July 20, 2017 Request for Proposals (RFP) for Next ......duration, e.g. project management office is one example shown Enter the same number of hours for each week of the project duration,

ADDENDUM #4 – Attachment-3 (A4-3)

July 20, 2017

Request for Proposals (RFP) for Next generation 9-1-1 Emergency Services

E-PIN: 85817P0002

DoITT Web Site: http://www1.nyc.gov/site/doitt/business/next-gen-911-emergency-services.page

Addendum #4 was issued for the purpose of amending the solicitation, and is hereby made part of the solicitation document to the same extent as though it were originally included therein. Attachment A4-3 represents the presentation slides from the WebEx described in Addendum 4.

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Next Generation 9-1-1 Emergency Services RFP

Award Classes: (1) ESInet & Core Services – (2) L&R – (3) GIS

Pricing Workbook In-DepthOverview

July 6, 2017

Agenda

Overview / Key Messages High-Level Assumptions General Guidance Pricing Workbook Structure Tab by Tab Information and Demos

Overview / Key Messages

The City requires insight with granularity to understand how the Contractor will execute the Program with resources over time. Therefore this Pricing Workbook has been developed with the ability to

provide a significant amount of detail and flexibility to tailor to a Proposer’s approach.

The City expects each Proposer to dedicate sufficient time, effort, and care in filling out the pricing workbook to meet the City's high expectations.

The City will assess completeness and reasonableness of Labor Categories, hours per task, number of tasks, costs, etc. to perform all the work required in the RFP. The understanding each Proposer conveys in filling out the pricing workbook

will enable the City to gain confidence in each Proposer. Proposer is responsible to supply adequate labor to achieve a July

2021 cutover

Result

When the Pricing Workbook is successfully completed by the proposer, it will have generated: List of all labor categories and Proposer’s labor rates used in the

proposal A basic project schedule Labor and duration for all major tasks included Labor, duration, and finish date for all major deliverables

A basic Non Recurring Cost (NRC) in the form of Bill of materials per site

The Monthly Recurring Cost for SW licenses and 3rd party HW maintenance

NRC and MRC for WAN links MRC and proposed labor for Operational Support Phase of the

project Automatic Summary/rollup tabs for NRC and MRC

High-Level Assumptions

All labor and costs utilized for the Project will be captured and priced in the pricing workbook

Proposers must use a final cutover date of July 2021 as immovable; tasks before this may be varied as best planned by the Proposer

40-hour workweeks are assumed unless specifically noted otherwise

Fee is already included in the labor rate Fee is already included in the cost of hardware, software, licenses,

etc. Labor rate proposal before operational cutover planned for 2021 is

the average rate across those years before cutover Operational labor is escalated by the “Inflation” tab

General Guidance and Instructions

Do not wait until the last minute to fill out the workbook! Read the RFP carefully and identify all tasks and deliverables to

guide populating the workbook Read all instructions in various tabs before entering data Do not delete any formulae / break links Include any costs not captured elsewhere in the “Misc” tab Every major task that the Proposer expects to perform must be

included as a task in the “Labor Estimates” tab Every deliverable called out in the RFP must include the required

labor in the “Labor Estimates” tab Verify that both rollup tabs (NRC and MRC) for final costs

accurately capture the Proposer’s full costs

Pricing Workbook Tabs

Pricing Workbook Tabs General Instructions Proposer Info Labor Categories and Rates Instruction for Labor Estimates Labor Estimates Inflation – Future Cost of Money Operational Labor Estimates HW – SW BOM NRC & MRC Misc ESInet-Core WAN Links Options Total NRC Cost Rollup Total MRC 5 year Cost Rollup

One Pricing Volume for Each Class proposal Submitted

Class 1: NG9-1-1 ESInet and Core Services Detailed requirements in Section III.D.3

Class 2: NG9-1-1 Logging and Recording (L&R) Detailed requirements in Section III.D.5

Class 3: NG9-1-1 Geographic Information System (GIS) Detailed requirements in Section III.D.4

Be sure you have the right pricing volume:

General and Proposer Information (Tabs 1 & 2)

Each Proposer shall submit one Pricing Workbook (Excel spreadsheet) for each scope of work they intend to propose.

Proposer shall fill in the "Proposer Info" tab, following instructions in column A in that tab.

Labor Categories and Rates with Demo

Provide a list of roles, descriptions, rates, and experience levels Utilize any, all, or none of the pre-populated categories provided below. Update each entry in Labor Category / Role, Hourly Labor Rate, Category Description, Education, and Experience,

to match your proposal needs to fulfill tasks in other tabs. Delete any unused Labor Category / Role rows. Change rows P1-12 to include any new and/or missing labor categories. Add additional rows if necessary. Because inflation has not been applied to the labor costs in the "Labor Estimates" tab, Hourly Labor Rates should

be the average labor rates per Labor Category over the project duration, thereby accounting for inflation over the appropriate time period.

Labor Categories and Rates Example (Scenario for Demo Purposes Only)

This tab defines the Proposer’s labor categories with descriptions, experience, education, and rates

The City requires a title, rate, description, etc for each labor entry which is then used in the “Labor Estimates” tab

Proposer must update all fields on this tab - not optional Show links to the “Labor Estimates” tab

Labor categories on this tab become a dropdown

Labor costs auto populate on the labor rate from this tab Demonstrations

Update roles description, Experience Add new labor category

Note: standard GSA examples are included, extracted from: https://www.gsa.gov/portal/mediaId/204979/fileName/VETS_Attach_2_LaborCategories.action

Labor Rates and Adjustments for Inflation

Labor rates before cutover should reflect an average until operational cutover

Operational Labor rates (after cutover) should be priced in 2017 dollars, and will be adjusted for inflation in the appropriate tabs

Do to the above distinction between operational and non-operational labor The labor categories should be distinct between phases Do no use an operational category for a non-operational task

Labor Estimates Tab – Layout and Color Coding

The Labor Estimates tab is color coded: Labor added is in this pink shade

Tasks are in green with yellow boards:

Phases are in purple and subphases in blue:

*Do not delete the phases and sub-phases; they are used in final pricing tabs

Project and System Engineering Phases(see RFP pg. 17-21)

RFP Phases: Negotiation Phase Project Initiation Phase Design Phase Build and Configure Phase Subsystem Test Phases Integration, Test, Migration Phases System Level Test Phase User Acceptance Test Phase User Training Phase Operational Cutover Operational Support Phase

Many Phases have subphases Example the Design Phase

Task Based Price estimation is done by Phase and Subphase

Labor Estimates – Filtering on Phase and “purple”

Major program phases and subphases are already in place – don’t delete them. They are used by the rollup tabs

Labor Estimates – Filtering on Phase and Subphase

Labor Estimates Tab is automatically linked to the NRC Cost Rollup Tab

NRC Rollup tab shown at right

Do not delete the Subphase and phase subtotals or you will break the connections to the NRC rollup tab!

Labor Estimates Tab –Overview

Double click in column A to add lines (labor, tasks, subphases, phases) Your optional WBS can be added in column A

Tasks and labor categories are displayed in column B Use the drop down box to change the labor category

Add any comments in column C Don’t change the Categories in Column D – they are auto populated Don’t change Labor rates on this sheet - use the “Labor Categories and

Rates” tab

Labor Estimates Tab –Schedule Across the TopUsed to labor add hours

Row 15 shows out-years by week number Row 16 shows the actual date for the start of each week Row 17 shows the Phases of the project

Labor Estimates Tab – Calendar Overview

Labor Estimates Tab – Weeks / Phases

RFP States: Operational cutover no later than July 31, 2021 (RFP page 4) Project Start Dec 2018

Row 16 and 17 are guidance only Proposer can move phase/subphase boundary’s in row 17 at will as

long as the operational cutover occurs before July 31, 2021 Current Pricing Workbook needs two adjustments to this tab:

Fix start date to Dec 3, 2018 (currently March 2019) In row 16 type in Dec 3 for week 1, and Dec 10 for second week, select both

and drag to end In row 17 reduce project SIT Test Phase duration to 5 weeks

Labor Estimates Tab - Adding Labor

Labor can be included and priced in 2 ways: Ongoing Labor This section is optional Use this manner labor categories that will support the project for the entire

duration, e.g. project management office is one example shown Enter the same number of hours for each week of the project duration, e.g. for

the PMO shown, the PM, Scheduler, and QA are shown working 5,960 hours When these resources are shown performing tasks, select the labor category of

“Ongoing Labor Resource” The rate for this labor category will then show up as $0.0 since the cost rollup is

already captured in the rollup for Ongoing Labor

On a per task basis Enter the task, populate each labor category needed to perform that task, and

populate the labor hours per labor category used per week in the columns corresponding to the scheduled weeks (columns CY to IQ)

Tasks and Labor – City Review

Please note in the Comment column for any special information or circumstances If a particular Labor Category shows 120 hours for a given week,

the City will assume it is 3 individuals working full time Use the comments field to clarify the number of individual utilized

The City will be reviewing the tasks, the labor types, and the number of hours assigned to each labor category to perform that task, given the nature of the task if the hours are reasonable If the labor categories are reasonable If the time allotted is reasonable If all tasks and deliverables are called out and consistent with the

RFP

Labor Estimates - Examples / Demos

Add tasks with hours

Add labor Change labor type Show how labor rate changes and corresponds to labor categories an rate sheet

Add hours to task Delete task Delete labor – multiple lines Check that the roll up costs at the bottom the page reflect your intent

Labor Estimates - Checking the Sums for Tasks, Subphases, and Phases

After many changes and additions the workbook rollup may begin to exhibit errors unless checked

After the addition of new lines for labor, tasks, subphases, and phases Check to see that the automatic sums capture all pricing lines Tasks, subphases, and phases are correct

Click on the summing line and check to see that all the appropriate lines are included This is best explained through demonstration

Labor Estimates Tab - Important

• If new subphases or phases are added to these sheet corresponding summary lines must be included on the NRC cost Rollup tab

• The Proposer is responsible for ensuring that the no task, subphase, or phase summary cells have been broken and that the summary rollups correctly on this tab and the overall summary tabs reflect the Proposers complete and accurate proposal

• The Proposer must ensure that any changes that are made - based on the instructions below - will result in printed hardcopy deliverables to display in a clear and logical manner.

Inflation-Future Cost of Money Tab

Used to account for inflation after operational cutover has occurred The labor categories and rates shown previously for the labor

estimates used average rates over the design, build and test phases of the project

Operational labor rates entered into the Labor Categories and Rates tab should be in 2017 dollar, since they will be adjusted for inflation on these tabs

Utilized to escalate the price of operational labor (only), hardware, software, etc. for future years on various tabs in this Pricing Workbook

Demos: Set base rate and it will auto populate all years until 2026 Currently defaulted at 2.5%, but can be changed by the proposer The inflation rate for years 2022 through 2026 can be individually set

Operational Labor Estimates Tab

Used to capture operational labor costs during the operational phase of the project Current data is an example only

The "Labor Categories and Rates" tab should be filled in first to define these labor categories and rates As stated previously the operational labor rates are entered in 2017 dollars since

inflation affects are automatically taken into account on this tab Using a non-operational rate on this field will account for inflation twice!

To add a labor to the existing sheet copy a line or change an existing line Labor category and rate are changed via the drop down in column A Directly enter proposes hours in column E Delete unused lined Check rollup summaries Update:

Change B33 formula to ”=SUM(H32:M32)/5” instead of =SUM(H32:M32)/15 H30 through M30 summation should include H21 through H24 (e.g. “=SUM(H21:H29)” )

HW-SW BOM NRC & MRC tabNRC Costs

This tab creates a Bill of Material (BOM) for all Non-Recurring Costs (NRC) associated with a single site

Parts are organized by Functional Element (FE) when possible Parts are classified by “Class” – use the drop down selection The costs of this tab will be multiplied by three to represent the costs

associated with PSAC1, PSAC2, SDE summarized on last tab in the spreadsheet

HW-SW BOM NRC & MRC tab MRC and Demos

Also accounts for Monthly Recurring Cost any for a given item E.g. MRC can include yearly SW licenses and support E.g. MRC can include HW maintenance licenses

MRC costs are adjusted for inflation Note: 1 year of warranty is cover by contract covers MRC costs

during the 1st year , and this first year is therefore excluded in the calculation and rollups on

this tab Demos: add, change name of item, remove not applicable items

WAN Links Need to be Priced

RFP page 14: Except as otherwise noted, all network facilities and WAN connections

required by the Proposer’s proposal must be included in the price proposal. The City requires that the Call Routing Facilities (CRFs) and Call

Aggregation Functions be hosted within PSAC1, PSAC2, and the optional 3rd site (if required).

WAN connections between PSAC1, PSAC2, and the SDE must be included for the purposes of this proposal and must be priced. Note SDE is in PSAC1 facility

WAN connections and equipment to all OSPs, either temporary or permanent, must also be priced.

The Proposer shall be responsible for the managed service cost of WAN circuits between OSPs.

Cost associated with WAN services to the optional 3rd site should not be priced at this time.

MISC Tab and Demo

Misc Tab Use when there is cost that can not be accounted for on other tabs miscellaneous Non-Recurring Costs and Monthly Recurring Costs

(MRC) can be added independently: Proposer can add NRC only Proposer can add MRC only Proposer can add NRC and MRC together

Demos: Add items Delete unused lines Check total

ESInet-Core WAN Links

Accounts for WAN link costs to/from PSAC1/PSAC2 and the OSPs

Applies only to the ESInet-Core Class1 proposal Provides the means to include WAN costs for

NRC – installation charges and one time fees MRC- monthly lease costs of the lines

Demo: Add 18th OSP Change prices See that summaries are updated

ESInet and Core Subsystem with OSPs(see RFP pg. 45)

Figure 7 - ESInet and Core Subsystem with OSPs

Options Tab

Provides a place to price alternative options that are called for in the RFP or options that the Proposer want the city to consider Functions similarly to the Misc. tab or options MRC after 2021 is adjusted for inflation MRC and NRC get added to the MRC & NRC Summary Rollup tabs

Total NRC Cost &Total MRC 5 year Cost Rollup tabs

These tabs are auto populated It is the Proposers responsibility to see that these tabs

correctly reflect the Proposers price Breakage of the auto population could occur if summary

information on previous tabs has been deleted or otherwise corrupted.

If a phase or subphase has been added to the Labor Estimates tab, a manual entry on these pages will be necessary to include these costs

Total NRC Cost Rollup

Total NRC Cost Rollup - Demo

Demo: Add phase and subphase to Labor estimate tab Add links to the NRC cost Rollup page See that both pages are self-consistent

Total MRC 5 year Cost Rollup