Title
Probation Department and Facilities, a Division of the Chief Administrative Office, recommending the Board:
1) Waive formal bid requirements in accordance with Purchasing Policy C-17 Section 3.4 (4), Exemption from Competitive Bidding, due to a competitively bid cooperative purchase agreement being utilized;
2) Make findings pursuant to Section 3.13.030 (B) of the El Dorado County Ordinance Chapter 3.13, Contracting Out, that specialty skills and qualifications not expressly identified in County classifications are involved in the performance of the work;
3) Authorize the Purchasing Agent to sign Agreement for Services 8292 with Securitas Technology Corporation in the amount of $213,410 and a one-year term, commencing upon first Notice to Proceed with the work to replace the control system at the Juvenile Treatment Center in South Lake Tahoe; and
4) Authorize the Purchasing Agent to execute any necessary amendments relating to Agreement for Services 8292, excluding term extensions and increases to the amount, contingent upon approval by County Counsel and Risk Management.
FUNDING: Probation AB 178 Funds.
Body
DISCUSSION / BACKGROUND
Sourcewell is a State of Minnesota local government agency and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to government entities. Participation is open to federal, state/province, and municipal governmental entities, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States and Canada. Sourcewell issued Request for Proposals 030421 on January 14, 2021, for Facility Security Systems, Equipment, and Software with Related Services.
Pursuant to the competitive bidding and selection process by Sourcewell, Sourcewell and Stanley Convergent Security Solutions, Inc. executed Contract 030421-SCS on April 23, 2021, for Facility Security Systems, Equipment, and Software with Related Services.
The Sourcewell Contract expressly authorizes other participating public agencies to “piggyback” off and use the Sourcewell Contract for Facility Security Systems, Equipment, and Software with Related Services. El Dorado County is a participating member of Sourcewell (County’s membership number is 101387) and is authorized to utilize the cooperative purchasing contracts available to Sourcewell members.
On August 22, 2022, Legistar #22-0406, the Board authorized execution of Agreement #6507 with Stanley Convergent Security Solutions, Inc., to install a new detention control system at the South Lake Tahoe Jail. Stanley has since been acquired by Securitas Technologies Corporation.
On April 9, 2024, Legistar #23-0703, the Board authorized execution of Agreement #8165 for installation of new detention controls system at the Placerville Jail.
Probation and CAO-Facilities recommending the replacement of the control system at the Juvenile Treatment Center with a new system that can be controlled locally and remotely, matching the systems at the South Lake Tahoe Jail and the Placerville Jail. Agreement for Services #8292 with Securitas Technology Corporation will provide all installation, hardware, software, licenses, and training to implement a fully functional system. The agreement is a term of one year and is not to exceed $213,410.
This Agreement involves work on highly specialized, complex electronic components in detention system modules at County jails. The Department is requesting that the Board make the finding that specialty skills and qualifications not expressly identified in County classifications are involved in the performance of the work.
ALTERNATIVES
The Board could choose to not approve the agreement and the Juvenile Treatment Center's control system will remain inadequate.
PRIOR BOARD ACTION
August 22, 2022, Legistar #22-0406: Board authorized execution of Agreement #6507 for installation of new detention controls system at South Lake Tahoe Jail.
April 9, 2024, Legistar #23-0703: Board authorized the execution of Agreement #8165 for installation of new detention controls system at the Placerville Jail.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel
Procurement & Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no change in Net County Cost. This has been budgeted for in the current Accumulative Capital Outlay Fiscal Year 2023-24 Workplan and will be included in the subsequent Fiscal Years.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Brian J. Richart, Chief Probation Officer
Chuck Harrell, Facilities Division Manager