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Health and Human Services Agency (HHSA) recommending the Board:
1) Make findings that the purchase and installation of the Homeless Navigation Center security camera system provided by Contractor 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), El Dorado County Charter, Section 210(b)(6), and/or Government Code Section 31000;
2) Make a finding in accordance with Procurement Policy C-17 Section 3.4(4) exempting the competitive bidding process because “a piggyback contract is available” to authorize the Purchasing Agent to continue to utilize the competitively bid contract 528899-178 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 sign Agreement for Services 7117 with Surveillance Systems Integration Inc. doing business as Surveillance Systems Incorporated, for a maximum obligation amount of $110,859.47, with a term of one hundred eighty (180) calendar days from the date specified in the official Notice to Proceed with the Work to be issued after execution of the Agreement;
4) Authorize the Purchasing Agent to execute further documents relating to Agreement 7117, contingent upon approval by County Counsel and Risk Management, including amendments which do not increase the maximum dollar amount or term of the Agreement; and
5) Approve a $55,859.47 increase to the Fiscal Year 2022-23 Navigation Center Security System Fixed Asset, from $55,000 to $110,859.47 for the old juvenile hall building located at 299 Fair Lane.
FUNDING: 100% State Funding
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DISCUSSION / BACKGROUND:
On September 20, 2022 (File ID: 22-1693), the County of El Dorado (County) Board of Supervisors (Board) approved the implementation of a temporary Navigation Center at 299 Fair Lane as quickly as possible after December 15, 2022. Staff from the Health and Human Services Agency (HHSA), Facilities, Information Technologies (IT), and the Chief Administrative Office (CAO) have been working to implement the Board’s direction. A key component of the Homeless Navigation Center is a Security Camera System that will enable the County’s contracted service provider, Volunteers of America (VOA), to monitor the center, increasing the security of the staff and participants. IT, HHSA, and VOA conducted multiple walkthroughs of the facility to determine the security camera system needs. IT worked with the County’s security camera contractor to obtain a quote for the project.
On November 15, 2022 (File ID: 22-2099), the Board approved the addition of a $55,000 Security Camera System Project Fixed Asset in Fiscal Year 2022-23 for the Homeless Navigation Center. The addition of this Fixed Asset allowed HHSA in collaboration with Facilities, IT, and CAO, to negotiate a contract for these services and order the supplies needed to open the Navigation Center as soon as possible, as directed by the Board. The updated quote from the County’s security camera contractor, Surveillance Systems Integration Inc. doing business as Surveillance Systems Incorporated, includes the purchase and installation of wireless panic buttons, indoor and outdoor cameras, a ten (10) year term for associated software licenses, a ten (10) year alarm license, and a ten (10) year wireless alarm hub license and is in compliance with California Government Code 26202.6, for a final quote of $110,859.47.
As a result, HHSA is recommending the Board approve a $55,859.47 increase to the approved $55,000 Security Camera Project Fixed Asset in Fiscal Year 2022-23, for a total Fixed Asset of $110,859.47 for the Homeless Navigation Center. A budget transfer is not needed at this time as HHSA had budgeted Fixed Asset appropriations for a homeless project that was not approved by the Board. HHSA is also recommending the Board approve the Agreement for Services 7117 with Surveillance Systems Integration Inc. doing business as Surveillance Systems Incorporated, with a not-to-exceed amount of $110,859.47 for the term of one hundred eighty (180) calendar days from the date specified in the official Notice to Proceed with the Work to be issued after execution of the Agreement, for the purchase and implementation of a surveillance system at 299 Fair Lane.
In accordance with the County of El Dorado Board of Supervisors Procurement Policy C-17 Section 3.4(4), the agreement will utilize the County’s security camera contractor as previously approved by the Board on June 22, 2021, utilizing the competitively bid contract 528899-178 awarded by Kern County Superintendent of Schools on behalf of Pennsylvania Education Purchasing Program for Microcomputers (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 (File ID: 21-0683). Pricing was determined to be in accordance with the State of California’s CMAS (California Multiple Award Schedules) Agreement 3-19-00-0523A which is based on the competitively awarded PEPPM (Pennsylvania Education Purchasing Program for Microcomputers) California contract #528899 for the acquisition of Verkada Cameras.
ALTERNATIVES:
Should the Board decline to approve this Agreement for Services 7117 with Surveillance Systems Incorporated, the County would be unable to install the panic buttons and video monitoring system at the Homeless Navigation Center located at the old juvenile hall building by December 15, 2022, as directed by the Board.
PRIOR BOARD ACTION:
11/15/2022, 22-2099, HHSA Item - Fixed Asset Security System for Navigation Center
09/20/2022, 22-1693, Parlin and Thomas Item - Direct Staff to implement Nav Center
06/22/2021, 21-0683, IT Surveillance System
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel, Information Technologies, CAO Facilities, CAO Procurement and Contracts, and Risk Management. The Auditor-Controller was notified per Board Policy B-12 Fiscal Review Process.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
There is no General Fund associated with this Agreement. Sufficient appropriations were included in the Fiscal Year 2022-23 Budget and will be included in future budgets for the term of the Agreement.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT:
Healthy Communities
CONTACT
Evelyn Schaeffer, Director, Health and Human Services Agency