Broward County Commission Regular Meeting
Director's Name: George Tablack
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
title
MOTION TO APPROVE sole source designation to SenSource, Inc., as sole provider of, support and maintenance for the Thermal Imaging People Counting System for the Library Division.
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Why Action is Necessary
In accordance with Broward County Procurement Code, Sections 21.31.g. and 21.43, Board approval is required for contracts over five years.
What Action Accomplishes
Provides for approval for sole source vendor, SenSource, Inc., for support and maintenance for the Thermal Imaging People Counting System for the Library Division.
Is this Action Goal Related
No
Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE LIBRARY DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTION.
The Library Division utilizes a thermal sensor people counting system that accurately counts patrons entering and exiting library branches and related facilities. There are approximately 37 branches that utilize ceiling, or above doorway, mounted thermal imaging devices and related software systems. In addition to sensing and data collection, the system provides browser-based reporting at a granular level.
On August 15, 2014, the Director of Purchasing awarded contract No. A1256404Q1, Thermal Imaging People Counting System and Maintenance and Support, in the amount of $107,100 for a three-year initial term and two additional optional renewal periods at $12,600 per year for a potential five-year amount of $132,300. The final renewal period expired on December 31, 2019.
The Purchasing Division discovered an error in the master agreement tracking system, which indicated that the contract had one remaining renewal period. Upon discovery of the error a 90-day contract extension was implemented. On March 3, 2020, the Purchasing Manager approved a Sole Source Memo for SenSource, Inc. as the sole provider of maintenance and support services for the imaging counting system (Exhibit 1). SenSource, Inc., agreed to retroactively provide continued support and maintenance services for the Library Division from April 1, 2020 until a new contract is awarded.
The estimated value of the new contract is within the Director of Purchasing delegated award authority, upon approval of the Sole Source vendor for the support and maintenance of the existing equipment, a new contract will be executed at an estimated value of $65,000 for a five year term.
Source of Additional Information
Brenda Billingsley, Director, Purchasing Division, (954) 357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
There is no fiscal impact for this action.