Agenda Item AGENDA STAFF REPORT ASR Control 23-000658
MEETING DATE:	09/12/23
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	1, 5
SUBMITTING Agency/Department:	Sheriff-Coroner (Approved)
Department contact person(s):	Brian Wayt (714) 647-1803
	Dave Fontneau (714) 704-7919

Subject: Approve Harbor Patrol Radio Console Upgrade

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

4/5 Vote

Budgeted: No

Current Year Cost: $454,109

Annual Cost: N/A

Staffing Impact:

No

# of Positions:

Sole Source: Yes

Current Fiscal Year Revenue: N/A

Funding Source: Charges for Services: 100%	County Audit in last 3 years: No
Levine Act Review Completed: Yes

Prior Board Action: 6/7/2022 #S28K, 12/15/2020 #S37F

RECOMMENDED ACTION(S):

Approve and authorize the County Procurement Officer or Deputized designee to issue and execute a sole source Purchase Order against Motorola Solutions, Inc., Price Book Contract Number MA-060-21010004 for the one-time purchase for the Harbor Patrol Radio Console Upgrade in a not to exceed amount of $454,109.

SUMMARY:

Approval of Contract Number PO-060-23011435 with Motorola Solutions, Inc., will allow the Sheriff-Coroner Department to upgrade Harbor Patrol's Newport Beach Radio Console and installation which will ensure a seamless transition and connectivity between Orange County's dispatch operators and field personnel.

BACKGROUND INFORMATION:

The Sheriff-Coroner Department (Sheriff) operates and maintains the 800 MHz Countywide Coordinated Communications System (CCCS), which 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 County entered into a $70.4 million contract with Motorola Solutions, Inc. (formerly Motorola Inc.) (Motorola) in September 1995 to provide the 800 MHz CCCS integrated radio communications system. The previous five-year master agreement with Motorola was approved by the Board of Supervisors (Board) on April 20, 2010. The contract expired on May 20, 2015. On October 1, 2013, the Board approved the 800 MHz CCCS Partnership, Contract MA-060-14010409 with Motorola to upgrade radio equipment, in an amount not to exceed $495,497, for the term of October 1, 2013, through September 30, 2014. Additionally, on May 25, 2015, the Board approved an Equipment Price Book MA-060-15011560.

The 800 MHz CCCS consists of Motorola’s Astro 25® technology, which includes certain specialized features including, but not limited to, Radio Management, Group Services and Location on Push To Talk, which are embedded in both the infrastructure and the subscriber equipment (e.g., mobiles, portables, control stations, etc.). In addition, Motorola equipment is capable of encrypted voice transmission, utilized by all law enforcement and fire agencies throughout the County. Only Motorola equipment is capable of proprietary encryption features that can remotely inhibit and zeroize lost or stolen equipment. Mobile, portable and fixed station equipment operated by participating CCCS agencies must include all the same feature sets in order to be utilized on the 800 MHz CCCS network. The Contract is a sole source contract. This expert technical support from the system engineers and equipment manufacturer is critical to maintain the integrity and performance of the 800 MHz CCCS, to effectively troubleshoot system problems, and expedite system and equipment restoration.

On December 15, 2020 the Board approved and authorized the execution of the Price Book Contract between the County of Orange and Motorola for the term of December 15, 2020 through May 20, 2025. The contract defines negotiated prices and/or discounts for certain radio communications equipment and services that apply directly to the operation of the County’s Motorola Astro 25® 800 MHz CCCS. It may be necessary from time to time to add or delete certain products or items identified on the price pages contained within the contract. The Board authorized minor modifications to the price pages without further Board action.

The Motorola dispatch position equipment was installed in early 1990’s, which pre-date the 800 MHz CCCS project. The equipment is no longer repairable and must be replaced. The dispatch equipment is used to communicate on multiple CCCS talkgroups and conventional channels, including Marine VHF, with Sheriff Harbor Patrol staff, Lifeguard staff, Orange County Fire Department staff, neighboring law enforcement agencies, in additional to all CCCS member agency dispatch centers in the county.

The Sheriff’s Harbor Patrol dispatch center in Newport Beach is staffed 24 hours a day, 7 days a week with a radio dispatcher position. This location is also a secondary public safety answering point for 911 emergency calls within the Harbor Patrol’s service area.

The proposed replacement equipment is the same model as other CCCS member agency dispatch centers in Orange County. The user interface is the same as other centers including Sheriff Emergency Communications Bureau, which will allow both cross training between locations and relocation in the event the need to vacate Harbor Patrol is necessary.

The following table details the recent contract history with Motorola.

Board of Supervisors (Board) Approved	Amendment Number or Contract	Contract Term	Contract Amount	Comments
12/15/20	Contract	12/20/20-5/20/25	$0	New Motorola Price Book sole source contract approved. Board also authorized Sheriff to make minor modifications to the price pages.
6/7/22	n/a	12/20/20-5/20/25	$4,174,733	One-Time Purchase of the Maintenance and Support Supplemental Terms and Conditions. Board also authorized Sheriff to issue and execute a sole source Purchase Order for a Dispatch Center Solution for its Tustin Facility.

Sheriff requests authorization to issue and execute a sole source Purchase Order. This dispatch solution for the Sheriff’s Newport Beach Harbor Patrol dispatch center offers the MCC 7500E Dispatch Consoles which offer IP-based seamless connectivity between Orange County's dispatch operators and field personnel. The MCC 7500e Dispatch Console will provide Sheriff with scalable, flexible system architecture, sophisticated network management and security, and an easy migration to future capabilities. The original proposed price for the Dispatch Solution was in the amount of $561,261. A discount of $107,152, will be applied if the contract is executed by September 15, 2023, for a new not to exceed amount of $454,109. The proposed contract is a sole source contract. The proposal includes all equipment, licenses, and services required to install the new equipment, cut over, test, and remove old equipment. Motorola provides warranty service for one year, after which Sheriff-Technology resumes maintenance responsibility.

The Orange County Preference Policy is not applicable to this sole source one-time purchase order. Contractor's performance has been deemed to be at least satisfactory. This contract is submitted for Board approval less than 30 days prior to its effective date due to negotiations of the discount amount.

Compliance with California Environmental Quality Act (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 repair, maintenance, and minor alterations of public structures or facilities involving negligible or no expansion of existing use, on October 1, 2013, when it was originally approved. The proposed project is still consistent with this determination.

FINANCIAL IMPACT:

This equipment was not included in the FY 2023-24 Budget for Sheriff-Coroner, Budget Control 060 as it was not known to be needed at the time of budget adoption. The budget adjustment required for this equipment will be requested as part of the September Budget Report and will be billed to OC Parks as part of the Harbor Patrol Cost Apply offset by funding from Newport Harbor Tidelands, Fund 106 (12.9%); Dana Point Harbor Tidelands, Fund 108 (43.7%); and OC Parks, Fund 405 (43.4%). 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 - Motorola Solutions, Inc., MCC7500 E Console Upgrade Proposal
Attachment B - Motorola Price Book Agreement - Sections 1 through 5
Attachment C - Motorola Price Book Agreement - Sections 6 to 10
Attachment D - Motorola Price Book Agreement - Sections 11 to 12