To: Board of Directors, Sonoma County Water Agency
Department or Agency Name(s): Sonoma County Water Agency
Staff Name and Phone Number: Dajia Lindsey 707-547-1970
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Software Subscriptions
End
Recommended Action:
Recommended action
A) Authorize Sonoma County Water Agency’s General Manager to execute an agreement with Onsolve, LLC, for Send Word Now emergency management software subscription services through January 24, 2027, in the not-to-exceed amount of $41,931I, and, consistent with other agreements, authorize Sonoma County Water Agency’s General Manager to amend or terminate this agreement with approval of County Counsel.
B) Authorize Sonoma County Water Agency’s General Manager to execute an agreement with Esi Acquisition, Inc., for WebEOC emergency management software subscription services through September 15, 2028, in the not-to-exceed amount of $61,400, and, consistent with other agreements, authorize Sonoma County Water Agency’s General Manager to amend or terminate this agreement with approval of County Counsel.
end
Executive Summary:
Sonoma County Water Agency (Sonoma Water) is actively pursuing organizational preparedness for disasters such as earthquakes, floods, and fires that present a threat to Sonoma Water’s ability to provide water supply, flood control, and sanitation services. These software programs currently support Sonoma Water’s Department of Emergency Management in preparation for these events. In particular, the software is facilitating the operation of Sonoma Water’s new Emergency Operation Center (EOC).
Discussion:
HISTORY OF ITEM/BACKGROUND
Sonoma Water is actively pursuing organizational preparedness for disasters such as earthquakes, floods, and fires that present a threat to Sonoma Water’s ability to provide water supply, flood control, and sanitation services. Subscriptions for these software programs currently support Sonoma Water’s Department of Emergency Management in preparation for these events. In particular, the software subscriptions are facilitating operation of Sonoma Water’s new EOC which will support Sonoma Water staff communication internally and with community and organizational coordination in response to emergencies.
County of Sonoma’s Purchasing Department used to approve these subscription agreements for payment through a Purchase Order, but the process has changed and now Sonoma Water is asked to write agreements instead. That is why the software is already in use when these are the first agreements for the subscriptions. In addition, the software providers are requiring Sonoma Water to use their agreement forms, and County Counsel advised taking them to the Board for approval.
Send Word Now (SWN) software from Onsolve, LLC, notifies all Sonoma Water staff of emergencies via email, text, and phone and assigns staff to the Sonoma Water EOC and other facilities as needed. SWN also tracks personnel locations and assignments during critical events. One program within SWN is designed solely for the Russian River County Sanitation District (RRCSD) and is able to notify community members (who opt in) regarding sanitary sewer overflow events.
WebEOC from Esi Acquisition, Inc., includes Arc GIS software capability and is a virtual EOC for Sonoma Water, managing staffing of the EOC through scheduling shifts, reporting-out status of staff, and providing updates for the emergency event. The software also makes it possible for Sonoma Water to operate a virtual EOC if the current physical location is not accessible.
Sonoma Water coordinates with the County of Sonoma Department of Emergency Management and County’s EOC, in advance and during emergencies, to coordinate preparedness and management through in person and online meetings that include representatives from all pertinent County departments. Consistency of emergency management software programs between Sonoma Water and the County means users only need to learn one system, and processes can be standardized across departments.
SELECTION PROCESS
Onsolve, LLC, and Esi Acquisition, Inc., (Software Providers) were selected for the subject work because their software is utilized by, and complies with, the County of Sonoma Department of Emergency Management. To be consistent across County departments, Sonoma Water is adopting the same software programs. These software programs are proprietary products, so these are the only firms able to provide them and were the only firms contacted. A sole source waiver for Esi Acquisition, Inc. is in process since the agreement is above the $50,000 threshold.
SERVICES TO BE PERFORMED
Onsolve, LLC Agreement
Under this agreement, Onsolve, LLC will provide a SWN software subscription for communications within Sonoma Water during emergencies, and for notifications to RRCSD community members regarding sanitary sewer overflow events.
The cost of services will not exceed $41,931; the term end date is January 24, 2027.
Esi Acquisition, Inc., Agreement
Under this agreement, Esi Acquisition, Inc., will provide a software subscription to WebEOC with Arc GIS for operation of Sonoma Water’s EOC.
The cost of services will not exceed $61,400. This new agreement covers services rendered from September 16, 2023, to September 15, 2028. Seeking these services via agreement for the first time led to delays in contract negotiations resulting in the need to make the effective date retroactive in order to prevent a gap in service.
REQUEST FOR SONOMA WATER GENERAL MANAGER AMENDMENT AND TERMINATION AUTHORITY
Staff recommends that the Board authorize Sonoma Water’s General Manager to amend or terminate the agreement with approval of County Counsel.
County of Sonoma Strategic Plan Alignment
N/A
Sonoma Water Strategic Plan Alignment
This item directly supports Sonoma Water’s Strategic Plan and is aligned with the following goal, strategy, and action item.
Goal: 4. Emergency Preparedness - Build organizational resilience and ensure effective emergency response to extreme weather events, disasters, and security risks.
Strategy: 4.1 Strengthen and ensure a comprehensive emergency response capability through coordinated response programs, resource mangagment, and emergency planning.
Action Item: 4.1.1 Fully develop and enhance the capabilities of the Emergency Operations Center (EOC).
SWN software will improve urgent communications within Sonoma Water during emergencies, and WebEOC will facilitate operation of Sonoma Water’s EOC.
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
None
Fiscal Summary
|
Expenditures |
FY 23-24 Adopted |
FY 24-25 Projected |
FY 25-26 Projected |
|
Budgeted Expenses |
$26,257 |
$26,257 |
$26,257 |
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
$26,257 |
$26,257 |
$26,257 |
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
$26,257 |
$26,257 |
$26,257 |
|
State/Federal |
|
|
|
|
Fees/Other |
|
|
|
|
Use of Fund Balance |
|
|
|
|
Contingencies |
|
|
|
|
Total Sources |
$26,257 |
$26,257 |
$26,257 |
Narrative Explanation of Fiscal Impacts:
Budgeted amount of $26,257 is available from FY 2023/2024 appropriations for the Sonoma Water General Fund. Appropriations of $26,257 will be budgeted in FY2024/2025 and 2025/2026. Appropriations of $12,280 will be budgeted in FY2026/2027 and 2027/2028.
|
Staffing Impacts: |
|
|
|
|
Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
Attachment 1 WebEOC Agreement
Attachment 2 OnSolve Order Form
Related Items “On File” with the Clerk of the Board:
None