Title
a. Authorize the Chief Information Officer to execute a Standard Agreement for recurring preventative maintenance, technical support, troubleshooting, and services for the audio visual, production, and broadcasting equipment at county sites with RTS Solutionz Incorporated dba Solutionz Incorporated in the amount of $597,500 for the period of June 10, 2025, through June 30, 2030; and
b. Authorize the Chief Information Officer or his designee to execute order forms and such documents as are necessary to implement the agreement; and
c. Authorize the Chief Information Officer or designee to sign up to 3 amendments to this Agreement, that do not exceed 10% ($59,570) of the Agreement amount, for an aggregate total not to exceed amount of $657,250.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Authorize the Chief Information Officer to execute a Standard Agreement for recurring preventative maintenance, technical support, troubleshooting, and services for the audio visual, production, and broadcasting equipment at county sites with RTS Solutionz Incorporated dba Solutionz Incorporated in the amount of $597,500 for the period of June 10, 2025, through June 30, 2030; and
b. Authorize the Chief Information Officer or his designee to execute order forms and such documents as are necessary to implement the agreement; and
c. Authorize the Chief Information Officer or designee to sign up to 3 amendments to this Agreement, that do not exceed 10% ($59,570) of the Agreement amount, for an aggregate total not to exceed amount of $657,250.
SUMMARY/DISCUSSION:
It is requested that the Board of Supervisors authorize the Chief Information Officer (CIO) to sign a Standard Agreement with Solutionz Incorporated for recurring preventative maintenance, technical support, system testing end to end, firmware updates, and warranty extension for the audio visual, production, broadcasting, and streaming equipment in the Board of Supervisors chambers, the Monterey Room, Sea Cave Room, Portable Production Broadcasting System at the Government Center, and the headend for broadcasting at the Information Technology Department data center.
The proposed agreement will provide the specialized technical support and warranty extension by the vendor that designed, configured, and installed the complex audio-visual system. The vendor was chosen through RFP #10776, awarded in October 2022 to Spinitar. Following the installation, Spinitar was acquired by Presentation Products, which was subsequently purchased by RTS Solutionz, Inc., doing business as Solutionz Incorporated. This support covers the production, broadcasting, and audio-visual systems in the spaces referenced above. A Sole Source/Sole Brand Justification has been approved by Contracts Purchasing Department on May 8, 2025.
Ongoing technical support and system maintenance will ensure the reliability of audio-visual equipment necessary for the County’s production and broadcasting operations, thereby supporting continued public access to meetings and government channel content. Therefore, it is the recommendation of the CIO to approve this recommended action.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed this Standard Agreement and approved as to form. The Auditor-Controller has reviewed the Agreements and has approved standard payment provisions.
FINANCING:
Funding source is PEG Fee Restricted Fund Balance (Fund 001-3042, Sub-BSA 193-P), for funding the Board Chamber Audio Visual and Broadcast System Upgrade. Required funds will be included in each respective Requested Budget for the Information Technology Department, ITD 1930, Appropriations Unit INF002.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The services provided pursuant to this agreement will support the recurring preventative maintenance and support of testing the system and recertifying sensitive audio-visual equipment used by County departments.
__Economic Development
X Administration
X Health & Human Services
X Infrastructure
__Public Safety
Prepared by: Teresa Meister, Management Analyst II, 759-6938
Approved by: Eric. A. Chatham, Chief Information Officer, 759-6920
Attachments:
Standard Agreement
Exhibit A
Exhibit B
Sole Source/Sle Brand Justifcation