPER
system, including the use of microwave radio and leveraging the existing Microelectronic Center
of North Carolina's (MCNC) North Carolina Research and Education Network (NCREN). FEs
research will identify where NCREN has optical fiber points-of-presence (POPs) geographically
located that may potentially be leveraged to expand the VIPER system for the County's day-to-
day use.
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2.2.6 Task 2.6- VIPER Expansion Migration Plan and Budgetary Cost Analysis
Expanding VIPER for use by additional County agencies to improve radio coverage and the
potential implementation of an expanded or upgraded paging/alerting system requires the
development of a high-level agency migration plan considering the timelines, dependencies,
infrastructure and subscriber equipment costs. FE will develop a high-level migration plan and
budgetary cost estimate to expand VIPER for day-to-day use by the County. Our budgetary cost
estimate will consider the following factors:
• Expanded VIPER infrastructure, subscriber, and interface costs
• Expanded VIPER P25 Phases 1 and 2 configurations
• New 700/800 MHz P25 paging/alerting system using the VIPER system sites
• Expanded VHF High Band LMR and paging/alerting system
NCSHP outlined two models that the County could use to procure infrastructure equipment for
an expanded VIPER system. FE will compare the estimated cost for the County to purchase,
retain, and maintain the expanded VIPER system infrastructure equipment with the estimated
cost for the County to purchase the equipment and transfer of ownership of the equipment to
the NCSHP/State of North Carolina, who would assume maintenance responsibilities.
2.3 Task 3 — Develop VIPER Expansion Analysis Addendum
FE will include the results of our analysis in Tasks 1 and 2 within the VIPER Expansion Analysis
Addendum to the Countywide Radio Communications Needs Assessment and Alternatives
Report and deliver it to the County for review. We will then finalize the addendum based on the
County's review and issue a final version.
2.4 Task 4 — Present VIPER Expansion Analysis Addendum
FE will prepare a Microsoft® PowerPoint presentation highlighting key findings from our analysis
and present them to the County during an onsite meeting.
2.5 Optional Tasks
Should the County desire, FE can perform the following optional tasks on a time and materials
or fixed-price basis:
• Prepare and provide the radio coverage prediction modeling parameters including the
radio communications site, transmit and receive antenna, and loss data used to develop
the coverage maps
• Using different sites and/or site counts and different coverage layers, perform additional
radio coverage prediction analysis to create maps other than those identified in Task 2.2
• Prepare and present the VIPER Expansion Analysis Addendum to the BOCC
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3. ESTIMATED SCHEDULE
Upon executing this Amendment, the County's Project Manager and FE's Project Manager will
mutually agree on a schedule for tasks to be performed.
4. STAFFING/ORGANIZATION
Mr. Clifton Brown, FEs Orange County Project Manager, will lead the project with subject
matter expert (SME) support from other FE staff as necessary.
5. ESTIMATED COST
FE will conduct the Tasks in Section 2 on a time and materials basis in accordance with the
Contract hourly rates. Amendment 3 initially authorizes a maximum of$31,900 which includes
labor, travel, and other direct costs as Table 1 details.
Table 1 — Estimated Cost
Task Number Task Name Estimated Cost
1 Collect Existing VIPER System Data $2,045
2 Conduct VIPER Expansion Analysis $19,975
3 Develop VIPER Expansion Analysis Addendum $7,390
4 Present VIPER Expansion Analysis Addendum $2,490
TOTAL COST ESTIMATE $31,900
5.1 Invoicing
Monthly invoices will detail FE's Project Team personnel working on the tasks authorized in this
Amendment and the number of hours charged as well as details regarding travel and other
direct costs. FE's Project Manager will notify the County should additional funding be required to
complete the approved tasks. The authorized funding will be increased by a written modification
to this task duly executed by both the County and FE.
6. BASIS FOR OUR SCOPE OF WORK
1. Federal Engineering, Inc., shall perform the tasks as provided in Section 2 (excluding
any optional or additional tasks). Any addition, modification or deletion of a task or
significant change in scope of one or more tasks may affect the overall price.
2. The County and its constituents shall provide the information necessary for FE to
perform the tasks in Section 2, including the VIPER system information. If the County or
its constituents are unable to provide one or more pieces of required information, FE will
notify the County's Project Manager of the issue and will work with the County to
develop an additional statement of work to be performed on a time and materials basis
in accordance with the Contract hourly rates or on a fixed-price basis to collect the
information.
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3. The data collected and information analyzed by FE to develop the Countywide Radio
Communications Needs Assessment and Alternatives Report delivered in final version to
the County on March 6, 2017 will be used to perform this analysis. Should FE discover
that the data and information requires updating, FE will notify the County's Project
Manager of the issue and will work with the County to develop an additional statement of
work to be performed in accordance with the Contract hourly rates or on a fixed-price
basis to collect the information.
4. The following site configurations shall be used for the radio coverage prediction maps
that Task 2.2 defines:
a. FE's 700/800 MHz P25 Phase 1 paging/alerting system coverage prediction map
for the existing VIPER system will use the same nine sites currently in operation
by the County
b. FE's 700/800 MHz P25 Phase 1 and 2 paging/alerting system coverage
prediction maps for the expanded VIPER system will use the same radio
communications sites modeled for the expanded LMR system
As specified in Section 2.5, Optional Tasks, FE can also perform radio coverage
prediction studies using different site configurations and site counts along with depicting
other coverage layers for the County for an additional fee on a fixed-price basis.
5. FE's Project Manager will present the VIPER Expansion Analysis Addendum to the
County during a meeting scheduled on a single business day. At the County's request
and if necessary, FE can provide additional presentation and meeting support in
accordance with the Contract hourly rates or on a fixed-price basis as mutually agreed to
in an additional Amendment by the County and FE.
6. FE's ability to fulfill these tasks depends, in part, on the willingness and ability of the
County, the County's participants, equipment vendors, service providers, third parties,
and others to provide information in a timely manner, and upon the accuracy of the
information as supplied. The accuracy of input data, whether provided in electronic or
hard copy form, and the recommendations, actions, system designs, software, and
license filings resulting therefrom cannot, therefore, be warranted by FE nor can the
performance, suitability, or reliability of said systems be warranted by FE. FE accepts no
responsibility or liability to any third party in respect to any information or related content
delivered by FE. This information is subjective in certain respects, and, thus, susceptible
to multiple interpretations and may be in need of periodic revisions based on actual
experience and subsequent developments.
7. This proposal is based upon a start date on or before October 16, 2017. Upon receiving
notice to proceed, FE will develop a mutually agreeable schedule with the County. Delays
to the project schedule due to actions or lack of actions on the part of the County, the
County's participants, third parties, and others including, but not limited to vendor
protests, protracted contract negotiations, vendor delays that impact the program
schedule and/or costs to the County will be brought to the attention of the County's
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project manager in a timely manner, and will be reduced to writing via a mutually agreed-
upon contract amendment.
8. Amendment 3 assumes that the County's Project Manager will schedule meetings and
teleconferences, provide meeting and teleconferencing facilities, notify attendees, and
arrange for onsite meetings and inspections.
9. FE will provide draft and final deliverables electronically to the County.
10. Any additional task will be authorized by written agreement signed by both Parties. Such
tasking will be performed on a time and materials basis in accordance with the Cost
Proposal Section of the County's Contract with FE.
Submitted by FE: Authorization to begin work:
Orange County, North Carolina
(Signature) (Signature)
John E. Murray, Executive Vice President Bonnie Hammersley, County Manager
(Printed name and title) (Printed name and title)
(Date) (Date)
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