Title
Sheriff’s Office recommending the Board:
1) Find that, in accordance with Section 3.4.4 of the El Dorado County Procurement Policy, Exemption from Competitive Bidding, that a piggyback contract is available for the purchase of Motorola APX8000 series radios and accessories;
2) Authorize the Purchasing Agent to utilize the Sourcewell Contract 042021, currently expiring on June 23, 2025, for the acquisition of the Motorola APX8000 radios and accessories, contingent upon County Counsel and Risk Management approval;
3) Authorize the Purchasing agent to issue a Purchase Order to Motorola Solutions for the APX8000 radios in the amount of $240,000, plus applicable fees, taxes, and shipping costs; and
4) Authorize the Purchasing Agent to increase the Purchase Order as needed during the awarded period as long as funding is available within the Sheriff's Office budget.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
During the 911 attack on our twin towers, the police responding to the scene did not have a way to communicate directly with the fire departments. Many lives were lost during that time partly due to the lack of interoperability of communication devices between agencies. The after-action reports from this one incident have pushed the federal government to recommend that all Public Safety agencies have the ability to communicate with other agencies and disciplines.
About 5 years ago, the Sheriff's Office began reviewing different radios on the market to determine which model would be appropriate to meet the needs of the Sheriff's Office. It was determined that all sworn staff would be issued the Motorola APX8000s to allow them to communicate with other agencies and disciplines directly. In total, over 180 of these radios needed to be purchased; due to the high cost of these radios, the Sheriff’s Office decided to purchase these radios over several fiscal years to spread the cost over a period of time. This is our last year of making these radio purchases on a large scale, going forward these will be purchased as replacements on an as needed basis.
Pursuant to the provisions in El Dorado County Procurement Policy, Exemption from Competitive Bidding, section 3.4.4., a piggyback contract is available, and all of the following requirements are met with respect to the procurement: a) the good may be procured from a vendor that has a contract with another public agency, JPA or cooperative purchasing agreement, for the purchase of the item; and b) the contract was awarded utilizing a competitive bidding process substantially the same as that utilized by the county; and c) the terms of the transaction are the same, or substantially the same.
The Sourcewell contract with Motorola Solutions allows the Sheriff's Office to piggyback off an already competitively bid contract that will provide interoperable equipment needed to communicate effectively with other agencies during emergencies. Sourcewell is a State of Minnesota local government agency and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to government entities. Participation is open to federal, state/province, and municipal governmental entities, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States and Canada. Sourcewell issued a public solicitation for Public Safety Communications Technology and
Hardware Solutions from which Vendor was awarded a contract.
ALTERNATIVES
N/A
PRIOR BOARD ACTION
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Risk Management, Procurement and Contracts.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
These costs are accounted for in the Sheriff’s Office approved FY 22/23 budget; therefore, there is no increase to net county cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Public Safety.
CONTACT
Undersheriff Bryan Golmitz