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Agenda Item
ASR
Control 24-000459 |
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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): |
Andrew
Stephens (714) 647-1833 |
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Michelle
Anderson (714) 628-7158 |
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Subject: Approve
Amendment Number One to the ESi Acquisition, 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: Yes |
Current
Year Cost: $98,107 |
Annual
Cost: N/A |
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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: 11/29/2022 #31, 10/19/2021 #6,
11/19/2019 #14 |
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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 ESi Acquisition, Inc., for WebEOC
Enterprise Software Management to add Juvare Cloud Hosting Services and to
amend Attachment B, Compensation and Pricing Provisions to add product
enhancements and increase the current contract amount by $98,107 for a new
cumulative not to exceed amount of $237,926, effective upon Board of
Supervisors approval through December 3, 2025.
SUMMARY:
Approval of
Amendment Number One to the sole source contract with ESi Acquisition, Inc.,
will allow the Sheriff-Coroner Department to continue to contract for a WebEOC
Enterprise Software Maintenance to ensure optimal operability in coordinating
resources for County residents in times of crisis and add Juvare cloud hosting
services.
BACKGROUND
INFORMATION:
WebEOC
is the crisis information management software program utilized by the
Sheriff-Coroner Department (Sheriff) Emergency Management Division for the
Orange County Operational Area. WebEOC provides County and Operational Area
personnel with the ability to track, document and map incidents involved with
emergency activations; track and document the needs and availability of
supplies and resources required to respond to the emergency; track and document
the distribution and usage of these supplies and resources; monitor available
space in shelters; communicate with other agencies within the Operational Area
and the southern region; and report incidents to state and federal agencies to
obtain assistance and reimbursement.
WebEOC has been implemented in the Sheriff’s
Emergency Operations Center and in 115 Orange County jurisdictions, including
cities, County agencies, water districts and educational organizations for
emergencies that arise in their jurisdictions.
The system is also currently used by
California’s Office of Emergency Services and most neighboring counties as
their primary incident management system. Using the same product allows all
government agencies to share critical status and resource information during
emergencies, training, and exercises. During the past 10 years, the WebEOC
Steering Committee, using Homeland Security Grant Funds, has invested in custom
programming specific to Orange County and its jurisdictions. If the County were
to change products, it would have to revisit the last 10 years of custom
programming and integration; retrain the users; and re-write the policies,
procedures, and protocols. Additionally, the County would lose the ability to
share information with the California Office of Emergency Services, neighboring
counties and local jurisdictions. No other vendor has a product that can
replace the current system without causing a significant cost in re-work,
retraining, and creating vulnerability in the County’s ability to respond
quickly, appropriately, and efficiently to emergencies. No other vendor has
software that can operate within, parallel to or outside of the existing WebEOC
software to do what the WebEOC Enterprise software does. The proposed contract
is a sole source contract.
The
following table details the recent contract history with Esi Acquisition, Inc
(previously known as Intermedix dba Esi Acquisition Inc.) to provide WebEOC
Enterprise Software Maintenance.
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Board of Supervisors (Board) Approved |
Amendment Number or Contract |
Contract Term |
Contract Amount |
Comments |
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n/a |
Contract |
12/4/17 – 12/3/18 |
$43,090 |
New
contract MA-060-18010693 for WebOC software maintenance |
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n/a |
One |
12/4/18 – 12/3/19 |
$43,090 |
Renewed
contract MA-060-19010543 |
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11/19/19 |
Two |
12/4/19 – 12/3/20 |
$44,179 |
Amendment
added to contract MA-060-20010501 for an increase of $1,089 due to
living/inflation increases |
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n/a |
Three |
12/4/20 – 12/3/21 |
$45,301 |
Amendment
added an increase of $1,122 due to living/inflation. Approved administratively by the County
Procurement Officer based on the delegated authority granted by the Board as
reflected in the Resolution of the Board, Authorizing Emergency Contracting
Authority dated March 26, 2020. |
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10/19/21 |
Four |
12/4/21 - 12/3/22 |
$45,301 |
Amendment
Number Four to contract MA-060-20010501 was approved by the Board pursuant to
County's 2021 Contract Policy Manual Section |
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11/29/22 |
Contract |
12/4/22 - 12/3/25 |
$139,819 |
New
Contract MA-060-22011834 was approved by the Board pursuant to County's 2021
Contract Policy Manual section 4.5-106 |
Sheriff
now requests Board approval for the County Procurement Officer or Deputized
designee to execute Amendment Number One to the sole source contract with ESi
Acquisition, Inc., for WebEOC Enterprise Software Maintenance, effective upon
Board approval through December 3, 2025, as noted in the Recommended Action.
The
Contractor’s 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. See Attachment C for the Contract Summary Form. The
Orange County Preference Policy is not applicable to this sole source
amendment.
FINANCIAL IMPACT:
Appropriations for
this contract are included in the Sheriff-Coroner Department’s FY 2023-24
Budget for Budget Control 060. This contract contains language allowing the
Sheriff-Coroner Department to terminate the contract or reduce the level of
services without penalty with cause or 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-060-22011834
Attachment B - Redline Version of Previous Amendment
Attachment C - Contract Summary Form