HomeMy WebLinkAbout2019-06-11; City Council; ; A two-year agreement for consulting services with DELTAWRX, LLC in an amount not to exceed $325,182 to aid the city in acquiring a new Public Safety Computer Aided DispatCA Review fAJ{..,
~ CITY COUNC IL
~ Staff Report
Meeting Date:
To:
From:
Staff Contact:
Subject:
6/11/19
Mayor and City Council
Scott Chadwick, City Manager
Cindy Anderson
cindy.anderson@carlsbadca.gov or 760-931-2170
A two-year agreement for consulting services with DELTAWRX, LLC in an
amount not to exceed $325,182 to aid the city in acquiring a new Public
Safety Computer Aided Dispatch (CAD) system.
Recommended Action
Adopt a Resolution approving a two-year agreement for consulting services with DELTAWRX, LLC
in an amount not to exceed $325,182 to aid the city in acquiring a new Public Safety Computer
Aided Dispatch (CAD) system.
Executive Summary
The Police Department is seeking to purchase a new CAD system, as the existing system is over
14 years old and the software that supports the system is no longer being developed. CAD is
used to dispatch first responders using several servers that communicate with computer
terminals within dispatch as well as mobile data terminals installed in emergency vehicles.
The CAD upgrade project is highly complex and requires the use of a consultant to assist with
the purchase and implementation. Following a formal request for proposal (RFP) and interview,
the Police Department is recommending DELTAWRX as the contractor.
The total cost of the consulting services is not to exceed $325,182. The police department has
sufficient funds in its FY 18-19 operating budget to fund the two-year agreement. Pursuant to
CMC Section 3.28.040(D)(1), the City Council shall be the awarding authority for any goods,
services, and/or professional services costing more than $100,00 per agreement year.
Discussion
The City of Carlsbad purchased its current CAD system through Tiburon in 2005. Over the
years, there have been a series of upgrades to the system by the current vendor, as both needs
and technology have evolved. Currently, the city is utilizing a CAD system created by Tiburon, a
company that has been sold twice in the last year. The new owner, CentralSquare, has laid off
all existing Tiburon employees. CentralSquare will continue to support the product but will no
longer develop software for it.
June 11, 2019 Item #9 Page 1 of 17
There are numerous functions associated with CAD. It can be used to send messages to the first
responder via a Mobile Data Terminal (MDT) as well as store and retrieve historical data. The
central idea is that personnel in a dispatch center are able to easily view and understand the
status of all units being dispatched. The CAD system also includes information on log on/log off
times of police personnel, generating and archiving incidents that begin with a phone ca ll from
a citizen or originate from personnel in the field, assigning field personnel to incidents, updating
incidents and logging those updates, generating case numbers for incidents that require an
investigation, and timestamping every action taken by the dispatcher at the terminal. CAD
provides displays and tools so that the dispatcher has an opportunity to handle calls for service
as efficiently as possible. Additionally, CAD is interconnected with the first responders'
Automatic Vehicle Location (AVL) system which enhances the safety of first responders.
Elements of a CAD system:
CAD
--..:.-workstation
dispatcher
Selective
calling
encoder
· Unit ID decoder
Telephone
system
Modem to
SMS or paging
service
AVL system
z...:=Z====-~ .. • ...
Radio link ~
Telephone text display
Mobile data terminal
or computer
AVL radio backbone
Fax server Facsimile modem
The CAD purchasing project is highly technical and complex. There are numerous and potential
costly issues that can arise during the purchase, contract negotiations and implementation of
June 11, 2019 Item #9 Page 2 of 17
such a system. For example, acquisition of a new system requires expertise from a consultant
knowledgeable in police requirements and expectations. Many of these issues can be mitigated
or eliminated with the assistance of a professional consultant with expert knowledge about
· CAD systems who would work directly with and on behalf of the city.
The city anticipates that the consultant's services will include conducting a needs assessment,
assistance with developing the RFP, evaluating proposals, vendor selection, and contract
negotiations. Services include assisting in the implementation and monitoring the work
performed by the vendor to ensure the vendor remains compliant with contract requirements.
Due to the technical nature of the project, it is imperative that the consultant selected is well
versed in all aspects of a functional CAD system to include:
• E 9-1-1 with Call Routing
• Phase I and Phase II Wireless 9-1-1
• ALI-AN I, both Wired and Wireless Conventional Radio Networks
• Voter/Comparator Systems
• Control Stations
• MCC7500 Radio Consoles
• Paging and Alerting Systems
• California E9-1-1 Rules and Regulations
• Computer Aided Dispatch (CAD)
• NFPA Standard 1221, R56 Grounding Standards
• R/T and FDDC Circuits
• Motorola Conventional Radio Systems
• Simulcast and Multi-Site Systems
• LAN/WAN T-1 PRI POTS and FX Lines
• Tone Remotes
• Legacy Systems
• Telephone/IT Center Installations
• ESRI ArcMap Software .
• Geocoding Addresses
• California Law Enforcement Telecommunication System (CLETS) and Department of
Justice Requirements
• Mass Replacement of ESRI ArcMap Shape Files
• Crystal Reports
• Workflow
• Security
• Back file conversion
• Understanding of various modules of an RMS
After careful consideration of seven responses to the RFP for a CAD system replacement,
DELTAWRX was considered best suited to assist in this very critical system replacement and
June 11, 2019 Item #9 Page 3 of 17
implementation. Staff is recommending that the City Council approve a two-year agreement with
DELTAWRX, LLC in an amount not to exceed $325,182.
Fiscal Analysis
The total cost of the two-year consulting agreement is $325,182. The police department has
sufficient funds in its FY18-19 operating budget for the purchase.
Next Steps
A purchase order will be opened to begin the purchasing process with the vendor in an amount
not to exceed $325,182. It is expected that the consultants can begin work in early June of
2019.
Environmental Evaluation (CEQA)
Pursuant to Public Resources Code section 21065, this action does not constitute a "project"
within the meaning of CEQA in that it has no potential to cause either a direct physical change
in the environment, or a reasonably foreseeable indirect physical change in the environment,
and therefore does not require environmental review.
Public Notification
This item Was noticed in accordance with the Ralph M. Brown Act and was available for public
review at least 72 hours prior to the scheduled meeting date.
Exhibits
1. City Council Resolution.
June 11, 2019 Item #9 Page 4 of 17
Exhibit 1
RESOLUTION NO. 2019-080
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING A TWO-YEAR AGREEMENT FOR CONSULTING
SERVICES WITH DELTAWRX, LLC IN AN AMOUNT NOT TO EXCEED $325,182
TO AID THE CITY IN ACQUIRING A NEW PUBLIC SAFETY COMPUTER AIDED
DISPATCH (CAD) SYSTEM.
WHEREAS, the City Council of the City of Carlsbad, California has determined that it is in the
public's interest to authorize the Police Department to enter into a two-year agreement with
DELTAWRX, LLC in an amount not to exceed $325,182 to aid the city in acquiring a new Public Safety
Computer Aided Dispatch (CAD) system; and
WHEREAS, the $325,182 cost of the agreement includes assistance with the purchase and
implementation of the CAD project upgrade; and
WHEREAS, DeltaWRX was selected following a formal bidding process; and
WHEREAS, the Police Department has enough funds in its FY18-19 operating budget to fund the
agreement.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
II
II
II
II
1. That the above recitations are true and correct.
2. That the Mayor is hereby authorized to execute the two-year agreement with
DELTAWRX, LLC for CAD consulting services (Attachment A).
3. The amount of the two-year agreement will not exceed $325,182. The Police
Department will use available funds from its FY18-19 operating budget to fund the two-
year agreement.
June 11, 2019 Item #9 Page 5 of 17
Exhibit 1
PASSED, APPROVED AND ADOPTED at a Special Meeting of the City Council of the City of
Carlsbad on the 11th day of June, 2019, by the following vote, to wit:
AYES:
NAYS:
ABSENT:
Hall, Blackburn, Bhat-Patel, Schumacher, Hamilton.
None.
None.
MATT HALL, Mayor
(SEAL)
June 11, 2019 Item #9 Page 6 of 17
AGREEMENT FOR CAD PROJECT MANAGEMENT SERVICES
DELTAWRX, LLC
THIS AGREEMENT is made and entered into as of the \ ~ day of ½, .. /\sL , 20..t:L__, by and between the CITY OF CARLSBAD, a municipal
corporation, ("City"), and DEL TAWRX, LLC, a consulting company, ("Contractor").
RECITALS
A. City requires the professional services of a CAD Project Manager that is
experienced in project management services for the acquisition and implementation of a
Computer Aided Dispatch (CAD) for police services.
B. Contractor has the necessary experience in providing professional services and
advice related to CAD project management.
C. Contractor has submitted a proposal to City and has affirmed its willingness and
ability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services (the
"Services") that are defined in attached Exhibit "A" and Exhibit "B", which is incorporated by this
reference in accordance with this Agreement's terms and conditions.
Contractor may be requested by City to perform additional services outside the scope of the
proposal included as Exhibit A. In such event, Contractor will prepare an estimate of the time and
fees to complete the work. Contractor shall not initiate any additional work without the
authorization of City. Additional consulting services will be based upon Contractor's then current
standard hourly rates.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional care and skill
customarily exercised by reputable members of Contractor's profession practicing in the
Metropolitan Southern California Area, and will use reasonable diligence and best judgment while
exercising its professional skill and expertise.
3. TERM
The term of this Agreement will be effective for a period of twenty-four (24) months from the date
first above written. The City Manager may amend the Agreement to extend it for one (1) additional
one-year period or parts thereof. Extensions will be based upon a satisfactory review of
Contractor's performance, City needs, and appropriation of funds by the City Council. The parties
will prepare a written amendment indicating the effective date and length of the extended
Agreement.
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement. Contractor shall not be
held liable for delays in the project caused by City's failure to perform its obligations in a timely
manner.
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5. COMPENSATION
The total fee payable for the Services to be performed during the initial Agreement term will be
three-hundred twenty-five thousand one hundred eighty-two dollars ($325,182). The fee is a fixed
fee. The fee is based on thirty-three tasks over five phases as identified in Exhibit "A." Each task
has an assigned price. No other compensation for the Services will be allowed except for items
covered by subsequent amendments to this Agreement. The City reserves the right to withhold a
ten percent ( 10%) retention until City has accepted the work and/or Services specified in Exhibit
"A".
Incremental payments, if applicable, should be made as outlined in attached Exhibit "A".
Payments shall be made within forty-five (45) days after the receipt of the statement from
Contractor.
6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent contractor and
in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be
under control of City only as to the result to be accomplished, but will consult with City as
necessary. The persons used by Contractor to provide services under this Agreement will not be
considered employees of City for any purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete
compensation to which Contractor is entitled. City will not make any federal or state tax
withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be
required to pay any workers' compensation insurance or unemployment contributions on behalf
of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty
(30) days for any tax, retirement contribution, social security, overtime payment, unemployment
payment or workers' compensation payment which City may be required to make on behalf of
Contractor or any agent, employee, or subcontractor of Contractor for work done under this
Agreement. At the City's election, City may deduct the indemnification amount from any balance
owing to Contractor.
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City.
If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the
acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly
employed by the subcontractor, as Contractor is for the acts and omissions of persons directly
employed by Contractor. Nothing contained in this Agreement will create any contractual
relationship between any subcontractor of Contractor and City. Contractor will be responsible for
payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of
a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically
noted to the contrary in the subcontract and approved in writing by City.
8. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
9. INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees
and volunteers from and against all claims, damages, losses and expenses including attorneys
fees arising out of the performance of the work described herein caused by any negligence,
recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or
indirectly employed by any of them or anyone for whose acts any of them may be liable.
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The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or
makes to or on behalf of an injured employee under the City's self-administered workers'
compensation is included as a loss, expense or cost for the purposes of this section, and that this
section will survive the expiration or early termination of this Agreement.
10. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all
amendments, insurance against claims for injuries to persons or damage to property which may
arise out of or in connection with performance of the services by Contractor or Contractor's
agents, representatives, employees or subcontractors. The insurance will be obtained from an
insurance carrier admitted and authorized to do business in the State of California. The insurance
carrier is required to have a current Best's Key Rating of not less than "A-:VII"; OR with a surplus
line insurer on the State of California's List of Approved Surplus Line Insurers (LASLI) with a rating
in the latest Best's Key Rating Guide of at least "A:X"; OR an alien non-admitted insurer listed by
the National Association of Insurance Commissioners (NAIC) latest quarterly listings report.
10.1 Coverage and Limits.
Contractor will maintain the types of coverage and minimum limits indicated below, unless the
Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage
will not constitute any limitations or cap on Contractor's indemnification obligations under this
Agreement. City, its officers, agents and employees make no representation that the limits of the
insurance specified to be carried by Contractor pursuant to this Agreement are adequate to
protect Contractor. If Contractor believes that any required insurance coverage is inadequate,
Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at
Contractor's sole expense. The full limits available to the named insured shall also be available
and applicable to the City as an additional insured.
10.1.1 Commercial General Liability (CGL) Insurance. Insurance written on an
"occurrence" basis, including personal & advertising injury, with limits no less than $2,000,000 per
occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply
separately to this project/location or the general aggregate limit shall be twice the required
occurrence limit.
10.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work
for City). $2,000,000 combined single-limit per accident for bodily injury and property damage.
10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as
required by the California Labor Code. Workers' Compensation will not be required if Contractor
has no employees and provides, to City's satisfaction, a declaration stating this.
10.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor's
profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a
period of five years following the date of completion of the work.
10.2 Additional Provisions. Contractor will ensure that the policies of insurance required under
this Agreement contain, or are endorsed to contain, the following provisions:
10.2.1 The City will be named as an additional insured on Commercial General Liability
which shall provide primary coverage to the City.
10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which
will be written as claims-made coverage.
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10.2.3 This insurance will be in force during the life of the Agreement and any extensions
of it and will not be canceled without thirty (30) days prior written notice to City sent by certified
mail pursuant to the Notice provisions of this Agreement.
10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this
Agreement, Contractor will furnish certificates of insurance and endorsements to City.
10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance
coverages, then City will have the option to declare Contractor in breach, or may purchase
replacement insurance or pay the premiums that are due on existing policies in order to maintain
the required coverages. Contractor is responsible for any payments made by City to obtain or
maintain insurance and City may collect these payments from Contractor or deduct the amount
paid from any sums due Contractor under this Agreement.
10.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete
and certified copies of any or all required insurance policies and endorsements.
11. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of the
Agreement, as may be amended from time-to-time.
12. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred under this
Agreement. All records will be clearly identifiable. Contractor will allow a representative of City
during normal business hours to examine, audit, and make transcripts or copies of records and
any other documents created pursuant to this Agreement. Contractor will allow inspection of all
work, data, documents, proceedings, and activities related to the Agreement for a period of three
(3) years from the date of final payment under this Agreement.
13. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors pursuant
to this Agreement is the property of City. In the event this Agreement is terminated, all work
product produced by Contractor or its agents, employees and subcontractors pursuant to this
Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy
of the work product for Contractor's records.
14. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City and
Contractor relinquishes all claims to the copyrights in favor of City.
15. NOTICES
The name of the persons who are authorized to give written notice or to receive written notice on
behalf of City and on behalf of Contractor under this Agreement.
For City
Name Javier Ruiz
Title Public Safety IT Manager
Department _P_o_lic_e _______ _
City of Carlsbad
4
For Contractor
Name Brian Hudson
Title Partner
Address 21700 Oxnard Street Ste 530
Woodland Hills, CA 91367
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June 11, 2019 Item #9 Page 10 of 17
Address 2560 Orion Way
Carlsbad, CA 92010
Phone No. (760) 931-2176
Phone No. (818) 227-9300
Email bhudson@deltawrx.com
Each party will notify the other immediately of any changes of address that would require any
notice or delivery to be directed to another address.
16. CONFLICT OF INTEREST
Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the
requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report
investments or interests in all categories.
YesD NoX
17. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and regulations
which in any manner affect those employed by Contractor, or in any way affect the performance
of the Services by Contractor. Contractor will at all times observe and comply with these laws,
ordinances, and regulations and will be responsible for the compliance of Contractor's services
with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986
and will comply with those requirements, including, but not limited to, verifying the eligibility for
employment of all agents, employees, subcontractors and consultants whose services are
required by this Agreement.
18. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting
discrimination and harassment.
19. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following procedure will
be used to resolve any questions of fact or interpretation not otherwise settled by agreement
between the parties. Representatives of Contractor or City will reduce such questions, and their
respective views, to writing. A copy of such documented dispute will be forwarded to both parties
involved along with recommended methods of resolution, which would be of benefit to both
parties. The representative receiving the letter will reply to the letter along with a recommended
method of resolution within ten ( 10) business days. If the resolution thus obtained is unsatisfactory
to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The
City Manager will consider the facts and solutions recommended by each party and may then opt
to direct a solution to the problem. In such cases, the action of the City Manager will be binding
upon the parties involved, although nothing in this procedure will prohibit the parties from seeking
remedies available to them at law.
20. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may
terminate this Agreement for nonperformance by notifying Contractor by certified mail of the
termination. If City decides to abandon or indefinitely postpone the work or services contemplated
by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon
notification of termination, Contractor has five (5) business days to deliver any documents owned
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June 11, 2019 Item #9 Page 11 of 17
by City and all work in progress to City address contained in this Agreement. City will make a
determination of fact based upon the work product delivered to City and of the percentage of work
that Contractor has performed which is usable and of worth to City in having the Agreement
completed. Based upon that finding City will determine the final payment of the Agreement.
Either party upon tendering thirty (30) days written notice to the other party may terminate this
Agreement. In this event and upon request of City, Contractor will assemble the work product and
put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work
performed to the termination date; however, the total will not exceed the lump sum fee payable
under this Agreement. City will make the final determination as to the portions of tasks completed
and the compensation to be made.
21. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or person, other
than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that
Contractor has not paid or agreed to pay any company or person, other than a bona fide
employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration
contingent upon, or resulting from, the award or making of this Agreement. For breach or violation
of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion,
to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the
fee, commission, percentage, brokerage fees, gift, or contingent fee.
22. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must
be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation
of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is
submitted to City, it may be considered fraud and Contractor may be subject to criminal
prosecution. Contractor acknowledges that California Government Code sections 12650 et seq.,
the False Claims Act applies to this Agreement and, provides for civil penalties where a person
knowingly submits a false claim to a public entity. These provisions include false claims made
with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of
information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to
recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a
false claim may subject Contractor to an administrative debarment proceeding as the result of
which Contractor may be prevented to act as a Contractor on any public work or improvement for
a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is
grounds for City to terminate this Agreement.
23. JURISDICTION AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of enforcing a right
or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the
County of San Diego, State of California, and the parties waive all provisions of law providing for
a change of venue in these proceedings to any other county.
24. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be bind ing upon City and Contractor
and their respective successors. Neither this Agreement nor any part of it nor any monies due or
to become due under it may be assigned by Contractor without the prior consent of City, which
shall not be unreasonably withheld.
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25. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated by it, along
with the purchase order for this Agreement and its provisions, embody the entire Agreement and
understanding between the parties relating to the subject matter of it. In case of conflict, the terms
of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions
may be amended, modified, waived or discharged except in a writing signed by both parties.
26. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf of
Contractor each represent and warrant that they have the legal power, right and actual authority
to bind Contractor to the terms and conditions of this Agreement.
CONTRACTOR
By:
~re)
(print name/title)
By:
(sign here)
(print name/title)
CITY OF CARLSBAD, a municipal
corporation of the State of California
By:
Matt Hall, Mayor
ATTEST:
~ 1~( BARBARA ENGLESON
City Clerk
If required by City, proper notarial acknowledgment of execution by contractor must be attached.
If a corporation, Agreement must be signed by one corporate officer from each of the following
two groups.
Group A
Chairman,
President, or
Vice-President
Group B
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant
secretary under corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
CELIA A. BREWER, City Attorney
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APPROVED AS TO FORM :
CELIA A. BREWER, City Attorney
BY: ------=/(d_. C--i __ _
Assistant City Attorney
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June 11, 2019 Item #9 Page 14 of 17
City of Carlsbad, California
Cost Proposal to Provide:
CAD Project Management Services
RFP No. 19-15
January 31, 2019
June 11, 2019 Item #9 Page 15 of 17
Cost Proposal to Provide
CAD Project Management Services
Cost Proposal
City of Carlsbad
California
DELTA \WX is pleased to submit our cost proposal to provide th e City with consulting services for
this engagement. \Ve have presented our proposed costs and fee structure to perform the services
described in the City's RFP in Figure 1 below. Our fees are inclusive of all administrative, travel,
report production and related expenses.
Figure 1 -Proposed Fee Structure
. ,-~,; ,: · .. CAD Acquisition and lmpleme~t~tio.; ;. · : , , · -.. :
Task
iPhase One -CAD Needs Assessment
1 Lead/Attend A ll Project Meetings
2 Hold Project P lanning Meeting
3 Conduct Project Kickoff Meeting
4 Review Background Materials
5 Conduct Interviews and Observe Operations
6 Conduct Ride-Alongs and Obse,-ve Operations
7 Assess CLUTent Envirorunent
Phase One Subtotal
Phase Two -RFP Development I
8 Document Functional Requirements
9 Review and Finalize Functional Requirements
10 Develop RFP
11 Release RFP
12 Prepare Selection Criteria
Phase Two Subtotal
,Phase Three -Proposal Evaluation and Vendor Selection
13 Identify an Evaluation Committee
14 Prepare Evaluation Plan
15 Facilitate Pre-Proposal Conference
16 Assist with Proposal Evaluation
17 Facilitate Vendor Demonstrations, Reference Checks and Site Visits
18 Request Best and Final Offers
19 Analyze Cost Proposals
20 Assist with Recommendation of Most Qualified System Provider
Phase Three Subtotal -------------- -----------
I Phase Four-Contract Development and Contract Negotiations
21 Develop Contract Negotiation Team
22 Develop·Contract Negotiation Strategy
23 Assist ,vith Contract Negotiations
Phase Four Subtotal
:Phase Five -System Implementation
-----------r
24 Hold Implementation Kickoff Meeting
25 Provide Project Coordination and Oversight
26 Monitor Project Risks
27 Perform a Network Analysis and Supply Ongoing Technical Expertise
28 Oversee Data Conversion
29 Oversee System Configuration
30 Supervise System Acceptance Testing
31 Support Training Efforts
32 Conduct Tra·nsition Planning Meetings and Support Cutover
33 Conduct Post-Implementation Review
Phase Five Subtotal
Total
120
4
12
8
64
24
40
272
56
56
48
12
10
182
4
24
12
104
72
24
40
32
312 -
2
24
104
130 -
12
48
48
72
72
76
100
56
96
40
620
1,516
$ 25,740
$ 858
$ 2,574
$ 1,716
$ 13,728
$ 5,148
$ 8,580
$ 58,344
$ 12,012
$ 12,012
$ 10,296
$ 2,574
$ 2,145
$ 39,039
I
$ 858
$ 5,148
$ 2,574
$ 22,308
$ 15,444
$ 5,148
$ 8,580
$ 6,864
$ 66,924
I --------
$
$
$
$
I -
$
$
$
$
$
$
$
$
$
$
$
$
429
5,148
22,308
27,885
---
2,574
10,296
10,296
15,444
15,444
16,302
21,450
12,012
20,592
8,580
132,990
325,182
January 31, 2019
Page 1
June 11, 2019 Item #9 Page 16 of 17
Cost Proposal to Provide
CAD Project Management Services
City of Carlsbad
California
It is our policy to perform the proposed services for a firm, fixed fee, and DELTA \v'RX will not
issue change orders unless the City desires a major change to the proposed scope of work ( e.g.
addition of a new phase). Our firm-fixed fee approach enables our team to provide the contracted
deliverables without being bound by stipulations for billable hours or travel, while providing our
clients ·with the peace-of-mind that our fees ,vill remain fixed for the duration of our engagement.
Our project teams routinely make extra trips on-site, conduct additional interviews and submit
multiple draft revisions to ensure the completeness and accuracy of our deliverables. \Ve believe the
flexibility and unparalleled customer service afforded by this approach outweigh the financial risk we
assume. In accordance with the requirements set forth in the City's RFP, DELTA \VRX will submit
itemized monthly invoices in a format approved and accepted by the City.
If you have any questions, please contact me or l'vfichael Thayer at (818) 227-9300. W'e look forward
to working with you on this most important assignment.
Very truly yours,
Brian Hudson
Partner
January 31, 2019
Page 2
June 11, 2019 Item #9 Page 17 of 17