Memorandum
Date: April 28, 2020
To: The Honorable Moke Simon, Chairman, Lake County Board of Supervisors
From: Brian L. Martin, Sheriff/Coroner
Shane French, Director of Information Technology
Subject: (a) Waive the formal bidding process, pursuant to Lake County Code Section 38.2, as it is not in the public interest due to the unique nature of goods or services; (b) Approve the Customer Price Quote from AMS.NET for the purchase of VOIP phone and licensing for the Sheriff’s facilities in the amount of $25,524.32 and authorize the Sheriff/Coroner and Director of Information Technology to issue a purchase order
Executive Summary:
Current phone equipment at each of the Sheriff’s facilities is past end-of-life with the manufacturer and will be unsupported in the near future. It is necessary to replace this equipment to ensure continued communications at the Sheriff’s facilities.
The way this equipment is sold is that the primary vendor for a customer gets preferential pricing for that customer. All others will get pricing that is nowhere near the preferred price. There is no benefit to getting multiple bids on this equipment because no other vendor will be able to match the pricing of the primary vendor. According to AMS.NET and verified by the Director of Information Technology, these prices were competitively bid and listed under the CMAS #3-11-70-0291U.
Funding is allocated in each of the departments respective budgets.
If not budgeted, fill in the blanks below only:
Estimated Cost: $25,525 Amount Budgeted: ________ Additional Requested: _N/A____ Future Annual Cost: ________
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☒ Public Safety ☒ Infrastructure ☒ Technology Upgrades
☐ Economic Development ☐ Disaster Recovery ☐ County Workforce ☐ Revenue Generation
☐ Community Collaboration ☒ Business Process Efficiency ☐ Clear Lake ☒ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested?
How long has Agreement been in place?
When was purchase last rebid?
Reason for request to waive bid?
Recommended Action: The Sheriff’s Department recommends (a) Waive the formal bidding process, pursuant to Lake County Code Section 38.2, as it is not in the public interest due to the unique nature of goods or services; (b) Approve the Customer Price Quote from AMS.NET for the purchase of VOIP phone and licensing for the Sheriff’s facilities in the amount of $25,524.32 and authorize the Sheriff/Coroner and Director of Information Technology to issue a purchase order.