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Agenda Item
ASR
Control 17-000529 |
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MEETING DATE: |
06/06/17 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
1, 3 |
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SUBMITTING
Agency/Department: |
Sheriff-Coroner
(Approved) |
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Department contact
person(s): |
Brian Wayt (714) 647-1803 |
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Kirk Wilkerson (714) 834-6450 |
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Subject: Amendment Number Two to
Contract with Impex Technologies, Inc.
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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:
$326,816 |
Annual Cost:
FY 2017-18 $803,184 |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: N/A
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RECOMMENDED ACTION(S):
Authorize the County Purchasing Agent or authorized Deputy to execute Amendment Number Two to increase the current contract with the Impex Technologies, Inc. for video management services by $290,000 for the period of June 15, 2016 through June 15, 2017, to update the video management system in the jails, for a revised total annual not to exceed amount of $840,000, and to renew the contract for the period of June 15, 2017 through June 14, 2018, in an amount not to exceed $840,000, for a revised cumulative contract total amount not to exceed $1,680,000, renewable for three additional one-year terms.
SUMMARY:
Approval of Amendment Number Two to the contract with Impex Technologies, Inc. will allow the Sheriff-Coroner Department to increase its current contract to update the video management system in the jails, and to renew the contract for an additional year to assist the Sheriff-Coroner Department in maintaining a secure environment for inmates and staff.
BACKGROUND INFORMATION:
The Sheriff-Coroner Department (Sheriff) uses a video management system to assist in monitoring jail operations to ensure the safety of the inmates and Sheriff’s staff members. Following a competitive bid process, a contract with Impex Technologies, Inc. (Impex) for video management services was executed on June 15, 2016 for the period of June 15, 2016 through June 14, 2017, in the not to exceed amount of $550,000, renewable for four additional one-year periods. Amendment Number One was executed on September 30, 2016 to remove a section on Cisco Equipment and Services from the Scope of Work from the original contract. There was no change to the annual not to exceed amount. This contract and Amendment Number One were approved administratively based on the delegated authority granted by the Board of Supervisors (Board) as reflected in the County Contract Policy Manual, Section 3.3.
Subsequently, the Sheriff assessed the video management system and determined that it was in need of an upgrade from an analog to a digital system. Digital signals carry more information per second than analog signals, and maintain their quality over distances better than analog systems. A competitive bid process was advertised on Bid Sync to update the video management system in the jails, and four bidders responded. The bids were evaluated, and Impex's bid in the amount of $840,000 was evaluated and determined to meet the Sheriff’s needs. Three other vendors also received an award, and are being presented to the Board for approval. Each of the four bidders will be providing different parts of the same system to be installed at all of the jails to replace the various separate analog systems which are currently in place. Impex will be providing the Storage Area Network, equipment racks and cable trays for the equipment. Additionally, a portion of the contract amount will be allocated for the storage for the video recordings. See Attachment C for the Bid Recap. The proposed Amendment Number Two will increase the current contract by $290,000 for the period of June 15, 2016 through June 14, 2017 to update the video management system in the jails, and renew the contract for video management services, for the period of June 15, 2017 through June 14, 2018, in an amount not to exceed $840,000. This vendor has performed satisfactorily. This contract is submitted for Board approval less than 30 days prior to the start of the contract due to an extended negotiation period over the terms and conditions in the agreement. This contract does not include subcontractors or pass through to other providers. See Attachment D for Contract Summary.
FINANCIAL IMPACT:
Appropriations for this agreement are included in the Sheriff-Coroner’s FY 2016-17 Modified Budget for Budget Control 060, and will be included in the Requested Budget for FY 2017-18. The agreement contains language allowing the Sheriff-Coroner Department to terminate the contract without penalty with cause or after 30 days of written notice without cause in the event that funding is reduced and/or not available to continue funding the agreement.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Amendment Number Two to Contract
MA-060-16012126
Attachment B - Redline Version of Amendment
Attachment C - Bid Recap
Attachment D - Contract Summary