DATE: July 9, 2024
TO: Board of Supervisors
SUBMITTED BY: Edward Hill, Chief Operating Officer/Interim Director of Internal Services/Chief Information Officer
SUBJECT: Agreement with ADT Commercial, LLC, dba Everon
RECOMMENDED ACTION(S):
TITLE
1. Approve and authorize the Chairman to execute an Agreement with ADT Commercial, LLC, dba Everon, through a cooperative agreement with Omnia Partners, to provide fire and intrusion alarm system maintenance, repair, inspection, and monitoring services, effective upon execution, including a three-year initial term with two optional one-year extensions, total not to exceed $3,070,000; and
2. Authorize the Director of Internal Services/Chief Information Officer, or their designee, to add and/or remove County service locations and related services from the alarm monitoring schedule, and to adjust the frequency of services pursuant to the methodology described in the recommended Agreement and as operational needs require, with no change to the maximum compensation.
REPORT
There is no additional Net County Cost associated with the recommended actions. The first recommended action will allow the Internal Service Department, Facility Services Division (ISD-Facility Services) to contract with ADT Commercial, LLC, dba Everon (Everon), through a cooperative agreement, for Everon to provide fire alarm system maintenance, repair, inspection, and monitoring services. The second recommended action will allow the Director of Internal Service/Chief Information Officer (CIO), or their designee, to add and remove County service locations and related services as necessary, and to adjust the frequency of services as operational needs require, with no change to the maximum compensation. This item is Countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended agreement, ISD-Facility Services would be without an efficient method of obtaining fire and intrusion alarm system maintenance, repair, inspection, and monitoring services. Your Board could instruct staff to issue a competitive bid for these services, however that will create a lapse in necessary fire and intrusion alarm system services, which would not guarantee cost-savings for the County, and could leave County owned and inhabited buildings unmonitored and at risk of potential faulty systems that could lead to property damage and theft.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The maximum compensation for the recommended agreement is $3,070,000 and will be funded by chargebacks to user departments. Sufficient appropriations and estimated revenues are included in the ISD-Facility Services Org 8935 FY 2024-25 Recommended Budget and will be included in subsequent budget requests.
DISCUSSION:
Pursuant to Chapter 4 of the County’s Purchasing Manual, the County is able to join other public entities for collectively preparing specifications, requesting and receiving quotations or proposals, and making an award to the lowest responsive, responsible bidder if the source selection method is otherwise in compliance with the requirements of the Purchasing manual. On December 7, 2021, the Region 4 Education Service Center, which is comprised of over 42 school districts in Texas, through Omnia Partners (Omnia), a contract buying group, issued Request for Proposal (RFP) No. 22-07 for facility technology integration and security system services; the subsequent agreement from the RFP was awarded to Everon on April 1, 2022. The Internal Services Department, Purchasing Division reviewed Omnia’s RFP process and determined their procedures were consistent with the County’s RFP process.
The first recommended action approves an Agreement, based on the terms set forth in cooperative agreement #R220701 through Omnia, with a potential three-year initial term with two optional one-year extension. Services include fire and intrusion alarm maintenance, repair, inspection, and monitoring services. The second recommended action authorizes the CIO to add and remove locations, and change service levels, as necessary throughout the full potential five-year term. The total compensation for the initial three-year term is $2,350,000. In the event the contract is extended to Years 4 and 5, the total compensation will increase to $2,710,000 and $3,070,000, respectively. In no event shall the potential five-year cost of this Agreement exceed $3,070,000.
Approval of the recommended agreement will allow Everon to provide fire and intrusion alarm maintenance, repair, inspection, and monitoring services to County owned and occupied facilities.
REFERENCE MATERIAL:
BAI 8, November 6, 2018
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with ADT Commercial, LLC, dba Everon
CAO ANALYST:
Ahla Yang