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HomeMy WebLinkAbout2018-263-E Emergency Svc - Federal EngineeringDocuSign Envelope ID: 2E2609DA- 01E2- 479B- 9C15- 90AAE85E5878 Federal Engineering° STATEMENT OF WORK (SOW) Issued: March 23, 2018 Revised: May 24, 2018 Federal Engineering, Inc. 10600 Arrowhead Drive Fairfax, VA 22030 703 - 359 -8200 ATTACHMENT TO CONSULTING SERVICES AGREEMENT Dated: OCTOBER 4, 2016 Amendment #1: April 25, 2017 Amendment #2: June 26, 2017 Amendment #3: September 6, 2017 AMENDMENT 4 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) DETAILED EXPANSION ALTERNATIVE 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 desired 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. FE presented the results of the analysis within the Expanded VIPER Analysis Addendum, delivered to the County on February 9, 2018. Page 1 of 7 DocuSign Envelope ID: 2E2609DA- 01E2- 479B- 9C15- 90AAE85E5878 Following the County's review of this Report and subsequent discussion, FE is requested to collect additional data for the potential expansion of the VIPER system, expanding the VHF radio system conceptual design, and development of a detailed comparison of estimated capital, operating, and 10 -year total cost of ownership costs between the VIPER expansion and shared radio system alternatives. 2. TASKS TO BE PERFORMED In completing the County's request, FE will perform the following tasks. 2.1 Task 1 — Identify and Collect Additional VIPER Capacity Data To estimate the number of radio channels needed in the VIPER expansion system while meeting public safety grade -of- service, FE will need to collect additional data to refine the existing capacity analysis. FE will work with VIPER system administrators via email to obtain the capacity data. If necessary, we will coordinate a teleconference with them to review and clarify the data. 2.2 Task 2 — Perform VIPER Expansion Capacity Analysis FE will perform a VIPER expansion capacity analysis to estimate the minimum number of simulcast radio channels needed to support current and future traffic. Additionally, FE will coordinate with the County to identify and collect information pertaining to other agencies that may migrate to the VIPER expansion system. Information FE expects to collect includes subscriber or user equipment inventories and other agency- specific usage data to include in the revised capacity analysis. Resulting from this analysis will be an estimated number of radio channels for each simulcast site, reuse between sites, and the requirement for additional channels, if necessary. 2.3 Task 3 — Develop Equipment List for 700/800 MHz VIPER Expansion FE will use the previously developed shared - system alternative (i.e., system sharing with Durham County) site equipment quantities and locations as a starting point for the VIPER expansion analysis. This will enable the County to compare the equipment necessary to provide the predicted radio coverage for the VIPER expansion and shared system alternatives. Based on the previous shared - system alternative analysis and through additional discussions with VIPER administrators and the VIPER system vendor, Motorola Solutions, Inc., FE will revise the estimated equipment list for the VIPER expansion system. Accompanying the equipment list, FE will identify the services likely required to implement the system, including civil engineering, site acquisition, and regulatory compliance. 2.4 Task 4 — Develop Equipment List for VHF System FE will use the previous 10 -site VHF conceptual system design to develop an estimated equipment list for an 8- channel simulcast VHF system to accompany the 700/800 MHz VIPER expansion simulcast system. Page 2of7 DocuSign Envelope ID: 2E2609DA -01 E2- 479B- 9C15- 90AAE85E5878 2.5 Task 5 — Develop Budgetary Cost Estimates Based on the equipment lists and services identified in Tasks 3 and 4 and using the results from the previous 700/800 MHz shared system and VHF alternatives, FE will develop budgetary cost estimates for the 700/800 MHz VIPER expansion simulcast system and the VHF simulcast overlay system. Estimated costs will include capital, operating, and ongoing maintenance and system upgrades. Per the County's preference, the basis of our budgetary cost estimates assumes the initial purchase of the equipment and subsequent transfer of the assets to the State for ongoing maintenance responsibility. 2.6 Task 6 — Develop Report and Review with County FE will prepare and deliver the VIPER and VHF Expansion System Alternatives Analysis Report to the County and review the draft Report with the County via teleconference. Following the review teleconference, FE will deliver a final version of the Report to the County. The Report will include separate sections that describe the simulcast 700/800 MHz VIPER expansion system and VHF simulcast overlay systems, including: • Predicted radio coverage. FE developed the following radio coverage predication maps and included in the previous reports. For comparison purposes, we will include the following maps again in this Report: • Existing 9 -site VIPER countywide coverage showing round -trip mobile, portable on- street, and portable in- building • Existing 2 -site VHF paging coverage • New 700/800 MHz VIPER simulcast expansion system, showing round trip mobile, portable on- street, and portable in- building • New 700/800 MHz VIPER Chapel Hill / Carrboro area simulcast expansion system, showing round trip mobile, portable on- street, and portable in- building • Previous 700/800 MHz P25 paging from the existing 9 -site VIPER system, showing paging on- street, and in- building • New 700/800 MHz P25 paging from the VIPER simulcast expansion system, showing paging on- street, and in- building • New VHF simulcast countywide coverage showing round -trip mobile, portable on- street, and portable in- building • New VHF simulcast countywide paging coverage showing paging on- street, and in- building • Capacity study results with the estimated number of total channels needed, reuse of existing channels, and new channels needed for the 700/800 MHz simulcast VIPER expansion system • System resiliency and how the overall system availability will be improved for both the 700/800 MHz VIPER expansion simulcast system and VHF simulcast overlay system • Backhaul /transport design description • Equipment/system warranty and maintenance, ongoing maintenance, and system upgrades for a 10 -year period Page 3 of 7 DocuSign Envelope ID: 2E2609DA- 01E2- 479B- 9C15- 90AAE85E5878 Estimated costs for the 700/800 MHz VIPER expansion simulcast and VHF simulcast overlay system Cost comparisons between the VIPER expansion and shared - system alternative, focusing on total cost of ownership for a 10 -year period and the assumptions used for each • A list of potential next steps for the project 2.7 Task 7 — Develop and Conduct Presentation (OPTIONAL) Optionally, FE will prepare a Microsoft° PowerPoint presentation highlighting key findings from our analysis and present them to the County during an onsite meeting. 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, FE's 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 hourly rates in below Schedule A. This Amendment initially authorizes a maximum of $57,896 which includes labor and travel costs as Table 1 details. Should additional funding be required to complete the required tasks, a mutually agreeable SOW amendment will be executed. Table 1 — Estimated Cost Task Number 1 Task Name Identify and Collect Additional VIPER Capacity Data Estimated Cost $5,182 2 Perform VIPER Expansion Capacity Analysis $6,249 3 Develop Equipment List for 700/800 MHz Expanded VIPER System $5,146 4 Develop Equipment List for VHF System $1,988 5 Develop Budgetary Cost Estimates $8,266 6 Develop Report and Review with County $24,171 7 Develop and Conduct Presentation (OPTIONAL) TOTAL • $6,894 •9. 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 other direct Page 4 of 7 DocuSign Envelope ID: 2E2609DA -01 E2- 479B- 9C15- 90AAE85E5878 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 FE professionals will be directed by the County's Project Manager or their designee according to the assignments to be performed. The scheduling of FE resources will be mutually agreed upon based upon the needs of the County and the availability of the specific FE consultants. 2. FE reserves the right to assign /reassign work efforts and associated costs across tasks and between our professional staff members in order to meet our contractual obligations to the City. 3. This amendment assumes FE will perform tasks called out in Section 2 (excluding any optional tasks or services). The deletion of a task or significant change in scope of one or more tasks may affect the overall price. Optional tasks can be priced at the County's request and added to this amendment via a mutually agreeable contract modification. 4. Any optional or additional tasking will be authorized by mutual agreement of the County and FE. Such tasking will be performed on a time and materials basis in accordance with the rates in Schedule A or on a fixed price basis as mutually agreed to in an additional task order by the County and FE. 5. 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, or if FE discovers that the data and information require updating, FE will notify the County's Project Manager of the issue. FE will then work with the County to develop an additional statement of work to collect this information to be performed on a time and materials basis in accordance with the Schedule A hourly rates or on a fixed -price basis. 6. Section 2.6 defines the radio coverage prediction maps that FE will present. In accordance with the County's instructions, FE will use previous conceptual system alternative designs and radio coverage prediction maps. This SOW does not include the development of new radio coverage prediction maps. Should the County desire FE to perform radio coverage prediction studies using different site configurations and site counts along with depicting other coverage layers, a mutually agreeable amendment to this SOW will be generated. 7. 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 Page 5 of 7 DocuSign Envelope ID: 2E2609DA -01 E2- 479B- 9C15- 90AAE85E5878 performance, suitability, or reliability of said systems be warranted by FE. FE accepts no responsibility or liability to any third party in respect to any information or related content delivered by FE. This information is subjective in certain respects, and, thus, susceptible to multiple interpretations and may need periodic revisions based on actual experience and subsequent developments. 8. This proposal is based upon a start date on or before June 4, 2018. 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 project manager in a timely manner, and will be reduced to writing via a mutually agreed - upon contract amendment. 9. This Amendment 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. 10. FE will provide draft and final deliverables electronically to the County. Submitted by FE: Si nature) John E. Murray Executive Vice President (Printed name and title) May 24, 2018 (Date) Authorization to begin work by Orange County, North Carolina: DocuSigned by: f jbl�dn,lt, �%tiMw�W'S�t,� (Signature) Bonnie Hammersley County Manager (Printed name and title) (Date) Page 6 of 7 6/29/2018 DocuSign Envelope ID: 2E2609DA -01 E2- 479B- 9C15- 90AAE85E5878 Schedule A Effective January 1, 2018 through December 31, 2018 Principal $ 330.00 per hour Vice President $ 298.00 per hour Assistant Vice President $ 265.00 per hour Director /Chief Consultant $ 233.00 per hour Senior Consultant $ 195.00 per hour Consultant $ 168.00 per hour Senior Analyst $ 140.00 per hour Analyst $ 103.00 per hour Administrative / Computer Services $ 71.00 per hour TERMS AND CONDITIONS 1. Labor rates do not include state or local taxes. 2. Travel and meals on a per diem basis will be invoiced at actual cost plus 20 percent to account for general and administrative costs. 3. Hours expended for travel in support of any time and materials task orders are billable hours. 4. Invoices will be rendered monthly. All invoices are due and payable 30 days from issuance. Late balances are subject to a finance charge of 1.5 percent per month (or fraction thereof). This document is proprietary to Federal Engineering, Inc. and shall not be disclosed to third parties without prior written permission from Federal Engineering, Inc. Page 7 of 7 DocuSign Envelope ID: 2E2609DA -01 E2- 479B- 9C15- 90AAE85E5878 FEDEENG -01 CWHOOLERY ACORO" CERTIFICATE OF LIABILITY INSURANCE DATE(MMIDDIYYYY) 06/25/2018 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 have ADDITIONAL INSURED provisions or 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 CONTACT Certificate Department NAME: PHONE FAX (A /C, No, Ext): (703) 667 -5940 (A /C, No): (703) 991 -4838 Preferred Insurance Services, Inc 4035 Ridge Top Road, Suite 150 Fairfax, VA 22030 ADDRESS: certs @preferins.com INSURERS AFFORDING COVERAGE NAIC # INSURER A: National Fire Insurance Company of Hartford 20478 INSURED INSURER B: The Continental Insurance Company of New Jersey 42625 INSURER C: Continental Casualty Company 20443 Federal Engineering, Inc. INSURER D: Continental Insurance Company 35289 10600 Arrowhead Drive #160 Fairfax, VA 22030 INSURER E: National Fire Insurance Company 41068 INSURER F: MED EXP (Any one person) COVERAGES CERTIFICATE NUMBER: 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 LTR TYPE OF INSURANCE ADDL INSD SUBR WVD POLICY NUMBER POLICY EFF MM /DD YYYY POLICY EXP MM DD YYYY LIMITS A X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1'000'000 CLAIMS -MADE X OCCUR X 6012243370 07/01/2018 07/01/2019 DAMAGE TO RENTED PREMISES Ea occurrence 500,000 $ MED EXP (Any one person) $ 10,000 PERSONAL & ADV INJURY $ 1'000'000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2'000'000 POLICY El PRO- LX LOC PRODUCTS - COMP /OP AGG $ 2,000,000 $ OTHER: B AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT Ea accident 1,000,000 $ X BODILY INJURY Per person) $ ANY AUTO 6012197507 07/01/2018 07101/2019 OWNED SCHEDULED AUTOS ONLY AUTOS BODILY INJURY Per accident $ X PROPERTY DAMAGE Per accident $ HIRED X NON -OWNED AUTOS ONLY AUTOS ONLY C X UMBRELLA LIAB X OCCUR EACH OCCURRENCE $ 3'000'000 AGGREGATE $ 3'000'000 EXCESS LIAB CLAIMS -MADE X X 6012243529 07/01/2018 07/01/2019 DED X RETENTION $ 10,000 $ D WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOR /PARTN CUTIVE OFFICER /MEMBER EXCLUDED? (Mandatory in NH) N / A X 6049743312 07/01/2018 07/01/2019 X PER OTH- STATUTE ER E.L. EACH ACCIDENT 1,000,000 $ E.L. DISEASE - EA EMPLOYEE $ 1'000'000 If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT 1,000,000 $ E Technology E &O 6012243370 07/01/2018 07/01/2019 Each Claim /Aggregate 4,000,000 E Technology E &O 6012243370 07/01/2018 07/01/2019 Deductible 25,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Re: Orange County, 200 South Cameron Street, PO Box 8181, Hillsborough, NC 27278 its officers, official agents and employees are Additional Insured with respect to General Liability regarding all work performed by the named insured. Waiver of Subrogation in favor of Additional Insureds applies to Workers' Compensation. Umbrella Liability Follows form. 30 Days Cancellation. CERTIFICATE HOLDER CANCELLATION ACORD 25 (2016/03) ©1988 -2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE Orange Count Emergency Services 9 Y 9 Y THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. Attn: Dinah L. Jeffries, Director 510 Meadowlands Drive AUTHORIZED REPRESENTATIVE Hillsborough, NC 27278 1- ` 4,__ ACORD 25 (2016/03) ©1988 -2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD DocuSign Envelope ID: 2E2609DA- 01E2- 479B- 9C15- 90AAE85E5878 wme Wt., AGENCY 3referred Insurance Services, Inc POLICY NUMBER SEE PAGE 1 CARRIER SEE PAGE 1 ADDITIONAL REMARKS AGENCY CUSTOMER ID: FEDEENG -01 CWHOOLERY LOC #: 1 ADDITIONAL REMARKS SCHEDULE Page 1 of 1 NAMED INSURED Federal Engineering, Inc. 10600 Arrowhead Drive #160 Fairfax, VA 22030 Fairfax NAIC CODE SEE P 1 EFFECTIVE DATE: THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER: ACORD 25 FORM TITLE: Certificate of Liability Insurance Coverages Workers Compensation policy 6012243496 effective 7/1/18 - 7/1/19 for the State of CA with limits of $1 ,000,000/$1,000,000 /$1,000,000. ACORD 101 (2008/01) © 2008 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD