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Agenda Item
ASR
Control 21-000406 |
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MEETING DATE: |
06/22/21 |
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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: |
Sheriff-Coroner
(Approved) |
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Department contact
person(s): |
Brian Wayt (714) 647-1803 |
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Dave Fontneau (714) 704-7919 |
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Subject: Approve Renewal of
Subordinate Contract for Video Management Services
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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:
N/A |
Annual Cost:
FY 2021-22 $1,000,000 |
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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: 9/11/2018
#15, 1/9/2018 #13, 6/6/2017 #25 |
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RECOMMENDED ACTION(S):
Authorize the County Procurement Officer or authorized Deputy to execute Amendment Number One to Subordinate Contract to the National Joint Powers Alliance Master Price Agreement Contract Number 031517-CTL with DG Intermediate Holdings 2, Inc. DBA Convergint Technologies LLC for video management services to update the video management system in the jails and enhanced building security for Sheriff-Coroner Department facilities, for the term of July 1, 2021, through June 30, 2022, in the amount of $1,000,000 for a total contract not to exceed amount of $3,800,000.
SUMMARY:
Approval of subordinate contract with DG Intermediate Holdings 2, Inc. DBA Convergint Technologies LLC will allow the Sheriff-Coroner Department to access a Master Price Agreement to assist the Sheriff-Coroner Department in updating its video system in the jails and enhancing building security in order to maintain 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 software commodities contract with DG Intermediate Holdings 2, Inc. DBA Convergint Technologies LLC (Convergint) for video management was executed on June 15, 2016, for the term of June 15, 2016, through June 14, 2017, in the not to exceed amount of $300,000, renewable for four additional one-year terms. This contract resulted from a competitive bid process and was executed by the Sheriff’s Deputy Purchasing Agent, based on the delegated authority granted by the Board of Supervisors (Board) as reflected in the 2012 County Contract Policy Manual (CPM), Section 3.1.
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 greater distances. Following a competitive bid process, Convergint's bid in the amount of $325,000 was evaluated and determined to meet the Sheriff’s needs.
Convergint provides cameras and Genetec products, such as servers and camera licenses for its software. On June 6, 2017, the Board approved Amendment Number One to increase Convergint’s existing contract by $325,000, for a revised not to exceed annual contract amount of $625,000, to update the video management system in the jails, for the term of June 15, 2016, through June 14, 2017. Amendment Number One also renewed the Convergint contract in an amount not to exceed $325,000 to service the video management system in the jails, for the term of June 15, 2017, through June 14, 2018. Amendment Number Two, issued administratively pursuant to Section 3.1-104 of the 2012 CPM, renewed the contract for an additional year in the same annual not to exceed amount of $325,000. The Board approved Amendment Number Three on January 9, 2018 to update the video management system in the jails, increasing the scope of work and the contract amount by $600,000, for a revised not to exceed annual contract amount of $925,000, for the contract term of June 15, 2017, through June 14, 2018.
Moreover, Sheriff identified a Master Price Agreement through the National Joint Powers Alliance (NJPA) with this vendor. The NJPA Master Price Agreement was beneficial to Sheriff for several reasons.
The Master Price Agreement is consistently updated, so Sheriff will have access to all needed items to complete its video upgrade in support of its jail hardening project as well as enhanced building security for various Sheriff's facilities around the County. The pricing is the same as that which was contracted previously by the County; the Master Price Agreement is just consistently updated. Renewing this contract will allow Sheriff to continue accessing items that might be discontinued and replaced with another item number would require an amendment to a County contract. Secondly, the current Master Price Agreement allows access to multiple suppliers and many more items than offered through the County's contract. On September 11, 2018, the subordinate contract to the NJPA Master Price Agreement was approved by the Board and effective of that date through June 30, 2021, in a total not to exceed amount of $2.8 million.
Sheriff now requests approval of Amendment Number One to the subordinate contract for an amount not to exceed $1 million for a cumulative contract total of $3.8 million, for the term of July 1, 2021, through June 30, 2022. This contract is submitted for Board approval less than 30 days as the vendor did not forward the signed contract in time to submit it for the prior Board meeting. Contractor performance has been confirmed as at least satisfactory. Sheriff has verified that there are no concerns that must be addressed with respect to contractor's ownership/name, litigation status or conflicts with County interests. The Orange County Preference Policy is not applicable to this contract award. See Attachment C for the Contract Summary.
FINANCIAL IMPACT:
Appropriations for this contract will be included in the Sheriff-Coroner Department’s recommended budget for FY 2021-22 for Budget Control 060. The contract 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 contract.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Amendment Number One to Contract
MA-060-18011409
Attachment B - Redline Version of Previous Contract
Attachment C - Contract Summary Form