File #: 23-0141    Version: 1
Type: BID, RFP, RFQ, COOP, SOLE SOURCE, OPTION YEAR Status: Agenda Ready
File created: 2/2/2023 In control: City Council
On agenda: 3/21/2023 Final action:
Title: Approve the award of Change Order #1 to Contract 22-097, CAD/RMS Consultant Services, to Federal Engineering, Inc. for an amount not to exceed $154,941 and a total award of $288,039
Attachments: 1. 22-097_CAD RMS Consultant Srv Agrmnt Final signed, 2. CAD RMS Contract Amendmt 1 Proc 2-28-23 Final
Related files: 22-0583
CITY COUNCIL AGENDA ITEM

ACTION REQUESTED:
title
Approve the award of Change Order #1 to Contract 22-097, CAD/RMS Consultant Services, to Federal Engineering, Inc. for an amount not to exceed $154,941 and a total award of $288,039
body

DEPARTMENT: Police Department

SUBMITTED BY: Jason Arres, Chief

BOARD/COMMISSION REVIEW:
N/A

BACKGROUND:
The City Council awarded Contract 22-097 to Federal Engineering, Inc. on May 17, 2022 for $133,098 for consultant services for the replacement of the CAD/RMS systems.

Federal Engineering, Inc. (FE) was initially hired to complete a needs assessment, request for proposal (RFP), RFP evaluation, vendor selection and contract negotiations.

The awarded amount didn't include implementation support but did include Task #6 to provide project management support during implementation through the final cutover if staff decided to exercise that option.

DISCUSSION:
This Change Order is requested to add Task #6, to provide project management support during implementation for $96,621 and to extend the scope of services included in the original agreement for $58,320 to include:

1. Procurement period extended by six months
2. Extended demonstration time
3. Two additional four-day on-site vendor demonstrations
4. Contract negotiation participation extended by 35 days

The replacement of the CAD/Mobile/RMS system affects both Police and Fire Department operations. Managing the software builds for each department as well as tracking the changes/progress is a temporary full-time assignment. As such, the departments will leverage the expertise of Federal Engineering to fill the project management and consulting role throughout project implementation. Because FE has already assisted with the creation of the system's functional requirements, they understand both department workflows and will utilize this knowledge to guide the teams through the software build and implementation phases.


FISCAL IMPACT:
CIP#: CE150

CAD/RMS consulting ...

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