COUNTY OF SAN MATEO

Inter-Departmental Correspondence

AREA OFFICE OF EMERGENCY SERVICES

DATE:

September 11, 2006

BOARD MEETING DATE:

September 19, 2006

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Sheriff Don Horsley, Office of Emergency Services Area Coordinator

SUBJECT:

Amendment One to the Agreement with Telecommunications Engineers Associates (TEA) to purchase and install equipment to upgrade the San Mateo County Fire Service Radio System.

RECOMMENDATION:

Adopt a resolution authorizing the President of the Board to execute Amendment One to the Agreement with TEA to upgrade the San Mateo County Fire Service’s radio system, increasing the contract maximum by $84,210, from $375,000 to $459,210.

VISION ALIGNMENT:

Commitment: Ensure basic health and safety for all.

Goal 7: Maintain and enhance the public safety of all residents and visitors.

The proposed agreement will update the County’s public safety communication system by replacing obsolete equipment.

PERFORMANCE MEASURES:

Measure

FY 2005-06
Actual

FY 2006-07
Projected

Total calls for services

392

365

Percent of emergency incidents responded to within one hour:

98%

98%

BACKGROUND:

Approximately seven years ago, the San Mateo County Fire Service agencies re-designed their radio infrastructure to accommodate the new consolidated services they provide in fire suppression and medical care responses.

In 2004, the San Mateo County Fire Service was awarded grant monies from the Department of Homeland Security (DHS) in order to replace mission critical technology used for their radio infrastructure.

The monies secured for this project are locally administered through the County Area Offices of Emergency Services (OES). OES provides grant administration for DHS grants to all public safety agencies in the County. Part of the grant administration includes the purchasing of services or goods for these departments. OES then seeks reimbursement from DHS for monies spent.

The County Fire Service’s radio system is a mission critical system which is relied upon so that the Fire Service can successfully accomplish their tasks on 24 hour, 7 days a week basis. Failure of the system can compromise the delivery of fire suppression and pre-hospital care services they provide. It is crucial that the system is maintained during normal operations while new equipment is being installed.

On November 11, 2005, your Board executed an Agreement (Resolution No. 067635) with TEA to enhance the radio communications system for the San Mateo County Fire Service agencies by conducting a radio communications needs assessment study, developing system designs, and furnishing and installing radio communications equipment. The Agreement was for a total obligation not to exceed $375,000 and a term commencing on September 1, 2005 though September 30, 2006.

DISCUSSION:

Amendment One will allow for the purchase and installation of additional equipment needed to complete the upgrade of the San Mateo County Fire Service’s radio system.

Unspent money, in the amount of $84,210, from other Homeland Security grant projects allocated by the Approval Authority has been re-directed for use on the Fire Radio Upgrade Project.

The Amendment includes all provisions that are required by County ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination, equal benefits, and a contractor jury service policy.

County Counsel has reviewed and approved this resolution and amendment as to form. The Information Services Department has reviewed this amendment and supports this item.

FISCAL IMPACT:

Amendment One to the Agreement with TEA will increase the contract maximum by $84,210, from $375,000 to $459,210.

Monies spent on this project are reimbursed by the Department of Homeland Security. There is no net County cost associated with this project.