Title
Facilities, a division of the Chief Administrative Office, recommending the Board:
1) Make findings pursuant to Article II, Section 210b(6) of the El Dorado County Charter and/or County Ordinance 3.13.030 Section B that security system monitoring, as-needed maintenance and repairs, and emergency repair services for security and access control systems requires specialty skills and qualifications not expressly identified in County classifications;
2) Make findings in accordance with County Procurement Policy C-17, Section 3.4.2 Sole Source/Single Source, that due to the need for continuity of services and the fact that the procurement is for services where standardization is beneficial for reasons including repair, training, and interoperability, that it is appropriate to continue to contract with Sonitrol of Sacramento LLC with a exemption for competitive bidding;
3) Approve and authorize the Purchasing Agent to sign Agreement 9487 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 total compensation amount not to exceed $400,000 for the period of July 1, 2025 through June 30, 2028; and
4) Authorize the Purchasing Agent to execute amendments to Agreement 9487, contingent upon County Counsel and Risk Management approval, which do not increase the maximum dollar amount or term of the Agreement.
FUNDING: Various, as departments have included appropriations for security system and access control in their respective budgets.
Body
DISCUSSION / BACKGROUND
A number of County facilities have access control and intrusion alarm equipment installed that are monitored and maintained by Sonitrol of Sacramento LLC under Agreement for Services 6606, which expires on June 30, 2025. The County pays for monthly maintenance fees for this equipment and routine 24/7 monitoring of the intrusion alarms at various 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 contracted with Sonitrol of Sacramento LLC for these services in recent years and continues to find a need for these sorts of services for another three-year term.
The new agreement will be administered by the Facilities Division; 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. Sonitrol has not increased their monthly service fees from the current agreement. The specific costs for each fiscal year are approximately $120,000 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. The new agreement will have a total compensation amount not to exceed of $400,000 for the contract period of July 1, 2025, through June 30, 2028.
ALTERNATIVES
The Board could decide to not approve Agreement for Services 9487 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.
PRIOR BOARD ACTION
Legistar file 13-0920 - August 27, 2013 - Approval of Agreement for Services 149-S1411 with Telesonics, Inc. doing business as Sonitrol of Sacramento.
Legistar file 16-0540 - June 7, 2016 - Approval of Agreement for Services 022-S1711 with Telesonics, Inc. doing business as Sonitrol of Sacramento.
Legistar file 19-0324 - June 25, 2019 - Approval of Agreement for Services 4050 with Sonitrol of Sacramento LLC.
Legistar file 22-1069 - June 28, 2022 - Approval of Agreement for Services 6606 with Sonitrol of Sacramento LLC.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel
Risk Management
Procurement and Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The requested Agreement for Services 9487 is 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 2025-26 Budget and will be included in future budgets throughout the term of this Agreement. In 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
N/A
CONTACT
Chuck Harrell, Facilities Division Manager