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ARF- 3600

Regular Agenda Item 3. I.

Regular BOS Meeting

Meeting Date:	04/05/2016
Submitted For:	Jeff Hessenius	Submitted By:	Jeannie Sgroi, Contracts Administrator
Department:	Finance
Fiscal Year:	2016	Budgeted?:	Yes
Contract Dates Begin & End:	04-06-16 to 04-05-19	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information

Request/Subject

Purchase of a 3-year service plan with Stanley Convergent Security Solutions.

Background Information

Stanley Convergent Security Solutions (Stanley CSS) provides the security access card control system for the doors at all Gila County locations.

Evaluation

The access control systems at some of the Gila County facilities are over ten years old. As equipment is aging, staff is finding there are increasing quantities of service issues and associated replacement costs. Staff asked Stanley to provide a quote for a 12-month service plan (attached) and a 3-year service plan (attached). By purchasing a 3-year service plan with Stanley CSS, Gila County will experience a savings in service plan costs of $6,684 per year in comparison to purchasing an annual service plan, as well as be able to budget costs associated with repairs. A service plan will keep systems in optimal condition for the lifetime of the service plan term, preventing massive replacement costs that will occur due to the age of the systems.

The service plan will cover all instances of access control failure that occurs between 8 A.M. to 5 P.M., Monday through Friday. Should service calls take place outside of those hours, standard after-hour costs will apply. The attached service plan quotes a monthly cost for service to all systems in operation by Gila County at $1,603. That translates into an annual cost of $19,236, and a 3-year cost of $57,708.

While there are other manufacturers that can produce similar installed products, it would be cost prohibitive to change the hardware and software at this time. Stanley's BASIS products and software is a sole source product. The equipment and software is manufactured, sold and distributed exclusively by Stanley CSS. There are no dealers or agents authorized to represent these products. With the feature sets of BASIS, Stanley warrants that no other items or products are available for purchase that would serve the same purpose or function and there is only one price for the above-named product because of exclusive distribution and marketing rights.

Conclusion

Staff feels it will be beneficial to purchase a 3-year service plan with Stanley CSS to save on costs between a 3-year service plan versus a 1-year service plan, and to keep the access control systems in optimal condition for the lifetime of the service plan term.

Recommendation

It is the recommendation of the Finance Division Director and the Public Works Division Director that the Board of Supervisors approve purchasing a 3-year service plan with Stanley CSS for the various access control systems installed at Gila County facilities.

Suggested Motion

Information/Discussion/Action to approve purchasing a 3-year service plan with Stanley Convergent Security Solutions to cover all instances of access control failure on all BASIS access control systems at various Gila County facilities for an annual amount of $19,236 and a 3-year cost of $57,708. (Jeff Hessenius/Steve Sanders)

Attachments
Service Agreement No. 022616-Stanley Convergent Security Solutions
36 month Plan Rates
12 month Plan Rates
Approval as to Form