AGENDA STAFF REPORT

Agenda Item AGENDA STAFF REPORT ASR Control 18-000346
MEETING DATE:	05/08/18
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	All Districts
SUBMITTING Agency/Department:	Sheriff-Coroner (Approved)
Department contact person(s):	Brian Wayt (714) 647-1803
	Dave Fontneau (714) 704-7919

Subject: Amendment Number Three to InSite Telecom, Inc. Agreement

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: $70,000

Annual Cost: FY 2018-19 $145,000

Staffing Impact:

# 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: 6/6/2017 #5, 2/28/2017 #2

RECOMMENDED ACTION(S):

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

Authorize the County Procurement Officer or authorized Deputy to execute Amendment Number Three to InSite Telecom, Inc. contract for radio tower transmission maintenance, to increase the current contract by $70,000 for a revised annual not to exceed amount of $318,476, for the period of July 1, 2017 through June 30, 2018, to replace radio tower antennas, and to renew the contract for the period of July 1, 2018 through June 30, 2019, in an annual not to exceed amount of $145,000, for a cumulative total contract amount not to exceed $704,404, renewable for two additional one-year terms.

SUMMARY:

Approval of Amendment Number Three will allow the Sheriff-Coroner Department to continue to contract for radio tower transmission maintenance, and to increase the contract to replace old radio tower antennas to ensure effective emergency radio communications.

BACKGROUND INFORMATION:

The Sheriff-Coroner Department (Sheriff) radio towers support the 800 MHz Countywide Coordinated Communications System (CCCS), which handles emergency radio traffic for all Orange County public safety agencies including fire protection, law enforcement, medical response, and public works. Continuous operation of the radio sites is critical to public safety communications in Orange County.

The contract was approved administratively by the Purchasing Agent based on the delegated authority granted by the Board of Supervisors (Board) as reflected in the County's Contract Policy Manual, Section 3.3 for radio tower transmission maintenance in the amount of $95,000 for the period of July 1, 2016 through June 30, 2017, renewable for four additional one-year terms. When originally solicited, the contract was exclusively for maintenance, for which the annual need costs approximately $95,000. Sometime following the initiation of the original contract, Sprint, the vendor responsible for funding the separate Federal Communications Commission (FCC) mandated rebanding project ahead of another project that the Sheriff had in progress, rather than allow the Sheriff to complete both projects concurrently as the Sheriff had planned. This change in frequencies requires that the County replace its current antennas. Sprint has indicated an anticipated completion date on the rebanding project of June 2018. In order to maintain consistent levels of service for the County's emergency communications systems, the installation of new antennas, coax cable and weatherproofing of connections on existing towers needed to be accelerated. Accordingly, on February 28, 2017, the Sheriff sought approval of Amendment Number One for a one-time increase of the contract by $145,928.00, to cover the costs of accelerating the installation of new antennas, required wiring and weatherproofing connections, for a new not to exceed contract amount of $240,928.

On June 6, 2017, the Board approved Amendment Number Two to renew the InSite Telecom, Inc. contract for radio tower transmission maintenance, for the period of July 1, 2017 through June 30, 2018. The Sheriff needed to replace 38 radio tower antennas, including coax cable and weatherproofing connections, which will require an increase to the contract of $153,476, for a not to exceed annual total of $248,476 for the FY 2017-18 term.

The Sheriff now requests authorization for the County Procurement Officer or authorized Deputy to execute Amendment Number Three to increase the current InSite Telecom, Inc. contract for radio tower transmission maintenance in the amount of $70,000 for a revised annual not to exceed amount of $318,476, for the period of July 1, 2017 through June 30, 2018, and to renew the contract for radio tower transmission maintenance, in the annual not to exceed amount of $145,000, for the period of July 1, 2018 through June 30, 2019. The reason for the $70,000 increase for the current year is to complete the modification of both old and new antenna systems so both can be operational simultaneously. The annual not to exceed amount decreased for the period of July 1, 2018 through June 30, 2019 as the modification project will be completed, and the contract will be solely for radio tower transmission maintenance.

The County has prior successful experience working with this vendor. This Amendment Number Three does not include subcontractors or pass through to other providers. See Attachment C for the Contract Summary.

Compliance with CEQA: The proposed project is Categorically Exempt (Class 1) from the provisions of CEQA pursuant to Section 15301, because it involves a license agreement for the maintenance and operation of existing public facilities involving negligible or no expansion an existing use.

FINANCIAL IMPACT:

Appropriations for this Amendment are included in the Sheriff-Coroner's FY 2017-18 Budget for Fund 15L, 800 MHz Countywide Coordinated Communications System (CCCS), and will be included in the budgeting process in future years. Expenditures associated with 800 MHz are 100% funded by the 800 MHz CCCS Partnership consisting of the County, 34 cities, Orange County Fire Authority, Orange County Transportation Authority, Orange County Lifeguards, Irvine Valley College Campus Police Department, Santa Ana Unified School District Police Department, Saddleback College Police Department, Coast Community College District, Metro Net, and West-Comm whose funding sources may include State, Federal Government, fees, and General Fund. The contract contains language allowing the Sheriff-Coroner Department to terminate the contract without penalty with cause or after 30 days of written notice 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 Three to Contract MA-060-16012109
Attachment B - Redline Version of Previous Amendment
Attachment C - Contract Summary