Title
a. Approve and authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute, on behalf of County of Monterey, an Agreement with Black & Veatch Corporation in the maximum amount of $568,168, for the period of December 17, 2015 through June 30, 2017, to conduct infrastructure assessment of specified County telecommunications facilities; and
b. Approve and authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute one (1) amendment to extend the term of the Agreement for an additional one (1) year, at no additional cost.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute, on behalf of County of Monterey, an Agreement with Black & Veatch Corporation in the maximum amount of $568,168, for the period of December 17, 2015 through June 30, 2017, to conduct infrastructure assessment of specified County telecommunications facilities; and
b. Approve and authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute one (1) amendment to extend the term of the Agreement for an additional one (1) year, at no additional cost.
SUMMARY/DISCUSSION:
Many of the County of Monterey Information Technology Department (ITD)’s radio communication tower systems were constructed in the 1980’s and 1990’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. ITD would like to assess the performance of these communications operations and whether they can withstand seismic activities, inclement weather, and other states of emergency.
An internal ITD risk analysis was conducted to identify which ten (10) primary County sites should be assessed. A preliminary scope of work was drafted to facilitate an informal request for budgetary estimates. The project budget was developed around these preliminary quotes. The final scope of work was expanded to capture the technology infrastructure’s functionality and operational characteristics with relation to the sites’ supporting facilities. To ensure an exhaustive and more beneficial assessment, five (5) additional, secondary County sites were included in the project. To find a qualified vendor to formally assess the condition of ITD’s critical infrastructure readiness, Request for Qualifications (RFQ) No. 10527 was released on April 16, 2015. One response to the RFQ was received by a highly qualified vendor.
The assessment will be conducted in a two-phase approach for a total cost of no more than $568,168. Phase 1 will cover the assessment of ten (10) primary County sites and is projected to be completed within Fiscal Year 2015-16 at a cost of $353,471. Phase 2 will commence in Fiscal Year 2016-17 and will include the assessment of five (5) secondary County sites at a cost of $214,697.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed the Agreement with Black & Veatch Corporation as to form.
FINANCING:
Financing for Phase 1 of this agreement, to take place within Fiscal Year 2015-16, 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 15-16 Recommended Budget for the Information Technology Department, 1930, Unit 8436, Appropriation unit INF002. As ITD receives no General Fund contribution, reimbursement of expenditure will come from customers benefitting from this project. Customer departments have those funds built into their respective FY 2015-16 budgets as well.
Financing for Phase 2 of this Agreement, to take place within Fiscal Year 2016-17, will be addressed in the same manner as FY 2015-16.
Prepared by: Liz Crooke, Management Analyst III, 755-5108
Approved by:
__________________________________________
Dianah Neff, Director of Information Technology
Dated: November 20, 2015
Attachments:
Agreement with Black & Veatch Corporation
Attachments are on file with the Clerk of the Board