du-comm second facility assessment request for proposal · du-comm second facility assessment rfp...

DU-COMM SECOND FACILITY ASSESSMENT

REQUEST FOR PROPOSAL

MANDATORY PRE-PROPOSAL CONFERENCE: TUESDAY, 10/30/12 - 2:00 PM CST - via CONFERENCE BRIDGE PROPOSAL DUE DATE: WEDNESDAY, 11/09/12 BY 1:00 PM CST - CENTRAL STANDARD TIME SEALED PROPOSALS MUST BE MAILED OR DELIVERED TO: DuPage Public Safety Communications (DU-COMM) Attention: Executive Director Brian Tegtmeyer, ENP 600 Wall Street Glendale Heights, IL 60139

IMPORTANT: PLEASE READ ENTIRE DOCUMENT Attached specifications, terms and conditions

PLEASE DO NOT REMOVE ANY PAGES FROM THIS BID DOCUMENT

DUPAGE PUBLIC SAFETY COMMUNICATIONS (DU-COMM)

RFP Second Facility Assessment – Announcement

Project Overview: It is the desire of the DuPage Public Safety Communications (DU-COMM) Board of Directors and the agencies which are signatories to the intergovernmental agreement (IGA) that forms DU-COMM, to enlist the services of a qualified consulting firm to conduct an assessment for the addition of a second Public Safety Answering Point (PSAP) and provide a comprehensive overview of current conditions, recommendations, and options. The anticipated start date is December 3, 2012 and shall conclude when all phases of the contracted agreement are complete. Mandatory Pre-Proposal Conference Call: Tuesday, October 30, 2012 at 2:00 PM CST - Central Standard Time via DU-COMM conference bridge Registration for Pre-Proposal Conference Call: Participants must register for the conference call by sending their contact information to: [email protected] no later than Tuesday, October 30, 2012 at 12:00 PM CST. Subject line of email should read: RFP Second Facility Assessment. Registered Participates will receive conference bridge information. Deadline for questions after the Pre-Proposal Call: Friday, November 2, 2012 Please submit questions to: [email protected]. Subject line of email should read: RFP Second Facility Assessment All conference call participants will receive responses to questions submitted during the call and by November 2, 2012. Proposal Due Date: FRIDAY, NOVEMBER 9, 2012 BY 1:00 PM CST – Central Standard Time. The public opening will be: Friday, November 9, 2012 at 1:00 PM CST. Late receipt of bids will not be considered regardless of postmark. It is the responsibility of the bidder to ensure the proposal is received at DU-COMM on or before the due date and time. Submit to: DuPage Public Safety Communications (DU-COMM) Attn.: Executive Director Brian Tegtmeyer 600 Wall Street Glendale Heights, IL 60139 Sealed proposal packets must include: One (1) Original (marked as Original); three (3) additional hard copies and one (1) electronic “.pdf” version on a CD or flash drive. Mark Envelopes: RFP Second Facility Assessment Comments: All proposals must be sealed. No proposals will be accepted after the due date and time. Proposals received after the due opening time will be filed unopened. DU-COMM reserves the right to reject any and all proposals or any part and to waive any formalities or informalities to make an award in the best interest of DU-COMM. RFP Documents: Available on the DU-COMM website, www.ducomm.org; or 630-260-7500. Point of Contact: Executive Director Brian Tegtmeyer - [email protected] FAX: 630-260-1309, or phone: 630-260-7503 Published Dates: _________________________________ Email: 10/12/12 Brian Tegtmeyer Executive Director DU-COMM website: 10/12/12

TABLE OF CONTENTS

I. Objective Page 1

II. Introduction Page 1

III. Project Overview Page 1

A. History Page 1

B. Assessment Page 2

IV. Scope of Work and Specifications

A. Scope of Work / Deliverables Page 3

V. Proposal Submission Page 4

A. Mandatory Pre-Proposal Conference Call Page 4

B. Submission Requirements Page 4

C. Submission Deadline Page 6

VI. Selection Process Page 6

A. Selection Process Page 7

B. Evaluation Criteria Page 7

C. Basis of Award Page 7

VII. Proposed Schedule of Events Page 8

VIII. Administrative and Proposer Information Page 9-14

DU-COMM White Paper Addendum A

Proposer Information & Addendum Acknowledgement Addendum B Independent Consultants Agreement (Sample) Addendum C

DU-COMM SECOND FACILITY ASSESSMENT RFP

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I. OBJECTIVE The purpose of this RFP is to contract with a qualified consultant to conduct an assessment of a Second Facility for DuPage Public Safety Communications, herein after referred to as DU-COMM. The second facility would double the call-taking/dispatch positions, increase administration space, and provide a backup for DU-COMM. Additionally, the proposed second facility will act in an “active – active” environment with the existing 9-1-1 center.

II. INTRODUCTION DuPage Public Safety Communications (DU-COMM) formed in 1975 by our member departments to provide emergency communications services to police, fire, and emergency medical services is an intergovernmental agency as defined in the Illinois statutes (5 ILCS 220/1). DU-COMM is a large consolidated public safety communications center in Illinois currently serving thirty-eight (38) member agencies and over 800,000 residents in DuPage and neighboring counties. DU-COMM receives requests for Police, Fire, and EMS via 45 incoming 9-1-1 lines and averages over 350,000 calls per year, almost 1,000 9-1-1 calls per day. DU-COMM processes almost 600,000 calls for Police, Fire, and EMS service a year. DU-COMM is governed by a Board of Directors, an Executive Committee, a Chiefs Operations Committee, each comprised of member agency associates, and an Executive Director. Member agencies share the authorized development cost, capital equipment, capital assets, and operating cost of DU-COMM's systems. DU-COMM’s annual budget is approximately $12.3 million dollars.

III. PROJECT OVERVIEW

A. History Since 2005 DU-COMM has worked with the DuPage County Emergency Telephone System Board (ETSB) and independently to determine a solution in the lack of a single alternate location for a backup facility, large enough to duplicate DU-COMM’s normal functions and provide for complete continuity of operations. Currently, in the event of an evacuation, 9-1-1 calls would transfer to five (5) separate locations, each of which has limited or no communications capabilities to reach DU-COMM’s first responders. In the last five (5) years DU-COMM has grown from twenty-seven (27) to thirty-eight (38) agencies. The dramatic increase in agencies under a single operation punctuates the need for a second facility. The additions to staffing have strained the limits of the current facility for office space, restrooms, and parking; bringing the need for a second facility to the forefront. All stakeholders in DU-COMM understand that the need for a second facility existed prior to this growth and would still exist today even without the additional agencies. Numerous studies were conducted to demonstrate the need for a second facility or “backup center” for DU-COMM, however, each study lacked a financial plan to bring the need to fruition. Stakeholders have experienced significant reductions in revenue, but during the same time DU-COMM kept costs lower by consolidating agencies. DU-COMM and its stakeholders must now determine the direction of this project.


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Staff studied this need and recommended DU-COMM not only add a second facility, but also explore operating both facilities concurrently in an active–active environment. This plan would give DU-COMM and its agencies the highest level of operational redundancy, and fulfill current and future facility needs.

B. Assessment To move forward with this plan DU-COMM’s staff created a proposal (white paper) for a second facility (Addendum A). This white paper was reviewed by DU-COMM’s governing boards. The boards have specific questions related to the proposal which prompted the creation of this RFP seeking a consultant to conduct an assessment of the white paper, guided by the scope of work contained herein. DU-COMM wishes to have a qualified consultant review the white paper and answer specific questions, in writing, to provide guidance to the governing boards of DU-COMM regarding the best way to move forward in this project.


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IV. SCOPE OF WORK AND SPECIFICATIONS

A. Scope of Work/Deliverables In the RFP process DU-COMM seeks to solicit a proposal from a qualified consultant for the preparation of a DU-COMM second facility report that addresses the tasks identified below. The scope of work is divided into three (3) phases. Phase 1 is the primary project. Phases 2 and 3 are options which DU-COMM may contract upon the successful completion of Phase 1. 1. Phase 1

The respondent will review and evaluate the DU-COMM white paper (Addendum A) and provide a written report addressing the following points, and include research, additional considerations, and recommendations to the DU-COMM Board of Directors. Evaluate the operation of the second facility as an active-active PSAP environment. Research 9-1-1 authorities operating two PSAPs in an active-active environment. Provide pros and cons to the DU-COMM white paper (Addendum A). Suggest alternative solutions to address the needs identified in the DU-COMM white

paper (Addendum A). Provide an assessment of high-level costs of the proposed active-active PSAP solution. Analyze the operating efficiencies to be gained in the proposed active-active PSAP

solution. Provide a cost/benefit analysis of the proposed active-active PSAP solution.

Expected deliverables: Conduct in-person interviews with DU-COMM, DuPage ETSB and other relevant staff to

obtain required information. Participate in weekly conference calls with DU-COMM staff on the status of the work. Prepare a written report detailing the evaluation process, Consultant’s considerations, and

the recommendations. The written report must address all items outlined in the Phase 1 scope of work.

The Consultant will provide the final report to the governing bodies of DU-COMM. This will likely include presentations at two different meetings.

2. Phase 2 and Phase 3 - Additional Services:

After review and assessment of the Phase 1 work product, DU-COMM may enlist the services of the Consultant to initiate Phase 2 and Phase 3, as listed below:

Phase 2 o Develop a Project Timeline

Phase 3 o Develop a methodology for member agency approval o Overall Project Management o Technology Integration o Competitive Procurement o The Consultant may also be asked to participate in additional presentations to

DU-COMM stakeholders.


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V. PROPOSAL SUBMISSION

A. Mandatory Pre-Proposal Conference Call: To ensure that all Proposers have an opportunity to ask any questions prior to submitting a proposal for this assessment, DU-COMM will hold a mandatory pre-proposal conference call. On this call a brief overview of the scope of work will be provided and any questions will be answered to the best of staff’s ability.

1. All participants for the pre-proposal conference call must register by sending their contact information to: [email protected] - no later than Tuesday October 30th, 2012 at 12:00 PM CST.

2. The subject line of the email should read: RFP Second Facility Assessment. The email shall also include the participants name, firm, email, address and contact phone number.

3. The Pre-Proposal conference call is scheduled for Tuesday, October 30, 2012 - 2:00 PM CST - Central Standard Time via DU-COMM’s conference bridge (details provided upon registration).

B. Submission Requirements To simplify the review process and to obtain the maximum degree of comparability, the proposal must follow the outline described below and, at a minimum, contain the requested information. Respondents are encouraged to include additional relevant information. 1. Signature Page and Forms

• Complete, Sign, and Submit Addendum B “Proposer Information and Addendum Acknowledgement”

2. Proposal Material

Sealed proposals must include one (1) original, three (3) additional hard copies, and one (1) electronic “.pdf” version on a CD or flash drive.

3. Qualifications and Experience

DU-COMM is looking for a Consultant (or consulting team) with relevant experience in efforts comparable to those described herein. Consultants are required to submit a summary of their experience and qualifications to perform the work as follows: Consolidated 9-1-1 Center Operations Intergovernmental/Joint Powers Authority entities Public Safety Communications Technology including:

o Radio Systems o Computer Aided Dispatch Systems (CAD) o NG-9-1-1 Phone Systems o Emergency Power

Communications facility planning, design and construction An overview of your company’s history. Include information on firm size, number of

employees, years in business, location of office and assurance of your financial stability.


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B. Submission Requirements - continued 4. References

Provide a list of clients with contact information for which you have provided similar services (minimum of 3). Include contact name, name of firm or agency, phone number or email, and an overview of similar services provided.

5. Sample Reports • Submit sample reports prepared for other agencies that are of a related scope of service

(minimum of 1). All sample reports will be considered confidential and not subject to an Open Record.

6. Approach, Timelines and Current Workload • Detail your methodology and approach to interview, assess, report, and make

recommendations to achieve the objectives as stated in this RFP. • Detail your timeline for interviews, assessment, reports and recommendations. • Explain what portion of the work, if any, will be subcontracted, and identify all

subcontractor(s). • Identify any current workload that may effective your ability to complete the deliverables in

the identified schedule. 7. Fee Schedule

• Provide a detailed flat fee for the Phase 1 scope of work (all-inclusive of time, materials, etc.).

• Provide a fee schedule (or flat fee) for Phases 2 and 3. • Explain how your proposal delivers the best value for the investment. • Describe any value added services.

8. Timeline proposal

Identify the period of time required to perform the work as described.

9. Insurance Provide a copy of a valid certificate of insurance to meet the insurance requirements as

outlined in the attachment titled INSURANCE REQUIREMENTS, or a confirmation to meet the requirements prior to commencing any work.

10. Exceptions

Clearly state any exceptions or limitations to the scope of services, the RFP terms and conditions, contract terms and conditions, or insurance requirements.


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C. Submission Deadline

PROPOSAL DUE DATE: FRIDAY, November 9, 2012 - 1:00 PM CST Sealed proposal packets must include: One (1) Original (marked as Original); Three (3) additional hard copies and one (1) electronic “.pdf” version on a CD or flash drive.

Submit to: DuPAGE PUBLIC SAFETY COMMUNICATIONS (DU-COMM)

ATTN: Executive Director Brian Tegtmeyer 600 Wall Street Glendale Heights, IL 60139 MARK OUTSIDE OF ENVELOPE: RFP DU-COMM SECOND FACILITY ASSESSMENT


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VI. SELECTION PROCESS A. Selection Process The selection process will review the proposals based on the criteria listed below. If needed, it may also include oral interviews with finalists.

B. Evaluation Criteria

1. Evaluation of responses will include, but are not limited to: Consultants compliance with Section V of this Request for Proposal Consultant's qualifications and experience Quality of references provided Quality of sample reports Consultant’s methodology and approach Consultant’s ability to complete the assessment in the timeline desired Proposed fee(s) to provide the services and deliver the reports, as well as future fees for

Phase 2 and 3 identified in the scope of service The financial stability and the ability to prove compliance with insurance requirements

C. Basis of Award 1. DU-COMM reserves the right to award this work not necessarily to the Consultant with the best

price, but to the Consultant that demonstrates the best ability to fulfill the requirements of this project.

2. DU-COMM will select the highest rated Consultant to enter into contract discussions. At the

conclusion of negotiations, the successful Consultant will be required to enter into a contract that is mutually acceptable to the firm and DU-COMM. The enclosed agreement is substantially in the form to be executed between the successful Consultant and DU-COMM.

3. In the event an agreement satisfactory to DU-COMM cannot be reached, DU-COMM may enter

into contract negotiations with one or more of the remaining qualified Consultants. 4. DU-COMM will not pay for any information herein requested, nor is it liable for any costs incurred

by the participating Consultants, or firms, in the preparation of this RFP, or contract for services. 5. Missing or incomplete information may be cause for rejection. 6. DU-COMM reserves the right to reject any and all proposals in whole or in part received by

reason of this Request for Proposal.


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VII. PROPOSED SCHEDULE OF EVENTS A. Schedule

EVENT DATE TIME (CST)

1. RFP Issued: October 12, 2012 N/A

2. Mandatory Pre-Proposal Conference Call October 30, 2012 2:00 PM

3. Inquiry Deadline November 02, 2012 5:00 PM

4. Proposal Due Date – Public Opening: November 09, 2012 1:00 PM

5. Contract Negotiation - Week of: November 19, 2012 N/A

6. Contract Approval - Week of: November 26, 2012 N/A

7. Start Date – Week of : December 03, 2012 N/A

8. Completion: First Quarter 2013 N/A


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VIII. ADMINISTRATIVE AND PROPOSER INFORMATION

1. PROPOSAL OPENING, EVALUATION, AND AWARD Only the names of each Proposer will be read at the opening. Proposals will be examined after opening. Proposals will be assessed on the basis of the evaluation criteria. The firm selected for the award will be chosen on the basis of the apparent greatest benefit to DU-COMM and not necessarily on the basis of lowest price. 2. TAXES DU-COMM is exempt from County, State, and Federal sales/excise taxes. Any appropriate taxes shall be shown as a separate item in your proposal. 3. PROPOSER QUALIFICATIONS No proposal shall be accepted from and no contract will be awarded to any firm or corporation that is deemed irresponsible or unreliable by DU-COMM. If requested, proposers shall be required to submit satisfactory evidence that they have a practical knowledge of the particular supply/service necessary financial resources to provide the proposed supply/service. 4. RIGHT TO INVESTIGATE DU-COMM reserves the right to investigate and confirm the proposer's financial responsibility. This may include financial statements, bank references and interviews with, employees, and creditors. Unfavorable responses to these investigations are grounds for rejection of the proposal.

5. NO COMMITMENT BY DU-COMM This Request for Proposals does not commit DU-COMM to award any costs or pay any costs, or to award any contract, or to pay any costs associated with or incurred in the preparation of a proposal to this request, or to procure or contract for services or supplies. In acceptance of proposals, DU-COMM reserves the right to negotiate further with one or more of the Consultants as to any features of their proposals and to accept modifications of the work and price when such action will be in the best interest of DU-COMM. This includes solicitation of a best and final offer from one or more of the proposers. 6. PROPOSAL REPRESENTATION Each proposer must sign the proposal with their usual signature and shall give their full business address on the form provided in this proposal. Proposals by partnerships shall be signed with the partnership name by one of the members or by an authorized representative. Proposals by corporations shall be signed with the name of the corporation followed by the signature and designation of the President, Secretary, or other person authorized to bind it in the matter and shall have the corporate seal affixed thereto.


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7. ANTI-COLLUSION CLAUSE No officer or employee of DU-COMM, and no other public official, who may exercise any function or responsibilities in the review or approval of this undertaking, shall have any personal or financial interest, direct or indirect, in any contract or negotiation process thereof. The above compliance request will be part of all DU-COMM contracts for this Service. 8. LAWS AND REGULATIONS All applicable State of Illinois and Federal laws, and County ordinances, licenses and regulations shall apply to the award throughout and herein incorporated here by reference. 9. INSURANCE Consultant shall provide and maintain at its’ own expense during the term of this contract, the following insurance policies covering its operations hereunder, which are minimum requirements. Such insurance shall be provided on a primary basis by insurer(s) financially solvent and authorized to conduct business in the State of Illinois.

1. Worker’s Compensation Insurance State statutory workers’ compensation limits Including Occupational Disease Coverage and Employers Liability $500,000 each person; $500,000 each accident; $500,000 each disease 2. Comprehensive General Liability Insurance $1,000,000 each person 3. Comprehensive Automobile $1,000,000 each person 4. The Consultant agrees that the Comprehensive General Liability and Comprehensive

Automobile insurance policies shall be endorsed to name DU-COMM as an additional insured with respect to: liability arising out of activities performed by or on behalf of the Consultant; products and completed operations of Consultant; premises owned, occupied or used by Consultant; or automobiles owned, leased, hired or borrowed by Consultant.

10. SUBCONTRACTING No portion of this Proposal may be subcontracted without the prior written approval by DU-COMM. 11. SALES PROHIBITED / CONFLICT OF INTEREST No officer, employee, or member of DU-COMM, shall have a financial interest in the sale to DU-COMM of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision-making authority concerning such sale or any supervisory authority over the services to be rendered. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the DU-COMM is prohibited. 12. MODIFICATION OF AGREEMENT No modification of award shall be binding upon DU-COMM unless made in writing and signed by authorized agents of both parties.


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13. CANCELLATION Either party may cancel the award in the event that a petition, either voluntary or involuntary, is filed to declare the other party bankrupt or insolvent or in the event that such party makes an assignment for the benefit of creditors.

14. TERMINATION OF AWARD FOR CAUSE If, through any cause, the successful Proposer shall fail to fulfill in a timely and proper manner its’ obligations or if the successful proposer shall violate any of the covenants, agreements or stipulations of the award, DU-COMM shall there upon have the right to terminate the award by giving written notice to the successful proposer of such termination and specifying the effective date of termination. In that event, all finished or unfinished services, reports or other materials prepared by the successful Proposer shall, at the option of the Agency, become its property, and the successful proposer shall be entitled to receive just, equitable compensation for any satisfactory work completed, prepared documents or materials as furnished. Notwithstanding the above, the successful proposer shall not be relieved of liability to DU-COMM for damage sustained by DU-COMM by virtue of breach of the award by the successful proposer and DU-COMM may withhold any payments to the successful vendor for the purpose of set off until such time as the exact amount of damages due DU-COMM from the successful proposer is determined.

15. TERMINATION OF AWARD FOR CONVENIENCE DU-COMM may terminate the award at any time by giving written notice to the successful vendor of such termination and specifying the effective date thereof, at least thirty (30) working days before the effective date of such termination. In that event, all finished or unfinished services, reports, material(s) prepared or furnished by the successful proposer under the award shall, at the option of DU-COMM, become its property. If the award is terminated by DU-COMM as provided herein, the successful vendor will be paid an amount which bears the same ratio to the total compensation as the services actually performed or material furnished bear to the total services/materials the successful proposer covered by the award, less payments of compensation previously made. If the award is terminated due to the fault of the successful proposer, termination of award for cause, relative to termination shall apply.

16. EQUAL OPPORTUNITY The successful firm will agree not to refuse to hire, discharge, promote, demote, or to otherwise discriminate in matters of compensation against any person otherwise qualified solely because of race, creed, sex, national origin, ancestry or physical handicap. It shall be a condition that any company, firm or corporation supplying goods or services, must be in compliance with the appropriate areas of the Americans With Disabilities Act of 1990 as enacted, and from time to time amended, and any other applicable Federal regulation. A signed, written certificate stating compliance with the Americans with Disabilities Act may be required, upon request, by DU-COMM.


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17. COMMON LANGUAGE Unless otherwise specified in this document, all words shall have a common language unless the context in which they are used clearly requires a different meaning. Words in the singular number include the plural, and in the plural include the singular. Additionally, words in the masculine gender include the feminine and the neuter, and when the sense so indicates, words of the neuter gender may refer to any gender. The word “firm/bidder/proposer” means any person, partnership, corporation or other entity.

18. PROPRIETARY INFORMATION The evaluation committee will hold information provided by proposers during the RFP process in confidence until the date of an award. After that date, proposals will become public record. Proposers may request parts of their proposals to remain confidential and shall indicate in the proposal and on the appropriate proprietary or financial pages. All information included in any proposal that is of a proprietary nature must be clearly marked as such. DU-COMM shall be held harmless from any claims arising from the release of proprietary information not clearly designated as such by the proposing firm.

19. COMPETITIVENESS AND INTEGRITY The Executive Director maintains control of its internal and third party communications during the procurement process to prevent biased evaluations and compromises of confidential information and to preserve the competitiveness and integrity of such procurement efforts. Proposers should not disclose their pricing to any employees of DU-COMM other than the contact representative. Attempts by proposers to establish informal communication channels regarding this procurement will be viewed negatively and shall result in rejection of the offending firm’s offer.

20. PROPOSAL FORMAT All responses to this Request for Proposal shall use the respondent’s format except for those pages which have blanks to be filled in by the respondent or those pages marked for return with proposal. A proposal can be rejected by DU-COMM, if the firm fails to completely fill in all blanks for evaluation of the proposal or fails to answer all questions. Proposal should be submitted initially on the most favorable terms. All proposals shall be prepared in a comprehensive manner as to content; however no necessity exists for expensive binders or promotional material. All costs, including travel and expenses incurred in the preparation of this proposal shall be borne solely by the Proposer. 21. PROPOSAL REJECTION AND/OR PARTIAL ACCEPTANCE DU-COMM reserves the right to:

1) reject any and all proposals 2) accept other than the lowest price 3) waive minor defects or technicalities, formalities and informalities 4) accept in whole or in part such proposal where it is deemed advisable 5) make an award on the basis of the apparent greatest benefit to DU-COMM 6) alter the scope of work reasonably and RFP documents until a contract is executed.


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22. GOVERNING LAW The laws of the State of Illinois shall govern any contract executed between the successful contractor and DU-COMM. Further, the place of performance and transaction of business shall be deemed to be in the County of DuPage, State of Illinois. In the event of litigation, the exclusive venue and place of jurisdiction shall be the State of Illinois, and more specifically, DuPage County, Illinois. 23. TAXES AND LICENSES BY THE AWARDED CONTRACTOR Contractor shall promptly pay, when they are due, all taxes, excises, license fees, and permit fees of whatever nature applicable to work, which it performs under this agreement and shall take out and keep current all required municipal, county, state or federal licenses required to perform this work. Contractor shall furnish DU-COMM upon request, duplicate receipts or other satisfactory evidence showing or certifying to the proper payment of all required licenses and taxes. Contractor shall promptly pay, when due, all bills, debts and obligations it incurs performing work under this agreement and to allow no lien, mortgage, judgment, or execution to be filed against land, facilities, or improvements owned by DU-COMM. 24. PROMPT PAYMENT DISCOUNTS In determining the most responsive priced proposal(s), DU-COMM will consider all acceptable proposals on a basis of the net price to be paid after deduction of the discount specified in the respective proposals. Prompt payment discounts allowing less than 10 days for the discount to apply shall not be considered as a cost factor in the evaluation of proposals. In connection with any prompt payment discount offered, time will be computed from date of receipt of a correct invoice to include the receipt and acceptance of performance. 25. OWNERSHIP OF CONTRACT PRODUCTS All products produced from the awarded contract shall be the sole property of DU-COMM. 26. INDEMNIFICATION The Consultant agrees to indemnify and to hold DU-COMM and its agents harmless for, from and against any and all claims, suits, expenses, damages or other liabilities, including reasonable attorney fees and court costs arising out of damage or injury to persons, entities, or property causes or sustained by any person or persons as a result of the negligent performance or failure of the Consultant to provide services pursuant to the terms of this Agreement. 27. INDEPENDENT CONTRACTOR The firm is an independent contractor. Notwithstanding any provision appearing in this RFP, all personnel assigned by the firm to perform work under the terms of this RFP and any subsequent agreement shall be, and remain at all times, employees or agents of the firm for all purposes. The firm shall make no representation that it is the employee of DU-COMM for any purpose.


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28. DUE DILIGENCE Due care and diligence has been used in the preparation of this information and it is believed to be substantially correct. However the responsibility for determining the full extent to the exposure and the verification of all information shall rest solely with the proposer. DU-COMM is not responsible for any errors or omissions in the specification or for the failure on the part of the proposer in determining the full extent of exposure.

29. DEBRIEFING Offers not selected or placed on a short list may request a debriefing on the selection process as well as discussion of the strengths and weaknesses of their firm’s proposal upon receipt of notification that their firm was not selected or short listed. Firms that were on the short list but not selected may request a debriefing after they have been notified that another firm was selected. A debriefing may be scheduled with the DU-COMM agent.

30. SAMPLE AGREEMENT A sample agreement is provided for your review if your firm is awarded. Do not complete nor enclose with your proposal. It is for information only.

DU-COMM Second Facility A Redundant Solution For Today And Tomorrow

Brian Tegtmeyer, ENP

Executive Director

This document has been created to demonstrate DU-COMM’s need to obtain and operate a second facility to enhance its primary mission of providing Public Safety Communications for the citizens and member agencies it serves.

ADDENDUM A

DU-COMM SECOND FACILITY

i

TABLE OF CONTENTS Executive Summary ................................................................................................................. 1

HISTORY ................................................................................................................................. 2

The “Teng” Study ................................................................................................................. 2

Short Term BackUp Study ................................................................................................... 2

Transition At DU-COMM ...................................................................................................... 2

Space Needs Analysis ......................................................................................................... 3

Current State of 9-1-1 in Illinois and DuPage County .............................................................. 3

Illinois Statutes and Administrative Code ............................................................................. 3

Illinois Legislative Initiatives ................................................................................................. 4

DuPage County Emergency Telephone System Board (ETSB) ........................................... 5

CENTER OPERATIONS ......................................................................................................... 5

Current Staffing Levels ......................................................................................................... 5

Surge Potential .................................................................................................................... 6

Redundancy, Systems Failures, and Evacuation ................................................................. 6

Continuity of Operations ....................................................................................................... 7

9-1-1 ................................................................................................................................. 7

Radio ................................................................................................................................ 7

Fire Station Alerting .......................................................................................................... 7

Municipal Alarm Monitoring .............................................................................................. 7

Non-Emergency Phone lines ............................................................................................ 8

Computer Aided Dispatch (CAD) ...................................................................................... 8

AGENCY GROWTH ................................................................................................................ 8

Consolidation ....................................................................................................................... 8

Increase In Staffing .............................................................................................................. 8

Physical Space And Facilities .............................................................................................. 8

Parking ............................................................................................................................. 9

Restrooms ........................................................................................................................ 9

Cleaning and Maintenance ............................................................................................... 9

Future Growth ...................................................................................................................... 9

THE PROPOSED SOLUTION ................................................................................................. 9

A Second Facility ................................................................................................................. 9

ADDENDUM A


ii

Active-Active Centers ........................................................................................................... 9

Planning Considerations .................................................................................................... 10

Location .......................................................................................................................... 10

Existing Structures Verse New Construction .................................................................. 11

Methodology ................................................................................................................... 11

Board Direction ...................................................................................................................... 11

The Cost ............................................................................................................................ 11

1993 Solution ..................................................................................................................... 11

2012 Proposal .................................................................................................................... 11

Additional Support .............................................................................................................. 12

SUMMARY ............................................................................................................................ 12

ADDENDUM A


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EXECUTIVE SUMMARY Since 2005 DuPage Public Safety Communications (DU-COMM) has been working with the DuPage County Emergency Telephone System Board (ETSB), and independently, to determine a solution for the single largest challenge facing the agency. That challenge is the lack of a single backup facility, at a second location, which is large enough to duplicate DU-COMM’s normal operations and provide for complete continuity of operations. DU-COMM is the largest consolidated Public Safety Communications Center or PSAP (Public Safety Answering Point1) in the State of Illinois comprised of thirty-eight (38) Police and Fire agencies in DuPage County. DU-COMM processes over 1 million phone calls each year, including over 280,000 9-1-1 calls, and over 500,000 calls for service. DU-COMM does not have an alternate location that could function as a backup to its current center. In the event of an evacuation, 9-1-1 calls would transfer to five (5) separate locations, each of which has limited or no communications capability to reach DU-COMM’s first responders. In the last five (5) years DU-COMM has grown from twenty-seven (27) to thirty-eight (38) agencies. The dramatic increase in agencies under a single operation punctuates the need for a second facility. The additions to staffing have strained the limits of the current facility for office space, restrooms, and parking and brought the need for a second facility to the forefront. All stakeholders in DU-COMM should understand that the need for a second facility existed prior to this growth and would still exist today even without the additional agencies. Numerous studies were conducted to demonstrate the need for a second facility or “backup center” for DU-COMM, however, each study lacked a financial plan to bring the need to fruition. The economic climate since 2007 put this project on the back burner. While the need existed for many years, it seemed unlikely to move forward at a time when stakeholders were experiencing significant reductions in revenue and functioning with less. During the same time DU-COMM was able to keep costs low through the benefits of adding agencies. DU-COMM and its stakeholders must now come together and determine the direction of this project. Opportunities and plans exist to allow DU-COMM to move forward and obtain a second facility. A second facility, functioning as an “active-active” solution, would give DU-COMM and its agencies the highest level of operational redundancy, and fulfill current and future facility needs.

1 A PSAP, Public Safety Answering Point is the industry term for a 9-1-1 center that accepts and processes incoming 9-1-1 calls. There are primary and secondary PSAP’s. Primary PSAP’s are ones that accept all calls for a designated area, and secondary PSAP’s only receive 9-1-1 calls that have been transferred to them from a primary PSAP.

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HISTORY DU-COMM’s staff and the DuPage ETSB have realized for many years DU-COMM’s need for a single location large enough to back-up its operations. The ETSB funded two studies prior to 2007. These studies were focused slightly differently, but both concluded the need to develop a backup center for DU-COMM should be a priority.

THE “TENG” STUDY In 2005 the DuPage County Emergency Telephone System Board commissioned the first study. Commonly referred to as the Teng Study2, it focused specifically on the cost to develop a “South PSAP and Backup Center” to assist DU-COMM and other users in the county in backup solutions. While this report focused on combining a backup solution for DU-COMM, DuPage County Sheriff, DuPage County OEM, and other municipal fire and police agencies, it addressed the core needs of DU-COMM, which are still relevant today.

SHORT TERM BACKUP STUDY One year after the “Teng Study” was completed the DuPage ETSB commissioned a second study to identify an immediate backup solution for DU-COMM. The “Short Term Back-Up PSAP Study” was conducted by CTA Communications, Inc. Consultants. CTA is a nationally renowned consulting firm in public safety communications. The purpose of the CTA study was to identify a “short term” solution for DU-COMM’s backup needs. The participants understood that a long-term solution was out of reach, but concluded the DuPage ETSB and DU-COMM should at least identify a temporary backup location for DU-COMM. The CTA study recommended the DuPage County Sheriff’s old communications room be utilized as DU-COMM’s operational backup facility. This plan had enough support that the ETSB created a budget line item for a backup PSAP and began working with the DuPage County Sheriff to look at the cost of renovating the available space. The project was moving forward in 2007 when personnel changes at the DuPage Sheriff’s office and the ETSB brought the project to a standstill.

TRANSITION AT DU-COMM In 2007 DU-COMM also entered a period of transition. While all the studies were done with the knowledge of DU-COMM staff and committees, there were many other challenges facing

2 The title of the report is “DuPage County ETSB South PSAP and Back-Up Center Phase I Study”; it was performed by the nationally recognized architectural firm, Teng and Associates.

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DU-COMM. With the appointment of a new Executive Director came the evaluation of the entire agency including the digital trunked radio project (already in process), financial procedures, and the selection of the Deputy Director. DU-COMM revised its existing evacuation plan and created procedures to ensure its functionality. Evacuation manuals were created, resources were identified, and agency personnel were trained and practiced in an evacuation drill. DU-COMM determined the Sheriff’s communications center had an average of five (5) positions available for DU-COMM and DuPage OEM had two (2) positions available. The decision was made that if an evacuation occurred, personnel would move to the DuPage Sheriff’s office for police operations, and DuPage OEM for fire operations, however; limited communications exist at both locations. After crafting this plan, albeit with limitations, DU-COMM staff started to look ahead to a long-term solution. Subsequently, DU-COMM embarked upon a period of consolidation and growth and added eleven (11) agencies, which included: Addison FPD, Roselle PD, Roselle FD, Darien PD, Lisle PD, Woodridge PD, Darien-Woodridge FPD, Wood Dale FPD, Itasca FPD, Oak Brook PD, and Oak Brook FD. The impact of growth to DU-COMM was sufficient enough for administration to review its own space needs, along with the needs for a long-term backup solution.

SPACE NEEDS ANALYSIS In 2010 DU-COMM’s administration began working with SRBL Architect Ray Lee to determine the future space needs of the agency. At the direction of the Executive Committee a Space Needs Analysis was conducted by Architect Lee with two areas of focus; the long-term backup solution, and the current space needs of DU-COMM. Mr. Lee was provided a copy of “Short Term Back-Up PSAP Study” prepared by CTA. It was this analysis which began the discussion of an active-active verses an active–inactive 3 backup solution. DU-COMM is currently in a 12,800 square foot facility. The Space Needs Study concluded a 23,000-27,000 square foot facility is needed to accommodate DU-COMM’s current needs.

CURRENT STATE OF 9-1-1 IN ILLINOIS AND DUPAGE COUNTY As DU-COMM focuses on the second facility, we must also understand how 9-1-1 is governed in Illinois and the current issues on a State and County level.

ILLINOIS STATUTES AND ADMINISTRATIVE CODE DU-COMM and the DuPage ETSB share some responsibilities in providing a proper backup center to DU-COMM and to other agencies within the DuPage ETSB 9-1-1 system.

3 The term inactive means a facility which is equipped to act as a 9-1-1 center but it is not staffed unless needed. The industry also refers to this as a “dark” center.

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The primary act in Illinois which governs 9-1-1 is the Emergency Telephone System Act (50 ILCS 750). To provide further direction for the Emergency Telephone System Act, administrative rules were established, commonly referred to as Part 725, Standards of Service Applicable to 911 Emergency Systems [83 IL Administrative Code 725]. Some responsibilities included in Part 725 are:

• Each PSAP shall have at least one overflow position within the center4. • Each PSAP shall have a backup PSAP that meets the same standards of the primary

PSAP5. • Each PSAP shall develop procedures providing for the continued operations of a 9-1-1

answering point in the event that critical functions of the PSAP are partially or totally disabled due to natural or man-made disasters6

Every PSAP in the DuPage ETSB system must have a backup center identified. DU-COMM is currently the backup center for the DuPage Sheriff’s office and the Itasca Police Department. Recent consolidations in DuPage County have resulted in a reduction of primary PSAPs from eighteen (18) to ten (10) in 2012. These reductions eliminate options for smaller PSAPs to backup each other, and while DU-COMM works to address its own needs, it will also consider the needs of the other PSAPs within the DuPage ETSB system.

ILLINOIS LEGISLATIVE INITIATIVES In Illinois, the future direction of 9-1-1 is uncertain. In response to the 9-1-1 community wanting to amend legislation and extend the wireless surcharge fee beyond its sunset in 2013, the Illinois General Assembly commissioned a report titled “State of Illinois 9-1-1 Future Technology and Financial Needs Study”7 This report details many of the challenges in 9-1-1 in Illinois. The following are several of the report’s recommendations to the general assembly:

• Update statutes to reduce existing ambiguities. • Adopt new revenue collection and fund disbursement processes. • Enact legislation to prohibit the use of 9-1-1 surcharges for anything other than 9-1-1. • Establish a State 9-1-1 Board to oversee & coordinate issues for the entire state. • Increase public awareness in regards to current limitation within 9-1-1 operations. • Ensure financial transparency by distributing relevant data. • Adopt financial incentives for consolidation. • Ensure Phase 2 coverage is provided statewide. • Prepare for new technologies including NG9-1-1.

While these recommendations do not directly impact the local decision for the second facility, they are predictive of future Illinois legislation initiatives for 9-1-1.

4 83 IL Administrative Code Part 725, Section 725.505 (g) 5 83 IL Administrative Code Part 725, Section 725.505 (i) 6 83 IL Administrative Code Part 725, Section 725.620 (a) 7 This report was performed by Stone Carlie and was published on August 1st, 2011 and is available on the Illinois Commerce Commission website http://www.icc.illinois.gov/911/.

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http://www.icc.illinois.gov/911/


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DUPAGE COUNTY EMERGENCY TELEPHONE SYSTEM BOARD (ETSB) The DuPage ETSB collects wireline and wireless 9-1-1 surcharges charged to the citizens on their home and wireless phone bills. The ETSB uses these funds to support major systems at DU-COMM and the other PSAPs in DuPage County including; 9-1-1 telephony, Computer Aided Dispatch (CAD), and radio systems. The DuPage ETSB has supported consolidation. DU-COMM has been a model for the county in how consolidation can work and be cost effective. The DuPage ETSB has acknowledged the need for a backup for DU-COMM. Money has been earmarked to support a project, but an actual funding commitment would require further action of the Board.

CENTER OPERATIONS The historical overview frames DU-COMM’s need for the backup facility. This section will detail the operations and technical issues associated in the continuity of the center’s functions. DU-COMM currently provides service to thirty-four (34) police and fire agencies. Four (4) additional agencies will become operational by July of 20128. For the purposes of this report, the July 2012 operational levels of thirty-eight (38) agencies will be used.

CURRENT STAFFING LEVELS DU-COMM operates eight (8) police dispatch channels and four (4) fire dispatch channels. Minimum staffing levels per shift range from twelve–thirteen (12-13) Telecommunicators. There is always a backup Telecommunicator working, and a call-taker and alarm operator may also be on duty. DU-COMM’s newly remodeled communications center now has twenty-two (22) positions in the main center with two (2) additional positions in the training room which can be fully functioning. This is an increase of four (4) positions from the previous layout and will allow fifteen (15) of the twenty four (24) positions to be utilized on a regular basis (a 63% increase). The remaining positions are available for details, surge staffing, training, and maintenance purposes.

8 In June 2012, the Wood Dale Fire Protection District and the Itasca Fire Protection District will be dispatched by DU-COMM. The Oak Brook Police and Fire departments will begin being dispatched by DU-COMM in July 2012.

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SURGE POTENTIAL DU-COMM averages 800 9-1-1 calls a day. While this number seems significant, by comparison to other 9-1-1 centers the volume is lower than expected for the size of the agency. The reason is the communities we serve are generally bedroom communities with limited calls for service. While this number lends itself to the overall efficiency and cost effectiveness of DU-COMM, it does not address the service potential that exists. DU-COMM is staffed to handle the daily average calls for service. There are times during the year when the center’s ability to process calls for services are exceeded. The best example is severe weather. When severe weather hits the area, the daily average of 800 calls can be seen in less than an hour. DU-COMM has taken in excess of 2,400 calls in an hour during the worst of a storm event. When this occurs, DU-COMM is not able to answer all the incoming calls even with staffing all twenty-four (24) positions. When this happens calls rollover to the backup centers, or caller’s hang-up before they can be answered. When a caller to 9-1-1 hangs up before a Telecommunicator can answer their call, they become an abandoned 9-1-1 call. Telecommunicators must still answer the abandoned call in the queue; and also return the citizen’s call.

REDUNDANCY, SYSTEMS FAILURES, AND EVACUATION When DU-COMM’s facility was constructed in 1994 there was an obvious focus on the redundancy and reliability of the center. Many important investments were made in the proper generator and uninterrupted power supply (UPS) systems. Telephone communications were diversely routed from two (2) different central offices and the facility was built into the side of a hill to protect its western side from approaching weather. All of these factors have resulted in a hardened and redundant facility. With that said, situations and risks exist today that could result in a need to partially or completely evacuate the center. These include, but are not limited to, the following:

• Fire • Hazardous material release (CN tracks are 500 feet from DU-COMM) • Loss of power • Loss of telephone communications • Damage to the structure

Fire is the most likely reason for which DU-COMM would have to evacuate. There has been one event in the center’s history which almost required a full evacuation. There are also other hazards related to the close proximity of a railroad crossing. The loss of power and telephones is less likely due to the redundancy of systems, but even these systems have had failures. DU-COMM has had two (2) “lights out” nights in the last four (4) years that have further reduce the possibility of service interruptions, including the installation of a maintenance bypass switch. These as well as other risks could predicate the evacuation of the center and DU-COMM currently has only limited contingency plans in place.

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CONTINUITY OF OPERATIONS To better understand the reason DU-COMM needs a second facility, the current contingency plan and the levels of service DU-COMM could provide in the event of an evacuation, must be explained. The impact to all major systems and DU-COMM’s ability to operate in the event of an evacuation follows: 9-1-1 In the event of an evacuation or systems failure that would render DU-COMM staff unable to answer 9-1-1 calls, a transfer switch would be activated. Upon the transfer switch activation, incoming 9-1-1 calls for the entire DU-COMM service area would transfer to five (5) different PSAPs. After personnel are moved to an alternate location, i.e.: the DuPage Sheriff’s office, calls would be redirected to a single location. RADIO When an evacuation plan is activated DU-COMM’s ability to communicate to our police and fire agencies is limited. None of the five (5) backup centers can communicate on our twelve (12) primary police and fire channels. Calls are relayed via telephone or mutual aid radio channels to our agencies. With the new STARCOM21 digital trunked radio system there will be some increased ability to communicate at the DuPage Sheriff’s office and at the Downers Grove Police department, as they will be part of the STARCOM21 network. The other three (3) backup PSAPs will not have the ability to communicate on DU-COMM’s primary dispatch channels. FIRE STATION ALERTING None of the backup PSAPs have the ability for day-to-day communications including, most notably, the ability to page our fire agencies. Fire paging and fire station alerting systems exist only at DU-COMM and are not currently duplicated at any of its backup centers. MUNICIPAL ALARM MONITORING DU-COMM monitors over 5,800 direct municipal fire and burglar alarm. DU-COMM would be unable to monitor these alarms at any other central location during a DU-COMM evacuation. Each alarm comes to DU-COMM through a member agency, as a separate “head-end” location. There are a total of sixteen (16) “head-end” alarm systems located at DU-COMM’s police or fire departments. In the event of a DU-COMM evacuation, each agency would have to place personnel at the “head-end” unit and monitor alarms at all sixteen (16) locations.

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NON-EMERGENCY PHONE LINES Separate from 9-1-1 phone lines, there would also be a need to reroute non-emergency seven digit lines. These lines are used by our agencies to transfer calls to DU-COMM and to receive incoming fire and burglar alarms. COMPUTER AIDED DISPATCH (CAD) DU-COMM cannot operate its CAD system at its backup PSAPs. With the exception of the DuPage Sheriff’s office, the remaining PSAPs all operate on different CAD systems that don’t integrate with DU-COMM’s CAD. DU-COMM’s CAD will function at the DuPage Sheriff’s office through a product called DR-Net, however, it would only be used in a long-term outage, as implementation would require MIS and Motorola staff to initiate CAD functionality and convert positions at the Sheriff’s office to the DU-COMM CAD.

AGENCY GROWTH Since 2008 DU-COMM has added eleven (11) agencies. This is over a 40% increase in the number of agencies. Exact population numbers are always a challenge for DU-COMM to determine due to the Fire Protection Districts’ boundaries. Conservative estimates indicate consolidation has increased the population served at DU-COMM by 25%.

CONSOLIDATION Many factors contributed to the recent increase in consolidation. DU-COMM’s Executive Committee and Board of Directors realized adding new agencies benefited everyone. With the addition of each new agency, staffing levels increased, and reductions to costs were seen on a yearly basis. To illustrate this point from FYE 2004 to FYE 2008 the average increase to member agency shares was 4.2%. From FYE 2009 to 2013 the average increase in shares was only 2.6%. Agencies costs increased, but at a slower rate when agencies were added.

INCREASE IN STAFFING In 2007 DU-COMM had sixty-one (61) full-time employees, six (6) part-time employees and three (3) contract employees. By July of 2012 the authorized staffing for DU-COMM will be eight-eight (88) full-time, eight (8) part-time and three (3) contract employees. This is a growth of over 40% in less than five (5) years. The impact of increased staffing has been felt throughout the agency. As personnel have been added to meet the needs of the new agencies, there has been a significant impact to the existing facility.

PHYSICAL SPACE AND FACILITIES DU-COMM’s current facility was planned in the early 1990’s. It was built with little thought to future growth, other than a plan to add a second floor to the administrative area of the building. There are only five (5) private offices, three (3) larger shared office areas, and two (2) smaller spaces, which accommodate two (2) employees each. There is one small conference room and a single meeting room. The meeting room is not large enough to hold the Board of Directors or Chiefs Operating Committee meetings.

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PARKING With only forty-six (46) parking spaces there is not enough space available on weekdays at shift change to accommodate current needs. RESTROOMS Daytime occupancy can exceed sixty-five employees some days at shift change. The current numbers of restrooms are inadequate to accommodate these staffing levels. The current facility has: 2 single restrooms, 1 restroom with one stall and one urinal, and 1 restroom with two stalls. CLEANING AND MAINTENANCE While not listed as a primary reason for a second facility, issues in maintaining a single facility remain. It is nearly impossible to completely disinfect the center while remaining operational. With a second facility, efforts could be made during outbreaks of cold and flu to close one building to better clean and disinfect it.

FUTURE GROWTH The consolidation of the last five (5) years will have to come to a halt without a second facility. While the need for the backup facility existed before the growth, it would not be prudent to add many more agencies to the center. It was stated earlier that fifteen (15) out of twenty-four (24) positions (63% of capacity) are used on a regular basis. DU-COMM should never exceed eighteen (18) of twenty-four (24) positions (75% of capacity). Also, restroom and parking issues would have to be addressed before adding more Telecommunicators for each shift. A second facility would allow DU-COMM to continue with consolidation. While the possibilities for consolidation have been reduced, there are still agencies who could be interested in joining DU-COMM.

THE PROPOSED SOLUTION A SECOND FACILITY The staff recommendation for the second facility is to obtain a new location large enough to accommodate the space needs identified for the agency and at least twenty-four (24) console positions. The new primary location combined with the existing facility would meet the needs of DU-COMM today and allow for the continued growth of the agency.

ACTIVE-ACTIVE CENTERS As part of the transition to a second location is the concept of operating both facilities at the same time. This concept, called “Active–Active” is a leap forward in Public Safety Communications and a shift in how most communications centers operate. In an active–active PSAP, both centers would be staffed with seven (7) to eight (8) Telecommunicators at a time

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with radio channels separated between locations. This approach would add significant benefits to the continuity of operations and include:

• Both facilities would have the exact same equipment and operate at the same time as if each separate facility was in the same room.

• A live backup for each location. If either center needed to evacuate the calls for service and radio channels would be seamlessly transferred between the two facilities.

• The ability to increase staffing during predicted surge events, or in response to high call volume, would be doubled with the addition of twenty-four (24) positions. This would enable up to forty-eight (48) 9-1-1 call takers to be signed-in at one time, thereby dramatically increasing service to our citizens.

• Allow for better maintenance of both facilities without any interruption to agencies. • Easily accommodate the backup needs of DU-COMM and all other PSAPs in the

DuPage ETSB system. • The Active–Active solution would be more reliable than the alternative of a “inactive”

backup center, which is only utilized when needed. “Inactive” backup centers are historically underutilized and prone to more equipment failures due to underutilization.

In reviewing the possible drawbacks of operating an active–active center there are some issues worth review.

• Operating and managing two centers would inherently be more complicated than operating one center.

• Management of two centers, where the employees work out of both locations, will present challenges.

• Some costs will be increased with two locations – utilities, etc. These impacts should be minimal especially when weighed against the benefits.

PLANNING CONSIDERATIONS In planning for the second facility many issues were discussed with industry experts and DU-COMM’s Architect Ray Lee. LOCATION In considering locations for the second facility, several points were discussed. First, the location needs to be far enough away from DU-COMM that a single event (e.g. severe weather) would not likely impact both facilities. Second, it should not be so far away that operating and managing the two (2) facilities becomes overly burdensome. As a result of these discussions, the following guidelines were established:

• At least five (5) air miles away from DU-COMM (600 Wall Street) • Within a reasonable drive of DU-COMM (15-25 minutes) • Located south or southeast of DU-COMM

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EXISTING STRUCTURES VERSE NEW CONSTRUCTION In today’s real estate market the possibility of finding an existing commercial structure that could be reinforced and remodeled to an adequate 9-1-1 center seems more likely than finding land and the increased costs of building an entire structure from the ground up. METHODOLOGY At the direction of the Executive Committee, DU-COMM began working with a commercial real estate broker. The broker met with the DU-COMM Architect and staff to gather guidelines before evaluating over sixty properties in DuPage County. From a list of ten (10) properties staff reviewed seven (7). It was determined that there are suitable properties to move forward on a purchase. However, any interest in a specific property is obviously limited without further authority and direction.

BOARD DIRECTION The reasons for DU-COMM to obtain a second facility and operate a second 9-1-1 center are clear. The information in this paper should be persuasive. The final challenge is to obtain the authority and approval from DU-COMM member agencies to proceed with this project. No approval will be granted without a discussion of costs, and a method to pay for the costs.

THE COST The estimated cost for this entire project would be between $4,000,000 - $6,000,000 dollars. This is based on costs estimates in the 2010 Space Needs Study by SRBL Architects (now FGM Architects) and the current real estate market. The cost would include the purchase of the facility (estimated between $2,500,000 and $4,000,000) and the remodeling needed. Based on the FYE13 budget, DU-COMM has $2,690,903 in unassigned funds. That represents 25.65% of the FYE13 Operations budget (3 months reserve). GFOA recommends government agencies keep a two month reserve, therefore, with a two month reserve ($1,748,492), $942,411 is immediately available to fund a second facility.

1993 SOLUTION In 1993 DU-COMM funded the current facility with the City of Wheaton issuing bonds on behalf of DU-COMM in the amount of $1,800,000. The bond was prepared by Mr. Kevin McCanna at Spear Financial, and the debt was paid as a separate capital assessment to DU-COMM member agencies.

2012 PROPOSAL The Board of Directors will be in a position to guide and develop the best plan for funding the second facility if the project is determined to be in the best interest of all DU-COMM member agencies. Staff spoke with Mr. McCanna of Spear Financial and his recommendation would be to fund this project the same way; with a member municipality issuing bonds, and a repayment plan approved for the member agencies.

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ADDITIONAL SUPPORT There would be opportunities for additional support in this project besides the member agencies of DU-COMM. The DuPage County ETSB has a vested interest in the successful routing of 9-1-1 calls in the county and the continuity of its operations. There has been a line item in the ETSB budget for a backup facility since 2007. The majority of that money would go towards radio console equipment and CAD workstations. There are additional opportunities to seek grants from outside agencies including the federal government. DU-COMM serves citizens within five (5) separate congressional districts and with a valid project in place, opportunities would exist for congressional support of grants and other funding.

SUMMARY The second facility issue needs to be addressed by the DU-COMM Board of Directors so a clear direction can be provided. As outlined in this document, the need for a second facility exists on many levels. With DU-COMM’s growth there are now more stakeholders and the impact on any one member agency is less than what it would have been previously. Projects like this are never easy, but because DU-COMM is an entity of intergovernmental cooperation, all of its agencies must have the desire and ability to support the project to make it a reality.

ADDENDUM A

ADDENDUM B

PROPOSER INFORMATION AND ADDENDUM ACKNOWLEDGMENT

REQUEST FOR PROPOSAL (RFP) - DU-COMM SECOND FACILITY ASSESSMENT

FEIN/SSN ___________________________________________________________________ (Required) Federal I.D. Number

COMPANY___________________________________________________________________ ADDRESS ___________________________________________________________________ CITY/STATE/ZIP______________________________________________________________ PHONE______________________________________FAX____________________________ AUTHORIZED SIGNATURE_________________________________________________________________ (Required in ink) TYPED/PRINTED NAME________________________________________________________________ TITLE __________________________________ EMAIL ______________________________ PROPOSER IS RESPONSIBLE FOR FOLLOWING-UP ON ALL ADDENDA ACKNOWLEDGE EACH ADDENDUM: A, B, C

POINT OF CONTACT: Brian Tegtmeyer, ENP Executive Director Phone: 630-260-7503 E-Mail: [email protected]

DO NOT CONTACT DU-COMM MEMBER AGENCIES.

Signature acknowledges that Proposer: has read the bid documents thoroughly before submitting a proposal, will fulfill the obligations in accordance to the scope of work or specifications, terms, and conditions, and is submitting without collusion with any other individual or firm. Only one (1) proposal will be accepted from any person, firm or corporation. You must submit a proposal with an authorized signature.

VENDOR MUST COMPLETE AND SUBMIT THIS FORM WITH THEIR PROPOSAL

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ADDENDUM C INDEPENDENT CONSULTANT AGREEMENT (SAMPLE)

This Independent Consultant Agreement (‘Agreement’), entered into on ___________________, 2012 by and between ________________________________________________________ (“Consultant”), and DuPage Public Safety Communications (DU-COMM), 600 Wall Street, Glendale Heights, IL 60139.

1. Scope of Agreement DU-COMM desires Consultant to provide the professional consulting and technical assistance services (hereinafter, “Services”) specified in Exhibit 1 attached hereto and incorporated herein by reference. Accordingly, Consultant shall commence, perform, and complete such Services and be compensated by DU-COMM for such Services in accordance with Exhibit 1 (or other sequentially numbered Exhibits), and as set forth herein.

2. Term This Agreement shall remain in effect

from the Effective Date until completion of the Services by Consultant in accordance with Exhibit 1, or other applicable Exhibit, unless sooner terminated as allowed herein, or as otherwise agreed by the parties.

3. Consultant Responsibilities In addition to all

other obligations contained herein, Consultant agrees:

(a) To furnish all material, labor and supplies in such quantities and of the proper quality to professionally and timely perform the Services; (b) To proceed with diligence and promptness and hereby warrants that such Services shall be performed in accordance with the highest professional workmanship and service standards in the field to the satisfaction of DU-COMM; (c) To comply, at its own expense, with the provisions of all state, local and federal laws, regulations, ordinances, requirements and codes which are applicable to the performance of the Services hereunder or to Consultant as an employer;

(d) That Consultant is an independent Consultant and not the agent, employee or servant of DU-COMM, and that: Consultant does not act for DU-COMM or bind DU-COMM in any respect whatsoever, or to incur any debts or liabilities in the name of or on behalf of DU-COMM, unless otherwise authorized in writing by DU-COMM; The Consultant has and hereby retains full control of and supervision over the performance of Consultant’s obligations hereunder and full control over any persons employed by Consultant for performing the Services hereunder; Consultant shall satisfy all tax and other governmentally imposed responsibilities as an independent Consultant including, but not limited to, payment of state, federal and social security taxes, unemployment taxes, worker’s compensation and self-employment taxes; (e) Consultant offers and provides similar services to the general public; and, (f) That all Services are to be performed solely at the risk of Consultant and Consultant shall take all precautions necessary for the proper and sole performance thereof. 4. Compensation (a) Payment. DU-COMM shall pay Consultant as follows, and upon receipt of an invoice: -___% within 30 days after completion of _____________; -___% within 30 days after completion of ___________; -___% within 30 days after completion of ___________; -The balance within 45 days after completion of final report and presentation and Acceptance of the final report. Acceptance of the final report is

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at the sole discretion of DU-COMM. Acceptance is completed upon approval of a Motion to Accept the final report at a regular DU-COMM Board meeting. (b) Audit. Consultant agrees that its records which relate to compensation payable to Consultant for the Services rendered hereunder shall be kept in accordance with generally accepted accounting principles and shall be available for inspection by DU-COMM or its authorized representative during normal business hours upon reasonable prior notice. All payments hereunder by DU-COMM shall be subject to adjustment as determined by such audits. Such records shall be retained by Consultant for a period of three (3) years from the date of termination of this Agreement during which period they will be available for audit.

5. Confidential Information (a) Definition. As used in this Agreement, “Confidential Information” shall mean any and all technical or business information furnished, in whatever form or medium, or disclosed by DU-COMM to Consultant, including, but not limited to, product/service specifications, prototypes, computer programs, models, drawings, processes, analyses, schematics, development plans or data, research, test results, designs, concepts, inventions, computer programs, models, customer data, financial data, and personnel statistics, which are either marked as confidential or proprietary by DU-COMM or in the normal scope of practice for DU-COMM would be considered Confidential Information. For Confidential Information that is orally disclosed, DU-COMM indicates at the time of disclosure that the material is Confidential or proprietary in nature. The obligations imposed in this paragraph shall not apply to any Information that: (i) is already in the possession of, or independently developed by Consultant as shown by written evidence; (ii) is or becomes publicly available through no fault of the Consultant; (iii) is obtained by Consultant from a Third Person who is under no obligation of confidence to the DU-COMM; or, (iv) must be reasonably disclosed by law, government regulation or court order, provided that Consultant provides reasonable prior written notice to DU-COMM before making such disclosure.

(b) Use. Recipient agrees: (i) to hold Confidential Information in strict confidence from the date of receipt unless otherwise agreed in writing; (ii) to use same solely for the purposes of performing the Services herein unless otherwise authorized in writing by DU-COMM; (iii) not to copy Confidential Information unless specifically authorized; in the event permission is granted to copy Confidential Information, each such copy shall contain and state the same confidential or proprietary notices or legends, if any, which appear on the original; (iv) to make requests for Confidential Information only as necessary for the purposes set forth in this Agreement; and (v) not to disclose Confidential Information to anyone, except employees of Consultant or its Affiliates having a need to know for the purposes of providing Services hereunder, provided that prior to any such disclosure being made, the receiving party shall have agreed with Recipient in writing to use and protect the Confidential Information in accordance with the terms of this Agreement; (vi) not to reverse engineer Confidential Information that is a computer program. (c) Injunctive Relief. Consultant agrees that a breach of the confidentiality obligations will cause immediate and irreparable damage to DU-COMM, for which there is no adequate remedy at law, and shall entitle DU-COMM to seek equitable relief, including temporary and permanent injunctive relief, without the obligation to post a bond or to prove actual damage, in the event of actual or threatened unauthorized use of disclosure of Confidential Information by Consultant or its Affiliates, in addition to pursing all other remedies allowed by law or equity.

(d) Termination. Upon termination or expiration of this Agreement for any reason, or upon request of DU-COMM, all tangible embodiments of Confidential Information, together with any copies of same as may be authorized in this Agreement, shall be returned to DU-COMM or certified in writing to be destroyed by Consultant.

(e) Continued Obligations. The limitations and

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requirements herein for use and protection of Confidential Information shall survive after termination or expiration of this Agreement and shall also survive after return of tangible embodiments of Confidential Information.

6. Deliverables and Inventions

(a) All technical and business information, including strategies, reports, and analyses, in whatever medium or format, originated or prepared by or for Consultant (either solely or jointly with others) in contemplation of, or in the course of, or as a result of, Services performed hereunder (herein collectively referred to as “the Deliverables”), shall be promptly furnished to DU-COMM. All such Deliverables shall become the exclusive property of DU-COMM and shall be deemed works for hire. To the extent that it may not, by operation of law, be works for hire, Consultant hereby assigns to DU-COMM all rights, title and interest in and to such Deliverables, including rights to copyright in all copyrightable material. DU-COMM may use Deliverables without restriction for any lawful purpose without any accounting to the Consultant. All such Deliverables shall be deemed “Confidential Information” subject to the terms and conditions set forth herein. If such Deliverables includes material previously copyrighted by Consultant, or encompassed or embodied by patents owned by, or licensed to Consultant, Consultant hereby grants to DU-COMM an unrestricted, royalty-free and perpetual license under such copyrights and patents to use such Deliverables for any lawful purpose for DU-COMM’s exclusive use.

(b) All inventions conceived, developed or

reduced to practice, solely or jointly, by Consultant its employees, or independent Consultants, or other third persons, including DU-COMM, in contemplation of, or in the course of, or as a result of Services performed hereunder, including the development and creation of Deliverables, whether patentable or non-patentable (“Inventions”), shall become the exclusive property of DU-COMM.

(c) Consultant agrees that from time to time,

upon request and at DU-COMM’s sole expense, to assist DU-COMM and its nominees in every proper way during and subsequent to the term of this Agreement, to obtain any and

all intellectual property rights in and to the Deliverables and Inventions, and to execute all papers, including assignments, that reasonably may be required to protect the rights of DU-COMM and to vest all right, title and interest in and to such intellectual property, including Inventions, patent applications, patents, and copyrights, in DU-COMM or its nominees.

7. Ownership of DU-COMM Property Title to all property owned by DU-COMM and

furnished to Consultant shall remain with DU-COMM. Any property owned by, or licensed to DU-COMM and in Consultant’s possession or control shall be used only in the performance of Services unless otherwise authorized in writing by DU-COMM. Consultant shall adequately protect such property in the same manner it protects its own property of like sensitivity, and shall return it to DU-COMM after use or upon termination of this Agreement or upon request.

8. Infringement. Indemnity and Warranty

(a) Consultant warrants that any Services furnished by Consultant hereunder to DU-COMM, shall be delivered or performed free of any claim of any person by way of U.S. patent, trade secret, copyright, trademark infringement or any other proprietary right of any person. Consultant warrants and represents that: (i) Consultant has title to and is a lawful owner of all materials and supplies provided hereunder or is licensed to use same;(ii) Such materials and supplies are free of any security interests, claims, liens or any other encumbrances whatsoever; and, Consultant has good right to assign, transfer and convey them. In the event

(b) Consultant shall defend, indemnify and hold harmless DU-COMM, its Affiliates, subsidiaries, employees and representatives (“Indemnified Parties”) at Consultant’s expense, against all claims asserted by any Third Person alleging that the Services, or any part thereof, including Deliverables, provided to DU-COMM infringe upon or violate any patent, copyright, trademark, trade secret, or any other proprietary right of any Third Person. Consultant shall pay all damages, liabilities, losses, costs and expenses (including reasonable attorneys’ fees) awarded against, or

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incurred by the Indemnified Parties due to such infringement. Consultant shall have sole and full control of any such defense, including the right to settle same on terms determined solely by Consultant, provided, that if any settlement will effect in any manner the rights of DU-COMM to use all or any portion of the Services, including any Deliverables, or impose a license or similar fee upon DU-COMM, Consultant will first obtain DU-COMM’s written consent before accepting such settlement. Each party agrees to notify the other promptly of any matters in respect of which the foregoing indemnity may apply. If a preliminary or final judgment shall be obtained against DU-COMM’s use of any Services, or any Deliverable, or any part thereof, by reason of any alleged infringement or violation of a Third Persons proprietary rights, or if, in Consultant’s sole opinion, such Services are likely to become subject to a claim for infringement or violation, Consultant shall, at its expense and option, either: (i) Procure for DU-COMM the right to continue using such Services and Deliverables, or any effected part thereof; or, (ii) Replace or modify such Services or Deliverables, or any part thereof, so that it becomes non-infringing, but only if the modification or replacement does not adversely affect DU-COMM’s rights to use same.

(c) In lieu of the remedies set forth in

8.(b)(i) and (ii) above, at DU-COMM’s sole discretion, Consultant shall return the Compensation paid by DU-COMM to Consultant for such Services.

(d) If Consultant is to perform Services on the premises of DU-COMM, DU-COMM shall take all necessary precautions and shall be responsible for the safety of Consultant’s employees and agents providing Services on the premises.

(e) Consultant shall indemnify, defend and hold

harmless DU-COMM, its Affiliates, subsidiaries, employees and representatives (“Indemnified Parties”) against all claims asserted by any Third Persons, or judgments, liabilities, losses, damages, costs and expenses (including reasonable attorneys’ fees) awarded against, or incurred by DU-COMM arising from, or relating to the performance of the Services or the negligent acts or omissions of Consultant, its employees or representatives, if such acts or

omissions: (i) are attributable to personal injury, sickness or death; (ii) result in damage or destruction of real or personal property, except to the extent caused by the gross negligence or willful misconduct of the Indemnified Parties. 9. Insurance Consultant shall obtain and maintain during the term of this Agreement the insurances and in such amounts as specified in the Request for Proposal. 10. Incorporation By incorporating Exhibit 1 into this Agreement Consultant agrees to be bound by each and every term and requirement set forth in Exhibit 1. The start date for Consultant’s services will be modified as agreed to by both parties. Consultant is to provide its own office space, supplies, transportation, and lodging. 11. Notice Any notice to be given hereunder by a party to the other, shall be in writing and shall be deemed given when sent by Certified Mail to the address set forth above for such party. If either party changes its address during the term herein, it shall so advise the other party in writing as herein provided and any notice thereafter required to be given shall be sent by Certified mail to such new address. 12. Termination DU-COMM may terminate this Agreement or any Services to be provided hereunder, in whole or in part, at any time, for any reason. At the time of termination, Consultant shall be released from any and all obligations to provide Services under this Agreement and Consultant shall be paid the balance owing for services satisfactorily performed prior to the date of termination, less any amounts previously prepaid. If Consultant’s fee has been specified on the basis of a definite sum for the completion of Services, the sum payable upon termination shall be based upon the percent of the Services satisfactorily completed. Consultant agrees that a termination of this Agreement under this paragraph shall not constitute a breach of or default under this Agreement by DU-COMM.

13. Confidential Agreement Without the prior written consent of DU-COMM, Consultant shall not disclose to any Third Person the existence or purpose of this Agreement, its terms or conditions, or the fact that discussions are

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taking place and that Confidential Information is being shared, except as may be required by law or court order and then only after first notifying in writing the other party of such required disclosure.

14. General Terms and Conditions

(a). Enforcement. The failure of either party in any one or more instances to insist upon strict performance of any of the terms and provisions of this Agreement, or to exercise any option herein conferred shall not be construed as a waiver or relinquishment, to any extent, of the right to assert or rely upon any such terms, provisions or options on any future occasion. (b) Suspension. The obligation of either party to perform any acts hereunder shall be suspended during the period such performance is prevented by “Acts of God,” war, riot, invasion, fire, accident, government interference, regulations, appropriations or rationing of by priority, inability to secure goods or materials, or shipments. If such contingency occurs, the party injured by the other’s inability to perform may elect to: (i) Terminate this Agreement; or, (ii) Suspend the performance of the affected Services for the duration of the relating cause, and then resume performance under this Agreement. (c) Severability. If any of the provisions of this Agreement shall be invalid or unenforceable, such invalidity or unenforceability shall not invalidate or render unenforceable the entire Agreement, but rather the entire Agreement shall be construed as if not containing the particular invalid or unenforceable provision or provisions, and the rights and obligations of the party shall be construed and enforced accordingly to effectuate the essential intent and purposes of this Agreement. (d) Non-Exclusive Nature. This Agreement does not grant Consultant an exclusive privilege or right to supply services to DU-COMM. DU-COMM makes no representations or warranties as to a minimum or maximum procurement of services hereunder. (e) Governing Law and Venue. This Agreement shall be construed in accordance with, and its performance governed by, the laws of the State

of Colorado, without regard to its conflict of laws principles. Venue shall be in Arapahoe County District Court, CO. (f) Survival. The provisions of this Agreement that, by their sense and context, are intended to survive performance by either or both parties shall also survive the completion, expiration, termination or cancellation of this Agreement. (g) No Conflicts. Consultant confirms that no conflict of interest is created by this Agreement with any agreement with a Third Person under which Consultant may also be providing services. Should a conflict of interest subsequently occur, Consultant will promptly notify DU-COMM. (h) Business Ethics. Consultant shall perform Services to the highest level of business and professional ethics in accordance with applicable laws and regulations. Consultant shall not take any actions that would either embarrass DU-COMM or give the appearance of any impropriety by DU-COMM. (i) Entire Agreement, Waivers, Amendments and Modification. This Agreement, together with any and all Exhibits incorporated herein, constitutes the entire Agreement between DU-COMM and Consultant with respect to the subject matter of this Agreement. No provision of the Agreement shall be deemed waived, amended or modified by either party, unless such waiver, amendment or modification is made in writing and signed by both parties. This Agreement supersedes all previous Agreements between DU-COMM and Consultant relating to the subject matter hereof. (j) Public Contracts For Services. CRS §8-17.5-101. Consultant certifies, warrants, and agrees that it does not knowingly employ or contract with an illegal alien who shall perform work under this Agreement and shall confirm the employment eligibility of all employees who are newly hired for employment in the United States to perform work under this Agreement, through participation in the E-Verify Program or the State program established pursuant to CRS §8-17.5-102(5)(c), Consultant shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or enter into a contract with a subcontractor that

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fails to certify to Consultant that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this Agreement. Consultant (a) shall not use E-Verify Program or State program procedures to undertake pre-employment screening of job applicants while this Agreement is being performed, (b) shall notify the subcontractor and the contracting State agency within three days if Consultant has actual knowledge that a subcontractor is employing or contracting with an illegal alien for work under this Agreement, (c) shall terminate the subcontract if a subcontractor does not stop employing or contracting with the illegal alien within three days of receiving the notice, and (d) shall comply with reasonable requests made in the course of an investigation, undertaken pursuant to CRS §8-17.5-102(5), by the Colorado Department of Labor and Employment. If Consultant participates in the State program, Consultant shall deliver to the contracting State agency, Institution of Higher Education or political subdivision, a written, notarized affirmation, affirming that Consultant has examined the legal work status of such employee, and shall comply with all of the other requirements of the State program. If Consultant fails to comply with any requirement of this provision or CRS §8-17.5-101 et seq., the contracting State agency, institution of higher education or political subdivision may terminate this Agreement for breach and, if so terminated, Consultant shall be liable for damages.

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IN WITNESS WHEREOF, the Parties have caused their duly authorized representatives to sign this Agreement as of the effective date in duplicate originals. Contractor

DuPage Public Safety Communications (DU-COMM)

By: By: Title: David Brummel, Chairman