Memorandum
Date: April 20, 2021
To: The Honorable Bruno Sabatier, Chairman, Lake County Board of Supervisors
From: Brian L. Martin, Sheriff/Coroner/OES Director
Subject: (a) Consideration of the purchase of Communications Equipment to be installed at various repeater sites and (b) Authorize the Sheriff or his designee to issue purchase orders to Daniel’s Electronics and L3 Harris
Executive Summary: The Lake County Sheriff’s Department, in coordination with the Homeland Security Anti-Terrorism Approval body, is in the process of upgrading repeater equipment at the Buckingham, Hunter and Seigler sites. It is requested this bid be awarded in two sections as we are waiting for approval from FEMA (Federal Emergency Management Association) on our Homeland Security FY19 EHP’s (Environmental Historical Preservation) documents.
Funding is approved from State OES (Office of Emergency Services) for the Homeland Grants in FY18, FY19 and pending in FY20 and is allocated in the Sheriff/OES budget 2704. These upgrades will be made incrementally.
The Lake County Sheriff’s Office is requesting to purchase communications equipment to update the old technology communication repeaters at two locations (Seigler Mountain & Hunter Peak) with the future plan to update the balance of existing repeater sites. The new technology repeaters will enhance current communications capabilities and infrastructure with the ability to operate under analog-digital and microwave systems. This allows multi-disciplinary/multi-jurisdictional agencies to communicate with local, state and federal agencies during routine and major events within the Lake Op Area. This purchase will include a TB9400 for the Seigler Mountain site and a TB9400 for the Hunter Peak site. Total for this purchase is $21,502.52. The State Office of Emergency Services (OES) and the Federal Emergency Management Agency (FEMA) have approved our Environmental Planning and Historic Preservation (EHP) request and funding is provided through our Homeland Security FY18 grant.
The Lake County Sheriff’s Office, in coordination with Lake County Fire and the US Forest Service, has recently purchased and is in the process of placing a mobile communications repeater vault in the Goat Mountain area and is requesting to purchase new technology repeaters that will build out and enhance current communications capabilities and infrastructure with the ability to operate under analog-digital and microwave systems. This allows multi-disciplinary/multi-jurisdictional agencies to communicate with local, state, and federal agencies during routine and major events within the Lake Operational Area. The delay in the deployment of the new communications vault is due to the most recent fire activity in the Mendocino National Forest road access to the site as well as winter weather impacting travel routes. A site visit was attempted on March 31, 2021, but due to snow, the site could not be reached. The vault is scheduled to be deployed in the coming months.
This purchase will include 2 Codan repeaters for the Goat Mountain Site. Funding is available from Homeland Security FY19. These purchases do not require an EHP approval. Total for his purchase is $13,745.34.
Seigler and Buckingham: The Lake County Sheriff’s Office, in coordination with the Lake County Fire Chief’s Association is requesting to purchase communications equipment to update the old technology communication repeaters at two locations. (Seigler Mountain and Buckingham Peak)
The new technology repeaters will enhance current communications capabilities and infrastructure with the ability to operate under analog-digital and microwave systems. This allows multi-disciplinary/multi-jurisdictional agencies to communicate with local, state and federal agencies during routine and major events within the Lake Op Area.
This purchase will include a TB9400 for the Seigler Mountain and Buckingham Peak sites. One TB9400 for the Seigler Mountain site will be purchased at this time for a total of $10,751.26. The State Office of Emergency Services (OES) and the Federal Emergency Management Agency (FEMA) have approved our Environmental Planning and Historic Preservation (EHP) request and funding is provided through our Homeland Security FY18 grant. Total for this purchase is $21,502.52. One TB9400 for the Buckingham Peak site is pending approval from FEMA and State OES on the Homeland Security FY19 grant. We are requesting Your Board approve this purchase but the purchase order will not be issued until the EHP has been approved.
Bids were sent to five vendors. L3 Harris was the only vendor that could bid on the TB9400 equipment. The spreadsheet is attached. Two vendors bid on the Codan equipment for Goat Mountain with Daniels being the low bidder.
All purchases are being paid from the Sheriff/Office of Emergency Services Budget unit 2704, object code 62.74 and is fully funded from State Homeland Security funds so there is no cost to the County for these purchases.
The Sheriff’s Department requests authorization to issue purchase orders to the appropriate vendors.
If not budgeted, fill in the blanks below only:
Estimated Cost: _56,752____ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☒ Not applicable
☐ Well-being of Residents ☒ Public Safety ☒ Infrastructure ☒ Technology Upgrades
☐ Economic Development ☐ Disaster Recovery ☐ County Workforce ☐ Revenue Generation
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake ☐ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested?
How long has Agreement been in place?
When was purchase last rebid?
Reason for request to waive bid?
Recommended Action: (a) Approve the purchase of Communications Equipment to be installed at various repeater sites and (b) Authorize the Sheriff or his designee to issue purchase orders to Daniel’s Electronics and L3 Harris