Broward County, FL MEETING MINUTES APCO P25 Public Safety ... · The purpose of this meeting was to negotiate a contract with Motorola Solutions, Inc. APCO P25 Public Safety Radio

Broward County, FL MEETING MINUTES APCO P25 Public Safety Radio and Microwave Systems Date: March 23, 2017 Location: Room GC A460, 115 S Andrews Ave, Fort Lauderdale, FL Project: APCO P25 Public Safety Radio and Microwave Systems Project #: 15-146 Preparer: Bonnie Maney 1. Purpose

The purpose of this meeting was to negotiate a contract with Motorola Solutions, Inc. APCO P25 Public Safety Radio and Microwave Systems replacement project. 2. Attendees:

Michael Mullen Broward County (Broward) Namita Uppal Broward Elio Crespo Broward Jose De Zayas Broward Rene Harrod Broward Gerard Boucaud Broward Bonnie Maney Mission Critical Partners (MCP) Nick Falgiatore MCP Judy Jean-Pierre Motorola Solutions, Inc (MSI) Stacy Chick MSI Robert Marshall MSI Kim Camps MSI Dan Kimpe MSI Buster Learner MSI Moeen Mujeeb MSI Bob Bush MSI Tim Matthews MSI Mitch Novak MSI 3. Meeting Minutes – March 23, 2017 The meeting began at 1:06 P.M. Eastern with opening remarks by Ms. Namita Uppal (Chief Negotiator for Broward County.) Ms. Uppal advised that the County’s legal counsel, Ms. Rene Harrod, is present to participate in today’s negotiation. Likewise, Motorola advised that their legal counsel, Ms. Judy Jean-Pierre, was also present to participate in today’s meeting. Motorola affirmed that Robert Marshall was present and capable of

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binding the company. Ms. Stacy Chick will facilitate the negotiations for Motorola with others in attendance for Motorola to serve as technical experts. The negotiation meeting was recorded. 4. Purpose of the Meeting The purpose of today’s meeting is to begin negotiations with Motorola as the number one ranked vendor for the APCO P25 Public Safety Radio and Microwave systems. The goal of today’s meeting is to have open discussions. If there is an element that all parties agree on that item can be modified, however throughout negotiations, content that impacts previous items can be readdressed. For the matter of document control, Ms. Harrod is in control of the document. She will update the document and distribute it at the end of the day.

5. Motorola P-25 Agreement Review

• As the discussions progressed, minor redline edits – such as transposed items and clarifying grammar – were corrected.

• 3.1.2.2 – Written Acceptance o Motorola requested a clarification of the definition of written confirmation of delivery of

equipment, which was provided and agreed upon by all parties. • 3.10.13 - Value of Change Order Work

o Misunderstanding of the content of this section was cleared up by Ms. Harrod as she provided an explanation with reference to Sections 3.10.1.1 – 3.10.1.3 which includes multiple ways that change order values can be calculated.

• 4.4.3.2 - Substantial Completion o County agreed to Motorola’s clarifying language.

• 5.2.4.6 County Consultant o Ms. Harrod clarified that the costs in this section refer to a scenario related to a

resubmittal. For example, if work done by Motorola, after review by the County’s consultant, needs to be redone by Motorola and then rereviewed by the consultant those costs would be on Motorola for the rereview. Motorola concurred.

Kristi Ammirati joined the meeting telephonically at 1:25 P.M.

• 4.4 – Time for Performance o The discussion for this section centered around Motorola’s internal requirements for

recognizing an order and what they could expect from the County to meet those requirements.

o Ms. Kristi Ammirati pointed out that this section reads that there are several notices to proceed (NTPs) and indicated that Motorola looks to have one signed contract to commence work and then they rely on discussions at the Customer Design Review (CDR).

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o Ms. Harrod provided clarification indicating that there would be one signed contract, one purchase order (PO) for the full amount and then a series of NTPs to guide the stages of the implementation. The NTPs will align with the design stages and guide work at each site as well within various stages (e.g. the County will issue separate NTPs for staging, installation, etc.) and align with payment milestones. NTP will be issued on a site by site basis so it proceeds in an orderly fashion.

o Regarding alignment with payment milestones, Ms. Harrod noted that NTP and milestones are related but not the same. NTPs indicate the commencement of a phase whereas milestones are at the completion of a stage.

o Ms. Harrod will add clarifying language that will be revisited at the next negotiation meeting.

• 10.1 - Indemnification o Discussion in the section focused on the need for clarification on the selection. Ms.

Harrod agreed that further clarifying language would be beneficial and will provide that language to be revisited in the next negotiation meeting.

6. Exhibit A–1 - Radio System Scope of Work (SOW)

• Exhibit “A” is the introduction to subsequent exhibits that address separate sections in more detail.

o The County emphasized that the expectation for the backup system was for it to be a live system that was constantly active but operating on separate channels. The County wanted it to be understood that it is not a dark standby system. There is an ongoing effort to obtain additional frequencies. The County wants to have the backup system defined as either 700 or 800 MHz and then will work on the frequencies based on that determination. Motorola indicated their understanding of this requirement and indicated that because the cost of the equipment is the same for either 700 MHz or 800 MHz, there is not any pricing impact.

o The County also indicated they needed Motorola to provide a good understanding of backup and failure scenarios and the expectation to have enough redundancy built into the antenna system.

o Motorola inquired about clarification regarding what appeared to be an increase scope specific to the civil work such as changes from monopoles to self-supporting towers and increases in heights. Ms. Harrod provided clarification that the RFP called for the specific heights and even though Motorola’s proposal may have suggested different heights from those in the RFP the scope is based upon the requirements in the RFP, therefore there is no increase or change in scope. Motorola suggested that this be revisited once we see that the final design is going to be. If there are going to be modifications that the County will need to consider these negotiations are the appropriate time to discuss those.

o This section will be trued up once the agreement has been completely reviewed. • 1.4.3 – Quality Control Plan

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o Motorola agree to revisit this section to articulate what their current Quality Assurance processes include. Once provided the County’s technical consultant will review and provide any recommendations to be revisited in subsequent negotiations meetings.

• 1.4 - Schedule o The County noted that the proposed schedule is fairly realistic based on what Motorola

proposed, however, knowing the challenges these projects can face, an 18-month schedule could be aggressive.

o Motorola advised they also provided a detailed Gantt chart which indicates progressing in parallel execution where appropriate.

o To be completed in 18 months Motorola advised they would need to start May 1, 2017 and be into the construction phase by Mid-August. The County reminded Motorola that they will be held accountable for whatever timeline they proposed in the signed contract.

o The County inquired if Motorola would be performing any activities up front. Motorola responded that preliminary work – such as National Environmental Policy Act (NEPA), State Historic Preservation Office (SHPO), Federal Aviation Administration (FAA), etc., - can be initiated up front.

o Motorola indicated the question would be what information would be part of the preliminary design review (PDR) or final design review (FDR). Much of the documentation for the PDR can begin once they know what the sites are. Amec Foster Wheeler has an environmentalist on site that helps complete that work up front. Once the construction documentation is complete they will use it to go to the various building departments to get the work started.

o The County has been working on securing sites for the better part of a year and a half. The County’s goal is to have the NTPs to go out on these sites as quickly as possible. Some sites the County has preliminary approval of the land, however, they cannot move forward without finalized construction drawings. This will be a priority task as soon as Motorola is on board so the County can move forward.

• Section 2: Phase 4 – Fleet mapping o The County affirmed that they expect there to be a second touch on the subscriber

radios to remove any old parameters. Being that these costs are the responsibility of the user agencies, the County expects Motorola to include appropriate pricing in the subscriber unit pricing section.

• Section 2: Phase 8 – Training o The County noted that they would sync up this phase with Schedule 3.

• Section 2: Phase 9 - Cutover Planning o Changed section reference to schedule 3 reference

• 2.2 – Detailed Phase Description and Work Breakdown: o Document List

Discussion revolved around the need for the use of consistent terminology (e.g. Site Audit Plan and Functional Acceptance Test Plan versus Field Acceptance Test Plan). Motorola provided clarification that will be incorporated, the language

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revisited and synced with Exhibit A-2 and perhaps the quality control section as well.

o Completion Criteria The County expects Motorola to provide the information to the County that the

County will need to properly license the system. Motorola affirmed that the County does not expect Motorola to complete any filing with the Federal Communications Commission (FCC) for the radio side. The County confirmed that they will take care of the radio side but expects Motorola to do the microwave start-to-finish. The County will update the language in this section for clarification.

• Phase 5 – Staging and Shipment o Motorola explained their burn-in process and all parties agreed that at least two weeks is

a feasible burn-in period during staging. The customer must witness the system after this time.

• 1.4.5.1.8 – ASTRO 25 FNE Installation o An updated table for this section was provided to the County on a thumb drive. The

County will review it and this table will be revisited in subsequent negotiations meetings. o It was reaffirmed by the County that for continuity and based on the specification the

sites must be DC power. o The EOC site that was identified as a potential location as a backup in the RFP was

finalized for the contract. • Table 2-14 – Responsibility Matrix

o The County requested Motorola provide a schedule to eliminate ambiguity of the interfaces to be provided. Discussion took place to classify which interfaces are to be included (e.g. CAD, logger recording, fire station alerting, paging, etc.). The County wants those defined and itemized within this document. If an interface is not Motorola’s responsibility those interfaces need to be clearly identified.

o Motorola advised they are very familiar with what the interfaces will be and we will put them in the table and the table will be revisited in subsequent negotiations meetings.

Break: 2:32 P.M. – 2:46 P.M.

• Section 2: Phase 7 – Integration and Optimization o Terminology – Coverage Acceptance Test Plan (CATP) and Field Acceptance Test Plan

(FATP) added to table to clarify. • Table 2-16 – Responsibility Matrix

o Clarification is added to the document that the County will provide boats and drivers for water testing and Motorola will provide vehicles and drivers for terrestrial testing.

• 1.4.5.1.11 - Fixed Network Equipment System Acceptance o Title of this section changed to System Final Acceptance.

• 1.5.1 Overview – Over the Air Rekeying (OTAR)

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o The discussion that took place regarding OTAR resulted in the County needing to review the information provided and make a determination if the County wants to include this in the SOW or as optional services.

o Motorola will add a description of “enhanced data” and “radio management”. • 1.5.5 – System Expansion

o The County affirmed with Motorola the need to have accurate license count and the limitations on the system. The County will include reference in the software schedule.

o Motorola confirmed that if console equipment is located at a different location, additional network hardware, including routers and switches, will be needed to support the console equipment at that site. The console license itself is only restricted by the number of positions, not by location.

o The County updated the associated table that will be revisited in subsequent negotiation meetings.

o Motorola to articulate what has a license limitation and what has capabilities limitations. • 1.5.5.2 - Channel Expansion per Site, per Channel

o All parties agreed to increase number of channels for the transmitter combiners from to 12.

• 1.5.6 – Site Selection o Site list updated with clarifying details for existing and additional sites. For example, all

new sites will be 300’ self-supporting towers with the exception of Tamarac which will be a 180’ monopole and Pompano Beach which will be a roof top site.

o Motorola advised they did not include a new tower at Ch2 only a new shelter. o Motorola will update the map.

• 1.5.7 - Coverage o Motorola advised that with modification of the sites they will need to look and see if there

is an increase in the coverage guarantee. With the sites clarified Motorola will need to run new maps to validate coverage guarantee.

o Motorola will include descriptions for each of the service areas in the existing table in the coverage testing section.

• Table 2-21 – Fixed Network Map Criteria o Motorola will update this table.

• Table 2-23 – Antenna Systems o The County talked through the expectations and failure scenarios. o Motorola will update the table and provide a softcopy that is editable.

Break: 4:06 P.M. – 4:25 P.M.

• 1.6.8.2 – Architecture Overview o Language added to 1.6.8.2 regarding inclusion of site trunking notification on each

console position. • 1.6.10 – Paging

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o This discussion relating to paging focused on if the system is capable of generating Knox tones. Motorola advised the console system is capable but they cannot be accurately reproduced through the vocoder. Motorola will confirm if knox tones cannot be transmitted through the system.

• 1.6.11 - Voice Logger Output o Language added that Motorola will be responsible for all cabling associated with the

logging recorder integration. • 1.7.2.2 – Inputs and Outputs included on each SDM 3000 RTU

o The County suggested taking the list for any new sites as a starting point. Old sites need to be brought up to the standards of the new sites so will need confirmation that old sites can be retrofitted.

o Language was added to clarify Motorola’s responsibilities. • 1.8.1.1 – High-Level Cutover Plan

o The County stated that everything related to cutover at this point is speculative before defined in the PDR. Key point is that Motorola is ultimately responsible for the cutover plan.

• 1.8.5 – Coverage Testing o The County to review the Visio drawing provided by Motorola which will be discussed at

future negotiations meetings. • Table 2-28: Test Tiles for CATP

o Motorola to update the table. • 1.8.5.3 – CATP Method

o Discussion served to clarify the test teams, along with the County and Motorola’s responsibilities for coverage testing. Language was updated to reflect the discussion.

• Schedule 1 – Software o The County advised that the information requested in the table is needed for audit

purposes. The information needs to be itemized but does not need to be in the table format nor include license numbers. Motorola will revise the table.

7. Exhibit D • Ms. Harrod requested that Motorola confirm they are meeting the minimal limits to which they

replied in the affirmative.

8. Next Meeting • Four more negotiation meetings are scheduled with the next meeting scheduled for Tuesday,

April 4, 2017. • Agenda for the next meeting includes review of Exhibits A-2, A-3 and A-4, the Testing Plan

Review and Exhibit C if ready. • Ms. Harrod will distribute a redlined document from today’s negotiation as well as A-2 and A-4

prior to next meeting. Motorola will provide an updated A3 Meeting adjourned at 5:25 P.M.

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These minutes are a summary of the writer’s interpretation. Unless changes are identified within ten days of receipt, via letter, agreement with the content shall be assumed. Respectfully submitted, MISSION CRITICAL PARTNERS, INC. Bonnie Maney Project Manager cc: All Attendees

Broward County, FL MEETING MINUTES APCO P25 Public Safety Radio and Microwave Systems Date: April 4, 2017 Location: Room GC A460, 115 S Andrews Ave, Fort Lauderdale, FL Project: APCO P25 Public Safety Radio and Microwave Systems Project #: 15-146 Preparer: Bonnie Maney 1. Purpose

The purpose of this meeting was to negotiate a contract with Motorola Solutions, Inc. APCO P25 Public Safety Radio and Microwave Systems replacement project. 2. Attendees:

Michael Mullen Broward County (Broward) Namita Uppal Broward Lygia Torres Broward Jose De Zayas Broward Rene Harrod Broward Bonnie Maney Mission Critical Partners (MCP) Nick Falgiatore MCP Rob Sterner MCP Judy Jean-Pierre Motorola Solutions, Inc (MSI) Stacy Chick MSI Robert Marshall MSI Kim Camps MSI Dan Kimpe MSI Buster Learner MSI Jorge Vasconcelos MSI Tim Matthews MSI Mitch Novak MSI Randy Johnson MSI Moeen Mujeeb MSI (Telephonically) Blake Smith MSI (Telephonically) Ray Medina Aviat Networks (Telephonically) Patrick Kahn Aivat Networks (Telephonically) 3. Meeting Minutes – April 4, 2017

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The meeting began at 1:12 P.M. Eastern with opening remarks by Mr. Michael Mullen senior purchasing agent for Broward County. Mr. Mullen confirmed attendance of Robert Marshall with Motorola who affirmed he is authorized to bind the company. Both the County and Motorola affirmed that their legal counsel were in attendance; Ms. Rene Harrod for Broward County and Ms. Judy Jean-Pierre for Motorola. The negotiation meeting was recorded. 4. Purpose of the Meeting The purpose of today’s meeting is to continue negotiations with Motorola as the number one ranked vendor for the APCO P25 Public Safety Radio and Microwave systems. The goal of today’s meeting is to continue the open discussions. If there is an element that all parties agree on that item can be modified, however throughout negotiations, content that impacts previous items can be readdressed. For the matter of document control, Ms. Harrod continues to maintain control of the document. She will update the document and distribute it to all parties as appropriate. 5. Motorola P-25 Agreement Review

A-2 Facilities and Infrastructure Development o Ms. Uppal advised there the County’s construction management division will be

consulted so that their input may be incorporated. Section 1 – Overview

o Site walks have been completed for the existing sites. Mr. Blake Smith also walked the new sites last Thursday including the Pompano, West Hollywood and Parkland sites. He revisited Channel 2 and needs to take another look at the design. It will take a good portion of this week before Motorola has this information.

o The County emphasized the importance of having all site walks completed pre-contract so all the information can be included in the contract.

1.1.7 – Diesel Fuel System o The County advised that nothing beyond what was in the specification for protection was

required. Motorola will provide the County with available options for consideration. 1.1.8 (J1) – Access Roads

o Motorola confirmed that some access road work (e.g. excavation will be required). Access roads are required in the Request for Proposals (RFP) so they need to be included.

o It was affirmed during the discussion that the Ch 2 site does not have any access road issues.

o Motorola accepts responsibility for sites that are part of the solution. 1.1.11 – 48 VDC Power System Overview

o The County sought clarification regarding if the DC plant accounts for the County’s existing equipment. The County will provide information on the non-Moto systems (e.g.

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SONIK) including type of run time and overhead so the County can determine if need they need increase the size of the DC plant.

o The County will provide this tomorrow, April 5, 2017 and then will be revisited during subsequent negotiations meetings.

2.2.1 – Existing Facility Improvement Work o Citing Section 1.1.8 of the specifications in the RFP the County stated there is no

change of scope in this section. However, Motorola expressed that they think the shelter upgrade and bringing supporting systems to equal conditions is a change in scope.

o Motorola contends that they do not know what the condition of systems such as the heating, ventilation and air conditioning (HVAC) are in. From Motorola’s perspective, a determination needs to be made if equipment is serviceable or needs to be replaced and stated the proposal included servicing but not replacing the HVAC. It was suggested by the County that if during the inspection, Motorola determined the HVAC is not sufficient then Motorola needed to have included replacement of the unit in the proposal.

o The County needs to know if systems such as the HVAC need to be replaced so they can plan for replacing it with a more efficient unit. If during the project the County decides they want to replace the unit then that will be on the County’s cost. With the information available the County will decide during the first design review and have those decision made then.

o Clarifying language was added to each site section to reflect this. 2.1.8 – Site Name: Channel 2

o Considering the age and guided wire structure the County asked Motorola to price a new 300’ tower.

o Table 2-42 Motorola still needs to provide itemized pricing.

2.1.9 – Site Name: Deerfield o Clarifying language adding indicating the County wants pricing for a 300’ tower with the

understanding that if the County requires 180’ then the pricing will be reduced accordingly.

o The coverage mapping will be kept at 180’ to be adjusted if confirmed at 300’. 2.1.11 Site Name: West Lake Park

o The County will double check the coordinates and Motorola will confirm coverage. 2.1.13 Site Name: Coconut Creek

o Motorola needs to adjust the pricing for this and the other two dispatch center sites (removed towers and microwave).

3.1.1 – Site Prep for New Sites o Clarifying language was added indicating Motorola will handle coordinating site prep for

new sites. o It was agreed that wherever physically possible shelters will be changed to 24’ x 32’.

This will be revisited once the sites are assessed and will be site by site determination. Section 4 – Substantial Completion Acceptance Criteria.

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o This section will be revisited once the County’s construction management division reviews the document.

A-3 Microwave System Section 1 - Digital Microwave Network

o A: Reference to channel banks was removed from the document as they are not required for this project.

o G: The County will provide circuits from AT&T but Motorola will be responsible for the interface to the circuits.

o I: Performance Objectives After discussion around clarifying language added it was agreed to reference the

RFP requirements and add language pointing to the table in this section. Aviat affirmed there was nothing proprietary in the table and it can be included in the document.

o O: Channel bank/multiplex equipment Because channel banks are not needed for this project, clarifying language was

added clarifying regarding channel banks (or equivalent). 1.3 - Remote Terminal Units (RTUS)

o The County reminded that all equipment and software needs to be including in Schedule One and Two.

1.4 – Microwave Backhaul Design o Motorola included updated drawings showing redundancy and interconnection. The key

is that there is no single point of failure for any interface provided. The County will review the drawings and the discussion revisited in subsequent negotiation meetings.

o Aviat will provide updated Figure 2-82 changing the name from “Hard Rock” to “West Hollywood”.

o Aviat to remove language that indicates confidentiality from the footer and all diagrams. 1.6 - Rack, Jackfields, and DC Power Plants

o Agreed on deleted language Section 3 – Preliminary Acceptance Criteria

o The County affirmed that they do not want high level information in this section. They want information to the degree of what you would see in a staging or acceptance test plan. Will be identified as a preliminary factory and field ATP. This criteria will be included as an attachment.

Break: 2:25 P.M. – 2:40 P.M. Ms. Lygia Torres left the meeting during the break

A-4 Subscriber Equipment o H: All parties agreed that Preventative Maintenance (PM) must be included at time of

codeplug update. o 1.2 - Subscriber Warranty

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Considerable discussion took place regarding commencement of beneficial use and when the subscribers warranty starts. The County will discuss internally and this section will be revisited in future negotiations.

Mr. Blake Smith with Motorola joined the meeting telephonically at 2:49 P.M.

3.1.1 - Site Prep for New Sites o With Mr. Smith joining the meeting, additional discussion regarding the site prep for new

sites took place. Mr. Smith stated he was out at the West Hollywood site. He was advised by Bill Kay with the facility management that there is going to be a lot of reconstruction at this site.

o The County needs to bring public works into this conversation to know what they are looking at. The County will talk to the real property and water treatment plant staff to eliminate duplication of effort.

o Motorola is looking to have the site development exhibit almost complete this week so it can be locked into the contract language in the scope.

o Motorola will provide an updated exhibit as well. There are some open items for updated sites that will need to be populated.

o Motorola expressed concerns about the room size at the Pompano Beach site . The County advised that based on what Motorola submitted, they have a plan to fit 9 racks into that area. The County will provide this information to Motorola for review and the it will be revisited during future negotiation meetings.

Mr. Smith left the meeting at 3:01 P.M.

A-4 Subscriber Equipment o Clarifying language from the RFP was added regarding subscriber options. Motorola

deleted language that was duplicative. Motorola needs to sync up tables and pricing. o Extended Warranty is for 3 and 5 years (per device) in addition to the original first year. o County was going to require agencies to have a second touch to remove legacy

information. o Motorola to fix broken links. o Moto update pricing sheets to reflect 25% and 40% discounts.

6. Motorola P-25 Agreement Review (Revisit A-1)

Introduction o Mejia Telecommunications’ (Sub-contractor) experience is with monopoles not self-

supporting towers. Motorola to conduct due diligence on Kirms who is familiar with the County’s towers. Motorola will complete the scope assessment as to what the subs cover and let the County know what the requirements are so they can will submit OESBD.

1.4.3 – Quality Control Plan

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o Provided but still not where the County wants it to be. Motorola will revisit and it will be reviewed during subsequent negotiation meetings.

1.4.5.1.8 – ASTRO 25 FNE Installation o Motorola still needs to update this section.

Table 2-14 – Responsibility Matrix o Mr. Tim Matthews is still working on the interface table. He wants to take the new

shelters and what Motorola is going to interface to and monitor and know that Motorola can bring the old shelters equal with new shelters.

1.5.1 Overview – Over the Air Rekeying (OTAR) and Over the Air Programming (OTAP) o This section still needs scope detail of what is and is not included rather than a

description. Motorola to provide. 1.5.5 – System Expansion

o Table 2-19 Both Motorola and the County added clarifying language.

1.5.6 – Site Selection o The Tamarac site was updated to a 300’ self-supporting tower.

1.5.7 - Coverage o The service areas were updated from four to five to include the backup system.

1.5.7.2 – Map Criteria o Table 2-21 – Fixed Network Map Criteria

The County added a note to clarify that the table reflects the tower heights used at each site to run coverage maps and the actual height of Channel 2 tower.

Table 2-23 – Antenna Systems o Motorola still needs to provide a softcopy that is editable.

1.6.10 – Paging o Motorola advised that can transmit Knox Box tones with touch tones as long as they are

standard Knox Box tones. When we get into Contract Design Review (CDR) we will get a list of all the tones to make sure they are compatible

1.8.5 – Coverage Testing o The County to review the Visio drawing provided by Motorola which will be discussed at

future negotiations meetings. o The County still needs to review the Visio drawing provided by Motorola which will be

discussed at future negotiations meetings. Table 2-28: Test Tiles for CATP

o Motorola to update the table. o Motorola to update in building coverage guarantee based on current site configuration.

Schedule 1 – Software o Motorola to provide types of license (server, enterprise, user) and number of licenses.

Motorola to resolve internally. Schedule 2 – Equipment

o Motorola to update this section. Schedule 7 – Block Diagrams

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o All block diagrams will be moved to Schedule 7. 7. Next Meeting

Three more negotiation meetings are scheduled with the next meeting scheduled for Wednesday, April 19, 2017.

Meeting adjourned at 4:36 P.M. These minutes are a summary of the writer’s interpretation. Unless changes are identified within ten days of receipt, via letter, agreement with the content shall be assumed. Respectfully submitted, MISSION CRITICAL PARTNERS, INC. Bonnie Maney Project Manager cc: All Attendees


The purpose of today’s meeting is to continue negotiations with Motorola as the number one ranked

vendor for the APCO P25 Public Safety Radio and Microwave systems. 2. Attendees:

Michael Mullen Broward County (Broward) Namita Uppal Broward Jose De Zayas Broward Rene Harrod Broward Bonnie Maney Mission Critical Partners (MCP) Nick Falgiatore MCP Judy Jean-Pierre Motorola Solutions, Inc (MSI) Stacy Chick MSI Robert Marshall MSI Kim Camps MSI Dan Kimpe MSI Buster Learner MSI Jorge Vasconcelos MSI Tim Matthews MSI Mitch Novak MSI Moeen Mujeeb MSI 3. Meeting Minutes – April 19, 2017 The meeting began at 1:12 P.M. Eastern with opening remarks by Mr. Michael Mullen senior purchasing agent for Broward County. Mr. Mullen confirmed attendance of Mr. Robert Marshall with Motorola who affirmed he is authorized to negotiate on behalf of Motorola and bind the company. Both the County and Motorola affirmed that their legal counsel was in attendance; Ms. Rene Harrod for Broward County and Ms. Judy Jean-Pierre for Motorola.

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For the matter of document control, Ms. Rene Harrod introduced a document control sheet that will be used moving forward to assign sections of the document to specific individuals and distributed to all parties as appropriate. The negotiation meeting was recorded. 4. Goal of the Meeting The goals for today’s meeting is to continue the open discussions. If there is an element that all parties agree on that item can be modified, however throughout negotiations, content that impacts previous items will be readdressed. It is the intent to finalize Exhibits A-3, A-4 and other documents as time allows with the intention of finalizing all documents by close of business on Friday, April 21, 2017. This will set of the following week to review pricing. 5. Motorola P-25 Agreement Review

The Scope of Work (SOW) was reviewed for comments and edits. Where all parties agreed, the comments were addressed and edits accepted. • Exhibit A-3 – Microwave

o Motorola confirmed that Schedule 1 includes all software. The County affirmed that Schedule 2 is just a comprehensive list of equipment to be provided and that Motorola can provide the schedule without the pricing which will be included in another schedule.

o Exhibit A-3 is complete. • Exhibit A-4 - Subscriber Units

o 1.2 – Subscriber Warranty ▪ Clarifying language accepted by all parties. ▪ A variety of support options were discussed and language added as needed. For

example, Section A - Depot Support language was removed; Section D - Radio Combo Support language and Start of Service – Lite were added.

▪ G – All agreed to suggested modifications for individual support options. o 3.0 – Pricing

▪ Since this is subscriber equipment that the municipalities will be ordering from, there will a section within Exhibit B – Subscriber Equipment which indicates separate pricing. All pricing information will be in one document but will have subscriber equipment pricing broken out.

o Exhibit A-4 is complete with the exception of the pricing. • Quality Control Plan

o This section is still not where the County wants it to be. Ms. Harrod will take it and put it into a newly created Schedule 6. The Quality Control Plan will be revisited during the future negotiation meetings.

• Exhibit A-2 - Facilities and Infrastructure Development o Motorola provided a site summary spreadsheet for informational purposes only. Any

changes resulting from the conversation will be captured A-2.

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o Lengthy discussion took place regarding the need for new shelters, space in existing shelters, parallel installation and cutover challenges. The County understands long term constraints and challenges, however questions on cutover are on Motorola to figure out. There are other sites that have space challenges that need to be figured out as well.

o The Core site was updated to include keeping the existing shelter and adding a new shelter. The County will leave the existing shelter for the non-County equipment.

o Changes in generator sizes was the result of the previous shelter size being increased. o Section 1 - Overview

▪ County added language that clarified the use of Notices to Proceed (NTPs) to cover three categories – Design, Permitting and Construction. The County is going to be as intelligent as they can to move this forward. The push is coming from the County’s construction management division.

o J – Access Roads ▪ Changes were made to the language by Motorola after the last meeting which

the County does not agree with. Motorola confirmed that there were no issues with the access roads. The County noted that the Parkland site requires crossing a narrow bridge for access, but there is already a tower in the same area so access should not be an issue. After discussed the language was modified and agreed upon by all parties.

o 48V DC Power System Overview ▪ The County advised they still have not seen the runtime calculations with these

considerations but everything else is good. Motorola stated they included everything the County had listed and that they have 25 percent growth added based on the new calculation. Considering this, the County advised they no longer need the runtime calculations as it is included in what Motorola just provided. All parties agreed.

o 2.1.1 – 2.1.19 - Site Name ▪ Language and tables in all 18 site sections were updated to reflect changes

related to shelter and direct current (DC) power previously discussed today. For consistency, the language for all sites was clarified and standardized.

• Markham Park, Davie and Miramar require new generators. • The tables for the Playa (2.4) and Points of America (2.6) sites were

updated to reflect the proper amount of line that is needed based on it being a roof top site.

• For the Miramar site (2.7) the County wants to keep the existing 12 x 32 foot shelter with the Uninterruptible Power Supply (UPS) and have the new 12 x 32 foot shelter be on the new DC power plant. Due to land limitations, this shelter is different from the others which have a 24 x 32 foot shelter. After much discussion, Motorola is going to back out tomorrow and re-measure. Although there is no expectation to expand the compound, Motorola thinks they are going to have to open up the compound one way or another. The County is good with it as is for now.

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• The old shelter at the Channel 2 site (2.8) needs to be removed and demolished.

• Motorola updated the picture for West Lake Park site (2.11).

• Mr. Blake Smith with Motorola joined the meeting telephonically at 2:44 P.M.

o These changes also included language added by Motorola and clear up for each Antenna and Transmission Lines subsection with slight variations. All parties found this acceptable.

o Any site getting a new shelter is getting a new UPS to go with it. Whereas, if keeping the existing shelter the County will keep the UPS in place.

o All three dispatch sites - Coconut Creek, Sunrise and Pembroke Pines Dispatch - will have no civil work. Grounding and electrical work will take place to the degree and extent needed for the Fixed Network Equipment (FNE) install.

o A blanket statement was added for all new sites – Site Details: Tower Work has been added. There is a section further down that includes Motorola’s responsibilities for all

new sites. A reference to this section was added to the Site Engineering section. o Discussion took place regarding the specifics of each existing and new site, including the

dispatch centers. These discussions included the status (demolish or reuse) existing shelters, power (UPS or DC power). All agreed upon changes were incorporated into the document.

o Exhibit A-2 is complete with the exception of a comment left for Ms. Harrod to review the acceptance criteria.

• As a result of changes in Exhibit A-2 there are changes that need to be made to Exhibit A-1 -

Radio System SOW. Ms. Stacy Chick will own remaining revisions in this document. Revisions to Exhibit A-1 will be reviewed during the Friday, April 21 negotiation meeting.

• The project schedule is now moved to newly created Schedule 10. Break: 4:22 P.M. – 4:35 P.M.

• Section 1 – Overview o Table 1-2 - Motorola Solutions’ Subcontractors

▪ Mejia Telecommunications does not meet the requirements that now exist because of the additional tower work. Kirms has been added to the list. Kirms was not included in the original as they are a replacement due to the changes in the tower scope.

▪ Motorola needs to provide the County with an email explaining the issue and it will be forwarded to Office of Economic and Small Business Development (OESBD) to review. Motorola is unsure if they are meeting the goal until we have the pricing completed.

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▪ A representative from OESBD will be invited to Friday’s negotiation meeting to be

part of the County Business Enterprise (CBE) discussion. o Exhibit B – is a subdocument to A-1. The desire is to be able to execute optional

services once an informed decision can be made regarding scope and pricing. The ASTRO 25 Responder Location Integration with PremierOne was not included in the original pricing. This has been placed in the options section and Motorola needs to provide pricing on this as an option. Motorola suggested this could go into A-5 Integration Options with PremierOne CAD. Motorola will provide additional information for the next negotiation meeting on Friday, April 21.

• Standard Alarm Spreadsheet o The County wants to know what the alarm points are as there are standard alarms and

then options that can be monitored. The County found it interesting that the spreadsheet did not include hundreds of alarms. Motorola advised they have them but many are not related to what the County is going to have. Motorola had provided a standard alarm sheet but the County wants to see a list of the non-standard alarms as well. The list should also include a recommended list of alarms for the DC plant.

• Fire Suppression o The County advised that all new shelters need to have a fire suppression system and

existing shelters need to be retrofitted if they do not have a fire suppression system. Motorola confirmed new fire suppression systems would be provided.

• Maintenance and Warranty o Motorola advised they have not received the maintenance and warranty document yet.

The County advised they would have something for them to work off by tomorrow, April 20th.

• Schedule 7 – Block Diagrams o All block diagrams will be moved to Schedule 7.

• Schedule 5 - Interfaces Including Alarms o These will be provided in time to be reviewed during the next negotiations meeting on

Friday. o Interfaces including shelters alarms include CAD, logging recording, Remote Terminal

Units (RTUs), Genesis and integration to the master site, and Inter RF Subsystem Interface (ISSI)

• Schedule 10 – Project Schedule o County agreed to include language that indicates that Motorola will be granted additional

time if the delay is on the County’s side. For example, delays in site acquisition and

leases. • Schedule 1 – Software

o The schedule Motorola provided is more detailed than the County requires. It is needed by the County for auditing purposes but not to the technical level. After detailed discussion, Motorola will make the requested adjustments and bring the updated document back for Friday’s negotiation meeting.

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6. Next Meeting • The next meeting scheduled for Friday, April 21, 2017. The goal is to wrap up negotiations by

next Wednesday, April 26, with a meeting tentatively scheduled for Friday, April 28, if needed. Meeting adjourned at 5:35 P.M. These minutes are a summary of the writer’s interpretation. Unless changes are identified within ten days of receipt, via letter, agreement with the content shall be assumed. Respectfully submitted, MISSION CRITICAL PARTNERS, INC. Bonnie Maney Project Manager cc: All Attendees


The purpose of today’s meeting is to continue negotiations with Motorola as the number one ranked

vendor for the APCO P25 Public Safety Radio and Microwave systems. 2. Attendees:

Michael Mullen Broward County (Broward) Namita Uppal Broward Jose De Zayas Broward Rene Harrod Broward Lisette Forrest Broward Bonnie Maney Mission Critical Partners (MCP) Nick Falgiatore MCP Stacy Chick Motorola Solutions, Inc (MSI) Judy Jean-Pierre MSI (telephonically) Robert Marshall MSI Kim Camps MSI Buster Learner MSI Jorge Vasconcelos MSI Tim Matthews MSI Mitch Novak MSI Randy Johnson MSI Moeen Mujeeb MSI 3. Meeting Minutes – April 21, 2017 The meeting began at 1:14 P.M. Eastern with opening remarks by Mr. Michael Mullen senior purchasing agent for Broward County. Mr. Mullen confirmed attendance of Mr. Robert Marshall with Motorola who affirmed he is authorized to negotiate on behalf of Motorola and bind the company. Both the County and Motorola affirmed that their legal counsel were in attendance; Ms. Rene Harrod for Broward County and Ms. Judy Jean-Pierre for Motorola.

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The negotiation meeting was recorded. 4. Goal of the Meeting The goals for today’s meeting is to continue the open discussions. If there is an element that all parties

agree on that item can be modified, however throughout negotiations, content that impacts previous items will be readdressed. It is the intent to review and finalize Exhibits A-1 through A-10 along with Exhibit C and other documents as time allows with the intention of finalizing all documents and set up the following week to review pricing. 5. County Business Enterprise (CBE)

• Because the requirement for monopoles is no longer part of the scope that work has gone away and the new CBE percentage needs to be calculated. The dollar value on the remaining three remaining CBE contractors has gone up.

• Mejia Telecommunications (Mejia) will be used as a sub to get more experience with regards to larger towers sites beyond monopole. Per the Office of Economic and Small Business Development (OESBD), Mejia’s participation can still be counted as a subcontractor but only for their portion of the work with their labor.

• Ms. Lisette Forrest left the meeting at 1:25 P.M. to confirm if the County would update the CBE commitment values now or after contract approval by the Board. Ms. Forrest returned at 1:33 P.M. and the confirmed that no changes are made until after the contract approval by the Board. If the CBE value is less than the original commitment due to something out of the vendor’s control, such as the decision by the County to eliminate monopoles, then the County would make those adjustments. If it is something within the vendor’s control then the vendor is

subject to making a good faith effort to meet the commitment stated in the proposal. Good faith is defined in the contract documents.

Ms. Forrest left the meeting at 1:38 P.M. 6. Motorola P-25 Agreement Review The Scope of Work (SOW) was reviewed for comments and edits. Where all parties agreed, the comments were addressed and edits accepted.

• Exhibit A-1 - Radio System SOW o Changes are the result of changes from Core site to EMS site. o Over the Air Rekeying (OTAR) and Over the Air Programming (OTAP), and Global

Positioning System (GPS) location integration management should all be in Exhibit A-5. o With regards to Interference Locater the County thought that this enhancement was

going to be included in the software release that the County is getting as a core offering. Motorola confirmed that they inferred such during the short list presentations and have now included it in the base contract.

• 1.5.6 - Site Selections

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o Language was added that allows the County to modify site locations as they are confirmed during the design phase. Changes shall not impact scope or price. Parties agree to work cooperatively to finalize the sites prior to the final design.

o Exhibit A-1 is complete. • Schedule 7 – System Block Diagrams

o Preliminary system block diagrams were added to Schedule 7. • Exhibit A-2 – Infrastructure and Civil Work

o Reviewed and considered substantially complete. • Exhibit A-3 – Microwave

o Section 3 – Preliminary Acceptance Testing ▪ Motorola has the draft microwave acceptance test plans. The factory acceptance

test plan and field acceptance test plans were added as Schedules 11 and 12 respectively.

o Exhibit A-3 is complete. • Exhibit A-4 – Subscriber Equipment

o Reviewed and excepted as complete. Break: 2:43 P.M. – 3:00 P.M.

• Exhibit A-5 – Optional Services o Motorola will have pricing for the options on Monday, April 24, 2017. o Over the Air Off-Frequency Radio Identification is a future offering. If radio subscribers

have push to talk location, the system will be able to collect the data to provide this diagnostic information.

o Radio authentication requires an additional server and the application in the radio. It is a P25 option. All radios on the system do not have to have it for it to work properly. You can set it up based on a range of IDs. You can have talk groups with radios that have radio authentication and talk groups without this feature.

o Exhibit A-5 is considered substantially complete. Requires clean up and an item from Motorola.

• Exhibit C – Support and Maintenance Services o Records and Reports (f)

▪ Updated to clarify that this is to include labor hours. o 2.1 – System Support and Maintenance Services

▪ At this point the County will maintain the tower and generators. The County is currently maintaining the Uninterruptible Power Supplies (UPSs) but with going to the direct current (DC) plants, they will have to investigate if the County wants to subcontract out the maintenance of the DC plants. Motorola to provide pricing for this as a support and maintenance option and the County will make a decision later on.

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▪ Support and Maintenance section will be organized as a menu of services to include emergency tower maintenance and be based on time and materials pricing.

▪ There will need to be close correlation between the contract, pricing and what services the County expects to receive. Language was also added to articulate what services are not included. Everything on the equipment list – Schedule 2 - unless expressly excluded is included in support and maintenance.

▪ The County confirmed that Motorola will use a tracking system to provide information regarding items that are in the system for repair.

▪ Failure to Meet Required Response Times – The actual dollar amount is not covered in the original agreement. Discussion regarding the amounts is tabled for the next negotiation meeting. All parties agreed that language regarding the concept of required response times is included only in Exhibit C to eliminate any duplicative language in the main agreement.

▪ Downtime Maintenance Credit - Language was updated to align with Motorola severity tables. Language was also added to clarify when credits are used.

▪ The Microwave and infrastructure support sections were rearranged. These sections are basically the same with regards to services so rather than have a separate section, language was reviewed and aligned to the satisfaction of all parties.

▪ Reference to painting the towers within the warranty year was removed. ▪ Rather than define a separate DC power maintenance a reference was included

in the overview of this section. ▪ Most third-party warranties begin at shipping. For example a shelter whereas for

Motorola equipment warranty inclusive of third-party begins at acceptance. The County wants to make sure that any third-party warranties are captured and understood so that these warranties are not inadvertently voided and the County can make warranty claims if needed. For dropship items Motorola would typically contact the third-party vendor to make the repairs. After the warranty period, the County would contract maintenance with their existing provider.

o Exhibit C is considered complete.

• All outstanding questions in the Exhibits have been resolved, it is more a matter of formatting and clean up. The County will be responsible for cleaning up the document and provide a copy to Motorola.

• Schedule 2 – Equipment

o Imbedded software that the County does not hold the license for is included in this schedule.

o The County still needs to review this schedule. The key to this schedule is that even though it is lengthy that it is organized by site.

o Language was added that if there is something that is omitted from the equipment list that is essential to the system design, functionality and final acceptance that equipment

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is still included. To the extent that the parties agree equipment can be exchanged for equal or greater functionality or capacity.

o While subject to a final review by the County, Exhibit 2 is substantially complete. • Schedule 5 – Interfaces and Alarms

o This schedule includes both inbound and outbound interfaces some of which are one way and two way depending on the interface.

o There is a firewall between the system and the VPI logger that is one way. CAD and ISSI are all two way. All site alarms are one way unless otherwise indicated.

o The overall list of alarms has been provided in the schedule. Motorola and the County needs to decide which alarms from the list they want to deploy for each of the shelters whether existing or new.

o Schedule 5 is considered complete. • Schedule 10 – Project Schedule

o Motorola is planning on shipping equipment by the end of the year. The plan is to inventory, asset tag and store it in a local warehouse. Equipment will be stored by site. The County will obtain a spool of asset tags to facilitate this.

o Motorola has staging in November which is aggressive. o Based on the proposed schedule, by February 16th, 2018 the County has to have all

sites locked down to the point that nothing is changing so Motorola can start their regulatory approvals. For the sites that the County does have locked down, Motorola should start the process now. This is based on groups of three sites at a time depending on the complexity of each group of sites. Motorola plans on sequencing and stagger them based on the degree of difficulty and complexity.

o Motorola anticipates all of the regulatory requirements to be completed by June 7, 2018. o The County expressed concern with how tight the schedule is between beginning site

construction and install RF equipment, that it does not leave much time to construct a tower for the raw land sites. Motorola indicated that there are activities that can be done prior that do not require disturbing the ground. The County wants there to be reasonable dates to ensure there is enough time for construction. Typical construction of a tower takes six to nine months depending on the complexity of the site. Based on the proposed schedule that construction schedule is not reflected.

o Motorola is going to review the schedule and update it based on this information. It needs to be clear in the schedule what would be considered a County responsibility and a Motorola responsibility.

• Schedule 1 – Software o Third-party software is licensed to Broward based on the terms and condition. Unless

something like Microsoft then the County did not need that. Motorola will need to revisit this schedule. The goal is all third-party software that is needed to run the system must be licensed to the County. There is between six and ten of these licenses.

7. Next Meeting

• The next meeting is scheduled for Wednesday, April 26, 2017.

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Broward County, FL MEETING MINUTES APCO P25 Public Safety Radio and Microwave Systems Date: April 26, 2017 Location: Room GC 302, 115 S Andrews Ave, Fort Lauderdale, FL Project: APCO P25 Public Safety Radio and Microwave Systems Project #: 15-146 Preparer: Bonnie Maney 1. Purpose

The purpose of today’s meeting is to continue negotiations with Motorola as the number one ranked vendor for the APCO P25 Public Safety Radio and Microwave systems. 2. Attendees:

Michael Mullen Broward County (Broward) Namita Uppal Broward Jose De Zayas Broward Rene Harrod Broward Gerard Boucaud Broward Bonnie Maney Mission Critical Partners (MCP) Nick Falgiatore MCP David S Jones MCP Stacy Chick Motorola Solutions, Inc (MSI) Judy Jean-Pierre MSI Robert Marshall MSI Kim Camps MSI Buster Learner MSI Jorge Vasconcelos MSI Tim Matthews MSI Mitch Novak MSI Moeen Mujeeb MSI Tim Brandt MSI Dan Kimpe MSI 3. Meeting Minutes – April 26, 2017 The meeting began at 1:10 P.M. Eastern with opening remarks by Mr. Michael Mullen senior purchasing agent for Broward County. Mr. Mullen confirmed attendance of Mr. Robert Marshall with Motorola who affirmed he is authorized to negotiate on behalf of Motorola and bind the company. Both the County and Motorola affirmed that their

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legal counsel was in attendance; Ms. Rene Harrod for Broward County and Ms. Judy Jean-Pierre for Motorola. The negotiation meeting was recorded. 4. Goal of the Meeting The goals for today’s meeting is to continue the open discussions. If there is an element that all parties agree on that item can be modified, however throughout negotiations, content that impacts previous items will be readdressed. It is the intent to review and finalize the agreement, all exhibits and schedule and review pricing. 5. Motorola P-25 Agreement Review The Scope of Work (SOW) was reviewed for comments and edits. Where all parties agreed, the comments were addressed and edits accepted.

• Exhibit A-1 - Radio System SOW o 4.4 - Time for Performance

The support and maintenance does not require a Notice to Proceed (NTP) it will continue until Motorola is notified of termination.

Language modified and agreed upon by all parties. • Exhibit A-2 – Infrastructure and Civil Work

o Section 4 – Substantive and Final Completion Criteria Clarifying language added to articulate the criteria and close gaps in the R56

language. Language was reviewed and accepted by all parties. • Exhibit A-4 – Subscriber Equipment

o Additional Option for Local Support Motorola added language that end users can combine types of support which

can reduce turnaround time. Motorola will make necessary modifications to ensure the names in the price list

match the names in Exhibit A-4. Local support option allows user to bring radio to Motorola who will troubleshoot

locally if possible. If the unit cannot be fixed locally the unit will be sent to the depot.

Basic service is strictly depot service. The intent of local service is to reduce the incidents of “no trouble found” and the turnaround time it takes to go to the depot.

Local support does not include depot service. Essentially if you want both local and depot service the end user has to pay for both.

If the end user uses the designated delivery service – FedEx - Motorola will pay round trip shipping to and from the depot.

o Attachment A – Subscriber Pricing Motorola taking the document back to update pricing and align the headings.

o 3.0 – Pricing

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Municipalities understand they need to migrate and some have already budgeted funds. The Migration Incentive is to incentivize municipalities to plan and budget sooner than later. The County’s position is that they want to have a two-year period so that those that have not begun budgeting will have two budget cycles to do so.

o Exhibit A-4 is complete with the exception of an agreed upon time period for the migration incentive.

• Exhibit A-5 – Optional Services o Section 6 – P25 Radio Authentication and Section 7 – Over the Air Off-Frequency Radio

Identification, are limited in detail. If executed, the SOW and pricing will be provided in further detail. Section 6 is part of the P25 suite of standards. Section 7, per Motorola, is a future offering.

• Exhibit C – Support and Maintenance Services o Exhibit language was reviewed in each section and accepted. The customer support

plan is a living document. As needed, the document can be updated. o Remote Technical Assistance becomes more important in the P25 environment and

goes hand in hand with remote monitoring. If there is a failure that Motorola cannot handle remotely it will be handled in the normal manner. If the County is paying for monitoring, Motorola should be watching, dispatching and fixing issues.

o There are two statements of work; one for monitoring and another for remote technical support. The dependency is one way. If the County is already contracting for maintenance and support then there is not a need for technical support. In the current environment, the people calling technical support are the Motorola FSO. Unless the County becomes self-maintained the County does not see the value in having the technical support.

o The maintenance and support offering included the logger recorder. Interfaces and anything required to make the logger recorder work with the radio system are included however, ongoing maintenance for the logger recorder does not need to be included in this contract and was removed.

o Language was added to clarify. • Exhibit E - Disaster Recovery Plan

o Resources beyond staff such as Site on Wheels (SOW) or gateway are not identified. The County asked Motorola if they have a rate table for these services. Motorola stated in the event of a disaster, Motorola brings in a team and allocates resources. They also open a disaster center hotline that customers can make requests for what they need. These services will be provided at the then current rates. Motorola will include an emergency pricing schedule.

o Clarifying language was added that was acceptable by all parties. • Exhibit F – System and Software Upgrades

o System Upgrade Agreement (SUA) comes in SUA 1 and SUA 2 offerings. SUA 1 provides system upgrades in a 1-year period. SUA 2 provides for system upgrades within a 2-year period. The purpose of the SUA offering is to keep systems current with

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what is coming out of the factory. SUA also usually entitles the client to system enhancements, but in the County’s case, the enhancements are included in the maintenance and support.

o The County’s Terms and Conditions (T&C) include language related to system upgrades and enhancement which Motorola waived prior to contract award. The documents need to align with the SUA bundled offering.

o Maintenance years 2 - 5 was required to be included in the Bid Sync submission. Motorola sought clarification at the time submission and the County provided that the SUA was included in the years 2 - 5. For years 6 – 15, the software update costs were broken out. Motorola clearly submitted a document that included years 2 - 15. The Motorola pricing sheets clearly articulated pricing. The County will review the Bid Sync submission.

• Schedule 4 - Microwave System Support and Maintenance Services o The list of maintenance services was updated and terminology between the document

and table were aligned. o Schedules 1 and 2 - Software and Equipment respectively, now include microwave.

Break: 3:25 P.M. – 3:50 P.M.

• Schedule 2 – Equipment o Language modified and agreed upon by all parties.

• Schedule 3 – Training o Document was aligned with the pricing schedule. o Pricing for training is valid for the duration of the warranty and subject to 3 percent per

year. o Discount pricing for courses in Motorola’s catalog of training offerings was discussed. o Training is included for the term of the contract (15 years).

• Schedule 10 – Project Schedule o The project schedule time line now includes allowances for site construction. o Key dates for final site identification was discussed. o The detailed schedule provided by Motorola was used to determined payment

milestones which were and added to the schedule. • Exhibit B - Pricing

o There was a line item in Bid Sync for SUA 2 for years 2 – 5 and a separate line item for maintenance. The County required they be included together. The County noted that this was exception 29, taken and waived by Motorola during the evaluation committee meeting.

o Costs for item 2 – software updates for years 6 – 15 - have to be removed because they are, as previously discussed, included. The County’s T&Cs includes a clause that the County is entitled to receive software updates, enhancements, etc., and as such that software updates for years 6 – 15 are to be included at no additional cost.

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o A review of the original proposal was conducted with regards to pricing discounts. The County noted the original discount was higher than the current discount. Motorola stated, the discounts are tied to the specific scope of the project. Much of the scope that has been enhanced is from a third-party provider so Motorola does not have as much leeway with the discounts with them. Motorola attempted to account for this in a higher loyalty discount but the discount still is not as much as it was previously.

o Motorola is to update the subscriber 1-year versus 2-year pricing as well as the training pricing.

o Comparing with other Motorola projects the County has seen higher incentive discounts for subscribers than provided in this proposal. The County has asked Motorola to review and bring this back at the next negotiation meeting.

o When asked. the County stated they are not prepared to exercise any of the options at this time that could impact further pricing discounts.

o The County noted that the hourly rates are fairly consistent with what the County has seen elsewhere.

6. Next Meeting

• The next meeting is scheduled for Friday, April 28, 2017. Meeting adjourned at 5:25 P.M. These minutes are a summary of the writer’s interpretation. Unless changes are identified within ten days of receipt, via letter, agreement with the content shall be assumed. Respectfully submitted, MISSION CRITICAL PARTNERS, INC. Bonnie Maney Project Manager cc: All Attendees


The purpose of today’s meeting is to continue negotiations with Motorola as the number one ranked vendor for the APCO P25 Public Safety Radio and Microwave systems. 2. Attendees:

Michael Mullen Broward County (Broward) Namita Uppal Broward Jose De Zayas Broward Rene Harrod Broward Nick Falgiatore Mission Critical Partner (MCP) Stacy Chick Motorola Solutions, Inc (MSI) Judy Jean-Pierre MSI Robert Marshall MSI Kim Camps MSI Buster Learner MSI Jorge Vasconcelos MSI Dan Kimpe MSI Mitch Novak MSI Tim Brandt MSI (telephonically) Rich Brancale MSI (telephonically) Tim Matthews MSI (telephonically) Moeen Mujeeb MSI (telephonically) Kristi Ammirati MSI (telephonically) 3. Meeting Minutes – April 28, 2017 The meeting began at 11:15 A.M. Eastern with opening remarks by Mr. Michael Mullen senior purchasing agent for Broward County. Mr. Mullen confirmed attendance of Mr. Robert Marshall with Motorola who affirmed he is authorized to negotiate on behalf of Motorola and bind the company. Both the County and Motorola affirmed that their

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legal counsel was in attendance; Ms. Rene Harrod for Broward County and Ms. Judy Jean-Pierre for Motorola. The negotiation meeting was recorded. 4. Goal of the Meeting The goals for today’s meeting is to continue the open discussions. It is the intent to review and finalize all documents and finalize pricing. 5. Motorola P-25 Agreement Review The Scope of Work (SOW) was reviewed for comments and edits. As all parties agreed, the comments were addressed and edits accepted. • Exhibit F – System and Software Upgrades

o Discussion regarding differences in interpretations of Section 3.6 of the Request for Proposals (RFP) took place from both a scope and pricing perspective.

o Motorola added the definition of the Software Enhancement Release (SER) to align with the requirements of Section 3.6 which was not previously defined in Exhibit C.

o The County clarified providing a system release once every year for the Astro 25 which is somewhat different than what the contract requires which is any and all update, upgrades and new releases to the software. The County also sought clarification from Motorola on how microwave and anything beyond the Astro 25 infrastructure equipment is handled and why it is being limited when the requirement is that it is to include everything.

o Motorola stated there are different levels of service and that SER meets the requirements of the RFP whereas SUA which includes hardware is far beyond the requirements of the RFP. SER includes soft fixes for the Motorola software and patches for firmware, SUA 2 covers new platform software, hardware as needed as far as all professional and planning services to get you to some future platform that is available in the out years.

o Another level of service between SER and SUA 2 which is the Software Maintenance Agreement (SMA). SMA includes everything in SER plus platform jumps but not hardware. With that information, the County was able to clarify that their intention is to address the software not the hardware and agreed with the using the SMA and the pricing was adjusted accordingly.

o SMA language was then added where necessary to ensure consistency.

• Exhibit A-4 – Subscriber Equipment o Subscribers – County’s request for 3-year warranty period from the contract accepted date

was accepted. Break 11:40 A.M. – 12:05 P.M. • Schedule 3 – Training

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o Training discount was agreed upon and a link was provided to the current training catalog. o Additional training can be acquired upon by request by the project manager with a Not to

Exceed (NTE) for a 5-year period. o Motorola confirmed that the prices in the training catalog are inclusive (instructor labor,

travel expenses, materials, etc.). However, if a custom quote is requested then travel costs have to be in accordance with FL Statute.

• Exhibit C – Support and Maintenance

o In Exhibit C, Motorola committed to doing preventive maintenance every 6 months as required per the original submittal. However, after discussion it was decided that a 6-month retune was unnecessary, and a discount would be provided in exchange for preventive maintenance to be performed annually. Language and definitions were aligned to reflect discounted preventative maintenance for years 2 – 5 and at the proposed price after that for years 6 – 15.

o Motorola agreed to provide a 5 percent discount for support and maintenance services and 3 percent for SUA 2 for all years included under the initial purchase order. The County will investigate if County processes will allow future years of maintenance to be included in the purchase order.

Break 1:45 P.M. – 3:00 P.M. • Exhibit B – Pricing

o Pricing negotiations continued including 15-year cost of ownership and what that entails. o Much time was spent working with and adjusting the format of the document as

modifications were made and document cleanup was done. o Programming of radios was clarified and a single fee determined for both trunked and

conventional services. o Each line item was discussed in great detail and the values subject to a variety of checks

and balances to ensure mathematical pricing calculations were correct.

• Exhibit B – Payment Schedule o The County advised that in recent years, they have moved toward a maintenance payment

structure that is paid quarterly and arrears to which Motorola agreed. o Language will be the same for subscriber unit maintenance, however, each municipality can

select to negotiate if they so choose. o The County questioned the contract execution payment milestone. Motorola claimed that

their past contracts included such a payment. The payment milestones were discussed in detail and all parties came to agreement on the schedule which eliminated the contract execution milestone.

o The County cautioned about comparing these negotiations to previous contracts as each one is different.

o The payment milestones were detailed out and agreed upon by all parties

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Break 4:10 P.M. – 4:35 P.M. • Discussed outstanding items and the documents were updated as appropriate.

o 15-year cost of ownership discussions were revisited and included items validated. o The County questioned the P1 CAD integration costs. These seemed high given it is a

Motorola radio system and a Motorola CAD. Discussion focused on determining what was driving the cost. Motorola advised, it is driven by the licenses which is based on the number of users which is currently estimated at 20,000 Global Positioning System (GPS) enabled users. Motorola affirmed, that if the number is less than the interface should be less. The Over the Air Programming (OTAP) should also be reduced because the GPS is included.

Break 4:50 P.M. – 5:00 P.M. • Continued to discuss outstanding items and the documents were updated as appropriate.

o Over the Air Rekeying (OTAR) is not subject to the same type of licensing. Document and schedules were updated to properly reflect this.

o Language updated to better reflect what is contained in the project schedule. o Expectations regarding receipt of the initial Notice to Proceed (NTP) in comparison to key

dates on the project schedule were discussed and clarified. The initial NTP is expected June 5, 2017.

o Liquidated damages were discussed for schedule delays, with applicable exceptions including force majeure and site access limitations. Penalties were agreed upon based on various schedule milestones. Deadlines are extended on a day for day time credit basis for excusable delays.

o Penalties for not meeting response and restoral requirements per incident was addressed under support and maintenance.

o The fact that the existing system will be end of life and best effort supported in 2018 was emphasized and driving the penalties for schedule delays.

o Motorola requested a cap placed on monetary penalties for delays that are the fault of Motorola and not the result of force majeure. Language was included to address this request.

o Discussion on how to manage credits for unexecuted options – equipment of services - took place and language added to the document.

Break 6:35 P.M. – 6:40 P.M. • Continued to discuss outstanding items and the documents updated as appropriate.

o o General clean up and document control was discussed and assignments made. o Agreement successfully finalized.

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6. Next Meeting • This concludes the scheduled negotiation meetings for this contract. Documents will now be

prepared for signatures and an agenda item created for inclusion in a Board of County Commissioners meeting prior to or on June 13, 2017.
