Department
Information Technology
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to renew existing contracts - Department of Information Technology, 21ITB0101B-EC, Countywide Audio-Visual Services and Systems in a total amount not to exceed $1,258,400.00 with (A) AVI-SPL LLC (Duluth, GA) in an amount not to exceed $941,700.00 and (B) Basesix Systems, LLC (Marietta, GA) in an amount not to exceed $316,700.00, to provide Countywide audio-visual systems, equipment, support and services. This action exercises the second of two renewal options. No renewal option remains. Effective January 1, 2023 through December 31, 2023. (APPROVED)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-394(6), the Purchasing Department shall present all renewal requests to the Board of Commissioners at least 90 days prior to the contract renewal date, 60 days if the contract term is six (6) months or less.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Open and Responsible Government
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
BOC Item 21ITB0101B-EC ($1,258,400.00) represents a 59% ($518,000.00) increase in spending authority FY2023 over FY2022 due to the construction of a new Warehouse (Warehouse D Union City Project) with additional Audiovisual requirements exceeding $700,000.00 for phase I in 2022 and $600,000 in 2023 for Phase II. Phase I of the Warehouse D Project proposal attached. Proposal for Phase II will occur in Q1 of 2023. The Scope of Work for the Warehouse D Project remains the same as existing libraries and county facilities.
The Elections Department, D.R.E.A.M., Clerk of Superior Courts, Sheriff’s, Marshal’s Department, FCPD, FCIT will occupy the new Warehouse.
Key Projects to be addressed:
1. Elections Shared Warehouse Spaces - Phases I & II - Impacting (8) Departments - Q1
2. District Attorney - Special Victims Division Conference Room, Grand Jury, and Conference Room AV Upgrades
3. Physical Upgrades and Maintenance - Replacement of End of Life/End of Service Newline and Mondo Hardware supporting significant AV components - Initiate in Q1
Scope of Work: Will provide products and services for the installation and maintenance of Fulton County audio visual systems. The work will include installation of products, wiring, cabinetry, electrical and sound systems associated with the audio-visual needs of the various County agencies.
Community Impact: This service will offer improved systems and provide better communication and visualization options for citizens utilizing libraries and County facilities.
Department Recommendation: FCIT recommends approval of this item.
Project Implications: The approval of this contract renewal will allow necessary audio-visual systems operational/maintenance support, modernizing and refreshing technology.
Community Issues/Concerns: There are no community concerns with this request.
Department Issues/Concerns: There are no departmental concerns with this request.
Contract Modification:
AVI-SPL LLC(A)
|
Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
21-0272 |
04/14/2021 |
$259,000.00 |
|
1st Renewal |
21-0905 |
11/17/2021 |
$220,000.00 |
|
Amendment No. 1 |
22-0867 |
11/16/2022 |
$700,817.74 |
|
2nd Renewal |
|
|
$941,700.00 |
|
Total Revised Amount |
|
|
$2,121,517.74 |
Basesix Systems, LLC (B)
|
Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
21-0272 |
04/14/2021 |
$259,000.00 |
|
1st Renewal |
21-0905 |
11/17/2021 |
$220,000.00 |
|
2nd Renewal |
|
|
$316,700.00 |
|
Total Revised Amount |
|
|
$795,700.00 |
Contract Value: $1,258,400.00
(A)
Contract Value: $941,700.00
Prime Vendor: Audio Visual Innovations, Inc. (AVI-SPL, LLC)
Prime Status: Non-Minority
Location: Duluth, GA
County: Gwinnett County
Prime Value: $941,700.00 or 100.00%
Total Contract Value: $941,700.00 or 100.00%
Total M/FBE Value: $0.00
(B)
Contract Value: $316,700.00
Prime Vendor: Basesix
Prime Status: Non-Minority
Location: Marietta, GA
County: Cobb County
Prime Value: $18,000.00 or 60.00%
Subcontractor: Anderson Technologies
Subcontractor Status: Hispanic Male Business - Non-Certified
Location: Lawrenceville, GA
County: Gwinnett County
Contract Value: $12,000.00 or 40.00%
Total Contract Value: $316,700.00 or 100.00%
Total M/FBE Value: $12,000.00 or 40.00%
Grand Contract Total: $1,258,400.00 or 100.00%
Grand M/FBE Value: $12,000.00 or 0.95%
Exhibits Attached
Exhibit 1: Contractor Performance Reports
Exhibit 2: Contractor Renewal Evaluation Forms
Exhibit 3: Contractor Renewal Agreements
Exhibit 4: AVI 2023 Project List
Exhibit 5: AVI Warehouse Project D Phase II
Contact Information (Type Name, Title, Agency and Phone)
title
Lateef Ashekun, Interim CIO, Information Technology, 404-612-8503
Contract Attached
title
No
Previous Contracts
title
Yes
Total Contract Value
|
Original Approved Amount: |
$518,000.00 |
|
Previous Adjustments: |
$1,140,817.74 |
|
This Request: |
$1,258,400.00 |
|
TOTAL: |
$2,917,217.74 |
|
|
|
Grant Information Summary
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Amount Requested: |
|
☐ |
Cash |
|
Match Required: |
|
☐ |
In-Kind |
|
Start Date: |
|
☐ |
Approval to Award |
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End Date: |
|
☐ |
Apply & Accept |
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Match Account $: |
|
|
|
Fiscal Impact / Funding Source
Funding Line 1:
Funding lines to be provided by agencies requesting systems and services (Pending approval of 2023 budget) $633,400
Funding Line 2:
500-220-2200-C601 (Capital Project Warehouse D) $625,000.00
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Key Contract Terms |
|
Start Date: 1/1/2023 |
End Date: 12/31/2023 |
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Cost Adjustment: |
Renewal/Extension Terms: No Renewal Option Remains |
Overall Contractor Performance Rating: 3.4
Would you select/recommend this vendor again?
Yes
|
Report Period Start: |
Report Period End: |
|
1/1/2022 |
12/31/2022 |