DATE: June 20, 2023
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director of Internal Services/Chief Information Officer
John Zanoni, Sheriff-Coroner-Public Administrator
SUBJECT: Master Agreement for Identiv-Hirsch Velocity Access Providers
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute a retroactive Master Agreement with Access Systems, Inc., Johnson Controls Security Solutions, Nobico, Inc. dba Integrated Electronics, and West Coast Security, Inc., for hardware components, emergency response, and large-scale installation services for Identiv-Hirsch Velocity access control systems, retroactive to March 15, 2023, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $1,500,000.
REPORT
There is no additional Net County Cost associated with the recommended action which will allow the Internal Services Department - Facility Services Division (ISD - Facilities) and the Sheriff’s Office (Sheriff) to continue to support access control systems at facilities throughout the County. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended action, ISD - Facilities and Sheriff will be unable to obtain hardware, emergency response, and installation services to the County’s Identiv-Hirsch Velocity (IHV) access control systems throughout various County locations.
RETROACTIVE AGREEMENT:
The recommended agreement is retroactive to March 15, 2023, as a result of extended information verification during the procurement process. The recommended agreement is being brought to your Board in accordance with agenda item processing timelines.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. Costs are estimated to not exceed $1,500,000 for the total potential five-year term of the recommended agreement. $1,000,000 of the agreement will be funded through departmental chargebacks for ISD - Facilities Org 8935, while $250,000 will be funded by the Sheriff-Coroner-Public Administrator Org 31112425, and the remaining $250,000 will be funded by Incarcerated Persons Fund, Org 31114008.
There is no increase in Net County Cost associated with the recommended action for ISD-Facilities Org 8935. All costs associated with these services are funded through departmental chargebacks to user departments. Sufficient appropriations and estimated revenues are included in the ISD - Facilities Org 8935 FY 2022-23 Adopted Budget and will be included in future budget requests.
There is no increase in Net County Cost associated with the recommended action for Sheriff-Coroner-Public Administrator Org 31112425. Sufficient appropriations are included in the Sheriff-Coroner-Public Administrator Org 31112425 FY 2022-23 adopted budget and will be included in future budget requests.
There is no increase in Net County Cost associated with the recommended action for the Incarcerated Persons Fund, Org 31114008. Sufficient appropriations are included in the Incarcerated Persons Fund, Org 31114008 FY 2022-23 adopted budget and will be included in future budget requests.
DISCUSSION:
The IHV access control system is the County’s software management system for managing access control and security operations in a majority of County facilities.
On February 1, 2023, ISD - Purchasing, on behalf of ISD and Sheriff, issued a Request for Quotation (RFQ) No. 23-023 for the purposes of establishing a master agreement for the provision of hardware components, emergency response services, and large-scale installation services to the County’s IHV access control systems. The RFQ was sent to 814 vendors registered in Public Purchase. The response period closed on February 28, 2023 and four vendors responded to the RFQ: Access Systems, Inc., Johnson Controls Security Solutions, Nobico, Inc. dba Integrated Electronics, and West Coast Security, Inc.
Approval of the recommended action will award the above-listed vendors the recommended master agreement, which will be for a three-year initial term and two optional one-year extensions, with the total compensation not to exceed $1,500,000. The recommended master agreement will allow the County to obtain installation and emergency response services to the County’s IHV access control systems, as well as purchase critical hardware components for its IHV system.
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Master Agreement for Identiv-Hirsch Velocity Access Systems
On file with Clerk - Electronic Signature Audit Reports
CAO ANALYST:
Ahla Yang