DATE: May 1, 2018
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director of Internal Services/Chief Information Officer
SUBJECT: Third Amendment to Agreement No. 14-670 with Bedard Controls, Inc.
RECOMMENDED ACTION(S):
TITLE
1. Approve and authorize the Chairman to execute Third Amendment to Agreement No. 14-670 with Bedard Controls, Inc., for maintenance and support of Metasys hardware and Application Data Software and increase the maximum Agreement cost by $1,506,028, effective upon execution, for a total potential 5-year cost not to exceed $2,000,000; and
2. Adopt Budget Resolution increasing the FY 2017-18 appropriations and estimated revenues for the Internal Services Department, Facility Services Org 8935 in the amount of $850,000 (4/5 vote).
REPORT
Approval of the first Recommended Action will allow the Internal Services Department - Facility Services Division (ISD Facilities) to fulfill the increased utilization of the contract due an increase of department work requests of maintenance and support of Johnson Controls Metasys hardware (Metasys) and of Application and Data Server Software (ADS) for buildings throughout the County. Approval of the second Recommended Action will ensure that ISD Facilities has sufficient appropriations and revenues to pay for these services. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended actions, ISD Facilities will not be able to fulfill the increased departmental requests of Metasys and ADS services for buildings throughout the County.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions. Costs related to these services are charged back to the County department(s) occupying the facilities where the work is completed. Approval of the second Recommended Action will increase the appropriations and estimated revenues by $850,000 in the FY 2017-18 Internal Services Department - Facility Services Org 8935 to cover these costs. Sufficient appropriations for the remaining term of the Agreement will be requested in future budgets.
DISCUSSION:
On October 28, 2014, your Board approved Agreement 14-670 with Bedard Controls, Inc. for a total potential 5-year contract amount of $180,000 (i.e., 3 year base term plus two possible successive 1-year extensions).
On October 13, 2015, your Board approved the First Amendment, which increased the maximum 5-year compensation to $402,972.
On July 12, 2016, your Board approved the Second Amendment, which increased the maximum 5-year compensation to $493,972.
The Agreement, as amended by the First Amendment and Second Amendment, has specified yearly maximum amounts payable for additional fees and materials that are included in a total contract maximum amount for the entire potential 5-year term of the Agreement.
On both occasions of these two amendments, an increase of contract compensation was requested due to new Metasys and ADS work requests by departments.
The County presently is in the 4th year (ending October 27, 2018) of the potential 5-year term of the Agreement (if renewed, the Agreement would continue until its expiration date of October 27, 2019).
In this recommended Third Amendment, approval of the recommended actions will increase the total potential 5-year compensation by $1,506,028 to $2,000,000, and remove the yearly limitation of amounts payable for additional fees and materials per year; this will allow the Internal Services Department to have flexibility, if needed, of spending the full amount of the compensation payable before the start of the optional 5th year of the term of the Agreement. This will allow ISD Facilities to respond to the continued increase of work request by departments throughout the County on Metasys and ADS systems countywide. If additional funds are needed for optional year 5, due to greater than expected work requests by departments, Staff will return to your Board for a requested contract amendment. All other terms of the Agreement remain unchanged.
REFERENCE MATERIAL:
BAI #63, October 28, 2014
BAI #37, October 13, 2015
BAI #43, July 12, 2016
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Third Amendment
On file with Clerk - Budget Resolution
CAO ANALYST:
Juan Lopez