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 in accordance with County Ordinance 3.13.030 (B) that it is appropriate to contract with Sonitrol of Sacramento LLC for maintenance and repair services for security and access control systems because the work requires specialty skills and qualifications not expressly identified in County classifications; and
2) Approve and authorize the Purchasing Agent to sign Amendment II to Agreement 6606 with Sonitrol of Sacramento LLC, increasing the compensation amount by $50,000, for a new compensation amount not to exceed $400,000 for routine security system monitoring, as-needed maintenance and repairs, and emergency repair services related to the security and access control systems at various County-operated facilities, through the remainder of the contract ending June 30, 2025.
FUNDING: Various, as departments have included appropriations for security and access control systems in their respective budgets.
Body
DISCUSSION / BACKGROUND
Most County facilities have access control and intrusion alarm equipment that are monitored and maintained by Sonitrol of Sacramento LLC under Agreement 6606 which expires on June 30, 2025. The County pays monthly maintenance fees for this equipment and routine 24/7 monitoring of the intrusion alarms at these 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, modified, and upgraded, or when equipment is removed, by sending written notice to Sonitrol of Sacramento LLC.
In 2022, the costs for each fiscal year were estimated at $110,000 annually for all routine and recurring services countywide. As the County has updated security over the last two years, several sites and systems have been added to this contract, and many systems have been upgraded which has increased the monthly fees. Staff recommends adding $50,000 to cover routine monitoring as well as maintenance and repair for the remainder of the contract, ending June 30, 2025.
The original contract was approved by the Board on June 28, 2022 (Legistar file 22-0069), for a three year term. Amendment I was executed by the Purchasing Agent on September 21, 2022, in order to reassign the Contracts Administrator. There were no changes to the compensation or term in this amendment and the previous Board item delegated authority to the Purchasing Agent to execute future amendments which do not increase the maximum dollar amount or term.
In addition to adding compensation, Amendment II makes ancillary updates to Articles XXIII (Default, Termination, and Cancellation), XXVI (Indemnity), and XXXIV (Conflict of Interest).
Staff recommends the Board to make findings pursuant to Article II, Section 210b(6) of the El Dorado County Charter and in accordance with County Ordinance 3.13.030 Section B that it is appropriate to contract with Sonitrol of Sacramento LLC for services provided under Agreement 6606 because the work requires specialty skills and qualifications not expressly identified in County classifications.
ALTERNATIVES
The Board could decide not to approve Amendment II of Agreement 6606, which would result in an interruption of security system monitoring and as-needed maintenance and repair services for the County's security and access control systems. This interruption could create security and safety issues.
PRIOR BOARD ACTION
Legistar file 22-1069 - June 28, 2022 - Board approved and authorized Agreement 6606 with Sonitrol of Sacramento LLC for an amount not to exceed $350,000 from July 1, 2022, through June 30, 2025.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel
Risk Management
Procurement & Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Agreement for Services 6606 continues to be funded by both General Fund and Non-General Funds, as each County department using this Agreement is responsible for ensuring that sufficient appropriations are included in their respective budgets.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Chuck Harrell, Facilities Division Manager