DATE: June 9, 2020
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director of Internal Services/Chief Information Officer
SUBJECT: Agreement for Closed-Circuit Television Services
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 and extraordinary circumstances as the Internal Services Department - Security Division is engaged in data migration and upgrades with Integrated Electronics to meet California Government Code, Section 26202 data storage requirements; and
2. Approve and authorize the Chairman to execute an Agreement with Integrated Electronics for the service repair, inspection, and maintenance of the County’s closed-circuit television systems, effective June 19, 2020, which includes a three-year base contract and two optional one-year extensions, total cost not to exceed $1,000,000.
REPORT
Approval of the recommended action will continue the County’s business arrangement with Integrated Electronics for the maintenance, repair, replacement, and installation of the Closed-Circuit Television (CCTV) systems. This is necessary to fulfill current requests by user departments and allow the expansion of the County’s CCTV system as necessary. The CCTV system is utilized by Internal Services Department - Security Services (ISD - Security) and paid for by the user departments located at various County-owned and/or leased buildings. This item is Countywide.
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 increased costs for verification of a vendor’s capacity to meet all the County’s needs regarding its established CCTV systems.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
The Department’s request to suspend the competitive bidding process is consistent with Administrative Policy No. 34, as Integrated Electronics possesses unique knowledge of the County’s CCTV systems, installations, maintenance processes, and has provided original supplies and services since 2016. ISD - Purchasing Division (ISD - Purchasing) concurs with the Department’s request to suspend the competitive bidding process.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The maximum annual compensation shall not exceed $200,000, and $1,000,000 for the term. The recommended agreement will be funded through charges to user departments in various County-owned and/or leased buildings. Sufficient appropriations and estimated revenues are included in the ISD - Security Org 8970 FY 2019-20 Adopted Budget.
DISCUSSION:
The County previously contracted with Integrated Electronics for CCTV services pursuant to a five-year agreement, which expires on June 18, 2020.
ISD - Security is implementing a systemwide data upgrade to meet storage requirements as provided by California Government Code, Section 26205. Integrated Electronics is assisting ISD - Security with this process, which includes installation of increased monitors across facilities, and migration of CCTV recording data from localized servers to cloud-based data management systems. ISD Security is additionally in progress with several current CCTV projects within County facilities.
Integrated Electronics possesses unique knowledge of County facilities and monitoring activities, and is locally positioned to provide expedited services and installations. Establishing a new vendor to provide CCTV services would require increased resources, and added costs to verification a vendor’s capacity to meet all the County’s needs regarding its established CCTV systems.
Approval of the recommended action will allow for continued support for existing systems and addition of new installations by user departments, when requested.
REFERENCE MATERIAL:
BAI #30, January 21, 2020
BAI #45, September 13, 2016
ATTACHMENTS INCLUDED AND/OR ON FILE:
Suspension of Competition
On file with Clerk - Agreement
CAO ANALYST:
Sonia M. De La Rosa