Meeting Type: BCC Regular Meeting
Meeting Date: 2/4/2025
Item Status: New
From: Tom Tyler, EMA Director
Submitted by: Danon Smith, EMA Deputy Director
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ITEM TITLE
Title
Extension of Master Services Agreement with Everbridge, Inc., for Mass Notification System (AlertBaldwin)
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STAFF RECOMMENDATION
Recommendation
Related to the Master Services Agreement with Everbridge, Inc., for Mass Notification System (AlertBaldwin), take the following actions:
1) Approve the extension of the Master Services Agreement (MSA) between the Baldwin County Commission (Emergency Management Agency) and Everbridge, Inc., for the provision of a mass notification platform for an additional 12-month period, continuing from January 2, 2025, and expiring January 2, 2026; and
2) Authorize payment in the amount of $52,328.61 to Software House International (SHI) for the provision of a mass notification platform.
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BACKGROUND INFORMATION
Background: Everbridge is the Mass Notification System Platform used by the Baldwin County EMA and Emergency Operations Center for weather-related emergencies, missing persons, and other law enforcement-related messages (when requested by partner public safety agencies since 2019 when a homeland security grant was awarded to the Baldwin County Commission for the implementation of such a system. The Everbridge system uses an available menu of multiple methods (phone/voice, text, email, cell phone/online application) to send timely emergency messages to a diverse public audience and internal partners and stakeholders. This is also the system used to distribute “BEachSAFE” Program messages (Rip Current and Beach Flag Status messages).
The latest MSA was approved by the Commission on 01/02/2024. The last/previous invoice, in the amount of $52,328.61, for annual mass notification system service was received on 01/23/2024, and paid on 04/16/2024 using line item 100.52300.51500.
Previous Commission action/date:
January 2, 2024 - Approved and authorized Chairman to execute the Master Services Agreement between Baldwin County Commission (Emergency Management Agency) and Everbridge, Inc., for the provision of a mass notification platform. This agreement shall be for a term of one calendar year from the date of execution, with two (2) additional 12-month renewal periods for a maximum of 36 months before a new agreement must be executed.
December 17, 2019 - Approved the Cooperative Agreement State Homeland Security Grant Program between the Alabama Law Enforcement Agency (ALEA) and Baldwin County Commission (EMA) for the implementation of a mass notification system to be coordinated by the Baldwin County EMA to be utilized by Baldwin County to communicate with county employees, residents, and visitors regarding emergency alerts and urgent notifications. The terms of the agreement shall commence on November 1, 2019, and end on October 31, 2020; and 2) Authorized the Chairman to execute the agreement and any related documents.
FINANCIAL IMPACT
Total cost of recommendation: $52.328.61
Budget line item(s) to be used: 100.52300.51500 Contract Services
If this is not a budgeted expenditure, does the recommendation create a need for funding? N/A
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
No - Legal review completed at time of initial execution for current contract.
Reviewed/approved by: N/A
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? N/A
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow-up:
Administration - Prepare notice of action correspondence to:
Address to:
Everbridge, Inc.
ATTN: Legal Department
25 Corporate Drive
Burlington, Massachusetts 01803
cc: Tom Tyler, Danon Smith, and Wanda Gautney
EMA Staff - Notify local Everbridge and Software House International (SHI) staff of the contract extension of an additional 12-month period and submit to Purchasing a requisition for a purchase order using the quotation from SHI. Provide the Purchase Order to SHI, who will provide EMA with an invoice. Code and have Tom Tyler, EMA Director, sign the invoice to Accounting for payment to SHI.
Purchasing and Accounting - Process requisition, purchase order, and invoice for payment to the vendor once EMA staff have submitted required documentation.
Action required (list contact persons/addresses if documents are to be mailed or emailed): See above.
Additional instructions/notes: Admin- update expiration date in Contracts