Title
Sheriff's Office recommending the Board consider the following:
1) Make findings in accordance with Ordinance 3.13.030(b) that the services provided by the Contractor are in the best interest of the public and that there are specialty skills, qualifications, and equipment not expressly identified in County classifications involved in the performance of the work;
2) Approve and authorize the Chair to sign Agreement 8382 with Siemens Industry, Inc., for maintenance, testing and repairs as needed of the Fire Alarm Systems at the Placerville Jail for the term April 1, 2024 - March 31, 2029, in a not-to-exceed amount of $75,000; and
3) Authorize the Purchasing Agent, or designee, to execute further documents relating to Agreement 8282 including future amendments which do not increase the maximum dollar amount or term of the Contract, and contingent upon approval by County Counsel and Risk Management.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
On April 11, 2011, Agreement 413-S1110 with Siemens Industry Inc. was signed by the Purchasing Agent for a three-year term until March 31, 2014, in the amount of $40,000, which was approximately $8,432 annually with additional costs for repairs as needed. The services provided include annual inspection and testing of fire alarms and semi-annual inspection and testing of waterflows and tampers in the Placerville Jail. Repairs may be performed as needed at an additional cost based on the rates provided in the contract.
Siemens Industry Inc. contacted the Sheriff's Office as their initial three-year contract was ending and inquired if the County would be willing to sign a five-year contract to secure the pricing and commit to contracting with their company for a longer term. Since this secure pricing had the cost saving benefit of renewal of the contract with no increase, and a fixed rate for five-years, the Sheriff's Office was in agreement, and the new Agreement 437- S1411 was approved by the Board with Legistar item 14-0571 on April 29, 2014. Agreement 437- S1411 had a term of April 1, 2014 to March 31, 2019, in the amount of $57,000.
On April 9, 2019, with Legistar Item 19-0489, Siemens Industry Inc. and the Sheriff’s Office entered into a five-year agreement in the amount of $100,000 that ends on March 31, 2024, which required Board approval. The Sheriff's Office recommended that a five-year contract be signed to secure and hold pricing with Siemens. Siemens has provided good service over the term of previous contracts and offered a competitive price compared to other market competitors. The compensation includes an annual fee plus repairs as needed.
The Sheriff’s Office wishes to continue receiving services from Siemens Industry, Inc., and is, therefore, bringing Agreement 8382 for approval for another five-year term that ends on March 31, 2029.
ALTERNATIVES
The Board could choose not to sign the agreement and direct the Sheriff’s Office to find an alternative vendor, however, this could take several months and the fire alarm system in the Placerville Jail would go untested.
PRIOR BOARD ACTION
04/29/2014 Legistar item 14-0571
04/09/2019 Legistar item 19-0489
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel has reviewed and approved this Agreement.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no impact to Net County Cost. Funds have been budgeted in the Sheriff's Office FY 2023-24 budget and will continue to be budgeted for these services for the duration of the contract.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Please return a fully executed Agreement to the Sheriff’s Office for distribution.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Undersheriff Bryan Golmitz