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Home My WebLink About1990-09-25 - AGENDA REPORTS - RADIO CONSULTANT SERVICES (2)AGENDA REPORT City Manager Approval Item to be presented b . CONSENT CALENDAR John E. Medina DATE: September 25, 1990 SUBJECT: REQUEST FOR APP OVAL TO CONTRACT FOR RADIO CONSULTANT SERVICES DEPARTMENT: Public Works - �'21 BACKGROUND: As the City continues to assume services from Los Angeles County, and as our Emergency Operations Centers become established, there will be an increased need for two-way radio communication capabilities in the City. During preparation of the FY 90-91 budget, it was recognized that radio system design and frequency acquisition is a specialized field which would require the services of a communications consultant. With this in mind, budget (in the amount of $20,000) has been provided in Account 01-6000-227 for this purpose. In July 1990, the City solicited proposals for radio consultant services. Essentially, consultants were asked to respond to the following four tasks: perform short and long-term radio needs assessments; define system design options that will meet the functional and radio coverage needs of the City; provide frequency acquisition and licensing services; and prepare system design specifications and bid preparation documents. In addition, offerors were asked to respond to two optional tasks: perform a bid analysis of equipment vendor proposals; and monitor/supervise equipment vendor engineering, delivery, and installation. Five firms responded to the City's Request for Proposal. Although not a determining factor for selection, it is noted for information purposes that the proposal costs for the first four tasks generally ranged between $13,300 and $61,500; and the proposed schedule for the first four tasks generally ranged between 16 and 26 weeks. A detailed breakdown of costs and schedules are included in the attached Evaluation Procedure. Based on the selection process described in the attached Evaluation Procedure, it is recommended that the City enter into a contract with the Richter Group for radio consultant services. The Richter Group proposes that that the. first four tasks can be provided for $13,360 and estimates that this work can be accomplished in 16 weeks. Furthermore, the Richter Group proposes that the two optional tasks can be provided for an additional $5,250; for a total project cost of $18,610. There is currently $20,000 budgeted in Account 01-6000-227 for this work. ao mrn),q�� Agenda Item; 1 0 Radio Consultant Services Page 2 0 It should be noted that the Richter Group's proposal did not include professional liability (errors and omissions) insurance, which is estimated at and additional $15,000. Although this insurance has been required by some municipalities, it is generally not considered a mandatory requirement for this type of service. Staff does not feel that the additional cost for this insurance.is warranted for this project, and recommends that this requirement be waived. RECOMMENDATIOIQ That Council direct staff to enter into a contract with the Richter Group for radio communications consultant services, and to concur with staff's recommendation to waive the requirement for professional liability (errors and omissions) insurance for this contract. ATTACHMENT Evaluation Procedure "-I 11 EVALUATION, PROCEDURE REQUEST FOR PROPOSAL NO. PW -90-001 PROFESSIONAL SERVICES FOR A RADIO COMMUNICATIONS SYSTEM FOR THE CITY OF SANTA CLARITA GENERAL Five firms responded to the Request for Proposal. These firms were: o Frank Thatcher Associates, Inc. o Miller and Associates o The Warner Group o The Richter Group o Los Angeles County, Internal Services Department Four firms responded within the time frame established in the Request for Proposal and were granted follow-up interviews. The fifth firm (LA County ISD) did not respond within the time frame established in the Request for Proposal, and a follow-up interview was not scheduled. RECOMMENDATION It is the recommendation of the review panel that the City negotiate and enter into a contract with the Richter Group for the subject services. The Richter Group took no exception to the Request for Proposal, other than the requirement for $1 million coverage for professional liability (errors and omissions) insurance. This insurance is not deemed necessary for the work to be performed under this contract; therefore, the added cost necessary to obtain such insurance is not warranted. It is recommended that the requirement for this insurance be waived for this contract. RATING PROCEDURE Firms were rated from 1 to 3 for each of 8 evaluation criteria. In addition, each of the the evaluation criteria was assigned a relative importance weight from 1 to 10. The evaluation criteria used is described below. EVALUATION CRITERIA NO. 1: RESPONSIVENESS TO REQUIREMENTS STATED IN THE REQUEST FOR PROPOSAL Rating: 1 = Unresponsive 2 = Unresponsive to one or more Request for Proposal requirements 3 = Fully responsive to all Request for Proposal requirements Relative Importance Weight: 4 EVALUATION CRITERIA NO. 2: GENERAL KNOWLEDGE OF RADIO COMMUNICATIONS SYSTEMS Rating: 1 - Displayed little knowledge 2 = Displayed some knowledge 3 = Displayed detailed knowledge Relative Importance Weight: 3 EVALUATION CRITERIA NO. 3: KNOWLEDGE OF RADIO COMMUNICATIONS CHARACTERISTICS OF THE SANTA CLARITA VALLEY Rating: 1 - Displayed little knowledge 2 - Displayed some knowledge 3 = Displayed more than adequate knowledge Relative Importance Weight: 6 EVALUATION CRITERIA NO. 4: EXPERIENCE IN WORKING WITH GOVERNMENT AGENCIES Rating: 1 - Displayed little experience 2 = Displayed some experience 3- Displayed more than adequate experience Relative Importance Weights 4 EVALUATION CRITERIA NO. 5: PERSONNEL EXPERIENCE Rating: 1 = Personnel proposed have adequate experience, but minimal experience in working as a team 2 = Personnel proposed for this.project have adequate experience, and some experience in working together as a team 3 - Personnel proposed for this project have adequate experience, and also displayed adequate experience in working together as a team. Relative Importance.Weights 6 EVALUATION CRITERIA NO. 6: DETAILED KNOWLEDGE OF THE DESIGNATED FCC FREQUENCY COORDINATOR (APCO) FOR THE SOUTHERN CALIFORNIA AREA Rating: 1 = Displayed little knowledge 2 - Displayed some knowledge 3 - Displayed detailed knowledge Relative Importance Weight: 8 0 EVALUATION CRITERIA NO. 7: PROPOSED SCHEDULE Rating: 1 = Appears to be very excessive 2 = Appears to be somewhat excessive 3 = Appears to be reasonable Relative Importance Weight: 6 EVALUATION CRITERIA NO. 8: HOURLY RATES A rating was not used for this criteria. Firms were reviewed for the following: No = Hourly rates do not appear to be fair and reasonable Yes = Hourly rates appear to be fair and reasonable COST AND SCHEDULE BREAKDOWN - FOR INFORMATION PURPOSES ONLY Firms were asked to provide fixed price cost estimates, by task, for the scope of work described in the Request for Proposal. Per diem estimates for field inspection and testing services were permitted. Proposals have been reviewed to assure that hourly rates are fair and reasonable, and that the time frame proposed for the performance of work does not appear excessive. The following is for information purposes: Firm Cost Estimate Schedule Notes Thatcher Assoc $50,500 23 Weeks 1 Miller & Assoc $61,400+ $100/hour 26 Weeks 2 Warner Group $57,000 + $16,000 17 Weeks 3 Richter Group $13,360 + $5,250 16 Weeks 4 LA County ISD $213,767 54 Weeks 5 Notes: 1. Cost estimate and schedule is based on first four tasks and conventional system design. Add $3,840 for trunked.design. An exception was taken to the requirement for $1 million coverage for professional liability (errors and omissions) insurance. 2. Cost estimate and schedule is based on first four tasks. Hourly rate is optional tasks. Add 8 weeks for optional tasks. 3. $57,000 is for first four tasks. $16,000 is for optional tasks. Schedule is based on first four tasks, with the frequency acquisition task possibly running longer. 4. $13,360 is for first four tasks. $5,250 is for optional tasks. Schedule is based on first four tasks. Exception was taken to the requirement for $1 million coverage for professional liability (errors and omissions) insurance. 5. Cost and schedule is based on first four tasks. Add 16 to 24 weeks for optional tasks. 0 0 CITY OF SANTA CLARITA PROPOSAL EVALUATION PROPOSAL NO. PW -90-001 UNWEIGHTED EVALUATION FIRM\EVAL CRITERIA 1 2 3 4 1 5 1 6 7 8 TOTAL aaaasssaassassssassssamaaasassaasaassxaaaaanaasaaaaasaasaaasas saasaasaaaaasaaaa THATCHER ASSOC 1 3 1 3 1 1 1 3 1 3 1 1 1 3 1 YES 1 17 1 ------------------------------------------------------------------------------ MILLER & ASSOC 1 2 1 3 1 3 1 3 1 1 1 3 1 3 1 YES 1 18 1 ------------------------------------------------------------------------------ WARNER GROUP 1 3 1 3 1 2: 1 3 1 3 1 2 1 3 1 YES 1 19 1 ------------------------------------------------------------------------------ RICHTER GROUP 1 3 1 3 1 3 1 3 1 3 1 3 1 3 1 YES 1 21 ------------------------------------------------------------------------------ LA COUNTY ISD 1 2 1 3 1 2 1 3 1 2 1 2 1 1 1 YES 1 15 1 CITY OF SANTA CLARITA PROPOSAL EVALUATION PROPOSAL NO. PW -90-001 WEIGHTED EVALUATION FIRM\EVAL CRITERIA 1 1 2 1 3 1 4 1 5 1 6 1 7 1 8 TOTAL asxaaasaaxaaxxaaaaaxaasaaasasaaasavaamaaasaaaaasaaaaaasaaaaaaaaaaassssaasaaasss THATCHER ASSOC 1 12 1 9 1 6 1 12 1 18 1 8 1 18 1 YES 1 83 ------------------------------------------------------------------------------ MILLER & ASSOC 1 8 1 9 1 18 1 12 1 6 1 24 1 18 1 YES I 95 1 ------------------------------------------------------------------------------ WARNER GROUP 1 12 1 9 1 12. 1 12 1 18 1 16 1 18 1 YES 1 97 ------------------------------------------------------------------------------ RICHTER GROUP 1 12 1 9 1 18 1 12 1 18 1 24 1 18 1 YES 1 111 1 ------------------------------------------------------------------------------ LA COUNTY ISD 1 6 1 9 1 14 1 12 1 12 1 16 1 6 1"YES 1 75 1