Title
It is recommended that the Board of Supervisors:
a. Approve and Authorize the Director of the Emergency Communications Department to sign a non-standard agreement with eGroup Enabling Technologies LLC, effective upon execution through June 25, 2025, in an amount not to exceed $347,289 to purchase hardware, software, and professional services to rehost the Department’s Computer Aided Dispatch System to new servers;
b. Approve non-standard contract language as recommended by the Director of the Emergency Communications Department; and
c. Authorize the Director of the Emergency Communications Department to sign up to three (3) amendments or change orders to this agreement where the total amendments do not exceed 10% ($34,729) of the original agreement amount, do not significantly alter the scope of work, and do not exceed a maximum amended aggregate amount of $382,018.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and Authorize the Director of the Emergency Communications Department to sign a non-standard agreement with eGroup Enabling Technologies LLC, effective upon execution through June 25, 2025, in an amount not to exceed $347,289 to purchase hardware, software, and professional services to rehost the Department’s Computer Aided Dispatch System to new servers;
b. Approve non-standard contract language as recommended by the Director of the Emergency Communications Department; and
c. Authorize the Director of the Emergency Communications Department to sign up to three (3) amendments or change orders to this agreement where the total amendments do not exceed 10% ($34,729) of the original agreement amount, do not significantly alter the scope of work, and do not exceed a maximum amended aggregate amount of $382,018.
SUMMARY/ DISCUSSION:
The Monterey County Emergency Communications Department (ECD) is a consolidated public safety answer point and dispatch facility serving 28 law enforcement, fire protection, and emergency medical services (EMS) response agencies throughout Monterey County. Calls for service are dispatched through the ECD’s Computer Aided Dispatch (CAD) system. ECD uses CentralSquare CAD.
This agreement provides for hardware, software, and professional services to rehost the Department’s CAD system on new servers with new software. The current server hardware and software are nearing end of life and will soon become unsupported.
eGroup is the primary provider for CentralSquare CAD users for Server/Storage products and associated implementation services, networking infrastructure product and associated implementation services, and for IT professional services for CentralSquare infrastructure. The majority of this agreement is purchased through the pricing and public bidding of two General Service Agreements (Contract #47QSWA18D008F for $161,756,69 and GS-35F-303DA for $38,285.92) through the U.S. General Services Administration. The remainder of the services were authorized for purchase by the Contracts/Purchasing Officer through a Sole Source approval.
This is a two-fold project, first to implement the physical servers with the server software then to move the CAD onto those new servers. eGroup has experience performing rehosts on this same equipment with the same version of CAD that ECD uses. Purchasing the entire package through eGroup ensures a successful cutover and minimizes the risk of any unnecessary downtime for CAD.
This agreement contains nonstandard insurance and indemnification provisions. The Director of the Emergency Communications Department recommends the approval of this non-standard agreement with eGroup Enabling Technologies LLC.
OTHER AGENCY INVOLVEMENT:
County Counsel has approved this Agreement as to legal form but notes the risks posed by terms such as mutual indemnification, limitations on liability and disclaimer of warranties. The County Risk Manager has reviewed this Agreement. The Information Technology Department Security Team has reviewed this Agreement. The Auditor-Controller and Contracts/Purchasing have reviewed and approved this Agreement.
FINANCING:
Sufficient appropriations and estimated revenues are included in 028-8507-EME004 in the FY2023/24 Adopted Budget contingent on an appropriations increase that is on the May 21, 2024 Board of Supervisors Consent Agenda. If approved, this appropriations increase will be funded by unassigned fund balance in the Department’s Dispatch Fund, Fund 028.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
This agreement correlates to the Board’s Public Safety Strategic Initiative by allowing the Department of Emergency Communications to maintain the Computer Aided Dispatch system for public safety dispatching.
Mark a check to the related Board of Supervisors Strategic Initiatives
__Economic Development
__ Administration
__Health & Human Services
__Infrastructure
_x_Public Safety
Prepared by: John Vaught, Finance Manager II, x8883
Approved by:
________________________
Lee Ann Magoski x8880
Director of Emergency Communications Department
Attachments:
Agreement
Board Report