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Home My WebLink AboutAgenda - 06-07-2005-5kkORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 7, 2005 Action A en~ Item No. SUBJECT: Change Order for Additional Services for Emergency Communications Study DEPARTMENT: Emergency Management PUBLIC HEARING: (Y/N) No ATTACHMENT(S): INFORMATION CONTACT: Change Order # 4- Optional Services Jack Ball, ext 3030 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider approval of an Additional Services Change Order for the Emergency Communications Study to provide radio coverage and programming analysis and technical assistance. BACKGROUND: Several years ago, the Board of Commissioners approved funding to initiate an evaluation of the County s emergency communications infrastructure. The Board approved an agreement with CTA Communications, Inc,, an engineering consulting firm, to conduct a needs assessment of the County's communication systems, which are based on outdated technology and have been causing increased problems in repair and maintenance. Necessary enhancements have been studied by GTA Communications, Inc, as part of a multi- phased study since the approval of Phase 1 during FY 2001-02, The consultant determined that the necessary technology changes would be best approached through utilizing the partnership system developed by the State of North Catalina known as the Voice Interoperability Plan for Emergency Responders (VIPER), Additionally, the County was awarded grant funding towards procuring 800 MHz infrastructure on the VIPER system, resulting in two towers that will be established within Orange County. Other contiguous counties are establishing infrastructure as well, which will provide overlapping coverage far emergency responders in Orange County, Other grant funding will allow the purchase of portable radios far emergency responders' use on the VIPER system, On April 12`h, 2005, the Board approved the acceptance of the 2004 Law Enforcement Terrorism Prevention Program grant in the amount of $54,000 for propagation analysis and fleet mapping, Staff recommends that funding from that grant be rased for a change order to existing contracts with CTA under which CTA will provide staff with templates for programming radios and provide better understanding of the current and future radio reception from the two towers. It is staffs understanding that the combination of the Orange County towers and those in adjacent counties will provide enough coverage to preclude the need to establish any further towers in the County, thus minimizing the potential cost of the emergency communications system. However, a confirmation of the radio coverage of the present and future towers, called a propagation analysis, is necessary in order to plan appropriately for later stages of the project, Additionally, the new 800 MHz trunked system is configured differently than the existing conventional system in that multiple agencies will have the ability to communicate with one another, utilizing a single portable or mobile radio. A process known as fleet mapping must be accomplished before any radios are distributed to ensure that all responders' radios are programmed appropriately to take advantage of all available features of the radio system, Once complete, volunteer fire departments, municipal fire departments, all law enforcement agencies, and Orange County Emergency Medical Services will be able to communicate with one another. The fleet mapping process is very time consuming and requires a high level of technical expertise in order to be completed effectively, During the fleet mapping process, a task force will be created with all stakeholders invited to participate to ensure that all interests are represented. As explained in the attached proposal, CTA Communications, Inc. will provide the radio coverage verification, listed as Option 1 and 2, to the County at a flat rate totaling $18,658, Both Options are necessary to best measure the amount of radio coverage that will be provided by existing and already funded future towers. The fleet mapping assistance, listed as Option 3, will be provided at a time and materials charge with a not to exceed amount of $24,290, All of these costs will be reimbursed through the 2004 l..aw Enforcement Terrorism Prevention Program grant, FINANCIAL IMPACT: The entire costs of these services are covered by part of the $54,000 2004 Law Enforcement Terrorism Prevention Program grant, There is no County match required in the use of the grant funds in this manner. Also, the grant does not require the County in any way to expend further funding towards this project. The County will file for reimbursement from the State pursuant to terms of the grant, RECOMMENDATION(S): The Manager recommends that the Board Accept the Change Order Request for Additional Services subject to final review by staff and the County Attorney; Authorize the Purchasing Director to execute paperwork as may be appropriate Direct staff to file for reimbursement pursuant to terms of the grant, Orange County, NC Change Order #4 - Optional Services To: Craig Blackwood Orange County Emergency Management Orange County, NC Subject: Request for Optional Services, Commission # 20045 CTA Communications requests an Authorization for Additional Services for support services for the following purposes: Provide optional support services for coverage verification of two existing VIPER sites, coverage analysis for two additional sites and for assistance in the development of fleet mapping to enable Orange County's partnership in the North Carolina Voice Interoperability Project for Emergency Responders (VIPER) system. 1.0 General Requirements: Detailed Scope of Work for each task is provided in the attached document Orange PM Scope 2004v 1_2,doc dated 4/]5/2005. A. OPTION 1 -COVERAGE TESTING AND VERIFICATIOIN CTA will provide services as described in the scope of work attached. B. OPTION 2 -COVERAGE ANALYSIS (TWO ADDITIONAL SITES) CTA will provide services as described in the scope of work attached. C, FLEET MAPPING ASSISTANCE CTA will provide services as described in the scope of work attached. ^ ~' Change Order r~ Page t of 4 ~`'~„ COMMUNICATIONS Orange County, NC Change Order #4 (Rev. l.0) -Optional Support Services ] 6 May 2005 ~~ 2.0 Additional Conditions with regard to Change Order #4: Below are the estimated fees for optional services as described in the attached Scope of Work Orange PM Scope 2005v 1_O.doc dated 4/15/2005: OPTION 1 -COVERAGE TESTING AND VERIFICATIOIN The fixed fees for this Option are $13,584. OPTION 2 -COVERAGE ANALYSIS (TWO ADDITIONAL SITES) The fixed Fees for this Option are $5,074. OPTION 3 -FLEET MAPPING ASSISTANCE This Option is for time and material with aNot-to-Exceed of $24,290. 3.0 Anticipated schedule for the Authorization for Revision of Services: In keeping with the project schedule and working in good faith, CTA would appreciate approval for this Authorization for Additional Services as soon as possible to maintain the project plan. CTA anticipates the work under the attached Scope of Work to extend for 17 months. The anticipated schedule is dependent upon factors outside of'our control such as available funding for the VIPER Project implementation and NC State Highway Patrol's infrastructure required to support Orange County.. Change Order Page 2 of 4 COMMtJIVICATIpP15 Orange County, NC This is an amendment to the basic contract, and reflects CTA's current billing rates and labor categories. Project Executive $178.50/hour Project Manager $157.00/hour Senior Communications Engineer $145.00/hour Senior Operations Specialist $1.31.00/hour Senior Communications Specialist $112,50/hour Staff Communications Engineer $103.50/hour Operations Specialist $100,00/lrour Communications Specialist $91.00/hour Technical Writer/Production Coordinator $7.3,00/hour Drafting $62,00/hour Clerical $53..00/hour Expert Witness $.365.00/hour Travel and Living expenses and other direct expenses will be invoiced for actual expenses times a factor of 1.20, For services rendered after December .31, 2005 an escalation of S% per year will apply. f"' Change Order r~ Pnge 3 of 4 ~1~ COMMUNICATIONS 4.0 Current Billing Rates Orange County, NC Chance Order #4 (Rev. 1.01- AUTHORIZED SIGNATURES: NAME TITLE Cheryl S. Giggetts, MBA Vice President & Chief Operating Officer TITLE DATE DATE M:\FIL[S\20045 Orange\proposat\Change Order t!4 -Optional Services 2005 12cv. 1 0 doe Change Order Page 4 of 4 COMMt1NICATIONS