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Agenda Item
ASR
Control 18-000097 |
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MEETING DATE: |
03/13/18 |
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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): |
Brian Wayt (714) 647-1803 |
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Dave Fontneau (714) 704-7919 |
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Subject: Retroactive Approval of
Amendments Two and Three for Gencore Candeo LTD Contract
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ceo CONCUR |
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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:
$9,435 |
Annual Cost:
FY 2018-19 $7,651 |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
Yes |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 4/1/2014
#5 |
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RECOMMENDED ACTION(S):
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1. |
Retroactively authorize the County Procurement Officer or authorized Deputy to execute Amendments Number Two and Three to the sole source contract with Gencore Candeo LTD, dba The Genesis Group for offsite support and maintenance for GenGET, NetVista, and Data Warehouse software for the periods of April 23, 2016 through April 22, 2017 and April 23, 2017 through April 22, 2018, respectively, each in the annual amount of $9,435. |
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2. |
Authorize the County Procurement Officer or authorized Deputy to execute Amendment Number Four to the sole source contract with Gencore Candeo LTD, dba The Genesis Group for offsite support and maintenance for GenGET, NetVista, and Data Warehouse software for the period of April 23, 2018 through April 22, 2019, in the amount of $9,435, for a revised cumulative contract total amount not to exceed $47,175. |
SUMMARY:
Retroactive approval of Amendments Numbers Two and Three and approval of Amendment Number Four to the sole source contract with Gencore Candeo LTD, dba The Genesis Group will allow the Sheriff-Coroner Department to continue to provide offsite support and maintenance for GenGET, NetVista, and Data Warehouse software in order to operate and maintain the 800 MHz Countywide Coordinated Communications System, which provides centralized, interoperable voice radio communications for the County and its 34 cities, including all public safety and public service agencies.
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. Motorola is the vendor of the proprietary 800 MHz Radio System. Motorola has exclusively licensed Gencore Candeo LTD, dba The Genesis Group (Gencore) to interface with its system and decode its proprietary protocols. On April 1, 2014, the Board of Supervisors (Board) approved a contract with Gencore to provide offsite support and maintenance for the Motorola software, including but not limited to, GenGET, GW3 NetVista, and Data Warehouse software, in the amount of $9,435, for the period of April 23, 2014 through April 22, 2015, renewable for four additional one-year terms. The contract was for the support and maintenance contract for the Genesis software which is used for the management of the 800 MHz CCCS Radio System. Amendment Number One was executed administratively per the County's Contract Policy Manual (CPM) Section 3.3, to renew the contract for the period of April 23, 2015 through April 22, 2016, in the same annual not to exceed amount of $9,435.
The Sheriff requests retroactive authorization for the County Procurement Officer or authorized Deputy to execute Amendments Number Two and Number Three to the sole source contract with Gencore for offsite support and maintenance for the Motorola software, including but not limited to, GenGET, GW3 NetVista, and Data Warehouse software, for the periods of April 23, 2016 through April 22, 2017 and April 23, 2017 through April 22, 2018, respectively, each in the annual amount of $9,435. The reason that retroactive approval is being requested is that these amendments were executed without the required delegated authority as delineated in the County's CPM due to an error in interpreting the requirement to obtain Board approval for contract renewals for years three and four. Additionally, the Sheriff requests authorization for the County Procurement Officer or authorized Deputy to execute Amendment Number Four to the sole source contract with Gencore for offsite support and maintenance for the Motorola software, to renew the contract for the period of April 23, 2018 through April 22, 2019, in the annual amount of $9,435.
Gencore software is currently the only compatible commercial product capable of monitoring the Motorola Astro 7.13 core of the 800 MHz CCCS Radio System. The original components of this software were purchased a decade ago and would represent a significant capital cost to replace, if an alternate vendor was available. As Motorola is the vendor of the proprietary 800 MHz Radio System and has exclusively licensed Gencore to interface with its system and decode its proprietary protocols, there are no alternate vendors. The proposed amendments are sole source contracts and a completed Sole Source Request Form is attached to this Agenda Staff Report (Attachment G).
This contract does not include subcontractors or pass through to other
providers. See Attachment H for the
Contract Summary.
FINANCIAL IMPACT:
Appropriations for this contract are included in the Sheriff-Coroner FY 2017-18 Budget for Fund 15L, 800 MHz CCCS, and will be included in the budgeting process for 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 - Amendment Number Two to Contract
MA-060-14011360
Attachment B - Redline Version of Previous Amendment
Attachment C - Amendment Number Three to Contract MA-060-14011360
Attachment D - Redline Version of Previous Amendment
Attachment E - Amendment Number Four to Contract MA-060-14011360
Attachment F - Redline Version of Previous Amendment
Attachment G - Sole Source Request Form
Attachment H - Contract Summary Form