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Agenda Item
ASR
Control 24-000411 |
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MEETING
DATE: |
06/25/24 |
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legal entity taking action: |
Board
of Supervisors |
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board of supervisors district(s): |
All
Districts |
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SUBMITTING Agency/Department: |
Sheriff-Coroner (Approved) |
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Department contact person(s): |
Brian
Wayt (714) 647-1803 |
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Dave
Fontneau (714) 704-7919 |
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Subject: Approve
Amendment Number One to Sole Source GeoSpatial Technologies Inc Contract
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ceo CONCUR |
County Counsel Review |
Clerk of the
Board |
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Concur |
Approved Agreement to Form |
Discussion |
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3 Votes Board Majority |
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Budgeted: N/A |
Current
Year Cost: N/A |
Annual
Cost: FY 2024-25 $14,400 |
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Staffing
Impact:
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No |
#
of Positions: |
Sole
Source: Yes |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 2/7/2023 # 11, 2/8/2022 #5, 2/23/2021
#S15B, 7/28/2020 #12 |
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RECOMMENDED
ACTION(S):
Authorize the
County Procurement Officer or Deputized designee to execute Amendment Number
One to the sole source contract with GeoSpatial Technologies Inc. for Software
License and Maintenance of GeoSpatial Technologies Mapper/ Tracker, and HERE
Maps, to add GeoSpatial Technologies Geofile Generator Software License and
Annual Maintenance Fee effective upon Board of Supervisors approval through
March 5, 2028, in an amount not to exceed $14,400, for a new cumulative not to
exceed amount of $269,884.
SUMMARY:
Approval of
Amendment Number One to the sole source contract with GeoSpatial Technologies
Inc will allow the Sheriff-Coroner Department to continue utilizing the
software license and maintenance of real-time mapping used for dispatch and
field operations units showing current Computer-Aided Dispatch calls, locations
and reports.
BACKGROUND
INFORMATION:
The
Sheriff-Coroner Department (Sheriff) requires software, licensing and services
for its Computer-Aided Dispatch (CAD) system. Sheriff requires mapper and
tracker server software from the CAD system for data collection and
interoperability to support Department of Justice mandates and County
initiatives. By renewing the Sheriff's software and licenses with GeoSpatial
Technologies Inc. (GST), it assures software and equipment compatibility,
thereby reducing risk and increasing efficiency.
GST is the producer
and sole source vendor for GST Mapper Mobile Data Computers (MDC) software and
GST Tracker software. The GST Mapper MDC software is an integrated system that
provides mapping, routing, image viewing and vehicle locating capabilities. It
provides real-time maps that are viewable by both patrol and dispatchers that
track patrol units' current locations, movements and speed. Additionally, the
GST Tracker software provides a historical replay of unit locations and
movements that also displays calls where patrol units have been dispatched in
real-time maps. This software can be streamed on multiple types of devices
including patrol vehicles with hard mounted Global Positioning System (GPS)
moderns, smartphones, iPads/Tablets and GPS-enabled Mobile Data Computers. The
continuation of this contract is crucial for Sheriff to provide timely response
to critical incidents.
This service
contract is a sole source contract. Only software developed by GST can access
and function with CAD and MDCs that are used by Sheriff due to proprietary
hardware, software and specific encryptions. GST developed and produced the
software, and are the only ones who can provide maintenance to Sheriff's
existing system. GST is the sole
provider of its software, and while other tracking software is available, there
are no other vendors that can support the existing GST Mapper and Tracker
software.
The table below
details the recent contract history with GST.
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Board
of Supervisors (Board) Approved |
Amendment
Number or Contract |
Contract
Term |
Contract
Amount |
Comments |
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7/28/2020 |
Three |
3/6/20 - 3/5/21 |
$46,530 |
Amendment Number Three to renew contract
MA-060-18011425was approved by the Board pursuant to County's 2019 Contract
Policy Manual (CPM) Section 3.3-102. |
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2/23/2021 |
Four |
3/6/21 - 3/5/22 |
$45,363 |
Amendment Number Four to renew contract
MA-060-18011425was approved by the Board pursuant to County's 2019 CPM
Section 3.3-102. |
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2/8/2022 |
Five |
3/6/22 - 3/5/23 |
$47,745 |
Amendment Number Five to renew contract
MA-060-18011425was approved by the Board pursuant to County's 2021 CPM
Section 3.3-102. |
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2/7/2023 |
Contract |
3/6/23 - 3/5/28 |
$255,484 |
New contract MA-060-23010471 was
approved by the Board pursuant to County's 2021 CPMl Section 3.3-102. |
Sheriff now requests the Board approve
Amendment Number One to the sole source contract with GST to add GST Geofile
Generator Software License and Annual Maintenance as noted in the Recommended
Action. This product will automatically update new addresses/locations to
Sheriff's existing CAD (Computer Aided Dispatch) program to show real-time
information within Sheriff's patrol unit MDC's. The updates for new addresses
within the patrol areas have historically and are currently being manually
updated by a technician. This new software addition will automatically update
the system and will save staff time and resources. It will also assist field
deputies with real-time updates to their daily patrol areas.
Contractor
performance has been confirmed as at least 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. This
contract does not currently include subcontractors or pass through to other
providers. The Orange County Preference Policy is not applicable to this sole
source contract. See Attachment C for the Contract Summary Form.
FINANCIAL IMPACT:
Appropriations for
this contract will be included in the Sheriff-Coroner's FY 2024-25 Budget for
Budget Control 060 and will be included in the budgeting process for future
years. 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 One
to Contract MA-060-23010471
Attachment B - Redline of Original Contract
Attachment C - Contract Summary Form