AGENDA STAFF REPORT

Agenda Item AGENDA STAFF REPORT ASR Control 16-001151
MEETING DATE:	11/22/16
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	All Districts
SUBMITTING Agency/Department:	Sheriff-Coroner (Approved)
Department contact person(s):	Adam Powell (714) 647-1833
	Jeff Hallock (714) 647-4559

Subject: Renewal Amendment to Stancil Corporation Contract for Voice Logging Recorders

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

3 Votes Board Majority

Budgeted: Yes

Current Year Cost: $12,299

Annual Cost: FY 2017-18 $8,785

Staffing Impact:

# of Positions:

Sole Source: Yes

Current Fiscal Year Revenue: N/A

Funding Source: State: 100% (Proposition 172)	County Audit in last 3 years: No

Prior Board Action: 4/17/2012 #5, 3/1/2011 #32

RECOMMENDED ACTION(S):

Authorize the County Purchasing Agent or authorized Deputy to execute Amendment Two to renew the sole source contract with Stancil Corporation for SLR-Stancil Voice Logging Recorders and Network-Attached Storage server maintenance, for the period of December 1, 2016 through November 30, 2017, in an amount not to exceed $21,084, for a revised cumulative contract total amount not to exceed $63,252.

SUMMARY:

Approval of Amendment Two to the sole source contract with the Stancil Corporation will allow the Sheriff-Coroner to continue to contract for voice logging recorders and server maintenance.

BACKGROUND INFORMATION:

Hardware and software for Voice Logging Recorders and a Network-Attached Storage (NAS) device to provide an interface for extended storage are needed at Control One Dispatch. The two-part software is loaded on the voice recorders and on the NAS device to provide an interface for extended storage. The Stancil Voice Logging Recorders record Control One Dispatch communications, such as radio communications between Control One Dispatch and Sheriff-Coroner Department (Sheriff) patrol units, all 9-1-1 calls received at Control One Dispatch, and all paramedic-hospital radio communications. The system is also used to respond to the large volume of audio recording requests from other Sheriff's Divisions, other Orange County (OC) agencies (e.g., District Attorney's Office, OC Fire Authority, and Probation), other allied law and fire agencies and the public in compliance with the California Public Records Act. The capabilities of this system in conjunction with other components facilitate the collection and dissemination of information necessary to strengthen the urban area’s ability to prevent, protect against, and respond to threats to the health and safety of the public.

This sole source contract was approved administratively based on the delegated authority granted by the Board of Supervisors (Board) as reflected in the County's Contract Policy Manual (CPM), Section 3.1-115(1). The original contract was effective from December 1, 2014 through November 30, 2015 in the not to exceed annual amount of $21,084. Amendment One renewed the contract for the period of December 1, 2015 through November 30, 2016 in the same annual not to exceed amount, and was also approved administratively pursuant to CPM Section 3.3-102(1)(c)(i) as the total annual amount does not exceed $50,000. This vendor has performed satisfactorily.

There were two previous Board actions related to the current request for approval of Amendment Two to the Stancil Corporation contract. The first previous Board action was on March 1, 2011 when the Board approved Homeland Security Grant Program/Urban Area Security (UASI) Initiative in the amount of $958,648 to purchase grant-funded upgrades to mutual aid VHF/UHF radio repeaters and components to implement a patient tracking plan. Subsequently, the Orange County Health Care Agency received funding through the UASI to replace the existing analog cassette tape/playback voice recorders used by Orange County base hospitals. The project ensured fully operational 800 MHz Countywide Coordinated Communications System communications and support between the base hospitals and Control One, the County's Emergency Communications Center at Loma Ridge.

The second previous Board action was on April 17, 2012 when the Board approved the purchase of six eight-channel digital logging recording systems in the not to exceed amount of $58,024 to replace the existing analog cassette tape/playback voice recorders used by Orange County base hospitals for paramedic-hospital radio and telephone communications including software, delivery, installation and training at Hoag Hospital, UCI Medical Center, Mission Hospital, Huntington Beach Hospital, Western Medical Center, and St. Jude Medical Center.

Stancil Corporation provides proprietary hardware and software for the existing Voice Logging Recorders at Control One Dispatch. The two-part software is loaded on the voice recorders and on the NAS device to provide an interface for extended storage. Under this contract, the hardware is maintained and parts replaced if they fail. The software is also maintained to remain compatible with the operating system. Both telephone and on-site technical support are provided when needed. Stancil Corporation is the only vendor capable of providing this equipment. Due to the proprietary nature of the Voice Recording system, Stancil Corporation is the only vendor authorized to work on and support this hardware and software. No other businesses are authorized for support. Voice recording systems are typically proprietary by nature. The proposed Amendment Two is a sole source agreement and a completed Sole Source/Proprietary Request Form is attached to this Agenda Staff Report (Attachment D).

For the existing system, only the current vendor is authorized to service and support the Stancil Corporation Voice Recorders and software. The current system is being replaced with another vendor's Voice Recording System in the near future. However, for retention requirements, the Sheriff must keep Stancil Corporation equipment to access and extract voice recordings for a two-year period. The format of the recordings only works with Stancil Corporation software.

The Sheriff requests Board approval to renew the sole source contract with Stancil Corporation for SLR-Stancil Voice Logging Recorders and NAS server maintenance, for the period of December 1, 2016 through November 30, 2017, in an amount not to exceed $21,084. This contract is submitted for Board approval less than 30 days prior to the start of the contract as the vendor did not return the signed contract in time to file for previous Board meetings. This contract does not include subcontractors or pass through to other providers. See Attachment D for Contract Summary.

FINANCIAL IMPACT:

Appropriations and revenue for this agreement are included in the Sheriff-Coroner’s FY 2016-17 Adopted Budget for Budget Control 060, and will be included in the budgeting process for future years. This agreement contains language allowing the Sheriff-Coroner Department to terminate the contract or reduce the level of services without penalty with cause or without cause in the event that funding is reduced and/or not available to continue funding the agreement.

STAFFING IMPACT:

N/A

ATTACHMENT(S):

Attachment A - Amendment Two to Contract MA-060-15010983
Attachment B - Redline Version of Previous Amendment
Attachment C - Sole Source/ Proprietary Request Form
Attachment D - Contract Summary Form