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Home My WebLink About01/19/2010, C8 - AMENDMENT NO. 3 TO MACRO CORPORATION FOR RADIO SYSTEM PROJECT MANAGEMENT SERVICES councit M�D� 1-1940 j acEnda REpout Im eK CITY OF SAN LUIS OBISPO FROM: Bill Statler, Director of Finance& Information Technology Steve Schmidt, Information Technology Manager SUBJECT: AMENDMENT NO. 3 TO MACRO CORPORATION FOR RADIO SYSTEM PROJECT MANAGEMENT SERVICES RECOMMENDATION Approve Amendment No. 3 to the radio system design services contract with Macro Corporation in the amount of$45,040 and authorize the Mayor to sign the agreement. DISCUSSION With the award of contracts in June 2009 to Motorola for user equipment (hand-held radios and those installed in vehicles) and to Tait Communications for the radio system equipment and infrastructure, we are now beginning implementation of the City's radio system upgrade, which will be completed in conjunction with completion of the new dispatch center located at Fire Station No. 1. We are on schedule for this project; and as outlined in the Fiscal Impact section, we are well under the $4.4 million budget for this project. In assisting City staff in managing the installation of this complex project, we recommend contracting with Macro Corporation for this work, which is the firm that assisted with the system design, preparation of the system request for proposals (RFP) and proposal evaluation. The proposed fee of$45,040 represents about 1% of total project costs, which is a prudent investment in assuring successful project completion. Background The following summarize key actions to-date in contracting with Macro Corporation for assistance with the radio system upgrade project: 1. Initial Contract Award On October 21, 2003, the Council approved the RFP for design services for the radio system upgrade and authorized the City Manager to award the contract if within the budget for this work of $85,000. Based on a detailed evaluation of the four proposals we received for this work, the City Manager awarded the design services contract on December 30, 2003 to Macro Corporation for$79,361. 2. Contract Amendment No. 1. An additional fee of $24,983 was authorized by the City Manager on December 20, 2004 for design services associated with assistance in preparing the RFP for equipment and installation. W � l Contract-Amendment No. 3 to Macro Corporation Page 2 3. Contract Amendment No. Z On March 30, 2006, the City Manager approved contract amendment No. 2 for scope of service changes and related compensation in the amount of $38,060. FISCAL IMPACT Adequate funding is available for the implementation phase of this project as outlined below: Encumbrances& Balance Phase Budget Expenditures to Date Remaining Design&Engineering $142,700 $107,387 $35,313 Construction $249,000 $35,682 $213,318 Construction Management $100,100 $20,100 $80,000 Equipment.Ac uisition $3,876,100 $3,006,640 $869,460 SUBTOTAL $4,367,900 $3,169,809 $1,198,091 Macro Corp Amend No. 3 $45,040 $45,040 TOTAL $4,367,900 $3,124,769 $1153,051 As reflected above, even with this contact, the project will be under by budget by over $1.1 million. While we expect additional costs in addressing contingencies as the project proceeds, it is likely that we will complete this project well under budget. ALTERNATIVES 1. Do not contract for project management services. Given the complexity and mission- critical nature of this project, this option is not recommended. 2. Contract with a different firm. Given the quality service provided by Macro Corporation to the City, its familiarity with this project and the reasonable cost of their proposal — especially in the context of the overall project budget—this option is not recommended. ATTACHMENT Contract Amendment No. 3 with Macro Corporation T:\Council Agenda ReportsTinance&rr CAR\rMOI O\Macro Corp Amend No 3\CAR Macro Amendment No.3,1-19-10.doc /t �� / r 1 ATTACHMENT AMENDMENT TO AGREEMENT NO. 3 THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on January 19, 2010 by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, herein after referred to as City,and Macro Corporation,hereinafter referred to as Contractor. WITNESSETH: WHEREAS, on December 30, 2003, the City entered into an Agreement with Contractor for radio system design services per Specification No. 90222A; and WHEREAS, the City desires to amend the scope of services to include project management and Contractor has submitted a proposal for this purpose that is acceptable to the City. NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained,the parties hereto agree as follows: I. The scope of services and related compensation is hereby amended as set forth in Exhibit A attached hereto. 2. All other terms and conditions of the Agreement remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first written above. ATTEST: CITY OF SAN LUIS OBISPO By: City Clerk Mayor APPROVED AS TO FORM: CONTRACTOR By: Yttorney C$-3 _ ATTACHMENTthibi�� MACRO Corporation �DD A KEMA Company January 4, 2010 Mr. Steve Schmidt Information Technology Manager City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401-3249 (805) 781-7570 RE: Proposal for Technical Support Services Radio System Upgrade Implementation Phase Dear Mr. Schmidt: In response to your request for a revised proposal of Macro's Engineering Support Services in support of the upcoming implementation and deployment of the new City of San Luis Obispo Radio System. Background: The City of San Luis Obispo has elected to upgrade its current radio system with new Project 25 Compliant subscriber equipment (mobiles and portables)from Motorola, and infrastructure equipment, to include the IP capable Avtech dispatch consoles, provided by Tait as per their revised Final Detail Design Document. Contract vehicle options: 1. Time and Materials—under current contract—bill as work is completed 2. Change Order to existing contract 3. New Contract Note: This is a Not4o-Exceed Proposal. Client has the option to pick and choose the required support level. Client reserves the right to request additional technical support. If additional labor hours are needed to complete any task or overall project, Macro will submit to client a revised proposal for approval. Any additional required funds will be just added to this contract task order. 155 Grand Avenue, Suite 500 o Oakland, CA 94612 ■ Tel:510-891-0446 ■ Fax: 510-891-0440 www.macro.com ATTACHMEN's- ExhIbItk- Mr. Steve Schmitt MI'7VI\O January 4, 2010 Page 12 �» Proposed Technical Support Tasks: Task Description Staff Rate Hours Estimated Estimated Estimated Category Total Expenses Project Labor Cost Total Final Detail Design Principal $210 12 $2,520 $0 $2,520 Review-1"Vendor's Consultant Draft Final Detail Design Principal $210 8 $1,680 $0 $1,680 Review-Final Vendor's Consultant Draft Review and Verify Principal $210 8 $1,680 $0 $1,680 Vendor Factory Orders Consultant Review Vendor Principal $210 16 $3,360 $0 $3,360 Provided Test Plans Consultant Participation on Weekly Principal $210 20 $4,200 $0 $4;200 Conference Calls x.20 Consultant Performance of Principal $210 40 $8,400 $0 $8,400 Engineering tasks Consultant related to outcome of conference calls Oversee Field Principal $210 40 $8,400 $3,500 $8,400 Acceptance Testing— Consultant Radio System (On-site) Oversee Radio Principal $210 40 $8,400 $3,500 $8;400 Coverage Testing (On- Consultant site) Regulatory Support(as Senior $160 40 $6,400 $0 $6,400 needed—Applicable Consultant FCC Coordination fees if any are additional) Total Project(Not to $45,040.00 exceed amount.Client Selects Tasks and Support Level) Thank you again for this opportunity. We look forward to another rewarding and successful project experience. Please call me if you have any questions at: Office (510) 379-2711; Cell (719)661-7701 Best regards, Approved by: Carlos Delatorre Allen Beatty, Manager Principal Consultant Public Safety/Telecommunications C ��