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Agenda Item
ASR
Control 15-001421 |
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MEETING DATE: |
12/08/15 |
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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: Agreements with Motorola
Inc. and Adopt Reimbursement Resolution
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ceo CONCUR |
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Clerk of the Board |
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Concur |
Approved Agreement(s) and Resolution(s) |
Discussion |
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4/5 Vote |
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Budgeted: Yes |
Current Year Cost:
$2,384,456 |
Annual Cost:
FY 2016-17 $1,902,867 |
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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: 10/21/2014
#10, 10/1/2013 #3, 4/20/2010 #8 |
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RECOMMENDED ACTION(S):
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1. |
Find that the project is categorically exempt from the California Environmental Quality Act (CEQA), Class 1, (Existing Facilities) pursuant to CEQA Guidelines, Section 15301. |
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2. |
Authorize the Sheriff-Coroner or her designee, on behalf of the County of Orange, to execute sole source Contract MA-060-16010910 with Motorola Inc. to replace obsolete radio equipment in the Laguna Cell, in an amount not to exceed $1,127,163, for the period of December 9, 2015 through December 8, 2016. |
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3. |
Authorize the Sheriff-Coroner or her designee, on behalf of the County of Orange, to execute sole source Contract MA-060-1611000 with Motorola Inc. to replace obsolete radio equipment in the North Cell, in an amount not to exceed $3,160,160, for the period of December 9, 2015 through December 8, 2016. |
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4. |
Adopt the Reimbursement Resolution authorizing the future reimbursement of costs in an aggregate principal amount not to exceed $30,000,000 by bond proceeds, if any, for the 800 MHz County-wide Coordinated Communications System Project. |
SUMMARY:
Approval of the sole source agreements with Motorola Inc. will allow the Sheriff-Coroner to continue with the 800 MHz County-wide Coordinated Communication Systems upgrade project, replacing obsolete base radios with the current model, in order to extend the life of the existing 800 MHz County-wide Coordinated Communications System Backbone system.
BACKGROUND INFORMATION:
The Sheriff-Coroner Department (Sheriff) operates and maintains the 800 MHz County-wide Coordinated Communications System (CCCS) which is the radio communications system for public safety within the County of Orange. The 800 MHz CCCS 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. The core communications system, commonly referred to as 800 MHz CCCS Backbone, includes radio infrastructure that is at or near the end of its expected life and will be directly replaced with the current version of the same equipment, maintaining all existing features and functionality while continuing to utilize the existing network. Specifically, this will involve the replacement of more than 565 existing Quantar base radio stations and ancillary equipment at 25 radio sites with the latest technology (GTR 8000 base radios) necessary to provide core operations. Upgrades to both equipment and software are required to maintain a state of the art system and extend the life of the existing valuable infrastructure. The 800 MHz CCCS upgrade project also requires equipment in addition to that which is required for the 800 MHz Backbone, such as handheld radios, dispatch consoles and Hot Red radios. This additional equipment is necessary to ensure compatibility after the Backbone upgrade is completed. The purchase of this equipment is currently in process and will need to be completed by 2018.
After a competitive bid process, the County entered into a $70.4 million contract with Motorola Inc. in September 1995 to provide the 800 MHz CCCS integrated radio communications system. A new five-year agreement with Motorola Inc. was approved by the Board of Supervisors (Board) on April 20, 2010. On October 1, 2013, the Board approved a contract with Motorola 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 with Motorola Inc. in the amount of $2,483,882 to replace obsolete Quantar base radios with compatible current model GTR8000 base radios in the Northwest Cell and the Southwest Cell to extend the life of the existing 800 MHz Backbone.
Due to the size of the project, Sheriff plans to complete the replacement efforts in stages as funding becomes available. The proposed new sole source agreements with Motorola Inc. are now required to continue to provide for the replacement of obsolete Quantar base radios with compatible current model GTR8000 base radios. The Quantar base radios were installed when the current 800 MHz CCCS system was implemented in 1999. The Quantar radios are no longer available for purchase and will not be supported past 2018 by the vendor. Maintaining the existing Quantar radios is challenging due to an increased difficulty in obtaining spare parts. Additionally, spare parts for the Quantar radios are no longer available. Replacing the obsolete Quantar base radios with the current equivalent base radio (GTR8000) is a key step in the overall plan to extend the life of the 800 MHz CCCS radio communications system into the next generation.
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 (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 provide the operational capabilities that are required by various users, the mobile, portable, and fixed station equipment must be upgraded by Motorola Inc., the original manufacturer and supplier of all of the subscriber equipment currently used on the system. The proposed agreements are sole source agreements and a completed Sole Source/ Proprietary Request Form is attached to this Agenda Staff Report (Attachment C). These agreements are submitted for Board approval less than 30 days of their effective dates due to negotiations over terms and conditions of the agreements. This vendor has performed satisfactorily. These agreements do not include subcontractors or pass through to other providers. See Attachment D for Contract Summary.
The proposed agreements include non-standard limitation of liability clauses, which limits the vendor's liability to the amount paid under the agreements. The County may still seek payment for damages under the vendor's insurance limits. CEO/Risk Management reviewed the non-standard terms and determined that they do not pose a significant risk to the County.
A portion of the Motorola agreements currently presented for Board approval are anticipated to be financed through County issued bond proceeds currently planned for issuance in early 2016. As this purchase of GTR base radios is anticipated to occur prior to issuance of the bonds, the attached Reimbursement Resolution presented for Board approval is necessary to allow project expenditures occurring prior to bond issuance to be reimbursed by bond proceeds in the event bonds are issued to finance the project (Attachment E). The aggregate principal amount not to exceed $30,000,000 by bond proceeds, if any, is based on the estimated cost of the project plus the estimated costs of issuing the bonds; however, the actual project expenditures planned for financing are anticipated not to exceed $25,000,000.
Compliance with CEQA: The proposed project is Categorically Exempt (Class 1) from the provisions of CEQA pursuant to Section 15301, because work being performed under this agreement will consist of minor alterations to existing facilities and will not involve an expansion of the current use of those facilities.
FINANCIAL IMPACT:
Appropriations and revenue for these agreements are included in the Sheriff-Coroner's FY 2015-16 Modified Budget for Fund 15L, 800 MHz CCCS Partnership, and will be included in the budgeting process for future years. Expenditures associated with the 800 MHz Backbone upgrade project are 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. The 800 MHz Backbone upgrade project cost is estimated to be approximately $41,300,000, of which the County’s portion is approximately 28% (or $11.5 million). The remaining 72% (or approximately $29.8 million) will be paid for by the remaining CCCS partnership members.
The County and nine CCCS partners have chosen to finance their proportionate project costs through anticipated County bond issuance, for an estimated not to exceed amount of $25 million. The County portion of the resulting debt services payments (approximately $11.5 million) will be repaid through various funding sources including the planned use of fund balance, fees, and State and Federal revenues. The remaining $13.5 million of anticipated debt service payments will be collected from the nine CCCS partners participating in the anticipated County bond issuance, in advance, on an annual basis. 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 - Agreement - North Cell
Attachment B - Agreement - Laguna Cell
Attachment C - Sole Source/ Proprietary Request Form
Attachment D - Contract Summary
Attachment E - Reimbursement Resolution