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MEMORANDUM
TO: Jim Steele, Chairman, Board of Supervisors
FROM: Brian L. Martin, Sheriff/Coroner
DATE: January 2, 2018
SUBJECT: (a) Waive the formal bidding process, per Ordinance #2406, Purchasing Code 38.2, as it is not in the public interest due to the unique nature of goods and services; and (b) Approve Service Agreement between the County of Lake and the County of Mendocino to provide technical services for Lake County radio systems in the amount of $20,000; and authorize Chair to sign.
EXECUTIVE SUMMARY: The Lake County Sheriff’s Office maintains a 911 Dispatch Center and provides 24 hours a day, 7 days a week dispatch services to the Lake County Sheriff’s Office, Lakeport Police Department, Lake County Fire Protection District, Northshore Fire Protection District, Lakeport Fire Protection District and the Kelseyville Fire Protection District. It is critical that the two-way radio systems maintained by the Lake County Sheriff’s Office function properly so that when necessary, the appropriate emergency first responding agency can be contacted for immediate response.
Due to its geography, Lake County faces many challenges where the current radio repeater systems do not provide 100% coverage. There are several areas in Lake County where the ability to transmit and/or receive emergency radio broadcasts is inadequate or altogether impossible. There has been an ongoing effort by the Lake County Sheriff’s Office and the Lake County Fire Chief’s Association to make improvements in the coverage gaps by adding additional radio repeater locations and/or making improvements to current repeater systems by adding updated equipment, or in some cases removing improper equipment and installing the correct equipment.
The Mendocino County Communications Coordinator currently develops, constructs and installs two-way radio repeater systems that satisfy the needs of public safety first responders in Mendocino County. The Mendocino County Communications Coordinator made site visits to our existing two-way radio repeater sites to conduct an inspection of the equipment and to resolve radio transmission and reception problems that have continuously plagued certain areas of Lake County.
We are very satisfied with the work that the Mendocino County Communications Coordinator and his staff have performed for us.
The Standard Labor Agreement that was in place last year between Lake and Mendocino Counties worked very well for both agencies. Mendocino County has agreed to bill Lake County for their labor costs including the need for any private entities to do work on antenna towers. Lake County purchases the equipment that Mendocino County recommends, so only labor costs are necessary. This situation is very similar to mutual aid where one government entity provides assistance to another government entity. In this case like some other cases this mutual aid agreement allows for us to compensate their staff time for work performed at our request.
I respectfully request that the Lake County Board of Supervisors support and approve our request for the Standard Labor Agreement (SLA) between Lake and Mendocino Counties for maintenance and design of our two-way radio systems.
FISCAL IMPACT: __ None x_ Budgeted __Non-Budgeted
Estimated Cost: $18,625
Amount Budgeted: $18,625
Additional Requested: N/A
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): Funds are budgeted in the Sheriff/Dispatch budget 2202 ($7,100). Certain repairs are also covered through the OES budget 2704 $11,525).
STAFFING IMPACT (if applicable): N/A
Recommended Action
RECOMMENDED ACTION: (a) Waive the formal bidding process, per Ordinance #2406, Purchasing Code 38.2, as it is not in the public interest due to the unique nature of goods and services; and (b) Approve Service Agreement between the County of Lake and the County of Mendocino to provide technical services for Lake County radio systems in the amount of $20,000; and authorize Chair to sign.