|
Agenda Item
ASR
Control 25-000151 |
||
|
MEETING
DATE: |
03/25/25 |
|
|
legal entity taking action: |
Board
of Supervisors |
|
|
board of supervisors district(s): |
All
Districts |
|
|
SUBMITTING Agency/Department: |
Sheriff-Coroner (Approved) |
|
|
Department contact person(s): |
Brian
Wayt (714) 647-1803 |
|
|
|
Dave
Fontneau (714) 704-7919 |
|
Subject: Approve Amendment Number Three to
InSite Telecom, LLC Contract
|
ceo CONCUR |
County Counsel Review |
Clerk of the Board |
||||||||
|
Concur |
Approved
Agreement to Form |
Consent
Calendar |
||||||||
|
|
|
3
Votes Board Majority |
||||||||
|
|
|
|
||||||||
|
Budgeted: N/A |
Current Year
Cost: $220,000 |
Annual Cost: N/A |
||||||||
|
|
|
|
||||||||
|
Staffing Impact: |
No |
# of Positions: |
Sole Source: No |
|||||||
|
Current Fiscal Year Revenue: N/A
|
||||||||||
|
Prior Board Action: N/A |
||||||||||
RECOMMENDED
ACTION(S):
Authorize the County Procurement
Officer or Deputized designee to execute Amendment Number Three to the InSite
Telecom, LLC., to amend Attachment A, Scope of Work, Paragraph I. Scope of
Service, to increase the contract amount by $220,000, for a new cumulative
amount of $970,000 for the term of March 23, 2025, through March 22, 2026, for
radio tower transmission maintenance.
SUMMARY:
Approval of Amendment Number Three
to the contract with InSite Telecom, LLC., will allow the Sheriff-Coroner
Department to install antennas and accompanying equipment at the Bell Building
to ensure effective emergency radio communications.
BACKGROUND
INFORMATION:
The Sheriff-Coroner Department
(Sheriff) radio towers support the 800 MHz Countywide Coordinated Communications
System (CCCS), which handles emergency radio traffic for all Orange County
public safety agencies including fire protection, law enforcement, medical
response and public works. Continuous operation of the radio sites is critical
to public safety communications in Orange County.
Sheriff's Technology Division
operates 34 radio system facilities. All of the communications facilities have
radio antennas, cables, ladders lighting and other equipment attached to
various structures. The structures include multiple free standing towers up to
71 meters high. One Guy wire tower 100 meters high (a guyed tower has cables to
tether the structure upright) and various roof top pole structures. The
objective of this contract is for installation, removal and maintenance of the
equipment attached to the tower and building structures that support the Orange
County communication systems. Structural modifications to the facilities are
not included in the scope of this Contract.
On November 15, 2021, Sheriff
issued a competitive bid solicitation for radio tower transmission equipment
maintenance. On December 7, 2021, Sheriff received one response. InSite Telecom
LLC (InSite), was the only responsive bidder.
The following table details the contract
history with InSite for radio tower transmission maintenance.
|
Board
of Supervisors (Board) Approved |
Amendment Number or Contract |
Contract
Term |
Contract
Amount
or Amount of Increase |
Comments |
|
n/a |
Contract |
3/23/22 - 3/22/25 |
$450,000 |
Original contract approved
administratively pursuant to County's 2021 Contract Policy Manual (CPM)
section 3.3-102. |
|
n/a |
One |
3/23/22 - 3/22/25 |
- |
Amendment Number One approved
administratively pursuant to County's 2021 CPM section 3.3-102 to amend
Cooperative Agreement clause. |
|
n/a |
Two |
3/23/25 - 3/22/27 |
$300,000 |
Amendment
Number Two approved administratively CPM section 3.3-102 to renew the original
contract and to amend General Terms and Conditions, Paragraph T. Compliance
with Laws and Additional Terms and Conditions, Paragraph 23. Sub-Contracting,
of the Original
Contract, and to add Additional Terms and Conditions, Paragraph 26. Conflict
of Interest - Contractor’s Personnel, |
Sheriff now requests Board of Supervisors'
approval of Amendment Number Three to amend Attachment A, Scope of Work,
Paragraph I. Scope of Service, to increase the contract amount by $220,000, for
a new cumulative amount of $970,000 for the term of March 23,2025 through March
22, 2026, without extending the term of March 23, 2026, through March 22, 2027,
for radio tower transmission maintenance, to install antennas and accompanying
equipment for the Bell Building Antenna Relocation.
Contractor performance has been
confirmed as satisfactory. Sheriff has verified that there are no concerns that
must be addressed with respect to contractor's ownership/name, litigation
status or conflicts with County interests. Sheriff has conducted a due
diligence check required by the revised 2024 Contract Policy Manual. This Amendment Number
Three does not currently include subcontractors or pass through to other
providers. See Attachment B for the
Contract Summary Form. The Orange County Preference Policy is not applicable to
this contract amendment.
Compliance
with CEQA: The
proposed project was previously determined to be Categorically Exempt from the
CEQA pursuant to Section 15301 (Class 1) of the CEQA Guidelines, which provides
for the exemption of a license agreement for the maintenance and operation of
existing public facilities involving negligible or no expansion of use on May
8, 2018, when it was originally approved.
FINANCIAL
IMPACT:
Appropriations for this one-time
cost are included in the Sheriff-Coroner Department's FY 2024-25 Budget for
Budget Control 060. The contract contains language allowing the Sheriff-Coroner
Department to terminate the contract without penalty with cause or after 30
days of written notice without cause in the event that funding is reduced
and/or not available to continue funding the contract.
STAFFING
IMPACT:
N/A
ATTACHMENT(S):
Attachment
A - Amendment Number Three to Contract MA-060-22011018
Attachment B - Contract Summary Form