Meeting Type: BCC Regular Meeting
Meeting Date: 11/21/2023
Item Status: New
From: Huey Hoss Mack, Baldwin County Sheriff
Submitted by: Jessica Parker, BCSO Budget Specialist II
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ITEM TITLE
Title
Sheriff’s Office - Guardian RFID System Agreement Renewal for Guardian RFID Inmate Tracking System for Baldwin County Corrections Center
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STAFF RECOMMENDATION
Recommendation
Approve the Chairman to execute the Guardian RFID System Agreement Renewal between Codex Corporation d/b/a Guardian RFID and the Baldwin County Commission for the purchase of the Guardian RFID Inmate Tracking System for the Baldwin County Corrections Center.
The initial term of this Agreement became effective December 18, 2022, and extends to the first anniversary of the Go-Live Date (the “Initial Term”). After the Initial Term, subject to Section 18(b), this Agreement will be automatically renewed for up to four (4) additional one-year periods (each such period, an “Extended Term”).
This Agreement may be terminated for convenience by either party by providing notice sixty (60) days prior to the end of the Initial Term or the end of any Extended Term, as applicable. Such termination will be effective at the end of such Initial Term or Extended Term, as applicable.
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BACKGROUND INFORMATION
Background: The cost for the Guardian RFID Inmate Tracking System was approved in the 2022-2023 Fiscal Year Budget for Cost Center 52200. This will be a three (3) year contract. This purchase does not have go to out to bid, it is a Sole Source item (see attached sole source letter). The annual renewal fee will be budgeted to line item 52200.5150. This system has been in place since the last contract however an updated contract from Guardian has just been received.
Previous Commission action/date: 03/13/2018 - The Commission approved an Agreement with Guardian RFID.
FINANCIAL IMPACT
Total cost of recommendation: $28,684.00
Budget line item(s) to be used: 52200.5150
If this is not a budgeted expenditure, does the recommendation create a need for funding? No
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
No
Reviewed/approved by: N/A
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? N/A
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: Kim Kelly, BCSO
Action required (list contact persons/addresses if documents are to be mailed or emailed): Email a copy of the agreement to Jessica Parker, BCSO.
Additional instructions/notes: Admin - Mark agreement as Confidential - Do Not Upload. Include in email that no contract reminders will be forthcoming.