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Agenda Item
ASR
Control 23-001088 |
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MEETING
DATE: |
01/09/24 |
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legal entity taking action: |
Board
of Supervisors |
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board of supervisors district(s): |
All
Districts |
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SUBMITTING Agency/Department: |
County
Executive Office (Approved) |
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Department contact person(s): |
KC
Roestenberg (714) 567-5075 |
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Ed
Althof (714) 834-3069 |
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Subject: Renewal of Aggregate Contract for
Structured Cabling and Installation Services
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ceo CONCUR |
County Counsel Review |
Clerk of the Board |
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Concur |
Approved
Agreement to Form |
Discussion |
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3
Votes Board Majority |
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Budgeted: Yes |
Current Year
Cost: $416,660 |
Annual Cost: FY 2024-25: $1,250,004 |
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Staffing Impact: |
No |
# of Positions: |
Sole Source: No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 5/25/2021 #79, 1/12/2021 #41 |
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RECOMMENDED
ACTION(S):
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Authorize the County Procurement Officer
or Deputized designee to execute Amendment No. 2 to renew aggregate contract
with Federal Technology Solutions, Inc. and West Coast Cable, Inc. for
Structured Cabling Installation and Services, for the term of March 1, 2024,
through and including February 28, 2026, in an amount not to exceed
$1,250,000 annually, for a cumulative contract total not to exceed of
$6,250,000 with the option to renew for one additional two-year term. |
SUMMARY:
Approval of Amendment to aggregate
Contract with Federal Technology Solutions, Inc. and West Coast Cable, Inc. for
Structured Cabling Installation and Services will help to ensure a secured,
efficient network infrastructure for voice, data, and video communication
requirements that are vital to County operations.
BACKGROUND
INFORMATION:
The County’s business operations are
highly dependent upon a secure and efficient network infrastructure. The County’s network infrastructure consists
of many critical components including the cabling system which provides the
backbone for County voice, data, and video communications. Federal Technology Solutions, Inc. (FTSI) and
West Coast Cable, Inc. (WCC) are the County’s current providers for as-needed
structured cabling services for current and future projects necessary to ensure
reliability, consistency, and continuity in County operations.
On August 27, 2020, OC Public Works (OCPW)
issued a Request for Proposal (RFP) on the County’s online bidding system to solicit
vendors to provide Structured Cabling and Installation Services.
Negotiations were completed and a mutually acceptable aggregate Contract
(Contract) was drafted with two vendors, FTSI and Alquest Technologies, Inc
(Alquest). On January 12, 2021, the
Board authorized the execution of the Contract with FTSI and Alquest.
Subsequently, Alquest was unable to provide the required bonds and the Contract
with Alquest was terminated. On May 25, 2021, the Board authorized adding WCC
to the Contract with FTSI, which is effective through February 29, 2024.
In April 2021, OCPW delegated authority to
Orange County Information Technology (OCIT) for the procurement of structured
cabling, installation, and related services since OCIT handles the majority of
cabling requests Countywide. Therefore, OCIT has been serving as the Program
Manager and the Contract Administrator.
Since inception of the Contract, FTSI and WCC combined have processed
approximately 1,000 structured cabling projects. Each Contractor has been assigned to support
specific departments so that the work is fairly distributed to both vendors and
as such, each vendor has become extremely familiar with their assigned
departments’ network environment, requirements, policies, nuances, etc. Because of this, both Contractors have a high
level of explicit and implicit knowledge related to their assigned departments
that would take considerable time and resources to replicate and transfer to
alternative contractors. Additionally,
the transition to alternative contractors under a new contract would need to
start well before the expiration of the current contract which would introduce
complexity and uncertainty to the services provided to various
departments. Soliciting for potentially
two new vendors would be significant in both time and costs and would not
guarantee a cost savings to the County nor could it guarantee contractors other
than FTSI and WCC would be awarded. The
County negotiated with each Contractor and is proposing a cost increase of 10%
with WCC for the two-year renewal period and a cost increase of 5% for year
four and 2.5% for year five with FTSI.
The proposed cost increase is due to cost of living adjustments (COLAs)
and increased wage requirements imposed on both Contractors by the California
Department of Industrial Relations. For
these reasons, OCIT is requesting Board approval to execute Amendment No. Two
which renews the Contract for two additional years and adds one additional
two-year option to extend. Should OCIT exercise this future option, Board
approval will be requested.
The Contract does not currently include
subcontractors or pass through to other providers and both Contractors’
performance has been confirmed as at least satisfactory. OCIT conducted a
review of both Contractors’ ownership/name, litigation status or conflicts with
County interests and both contractors are not a party to existing litigation
that is reasonably likely to impede either Contractor’s performance of the
scope of work and/or to adversely impact the County. The Orange County
Preference Policy (OCPP) was applicable and incorporated into the solicitation.
No OCPP qualified proposals were submitted. See Attachment E for the Contract
Summary Form.
FINANCIAL
IMPACT:
Appropriations for structured
cabling and installation services are included in the FY 2023-24 Budget for
Fund 289 – Information and Technology ISF and will be included in the budgeting
process for future fiscal years.
STAFFING
IMPACT:
N/A
ATTACHMENT(S):
Attachment
A - Amendment No. 2 to Contract MA-017-21010863- B, FTSI
Attachment B – Amendment No. 2 to Contract MA-017-21010863- C, WCC
Attachment C – Redline Version of Contract MA-017-21010863- B, Federal
Technology Solutions, Inc.
Attachment D – Redline Version of Contract MA-017-21010863- C, West Coast
Cable, Inc.
Attachment E – Contract Summary Form to Aggregate Contract MA-017-21010863