HomeMy WebLinkAboutMINUTES - 10072003 - D2 TO: BOARD OF SUPERVISORS ~...4..._ Contra
FROM: JOHN SWEETEN, County Administrator r ,„ Costa
DATE: October 2 2003 '`' i n
��rA`cdiiK 't C o u A 1 ty
SUBJECT: CONTRACT TO PROVIDE EMERGENCY TELEPHONE NOTIFICATION (RINGDOWN)
SYSTEM SERVICES
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATIONS:
1. ACKNOWLEDGE that last month, the Internal Operations Committee (IOC) recommended to
the Board of Supervisors the selection of Dialogic Communications, Inc., as the new provider
of an emergency telephone notification (ringdown) system.
2. RECOGNIZE that the IOC recommendation was the culmination of a comprehensive nine-
month recruitment conducted by the Office of the Sheriff and overseen by the IOC.
3. ACKNOWLEDGE that the Board of Supervisors requested on September94 a report from
the County Administrator on the financial condition of Dialogic Communications, Inc., and the
specific contract language pertaining to performance penalties and incentives.
4. ACCEPT oral report from the County Administrator on the financial condition of Dialogic
Communications, Inc.
5. APPROVE proposed contract language pertaining to the scope of services, equipment and
software deliverable items, pricing for additional items, and performance penalties and
incentives.
6. APPROVE and AUTHORIZE the Sheriff-Coroner, or designee, to execute a contract (subject
to County Counsel approval as to form) with Dialogic Communications, Inc., in an amount not
to exceed $195,100 to provide an emergency telephone notification (ringdown) system plus
two-years system maintenance for the period September 15, 2003 through September 14,
2006.
FISCAL IMPACT:
The cost of this contract is funded completely through Certified Unified Program Agency
(CUPA) fees.
CONTINUED ON ATTACHMENT: YES SIGNATURE: °
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✓RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMME. ION OF BOARD COMM117EE
OPROVE OTHER
SIGNATURE(S): "
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ACTION OF BO DON (lt €11 R 7, 2003 APPROVE AS RECOMMENDED OTHER X
SEE ATTA(M ADDENDUM.
VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE
AND CORRECT COPY OF AN ACTION TAKEN
_UNANIMOUS(ASSENT N_Q_IIS_ ) AND ENTERED ON THE MINUTES OF THE
BOARD OF SUPERVISORS ON THE DATE
AYES: NOES: SHOWN.
ABSENT: ABSTAIN:
ATTESTED: OCTOBER 7.2003
CONTACT: JULIE ENEA(925)3351077 JOHN SWEETEN,CLERK OF THE BOARD OF
SUPERVISORS AND COUNTY ADMINISTRATOR
CC: INTERNAL OPERATIONS COMMITTEE STAFF
SHERIFF-EMERGENCY SERVICES DIVISION
COUNTY ADMINISTRATOR
HEALTH SERVICES-HAZARDOUS MATERIALS PROGRAM
BY w '' DEPUTY
Contract for Emergency Telephone (Ringdown) System October 2, 2003
County Administrator Page 3
♦ authorized the Sheriff-Coroner to negotiate a contract with DCC in the amount of $195,100
to provide an emergency telephone notification (ringdown) system plus two-years system
maintenance for the period September 15, 2003 through September 14, 2006;
+ directed the County Administrator to review and evaluate DCC's financial statements and
report back to the Board on October 7 regarding DCC's financial position;
♦ and directed staff to return to the Board of Supervisors on October 7, 2003 with the final
contract (subject to approval by County Counsel as to form), including proposed
performance incentives and penalties.
Attached is the proposed contract language pertaining to the scope of services, equipment and
software deliverable items, pricing for additional items, and performance penalties and
incentives. The County Administrator will make an oral report regarding DCC's financial
statements.
ADDENDUM
D.3
September 23, 2003
On this day, the Board considered approving and authorizing the Sheriff-Coroner to execute a
contract with Dialogic Communications, Inc., in the amount of$195,100 to provide an
emergency telephone notification (ringdown) system for the period September 15, 2003 through
September 14, 2006 and stipulate that the contract shall include performance incentives and
penalties, as recommended by the Internal Operations Committee.
Undersheriff Ron Jarrel presented the report.
The Board requested public comments, and there were no speakers.
After further discussion, the Board of Supervisors made the following recommendation(s):-
• ACCEPTED report from the County Administrator regarding the financial condition of
Dialogic Communications, Inc.,
• APPROVED and authorized the Sheriff-Coroner, or designee, to execute a contract with
Dialogic Communications, Inc. (DCC), in an amount not to exceed $195,100 to provide
an emergency telephone notification (ringdown) system for the period September 15,
2003 through September 14, 2006, including performance incentives and penalties;
+ DIRECTED appropriate County staff to complete the negotiations with DCC, specifying
that penalties for missing project milestones or making incorrect notifications (system
failure) be set at 5% of the fixed contract price or another penalty of that magnitude, and
that the definition of a system failure be broadened to include the notification of incorrect
populations or delayed notification resulting from inaccurate geo coding errors,
proprietary software errors, or other errors under the control of DCC;
• and DIRECTED that County Counsel, Sheriff's Department, and Health Services add any
other stipulation they deem necessary and that staff return to the Board with the
completed contract.