COUNTY OF SAN MATEO

Inter-Departmental Correspondence

SHERIFF’S OFFICE

DATE:

April 16, 2010

BOARD MEETING DATE:

April 27, 2010

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Greg Munks, Sheriff

Chris Flatmoe, CIO/Director of Information Services

SUBJECT:

Agreement with Motorola, Inc. for the Migration to a P25 Compliant/700 MHz Radio System.

RECOMMENDATION:

Adopt a Resolution authorizing the:

A.

President of the Board to execute and Agreement with Motorola, Inc. for the design, build and integration of a P25/700 MHz Radio System for the term April 28, 2010 through April 27, 2013, with the option to extend the Agreement by two additional one-year terms, in an amount not-to-exceed $4,544,906;

B.

President of the Board to execute a Master Purchase Agreement that permits partner agencies to purchase services, hardware and software based on the County’s negotiated pricing;

C.

Sheriff or Sheriff’s designee to execute amendments or modifications to the terms, scope and conditions up to the standard contract amount, so long as the modified term or service(s) is/are within the current or revised fiscal provisions; and

D.

County Purchasing Agent to issue Purchase Orders to Motorola, Inc. to provide proprietary software licenses and maintenance, hardware maintenance, and support, to be invoiced separately and not subject to the Agreement’s not-to-exceed amount.

BACKGROUND:

Over the past five years, San Mateo County has participated in several initiatives with city, county, state, and federal agencies to promote and develop regional interoperable Public Safety/ Service communications. A primary focus of these efforts is the development of a P25 standards-based digital radio system, operating in the 700 MHz radio spectrum. The emerging alignment of a variety of factors including: federal funding sources, an available radio spectrum dedicated to public safety (700 MHz), collaboration and common vision with our regional partners and advances in technology, present a rare opportunity to increase the effectiveness of all public safety first responders.

DISCUSSION:

Currently, the County of San Mateo does not have the ability to appropriately support public safety communications during responses to a major disaster. In an effort to improve public safety communications and enhance regional interoperability with surrounding Bay Area counties, and state and Federal public safety agencies, the County released a Request for Proposal (RFP #ISD1801) in September 2009, for the design and integration of a P25/700 MHz system. A RFP Review Committee, consisting of representatives from the Sheriff’s Office of Emergency Services, Information Services Department, Department of Public Works, and Public Safety Communications, determined, of the two proposals received, that Motorola, Inc. is the vendor most suitable to provide the services outlined in the RFP.

With your Board’s approval the County would like to enter into a multi-phase contract with Motorola Inc., to construct a P25/700 MHz Radio/Public Safety System. This phase of the project includes the purchase and installation of 700 MHz radio equipment at seven sites throughout the County.

This System will allow County trunked radio users enhanced communication capabilities throughout the majority of the County; and allow direct radio communications between the County’s radio users and our regional public safety/services partners, including: law enforcement, fire, EMS, Public Works, Parks, Probation, disaster recovery and community support agencies, etc.

In addition to enhanced interoperability, this effort will allow the County to begin the replacement of the existing radio network that is nearing the end of its useful life. This contract will act as the vehicle for the County to build out the P25 network commensurate with available funding. Upon completion of this multi-phase project, County radio users will migrate to a 700 MHz standards-based radio system.

County Counsel has reviewed and approved the Resolution and Agreement as to form. Risk Management has reviewed the Contractor’s insurance certificate to ensure requirements are met.

Approval of this Agreement contributes to the Shared Vision 2025 outcome of a Collaborative Community by enhancing public safety and service communications operations and expanding interoperability with the County’s regional partners throughout the Capitol Bay Region.

PERFORMANCE MEASURES:

Measure

FY 2008-09
Actual

FY 2009-10
Projected

Number of incidents responded to by OES Staff

48

50

Percent of Emergency Incidents responded to within one hour

100%

100%

FISCAL IMPACT:

The term of the Agreement is from April 28, 2010 through April 27, 2013, and for an amount not to exceed $4,544,906. The funding for Phase 1 derives from three Federal grant programs (2007 TCOPS, 2007 PSIC, and FY08 UASI). Two of the grants (PSIC and TCOPS) require the County to match a combined total of $830,582. The required match is provided by ISD and has been included in the Sheriff’s Office FY 2009-10 Approved Budget. Subsequent year’s cost will be included in the Sheriff’s Office FY2010-11 and 2011-12 Budgets.

1.

General description of RFP

Design, build and implementation of a new P25/700 MHz radio communications system, to replace the existing UHF Smartzone 4.1 trunked system.

2.

List key evaluation criteria

§ Qualifications of Contractor

§ Compliance with System Functional and -Technical Requirements

§ User Functional and Technical Requirements

§ Project Approach

§ Training, Warranty, Maintenance and Support

§ Pricing

§ Compliance with County Contractual Terms

3.

Where advertised

San Mateo County Times

County Website: www.co.sanmate.ca.us/isd/rfp

4.

In addition to any advertisement, list others to whom the RFP announcement was sent

Alcatel-Lucent

Dailey and Wells

EADS Secure Networks

Epic Marketing Co.

Harris Corporation

Motorola, Inc.

Tait Radio Communications

Telecommunications Engineering Associated

Telewave, Inc.

Tyco Electronics

5.

Total number of RFP’s sent to prospective proposers

10

6.

Number of proposals received

2

7.

Who evaluated the proposals

Lieutenant Edmund Barberini

William Dunbar

Steve Dupre

Joseph Lococo

Elise Moeck

Bob Simmons

Captain Mark Wyss

8.

In alphabetical order, names of proposers (or finalists, if applicable) and location

Harris Corporation, San Carlos, CA

Motorola, Inc., Los Angeles, CA