Butte County Board of Supervisors Agenda Transmittal Clerk of the Board Use Only Agenda Item: 3.26 Subject: Computer Aided Dispatch/Records Management System Department: Sheriff-Coroner Meeting Requested: 01-10-2017 Contact: B. Callas Phone: 538-2861 Regular Agenda Consent Agenda Department Summary: (Information provided in this section will be included on the agenda. Attach explanatory memorandum and other background information as necessary). For over twelve years, the Sheriff's Office has utilized the services of Broadcast Microwave Services, Inc (Previously Hubb Systems dba Data 911) to provide the Sheriff's Emergency Dispatch Center with Computer Aided Dispatch (CAD) and a Report Management System (RMS). In August of 2011, General Services approved the standardization request for continuance with Data 911 due to the equipment costs and manpower investment in utilizing such a critical system. On May 25th, the board approved another contract extension, this for six-months, to allow the Sheriff's Office to complete a Request for Proposal for CAD and RMS services. The RFP is complete and a new provider was selected and the Sheriff's Office is currently in contract negotiations and anticipates bringing a new contract for services to the Board in January. The selected vendor and County staff concur that data migration and implementation of the new system will take 9-10 months; thus the Sheriff's Office is requesting an additional year extension to the existing contract to allow for ample time to properly implement and train staff on the new operations critical system. The contract amendment proposes to increase the contract by $119,951.73 for one-year through December 31, 2017. This increases the maximum payable for six and a half years to $682.948.72. Additionally, the Sheriff's Office provides other public safety agencies access to the state criminal computer system via a second Broadcast Microwave Services contract that is in the sixth year. The proposed contract has a six and a half year maximum payable of $13,655.6 (an increase of $2,076.77) through December 31, 2017. The agencies serviced are the Butte County District Attorney's Office, Butte County Fire, BINTF and Probation. Broadcast Microwave Services directly invoices each user agency for on-going use of the system thus this expense does not flow through the Sheriff's Office. Fiscal Impact: Funding is located in Sheriff's budget. Personnel Impact: N/A Action Requested: Approve amendment and authorize the Chair to sign subject to review by the Auditor-Controller. Administrative Office Review: Andy Pickett, Deputy Chief Administrative Officer
0,1/Glli L AMENDMENT TO CONTRACT GREATER THAN $25,000.00 This Amendment to the Contract identified below, between the County of Butte and the Contractor identified below, reflects the mutual agreement between the parties to amend this C t t. 'd f f th t I. t.. on rac in cons1 era ron or emu ua :>rom,ses con arne d h erern. Amendment of Amendment December 1, 2016 Number 4 Contract Number X18846 of Contract July 1, 2011 Contractor Data 911 Assi!:med to Broadcast Microwave Services Inc.) Previous Contract 562,996.99 Fixed LJ Not-to-Exceed Net Change This 119,951.73 Fixed D Not-to-Exceed Amendment Revised Contract 682,948.72 Fixed LDJ Not-to-Exceed Original Completion December 31, 2016 Revised Completion December 31, 2017 Description of Additional Changes: (If any provision of the Contract is being modified by this Amendment, include the amended form of the modified provision below.) Term completion date is extended for twelve months from December 31, 2016 to December 31, 2017 and is amended to include the following rate and is hereby incorporated herein by this reference. Quantity Part# Description Unit Extension 1 SS10843 Software ESA 1 /2/17-12/31/17 $ 0.00 $ 0.00 1 CAD Server $ 7,769.98 $ 7,769.98 4 CAD Seat $ 12,140.01 $ 48,560.05 1 ECOMM Server $ 7,769.98 $ 7,769.98 24 ECOMM Seats $ 583.44 $ 14,002.63 1 RMS/RPW Server $ 4,856.24 $ 4,856.24 24 RMS/RPW Seat $ 1,165.73 $ 27,977.48 1 Open VMS $ 1,092.80 $ 1,092.80 1 Oracle Server $ 7,922.57 $ 7,922.57 Total FY 17/18 $119,951.73 Pursuant to the transfer of ownership of Hubb Systems LLC to Broadcast Microwave Services Inc. effective at close of business June 10, 2016; Effective upon the full execution of this amendment and provision by Broadcast Microwave Services Inc. of a completed W-9 form to County; County shall approve the request for assignment and grants assignment of Contractor's rights and obligations stipulated in contract X18846, from Hubbs Systems LLC to Broadcast Microwave Services Inc. Upon full execution of this amendment and receipt of a completed W-9, all references to "Contractor" or "Hubb Systems LLC" shall be replaced with Broadcast Microwave Services Inc. Amendment to contract Greater Than $25,000.00 Butte County General Services Department Rev. 1-11-11 Page f of 2
Address in contract amended as follows: Contractor: Broadcast Microwave Services Inc. Address: 12305 Crosthwaite Circle Poway, CA 92064. By execution of this amendment, Contract acknowledges assignment and shall accept all Scope of Work, Terms and Conditions, exhibits and all other parts of contract X18846 and perform them in a professional manner at no added cost to County. All other terms of this Contract shall remain in full force and effect and are hereby reaffirmed as oriqinally stated or as previously amended by prior written amendment to this contract. COUNTY Chair, Board of Supervisors Broadcast Microwave Services, Inc. Contracts Division Amendment to contract Greater Than $25,000.00 Butte County General Services Department Rev. 1-11-11 Page 2 of 2
ORIGINAL AMENDMENT TO CONTRACT GREATER THAN $25,000.00 This Amendment to the Contract identified below, between the County of Butte and the Contractor identified below, reflects the mutual agreement between the parties to amend this C t t. 'd f f th t I.. on rac m cons1 era 10n or emu ua orom1ses contame. d h erein. Amendment of Amendment December 1, 2016 Number 4 Contract Number X18844 of Contract Julv 1, 2011 Contractor Data 911 Previous Contract $11,578.83 Fixed D Not-to-Exceed Net Change This $ 2,076.77 Fixed D Not-to-Exceed Amendment Revised Contract $13,655.60 Fixed [DJ Not-to-Exceed Original Completion December 31, 2016 Revised Completion December 31, 2017 Descri12.tion of Additional Changes: Term completion date is extended for twelve months from December 31, 2016 to December 31, 2017 and is amended to include the following rates for calendar 2017 and is hereby incorporated herein by this reference. Software Support Description Annual Quantity End User SS10843 Software ESA 1/1/17-12/31/17 Butte County ECOMM ECOMM Seat $ 159.75 7 $ 1,118.26 District Attorney's Office Butte County ECOMM ECOMM Seat $ 159.7S 3 $ 479.26 Probation Butte County Fire ECOMM ECOMM Seat $ 159.75 1 $ 159.75 Dept. BINTF ECOMM ECOMM Seat $ 159.75 2 $ 319.50 Total $2,076.77 Pursuant to the transfer of ownership of Hubb Systems LLC to Broadcast Microwave Services Inc. effective at close of business June 10, 2016; Effective upon the full execution of this amendment and provision by Broadcast Microwave Services Inc. of a completed W-9 for to County; County shall approve the request for assignment and grants assignment of Contractor's rights and obligations stipulated in contract X18846, from Hubbs Systems LLC to Broadcast Microwave Services Inc. Upon full execution of this amendment and receipt of a completed W-9, all references to "Contractor" or "Hubb Systems LLC" shall be replaced with Broadcast Microwave Services Inc. Amendment to contract Greater Than $25,000.00 Butte County General Services Department Rev. 1-11-11 Page I of 2
Address in contract amended as follows: Contractor: Broadcast Microwave Services Inc. Address: 12305 Crosthwaite Circle Poway, CA 92064. By execution of this amendment, Contract acknowledges assignment and shall accept all Scope of Work, Terms and Conditions, exhibits and all other parts of contract X18844 and perform them in a professional manner at no added cost to County. All other terms of this Contract shall remain in full force and effect and are hereby reaffirmed as originally stated or as previously amended by prior written amendment to this contract. COUNTY CONTRACTOR Chuck Beck Broadcast Microwave Services, Inc. Contracts Division Amendment to contract Greater Than $25,000.00 Butte County General Services Department Rev. 1-11-11 Page 2 of 2