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R-95-06-22-10F - 6/22/1995advice with respect to project management and implementation of the new 800 MHz radio system, and WHEREAS, RAM Communications Consultants, Inc. has submitted a proposal to provide said professional services, and WHEREAS, the Council wishes to accept the proposal of RAM Communications Consultants, Inc., Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That the Mayor is hereby authorized and directed to execute on behalf of the City the proposal of RAM Communications Consultants, Inc. to provide the needed professional services for the 800 MHz radio system. RESOLVED this 22nd day of June, 1995. ATTEST: WHEREAS, the City is in need of professional services and 4 )9/Ylivi NE LAND, City Secretary K: \RESOL[TTI \RS50622P.WPD /s1s RESOLUTION NO. R- 95- 06- 22 -10F CHARLES CULP'P!:`, Mayor City of Round •.ck, Texas COMMUNICATIONS CONSULTANTS, INC. Mr. Bob Bennett City Manager City of Round Rock 221 East Main Street Round Rock, Texas 78664 Dear Mr. Bennett: June 5, 1995 Regional Office World Headquarters: 10 Woodbridge Center Drive, Woodbridge, NJ 07095 (908) 636 -6970 363 N. Sam Houston Pkwy. E. Suite 1100 Houston, TX 77060 Bus: (713) 820 -7869 Fax: (713) 820 -6975 RAM Communications Consultants, Inc. (RCC) is pleased with the opportunity to present this proposal to provide Project Management and Implementation Assistance to the City of Round Rock for implementation of the new 800 MHz radio system. Our support will provide assistance in overseeing the successful installation and acceptance testing of the system. Our proposed scope of services provides a review of Motorola's efforts, but does not duplicate their efforts. In the original RCC proposal for radio consulting dated July 6, 1994, which was presented to you, we incorporated a general work plan which described the tasks required for project management of your installation. A copy of that original work plan is enclosed and has been updated and refined to suit the City's needs. This original plan, which at the time envisioned this possibility, is still valid insofar as the overall tasks to be accomplished by RCC in your behalf. Therefore, we have drawn upon this plan to provide our proposed fees to accomplish the requested work. In addition to a formal project initiation and kick -off meeting, the plan includes three major work tasks with multiple project tasks with each major piece of work. These include: monitoring the vendor's (Motorola) progress and conducting regular inspections of the work, development of and carrying out a detailed system acceptance testing plan to help ensure that the system performs as it should in terms of features, functions, and coverage, and assistance with the actual system cutover, and validation of proper user and dispatcher training. Based on our previous work with the City, and our understanding of the issues involved, we estimate that professional fees to accomplish the tasks and sub -tasks described in the enclosed workplan will be $ 21,320.00. We estimate that this work will require approximately 15 trips to the City which will cost about $ 2,500 in actual out -of- pocket expenses. Mr. Bob Bennett City Manager City of Round Rock June 5, 1995 Page 2 This cost proposal represents half of the actual project cost. The other half has been proposed to the Williamson County, since this is a shared system and the scope of consulting work is identical for both the City and County. In the event that Williamson County is unable to participate, we will have to revise our cost proposal to the City. GAM /das As in our existing contract with the City, we will submit invoices on a monthly basis. We are pleased to be a continuing part of this important project and look forward to helping you make this another success story. If you have any questions, please give me a call in Houston at (713) 820 -7869. Sincerely, Gregory A. Munchrath, P.E. Vice President, South Central Region 800 MHz Trunked Radio System Implementation The focus of this effort is to help ensure proper installation planning and execution, adequate user training, acceptance testing, and a coordinated cut -over of the new shared radio system and network. The following paragraphs describe, in general, the major activities to be accomplished during this phase of work. Task 1 - Project Initiation and Team Orientation • Review project scope, objectives, plans, and requirements with the appropriate City and /or County personnel (Project Team) • Prepare detailed plans, calendar, and milestones including: Complete list of tasks, timetables, deliverables, and meeting schedules. Incorporate vendor's proposed implementation schedules Progress meetings proposed on an approximate monthly basis, in addition to regular contact with Project Team • Deliverable consists of a work plan Task 2 - Monitor Progress and Resolve Issues • Monitor vendors' compliance with the proposed implementation schedule • Conduct regular on -site inspections of installed equipment at the various locations within the City and /or County • Assist the City in the resolution of implementation problems if they occur • Notify vendor of discrepancies if they occur • Prepare monthly project status reports and conduct on -site monthly project implementation meetingswith Motorla and the City Project Team • Monitor vendor's progress billing Task 3 - Develop Acceptance Test Program and Assist the Team in Acceptance Testing • Develop acceptance testing procedures for the new two -way radio, system including: Equipment delivery Equipment installation (physical and electrical) Functional operation of each system including software and interfaces System throughput and response times Radio coverage throughout the required coverage area (new site) - Interoperability with surrounding agencies Recovery from failure (backup capabilities) 30 day operation without a major failure User training Review as -built documentation provided by Motorola • Deliverables include: Implementation Progress reports - Acceptance Testing Program results Task 4 - Assist in the Training and Cut -over to the New Communication System • Assist the Project Team in developing a system cut -over plan, coordinate the user's needs with the vendor to help ensure a smooth transition to the new system • Assist the Project Team and Motorola in the development and scheduling of the training programs • Monitor selected vendor training classes to ensure that they are "on target" and are not simply selling additional features and options to City staff • Monitor system cut -over and first days of service Mr. Bob Bennett City Manager City of Round Rock June 5, 1995 Page 5 IN WITNESS WHEREOF, the parties hereto acknowledge that the letter and the proposal attached thereto dated June 5, 1995 from Gregory Munchrath of RCC to Bob Bennett, City of Round Rock, constitutes their full agreement and intending to be bound have ca se!thi i dement to be duly executed by their duly authorized officials as of JaLy (Month, Day, Year) ATTEST TO: SIGNED BY: DATE: TITLE: ATTEST TO: ,�,, ''^^ ,,.,� ,, r SIGNED BYI 1111 e- SIGNED BY: DATE: ITLE: 717i7 yo1P, RAM Communications Consultants, Inc. SIGNED BY: ✓t, '" DATE: �Wkl. 24", 191f DATE: , f -. 3 ides TITLE: •� TITLE: �^' -,c. ,. ,.,, v t.� ; ( June 29, 1995 COMMUNICATIONS CONSULTANTS, INC. Mr. David Kautz City of Round Rock 221 East Main St. Round Rock, TX 78664 Dear David, Regional Office 363 N. Sam Houston Pkwy. E. Suite 1100 Houston, TX 77060 Bus: (713) 820 -7869 Fax: (713) 820 -6975 Enclosed you will find the signature page you needed to complete our agreement with the City of Round Rock for the Phase 2 consulting effort. On behalf of RAM Communications Consultants, Inc. I am very pleased to be of continued assistance in this important project. All of us at RAM are looking forward to working with you & the other members of the City's project team to make this another Round Rock success story. See you soon. Sincerely, Gregory A. Munchrath, P.E. Vice President - South Central Region World Headquarters: 10 Woodbridge Center Drive, Woodbridge, NJ 07095 (908) 636 -6970 DATE: June 20, 1995 SUBJECT: City Council Meeting, June 22, 1995 ITEM: 10. F. Consider a resolution authorizing the Mayor to enter into an agreement with RAM Communications Consultants, Inc. to provide Project Management and Implementation Assistance to the City of Round Rock for implementation of the new 800 MHz radio system. STAFF RESOURCE PERSON: David Kautz The attached agreement retains RAM Communications to assist the City in bringing the 800 MHz radio system into operation. Under a current agreement, RAM has been providing assistance to the City in developing and acquiring a system which operates on a regional basis with the County and City of Georgetown. As the current phase nears completion, it is important to retain the expert assistance of RAM to ensure that this complex project is successfully installed and brought into operation. This agreement represents the City of Round Rock's share of this regional effort. The cost to the City will approximate $23,000.