DATE: May 21, 2024
TO: Board of Supervisors
SUBMITTED BY: Edward Hill, Chief Operating Officer/Interim Director of Internal Services/Chief Information Officer
SUBJECT: Agreement with Nobico Inc., dba Integrated Electronics for Evolv Touchless Security Screening System
RECOMMENDED ACTION(S):
TITLE
1. Make a finding that it is in the best interest of the County to suspend the competitive bidding process consistent with Administrative Policy No. 34, under the “unusual or extraordinary circumstances” exception, as Nobico Inc., dba Integrated Electronics is currently the only local authorized reseller of the Evolv touchless security screening system; and
2. Approve and authorize the Chairman to execute an Agreement to amend, restate, replace, and supersede the existing Purchasing Agreement No. P-23-488 with Nobico Inc. dba Integrated Electronics, retroactive to that Agreement’s effective date of September 18, 2023, to continue the maintenance and support for Evolv touchless security screening systems installed at the Hall of Records, and for new installation of additional screening systems at other County locations, not to exceed five consecutive years, and increasing the maximum Agreement cost by $546,167, for a potential five-year cost not to exceed $670,000.
REPORT
There is no additional Net County Cost associated with the recommended actions, which will allow the Internal Services Department, Security Division (ISD-Security) to continue maintenance and support of existing Evolv touchless security screen systems from Nobico Inc., dba Integrated Electronics (Integrated) and purchase and install new systems at additional locations. The increased funding in the recommended Agreement will allow ISD-Security to purchase Evolv screening systems for additional County locations, including Department of Social Services (DSS) Buildings 1 and 5. This item pertains to locations in District 3.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended actions, ISD-Security will not be able to move forward with the installation of security screening stations at DSS Buildings 1 and 5 or any other potential County location.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
The Internal Services Department’s (ISD) request to suspend the competitive bidding process is consistent with Administrative Policy No. 34 under the “unusual or extraordinary circumstances” exception, as Integrated is the only local authorized reseller of the Evolv touchless security screening system. A screening station is currently installed at the Hall of Records and approval of the recommended actions would expand installation of the stations to other County locations. ISD - Purchasing Division concurs with the Department’s request to suspend the competitive bidding process.
RETROACTIVE AGREEMENT:
The recommended Agreement is retroactive to September 18, 2023, because it replaces and supersedes Purchasing Agreement No. P-23-488 (Purchasing Agreement) and is necessary to allow Integrated to continue the support and maintenance of equipment installed at the Hall of Records, which have already commenced under the Purchasing Agreement.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions. The recommended Agreement will increase total compensation from $123,834 to $670,000. To date, a total of $34,314 has been paid to Integrated for services. The compensation increase is funded through chargebacks to user departments. Sufficient appropriations and estimated revenues are included in ISD-Security’s Org 8970 FY 2023-24 Adopted Budget and will be included in subsequent annual budget requests.
DISCUSSION:
ISD-Security researched more effective and efficient ways to provide top tier safety and customer service to the County’s employees’ and visitors of County facilities and found that Evolv Technology weapons detection solutions is the best product to meet the County’s needs.
On September 18, 2023, ISD Purchasing approved the Purchasing Agreement with Integrated for installation of the Evolv touchless security screening system at the Hall of Records, for a four-year term, from September 18, 2023, through September 17, 2027, and a total maximum compensation payable of $123,834. The agreement was established through a Suspension of Competition.
In March 2024, DSS expressed interest in installing the security screening systems at DSS Buildings 1 and 5. The screening station’s unobtrusive design aids in creating a welcoming environment, which is important as these DSS locations serve the public, including children and vulnerable populations. In order to add these additional locations, the maximum compensation needed to be increased. Additional departments have also expressed an interest in installing screening systems at the County Plaza Building. ISD has obtained an estimate to install the screening system at the County Plaza Building, and the associated estimated costs are included in the maximum compensation amount as stated in the recommended Agreement. ISD will continue to assess the needs of the County Plaza Building and its occupants before moving forward with installation of the Evolv touchless screening stations at this proposed location.
ISD-Security is now recommending that the Purchasing Agreement be replaced and superseded by the recommended Agreement, which restates some of the terms of the existing Purchasing Agreement, extends the term by one year through September 17, 2028, and increases the total five-year compensation payable by $546,167, from $123,834 to $670,000, to account for the additional DSS locations. The total contract maximum provides for equipment, installation, subscription, maintenance, and support for the Evolv touchless security screening system, located at the existing Hall of Records location, the proposed DSS Buildings 1 and 5 locations, and the proposed County Plaza Building location. The costs for the County Plaza location will only be billed if ISD-Security moves forward with the installation at this location.
ATTACHMENTS INCLUDED AND/OR ON FILE:
Suspension of Competition Acquisition Request
On file with Clerk - Agreement with Nobico Inc., dba Integrated Electronics
CAO ANALYST:
Ahla Yang