Title
a. Authorize the Chief Information Officer or his designee to execute a non-standard retroactive Agreement with Aviat U.S., Incorporated in the amount of $106,171 for the provision of microwave equipment off-site hardware repair, equipment replacement, maintenance, and remote technical support from March 18, 2023, through March 17, 2026; and
b. Accept non-standard language as recommended by the Chief Information Officer; and
c. Authorize the Chief Information Officer to sign up to three (3) future renewals or amendments to this Agreement, extending each term by one (1) year each, where the additional costs of each Amendment does not exceed 10% ($10,671) of the original contract amount of $106,171, bringing the total maximum cumulative cost increase to $31,851 and potential overall Agreement aggregate Not to Exceed amount to $138,022 even if no additional Agreements are entered into.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Authorize the Chief Information Officer or his designee to execute a non-standard retroactive Agreement with Aviat U.S., Incorporated in the amount of $106,171 for the provision of microwave equipment off-site hardware repair, equipment replacement, maintenance, and remote technical support from March 18, 2023, through March 17, 2026; and
b. Accept non-standard language as recommended by the Chief Information Officer; and
c. Authorize the Chief Information Officer to sign up to three (3) future renewals or amendments to this Agreement, extending each term by one (1) year each, where the additional costs of each Amendment does not exceed 10% ($10,671) of the original contract amount of $106,171, bringing the total maximum cumulative cost increase to $31,851 and potential overall Agreement aggregate Not to Exceed amount to $138,022 even if no additional Agreements are entered into.
SUMMARY/DISCUSSION:
The County of Monterey, Information Technology Department (ITD) manages a diverse microwave network with Aviat equipment as the primary vendor for this critical public safety support technology. The Aviat brand of products provides microwave maintenance and support for the County phone, network, and public safety radio communications, including the Next Generation (NGEN) public safety radio system.
The Agreement will allow County radio communications technicians access to an online web portal with technical documentation, installation guides, and user manuals for County-owned Aviat equipment. In addition, technicians will be able to request remote technical support, software support services, and preventative maintenance services during the three-year term of the Agreement.
This Agreement is retroactive due to length of time it took to negotiate the fee structure. The Chief Information Officer recommends the approval of this proposed Agreement.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed the agreement 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:
The funds for the current fiscal year are included in the FY22-23 Adopted Budget for the Information Technology Department, ITD 1930, Appropriations Unit INF002. Fund requirements for future years will be included in all future year budget submittals.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The execution of the proposed Aviat U.S., Incorporated Agreement 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.
__Economic Development
X Administration
X Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Sandra Shaffer, Management Analyst III, 759-5798
Approved by:
____________________________ Date: ________________
Eric A. Chatham, Chief Information Officer, 759-6920
Attachments:
AviatCare Agreement