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Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of January 14, 2009
DATE: January 6, 2009
FROM: Sue Brewster
DCSO 385-1714
TITLE OF AGENDA ITEM:
Consideration of Board Signature of Document No. 2009-005, a Service Agreement between the
Deschutes County Sheriffs Office and Motorola.
PUBLIC HEARING ON THIS DATE? No.
BACKGROUND AND POLICY IMPLICATIONS:
This is an existing/sole source procurement for maintenance and repair to Motorola equipment uses i in
the 800MHz Sheriffs Office radio system. The 2009-005 contract reflects an increase of $53,987.;:2
over the 2008 contract. The reasons for the increase are explained below (by Jon Sholes,
Communications Technician, Sheriff's Office).
Motorola Service Agreement 2009-005 increases:
Additional requirements in the maintenance contract that reflect an increase in the price:
• Added the optimization of the data system because:
o SO added an additional site to the Data System and it needs to be integrated into the
currently operating data system
o The data system needs to be optimized in its entirety. (This was done in 1999 when
the system was installed)
o The RNC (Radio Network Controller) needs to be upgraded to the latest Firmware
available and the DBS (Data Base Stations) need to be upgrade to the latest version
of firmware. This will bring the older DBS up to the same version's as the new site
(Five Mile Butte)
o This is a one-time $20k cost that will not reoccur.
• Added dispatch capabilities for the shop (Communications) so I can initiate trouble calls to
Motorola and actively track the status of Case Numbers and insure follow up is in place and
repair is current.
• Added Infrastructure repair with advanced board replacement. — We had a lightning strike a
the Gray Butte site. It required replacing a complete chassis at that site. We have only one
board and needed many more. This takes care of the board shortage in order to return the
system to normal operation and save a lot of money.
• Added Preventative maintenance to all sites to insure continued normal system operation.
• Added 24 X 7 repair to the Prime site Controllers. This covers the possibility of a system
outage, which could be critical. We have had 5 X 8 coverage in the past but the
responsibility to the other agencies is now too great to operate in that manner.
FISCAL IMPLICATIONS: $199,537.92
RECOMMENDATION & ACTION REQUESTED:
Approve and sign the Service Agreement.
ATTENDANCE: Sue Brewster, DCSO Legal Counsel; Jon Sholes, DCSO Communications
Technician; and Captain Tim Edwards
DISTRIBUTION OF DOCUMENTS:
Return signed originals to Sue Brewster, Sheriffs Office Legal Counsel, for distribution.
DESCHUTES COUNTY DOCUMENT SUMMARY
Date: January 6, 2009 Department: DCSO
Contact Person: Jon Sholes, Communications Technician, DCSO
Phone #: 388-1400
Contractor/Supplier/Consultant Name: Motorola
Goods and/or Services: Document #2009-005: Service Agreement between the Deschutes
County Sheriff's Office and Motorola.
Background & History: This is an existing/sole source procurement for maintenance and repair to
Motorola equipment used in the 800MHz Sheriff's Office radio system. The 2009-005 contract
reflects an increase of $53,987.52 over the 2008 contract. The reasons for the increase are explained
in the attached documents from Jon Sholes, Communications Technician, Deschutes County Sheriff's
Office.
Award Period: 1/1/09 — 12/31/09
Total Payment: $199,537.92
Funding Source: Sheriffs Office Budget
Included in current budget?
x
Yes ❑ No
Departmental Contact: Sue Brewster, Sheriff's Office Legal Counsel
Phone #: 385-1714
Sheriff's Approval:
Date
Distribution of Document: Return signed originals to Sue Brewster, Sheriffs Office Legal
Counsel, for distribution.
Official Review:
County Signature Required (check one): El BOCC ❑ Department Director (if <$25K)
D Administrator (if >$25K but <$150K; if >$150K, BOCC Order No.
Legal Review
Date
Document Number 2009-005
1/6/2009
Additional requirements in the maintenance contract that reflect an increase in the price.
• Added the optimization of the data system because:
o SO added an additional site to the Data System and it needs to be
integrated into the currently operating data system
o The data system needs to be optimized in its entirety. (This was done in
1999 when the system was installed)
o The RNC (Radio Network Controller) needs to be upgraded to the latest
Firmware available and the DBS (Data Base Stations) need to be upgrade
to the latest version of firmware. This will bring the older DBS up to the
same version's as the new site (Five Mile Butte)
o This is a one time $20k cost that will not reoccur.
• Added dispatch capabilities for the shop (Communications) so I can initiate
trouble calls to Motorola and actively track the status of Case Numbers and insure
follow up is in place and repair is current.
• Added Infra structure repair with advanced board replacement. — We had a
lightning strike at the Gray Butte site. It required replacing a complete chassis at
that site. We have only one board and needed many more. This takes care of the
board shortage in order to return the system to normal operation and save a lot of
money.
• Added Preventative maintenance to all sites to insure continued normal system
operation. I don't get to the sites often enough to catch problems before they arise.
• Added 24 X 7 repair to the Prime site Controllers. This covers the possibility of a
system outage which could be critical. We have had 5 X 8 coverage in the past
but the responsibility to the other agencies is now too great to operate in that
manner.
flMOTOROLA
Attn: National Service Support
1309 East Algonquin Road
Schaumburg, IL 60196
(800) 247-2346
Date: 12/10/2008
Company Name:
Attn:
Billing Address:
City, State, Zip:
Customer Contact:
Phone:
Fax:
DESCHUTES COUNTY SHERIFFS
OFFICE
63333 W Hwy 20
Bend, OR 97701
Jon Sholes
541-385-1400
SERVICE AGREEMENT
Contract Number: S00001004720
Contract Modifier: RN02-OCT-08 11:35:40
Supercedes Agreement(s):
Required P.O.:
Customer # :
Bill to Tag # :
Contract Start Date:
Contract End Date:
Anniversary Day:
Payment Cycle:
Tax Exempt:
PO#:
No
1000708307
0001
01/01/2009
12/31/2009
Dec 31st
MONTHLY
YES
Qty
Model/Option
Description
Monthly Ext
Extended
Recurring Services
SVCO1SVC11010
INFRASTRUCTURE REPAIR WITH ADV REPL
$ 4,351.05
$ 52 212.60
2
SVC257AA
ENH: SMARTNET SITE - PRIME AND CO -LOCATED SITE
5
SVC257AA
ENH: SMARTNET SITE - REMOTE SITES
10
SVC258AA
ENH: SMARTNET STATION
50
SVC258AA
ENH: SMARTNET STATION
SVCO1SVC1102C
DISPATCH SERVICE
$ 683.25
$ 8.199.00
7
SVC240AA
ENH: SMARTNET SITES
60
SVC241AA
ENH: SMARTNET STATION
SVCO1SVC1104C
TECHNICAL SUPPORT SERVICE
$ 722.00
$ 8,364.00
7
SVC135AA
ENH: SMARTNET SITES
60
SVC136AA
ENH: SMARTNET STATION
1
SVC147AA
ENH: SMARTNET SYSTEM
SVCO1SVC1405C
NETWORK PREVENTATIVE MAINTENANCE A
$ 1,011.86
$ 12,142.32
50
SVC212AA
ENH: GROUND ACCESSIBLE STATION
10
SVC212AA
ENH: GROUND ACCESSIBLE STATION
5
SVC850AA
SITE PM ACCESS A - REMOTE SITES
2
SVC850AA
SITE PM ACCESS A - PRIME AND CO -LOCATED SITES
SVCO1SVC1410C
ONSITE INFRASTRUCTURE RESPONSE 24 X 7
$ 1,170.00
$ 14,040.00
2
SVC218AA
SITES - PRIME AND CO -LOCATED SITE
10
SVC219AA
STATION(S)
SVCO1SVC1411C
ONSITE INFRASTRUCTURE RESPONSE SERVICE -
$ 4,500.00
$ 54,000.00
LIMITED OPTION 8 X 5
5
SVC218AB
REMOTE SITES
50
SVC219AB
STATIONS
SVCO1SVC2012C
DATA SYSTEM OPTIMIZATION INCL. SOFTWARE
$ 1,690.00
$ 20,280.00
4
SITE(S) REMOTE DATA SITES
1
SITE(S) RNC
SVCO2SVC0028C
VOICE SYSTEM OPTIMIZATION
$ 2,500.00
$ 30,C00.00
6
SITE(S) REMOTE SITES
1
SITE(S) PRIME SITE
SPECIAL INSTRUCTIONS - ATTACH STATEMENT OF WORK FOR
PERFORMANCE DESCRIPTIONS
Subtotal - Recurring Services
Subtotal - One -Time Event
Services
$ 16,628.16 $ 199,537.92
$ .00
$ .00
Total
$16,628.16
$199,537.92
Taxes
Grand Total
$ 16,628.16
$ 199,5 37.92
THIS SERVICE AMOUNT IS SUBJECT TO STATE AND LOCAL TAXING
JURISDICTIONS WHERE APPLICABLE, TO BE VERIFIED BY MOTOROLA.
-b +414 *TSS C nu A1 Z"\/ N.J.'r�'�--� l T 0 - 7 C1 5'
I received Statements of Work that describe the services provided on this
Agreement. Motorola's Service Terms and Conditions, a copy of which Is
attached to this Service Agreement, Is Incorporated herein by this reference.
This Service Agreement includes the attached exhibits &
Subcontractor(s)
City
State
MOTOROLA WEST ADJUSTMENT
D0175
SAN DIEGO
CA
MOTOROLA SYSTEM SUPPORT
CENTER
ELGIN
IL
MOTOROLA SYSTEM SUPPORT
CTR -CALL CENTER D0066
SCHAUMBURG
IL
MOTOROLA SYSTEM
SUPPORT -TECHNICAL SUPPORT
D0068
SCHAUMBURG
IL
DAY WIRELESS SYSTEMS (03)
BEND
OR
attachments, by this reference fully incorporated herein:
Exhibit A, ServiceTerms and Conditions;
Exhibit B, Infrastructure Repair with Advanced Replacement Statement of Work for SmartNetSystem;
Exhibit C, Network Preventative Maintenance Statement of Work;
Exhibit D, OnSite Infrastructure Response and Dispatch Statement of Work;
Exhibit El, SmartNet System Optimization Statement of Work;
Exhibit E2 Data System Optimization Statement of Work;
Exhibit F, Standard County Contract Terms;
Exhibit G, Memorandum of Insurance;
Exhibit H, Technical Support Statement of Work;
Attachment A, List of Equipment covered;
Attachmer Descriptior>)6f SJrvicOffered
AUTHOF IZED iCUS7fOMER SIGNATURE
re-
TITLE
e TITLE
/-g
U D ice, s e ►-1 tiT t~i u y 7< 1:: --
CUSTOMER (PRINT NAME)
DATE
MOTOROLA REPRESENTATIVE (SIGNATURE)
Bob Archer
TITLE DATE
MOTOROLA REPRESENTATIVE (PRINT NAME)
PHONE FAX
DATED this Day of 2009.
BOARD OF COUNTY COMMISSIONERS
OF DESCHUTES COUNTY, OREGON
TAMMY BANEY, Chair
DENNIS R. LUKE, Commissioner
ALAN UNGER, Commissioner
ATTEST:
Recording Secretary