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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
Sheriff’s Office
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DATE:
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May 17, 2010
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BOARD MEETING DATE:
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June 29, 2010
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SPECIAL NOTICE/HEARING:
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None
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VOTE REQUIRED:
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Majority
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TO:
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Honorable Board of Supervisors
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FROM:
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Greg Munks, Sheriff
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SUBJECT:
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Agreement with Stationary Power Services, Inc., dba U.S. Energy
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RECOMMENDATION:
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Adopt a Resolution:
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Waiving the Request for Proposals process;
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Authorizing the President of the Board of Supervisors to execute an Agreement with Stationary Power Services, Inc., dba U.S. Energy for the design, build and installation of DC Power Plants at three County Radio sites for an amount not to exceed $116,412 and a term commencing June 29, 2010 and ending June 28, 2012;
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Authorizing the President of the Board to execute a Master Purchase Agreement, as attached as Appendix 1 to the Agreement, that permits the County to purchase services and hardware;
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Authorizing the Sheriff or Sheriff’s designee to execute amendments and Change Orders 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; and
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Authorizing the County Purchasing Agent to issue Purchase Orders to U.S. Energy to provide hardware, hardware maintenance, and support, to be invoiced separately and not subject to the Agreement’s not-to-exceed amount.
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BACKGROUND:
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The County has been working closely with regional partners through the Bay Area Urban Area Security Initiative (UASI) to improve public safety interoperability. The Bay Area UASI serves a population of 7 million and is comprised of: three core cities (San Francisco, Oakland and San Jose); 10 counties and over 100 incorporated cities. The geographical area covered by this region equates to approximately 8,800 square miles. As a result of these efforts the County has received grant funds from multiple federal grants (UASI 08, PSIC, COPS 2007) to build a P25 700 MHz radio network.
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In order to prepare for the new P25 radio network the County needs to upgrade the current radio power plants. The existing power plants are over ten years old and are no longer manufactured. In addition, the existing plants are not sized to adequately support the current equipment and new P25 equipment.
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DISCUSSION:
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In January 2010, a Request for Information (RFI) was sent to 11 vendors. Four vendors responded and were evaluated based on specific power system requirements. One vendor was disqualified for non-compliance with the County’s minimum requirements. It is in the best interest of the County to waive the Request for Proposals process because the RFI process ensured competitive responses and U.S. Energy met all County specifications/requirements, including guaranteeing that parts availability support is available for a minimum of seven years after delivery and implementation.
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The proposed contract with U.S. Energy is for the purchase of three 48 Volt power plants, including equipment and installation services. These power plants are required to run the P25 radio equipment at various County communications facilities. The County and U.S. Energy would also like to make available a Master Purchase Agreement that allows the County to purchase services and hardware.
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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 insurance, hold harmless, non-discrimination and equal benefits. Risk Management has reviewed the Contractor’s insurance certificate to ensure requirements are met. County Counsel has reviewed and approved the Resolution and Agreement as to form.
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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.
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PERFORMANCE MEASURE(S):
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Measure
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FY 2008-09
Actual
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FY 2009-10
Projected
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Number of incidents responded to by OES Staff
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48
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50
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Percent of Emergency Incidents responded to within one hour
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100%
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100%
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FISCAL IMPACT:
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The Agreement is for an amount not to exceed $116,412, funded through the PSIC and UASI 08 grants, and a term commencing June 29, 2010 through June 28, 2012. Funds have been included in the Sheriff’s Office Approved FY 2009-10 Budget and future years’ costs will be included in subsequent years’ recommended budgets.
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