November 28, 2023
Information Technology
DATE: November 28, 2023
TO: Mayor Martinez and Members of the City Council
FROM:
Sue Hartman, Director of Information Technology
Subject:
Resolution Confirming Standing Orders and Outline
Agreements for Technology Related Services from Cal
Coast Telecom and Red Cloud
FINANCIAL IMPACT: There is no fiscal impact resulting from adoption of this resolution. The proposed standing orders/outline
agreements are not a commitment to spend. Only pre-
approved adopted budget dollars can be used with these
certified vendors in accordance with procurement
policies.
PREVIOUS COUNCIL
ACTION:
Fiscal year 2000-2001, the City Council authorized the
standing orders and outline agreements.
STATEMENT OF THE
ISSUE:
IT staff is seeking the adoption of a resolution authorizing standing orders/outline agreements for technology
related goods and services from Cal Coast Telecom and
Red Cloud in support of critical public safety
communications for City infrastructure and emergency
services including the Emergency Operations Center
(EOC).
RECOMMENDED ACTION:
ADOPT a resolution authorizing standing orders/outline
agreements for technology related goods and services
from Cal Coast Telecom and Red Cloud to support
critical public safety communications for City
infrastructure and emergency services including the
Emergency Operations Center, in an amount not to
exceed $250,000 per year for fiscal years 2023-2024
through 2026-2027 - Information Technology Department
(Sue Hartman 510-620-6874).
AGENDA
REPORT
November 28, 2023
DISCUSSION:
The utilization of standing orders/outline agreements by the Information Technology Department began in the fiscal year 2000-2001. It is an effective way for the City to reduce costs and respond more quickly to service needs.
The requested resolution will cover Citywide implementation, maintenance, and services for critical public safety communications of City infrastructure and emergency services including the Emergency Operations Center (EOC). This work includes implementation of communications for radio, cellular services, and repair of aging fiber connectivity.
Red Cloud is the representative for cities within Alameda, Contra Costa, San Mateo, and Marin Counties as well as the City and Country of San Francisco. Red Cloud is the premier radio expert most trusted by Public Safety and First Responders and have implemented critically important public safety radio systems and infrastructure throughout Northern California and are the UL Certified leader in the design and build out of emergency responder communication enhancement systems (ERCES - also known as ERRCS). Therefore, City staff is utilizing the Sole-Source procurement process.
Cal Coast Telecom was the only responsive vendor that could provide the time sensitive essential fiber fusion splicing needed to install and repair critical City fiber. There are not a lot of fiber fusion splicing companies in the Bay Area to choose from. In addition, Cal Coast has completed an inspection of the City’s fiber and has the expertise and resources to perform this work. Likewise, City staff is utilizing the Sole-Source procurement process.
Cal Coast Telecom and Red Cloud are vendors qualified to perform communications installations and repairs. IT staff is requesting approval of the resolution for Cal Coast Telecom and Red Cloud to support critical City of Richmond communications and fiber infrastructure.
DOCUMENTS ATTACHED:
Attachment 1 – Resolution
Attachment 2 – Sole Source – Red Cloud
Attachment 3 – Sole Source – Cal Coast