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CONTRACT K-1617-109: A SERVICE AND MAINTENANCE AGREEMENT BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND HARRIS CORPORATION TO PROVIDE SERVICE AND MAINTENANCE TO THE CITY OF NORMAN EMERGENCY COMMUNICATION SYSTEM FOR A PERIOD OF FIFTEEN (15) YEARS
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BACKGROUND: Around 2008 the City of Norman was informed by the manufacturer that the City’s Emergency Communication System, a fundamental component in public safety service delivery, would be end-of-life or no longer serviceable in 2018. The City’s Emergency Communication System is the primary means for 9-1-1 Communication Officers to notify Norman’s public safety first responders (medical, fire, and police) of requests for service from citizens as well as the primary means of communication between the same first responders. In addition, the City’s Emergency Communication System is the primary means of communication for incidents involving response from public safety partners from neighboring and shared jurisdictions. The City’s Emergency Communication System provides both operability for routine delivery City services and interoperability with partnering government entities during joint responses.
On August 12, 2014 Council approved contract K-1415-16 with RCC Consultants for consulting services related to Phase I of the City’s Emergency Communication System project. RCC Consultants successfully concluded their services contract that included a Needs Assessment, Development of System Alternatives, and Preparation of Budgetary Cost Estimates on March 24, 2015.
On September 22, 2015 Council approved contract K-1516-42 with TUSA Consultants for consulting services related to Phase II of the City’s Emergency Communications System project. TUSA successfully concluded their services contract that included a review of RCC’s Phase I findings, development of a detailed system configuration, construction of a Request for Proposal (RFP), proposal solicitation, proposal evaluations, vendor selection, contract negotiations, and Council Study Session presentation on January 24, 2017.
DISCUSSION: The City is now prepared to enter Phase III of the Emergency Communication System. Phase III of the project will consist of implementing the Harris Emergency Communication System approved in contract K-1617-107 and performing acceptance testing of the same.
Upon successful acceptance testing of the City’s new Emergency Communication System (ECS) the project hardware and software will be maintained as a condition of the one-year warranty period detailed in contract K-1617-107. Following the expiration of the warranty period, hardware and software maintenance will be provided through a negotiated services agreement.
As a component of Phase II of the ECS project the City’s project consultant, TUSA Consulting, assisted the City in negotiating a Master Services Agreement with Harris to provide anticipated support and service for the minimum expected life of the ECS (15 years). The services and support for the ECS is detailed in proposed contract K-1617-109 which includes an annualized payment plan contingent on funding approved by Council.
The City has a service and support agreement for the current radio system in the annual amount of $57,821.28. The current agreement provides a more limited scope of coverage for two radio transmit/receive sites and the main Communications Center. Contract K-1617-109 will provide a much broader scope of service and support for six radio transmit/receive sites, the primary Communications Center, and a backup Communications Center.
RECOMMENDATION: It is recommended that the agreement, K-1617-109, between Harris Corporation and the City of Norman for the provision of support and service for the City’s new Emergency Communication System be approved.
Funding for this contract would be appropriated annually through the regular Council budget process beginning with fiscal year 2019-2020 (FYE 20). The current Emergency Communication System maintenance agreement is funded through Communications Maintenance and Repair Services (010-6039-421.42-25).