To: Sonoma County Board of Supervisors
Department or Agency Name(s): Sonoma County Public Infrastructure
Staff Name and Phone Number: Johannes J. Hoevertsz, 707-565-2550
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Blanket Purchase Order Agreements for As-Needed Mobile and Portable Radios and ancillary services.
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Recommended Action:
Recommended action
A) Authorize the Purchasing Agent to execute a Blanket Purchase Order Agreement, for one year each and with four (4) one (1) year extension options, for as-needed mobile and portable radio equipment and ancillary services with each of the following suppliers: Dailey Wells, Motorola, Khavarian-Vision and Silke Communications.
B) Delegate authority to the Purchasing Agent to execute addenda on form approved by County Counsel, to add options for substantially-similar new radios and ancillary services under each Agreement as technology evolves.
C) Authorize the Purchasing Agent and all County Department Heads, and designees, to issue orders for purchases of goods and work requests pursuant to said Agreements, contingent on there being sufficient funding for such orders.
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Executive Summary:
The Sonoma County Public Infrastructure Department, Purchasing Division, is requesting authorization to enter into multiple Blanket Purchase Order (BPO) Agreements to make Mobile and Portable Radios available for all County departments (and affiliated public entities, such as Sonoma County Water Agency). The proposed Agreements will have no guaranteed minimum or maximum amounts of usage and will be used based on identified need. These Agreements will facilitate ease of payments by the departments purchasing the Mobile and Portable Radios and associated, ancillary services.
Discussion:
Background
County Departments and affiliated public entities periodically purchase Mobile and Portable Radios and need associated services. The proposed Agreement will establish contracts with qualified suppliers for the purchase of Mobile and Portable Radios and associated services.
In FY16-17 Sonoma County Board of Supervisors approved award of Blanket Purchase Order Agreements to the following suppliers: Dailey Wells, Day Wireless, Precision Wireless, Silke Communications, Silverado Avionics, and Williams USA. The term of these existing contracts will expire November 1, 2022.
Procurement
The Purchasing Division, issued a Request for Proposal (RFP) soliciting proposals for Mobile and Portable Radios and associated services. The bidder notification list included notifications to Minority Business Enterprises (MBE) and Women’s Business Enterprises (WBE) as well as local providers. Five (5) proposals were received and evaluated based on the following criteria: ability to provide required goods and perform services; professional qualifications; demonstrated history of providing similar services to comparable entities; and cost relative to scope of services.
Staff are recommending that the County enter into four (4) Blanket Purchase Order Agreements (On Files #1-4) with the following Mobile and Portable Radios providers based on the evaluation committee recommendations.
1. Motorola Solutions
2. Dailey Wells Communications
3. Silke Communications Solutions
4. Khavarian-Vision
Costs incurred under the proposed BPO’s will occur through various departments and agencies through their respective programs and projects and the corresponding budgets for such. As such, no budgetary appropriations are being requested at this time. Prior expenses for radio purchases and related services for various departments during the past three (3) fiscal years averaged $998,000 per fiscal year.
Strategic Plan:
N/A
Prior Board Actions:
March 30, 2017 - BPO Agreements awarded to (1) Dailey Wells, (2) Day Wireless, (3) Motorola, (4) Precision Wireless, (5) Silke Communications, (6) Silverado Avionics, (7) Williams USA.
Fiscal Summary
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FY 22-23 Adopted |
FY 23-24 Projected |
FY 24-25 Projected |
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Narrative Explanation of Fiscal Impacts:
The recommended action would establish BPO’s for future purchases. Prior expenses for radio purchases and related services for various departments during the past three (3) fiscal years averaged $998,000 per fiscal year. Accordingly, future purchases are estimated at approximately $1,000,000 annually. Actual charges will occur as departments purchase radios and related services for various operational needs. Costs incurred will be charged to their respective budgets; therefore, no appropriations are being requested at this time.
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Staffing Impacts: |
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Narrative Explanation of Staffing Impacts (If Required):
None
Attachments:
None
Related Items “On File” with the Clerk of the Board:
1 - Motorola Solutions
2 - Dailey Wells Communications
3 - Silke Communications Solutions
4-Khavarian-Vision
5 - Request for Proposal (RFP)