HomeMy WebLinkAboutAgenda - 04-20-2004-5eORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: April 20, 2004
Action Agenda
Item No. ~ - E'.-
SUBJECT: Emergency Communications Study -Change Order
DEPARTMENT: Emergency Management
ATTACHMENT(S):
Communication Study Phase 2A
Change Order
PUBLIC HEARING: (Y/N) No
INFORMATION CONTACT:
Gwen Snowden, ext 3030
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To request a change order to Phase 2A of the Communications Study allowing
additional requested services which impact the Study,
BACKGROUND: The County s Communication Systems are based on outdated technology
and have been causing increased problems in repair and maintenance, Emergency
Management has been adopting changes to keep the systems operational Many of the public
safety agencies that rely on the County s communications system are interested in using newer
technology in their vehicles, some of which technology is not compatible with the current
equipment in the Communication Center. The needed enhancements far the Communication
Systems have been addressed with the County Manager during the past two budget cycles, and
funding was approved by the County Commissioners in the FY02-03 and FY03-04 budgets for a
three-phased emergency communications study being conducted by CTA Communications, Inc,
The Phase 1 report included recommendations for short-term solutions to problems as well as
identified what long-term thing that could be done to improve the system. The Phase 1 Report
was presented on April 2, 2003 to the BOCC, Phase 2A of the study included interviewing
representatives of public safety and other response agencies in the County to determine the
communication functions and capabilities they see as important in the future, The results of
Phase 2A of the report were recently presented to agency representatives, who then requested
that CTA look at VIPER (Voice Interoperability for Emergency Responders) as the possible
long-term solution.
The group feels that VIPER is a better solution that will save millions of dollars upfront, plus
give the County statewide interoperability, The VIPER system is a part of the State's 800 MHz
backbone. After the group met with State Highway Patrol, CTA, and key stakeholders in the
County, County staff asked CTA to propose a change order. CTA will include in the Long Term
Report, an analysis of the alternative of contracting with the State of North Carolina to join their
Statewide 800 MHz Radio Trunking Network "VIPER" as apposed to the County of Orange
purchasing a separate, County owned 800 MHz Radio Trunking System, CTA will also provide
a "white paper" on funding options to be used by the various jurisdictions to present a common
goal for grants and funding assistance.
FINANCIAL IMPACT: The additional cost will be $20,003 for the Phase 2A addition of VIPER
analysis and White Paper on funding. If Orange County ultimately decides to narrow its focus
to the VIPER system, the cast of this change order will be more than offset by a reduction in the
anticipated cost of the remainder of the CTA study from $130,000 to something in the range of
$45,000 to $50,000. The cost of this change order will be supported by funds already
appropriated for FY 2003-04 through County general funds and by $15,000 in Homeland
Security grant funds received this year by the County. Funding for the final phase of the CTA
study will be proposed in the Manager's Recommended 2004-05 operating budget,
RECOMMENDATION(S): The Manager recommends that the Board accept the change order
to the Communications Study Phase 2A and authorize the Manager or his designee(s) to
execute all relevant documents associated with the change order,
Orange County, NC
Change Order #Z -Addition of Viper to Study
19 Februa~2004
To: Craig Blackwood
Orange County, NC
Subject: Request for Authorization for Additional Services, and Change Order #2 to
Phase 2A of Orange County Contract Dated 1 December 2001
Commission # 20045A
CTA Communications requests an Authorization for Additional Services for additional work
for the following purposes:
A. Adding an analysis of North Cazolina Viper system to Long Term Report.
B. Providing a Funding White Paper.
1,0 General Requirements:
A. CTA will include in the Long Term Report, an analysis of the alternative of
contracting with the State of North Carolina to join their Statewide 800 MHz
Radio Trunking Network "Viper" as opposed to the County of Orange purchasing
a County owned 800 MHz Radio Trunking system.
B. CTA will provide a White Paper on funding options to be used by the various
Jurisdictions to present a common goal for Grants and funding assistance.
2,0 Additional Conditions with regazd to Change Order #2:
A. The analysis would include a technical description of the "Viper" system and how
it would be built out to service the County, an analysis of the coverage and
capacity of the Viper system, and the costs associated with joining the Network.
It would include a comparison of the costs, both short term and long term,
between the private solution and the Viper solution, It will include pros and cons
of each solution in terms of Functionality, coverage, capacity, and reliability. It
will also show potential migration paths to Viper and the private solution as
funding becomes available.
B. The White Paper will be drafted based upon inputs from the County and
considering our recommended migration paths, A braft will be sent to the County
for' review. Up to 12 copies of the Final will be supplied to the County.
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COMMLINICAilONS
Orange County, NC
Chaff Order #2 -Addition of Viper to Std __ _ _- 19 FeUruary 2004
3,0 Fees associated with All Existing Change Orders
Reference Section D of the basic contract with the following revisions:
Original Phase 2A Contract Amount: $.36,890
A. Change Order #I -Escalation, Approved 15 October 2003:
Escalation to 2003 Rates $4,040
Revised Contract Amount: $40,930
B. Change Order #2A:
Addition of Viper Analysis to Report $11,862
Revised Contract Amount: $52,792
C. Change Order #2B:
White Paper on Funding $8,141
Revised Contract Amount: $60,933
TOTAL REQUEST: $20,003
4.0 Anticipated schedule for the Authorization for Additional 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.
This Change Order addition will add two weeks to the projected completion date for
Phase 2A of the Contract,
4
,mil Scope of Work
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COMMUNICATIONS
Orange County, NC
_Change Order #2 -Addition of Viper to Study_ _ __ ____ ___ _ _ __ __ __ _ 19 Februar 2y 004
5.0 Current Billing Rates
This is an amendment to the basic contract, and reflects CTA's current billing rates and
labor categories.
AUTHORIZED SIGNATURES:
NAME
TITLE
DATE
Nichola_~ond l~
Vice President
TITLE
2~19~ DLI
DATE
M:\FILES\20045 Orange\proposal\Chnnge Order 1.2 - V[PER and V/hite Paper on f unding.doc
Scope of Work
Page 3 of 3
COMMUNICATIONS