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Agenda Item
ASR
Control 22-001234 |
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MEETING DATE: |
02/07/23 |
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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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Dave Fontneau (714) 704-7919 |
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Subject: Approval of Sole Source
GeoSpatial Technologies Inc Contract
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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:
$12,773 |
Annual Cost:
FY 2023-24 $51,097 |
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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: 2/8/2022
#5, 2/23/2021 #S15B, 7/28/2020 #12 |
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RECOMMENDED ACTION(S):
Authorize the County Procurement Officer or Deputized designee to execute sole source contract with GeoSpatial Technologies Inc for Software License and Maintenance of GST Mapper/ Tracker and HERE Maps, effective March 6, 2023, to March 5, 2028, in an amount not to exceed $255,484.
SUMMARY:
Approval of the sole source contract with GeoSpatial Technologies Inc will allow the Sheriff-Coroner Department to continue utilizing the software license and maintenance of real-time mapping used for dispatch and field operations units showing current Computer-Aided Dispatch calls, locations and reports.
BACKGROUND INFORMATION:
The Sheriff-Coroner Department (Sheriff) requires software, licensing and services for its Computer-Aided Dispatch (CAD) system. Sheriff requires mapper and tracker server software from the CAD system for data collection and interoperability to support Department of Justice mandates and County initiatives. By renewing the Sheriff's software and licenses with GeoSpatial Technologies Inc (GST), it assures software and equipment compatibility, thereby reducing risk and increasing efficiency.
GST is the producer and sole source vendor for GST Mapper Mobile Data Computers (MDC) software and GST Tracker software. The GST Mapper MDC software is an integrated system that provides mapping, routing, image viewing and vehicle locating capabilities. It provides real-time maps that are viewable by both patrol and dispatchers that track patrol units' current locations, movements and speed. Additionally, the GST Tracker software provides a historical replay of unit locations and movements that also displays calls where patrol units have been dispatched in real-time maps. This software can be streamed on multiple types of devices including patrol vehicles with hard mounted Global Positioning System (GPS) moderns, smartphones, iPads/Tablets and GPS-enabled Mobile Data Computers. The continuation of this contract is crucial for Sheriff to provide timely response to critical incidents.
Only software developed by GST can access and function
with CAD and MDCs that are used by Sheriff due to proprietary hardware,
software and specific encryptions. GST developed and produced the software, and
are the only ones who can provide maintenance to Sheriff's existing
system. GST is the sole provider of its
software, and while other tracking software is available, there are no other
vendors that can support the existing GST Mapper and Tracker software. This service contract renewal is a sole
source contract, and a completed Sole Source Request form is attached to this
Agenda Staff Report (Attachment C).
The table below details the recent contract history with GST.
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Board of
Supervisors (Board) Date |
Purpose |
Date of
Contract |
Amount |
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n/a |
Contract with GST for Maintenance and Purchase of GST Mapper Licenses |
3/6/18 - 3/5/19 |
$45,642.10 |
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n/a |
Amendment Number One to renew original contract for Maintenance of GST Mapper Licenses |
3/6/19 - 3/5/20 |
$45,938.91 |
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n/a |
Amendment Number Two to amend Paragraph F, Acceptance Payment and Attachment B, Compensation and Pricing Provisions, Section 6, Payment Terms of the Original Contract |
3/6/19 - 3/5/20 |
n/a |
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7/28/2020 |
Amendment Number Three to renew contract |
3/6/20 - 3/5/21 |
$46,530 |
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2/23/2021 |
Amendment Number Four to renew contract |
3/6/21 - 3/5/22 |
$45,363 |
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2/8/2022 |
Amendment Number Five to renew contract |
3/6/22 - 3/5/23 |
$47,745 |
Contractor performance has been confirmed as at least satisfactory with related Sheriff contracts. 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. The Orange County Preference Policy is not applicable to this contract award. See Attachment D for the Contract Summary Form. This contract is submitted for Board approval less than 30 days prior to the effective date due to delays in having to obtain the campaign contribution disclosure form to comply with the Levine Act.
Sheriff now requests the Board approve the sole source contract with GST for the maintenance and purchases of GST Mapper Tracker licenses, effective March 6, 2023 through and including March 5, 2028, in the not to exceed amount of $255,484. This contract is not renewable. Prior to contract expiration, Sheriff will re-evaluate if Contractor is still the sole source provider of this software and licenses. If they are, Sheriff will pursue negotiations for a new five-year contract with GST. If it is determined that GST is no longer a sole source provider for GST Mapper Tracker licenses, a solicitation will be issued for a new five-year contract.
FINANCIAL IMPACT:
Appropriations for this contract are included in the Sheriff-Coroner's FY 2022-23 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 - Contract MA-060-23010471
Attachment B - Redline of Previous Amendment
Attachment C - Sole Source Request Form
Attachment D - Contract Summary Form