Title
Probation Department and Sheriff’s Office recommending the Board authorize the continuation of the current perpetual Agreement 386, with Tri-Signal Integration, Inc., to provide fire alarm system services to the South Lake Tahoe Juvenile Treatment Center and South Lake Tahoe Jail, pursuant to the requirement of El Dorado County Procurement Policy C-17 (Section 2.4).
FUNDING: General Fund.
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DISCUSSION / BACKGROUND
The Sheriff’s Office and Probation Department (Probation) have been using Tri-Signal Integration Inc. (Tri-Signal) since 2010 for the annual testing, inspections, monthly preventive maintenance, and repair on the fire alarm systems at the South Lake Tahoe Jail and the South Lake Tahoe Juvenile Treatment Center (JTC).
On November 15, 2016 with Legistar Item16-1034, Agreement 386 was approved by the Board, with a term of November 1, 2016, through October 31, 2021, with an automatic renewal each year thereafter. After the initial term date, the agreement is to be brought to the Board as a perpetual contract. Agreement 386 was amended on April 10, 2018 with Legistar Item 18-0407 to discontinue CCTV camera, intercom, and electronic door control services.
After the initial expiration of Agreement 386, on October 31, 2021, Procurement & Contracts closed the Agreement at the request of Probation; the termination date of the Agreement was not extended at that time. Terms of the Agreement states it “shall cover the period of November 1, 2016 through October 31, 2021, and shall automatically renew each year thereafter.” Exhibit A of the Agreement reiterates the automatic renewal “unless written notice of non-renewal is provided by either party at least thirty (30) days prior to the anniversary date.” Since Tri-Signal was not notified of any termination of the Agreement, they performed the final (fifth) service for Probation against the allotted funding in the Agreement for services at the JTC.
The Probation Department received the final invoice against Agreement 386 in March of 2023. Services performed are for the period of November 1, 2022, through October 31, 2023.
Countywide Agreement 6180 between various County departments and Tri-Signal was approved by the Board of Supervisors on March 22, 2022 with Legistar Item 22-0383. This agreement provides for fire system, kitchen hood system, and fire extinguisher equipment services at the JTC. Future services for the JTC from Tri-Signal will be charged against Agreement 6180.
Since future services will now be provided under Agreement 6180, upon payment of Probation’s final invoice against Agreement 386, the vendor will be given notice of termination per the contract.
ALTERNATIVES
None. Services were performed according to Agreement 386.
PRIOR BOARD ACTION
03/22/2022 Legistar Item 22-0383
04/10/2018 Legistar Item 18-0407
11/15/2016 Legistar Item 16-1034
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts, Facilities
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
No Change to Net County Cost. These expenses are budgeted in the Sheriff’s and Probation Department’s annual operating budgets.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Public Safety
CONTACT
Jackie S. Cook, Administrative Analyst, Probation Department, x5588