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HomeMy WebLinkAboutAgenda - 06-24-2008-4rORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 24, 2008 Action Agenda Item No. ~~'' SUBJECT: Modify 2005 COPS Interoperable Communications Grant Contract with the City of Durham DEPARTMENT: Emergency Services PUBLIC HEARING: (Y/N) No ATTACHMENT(S): INFORMATION CONTACT: Grant Contract Amendment Frank Montes de Oca, 968-2050 PURPOSE: To amend the grant contract with the City of Durham for the 2005 US Department of Justice COPS Interoperable Communications grant approved by the Board on March 2, 2006 and previously amended December 4, 2006. BACKGROUND: The United States Department of Justice COPS office awarded Orange County and the City of Durham a competitive grant in the amount of $3,998,320 in 2005 to procure interoperable communications equipment. Orange County's share equaled $1,353,160 and was originally identified to purchase interoperable radio consoles and portable radios. Due to the nature of the grant, the City of Durham was the lead agency for grant and Orange County is asub-grantee. The Board approved the grant acceptance and original contract with the City of Durham on March 2, 2006. Due to cost savings of approximately $493,648 through state contract and competitive pricing, the County was able to request a budget modification to procure additional items necessary to fully implementing an interoperable communications system. These items include a new telephone switch, Uninterruptible Power Supplies (UPSs), additional portable radios, and improved electrical grounding for the system, which were considered and approved by the Board on December 4, 2006. As a result of the Emergency Services Department moving to the new Meadowlands facility, the power demand and associated cost for the uninterruptible power supplies (UPSs) increased and the required installation services decreased. The City of Durham asked Orange County to outline any changes to the grant and has received permission from the Department of Justice to adjust the line items in the grant to reflect the changes resulting from the move to the new facility. The contract with the City of Durham must be modified to include the changes in the respective line items for the UPS systems and installations services described above. In addition, the newest project timeline will be changed to reflect the current project dates. FINANCIAL IMPACT: The modification only calls. for an equivalent adjustment of existing line items of approved funds, so there is no financial impact for this change in scope. RECOMMENDATION(S): The Manager recommends that the Board approve the amendments to the Contract with the City of Durham and authorize the Manager to sign the modification pending final review and acceptance by the County Attorney. AMENDMENT TO CONTRACT FOR USE OF THE CITY OF DURHAM 2005 COPS 1NTEROPERABLE COMMUNICATION TECHNOLOGY GRANT BY ORANGE COUNTY This contract amendment ("Amendment") is dated and entered into as of the 12th day of May, 2008, between Orange County ("Sub-recipient") and the City of Durham ("City"). The City and the Sub-recipient entered into a contract titled "Contract for-Use of the City of Durham 2005 COPS Interoperable Communications Technology Grant by Orange County," dated April 1, 2006. That contract is referred to as the "Original Contract." The Original Contract was amended on January 15, 2007 and that contract amendment is referred to as the "Amendment to Original Contract". The Amendment to Original Contract is hereby revised as follows: 1. The dates in Attachment A, Section 1, Scope of work in this COPS Interoperability project are changed from: 1. Award of grant anticipated September, 2005 2. Procurement and purchasing process begins October 1, 2005 3. Equipment delivered by July 1, 2007 4. Installation of equipment completed by September 1, 2007 5. Training users on use of equipment begins September 5, 2007 6. User training completed by October 5, 2007 7. Review and evaluation of project conducted in January 31, 2008 8. Project completed and reported by end of February 15, 2008 to read: 1. Award of grant anticipated September, 2005 2. Procurement and purchasing process begins October 1, 2005 3. Equipment delivered by July 1, 2007 4. Installation of equipment completed by May 30, 2008 5. Training users on use of equipment begins June 5, 2008 6. User training completed by July 5, 2008 7. Review and evaluation of project conducted in August 31, 2008 8. Project completed and reported by end of September ~ 5, 2008 2. Attachment A, Section 3, will be changed from: 2 20 KVA Uninterruptable Power Supplies (UPS) Two 20 KVA Uninterruptable Power Supplies (UPS) will be purchased to provide backup power for interoperable communications equipment to provide surge protection for critical equipment, reduce brownout effects and provide a temporary source of backup power until the facility generator activates. This equipment will also provide a tertiary power source in the event the facility emergency generator fails to activate, thus allowing staff the time to affect repairs on the backup generator as necessary without compromising emergency services. 20 KVA Uninterruptable Power Supplies (UPS) cost approximately $24,345 each for a total of $48,690. to read: 2 20 KVA Uninterruptable Power Supplies (UPS) 4 Two 20 KVA Uninterruptable Power Supplies (UPS) will be purchased to provide backup power for interoperable communications equipment to provide surge protection for critical equipment, reduce brownout effects and provide a temporary source of backup power until the facility generator activates. This equipment will also provide a tertiary power source in the event the facility emergency generator fails to activate, thus allowing staff the time to affect repairs on the backup generator as necessary without compromising emergency services. 20 KVA Uninterruptable Power Supplies (UPS) cost approximately $30,330 each for a total of $60,660. 3. Attachment B, Section C, Subsection C 1 Contracts/Consultants is changed from: to read: Installation services and project management expenses not requested in the original grant application do to the need to maintain emergency dispatch services while the Orange County Emergency Management Services Center is upgraded. This was an oversight during the process of drafting the grant application in that the full scope of the upgrades necessary were not known at that time. In order to complete the installation of equipment in the center, while maintaining service, the existing equipment must be relocated to another area of the building; and expense not contained within the normal installation services comprised as part of the new equipment purchase. The quote also includes project management to ensure proper transition during the phases of construction. The project management expenses will not exceed the $450 per hour maximum explained in the grant guidance. The estimated cost of these services is $56,075. Installation services and project management expenses not requested in the original grant application do to the need to maintain emergency dispatch services while the Orange County Emergency.Management Services Center is upgraded. This was an oversight during the process of drafting the grant application in that the full scope of the upgrades necessary were not known at that time. In order to complete the installation of equipment in the center, while maintaining service, the existing equipment must be relocated to another area of the building; and expense not contained within the normal installation services comprised as part of the new equipment purchase. The quote also includes project management to ensure proper transition during the phases of construction. The project management expenses will not exceed the $450 per hour maximum explained in the grant guidance. The estimated cost of these services is $44,105. 4. The dates in Attachment A, Section C, Subsection C2 Project Timeline is changed from: Date September 2005 October 1, 2005 July 1, 2007 September 1, 2007 September 5, 2007 October 5, 2007 January 31, 2008 Project TasWActivity Award of grant funds anticipated Procurement and purchasing process begins Equipment delivered Installation of equipment completed Training users on use of equipment begins User training completed Review and evaluation of project conducted February 1 S, 2008 Project completed and reported to read: Date September 2005 October 1, 2005 July , 2007 May 30, 2008 June S, 2008 July S, 2008 August 31, 2008 September 1 S, 2008 Project Task/Activity Award of grant funds anticipated Procurement and purchasing process begins Equipment delivered Installation of equipment completed Training users on use of equipment begins User training completed Review and evaluation of project conducted Project completed and reported S. Attachment A, Section C, Subsection C3, COPS Grant Request for Orange County Communications is changed from: Equipment/Other Qty Each Extended Portable Radios S3 $ 3285.00 $174,105.00 Console Upgrades 7 108,366.00 7S8,S62.00 Relay Switch 1 313,328.00 313,328.00 Installation costs 1 56,075.00 56,075.00 UPS 2 24,345.00 48,690.00 $1,350,760.00 to read: Equipment/Other Qty Each Extended Portable Radios S3 $ 3285.00 $174,1OS.00 Console Upgrades 7 108,366.00 7S8,S62.00 Relay Switch 1 313,328.00 313,328.00 Installation costs 1 44,1OS.00 44,1OS.00 UPS 2 30,330.00 60,660.00 $1,350,760.00 This instrument has been preaudited in the manner required by the Local Government Budget and Fiscal Control Act. City's finance officer ATTEST: Date CITY OF Dt7RHAM D. Ann Gray, City Clerk By: Patrick W. Baker, City Manager Date: This instrument has been preaudited in the manner required by the Local Government Budget and Fiscal Control Act. 6 County's finance officer ATTEST: Clerk to the Board of Commissioners Date COUNTY OF ORANGE By: Date: _ Laura E. Blackmon, County Manager, NORTH CAROLINA ACKNOWLEDGMENT BY CITY OF DURHAM I, ,a Notary Public in and for the, aforesaid County and State, certify that personally appeared before me this day, and acknowledged that she is the City. Clerk of the City of Durham, a municipal corporation, and that by authority duly given and as the act of the City, the foregoing contract was signed in its corporate name by its City Manager, sealed with its corporate seal, and attested by its said City Clerk or Deputy City Clerk. This the day of ,20 Notary Public My commission expires: NORTH CAROLINA ACKNOWLEDGMENT OF COUNTY OF ORANGE I, , a Notary Public in and for the aforesaid County and State certify that . personally appeared before me this day, and acknowledged that he or she is the Clerk to the Board of Commissioners for the County of Orange, a N. C. political subdivision, and that by authority duly given and as the act of the County, the foregoing contract or agreement with the City of Durham was signed in its corporate name by the Chairman of said Board, sealed with its corporate seal, and attested by its said Clerk. This the day of 20 My commission expires: Notary Public Please return this copy to ~ y r Clerk to the Board's office for PAF SECOND AMENDMENT TO CONTRACT FOR USE OF THE CITY OF DURHAM 2005 COPS INTEROPERABLE COMMUNICATION TECHNOLOGY GRANT BY ORANGE COUNTY This Second Amendment To Contract ("Amendment's is dated and entered into as of the 12~' day of May, 2008, between Orange County ("Sub-recipient's and the City of Durham ("Cit}~~ The City and the Sub-recipient entered into a contract titled "Contract for Use of the City of Durham 2005 COPS Interoperable Communications Technology Grant by Orange County," dated April 1, 2006 (referred to herein as the "Original Contract"). The Original Contract was first amended on January 15, 2007 (referred to herein as the "First Amendment to Original Contract"). The First Amendment to Original Contract is hereby further amended as follows: 1. The dates in Attachment A, Section 1, Scope of work in this COPS Interoperabilitypyoject are changed from: 1. Award of grant anticipated September, 2005 2. Procurement and purchasing process begins October 1, 2005 3. Equipment delivered by July 1, 2007 4. Installation of equipment completed by September 1, 2007 5. Training users on use of equipment begins September 5, 2007 6. User training completed by October 5, 2007 7. Review and evaluation of project conducted in January 31, 2008 8. Project completed and reported by end of February 15, 2008 to read as amended hereby: 1. Award of grant anticipated September, 2005 2. Procurement and purchasing process begins October 1, 2005 3. Equipment delivered by July 1, 2007 4. Installation of equipment completed by May 30, 2008 5. Training users on use of equipment begins June 5, 2008 6. User training completed by July 5, 2008 7. Review and evaluation of project conducted in August 31, 2008 8. Project completed and reported by end of September 15, 2008 2. Attachment A, Section 3, will be changed from: 2 20 KVA Uninterruptable Power SnppUes (LIPS) Two 20 KVA Uninterruptable Power Supplies (UPS) will be purchased to provide backup power for interoperable communications equipment to provide surge protection for critical equipment, reduce brownout effects and provide a temporary source of backup power until the facility•generator activates. This equipment will also provide a tertiary power source in the event the facility emergency generator fails to activate, thus allowing staff the time to affect repairs on the backup generator as necessary without compromising emergency services. 20 KVA Unintem~ptable Power Supplies (UPS) cost approximately $24,345 each for a total of $48,690. to read as amended hereby: 2 20 KVA Uniinterrnptable Power Supplies (UPS) Two 20 KVA Uninterruptable Power Supplies (LJPS) will be purchased to provide backup power for interoperable communications equipment to provide surge protection for critical equipment, reduce brownout effects and provide a temporary source of backup power until the facility generator activates. This equipment will also provide a tertiary power source in the event the facility emergency generator fails to activate, thus allowing staff the time to affect repairs on the backup generator as necessary without compromising emergency services. 20 KVA Unintemiptable Power Supplies (iJPS) cost approximately $30,330 each for a total of $60,660. 3. Attachment B, Section C, Subsection C 1 Contracts/Consultants is changed from: Installation services and project management expenses not requested in the original grant application do to the need to maintain emergency dispatch services while the Orange County Emergency Management Services Center is upgraded. This was an oversight during the process of drafting the grant application in that the full scope of the upgrades necessary were not known at that time. In order to complete the installation of equipment in the center, while maintaining service, the existing equipment must be relocated to another area of the building; and expense not contained within the normal installation services comprised as part of the new equipment purchase. The quote also includes project management to ensure proper transition during the phases of construction. The project management expenses will not exceed the $450 per hour maximum explained in the grant guidance. The estimated cost of these services is $56,075. to read as amended hereby: Installation services and project management expenses not requested in the original grant application do to the need to maintain emergency dispatch services while the Orange County Emergency Management Services Center is upgraded. This was an oversight during the process of drafting the grant application in that the full scope of the upgrades necessary were not known at that time. In order to complete the installation of equipment in the center, while maintaining service, the existing equipment must be relocated to another area of the building; and expense not contained within the non~nal installation services comprised as part of the new equipment purchase. The quote also includes project management to ensure proper transition during the phases of construction. The project management expenses will not exceed the $450 per hour maximum explained in the grant guidance. The estimated cost of these services is $44,105. 4. The dates in Attachment A, Section C, Subsection C2 Project Timeline is changed from: Date September 2005 October 1, 2005 July 1, 2007 September 1, 2007 September 5, 2007 October 5, 2007 Project Task/Activity Award of grant funds anticipated Procurement and purchasing process begins Equipment delivered Installation of equipment completed Training users on use of equipment begins User training completed January 31, 2008 February 15, 2008 to read as amended hereby: Date September 2005 October 1, 2005 July , 2007 May 30, 2008 June 5, 2008 July 5, 2008 August 31, 2008 September 15, 2008 Review and evaluation of project conducted Project completed and reported Project Task/Activity Award of grant funds anticipated Procurement and purchasing process begins Equipment delivered Installation of equipment completed Training users on use of equipment begins User training completed Review and evaluation of project conducted Project completed and reported 5. Attachment A, Section C, Subsection C3, COPS Grant Request for Orange County Communications is changed from: Equipment/Other Qty Each Eactended Portable Radios 53 $ 3285.00 $174,105.00 Console Upgrades 7 108,366.00 758,562.00 Relay Switch 1 313,328.00 313,328.00 Installation costs 1 56,075.00 56,075.00 UPS 2 24,345.00 48,690.00 $1,350,760.00 to read as amended hereby: Equipment/Other Qty Each Eztended Portable Radios 53 $ 3285.00 $174,105.00 Console Upgrades 7 108,366.00 758,562.00 Relay Switch 1 313,328.00 313,328.00 Installation costs 1 44,105.00 44,105.00 UPS 2 30,330.00 60,660.00 $1,350,760.00 6. All terms of the Original Contract (except to the extent the same are amended by the First Amendment to Original Contract and this Second Amendment To Contract) remain in full force and effect. 7. All terms of the First Amendment to Original Contract (except to the extent the same are amended by this Second Amendment To Contract) remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have duly and validly authorized and executed this Second Amendment to Contract as of the date first above written. This instrument has been presudited in the manner required by the Local Government Budget and Fiscal Control Act. City's finance officer ATTEST: i . Ann Gra . Clerk ;~~~~~•: a~b Y.•~ 4~ ~, fed; v if;:~~~ ., s~; ~~`%1iii6F:rE'~~ Date CITY OF DURHAM Date:~"(~ ~~ City Managger This instrument has been preaudited in the manner required by the Local Government Budget and Fiscal Control Act. County' a officer ATTEST: C1 Date COUNTY OF ORANGE By: l~ ~~ Clerk to the oard of Commissioners Laura Blackmon, County Manager, NORTH CAROLINA ACKNOWLEDGMENT BY CITY OF DURHAM I, `~ /" 1 W1 ' ci ,a Notary Public in and for the aforesaid County and State, certify that personally appeared before me this day, and acknowledged that she is the City Clerk of the City of urham, a municipal corporation, and that by authority duly given and as the act of the City, the foregoing contract was signed in its corporate name by its City Manager, sealed with its corporate seal, and attested b its said City Clerk or Deputy City Clerk. 's the day of ~~' ° ~~~'~ otary Pub c My commission a ues• NORTH CAROLINAACKNOWLEDGMENT OF COUNTY OF ORANGE I, ~._2.Foc-!~ , a No Pub 'c in and for the aforesaid County and State certify that ~9~~G.~2_ ~ ~ *c,I~~ personally appeared before ~ this day, and acknowledged that he or she is the Clerk to the Board of Commissioners for the County of Orange, a N. C. political subdivision, and that by authority duly given and as the act of the County, the foregoing contract or agreement with the City of Durham was signed in its corporate name by,Chairman of said Bo sealed with its corporate seal, and attested by its said Clerk. This the ~.5 day of 20~ I ~r~,~ii/ C'es-1' Nobry Public My commission expires: ins ~/ ~ ~~ This instrum t has been audited ' e manner r ' ed by th cal Gov ent Budg d Fiscal ntrol Act INANC OFFICE DATE