Title
Chief Administrative Office, Procurement and Contracts Division, recommending the Board:
1) Make findings pursuant to Article II, Section 210b(6) of the El Dorado County Charter and in accordance with County Ordinance 3.13.030 Section B that it is appropriate to contract with Sonitrol of Sacramento LLC for services provided under Agreement for Services 6606 because the work requires specialty skills and qualifications not expressly identified in County classifications involved in the performance of the work;
2) Approve and authorize the Purchasing Agent to sign Agreement for Services 6606 with Sonitrol of Sacramento LLC for routine security system monitoring, as-needed maintenance and repairs, and emergency repair services for the security and access control systems at various County-operated facilities for a not-to-exceed amount of $350,000 for the period of July 1, 2022 through June 30, 2025; and
3) Authorize the Purchasing Agent to execute amendments to Agreement 6606, contingent upon County Counsel and Risk Management approval, which do not increase the maximum dollar amount or term of the Agreement.
FUNDING: General and Non-General Fund.
Body
DISCUSSION / BACKGROUND
Most County facilities have access control and intrusion alarm equipment installed that are monitored and maintained by Sonitrol of Sacramento LLC under Agreement for Services 4050 which expires on June 30, 2022. The County pays for monthly maintenance fees for this equipment and routine 24/7 monitoring of the intrusion alarms at these County facilities. The current agreement includes provisions that allow the County's Contract Administrator to make necessary changes to the associated monthly service fees when monitoring equipment is added to facilities, modified/upgraded, or when equipment is removed by sending written notice to Sonitrol of Sacramento LLC. The County has successfully contracted with Sonitrol of Sacramento LLC for these services in recent years and continues to find a need for their services for another three-year term.
The new agreement will be administered by the Procurement and Contracts Division in coordination with the Facilities Division of the Chief Administrative Office; however, departments will be invoiced directly for the services billed to their accounts. Under the proposed agreement, the vendor will perform as-needed maintenance and emergency repair services, in addition to regular monitoring and scheduled maintenance and repair services. The new agreement includes monthly rate increases of approximately 3% for these services when compared to the previous agreement. The specific costs for each fiscal year are approximately $110,000 annually for all routine and recurring services Countywide. It is anticipated that the requested agreement amount will sufficiently cover the anticipated service requirements and allow for unforeseen maintenance and repair costs that can be addressed quickly. With the Board's approval of this request, the resulting agreement will be awarded in the maximum amount of $350,000 for the period of July 1, 2022, through June 30, 2025.
In accordance with Board of Supervisors' Procurement Policy C-17, Section 7.11, the contractor selection process for service contracts in excess of $100,000 must include a review of the scope of services and contractor's professional qualifications by a group of individuals (including at least one representative from outside the department requesting the services) qualified to judge the contractor's ability to perform the services. Procurement and Contracts has documentation on file that such a review was performed for Agreement for Services 6606 with Sonitrol of Sacramento LLC.
ALTERNATIVES
The Board could decide to not approve Agreement for Services 6606 which would result in an interruption of contracted security system monitoring and as-needed maintenance and repair services for the County's security and access control systems while County staff explored other contracting options. This interruption could create safety issues with a building's security and safety system.
PRIOR BOARD ACTION
1) 06/25/2019, Legistar file 19-0324: Approval of Agreement for Services 4050
2) 10/30/2018, Legistar file 18-1510: Approval of Amendment II to Agreement for Services 022-S1711 (FENIX 50)
3) 06/07/2016, Legistar file 16-0540: Approval of Agreement for Services 022-S1711
4) 08/27/2013, Legistar file 13-0920: Approval of Agreement for Services 149-S1411
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Risk Management, and Human Resources.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The requested Agreement for Services 6606 is a renewal of a prior agreement and continues to be funded by both General Fund and Non-General Funds. Each County department that will use this Agreement is responsible for ensuring that sufficient appropriations are included in their Fiscal Year 2022-23 Budget and will be included in future budgets throughout the term of this Agreement. With regard to future fiscal years, should the funding for these services be reduced or eliminated, the County has the option to terminate the Agreement.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Michele Weimer, Procurement and Contracts Manager/Purchasing Agent