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Agenda Item
ASR
Control 18-000141 |
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MEETING DATE: |
05/08/18 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
3 |
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SUBMITTING
Agency/Department: |
Sheriff-Coroner
(Approved) |
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Department contact
person(s): |
Robert Beaver (714) 647-1815 |
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Matt Monzon (714) 935-6876 |
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Subject: Renewal Amendment Number One
to Johnson Controls Fire Protection LP Contract
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ceo CONCUR |
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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:
$31,474 |
Annual Cost:
FY 2018-19 $382,932.70 |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
Yes |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 5/24/2016
#S94G, 5/5/2015 #25, 5/6/2014 #19, 5/7/2013 #9 |
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RECOMMENDED ACTION(S):
Authorize the County Procurement Officer or authorized Deputy to execute Amendment Number One to sole source contract with Johnson Controls dba Johnson Controls Fire Protection LP for preventive maintenance and repair of the fire protection system at the Theo Lacy Facility, for the two-year period of June 1, 2018 through May 31, 2020, in an amount not to exceed $765,865.41, for a revised cumulative total contract amount not to exceed $1,531,730.80.
SUMMARY:
Approval of Amendment Number One to the sole source contract with Johnson Controls dba Johnson Controls Fire Protection LP will allow the Sheriff-Coroner Department to provide preventive maintenance and repair of the fire protection system to protect the safety of the inmates and staff at the Theo Lacy Facility.
BACKGROUND INFORMATION:
The contract with Johnson Controls dba Johnson Controls Fire Protection LP (formerly known as, Tyco dba SimplexGrinnell LP [Simplex Grinnell]) provides for preventative maintenance and repair services for the Johnson Controls Fire Protection LP fire protection system at the Theo Lacy Facility, including fire alarm inspection, maintenance and testing for multiple buildings with stand-alone, as well as integrated, fire alarm systems. Johnson Controls dba Johnson Controls Fire Protection LP is the only vendor who can provide factory-trained, authorized service technicians and genuine factory replacement parts and software for Johnson Controls Fire Protection LP fire alarm equipment, to prevent voidance of the manufacturer's warranty. The proposed amendment is a sole source contract, and a completed Sole Source Request Form is attached to this Agenda Staff Report (Attachment C).
The contract was originally approved by the Board of Supervisors (Board) on May 17, 2011 for one year, renewable for four additional one-year periods, in the amount of $268,800 per year. Amendment Number One to the contract, approved by the Board on April 17, 2012, renewed the contract for the period of May 23, 2012 through May 22, 2013, in the amount of $268,800. Amendment Number Two, approved by the Board on May 7, 2013, renewed the contract for a third year, May 23, 2013 through May 22, 2014, in the same annual amount of $268,800. The Board approved Amendment Number Three on May 6, 2014 to extend contract MA-060-13011568 from May 22, 2014 through May 31, 2014 to coincide with the vendor's first of the month billing cycle which facilitates vendor payment, and renew the contract for a third year, for the period of June 1, 2014 through May 31, 2015, in the same annual amount of $268,800. The Board approved Amendment Number Four on May 5. 2015 to renew the contract for its fifth and final year, for the period of June 1, 2015 through May 31, 2016, in the same annual amount of $268,800.
The Board approved a new sole source contract with SimplexGrinnell on May 24, 2016 for the two-year period of June 1, 2016 through May 31, 2018, in an amount not to exceed $765,865.41. SimplexGrinnell personnel have been performing these services continually in a satisfactory manner for many years. SimplexGrinnell changed its name to Johnson Controls dba Johnson Controls Fire Protection LP in 2017. Sheriff-Coroner Department (Sheriff) staff confirmed that the tax identification number remained the same; it is the same company. The Sheriff now requests approval for the County Procurement Officer or authorized Deputy to execute Amendment Number One to the sole source contract with Johnson Controls dba Johnson Controls Fire Protection LP for preventive maintenance and repair of the fire protection system at the Theo Lacy Facility, for the two-year period of June 1, 2018 through May 31, 2020, in an amount not to exceed $765,865.41. This contract does not include subcontractors or pass through to other providers. See Attachment D for the Contract Summary.
FINANCIAL IMPACT:
Appropriations for this contract are included in the Sheriff’s FY 2017-18 Budget for Budget Control 060, and will be included in the budgeting process for future years. This contract contains language allowing the Sheriff-Coroner Department to terminate the contract or reduce the level of services without penalty with cause or without cause in the event that funding is reduced and/or not available to continue funding the contract.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Amendment Number One to Contract
MA-060-16011634
Attachment B - Redline Version of Contract
Attachment C - Sole Source Request Form
Attachment D - Contract Summary Form