Title
a. Authorize the Chief Information Officer to execute Amendment No. 2 to the non-standard Agreement (A-16310) with Aviat U.S., Incorporated to extend microwave equipment off-site hardware repair, equipment replacement, maintenance, and remote technical support services through March 17, 2029, and adding $74,627 for a revised total aggregate Agreement amount not to exceed $185,598; and
b. Authorize the Chief Information Officer, or his designee, to execute order forms, renewals and such documents as are necessary for services with Aviat U.S. Incorporated; and
c. Accept non-standard language as recommended by the Chief Information Officer; and
d. Authorize the Chief Information Officer or his designee the option to extend the agreement up to three additional one year period through March 18, 2032, provided that the additional costs do not exceed 10% of the prior year’s costs, with a maximum total increase of $90,577 for a total agreement not to exceed amount of $276,175 and as long as the renewals do not significantly alter the terms of the Agreement, even if no additional Agreements are entered into, subject to County Counsel review.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Authorize the Chief Information Officer to execute Amendment No. 2 to the non-standard Agreement (A-16310) with Aviat U.S., Incorporated to extend microwave equipment off-site hardware repair, equipment replacement, maintenance, and remote technical support services through March 17, 2029, and adding $74,627 for a revised total aggregate Agreement amount not to exceed $185,598; and
b. Authorize the Chief Information Officer, or his designee, to execute order forms, renewals and such documents as are necessary for services with Aviat U.S. Incorporated; and
c. Accept non-standard language as recommended by the Chief Information Officer; and
d. Authorize the Chief Information Officer or his designee the option to extend the agreement up to three additional one year period through March 18, 2032, provided that the additional costs do not exceed 10% of the prior year’s costs, with a maximum total increase of $90,577 for a total agreement not to exceed amount of $276,175 and as long as the renewals do not significantly alter the terms of the Agreement, even if no additional Agreements are entered into, subject to County Counsel review.
SUMMARY:
The Information Technology Department (ITD) manages the microwave network with Aviat equipment as the primary vendor for this critical public safety support technology. The approval of this amendment will allow services to continue through March 2029.
DISCUSSION:
ITD manages a diverse microwave network with Aviat equipment providing maintenance and support for the County phone, network, and public safety radio communications, including the Next Generation (NGEN) public safety radio system.
The approval of the recommended Amendment will permit County radio communications technicians access to an online web portal with technical documentation, installation guides, and user manuals for County-owned Aviat equipment. Technicians can also request remote technical support, software support, and preventative maintenance services.
The Chief Information Officer recommends approval of this proposed Amendment.
OTHER AGENCY INVOLVEMENT/COMMITTEE ACTIONS:
County Counsel has reviewed the amendment with Aviat U.S., Incorporated and approves as to legal form. Auditor-Controller’s Office reviewed the contract but does not agree to the non-standard payment provisions.
FINANCING:
Required funding for year one of Amendment 2 (covering the period of March 18, 2026, through March 17, 2027) is included in the FY 2025-26 Approved Budget for the Information Technology Department, ITD 1930, Appropriations Unit INF002. Funding for year two has been included in the FY 2026-27 Proposed ITD Budget. Fund requirements for future years will be included in all future year budget submittals.
BOARD OF SUPERVISORS STRATEGIC PLAN GOALS:
The Aviat U.S., Incorporated Amendment furthers the efficient support of County business by enabling the County to provide microwave support for the County’s phone, network, and public safety radio communications.
____ Well-Being and Quality of Life
X Sustainable Infrastructure for the Present and Future
X Safe and Resilient Communities
____ Diverse and Thriving Economy
____ Dynamic Organization and Employer of Choice
____ Administrative
Prepared by: Teresa Meister, Management Analyst II, 759-6938
Approved by: Eric A, Chatham, Cheif Information Officer, 759-6920
Attachments:
AviatCare Support Agreement
Amendment No. 1
Amendment No. 2
AviatCare Expense Summary