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Home My WebLink About93-145 Resolution No. 93-145 RESOLUTION AUTHORIZING EXECUTION OF A CONSULTING AGREEMENT WITH RONALD VEGEMAST ENGINEERING, INC. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Larry L. Rice, City Manager, be and is hereby authorized and directed to execute a Consulting Agreement on behalf of the City of Elgin with Ronald Vegemast Engineering, Inc . for engineering consulting services for the new police department facility and a city-wide radio communications direction study, a copy of which is attached hereto and made a part hereof by reference. s/ George VanDeVoorde George VanDeVoorde, Mayor Presented: May 26, 1993 Adopted: May 26 , 1993 Vote: Yeas 6 Nays 1 Recorded: Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk • 111 F Agenda Item No . April 22, 1993 TO: Mayor and City Council FROM: Mr. Larry Rice, City M. 17_ SUBJECT: Recommendation .For Aw. 0 Contract For Radio Communications Engineering Consultant PURPOSE This is a recommendation for award of the contract for a radio communications engineering consultant for the new Police Department facility and a City-wide radio communications 'direction study'. BACKGROUND A Police and Fire Department public safety emergency communications center will be constructed in the new Police Department facility. The professional services of a radio communications engineering consultant are necessary to plan and write specifications for the radio communications system and equipment, emergency communications center, control consoles, records management system, and enhancements for the integration of the 911 telephone system, computer-aided dispatch system, multi-channel voice recording system, and ancillary equipment. Prior to planning and writing specifications for the radio system equipment and emergency communications center, an evaluation of all City-wide radio systems and equipment must be conducted by an engineering consultant. This must be done so the future radio communications needs of all City departments can be identified and taken into consideration when planning and writing specifications for radio system equipment for the new Police Department facility. Specifications written for radio system equipment for the new Police Department facility will, where appropriate, be written to facilitate future plans of all City departments. After thorough evaluation of all City-wide radio systems and equipment, the engineering consultant will provide the City with a 'direction study' report. The 'direction study' report will discuss the projected radio communications needs of all City departments for approximately the next 20 years. Various radio communications systems, technologies, and alternatives will be explored and discussed. The 'direction study' report will make recommendations for enhancements to the existing City-wide departmental radio systems to meet their projected future needs. The engineering consultant will also provide the City with a logical migration plan for the recommended enhancements to the existing departmental radio systems. Agenda Item Radio Communications Engineer Page 2 The City will review the recommendations made by the engineering consultant in the 'direction study' report. After review, each City department will inform the engineering consultant of their anticipated plans for future enhancements to their radio communications system. The anticipated future plans of all City departments will be taken into consideration when specifications are written for the radio communications system and related equipment for the new Police Department facility. FINANCIAL IMPACT contract forprofessional engineering The financial impact of this 9 9 services is $79,450. Sufficient funds exist in the 1991 GO Bond Project Fund (Project #039503) . RECOMMENDATION A committee was formed to review the proposals received by the City for the radio communications engineering consultant contract for the new Police Department facility and City-wide radio communications 'direction study'. The committee consisted of representatives who are familiar with radio communications systems from each of the following City departments: Police Department, Fire Department, Public Works Department, and Management Information Services. Additionally, City Administration was represented by Mr. Clay Pearson, Assistant To The City Manager. A total of five (5) proposals were submitted to the City in response to our Request For Proposal #93-002 for a radio communications engineering consultant. Attached is a summary evaluation of the five (5) proposals which were submitted and a copy of our Request For Proposal #93-002. The Committee conducted a thorough review and evaluation of all of the proposals submitted. The committee recommends award of the contract to Ronald Vegemast Engineering, Inc. , of Minneapolis, Minnesota. I concur with this recommendation. Copies of this proposal and contract are also attached for your review. The committee recommends Vegemast Engineering for the project for several reasons. Vegemast Engineering is clearly the leading proposer with the most in-depth experience in providing professional engineering services in the design of public safety radio systems and emergency communications centers. Mr. Ronald Vegemast, principal, has planned and written specifications for more than 200 public safety projects over the course of the past 22 years. Vegemast Engineering has substantial successful experience in every system area of the City's project including mobile radio systems, microwave radio systems, emergency communications centers, communications control consoles, and records management systems. In addition, Vegemast Engineering has substantial successful experience in planning and writing specifications for the systems which must be integrated with the new radio communications and records management systems. Those systems include: 911 telephone systems, multi-channel voice recording systems, and computer-aided dispatch systems with mobile data terminals and automatic vehicle locating systems. Agenda Item Radio Communications Engineer Page 3 Vegemast Engineering has considerable knowledge of all City radio communications systems, computer systems, and Police and Fire Department operational procedures. In April of 1990, Vegemast Engineering was contracted by the City Of Elgin Emergency Telephone System Board to plan and write specifications for an enhanced 911 telephone system, a multi-channel recording system, and a computer-aided dispatch system. The enhanced 911 telephone system project and multi-channel voice recording systems were successfully completed in the spring of 1991, and have been operating without flaw for the past 2 years. Vegemast Engineering is currently working on the specifications for the Police and Fire Department computer-aided dispatch system. Vegemast Engineering is very familiar with all City computer and radio systems and the City's 911 Emergency Telephone System. This factor alone plays a vital role in ensuring the successful integration of all of the City public safety emergency communications systems and subsystems. Specifically, it is imperative that the radio communications systems, the computer-aided dispatch system, the 911 emergency telephone system, and the City IBM AS/400 mainframe are carefully and properly integrated to avoid costly and serious operational and interface problems. Carter and Kinnane, Inc. , of Itasca, Illinois was the only proposer to submit a bid lower than Vegemast Engineering for the radio communications engineering project. The firm of Carter and Kinnane, Inc. however, has been in existence for less than one (1) year. The committee felt that they did not have sufficient experience in completing similar projects nor a satisfactory level of engineering expertise to recommend their proposal for the City's project. Carter and Kinnane, Inc. also does not have professional or general liability insurance. Additionally, they did not submit a timetable for completion of the project. In designing a fully integrated public safety communications system of the size and magnitude of the City's project, the committee agreed that the most important factor in recommending Vegemast Engineering over all other proposers for the project, was their depth of experience in similar public safety engineering projects. Additionally, the committee felt that Vegemast Engineering's previous experience with City projects would best serve the City's needs to ensure that all new and existing radio and computer systems are properly integrated. The committee agreed that Vegemast Engineering submitted the best proposal for the engineering services required for the City's public safety radio communications project. The committee also agreed that Vegemast Engineering is the most qualified proposer to satisfactorily perform all tasks associated with the project and to perform them at a cost which is reasonable and acceptable to the City. I concur with the committee's recommendation and also recommend award of the tract to Vegemast Engineering, Inc. Attachments PROPOSALS FOR RADIO GOM11N7 IS ENGINEERING CONSULTANT CARTER i ENE, INC. SPECTRUM RESOURCES SWAN L ASSOCIATES RICBARD S. TUCKER NONAID TIC10 AST ERG., INC ITASCA, !CH ILLINOIS ST. ARMS, MISSOURI PEORIA, ILLINOIS WABCONDA, ILLINOIS MIIINELPOLIS, MINNESOTA EVALUATION CRITERIA V' 1 Costs: • phase I 120,250 $38,260* ;64,210 ;51,680 $27,300** e • Phase II $35,100 l0x of Total Project Cost $76,500 - $147,890 $95,760 $39,000 1 Including Labor 6 Equip- (Range Given) i went* • Estimated Total Cost $55,350 $138,260* - I $140,710 - $212,100 $147,440 $79,450*** (Range Given) • 1 Exceptions Taken: Yes. 1. Less than Yes. 1. Will not provide NONE NONE NOME 1 satisfactory I of references/ services related to records experience in similar pro- management system. 2. No 4 jects. 2. Phase I L II time- professional liability insur- table not submitted. once. 3. Will not provide 3. No professional/general affirmative action employment liability insurance. information( exempt. Proposer to Begin Project: Immediately Immediately 1 Week After Contract Immediately 1 Week After Contract Timetable to Complete Project: • Phase I Not Given 3 Months 7 Months 8 Months 4 Months • Phase II Not Given 11 Months 16 Months Not Specific 11 Months • Total Not Given 14 Months 23 Months Not Specific 15 Months Insurance Coverage: • Professional Liability No No Yes Yes Yes • General Liability No Yes Yes Yes Yes • Automobile Yes Yes Yes Yes Yes • Worker's Compensation No Yes Yes No - Not Applicable Yes Proposer a Licensed Engineers No Yes Yes No Yes Rank of Proposal Based on Proposer's Depth of Experience in Completing Similar Projects (/1 highest rank to f5 lowest rank) 5 2 4 3 1 Rank of Proposal Based on Proposer's Ability to Perform all Tasks Associated with Project (fl highest rank to I5 lowest rank) S 4**** 3 2 1 Rank of Proposal Based On Proposers's Ability to Meet the Overall Needs of the City (/1 highest rank to 15 Lowest rank) 5 4**** , 3 2 1 • Does not include cost of services necessary for planning i design of records management system (not proposed). ** Pius additional billable costs for radio propagation predictions, microwave path profiles, travel, I printing, not to exceed $13,150. **• Includes the *not to exceed $13,150* for additional billable costs for radio propagation predictions, microwave path profiles, travel i printing. e*** Does not include planning and design of records managements system (not proposed). PROPOSALS FOR RADIO COMMUNI( ; ENGINHERD1G CONSULTANT CARTER & UNMANS, INC. SPECTRUM RESOURCES SWAM i ASSOCIATES RICHARD S. TUCKER ROSAID VEGEMAST ENG., INC ITASCA, ILLINOIS ST. CRARIvS, MISSOURI PEORIA, ILLINOIS WAUCONDA, ILLINOIS MINNEAPOLIS, MINNESOTA EVALUATION CRITERIA Costs: • Phase I $20,250 $38,260* $64,210 $51,680 $27,300** • Phase II $35,100 10K of Total Project Cost $76,500 - $147,890 $95,760 $39,000 Including Labor & Equip- (Range Given) meat* • Estimated Total Cost $55,350 $138,260* - 7 $140,710 - $212,100 $141,440 879,450*** (Range Given) Exceptions Taken: Yes. 1. Less than Yes. 1. Will not provide NONE NONE NONE satisfactory I of references/ services related to records experience in similar pro- management system. 2. No jects. 2. Phase I & II time- professional liability incur- table not submitted. ante. 3. Will not provide 3. No professional/general affirmative action employment liability insurance. information; exempt. Proposer to Begin Project: Immediately Immediately 1 Week After Contract Immediately -1 Week After Contract Timetable to Complete Project: • Phase I Not Given 3 Months 7 Months 8 Months 4 Months • Phase II Not Given 11 Months 16 Months Not Specific 11 Months • Total Not Given 14 Months 23 Months Not Specific 15 Months Insurance Coverage: • Professional Liability No No Yes Yes Yes • General Liability No Yes Yes Yes Yes • Automobile Yes Yes Yes Yes Yes • Worker's Compensation No Yes Yes No - Not Applicable Yes Proposer a Licensed Engineer: No Yes Yes No Yes Rank of Proposal Based on Proposer's Depth of Experience in Completing Similar Projects (#1 highest rank to #5 lowest rank) 5 2 4 3 1 Rank of Proposal Based on Proposer's Ability to Perform all Tasks Associated with Project (.1 highest rank to /5 lowest rank) S 4**** 3 2 1 Rank of Proposal Based On Proposers'• Ability to Meet the Overall Needs of the City (#1 highest rank to f 5 Lowest rank) 5 4**** 3 2 1 * Does not include cost of services necessary for planning & design of records management system (not proposed). ** Plus additional billable costs for radio propagation predictions, microwave path profiles, travel, 4 printing, not to exceed $13,150. *** Includes the *not to exceed $13,150' for additional billable costs for radio propagation predictions, microwave path profiles, travel & printing. **** Does not include planning and design of records managements system (not proposed). CONSULTING AGREEMENT THIS AGREEMENT is made this 26th day of May, 1993, by and between The City of Elgin, a municipal corporation of the State of Illinois (hereinafter "the City") and Ronald Vegemast Engineering, Inc. , a Minnesota corporation, (hereinafter "Consultant") . WITNESSETH WHEREAS, the City has identified the need: - To enhance mobile radio systems used by various City departments, - To consider alternative police records management systems, - To replace radio communications control consoles; and WHEREAS, the pursuit of these communications system changes has resulted in the identification of the need to acquire the services of a professional engineer to assist in the planning, design, and implementation of those changes; NOW THEREFORE, in consideration of the mutual promises and covenants set forth in this Agreement, the parties agree as follows: SECTION I: ENGAGEMENT A. The City hereby engages Consultant to provide and the Consultant hereby accepts the engagement to provide professional services described herein. The parties agree that the Consultant is an independent contractor, and that the provisions of this Agreement are not intended to and should not be construed in any manner as creating or establishing the relationship of co-partners between the parties hereto or as constituting the Consultant as an agent, representative, or employee of the City for any purpose nor are any of Consultant's employees entitled to any employee benefits as City employees as a result of the execution of this Agreement. B. Consultant agrees to assign Ronald G. Vegemast as the principal person to perform duties required under this Agreement. The Consultant may assign other competent personnel as necessary to provide services under this Agreement. All such personnel shall be under the direction of Mr. Vegemast. C. The parties understand and agree that all services under this Agreement will be performed within the State of Minnesota. - 1 - Employees of the Consultant will visit the City' s premises and related locations for the limited purposes of presentations, meetings to receive comments, and site observations. D. The City shall designate one City employee as the Project Director who shall act with and on the behalf of the City. E. The Consultant' s employees and associates shall coordinate work schedules with the Project Director. SECTION II: PROFESSIONAL SERVICES The services to be provided pursuant to this Agreement shall consist of: - The specific tasks required by RFP #93-002 issued by the City included in this agreement as Attachment A. - The specific tasks described in Consultant' s proposal submitted to the City in response to RFP #93-002 included in this agreement as Attachment B. - The replacement page 5 for Consultant' s proposal included in this agreement as Attachment C. SECTION III : FEES, EXPENSES, AND PAYMENTS A. For professional services rendered under this Agreement, the City shall pay to Consultant those fees and expenses listed in Section II , entitled Project Cost, of Consultant' s proposal submitted in response to RFP #93-002. The firm fixed fee for professional services shall total $66,300.00. B. Fees billed for other items listed in Section II of Consultant' s proposal in response to RFP #93-002 shall be billed as indicated in that section except that those fees shall not exceed the following amounts: ITEM NOT TO EXCEED AMOUNT Propagation predictions $4,500.00 Microwave path profiles $1 ,000.00 Printing and shipping $1 ,200.00 Travel $8,450.00 C. Billings shall be made no more often than once each month for professional services provided, and for expenses incurred in the previous month. SECTION IV: TERMINATION OF AGREEMENT A. Either party may terminate this agreement after providing a thrity (30) day written notice of such termination. Consultant may terminate this agreement only upon material breach by the City. - 2 - B. Pursuant to a proper termination by either party, the City shall be responsible for paying reasonable fees relative to all tasks performed under this Agreement and for printing and travel expenses incurred through the effective termination date. SECTION V: MODIFICATION OF AGREEMENT No alteration or variation of the terms of this Agreement shall be valid and enforceable unless such modifications are agreed to in writing and signed by both parties. SECTION VI: DOCUMENT OWNERSHIP AND USE The parties agree that any plans and specifications prepared by Consul- tant under this Agreement are instruments of professional service intended for one-time use by the City. In consideration thereof, Consultant shall be allowed to include a statement with each plan and specification provided by Consultant under this Agreement that indicates the following, but not necessarily in the wording as presented: All plans and specifications prepared by Ronald Vegemast Engineering, Inc. represent the intellectual property of the company. Ronald Vegemast Engineering, Inc. does not authorize the use of such plans or specifica- tions by any party other than the party for which such plans or specifica- tions are intended. SECTION VII: MISCELLANEOUS PROVISIONS A. Neither party shall assign any of its rights or privileges under this Agreement without the prior written consent of the other party and any attempted assignment in derogation of the foregoing shall be void. B. Any delays in or failure by either party hereto in the performance hereunder shall be excused if and to the extent caused by occurrences be- yond such party's reasonable control including, but not limited to, acts of God, government acts, strikes or other labor disturbances, war, sabotage, fire, assertion by third parties of infringement claims, and any other cause or causes, whether similar of dissimilar to those herein specified, which cannot reasonably be controlled by such party. - 3 - For purposes of this section, neither financial inability of nor financial hardship upon the party obligated to deliver shall be deemed a cause beyond the reasonable control of the party obligated to deliver. C. No officer, member or employee of the City and no member of its governing bodies shall have a direct or indirect pecuniary interest in this Agreement. No employee or related party of an employee of the Consultant shall serve an a board, committee or hold any position associated with the City. D. Consultant agrees that it will comply with Title VI of the Civil Rights Act of 1964. No person shall be denied the benefits of, or otherwise be subjected to discrimination under any program, service, or activity under the provisions of any and all applicable federal and state laws against discrimination on the grounds of race, color, religion, sex, disability, marital status, sexual orientation, public assistance status, ex-offender status, or national origin. E. This Agreement and performance hereunder shall be governed by and construed and enforced in accordance with the laws of the State of Illinois. IN WITNESS WHEREOF, duly authorized representatives of the parties have executed this Agreement as of the day first hereinabove written. City ofAltI Elgin,, Illi o�� i:W///1 # By: « ____ - — - Title: Cat/ 71/ 4Lte ,PL Ronald Vegemast Engineering, Inc. UBy: C4...,tLLA Chief ExecutiveOffic - 4 - � • m TELEPHONE 708/931-6100 FAX 708/931-5610 FOR HEARING IMPAIRED i� ofEio, TDD 708/931-5616 �t CITY OF ELGIN 150 DEXTER COURT ELGIN, ILLINOIS 60120-5555 REQUEST FOR PROPOSAL #93-002 DEADLINE FOR RECEIPT OF PROPOSALS: FEBRUARY 26, 1993 at 5:00 P.M. I. PURPOSE OF REQUEST FOR PROPOSAL The City of Elgin, Illinois, is seeking proposals for a profession- al services contract with a communication systems engineering consultant to research, plan, and design a radio communications system for the Police, Fire, and Public Works Departments. II. BACKGROUND The City of Elgin plans to build a new police department facility with occupancy tentatively scheduled for July, 1995. The police department facility will include a new police and fire communica- tions center and radio communications systems. The City is seek- ing communications systems solutions which wil l meet the immediate and future needs of all City departments; police, fire, and public works. The City is considering migr ation to an 800 Mhz trunked radio system for use by all City departments. The City will also consider other feasible communications systems solutions and new developments in radio communications technology. III. SCOPE OF THE PROJECT The scope of the project is twofold and will be accomplished in two (2) phases: Phase I of the project will be the research and planning phase which will provide the City with a written "direction study" re- port. The direction study report will make recommendations on how the City should proceed in designing radio communications systems for the police, fire, and public works departments. The "direc- tion study" will also make recommendations on how the police de- partment should proceed in designing new police records manage- ment/reporting systems. This will include a thorough analysis of the systems currently being used, and recommendations for new state of the art systems, including an orderly migration plan. The engineering consultant will make recommendations for radio communications systems to the City in the "direction study" re- port, based on an assessment he/she will conduct of the present communications systems utilized by all City departments; police, fire, and public works. The assessment will also take into consid- eration, all related communications equipment which is now being utilized by the City police, fire, and public works departments. The "direction study" report must include curr ent needs as well as projected needs. The "direction study" report will also include recommendations for a migration plan for an orderly conversion which must take into consideration, new technology and F.C.C. (i) regulations. 'anted on recycled paper Phase II of the project will be the actual design of the communica- tions and police records systems, with a set of Request For Bid documents prepared by the engineering consultant awarded this professional services contract. The engineering consultant will also provide assistance during the bidding process, review of proposals, installation, and acceptance testing. IV. SERVICES/SUPPORT REQUIRED The services and/or support required of the engineering consultant for the project include, but are not limited to the following: 1. Planning and design of a two way land mobile radio system for the Police, Fire, and other City departments. This planning to include consideration of migration to an 800 Mhz trunked radio system, or other frequencies and alternatives if appro- priate, including migration plans for an orderly conversion. This work will include: 1) Inventory of all current communi- cations equipment (fixed, portable, and mobile) ; 2) radio propagation predictions for various candidate radio sites so there can be assurance the system will work properly even if one site fails. This may necessitate extensive interference analysis to provide the engineering data which will be re- quired to obtain 800 Mhz or other public safety frequencies in the Chicago region, and ensure proper operation of the system. 2. Assistance to the building architect in determination of space and Communication Center layout requirements for dispatch consoles, electronic equipment, heating, cooling, and ventila- tion requirements, power supply equipment, and computer & electrical cabling. 3. Preparation of required power specifications for each item of electronic or computer equipment, and a list of the equipment that should be on a UPS power source. Specifications for the UPS System must also be indicated. 4. Planning and design of the communication center control con- soles. 5. Planning and design of a microwave network that may be used, especially if a simulcast mode of operation is selected, for the radio system chosen as well as alarms for the system. 2 6. Planning and design of a police records management system which will integrate with all communications and computer systems to be utilized. This task, to include an analysis and evaluation of the current records systems being used, and if appropriate, design a new records system to integrate with the PIMS system. The records management system will be as close as possible to a paperless system, in which information needs to be entered only once. The records management system must meet all requirements of LEADS, NCIC, IUCR, NIBRS, and PIMS if appropriate. This will include a thorough analysis of various new records management technologies which may be recommended for implemen- tation; imaging systems, optical reading systems, computer aided records processing systems, etc. 7. The engineering consultant will be responsible for coordinat- ing the F.C.C. licensing process with the contractor awarded the radio communications systems contract. 8. The engineering consultant will provide all support or servic- es necessary to accomplish both phases of the project whether or not specifically indicated in this request for proposal. V. MINIMUM QUALIFICATIONS FOR PROPOSERS Communication systems engineering consultants with the following qualifications are encouraged to submit proposals. Documentation substantiating qualifications must be submitted with proposals. 1. Significant experience in researching, evaluating, planning, designing, and engineering communications systems as described in this RFP. This experience must include the planning and design of public safety communications centers. The engineering consultant is encouraged to submit at least five (5) references showing previous engineering experience in designing public safety radio communications systems, computer aided dispatch systems, and enhanced 911 systems as described in this RFP. Fewer references will be evaluated accordingly. Name, title, address, and telephone number of a contact person for each reference must be indicated in proposals. 2. Thorough knowledge and experience with VHF, UHF, and 800 Mhz radio systems. 3. Thorough knowledge and experience with digital communications systems. 4. Thorough knowledge and experience with public safety computer aided dispatch systems including; records management systems, automatic vehicle location systems, and mobil data terminal systems. 3 5. Thorough knowledge and experience with telephone systems de- sign, including 911 telephone systems. 6. Experience with integration of several different communica- tions and computer systems, and related equipment. Specifical- ly, those systems listed above. 7. Thorough knowledge of F.C.C. rules, regulations, and frequency licensing requirements. VI. PROPOSAL REQUIREMENTS 1. Proposals must be clearly marked "Communications Engineer Proposal" and be submitted by 5 P.M. , Friday, February 26, 1993, to: Mr. Michael Sarro Purchasing Director City of Elgin 150 Dexter Ct. Elgin, Illinois 60120 2. Five (5) copies of the proposal must be submitted. 3. Proposals must be submitted with individual cost quotes for the two (2) phases of the project; Phase I (Direction Study Report) , Phase II (Design & Request For Bid Documents) . 4. Proposals must indicate the length of time before the project can commence after approval of contract. 5. Proposals must be submitted with an estimated timetable for completion of each tasks in Phase I and Phase II. The timeta- ble must also contain an estimate of the total elapsed time required to complete the entire project. 6. In order to facilitate comparison of competing proposals, the following format must be utilized as closely as possible in the proposal: a. Scope and Methodology (1) State as clearly as possible, your own understanding of the objectives of the proposed consulting services. (2) Describe the overall approach to the work by task, including specific methodology to be used. (3) Describe any problems anticipated with each task. (4) Describe criteria which will be used to perform cost/benefit analysis for the communications sys- tem/equipment recommended. 4 b. Project Cost (1) Individual cost quotes for the two (2) phases of the project (Phase I & Phase II) must be submitted. (2) Cost quotes for Phase I and Phase II of the project must also be broken down by individual task. c. Prior Experience Include a resume for each individual working on the project. Also include a brief statement discussing the experience of the individual(s) who will be working on the project; include recent experience in the following areas: (1) Researching and analyzing immediate and long term radio communications system solutions in a public safety application similar to that described in this RFP. (2) Planning and design of a two way land mobile radio system for city-wide or multiple agency implementa- tion, including a microwave network. (3) Planning and design of a public safety communications center, including space and layout requirements for dispatch consoles, and preparation of power specifica- tions for all electronic and computer equipment. (4) Planning and design of a computerized police records management system. (5) Planning and design of a computer aided dispatch system, automatic vehicle location system, and mobil data terminal system. (6) Planning and design of an enhanced 911 telephone system. (7) F.C.C. licensing process. VII. EVALUATION CRITERIA 1. Proposals will be evaluated according to the following crite- ria: a. Engineering experience in the research, analysis, design, integration, and implementation of the systems described in this RFP. b. Methodology and approach to the scope of the work to be done. 5 • c. Ability to complete work tasks in a timely manner that will correspond with the design phase of the new police department facility. The design phase is tentatively scheduled to take approximately ten (10) months to com- plete, after a contract is signed with the building archi- tect. It is anticipated the contract for the building architect will be signed by April 14, 1993. Determination of the best overall proposal will be made solely by the City of Elgin, which also reserves the right to reject any or all proposals. VIII. ADDITIONAL INFORMATION 1. Proposer must name the City of Elgin as "an additional in- sured" and maintain the following insurance coverages during the term of the contract: a. Insurance required by state or local ordinance. b. Comprehensive general liability insurance including own- er's protective liability and contractual liability. These policies must cover personal injury, including death and property damage in the amount of $1,000,000 per occurrence for personal injury and adequate coverage per occurrence for property damage. c. Comprehensive automobile liability insurance in the amounts specified above. d. Comprehensive professional liability insurance including errors and omissions insurance in the amount of $1,000,000. e. Worker's compensation insurance. Certificates evidencing the insurance coverage specified above must be submitted with proposals. 2. Proposers may be asked to make an oral presentation to discuss their proposals. Such oral presentations will be at the ex- pense of the proposer. 3. The contract or any part of the contract awarded by the City of Elgin, can not be assigned or subcontracted without written consent by the City of Elgin. Such consent will not release the proposer from the obligations or terms of the contract. 4. It is anticipated that the contract will be awarded approxi- mately six (6) weeks after receipt of proposals; proposals must remain valid for at least 60 days following deadline for receipt of proposals. 6 5. The enclosed "Bidder's Employee Utilization Form" must be completed and submitted with proposals. 6. Questions regarding the RFP or project should be directed to: Ms. Lori Moses Director of Communications Elgin Police Department 150 Dexter Court Elgin, Illinois 60120 Telephone: (708) 931-6010 7 II /".../4140 c...%.',I'd WI-- e 11 PROPOSAL , 4t 0 . 4 E 14 in.. .‘ -- iii /. , CITY OF ELGIN q.„ `f O I10'' /�+� II for 1 RESPONSE TO RFP # 93-002 III COMMUNICATIONS SYSTEMS ENGINEERING . 1 11 II 101 , Submitted by Ronald Vegemast Engineering, Inc. Suite 180 Interchange Tower Minneapolis, MN 55426-1296 (612)545-8173 in A SI it Ronald Vegemast Engineering, Inc. Interchange Tower,Suite 180 600 South Highway 169 Minneapolis, MN 55426-1296 Telephone: (612)545-8903 + Facsimile: (612) 545-9301 February 26, 1993 I Mr. Michael Sarro Purchasing Director City of Elgin 150 Dexter Court Elgin, Illinois 60120 Dear Mr. Sarro: We are pleased to submit this proposal to provide professional engineering services related to the planning and design of new public safety communications systems for the City of Elgin. The professional staff personnel of this firm have substantial , successful project experience in all of the following system areas: Computer Aided Dispatch Systems. - Records Management Systems. - Mobile Radio Systems. Business Telephone Systems. F _ Communications Control Consoles. ® Enhanced 9-1-1 Systems including system planning and geofile development. Communications Facility Layout and Planning. - Management and staffing planning for dispatch centers. The professional staff members have completed more than 200 projects in r: the listed system areas. The scope of work on these projects includes: - Project Definition. Preliminary Design. - Final design including the preparation of Request for Bid Documentation that is widely recognized for its excellence. [1 Client support during bidding. Bid evaluation and Award Recommendation. A wide range of Continuing Engineering services during system implementation including the observation of Acceptance Testing. Mr. Michael Sarro - February 26, 1993 - Page 2 All of the projects were performed under the direct supervision of Ronald Vegemast, P.E. , who has been providing professional engineering services in the public safety communications field on a full time basis for more than 22 years. The other staff personnel described in the enclosed material performed much of the work on some of the projects. I; Projects undertaken include systems to serve fire, emergency medical service, law enforcement and other local government entities. Ronald Vegemast Engineering, Inc. , is clearly the a leading firm active in the area of planning and specifying fully integrated public safety dispatch center and radio systems. This is especially apparent when our experience in planning systems that are through the acceptance phase and fully operational is compared to the experience level of other consultants active in this field. Ronald Vegemast Engineering, Inc. , is independently owned and has no relationship with any supplier of equipment or systems. This proposal will remain firm for 60 days after February 26, 1993. Questions about this proposal should be directed to Mr. Ronald Vegemast at 114 (612) 545-8173. Sincerely, Ronald Vegemast Engineering, Inc. Ronald Vegemast Principal RV:ar C3 I I � i CONTENTS A I; SECTION TITLE PAGE EMPLOYEE UTILIZATION REPORT INSURANCE CERTIFICATES COMMUNICATIONS ENGINEERING PROPOSAL I SCOPE AND METHODOLOGY 1 II PROJECT COST 27 III PRIOR EXPERIENCE 28 IV .RELATED PREVIOUS PROJECT EXPERIENCE 34 V CREDENTIALS AND BACKGROUND HISTORY OF 45 RONALD VEGEMAST ENGINEERING, INC. I C 11 EMPLOYEE UTILIZATION REPORT A complete copy of the City of Elgin Bidder's Employee Utilization Form is enclosed on the next page. No Employee Utilization Form was submitted as part of a previous proposal for which this firm received a contract as it was not required for firms with fewer than 15 employees when that proposal was submitted. liWith respect to Item 4 on the Bidder's Employee Utilization Form, note that females are 50% of the total employees of the firm, and therefore, I there is no under-utilization of females. Following are responses to the City of Elgin, Equal Employment, Written Commitment Guidelines: 1. Affirmative Action Officer - Therese Taylor, Manager of Business 1! Affairs, which includes all personnel functions. 2. All employees that we have ever had were living in the I: Minneapolis-St. Paul Metropolitan Area at the time they were hired. In the metro area, females are 50.5% of the population and 42.1% of the labor force. Blacks, Hispanics, Asians, and American I! Indians total 5.4% of the population. 3. We have no active recruitment program. We have added no employees in more than a year, and we have no plans to add additional personnel . We have always welcomed female and minority applicants when we needed to add a person to our staff, and we shall continue to do so in the future. We have had an Asian employee in the past, and he was recruited through a telephone call that we made to the Southeast Asian Center of Minneapolis in a specific effort to hire an Asian employee. 4. We have no training programs other than ongoing seminars for employees. We do not use student interns as our business involves providing expertise that is only obtained through advanced Ieducation and years of experience. 5. We agree to submit statistical data concerning employee composition, and recruitment efforts, at any time to the City of Elgin upon request. t 6. We consent to the distribution of copies of written commitment to all persons who participate in recruitment, screening, referral , selection, and hiring of job applicants. li7. We do not use subcontractors. 8. Ronald Vegemast Engineering, Inc. , will not discriminate against any employee, or applicant for employment because of race, color, religion, sex, ancestry, national origin, place of birth, age or physical handicap which will not interfere with the performance of S2the job Ii)n question. r v Date: 2_C 093 Ronald Vegemast, 0 1 1 a BIDDER'S E WPLOYEE FORW • L This report is required by the City of Elgin and shall be submitted before the con tract can be awarded. Chapter 3.12.1000 Affirmative Action — City Contracts I 1. Name and Address of Bidder Description of Project CRnnAlri Vegemacf Fn ineerin _9 9 Inc. Communications Engineering jnterrhangp Tnwpr Siiitp 12fl FMinneapolis, MN 542F • r JOB CATEGORIESAM "�" 'rim az K_ OM 1017 Ina WFVFVFMFVFVF 1 x Professional staff 2 1 33 Business staff 1 1UU E . . I TOTALS 2 , 2 50 e of Co Official and Title Telephone No. Date S ned Page L cca (612) 545-8903 Feb. 21 , 1993 1 oil Fl�, 2. Have you ever been awarded a bid by the City of Elgin? I x I YES � 1 1 NO 3. If the answer to #2 is' yes. please submit a o0 the Employee Utilization Form that was submitted with of your last suooessful bid along with a fully completed copy of this form. 2# 4. If the statistical data provided above shows under— utilization of minority end/or female, please submit. according to +he guideline provided in the attached document. ea •i itten commit.rylont t,. 'provide equal employment opportunity. NOTE: In the event that a contractor or vendor, etc. fails to comply with the fair employment and affirmative action provisions of the City of Elgin. the City amongst other actions may cancel. terminate or suspend the contract in whole or in part. Rev. 6/15/92 INSURANCE CERTIFICATES The City of Elgin Request for Proposal requires that certificates evidencing that five classes of insurance are in force be provided as part of the proposal . The first class of insurance is listed as "Insurance required by state or local ordinance.". We contacted the City of Elgin Purchasing Director, (" Mr. Michael Sarro, who stated that there are no other insurances required L by state or local ordinances, and, therefore, no certificates for any other insurance are included, and this proposal is based on the assumption that no other insurance coverage is required by the City of Elgin. Enclosed are certificates indicating to the City of Elgin that this firm Ei carries: 1. General business liability insurance of at least $1,000,000.00 2. Hired and non-owned automobile liability insurance coverage of $1,000,000.00. [ 3. Professional liability insurance of $1,000,000.00. The term of this policy is listed as 2/16/92 to 2/16/93, however, this policy has been renewed for the period to 2/16/94. A new certificate showing that period will be ordered if this firm is selected for this project by the City of Elgin. 4. Worker's Compensation Insurance. If this firm is selected for this project by the City of Elgin, we will also request the issuance of certificates of insurance naming the City of Elgin as an additional insured for the General Liability and the Automobile Liability policies. These certificates will be sent directly to the City of Elgin by the insurance company. El I ISSUE DATE (MM/DD/YY` CERTIFICATE OF INSURANCE 02/18/93 1 PRODUCER This certificate is issued as a matter of information only and confers — no rights upon the certificate holder.This certificate does not amend, COBB STRECKER DUNPHY& ZIMMERMANN,INC. extend or alter the coverage afforded by the policies listed below. 160 SO. 5th ST.,SUITE 2000 MINNEAPOLIS,MN 55402 COMPANIES AFFORDING COVERAGE COMPANY LETTER A CONTINENTAL CASUALTY COMPANY COMPANY LETTER B CONTINENTAL CASUALTY COMPANY INSURED RONALD VEGEMAST ENGINEERING LETTER C 600 COUNTY ROAD 18 INTERCHANGE TOWER, #180 COMPANY COMPANY MINNEAPOLIS,MN 55426 LETTER D If COMPANY LETTER E COVERAGES This is to certify that policies of insurance listed below have been issued to the insured named above for the policy period indicated. Notwithstanding any requirement,term or condition of any contract or other document with respect to which this certificate may be issued or may pertain,the insurance afforded by the policies described herein is subject to all the terms,exclusions,and conditions of such policies. Limits shown may have been reduced by paid claims. O Type of Insurance Policy Number Policy Effective Policy Expiration LTR Date (mm/dd/yy) Date (mm/dd/yy) Liability Limits i GENERAL LIABILITY General Aggregate ]X] Commercial General Liability Products-Comp/Ops 32 000 000 .00 ] Claims Made Aggregate $1,000,000.00 X] Occurrence Personal k Advertising E [ 1 Owner's& Contractor's Prot. BA117579766 01/01/93 01/01/94 Injury $1,000,000.00 Each Occurrence $1,000,000.00 Fire Damage (Any One Fire) $50,000.00 + Medical Expense (Any One Person) $5 000.00 AUTOMOBILE LIABILITY CSL Any Auto 31,000,000.00 All Owned Autos (Priv Pass.) Bodily All Owned Autos(Other) Injury $.00 X I Hired Autos Per Person X] Non-Owned Autos BA117579766 01/01/93 01/01/94 Bodily ] Garage Liability Injury 3.00 ] Per Accident Property Damage $.00 C EXCESS LIABILITY Each Aggregate ' ] Umbrella Form Occurrence I Other Than Umbrella Form 3.00 3,00 Statutory I ' D WORKERS' COMPENSATION 3.00 (Each Accident) AND [m EMPLOYERS' LIABILITY 3.00 (Disease Policy Limit) 3.00 (Disease Each Employee) I ^OTHER 1 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES;RESTRICTIONS/SPECIAL ITEMS [^ ,ERTIFICATE FOR THE CITY OF ELGIN _ ERTIFICATE HOLDER CANCELLATION Should Any Of The Above Described Policies Be Cancelled Before The Expiration Date Thereof,The Issuing Company Will Mail 30 Days Written Notice To The Certificate Holder Named To The Left. CITY OF ELGIN AUT ZED REPR S ifTIVE ELGIN IL l .Sid t1TF •rv+n 1•f.. .....•..... ISSUE DATE (MM/DD/yY CERTIFICATE OF INSURANCE 02/18/93 tPRODUCER This certificate is issued as a matter of information only and confers no rights upon the certificate holder.This certificate does not amend, COBB STRECKER DUNPHY& ZIMMERMANN,INC. extend or alter the coverage afforded by the policies listed below. 150 SO. 6th ST.,SUITE 2000 _ 1 MINNEAPOLIS,MN 55402 COMPANIES AFFORDING COVERAGE COMPANY LETTER A COMPANY LETTER B INSURED COMPANY RONALD VEGEMAST ENGINEERING LETTER C YOUR INSURANCE CARRIER 600 SOUTH HIGHWAY 169 �� INTERCHANGE TOWER, #180 COMPANY MAS BEEPi RATFn A+ MINNEAPOLI3 MN 56426-1296 LETTER D gy A.M. BEST AND CO. ' COMPANY ILETTER E CONTINENTAL CASUALTY COMPANY r. COVERAGES L. This is to certify that policies of insurance listed below have been issued to the insured named above for the policy period indicated. Notwithstanding any requirement, term or condition of any contract or other document with respect to which this certificate may be issued or may pertain, the insurance afforded by the policies described herein is subject to all the terms, exclusions, and iv.. conditions of such policies. Limits shown may have been reduced by paid claims. :O Type of Insurance Policy Number Policy Effective Policy Expiration LTR Date (mm/des/yy) Date (mm/des/yy) Liability Limits A GENERAL LIABILITY] Commercial General Liability General Aggregate ;.00 Products-Comp/Ops [ I Claims Made Occurrence Aggregate $.00 ( Personal&Advertising [ ] Owner's& Contractor's Prot. Injury Each Occurrence ;.00 j [ J $.00 Fire Damage (Any One Fire) $.00 ! Medical Expense (Any One Person) 3.00 3 AUTOMOBILE LIABILITY CSL Any Auto 00 All Owned Autos (Priv Pass.) Bodily All Owned Autos(Other) Injury $.00 Hired Autos Per Person Non-Owned Autos Bodily Garage Liability Injury $.00 I Per Accident Property Damage $.00 C EXCESS LIABILITY Each Aggregate f ] Umbrella Form Occurrence I Other Than Umbrella Form $.00 2.00 Statutory D WORKERS' COMPENSATION $.00 (Each Accident) AND EMPLOYERS' LIABILITY $.00 (Disease Policy Limit) $.00 (Disease Each Employee) OTHER $ 1,000,000.00 Any One Claim And In ARCHITECTS& ENGR'S AAE 006161806 02/16/92 02/16/93 The Annual Aggregate. PROF LIABILITY [Claims Made Basis] DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/RESTRICTIONS/SPECIAL ITEMS CERTIFICATE FOR THE CITY OF ELGIN • This policy covers the PROFESSIONAL SERVICES of the named insured for all projects do the limit of liability shown shall not be construed to be applied to this project only. _ _ CERTIFICATE HOLDER CANCELLATION Should Any Of The Above Described Policies Be Cancelled Before The Expiration Date Thereof, The Issuing Company Will Mail 30 Days Written Notice To The Certificate Holder Named To The Left. CITY OF ELGIN AUTH ED REP E ' 'I'IVE ELGIN IL Ii • SUITE App. 17.4) S71:ra r7P71+ ;'rA.PiT ,1 I 11 CITY OF ELGIN ILLINOIS 150 DEXTER COURT ELGIN IL 60120-5555 j f --fold-- --fold-- YOUR CERTIFICATE OF INSURANCE ENCLOSED CERTIFICATE HOLDER COPY f l E --fold-- - -fold-- I I MINNESOTA WORKERS' COMPENSATION ASSIGNED RISK PLAN Policy Administrator EMPLOYERS INSURANCE OF WAUSAU A Mutual Company Certificate of Insurance This is to certify that the insurance policies (described below by a policy nutter) written on forms in use by the company have been issued. This certificate is not a policy or a binder of insurance and I; does not in any way alter, amend or extend the coverage afforded by any policy referred to herein. ISSUED TO NAME AND MAILING ADDRESS OF INSURED AGENT OF RECORD ISSUING DATE 11 :ITT OF ELGIN ILLINOIS RONALD VEGEMAST ENGINEERING INC GERALD F FOOTE AGENCY INC 02 17 93 61 150 DEXTER COURT INTERCHANGE TOWER STE 180 5701 KENTUCKY AVE N STE 110 ELGIN IL 60120-5555 MINNEAPOLIS MN 55426 CRYSTAL MN 55428 • Policy Policy 6666 Effective Date Expiration Date Type of Insurance Policy Number (MO/DA/YR) (MO/DA/YR) [Jorkers Compensation 0313 00 112653 11 07 92 11 07 93 SPECIAL PROVISIONS/LOCATIONS/SPECIFIED AUTOS: J4otwithstandlng any requirement, term or condition of any contract or other document with respect to which this certificate may x issued or may pertain, the insurance afforded by the policy (policies) described above is subject to all of the terms, "exclusions and conditions of such policy (policies) during the term(s) thereof. >ROOUCER NO. ISSUING OFFICE REGION "ef I L : 0929 PO BOX 1357 MPL . ; 1 r_„r MINNEAPOLIS MN 55440-1357 r % (612) 830-1700 ..-7 - •_' ' Signed Authorized Representative I 6 U I r 1 COMMUNICATIONS ENGINEERING PROPOSAL This proposal is submitted to the City of Elgin in response to Request for Proposal Number 93-002 for Communications Systems Engineering I; services. This proposal is organized in accordance with RFP Section VI. , 6, into the following sections: I. Scope and Methodology [111. II. Project Cost [1] III. Prior Experience 1". IV. Related Projects Experience r I I 11 U 11 SECTION I SCOPE AND METHODOLOGY This document is a description of tasks broken down into subtasks that Itogether form a detailed and complete proposed program of work related to the planning, design, and implementation of public safety communications systems appropriate for service in the City of Elgin into the twenty-first century. Communications systems areas to be addressed in this project include: E] - Plan and design of new communications system control consoles. - Enhancement of land mobile radio systems in use including cross jurisdictional communications and the communications i] links to remote radio sites. - Planning and design of a Records Management (RMS) system integrated with the CAD system and MDTs. - Architectural consultation related to a communications center able to handle activity levels projected to about the year 2005. 17 In planning new communications systems, it is essential to begin by quantifying the condition and the performance of existing systems [14so that improvements in performance can be measured. Therefore, = this project involves the performance evaluation of the existing communications center and radio systems, and the performance and Ir cost evaluation of alternative systems that might be implemented in the future. 1 I'� 1 4 A All subsystems are interactively related to each other. Therefore, it is essential that the subsystems planning be integrated into one effective and efficient, properly functioning, complete I, communications system. It is essential that one person assume responsibility for all planning decisions to accomplish the degree — li of integration required. Responsibility for this system's integration will be assigned to Mr. Ronald Vegemast who has if demonstrated in depth, successful , previous planning and design experience in every system area of this project. Of particular significance, Mr. Vegemast planned and designed the 9-1-1 customer Ei premise equipment and the multi-channel voice recorder equipment now in use. He has also prepared a RFP specification for a CAD system with MDTs and AVL to serve the police and fire departments of the City of Elgin. He is therefore, very familiar with the existing equipment and the City can be assured that console and space planning and design will accomodate those other systems in a completely integrated, interactive fashion. ll Needs Assessment Methodology I The needs assessment methodology used often by staff members of ItRonald Vegemast Engineering consists of establishing a set of needs statements describing performance of a system, and then evaluating I: alternative systems configurations in terms of performance in each of the needs areas. E! That needs assessment methodology is mentioned in several places in this section of the proposal and, therefore, it is described in more i; detail here prior to discussion of the actual task work to be performed in the project. Ir 2 We will first generate a set of needs statements which are desirable performance levels of various communications systems. Parameters to be addressed relate to service to the public, safety of personnel , and the provision of information useful to field personnel . Each functional requirement will be written as a specific needs statement. A rationale supporting the need will be prepared for each statement to aid public officials in understanding the importance of the need. I! Where possible, the needs will be described in quantified terms to enhance the evaluation of alternatives in performance improvement (for example, during periods of normal operations, 90% of telephone calls should be answered in ten seconds [two rings] or less time) . i] The importance of a clear, quantified definition of needs must be Iunderstood. These needs are the basis against which alternative technical approaches must be measured. Improvements in performance of public safety agencies in areas of these needs and the cost of those improvements are the input to cost effectiveness decisions by public officials. It is important to emphasize that personnel from the City of Elgin must be involved in this needs definition work as it is essential that those personnel understand and support the needs and the quantified levels 13 established for them. To accomplish this involvement, we will prepare a set of needs statements with rationales. This set will be sent to the City's Contract Manager for review. We will than visit the City project team to review and modify the needs statements as appropriate. In addition to the definition of needs, specific alternative approaches to implementing the communications subsystems will be described. We will then 'ieasure the performance of each of these alternative approaches against the needs statements. 3 The performance measurement methodology involves assigning an E, W, or U grade to each needs statement in which: I - E means excellent performance is predicted in the need area if the alternative system approach is implemented. - W means at least barely acceptable, c ptable, workable performance is predicted in the need area if the alternative system approach I is implemented. 1! - U means that unacceptable performance is predicted in the need area if this system approach is implemented. An overall quality factor grade can be obtained by assigning ten points 12 to each E grade, five points to each W grade, and no points to each U grade and then averaging the points. 9 9 117 This evaluation usually provides a clear picture of the e strengths and weaknesses of and the overall performance available through use of possible alternative system configurations. rStatement of Understanding of the Objectives of the Proposed Project ff The City of Elgin recently purchased new multi-channel voice recorder and ( 9-1-1 equipment for the existing dispatch center. The Cityhas P also been preparing a Request for Proposal for a new Computer-Aided Dispatch (CAD) [i system with MDTs and AVL as integrated components, although this activity has been delayed so that this new system can be installed in a new [--:' building being planned rather than being installed in the existing building only to be moved to the new building soon after system acceptance. LiThe City has outgrown the existing dispatch center and communications control console equipment. In addition, the existingconsoles are not t able to accomodate the CAD system CRTs, the 9-1-1 CRTs, and other equipment in an ergonomicallyacceptable p manner. 4 The City presently uses the Illinois PIMS system for law enforcement records management, and a RMS system running on the City's IBM AS400 computer system for the fire department. The fire department has expressed a strong desire to continue use of the existing RMS system. The police department is interested in comparing a law enforcement RMS Fcomponent of the CAD system to continued use of the PIMS system. It is believed that a law enforcement RMS package might be added to the CAD hardware and software package for a reasonable cost, and that a RMS package added to the CAD system may have features and functionality similar to the PIMs system capabilities. A RMS component addition to the [1.1 CAD system may, however, provide for less reentry of information, less paper shuffling, access to records files through MDTs, and full [i integration of records information into the dispatching p rocesses. Four City of Elgin departments, police, fire, public works, and parks use mobile radio communications. The radio systems have some y problems. These radio systems use two sites, and two 806 MHz radio frequency pairs are used. The City is planning to construct a new building which will house a larger dispatch center. The existing consoles are to be replaced rather than moved to the new dispatch center. Reasons for replacement include: - The existing consoles are approaching the end of their useful life so that they would need to be replaced soon after the move to the new building if they were moved so that the I! substantial cost of moving the consoles would, to a large extent, be wasted. I - More console work positions are needed and the existing 1] consoles are not current models. 5 - The consoles would need substantial reconstruction to accomodate the CAD and 9-1-1 CRTs and keyboard, and the TDD device and keyboard in an ergonomic configuration. There will i be a substantial cost for this reconstruction that might better be used as a partial payment of the cost for new ri consoles. il - There will be a substantial disruption to emergency operations during the move of the consoles, and another disruption to operations when these consoles are replaced as they are near { the end of their useful life. ,_j rThe architect for the new building will need guidance as to the number, size, and footprint for these consoles, and guidance in regard to the r criteria for floor plan layout of the dispatch center and associated equipment spaces. The architect will also need lists of power, emergency power, heating, airconditioning, and other space design parameters to properly design the spaces. The move to the new building is an appropriate time to consider changes to all communications related systems so that the interrelationships of ri the CAD, 9-1-1 equipment, consoles, radio system, RMS, MDTs, and space can all be planned and designed in a fully integrated and ergonomically I acceptable manner. The necessary planning, design, and support through acceptance of the systems to be implemented in relationship to the new building are the elements of the proposed project. The project is to be performed in two kphases. The first phase is the measurement and forecasting of activity, evaluation of existing systems, evaluation of alternative systems, Li assistance to the architect in spaces designs, and the preparation of a report recommending the directions that the City should proceed in implementing new and enhanced systems. The second phase will be design and support through final implementation of the systems selected by the City after review of the recorn dations from the first phase. i 6 PHASE I - DIRECTION STUDY Task 1 - Data Gathering and Analysis t Task 1.1 - Interviewing I; We will conduct interviews with the following p ersons: - Police, fire, public works, and parks administrators and City administration personnel . r! - Dispatch center operators. - Records personnel . Task 1.2 - Observation ct, We will observe operations in the communications center and in the records section as to data inputing and record retrieval , report generation, down loading data to the State of Illinois, etc. We will include an analysis of the present records activities including the use of the PIMs system (we are familiar with the PIMS system) . We [7: will list the kinds of reports kept, the forms used, and how the report data is written, checked, and entered. We will note the means for retrieving records files information. [1:, We will then consider enhancement of the PIMs based RMS procedures L. including how data entry workload can be reduced. One example is the simple addition of comments to the event record in the CAD using an MDT Ifollowed by a command code so that a record is produced automatically for review before filing in the RMS. We will also explore some modern RMS {{,v- concepts including the storage of images such as photographs, sketches, I and fingerprints as parts of records in the RMS files. In addition, many RMS files should also be available to persons in vehicles using an MDT. 7 We will also explore the locations where RMS information is needed, and the various formats, including crime analysis, that should be available for use so that full value of the recorded information can result. Task 1.3 - Data Collection Traffic Engineering Data L] Traffic engineering data is needed in order to perform dispatch center, , computer automation, and radio system planning and design. Traffic l] information is required on request for service telephone calls, administrative telephone calls, number of events handled by the dispatch center, and information inquiry traffic. Detailed data is required for traffic variation during hours of the day, during months of the year, and Ifduring the period between now and the end of the useful life of any new systems that might be implemented. I! We will ask that the communications supervisor have each dispatch operator record data on traffic of different types of telephone calls, 1 events, and information inquiries for each of twenty-four hours per day for seven consecutive days on forms that we will provide. This data will then be carefully analyzed, using three different validation checks, to assure that it is a valid sample of traffic during the month of the year Elin which the sample week appears. Statistical analysis will follow to establish standard deviation, mean, and median figures. These numbers L4will be used to define traffic during busier hours of each shift. Historical data of activity during each month will be analyzed to determine variation of traffic in different months of the year. The busier hour traffic will then be adjusted to establish projected busier ' hour traffic on each shift during the busiest months of the year which are usually summer months in the northern states such as Washington. 8 1 Historical data and projections of population in the City will be used to project future traffic out to the end of the useful life of any new systems implemented (approximately ten years after system acceptance) . Busier hour traffic during busiest months will be further adjusted to predict busier hour traffic during each shift of busiest months during the busiest time over the useful life of any new system. IF Traffic levels will be generated for present and future telephone { activity, radio activity, and dispatch center activity. Telephone Tele hone traffic will be split into activity related to dispatch and r: administrative traffic. Radio traffic will be divided between dispatch related traffic and information inquiry traffic that might be handled r_ using mobile data terminals (MDTs) . Communications Center Performance Times l! We will measure the time required to accomplish various functions in the dispatch center as it exists using the current procedures. Examples of measurements to be made are the average conversation time, and the average telephone call service time. Radio Data ' We will ask for copies of all 1 radio licenses for all City departments. We will determine what radio frequencies and radio sites are currently in use, and we will list existing radio control points in all departments. We will ask for a list of all radio equipment currently in use including [7.; the age of that equipment. Data on radio equipment will include descriptions of antennas and transmission lines, and antenna support structures at each site. We will visit each radio site and list all [11 radio equipment in use, including any operated by an entity other than the City. r 9 Task 1.4 - Define Needs The needs assessment methodology has been described earlier in this section of the proposal . As part of the preliminary task group, we will define sets of needs for the radio system, communications center, and records management. The sets of needs will include standards for operations. As indicated earlier, the needs statements will be developed in close cooperation with the City of Elgin Project Team. Approximately 25 definite needs statements are likely to be developed for systems included in the scope of this project. fl Task 2 - Communications Center, Radio System, and Records System !I Evaluations !! The performance of the existing communications center, radio, and records management systems will be evaluated by measuring p against a ainst the quantified needs statements using the needs assessment methodology discussed earlier in this section of the proposal . 9 An analysis of the condition and remaining useful life of all equipment, including fixed location and mobile/portable radios, consoles, and PIMS will be performed. The predicted radio propagation coverage of existing radio systems will be produced using our computer equipment and the Bullington model . The Bullington model has recently been selected as the standard radio propagation prediction model by APCO for their frequency coordinators in all 50 states. We will ask that City of Elgin radio users compare these predictions to actual experience with the existing radio systems. Emergency response radio communications across jurisdictions within the County will also be evaluated as part of this task. 10 Procedures and standards that impact system design must be established before alternative systems can be defined in sufficient detail for evaluation and for cost estimating. Examples of procedures and standards that must be defined are: I: - The amount of information to be received from callers must be established. This issue impacts the data available for records and impacts the number of communications center operators required regardless of the system alternative selected. I - The stand ards for call answeringand handling as more communications operators °" - -p (and more work stations hence more I. computer terminals) 95% P are required to meet a standard of of \ calls answered in ten seconds or less than the number of operators required to meet a standard of 90% of calls answered \. in ten seconds or less. l! Should telephonic reports be prepared for cold calls? i - Should communications center operators handle administrative telephone calls? If yes, how many administrative calls? ILi - What area must be covered by the radio system for what I percentage of time for talk out and talk in with portable radios used in what type of building? EWe wil l assist the City of Elgin Project Team personnel in making dec isions in these procedure/standards issue areas by performing i; calculations of numbers of operators ors required to mee t varying standards and byhelping P 9 personnel el understand the effects of various standards and iiby showing the range of standards in use throughout the United States. [i 11 In addition, many non-dispatch functions must be performed, possibly including such things as: - Siren operation. - FEMA and NAWAS monitoring. rTask 2A - Definition of and Number of Communications Center Work Stations Communications center work can be arranged in either of two organization f: alternatives - one stage work organization or two stage work organization. In the one stage organization, operators answer telephone ['i calls and operate the radio system. In the two stage organization, one operator or group of operators answers telephone calls and another Ei operator or group of operators operates the radio system. We will assist the City of Elgin project team to understand the 4 advantages and the disadvantages of each of these organizations. We will also determine the numbers of operators required for both organizations I for the existing traffic and for traffic projected for the end of the useful life of any new system implemented, as determined in Task 1, to show if there is a cost advantage to either. 1 Using the analysis, we will determine the number of each type of work position to be recommended for the new dispatch center. We will also list all equipment to be included in each type of work position. We will �- then provide a recommended layout of each type of work position based on ergonomic recommendations described by an ergonomic design specialist at Ili L the Mayo Clinic in Rochester, Minnesota. iiExisting plansbackup dispatching for p tching will be analyzed, and alternatives for improvement in this equipment will be considered. ii 12 1 It is essential that there also be a plan for accomodating the extra workloads generated by extraordinary events including: - A short term, high intensity event such as a high speed pursuit. - A long term event such as cleanup after a tornado. I( The plan must include radio channels, work stations, equipment and personnel to support field activities associated with extraordinary events. ( Task 2B - Evaluation of Alternatives for an Enhanced Mobile Radio System L: The performance of the mobile radio system approaches will be measured t) against the appropriate needs statements generated in Task 1.4 using the needs assessment methodology discussed earlier in this section of the proposal . I! Radio system needs statements will include, but not be limited to, the following performance issues: - Congestion on radio channels, including the needs of fire suppression on fire scenes. - Radio coverage. [71 - Radio interference from all sources. - The reliability of the radio system including what ifs such as a primary tower being destroyed by a windstorm. 1 The ability to carry on interagency coordination of activities by radio over a wide area especially during disaster and mutual aid conditions. 13 We will evaluate alternatives for enhancement of the mobile radio systems in use. The evaluation will consider the needs of and the impact of use of the mobile digital terminals planned as part of the CAD system. Use of an 800 MHz trunked radio system will also be included as part of this evaluation. This evaluation may show different performance for the radio systems in use by different departments in the City. iiAlternative radio systems to be evaluated are: - Continued use of the existing radio system with enhancements Ei to improve coverage and relieve interference. :i - Upgrade the existing radio system and add channels to relieve congestion and improve interagency coordination. r This alternative will include analysis of the iiavailability of additional radio frequencies. - 800 MHz trunked radio system. The 800 MHz trunked radio system alternative will be 1 further divided into a: IIo System that uses simulcast and/or multi-site technology. 3 ° System that uses analog or digital modulation. I: The impact of the refarming proposal being considered by the FCC will be fully considered for all alternatives. Im 800 MHz radio propagation predictions, including a set of composite 5y7 predictions will be prepared. Some of the predictions will also be concerned with meetingthe 40 dBu line restriction on radio field strength outside Elgin g justthe City of E.�� :n adio service area where the NPSPAC group of radio frequencies must be used. 14 a Composite predictions can also be produced which show the effect of eliminating one site at a time. This method will show City of Elgin personnel the level of reliability available through overlapping coverage to provide protection in the event that any one radio site fails for any reason. This analysis is particularly important for 800 MHz systems as I; 800 MHz propagation is not as good as radio propagation at lower frequencies. We will also provide, if needed, microwave path profile studies for linking the dispatch center and radio sites. The total number of radio frequencies needed in the present radio bands and in an 800 MHz trunked radio system will be determined. [1 Ways to migrate from the existing radio system to a new radio system will be described. i] The impact of an 800 MHz p trunked radio system on multi channel voice El recording will be included. All alternatives considered will include estimates of costs to implement the alternative. i! Task 2C - Records Management Evaluation Needs statements related to records management will be developed in Task 1.4. Law enforcement records management needs will be defined in the following areas: Ei - Log preparation for operations, for units, for officers, and for the communications center. - File structures for event report files, victim report files, stolen property report files, pawn shop report files, gun report files, vehicle report files, etc. - Perfocm?nce enhancement routines, especially in the area of automated crime analysis. 15 ▪ Personnel files including special personnel skills, personnel training records, personnel proficiency records including range records, etc. - Equipment files. Examples p of other items to be considered as part of the Records Management System (RMS) needs statements are: - On-line access to incident histories, vehicle records, and El personnel records. - Performance reporting of communications center activities. - Automated files of vehicles taken into custody that can be searched by one or multiple elements. E: Automated files of persons taken into custody that can be searched by one or multiple elements. r - Logs of personnel activities searchable by multiple elements. E - Use of MDTs and/or laptop computers by police officers with 11 preformatted forms for use in entering report information to avoid writing reports on paper. - Automating other functions including booking. - Reviewing options for electronic mail for the police department. We will review all reports prepared by law enforcement personnel that are input information for an automated records management system. 16 We will review all existing output reports including the UCR report produced personnel . byrecords We will review a checklist of police records management functions and output reports with police records and management personnel to identify areas for improvement. Examples of areas where improvements are likely to be identified include: - The elimination of multiple entryof the same information into P different files. - Automatic production of standard output reports including the UCR L_ report. - Listing of missing input reports with information that can be used to track down where the loss occurred. - Identification of special output reports that can be extremely P P useful to patrol personnel that cannot be provided when a manual records system is in use. We will then measure performance of the existing manual records management system relative to the needs defined using the needs assessment methodology described earlier in this section of this proposal. We will define the following possible automated records management systems that might be operated bythe Cityof Elgin: 9 - A records management system that is part of a computer aided dispatch system. yyR ij • A stand alone automated records management system. - Continued use of PIMS. 17 1 These alternatives will be evaluated by measuring performance against the needs statements described earlier. Other evaluation criteria includes: - Providing for the automatic recording of event data from the communications center into the records management files. L - Providing for easy, quick access to virtually any non restricted I record by communications center personnel and by MDT equipped officers. - The necessity for meeting State of Illinois and Department of r Justice requirements regarding the security of records information. L Evaluation of alternatives for an automated records management system I: will be evaluated and the performance of those alternatives will be measured against the same set of needs statements used for evaluating I: other issues. Task 3 - Space Evaluation Task 3A - Dispatch Center Arrangement L We will estimate the amount of space required for dispatch consoles and Ifor supporting electronic equipment including computer equipment based on established dispatch center space layout criteria, the number of each kind of work station required, the likely work station configuration, and the likely computer and other equipment required. P Task 3B - Space Planning Criteria [11 We will establish architectural parameters for the specialized design requirements of the dispatch center and associated equipment spaces. I; 1 18 Task 3C - Architectural Design Data We will list power requirements for all dispatch center and equipment space equipment, and state which equipment electrical loads should be on the UPS power supply. We will also list other specialized design requirements such as the necessary conduit between the equipment space and the location of outdoor antennas. The preparation of a RFB specification for an antenna support tower is not included in this proposed work as it is unknown that a tower is needed. L We will also be available for consultations with the architect on the telephone and when we are in Elgin for project visits. Task 4 - Implementation Plan A report of all reduced data, findings, and recommendations from the work of all tasks will be prepared. This report will include a snapshot inventory of the performance of existingsystemsif they are continued in use to about the year 2005. It is intended that this report contain all of the information in the form needed by City of Elgin officials to understand the alternatives and e the significance of the performance improvements that can be achieved so that they can make necessary decisions. The report will provide a description of the evaluations of the existing communications center and records management systems alongwith 9 y evaluations of each computer automation alternative considered placed in order of value. PIn regard to the future replacement of existing systems, the report will cover a discussion of the dispatch operations arrangement selected, the number of each kind of work station determined, the configuration and size of each kind of work station, and other equipment to be included in dispatch center; ?nd the interactive integration of the recommended Records Management System with the planned CAD/MDT system. 19 Cost estimates for all recommendations will be included. The cost estimates will be based on recent bids for similar equipment in similar quantities that have been reviewed by staff members of Ronald Vegemast Engineering. The report will also include recurring cost estimates. I; The report will include short term and long term implementation steps and a tentative time schedule will be included. A draft of the report will be delivered to the City Elgin E1 in Contract Manager. After review by the City of Elgin Project Team, the consultant will meet for the purpose of receiving comments and suggestions for changes. Appropriate changes will be made and the report will be published. Nine bound copies and a camera ready copy of the report will be delivered to the Contract Manager. Ronald Vegemast will make an oral presentation of the report after it is [I delivered in final form. CITY OF ELGIN REVIEW AND DECISION City of Elgin personnel must review and discuss the alternative systems 176 approaches considered, and the recommended direction that the City should select for implementing new and enhanced communications systems. The City must decide that direction so that Request for Bid documents for the systems can be prepared. Ei i! jICI 20 PHASE II - DESIGN AND PROCUREMENT/IMPLEMENTATION SUPPORT Task 6 - Design and Preparation of Request for Bid Specifications Procurement of the systems alternatives selected by the City of Elgin can tibegin as soon as the City makes the necessary decisions. We will support the procurement process by first writing and printing Request for Bid I: (RFB) specification documents for the selected systems. r We will prepare the specific RFB documentation needed for the systems to be implemented including drawings appropriate for these requirements. I: Request for Bid specifications will be prepared for the following systems: 11 - Radio communications control consoles. 1 !! - Mobile radio system including any supporting microwave radio links. - Additions to the Enhanced 9-1-1 telephone and ANI/ALi equipment. b - Changes to the multi-channel voice recording and reproduction [i equipment. A separate section to be added to the CAD specification for the Records 1 • Management aspects decided upon will also be prepared. The RFB specifications will be organized into the following two parts: - Terms of Purchase. - Technical Requirements. Q 21 i 1 The Terms of Purchase part will include the submittal requirements, I evaluation requirements and the contractual terms to be met by the Contractor. We will use the Terms of Purchase part already prepared for ` the CAD system as a guide in preparing this material . tThe Technical Requirements part will include a detailed description of functions and intersystem interfaces to be provided in equipment and l; software written in requirements and performance level terms. We have many years of successful experience in writingsubsystem interface y r requirements including specifying which Contractor will connect different subsystems. If the interface requirements are properly specified, there is usually little problem in marrying different subsystems into a large, [-. integrated total system. l A requirements specification allows maximum flexibility to bidders in selecting hardware. The specification (and drawings) will however, be LL specific as to the numbers and locations and the characteristics of equipment. Specific equipment will not be listed but features required will be described in generic terms so that several system suppliers can I bid competitively. I: The level of detail in the drawings and specifications will result in each bidder being able to submit a proposal for a system meeting the [ Owner's needs and all bidders will be submitting proposals on the same system. Pi A detailed Request for Proposal encourages maximum competitiveness as bidders are far less able to exercise their game playing ability by 1.4 submitting a low price for a bare base system with the intention of adding, at non-competitive prices, to the equipment list at and/or after rthe time of contract execution. • FA detailed Request for Proposal encourages bidders to submit their most favorable price as there are almost no uncertainties in regard to what is to be provided and to where every item of equipdrA t is to be install -d. a i 22 U The Technical Requirements part of each of the specifications will also include the following subsections: - Definitions. - Work Included. I - Installation standards and requirements. - Maintenance requirements. - Documentation requirements. - Training requirements. 1: - Warranty including a required guarantee of the continuing availability of spare parts. r - Acceptance procedure. L We will prepare a draft of the Technical Requirements part of the L: specification and deliver it to the Contract Manager for review. Mr. Vegemast will visit Elgin to receive comments for additions, deletions and changes to the drafts. We will prepare a final version of the specifications and print 13 copies of each. The specifications will be delivered to the Contract manager with lists of potential bidders for each system. In specification writing, we always attempt to achieve a high level of ' specitivity, completeness and clarity. The communications systems Request for Bid specifications produced by the Ronald Vegemast Engineering office are widely acknowledged as being the best quality and the most complete. We �T recommend that the City of Elgin consultant selection review the draft specification for the CAD system to see the completeness, definiteness and clarity of our public safety communications systems specifications. flMr. Vegemast has written request for bid documentation described in this proposal more than 100 times previously during the public bidding of communications systems. He offers the effectiveness developed through all of F that experience on this project. 23 i! Task 7 - Support During Procurement and Award of Contracts After the Request for Proposal specification documents have been accepted by the City, we will provide the following support services during the procurement of all of the subsystems: - Provide the Contract Manager with a list of potential bidders for the systems. 1: - Conduct a prebid conference for potential proposers in Elgin. in - Answer questions of prospective bidders and prepare addendums as 15 appropriate for consideration by the Contract Manager. - Evaluate proposals received and make an award recommendation. - Participate in contract negotiation for each system. rThe Records Management support will be part of the CAD system procurement activity as the RMS will become an integral part of that specification. ETask 8 - Continuing Support During Implementation We will provide continuing engineering services during the implementation phase of the consoles and the radio microwave equipment. No continuing support is included for the RMS as the existing contract between this firm and the City of Elgin ends at the time that an award recommendation for the I CAD system is made. We will provide the following continuing engineering services for each F system: - Review and comment on installation drawings and documentation submitted by the Contractor. t - Answer questions from the Contract Manager and the Contractor. - Negotiate and prepare change orders for the Contract Manager. P - Comment on work in progress including the adherence to schedules by the Contractor to the Contract manager. • - Observe acceptance testing and comment to the Contract Manager. 24 We will make a presentation followed by a letter report in one copy at the end of each of up to three inspection trips detailing the degree to which the system inspected meets the contractual requirements. Mr. Vegemast has provided the same continuing engineering services during public safety communications systems implementation to government clients more than 100 times previously. He has learned how to effectively negotiate change orders and what to look for during observation visits. He 1 often knows the productsprovided and installed by the installation f] Contractors as well as the installers on the job know those products. SCHEDULE A schedule for completion of the project is shown on the next page of this proposal . The schedule assumes that a contract for performance of the work will be received in our offices by April 15, 1993. El The schedule shows that the space planning information that the Architect will need will be completed by July 31, 1993. The RMS section for the Computer-Aided Dispatch RFP specification will be completed by October 1, 1993 so that the CAD system can be through acceptance testing when the new building is ready for occupancy. The consoles and radio microwave 11, specification will be completed by February 15, 1994 so that those systems will be ready for use when the new building is finished. We will be r p epared to begin work on this project in one week after we are notified to proceed. la Please note that the schedule allows one month for review and decision by the City of Elgin in regard to the recommendations in the direction report (Task 4) . 25 4/ 1/93 7/ 1/93 10/ 1/93 1/ 1/94 4/ 1/94 7/ 1/94 r\ ARCN DISP POWER WE SPACE AND Flkii TA9(I: CONSIIT 1DATA TASK GATHER AND �-� ANALYS IS ( 1 / RRCA } ASK 1 CN SOIALYSyESI S SPEC TASK 2A DREPORI REVIEI�C110 CITYW TASK�_ 5 )'RADIO PREP AND ON ALTS TASK 4 DECIDE EVAL \SK 2B i CONSOLES V' CONSOLES 'Y CONTINUING RADIO/Ay RADIO/IN ENGINEERING RMS RFP SPEC BIDDING AWARD TASK 8 ALTS TASK 6 }� TASK 7 "� EVAL TA_SK._y CITY OF ELGIN PROPOSED SCHEDULE RADIO COMMUNICATIONS ENGINEERING PROJECT 2/23/93 SECTION II PROJECT COST The professional services work for this project will be provided for a firm fixed fee of $66,300.00. As required by RFP $93-002, the total fee is broken down by task as follows: [] Task 1 $ 7,000.00 Task 2 7,300.00 E] Task 3 5,000.00 Task 4 8,000.00 Task 5 7,000.00 Task 6 18,000.00 Task 7 4,500.00 Task 8 9,500.00 Total for Phase I $27,300.00 Total for Phase II $39,000.00 ItIn addition to the firm fixed fees for the professional services, we will also bill for radio propagation predictions at $450.00 per prediction. We will also bill for microwave path profiles at $250.00 each. In addition to the professional services, propagation predictions, and path profiles, we will also bill separately for expenses for travel , , printing, and shipping at cost plus 6%. Travel expenses include air fare at coach rate, car rental , meals, hotel , parking at the MSP airport, and mileage to/from the MSP airport at .25¢ per mile. Billings will be made no more often than once each month for professional services provided, and for expenses incurred in the previous month. 27 SECTION III PRIOR EXPERIENCE Ronald Vegemast, Principal , will provide most of the professional services on this project. Greg LaVick and Elizabeth Vegemast will analyze requirements, perform radio propagation predictions, perform 1 microwave path profile analysis, perform statistical calculations in the analysis of traffic, and prepare portions of the Task 4 report and of the Tasks 5 and 6 specifications. is r' �- II 28 TRAINING AND EXPERIENCE OF RONALD VEGEMAST - PRINCIPAL - VEGEMAST ENGINEERING For more than 22 years, since 1970, Mr. Vegemast has provided planning, design and implementation support consulting engineering services in the communications field. Almost all work performed is in the field of public safety communications systems for cities and counties. The Public Safety Communications work area includes mobile radio systems, y , microwave radio systems, telephone systems including E9-1-1, communications control consoles, computer aided dispatch and records management systems. Mr. Vegemast has been in responsible charge of over 200 projects in this field including 34 computer aided dispatch/records management projects. In 1972, Mr. Vegemast joined the communications systems engineering division of Michaud, Cooley, Erickson and Associates, Inc. , a large r! consulting engineering firm. He was elected vice-president and placed in P responsible charge of all of the division's activities in 1977. He left that firm on May 1, 1984 to establish a private practice consulting engineering office. 1: Mr. Vegemast operated his own consulting engineering office practicing in the field of communications systems engineering from 1970 to 1972. Prior to 1970, Mr. Vegemast performed field engineering for RCA and for two I-; other companies that produced computer and communications systems products. [i Mr. Vegemast received a BSEE degree (Communications Option) from the University of Minnesota. Since that time he has completed 13 short courses and seminars in technical and business subject areas. He has published numerous articles on technical and professional subjects and he has been a frequent conference and seminar leader on technical and contracting subjects at several national APCO conferences and mobile 29 radio shows. Mr. Vegemast has led seminars on the Bidding Process for Local and County Government personnel , including the preparation of Request for Bid specifications, nine times. He is a past president of the Minnesota Society of Professional Engineers and holds memberships in the Associated Public Safety Communications Officers (APCO) , the Minnesota Consulting Engineers Council , and the American 9 Consulting Engineers Council . Mr. Vegemast has substantial successful experience in every system area of this project. Vegemast's experience is demonstrated by the fact that he has more experience with the planning and design of Computer Aided Dispatch [; systems and 9-1-1, and with the public bidding of these systems than all other active professional consulting firms combined! Mr. Vegemast has planned and designed 36 public safety dispatch centers in eighteen states and a number of those are central dispatch centers serving [ multiple law enforcement, fire and emergency medical services agencies. At least 30 of those centers are through acceptance, are operating successfully and are proof of the validity of the planning methodologies used. In at least 12 dispatch center projects, he performed space layouts and provided detailed lists of architectural parameters for space remodeling or construction. He has not only planned systems but he has been able to learn from measuring the performance of systems implemented in accordance with his plans. Mr. Vegemast has a reputation for writing open request for bid specifications that give many vendors an equal chance and those vendors respond by bidding. . For example, there were five bids for the CAD system in Las Vegas, six bids for the CAD/RMS system in the City of St. Joseph, Missouri and six bids for the CAD/RMS system in Springfield, MO. GE, EF Johnson, and Motorola have supplied radio equipment on Mr. Vegemast's projects. Four different radio communications console contractors have been successful vendors, each of them T more than once, after bidding to his specifications. ComCenter Corporation, E• Kustom Electronics and Motorola have all been awarded contracts for m'croprocessor consolos after bidding to Mr. Vegemast's specifications. Both Dictaphone and Magnasync have been successful contractors on multi-channel voice recorder request for bid specifications prepared in our office. 30 RESUMES OF KEY PERSONNEL (Continued) TRAINING AND EXPERIENCE OF GREG LAVICK - ASSOCIATE Greg LaVick joined Vegemast Engineering in February, 1992. Mr. LaVick rece ntly performed a complete analysis of all mobile radio traffic related to each of eleven sites in King County, Washington. The King County network is designed to serve 57 government entities in a county-wide, 800 MHz trunked radio system. He will soon be performing this same work for Chester County, Pennsylvania. He is currently doing addressing and E911 MSAG development, and digital mapping tasks for Waseca County, Minnesota, and Jefferson County, New York. Mr. LaVick has a Bachelor of Science degree from the University of Minnesota. 1 I n L 31 RESUMES OF KEY PERSONNEL (Continued) TRAINING AND EXPERIENCE OF ELIZABETH VEGEMAST - Systems Consultant - Vegemast Engineering Ms. Vegemast has undertaken several mapping and geocoding projects for Ronald Vegemast Engineering since 1988. Amongth ose 9 9 projects are: 174 - The preparation of separate maps of police, fire, and first response EMS providers and an Emergency Service Zone map for the Winnebago County, Illinois preliminary and final E9-1-1 plans; and the development of an E9-1-1 Master Street Address Guide for I Winnebago County, Illinois. Ir - County rural addressing and the preparation of MSAGs for E9-1-1 systems fo r Waseca County,C y, Minnesota, and Jefferson County, New York. She has also provided digitized base maps for a GIS system 9 P y for Jefferson County. - Planning and the preparation of Request for Proposal specifications for public bidding for rural addressing, MSAG, and geofile production, and for a high end GIS/Land management system for Chester County, Pennsylvania. She determined the minimum number of radio frequencies required at each of eleven sites in King County, Washington using the firm's computer software [' developed especially for this work. P y Ms. Vegemast received a Bachelors degree in Computer Graphics, a cross field combination degree in Computer Science and Fine Arts, from the University of 1 Minnesota, in June, 1991. 32 RESUMES OF KEY PERSONNEL (Continued) TRAINING AND EXPERIENCE OF THERESE TAYLOR - BUSINESS MANAGER AND SYSTEMS CONSULTANT - VEGEMAST ENGINEERING I; Therese Taylor, y or, as a systems consultant, provides consulting services in the fields of planning management structure, writing position descriptions, selection including testing of applicants, compensation, training and motivation of employees in the field of public safety communications. Prior to joining Vegemast Engineering in 1987, she was employed by National Computer Systems, Inc. , where she performed: - Automated test scoring for tests given applicants for employment including the MMPI, Strong Interest and other similar tests. - Executive profile surveys. 1: - General aptitude testing. She has used various tests in performing personal development counseling. She has training in personnel and job classification measurement. Ms. Taylor received a BA in Psychology from the University of Minnesota in 1983. 1) El 33 SECTION IV RELATED PREVIOUS PROJECT EXPERIENCE Ronald Vegemast Engineering staff personnel have been engaged in planning and design of radio systems, dispatch centers, and Records Management systems for public safety agencies for more than twenty-two years. This section of the proposal includes specific descriptions of selected projects. The project descriptions include the names, addresses, and telephone numbers of references familiar with our performance. [ The project descriptions included in this proposal were selected based on relationship to the requirements of the City of Elgin Request for Proposal . Additional references will be provided upon request. In evaluating this proposal , it should be understood that there is no substitute for experience in the planning and specifying of integrated, interactive public safety communications systems. Mr. Vegemast has more experience designing these public safety communication systems than all other active consultants combined. F L Lii 34 Following this page, there are nine project references. The following table lists those nine references and the systems that were included that are related to the systems covered in the project proposed herein. 4 Consoles RMS Radio Olmsted County, MN X X X St. Louis County, MN X St. Paul , MN X Ottawa County, MI X X X Cape Coral , FL X X f! Seattle, WA, X X X Davenport, Iowa X Northwest Central Dispatch X X St. Joseph, MO X X X [71 [I 35 REFERENCE FOR VEGEMAST ENGINEERING PROJECT: Computer Aided Dispatch System LOCATION: Rochester, Minnesota I; CONTACT: Mr. Robert Miller Olmsted County Information Services Center Courthouse 515 2nd Avenue S.W. Rochester, Minnesota 55902 [11 (507) 285-7059 [ DESCRIPTION OF PROJECT: Vegemast Engineering has been commissioned to plan and design a law enforcement computer aided dispatch system to serve the Olmsted County Sheriff's Office and the Rochester Police Department. The system includes a Records Management System and laptop computers used as mobile digital terminals. The laptop computers will communicate over a Vegemast Engineering designed 800 MHz radio system. A contract for the CAD/RMS system has been awarded to EAI , Inc. Mr. Vegemast has also provided consultation to the architect for a new law enforcement building that will be the location for the new communications center. Mr. Vegemast also prepared specifications for competitive bidding of new communications control consoles, and an in-building radio intercom system, and for the expansion and relocation of the E9-1-1 controller equipment and related telephone sets. Mr. Vegemast previously provided radio engineering services to the County and to the City of Rochester related to the high band VHF law enforcement radio system. 36 REFERENCE FOR VEGEMAST ENGINEERING PROJECT Computer Automation and Telephone System LOCATION Duluth and Virginia, Minnesota CONTACT Ms Nancy Pollock Director of Emergency Communications ' St. Louis County - 4848 Lackland Street Duluth, MN 55811 fl (218) 726-2690 171 DESCRIPTION OF PROJECT: Ronald Vegemast was commissioned to plan and design a multi-agency computer automation system consistingof a computer aided dispatch system, a fire an d P P Y � police records management system and a mobile data terminal system for St. kT Louis County, Minnesota. This system includes an on-line interface to the State of Minnesota CJIS system in St. Paul , and microwave control links. Eight bids for the computer automation system were received and Command Data Systems/US WEST was awarded the contract for the system. {r(K-y This system supports operations ns of the St. Louis CountySheriff's Offi ce,PP p 0 ce, the 6 Duluth police and fire departments, 39 other police and fire agencies, and all EMSproviders in the county. St. LouisCounty C u ty has a land area of 3500 square miles and a population of 250,000. i..1 Mr. Vegemast previously planned and designed a public safety dispatch center [.. E9-1-1 telephone system with all ANI and ALI controller, display and transfer equipment for the County. This system includes telephone sets with all features and functions appropriate for a contemporary dispatch center. i; I37 i REFERENCE FOR VEGEMAST ENGINEERING PROJECT: Public Safety Communications System LOCATION: St. Paul, Minnesota CONTACT: Lt. Joseph Polski , Communications Supervisor St. Paul Police Department 100 East 11th Street St. Paul, Minnesota 55101 (612) 292-3567 El DESCRIPTION OF PROJECT: Ronald Vegemast g st planned and designed a new public safety communications control center supporting all law enforcement, fire, and emergency medical operations in the City of St. Paul . Included are a Computer Aided Dispatch system, communications control consoles, and space design consultation with the project architect. Mr. Vegemast also designed the E9-1-1 system serving the Minneapolis/St. Paul metropolitan region, and he is currently working on a project involving redesign of that network. [1 C Im 38 REFERENCE FOR VEGEMAST ENGINEERING PROJECT: Consolidated Public Safety Communications System LOCATION: Ottawa County, Michigan CONTACT: Mr. Stephen Todd, Director L Ottawa County Central Dispatch Authority 515 Washington Street iiGrand Haven, Michigan 49417 (616) 842-2299 I DESCRIPTION OF PROJECT: [7.: The citizens of Ottawa County were served by four full time public safety dispatch centers operated by: - The Ottawa County Sheriff' s Department. [- - The City of Grand Haven. - The City of Holland. - The Michigan State Police. A joint powers organization, the Ottawa County Central Dispatch Authority, was established under Michigan laws to plan and implement a single centralized dispatch center and supporting public safety communications system for the County. Ronald Vegemast Engineering, Inc. , was commissioned to prepare the system plan, to prepare Request for Bid documentation, to consult with the buildingarchitect ect during space design, to provide technical support during bidding, and to provide technical support through acceptance L testing of all subsystems y implemented. This system consists of the P following subsystems: ii - E9-1-1 call handling equipment including ANI and ALI equipment and telephone sets. ra - Communications control consoles. - Computer Aided Dispatch system with Mobile Data Terminals. - Records Management System serving all law enforcement and fire I agencies in the county. - Separate high band VHF radio networks for law enforcement and fire agencies. - An 800 MHz radio system for the Mobile Data Terminals. 39 F , REFERENCE FOR VEGEMAST ENGINEERING PROJECT: Public Safety Computer Aided Dispatch/Records System LOCATION: Cape Coral , Florida CONTACT: Chief Lynn Rowe Cape Coral Police Department 815 Nicholas Parkway Cape Coral, Florida 33915 (813) 574-3311 fl DESCRIPTION OF PROJECT: Ronald Vegemast Engineering was commissioned to plan and design a Computer l] Aided Dispatch and Records Management gSystemwith laptop computers used as mobile data terminal s for the Cape Coral police and fire departments. As part of this project, redesign of the communications control consoles was required. A space layout with the new consoles included, and an equipment room were also provided to the City along with space design data for use by the project architect in remodeling spaces. I This project was be completed in late summer, 1992. I 6 i 40 REFERENCE FOR VEGEMAST ENGINEERING PROJECT: Communications Systems Planning and Design LOCATION: Seattle Washington CONTACT: Mr. David Gordon, Communications and General Services City of Seattle, Department of Administrative services 710 Second Avenue, Room 300 Seattle, Washington 98104 (206) 684-0986 DESCRIPTION OF PROJECT; Ronald Vegemast Engineering, Inc. , was commissioned by the City of Seattle, Washington to plan and then to prepare competitive bid specifications for Computer Aided Dispatch (CAD) systems with Mobile Data Terminals (MDTs) for the police department, and later, a similar system for the fire department. Also included in this project is planning and then the preparation of specifications for five communications control consoles, an emergency telephone system with on-premise E9-1-1 equipment and a new fire station alerting system interconnected to the fire department CAD system. There is an automatic vehicle location system and electronic situation map interconnected to the CAD system that operates on a 800 MHz radio system designed by Mr. Vegemast. The Seattle Fire Department is the EMS response agency in and near the City of Seattle. Mr. Vegemast also planned and designed esigned a CAD system for the Seattle Police Department that includes digital dispatching through Mobile Data Terminals [i that operate on a Vegemast designed 800 MHz cellular type radio system. Mr. Vegemast was subsequently commissioned to plan and design a new 800 MHz trunked radio system covering all of King County. The radio system is supported by microwave and glass fiber links. This system will eventually [: serve up to 84 agencies with 13,500 mobile and portable radios using 17 fixed location radio sites in order to provide adequate radio coverage in the mountainous terrain of the county. 41 REFERENCE FOR VEGEMAST ENGINEERING PROJECT: Planning and Specification of a New Public Safety Dispatch Center 1 LOCATION: Davenport, Iowa L CONTACT: Lt. Ja ck ck Ackerman I Davenport Police Department 420 Harrison Street Davenport, Iowa 52801 I! (319) 326-6117 I: DESCRIPTION OF PROJECT I: Ronald Vegemast Engineering, Inc. , was engaged to plan, prepare specifications for competitive bidding and provide support during I! implementation for a new dispatch center to include consoles, multi-channel voice recorder, Uninterruptible Power Supply and E9-1-1 ANI/ALI equipment and telephone sets. Mr. Vegemast also prepared space layouts for a new dispatch center and r electronic equipment spaces and detailed design information for the City's architect/engineers. [) I. 1,i V F 42 REFERENCE FOR VEGEMAST ENGINEERING PROJECT: Consolidated Public Safety Communications System LOCATION: Arlington Heights, Illinois CONTACT: Mr. Douglas Edmonds, Executive Director Northwest Central Dispatch System 33 South Arlington Heights Road Arlington Heights, Illinois 60005 (708) 398-1130 I! DESCRIPTION OF PROJECT: 1: The Northwest Central Dispatch system dispatches for five suburban Chicago suburbs with a combined population of 240,000. This dispatch center currently had an old, out of date, computer aided dispatch system with mobile data terminals in law enforcement vehicles and status message transmitters in fire vehicles. Vegemast Engineering was commissioned to plan and design a new computer aided dispatch system, new communications control consoles, and a new L telephone system with E9-1-1 related equipment. The system includes digital mapping and a new electronic fire station alerting system. Vegemast Engineering performed a statistical analysis of traffic and projected traffic growth to the year 2002 in order to determine the number of work stations required in the new dispatch center. The traffic analysis was also used to properly size the computer aided dispatch system with the mobile digital terminals used for digital dispatching and other tasks. r 43 L REFERENCE FOR VEGEMAST ENGINEERING PROJECT: Dispatching and Automated Records Systems LOCATION: St. Joseph, Missouri 1 CONTACT: Mr. Steve Marr, Project Manager Assistant Chief/Fire Marshall Grandview Fire Department 709 Main Grandview, MO 64030 (816) 763-3900 X 131 NOTE: Mr. Marr was Assistant Chief of the St. Joseph fire department during this project. IrDESCRIPTION OF PROJECT: /i Ronald Vegemast planned, specified and provided continuing engineering services during implementation of a new multi-agency dispatching and automated records system for the Buchanan County Sheriff's Department and the City of St. Joseph fire and police departments. Included in this system are four communications control consoles, a Computer Aided Dispatch system and a fire/police Records Management L. System. Mr. Vegemast also 9 provided a layout for the dispatch center and related electronic equipment space and provided detailed guidance to the project [: architect and the space electrical and mechanical engineers. He also prepared specifications for a new antenna support tower and wrote out a Fplan for moving public safety radio equipment to a new site. 44 SECTION V CREDENTIALS AND BACKGROUND HISTORY OF RONALD VEGEMAST ENGINEERING, INC. Ronald Vegemast Engineering, Inc. was incorporated in Minnesota on May 1 , t1984 and operates two offices in suburban Minneapolis. The firm is entirely owned by two individuals. Neither the firm or either owner have any connection with any supplier of systems or equipment. At present, the firm has four employees. Specific credentials of the firm are described in this section of the proposal . I: 1. TECHNICAL INFORMATION I: The firm maintains a communications engineering reference library I: which currently has more than 800 listings to manufacturer's product description sheets, magazine articles on specific technical I: subjects, communications engineering data and system descriptions. Approximately 15 file listings, including new and revised product descriptions, are being added to this reference library each month 1 as the firm is on the mailing lists of major manufacturers and subscribes to five technical magazines in the communications field. li This reference library can be used to obtain a rich variety of Iinformation on almost any subject in the areas of practice. In this way, we can quickly become knowledgeable in subject areas and i: on current products required by client projects. 2. COMPUTER ENGINEERING E The firm has purchased, modified, and developed computer programs f for performing calculations in several areas of communications engineering. Use of these programs allows the firm's consultants [4 to accurately and quickly perform a large number of complex calculations for clients. Computer programs available are described in this subsection of the proposal . i 45 1 a. Radio Engineering Programs Radio propagation predictions can be performed using the Bullington, and/or the Okumura models, and USGS three arc second elevation data. This software can provide predictions for any antenna including directional and/or side mounted antennas. The Bullington program is the same as that used by the APCO frequency coordinators in all 50 states. The Bullington and the Okumura models can also be used, through in-house modification, to provide composite coverage for multiple radio sites which is very useful for predictions involving simulcast and/or major multi-site 800 MHz trunked radio system designs. We know of only one other consultant that has the ability to provide composite coverage predictions. Another radio engineering program includes the ability to use the computer to plot contours of the higher elevations in any geographic area. This program is useful in drawing attention to areas in which to search for new candidate radio sites. The firm's intermodulation interference software is used to determine the potential for receiver interference caused by the interaction of two or more transmitters. This program is substantially better than most intermodulation programs as it calculates using the FCC allowed frequency deviation spread, or any other transmitter bandwidth, rather than the center frequency only. The firm's engineers can use the computer generated data to determine the amount of isolation required by a client to 11 reduce intermodulation products from transmitter mixing to an acceptable level . Software is also available to calculate the minimum number of 1 800 MHz trunked radio frequency pairs needed to provide a specific grade of service for any radio site. 46 b. Microwave Path Studies Computers are used to provide path analysis for microwave point to point communications links. USGS maps are then used to check the accuracy of the computer projected path data for greater accuracy. c. Dispatch Center Personnel Determination The firm has a series of four programs that can be used to calculate the number of telephone operators needed in a public safety dispatch center. Input data is average call handling time, number of calls received during the normal busy hour of a shift, and the grade of service desired. The firm also has well proven methodologies for obtaining the needed input data. 1! d. Geographic Information System The firm has Atlas Geographic Information System software that is used to provide a variety of map products for public safety communications uses. Map products can be provided in DBF format for display, manipulation, and plotting in AGIS, Drafix, AutoCAD, and other software. e. Statistical Evaluation Software Erlang-B and Erl - 9 ang C software is available for performing a fi variety of telephone related statistical calculations including calculations of the numbers of trunks re quired to provide a specific grade of service. The firm has r methodologies for obtaining the needed input data for these statistical calculations. PIA 47 3. INSURANCE It is essential that client organizations ask for and receive appropriate insurance protection from professional service firms. Insurance coverage of interest to potential clients is described in i; this subsection of the proposal . 1 The firm maintains general liability coverage of $1,000,000. 11. Automobile liability coverage is $1,000,000. A $1,000,000 umbrella liability policy is carried above the basic general and automobile liability policies. Errors and omissions professional liability insurance coverage is carried in the amount of $1,000,000. Workman' s compensation insurance coverage is carried at statutory limits. t! y I; r 11 1 48 �7/G hie4,nJ� Attachment C The City presently uses the Illinois PIMS system for law enforcement records management, and RMS system running on the City's IBM AS400 computer system for the fire department. The fire department has expressed a strong desire to continue use of the existing RMS system. The police department is interested in comparing a law enforcement RMS component of the CAD system to continued use of the PIMS system. It is believed that a law enforcement RMS package might be added to the CAD hardware and software package for a reasonable cost, and that a RMS package added to the CAD system may have features and functionality similar to the PIMS system capabilities. A RMS component addition to the CAD system may, however, provide for less reentry of information, less paper shuffling, access to records files through MDTs, and full integration of records information into the dispatching process. Five City of Elgin departments, police, fire, public works, parks, and code enforcement, use mobile radio communications. The radio systems have some problems. These radio systems use two sites, and two 806 MHz radio frequency pairs are used. The City is , planning to construct a new building which will house a larger dispatch center. The existing consoles are to be replaced rather than moved to the new dispatch center. Reasons for replacement include: The existing consoles are approaching the end of their useful life so that they would need to be replaced soon after the move to the new building if they were moved so that the substantial cost of moving the consoles would, to a large extent, be wasted. More console work positions are needed and the existing consoles are not current models. 5