Title
Chief Administrative Office, Procurement and Contracts Division, recommending the Board approve the following:
1) Make findings in accordance with Ordinance 3.13.030 that it is more feasible and economical to engage an outside contractor for the provision of routine monitoring, maintenance and repair services and on-call maintenance and emergency repair services for the access control systems at various County-operated facilities than to create new County job classifications and procure and maintain specialized equipment; and
2) Authorize the Purchasing Agent, or designee, to execute Amendment II to Agreement for Services 022-S1711 (FENIX 50) with Sonitrol of Sacramento, LLC to increase the total amount of said Agreement by $50,000 for a revised not-to-exceed amount of $350,000 with no change to the current three-year term.
FUNDING: General and non-General Fund.
Body
DISCUSSION / BACKGROUND
Under this contract, the vendor performs regular monitoring and scheduled maintenance and repair services along with on-call maintenance and emergency repair services. It was estimated these services would be approximately $100,000 annually. However, due to the renovation of Buildings A/B and monitoring requirements for the trailers, the purchase of and upcoming renovations of the Sandy Way property in South Lake Tahoe for the Health and Human Services Agency, and other various access control and intrusion alarm equipment upgrades for various departments throughout the County, the previous estimate of annual services will fall short. The agreement is being amended to add an additional $50,000 for a revised not-to-exceed amount of $350,000 for these services through June 30, 2019.
The original contract was approved by the Board (Legistar #16-0540) on June 7, 2016 for a three (3) year term. Amendment I was executed by the Purchasing Agent on September 23, 2016 as the vendor changed their name from Teleconics Inc. doing business as Sonitrol of Sacramento to Sonitrol of Sacramento, LLC. There were no changes to the compensation or term in this amendment and the previous Board item delegated authority to the Purchasing Agent, or designee, to execute future amendments which do not increase the maximum dollar amount or term.
In accordance with chapter 3.13, Section 3.13.030, the Board is being asked to make findings that it is more economical and feasible to contract out for the necessary services as the work is not expressly identified in County job classifications and requires specialized certifications and/or knowledge in Sonitrol access control systems. Additionally, the contractor will provide the equipment, tools, and materials related to providing the work that cannot be feasibly provided by the County.
ALTERNATIVES
There are no feasible alternatives to the recommended action.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There is no change to Net County Cost. These are required services and sufficient appropriations exist within the Fiscal Year 2018-19 adopted budget. With regard to 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
Infrastructure
CONTACT
Laura Schwartz, Deputy CAO