FROM: Robert Thompson, General Manager
Originator: Mike Dorman, Director of Engineering
SUBJECT:
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AUDIOVISUAL NETWORK EQUIPMENT PURCHASE FOR HEADQUARTERS COMPLEX AT PLANT NO. 1, PROJECT NO. P1-128A
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GENERAL MANAGER'S RECOMMENDATION
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RECOMMENDATION:
A. Approve a Purchase Order Contract to SHI International Corp (SHI) for the purchase of audiovisual network equipment for the Headquarters Complex at Plant No. 1, Project No. P1-128A, utilizing the National Association of State Procurement Officials (NASPO) ValuePoint Data Communications Cooperative Agreement Contract No. AR3227 for a total amount not to exceed $205,447, plus freight and sales tax; and
B. Approve a contingency of $20,545 (10%).
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BACKGROUND
Orange County Sanitation District (OC San) is constructing a new Headquarters Complex under Project No. P1-128A. The new headquarters building will require audiovisual equipment which was intentionally not included in the primary construction contract and was planned as a separate, coordinated procurement. This will ensure the most current and up-to-date equipment is procured at the time of installation. This purchase includes displays, speakers, and camera systems in the conference rooms and Board Room; and network switches and associated equipment to support the audiovisual network throughout the building. The P1-128A design consultant, HDR Engineering, has assisted in the audiovisual network design to ensure the package is coordinated with the primary construction contract.
RELEVANT STANDARDS
• Participate in local, state, and national cooperative purchasing programs
• Ensure the public’s money is wisely spent
• Provide a safe and collegial workspace
• Maintain positive employer-employee relations
PROBLEM
The new headquarters building requires an audiovisual network to be functional. Staff will not be able to use audiovisual features in the new building without the purchase of audiovisual equipment.
PROPOSED SOLUTION
Approve a purchase order contract for audiovisual equipment utilizing a cooperative agreement.
TIMING CONCERNS
The audiovisual network equipment must be installed by December 2023 to maintain the project schedule and allow staff to occupy the new building.
RAMIFICATIONS OF NOT TAKING ACTION
The new building will not be able to utilize audiovisual features and the building occupancy date will be delayed.
PRIOR COMMITTEE/BOARD ACTIONS
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ADDITIONAL INFORMATION
OC San engaged three different equipment dealers that currently have active cooperative agreements, that OC San can utilize for this purchase, in accordance with OC San’s Purchasing Ordinance. OC San received two (2) quotes and, based on the results, the most competitive pricing was provided by SHI International Corp, which is $62,015.56 lower than the other pricing. OC San will work with SHI International Corp under the NASPO Cooperative Agreement Contract No. AR3227 and California Participating Addendum #7-20-70-47-01.
NASPO ValuePoint is a cooperative purchasing program facilitating procurement solicitations and agreements using a lead-state model. Cooperative Agreement NASPO ValuePoint Data Communications #AR3227 is a “discount off list price” contract. This Contract for California offers a minimum 35% discount. The NASPO ValuePoint master agreement was awarded by the State of Utah using a competitive bid process comparable to OC San’s and vetted by OC San’s Purchasing Division.
CEQA
The Headquarters Complex project is included in the Addendum to the City of Fountain Valley “Fountain Valley Crossings Specific Plan” Program Environmental Impact Report, State Clearinghouse No. 2015101042.
FINANCIAL CONSIDERATIONS
This request complies with the authority levels of OC San’s Purchasing Ordinance. This item has been budgeted (Adopted Budget, Fiscal Years 2022-2023 and 2023-2024, Section 8, Page 55, Headquarters Complex, Project No. P1-128) and the budget is sufficient for the recommended action.
ATTACHMENT
The following attachment(s) may be viewed on-line at the OC San website (www.ocsan.gov) with the complete agenda package:
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