Title
Chief Administrative Office, Facilities Division, recommending the Board approve the following:
1) Make findings that the contract is exempt from competitive bidding requirements in accordance with Purchasing Policy C-17 section 3.4, 2(e), Sole Source/Single Source the procurement is for goods/services where standardization is beneficial for reasons including maintenance, repair, training, and interoperability; and
2) Authorize the Purchasing Agent to execute Agreement for Construction Services 7660 with Sonitrol of Sacramento, LLC, for $75,736.63 and a term of 90 calendar days to furnish and install an access control and intrusion system at 3883 Ponderosa Road, Shingle Springs.
FUNDING: Accumulative Capital Outlay Fund / Capital Reserve / General Fund.
Body
DISCUSSION / BACKGROUND
On March 21, 2023, with Legistar Item 23-0516, the Board directed and authorized staff to determine that the contingencies were satisfied and authorized the close of escrow concerning the acquisition of 3883 Ponderosa Road, Shingle Springs. Escrow closed on March 23, 2023, and the Division initiated tenant improvement activities in earnest shortly thereafter to accommodate the inclusion of the Elections Department.
Throughout the County the uniform access control and intrusion system equipment has been standardized to Sonitrol of Sacramento, LLC. This is proprietary equipment other vendors cannot maintain and manage. Purchasing Policy C-17 section 3.4, Exemptions to Competitive Bidding, subsection 2(e), Sole Source/Single Source allows for a direct contract to Sonitrol so that the County can remain standardized. There are many efficiencies gained utilizing a single system and the Division recommends the Board make findings that the contract is exempt from competitive bidding due to this standardization.
Agreement for Construction Services 7660 with Sonitrol of Sacramento, LLC, for $75,736.63 will provide a complete access control and intrusion system for both the main administration building and warehouse. Once complete, monthly monitoring, warranty, etc. expenses are projected to be $429 per month.
ALTERNATIVES
Access control and intrusion systems are necessary items for the safety and security of the various programs to be located at this facility. The Board could decline to waive bidding requirements and the Division would prepare a bid package. There is risk the County will decrease its standardization and must incorporate a new system platform that isn’t consistent with other locations.
PRIOR BOARD ACTION
03/21/2023 Legistar Item 23-0516 - The Board waived contingencies and approved close of escrow concerning the acquisition of 3883 Ponderosa Road, Shingle Springs.
01/24/2023 Legistar Item 22-1819 - The Board authorized the Chair to sign the Purchase and Sale Agreement and Joint Escrow Instructions 7029 with the owners Carlton Commercial Properties LLC, of Assessor's Parcel 070-270-031 (commonly known as 3883 Ponderosa Road in Shingle Springs) for $5,392,500.
09/20/2022 Legistar Item 22-1673 - The Board authorized the Chief Administrative Officer, or designee, to enter into negotiations with the owner(s) Carlton Comm Prop CA LLC, or their designated representative, regarding the property located at 3883 Ponderosa Road (APN: 070-270-031-000, Shingle Springs).
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Child Support Services, Elections, County Counsel
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding is included in the Fiscal Year 2022-23 Accumulative Capital Outlay (ACO) budget and workplan. The routine monthly fee of $429 shall be budgeted for in the Division’s Operational Budget (General Fund). There is no change to Net County Cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Infrastructure
Public Safety
CONTACT
Chuck Harrell
Facilities Division Manager