Title
a. Authorize the Chief Information Officer to execute non-standard California Multiple Award Schedules (CMAS) for Information Technology Goods & Services with Johnson Electronics (CMAS 3-19-84-0084A), awarded vendor for Genetec Incorporated Security-Access Control Systems, network connectivity and other technology products and services retroactive to July 11, 2019, through May 21, 2023, for a total contract amount of $2,000,000; and
b. Authorize the Chief Information Officer or his designee to execute order forms and such documents as necessary to implement the agreement with Johnson Electronics for purchase of Technology Goods & Services; and
c. Accept non-standard contract provision as recommended by the Chief Information Officer or his designee; and
d. Authorize the Chief Information Officer or his designee to execute five (5) amendments to the agreement, subject to CMAS renewal terms and County Counsel review, extending the term by one (1) year per amendment, where the amount of each amendment does not exceed ten percent (10%) per amendment, and where the amendments do not significantly change the scope of work or the terms of the Agreement.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Authorize the Chief Information Officer to execute non-standard California Multiple Award Schedules (CMAS) for Information Technology Goods & Services with Johnson Electronics (CMAS 3-19-84-0084A), awarded vendor for Genetec Incorporated Security-Access Control Systems, network connectivity and other technology products and services retroactive to July 11, 2019, through May 21, 2023, for a total contract amount of $2,000,000; and
b. Authorize the Chief Information Officer or his designee to execute order forms and such documents as necessary to implement the agreement with Johnson Electronics for purchase of Technology Goods & Services; and
c. Accept non-standard contract provision as recommended by the Chief Information Officer and the Assistant County Administrative Officer; and
d. Authorize the Chief Information Officer or his designee to execute five (5) amendments to the agreement, subject to CMAS renewal terms and County Counsel review, extending the term by one (1) year per amendment, where the amount of each amendment does not exceed ten percent (10%) per amendment, and where the amendments do not significantly change the scope of work or the terms of the Agreement.
SUMMARY:
California Multiple Award Schedules (CMAS) authorize the County to procure technology related products and services negotiated through the General Services Administration (GSA) federal procurement program. GSA negotiates large multi-user contracts and drives down the costs of goods and services for State and Local Government Agencies by leveraging the volume of the federal market. The County wishes to utilize (GSA), 47QSQA18D0050, Technology Goods & Services for Genetec security-access control systems.
DISCUSSION:
The Contracts Purchasing Division administers Master Agreements (countywide service agreements) utilized by all County departments. The ability for departments to procure from Master Agreements simplifies and streamlines the contract process.
In 2019, the Resource Management Agency began implementing Genetec badging and camera systems to County department sites. Genetec offers cloud-based software that works with a wide range of industry-leading access control and monitoring hardware, including readers, controllers, electronic locks and cameras. It is an Internet Protocol (IP) based system in which security is provided by recognizing devices based on their IP address. Due to the complexity of this service and to ensure conformity throughout the County, the Information Technology Department (ITD) took the lead on this project, working with departments to implement badging systems as requested. Once a department implements a new badging system, ITD supports the Genetec application on the network.
When procuring these types of services, the Contracts Purchasing Division creates Master Agreements to allow departments to procure the same service with the same rate structure, saving the departments time and resources. The Contracts Purchasing Division created Master Agreement 176 for County Departments to utilize Genetec services with Johnson Electronics through the CMAS program. However, the Master Agreement was not approved by the Board.
CMAS 3-19-84-0084A offers a cooperative agreement based on GSA multiple award schedule 47QSQA18D0050 for Technology Goods & Services, which have been competitively assessed and negotiated. CMAS agreements comply with California procurement codes, guidelines, and policies, and provide for the highest level of contractual protection and offer rates and services at or better than the GSA award schedule.
In July 2019, Master Agreement number 176 was created in the amount of $500,000. In April 2020 an additional $1,500,000 was added for a total not to exceed amount of $2,000,000. Currently, there is $1,004,979 remaining on the agreement. The departments that have utilized this Master Agreement includes the Health Department, Department of Social Services, and the Information Technology Department. Additional building sites include the Government Center and Schilling Place.
The Chief Information Officer and the Assistant County Administrative Officer are requesting the Board to approve continued use of this Master Agreement with Johnson Electronics (CMAS3-19-84-0084A), which County departments have utilized through the County’s Master Agreement number 176 since July 11, 2019.
OTHER AGENCY INVOLVEMENT:
Contracts Purchasing Division approved the non-standard CMAS agreement with Johnson Electronics. County Counsel approves the agreement as to form, while noting the following non-standard provisions: non-standard termination provisions; mutual indemnification; limitations on vendor’s liability to County to the amount of vendor’s insurance; and non-standard records return provisions.
FINANCING:
No additional funding is required. Support needs related to FY 2022-23 have been built into the current year budget, and any funds required for future years will be built into those respective budgets.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The implementation of a county-wide Master Agreement for Genetec services streamlines the County procurement processes.
__Economic Development
X Administration
X Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Sandra Shaffer, Management Analyst III, 759-6957
Approved by:
_________________________________ Date: _________________
Eric A. Chatham, Chief Information Officer, 759-6920
__________________________________ Date: _________________
Dewayne Woods, Assistant County Administrative Officer, 755-5309
Attachments:
Johnson Electronics CMS