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Agenda Item
ASR
Control 19-000566 |
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MEETING DATE: |
06/25/19 |
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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: Renewal Amendment Number Two
to APCO International Inc. 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: N/A |
Current Year Cost:
N/A |
Annual Cost:
FY 2019-20 $25,644 |
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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: 7/12/2016
#12 , 7/21/2015 #7, 7/15/2014 #3, 7/16/2013 #2 |
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RECOMMENDED ACTION(S):
Authorize the County Procurement Officer or authorized Deputy to execute Amendment Number Two to renew the sole source contract with Association of Public Safety Communications Officials International Inc., dba APCO International Inc., for radio frequency coordination services, for the period of July 24, 2019 through July 23, 2020, in an amount not to exceed $30,000 for a revised cumulative total contract amount not to exceed $90,000, renewable for two additional one-year periods.
SUMMARY:
Approval of Amendment Number Two to the sole source contract with Association of Public Safety Communications Officials International Inc., dba APCO International Inc., will allow the Sheriff-Coroner Department to continue to contract for radio frequency coordination services for Federal Communications Commission license applications.
BACKGROUND INFORMATION:
The Sheriff-Coroner Department (Sheriff) Communications Division requires radio frequency coordination services for processing Federal Communications Commission (FCC) license applications. The FCC mandates frequency coordination to maintain the best utilization of radio channels for public safety entities and to ensure that FCC license requirements are met. The sole source contract with Association of Public Safety Communications Officials International Inc., dba APCO International Inc (APCO International Inc.) provides for frequency coordination services for Sheriff's Communications Division based on FCC licensing requirements for each radio frequency used by the County of Orange. The County has multiple FCC licenses for radio systems that support law enforcement, fire, emergency medical services, lifeguards, public works and local government. The Code of Federal Regulations (CFR), Title 47 – Telecommunication, Part 90 requires coordination of radio frequency allocations prior to license assignment. APCO International Inc. is the sole provider that coordinates all public safety frequencies utilized by the County and all cities within Orange County. Fees are based on a per frequency, per site charge. Fees are charged when frequency coordination services are needed for new licenses and for modifying existing licenses.
APCO International Inc. is certified by the FCC to provide frequency coordination service for entities eligible for licensing in the Police Radio Services and in all Public Safety Radio Services above 800 MHz throughout the United States. If this vendor were not contracted, multiple vendor contracts would be required to support the County's various licensing responsibilities. This would result in increased contract management cost and potential billing and payment problems. The proposed contract is a sole source contract and a completed Sole Source Request Form is attached to this Agenda Staff Report (Attachment C).
The following table details the recent contract history with APCO International Inc. to provide radio frequency coordination services.
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Board of
Supervisors (Board) Approved |
Amendment Number or Contract |
Contract Term |
Contract Amount |
Comments |
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7/24/12 |
Contract |
7/24/12 - 7/23/13 |
$30,000 |
New contract |
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7/16/13 |
1 |
7/24/13 - 7/23/14 |
$30,000 |
Renewed contract |
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7/15/14 |
2 |
7/24/14 - 7/23/15 |
$30,000 |
Renewed contract |
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7/21/15 |
3 |
7/24/15 - 7/23/16 |
$30,000 |
Renewed contract |
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7/12/16 |
4 |
7/24/16 - 7/23/17 |
$30,000 |
Renewed contract |
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n/a |
Contract |
7/24/17 - 7/23/18 |
$30,000 |
New contract approved administratively by the Purchasing Agent based on the delegated authority granted by the Board as reflected in the County's Contract Policy Manual, Section 3.3 |
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n/a |
1 |
7/24/18 - 7/23/19 |
$30,000 |
Renewed contract; approved administratively by the Purchasing Agent based on the delegated authority granted by the Board as reflected in the County's Contract Policy Manual, Section 3.3 |
Contractor performance has been confirmed as at least satisfactory. The Department has verified that there are no concerns that must be addressed with respect to contractor's ownership/name, litigation status or conflicts with County interests.
Sheriff now requests Board
approval of Amendment Number Two to renew the APCO International Inc. contract,
for the period of July 24, 2019 through July 23, 2020, in the not to exceed
amount of $30,000, for a revised cumulative total contract amount not to exceed
$90,000, as noted in the Recommended Action.
This amendment is submitted for Board approval less than 30 days prior
to its effective date due as the vendor did not return the signed contract in
time to file for previous Board meetings.
This contract does not currently include subcontractors or pass through
to other providers. See Attachment D for the
Contract Summary.
FINANCIAL IMPACT:
Appropriations and revenue for this contract are included in the Sheriff-Coroner Department's FY 2019-20 Budget for Fund 15L, 800 MHz Countywide Coordinated Communications System (CCCS), and will be included in the budgeting process for future fiscal years. Expenditures associated with 800MHz are 100 percent 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 Police Department, Santa Ana Unified School District Police Department, Saddleback College Police Department, Metro Net and West-Comm whose funding sources may include the state, federal government, fees, General Fund and other funding sources 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 Two to Contract
MA-060-17012157
Attachment B - Redline Version of Previous Amendment
Attachment C - Sole Source Request Form
Attachment D - Contract Summary Form
Attachment E - CFR, Title 47 - Telecommunication, Part 90