HomeMy WebLinkAboutRes 015 - Sole Source - Surveillance SystemDeschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of March 14,2012
DATE: February 29, 2012
FROM: Darryl Nakahira, Sheriffs Office Phone: 617-3369
TITLE OF AGENDA ITEM:
Consideration of Board Signature of Resolution No. 2012-015: A Resolution Declaring a Sole Source
Procurement for the Sheriffs Office Video Surveillance System Upgrade
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
The findings herein support authorizing the Deschutes County Board of Commissioners ("Board"),
acting as the Local Contract Review Board, to allow a sole source procurement for an upgrade of
the Sheriffs Office video surveillance system (cameras). Footage from building entrance cameras,
holding cell cameras and interview room cameras is used as evidence in civil and criminal trials.
The Sheriffs Office has recently identified the need to increase the number of cameras for the
safety of citizens who visit the Sheriff's Office. The added cameras will increase security for
citizens and employees, particularly in the parking lots and in the lobby. The Sheriffs Office will 1 also install one camera at its vehicle/evidence impound lot.
I Since 2007, WatchPoint Video has provided remote monitoring, email alerts, regular checks of the
I
server, technical support via phone and email.maintenance. updated video surveillance software,
and has assisted with incident support and evidence preparation.
I In order to be cost effective, the Sheriffs Office needs to upgrade the current surveillance system
I
f through its current vendor, WatchPoint Video, LLC. The Sheriffs Office would have to spend
substantially more money to replace the current system through a new vendor. Estimated costs
from two other vendors would be at least twice the costs compared to WatchPoint Video, LLC.
i The Sheriffs Office will purchase 9 cameras, mounting hardware, server and data storage
1 expansion, software licenses, cables and wiring, installation and configuration.
~ ~
FISCAL IMPLICATIONS:
The Sheriff's Office will pay $26,666.00 for equipment, installation and labor. 1
j
l
RECOMMENDATION & ACTION REQUESTED:
Approve and sign Resolution 2012-015.
ATTENDANCE:
Darryl Nakahira, Sheriff's Office Legal Counsel
Roger Dosier, Sheriff's Office IT Manager
DISTRIBUTION OF DOCUMENTS:
Call or email Pat Davis, Sheriff's Office Legal Assistant, x3367, when a signed copy is ready for pick
up.
REVIEWED 3 t
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LE AL COUNSEL
For Recording Stamp Only
BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON
A Resolution Declaring a Sole Source *
Procurement for the Sheriffs Office Video * RESOLUTION NO. 2012-015
Surveillance System Upgrade *
*
*
WHEREAS, ORS 279A.015 generally requires that all contracts for public improvements be let
to the lowest responsible bidder; and
WHEREAS, Deschutes County has adopted the Model Rules of Public Contract Procedure,
OAR 137, divisions 46-49 in Deschutes County Code, Section 2.37 .020; and
WHEREAS, Deschutes County code 2.37.030 designates the Board of County Conunissioners
("Board") to act as the local contract review board , and
WHEREAS, ORS 279B.075 and OAR 137.047-0275 authorize the Board, acting as the local
contract review board, to award a contract for goods or services without competition when the local
contract review board determines in writing that the goods or services, or class of goods or services,
are available from only one source, and
WHEREAS, based on the findings in Exhibit A, attached and incorporated by reference, the
Board finds that the services for the Sheriff s Office Video Surveillance System can be performed only
by WatchPoint Video, LLC; and
WHEREAS, pursuant to OAR 137-047-0275, public notice of intent to award sole source
contract was published in the Bulletin Newspaper on March 2, 2012 and no protests have been
received; and
WHEREAS, because only one source is available to provide the necessary services, the Board
of County Conunissioners ("Board") intends to award the contract; therefore ,
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES
COUNTY, OREGON, acting in its capacity as the local contract review board, as follows:
PAGE I OF 5 -RESOLUTION NO. 2012-015
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The Board adopts the findings in Exhibit A, attached and incorporated by reference.
Dated this of , 2012 BOARD OF COUNTY COMMISSIONERS
OF DESCHUTES COUNTY, OREGON
ANTHONY DEBONE, Chair
ALAN UNGER, Vice Chair
ATTEST:
Recording Secretary TAMMY BANEY, Commissioner
PAGE 2 OF 5-RESOLUTION NO. 2012-015
EXHIBIT A to Resolution 2012-015
DESCHUTES COUNTY BOARD OF COMMISSIONERS
Bend, Oregon
DATE: March 14,2012
TO: The Commissioners
FROM: Larry Blanton, Sheriff
SUBJECT: Findings in Support of a sole-source procurement for the Sheriffs Office Video
Surveillance System.
A. BACKGROUND
The findings herein support authorizing the Deschutes County Board of
Commissioners ("Board n
), acting as the Local Contract Review Board, to allow a sole source
procurement for an upgrade of the Sheriffs Office video surveillance system (cameras).
Footage from building entrance cameras, holding cell cameras and interview room cameras
is used as evidence in civil and criminal trials.
The Sheriffs Office has recently identified the need to increase the number of cameras
for the safety of citizens who visit the Sheriffs Office. The added cameras will increase
security for citizens and employees, particularly in the parking lots and in the lobby.
B. STATUTORY REQUIREMENTS
ORS 279.B.075 provides that sole-source procurements are exempt from the
competitive bidding process when a person deSignated in writing by the director, board or
state contracting agency with procurement authority under ORS 279A.050, determines in
writing that the goods or services, or class of goods or services, are available from only one
source and to negotiate and sign an agreement.
The determination of a sole source must be based on written findings that may include:
(a) That the efficient utilization of existing goods requires the acquisition of
compatible goods or services;
(b) That the goods or services required for the exchange of software or data with
other public or private agencies are available from only one source;
(c) That the goods or services are for use in a pilot or an experimental project; or
(d) Other findings that support the conclusion that the goods or services are
available from only one source.
(3) To the extent reasonably practical, the contracting agency shall negotiate with
the sole source to obtain contract terms advantageous to the contracting agency.
PAGE 3 Of 5-RESOLUTION NO. 2012-{)15
OAR 137-047-0275 requires at least seven days public notice before award of the
contract.
The attached Exhibit A-1, Notice of Intent to Award Sole Source Contract for the
Sheriff's Office video surveillance system upgrade, was published in The Bulletin on March 2,
2012.
C. FINDINGS
The following findings are in support of the exemption and in compliance with the
statutory requirements described above.
This resolution will allow a sole source procurement for an upgrade of the Sheriff's Office
video surveillance system by WatchPoint Video, LLC. Footage from the Sheriff's Office video
surveillance system is used as evidence in civil and criminal trials as it includes building
entrance cameras, holding cell cameras and interview room cameras.
Since 2007, WatchPoint Video has provided remote monitoring, email alerts, regular checks
of the server, technical support via phone and email.maintenance and updated video
surveillance software, and has assisted with incident support and evidence preparation.
The Sheriff's Office has recently identified the need to increase the number of cameras for
the safety of citizens who visit the Sheriff's Office. The nine additional cameras will increase
security for citizens and employees, particularly in the parking lots and in the lobby. The
Sheriff's Office will install one of the cameras at its vehicle/evidence impound lot.
In order to be cost effective, the Sheriff's Office needs to upgrade the current surveillance
system through its current vendor, WatchPoint Video, LLC. The Sheriff's Office would have
to spend substantially more money to replace the current system through a new vendor.
Estimated costs from two other vendors would be at least twice the costs compared to
WatchPoint Video, LLC.
The purchase of the nine cameras, supporting hardware, software and software licenses as
an addition to the current Watch Point system is the more cost effective choice, rather than
replacing the entire system.
PAGE40F 5-RESOLUTION NO. 2012-015
Exhibit A-1 to Resolution 2012-015
NOTICE OF INTENT TO AWARD SOLE SOURCE CONTRACT
Deschutes County Sheriff's Office Video Surveillance System Upgrade
The Board of County Commissioners of Deschutes County, Oregon, will consider whether to
award WatchPoint Video, LLC the contract for the above-referenced project. The goods and
services to be acquired are: 9 cameras, mounting hardware, server and data storage
expansion, software licenses, cables and wiring, installation and configuration.
The Board of County Commissioners will decide whether the requirements to award the
contract to Watch Point Video, LLC based on sole source procurement are met.
This Notice is based upon Oregon Administrative Rule (OAR) 137-047-0275. Affected or
aggrieved persons may protest the County's intent to award the contract as sole source
procurement to the Board of County Commissioners of Deschutes County, Oregon, at 1300
NW Wall St., Suite 200, Bend Oregon 97701 within seven (7) days after the publication date
of this Notice of Intent to Award Sole Source Contract. The seven (7) day protest period will
expire at 5:00 PM on Friday, March 9, 2012.
Any protest must be in writing and must include: a detailed statement of the legal and factual
grounds for the protest; a description of the resulting harm to the Affected Person; and the
relief requested.
If no timely protest is filed, this Notice of Intent to Award Contract becomes an Award of
Contract without further action by the Board.
PAGE 5 OF 5 -RESOLUTION NO. 2012·015