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SHERIFF’S OFFICE - Sheriff Dave Kain
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Requested Action(s)
recommendation
a) BID WAIVER:
1) Request to adopt the finding that the Houston-Galveston Area Council Cooperative Purchasing Program (HGAC) Contract RA05-21 with Motorola for the acquisition of a dispatch console system meets all Tehama County bidding criteria and allow the County to take advantage of special low pricing without the time and expense involved with conducting a formal bid process
2) Request to find it in the best interest of the County to waive the formal bid process for the acquisition of a dispatch console system based on the findings
b) TRANSFER OF FUNDS: SHERIFF, B-46 - From Special Contingency (2002-59001), $278,308.48; to Special Department Equipment (2027-57608), $278,308.48 (Requires a 4/5’s vote)
c) RESOLUTION - Request adoption of a resolution approving and authorization the Sheriff and the Chair to sign the Agreement with Motorola Solutions, Inc. for the purpose of providing a new dispatch console system for the Tehama County Sheriff’s Office
d) AGREEMENT - Request approval and authorization the Sheriff and the Chair to sign the Agreement with Motorola Solutions, Inc. for the purpose of providing a new dispatch console system for the Tehama County Sheriff’s Office in the amount of $1,113,233.70, a Post Warranty Support package in the amount of $409,646 effective upon project completion and shall terminate after five (5) years compensation, with a not to exceed $1,522,879.70, effective 4/1/25 and shall terminate 4/1/30 (Subject to receipt of required insurance documentation)
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Financial Impact:
The cost to the General Fund would be $278,308.43 for FY 24/25, $834,925.27 for FY 25/26, $98,256.00 for FY 27/28, $101,305.00 for FY 28/29, $103,435.00 for FY 29/30, and $105,651.00 for FY 30/31. The Total impact to the General Fund would be $1,522,880.70. The cost of improving the tower conditions is not included in this overall cost.
Background Information:
Motorola Solutions, Inc. (Motorola Solutions) has proposed to Tehama County a new dispatch console system with four (4) new MCC 7500E consoles tied to a redundant ASTRO K2 Core. This will provide Tehama County with the confidence of the state-of-the-art secure communications, seamless IP-based connectivity, flexible system architecture with scalable components, and centralized console management. The ASTRO 25 Conventional K2 Core will provide connectivity to the existing analog and digital radio resources via the Enhanced Conventional Channel Gateways (ECCGW). The new system will replace the long obsolete and out of support MIP 5000 Dispatch System. The agreement does not include the cost of a new tower or any improvements to the current tower’s conditions. That portion of the project will be brought separately.
The solution includes an ASTRO 25 K2 Core, four (4) MCC 7500E IP Dispatch Consoles, seven (7) APX Consolettes, one (1) new GTR 8000 base radio, all tying into two (2) Enhanced Conventional Channel Gateways. This configuration will allow the dispatchers to utilize existing analog conventional and digital conventional radio resources.
Motorola Solutions designs its console to help reduce the total cost of owning an IP-based, feature-rich dispatch system without compromising quality and reliability.
Motorola Solution requests the $1,113,233.70 be paid as follows:
- 25% Due Upon Execution of Contract, in the amount of $278,308.43 in FY 24/25
- 60% Upon Shipment of Equipment, in the amount of $667,940.22 in FY 25/26
- 10% Upon Completion of Project, in the amount of $111,323.37 in FY 25/26
- 5% Upon Project Final Acceptance, in the amount of $55,661.68 in FY 25/26
Once Tehama County accepts the Dispatch Console System project as complete the Post Warranty Support package will begin at the below pay schedule:
- Year 1 is included in the initial cost of the Dispatch Console System
- Year 2, in the amount of $98,256.00 in FY 27/28
- Year 3, in the amount of $101,305.00 in FY 28/29
- Year 4, in the amount of $103,435.00 in FY 29/30
- Year 5, in the amount of $105,651.00 in FY 30/31
The intent of the Sheriffs’ Office was to pay the 25% Due Upon Execution of Contract in the amount of $278,308.43 with the mid-year 24/25 salary savings. However, there was a misunderstanding of how the process worked, which resulted in the Sheriff’s Office returning the salary savings funds back to the General Fund and no longer having access to the funds.
Motorola Solutions has also proposed to Tehama County additional necessary improvements to the 50+ years old radio infrastructure that is unable to be calibrated or tuned, which is impacting the county wide communications. Along with upgrading the radio subscriber units (handheld and mobile radios), that are comprised of a mixture of supported and unsupported radios, that are also causing delays in daily communications. These improvements are to be completed in the future with a phased approach so as not to strain the General Fund and Sheriff’s budgets.
Tehama County is a HGAC member and opting into a Cooperative Agreement with Motorola/HGAC allows Tehama County to obtain the product and installation necessary at a low and competitively bid price.
The purchase agreement terms are only valid until March 31st, 2025. If the purchase agreement is not executed and returned on or before the March 31st deadline, the equipment lease purchase agreement will be invalid and a new quote and reprice for the transaction will be completed based on the current market interest rates.
Motorola has requested modifications to the Counties “Insurance Requirements for Contractor” form that require review and approval by the Board of Supervisors.