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HomeMy WebLinkAboutAgenda - 01-21-2010 - 4jORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: January 21, 2010 Action Agenda Item No. SUBJECT: Bid Award: In-Car Camera Systems for Sheriffs Department DEPARTMENT: AMPS and Sheriff PUBLIC HEARING: (Y/N) No ATTACHMENT(S): Letters Awarding Grants lnterlocal Contract for Cooperative Purchasing INFORMATION CONTACT: Pam Jones, 245-2652 Sheriff Lindy Pendergrass, 245-2900 PURPOSE: To consider awarding a bid to COBAN Technologies, Inc. of Stafford, Texas for the purchase of fifty (50) In-Car Video Camera Systems and Accessories for the Sheriffs Department. BACKGROUND: Currently the Sheriff's Department has an In-Car Video System in only one patrol vehicle. In-Car Video Cameras are used to document the actions of deputies and the public during various types of interactions, traffic stops, vehicle crashes, and emergency vehicle operations. The Board will recall that NC G.S. 143-129 allows local governments to use the "piggy-back" acquisition method to obtain items without a separate bid procedure. If a contractor is willing to extend the same or more favorable price and other .terms to the local government, the law allows that the acquisition may be made from a contractor that has, within the past 12 months, contracted to furnish the item to: (1) the federal government or any federal agency; (2) the State of North Carolina or any agency or political subdivision of the state; or (3) any other state or agency or political subdivision of that state. The recommended acquisition would be "piggy- backed" on a bid awarded by the Houston Galveston Area Council (H-GAC) contract to COBAN Technologies, Inc. of Stafford, Texas for COBAN SYSG2-SCSM TopCam Gen 2 -Systems. The total cost for the fifty (50) In-Car Video Camera Systems would be $295,700. The system also includes a server for reproduction of video and archival storage. The Sheriffs Department and staff have done extensive research and feel the Coban unit best meets the County's need for this important life safety equipment. Among many other law enforcement departments, Coban systems are being utilized in: -Forsyth County, North Carolina -Martinsville, Virginia -Los Angeles, California -Chicago, Illinois -Birmingham, Alabama The Orange County Sheriff's Department has received funding from four different grants to purchase equipment such as this. 2008 COPS Tech (SPEX) - BOCC approved February 3, 2009 2009 COPS Tech - BOCC approved October 20, 2009 2009 JAG #1 - BOCC approved August 18, 2009 2009 JAG #2 - BOCC approved October 20, 2009 Note: COPS stands for "Community Oriented Policing Services" and JAG stands for "Justice Assistance Grant". Letters confirming award of the grant funding is attached. The statute that authorizes "piggy-back" bids requires that the entity advertise its intentions ten (10) days prior to a meeting in which the matter is to be considered. Orange County has fulfilled that requirement. FINANCIAL IMPACT: Total purchase price, if approved by the Board, would be $295,700. As noted above, the entire purchase is funded with grants. There is no requirement for matching funds; therefore no County funds will be needed for the purchase. No additional Board action regarding the grant project ordinance for this project is necessary at this time as the Board previously approved the ordinances in conjunction with acceptance of these grants. RECOMMENDATION(S): The Manager recommends that the Board: 1) Award a bid for fifty (50) In-Car Video Camera Systems and Accessories for the Sheriff's Department at a total cost of $295,700 to COBAN Technologies, Inc. of Stafford, Texas; 2) Authorize the Manager to sign the Interlocal Contract for Cooperative Purchasing; and 3) Authorize the AMPS Director to effect the purchase. ' Law EnfQrce~t~~: S - . ~ • Zip e.• Hi! s orough,l~lG 27278 • Te(epbone: (9I9) 6¢¢_3050 Fes' (9141 Z7 ~~en~ A SEPi~z~s e ' N ~i ~~~~ tore Laworc ent Of6ci a Authority to Acce t this G •~ the rYPed Name and TiBe of Law finforcemeat 1t7/~~ P rant Award • ~ Official ~ . k~s ~~• ""' ~ h ~ ~' _~ Date ~ Signature of Government Official with the Authority to Accept this Grant ~O - wa T ed e •~ paRlctpafing in federal ~~V "' ""~1ecaon vYith COps'- ..' - - ~` ~ '- ~ - graats or contracts, and/or an r lets nay result in fines, imptisonmen dcb Y ernedy avaiIable by law to Fed ~ arri~ent from Award ILA; 58 °~"~'~ ~, ,may, §,~ yet ~~ _ - I nt. _ ~ _ z = ai-tment q~ti ity ierifed Pol~3zi' ~ ~ 3-~ - ~"'e - ~ nts Aci i ' f : o.~ivision ~_ - aw En: en~ear hnoio - ^~ - --- - Treasur~Ac~o~,nt Symbol (TAS) 15X0406 .~ _ ~ ' ~~~ - ~ - G: nt #: 2009_5 r `~.: ~ ~ Ap licang~ lion's Legal Name: O ego ty Sheriffs Departmeztt_ ~~ ~ S ~• 06 420961 `'i~~ `~ '`~ -~ ;`' ~ ~ La : o _ -e ee. e: Sherif~:Al~ejt"L ^Fendergt~ a .ss , _ ~~'-'' - ,4ress: 106 East_N!arg~e~T, e ~ ~ -~ 'may f~7 ~' 7 l tl4-~ City, State, Zip Code: FIillsborough,,NC 27278 ~~ `"~ - - ~ ~~.,1'p~:on~~.'S~9I~40 _~ ~ ~ .~a0 9;„''~'-t ~~ fi; - - s Government Executive: County Manager Laura Blackmon "-~~~ess: 106 F.asar._~a - ~ _ r. ~ °_; i t te ode: fiillsb ~ 7S ~, ~ ,~ rl ~~'~'¢'(~sl S eta .;~~ vb "`~ '~'. ~. . g , >c ~ a Cl oo ~ ~ ~ g Telephone: (919) 18 Award Start Date: ~3/I1/2009 $ Award End Date: 3/10/2012 A s- ~ _ *~"'~-,' ,~ u ~_t._. ~ :~ ~ ~ ~:~~~~~~ ~- ~ has ~ ~.• f er' - Davir~(3 ~ ~ ~~ ~_ ~ ~ Date By - s and Document,'th"~ '" tt;~ agrees to abide by all ;z.. Pend'e~grass &heri ~ - _ '~ /29/2009 - - . with the Authority ~o'~" 'Typed Name and Title oC`<ovemment Official ISaTe" `' - ~- ~ r - T •r-, ~e.a s~ CLe re; ~ . 4 S'i^.+! • .-~'~ ri~i False stat Maims m e in Conn bn Gtth'COPS grants may resttl 'mines, ittipnsonment, debanaL"eYi~fromr~ ~ A,vard ID: participating feral grants or contracts, and/o, any remedy available b ]aw tithe Federal Government. ~: 95203 ~ _ ~: ,`.~ z. - - = vim. ;~ „~• ,^a.,T}.~ .. - tea'-. ` _ - ~ _ _ - ~r~"~ l ~ - _ ar.~? E~•--i t ~ 1 ~:.- ~~_ • ;~• 'r' ~ fix' " :C`- erins and Conditions oa`$ie a -se side of this c FOB •~- t ~ . Soy- P'a`s-f Department of Justice Office of Justice Progiams ` ~ Bureau of Justice Assistance PAGE 1 OF 4 ~ ~• Grant 1. REC~IIx11' NAME Al ID ADDRESS {Including T,ip CoAe) 4. AWARD NUMBER: 2009-SB-B9-1203 Orange Comfy Orange Comfy Emagmcy Management PO Box 8181 y~ 5. PROJEG7 PERIOD• FROM o~i;03~ ~ ~''i:%Fq' ~ji126 Hr7lsborou86, NC 27276 -5:+. :li r BUDGET PERIOD: FROM 03/0112009 TO 0]128/2013 6 AWARD DATE -+.''~6/~7r? , , Y !A GRANTEE DIS/VENDOR NO. S. SUPPL11uB14T NUMBER Initial Sb6000327 00 9. PREVIOUS AWARD AMOUNT S D 3. PROTECT TTII.E 10. AMOUNT OF THIS AWARD S 197,785 FY 2009 RecweryAct JAG Program I1. TOTAL AWARD 8197,785 12 SPECIAL CONDITIONS THE ABOVE GRANT PROJECT 1S APPROVID SUBJECT TO SUCH CONDITIONS OR LIIbI1TAT10NS AS ARE SEf FORTH ON THE ATTACHED PAGE(S). 13. STATUTORYAUTHORTTYFORGRANT This pmjed is suPpnrted antler FY09 Recovery Act (BJA-Byrne TAG) Pab. L. Na 11 t-5, 42 USC 3750-3758 15. METHOD OF PAYMENT PAPRS ~~ AGENCYAPPROVAL GRANTEE ACCEPTANCE iG TYPED NAME AND T1TLE OF APPROVING OFFICIAL I8. TYPED NAME AND TI,fLE OF AUTHORIZED GRANTEE OFFICIAL ]amts H. Butch II Valerie Fottshee Acting Director Cottmisslomr 17. SIGNATURE OF APPROVIIdO OFFICIAL I9. SIGNATURE ORT7.ID IDdT OFFICIAL 19A DA TE ~ -~~~ _.r,G-._ ~ ~ T ~O~ZZt ~t AGENCY USfi ONLY 20. ACCOUNI7NG CLASSIFICATION CADPS 21. 1SBUGT0599 FISCAL FUND BUD. DN. YEAR CODE ACT. OFC. REG. SUB. POMS AMOUNT 9 B SB 80 DD 00 197785 OTP FORM 4002 (REV.5-87) PRSV~us EDrnONS ARE oasoLHTE. ~ _ ~/~ oTP FoxM 4000/2 (RfiV.4-88) . ~ ,,~ (1,~ r^ UJ d~ Gem„ "fs :~- ~~~, e,-~ ~=_ ='9 ~ FOB ~ !6 . ~O'~ ,~. ;, ~~ s Departrnentof7nstice r- •` Office of Justice Programs ~ -i' ~. ~ Bureau of Justice Assistance . _ Grant PAGE 1 F 5 ~ ="v:~. t 1. RECIPIENT NAME AND ADDRESS (facluding Zip Codej 4. AWARD NUMBER: 2009-I~BX-0666 Osage County Ormge County Emergency Aiaaa; enuat P.O. Bo~c 8181 5. PROJECT PERIOD: FROM !0/Ql12008 TO 04/30/2012 Eillls6orough, NC 27276-2526 BUDGET' PERIOD: FROM 10!01/2006 T1D 09!30/2012 ' 6. AWARD DATE D9J012009 7. ACTR)N 1 A. GRANTEE IRS/VENDOR NO, 8. SUPPLEMENT NUMBER Initial 566000327 0p 9. rREVlous AWARD AMOUNT a o 3. PROJECT TT[LE I0. AMOUNT OF 7 tTJS AWARD S 38,746 FY 2004 Justice Assistance Grant Pmgcam 11. TOTAL AWARD S 38,746 l2. SPECIAL COND7fION5 c~ TILE ABOVE GRANT PROJECT JS APPROVID SUBJECT TO SUCH CONDITR)NS OR LIMITATIONS AS ARE SET FORTH ONTHE ATTACHED PAGE(S). G~ oc 13. STATUTORY AUTHORITY FOR GRANT TLis proKct is supported wader 42 U.S.C. 3751(x) (BlA-JAG Farmufa) l5. METHOD OF PAYMENT PAPRS AGENCYAPPROVAL ~ ~~ GRANTEEACCEPTANCE 16. TYPED NAME AND TTCLE OF APPROVING OFFICIAL ' 18. TYPEDNAME AND TCCLE OF AUTHORIZED GRANTEE OFF[CTAL Jame K Bnreh U Valerie FousUee Ailing D'uctor Hoard of it l7. SIGNATURE OF APPROVOG OFFICIAL 19. SIGNATURE OF AUTHORIZED RECIP[1Ni OFFICIAL 14A. DATE u ~~.>_ AGENCY USE ONLY 20. ACCOUNTING CLASSIFICATION CODES 2I. IDJUGT4219 FISCAL FUND BUD. D1V. YEAR CODE ACT. OFC. REG. SUB. POMS AMOUNT X B DI 80 00 00 38746 OJP FORM 4000/2 (KEV.S-87) PREVIOUS EDITIONS ARE OBSOLETE OJP FORM 40002 (RBSr. 4-68) .~n/~~~ s ~3~'•f~e~- C~AJ^r~x ra ~~~~xr~~,~! .- 8; ~ ~3 ~_ ~---- ~Q`3`7 6 Received 1 . -~}?tQ~GfJ~' 7 I03 $ ajvoq ~'eJl/6rM r4c'T ~614s~ - PArz~'~" ~'vs. -3D~[oad' ~B ova t1C'>QJ' -307[ n-t-w 8ogoo 3 v ~ l'i-~lo 80 ~c7v~ '3D7 ~a'N ~.a ~oov ofl ~~AC~ INTERLOCAL CONTRACT li.c 7NE SMART PURCNASfNO SOLNTlON FOR COOPERATIVE PURCHASING No.: Permanern N~ber assigned by H-GAC THIS INTERLOCAL CONTRACT ("Contract"), made and entered into pursuant to the Texas Interlocal Cooperation Act, Chapter 791, Texas Government Code (the "Act"), by and between the Houston-Galveston Area Council, hereinafter refer: ed to as "H-GAC," having its principal place of business at 3555 Timmons Lane, Suite 120, Houston, Texas 77027, and a local government, a state agency, or a non-profit corporation created and operated to provide one or more governmental functions and services, hereinafter referred to as "End User," having its principal place of business at WITNESSETH WHEREAS, H-GAC is a regional planning commission and political subdivision of the State of Texas operating under Chapter 391, Texas Local Government Code; and WHEREAS, pursuant to the Act, H-GAC is authorized to contract with eligible entities to perform governmental functions and services, including the pwchase of goods and services; and WHEREAS, in reliance on such authority, H-GAC has instituted a cooperative pwchasing program under which it contracts with eligible entities under the Act; and WHEREAS, End User has represented that it is an eligible entity under the Act, that its governing body has authorized this Contract on * (Date), and that it desires to contract with H-GAC on the terms set forth below; NOW, THEREFORE, H-GAC and the End User do hereby agree as follows: ARTICLE 1: LEGAL AUTHORITY The End User represents and warrants to H-GAC that (1) it is eligible to contract with H-GAC under the Act because it is one of the following: a local government, as defined in the Act (a county, a municipality, a special district, or other political subdivision of the State of Texas or any other state), or a combination of two or more of those entities, a state agency (an agency of the State of Texas as defined in Section 771.002 of the Texas Government Code, or a similaz agency of another state), or a non-profit corporation created and operated to provide one or more governmental functions and services, and (2) it possesses adequate legal authority to enter into this Contract. ARTICLE 2: APPLICABLE LAWS H-GAC and the End User agree to conduct all activities under this Contract in accordance with all applicable rules, regulations, and ordinances and laws in effect or promulgated during the term of this Contract. ARTICLE 3: WHOLE AGREEMENT This. Contract and any attachments, as provided herein, constitute the complete contract between the parties hereto, and supersede any and all oral and written agreements between the parties relating to matters herein. ARTICLE 4: PERFORMANCE PERIOD The period of this Contract shall be for the balance of the fiscal year of the End User, which began * and ends * .This Contract shall thereafter automatically be renewed annually for each succeeding fiscal year, provided that such renewal shall not have the effect of extending the period in which the End User may make any payment due an H- GAC contractor beyond the fiscal year in which such obligation was incurred under this Contract. ARTICLE 5: SCOPE OF SERVICES The End User appoints H-GAC its true and lawful pwchasing agent for the pwchase of certain products and services through the H- GAC Cooperative Pwchasing Program. End User will access the Program through HGACBuv.com and by submission of any duly executed purchase order, in the form prescribed by H-GAC to a contractor having a valid contract with H-GAC. All pwchases hereunder shall be in accordance with specifications and contract terms and pricing established by H-GAC. Ownership (title) to products pwchased through H-GAC shall transfer directly from the contractor to the End User. (over) ARTICLE 6: PAYMENTS H-GAC will confirm each order and issue notice to contractor to proceed. Upon delivery of goods or services purchased, and presentation of a properly documented invoice, the End User shall promptly, and in any case within thirty (30) days, pay H-GAC's contractor the full amount of the invoice. All payments for goods or services will be made from current revenues available to the paying party. In no event shall H-GAC have any financial liability to the End User for any goods or services End User procures from an H- GAC contractor. ARTICLE 7: CHANGES AND AMENDMENTS This Contract may be amended only by a written amendment executed by both parties, except that any alternations, additions, or deletions to the terms of this Contract which aze required by changes in Federal and State law or regulations are automatically incorporated into this Contract without written amendment hereto and shall become effective on the date designated by such law or regulation. H-GAC reserves the right to make changes in the scope of products and services offered through the H-GAC Cooperative Purchasing Program to be performed hereunder. ARTICLE 8: TERMINATION PROCEDURES H-GAC or the End User may cancel this Contract at any time upon thirty (30) days written notice by certified mail to the other party to this Contract. The obligations of the End User, including its obligation to pay H-GAC's contractor for all costs incurred under this Contract prior to such notice shall survive such cancellation, as well as any other obligation incurred under this Contract, until performed or discharged by the End User. ARTICLE 9: SEVERABILTTY All parties agree that should any provision ofthis Contract be determined to be invalid or unenforceable, such determination shall not affect any other term of this Contract, which shall continue in full force and effect. ARTICLE 10: FORCE MAJEURE To the extent that either party to this Contract shall be wholly or partially prevented from the performance within the term specified of any obligation or duty placed on such party by reason of or through strikes, stoppage of labor, riot, fire, flood, acts ofwaz, insurrection, accident, order of any court, act of God, or specific cause reasonably beyond the party's control and not attributable to its neglect or nonfeasance, in such event, the time for the performance of such obligation or duty shall be suspended until such disability to perform is removed; provided, however, force majeure shall not excuse an obligation solely to pay funds. Determination of force majeure shall rest solely with H-GAC. ARTICLE 11: VENUE Disputes between procuring party and Vendor aze to be resolved in accord with the law and venue rules of the State of purchase. THIS INSTRUMENT HAS BEEN EXECUTED IN TWO ORIGINALS BY THE PARTIES HERETO AS FOLLOWS: Name of End User (local government, agency, or non profit corporation) Mailing Address City State ZIP Code *By. Signature of chief elected or appointed official Typed Name & Title of Signatory Date Houston-Galveston Area Council 3555 Timmons Lane, Suite 120, Houston, TX 77027 sy: Executive Director Date: Attest: Manager Date: *Denotes required fields rev. 7/07 9 *Request for Information To expedite service, please complete the following blanks relevant to your agency's administrative/elective personnel and return the completed form to H-GAC, Cooperative Purchasing Program, P.O. Box 22777. Houston, TX 77227-2777. Name of End User Agency: County Name: (Municipality /County /District /etc.) Mailing Address: (StreetAddress/P.O. Box) (City) (State) (ZIP Code) Main Telephone Number: {~ - FAX Number: (~ - Physical Address: (Street Address, if d~erent from mailing address) (City) (State) (ZIP Code) Web Site Address: Authorized Official: (City manager /Executive Director /etc.) Mailing Address: (Street Address/P. O. Box) (City) (State) (ZIP Code) Official Contact: (Purchasing Agent/Auditor etc.) Mailing Address: (Street Address/P. O. Box) (City) (State) (ZIP Code) Official Contact: (Public Works Director/Police Chief etc.) Mailing Address: (City) Official Contact: (Street Address/P. D. Box) (State) (EMS Directar/Fire Chief etc.) (ZIP Code) Mailing Address: (Street Address/P.O. Box) Title: Ph No.. ~~ - Fx No.. ~~ - E-Mail Address: Title: Ph No.: ~~ Fx No.. ~~ Email Address: Title: Ph No.: (~ Fx No.. ~~ Email Address: Title: Ph No.: L_) Fx No.. ~) Email Address: (City) (State) (ZIP Code)