To: Board of Supervisors
Department or Agency Name(s): Sheriff’s Office
Staff Name and Phone Number: Brady Murphy, 565-2018
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Agreement for new Radio Console Dispatch System
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Recommended Action:
Recommended action
Authorize the Sheriff to execute an Agreement with Zetron, to manufacture, configure, and test Common Control Equipment (CCE) and Operator Position Equipment (OPE) including the hardware and software identified in the Agreement. The total system price is $1,486,153 with a not to exceed amount of $1,875,697, which includes four (4) additional years of the Zetron Gold Maintenance Plan, $97,386 per year. The term of the Agreement will be from April 2023 to April 2028.
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Executive Summary:
The Sheriff’s Office is replacing their 20-year-old radio console dispatch system that supports all critical and non-critical 9-1-1 dispatch and field operation functions throughout Sonoma County. The Sheriff’s Office is requesting the Board authorize the Sheriff to execute the Agreement with Zetron, and authorize the Sheriff to execute the Zetron Gold Maintenance Plan for four (4) additional years, through FY 27-28. The new modernized radio console system will reduce potentially life-threatening downtime resulting from equipment failure and replacement equipment backlogs. The new system will be designed to be compatible with current and future communications technologies allowing even more advanced capabilities to be added via future upgrades, without requiring a completely new system. Finally, the new system is designed to support interoperability between all County agencies.
Discussion:
The Sheriff’s Office is currently using a radio console dispatch system that was purchased and implemented when the new main Sheriff’s Office building was built in the early 2000’s. The Sheriff’s Office and REDCOM dispatch centers have relied on this radio console dispatch system to support all critical and non-critical 9-1-1 dispatch and field operation functions throughout Sonoma County. Over the past 20+ years, this system has undergone significant hardware and software upgrades; with computer console refreshes and a main equipment package upgrade in 2012. The number of dispatch positions for the Sheriff’s Office and REDCOM have increased from 15 to 22 in 2014. In addition, since 2016, additional agencies have purchased radio console dispatch systems to tie into the County’s primary radio console dispatch system; Main Adult Detention Facility (MADF), Santa Rosa Junior College Police Department (SRJCPD), and Sonoma County Transit. In September of 2018, Modular Communications Inc. (ModUcom), the prime vendor of the radio console dispatch system ceased all support of their radio dispatch systems, leaving the County with a 20-year-old radio console that was not supported. In 2021, the Sheriff’s Office began researching suppliers that manufactured, configured, or sold these types of systems. As a result of our research, we found a vendor that provided the specific system specifications that meet the County’s needs and is obtainable through a competitively bid co-operative agreement. Zetron has had successfully competed and won a contract through Sourcewell (Contract #042021-ZET). Sourcewell serves government, education & nonprofit organizations with a cooperative purchasing program that manages solicitation requirements and offers a network of awarded contracts. The Sheriff’s Office contacted the County Purchasing Agent and verified that we could use the co-operative agreement to purchase the system. The Sheriff’s Office has been working with Zetron representatives to create a Scope of Work specific to Sonoma County’s needs to manufacture and configure a new radio console dispatch system. The new Zetron system will be integrated with the existing County telecommunications infrastructure and will not require replacing any existing mountain-site infrastructure. It will also provide near guaranteed material and technical support for at least the next 10 years. The anticipated project schedule is six months from the product order to the implementation. Major milestones include: Contract Execution, Factory Staging, Shipment of Equipment to Customer, Equipment Installation, and System Acceptance.
Strategic Plan:
This item directly supports the County’s Five-year Strategic Plan and is aligned with the following pillar, goal, and objective.
Pillar: Resilient Infrastructure
Goal: Goal 2: Invest in capital systems to ensure continuity of operations and disaster response.
Objective: Objective 1: Strengthen critical communications infrastructure, interoperability, and information technology tools relied upon during disasters.
Prior Board Actions:
FY 22-23 budget hearings - Board approved a Program Change Request in the amount of $1,500,000 to fund replacement of the 20-year-old radio console dispatch system that supports all critical and non-critical 9-1-1 dispatch and field operation functions throughout Sonoma County.
Fiscal Summary
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Expenditures |
FY 22-23 Adopted |
FY23-24 Projected |
FY 24-25 Projected |
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Budgeted Expenses |
$1,500,000 |
$97,386 |
$97,386 |
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Additional Appropriation Requested |
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Total Expenditures |
$1,500,000 |
$97,386 |
$97,386 |
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Funding Sources |
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General Fund/WA GF |
$1,500,000 |
$97,386 |
$97,386 |
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State/Federal |
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Fees/Other |
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Use of Fund Balance |
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Contingencies |
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Total Sources |
$1,500,000 |
$97,386 |
$97,386 |
Narrative Explanation of Fiscal Impacts:
A program change request in the amount of $1,500,000 was approved by your Board for this project during the FY 22-23 budget hearings. The Sheriff’s Office - Telecommunications Bureau has these funds appropriated in the FY 22-23 Adopted Budget Radio Infrastructure Section (30017100) for this system. The 4 years of maintenance is included in the not to exceed amount of $1,875,697. Future year maintenance costs will be an additional General Fund cost and will be included in the Sheriff’s Office Dispatch Requested budget. The Sheriff’s Office has received approval from the County’s Purchasing Agent to use a cooperative purchase agreement through Sourcewell Contract #042021-ZET.
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
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Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
Scope of Work for new Radio Console Dispatch System
Sourcewell Contract #042021-ZET
Related Items “On File” with the Clerk of the Board:
N/A