DATE: December 10, 2019
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director, Internal Services/Chief Information Officer
SUBJECT: Agreement with Johnson Controls International, Inc.
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute an Agreement with Johnson Controls International, Inc. for maintenance and support of Metasys, a building automation software system, effective upon execution, 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
Approval of the recommended action would allow for maintenance and support of Metasys, a building automation software system that automates climate control, provides notification to staff, and monitors system performance and device failures throughout various County facilities. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended action, all buildings utilizing the Metasys system would not be maintained or supported and result in inefficiencies in maintaining climate control in those facilities.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. Costs are estimated not to exceed $1,500,000 for the total possible five-year term of the recommended agreement. Costs related to these services are charged back to the County departments occupying the facilities where the work is completed. Sufficient appropriations are included in the FY 2019-20 Internal Services Department - Facility Services Division (“ISD-Facilities”) Org 8935 Adopted Budget. Ongoing costs for the remaining term of the recommended agreement will be included in future budget requests.
DISCUSSION:
The County has been using Metasys, a building automation software system, for over 15 years and has been implementing this system to all County buildings. This system automates climate control, monitors system performance and device failures for County facilities, and provides feedback for staff to proactively address maintenance issues before they become costly and more complicated.
Pursuant to Chapter 4 of the County’s Purchasing Manual, the County is able to join other public entities for collectively preparing specifications, requesting and receiving quotations or proposals, and making an award to the lowest responsive, responsible bidder if the source selection method is otherwise in compliance with the requirements of the Purchasing manual. Sourcewell, a contract buying group formerly known as National Joint Powers Alliance, issued a Request for Proposal (RFP) for HVAC systems, installation, and service with related products and supplies.
Sourcewell issued the RFP in early 2017 and awarded the contract to Johnson Controls International, Inc. (“Johnson Controls”) in May of 2017. ISD-Purchasing’s review of Sourcewell’s RFP process determined their procedures were consistent with the County’s RFP process. Sourcewell’s contract is set to expire on May 8, 2021, with an option to extend for an additional one-year period. Johnson Controls has agreed to extend its pricing for the total potential five-year term of the County’s recommended agreement through 2024.
The recommended agreement provides for maintenance and support for the Metasys software and hardware, allowing ISD-Facilities to monitor and maintain the various HVAC systems throughout the County.
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement
CAO ANALYST:
Yussel Zalapa