Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Adam Ely, Director of the Project Development Unit
Subject: Amendment with Presentation Products, Inc., DBA Spinitar
RECOMMENDATION:
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Adopt a resolution authorizing an amendment to the agreement with Presentation Products, Inc., DBA (Spinitar) to complete the design and installation of the audio-visual systems for the Regional Operations Center increasing the amount by $44,998.03 to an amount not to exceed $2,200,960.03.
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BACKGROUND:
On October 20, 2015, this Board approved a Design/Build Agreement with McCarthy Building Company for the construction of the Regional Operations Center (ROC). Owing to the nature of the services provided within the facility, the ROC’s audio-visual systems are complex and specialized. For example, to remain operational and available for ongoing and emergency operations, the system must be designed for redundancy in control and equipment, scalability, durability, adaptability, and ease of serviceability.
The system must provide access to important audio and video information during the response to an emergency and the provision of emergency services and must contain many features that are necessary for emergency response and operations but not part of traditional audio-visual systems. For example, the ROC will have the ability to broadcast video remotely or locally throughout the facility as needed during emergency response and operations. The ROC will also feature video walls capable of displaying multiple video sources in order to provide continuous up-to-date information and detail on the active emergencies being managed within the facility.
In light of the foregoing, on July 10, 2018, this Board approved an agreement with Presentation Products, Inc. DBA Spinitar to design and install an audio visual (AV) solution for the ROC in accordance with specific design criteria in an amount not to exceed $2,155,962. The equipment and services that comprise the Agreement with Spinitar were procured utilizing the United States General Services Agreement Cooperative Purchasing Program, Schedule 84 (Security, Fire, and Law Enforcement). Subsequently to execution of the agreement, the AV design criteria were updated so that the video wall would be mounted on reinforced walls within the dispatch center and an audio-visual scope of work increase was agreed to in the amount of $44,998.03 which was executed on August 13, 2019 to ensure timely completion of the work. This resolution would authorize adoption of a formal amendment including this scope in the agreement.
DISCUSSION:
In coordination and consultation with County staff, Spinitar has developed a video wall solution that will meet the current and future needs of the dispatch center. These needs include room-view displays of CAD, Web EOC, and Smart Corridor. The video wall features multiple flat panel video units with the capability of displaying up to twelve independent video sources. The updated design of the video wall will improve the use of available facility space and provide broader visibility of the video wall and the contents displayed.
Following execution of the amendment, it was determined that the Board resolutions authorizing the initial agreement did not contain the standard authorization for amendments so long as such amendments did not exceed 10% of the contract. This resolution therefore seeks ratification of the updated scope of work agreed to on August 13, 2019 and authority for a formal contract amendment.
County Counsel has reviewed and approved the Resolution as to form.
Approval of this contract contributes to the 2025 Shared Vision of a Collaborative Community by amending an agreement that allows the County of San Mateo to provide essential operational functions from a centralized and modernized location at the within the ROC.
FISCAL IMPACT:
Funding for this purchase is provided in the $64.5 million Regional Operations Center project budget and has been included in the FY 2019-2020 Adopted Budget.