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HomeMy WebLinkAbout01/15/2008 11 Public Works Radio System 800Mhz Rebanding Project BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. I • For Meeting Of January 15, 2008 ITEM TITLE A Resolution Authorizing the City Manager to enter into all agreements specifically in regards to the 800Mhz Rebanding Project for the Public Works radio system SUBMITTED BY Wayne Wantland, Communications Manager CONTACT PERSON/TELEPHONE same, 575 -6048 SUMMARY EXPLANATION Please see attached. Resolution X Ordinance _ Contract _ Other (Specify) Funding Source APPROVAL FOR SUBMITTAL. i CI Manager STAFF RECOMMENDATION. Staff respectfully requests Council authorized the City Manager to enter into all agreements specifically in regards to the 800Mhz Rebanding Project for the Public Works radio system BOARD /COMMISSION RECOMMENDATION. COUNCIL ACTION i PUBLIC SAFETY da ? Yakima Public Safety Communications Center _ '` ,�� 200 South Third Street At .m,„ F e: Yaluma WA 98901 s . -r January 8, 2008 9 1 1 COMMUNICATIONS MEMORANDUM TO Yakima City Council Dick Zais, City Manager FROM. Wayne Wantland, Communications Manager SUBJECT. Public Works Radio System Rebanding Project The City of Yakima Public Works radio system operates erates in what is called the Y P 800Mhz frequency band During the 1990's it was identified that Nextel Cellular service was causing harmful interference to the government users in that band In 1994 the FCC and Nextel reach an agreement that Nextel would fully fund the move of the govemment users off of the affected frequencies to new unaffected channels. In the City of Yakima's case this involves one out of our five channels. The basic premise of the agreement is that the government user shall accomplish this move and be re- established on the new channel with as good or better system than existed before the move and at no cost to the government user. We have now started that process. Because of the age and uniqueness of our system this is not a simple "reprogramming" of the radios and may include replacement of some units. Because of this complexity we are going to be contracting with Motorola to plan, identify and implement this rebanding project, which in effect is a two stage process The first called the Planning Stage includes, inventory, lntermodulation study, Interoperability Study and implementation plan. The second stage is the actual Business Office (509) 575 -6048 FAX (509) 576 -6555 Implementation of the rebanding project. Again, as stated above all costs associated with this entire project will be paid by Nextel ID This first set of documents is the contract between Nextel Operations, Inc. and the City of Yakima for reimbursement of costs associated with the Planning Stage These costs are those quoted by Motorola for their expenses in providing these services and some added internal costs for our personnel to assist in this stage The total to be paid by Nextel for this stage is $29,901 00 The request before the Council is to allow the City Manager to enter into these agreements presented today as well as all future agreements specifically related to the completion of this project. ID Business Office (509) 575-6048 FAX (509) 576 -6555 ill • RESOLUTION NO. R -2008- A RESOLUTION authorizing and directing the City Manager and City Clerk of the City of Yakima to execute various contracts and agreements specifically in regards to the 800Mhz Rebanding Project of the Public Works radio system WHEREAS, the City of Yakima operates an 800Mhz radio system primarily for use by the Public Works department; and WHEREAS, an interference problem has been identified as being caused by the interleaving of Nextel communications and government communications which affects the Public Works radio system, and WHEREAS, the FCC and Nextel Operations, Inc, have reached agreement that Nextel shall fully fund the rebanding of the government radio system affected by such interference, and WHEREAS, the City Council deems it to be in the best interest of the City of Yakima to enter into agreements and contracts to resolve this issue, now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager and the City Clerk are hereby authorized and directed to execute the attached "Planning funding Agreement" and all future agreements and contracts specifically regarding the 800Mhz Rebanding Project. ADOPTED BY THE CITY COUNCIL this 15th day of January, 2008 Mayor ATTEST City Clerk • /Tg,x'i // PLANNLNG FUNDING AGREEMENT 1800 MHZ RECONFIGURATION] This PLANNING FUNDING AGREEMENT ( Agreement ") is made this day of 200 by and between the Cit\ of l Alma a municipal corporation ( Incumbent ") having an address of 129 North 2 11d Street, Yakima, WA 98901 and Nexicl Operations, Inc a wholly owned mchi subsidiary of Sprint Nextel Corporation a Kansas corporation ( Nextel ) having an address of 2001 Edmund Halley Drive Reston VA 20191 Nextel and Incumbent may be referred to collectively in this Agreement as the Parties' RECITALS A On August 6 2004 the Federal Communications Commission ( "FCC ") issued a report and order to reconfigure the frequency allocations in the 800 MI -Iz band ( "Reconfiguration ") including frequency allocations on which Incumbent and Nextel arc currently authorized to operate (respectively the Incumbent Frequencies" and Replacement Frequencies ) C3 On December 22 2004 the FCC issued a Supplemental Order and Order on Reconsideration The Au <Oust 6 2004 and December 22 2004 FCC orders any binding actions issued by the Transition Administrator pursuant to its delegated authority under the orders ( "Actions ") and any supplemental FCC orders in the Reconfiguration proceeding or subsequent Actions after the date of this Agreement. are collectively referred to as the "Order " C Pursuant to the Order, Nextel and Incumbent intend to enter into an 800 MHz Frequency Reconfiguration Agreement ("Reconfiguration Agreement ") that will define the Parties respective obligations regarding the Reconfiguration including without limitation Nextel s obligation to pav for reasonable costs incurred in effecting the Reconfiguration AGREEMENT 1 Planning Cost In order to facilitate negotiation of the Reconfiguration Agreement involving the license(s) for the Incumbent Frequencies granted by the FCC as identified in Schedule A (the "Incumbent Licenses ") and in accordance with the work described in the Statement of Work attached to this Agreement as Schedule 13 Ne \tel w 111 pay the cost of the planning activities identified on Schedule C attached hereto ( "Planning Cost' ) m an amount not to exceed the Planning, Cost estimate set forth on Schedule C ( "Planning Cost Estimate') The planning activities and deliverables identified in Schedule 13 will commence upon execution by both Parties of this Agreement ( "Agreement Execution ) and will be completed no later than 4 1 months following Agreement Execution 2 Payment Terms Nextel will make payments in accordance with the payment terms identified on Schedule C for both payments made directly to Incumbent and payments made on behalf of Incumbent directly to each thud party vendor or service provider identified on Schedule C ( Planning, Vendor 3 Non - Disclosure a The Parties shall not disclose any proprietary information except as required b) law or as deemed necessary for the Transition Administrator or a Planning Vendor Page 1 of 19 A b Neatel Incumbent and their respective employees shareholders, agents. attorneys. and accountants ( Agents ) may make disclosures regarclmg the terms of this Agreement to other public safety licensees and their Agents Each party involved in such disclosures shall cause all of its Agents to confine the disclosure of the terms of this Agreement to only public safety licensees and will advise the party to whom the disclosure was made to limit further disclosure to only public safety licensees in accordance with the FCC Order WT Docket No 02 -55 adopted January 8 2007 4 RevieNN Rights In order to enable the Transition Administrator to comply with its audit obligations under the Order Incumbent agrees to maintain records and other supporting evidence related to the costs that Incumbent has expended in connection with planning activities related to the Reconfiguration and that Neatel has paid or vv'i11 pay to Incumbent pursuant to this Agreement Incumbent agrees to maintain such records and make them reasonably available to the Transition Administrator foi review or reproduction until twenty -four (24) months after C losing, as defined in Section 7 or fora longer period if Incumbent, for its own purposes retains such records for a longer period of time As used in this provision records includes books documents accounting procedures and practices and other data regardless of type and regardless of whether such items are in written form in the form of computer data or in any other form 5 Changes If either Party believes that a change to the planning activities contemplated by the Planning Cost Estimate is required (including changes by Planning Vendors), such Party will promptly notify the other Party in writing Such written notice (the Planning Funding Change Notice ) shall set forth (1) a description of the scope of the change believed to be necessary and (ii) an estimate of any increase or decrease in the Planning Cost Estimate and in the time required to finish planning for the reconfiguration of Incumbent s existing facilities A Party receiving a Planning Funding Change Notice shall immediately perform its own analysis of the need for and scope of the change and its impact on the Planning Cost Estimate and schedule and negotiate the change in good faith with the other Party After the Parties have agreed upon a change to this Agreement, they shall prepare a proposed amendment to this Agreement pursuant to Section 13 and submit to the Transition Administrator a copy of the proposed amendment together w ith a written request for its approval Such request shall be accompanied by reasonable documentation supporting the need for and scope of the change and any proposed increase or decrease in the Planning Cost Estimate and in the time required to finish planning for die reconfiguration of Incumbent s existing facilities Incumbent is responsible for all changes necessary as it relates to work performed by a Planning Vendor on behalf of Incumbent No change to the Planning Cost Estimate the planning activities contemplated by the Planning Cost Estimate or the time required to finish planning, for the Reconfiguration of Incumbent s existing facilities shall become effective until the Transition Administrator has approved the change in writing and both Parties have signed an amendment incorporating such approved change into this Agreement pursuant to Section 13 6 Disputes The Parties agree that any dispute related to Nextel s obligation to pav the cost of any planning activities related to the Reconfiguration of Incumbent's system contemplated by this Agreement which is not resolved by mutual agreement with negotiation in ygood faith the first priority and preference of the Parties shall be resolved in accordance with the dispute resolution provisions of the Order as it may be amended from time to time 7 Closrng The closing ("Closing ) of the transactions contemplated by this Agreement will take place after delivery by Incumbent to Nextel of (1) all receipts. invoices and other documentation required to substantiate the actual costs of the planning activities contemplated by the Planning Cost Estimate (`Actual Planning Costs'), and other documents required to complete the Reconciliation similar to those identified on Exhibit 2 and (ii) a copy of all deliverables required to be delivered pursuant to the Statement of Work Prior to Closing, Incumbent will submit to Nextel documentation (including without limitation invoices receipts and timesheets or equivalent documentation) demonstrating the Actual Planning Costs Upon receipt by Nextel of documentation of the Actual Planning Costs Nextel and Incumbent will reconcile the Actual Planning Costs Page 2 of 19 against the payments made by Nextel to Incumbent pursuant to this Agreement and the Parties will agree upon the amount of any additional payments due to Incumbent or any refunds due to Nextel $ Reconciliation The effective date of agreement on reconciliation of the Actual Planning Costs and signing of the Closing documents by both Parties is considered the '`Planning Funding Reconciliation Date Any additional payments due to Incumbent from Nextel will be disbursed to Incumbent within thirty (30) days of the Planning Funding Reconciliation Date provided the additional pa\ ments do not result from Actual Planning Costs that exceed the Planning Cost Estimate Any refunds due to Nextel from Incumbent will be made within thirty (30) days of the Planning Funding Reconciliation Date In the event Incumbent s Actual Planning Costs exceed the Planning Cost Estimate Incumbent must submit a Planning Funding Change Notice pursuant to Section 5 of this Agreement describing the change in scope of work that resulted In Incumbent s Actual Planning Costs exceeding, the Planning Cost Estimate Approval of any Planning Funding Change Notice will not be automatic but will be processed in accordance with Section 5 of this Agreement Additional payments clue to Incumbent, which result from an excess of Actual Planning Costs over the Planning Cost Estimate as agreed on the Planning Funding Reconciliation Date will he disbursed to Incumbent within thirty (30) clays of the Transition Administrator s approval of a Planning Frndin`. Change Notice and execution by both Parties of an amendment incorporating such approved change into this Agreement pursuant to paragraph 13 9 Vendor Performance issues Incumbent will select and contract directly with any vendor or service provider performing the planning activities Neither the Transition Administrator nor Nextel will be responsible for or assume the risk of any failure of that Planning Vendor to perform Its obligations under any contract entc,red Into between Incumbent and such Planning Vendor in connection with this Agreement 10 Termination This Agreement may be terminated and the transactions contemplated by this Agreement abandoned (I) by mutual consent of the Parties provided In writing (u) for cause by either Party, upon material breach of the other Party following a thirty (30) day period for cure by the breaching Party following written notice of the breach or (I1) by Nextel in the event of any Adverse Decision by any governmental entity of competent jurisdiction materially affecting the Order For purposes of this Agreement an Adverse Decision' means an order decree opinion, report or any other form of decision by a governmental entity of competent jurisdiction that results, in whole or part In a stay remand or reversal of the Order or otherwise in any revision to the Order that Nextel determines in its reasonable discretion to be adverse to its interests In the event of termination clue to an Adverse Decision, Nextel will pay Incumbent for all costs incurred up to the date of termination I Notices 411 notices and other communications under this Agreement must be 111 writing and will be deemed given (1) the same day if delivered personally or sent by facsimile, (0) the next business day if sent by overnight delivery via a reliable express delivery service or (ii) after five (5) business days if sent by certified mall return receipt requested postage prepaid All notices are to be delivered to the Parties at the following addresses Page 3 of 19 If to Incumbent. to If to Ne\tel to YdLima Comm Center Nextel Operations. Inc 200 South Third Street c/o Sprint Nextel Corporation Yakima WA 98901 2000 Edmund Halley Drive Attn Wayne F Wantland Communications Reston VA 20191 Manager Attn Heather P Brown Esq Phone (509) 575-6048 Phone (703) 433-4000 Fax (509) 576-6555 Fax (703) 433-4483 Email wwantlan(fct valkima.wa us With a copy that shall not constitute Notice Sprint Nextel Corporation 6575 Fhe Corners Parkway Norcross GA 30092 Attn William M Jenkins VP Spectrum Resources Phone (770)326 -7484 Fax (678)405 -8252 And a copy that shall not constitute Notice to Sprint Nextel Corporation Attn Rob Easton Director Spectrum Development 114 Coronation Circle Bountiful UT 84010 Fax (801)296 -6556 Phone (801)294 -4810 12 Assi2nment This Agreement is binding upon and inures to the benefit of the Parties and their respective successors and permitted assigns Either Party may assign this Agreement to any direct or indirect subsidiary or affiliate of the Party upon del ivery of written notice to the other Party 13 Amendments This Agreement, including without limitation the scope of the planning activities contemplated hereby and the Planning Cost Estimate thereof to be paid b) Nextel may be amended or modified on by a written instrument signed by authorized representatives of both Parties provided. however no amendment or modification to this Agreement shall become effective until approved by the Transition Administrator 14 Benefits This Agreement is for the benefit of the Parties and their successors and permitted assigns and nothing in this Agreement gives or should be construed to give any legal or equitable rights under this Agreement to any, person or entity other than (i) the successors and assigns of the Parties and (u) the transition Administrator as specifically provided for in Sections 3 4 5 8 9 and 13 15 Miscellaneous If anv provision(s) of this Agreement is held in whole or part. to be tnyalid void or unlay� by any achnintstrati\e agency or court of competent jurisdiction then such provision(s) will be deemed severable from the remainder of this Agreement. will in no yvay affect. impair or Page 4 of 19 invalidate any other provision contained in the Agreement and the Parties will use their commercial I\ reasonable efforts to amend this Agreement to make the unlawful provision compliant with applicable law so as to preserve the rights and obligations of the Parties No action taken pursuant to this Agreement should be deemed to constitute a waiver of compliance with any representation warrant> covenant or agreement contained in this Agreement and will not operate or be construed as a waiver of any subsequent breach whether of a similar or dissimilar nature - F his Agreement together with the Schedules constitutes the entire understanding and agreement between the Parties concerning the subject matter of this Agreement. and supersedes all prior oral or written agreements or understandings This Agreement is governed by the laws of the state of Washington without regard to conflicts of law principles thereof Tills A`greenient may be c\ecuted in one or more counterparts including b> facsimile which will be effective as original agreements of the Parties executing the. counterpart In consideration of the mutual consideration set forth herein this Agreement is effective as a legally binciinc aggreement between the Parties upon execution by the Parties IN WITNESS WHEREOF the Parties have caused this Agreement to be L\ecuted by then duly authorized representatives INCUMBENT NEXTEL City of Yakima Washington Nextel Operations, Inc By By Name Richard A Zais. Jr Name Title City Manager Title Page 5 of 19 SCHEDULE A INCUMBENT LICENSE(S) INVOLVED IN PLANNING ACTIVITIES Licensee Information Licensee Organization Name Yakima City of Licensee City, State and Zip Yakima, WA 98901 800 MHz Call Signs Call Sign Two - Letter Call Sign 1 Licensee Name (one call sign per Service Code Expiration Date cell) WNMH779 YP 03/28/2015 YAKIMA, CITY OF Page 6 of 19 SCHEDULE B — PROPRIETARY SCHEDULE STATEMENT OF WORK 1 0 System Description Narrative System Description. The Cit of Yakima purchased a Motorola Privacy Plus 800Mhz Trunked radio system in the late 80 s The system is configured with channels and approximatel\ 18 I subscribers units In the mid 90 s the Cite upgrade the controller to a hybrid Type l /II to allow for a gentle transition to a full Type 11 system Today the system still exists to this configuration with a mixed of Type I and Type II subscribers Table System Description. System Description Ida Number of mobile units used for day -to -day communications covered by this RFPF (used to calLulate per unit cost) include control stations and SCADA units 38 Number ofportable units used for day -to -day communications covered by this RFPF Number of channels covered by this RFPF (exclude channels not to be reconfigured) Number of sites to he inventoried under this RFPF Number of entities using the 800 M1-1z system being reconfigured 2.0 Frequenc■ Analysis 2 I Co- channel Analysis Combiner and Receiver Multi- coupler Suitability Motorola will evaluate the suitability of the licensee's existing combiner equipment impacted by rebandmg Some combiners can readily be adjusted to the. new rebanded frequencies others cannot. Depending on the condition of the equipment. readjustment ma\- not be possible without risking damage to the combiner In addition signal loss (decreased coverage) may occur lithe new rebanded frequencies are spaced closer than the original frequencies Combiner cable requirements also need to be considered based on the Licensee s cutover plan Adclitionalk Motorola will analyze the impact the new frequency plan will have on City of Yakima Communications Department ; existing multi- coupler systems and determine if retuning or replacement is necessary Motorola will evaluate these potential issues as part of the combiner suitabi1ik assessment Page 7 of 19 2.2 Intermodulation Stucky IM Stuck Motorola will perform inter - modulation stuck to identify possible harmful RF emissions and interactions at each site affected b\ rebandinv. Motorola will provide a report and recommendation to Cite of Yakima Communications Department I I the, proposed frequencies cannot he effectively used at the appropriate sites Motorola will no(il\ C ity of Yakima Communications Department Inter modulation Studies (IM) are, necessar` 00I under limited circumstances To request an IM for a site the licensee must believe that at least one of the three criteria, as described in the RFPF Form /Instructions is present within their environment To qualify for funding. tht conditions) must be indicated in the RFPF Form Qualifying Scenarios Suspected (yes /no) Site(s) Affected (if known) Location with two or more co -site transmitters with YES Look Out Point potential to impair base station receivers Licensee s ii■ed receive antenna is proximate to a YES Look Out Point 1ansmittin'g antenna other than your own _ Landlords or site managers of shared transceiver sites YES Look Out Point requiring an analvsis of the IM environment as part of i site a'yreemenls When changing transmitting frequencies Look Out Point site is the pr1'min communications site for the City of \ akinra and includes the 800Mhz trunking system Co- located transmitters in numerous bands to include, VHF, UHF, 800 MHz 900 MHz, 2.4 CHz and Cellular Frequcnc) and Interference Analysis deliverables include Deliverables Estimated Date of Completion Co- channel Analysis for reconfiguration proposal N/A Combiner Suitability report for reconfiguration 3 I months after PFA execution Intermodulation analysts report for reconfiguration proposal 3 I months after PFA execution Internal Labor Table Planning Cost Start End Labor Labor Rate Cost Expenses Labor Name Category /Tasks Date Date Hours (Hrs x Rate) . vk r ` v t'� F !'f"' r * �' "` , ` �? ,, * „ t • .. , y - Itt . i ? at' requency and ' "Yr ' � zt 3 tt < �a sv r� 1 ��) '.as -`o ,. 3�{ f s, v . . � `i� Interference -�5i 4�4 � �rrg' u rk . ,0 0.1 ' ? ,, I � t Ii'�e r� N.4 4 . ,� r Y s 4 r I a r �` A n a l y s , s b'`,s ,.. >a,�s �kE'- ra j k-i r � ,i ..tfdK T x >5� � ' ti � ce- n , t s , . Combiner 1 $55 $55 00 4 ,- Electronics Shop Suitability r ,i Intermodulation 3 $55 $165 00 �� ° fi x Electronics Shop Study r.= ,, .. , ' ' t`,. Total Internal Cost i 4 $220 00 Vendor Labor Table Planning Cost Start End Labor Labor Rate Cost Expenses Vendor Name Category /Tasks Date Date Hours (Hrs x Rate) U w O N r { ;;R t �:y ''cam ,�zv Sr:-PS �, ' °ik 4 �` � '� I ' re 1CI1C\ ?71q <D� �� 4 ; 1, t , c v' Y $ Interference a i0 - 5'" * e '" . . .+. ' . Ear �M „ . y. O VAZ x f� . 'a _. y ,, s' ',iA„ f. �w�ligt t c s ,4�y y {��'c•6 , }" ' 3'' " l ti tV c '. i€ig q,Y � ,ie'F ,. W . 4.0113,, �,,f *s - 4�3 'F� p • 'i.�M { .1?+�'t1 �6 "+"tt'� 1tF.f RS F � � #,r Analysis ��ice,.,.vL,�. ��.���,,.,� i� �,r�Tr�, h.. .+.`sS.4�.s ,.z:,..�,,� s '� ., �� �.»�'. � ���.. Combiner 4 00 $175 $700 f ��� Motorola Sultabil ty � Intermodulation 6 00 $175 $1050 g *1 ` r Motorola Study s� £t " Total Vendor Cost 10 00 $1 750 00 Page 8 of 19 3 (1 System Inventory 3 1 Infrastructure inventory Motorola will conduct an inventory of City of Yakima Coanm unications Department s equipment This inventory will be used to determine the suitability of the equipment and system design effort for rebandim, Motorola understands the inventory and design effort will take place on an operational radio communications system and that unplanned interruptions to dispatch operations are not acceptable Motorola, with its network of authorized service center, and /or third-party subcontractors. will do evervt possible to minimize disruption to dispatch operations Any required changes to daily operations will be planned in advance and agreed upon by City of Yakima Communications Department and all applicable parties Based on this preliminary information about your system inventory listed below a price was developed for planning the system Rebandin, process This information is based on Motorola s ttderstandim, of City of Yakima Communications Department s system Any significant variance to this inventory information which results in a scope of work of schedule change will need to be addressed via a change order The inventory services are limited to the equipment specifically affected by rebanding for City of Yakima Communications Department s system Please refer to the System Description for unveri inventory estimates 3 2 Subscriber Inventor\ Subscriber device inventories must similarly be examined to determine reconfiguration requirements If inventories are required Motorola will inventory subscribers to elicit necessary information Customer provided inventories must also be able to provide the information outlined below For systems that only require Retuning. unit count and model families need to be specified to insure proper programing equipment and if any frequency determining elements need to be ordered and priced For systems that require Reprogramming, quantities of subscriber in each family must be determined (t e 25ea XTS2500 22ea XTS5000) and the number of programming stations must be delineated to ensure proper number of Flash up Trade kits are specified For Replacement units the number of units to be replaced must be identified along with their corresponding replacement unit In addition options such as battery type dash or remote mount and cable length must be specified An accurate count of anv accessories (si\ unit chargers speaker Imes etc ) will be required since they are exchanged on a one for one basis A sample audit will be performed when necessary on certain subscribers units (MTS 2000 Astro Spectra and Astro Saber) to determine the need for replacement. The internal Labor costs are the man -hours required by the internal technical staff to coordination, accompany and escort the Motorola staff during the inventory phase of the project. System Inventory deliverables include Deliverables Estimated Date of Completion Infrastructure inventory report for reconfiuration 3 I months after PFA execution Subscriber inventory report for reconfiguration 3 I months after F'FA execution Internal Labor Table Planning Cost Start End Labor Labor Rate Cost Expenses Labor Name Category/Tasks Date Date Hours (Hrs x Rate) System Inventory tir�+t b 4 7 y,,k, i e ib ' � r '�, t'� �'r ��+����f `1 " �'`� ux x S r{'� s `�: ?e. ;. S. x a1... 'r+A <C,'.±f" '• r?° � . r x L�?' F "`. fili* . d .e4 Ja o' ' a� F'!s �.. Infrastructure 5 $55 00 $275 00 a Electronics Shop Inventory iv a" Subscriber 5 $55 00 $275 00 Electronics Shop inventory r S W.:441 0s Total Internal Cost 10 $550 00 Page 9 of 19 Vendor Labor Table Planning Cost Start End Labor Labor Rate Cost Expenses Vendor Name Category /Tasks Date Date Hours (Hrs x Rate) y tom i n v e l t r, r 50.4+"` "E t �: T F .., �£'�e, ,,.3,. j ° t Ai °a x w 4 ..,, l 00 f r { 7 r� AY .+�'I' . .� kin. *'t r Sf+ 7", b R lc ' ' ti. k a'�. _., ::1 1`a w_ A: . '.` eti g t4Ott tkst s ��.—",';° �`3 � vjt ..� ZR,�- r a ".€, " .i' "' w" t d -.0 4`, _,' .: yr '. .�e Infrastructure 4 00 $175 $700 00 *444 Motorola Inventory O , r� +'' Subscriber 4 00 $148 $592 00 f4iaR Motorola Inventor Total Vendor Cost 8 00 $1,292 00 4 0 Engineering /Implementation Planning 4 1 Interoperabilih Plannin<o Motorola will evaluate interoperabilrt\ requirements for Yakima and incorporate these considerations into the Sue Reconfiguration Plan 4 2 Site Reconfiguration Planning Motorola will generate 0 Reconfiguration Design which will consist of at a minimum Methods of Procedures cut over plans and system test plans c Generate Methods of Procedures (MOP) Motorola will develop the Method of Procedures which details the process steps timeline measurable deliverables. resources needed and cutover steps Where applicable contingency planning required to effectively reband your system will be provided in the least disruptive manner The MOP also includes the cutover plan from the current frequencies to the new ones o Cutover and Fall - back Plan Develop and define the cut -over and fall -back plan to ensure consistent operation of all system functionality throughout the rebanding reconfiguration Review plans with Crt■ of Yakima Communications Department Baseline and Acceptance Test Plan Develop with City of Yakima Communications Department baseline and acceptance test plans to demonstrate comparable facility Baseline Test Plan initial determination of infrastructure testing for system functionality prior to rebanding beginning Acceptance Test Plan duplication of baseline test plan plus any additional functional testing customer requires after rebanding 4.3 Retune /Reprogram /Replace Determination The 800 MHz fixed network equipment (FNE) and subscriber inventory must be audited to determine if upgrades are required to the software hardware and firmware in order to support the new rebanding software The assessment includes manufacturer information software versions system platform release versions and hardware configuration Results of the suitability assessment and audit will determine what FN E Mill be retuned or reprogrammed or replaced and the effort required performing this work Page l0 of 19 The evaluation of the network and subscriber inventory will provide. a retune reprogram upgrade or replace decision for each piece of equipment In the system that is affected by rebandin Activities include E. Forinathno Cu) of Yakima Communications Department s inventory data for assessment ( Eiwineering analysis of assessment report Retune replace or reprogram determination of subscriber inventory as outlined in par auraph 3 2 above c Equipment list generation of required kits sofh',are and or upgrades required by each piece of equipment to ho reconfigured Engineering /Implementation Planning deliverables include Deliverables Estimated Date of Completion Implementation Plan section of reconfiguration proposal 1 3 1 months after PFA execution Develop Methods of Procedures for equipment to be reconf inred for 3 1 months after PFA execution reconfiguration proposal Dcyc lop and document cutover and fallback plans to be included In 3 I months after PFA execution the recoil f ieiira11 proposal Develop and document baseline and acceptance test plans to be 3 I months after PFA execution Included in the reconfiguration proposal Suitability assessment report for inclusion in the reconfiguration 3 1 months after PFA execution proposal Vendor Labor Table Planning Cost Start End Labor Labor Rate Cost Expenses Vendor Name Category /Tasks Date Date Hours (Hrs x Rate) cngineeringl i K iitsrt� Nr` y � '> °tti ;` s " " * 3 r lbw''" kz € i . = p-; , �k 41, 4 ^znvq. e YP 11. % ti ec� � ; -) c> 1 y s ; 3 • t M12D Pr a. z' in f ` k .. n � g'i M �sn " hit p l em e nta t i o n <' 40j .4t4 y t H 4;441, { ,t1 A.!. �'? �` 4 . i4; ' �a 10 "�` 1 . s ip g a r-� e r `" z '5' EE i i ,-0,11?-5, � � t z n �r;.4 '3 x al a kra ^`ki Planning e '" 3 a :tetm i o ` 'r i# s.: Ti t tt w.kz ili �?l 't �x f t. *? .Ma. . r>3•�! Interoperability 5 00 8175 $875 00 t i iV x :. Motorola Planning Diu-, ,. sa Site 34 00 8175 $5 950 00 -- i Motorola Reconfiguration r *7k' , Planning 00 :0 b , 1 Retune /Reprogram/ 16 00 $175 $2,800 00> r , + Motorola Replace C,+c�M } • , t ri , $ Determination .' .,F'' fit`` +" Total Vendor Cost 55 00 $9 625 00 $2 126 00 5.0 Legal Costs (Limited to attornen's fees, no project management costs) 5.1 PFA Contract Review City of Yakima Legal Department to review PFA Contract prior to signing Internal Labor Table - PFA Planning Cost Start End Labor Labor Rate Cost Expenses Labor Name Category /Tasks Date Date Hours (Hrs x Rate) Legal (PFA) i q' L"?' w ., t rtx r' V n ras` i Agli . s+,'. " e y. ; ;.j ,W. aOis „ip ,u' t �,i•:. :. PFA Contract A r 1 $110 $110 � s,��,� -r<� r City Legal 4 s:2 Review s "a',:rrx^ Total Internal Cost 1 5110 Page 11 of 19