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Action   9.
Regular Board of Supervisors Meeting
Information Technologies
Meeting Date:
03/12/2019
Blanket Contract with Preventronics for County Access Control System
Submitted By:
Brandon Morrison, Procurement
Department:
Procurement
Presentation:
No A/V Presentation
Recommendation:
Approve
Document Signatures:
BOS Signature Required
# of ORIGINALS
Submitted for Signature:
1
NAME
of PRESENTER:
Brandon L. Morrison
TITLE
of PRESENTER:
Contracts Administrator
Mandated Function?:
Not Mandated
Source of Mandate
or Basis for Support?:
Docket Number (If applicable):

Information

Agenda Item Text:

Approve 5-year blanket contract with Pre-venTronics for County Access Control System in the amount of $89,817.14 for the installation of access controls for the Melody Lane Complex and future projects, effective March 12, 2019.

Background:

The IT Department requested that the Procurement Department procure services to install Access Control Systems throughout the County.  Both Departments determined that while the Melody Lane Complex was first priority for the project, eventually the Access Control System will need to be installed throughout the County. The Procurement Department decided that it would be most beneficial to enter into a 5-year contract with one vendor for both uniformity of work and warranty/service agreement on all Access Control Systems throughout the County. 

On 2/16/19, the Procurement Department released a Request for Proposal ("RFP") to the public, with a closing date of 2/20/2019. A site visit was conducted to show vendors the Melody Lane Complex and all requirements related to the current project. Three proposals were received for this solicitation with Pre-venTronics being the highest rated due to pricing and other factors considered.

This contract will allow the County to retain a single contractor for the duration of 5-years, acting as a blanket contract for future projects. Future projects will be negotiated based on a proposed scope of work from the County to the Contractor, and shall be determined to be fair and reasonable in order to be approved by the Board, if found to be over $30,000.00 per Cochise County Procurement Policy, section 17.8, "Equipment, Goods, and Services Change Orders".
 

Department's Next Steps (if approved):

Issue contract and Purchase Order (PO) to Pre-venTronics to start work.

Impact of NOT Approving/Alternatives:

The Melody Lane Complex will not be secured via Access Control System and may be left vulnerable, if accountability of keys is compromised.

To BOS Staff: Document Disposition/Follow-Up:

Please sign 19-22-ITD-01 Offer Acceptance Award Letter and provide one (1) copy to the Procurement Department, ATTN: Brandon L. Morrison.

Fiscal Impact

Fiscal Year:
19
One-time Fixed Costs? ($$$):
$$
Ongoing Costs? ($$$):
$
County Match Required? ($$$):
N/A
A-87 Overhead Amt? (Co. Cost Allocation $$$):
N/A
Source of Funding?:
IT Budget

Fiscal Impact & Funding Sources (if known):

None

Attachments