DATE: September 13, 2016
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director of Internal Services/Chief Information Officer
SUBJECT: First Amendment to Agreement with Integrated Electronics
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute First Amendment to Purchasing Agreement P-15-303 with Nobico, Inc., dba Integrated Electronics, to increase the maximum allowable amount for products and services related to the County’s closed circuit television systems effective upon execution through June 18, 2018 with two optional one year extensions for a maximum potential five-year total cost not to exceed $700,000.
REPORT
Approval of the recommended action will increase the maximum contract amount by $400,000 for the maintenance, repair, replacement, and installation of the County’s closed circuit television (CCTV) systems. This is necessary to fulfill current requests by user departments and to expand the County’s CCTV system.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended action, service requests related to CCTV would require a project-by-project procurement process, resulting in more staff time and resources.
FISCAL IMPACT:
The recommended action increases the potential five-year maximum agreement cost to $700,000. Sufficient appropriations for the current year are included in the FY 2016-17 Security Org 8970 Adopted Budget.
DISCUSSION:
On April 23, 2015, Request for Quotation (RFQ) #990-5345 was issued for the maintenance, repair, and replacement for the County’s CCTV systems. The RFQ included a provision that would allow the County to contract with the selected vendor for new installations. At the time of the solicitation, new installations of CCTV systems were under contract with another vendor. A vendor conference was held on May 7, 2015. Three responses were received and Nobico, Inc., dba Integrated Electronics was recommended for award based on lowest cost received. A three year Purchasing Agreement with Integrated Electronics was executed on June 19, 2015 with anticipated spending to be $225,000 for products and $75,000 for services for a total amount not to exceed $300,000.
The other vendor under contract for new installations of CCTVs provided notice of intent to cease services related to new installations due to the hardship it would cause to comply with the hourly rates established in the contract and the increased prevailing wage rate for labor services, but agreed to continue to provide access to the supply of the County’s access system products. The Department considered the request acceptable and determined it would be more financially prudent to include new installations of CCTV systems into the Integrated Electronics agreement. By allowing Integrated Electronics (a local vendor) to perform the new installations, the department will pay slightly higher labor rates per hour, but will realize cost savings in per diem and travel expense charges.
Staff is recommending the current Purchasing Agreement with Integrated Electronics be converted into a Board Agreement as the maximum amount allowable for services will now exceed the Purchasing Manager’s authority of $100,000. Approval of the recommended action will increase the maximum contract amount by $400,000 for a new maximum potential five-year total cost of $700,000. This amount is necessary to be able to fulfill the increase in requests for the new installation of CCTV systems by user departments. This will also support the continued roll out of the CCTV system in the Plaza Building, Hall of Records, and the University Medical Center (UMC) Campus. All other terms and conditions of the Agreement will remain unchanged.
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - First Amendment to Purchasing Agreement No. P-15-303-C
On file with Clerk - Purchasing Agreement No. P-15-303-C
CAO ANALYST:
John Hays