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File #: 20-0796    Version: 1
Type: Agenda Item Status: Approved
File created: 6/10/2020 In control: Board of Supervisors
On agenda: 6/23/2020 Final action: 6/23/2020
Title: Sheriff’s Office recommending the Board approve the following: 1) Authorize an exemption from competitive bidding pursuant to County Ordinance Code section 3.12.160 D and allow the use of a competitive bid for HGACBuy Contract RA05-18 for the purchase of radios through Motorola; 2) Authorize the Purchasing Agent to issue a purchase order in the amount of $405,580 plus applicable taxes and fees for the purchase of radios included in the Sheriff's Office FY19/20 budget; 3) Authorize the Purchasing Agent to extend the term of the agreement to coincide with any extensions HGACBuy provides to the state for Contract RA05-18; and 4) Authorize the Purchasing Agent to increase the purchase order on an “as needed” basis during the awarded period as long as funding is available within the requesting department’s budget. FUNDING: General Fund/State Funding.
Attachments: 1. A - Blue Route 06-23-20, 2. B - Bid Response 06-23-20, 3. C - Contract 4940 06-23-20, 4. D - Org Bid 4940 06-23-20, 5. E - CMA 4940 06-23-20
Title
Sheriff’s Office recommending the Board approve the following:
1) Authorize an exemption from competitive bidding pursuant to County Ordinance Code section 3.12.160 D and allow the use of a competitive bid for HGACBuy Contract RA05-18 for the purchase of radios through Motorola;
2) Authorize the Purchasing Agent to issue a purchase order in the amount of $405,580 plus applicable taxes and fees for the purchase of radios included in the Sheriff's Office FY19/20 budget;
3) Authorize the Purchasing Agent to extend the term of the agreement to coincide with any extensions HGACBuy provides to the state for Contract RA05-18; and
4) Authorize the Purchasing Agent to increase the purchase order on an “as needed” basis during the awarded period as long as funding is available within the requesting department’s budget.

FUNDING: General Fund/State Funding.
Body
DISCUSSION / BACKGROUND
At the request of the Sheriff’s Office, the Procurement and Contracts Division performed a Cost Market Analysis (CMA) comparing the pricing on Contract #RA05-18 along with other vendors for the purchase of radios. It was determined that utilizing the HGACBuy contract would be financially beneficial to the Sheriff’s Office. Based on the attached CMA, the Sheriff's Office would be able to not only receive the requested items by the year-end deadline of June 30, 2020, but would also be able to save approximately $300,000 when compared to other like item quotes. Following approval of this contract, the Sheriff's Office will be able to utilize this contract in both FY 2019-20 and FY 2020-21 with a current end date of April 30, 2021 providing for additional savings.

The Sheriff's Office is going to utilize this contract to purchase replacement radios for the Custody and Operations Divisions in order to ensure staff is able to communicate whether they are in the field or working onsite. Additionally, this contract includes radios to be used by the Sheriff's Office of Emergency Servi...

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