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HomeMy WebLinkAboutResolution - 2022-R0100 - PSA 16423 with Sciens Consulting 2.22.22Resolution No. 2022-RO100 Item No. 7.26 February 22, 2022 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock is hereby authorized and directed to execute for and on behalf of the City of Lubbock, a Professional Services Agreement, Contract No. 16423, as per TIPS USA Contract 2200601, for Consulting Services for a Radio System Needs Assessment, by and between the City of Lubbock and Sciens, LLC. of McKinney, Texas, and related documents. Said Contract is attached hereto and incorporated in this resolution as if fully set forth herein and shall be included in the minutes of the City Council. Passed by the City Council on February 22, 2022 DANIEL M. POP , MAYOR ATTEST: Rebe ca Garza, City Secreta APPROVED AS TO CONTENT: f- LAA DLL4 -le'Ll Erik Rejino, Assistant City Manager APPROVED AS TO FORM: Rya Br; e, Assistant City Attorney RES.Contract No. 16423, PSA-Sciens LLC 2.11.22 Resolution No. 2022-RO100 PROFESSIONAL SERVICES AGREEMENT STATE OF TEXAS § COUNTY OF LUBBOCK § This Professional Service Agreement ("Agreement") Contract No. 16423 is entered into this 22nd day of February , , is by and between the City of Lubbock (the "City"), a Texas home rule municipal corporation, and Sciens LLC (the" Consultant"), a Texas corporation. WITNESSETH WHEREAS, The City desires to contract with the Consultant to provide consultant services for a Radio System Assessment, (the "Services") and as part of the assessment, the Consultant will evaluate the Land -Mobile Radio (LMR) system, (the "Activities"); and WHEREAS, the proposal from Sciens, LLC, Contract 200601 IPS - USA Contract No. 200601 - Consulting and Other Related Services. The purchasing cooperative is an administrative agency created in accordance with Section 791.001 of the Texas Government Code and used to obtain the benefits and efficiencies that can accrue to members of a cooperative, to comply with state bidding requirements, and to identify qualified vendors of commodities, goods, and services. WHEREAS, the Consultant has a professional staff experienced and is qualified to provide professional Consulting services related to Activities, and will provide the services, as defined below, for the price provided herein, said price stipulated by the City and the Consultant to be a fair and reasonable price; and WHEREAS, the City desires to contract with the Consultant to provide professional services related to the Activities, and Consultant desires to provide the Services related to same. NOW THEREFORE, for and in consideration of the terms, covenants and conditions set forth in this Agreement, the City and the Consultant hereby agree as follows: ARTICLE I. TERM The term of this Agreement commences on the Effective Date and continues without interruption for a term of six (6) weeks. If the Consultant determines that additional time is required to complete the Services, the Chief of Information, may, but is not obligated to, in his or her discretion, execute an agreement to grant up to an additional two (2) weeks of time so long as the amount of the consideration Page 1 of 11 does not increase. An amendment to this Agreement resulting in an increase in the amount of the consideration must be approved by the City acting through its governing body. ARTICLE H. SERVICES AND COMPENSATION A. The Consultant shall conduct all activities, and within such timeframes, as set forth on Exhibit "A", attached hereto (the "Services"). B. The Consultant shall receive as consideration to be paid for the performance of the Services, an amount not to exceed $99,660, as set forth in Exhibit "A". ARTICLE M. TERMINATION A. General. The City may terminate this Agreement, for any reason or convenience, upon thirty (30) days written notice to the Consultant. In the event this Agreement is so terminated, the City shall only pay the Consultant for services actually performed by the Consultant up to the date the Consultant is deemed to have received notice of termination, as provided herein. B. Termination and Remedies. In the event the Consultant breaches any term and/or provision of this Agreement, the City shall be entitled to exercise any right or remedy available to it by this Agreement, at law, equity, or otherwise, including without limitation, termination of this Agreement and assertion of an action for damages and/or injunctive relief. The exercise of any right or remedy shall not preclude the concurrent or subsequent exercise of any right or remedy and all rights and remedies shall be cumulative. ARTICLE IV. NON - ARBITRATION Each Party reserves the right to exercise any right or remedy available to it by law, contract, equity, or otherwise, including without limitation, the right to seek any and all forms of relief in a court of competent jurisdiction. Further, the City shall not be subject to any arbitration process prior to exercising its unrestricted right to seek judicial remedy. The remedies set forth herein are cumulative and not exclusive, and may be exercised concurrently. To the extent of any conflict between this provision and another provision in, or related to, this Agreement, this provision shall control. ARTICLE V. REPRESENTATIONS AND WARRANTIES A. Existence. The Consultant is a corporation duly organized, validly existing, and in good standing under the laws of the State of Texas and is qualified to carry on its business in the State of Texas. Page 2 of 11 B. Corporate Power. The Consultant has the corporate power to enter into and perform this Agreement and all other activities contemplated hereby. C. Authorization. Execution, delivery, and performance of this Agreement and the activities contemplated hereby have been duly and validly authorized by all the requisite corporate action on the part of the Consultant. This Agreement constitutes legal, valid, and binding obligations of the Consultant and is enforceable in accordance with the terms thereof. D. Consultant. The Consultant maintains a professional staff and employs, as needed, other qualified specialists experienced in providing the Services, and is familiar with all laws, rules, and regulations, both state and federal, including, without limitation the applicable laws, regarding the Activities contemplated hereby. E. Performance. The Consultant will and shall conduct all activities contemplated by this Agreement in accordance with the standard of care, skill and diligence normally provided by a professional person in performance of similar professional services, and comply with all applicable laws, rules, and regulations, both state and federal, relating to professional services, as contemplated hereby. F. Use of Copyrighted Material. The Consultant warrants that any materials provided by the Consultant for use by City pursuant to this Agreement shall not contain any proprietary material owned by any other party that is protected under the Copyright Act or any other law, statute, rule, order, regulation, ordinance or contractual obligation relating to the use or reproduction of materials. The Consultant shall be solely responsible for ensuring that any materials provided by the Consultant pursuant to this Agreement satisfy this requirement and the Consultant agrees to indemnify and hold City harmless from all liability or loss caused to City or to which City is exposed on account of the Consultant's failure to perform this duty. ARTICLE VI. SCOPE OF WORK The Consultant shall accomplish the following: Professional Services related to the Services, as provided in Exhibit "A", attached hereto and made a part hereof. ARTICLE VII. INDEPENDENT CONTRACTOR STATUS The Consultant and the City agree that the Consultant shall perform the duties under this Agreement as an independent contractor and shall be considered as independent contractor under this Agreement and/or in its activities hereunder for all purposes. The Consultant has the sole discretion to determine the manner in which the Services are to be performed. During the performance of the Services under this Agreement, the Consultant and the Consultant's employees and/or sub -consultants, will not be Page 3 of 11 considered, for any purpose, employees or agents of the City within the meaning or the application of any federal, state or local law or regulation, including without limitation, laws, rules or regulations regarding or related to unemployment insurance, old age benefits, workers compensation, labor, personal injury or taxes of any kind. ARTICLE VIII. INSURANCE The Consultant shall procure and carry, at its sole cost and expense through the life of this Agreement, except as otherwise provided herein, insurance protection as hereinafter specified, in form and substance satisfactory to the City, carried with an insurance company authorized to transact business in the state of Texas, covering all aspects and risks of loss of all operations in connection with this Agreement, including without limitation, the indemnity obligations set forth herein. The Consultant shall obtain and maintain in full force and effect during the term of this Agreement, and shall cause each approved subcontractor or sub -consultant of the Consultant to obtain and maintain in full force and effect during the term of this Agreement, commercial general liability, professional liability and automobile liability coverage for non -owned and hired vehicles with insurance carriers admitted to do business in the state of Texas. The insurance companies must carry a Best's Rating of A-VII or better. Except for Professional Liability, the policies will be written on an occurrence basis, subject to the following minimum limits of liability: Commercial General Liability: Per Occurrence Single Limit: $1,000,000 General Aggregate Limit: $2,000,000 Professional Liability: Combined Single Limit: $2,000,000 Automobile Liability: Combined Single Limit for any auto: $1,000,000 Per Occurrence Employer's Liability: Per Occurrence Single Limit: $1,000,000 Worker's Compensation Per Occurrence Single Limit: $500,000 The Consultant shall further cause any approved subcontractor or sub -consultant to procure and carry, during the term of this Agreement, the insurance coverage required of Consultant herein, including without limitation, Professional Liability coverage, protecting the City against losses caused by the professional negligence of the approved subcontractor or sub -consultant. The City shall be listed as a primary and noncontributory additional insured with respect to the Automobile Liability and Commercial Page 4 of 11 General Liability and shall be granted a waiver of subrogation under those policies. The Consultant shall provide a Certificate of Insurance to the City as evidence of coverage. The Certificate shall provide 30 day's notice of cancellation. A copy of the additional insured endorsement and waiver of subrogation attached to the policy shall be included in the Certificate. The Consultant shall elect to obtain worker's compensation coverage pursuant to Section 406.002 of the Texas Labor Code. Further, the Consultant shall maintain said coverage throughout the term of this Agreement and shall comply with all provisions of Title 5 of the Texas Labor Code to ensure that the Consultant maintains said coverage. The Consultant may maintain Occupational Accident and Disability Insurance in lieu of Worker's Compensation. In either event, the policy must be endorsed to include a waiver of subrogation in favor of the City. If at any time during the life of the Agreement or any extension hereof, the Consultant fails to maintain the required insurance in full force and effect, the Consultant shall be in breach hereof and all work under the Agreement shall be discontinued immediately. Notwithstanding anything contained herein to the contrary, the professional liability policy shall be maintained at the Consultant's sole cost and expense. The retroactive date shall be no later than the commencement of the performance of this Agreement and the discovery period (possibly through tail coverage) shall be no less than 10 years after the completion of the Services provided for in this Agreement. The provisions of this Article VIII shall survive the termination or expiration of this Agreement. ARTICLE IX. EMPLOYMENT OF AGENTS/RETAINING OF CONSULTANTS The Consultant may employ or retain consultants, contractors, or third parties (any of which are referred to herein as "Sub -consultant"), to perform certain duties of Consultant under this Agreement, provided that the City approves the retaining of Sub -consultants. The Consultant is at all times responsible to the City to perform the Services as provided in this Agreement and the Consultant is in no event relieved of any obligation under this Agreement upon retainage of any approved Sub -consultant. Any agent and/or Sub -consultant retained and/or employed by the Consultant shall be required by the Consultant to carry, for the protection and benefit of the City and the Consultant and naming said third parties as additional insureds, insurance as described above required to be carried by the Consultant in this Agreement. The Consultant represents that such services are either under applicable value thresholds or are otherwise exempt from notice and/or bid requirements under Texas Law. Page 5 of 11 ARTICLE X. CONFIDENTIALITY The Consultant shall retain all information received from or concerning the City and the City's business in strictest confidence and shall not reveal such information to third parties without prior written consent of the City, unless otherwise required by law. ARTICLE XI. INDEMNITY THE CONSULTANT SHALL INDEMNIFY AND SAVE HARMLESS THE CITY OF LUBBOCK AND ITS ELECTED OFFICIALS, OFFICERS, AGENTS, AND EMPLOYEES FROM ALL SUITS, ACTIONS, LOSSES, DAMAGES, CLAIMS, OR LIABILITY OF ANY KIND, CHARACTER, TYPE, OR DESCRIPTION, INCLUDING WITHOUT LIMITING THE GENERALITY OF THE FOREGOING, ALL EXPENSES OF LITIGATION, COURT COSTS, AND ATTORNEY'S FEES, FOR INJURY OR DEATH TO ANY PERSON, OR INJURY TO ANY PROPERTY, RECEIVED OR SUSTAINED BY ANY PERSON OR PERSONS OR PROPERTY, TO THE EXTENT ARISING OUT OF, RELATED TO OR OCCASIONED BY, THE NEGLIGENT ACTS OF THE CONSULTANT, ITS AGENTS, EMPLOYEES, AND/OR SUBCONSULTANTS, RELATED TO THE PERFORMANCE, OPERATIONS OR OMISSIONS UNDER THIS AGREEMENT AND/OR THE USE OR OCCUPATION OF CITY OWNED PROPERTY. THE INDEMNITY OBLIGATION PROVIDED HEREIN SHALL SURVIVE THE EXPIRATION OR TERMINATION OF THIS AGREEMENT. ARTICLE XII. COMPLIANCE WITH APPLICABLE LAWS The Consultant shall comply with all applicable federal, state and local laws, statutes, ordinances, rules and regulations relating, in any way, manner or form, to the activities under this Agreement, and any amendments thereto. ARTICLE XIH. NOTICE A. General. Whenever notice from the Consultant to the City or the City to the Consultant is required or permitted by this Agreement and no other method of notice is provided, such notice shall be given by (1) actual delivery of the written notice to the other party by hand (in which case such notice shall be effective upon delivery); (2) facsimile (in which case such notice shall be effective upon delivery); or (3) by depositing the written notice in the United States mail, properly addressed to the other party at the address provided in this article, registered or certified mail, return receipt requested, in which case such notice shall be effective on the third business day after such notice is so deposited. Page 6 of 11 B. Consultant's Address. The Consultant's address and numbers for the purposes of notice are: Sciens LLC. ATTN: Ernest Pages Partner, Sciens LLC Telephone: (469) 854-2218 Email: epages@sciens.com C. City's Address. The City's address and numbers for the purposes of notice are: James Brown Chief Information Officer City of Lubbock P.O. Box 2000 1314 Avenue K Lubbock, Texas 79457 Telephone: 806-775-23 72 D. Change of Address. Either party may change its address or numbers for purposes of notice by giving written notice to the other party as provided herein, referring specifically to this Agreement, and setting forth such new address or numbers. The address or numbers shall become effective on the 15th day after such notice is effective. ARTICLE XIV. CITY -PROVIDED DATA AND RESPONSIBILITIES Provision of Data. The City shall furnish the Consultant non -confidential studies, reports and other available data in the possession of the City pertinent to the Consultant's Services, so long as the City is entitled to rely on such studies, reports and other data for the performance of the Consultant's Services under this Agreement (the "Provided Data"). The Consultant shall be entitled to use and rely, so long as such reliance is reasonable, upon all such Provided Data. ARTICLE XV. IVUSCELLANEOUS A. Captions. The captions for the articles and sections in this Agreement are inserted in this Agreement strictly for the parties' convenience in identifying the provisions to this Agreement and shall not be given any effect in construing this Agreement. B. Audit. The Consultant shall provide access to its corporate books and records to the City. The City may audit, at its expense and during normal business hours, the Consultant's books and records with respect to this Agreement between the Consultant and the City. All information obtained in an audit will be treated as confidential information and shall not be disclosed. Page 7 of 11 C. Records. The Consultant shall maintain records that are necessary to substantiate the services provided by the Consultant. D. Assignability. The Consultant may not assign this Agreement without the prior written approval of the City. E. Successor and Assigns. This Agreement binds and inures to the benefit of the City and the Consultant, and in the case of the City, its respective successors, legal representatives, and assigns, and in the case of the Consultant, its permitted successors and assigns. F. Construction and Venue. THIS AGREEMENT SHALL BE GOVERNED BY AND CONSTRUED IN ACCORDANCE WITH THE LAWS OF THE STATE OF TEXAS. THIS AGREEMENT IS PERFORMABLE IN LUBBOCK COUNTY, TEXAS. THE PARTIES HERETO HEREBY IRREVOCABLY CONSENT TO THE SOLE AND EXCLUSIVE JURISDICTION AND VENUE OF THE COURTS OF COMPETENT JURISDICTION OF THE STATE OF TEXAS, COUNTY OF LUBBOCK, FOR THE PURPOSES OF ALL LEGAL PROCEEDINGS ARISING OUT OF OR RELATING TO THIS AGREEMENT OR THE ACTIONS THAT ARE CONTEMPLATED HEREBY. G. Severability. If any provision of this Agreement is ever held to be invalid or ineffective by any court of competent jurisdiction with respect to any person or circumstance, the remainder of this Agreement and the application of such provision to persons and/or circumstances other than those with respect to which it is held invalid or ineffective shall not be affected thereby. H. Amendment. No amendment, modification, or alteration of the terms of this Agreement shall be binding unless such amendment, modification, or alteration is in writing, dated subsequent to this Agreement, and duly authorized and executed by the Consultant and the City. I. Entire Agreement. This Agreement, including Exhibits "A" through `B" attached hereto, contains the entire agreement between the City and the Consultant, and there are no other written or oral promises, conditions, warranties, or representations relating to or affecting the matters contemplated herein. J. No Joint Enterprise. Nothing contained herein shall be construed to imply a joint venture, joint enterprise, partnership or principal — agent relationship between the Consultant and the City. K. Documents Owned by City. Any and all documents, drawings and specifications prepared by Consultant as part of the Services hereunder, shall become the property of the City when the Consultant Page 8 of 11 has been compensated as set forth in Article II, above. The Consultant shall make copies of any and all work products for its files. L. Notice of Waiver. A waiver by either the City or the Consultant of a breach of this Agreement must be in writing and duly authorized to be effective. In the event either party shall execute and deliver such waiver, such waiver shall not affect the waiving parry's rights with respect to any other or subsequent breach. M. Third Party Activities. Nothing in this Agreement shall be construed to provide any rights or benefits whatsoever to any party other than the City and the Consultant. N. Non -Appropriation. All funds for payment by the City under this Agreement are subject to the availability of an annual appropriation for this purpose by the City. In the event of non -appropriation of funds by the City Council of the City of Lubbock for the services provided under the Agreement, the City will terminate the Agreement, without termination charge or other liability, on the last day of the then - current fiscal year or when the appropriation made for the then -current year for the services covered by this Agreement is spent, whichever event occurs first (the "Non -Appropriation Date"). If at any time funds are not appropriated for the continuance of this Agreement, cancellation shall be accepted by the Consultant on thirty (30) days prior written notice, but failure to give such notice shall be of no effect and the City shall not be obligated under this Agreement beyond the Non -Appropriation Date. P. No Boycott of Israel. Pursuant to Section 2271.002 of the Texas Government Code, a) This section applies only to a contract that: (1) is between a governmental entity and a company with 10 or more full-time employees; and (2) has a value of $100,000 or more that is to be paid wholly or partly from public funds of the governmental entity. (b) A governmental entity may not enter into a contract with a company for goods or services unless the contract contains a written verification from the company that it: (1) does not boycott Israel; and (2) will not boycott Israel during the term of the contract. Q. Texas Government Code 2274. By entering into this Agreement, Contractor verifies that: (1) it does not, and will not for the duration of the contract, have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association or (2) the verification required by Section 2274.002 of the Texas Government Code does not apply to the contract. If Contractor is a company with 10 or more full-time employees and if this Agreement has a value of at least $100,000 or more, Contractor verifies that, pursuant to Texas Government Code Chapter 2274, it. does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and will not discriminate during the term of the contract against a firearm entity or firearm trade association. Page 9 of 11 R. Contractor represents and warrants that: (1) it does not, and will not for the duration of the contract, boycott energy companies or (2) the verification required by Section 2274.002 of the Texas Government Code does not apply to the contract. If Contractor is a company with 10 or more full-time employees and if this Agreement has a value of at least $100,000 or more, Contractor verifies that, pursuant to Texas Government Code Chapter 2274, it does not boycott energy companies; and will not boycott energy companies during the term of the Agreement. This verification is not required for an agreement where a governmental entity determines that these requirements are inconsistent with the governmental entity's constitutional or statutory duties related to the issuance, incurrence, or management of debt obligations or the deposit, custody, management, borrowing, or investment of funds. S. Texas Public Information Act. The requirements of Subchapter J, Chapter 552, Government Code, may apply to this contract and the contractor or vendor agrees that the contract can be terminated if the contractor or vendor knowingly or intentionally fails to comply with a requirement of that subchapter. To the extent Subchapter J, Chapter 552, Government Code applies to this agreement, Contractor agrees to: (1) preserve all contracting information related to the contract as provided by the records retention requirements applicable to the governmental body for the duration of the contract; (2) promptly provide to the governmental body any contracting information related to the contract that is in the custody or possession of the entity on request of the governmental body; and (3) on completion of the contract, either: (A) provide at no cost to the governmental body all contracting information related to the contract that is in the custody or possession of the entity; or (B) preserve the contracting information related to the contract as provided by the records retention requirements applicable to the governmental body. T. Professional Responsibility. All architectural or engineering services to be performed shall be done with the professional skill and care ordinarily provided by competent architects or engineers practicing under the same or similar circumstances and professional license. REMAINDER OF PAGE LEFT BLANK INTENTIONALLY Page 10 of 11 EXECUTED as of the Effective Date hereof. ATTEST: D a J�c R e ca Garza, City Sec eta APPROVED AS TO CONTENT: James Brown, Chief Information Officer APPROVED AS TO FORM: CITY OF LU B CK DANIEL M. POPE, MAYOR Sciens, LLC. By: Ernest Pages, Partner Page 11 of 11 Exhibit A sciens 10 February 2022 James Brown Chief Information Officer City of Lubbock P.O. Box 2000 Lubbock, TX 79457 Dear James, We appreciate the opportunity to provide the City of Lubbock with our proposal to assist with the assessment for Land -Mobile Radio (LMR) system. We have developed a proposal that we believe addresses your interests and concerns. Sciens has extensive experience working with governments to determine the best technological trajectory in terms of practicality, efficiency, and leveraging of existing investments. We are confident that, as with previous work we have done with the City of Lubbock, you would find our experienced and qualified staff not only meets your requirements, but also exceeds them. In our many years of experience in technology review, planning, and implementation in the government sector, we have prided ourselves in our ability to effectively integrate into client organizations and provide positive and thoughtfully developed recommendations and support. Once you have had a chance to review our proposal, we would appreciate the opportunity to discuss any questions you might have. Please feel free to contact me at (469) 854-2218. We lookforward to continuing to partner with the City of Lubbock. Respectfully submitted, cv-t A - po-U Ernest Pages, Partner Sciens LLC 5900 South Lake Forest Drive I McKinney, Texas 75070 1 (469) 854-2218 www.sciens.com Table of Contents QUALIFICATIONAND EXPERIENCE.........................................................................................................................1 ABOUTSCIENS..............................................................................................................................................................1 PROJECTTEAM..............................................................................................................................................................2 TECHNICALAPPROACH..........................................................................................................................................4 OBJECTIVE....................................................................................................................................................................4 OUR UNDERSTANDING OF CITY OF LUBBOCK NEEDS.............................................................................................................4 OURAPPROACH............................................................................................................................................................4 Task1— Discovery ................................................................................................................................................5 Task 2 — Needs Assessment Report ......................................................................................................................5 COSTPROPOSAL.................................................................................................................................................... 6 PROJECTCOST DETAIL....................................................................................................................................................6 TIMELINE& AVAILABILITY................................................................................................................................................6 BILLING........................................................................................................................................................................6 sciens Page ii C O N S U 1 I t N G City of Lubbock About Sciens Management Consulting Services Proposal for a Radio System Needs Assessment Sciens LLC is an information technology (IT) management consultancy headquartered in McKinney, Texas and with offices in Boston, Massachusetts. The firm has clients throughout Texas, the United States and Canada. With decades of experience in Information Technology with municipalities, we pride ourselves in our ability to integrate into client organizations and provide positive and thoughtfully developed recommendations. The company was formed in 1989 to support the Information technology consulting needs of local government and has retained the same management since inception. Sciens' staff is composed of advanced degreed, experienced industry professionals. Our staff consists of management, business and engineering specialists who understand how to integrate the proper use of Information technology through work processes analysis. We stay current in the latest industry trends through participation in the Information Systems Audit and Control Association (ISACA), the Information Technology Service Management Forum (ITSMF), the Institute of Industrial Engineers (IIE), the Institute of Electrical and Electronic Engineers (IEEE), the International City/County Management Association. Our style is open, collaborative and consultative. We drive change within our client organizations to help them achieve their vision, employing knowledge and experience in leading management practices and techniques. sciens Page 1 City of Lubbock Management Consulting Services Proposal for a Radio System Needs Assessment Project Team The project team organizational chart is shown below. City of Lubbock Project Manager Ernest Pages Sciens Engagement Manager Dominic Tusa Radio Engineer Tusa Consulting Sciens project team member roles are described below. Ernest Pages Project Management 1. Engagement Manager 2. 3. 1 4. 5. Discovery 1. j 2. Needs Assessment 3. 4. 5. City of Lubbock Project Team Members Manages the project, ensuring project goals are being met, including budget and schedule Interacts with client stakeholders to refine requirements Communicates project progress and challenges to the client Provides quality control of all deliverables Coordinates deliverables review with the client. Leads analysis of the business and technical environment. Participates in interviews with Stakeholders Coordinates with Tusa on recommendations development Coordinates with Tusa in developing budgetary cost estimates Develops Assessment document 1h sciens Page 2 City of Lubbock Management Consulting Services Proposal for a Radio System Needs Assessment Dominic Tusa Discovery 1. Leads technical teams in review of infrastructure, radio interference. 2. Drives user interviews. Needs Assessment 3. Works with technical teams to develop initial recommendations and budgetary cost t _ estimates. Summaries of the backgrounds of the Sciens team members are provided below. Ernest Pages has over thirty-two years of experience in information/communications technology design and has been involved with numerous government and Fortune 500 companies assisting them in strategic planning and implementing systems. Ernest has managed the Information Technology operations for government and fortune 500 companies. He has designed and procured systems and support services for state and local governments, as well as international governments. Ernest is a certified Microsoft Systems Engineering (MCSE), Governance of Enterprise IT (CGEIT). And Certified Information Systems Auditor (CISA). Ernest earned a Bachelor of Science in Mechanical Engineering, master's in business (MBA) and a Master of Science in Industrial Engineering (MSIE) from the University of Miami Dominic F. Tusa is Principal Consultant for Tusa Consulting Services, a radio -consulting firm established in January 1991, specializing in the design and implementation of public safety communication systems. Drawing from a professional career span of 28 years involving virtually every aspect of public and private radio communications (HF-SSB, analog and digital voice FM radio systems, private microwave, multiplex, and telephony signaling systems), Mr. Tusa has a documented record of successful, high performance radio solutions. Team members referenced above will support the project efforts as described; additional staff resources may also be assigned specific, supporting tasks to complete or assist in the preparation of deliverables as required. sciens Page 3 C O N S U L T I N G City of Lubbock Objective Management Consulting Services Proposal for a Radio System Needs Assessment The project work plan for the consulting engagement, including information about each major task is described below. Our Understanding of City of Lubbock Needs The City of Lubbock, Texas utilizes an L3Harris Project-25 trunked radio system for its public safety communication needs. The City's radio system consists of seven tower sites in a VHF/UHF configuration. Further, the system utilizes simulcast transmit and voted -receiver technology which conserves scarce VHF channel resources and provides for superior in -building coverage potentials as compared to traditional multi -site non -voted solutions. Yet, City radio users have observed coverage and reliability issues that are well outside the norm for simulcast configurations. In some instances, VHF radio systems can be degraded by interference being received by distant, FCC -licensed radio systems. Or coverage deficiencies can be caused by high electrical noise levels at tower sites. These sorts of anomalies are not easily recognized by users or even some radio maintenance facilities but are the realm of experienced radio engineers/consultants. Our Approach Sciens/Tusa has successfully deployed new P25 VHF/UHF radio technology over many years and has an enviable record of solving coverage and reliability deficiencies found in radio systems fielded by others. The following proposal describes the various processes that we have used to resolve reliability problems for others -- and we are ready to roll up our sleeves and do the same for Lubbock. Task 1 Discovery Deliverables: • Project Management Kickoff • Review of Radio System Configuration • Interference Assessment • Review of Physical and Operational Conditions. Task 2 Needs Assessment Report Deliverables: • Documented Findings • Recommendations • Budgetary cost estimates • User Interviews Sciens Needs Assessment Methodology sciens Page 4 C O N S U I T I N G City of Lubbock Management Consulting Services Proposal for a Radio System Needs Assessment Task 1— Discovery The focus for this phase of the project is on examining current functionality that need to be maintained or updated. Specifically, this task involves the following activities: 1. Inspection — We conduct a high-level inspection of the City's Harris trunked radio system radio sites and dispatch center(s) to observe the physical and operational condition of equipment, shelters, towers/water tanks and antennas, lightning protection grounding, interconnection systems, backup power, age of batteries and/or generators, etc. We will evaluate sites for workmanship deficiencies and, through inspection of service records determine if reliability issues exist and require corrective action. 2. Investigation — During the investigation stage, we will focus on multiple aspects of your radio system configuration, including its equipment and allied microwave connectivity elements. For those experiencing coverage deficiencies, we would first determine if outside interference is the source of the issue. Whenever a radio system is experiencing interference and/or abnormally high levels of electrical noise, coverage is adversely affected. 3. Interviews — While noise measurements are taking place, we would interview stakeholders to better understand their experiences with the system and identify times when problems tend to be occurring. Stakeholder interviews allow us to determine what aspects of the radio system may require attention and what mitigation solutions could be applicable. To best prepare stakeholders for their respective interview sessions, we will develop an online, cloud hosted "Radio System Questionnaire". The online questionnaire would be circulated to all departments and agencies to provide feedback/focus as to the problems they are experiencing. After questionnaires are collected within an agreed -upon response period, we would request the City initiate scheduling user agency on -site interviews. We can then conduct a more thorough understanding of issues and present potential short-term solutions. We would prefer to conduct 1-hour interviews on -site in a central staging area, but we understand the sensitivity surrounding COVID and, where necessary, can do the sessions virtually using online services such as Zoom. Task 2 — Needs Assessment Report Sciens will analyze the finances, risks, and values as well as radio coverage capabilities, distill the information and results collected, and present a set of recommendations for next steps. If, for example, elements of the microwave backhaul system were found to be nearing end -of life status, we would provide replacement alternatives. Or, if the Harris radio system is lagging in software release status, we would describe a viable enhancement program. In the case of outside interference, we would craft a plan to resolve the same. Our report deliverable will also include budgetary estimates for each recommendation so the City of Lubbock can make an informed decision on a path forward. sciens Page S CONSUta City of Lubbock Management Consulting Services Proposal for a Radio System Needs Assessment Project Cost Detail The total project costs for Tasks 1 and 2 are shown in the Project Cost Detail below. Based on the scope of work description, deliverables, and our proposed method for conducting the services, our not to exceed cost for Task 1- $63,760 and Task 2 - $35,900 for a total not to exceed project cost of $99,660. Task Discovery 1a Inspection lb Investigation Ic Interviews Task Needs Assessment 2a Needs Assessment Report 2b Presentation Timeline & Availability 56 $13,280 $3,200 $16,480 48 $11,280 $0 $11,280 120 $28,800 $7,200 $36,000 224 $53,360 $10,400 $63,760 92 $21,860 $0 $21,860 48 $11,640 $2,400 $14,040 140 $33,500 $2,400 $35,900 364 $86,860 $12,800 $99,660 It is expected that the project will require 4-6 weeks to complete. We can be on -site for Tasks la/lb the week of 2/22/22. Billing Sciens proposes that project billings be structured as milestone payments based on the completion of each Work Element of the project as represented in the Project Cost Detail, above. Purchasing Cooperative Sciens Consulting's services can be purchased through the following Purchasing Cooperative: TIPS -USA. We have two contract numbers: 200601 for Consulting and Other Related Services; and 200105 for Technology Solutions Products and Services. More information can be found at: https://www.tips-usa. com/yendorP rofile.cfm? Record ID=70CB96CA6605A6B B13 BOFFD8B F237334 61 sciens Page 6