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RFQ to complete a communications infrastructure planning document BEFORE THE BOARD OF COUNTY COMMISSIONERS OF LEWIS COUNTY, WASHINGTON IN THE MATTER OF: ) Issuing a Request for Qualifications (RFQ) ) to complete a communications infrastructure ) planning document focused on fire and law ) RESOLUTION NO. 18- 51,5 enforcement services and updating ADCOMM ) Communication studies completed in 2004 and 2005 ) WHEREAS, a need has been identified to complete a communications infrastructure planning document focused on fire and law enforcement services and updating ADCOMM Communications studies completed in 2004 and 2005; and WHEREAS, professional engineering support services are needed; and WHEREAS, publication to solicit for professional services is needed to contract with a professional engineering consultant. NOW THEREFORE BE IT RESOLVED that the Department of Emergency Services (DES) is instructed to prepare a RFQ, evaluate responses and negotiate a contract with the qualified consultant for BOCC approval; and the Clerk of the Lewis County BOCC is instructed to proceed with all appropriate and necessary notifications, posting and publication as required by RCW 65.16. DONE IN OPEN SESSION this 10th day of December, 2018. APPR• D AS TO FORM: BOARD OF COUNTY COMMISSIONERS Jo - a L. ' -yer, Prosecuting Attorney LEWIS COUNTY, WASHINGTON 1 :y: Doty Prosecuting Attorney E. . - . . Fund, Chai r ATTEST: ••�ISCON S iI-••• Robert C. Jackson, Vice Chair• • ING jte E , o• Rieva Lester, Clerk of the L�� • Vacant, Commissioner Board of County Commissior ;�cb_ _5�,;�•: •• NSlsc� •• • •••••• NOTICE REQUEST FOR STATEMENT OF QUALIFICATIONS (RFQ) For Lewis County Communications Infrastructure Lewis County Department of Emergency Services(DES) is requesting statement of qualifications and performance information from qualified firms to provide engineering support services for a communications infrastructure planning document focused on fire and law enforcement services and updating ADCOMM Communication studies completed in 2004 and 2005. Firms desiring consideration shall submit a complete qualification package based on the RFQ to Lewis County Department of Emergency Services, Attn: Steve Mansfield, 351 NW North Street, Chehalis, WA 98532 by 4:00 PM on January 28, 2019. The most highly rated firm will be selected for an interview and contract negotiations. For more information about the project,please contact Lewis County Public Works Director, Josh Metcalf at Josh.metcalfcr�,lewiscountywa.gov. Lewis County is an equal opportunity and affirmative action employer. Minority- and women- owned firms are encouraged to submit statements. DATED this 10th day of December, 2018. Clerk of the Board of County Commissioners Lewis County, WA •• courv1•• PUBLISH: Chronicle—January 3, 2019. ccr/ $pARD 44' • Daily Journal of Commerce (Seattle)January 2,2019 : SINCE �; Lewis County Web Site @www.lewiscountywa.gov 1845 ' z• State Office of Minority and Women's Business Enterprises @www.om goV /*•••• \Cb iS , c�• N ••• S1scd••• 1 12/07/18 REQUEST FOR STATEMENTS OF QUALIFICATIONS Lewis County Communications Infrastructure General Information The Lewis County Department of Emergency Services (DES) is requesting qualifications for completing a communications infrastructure planning document focused on fire and law enforcement services and updating ADCOMM Communication studies completed in 2004 and 2005. This work will be to refresh the content of the previous studies and incorporate current technology enhancement opportunities and a strategic plan for implementing, operating, and maintaining a communications system for the next twenty (20) years. • The 2005 ADCOMM study indicated additional VHF frequencies for the recommended countywide simulcast systems and fireground channels could be extremely difficult to obtain due to the limited VHF radio spectrum available to Lewis County. • The 2005 ADCOMM study recommended Lewis County, Washington State patrol, Washington State Department of Transportation, Department of Natural Resources, US Forest Service, and the National Park Service be contacted to discuss sharing the costs of the digital microwave backbone infrastructure procurement and maintenance costs for the recommended microwave system. • The ADCOMM 2005 study concluded an integrated "shared system design" would allow Lewis County the ability to make substation radio communications improvements in the future and is the correct approach for Lewis County decision makers. ADCOMM additionally recommended a multi-channel and multi-site simulcast system with multicast repeaters and simplex radio communications systems to prove cost effective wide-area coverage in Lewis County. (Currently we have duplex and simplex. Repeaters = Duplex; simplex = radio to radio. Currently the County has no simulcast system [however, Riverside Fire Authority (RFA) does]) RFQ Submittal Three (3) hard copies and one (1) electronic copy of your Statement of Qualifications (Qualifications) are required. The electronic copy shall be in pdf format and provided on a CD or DVD. All materials shall be sealed in an envelope and labeled with the name and address of the firm and include the RFQ title and number. All submittals shall be delivered to; Lewis County Department of Emergency Services Attn: Steve Mansfield 351 NW North Street Chehalis,WA 98532 All submittals shall be received no later than 4:00 pm on January 28,2019. Submittal packages that are incomplete or submitted after the deadline will be rejected and automatically disqualified from further evaluation. RFQ Contact All questions regarding this RFQ shall be provided in writing and directed to; Josh Metcalf Lewis County Public Works Director Josh.metcalf @lewiscountywa.gov RFQ Goals • Improve countywide portable radio coverage • Ensure radio system reliability is set to public safety grade benchmark • Provide for a dedicated fire station alerting system in two phases—Phase 1 Westside and Phase 2 Eastside Scope of Work The scope of this project will be focused on updating the 2004 & 2005 ADCOMM studies to include any technological equipment available today that would provide acceptable coverage and reduce overall costs focusing on fire and law enforcement needs. The scope will also include identifying tower location alternatives. There are currently no funds available to completely replace the existing infrastructure; therefore, the existing system design will remain in place until funding can be secured for the improvements. Priorities o Fire and EMS • Priority 1—Countywide Fire and EMS Station Alerting/Paging: Multi-Site Simulcast System (one-way) • Priority 2- Countywide Fire and EMS Dispatch: Multi-Site Simulcast and Multicast System o Law Enforcement • Priority 1—Countywide Law Enforcement Dispatch: Multi-Site Simulcast and Multicast System • Priority 2—Chehalis and Centralia Police Department: Two-Site Simulcast System (current system is a voter controlled repeater(Chehalis Ridge—Davis Hill) • Review ADCOMM Studies completed in 2004 and 2005 • Coordinate and facilitate meetings with various stakeholder groups at various stages of the project. Anticipated meetings include but are not limited to; o Fire & EMS —kick off meeting to discuss challenges o Law Enforcement—kick of meeting to discuss challenges o Lewis County staff—scoping meeting o Draft report review meeting o Public Meeting—present final report • The 2005 ADCOMM Study recommended the following eight-site VHF simulcast system for countywide coverage with transmitters operating from the locations shown in the table below. The new study shall identify alternative tower locations for those identified as not available and include a preliminary cost estimate for developing each of the alternative locations. The alternatives should include an evaluation of lower level sites that might provide the same or similar coverage. Provide cost comparisons (example, if it takes 3 additional lower level sites to replace one high site, the total cost to develop and maintain 3 sites might be more than the projected cost for the one high site). Lease Site Shared Owner Cost Alternatives with 1 Chehalis Ridge Lewis County Owned 2 Crego Hill Centralia School $3,741 District 3 Davis Hill Centralia Water 4 Mineral Hill—not currently available Weyerhaeuser 5 Packwood US Forest $500 Service 6 Peterman Hill—not currently Tacoma Power available 7 Pigtail Peak—not currently available Lewis County 8 Rooster Rock—no longer available Weyerhaeuser • The existing heat maps should continue to be relevant to the revised study. Most do not necessarily need to be redone, only those needed for alternate sites and any new technology changes. • Establish the minimum standard equipment responders should be using to maximize use of the Infrastructure for the next ten (10)years (i.e., antennas, radios, shoulder mics). • Establish benchmarks for minimum public safety communications standards. Identify where Lewis County is currently and list future modifications to the system to reach that standard. • Provide a realistic analysis of what the designed system is capable of doing and identify items that cannot be fulfilled. (Example: It is not realistic to expect 100% portable coverage in every part of Lewis County.) • Clearly identify any communications deficiencies resulting from infrastructure issues that should be addressed, or if they can be resolved with ground equipment changes that better support the infrastructure equipment. • Prepare a cost comparison for equipment that is P25 capable vs compliant so as not to limit future use of federal grants. • Evaluate single countywide ownership versus a multiple ownership infrastructure. Based on the results of the evaluation, provide a recommendation for an ownership model and if a single, countywide ownership is optimum, recommend a transition plan to incorporate Riverside Fire Authority's separate system into the main County infrastructure. • Provide a recommendation for a fair and equitable formula for infrastructure users to be assessed annual contributions for maintenance & support and ER&R rates beginning in 2020. • Develop a phasing plan for development of the improvements as funding becomes available. It is critical to the future success of the communications infrastructure to have a plan that identifies how projects need to be prioritized to be able to effectively identify and pursue future funding where it is most needed. • Identify possible funding sources and a stepped-in funding priority for the needed infrastructure replacement equipment and necessary new sites. • Identify and list separately other items Lewis County should be considering Proposal Schedule • All submittals shall be delivered to the Lewis County Department of Emergency Services no later than 4:00 pm on January 28, 2019 • Questions must be submitted, in writing, to the contact listed no later than 4:00 pm on January 16, 2019 • All submittals will be reviewed and evaluated by February 11, 2019. If there are multiple qualified proposers, Lewis County reserves the right to hold interviews with the qualified proposers. • The estimated date of notice to negotiate a contract with the preferred proposer is February 25, 2019. If the County and the successful consultant are unable to agree on terms and conditions, the County may exercise its right to negotiate with the next highest qualified proposer. Submittal Requirements • A brief statement of interest, stating why your firm should be considered for this project • Name, office location, and contact information for the firm submitting as prime. • The names and number of years the firm serving as the prime and any anticipated subconsultants have been in business under current or previous names. • The name and title of the person authorized to execute a contract on behalf of the firm. • The name and resume for the proposed project manager and a name and resume for a backup project manager assigned to work on this project. • Names and resumes for other key individuals assigned to work on this project, including any subconsultant staff. • A schedule outlining the proposed milestones and delivery timeline for completing the project. • A statement outlining any exceptions to the County's requirements or clarifications to the requirements. • Any additional services or procedures of benefit to the County not specifically required herein, which the Contractor offers to provide. • References for similar work provided, including contact name, title, phone number, and email address. • A summary of any litigation pending or judgements within the last 5 years. • Submittals shall be no more than ten (10) pages in length, not including the cover letter and resumes. Each side of the paper is considered a single page. Evaluation Criteria Firms will be evaluated based on the following criteria; • The ability of the firm to provide the anticipated services as outlined in the scope of work. • The experience of the project manager and the firm on other similar services • Experience of the key individuals assigned to this project • The firms approach to this work, including innovative offerings, services offered, and ability to complete the work within the project timeline • References • Past performance with the County RFQ Costs Costs incurred for preparing and presenting your qualifications shall be the responsibility of the proposer and are not subject to reimbursement by Lewis County. — — BOCC AGENDA ITEM SUMMARY Resolution: BOCC Meeting Date: Dec 10, 2018 Suggested Wording for Agenda Item: Agenda Type: Notice Issuing a Request for Qualifications (RFQ)to complete a communications infrastructure planning document focused on fire and law enforcement services and updating ADCOMM Communication studies completed in 2004 and 2005 Contact Josh Metcalf Phone: 360-740-2697vECEIVED Department: Public Works Action Needed: Call for Bids/Proposals NOV 3 U ?U18 LEWIS COUNTY Description PROSECUTING ATTORNET The Lewis County DES is issuing a RFQ to complete a communications infrastructure planning document focused on fire and law enforcement services and updating ADCOMM Communication studies completed in 2004 and 2005. This work will be to refresh the content of the previous studies and incorporate current technology enhancement opportunities and a strategic plan for implementing, operating and maintaining a communications system for the next twenty(20) years.The proposals must be received no later than 4:00 p.m. local time, January 28, 2019 at the Lewis County Department of Emergency Services, 351 NW North Street, Chehalis, WA 98532. Additional Copies Josh Metcalf,PW; Robin Saline, PW 107726 Request for Statement of Qualifications NOTICE REQUEST FOR STATEMENT OF QUALIFICATIONS(RFQ) For Lewis County Communications Infrastructure Lewis County Department of Emergency Services (DES) is requesting state- ment of qualifications and performance information from qualified firms to AFFIDAVIT provide engineering sup- port services for a commu- nications infrastructure OF PUBLICATION planning document fo- STATE OF WASHINGTON cused on fire and law enforcement services and COUNTY OF LEWIS updating ADCOMM Com- munication studies comple- ted-in 2004ar -200b- Firms desiring considera- Alysa Andrews and/or Mandy Klemola,says that she is the legal lion shall submit a com- clerk of plete qualification package based on the RFQ to Lewis County Department of ��e Emergency Services, Attn: ebronitle Steve Mansfield, 351 NW North Street,Chehalis,WA 98532 by 4:00 PM on a semi weekly newspaper which has been established published January 28, 2019. The in the English language and circulated continuously as a semi most highly rated firm will weekly newspaper in the City of Centralia,and in Lewis County be selected for an inter- view general circulation in Lewis County for more than view and contract negotia- Washington six(6)months prior to the date of the first publication of the For more information about notice hereto attached and that the said Chronicle was on the 7th the project, please contact day of July 1941 approved as a legal newspaper by the Superior Lewis County c Works Me -Director, Josh Metcalf at Court of said Lewis County And that the attached is a true copy J osh . m e t c a I f and was published in regular issues(and not in supplement form) @lewiscountywa.gov. of said newspaper as LEGAL#107726 RE:Request for Lewis County is an equal Statement opportunity and affirmative tatement of Qualifications action employer. Minority- and women-owned firms once each I. . fora period of 1 de IA . are encouraged to submit statements commencing on 01/03/2019 and ending on 01/03/2019 DATED this 10t8 day of g g December,2018 Clerk of the Board of and both regularly distributed to its subscribers during all of said County Commissioners period That the full amiun e •• harged or the foregoing Lewis County,WA p ilication is the sum if 20 Published:The Chronicle January 3,2019 Sub I • •rn to before me 0 II 019 t A `711 Notary Public in and for the State of Washington ►� %�;p, RA. 47,0®i • • ° 25s02'\'b 41:414 kit