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Agenda Item
ASR
Control 19-001197 |
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MEETING DATE: |
12/17/19 |
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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): |
Jeff Hallock (714) 647-1804 |
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Donna Boston (714) 628-7059 |
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Subject: Approve Subordinate Contract
with Everbridge, Inc. for Mass Notification
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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:
$229,000 |
Annual Cost:
FY 2020-21 $229,000 |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 5/21/2019
#18, 5/24/2016 #40 |
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RECOMMENDED ACTION(S):
Authorize the County Procurement Officer or authorized Deputy to execute subordinate contract with Everbridge, Inc. for public mass notification system services, for the period of December 31, 2019 through December 30, 2020, in an amount not to exceed $458,000.
SUMMARY:
Approval of subordinate contract with Everbridge, Inc. will allow the Sheriff-Coroner Department to obtain public mass notification system services, which can be used to quickly deliver alert, warning and instructional messages to County residents and businesses during times of emergency.
BACKGROUND INFORMATION:
Since May 2008, the County has been using a Countywide emergency mass notification system capable of quickly delivering alert, warning and instructional messages to County residents and businesses during times of emergency by the name of AlertOC.
The AlertOC tool allows County agencies, cities within Orange County, University of California, Irvine and Orange County water districts to quickly communicate urgent information directly to Orange County residents and businesses during emergencies involving fires, floods, severe storms, earthquakes, civil disturbances, weapons of mass destruction, tsunamis, acts of terrorism, hazardous material releases, abductions and water contamination. AlertOC incorporates training, policy development and user group guidance to ensure swift and effective operation of AlertOC during emergencies that require the alert and notification of the public to provide for their safety.
In December 2015, in anticipation of the expiration of the County’s contract with Blackboard Connect, Inc., the CPO intiated a new Request for Proposal (RFP) process for potentially obtaining a new vendor to provide the County with Public Mass Notification (PMN) Services. Five proposals were received and evaluated. The highest-scoring proposal was submitted by Everbridge, Inc. (Everbridge).
During contract negotiations with Everbridge, and based on feedback from Everbridge, it became apparent that the County’s standard form contract would not be the ideal legal vehicle to govern the agreement between the County and Everbridge. The County also became aware during this time that Everbridge had entered into a California Multiple Award Schedule (CMAS) contract with the State of California (State), which allows public entities to negotiate subordinate agreements off that CMAS contract. When the County enters a subordinate agreement under a CMAS, the State’s standard software as a service (SaaS) terms are incorporated by reference and become controlling. The County Procurement Office (CPO) determined that the CMAS contract with Everbridge was adequate to allow the County to obtain the same PMN Services the County had originally solicited and awarded to Everbridge.
Given the need for the County to maintain the capabilities provided by PMN Services; the pending expiration of the contract with Blackboard Connect, Inc. to provide PMN Services; the unwillingness of BlackBoard Connect, Inc. to extend its contract on a month-to-month basis; and the complexity of drafting a new SaaS contract form for the County to use in regard to Everbridge in a truncated period of time, the Sheriff-Coroner Department (Sheriff) decided to obtain PMN Services from Everbridge using a subordinate agreement to the existing Everbridge CMAS contract with the State and incorporating Everbridge’s competitively-bid pricing structure obtained through the PMN Services RFP.
On May 24, 2016, the Board of Supervisors (Board) approved a subordinate contract with Everbridge for the period of May 24, 2016 through May 23, 2019, in an amount not to exceed $1,395,000 for the three-year period, and authority to renew that subordinate agreement for two additional one-year periods, in an amount not to exceed $465,000 annually, contingent on the State’s renewal of the Everbridge CMAS contract beyond October 31, 2019. Everbridge later decided not to renew its CMAS contract, which expired on October 31, 2019. Everbridge agreed to extend its contract for PMN Services through December 30, 2019 in order for Sheriff to conduct an RFP process for these services. On May 21, 2019, the Board approved Amendment Number One to extend the contract with Everbridge for the period of May 23, 2019 through December 30, 2019, in an amount not to exceed $275,963.35, for a revised cumulative contract total amount not to exceed $1,670,963.35, in order to allow the County time to conduct the RFP process.
As Everbridge advised that it was not intending to renew its CMAS contract, Sheriff conducted an RFP process in fall 2019. Three bids were received and evaluated and Everbridge was recommended for approval, as Everbridge’s bid the highest scoring and was deemed to be responsive and responsible. However, during contract negotiations, Everbridge advised that it was renewing its CMAS contract with the CPO, and desired to contract under the CMAS contract instead of an independent contract with the County as a result of the RFP process. Everbridge submitted its response to the RFP proposing the terms and conditions of the current subordinate contract against the CMAS contract, which was approved by CPO.
Sheriff now requests Board approval of a new subordinate contract with Everbridge for the period of December 31, 2019 through December 30, 2020, in an amount not to exceed $458,000. Contractor performance has been confirmed as at least satisfactory. Sheriff 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. This contract does not currently include subcontractors or pass through to other providers. See Attachment C for the Contract Summary Form. This contract is submitted for Board approval less than 30 days prior to the start of the contract, due to an extended period of negotiations.
FINANCIAL IMPACT:
Appropriations for this contract are included in the Sheriff-Coroner's FY 2019-20 Budget for Budget Control 032, Emergency Management Division, and will be included in the budgeting process in future years. This contract 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 contract.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Subordinate Contract MA-060-20010263
Attachment B - Redline Version of Previous Amendment
Attachment C - Contract Summary Form