Memorandum
Date: April 25, 2023
To: The Honorable Jessica Pyska, Chair, Lake County Board of Supervisors
From: Crystal Markytan, Director, Lake County Department of Social Services
Subject: a) Approve a Purchase Order for the purchase of 2 electronic key storage boxes from Real Time Networks, Inc. in the total amount of $46,912.40 and b) Authorize the Social Services Director to sign and issue the Purchase Order.
Executive Summary:
The Lake County Department of Social Services (DSS) owns and manages sixty-six vehicles currently stored across three separate locations. Each vehicle keychain includes a card holder that houses two gas credit cards. DSS now uses a vehicle checkout process that relies on the completion of a physical paper sign-out sheet each time staff needs to use a DSS vehicle.
DSS has researched and budgeted for a more secure, reliable, and traceable checkout process via electronic key storage boxes. Utilizing this technology will improve fleet security and maximize efficiency with vehicle reservation coordination.
During the required County of Lake Purchasing Ordinance Price Comparison process, quotes for electronic key storage boxes meeting the following criteria were sought: the ability to reserve vehicles online, the ability to lock out users, the ability to restrict certain vehicles to groups of users, the ability to generate alerts on late returns, the ability to generate electronic reports of use, the ability to track missing keys, the ability to utilize existing staff proximity cards for access, and the ability to integrate with active directory to store information about objects on the network making information easy for administrators and users to find and use.
Of the three quotes received, only Real Time Networks, Inc. met all DSS requirements. This agency has provided similar fleet management technology for Sacramento County and the City of Oakland.
DSS has budgeted for this cost in the current Fiscal Year budget.
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Purchasing Considerations (check all that apply): ☐ Not applicable
☒ Fully Article X. <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI>- and/or Consultant Selection Policy <http://lcnet.co.lake.ca.us/Assets/Intranet/Policy/Policies+$!26+Procedures+Manual/Ch4_2021v2.pdf>-Compliant (describe process undertaken in “Executive Summary”)
☐ Section 2-38 <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI> Exemption from Competitive Bidding (rationale in “Executive Summary,” attach documentation, as needed)
☐ For Technology Purchases: Vetted and Supported by the Technology Governance Committee <http://lcnet.co.lake.ca.us/Assets/Intranet/Intranet+Forms/Information+Technology/AdvPlan.pdf> (“Yes,” if checked)
☐ Other (Please describe in Executive Summary)
Consistency with Vision 2028 <http://www.lakecountyca.gov/Government/Directory/Administration/Visioning/Vision2028.htm> (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☐ Public Safety ☐ Disaster Prevention, Preparedness, Recovery
☐ Economic Development ☐ Infrastructure ☐ County Workforce
☐ Community Collaboration ☒ Business Process Efficiency ☐ Clear Lake
Recommended Action: a) Approve a Purchase Order for the purchase of 2 electronic key storage boxes from Real Time Networks, Inc. in the total amount of $46,912.40, and b) Authorize the Social Services Director to sign the Purchase Order.
Thank you for your consideration.