Title
a. Authorize the Director of the Information Technology Department to execute Amendment No. 1 with AVI-SPL LLC for video conferencing and broadcast system services, retroactive to July 1, 2020; and to increase the Agreement by $111,000 for a total Agreement amount not to exceed $200,000; and
b. Authorize the Director of the Information Technology Department to execute service order forms and such documents as are necessary to implement the agreement.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Authorize the Director of the Information Technology Department to execute Amendment No. 1 with AVI-SPL LLC for video conferencing and broadcast system services, retroactive to July 1, 2020; and to increase the Agreement by $111,000 for a total Agreement amount not to exceed $200,000; and
b. Authorize the Director of the Information Technology Department to execute service order forms and such documents as are necessary to implement the agreement.
SUMMARY:
The Information Technology Department (ITD) contracted with Audio Fidelity Communications Company DBA Whitlock to provide the County audio and visual upgrade services and support for broadcast technology. January 2021, Whitlock merged with AVI-SPL LLC, and due to the company updated structures the invoice submission was delayed through this process.
DISCUSSION:
In January 2019, the County entered into a County Standard Agreement with Audio Fidelity Communications dba Whitlock to provide services related to the County’s video conferencing system, County’s Board of Supervisors audio-visual (AV) and broadcasting system upgrade project and other associated AV and video conferencing projects. The County amended the contract twice to increase the amount and to extend the term date.
In January 2021, Whitlock merged with AVI-SPL LLC and during the transaction, the invoices to the County were delayed. Due to the name change and company acquisition, internal business practices affected the ability for ITD to pay for previous completed projects and services rendered. To date all projects have been completed and this will allow Information Technology Department (ITD) to pay for those past projects and services.
OTHER AGENCY INVOLVEMENT:
County Counsel does not approve the following provisions: Non-standard payment terms, non-standard termination provisions; absence of indemnity and insurance provisions.
FINANCING:
ITD accrued expenses for $127,00 in FY 2020-21. The balance of $73,000 has been included in the current FY 2021-22 Adopted Budget for the Information Technology Department, ITD 1930.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The need for a video conferencing solution to allow for virtual face to face meetings between Department Heads, business leaders and project stakeholders.
__Economic Development
X Administration
__Health & Human Services
X Infrastructure
__Public Safety
Prepared by: Sandra Shaffer, Management Analyst III, 759-6957
Approved by:
_____________________________________ Date: __________
Eric A. Chatham, Director of Information Technology, 759-6920
Attachments:
AVI-SPL, LLC Agreement
AVI-SPL, LLC Amendment No. 1
Attachments on file with the Clerk of the Board