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ac en ba nepoit
Meeting Date April 6, 201 0
Item Number as-
CITY OF SAN LUIS OBISP O
FROM :
Bill Statler, Director of Finance & Information Technology
Steve Schmidt, Information Technology Manage r
SUBJECT : AMENDMENT NO . 4 TO MACRO CORPORATION FOR RADIO SYSTEM
CONTRACT MANAGEMENT SERVICE S
RECOMMENDATIO N
Approve Amendment Number 4 to the radio system design services contract with Macr o
Corporation in the amount of $74,580, which is a not to exceed price, and authorize the Cit y
Manager to execute the amendment .
DISCUSSIO N
This report seeks Council authorization to amend Macro Corporation's (Macro) agreement to
provide adequate compensation for the remainder of the citywide radio upgrade project . The
background information below reflects tasks performed by Macro at the City's request up to th e
award of the radio contract to Tait Communications on June 3, 2009 . Contract management an d
technical support services by Macro are needed through the conformance-testing phase of th e
project to assure that the new radio system's performance meets all specified requirements .
Macro's oversight is also required during the installation and testing phase of the new Avte c
dispatch radio console equipment, and dispatcher training .
Backgroun d
1.Contract Award.On October 21, 2003, the Council authorized staff to issue the radio syste m
upgrade design services request for proposal . The Council authorized the City Manager t o
approve issuing a request for proposals (RFP) for radio system improvements and award th e
contract, if within the engineering estimate of $85,000 . Staff issued the RFP per Counci l
approval, and subsequently awarded the design services contract to Macro for $79,361 o n
December 30, 2003 .
2.Contract Amendment No . 1 An additional fee of $24,983 was authorized by the Cit y
Manager on December 20, 2004 for design services associated with tasks and action s
required prior to the release of the Radio System Upgrade RFP . At this point, the City had
authorized Macro to expend $104,344 .
3.Contract Amendment No . 2 On March 30, 2006, the City Manager approved contrac t
amendment no . 2 for scope of service changes and related compensation in the amount o f
$38,060 . At this point, the City had authorized Macro to expend $142,404 .
Amendment 4 to Macro Corporation Page 2
4 .Contract Amendment No. 3 .This was approved by the Council on January 19, 2010 fo r
$45,050 for design and consultant services required by the City to arrive at a final design wit h
Tait Communications, to provide a more effective public safety radio system to the City . At
the time that Amendment No . 3 was approved, staff was not fully aware of the amount o f
detailed design that was required between the City and Tait Communications to maximize th e
new simulcast radio system . Detailed design is now complete with Tait, but is still i n
progress with Avtec . Amendment No . 4 will provide sufficient funding for Macro to projec t
completion, conformance testing and dispatch start-up .
FISCAL IMPAC T
Adequate funding is available in the construction management phase of the radio system upgrad e
project budget as reflected in the following table :
Phase Budget
Encumbrances &
Expenditures To-Date Remaining Balanc e
Design & Engineering $142,700 $109,430 $33,270
Construction $249,000 $35,682 $213,31 8
Construction Management*$100,100 $91,952 $8,14 8
Equipment . Acquisition $3,876,100 $3,233,124 $642,97 6
SUBTOTALS $4,367,900 $3,470,188 $897,71 2
Macro Amendment No . 4 $74,580 $74,58 0
*TOTAL*$4,367,900 $3,544,768 $823,132
* Includes payment to MarWal Construction management contract that is also being considered by the Council o n
April 6, 201 0
CONCURRENCE S
The Police and Fire Department concur with this recommendation .
ALTERNATIVE S
Given the near completion status of this project, there are no viable alternatives to th e
recommended action
ATTACHMENT S
1. Macro Corporation Contract Amendment No .4
2.Macro Corporation proposal dated March 5,201 0
T :\Council Agenda Reports\Finance & IT CAR\IT\2010\Macro Corp Amendments\Macro Amend 4\CAR Macro Amend No .4_
April_06_20 I 0 .do c
Attachment '-
AMENDMENT TO AGREEMENT NO .4
THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on April 6 ,
2010 by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, herein after referred to as City ,
and Macro Corporation, hereinafter referred to as Contractor .
WITNESSETH :
WHEREAS, on December 30, 2003, the City entered into an Agreement with Contractor for radio syste m
design services per Specification No. 90222A ; and
WHEREAS, the City desires to amend the scope of services to include project management and Contracto r
has submitted a proposal for this purpose that is acceptable to the City .
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter
contained, the parties hereto agree as follows :
1.
The scope of services and related compensation is hereby amended as set forth in Exhibit A
attached hereto .
2.
All other terms and conditions of the Agreement remain in full force and effect .
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and yea r
first written above .
ATTEST :
CITY OF SAN LUIS OBISP O
By :
City Clerk
City Manage r
APPROVED AS TO FORM :
CONTRACTOR
By :
6-3
MACRO Exhibit A'
Corporatio n
A KEMA Company
ATTACHMENTS
March 5, 201 0
Mr . Steve Schmidt
Information Technology Manage r
City of San Luis Obisp o
990 Palm Stree t
San Luis Obispo, CA 93401-324 9
(805) 781-757 0
RE : Proposal for Additional Technical Support Service s
Radio System Upgrade Implementation Phas e
Dear Mr . Schmidt :
In response to your request for our continued involvement in the planning and subsequen t
implementation and deployment of the new City of San Luis Obispo Radio System, Macr o
has estimated the extend of our additional Engineering Support Services that will required t o
ensure that the entire new Land Mobile Radio system is installed and tested as pe r
specifications, and subsequently deemed operationally acceptable .
The below proposal is a detailed representation of our proposed approach and budge t
requirements .
Proposed Technical Support Tasks :
Task Description Staff
Category
Rate Hours Estimate d
Tota l
Labor Cost
Estimate d
Expenses
Estimate d
Projec t
Tota l
Final Detail Desig n
Review-1 st Vendor's
Draft (Tait/Avtec)
Principa l
Consultant
$210 8 $1,680 $0 $1,68 0
Final Detail Desig n
Review-Final Vendor's
Draft (Tait/Avtec)
Principal
Consultant
$210 16 $3,360 $0 $3,360
Review and Verif y
Vendor Factory Orders
Principa l
Consultant
$210 8 $1,680 $0 $1,68 0
Review Vendo r
Provided Test Plans
Principa l
Consultant
$210 16 $3,360 $0 $3,36 0
Participation on Weekl y
Conference Calls x 20
Principa l
Consultant
$210 20 $4,200 $0 $4,20 0
Performance of
Engineering task s
related to outcome o f
conference calls
Principa l
Consultant
$210 100 $21,000 $0 $21,000
155 Grand Avenue, Suite 500 ■ Oakland, CA 94612 s Tel : 510-891-0446 ■ Fax : 510-891-044 0
www .macro .corn
Exhibit .,
MACR O
ATTACHMENT 2
Oversee Field
Acceptance Testing —
Radio System (On-site)
Principa l
Consultant
$210 100 $21,000 $1,250 $22,25 0
Oversee Radi o
Coverage Testing (On-
site)
Principa l
Consultant
$210 60 $12,600 $1,250 $13,85 0
Regulatory Support (a s
needed — Applicabl e
FCC Coordination fee s
if any are additional)
Senior
Consultant
$160 20 $3,200 $0 $3,20 0
Total Project (Not t o
exceed amount . Clien t
Selects Tasks an d
Support Level)
$74,580
Thank you again for this opportunity . We look forward to another rewarding and successfu l
project experience . Please call me if you have any questions at : Office (510) 379-2711 ; Cel l
(719) 661-770 1
Best regards,Approved by :
Carlos Delatorre Allen Beatty, Manage r
Principal Consultant Public Safety/Telecommunications
Mr. Steve-Schmitt -
March 5, 201 0
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