Title
Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to sign an Agreement for an Emergency Notification Platform and Comprehensive Evacuation Management Platform between the County of Monterey and Genasys Inc. in an amount not to exceed $270,000 for a three-year and four-month (40-month) initial term from December 1st, 2022, to March 31st, 2026, with the option to renew annually for five (5) additional 1-year options at $90,000/year.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to sign an Agreement for an Emergency Notification Platform and Comprehensive Evacuation Management Platform between the County of Monterey and Genasys Inc. in an amount not to exceed $270,000 for a three-year and four-month (40-month) initial term from December 1st, 2022, to March 31st, 2026, with the option to renew annually for five (5) additional 1-year options at $90,000/year.
SUMMARY/DISCUSSION:
In October of 2013, the County selected Everbridge Inc. through a formal solicitation process for the County’s Alert and Warning System (AWS). This agreement expired on Oct. 7th, 2022.The Monterey County Office of Emergency Services (MCOES) and Emergency Communications Department (ECD) coordinated the transition of the Everbridge agreement and budget from ECD to MCOES to better align MCOES’ existing operational functions. MCOES negotiated a new year long Everbridge agreement under the existing unlimited messaging terms with an initial term from October 8th, 2022, to October 7th, 2023 (Resolution No.: 22-411).
In 2021-2022, MCOES began evaluating Alert and Warning Systems (AWS) in response the potential significant pricing changes from the existing AWS vendor, Everbridge Inc, and the lack of a consistent AWS vendor from the California Office of Emergency Services (Cal OES) Next Generation 9-1-1 (NG9-1-1) program. MCOES identified Genasys system package of GEMS AWS and GEMS Zonehaven Comprehensive Evacuation Management Platform as a preferred platform due to performance that was comparable to the existing AWS platform, the additional Evacuation module, and package cost savings.
On October 28th, 2022, Monterey County Contracts/Purchasing authorized a “Sole Source” agreement between Monterey County and Genasys Inc. for the Genasys GEMS Platform and the Genasys Zonehaven Platform. The Genasys GEMS Emergency Notification Platform provides mass notification across a range of social media and web interfaces and has FEMA demonstrated IPAWS capabilities as an Alert Origination Software Provider. The Genasys Zonehaven system is a comprehensive evacuation management platform that consolidates a range of first response and public information tools for evacuation planning, support, and operations. This includes an evacuation mapping feature that offers digital, cloud-based, and printable options for dissemination.
During the December 1st, 2022-October 7th, 2023, period where both Everbridge Inc. and Genasys Inc. Agreements are active, MCOES will ensure continuity of operations and core capabilities by transitioning (data migrating and administration training) from the Everbridge Emergency Notification System platform to the Genasys GEMS Emergency Notification System platform and Genasys Zonehaven system. The transition will coincide with an updated A!ert Monterey County and “Know your Zone” public information/education campaign.
Through this new agreement with Genasys Inc, MCOES will have a comprehensive evacuation management platform and continue to provide mass notification alerting and messaging software used for emergency alerting and notifications to the residents of Monterey County from the Monterey County Office of Emergency Services (MCOES), the Emergency Communications Department (ECD), county departments, Cities in Monterey County, and CSUMB.
The agreement has an initial term of three-year and four-month (40-month) from December 1st, 2022, to March 31st, 2026, and will cost $90,000/period with the option to renew annually for five (5) additional 1-year options at $90,000/year. The initial 40-month term will be:
1. The first period 16-months (December 1st, 2022, to March 31st, 2024)
2. The second period of 12-months (April 1st, 2024, to March 31st, 2025)
3. The third period of 12-months (April 1st, 2025, to March 31st, 2026)
The agreement did not utilize the County Standard Agreement format and Risk did not approve non-standard provisions.
OTHER AGENCY INVOLVEMENT:
Monterey County Contracts/Purchasing authorized a “Sole Source” agreement with Genasys Inc. for the GEMS and Zonehaven platforms (Attachment B)
Monterey County Counsel supported the development of the Genasys Inc. Agreement.
The Emergency Communications Department (ECD) will collect the costs from the participating agencies under terms of the 911 Services Agreement. County Counsel participated in the development and review of this informal non-standard agreement.
FINANCING:
The Genasys agreement has an initial term of three-year and four-month (40-month total) from December 1st, 2022, to March 31st, 2026, and will cost $90,000/period with the option to renew annually for five (5) additional 1-year options at $90,000/year. The initial 40-month term will be:
1. The First Period 16-months (December 1st, 2022, to March 31st, 2024), the transition period, will be financed from MCOES (001-1050-CAO005-8056) FY 22-23 budget augmentation items for Alert and Warning and Evacuation Maps/Materials.
2. The Second (April 1st, 2024, to March 31st, 2025) and Third periods (April 1st, 2025, to March 31st, 2026), 12-months each, will be financed through MCOES’ existing budget and funds collected for Alert and Warning through the ECD’s 9-1-1 Service Agreement collected by ECD and deposited into MCOES (001-1050-CAO005-8056) account for the non-County cost share. The 9-1-1 Services Agreement uses a population-based cost-share formula. The County’s portion equals approximately $22k (the existing annual budget allocation for Alert &Warning), and the operational area partner agencies portion equals approximately $68K.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
This contract meets the Board’s Public Safety Strategic Initiative by providing a mass notification software to alert the residents of Monterey County of emergency and non-emergency incidents.
Mark a check to the related Board of Supervisors Strategic Initiatives
__ Economic Development
__ Administration
__ Health & Human Services
__ Infrastructure
x Public Safety
Prepared by: Justin Lin, Emergency Services Planner, x1903
Approved by: Nick Chiulos, Assistant County Administrative Officer x5145
Attachments:
Board Report
Attachment A-Board Resolution Genasys Agreement
Attachment B-Genasys Agreement
Attachment C-Contracts/Purchasing Genasys Sole Source Approval
Attachment D-Everbridge BOS Resolution 22-411