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Approve a second amendment to the revenue agreement with City of Vacaville for $121,428 for the current period through June 30, 2027, for a total contract amount of $310,083 to provide maintenance and programming services for the City’s two-way subscriber radios; and Authorize the County Administrator to execute the agreement and any subsequent amendments, with County Counsel concurrence, up to an aggregate of $74,999
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Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The Department of Information Technology (DoIT) recommends that the Board of Supervisors:
1. Approve a second amendment to the revenue agreement with City of Vacaville for $121,428 for the current period through June 30, 2027, for a total contract amount of $310,083 to provide maintenance and programming services for the City’s two-way subscriber radios; and
2. Authorize the County Administrator to execute the agreement and any subsequent amendments, with County Counsel concurrence, up to an aggregate of $74,999.
SUMMARY:
The City of Vacaville owns and operates a fleet of Public Safety-grade handheld and vehicle-installed two-way radios used on their P25 Public Safety Communications (PSC) system, and other Very High Frequency (VHF) conventional mutual aid systems, such as the Solano County conventional VHF system. The primary users are the Vacaville Police, Fire, Public Works, and Transit departments. These radios require repairs and periodic preventative maintenance to operate properly as part of the PSC system. The City does not have trained personnel to perform this work and has contracted with Solano County to perform this work.
This contract amendment will allow Solano County DoIT PSC Division to continue to provide required repairs and periodic preventative maintenance for the City of Vacaville’s fleet of 789 subscriber radios, and annual programming updates for Vacaville Fire Department’s 149 subscriber radios, as required by CAL-Fire and Mutual Aid updates, and for Vacaville Police Departments 349 subscriber radios for Mutual Aid updates.
FINANCIAL IMPACT:
The total revenue to the County of the proposed not-to-exceed contract is $121,428. This consists of $84,708 for maintenance and repair services of 789 P25 subscriber radios, $13,603 for programming updates for 149 Fire Department subscriber radios, and $23,117 for programming updates for 349 Police Department subscriber radios. The revenue is included in the departments FY2026/27 Recommended Budget.
DISCUSSION:
Consistent quality of communication is critical for Public Safety and other critical infrastructure users. Properly maintaining radio equipment is paramount in achieving the optimum performance from the equipment. This translates directly to a safer environment for both users and the public.
Solano County PSC Division’s core competencies and responsibilities are to provide these types of services to the Sheriff, County Fire Districts, and other County departments. Solano PSC Division has recently invested in increased staff, training, and equipment, to offer these services to other Agencies within the County.
The City of Vacaville initially contracted with DoIT for one year in July 2024. The agreement was subsequently amended July 2025 for another year. Since initiating maintenance services in 2024 covering all subscriber radios for the City of Vacaville, the City has had positive results, including access to trained technicians, and a single point of contact to initiate service requests. This agreement is the second amendment to continue these services through June 30, 2027.
ALTERNATIVES:
The Board may choose not to approve the City of Vacaville service contract. This is not recommended as it would delay the City of Vacaville in contracting with a qualified and affordable service entity, which would delay or extend the timely update of the Fire and Police radios and add to a growing backlog of inoperative subscriber radios. As mutual aid partners with Solano County, poorly performing or malfunctioning subscriber radios could potentially decrease safety due to delayed or failed communications with dispatch or other public safety entities, impacting Solano Dispatch emergency services.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed the contract as to form.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION