Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  17-000587

 

MEETING DATE:

07/25/17

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

All Districts

SUBMITTING Agency/Department:

Sheriff-Coroner   (Approved)

Department contact person(s):

Robert Beaver (714) 647-1815 

 

 

Dave Fontneau (714) 704-7919

 

 

Subject:  Motorola Inc. Agreement for County-wide Coordinated Communication System Upgrade

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

 

 

4/5 Vote

 

 

 

    Budgeted: Yes

Current Year Cost: $21,627,697

Annual Cost: FY 2018-19  $2,544,434
FY 2019-20  $1,272,217

 

 

 

    Staffing Impact:

No

# of Positions:

Sole Source: Yes

    Current Fiscal Year Revenue: N/A

  Funding Source: See Financial Impact section

County Audit in last 3 years: No

 

 

    Prior Board Action: 9/13/2016 #21, 12/8/2015 #26, 10/21/2014 #10, 10/1/2013 #3

 

RECOMMENDED ACTION(S):

 

Authorize the Sheriff-Coroner or her designee, on behalf of the County of Orange, to execute sole source contract with Motorola Inc. to replace obsolete radio equipment in the 800 MHz County-wide Coordinated Communication System, in an amount not to exceed $25,444,348, for the period of July 26, 2017 through July 25, 2022.

 

 

 

SUMMARY:

 

Approval of the sole source agreement with Motorola Inc. will allow the Sheriff-Coroner to continue with the 800 MHz County-wide Coordinated Communication Systems upgrade project, replacing obsolete radio infrastructure equipment and software with the current model, in order to extend the life of the existing 800 MHz County-wide Coordinated Communications System Backbone system.

 

 

BACKGROUND INFORMATION:

 

The Sheriff-Coroner Department (Sheriff) operates and maintains the 800 MHz County-wide Coordinated Communications System (CCCS) which is the radio communications system for public safety within the County of Orange.  The 800 MHz CCCS provides centralized, interoperable voice radio communications for the County and its 34 cities, including all public safety and public service agencies, as well as a number of private, state, and federal agencies that provide support to the above agencies and/or have relevant communications requirements.  The core communications system, commonly referred to as 800 MHz CCCS Backbone, includes radio infrastructure that is at or near the end of its expected life and will be directly replaced with the current version of the same equipment, maintaining all existing features and functionality while continuing to utilize the existing network.  Specifically, this will involve the replacement of more than 565 existing Quantar base radio stations and ancillary equipment at 25 radio sites with the latest technology (GTR 8000 base radios) necessary to provide core operations.  Upgrades to both equipment and software are required to maintain a state of the art system and extend the life of the existing valuable infrastructure.  The 800 MHz CCCS upgrade project also requires equipment in addition to that which is required for the 800 MHz Backbone, such as handheld radios, dispatch consoles and Hot Red radios.  This additional equipment is necessary to ensure compatibility after the Backbone upgrade is completed.  The purchase of this equipment is currently in process and will need to be completed by 2018.

 

After a competitive bid process, the County entered into a $70.4 million contract with Motorola Inc. in September 1995 to provide the 800 MHz CCCS integrated radio communications system.  A new five-year agreement with Motorola Inc. was approved by the Board of Supervisors (Board) on April 20, 2010.  On October 1, 2013, the Board approved a contract with Motorola Inc. in the amount of $495,497 for an upgrade of the mobile, portable, and fixed station radio equipment to maintain the integrity and performance of the 800 MHz CCCS, and provide the operational capabilities that are required by the various users.  On October 21, 2014, the Board approved a contract with Motorola Inc. in the amount of $2,483,882 to replace obsolete Quantar base radios with compatible current model GTR8000 base radios in the Northwest Cell and the Southwest Cell to extend the life of the existing 800 MHz Backbone.  On December 8, 2015, the Board approved a contract with Motorola Inc. in the amount of $4,287,323 to replace obsolete Quantar base radios with compatible current model GTR8000 base radios in the Laguna Cell and the North Cell to extend the life of the existing 800 MHz Backbone.  On September 13, 2016, the Board approved a contract with Motorola Inc. in the amount of $10,623,601 to replace obsolete Prime Site Controller equipment with compatible current model GCM8000 comparators for the Northwest, Southwest, Laguna and North cells.  The upgrade of the core infrastructure to the latest system software release, backhaul and network upgrades to support the packet-based infrastructure, replacement fill-in radio sites, implementation services and warranty support was also included. 

The proposed new sole source agreement with Motorola Inc. is now required to continue to provide for the replacement of obsolete Quantar base radios with compatible current model GTR8000 base radios.  The Quantar base radios were installed when the current 800 MHz CCCS system was implemented in 1999.  The Quantar radios are no longer available for purchase and will not be supported past 2018 by the vendor.  Maintaining the existing Quantar radios is challenging due to an increased difficulty in obtaining spare parts.  Additionally, spare parts for the Quantar radios are no longer available.  Replacing the obsolete Quantar base radios with the current equivalent base radio (GTR8000) is a key step in the overall plan to extend the life of the 800 MHz CCCS radio communications system into the next generation.

This is the final phase of the multi-year upgrade project and includes the replacement of the remaining obsolete Quantar base radios with compatible current model GTR8000 base radios in the South Cell and the Countywide Cell.   The upgrade of the core infrastructure to the latest system software release, the software and implementation services to upgrade the GTR8000 base radios purchased in the previous phases to the current release version and full system warranty support is also included.  The contract is a five year contract term; however, the project timeline will be completed and paid for in the first three years of the contract.  The remainder of the contract covers the warranty period.

 

When the original contract for the 800 MHz CCCS was awarded to Motorola in 1995, among the many considerations that led to the selection of Motorola’s proprietary SmartNet/SmartZone technology was the requirement for certain specialized features including, but not limited to, Dynamic System Management and Fleet Regrouping, which are embedded in both the infrastructure and the subscriber equipment (mobiles, portables, control stations, etc.).  In addition, Motorola equipment is capable of encrypted voice transmission, which is utilized continuously by all law enforcement agencies throughout the County.  Only Motorola equipment is capable of encrypted operation on a SmartNet/SmartZone system.  Mobile, portable, and fixed station equipment utilized by participating CCCS agencies must be capable of operation on Motorola’s SmartZone® technological platform.  Only certain Motorola products can be utilized on the 800 MHz CCCS network.  To maintain the integrity and performance of the 800 MHz CCCS, and provide the operational capabilities that are required by various users, the mobile, portable, and fixed station equipment must be upgraded by Motorola Inc., the original manufacturer and supplier of all of the subscriber equipment currently used on the system.  The proposed agreement is a sole source agreement and a completed Sole Source Request Form is attached to this Agenda Staff Report (Attachment B).  This agreement is submitted for Board approval less than 30 days of its effective date due to negotiations over terms and conditions of the agreement.  This vendor has performed satisfactorily.  This agreement does not include subcontractors or pass through to other providers.  See Attachment C for Contract Summary.

 

The proposed agreement includes non-standard indemnity provision.  CEO/Risk Management reviewed the non-standard terms and determined that they do not pose a significant risk to the County.  A Risk Assessment or Modification of Insurance Terms Form is attached (Attachment D).

 

Compliance with CEQA:  The proposed project was previously determined to be Categorically Exempt from the California Environmental Quality Act pursuant to Section 15301 (Class 1) of the CEQA Guidelines which provides for the exemption on agreement for  operation of existing public facilities on September 14, 2016 when the last agreement with Motorola Inc. was originally approved.

 

 

 

FINANCIAL IMPACT:

 

Appropriations for this agreement are included in the Sheriff-Coroner's FY 2017-18 Budget for Fund 15L, 800 MHz CCCS Partnership, and will be included in the budgeting process for future years.  Expenditures associated with the 800 MHz Backbone upgrade project are funded by the 800 MHz CCCS Partnership consisting of the 34 cities, Orange County Fire Authority, Orange County Transportation Authority, Orange County Lifeguard, Irvine Valley College Police Department, Santa Ana Unified School Police Department, Saddleback College Police Department, Coast Community College District Police Department, Metro Net, West-Comm and multiple County agencies whose funding sources may include the State, federal government, fees, General Fund and other funding sources. 

 

The agreement 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 agreement.  This vendor requires the contract price to be paid in advance of receiving services.

 

 

 

STAFFING IMPACT:

 

N/A

 

 

ATTACHMENT(S):

 

Attachment A - Agreement MA-060-17012119
Attachment B - Sole Source Request Form
Attachment C - Contract Summary
Attachment D – Risk Assessment or Modification of Insurance Terms Form