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Health and Human Services Agency (HHSA) recommending the Board:
1) Make findings that the purchase of the HHSA Briw Road security camera system provided by Surveillance Systems Integration, Inc. 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 findings that the purchase of a Verkada cloud-based video security camera system is exempt from competitive bidding in accordance with Procurement Policy C-17 Section 3.4(4), due to the use of 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 execute Purchase Contract 8426 with Surveillance Systems Integration, Inc. doing business as Surveillance Systems Incorporated (SSI), a California authorized reseller of the Verkada camera system under the PEPPM contract, in the amount of $209,515.69 and a term of one year upon execution, excepting the software licenses purchased which shall expire 10 years after the final execution;
4) Authorize the Purchasing Agent to execute amendments relating to Purchase Contract 8426, contingent upon approval by County Counsel and Risk Management, which do not increase the maximum dollar amount or term of the Purchase Contract;
5) Approve and authorize the Chair to sign a Budget Transfer Request to increase the Fiscal Year (FY) 2023-24 appropriations for Fixed Assets in the Administration and Finance Division by $210,000, which is offset with net savings of $20,000 in budgeted General Fund for contracted services and the use of County American Rescue Plan Act (ARPA) of $190,000 that was designated for HHSA Public Health; and
6) Approve the addition of $210,000 in Fixed Assets for the security camera systems at 3047 and 3057 Briw Road, Placerville, California.
FUNDING: 27% General Fund, 73% County ARPA designated for Public Health.
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DISCUSSION / BACKGROUND:
On March 11, 2021, President Biden signed ARPA into law, which allocated $1.9 trillion to assist in the nationwide recovery from the impacts of the COVID-19 pandemic. On November 9, 2021, the Board reviewed and approved the Chief Administrative Officer’s recommendations for allocation of the ARPA funding in El Dorado County (File ID: 21-1680). The County has received a direct allocation of $37.46 million in funding, of which a portion was designated for use to support HHSA Public Health Division response.
HHSA offices at 3047 and 3057 Briw Road, Placerville, house many important community programs including Self Sufficiency, Protective Services, Housing and Homelessness Services, and the Administrative/Finance Division. The HHSA facilities located at 3047 and 3057 Briw Road are currently equipped with security cameras that have surpassed 13 years in operation and fall short in offering comprehensive surveillance across the entire premises. A recent security and safety evaluation, conducted in coordination with the County Sheriff’s Office, highlighted the need for an upgrade in the security camera system to expand visual coverage over more areas within the facility and parking zones. Enhancing the video surveillance is crucial in deterring potential incidents and supporting law enforcement in their investigative efforts.
On April 4, 2023, the Board approved the use of the competitively bid contract 535122 awarded by Kern County Superintendent of Schools on behalf of PEPPM to establish a source of supply for Verkada cloud-based video surveillance systems which allows participating agencies to execute contracts with authorized resellers of Verkada products (File ID: 23-0308).
HHSA seeks the Board’s approval to add the new Verkada security camera system at 3047 and 3057 Briw Road as a Fixed Asset to their 2023-24 Fiscal Year Budget and approval of the requisite Budget Transfer Request in the amount of $210,000. HHSA is also recommending the Board authorize the Purchasing Agent to execute Purchase Contract 8426 with SSI, in the amount of $209,515.69 and a term of one year upon execution, excepting the software licenses purchased which shall expire 10 years after the final execution, for the purchase of said security camera system for installation at 3047 and 3057 Briw Road. The software licenses purchased from SSI for all County locations are pooled together and continue to extend the expiration date out ten years each time more licenses are purchased. There are no automatic renewals in place past the expiration date.
In accordance with the County Board of Supervisor’s Procurement Policy C-17 Section 3.4(4), this Agreement will utilize the County’s security camera contractor as previously approved by the Board on April 4, 2023, utilizing the competitively bid contract 535122 awarded by Kern County Superintendent of Schools on behalf of 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. Pricing was determined to be in accordance with the State of California’s California Multiple Award Schedules (CMAS) Agreement 3-19-00-0523A which is based on the competitively awarded PEPPM California contract 535122 for the acquisition of Verkada cameras.
ALTERNATIVES:
Should the Board decline to approve this recommendation, HHSA would be unable to undergo necessary security upgrades at 3047 and 3057 Briw Road, which aim to increase safety for staff and community members who visit these County facilities.
PRIOR BOARD ACTION:
1) 11/09/2021, 21-1680, CAO American Rescue Plan Act
2) 04/04/2023, 23-0308, HHSA 7461 Surveillance Systems Integration, Inc.
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel, Human Resources, Information Technologies, Sheriff’s Office, and Risk Management. The Auditor-Controller has been notified of this Agreement in accordance with Policy B-12.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
If approved, the Budget Transfer Request will increase revenue by $190,000 in the HHSA Admin/Finance Division budget and appropriations for Fixed Assets by $210,000. Net savings of $20,000 will be reallocated from contracted services and ARPA revenues in the amount of $190,000 that were budgeted to be transferred to the Public Health Department will be reallocated to the Admin/Finance Division in Fiscal Year 2023-24 for this project.
CLERK OF THE BOARD FOLLOW UP ACTIONS:
Obtain the Chair’s signature on the Budget Transfer Request form and forward it to the Chief Administrative Office for processing.
STRATEGIC PLAN COMPONENT:
Healthy Communities
CONTACT
Olivia Byron-Cooper, MPH, Director, Health and Human Services Agency