To: Board of Supervisors
From: Sheriff
Agenda Section: Time Certain Matter
SUBJECT:
title
9:00 a.m. - Resolution Proclaiming the Existence of a Facilities Emergency Regarding the County’s 911 Radio Communications System (4/5 Vote Required)
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Adopt the attached resolution which proclaims that the current condition of the County’s 911 Radio Communications System constitutes a facilities emergency (4/5 Vote Required);
2. Approve the attached Change Order from Motorola pursuant to California Public Contract Code Section 22050 (4/5 Vote Required); and
3. Grant authority for County Public Works to take any and all actions necessary to repair the radio communications system.
Body
SOURCE OF FUNDING:
2020 Finance Plan
DISCUSSION:
Section 22035 of the California Public Contract Code provides that “in cases of emergency when repair or replacements are necessary, the governing body may proceed at once to replace or repair any public facility without adopting plans, specifications, strain sheets, or working details, or giving notice for bids to let contracts” and that such “work may be done by day labor under the direction of the governing body, by contractor, or by a combination of the two.” If notice for bids will not be given, the public agency must comply with California Public Contract Code Sections 22050, et seq.
Section 22050(a)(1) of the California Public Contract Code provides that “in the case of an emergency, a public agency, pursuant to a four-fifths vote of its governing body, may repair or replace a public facility, take any directly related and immediate action required by that emergency, and procure the necessary equipment, services and supplies for those purposes, without giving notice for bids to let contracts.” Before a governing body may take any action pursuant to California Public Contract Section 22050(a)(1), it must make a finding, based on substantial evidence set forth in the minutes of its meeting, that the emergency will not permit a delay resulting from a competitive solicitation for bids, and that the action is necessary to respond to the emergency.
The current 911 public safety radio communications system is the primary means of communication between emergency 911 dispatchers and law enforcement officers in the field. The system is also used by fire responders, EMS, and the Roads Division of Public Works to communicate in an emergency. The current system does not allow for redundancy which creates weak points within the communications systems. If one of the 6 repeaters go down, large areas of the county lose communication capabilities between the 911 dispatchers and the law enforcement officers responsible for the community’s safety as well as the ability to communicate with other first responders.
In 2017, the county hired a consultant, CDX Wireless, to identify the failures with the countywide radio infrastructure. Based on the findings of that study, a Request for Proposal was issued, and the county chose Motorola to complete the work for the radio infrastructure. Motorola started work on the project in 2019. In the past 3 years, the system has only become more unstable and is rapidly breaking down.
Over the past year, the county has experienced dramatic failures of the radio infrastructure causing Sheriff Deputies and first responders to be without radio communications. Communications with deputies in the most remote areas of the county is impossible due to these failures. During a time of a life safety emergency such as a violent crime, fire, or flood, relaying vital information to Deputy Sheriffs in the field is paramount to maintain the safety and security of the communities they serve. This need is not specific to the Sheriff’s Office, the Public Works, County Fire, and EMS also rely on the radio communications system.
In response to these failures, Motorola recently identified areas that were outside the scope of the original agreement, but that must be completed to restore functionality to the radio communications system and prevent failures. These include: installation of new electrical grounding/bonding systems, installation of new radio cabinets, installation of new electrical services - including new panels, breakers, conductors, receptacles and lighting; and miscellaneous site trenching and structural improvements. These are described in the attached Change Order.
The problems discovered by Motorola are sudden and unanticipated failures of the 911 radio communications system that were not identified as a problem on the initial assessment. In the past 6 months, these unexpected failures have been identified and there is an immediate need to fix, due to the public safety threat to our Deputy Sheriff’s, first responders, and citizens caused by repeated failure of the radio communications system.
The failure of additional parts of the system that fall outside of that scope of work is sudden, unexpected, and poses a clear and imminent danger requiring immediate action to prevent the loss or impairment of life, health, property, or essential public services.
Because of the newly identified problems with the radio communications system, Orleans and Shelter Cove currently do not have portable radio communications which puts Sheriff Deputies and the community at risk. Sheriff Deputies are in jeopardy without having reliable communications when they are dealing with potentially dangerous persons or life safety situations because they cannot call for backup unless they return to their vehicle. They cannot describe the situation to other Sheriff Deputies or first responders that may be on the way. This endangers the Sheriff Deputies, first responders, and the involved community members. As a result, citizens may not receive life-saving services and emergency response services when desperately needed. Further, other essential public services are impaired when the communications systems fail-arms of emergency response in these areas may be unable to communicate during emergencies due to fire, flood, or other public disaster. Any delay in public safety communications in the rural areas of the county could cause the loss of life, therefore the communications must be fixed as soon as possible.
FINANCIAL IMPACT:
Adoption of the resolution would allow the county to sign the scope of work order with Motorola Solutions increasing the cost of their work by $483,296.23 (tax included). Additional expenditures shall include approximately $150,000.00 for two new radio equipment mobile structures and $21,000.00 in additional fees with the radio consultant from CDX Wireless. The increased expense would be paid for by the 2020 Finance Plan.
STRATEGIC FRAMEWORK:
This action supports your Board’s Strategic Framework by providing for and maintaining infrastructure.
OTHER AGENCY INVOLVEMENT:
Humboldt County Public Works
Humboldt County Information Technology
Humboldt County Chief Administrators Officer Office
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The Board of Supervisors may choose not to adopt the Resolution and approve the Change Order, however, that would significantly delay the upgrade of this critical infrastructure, potentially endangering law enforcement and the community they serve.
ATTACHMENTS:
Attachment 1 - Resolution Proclaiming the Existence of a Facilities Emergency
Attachment 2 - Motorola Change Order CO002
PREVIOUS ACTION/REFERRAL:
Board Order No.: NA
Meeting of: NA
File No.: NA