4c
PORT OF SEATTLE MEMORANDUM COMMISSION AGENDA Item No. 4c ACTION ITEM Date of Meeting November 4, 2014 DATE: October 28, 2014 TO: Ted Fick, Chief Executive Officer FROM: Peter Garlock, Chief Information Officer David Soike, Director, Aviation Facilities and Capital Programs Colleen Wilson, Chief of Police SUBJECT: Radio System Upgrade (Contract Amendment) Amendment Request: $460,000 Source of 85% Airport Development Fund Funds: 11% Seaport General Fund Est. State and Local $40,000 4% Tax Levy Taxes: ACTION REQUESTED Request Commission authorization for the Chief Executive Officer to execute a contract amendment to the Radio System Upgrade project in the amount of $460,000 for a total contract amount of $4,653,414. This request does not require the authorization of additional project funds. SYNOPSIS Project savings after this contract amendment will be approximately $1.5 million On May 28, 2013, the Port Commission authorized the Radio System Upgrade project to upgrade the Port of Seattle's radio system that supports our Police and Fire departments, as well as Airport Operations and all maintenance teams. In addition to the upgrade of core system components, the authorized project scope included the implementation of a P25 Inter-RF Sub System Interface (P25 ISSI) connection with the King County Regional Communications System (KCRCS) radio network in order to provide the Port with improved interoperability among other first responder organizations within King County. The contract to upgrade the Port's radio system was successfully completed in June 2014; however, the P25 ISSI interface was not included in the initial upgrade contract because of pending changes to King County's system. Since then King County has determined who their radio provider would be. With this information, the Port can now design the interface and proceed with the final step of the Port project. The purpose of this contract amendment is to procure and implement the hardware, software, and services necessary to now implement the P25 ISSI connection with King County at a cost of Template revised May 30, 2013. COMMISSION AGENDA Ted Fick, Chief Executive Officer October 28, 2014 Page 2 of 3 $190,000. The contract amendment also includes $270,000 for additional components and network management consoles that have since been identified by the project team that will further enhance the new system by increasing system redundancy and improving the both maintenance access and dispatch center interface to the new system. No additional funding is required. BACKGROUND On May 28, 2013, the Commission authorized $6,750,000 for the Radio System Upgrade project. The project was substantially completed in June 2014. We anticipate that the final project cost will be approximately $1.5 million under budget (including this $460,000 amendment). The Port of Seattle's radio system is comprised of approximately 1,800 radios used by Port Police, Port Fire, Emergency Preparedness Teams, Airfield Operations, and Aviation, Seaport, and Real Estate Division's Maintenance Teams. It is also the critical communication link for mutual aid responders within adjacent jurisdictions who may come into the Port's radio coverage area to provide assistance during emergencies. PROJECT JUSTIFICATION AND DETAILS Implementation of the hardware, software, and services in this contract amendment will complete the scope of the Radio System Upgrade project. The P25 ISSI connection with KCRCS will provide better interoperability of radio systems used by Port personnel and partnering agencies during emergency situations and routine operations. The additional network clients and audio system updates included in this contract amendment will provide greater operational redundancy and increased call quality. Schedule Commission Approval November 2014 System Design Complete December 2014 Procurement Complete January 2015 Installation Complete May 2015 FINANCIAL IMPLICATIONS This request does not require additional financial authorization. STRATEGIES AND OBJECTIVES This project ensures the availability of the Port's radio communication infrastructure critical for public safety, emergency response, and operations. This project also supports the Century Agenda strategy to advance this region as a leading tourism destination and business gateway by ensuring continued operation of all the Port's various customer interfacing functions that require radio communications. COMMISSION AGENDA Ted Fick, Chief Executive Officer October 28, 2014 Page 3 of 3 ALTERNATIVES AND IMPLICATIONS CONSIDERED Alternative 1) Do not complete the amendment procurement. The primary impact of this option would be to reduce the initial scope, thus eliminating a key project objective to improve inter-agency communications capability and inter-operability. This is not the recommended alternative. Alternative 2) Complete the contract amendment. The purchase of software, equipment, and services identified in the amendment will complete the ISSI connectivity with King County and improve efficiency and redundancy for this important system. This is the recommended alternative. ATTACHMENTS TO THIS REQUEST None PREVIOUS COMMISSION ACTIONS OR BRIEFINGS May 28, 2013 Original Commission Authorization
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