Agenda Item Name:
Title
Purchase Order 2020-1031 to W.W. Gay Mechanical Contractor Inc.- More than $50K
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Presenter:
Charlie Jackson, 374.5229/Larry Sapp, 374.5202
Description:
Purchase Order 2020-1031 to W.W. Gay Mechanical Contractor Inc.
Recommended Action:
Recommended Action
Approve the Sole Source and issuance of Purchase Order 2020-1031, to W.W. Gay Mechanical Contractor, Inc., in the amount of $172,180, for the purchase of Card Reader Software and Hardware.
This purchase is exempt from the County's competitive bidding requirements pursuant to Section 22.11(5) of the Alachua County Purchasing Code, which permits the use of Sole Source purchases as provided in Section 22.12 of the Purchasing Ordinance.
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Prior Board Motions:
N/A
Fiscal Consideration:
Fiscal Consideration
There is budget in the General Fund, accounts: 001.19.1912.519.46.00 and in 001.19.1912.712.46.00 to cover this expense.
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Background:
Back in the late 90s, the County installed card readers in various County buildings providing high levels of security to already existing systems controlled at four locations. These locations include the Alachua County Sheriff’s Office, Alachua County Jail, Alachua County Criminal Courthouse and the County’s Facilities Office. Since that time, the County has increased the demands for adding additional security systems. These increases were caused primarily by various expansions, renovations and the addition of new buildings.
The current security software system supporting the existing Lenel Software System expires in early 2020. In order to maintain adequate security in County buildings these systems must be upgraded. W.W. Gay Fire & Integrated Systems, Inc., the original installer and current maintenance provider for the system can provide this upgrade at a reasonable price and can install the new upgrade to the existing system to meet the early 2020 expiration date.
Because of this, the County reached out to W. W. Gay Fire & Integrated Systems, Inc., and acquired the attached quote to upgrade security software and hardware systems at the above locations. Therefore, sole sourcing this work is the preferred and recommended procurement approach as W. W. Gay is already in place. Although technology is rapidly changing, upgrading this software system would enable the County to meet security needs over the next five or more years.
Staff is requesting Board approval to hire W. W. Gay Fire & Integrated, Inc., to perform software upgrades to card readers. The failure to perform these upgrades would result in the County not being able to maintain proper security at the above buildings.