REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
January 23, 2024
FROM
CHERYL ADAMS, Deputy Executive Officer, Human Services
SUBJECT
Title
Contract with Conference Technologies, Inc. for Audio-Video Conferencing Equipment Purchase and Installation
End
RECOMMENDATION(S)
Recommendation
Approve contract with Conference Technologies, Inc. for the purchase and installation of audio-video conferencing equipment for the Performance, Education and Resource Centers facility in San Bernardino, in an amount not to exceed $2,000,000, for the period of January 23, 2024 through January 22, 2025.
(Presenter: Cheryl Adams, Deputy Executive Officer, 388-0332)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Provide for the Safety, Health and Social Service Needs of County Residents.
Pursue County Goals and Objectives by Working with Other Agencies and Stakeholders.
FINANCIAL IMPACT
This item will not result in the use of additional Discretionary General Funding (Net County Cost). The total amount of the contract with Conference Technologies, Inc. (CTI) will not exceed $2,000,000 and will be funded 79% ($1,580,000) with federal and state funds, and 21% ($420,000) with local share funds. Adequate appropriation and revenue have been included in the Human Services (HS) Administrative Claim 2023-24 budget and will be included in future recommended budgets.
BACKGROUND INFORMATION
The recommended contract with CTI will allow Performance, Education & Resource Centers (PERC) to install audio-video conferencing equipment and provide connectivity to various video conferencing platforms in the PERC facility located in San Bernardino.
PERC finalized the acquisition of the new facility in December 2023, with plans to transition all trainings and development courses to the facility over the course of the next year. This transition included the installation of new conferencing equipment for which a procurement was conducted.
CTI’s performance will be monitored by County staff to ensure compliance with the administrative, program and fiscal terms and conditions of the contract. Additionally, HS Administration staff will directly monitor the equipment installation. HS Finance and PERC will review invoices and other documents submitted by CTI to ensure charges are for eligible services prior to payment.
PROCUREMENT
On August 1, 2023, the County Administrative Office approved and authorized the release of Request for Proposals (RFP) No. HSSA24-HSAA-5051 to solicit proposals from qualified and interested vendors for the purchase and installation of audio-video equipment in the PERC facility in San Bernardino via the County Electronic Procurement Network (ePro).
Four agencies attended the mandatory proposal conference conducted on August 24, 2023. Four proposals, from the agencies listed in the table below, were received in response to the RFP by the established deadline, met the minimum requirements, and continued through the evaluation process.
|
Agency |
Proposed Amount |
|
EIDIM Group, Inc. dba EIDIM AV Technology |
$1,923,924.81 |
|
Integrated Media Systems |
$1,297,987.00 |
|
Netsync Network Solutions |
$1,542,291.09 |
|
Conference Technologies, Inc. |
$1,619,800.00 |
An evaluation team comprised of representatives who are experts in the technology field from Human Services Information, Technology and Support Division reviewed and evaluated the proposals based on the criteria included in the RFP. Those criteria included, but were not limited to qualifications and experience, financial review, technical review, and cost.
Two vendors met all of the technical requests outlined in the RFP for the purchase and custom installation of the audio-video equipment. Based on the evaluation results, CTI is recommended for contract award, as CTI provided the most cost-effective proposal of the two qualified vendors, based upon the needs of PERC. The agencies not recommended for contract award were notified and advised of the ability to submit a formal written protest based on the criteria in the RFP. No written protest was received.
REVIEW BY OTHERS
This item has been reviewed by Human Services Contracts (Patty Steven, Contracts Manager, 388-0241) on December 29, 2023; Human Services Information, Technology, and Support Division (Ruben Hermosillo, Business Applications Manager, 386-3760) on December 29, 2023; Innovation and Technology Department (Robert Pittman, Chief Information Security Officer, 388-5510) on January 12, 2024; County Counsel (Kaleigh Ragon, Deputy County Counsel, 387-5455) on January 4, 2024; Purchasing (Jessica Barajas, Supervising Buyer, 387-2065) on January 4, 2024; Finance (John Hallen, Administrative Analyst, 388-0208) on January 9, 2024; and County Finance and Administration (Cheryl Adams, Deputy Executive Officer, 388-0332) on January 9, 2024.