Title
a. Approve and authorize the Contracts Purchasing Officer to sign Amendment #1 to the Agreement for procurement support between Monterey County Emergency Communications Department and CDI - Infrastructure, LLC dba L.R. Kimball for a term of two years with a total contract amount not to exceed $167,158 subject to minor non-substantive changes approved by County Counsel and agreed to by County; and
b. Approve & Authorize the Contracts / Purchasing Officer to sign up to two (2) future amendments to the Agreement where the amendments do not exceed ten percent (10%) of the original contract amount and do not significantly change the scope of work.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Contracts Purchasing Officer to sign Amendment #1 to the Agreement for procurement support between Monterey County Emergency Communications Department and CDI - Infrastructure, LLC dba L.R. Kimball for a term of two years with a total contract amount not to exceed $167,158 subject to minor non-substantive changes approved by County Counsel and agreed to by County; and
b. Approve & Authorize the Contracts / Purchasing Officer to sign up to two (2) future amendments to the Agreement where the amendments do not exceed ten percent (10%) of the original contract amount and do not significantly change the scope of work.
SUMMARY/DISCUSSION:
Tiburon, Inc. is the provider of the current Computer Aided Dispatch (CAD) system. The CAD system is the backbone of the Emergency Communication's center as it is solely responsible for determining the location, jurisdiction, and desired response of law enforcement, fire protection, and emergency medical responders. This current CAD system is over 13 years old and the vendor has announced that the end of life for this system is March 31, 2017.
The Emergency Communications Department (ECD) intends to release a Request for Proposal (RFP) for a new CAD system in Q4 of FY2014/15. CDI - Infrastructure, LLC dba L.R. Kimball (Kimball) was selected through RFP #10447 to assist in the development of the RFP for a new CAD system. An agreement between the County and Kimball in an amount not to exceed $82,401 was executed on September 8, 2014. RFP #10447 provided the County the option to extend the term and scope of the agreement with Kimball.
As approved by the Emergency Communications User Advisory Council (ECUAC), the ECD wishes to utilize the option to extend the term and scope of the agreement with Kimball for an additional year and to include support for the development of the CAD RFP, selection process of the CAD vendor, contract development, contraction negotiations, and validation of deliverables.
The Department of Emergency Communications was awarded grant funding from the Federal Emergency Management Agency (FEMA), Urban Areas Security Initiative (UASI) in the amount of $1,000,000 for the FY2014/15 grant cycle for use towards the CAD system replacement project. The total system costs for the CAD system are unknown. Upon receipt of all qualified bidder responses to the CAD RFP the ECD, in conjunction with the ECUAC, will determine how and if to proceed with the execution of a contract for system replacement.
OTHER AGENCY INVOLVEMENT:
The agreement and first amendment have been approved by County Counsel as to legal form and the Auditor-Controller as to fiscal provisions.
The Office of Emergency Services is the Administrator of the Homeland Security Grant.
The ECUAC represents the agencies who are stakeholders in the CAD system; these agencies will continue to serve as the advisory body for policy and financing decisions regarding the CAD system.
FINANCING:
If approved, this amendment will increase the agreement maximum to $167,158. The ECD has been awarded Homeland Security Grant Program funding in the amount of $13,029 which the ECD intends to use towards the work performed by Kimball in the agreements first amendment. Of the remaining $71,728 due under this amendment, the County will pay approximately 30% and revenue from outside agencies covers about 70% based on the billing formula and cost sharing structure contained in the 911 Dispatch Services Agreement. Sufficient revenue and appropriations are included in the approved Emergency Communications Department Budget for Fiscal Year 2014-15.
Prepared by: Approved by:
__________________ _______________________
John Vaught William E. Harry
Administrative Manager 769-8887 Director 769-8880
Attachment:
Agreement
Amendment #1