Agenda Item AGENDA STAFF REPORT ASR Control 18-000834
MEETING DATE:	10/16/18
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	All Districts
SUBMITTING Agency/Department:	Sheriff-Coroner (Approved)
Department contact person(s):	Stu Greenberg (714) 647-1801
	Greg Boston (714) 939-4848

Subject: Renewal Amendment Number One to Assured Audiovisuals, Inc. Contract

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

3 Votes Board Majority

Budgeted: Yes

Current Year Cost: $120,548

Annual Cost: FY 2019-20 $220,000
FY 2020-21 $99,452

Staffing Impact:

No

# of Positions:

Sole Source: No

Current Fiscal Year Revenue: N/A

Funding Source: See Financial Impact Section

County Audit in last 3 years: No

Prior Board Action: N/A

RECOMMENDED ACTION(S):

Authorize the County Procurement Officer or authorized Deputy to execute Amendment Number One to Assured Audiovisuals, Inc. contract for the purchase of televisions and related items, delivery, installation, maintenance and repair services, for the period of December 13, 2018 through December 12, 2020, in an amount not to exceed $440,000, for a revised cumulative contract amount total amount not to exceed $880,000, renewable for one additional one-year period.

SUMMARY:

Approval of Amendment Number One to the Assured Audiovisuals, Inc. contract will allow the Sheriff-Coroner Department to continue to contract for the purchase of televisions and related items, delivery, installation, maintenance and repair services for televisions used within the County jail system.

BACKGROUND INFORMATION:

The Central Jail Complex, Theo Lacy Facility and James A. Musick Facility require a contract for the purchase of televisions and related items, delivery, installation, maintenance and repair services, for the recreational and educational activities provided to inmates.  There are approximately 200 televisions in the jail system located in the dayroom and classroom settings.  Sheriff-Coroner Department (Sheriff) staff create weekly television schedules for each facility, including educational based programming, religious events, sporting events, world news and some general entertainment.  Repairs to existing televisions have become more frequent, and with parts becoming obsolete. Sheriff staff evaluated the televisions and determined that most are in need of replacement.  This television contract will allow Sheriff staff to provide inmates with recreational and educational services.

Following a competitive bid process, the Sheriff executed a two-year contract with Assured Audiovisuals, Inc. for the purchase of televisions and related items, delivery, installation, maintenance and repair services, for the period of December 13, 2016 through December 12, 2018, in the amount of $440,000, renewable for one additional two year term and one additional one-year term. The contract was approved administratively by the County Purchasing Officer based on the delegated authority granted by the Board of Supervisors (Board) as reflected in the County's Contract Policy Manual, Section 3.3. This vendor has performed satisfactorily for the County.

The Sheriff now requests Board approval of Amendment Number One to the Audiovisuals, Inc. contract for the purchase of televisions and related items, delivery, installation, maintenance and repair services, for the period of December 13, 2018 through December 12, 2020, in an amount not to exceed $440,000, for a revised cumulative contract total amount not to exceed $880,000, renewable for one additional one-year period. This contract does not include subcontractors or pass through to other providers. See Attachment C for the Contract Summary.

FINANCIAL IMPACT:

Appropriations for this contract are included in the Sheriff-Coroner’s FY 2018-19 Budget for Budget Control 060, and will be included the budgeting process in future years. Funding for this contract is derived from the Inmate Welfare Fund. Inmate Welfare Fund proceeds result from commissary sales to inmates. 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-060-17010589
Attachment B - Redline Version of Previous Contract
Attachment C - Contract Summary