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 Services staff when working out of their Mobile Command Post. The need for these radios is imperative for public safety.
ALTERNATIVES
If the Board does not approve the agenda item, the Sheriff’s Office will not be able to purchase new radios drastically impairing communication amongst staff.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
The Procurement and Contracts Division provided a CMA to the Sheriff’s Office and County Counsel has approved the agreement.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The Sheriff’s Office has budgeted for this expense with the use of Rural Counties monies and General Fund, therefore, there is no increase to Net County Cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Providing appropriate resources increases public safety.
CONTACT
Undersheriff Randy Peshon
Michelle Weimer, Purchasing Agent