COUNTY OF SAN MATEO Inter-Departmental Correspondence
Information Services
DATE:		April 2, 2007
BOARD MEETING DATE:		May 1, 2007
SPECIAL NOTICE/HEARING:		None
VOTE REQUIRED:		Majority
TO:	Honorable Board of Supervisors
FROM:	Chris Flatmoe – CIO/Director, Information Services Department
	Steve Dupré – Supervisor, Radio Services
SUBJECT:	Agreement with San Mateo County Transit District (SamTrans) to provide SamTrans with Maintenance/Support for Radio Communications System
RECOMMENDATION:
Adopt a Resolution:
1. Authorizing the execution of an Agreement with San Mateo County Transit District (SamTrans), wherein the County will provide SamTrans with maintenance and support services, for a term two years beginning May 1, 2007, with the option of three one-year extensions, at $120,091 a year
VISION ALIGNMENT:
Commitment: Responsive, effective, and collaborative government
Goal 22: County and local governments effectively communicate, collaborate, and develop strategic approaches to issues affecting the entire County. This Agreement contributes to this commitment and goal by documenting and maintaining the long-term relationship between SamTrans and the County. This Agreement also establishes a Service Level Agreement (SLA) and establishes an interagency Agreement between SamTrans and the County.
Performance Measure (s):
Measure FY 2005-06 Actual FY 2006-07 Projected Percent of information and technology services available 99.8% 99.8%
BACKGROUND:
The County of San Mateo has provided radio support services including signal transmission to remote mountain sites and has housed SamTrans-operated radio transmission and antenna equipment since 1988. In 1995, the Information Services Department (ISD) increased the scope of their services to support the maintenance of the Metrocomm radio telecommunication system. ISD has continued to provide radio engineering and radio backbone support with the addition of the new Orbital Advanced Communication System. The County has been providing support on a month-to-month basis since 2001.
DISCUSSION:
ISD will enter into this Agreement with SamTrans to continue providing radio system maintenance and support to the mission critical function of providing consistent radio communication to all SamTrans fleet vehicles. This Agreement will also ensure rapid and efficient response to radio-related problems as they arise. The new Agreement updates and replaces the prior Agreement for support associated with the legacy system.
This Agreement provides for the annual review and adjustment of labor rates based on ISD’s rates and external market factors. Rates will be reviewed annually, and an itemized Maintenance Fee Adjustment Schedule will be sent to SamTrans (60) days prior to the County’s Fiscal Year end. Rate adjustments will take effect every July 1, and County revenue will be based on the adjusted total fixed annual cost. The annual maintenance fees, paid by SamTrans, are formulaic and are based on the annual aggregate maintenance costs over the prior year distributed by equipment classifications.
FISCAL IMPACT:
There is no net County cost. This revenue offsets the cost of ISD labor and materials. The term of this Agreement is two years, with three one-year options exercisable by SamTrans for a total of five years. Revenue generated for the County will be approximately $120,091 a year.