DATE: March 5, 2024
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director of Internal Services/Chief Information Officer
SUBJECT: Agreement with Sound Contracting, Inc.
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 for unusual or extraordinary circumstances, as Sound Contracting, Inc. has extensive knowledge of the County’s operating system, network, and equipment, and is the only local vendor that can respond timely to requests for warranty and maintenance work; and
2. Approve and authorize the Chairman to execute a retroactive Agreement with Sound Contracting, Inc., for audiovisual equipment and services, effective December 4, 2023, not to exceed five consecutive years, which includes a one-year base contract and four optional one-year extensions, total not to exceed $5,000,000.
REPORT
There is no additional Net County Cost associated with the recommended action(s), which will allow the Internal Services Department-Information Technology Division (ISD-IT) to continue to acquire audiovisual equipment and services to furnish and update the County’s various conference and training rooms, as well as provide timely warranty and maintenance work. This item is countywide.
ALTERNATIVE ACTION(S):
If your Board does not approve the recommended actions, County departments will not have access to an efficient method to update their conference and training rooms, or to receive warranty and maintenance work. Services would be provided on an as-needed basis, which could result in higher costs and delays.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
ISD-IT’s request for suspension of the competitive bidding process is consistent with Administrative Policy No. 34 for unusual or extraordinary circumstances, as Sound Contracting, Inc. (Sound Contracting) has extensive knowledge of the County’s operating system, network, and equipment, and is the only local vendor that can respond in a timely manner to requests for warranty and maintenance work. While other vendors can provide the equipment, since they are not local, the County will see an increase in delays for receiving necessary warranty and maintenance work. Sound Contracting has installed and performed warranty services for the Department of Social Service’s Building Nos. 1,2,3 and 5, the Department of Child Support Service’s three conference rooms, and the County Administrative Office’s conference room. Utilizing a different vendor would result in increased staff time for future projects, warranty, and maintenance needs, as a new vendor would be required to become familiar with the County’s systems, network, and equipment.
RETROACTIVE AGREEMENT:
Approximately five projects including the County Administrative Office conference room, and the Department of Social Service’s Building Nos. 1, 2, 3, and 5, were initiated under the previous agreement No. 18-710, and were not completed prior to the termination date of the agreement due to unforeseen issues with the equipment, requiring the retroactive date of December 4, 2023. The recommended agreement is retroactive, due to the length of time required to prepare the agreement and have it reviewed and approved by the vendor.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions. The maximum amount payable under the potential five-year term of the agreement is $5,000,000. Sufficient appropriations and estimated revenues are included in the ISD-IT Org 8905 FY 2023-24 Adopted Budget and will be included in subsequent annual budget requests. As of January 29, 2024, there are six pending invoices for this agreement in the amount of $12,222 for audiovisual equipment and related services.
DISCUSSION:
On January 30, 2018, the County of Fresno Internal Services Department-Purchasing Division issued a Request of Statement of Qualifications (RFSQ) through Public Purchase to solicit a variety of qualified vendors for audiovisual equipment and services. Eight bidders were selected to provide the equipment and services. During the course of the agreement, ISD-IT determined that having one, local vendor would better serve the County, because working with several non-local vendors became increasingly difficult to receive routine warranty and maintenance work for the existing operating system, network, and equipment. Throughout the 2018 agreement, Sound Contracting was repeatedly able to respond in a timely matter to the warranty and maintenance work requests.
Moreover, Sound Contracting is located in Fresno and has extensive experience with the County’s operating systems, network and equipment. Utilizing a different vendor would result in increased staff time for future projects, warranty, and maintenance needs, as a new vendor would be required to become familiar with the County’s systems, network, and equipment.
Requested services under the recommended agreement include the purchase of audiovisual equipment, removing and installing audiovisual equipment, design consultations services, and the aforementioned warranty and maintenance work.
The recommended agreement has a potential five-year term, which includes an initial one-year term with four optional one-year extensions. Total maximum compensation for the initial one-year term is $1,000,000. In the event the agreement is extended, the total maximum compensation will increase by $1,000,000 for each subsequent one-year extension term. The maximum compensation will not exceed $5,000,000 for the potential five-year term of the agreement.
Approval of the first recommended action will suspend the competitive bidding process, for the stated reasons that Sound Contracting has extensive knowledge of the County’s operating systems, network, and equipment, and is the only local vendor that can respond in a timely manner to requests for warranty and maintenance work.
Approval of the second recommended action will authorize the recommended agreement with Sound Contracting, and will allow ISD-IT to continue to provide audiovisual equipment and related services to the County for new and ongoing projects.
REFERENCE MATERIAL:
BAI #51, December 11, 2018
ATTACHMENTS INCLUDED AND/OR ON FILE:
Suspension of Competition Acquisition Request Form
On file with Clerk - Agreement with Sound Contracting
CAO ANALYST:
Ahla Yang