Agenda Item AGENDA STAFF REPORT ASR Control 17-000150
MEETING DATE:	03/28/17
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	3
SUBMITTING Agency/Department:	Sheriff-Coroner (Approved)
Department contact person(s):	Robert Beaver (714) 647-1815
	Dave Fontneau (714) 704-7919

Subject: Retroactive Approval of Motorola Solutions Inc. Invoice

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

N/A

Discussion

3 Votes Board Majority

Budgeted: Yes

Current Year Cost: $316,480.10

Annual Cost: N/A

Staffing Impact:

No

# of Positions:

Sole Source: No

Current Fiscal Year Revenue: N/A

Funding Source: See Financial Impact Section

County Audit in last 3 years: No

Prior Board Action: 12/16/2014 #25, 10/21/2014 #10, 10/1/2013 #3, 4/20/2010 #8

RECOMMENDED ACTION(S):

Retroactively approve payment in the amount of $316,480.10 to Motorola Solutions, Inc. for the purchase of console replacement equipment for Loma Ridge.

SUMMARY:

Retroactive approval of the payment to Motorola Solutions Inc. will allow the Sheriff-Coroner Department to pay the vendor for the purchase of the console replacement equipment for Loma Ridge.

BACKGROUND INFORMATION:

The Sheriff-Coroner Department (Sheriff) operates and maintains the 800 MHz County-wide Coordinated Communications System (CCCS) which is the radio communications system for public safety within the County of Orange. The 800 MHz CCCS 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. After a competitive bid process, the County entered into a $70.4 million contract with Motorola Inc. in September 1995 to provide the 800 MHZ CCCS integrated radio communications system. A new five-year agreement with Motorola Inc. was approved by the Board of Supervisors (Board) on April 20, 2010. On October 1, 2013, the Board approved a contract with Motorola Inc. in the amount of $495,497 for an upgrade of the mobile, portable, and fixed station radio equipment to maintain the integrity and performance of the 800MHz CCCS, and provide the operational capabilities that are required by the various users. On October 21, 2014, the Board approved a contract in the amount of $2,483,882 to replace obsolete radio equipment.

On December 16, 2014, the Board approved a contract for the period of December 16, 2014 through December 15, 2015, in the amount of $3,164,901 with Motorola for the one-time purchase and installation of 27 MCC 7500 Console Systems for the Loma Ridge Dispatch Center.

Retroactive approval is requested as the installation of the console equipment from Motorola was put on hold in order to complete installation of new furniture in the Dispatch Center, resulting in the Motorola contract expiring before all of the console equipment could be installed. Sheriff's staff identified that the Dispatch Center required new furniture to accommodate the reconfiguration due to an increased need for space, believing that there was a current contract in place for its furniture needs. However, Sheriff's Purchasing staff identified that the furniture purchase must go out for bid. The Request for Proposals, contracting, and installation processes were not completed until September 2016, after the Motorola contract had expired. Motorola installed the Dispatch Center consoles after its contract had expired.

The Sheriff requests that the Board authorize payment in the amount of $316,480.10 to Motorola Solutions Inc. for the purchase of console replacement equipment for Loma Ridge, as noted in the Recommended Action. This vendor has performed satisfactorily.

Compliance with CEQA: The proposed project was found to be Categorically Exempt (Class 1) from the provisions of CEQA pursuant to Section 15301, when the last agreement with Motorola, Inc. was executed on December 8, 2015.

FINANCIAL IMPACT:

Appropriations for this payment are included in the Sheriff-Coroner's FY 2016-17 Modified Budget for Fund 15L, 800 MHz CCCS.

STAFFING IMPACT:

N/A