Title
a. Approve and Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to sign a retroactive non-standard Equipment Service and Software Support Agreement with Fluence Automation, LLC to provide equipment service and software support for mail sorting equipment for a total not to exceed amount of $110,000 for a retroactive term effective July 1, 2020 through June 30, 2022; and
b. Approve and authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute annual Equipment Service and Software Schedules (Exhibit A - Annual Service Schedules) to the Agreement with Fluence Automation, LLC to allow uninterrupted services for mail sorting equipment, the cost of which will not exceed $55,000 per Fiscal Year including sales tax; and
c. Authorize the Contracts/ Purchasing Officer or Contracts/Purchasing Supervisor to execute the Agreement, future Annual Service Schedules to the Agreement and any amendments thereto that do not significantly alter the scope of work.
Report
RECOMMENDATION:
a. Approve and Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to sign a retroactive non-standard Equipment Service and Software Support Agreement with Fluence Automation, LLC to provide equipment service and software support for mail sorting equipment for a total not to exceed amount of $110,000 for a retroactive term effective July 1, 2020 through June 30, 2022; and
b. Approve and authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute annual Equipment Service and Software Schedules (Exhibit A - Annual Service Schedules) to the Agreement with Fluence Automation, LLC to allow uninterrupted services for mail sorting equipment, the cost of which will not exceed $55,000 per Fiscal Year including sales tax; and
c. Authorize the Contracts/ Purchasing Officer or Contracts/Purchasing Supervisor to execute the Agreement, future Annual Service Schedules to the Agreement and any amendments thereto that do not significantly alter the scope of work.
SUMMARY/DISCUSSION:
Mail Operations supports the entire County with interoffice and United States mail processing, sorting and distribution. The current mail sorting equipment has been in place for four (4) years and is essential for this service to be provided efficiently. The current Agreement with Fluence expired June 30, 2020.
The Contracts/Purchasing team was in full OES activation serving as Logistics during the COVID-19 crisis. During this time, the non-standard amendment to extend the current equipment service and software support agreement expired. Renewing the Agreement for these services will enable the County to ensure the continuity of business countywide.
OTHER AGENCY INVOLVEMENT:
County Counsel and Auditor-Controller have reviewed as to form and legality, and fiscal provisions.
FINANCING:
Funds for these services are contained within the approved budget allocations of the department utilizing the services. Expenditures will depend on the actual services requested by the County.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
These actions will help ensure the timely provision of necessary services to all County Departments.
Mark a check to the related board of Supervisors Strategic Initiatives
___ Economic Development
_X_ Administration
___ Health & Human Services
___ Infrastructure
___ Public Safety
Prepared by: Debra Wilson, PhD, Contracts/Purchasing Supervisor
Approved by: Dewayne Woods, Assistant County Administrative Officer
Attachment:
1. Exhibit A - Annual Service Schedules