Title
a. Approve and authorize the Director of the Emergency Communications Department to sign amendment #5 to the agreement with Everbridge, Inc. for mass notification software adding $88,850 for a revised contract total of $691,518 and extending the term of the agreement for one year for a revised term of October 8, 2013 through October 7, 2021; and
b. Authorize the Director of the Emergency Communications Department to sign up to three additional amendments to this agreement where the amendments do not exceed 10% ($69,151) of the current contract amount and do not significantly change the scope of work.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Director of the Emergency Communications Department to sign amendment #5 to the agreement with Everbridge, Inc. for mass notification software adding $88,850 for a revised contract total of $691,518 and extending the term of the agreement for one year for a revised term of October 8, 2013 through October 7, 2021; and
b. Authorize the Director of the Emergency Communications Department to sign up to three additional amendments to this agreement where the amendments do not exceed 10% ($69,151) of the current contract amount and do not significantly change the scope of work.
SUMMARY/DISCUSSION:
Through this agreement, Everbridge, Inc provides mass notification alerting and messaging software used for emergency and non-emergency alerting of the residents of Monterey County. All 12 cities in the County and the California State University Monterey Bay (CSUMB) utilize this software and share in the cost.
The Everbridge system is a fully compliant Integrated Public Alert & Warning System (IPAWS) which allows for mass notifications to registered cell phones, land lines, and TTY devices. Everbridge also includes Nixle, a proprietary opt-in texting/email delivery process, and is integrated with all the mass notification alerting pathways (cellular, landline, email, social media, SMS texting, and IPAWS (EAS and WEA)) into one single platform/user interface.
In addition to being used for alert and warning to the public, the Everbridge system is currently being used by several County departments (District Attorney’s Office and Social Services) and several Cities for employee/Staff notifications. The Superior Courts, Library, Public Defenders Office, Assessors Office, Auditor Controller, Tax Collector, Elections, and Public Health are in various stages of being set up to use the system for employee/Staff notifications. Mass emergency notifications are only sent by the Office of Emergency Services or the Emergency Communications Department.
In October 2013 the County selected Everbridge, Inc. through a formal solicitation process for a public alert and notification system. This fifth amendment extends the term of the agreement for one year. The State of California has selected EverBridge, Inc. as the State-wide vendor for public notification services and it is anticipated that future mass notification services for Monterey County will be provided through this State-wide agreement.
OTHER AGENCY INVOLVEMENT:
The Everbridge System is operationally managed through the Office of Emergency Services who performs system/database management and maintenance in conjunction with Everbridge. They are also responsible for training the system users both in the County and at the other user agencies. The Emergency Communications Department holds the contract and collects the costs of the system from the participating agencies.
County Counsel has approved this amendment as to legal form. The Auditor-Controller and Contracts/Purchasing have reviewed and approved this amendment.
FINANCING:
Sufficient appropriations and estimated revenues in EME004 are included in the FY2020/21 Adopted Budget. The cost of this software is shared between all twelve cities in the County, CSUMB, and the County based on respective populations with the County Administrative Office, through the Office of Emergency Services, funding the County’s share.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
This contract meets the Board’s Public Safety Strategic Initiative by providing a mass notification software platform to alert the residents of Monterey County of emergency and non-emergency incidents.
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, Ext 8883
Approved by: Lee Ann Magoski, Emergency Communications Director, Ext 8880
Attachments:
Original Agreement, Amendments 1-5