Title
a. Authorize the Chief Information Officer to execute a non-standard Agreement with Motorola Solutions, Incorporated to purchase two-way Very High Frequency (VHF) Analog Overlay radios for the County's Next Generation Radio System (NGEN), set forth in Request for Quote (RFQ) Number 10937, in the amount of $999,933 for the term of November 12, 2024, through June 30, 2026; and
b. Authorize the Chief Information Officer or his designee to execute order confirmations and such documents as are necessary to implement the agreement for the County's purchase of products; and
c. Accept non-standard Agreement provisions as recommended by the Chief Information Officer.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Authorize the Chief Information Officer to execute a non-standard Agreement with Motorola Solutions, Incorporated to purchase two-way Very High Frequency (VHF) Analog Overlay radios for the County's Next Generation Radio System (NGEN), set forth in Request for Quote (RFQ) Number 10937, in the amount of $999,933 for the term of November 12, 2024, through June 30, 2026; and
b. Authorize the Chief Information Officer or his designee to execute order confirmations and such documents as are necessary to implement the agreement for the County's purchase of products; and
c. Accept non-standard Agreement provisions as recommended by the Chief Information Officer.
SUMMARY:
The Information Technology Department (ITD) and the Department of Emergency Management (DEM) solicited a Request for Quote (RFQ), NGEN Analog Overlay Upgrade (#10937) to replace the existing NGEN Analog Overlay radio hardware. It is intended that a portion of this upgrade will be funded by the Department of Homeland Security (DHS)/Federal Emergency Management Agency (FEMA) Homeland Security Grant Program - State Homeland Security Program (HSGP). In accordance with County policy and procedures and the criteria set forth in the RFQ, Motorola Solutions, Incorporated (Motorola) was issued a Notice of Intent to Award.
DISCUSSION:
ITD is responsible for the operation and maintenance support of the NGEN system under the governance of the NGEN Operations Board and NGEN Executive Board. The NGEN Executive Board is responsible for funding decisions and have approved a 5-year Capital Improvement Plan (CIP), for fiscal years 2024 through 2029, to develop and maintain the NGEN infrastructure and future capital projects. The upgrade of the NGEN VHF Analog Overlay system (Analog Overlay) is included in the 5-year CIP.
The Analog Overlay system provides countywide supplemental interoperable public safety radio communication coverage for regional first responders. It also functions as a redundant system to the primary NGEN digital system. The Analog Overlay radio hardware has reached end of life and end of support. The other components of the Analog Overlay systems including the comparators/voters, filtering, and antennas are still supported and are excluded from this project.
Motorola was provided the Notice of Intent to Award for the RFQ #10937, totaling $999,933, to provide mission-critical communication hardware. The scope of work includes the immediate replacement of sixty-five (65) radios due to frequent parts failures. ITD Radio staff will provide all services to install the radios.
A portion of this project will be funded by HSGP. The Analog Overlay project was submitted and approved by FEMA and the California Governor’s Office of Emergency Services (CalOES) for HSGP funding as the project aligns with the investment goals and mission of HSGP. DEM executes and manages grant documents for HSGP on behalf of the Monterey County Operational Area; ITD and DEM have worked collaboratively to ensure compliance with all grant requirements.
The Chief Information Officer recommends the approval of this non-standard Agreement with Motorola.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and the Auditor-Controller have reviewed and approved this Agreement as to legal form and fiscal provisions, respectively. The Emergency Communications Department, and the Department of Emergency Management have reviewed this non-standard Agreement.
FINANCING:
There are sufficient appropriations and estimated revenues of $584,577 included in the Fiscal Year 2024/25 Adopted Budget in: 405-1520-EME002-8426 ($236,401) and 024-1040-8590-HOME-DEM002 ($363,599 HSGP Grant Funds - see Exhibit 1). Future Fiscal Year costs will be included in the associated budget requests.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The communication sites provide critical radio communications to the County of Monterey.
__Economic Development
__Administration
__Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Sandra Shaffer, Management Analyst III, 759-6957
Approved by: Eric A. Chatham, Chief Information Officer, 759-6920
Attachments:
Motorola Agreement
Exhibit 1 Expenditures