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Agenda Item
ASR
Control 15-001253 |
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MEETING DATE: |
09/22/15 |
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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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Robert Stoffel (714) 704-7919 |
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Subject: Approve Amendment Three to
Motorola Solutions Inc. Agreement for System Update
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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:
$64,039.32 |
Annual Cost:
FY 2016-17 $21,346.44 |
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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: 3/24/2015
#32, 10/21/2014 #10, 10/1/2013 #3, 4/20/2010 #8 |
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RECOMMENDED ACTION(S):
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Authorize the Sheriff-Coroner or designee to execute, on behalf of the County of Orange, sole source Amendment Three to Contract MA-060-15010186/MA-060-14010409 with Motorola Solutions Inc. for Security Update and Technical Support Services, in an amount not to exceed $85,385.76, for a revised cumulative total contract amount not to exceed $2,619,421.10, to renew the agreement for the period of October 1, 2015 through September 30, 2016. |
SUMMARY:
Approval of Amendment Three to the sole source
agreement with Motorola Solutions Inc. will renew the Security Update Service
and Technical Support Service agreement for an additional year allowing the
Sheriff-Coroner to continue to access centralized remote telephone support for
technical issues that require a high level of communications systems expertise
and troubleshooting skills regarding the County's public safety radio system
and equipment as well as continued access to pre-tested security software.
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. After a competitive bid process, the County entered into a $70.4 million contract with Motorola Solutions Inc. in September 1995 to provide the 800 MHZ CCCS integrated radio communications system. A new five-year agreement with Motorola Solutions Inc. was approved by the Board of Supervisors (Board) on April 20, 2010. On October 1, 2013, the Board approved a contract with Motorola Solutions 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. Amendment One to the agreement was approved administratively on August 13, 2014 pursuant to Section 3.3 of the County Contract Policy Manual. On March 24, 2015, the Board approved Amendment Two to the sole source agreement with Motorola Solutions Inc. in order to secure expert technical support on highly sophisticated new public safety radio system network and equipment.
The proposed Amendment Three to the sole source agreement with Motorola Solutions Inc. will renew the agreement for an additional year in order to continue to service the CCCS network and secure expert technical support on highly sophisticated new public safety radio system network and equipment. The 800 MHz CCCS radio system was designed, built and installed by Motorola using proprietary equipment and technology. This system is a uniquely configured Motorola system that requires expert technical knowledge that only the manufacturer can provide. As the Sheriff moves forward with replacing obsolete components of its radio system to extend the useful life of the system, the Sheriff is introducing new models of equipment with which the Sheriff's staff will be unfamiliar. The Sheriff requires the manufacturer's technical expertise to assist with troubleshooting and maintaining this equipment until the Sheriff's technical staff becomes fully trained and comfortable with maintaining this equipment.
When the original contract for the 800 MHz CCCS was awarded to Motorola in 1995, among the many considerations that led to the selection of Motorola’s proprietary SmartNet/SmartZone technology was the requirement for certain specialized features including, but not limited to, Dynamic System Management and Fleet Regrouping, which are embedded in both the infrastructure and the subscriber equipment (e.g., mobiles, portables, control stations, etc.). In addition, Motorola equipment is capable of encrypted voice transmission, which is utilized continuously by all law enforcement agencies throughout the County. Only Motorola equipment is capable of encrypted operation on a SmartNet/SmartZone system. Mobile, portable, and fixed station equipment utilized by participating CCCS agencies must be capable of operation on Motorola’s SmartZone® technological platform. Only certain Motorola products can be utilized on the 800 MHz CCCS network. To maintain the integrity and performance of the 800 MHz CCCS, and to effectively troubleshoot system problems and expedite system and equipment restoration, this expert technical support from the system engineers and equipment manufacturer is critical. The proposed amendment is a sole source agreement and a completed Sole Source/ Proprietary Request Form is attached to this Agenda Staff Report (Attachment B). This amendment is submitted for Board of Supervisors approval in less than 30 days of its effective date due to negotiations over specific equipment that will be covered by the agreement which determined the final quote. A redline version of the previous amendment is not attached as Amendment Two only included additions to the previous amendment. This amendment does not include subcontractors or pass through to other providers. See Attachment C for Contract Summary.
Compliance with CEQA: The proposed project was previously determined to be Categorically Exempt from the California Environmental Quality Act pursuant to Section 15301 (Class 1) of the CEQA Guidelines, which provides for the exemption of repair, maintenance, and minor alterations of public structures or facilities involving negligible or no expansion of existing use, on March 24, 2015, when it was originally approved.
FINANCIAL IMPACT:
Appropriations and revenue for this amendment are included in the Sheriff's FY 2015-16 Adopted Budget for Fund 15L, 800 MHz CCCS Partnership, and will be included in the budgeting process for 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 Lifeguard. Irvine Valley College Police Department, Santa Ana Unified School 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 agreement 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 agreement. This vendor requires the contract price to be paid in advance of receiving services.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Amendment
Attachment B - Sole Source/ Proprietary Request Form
Attachment C - Contract Summary Form