Title
a. Approve and authorize the Director of the Information Technology Department to execute a non-standard Agreement with Black & Veatch Corporation in the maximum amount of $600,000, for the period of October 15, 2017 through October 16, 2020, to provide architectural, engineering, and design services to support remedial work at County radio communications sites; and
b. Approve non-standard agreement terms as recommended by the Director of the Information Technology Department; and
c. Authorize the Director of the Information Technology Department to sign up to two (2) amendments to this Agreement, subject to County Counsel review, which extend services by one (1) year each, where any increased costs do not exceed 10% of the original contract amount ($60,000 maximum increase per amendment), and do not significantly alter the terms of the Agreement, including non-standard terms approved by the Board.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Director of the Information Technology Department to execute a non-standard Agreement with Black & Veatch Corporation in the maximum amount of $600,000, for the period of October 15, 2017 through October 16, 2020, to provide architectural, engineering, and design services to support remedial work at County radio communications sites; and
b. Approve non-standard agreement terms as recommended by the Director of the Information Technology Department; and
c. Authorize the Director of the Information Technology Department to sign up to two (2) amendments to this Agreement, subject to County Counsel review, which extend services by one (1) year each, where any increased costs do not exceed 10% of the original contract amount ($60,000 maximum increase per amendment), and do not significantly alter the terms of the Agreement, including non-standard terms approved by the Board.
SUMMARY/DISCUSSION:
Many of the County’s radio communication towers were constructed in the 1970’s. Communication tower systems are composed of facilities (tower, shelter, generator, etc.) and technology infrastructure (radios, network devices, wiring, etc.) that function together to support countywide, mission critical, public safety communications. These facilities have been subjected to natural adverse environmental conditions over time and were developed in compliance with older building codes. Facilities and technology infrastructure have been assessed to gauge whether they can withstand seismic activity, inclement weather, and other states of emergency; required remedial work has been identified.
The Information Technology Department (ITD) is tasked with repairing deficiencies identified in the assessment to ensure that structures and systems fully support County enterprise and public safety communication systems. The unique requirements of a radio communications site, coupled with the permitting requirements at each site, require technical engineering and design services before commencement of remediation construction. ITD recommends entering into an agreement with Black & Veatch Corporation for architectural, engineering, and design (A & E) services to fix deficiencies identified in the assessment
Black & Veatch Corporation assisted in assessing County radio communications sites and has worked on other County systems such as the Next Generation Radio Project. As such, it has the data in-house to be able to immediately produce the design and conduct the engineering needed to implement urgently needed remediation. Pursuant to the Agreement, Black & Veatch will prepare construction documents required for permitting, which in turn will be used to procure construction contractor(s) who will repair identified deficiencies at County sites.
The A & E services will be conducted through a phased, as-incurred, and prioritized approach based on urgency, for a total cost of no more than $600,000. The Agreement provides that County will prioritize A & E services, by site, in its discretion.
OTHER AGENCY INVOLVEMENT:
Contracts/Purchasing has approved the Black & Veatch agreement as a sole source agreement.
County Counsel cannot approve the Black & Veatch Corporation agreement due to the following non-standard provisions: warranty limitations; non-standard termination provisions; County obligation to pay undisputed portions of bills; non-standard insurance and indemnification provisions; non-standard royalty and work product provisions; non-standard time is of the essence provisions; non-standard force majeure provisions; and limitations the type of and amount of damages available to County in event of a breach. Risk does not approve non-standard insurance and indemnification provisions.
FINANCING:
Financing for this agreement is part of the approved ITD CIP for the current fiscal year; the funds for payment of this agreement have been included in the FY 17-18 Adopted Budget for the Information Technology Department, 1930, Unit 8436, Appropriation unit INF002.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The recommended Agreement for A & E services will ensure public safety communications infrastructure remains compliant with current building codes and is optimized to support daily and emergency operations.
Mark a check to the related Board of Supervisors Strategic Initiatives
__Economic Development
__Administration
__Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Sandra Shaffer, Management Analyst III, 759-6938
Approved by:
________________________________________Date: _______
Eric A. Chatham, Director of Information Technology, 759-6920
Attachments: Agreement with Black & Veatch Corporation
Attachments are on file with the Clerk of the Board