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Health and Human Services Agency (HHSA) recommending the Board:
1) Make findings that the purchase and installation of the HHSA Spring Street security camera system provided by Contractor are in the public's best interest and that there are specialty skills, qualifications, and equipment not expressly identified in County classifications involved in the performance of the work in accordance with El Dorado County Ordinance Code, Chapter 3.13.030(B);
2) Make a finding in accordance with Procurement Policy C-17 Section 3.4(4) exempting the competitive bidding process because “a piggyback contract is available” to authorize the Purchasing Agent to utilize the competitively bid contract 535122 awarded by Kern County Superintendent of Schools on behalf of Pennsylvania Education Purchasing Program for Microcomputers (PEPPM);
3) Approve and authorize the Purchasing Agent to sign Agreement for Services 7461 with Surveillance Systems Integration Inc. doing business as Surveillance Systems Incorporated, for a maximum obligation amount of $100,568.87, with a term of one hundred eighty (180) calendar days from the date specified in the official Notice to Proceed with the Work to be issued after execution of the Agreement;
4) Authorize the Purchasing Agent to execute further documents relating to Agreement 7461 including amendments, contingent upon approval by County Counsel and Risk Management, which do not increase the maximum dollar amount or term of the Agreement;
5) Approve a budget transfer to increase the Fiscal Year 2022-23 Fixed Assets in Public Health by $100,600 by transferring funding from the American Rescue Plan Act (ARPA) Special Revenue Fund; and
6) Approve the addition of $100,568.87 in fixed assets for surveillance cameras at 935A, 935B, and 937 Spring Street, Placerville.
FUNDING: 100% Federal ARPA Coronavirus State and Local Fiscal Recovery funding.
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DISCUSSION / BACKGROUND:
The Spring Street campus in Placerville has experienced an increase in theft, vandalism, and other illicit activity over the last several years. In 2022 there were 26 documented occurrences of theft, vandalism, or observed suspicious activity around the Senior Center at 937 Spring Street alone. In January 2023 the Senior Center experienced a break in resulting in theft and damage to County property. To enhance security at this location, staff from Information Technologies (IT) and HHSA worked to obtain a quote for the installation of exterior surveillance cameras at 935A, 935B, and 937 Spring Street. Surveillance cameras were installed at 931 and 941 Spring Street in August 2022.
HHSA is also recommending the Board approve the Agreement for Services 7461 with Surveillance Systems Integration Inc. doing business as Surveillance Systems Incorporated, with a not-to-exceed amount of $100,568.87 for the term of one hundred eighty (180) calendar days from the date specified in the official Notice to Proceed with the Work to be issued after execution of the Agreement, for the purchase and implementation of a surveillance system at 935A, 935B, and 937 Spring Street, Placerville.
HHSA is recommending the Board approve the addition of $100,568.87 in fixed assets for the Spring Street Security Camera Project by approving the attached budget transfer. The budget transfer moves funding from the ARPA Special Revenue Fund to Public Health for the Spring Street Security Camera Project. Per the U.S. Department of the Treasury, ARPA Coronavirus State and Local Fiscal Recovery funding “recipients can use funds for programs, services, or capital expenditures that respond to the public health and negative impacts of the pandemic.” The need for the Spring Street Security Camera Project is a direct result of the illicit activity that has increased since the coronavirus pandemic. The project will increase employee safety, the safety of Public Health facilities and services, and employee morale and retention. The Board allocated $4.4 million of ARPA Coronavirus State and Local Fiscal Recovery funding to Public Health and this agreement will use funding from that allocation.
In accordance with the County of El Dorado Board of Supervisors Procurement Policy C-17 Section 3.4(4), the agreement will utilize the County’s security camera contractor as previously approved by the Board on June 22, 2021, utilizing the competitively bid contract 528899-178 awarded by Kern County Superintendent of Schools on behalf of Pennsylvania Education Purchasing Program for Microcomputers (PEPPM) to establish a source of supply for cloud-based video surveillance systems which allows participating agencies to execute contracts with authorized resellers of Verkada products (File ID: 21-0683). Pricing was determined to be in accordance with the State of California’s CMAS (California Multiple Award Schedules) Agreement 3-23-01-1017 which is based on the competitively awarded PEPPM (Pennsylvania Education Purchasing Program for Microcomputers) California contract #535122 for the acquisition of Verkada Cameras.
ALTERNATIVES:
Should the Board decline to approve this Agreement for Services 7461 with Surveillance Systems Incorporated, the County would be unable to install surveillance cameras at 935A, 935B, and 937 Spring Street.
PRIOR BOARD ACTION:
06/22/2021, 21-0683, IT Surveillance System
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel, Information Technologies, CAO Procurement and Contracts, and Risk Management.
The Auditor-Controller was notified per Board Policy B-12 Fiscal Review Process.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
There is no General Fund associated with this Agreement. If approved, the budget transfer will ensure sufficient appropriations are included in the Fiscal Year 2022-23 Budget for this project.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Obtain the Chair’s signature on the budget transfer form and forward it to the Chief Administrative Office for processing.
STRATEGIC PLAN COMPONENT:
Healthy Communities
CONTACT
Olivia Byron-Cooper, Interim Director, Health and Human Services Agency