Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Michael Wentworth, Chief Information Officer, Information Services Department
Subject: Amendment# 2 to the Agreement with Aviat U.S., Inc. to provide services to engineer and implement the Microwave System Upgrade Project
RECOMMENDATION:
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Adopt a resolution authorizing a second amendment to the agreement with Aviat U.S., Inc. for engineering and implementation services related to the Microwave System Upgrade Project, increasing the agreement amount by $753,584.51 in an amount not to exceed $7,205,016.51.
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BACKGROUND:
On September 13, 2022, the Board of Supervisors approved Resolution Number 079136, and the County entered into an Agreement Number 18442-23-R079136 with Aviat U.S., Inc. to provide services to engineer and implement the Microwave System Upgrade Project for the term of September 13, 2022, through September 12, 2025, in an amount not to exceed $6,451,432.
On May 25, 2023, the parties executed the first amendment to update the milestones and corresponding payment schedule outlined in the agreement.
DISCUSSION:
The original contract is provided for the County’s Microwave System upgrade. In addition to the Microwave System upgrades, further needs have been identified to improve the stability and resiliency of the County’s Microwave System and Public Safety Communications. The parties now wish to further amend the agreement to include the following required additional services: to replace the microwave dehydrators, have additional waveguide equipment and services, add the Skylawn Radio Communications Site to the San Mateo Police Department (SMPD) microwave link, supply and install spur site replacement batteries and rectifiers at various radio sites.
ISD and Aviat U.S., Inc. completed comprehensive site and path surveys to determine the precise antenna and equipment locations required for upgrade as part of the current microwave upgrade contract. Because the locations of the antennas on the tower and equipment racks in the shelters are different than the current locations, provisions must be made to accommodate both systems. Initially, the vendor used the data from the County’s existing antennas and rack locations until they conducted the radio site surveys. The result was the need for an additional 2300 feet of waveguide, and additional hardware and vendor services.
The microwave sites will have to operate with both the old and new systems in parallel during the transition from the existing microwave system to the new one. Microwave waveguide dehydrators are necessary for maintaining consistent and stable signal quality and the additional waveguides will minimize emergency communications downtime during system cutover.
The Skylawn Radio Communications Site to San Mateo Police Department (SMPD) link was not part of the original Microwave Upgrade Project. When the SMPD moved to their new location, they requested to add the microwave link, which will allow them to seamlessly interoperate and communicate with County dispatch, other law enforcement agencies, and first responders using the County’s Microwave network.
All County Radio sites are equipped with batteries and rectifiers. These components wear out and degrade over time and must be replaced. The County will benefit from leveraging Aviat U.S., Inc. to upgrade the power systems at a lower cost because the vendor will already be on-site for the Microwave upgrade.
ISD is seeking approval from your board to execute an amendment to the agreement with Aviat U.S., Inc. to include the requested additional services as part of the Microwave System Upgrade Project.
The County Attorney’s Office has reviewed and approved the amendment and resolution as to both form and content.
This resolution contains the County’s standard provisions allowing amendment of the County’s fiscal obligations by a maximum of $25,000 (in aggregate).
Approval of this amendment will contribute to the performance measure by cost effectively upgrading the County’s radio communications system.
PERFORMANCE MEASURE:
|
Measure |
FY 2022-23 Actual |
FY 2023-24 Projected |
|
Availability of Core Services (Datacenter, Network, Radio, and PBX) |
99.90% |
99.90% |
FISCAL IMPACT:
The term of this amended agreement is from September 13, 2022, through September 12, 2025. This amendment increases the amount payable under the agreement by $753,584.51 to an amount not to exceed $7,205,016.51.
In FY 2022-23, the County issued payments in the amount of $633,734.28 to the vendor for goods and services outlined in the agreement. Funding for the remaining balance of the amended agreement in the amount of $6,571,282.23 from Proposition 172 allocations is included in ISD’s FY 2023-24 Adopted Budget.