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Agenda Item
ASR
Control 10-001527 |
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MEETING DATE: |
11/23/10 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
All Districts |
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SUBMITTING
Agency/Department: |
Sheriff-Coroner
(Approved) |
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Department contact
person(s): |
Executive Director Rick Dostal (714) 647-1803 |
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Robert Stoffel (714) 704-7919 |
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Subject:
800 MHz CCCS Upgrade Project -
Phase 1
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ceo Concur |
County
Counsel Review |
Clerk of the Board |
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Concur |
Approved Agreement to Form |
Discussion |
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3 Votes Board Majority |
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Budgeted: No |
Current Year Cost:
$2,797,153 |
Annual Cost:
N/A |
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Staffing Impact: No |
# of Positions:
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Sole Source:
Yes |
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Current Fiscal Year Revenue: $2,130,000 |
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Funding Source: FY07
PSIC Grant: 76%, 800MHz CCCS Partnership: 20%, Budget Control 055: 4% |
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Prior Board Action: Resolution
95-693 dated 9/19/95 approving Motorola Contract |
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RECOMMENDED ACTION(S):
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1. |
Approve and authorize the Chair, on behalf of the County of Orange, the 800 MHz Countywide Coordinated Communications System (CCCS) Governance Committee, and the 60 Partner Agencies of the 800 MHz CCCS, to execute Agreement MA-060-11011193 with Motorola, Inc. for the purchase of equipment and services related to Phase 1 of the 800 MHz CCCS Upgrade Project, in the amount of $2,797,153, after the County receives confirmation of the award of $2,130,000 in FY07 Public Safety Interoperable Communications (PSIC) Grant funds. |
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2. |
Authorize the Sheriff-Coroner to execute, on behalf of the County of Orange, the Amendment to the Sub-recipient Grant Agreement for the FY07 Public Safety Interoperable Communications (PSIC) Grant with the City of Santa Ana. |
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3. |
Accept FY07 Public Safety Interoperable Communications (PSIC) Grant funds from the City of Santa Ana in the amount of $2,130,000 for Phase 1 of the 800 MHz CCCS Upgrade Project. |
SUMMARY:
The Sheriff-Coroner requests that the Board authorize execution of the agreement with Motorola, Inc. in the amount of $2,797,153 for the 800 MHz CCCS Upgrade Project Phase 1 and accept $2,130,000 in FY07 PSIC grant funds from the City of Santa Ana.
BACKGROUND INFORMATION:
The Sheriff-Coroner Department operates and maintains the 800 MHz Countywide Coordinated Communications System (CCCS), which provides centralized, interoperable voice radio communications for the County of Orange and its 34 cities, including all public safety and public service agencies in the County, as well as a number of private, State and Federal agencies that provide support to the above agencies.
The existing CCCS system, installed in 1999 under an $84 million contract with Motorola, Inc., has been reliably serving the day-to-day and emergency communication requirements for Orange County law, fire, lifeguard, public works, and numerous other public safety and public service agencies. The original system was anticipated to continue providing service reliably until approximately 2015. As that time grows near, it is becoming increasingly difficult to maintain the system and obtain parts. At the direction of the 800 MHz CCCS Governance Committee, the Sheriff-Coroner/Communications & Technology Division has developed a four-phase migration plan that provides a roadmap towards migrating the CCCS towards a P25 platform while avoiding a complete “forklift” replacement of the current CCCS. P25 refers to a set of industry standards, developed under the sponsorship of APCO (the Association of Public Safety Communications Officials), which have been adopted by the U.S. Department of Homeland Security (DHS) as the platform it supports for public safety radio communications.
Phase 1 of the 800 MHz CCCS Upgrade Project consists of a Motorola program known as the SmartX Core Migration Project that will allow the gradual phase-out of older components of the CCCS, as well as prepare it for gradual migration to P25 operation, all without material disruption to the daily operation of the system. This is vastly preferable to a replacement system, which would, in contrast, entail major disruptions, replacement of a substantial amount of existing radio equipment, and retraining of personnel on new equipment. All of this would be unnecessary with implementation of the SmartX Core Migration Project upgrade. By implementing Phase 1, the County will be able to continue operation of the current 800 MHz CCCS system, providing for migration in an orderly fashion toward full P25 capability.
It is proposed that completion of the remaining upgrades will take place in three additional phases. Phase 2 will include the upgrade of law and fire dispatch consoles and the ability for all CCCS participants to purchase new P25 compatible radios. The timeframe for Phase 2 is 2012-2020. Phase 3 will include the upgrade of lifeguard and public works dispatch consoles and the implementation of 700 MHz repeaters. The timeframe for Phase 3 is 2015-2020. Phase 4 will include the implementation of the 800 MHz P25 backbone repeaters. The timeframe for Phase 4 is 2020-2025. When all four phases are completed, the CCCS will have successfully migrated to the new P25 platform. The four-phase approach allows the upgrades to be completed on a timetable determined by the CCCS partnership, while continuing to preserve the existing investment in infrastructure and subscriber equipment. A major benefit of the Phase 1 procurement and the four-phase approach is that disruption to the operation of the existing system is completely avoided. Funding of Phases 2 through 4 will be supplied by the 800 MHz CCCS Partnership, possibly augmented by future grant funds.
It is intended that the majority of the funding for Phase 1 will be available from the FY07 Public Safety Interoperable Communications (PSIC) grant program. The National Telecommunications and Information Administration along with the Federal Department of Homeland Security established the FY07 PSIC grant program to assist public safety agencies in implementing interoperable communications systems. The City of Santa Ana is receiving grant funding through the FY07 PSIC grant program as an authorized Planning Area due to its capacity as lead agency for the Anaheim/Santa Ana Urban Area under the FY 2007 Urban Areas Security Initiative (UASI). The proposed project is predicated on receiving project approval from the National Telecommunications and Information Agency (NTIA), through the California State Administrative Agency (CalEMA), and a commitment of the remaining $2,130,000 in FY07 PSIC grant funds to be used for Phase 1 of the 800 MHz CCCS Upgrade Project. Should this not occur, the project will not be pursued at this time and Motorola, Inc. will not be entitled to any reimbursement from either the County or the 800 MHz CCCS Partnership.
The proposed purchase agreement with Motorola, Inc. contains modified insurance requirements and a limitation of liability for the contract amount. The modified insurance requirements were negotiated and approved by CEO/Risk Management. The limitation of liability does not pertain to bodily injury claims and will not affect the County’s right to pursue recovery through Motorola’s insurance carrier up to a limit of $5,000,000. This amount is more than adequate based on the work to be performed. Motorola, Inc. would not enter into an agreement absent a limitation of liability due to their corporate policy.
FINANCIAL IMPACT:
The total cost to procure and implement Phase 1 of the 800 MHz CCCS Upgrade Project is $2,797,153. The County is receiving FY07 PSIC Grant funds in the amount of $2,130,000 from the City of Santa Ana, with the remaining balance of $667,153 contributed by the CCCS partnership. The required PSIC match of 20% ($426,000) will be met by the CCCS partnership funds plus $100,000 of in-kind contribution of labor provided by the Sheriff-Coroner Communications & Technology Division.
STAFFING IMPACT:
N/A
REVIEWING AGENCIES:
CEO/Risk Management
EXHIBIT(S):
Amendment to Sub-recipient Grant Agreement
ATTACHMENT(S):
Agreement with Motorola, Inc.