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Agenda Item
ASR
Control 24-000838 |
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MEETING
DATE: |
11/19/24 |
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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 Contract with Everbridge,
Inc., for a Public Mass Notification System
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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: $196,289 |
Annual Cost: FY 2025-26 $393,656 |
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Staffing Impact: |
No |
# of Positions: |
Sole Source: No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 11/7/2023 #5, 11/29/2022 #25,
8/24/2021 #14, 12/15/2020 #11 |
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RECOMMENDED
ACTION(S):
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1. |
Authorize the County Procurement Officer
or Deputized designee to execute contract with Everbridge, Inc. for public
mass notification system services, for the period of December 31, 2024,
through December 30, 2027, in an amount not to exceed $1,180,968, renewable
for two additional one-year terms. |
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2. |
Authorize the County Procurement Officer
or Deputized designee to execute an amendment to add any applicable
provisions from the 2024 Revised Contract Procurement Manual. |
SUMMARY:
Approval of contract with
Everbridge, Inc. will allow the Sheriff-Coroner Department to continue to
obtain public mass notification system services, which can be used to quickly
deliver alert, warning and instructional messages to County residents and
businesses during times of emergency.
BACKGROUND
INFORMATION:
The AlertOC tool allows Orange
County agencies, cities within Orange County, University of California, Irvine
and County water districts to quickly communicate urgent information directly
to County residents and businesses during emergencies involving fires, floods,
severe storms, earthquakes, civil disturbances, weapons of mass destruction,
tsunamis, acts of terrorism, hazardous material releases, abductions and water
contamination. AlertOC incorporates training, policy development and user group
guidance to ensure swift and effective operation of AlertOC during emergencies
that require the alert and notification of the public to provide for their
safety.
AlertOC is Orange County's regional public mass
notification system designed to keep those who live or work in Orange County
informed of important information during emergency events. The system is
sponsored and led by the County of Orange in partnership with many Orange
County cities. AlertOC may be used to contact residents by one or all of the
following methods: home phone, work
phone, cell phone, email or text message. Landline phone numbers are purchased
from E911 database vendors, but other phone numbers and email addresses must be
registered utilizing the AlertOC internet public portal. Mass notification
systems have been attributed with saving lives during the 2007 Southern
California wildfires by quickly notifying residents of evacuation instructions
at all hours. AlertOC has been used since its inception in 2008 to contact
hundreds of thousands of Orange County residents in times of emergency. Public
safety agencies have employed AlertOC for a wide range of notifications,
including missing children, tornado warnings, severe weather warnings and many
evacuations. Following the RFP process on May 6, 2008, the Board approved a
contract with Blackboard Connect, Inc. (formerly NTI Group, Inc.) for provision
of AlertOC, the mass notification system for Orange County.
On December 7, 2015, in anticipation of the expiration
of the County’s contract with Blackboard Connect, Inc., the County Procurement
Office (CPO) initiated a new Request for Proposal (RFP) process for potentially
obtaining a new vendor to provide the County with Public Mass Notification
(PMN) Services. Five proposals were
received and evaluated. The
highest-scoring proposal was submitted by Everbridge, Inc. (Everbridge).
Everbridge is the technology company that Sheriff contracts with to provide the
technology allowing us to call, email, and text all county residents at the
same time.
During contract negotiations with Everbridge, and
based on feedback from Everbridge, it became apparent that the County’s
standard form contract would not be the ideal legal vehicle to govern the agreement
between the County and Everbridge. The County also became aware during this
time that Everbridge had entered into a California Multiple Award Schedule
(CMAS) contract with the State of California (State), which allows public
entities to negotiate subordinate agreements off that CMAS contract. When the County enters a subordinate
agreement under a CMAS, the State’s standard software as service (SaaS) terms
are incorporated by reference and become controlling. CPO determined that the
CMAS contract with Everbridge was adequate to allow the County to obtain the
same Public Mass Notification (PMN) Services the County had originally
solicited and awarded to Everbridge.
The table below shows the recent history with
Everbridge.
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Board
of Supervisors (Board) Approved |
Amendment Number or Contract |
Contract
Term |
Contract
Amount |
Comments |
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5/24/2016 |
Subordinate Contract |
5/24/16 - 5/23/19 |
$1.395 Million |
Board
approved subordinate contract. |
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5/21/2019 |
One |
5/24/19 – 12/30/19 |
$275,964 |
Board
approved renewal of subordinate contract. |
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12/17/2019 |
New Subordinate Contract |
12/31/19 – 12/30/20 |
$458,000 |
Board
approved new subordinate contract. |
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12/15/2020 |
One |
12/31/20 – 12/30/21 |
$458,000 |
Board
approved renewal of subordinate contract. |
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8/24/2021 |
Two |
12/31/21 – 12/30/22 |
$458,000 |
Board
approved renewal of subordinate contract. |
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11/29/2022 |
Three |
12/31/22 - 12/30/23 |
$458,000 |
Board
approved renewal of subordinate contract. |
On May 23, 2023, in anticipation of
the expiration of the County’s current contract with Everbridge, Inc.
(Everbridge), the Sheriff-Coroner Department's (Sheriff) staff issued a Request
for Proposal (RFP) solicitation process for potentially obtaining a new vendor
to provide the County with Public Mass Notification (PMN) Services. The
evaluation criteria used is shown on the table below:
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Criteria
Description |
Max Points |
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Respondent's Relevant Experience |
150 |
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Respondent's Qualification and
Responsiveness of Proposal |
150 |
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Respondent's
Cost Proposal for Required Services |
50 |
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References |
100 |
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Presentations/Demonstrations
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50 |
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Total: |
500 |
Five proposals were received on
June 23, 2023. The initial evaluation panel meeting was held on June 27, 2023,
in which proposals were distributed to the evaluation panel consisting of five panel members. The subsequent panel
meeting to evaluate oral presentations and demonstrations and to score
proposals was held on July 17, 2023. See Attachment B Rating Summary and Final
Individual Score Sheets. The Memorandum of Recommendation was signed off by all
five evaluation panel members July 18, 2023. Negotiations with Everbridge began
immediately after and concluded October 1, 2024.
The
proposal submitted by Everbridge scored the highest. Proponent scores are
detailed in the table below.
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Proponent Name |
Weighted Score |
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Everbridge |
87.6 |
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Rave
Mobile Safety |
82.4 |
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Genasys
Inc. |
72.8 |
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Onsolve
LLC |
57.6 |
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HQE
Systems Inc. |
43.2 |
On November 7, 2023, Board approved
Amendment Number Four with Everbridge authorizing Sheriff to extend the
subordinate contract term through December 30, 2024, in the not to exceed
amount of $485,000, anticipating extended time on negotiations with the
contractor.
Sheriff now requests Board approval of a
new contract with Everbridge for the period of December 31, 2024, through
December 30, 2027, in an amount not to exceed $1,180,968, as noted in the
Recommended Action.
The
Board revised the County's Contract Procurement Manual, requiring additional
language in County contracts, effective October 1, 2024. Negotiations for this
contract were finalized before October 1, 2024. As such, the Sheriff now
requests authority to execute an amendment with the vendor to incorporate the new
contract language.
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; and the Sheriff has conducted a due diligence
check required by the revised 2024 Contract Policy Manual. 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 contract award.
FINANCIAL
IMPACT:
Appropriations for this contract
are included in the Sheriff-Coroner's FY 2024-25 Budget for Budget Control 032,
Emergency Management Division, and will be included in the budgeting process in
future years. 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 - Contract MA-060-25010178
Attachment B - Rating Summary and Final Individual Score Sheets
Attachment C - Contract Summary Form