HomeMy WebLinkAboutMO #2572MUNICIPAL ORDER NO. 2572
A MUNICIPAL ORDER AUTHORIZING AND APPROVING AMENDMENT
NO. 9 TO THE PROFESSIONAL CONSULTING AGREEMENT WITH FEDERAL
ENGINEERING, INC., FOR PROFESSIONAL SERVICES RELATED TO REQUEST FOR
PROPOSALS PREPARATION, PROPOSAL EVALUATION, AND CONTRACT
NEGOTIATIONS FOR AN UPGRADED 911 SYSTEM IN AN AMOUNT OF $67,790 TO BE
FUNDED EQUALLY BY THE CITY OF PADUCAH AND THE MCCRACKEN COUNTY
FISCAL COURT, AUTHORIZING THE TRANSFER OF FUNDS FOR SAID
EXPENDITURE, AND AUTHORIZING THE MAYOR TO EXECUTE THE AMENDMENT
WHEREAS, by Ordinance No. 2016-8-8401, the City of Paducah retained
Federal Engineering, Inc., to perform consulting work for the City of Paducah related to the
upgrade of the Paducah 911 System; and
WHEREAS, by Ordinance No. 2018-4-8528, the City of Paducah authorized
amendments to the Professional Consulting Agreement; and
WHEREAS, by Municipal Order No. 2457, the City authorized a refresh to the
report for the upgrade of the Paducah 911 System; and
WHEREAS, by Municipal Order No. 2491, the City of Paducah approved a
Memorandum of Agreement with McCracken County Fiscal Court for the formation of the Joint
911 Communication Services Oversight Committee to make recommendations and reports to the
City of Paducah and McCracken Fiscal Court for the funding, upgrades and governance of 911 in
Paducah/McCracken County; and
WHEREAS, the 911 Communications Oversight Committee forwarded a
recommendation to the Paducah Board of Commissioners and the McCracken County Fiscal
Court to move forward with an RFP process for the 911 Project utilizing the professional
services of Federal Engineering; and
WHEREAS, the City now desires to partner with McCracken County Fiscal Court
in payment for the professional services related to RFP preparation, proposal evaluation, and
contract negotiations for the upgrade of the Paducah 911 System.
NOW, THEREFORE, BE IT ORDERED BY THE BOARD OF
COMMISSIONERS OF THE CITY OF PADUCAH, KENTUCKY, AS FOLLOWS:
SECTION 1. Authorizations & Recitals. That the City hereby authorizes and
approves Amendment No. 9 to the Professional Consulting Agreement with Federal Engineering,
Inc., in an amount of $67,790 for RFP preparation, proposal evaluation, and contract negotiations
related to an upgraded 911 System in substantially the form attached hereto and made part hereof
(Exhibit A) and authorizes the Mayor to execute said Amendment.
SECTION 2. Cost Sharing. This agreement shall be funded by transferring
$33,895 from Administrative Contingency Account No. 1000-0106-524500 to the E911 Project
Account No. E91106. This expenditure shall be paid from said Account No E91106. The
McCracken County Fiscal Court shall reimburse the City of Paducah in an amount of $33,895
for the cost associated with Amendment No. 9 as approved in Section 1 above upon receipt of
invoice from the City of Paducah. Further, the Mayor is authorized to execute all documents
necessary to effectuate said cost sharing.
SECTION 3. Effective Date.
after the date of its adoption.
ATTEST:
C406XI pc4a
Lindsay PaLdh, City Clerk
be in full force and effect from and
Adopted by the Board of Commissioners, May 10, 2022
Recorded by Lindsay Parish, City Clerk, May 10, 2022
\1\40\911 Federal Engineering Amendment 9 — RFP Services
Exhibit A
Issued: May 5, 2022
Federal Engineering, Inc.
10560 Arrowhead. Drive
Fairfax, VA 22030
703-359=8200
ATTACHMENT TO
PROFESSIONAL CONSULTING AGREEMENT
Dated: August 18, 2016
.PROJECT: PADKY-RADIO-PROC
CITY OF ',!'
RADIOMCCRACKEN COUNTY, KENTUCKY
SYSTEM PROCUREMENT
1 INTRODUCTION AND ISSUES
The City of Paducah, Kentucky (City) a retained Federal Engineering, Inc. (FE) in 2016
to assist them with procuring and implementing a new land mobile radio (LMR) system,
9-1-1 call -taking and dispatch equipment, and computer-aided dispatch (CAD) system.
The 9-1-1 call -taking and dispatch equipment and CAD system replacements are
complete; however, the City placed the LMR replacement project on hold due to lack of
funding.
At this time, the City along with McCracken County (Paducah/McCracken) is interested
in pursuing the LMR replacement system project and requests that FE refresh the
procurement tasks to include vendor contract negotiations.
In response to this request, FE will perform the tasks described below.
2. TASK 1 — PROJECT INITIATION.AND REQUIREMENTS VERIFICATION
FE will conduct a project initiation teleconference with stakeholders from
Paducah/McCracken to reestablish the foundational relationships for the project, review
the scope, schedule, and set expectations for the desired result. During this
teleconference, FE will also verify the system requirements updated during as part of the
2017 Report Refresh Addendum.
2.1 Task 2 — Develop Technical Specifications and Request for Proposals (RFP)
FE will develop a vendor -neutral Paducah/McCracken Public Safety Radio System
Technical Specification that describes the functional and performance requirements of
the radio system in sufficient detail for vendors to submit consistent proposals and be
verifiable through future acceptance testing.
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FE will provide a draft of the Technical Specification to Paducah/McCracken for review.
We will request comments and conduct a teleconference to review the draft deliverable
and incorporate comments. FE will submit the final Technical Specification to
Paducah/McCracken and assist with developing bidder instructions and evaluation
criteria: We will also review the Paducah/McCracken-provided RFP boilerplate terms
and conditions and identify any required tailoring to the Technical Specification to make
them consistent with the boilerplate terms.
2.2 Task 3 — Procurement Support
FE's procurement support for Paducah/McCracken includes facilitating a pre-bid
meeting, responding to vendor questions, reviewing vendor proposals, best and final
offer (BAFO) attendance, and contract negotiations.
Pre -Bid Meeting
FE will facilitate the onsite vendor. pre-bid meeting and support Paducah/McCracken
with responding to vendor questions regarding the solicitation.
Vendor Proposal Review
FE will conduct an independent, unbiased review of each radio system vendor's
proposal and evaluate the proposals for compliance with the RFP. We will perform an
item -by -item comparison of each technical and non-technical requirement, documenting
compliance or non-compliance to each and of the relative strengths and weaknesses of
each response. We will provide a summary of our findings and recommendations to
Paducah/McCracken based on the established evaluation criteria and the City/County
procurement requirements.
BAFO and Contract Negotiations Support
FE will attend the BAFO presentation by Paducah/McCracken's preferred vendor via
remote meeting and document points for further negotiation. FE will provide up to 40
hours of remote negotiations support to assist Paducah/McCracken with finalizing a
contract with the preferred vendor.
3. ESTIMATE® SCHEDULE
FE will develop a mutually agreeable schedule with Paducah/McCracken. FE estimates
development of the technical specifications and associated RFP package to take
approximately eight weeks. Once Paducah/McCracken releases the RFP, the response
period will be approximately 60 days followed by proposal reviews, a BAFO presentation,
and contract negotiations.
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4. STAFFING/ORGANIZATION
Mr. Travis LePage, FE's Paducah/McCracken Project Director will oversee the project
with project management and subject matter expert support provided by FE practitioners.
5. ESTIMATED COST
FE will conduct the Tasks in Section 2 for a fixed price of $67,790, which includes labor,
travel, and other direct costs. Should additional funding be required to complete the
required tasks, a mutually agreeable amendment will be executed.
6. INVOICING
FE will prepare and submit invoices to Paducah/McCracken as the following table
details.
Remainder of Page Intentionally Left Blank
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7. BASIS FOR OUR SCOPE OF WORK
1. FE professionals will be directed by Paducah/McCracken's Project Manager or
their designee according to the assignments to be performed. The scheduling of
FE resources will be mutually agreed upon based upon the needs of
Paducah/McCracken and the availability of the specific FE consultants.
2. FE reserves the right to assign/reassign work efforts and associated costs across
tasks and between our professional staff members in order to meet our
contractual obligations to Paducah/McCracken.
3. This Amendment assumes FE will perform tasks called out in Section 2
(excluding any optional tasks or services). The deletion of a task or significant
change in scope of one or more tasks may affect the overall price. Optional tasks
can be priced at Paducah/McCracken's request and added to this Amendment
via a mutually agreeable contract modification.
4. The Amendment provides for review of up to three vendor proposals and up to
40 hours of remote contract negotiations support. Should additional proposals be
received and/or Paducah/McCracken need more than 40 hours of negotiations
support, FE can provide these services for an additional cost.
5. This Amendment assumes a project start date by June 1, 2022 and assumes a
32 -week schedule. Delays to the project schedule due to actions or lack of
actions on the part of Paducah/McCracken, Paducah/McCracken's participants,
third parties, and others including, but not limited to vendor protests, protracted
contract negotiations, vendor delays that impact the program schedule and/or
costs to Paducah/McCracken will be brought to the attention of the
Paducah/McCracken's Project Manager in a timely manner and will be reduced
to writing via a mutually agreed upon contract amendment, which may include an
increased cost.
6. FE's ability to fulfill these tasks depends, in part, on the willingness and ability of
Paducah/McCracken, Paducah/McCracken's participants, equipment vendors,
service providers, third parties, and others to provide information in a timely
manner, and upon the accuracy of the information as supplied. The accuracy of
input data, whether provided in electronic or hard copy form, and the
recommendations, actions, system designs, software, and license filings resulting
therefrom cannot, therefore, be warranted by FE nor can the performance,
suitability, or reliability of said systems be warranted by FE. FE accepts no
responsibility or liability to any third party in respect to any information or related
content delivered by FE. This information is subjective in certain respects, and,
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thus, susceptible to multiple interpretations and may.need periodic revisions based
on actual experience and subsequent developments.
7. This Amendment assumes that Paducah/McCracken's Project Manager will
schedule meetings and teleconferences, provide meeting and teleconferencing
facilities and notify attendees.
8. FE will provide deliverables electronically via email to Paducah/McCracken.
rj
Submitted by FE:
107,
(Signature)
Ronald F. Bosco, President & CEO
(Printednameand title)
May 5, 2022
(Date)
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Authonz 'on to begin work:
C'Gty-°V„�uch, lntucky
✓ (Signature)
6 -b ,e,— ;q- J At 'Or,
(Printed ameXnd title)
(Yate)
SCHEDULE A
LONG-TERM CONSULTING RATES
Effective Janu_a_ry 1, 2022 throuah December 31. 2022
Principal
$ 355.00 per hour
Vice President
$ 320.00 per hour
Assistant Vice President
$ 285.00 per hour
Director/Chief Consultant
$ 250.00 per hour
Senior Consultant
$ 210.00 per hour
Consultant
$ 180.00 per hour
Senior Analyst
$ 150.00 per hour
Analyst
$ 110.00 per hour
Administrative / Computer Services
$ 76.00 per hour
This document is proprietary to Federal Engineering, Inc. and shall not be disclosed to third
parties without prior written permission from Federal Engineering, Inc.
01-01-21
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