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Home My WebLink About06/14/2023 3:30 CC AGENDA PACKET 0 BAK LD BAKERSFIELD CITY COUNCIL THE SOUNDND OF OE�jnn2e,(G/iNvy�e((cY AGENDA MEETING OF JUNE 1412023 Council Chambers, City Hall, 1501 Truxtun Avenue Regular Meeting 3:30 PM REGULAR MEETING - 3:30 PM 1. ROLL CALL 2. PUBLIC STATEMENTS a. Agenda Item Public Statements b. Non-Agenda Item Public Statements 3. REPORTS a. Report to Council regarding the Regional Public Safety Communication Network. Staff recommends the City Council receive and file the update and report. 4. ADJOURNMENT (03 BAKERSFIEI.D ADMINISTRATIVE REPORT THE SOUND OF,,�jaz✓!B(Gwi OO MEETING DATE: 6/14/2023 Report3. a. TO: Honorable Mayor and City Council FROM: Gregory Pronovost, Director of Technology Services DAT E: 5/28/2023 WARD: SUBJECT: Report to Council regarding the Regional Public Safety Communication Network. STAFF RECOMMENDATION: Staff recommends the City Council receive and file the update and report. BACKGROUND: Land Mobile Radio (LMR) systems are commonly used by public safety agencies, such as police, fire departments, and emergency medical services and are a vital part of a larger communications system essential for effective emergency response, interagency coordination, and day to day operations. Public safety LMR systems offer reliable and secure communication, enabling instant and efficient coordination among personnel in the field and the control center. They often provide features such as group calling, private calling, emergency alerts, and encryption to ensure the confidentiality and integrity of communications. LMR systems can also integrate with other communication technologies, such as cellular networks or I P-based systems, to enhance coverage and interoperability in complex environments. Traditional communication methods such as cell phones or commercial radio systems may not be reliable or secure in emergency situations. I n emergencies, cell phone networks can become overloaded or fail altogether, and commercial radio systems may not be able to handle the volume of emergency traffic or provide the necessary coverage. A public safety LMR system is designed to address these communication challenges by providing a dedicated, secure, and reliable communication network for emergency responders. These systems are specifically designed for public safety organizations and operate on frequencies that are reserved exclusively for emergency services. Overall, the need for a public safety LMR system is driven by the critical importance of reliable, secure, and effective communication in emergency situations. LMR systems provide emergency responders with the necessary communication infrastructure to coordinate and manage emergency response effectively, ensuring the safety of the public and emergency personnel. A digital simulcast trunked LMR system is a specialized type of communication system that utilizes digital technology and simulcast transmission to provide enhanced coverage and improved communication capabilities. In a digital simulcast trunked LMR system, multiple transmitters simultaneously broadcast the same signal over different frequencies or channels, covering a wide area with overlapping coverage zones. A digital simulcast trunked LMR system offers extended coverage, consistent audio quality, increased capacity, enhanced interoperability, access to advanced features, and efficient system management. These benefits make it a valuable solution for public safety organizations, enabling effective communication and coordination among emergency responders across wide areas or complex environments. Regional Public Safety Communications Network(RPSCN) Development The City of Bakersfield and the County of Kern, both in need of replacement of their existing public safety LMR systems and understanding the critical importance of these systems, agreed to work collaboratively towards development of a shared regional radio system. This partnership, formed in 2016, also engaged an independent third party as a consulting expert in the field of public safety radio communications. Federal Engineering Inc. has forty years of experience in the planning, design, and implementation of public safety radio communications systems. Over the next three years, City and County staff collaborated with stakeholders within the city and other agencies throughout the county, consulted with Federal Engineering on differing LMR technologies, best practices, and system assessments with example recommendations of implemented solutions. In addition to all the work with our consultant, staff also visited other regional radio system collaborations, discussed lessons learned, with multiple agencies across a wide range of governmental implementations both in and out of the state. Staff also attended many trades industry shows and conferences, as well as equipment demonstrations from manufacturers in the LMR market. This time was spent educating staff and developing the process to move forward. In 2019 a six-member review committee panel was formed consisting of three (3) City staff members (Technology Services, Bakersfield Police, and Bakersfield Fire) as well as three (3) County staff members (Communications, KC Sheriff's, and KC Fire). On September 11, 2019, City's City Council adopted Resolution No. 141-91, authorizing the design/build process for this project pursuant to the Bakersfield Municipal Code. Shortly thereafter, a request for qualifications (RFQ) was issued. The RFQ consisted of two parts; part one requested information about the respondent, fiscal stability, catalog of similar scoped projects, customer references, staffing resumes, and other business-related information found in a standard RFQ. The second part of the request was to provide a coverage proposal. The review committee wanted to ensure early on that the respondents understood that there were two main priorities for any proposed system design: system coverage area and a close partnership between the respondent and the agencies. Because of this, the decision was made to include this second part of proposed coverage to be a focal point of early review by the committee and any issues identified as concerns be addressed early in the process so that they could be corrected prior to the release and response to a request for proposal (RFP). Only three respondents submitted information, all three respondents were deemed qualified by the committee by the end of the year. I n early 2020, state mandated COVI D quarantine protocols were enacted and for the better part of the year, work on this project had slowed, but the committee met and communicated through virtual electronic methods and developed a Request for Proposal (RFP) that was released in early 2021. For several months there were multiple questions and answers sessions with respondents resulting in eleven amendments issued to clarify information in addition to two deadline extensions asked by respondents. By mid-year 2021, we had received proposals from only two of the three qualified respondents. Over the next several months, the review committee individually and collectively combed through the proposals, discussed through many meetings, consulted with Federal Engineering as they have throughout the project and by end of year determined that both respondents did not provide all the necessary information that was asked of them. The committee determined that more information was needed. As such, the committee met with both respondents and requested a Best and Final Offer (BAFO) be prepared by each to be reevaluated. In late January 2022, both respondents submitted their BAFOs. The review committee again went through the process of reviewing and comparing each design, along with Federal Engineering to ensure a fair and competitive assessment was completed. By mid-year 2022, the review committee had scored the RFP/BAFO responses and made their recommendation to move forward with the proposal of Motorola Solutions Inc. Below is the summary of the committee's scoring. Committee Member L3Harris Scores Motorola Scores 1 74 93 2 71 87 3 66 80 4 56 78 5 59 78 6 62 92 Totals 388 /600 508 /600 Each committee member scored each proposal individually and then met to discuss scoring and tabulate the totals. Proposals were scored across seven criteria with a maximum point total of 100 points per committee member for a total maximum possible point value of 600 points combined. The scoring criteria was as follows: 1. Proposed System Design: 20 points 2. Proposed Team Qualifications & Experience: 15 points 3. Financial Stability: 10 points 4. Compliance Matrix: 10 points 5. References: 15 points 6. Vendor(Respondent) Interviews: 15 points 7. Cost: 20 points Staff Recommendation: Staff recommends approval of the agreement. The Contract Price in U.S. dollars is not to exceed Twenty-Seven Million Dollars and Zero Cents ($27,000,000.00). Of the $27,000,000 not to exceed amount, the initial system costs are $18,809,866.18, $1,055,815.18 in sales tax from equipment, $984,555.33 in post warranty support years of 5 years, and $157,645.00 for radio GPS location licensing for a total initial contract amount of $21,007,881.69. The Contract Price included a site remediation contingency in an amount not to exceed: $5,992,118.40. Primary funding for this agreement is within the Public Safety and Vital Services Measure Capital Improvement Fund with additional funding within the General Services Capital Improvement Fund. CEQA The proposed activity is not a project subject to environmental review pursuant to State CEQA Guidelines sections 15061(b)(3), or alternatively, is exempt from further environmental review pursuant to sections 15301, 15302, and 15303 of the State CEQA Guidelines. ATTACHMENTS: Description Type a Ii 1 resentetion submitted by Technology Services Ii'resentetion Rec'd & Placed on file at City 6/14/2023 Council Meeting of: DaterWLS Agenda Item:_ .« -- .-°---- Submitted by:__ (4j 66 106_____ ' i Regional Public Safety (communications Network L KER C l� TY f � I I SOUND OF�rj.4,111?11fjlia t'.r GROUNDFD �BOUNDLESS iy��f I oiH nor 8.i kiRSRELD 1 The Needs Identified (2015) . pal v Hired Consultant to assess existing City radio system — Needs to be replaced and modernized — Core components 20 years old and failing — No longer supported by manufacturer beyond 2018 — Buying replacement parts from third-party aftermarket sources (ebay) -- Lack of radio coverage in the Northwest section of the City due to g rowth — Weak building penetration -- Need to move from analog system to digital system DAMSFIELD 1 6/14/2023 Regional System Partnership (2016) „wx` st�A County in same situation as City — System approaching same age and no longer supported by manufacturer" — Difficulty in sourcing replacement parts — Spotty coverage areas (priority travel routes and buildings) — Contracted with Federal Engineering City and County decide to pool resources and build a joint system Benefits: — Cost savings due to economies of scale — Improved interoperability of public safety agencies — Expanded features and county-wide radio availability — Extended knowledge pool (both City & County staff familiar with new system) d BAKERSFIELD 3 Federal Engineering r • Independent, worldwide communications experts for public mobile radio systems since 1983 • Involved since November 2016 — Reviewed existing systems and presented various options to move forward — Developed a market report for the Land Mobile Radio for staff to review — Answered staff questions and concerns regarding best practices and technology — Developed possible system design and cost estimates — Wrote the technical specifications section of the RFP — Consulted on all aspects for this project with both City and County staff (03 BAKERSFIELD 4 2 6/14/2023 J i Public Safety CommunicationsVendors r i �r `rye�yf j Top 6 Vendors in Global Land Mobile Radio 2017-202�1��'�° - (Technavio Research article-www.businesswire.com) • Airbus Group * L ais Motorolaw ti i t I • Thles Group * sepura ; BAKERSFIELD 1 I 1 , Process pre RFC /RFP i i s npthr y f�P u • 2016 — 201 g — Research — Discussions — Site Visits (other cities/agencies) — Vendor demonstrations — Discussions with other regional systems — Discussions within professional users' groups Gained a comprehensive understanding of what is available, what worked, and what didn't 4.3 RAKER5FIELP 6 3 6/14/2023 m Request For Qualifications (RFQ) • September 2019x — Review committee formed — Confidentiality agreement (no contact) — Six-member panel 3 City staff and 3 County Staff • RFQ — 9/11/19-Resolution to dispense with bidding for design/build procurement process, RFQ issued 09/27. — Due 12/19/2019 — Begin reviews of the 3 respondents for qualifications — RFQ had two phases, phase 1 - Qualifications, phase 2 — Proposed coverage • 2020 Covid protocols enacted — Progress slows on project — Towards end of year committee qualifies all 3 respondents BAKERSFIELD 7 Request for Proposal ( FP) • Issued 02/22/2021 • Extended multiple times at respondent's request • Final deadline 06/15/2021 • JVCKenwood notified that they would not be submitting response • By December 2021 , committee not satisfied with responses from Harris and Motorola, had meeting with each to express concerns regarding not following requested design and standards • Committee gives 2nd opportunity to respond to each with a Best and Final Offer (BAFO) m BAKERSFIELD 8 4 6/14/2023 Best and s Final Offer (BAFO) mg • %y �1'n�Ul BAFO due 01/21/2022 �ffi ' y m • Committee follows same procedure as with RFP — Review of presented coverage, design, cost, and feasibility — Federal Engineering also reviews RFP/BAFO responses j — Consult with Federal Engineering on best practices, assessment, concerns — 03/29/2022 — Meeting with Motorola to discuss BAFO t • Provides detailed and comprehensive answers to questions and concerns — 03/30/2022 — Meeting with L3Harris to discuss BAFO e Provides responses that did not satisfactorily address concerns — 06/08/2022 - Committee scores respondents and offers recommendation BAKERSFIELD s RFP Scoring Summary of Overall scores � RATERS L3 HARRIS MOTOROLA Rater 1 74 93 Rater 2 -- 71 -- ---- 87 --- -- Rater 3 ---- 66 --- - 80 --- -- Rater 4 - - 56 78 -- Rater 5-- -------59 78 - - —Rater6 - - 62 ----g - Totals 388 - 508 —.-- BAKERSFIELD 10 5 6/14/2023 Contract Negotiations r � s �o t September 2022 — Began contract negotiations with Motorola — Corrected cost and equipment allocations between City and County — Review coverage concerns, equipment spares and desired options — Expanded extended warranty coverage to 8 years — Enhanced coverage design for optimal placement of equipment — Conducted pseudo-assessment of sites to get estimate of possible costs upfront — City, County, Federal Engineering, County Counsel and City Attorney's working together throughout the process — Bring agreement with Motorola • City Council June 14 • County BOS June 13 1.3 BAKERSFIELD 11 City's Timeframe and CostsWu �o s, ,r. • Timeframe — Entire regional radio system — 8 Years — City Metro Cell — First 2 Years of project • City Costs (Not to exceed $27M paid out over 8 years) — Core System and Radios: $18,809,866 — Taxes on equipment $ 1,055,815 — Extended Warranty to 8 Years $ 984,555 — GPS Option (all radios) $ 157,645 — Remediation (Contingent) $ 5,500,000 — Total: $26,507,881 ^y BAKERSFIELD 12 6 6/14/2023 i t Structurerr, • Estimated Payments ' — 2023 $7,793,683 System, Radios, GPS Option, Taxes — 2024 $8,593,313 System, Radios — 2025 $6,968,387 System, Radios — 2026 $ 185,597 Extended Warranty Year 1 — 2027 $1 ,584,550 System, Radios, Ext Warranty Year 2 — 2028 970,607 System, Radios, Ext Warranty Year 3 — 2029 202,616 Extended Warranty Year 4 — 2030 $ 209,125 Extended Warranty Year 5 BAKERSFIEI.D 13 k,l. Summary • Yfn f 1 CCU i/ Need for new system imminent • Partnership with County continues to provide significant benefits • Identified some lessons learned in procurement process; but committee followed a rigorous process, validated by an independent consultant, with a clear outcome • Not ideal to have vendor complaints, but review committee is aligned on best outcome BAKERSKIEID 14 7 6/14/2023 - JuWi p Staff Recommendation d . � • Staff recommends approval of the agreement with Motorola Solutions Inc. not to exceed $27,000,000. • Agreement includes: — Full system replacement including new mobile and portable radios that will function on both existing and new system — Additional features above and beyond existing system — Improved communications systems interoperability with County of Kern public safety agencies — Full eight (8) years of extended warranty services 15 8