REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
July 27, 2021
FROM
SHANNON D. DICUS, Sheriff/Coroner/Public Administrator
SUBJECT
Title
Contract with Motorola Solutions, Inc. to Upgrade the Sheriff/Coroner/Public Administrator’s Dispatch Centers Telephony and Radio Systems
End
RECOMMENDATION(S)
Recommendation
1. Approve contract with Motorola Solutions, Inc. in the amount of $296,836 for the purchase of equipment, software licenses and implementation services to upgrade the Sheriff/Coroner/Public Administrator’s dispatch centers’ telephony and radio systems.
2. Authorize the Sheriff/Coroner/Public Administrator, Undersheriff, or Deputy Chief to execute change orders to the contract as needed, subject to review by County Counsel, with an increase in amount not to exceed $15,000 per change order, so long as the total aggregate amount of such change orders does not exceed 25% of the total contract amount.
(Presenter: John Ades, Deputy Chief, 387-0640)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Operate in a Fiscally-Responsible and Business-Like Manner.
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). The $296,836 cost for equipment, software licenses and implementation services provided by Motorola Solutions, Inc. (Motorola) will be funded within the Sheriff/Coroner/Public Administrator’s (Department) existing budget allocation (4430001000). Any needed change orders totaling a maximum of $74,209, not to exceed $15,000 per change order, will also be funded within the Department’s existing budget allocation.
BACKGROUND INFORMATION
The Department operates two communications centers to provide dispatch services for law enforcement agencies and personnel within the unincorporated areas and contract cities of San Bernardino County. Those services also include receiving and processing emergency 9-1-1 calls and other routine calls for service; dispatching appropriate personnel in response to those calls; and the coordination or assistance with public safety communications during emergency situations. To provide these services, the communications centers utilize telephony and radio systems. These systems require specific functionality for call logging that requires an upgrade to hardware and software components and to enhance capacity to support additional dispatch workstations. The current operating software system will be upgraded, and additional call logging channels will be added to the existing connections and servers.
Approval of Recommendation No. 1 will allow the Department to replace outdated components in the two communications centers to maintain compatibility and operation of its dispatch services. The proposed contract includes a Communications System and Services Agreement that contains terms and conditions that differ from the County’s standard contract language as follows:
• Limitation of Liability:
a. Non-Standard Term: The Contractor limits its liability to direct damages recoverable under the law, but not to exceed one million dollars.
b. Impact: The County’s standard contract language is not similarly limited. The Department could potentially not recover all damages incurred during the contract period.
c. Justification: The Department believes the need to upgrade its communications center systems negate any potential risk associated with use of the equipment and software provided by Motorola.
While this is a notable exception to the County’s standard contract language, the Department recommends approval of this contract to pursue the County and Chief Executive Officer’s goals and objectives to provide for the safety, health and social service needs of County residents. County Counsel and Risk Management have reviewed and provided input on the proposed contract with Motorola.
PROCUREMENT
The Department’s communication centers utilize dispatch workstations manufactured and installed by Motorola, as such, Motorola has proprietary rights to access and maintain those workstations and associated systems. The proposed upgrade will maintain equipment and software compatibility for the current telephony and radio systems. Purchasing concurs with the proprietary justification with Motorola and its telephony and radio systems.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Richard D. Luczak, Deputy County Counsel, 387-5455) on July 1, 2021; Purchasing (Michael Candelaria, Lead Buyer, 387-2060) on July 6, 2021; Risk Management (Victor Tordesillas, Director, 386-8655) on June 28, 2021; Finance (Carl Lofton, Administrative Analyst, 387-5404) on July 7, 2021; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on July 7, 2021.