AGENDA STAFF REPORT

Agenda Item AGENDA STAFF REPORT ASR Control 20-000376
MEETING DATE:	06/23/20
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	2
SUBMITTING Agency/Department:	John Wayne Airport (Approved)
Department contact person(s):	Barry A. Rondinella (949) 252-5237
	Kevin B. Flynn (949) 252-6038

Subject: Approve Sole Source Agreement for Emergency Phone System Platform Upgrade

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Consent Calendar

3 Votes Board Majority

Budgeted: Yes

Current Year Cost: $475,708

Annual Cost: N/A

Staffing Impact:

# of Positions:

Sole Source: Yes

Current Fiscal Year Revenue: N/A

Funding Source: Airport Operating Fund 280:100%	County Audit in last 3 years: No

Prior Board Action: N/A

RECOMMENDED ACTION(S):

Find that the project is categorically exempt from CEQA, Class 1 (Existing Facilities) pursuant to CEQA Guidelines, Section 15301.

Authorize the County Procurement Officer, or authorized Deputy, to execute a sole source agreement with Vesta Solutions, Inc. for an upgrade to John Wayne Airport’s Motorola Emergency Phone System platform, effective June 23, 2020, through June 22, 2025, in an amount not to exceed $475,708. The agreement shall automatically renew and continue in force on a year-to-year basis.

SUMMARY:

Approval of a sole source agreement with Vesta Solutions, Inc. will provide an upgrade to the John Wayne Airport Motorola Emergency Phone System platform for the continued operation of the Emergency Phones and Closed Circuit Television System integration.

BACKGROUND INFORMATION:

John Wayne Airport’s (JWA) Emergency Phone System includes network servers, switches and software that work in conjunction with 200 remote field units located throughout JWA’s parking structures, parking lots, airfield and the Thomas F. Riley Terminal. The emergency activation of a remote field unit triggers the automatic dialing of the Orange County Sheriff’s Department (OCSD) Central Command Center (CCC). When an emergency call is initiated from a remote unit, it automatically connects via network audio to the JWA OCSD CCC dispatch desk and also automatically “calls up” the closest Closed Circuit Television System (CCTV) camera to view the location of the remote call unit.

The existing Motorola Sentinel Patriot Emergency Phone System (Sentinel Patriot System) was installed in 2011 as part of the Terminal C Airport Improvement Program. JWA has reached the 200 remote field device capacity of the Sentinel Patriot System. Additionally, Motorola is scheduled to end its system support of the Sentinel Patriot System product. JWA is proposing to upgrade to the Motorola Vesta Emergency Phone System platform (Project) to ensure continued operation of the Emergency Phones and CCTV integration at JWA. The upgraded platform will have the capacity to add up to 700 remote field devices.

The Project will upgrade and install the Motorola Vesta Emergency Phone System platform. The agreement includes the installation of the Motorola Vesta Operating System software, four new primary and redundant Motorola Vesta system servers, new gateways, switches, four operator workstations and all labor needed to perform the hardware and software upgrade. Also included are the necessary software licenses, training and support for the operation of the Motorola Vesta Emergency Phone System platform for five years.

Sole Source Justification

The Project will upgrade the Airport Emergency Phone System’s operating system, software, servers, switches and work stations to maintain high levels of safety communication at JWA.

The scope does not propose upgrades or replacement of the existing 200 field devices. The current field devices and CCTV software are already specifically configured to communicate with Motorola communications system protocols.

JWA estimates saving approximately over $400,000 in Project costs by utilizing Motorola-compatible existing equipment. Therefore, JWA is recommending Vesta Solutions, Inc. (Vesta) as a sole source procurement to avoid the premature replacement of devices and equipment.

The proposed agreement is a sole source contract because Vesta has unique knowledge about JWA’s Motorola emergency phone system and its customized integration with JWA’s CCTV system. A completed Sole Source Request Form is attached to this Agenda Staff Report.

The Motorola equipment owned by JWA has been a very reliable life safety system. JWA’s past experience with Motorola has been confirmed as at least satisfactory with their overall services. JWA has verified there are no concerns that must be addressed with respect to the Contractor’s ownership/name, litigation status or conflicts with County interests.

The proposed agreement contains multiple indemnity and limitation of liability provisions. Both County Counsel and County Executive Office/Risk Management have approved the non-standard language.

The agreement includes subcontractors. See Attachment C for information regarding the subcontractors and the Contract Summary Form.

Compliance with CEQA: The proposed project is Categorically Exempt (Class 1) from the provisions of CEQA pursuant to Section 15301, because the project consists of repairing or maintaining existing facilities involving negligible or no expansion of the existing use.

FINANCIAL IMPACT:

Appropriations for the agreement are included in the FY 2019-20 Budget for Airport Operating Fund 280.

The agreement contains language allowing the County to immediately terminate the agreement without penalty for cause or after 30 days’ written notice without cause, unless otherwise specified.

STAFFING IMPACT:

N/A

ATTACHMENT(S):

Attachment A – Proposed Agreement with Vesta Solutions, Inc. (MA-280-20011835)
Attachment B – Sole Source Request Form and Verification letter from Vesta Solutions, Inc.
Attachment C – Contract Summary Form