TO: Honorable Board of County Commissioners
THROUGH: John A. Titkanich, Jr., County Administrator
David Johnson, Director of Emergency Services
FROM: Karen Rackard, 911 Coordinator
Department of Emergency Services
DATE: September 18, 2025
SUBJECT: Approval of Public Safety Communications System Maintenance Agreement with Communications International, Inc.
__________________________________________________________________
BACKGROUND
Since the completion of the 700 MHz radio system project, Communications International, Inc., the factory-certified regional service partner of the manufacturer, has provided the daily maintenance for the radio system.
Communications International, Inc. has been providing service for the 700 MHz Communications System since March 1, 2011, when the Board initially declared them sole source. To guarantee continuity of essential services, the County requires Communications International, Inc. to have certified service technicians available twenty-four (24) hours a day for immediate repairs. Communications International, Inc., is the only regional vendor qualified to perform the maintenance and repairs.
The approved contract for the fiscal year 2020/2021 (Contract Number CI-110-950) was authorized by the Board on January 5, 2021. This contract allows for renewal or extension in one-year increments for a total of five years, provided both parties mutually consent.
The proposed new Public Safety Communications System Maintenance Agreement has an initial term of one year, with four optional one-year renewal terms
The terms and conditions of the proposed agreement will remain the same as those of the previous contract, with adjustments to annual maintenance costs based on the South Urban Consumer Price Index (CPI). The CPI adjustment for this year is 2.3%.
The agreement also provides for the provision of L3Harris third-party software upgrades, installation, and implementation. The software portion of the agreement for fiscal year 2024/2025 is $131,513.33.
The maintenance portion of the agreement for current fiscal year 2024/2025 was $401,884.44 annually, which amounts to $33,490.37 per month. For fiscal year 2025/2026, the maintenance portion of the agreement will be $412,820.04 annually or $34,401.67 per month. This reflects an annual increase of $10,975.60 annually, corresponding to $911.30 per month.
Combining the maintenance and software portions, the total cost for the first year of the agreement is $544,333.37.
ANALYSIS
N/A
BUDGETARY IMPACT
Funding of $412,820.04 for maintenance is budgeted and available for fiscal year 2025/2026 in the General Fund/Communications-Emergency Services/Maintenance-Other Equipment account, number 00110719-034690. Funding, in the amount of $131,513.33, for software is budgeted and available in the Fiscal Year 2025/2026 budget in the General Fund/Communications/Emergency Services/Computer Software account, number 00110719-035120.
|
Account Name |
Account Number |
Amount |
|
General Fund/Comm-Emergency Services/Maintenance-Other Equipment |
00110719-034690 |
$412,820.04 |
|
General Fund/ Communications/Emergency Services-Computer Software |
00110719-035120 |
$131,513.33 |
PREVIOUS BOARD ACTIONS
The approved contract for the fiscal year 2020/2021 (Contract Number CI-110-950) was authorized by the Board on January 5, 2021. This contract allows for renewal or extension in one-year increments for a total of five years, provided both parties mutually consent.
POTENTIAL FUTURE BOARD ACTIONS
The contract will come to the board each year for renewal.
STRATEGIC PLAN ALIGNMENT
Public Safety
OTHER PLAN ALIGNMENT
N/A
STAFF RECOMMENDATION
Recommended Action
Staff recommends the Board approve the Public Safety Communications System Maintenance Agreement with Communications International, Inc., and authorize the Chairman to execute it, after review and approval by the County Attorney as to form and legal sufficiency.