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Agenda Item
ASR
Control 22-000393 |
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MEETING DATE: |
06/07/22 |
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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 Contract for
Facility Security Systems, Equipment, and Software
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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:
$73,733 |
Annual Cost:
FY 2022-23 $685,714 |
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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: 6/22/2021
#23, 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 Deputized
designee to execute Subordinate Contract to the Sourcewell Contract Number
030421-CTL with Convergint Technologies LLC for facility security systems,
equipment, software and related services for Sheriff-Coroner Department
facilities, upon execution through April 22, 2025, in the amount of $2,000,000.
Renewable for one additional one-year term.
SUMMARY:
Approval of subordinate contract with Convergint Technologies LLC will allow the Sheriff-Coroner Department to competitively acquire Master Price Agreement pricing and assist the Sheriff-Coroner Department with the purchase of facility security systems, equipment, software and related services 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 Convergint Technologies LLC (Convergint) for video management was executed. 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. Convergint provides cameras and Genetec products, such as servers and camera licenses for its software and was used to update the video management system in the jails.
Moreover, Sheriff identified a Master Price Agreement through Sourcewell with this vendor. The Sourcewell Master Price Agreement is 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 consistently updated. It allows access to multiple suppliers and many more items than offered through the County's existing contract.
The following table details the contract history with Convergint to provide video management services in the jails and enhanced building security for Sheriff facilities.
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Board of Supervisors (Board) Approved |
Amendment Number or Contract |
Contract Term |
Contract Amount |
Comments |
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n/a |
Contract |
6/15/16 - 6/14/17 |
$300,000 |
New contract approved administratively by the County Procurement Office (CPO) based on the delegated authority granted by the Board as reflected in the County's 2012 Contract Policy Manual, Section 3.1. |
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6/6/17 |
1 |
6/15/16 - 6/14/17 6/15/17 – 6/14/18 |
$625,000 $325,000 |
Contract increase and; Renewed contract. |
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n/a |
2 |
6/15/17 - 6/14/18 |
$325,000 |
Amendment Number Two issued administratively pursuant to Section 3.1-104 of the 2012 CPM, to revise Attachment A, Scope of Work/Pricing to add similar items. |
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1/9/18 |
3 |
6/15/17 - 6/14/18 |
$925,000 |
Amendment Number Three issued to increase the contract amount as well as to revise Attachment A, Scope of Work/Pricing to add similar items. |
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9/11/18 |
Contract |
9/17/18 - 6/30/21 |
$2.8 million |
New subordinate contract. |
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6/22/21 |
1 |
7/1/21 - 6/30/22 |
$1 million |
Renewed contract |
Sheriff now requests approval of the subordinate contract to be effective upon execution, through April 22, 2025 for an amount not to exceed $2 million renewable for one additional one-year term. 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. 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-Coroner Department’s budget for FY 2021-22 for Budget Control 060 and will be included in the budgeting process for future years. 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 - Contract MA-060-22011373
Attachment B – Sourcewell Contract 030421- CTL
Attachment C - Redline Version of Previous Amendment
Attachment D - Contract Summary Form