Broward County Commission Regular Meeting
Director's Name: George Tablack
Department: Finance and Administrative Services Division: Records, Taxes, and Treasury
Information
Requested Action
title
A. MOTION TO APPROVE only reasonable source designation of Business Information Systems, Inc., to provide continued support and maintenance for digital recording software and related recording equipment.
(Per the Tuesday Agenda Memorandum, signature pages have been received.)
ACTION: (T-10:42 AM) Approved.
VOTE: 8-0.
B. MOTION TO APPROVE First Amendment to System and Services Agreement between Broward County and Business Information Systems, Inc., for continued support and maintenance for digital recording software and related recording equipment, to extend the Agreement for up to five additional one-year terms through September 30, 2027, to be exercised by the Director of Purchasing, and increasing the total not-to-exceed amount by $102,500, which includes a $10,000 increase for optional services, to $205,000; and authorize the Mayor and Clerk to execute same.
(Per the Tuesday Agenda Memorandum, signature pages have been received.)
ACTION: (T-10:42 AM) Approved.
VOTE: 8-0.
body
Why Action is Necessary
Motion A. In accordance with the Broward County Procurement Code, Section 21.25, Sole Source Procurement, Board approval is required for awards exceeding the Director of Purchasing's authority.
Motion B. In accordance with the Broward County Procurement Code, Section 21.53, the Board is required to approve all awards that extend for more than five years.
What Action Accomplishes
Motion A: Reaffirms only reasonable source designation of Business Information Systems, Inc. as the only reasonable source to provide continued support and maintenance for digital recording software and related recording equipment.
Motion B: Extends the term of the Agreement for up to five additional one-year terms and increases the total not-to-exceed amount by $102,500.
Is this Action Goal Related
No
Previous Action Taken
None.
Summary Explanation/Background
THE FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT AND THE RECORDS, TAXES, AND TREASURY DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTIONS.
The Records, Taxes, and Treasury Division utilizes Digital Court Recorder (DCR) software developed by Business Information Systems, Inc. to capture digital recordings of Broward County public meetings. DCR is proprietary to and is only available from Business Information Systems, Inc. These services are utilized by other County agencies as well.
On August 21, 2017, the Director of Purchasing approved the System and Services Agreement to provide support and maintenance for digital recording software and related recording equipment.
Motion A seeks to reaffirm the designation of Business Information Systems, Inc. as the only reasonable source to provide continued support and maintenance for digital recording software and related recording equipment (Exhibit 2).
Motion B seeks to extend the terms and conditions of the existing Agreement for up to five additional one-year terms (Exhibit 1).
Source of Additional Information
Thomas Kennedy, Director | Records, Taxes, and Treasury Division, (954) 357-5777
Fiscal Impact
Fiscal Impact/Cost Summary
The First Amendment will increase the current not-to-exceed amount of $102,500 by $102,500 for a total not-to-exceed amount of $205,000.