Title
a. Ratify and Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute a retroactive Agreement with Johnson Electronics Systems, Inc. to provide materials, relocation and installation services to existing Elections systems in coordination with completion of Tenant Improvement Project 8404 for a term retroactive to September 1, 2019 through December 31, 2019, for a total amount not to exceed $26,584.20; and,
b. Ratify and Authorize the Auditor-Controller to issue payment on Invoice 4069899 in the amount of $26,584.20 for work completed by Johnson Electronics.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Ratify and Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute a retroactive Agreement with Johnson Electronics Systems, Inc. to provide materials, relocation and installation services to existing Elections systems in coordination with completion of Tenant Improvement Project 8404 for a term retroactive to September 1, 2019 through December 31, 2019, for a total amount not to exceed $26,584.20; and,
b. Ratify and Authorize the Auditor-Controller to issue payment on Invoice 4069899 in the amount of $26,584.20 for work completed by Johnson Electronics.
SUMMARY/DISCUSSION:
The Monterey County Resource Management Agency completed Tenant Improvement Capital Project 8404 as approved by the Board of Supervisors in January of 2020. Additional work on ancillary infrastructure was initiated to relocate and install electrical outlets, data feeds, and access card readers that were necessary to reinstate or augment existing Elections infrastructure that coincided with the additional security features provided by the construction project. This work, initially understood to be part of the original project, was not and was interrupted once the issue was discovered.
Johnson Electronics initiated the work as existing systems, including Genetec, were originally installed by the vendor and as they were already onsite for electrical work that was part of the JOC TI project. The total cost of work completed is $26,584.20, consisting of materials, relocation and installation of electrical outlets, data feeds, secure card access readers, closed circuit television security, and audiovisual systems.
Because the work was initially thought to be part of the JOC Tenant Improvement construction project, the proposed work was not bid or noticed. It is the recommendation of the Registrar of Voters to ratify the retroactive Agreement to ensure this Countywide vendor is paid for services rendered.
A copy of the proposed Agreement is attached hereto and on file with the Clerk to the Board.
OTHER AGENCY INVOLVEMENT:
The Agreement has been reviewed by the Auditor-Controller regarding fiscal provisions and County Counsel as to form.
FINANCING:
Funding for this agreement was not secured; however, the department is able to absorb expenditures within its FY 2019-20 budget to avoid additional cost to the County General Fund associated with this recommendation.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
Check the related Board of Supervisors Strategic Initiatives:
☒ Administration:
Promote an organization that practices efficient and effective resource management and
is recognized for responsiveness, strong customer orientation, accountability and
transparency.
Prepared by: Gina Martinez, Assistant Registrar of Voters, x1488
Approved by:
________________________________
Claudio Valenzuela x 1499
Registrar of Voters
Attachments:
Attachment A - Proposed Johnson Agreement 2019
Attachment B - Johnson Invoice 4069899