COUNTY OF SAN MATEO

Inter-Departmental Correspondence

AREA OFFICE OF EMERGENCY SERVICES

DATE:

October 30, 2006

BOARD MEETING DATE:

November 14, 2006

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Don Horsley, Office of Emergency Services Area Coordinator

SUBJECT:

Agreement with Hormann America, Inc. for provision of an interactive high-speed emergency alert system.

RECOMMENDATION:

Adopt a resolution that authorizes:

1)

the President of the Board to execute an agreement with Hormann America, Inc. for furnishing and installing a complete, integrated, working high-speed emergency alert system, for a two-year term commencing November 1, 2006 through October 31, 2008, in an amount not to exceed $350,000; and

2)

the Sheriff or the Sheriff’s designee to execute contract amendments which modify the County's maximum fiscal obligation by no more than $25,000 (in aggregate), and/or modify the contract term and/or services so long as the modified term or services is/are within the current or revised fiscal provisions.

VISION ALIGNMENT:

Commitment: Ensure basic health and safety for all.

Goal(s): Maintain and enhance the public safety of all residents and visitors.

This agreement contributes to this commitment by establishing an emergency alert system which will alert members of the public and employees at the County and municipal level of impending emergencies and/or necessary emergency mandates.

PERFORMANCE MEASURE(S):

Measure

FY 2005-06
Actual

FY 2006-07
Target

Total mutual aid calls for service:

ú Law Enforcement

ú Fire

ú Haz-Mat

ú Bomb Squad – High Threat

ú Bomb Squad – Total Calls

256

51

22

41

60

260

54

24

42

65

Percent of Operational Area (JPA) customers rating OES support as good or better:

96%

90%

BACKGROUND:

Within San Mateo County, there is currently no public warning system nor is there any communication system to notify public employees of the immediate need to respond to emergencies. Public safety is a paramount concern to all public officials and service providers. An emergency alert system would provide first responders with a more effective, timely, and accurate response to emergencies.

DISCUSSION:

Earlier this year, an Evaluation Committee was formed in order to develop an RFP to assist the County in the identification and evaluation of public sector technology consulting services companies capable of providing a public emergency alert system. Hormann was the only company capable of providing both the warning system and the siren capability OES was requesting.

Through this agreement, Hormann America, Inc. will provide an interactive high- emergency alert system located off site. The system will be able to perform automatic emergency alerts of County emergency management personnel and police and fire personnel based on a non-geographical as well as a geographical area using an interactive geographic information system (GIS) interface. The emergency alerts will be accomplished with the system connected to digital (T1) telephone lines that are operational on a 24 hour/7 days a week basis with no downtime for maintenance for the off-site system. The system will be accessible through a client browser. Security controls will be in place to prevent unauthorized access.

The term of this agreement is November 1, 2006 through October 31, 2008.

County Counsel has reviewed and approved the resolution and agreement as to legal form. The Information Services Department has reviewed and is supportive of the agreement.

Modifications made to the agreement’s insurance provisions have been reviewed and approved by Risk Management.

The contractor has assured compliance with the County's Contractor Employee Jury Service Ordinance, as well as all other contract provisions that are required by County ordinance and administrative memoranda, including but not limited to, hold harmless, non-discrimination and equal benefits.

FISCAL IMPACT:

The not-to-exceed amount of this agreement is $350,000, which will be paid with funds from the 2004 Urban Area Security Initiative (UASI) grant. There is no impact on the County, OES, or Sheriff’s Office net General Fund.

1.

General Description of RFP

On August 23, 2006 proposals were solicited for public sector technology consulting services companies to assist the San Mateo County Sheriff’s Area Office of Emergency Services (OES) to notify member of the public about impending emergencies and notify public employees at the County and municipal level of necessary emergency mandates.

2.

Key evaluation criteria

1. Completeness of vendor’s proposal.

2. “Best overall fit” of vendor’s solutions to County’s operating requirements.

3. Service Description.

4. There is a clear understanding of the scope of services to be provided.

5. Organizational Capability.

6. History of successfully providing similar services.

7. History of successfully managing other contracts with public or private agencies.

8. Evidence of satisfactory accounting and record keeping.

9. Cost Proposal.

10. Pricing.

3.

Advertisement and circulation of RFP

The RFP was sent directly to a list of 13 technology consulting services companies compiled by Sheriff’s staff and other County departments.

4.

Total number sent to prospective proposers

13 RFP’s were mailed to prospective technology consulting companies

5.

Number of proposals received

A total of 3 proposals were received.

1. Emergency Communications Network (Code Red)

2. Hormann America, Inc.

3. YHD Software

6.

Evaluation Committee

An evaluation committee consisting of Information Services Department, Public Safety Communications, and Sheriff’s Office employees evaluated the qualifications of the three proposals submitted. The evaluation committee submitted to the Director of Information Services the results of the committee’s evaluation together with the committee’s recommendations of a proposal to be selected by the Director of Information Services.