Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  13-001646

 

MEETING DATE:

01/28/14

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

All Districts

SUBMITTING Agency/Department:

Sheriff-Coroner   (Approved)

Department contact person(s):

Jane Reyes (714) 647-1802 

 

 

Robert Stoffel (714) 704-7919

 

 

Subject:  Agreement with Motorola, Inc. for Purchase of MCC 7500 Consoles

 

      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: $369,166

Annual Cost: N/A

 

 

 

    Staffing Impact: No

# of Positions:

Sole Source: Yes

    Current Fiscal Year Revenue: N/A

  Funding Source: Federal:  100%

County Audit in last 3 years No

 

Year of Audit

    Prior Board Action: 4/20/2010 #8; 10/1/13 #3

 

RECOMMENDED ACTION(S):

 

 

1.

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

 

 

2.

Authorize the Sheriff-Coroner or designee to execute, on behalf of the County of Orange, Contract CT-060-14010398 with Motorola, Inc. for the one-time purchase and installation of four MCC 7500 Console Systems for the Samantha II Communications Trailer, in an amount not to exceed $369,166.

 

 

 

 

 

 

 

 

SUMMARY:

 

The Sheriff-Coroner requests approval of a sole source agreement with Motorola, Inc. for the one-time purchase and installation of four MCC 7500 Console Systems for the Samantha II Communications Trailer in an amount not to exceed $369,166.

 

 

 

BACKGROUND INFORMATION:

 

The Sheriff-Coroner Department 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.   In September 1995, the County entered into its first contract with Motorola as part of the implementation of the county-wide 800 MHz CCCS integrated radio communications system.  The Board approved subsequent agreements related to the county-wide system on April 20, 2010 and October 1, 2013.  This action would replace obsolete 800 MHz CCCS public safety dispatch control systems for the Sheriff-Coroner's Samantha II Communications Trailer as discussed below.

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 (e.g., 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.

Motorola, Inc. is the original manufacturer and supplier of all of the subscriber equipment currently used on the system.  Motorola, Inc. is the only vendor that can maintain the integrity and performance of the 800 MHz CCCS, and provide the operational capabilities that are required by various users and the mobile, portable, and fixed station equipment.  The proposed purchase of the MC 7500 Console Systems will replace obsolete 800 MHz CCCS public safety dispatch console systems for the Sheriff-Coroner's Samantha II Communications Trailer.  Payments will be made following a five-part payment schedule as noted below.

Payment

Activity

Percentage of Contract Paid

1

Contract Execution

25%

2

Shipment of Product

60%

3

Installation of Equipment

 5%

4

System Acceptance

 5%

5

Final Acceptance

 5%

 

The proposed contract includes a non-standard limitation of liability clause, which limits the vendor's liability to the amount paid under the contract, and the Direct Damage Liability has been increased to $500,000.  The County may still seek payment for damages under the vendor's insurance limits.  CEO/Risk Management reviewed the non-standard terms and determined that they do not pose a significant risk to the County.

 

 

CEQA COMPLIANCE:  The proposed project is Categorically Exempt (Class 1) from the provisions of CEQA pursuant to Section 15301, because work being performed under this agreement will consist of minor alterations to existing facilities and will not involve an expansion of the current use of those facilities.

 

 

 

FINANCIAL IMPACT:

 

BOS approval is required for this purchase due to it being a fixed asset over $25,000.  The Sheriff’s Department has sufficient appropriations within our FY 2013-14 budget and will be using our 2011 State Homeland Security Grant funding to cover the cost of this asset.

 

 

 

 

 

 

STAFFING IMPACT:

 

N/A

 

REVIEWING AGENCIES:

 

CEO Risk Management

 

EXHIBIT(S):

 

Agreement
Sole Source Justification