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Agenda Item
ASR
Control 15-001244 |
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MEETING DATE: |
10/06/15 |
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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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Kirk Wilkerson (714) 834-6450 |
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Subject: Amendment One to CDCE
Incorporated Agreement
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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:
$455,735.24 |
Annual Cost:
FY 2016-17 $773,690.50 |
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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: 8/25/2009
#20, 6/3/2003 #65 |
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RECOMMENDED ACTION(S):
Authorize the County Purchasing Agent or authorized Deputy to execute Amendment One to Agreement MA-06015011899 with CDCE Incorporated to increase the contract amount by $1,888,652.44, for a new contract total amount not to exceed $2,501,817.93 for the purchase of Getac Rugged Laptops, Tablets and Integrated Control Systems and to add another invoicing location to the contract during the current contract period of May 8, 2015 through May 7, 2018.
SUMMARY:
Approval of Amendment One with CDCE Incorporated will
allow the Sheriff-Coroner to purchase Getac Rugged Laptops, Tablets, and
Integrated Control Systems to provide patrol vehicles with safer, more durable
equipment and add the Research and Development Division as an additional
invoicing location under the contract to reduce the current cost of vehicle
parts.
BACKGROUND INFORMATION:
The Sheriff-Coroner Department (Sheriff) has identified a need to replace out of warranty laptops in its patrol vehicles. The Getac Rugged Laptops, Tablets and the Havis In-Dash Integrated Control System were identified as equipment which would meet the needs of the staff. If approved by the Board of Supervisors (Board), Getac Rugged Laptops and the Havis In-Dash Integrated Control System will be installed in patrol vehicles and used by Sheriff's staff. The Getac Laptop is a rugged device designed for extreme environments. The Integrated Control System is a vehicle in-dash touch screen that is designed for saving space, creating police officer comfort, and integrating the latest on-board technology. The Integrated Control System ensures the original equipment manufacturer safety systems are unobstructed and avoids airbag interference.
An Invitation for Bid was advertised on the Internet for Getac Rugged Laptops, Tablets and the Havis In-Dash Integrated Control System, and two responsive bids were received. CDCE Incorporated was the lowest responsive bidder. The other bidder was DuraTech USA, Inc. who submitted. The Bid Recap is attached (see Attachment C). CDCE Incorporated has been a satisfactory vendor for the County.
The Sheriff began implementing a Department–wide integrated data-sharing and information processing system in 2003, which included the installation of mobile data computers (MDCs) in all patrol cars. The system enhances officer and public safety by allowing the free exchange of data and communications among officers in the field. On June 3, 2003 the Board approved Price Agreement F1000001857 with CDCE Incorporated which provided for the hardware necessary for MDC systems for the Sheriff’s fleet of vehicles, including installation. On August 25, 2009, the Board approved a price agreement to replace aging MDC units in 220 patrol cars. The current contract for the term of three years, for the period of May 8, 2015 through May 7, 2018, was approved administratively, per County Contract Policy Manual sections 1.1.1 Item 103, which delegates authority to the Deputy Purchasing Agent except under certain conditions as detailed in section 3.1.
The proposed CDCE Incorporated Agreement will allow the
Sheriff to purchase the Getac Rugged Laptops and the Havis In-Dash Integrated
Control System for the patrol cars, amend the pricing list to add additional
items to the contract, as well as to add the Sheriff's Research and Development
Division (R&D Division) as an additional delivery and invoicing
location. The Sheriff's R&D
Division's Fleet Department will be added to this contract in order to procure
less expensive vehicle parts. Currently,
the Sheriff's Fleet Department is obtaining parts from OC Public Works which
are higher in cost. This contract does not
include subcontractors or pass through to other providers. See Attachment D for Contract Summary.
FINANCIAL IMPACT:
Appropriations and revenue for this agreement are included in the Sheriff-Coroner’s FY 2015-16 Adopted Budget for Budget Control 060, and will be included in the budgeting process for future years. This agreement 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 agreement.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Amendment
Attachment B - Redline Version of Previous Agreement
Attachment C - Bid Recap
Attachment D - Contract Summary Form