Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
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Request approval to award a contract without competition - Department of Emergency Services, Upgrade of the 911 HigherGround Recording System in the amount of $82,570.00 with AMR Business Products, Inc., DECA (Marietta, GA) to provide professional services required to upgrade and maintain the department’s current recording system. Effective upon BOC approval. (APPROVED)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-384, after conducting a good faith review, and the Purchasing Department has determined there is only one source available for the required supply, service, or construction item, the request shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Justice and Safety
Commission Districts Affected
All Districts ☒
District 1 ☐
District 2 ☐
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background (First sentence includes Agency recommendation. Provide an executive summary of the action that gives an overview of the relevant details for the item.)
The Department of Emergency Services requests approval to award contract without competition to AMR Business Products, Inc. (DECA) to provide professional services required to upgrade and maintain the 911 HigherGround Recording System.
The current HigherGround Recording system was installed in the 911 Center in 2016 and records 911 calls and public safety radio traffic and is used for Open Records and Service requests. The cost to upgrade this system is $82,570.00 from DECA. The cost of this upgrade will be paid out of the Emergency Telephone System 911 Fund 340.
Scope of Work: The HigherGround recording system requires a hardware refresh and software upgrade to be compatible with the recently upgraded digital radio system and storage backup of all recordings. The upgrade ensures primary and backup recordings of all 911 telephone calls and radio traffic to continue. Currently, there’s no redundancy for the 911 recording system.
This award is pursuant to 102-384 (b)(4) When necessary to maintain compatibility with existing equipment or systems, only specified makes and models of technical equipment, software, and parts will satisfy the county’s needs for additional units or replacement items, and only one source is available.
102-384(f)(5) Exceptions; The existence of limited rights in data, patent rights, copyrights, or secret processes; or similar circumstances, make the supplies and services available from only one source is exempt from the notice requirements.
Community Impact: N/A
Department Recommendation: Hardware refresh and software upgrade
Project Implications: There will be a delay in implementation of the project with no redundancy in place if item is not approved.
Community Issues/Concerns: N/A
Department Issues/Concerns: If these critical upgrades are not performed, backup data can be lost for any Open Records and Service requests. 911 Operators will be unable to playback vital recordings from citizens and public safety agencies.
Contract Modification: This is a new request.
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
N/A
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Contact Information (Type Name, Title, Agency and Phone)
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Chris Sweigart, Interim Director, Emergency Services, 404-612-7903
Contract Attached
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Yes
Previous Contracts
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Yes
Total Contract Value
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Original Approved Amount: |
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Previous Adjustments: |
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This Request: |
$82,570.00 |
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TOTAL: |
$82,570.00 |
Grant Information Summary
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Amount Requested: |
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Cash |
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Match Required: |
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In-Kind |
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Start Date: |
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Approval to Award |
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End Date: |
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Apply & Accept |
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Match Account $: |
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Fiscal Impact / Funding Source
Funding Line 1:
340-333-2204-1111: Emergency Telephone System, Emergency Services, Office Equipment Repair & Maintenance
Funding Line 2:
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Funding Line 3:
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Funding Line 4:
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Funding Line 5:
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Key Contract Terms |
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Start Date: 1/1/2021 |
End Date: 12/31/2021 |
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Renewal/Extension Terms: Click here to enter text. |
Overall Contractor Performance Rating:
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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1/1/2021 |
3/31/2021 |