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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. City Attorney Approved Version 6/12/18 June 11, 2019 Item #9 Page 7 of 17 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. City Attorney Approved Version 6/12/18 2 June 11, 2019 Item #9 Page 8 of 17 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. City Attorney Approved Version 6/12/18 3 June 11, 2019 Item #9 Page 9 of 17 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 City Attorney Approved Version 6/12/18 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 City Attorney Approved Version 6/12/18 5 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. City Attorney Approved Version 6/12/18 6 June 11, 2019 Item #9 Page 12 of 17 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 City Attorney Approved Version 6/12/18 7 June 11, 2019 Item #9 Page 13 of 17 APPROVED AS TO FORM : CELIA A. BREWER, City Attorney BY: ------=/(d_. C--i __ _ Assistant City Attorney City Attorney Approved Version 6/12/18 8 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