Agenda Item AGENDA STAFF REPORT ASR
Control 19-000398 |
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MEETING DATE: |
09/10/19 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
2, 3, 5 |
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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: Amendment Number Six to PVP
Communications Inc. Contract
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:
$117,370 |
Annual Cost:
FY 2020-21 $35,630 |
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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: 9/25/2018
#21, 5/22/2018 #18, 9/12/2017 #18, 6/28/2016 #70 |
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RECOMMENDED ACTION(S):
Authorize the County Procurement Officer or authorized Deputy to execute Amendment Number Six to renew the sole source contract with PVP Communications Inc. for motorcycle helmet communications equipment, for the period of November 16, 2019 through November 15, 2020, in the annual not to exceed amount of $153,000, for a revised cumulative contract amount of $727,500.
SUMMARY:
Approval of Amendment Number Six to the sole source contract with PVP Communications Inc. for specialized motorcycle helmet communications equipment will allow the Sheriff-Coroner Department to renew the contract to improve communications by replacing outdated equipment, ensuring the safety and efficiency of deputies patrolling by motorcycle.
BACKGROUND INFORMATION:
The Sheriff-Coroner Department (Sheriff) requires specialized motorcycle helmet equipment, which will provide the highest level of functionality and safety to ensure the safety and effective communications with its motorcycle deputies. PVP Communications Inc. offers specialized motorcycle helmet equipment, which functions as both a motor headset for law enforcement use and as a Bluetooth® cell phone interface, simultaneously presenting two-way radio traffic and cellular calls to the rider. This offers the ability to answer a cell phone call while simultaneously listening to the two-way radio. If using the equipment to listen to the two-way radio, the audio is heard from both earphones. When a cell phone call is received, the two-way radio is heard in one earphone and the cell phone call is routed to the other. A push of a button allows for an easy method of answering or hanging up the call. The equipment also works with all voice activated cellular phones. This offers the option of the integration of the use of cell phones for non-emergency communications. The specialized motorcycle helmet equipment provides deputies with a durable waterproof microphone, helmet wiring harness and choice of single or dual earphones. The specialized motorcycle communications equipment can be removed quickly, making it field repairable. The microphone is designed to produce a noise-canceling frequency response, allowing for clear communications even at high speeds where wind noise is a factor.
Sheriff requires this specialized motorcycle helmet equipment, which integrates cell phone access with a two-way radio for law enforcement to ensure the safety of its officers. PVP Communications Inc. pioneered this system and is the sole provider of its software. The proposed Amendment Number Six 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 contract history with PVP Communications Inc.
Board of Supervisors (Board) Approved |
Amendment Number or Agreement |
Agreement Term |
Agreement Amount |
Comments |
n/a |
Contract |
11/16/15 - 11/15/17 |
$50,000 |
New contract approved administratively based on the delegated authority granted by the Board as reflected in the County's Contract Policy Manual, Section 3.1-115(1) |
2/23/16 |
1 |
11/16/15 - 11/15/17 |
$133,000 |
Increased contract by $83,000 to add Sheriff's Southeast and Southwest Divisions and added installation services, which changed the contract into a service contract requiring Board approval |
6/28/16 |
2 |
11/16/15 - 11/15/17 |
$140,500 |
Increased not to exceed amount by $7,500 to add two additional ordering locations |
9/12/17 |
3 |
11/16/17 - 11/15/18 |
$136,500 |
Renewed contract |
5/22/18 |
4 |
11/16/17 - 11/15/18 |
$206,500 |
Increased contract by $70,000 to add Sheriff’s Quartermaster unit as an ordering location |
9/25/18 |
5 |
11/16/18 - 11/15/19 |
$227,500 |
Renewed contract and increased contract by $21,000 to allow for replacement of damaged helmets and an increase in supply cost for the vendor (cost of painting, cost of copper to make the wiring and the cost of the electrical circuit boards) |
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 Six to renew the PVP Communications Inc. contract,
for the period of November 16, 2019 through November 15, 2020, in the annual not to exceed contract amount of
$153,000. The not to exceed amount was
reduced from the previous year to reflect the anticipated utilization. This contract does not currently include
subcontractors or pass through to other providers. See Attachment D for the Contract Summary Form.
FINANCIAL IMPACT:
Appropriations for this contract are included in the Sheriff-Coroner’s FY 2019-20 Budget for Budget Control 060, and will be included in the budgeting process for future years. 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 Six to Contract
MA-060-16010497
Attachment B - Redline Version of Previous Amendment
Attachment C - Sole Source Request Form
Attachment D - Contract Summary Form