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HomeMy WebLinkAbout12/02/2003, C2 - PUBLIC SAFETY DISPATCH CENTER UPGRADE DESIGN SERVICES council MahnD� 12-02-03 j acEnaa Report CITY O F SAN LUIS O B I S P O FROM: Bill Statler,Director of Finance & Information TechnologyVt 0OA g� Steve Schmidt,Telecommunications Supervisor SUBJECT: PUBLIC SAFETY DISPATCH CENTER UPGRADE DESIGN SERVICES CAO RECOMMENDATION Approve the request for proposals for design services to upgrade the City's public safety dispatch center and authorize the CAO to award the contract if it is within the project budget for phase I services of$120,000, and to subsequently amend the contract for phase 11 services if it is within the budget of$75,000. DISCUSSION Background The heart of the City's existing public safety dispatch center is an unreliable Motorola based dispatch system that has been pieced together over the past 20 years. An up-to-date dependable, interoperable, digital/trunked dispatch center is critical to the basic mission of the organization, which is to provide public safety. In addition, the existing dispatch center has outgrown its current location within the Police Station. A need's assessment study conducted in 2000 reviewed the City's technology infrastructure. From this, the Information Technology (IT) Strategic Plan for 2001-05 was developed that identified the highest priority IT projects. The highest priority identified was the upgrading of the public safety dispatch center. These findings were based on the age of the dispatch consoles and the inability to maintain the existing equipment with replacement parts along with discontinued manufacturer technical support. Workscope We recommend contracting with a qualified public safety architectural design firm to provide design services for the public safety dispatch center and infrastructure upgrade. In brief, this project will entail the following tasks:. 1. Construct a new dispatch center in the second floor conference room (while keeping the old dispatch center online). 2. Relocate the second floor conference room and adjacent bathrooms. 3. Plan for off-site dispatch emergency capabilities. 4. Develop performance based standards and specifications for bid documents for facility improvements including dispatch consoles and furniture. 5. Fully comply with all provisions of the 2001 California Building Code. 6. Replace five existing dispatch consoles (four in dispatch and one in the Watch Commander's U I Public Safety Dispatch Center Upgrade Design Services Page 2 office) with six new dispatch consoles (five in the new center and one in the Watch Commander's office). 7. Remodel the existing dispatch center to provide new office space for other uses. This project is comprised of two phases. Phase I assesses the dispatch center's data/communication system requirements, recommends appropriate consoles and furniture manufacturers, and identifies facility and infrastructure requirements. Phase II prepares construction documents for subsequent bidding for the improvements. Staff is requesting proposals for completing Phase I tasks estimated at $120,000. Upon successful completion of Phase 1, staff recommends amending the agreement with the architectural firm for construction documents. Phase lI is estimated to cost $75,000. Proposal Evaluation As set forth in the RFP, proposals will be evaluated by a staff review committee based on the following criteria: 1. Understanding of the work required by the City. 2. Quality, clarity and responsiveness of the proposal. 3. Demonstrated competence and professional qualifications necessary for successfully performing the work required by the City. 4. Recent experience in successfully performing similar services. 5. Proposed approach in completing the work. 6. References. 7. Background and related experience of the specific individuals to be assigned to this project. 8. Proposed compensation. As reflected above, contract award will not be based solely on price, but on a combination of factors as determined to be in the best interest of the City. Project Schedule The following summarizes the proposal review and contract award schedule for the design services consultant: Public Safety Dispatch Center: Design Consultant Selection Issue RFP December 2003 Receive and evaluate proposals January 2004 Award and execute the contract February 2004 Start design work February 2004 i Public Safety Dispatch Center Upgrade Design Services Page 3 The following summarizes the balance of the project schedule in completing the dispatch center upgrade improvements: MM'SIM46"SIME2919 Me . Complete system design June 2004 Finalize design plans and bids, receive Council authorization to request.proposals for system August 2004 improvements Receive proposals September 2004 Complete proposal evaluation and award contract November 2004 Complete system improvements November 2005 As reflected above, the selection of the design services consultant is the next step in a much longer process in completing the public safety dispatch and infrastructure upgrade. CONCURRANCES The review team with representatives from the Department's of Finance & IT, Police, Fire, Public Works, and Utilities concur with this recommendation. FISCAL IMPACT Project Costs The 2003-05 Financial Plan provides funding in the amount of$2,130,000 for the dispatch center upgrade: $195,000 for design services and $1,955,100 for equipment acquisition, installation, construction and project management (Page 29 of Appendix B: Capital Improvement Plan). To date, no funds have been spent on the project. Phase I of this proposal includes: public safety dispatch center requirements, infrastructure requirements, and assistance integrating the new radio system. Phase I will require $120,000 in funding. Phase II includes bids, documents, permits, and construction administration. Phase H will utilize the remaining$75,000. Project Funding As forth in the 2003-05 Financial Plan, 80% of the project cost will be funded by the General Fund and 10% each from the Water and Sewer Funds. In accordance with the City's debt management policies, the Council approved debt-financing this upgrade through a ten-year lease- purchase agreement. While debt service payments are not projected to begin until the 2005-07 Financial Plan, the annual cost for the public safety dispatch center and infrastructure upgrade will be about $125,000. Since adoption of the 2003-05 Financial Plan, we have been awarded $412,200 in FEMA grant funds for public safety radio and dispatch system improvements. Of this amount, $200,000 will be applied to the dispatch center system upgrade (the remaining $212,200 is applicable to radio system improvements). As such, future year General Fund debt service costs will be reduced by about$25,000 annually due to this grant. Public Safety Dispatch Center Upgrade Design Services Page 4 ATTACHMENTS 1. Workscope Excerpt from the RFP AVAILABLE IN THE COUNCIL READING FILE RFP: Design Services for Public Safety Dispatch Center and Infrastructure Upgrade G:Information Technology/Dispatch Center Upgrade/Council Agenda Report,Dispatch RFP ca ^ I � Attachment 1 Workscope Excerpt from the RFP Section A DESCRIPTION OF WORK OVERVIEW The City of San Luis Obispo is seeking proposals from qualified public safety architectural design firms to provide design services for its public safety dispatch center and infrastructure upgrade project. In-brief, this project will entail the following tasks: ■ Construct a new dispatch center in the second floor conference room (while keeping the old dispatch center online). ■ Relocate the second floor conference room and adjacent bathrooms. ■ Plan for off-site dispatch emergency capabilities. ■ Develop performance based standards and specifications for bid documents for facility improvements including dispatch consoles and furniture. ■ Fully comply with all provisions of the 2001 California.Building Code. ■ Replace five existing dispatch consoles (four in dispatch and one in the Watch Commander's office) with six new dispatch consoles (five in the new center and one in the Watch Commander's office). ■ Remodel the existing dispatch center to provide new office space for other uses. The City views this project as having two phases. Phase I assesses the dispatch center's data/communication system requirements, recommends appropriate consoles and furniture manufacturers, and identifies facility and infrastructure requirements. Phase H prepares constructions documents. While Phase 11 is not a part of this request for proposal (RFP), the City intends to subsequently amend the agreement to provide approved construction documents, permits, and bid/proposal documents following a successful completion of Phase I. The execution of the amendment will be at the City's discretion and upon agreement by the consultant. BACKGROUND The heart of the City's existing public safety dispatch center is an unreliable Motorola based dispatch system that has been pieced together over the past 20 years. An up-to-date dependable, interoperable, digital/trunked dispatch center is critical to the basic mission of the organization, which is to provide public safety. In addition, the existing dispatch center has outgrown its current location within the Police Station. A need assessment study conducted in 2000 reviewed the City's technology infrastructure. From this, the Information Technology (IT) Strategic Plan for 2001-05 was developed that identified the highest priority IT projects. The highest priority identified was the upgrading of the public safety dispatch center. These findings were based on the age of the dispatch consoles and the inability to maintain the existing equipment with replacement parts along with discontinued manufacturer technical support. �a 1 Attachment 1 Workscope Excerpt from the RFP PROJECT MANAGEMENT The project review team is comprised of representatives from Police, Public Works and Finance & Information Technology. The City has secured the services of a construction manager who is also a member of the project Review Team. This team will be led by the Information Technology division, with oversight from the City's Information Technology Steering Committee. TIMEFRAME The City would like to complete this design work within 120 calendar days after contract execution. Project review time by the City and other agencies may alter this timeframe. CONSULTANT EXPERIENCE The following summarizes the significant experience that the successful proposer should bring to the project: ■ Significant experience in the planning, design and implementation of public safety dispatch centers. ■ Experience creating detailed schematic project plans, contract language, performance criteria and preparing public sector bid documents related to the design and implementation of construction and remodeling projects similar to this one. ■ Working knowledge of the 2001 California Building Code. ■ Ability to complete the work required in a timely fashion, prepare oral presentations, and conduct user group meetings at all levels of the City. Consultant must work effectively as a team member with the City review team and other City consultants. ■ Must have a working knowledge of the permit process and be able to prepare necessary plans and submittals. SCOPE OF WORK The Consultant will be responsible for providing all work, research, testing, coordination and meetings required to ultimately provide a set of approved construction documents, permits, bid/proposal documents(RFP), and cost estimates to achieve the project goals. Dispatch System Requirements ® Consoles and Furniture — The Consultant will assess dispatch center data and communication systems, meet with the Communications Manager and Communications Technicians to solicit their ideas for consoles and furniture (ergonomic considerations a must!), recommend manufacturers, and provide cost estimates. e Request for ProposaUDesign Preparation — The Consultant will provide "performance based" dispatch center design specifications and plans to be used in preparing the RFP for system equipment acquisition and installation. The Consultant must clearly outline the advantages and disadvantages in each of the options recommended. All options shall provide a range of estimates and projected costs. The Consultant will prepare the RFP, respond to / r � Attachment 1 Workscope Excerpt from the RFP questions, prepare addendum(s) as needed, and serve as a member of the evaluation team to review bid proposals. ® Assistance with New/Upgraded Radio System Upgrade Equipment— Concurrently with the public safety dispatch center upgrade, the City is upgrading our radio system. While the radio project is a separate contract from this one, both the dispatch and radio consultants will be required to work closely with the City's project review teams in ensuring a smooth integration between the two projects. Providing advice and making appropriate recommendations are integral parts of this workscope. Facility and Infrastructure Requirements ■ Facility Investigation o Provide or arrange for all necessary field reconnaissance, analyzing, surveying, testing, code research, meetings with building occupants, permitting agencies and City staff to aid in identifying project constraints. Review proposed new dispatch center site to determine potential problems. o Assess plumbing, mechanical, structural, electrical, and data/communication needs. o Submit an itemized list of recommended improvements with associated costs to the City for approval. o Conduct meetings with the City of the appropriate level to determine the final scope of improvements to be included in the project. ■ Approval Process/Schematic Design-Submittal Required o Prepare schematic plans and elevations for construction based on the approved project scope. Schematic plans will require enough level of detail for environmental and visual impacts to be determined. o Obtain Architectural Review Commission (ARC) and Community Development Department (CDD) approval as required. The Consultant shall prepare submittals as needed for processing approvals. All submittals to the CDD shall be routed through City management for review. o Make revisions as necessary to obtain approvals. ■ Surveillance and Security o Provide the City with a written assessment of the dispatch center surveillance and security requirements. Items which should be included in this recommendation are, but are not limited to: bullet proofing of the walls and windows, lighting requirements, soundproofing, and audio/visual systems. o Itemize the costs associated with these changes. ■ Building Power Requirements and Emergency Power Supply — The City is currently assessing the electrical system and emergency power generator at Police headquarters and will provide the Consultant with their findings. o Evaluate the overall power requirements of the building and ascertain whether additional commercial power feeds are required to adequately power both dispatch centers during the upgrade. o Address redundant power supply options and assure continuous emergency r Attachment 1 Workscope Excerpt from the RFP communications. Based on that assessment, submit recommendations for any emergency power generator upgrades that might be required to accommodate the new dispatch center as well as the remainder of the facility. ■ Off-site dispatch emergency capabilities — Plan for offsite emergency dispatching capabilities at the City's Emergency Operations Center located at Fire Station 1.