Agenda 07/25/2023 Item #16B 1 (One-time acquisition of proprietary software and upgraded components for the Activu Video Wall)16.B.1
07/25/2023
EXECUTIVE SUMMARY
Recommendation to approve a one-time acquisition of proprietary software and upgraded components for
the Activu Video Wall situated in the Collier County Traffic Management Center in the amount of
$78,830.01 from Activu Corporation, as an exemption from the competitive process, and to authorize staff to
open a standard Board approved purchase order in that amount. (Project 60172).
OBJECTIVE: To upgrade the Activu Video Wall located in the Traffic Management Center ("TMC") located on
Horseshoe Drive.
CONSIDERATIONS: The County acquired its existing Activu Video Wall System equipment in 2017 for
$479,895.25 ($460,000 through a Local Agency Program Agreement with the Florida Department of
Transportation, and $19,895.25 with County funds) from Activu Corporation. The Activu Video Wall equipment is
used in TMC's continuous monitoring of the traffic signal network to determine appropriate responses to
congestion, weather delays, construction, equipment malfunctions, and vehicular crashes. The utilization of traffic
management software assists the TMC to effectively manage over 215 traffic signals throughout the County. Activu
has announced that the current software version will no longer be supported after July of 2024. To maintain a
system that receives regular support, security patches and updates, the upgrade to the new software version is
required. This includes some hardware replacements as well as additional services for database migration, user
authentication, user privileges, recreation of saved templates and in -person staff training.
Staff expects the upgraded technology will extend the service life of the County's video wall for another six to
seven years. The alternative to staff's recommended upgrade would be for the County to spend more than half a
million dollars to replace its current video wall.
Section 8, subsection 9 of Collier County Procurement Ordinance No. 2017-08, as amended provides an exemption
from the competitive procurement process when there is a need to obtain "products or services necessary to
maintain existing warranties and licenses or to maintain compatibility with existing Collier County systems."
Section 4 of the Procurement Ordinance's definition of "sole source" notes that proprietary technology, along with
the warranty concerns, a supplier's unique capability to provide the goods or service, are all reasons to allow for an
acquisition as a sole source; wherein the selection of one particular supplier, to the exclusion of all others, may be
properly used.
Based on the proprietary nature of the Activu Video Wall software applications and components, and the fact that
Activu Corporation is the only company authorized to maintain, repair, and upgrade the equipment, staff is
requesting that the Board approve its recommendation to acquire the upgrade to the Activu Video Wall from Activu
Corporation in the amount of $78,830.01, as a sole source purchase, and authorize staff to issue a standard Board
approved Purchase Order to complete the purchase. TMC staff is attaching the completed Exemptions from the
Competitive Process form, which has been approved by the Procurement Services Division, along with the
Commercial Quote obtained from Activu Corporation to obtain the proprietary upgrade.
FISCAL IMPACT: Funding in the amount of $78,830.01, is available within the Road Construction Gas Tax
Fund (3083), Traffic Signals Project (60172).
GROWTH MANAGEMENT IMPACT: This recommendation is consistent with the County's Growth
Management objectives and produces no negative impact.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote for
Board approval. -SRT
RECOMMENDATION: Recommendation to approve a one-time acquisition of proprietary software and
upgraded components for the Activu Video Wall situated in the Collier County Traffic Management Center in the
amount of $78,830.01 from Activu Corporation, as an exemption from the competitive process, and to authorize
staff to open a standard Board approved purchase order in that amount. (Project 60172).
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16.B.1
07/25/2023
Prepared By: Pierre -Marie Beauvoir, Signal Systems Network Specialist, Transportation Engineering Division.
ATTACHMENT(S)
1. FY23 Exemption Request 134-Activu (PDF)
2. Activu Quote - Collier County TMC (PDF)
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16.B.1
07/25/2023
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.B.1
Doc ID: 25276
Item Summary: Recommendation to approve a one-time acquisition of proprietary software and upgraded
components for the Activu Video Wall situated in the Collier County Traffic Management Center in the amount of
$78,830.01 from Activu Corporation, as an exemption from the competitive process, and to authorize staff to open
a standard Board approved purchase order in that amount. (Project 60172).
Meeting Date: 07/25/2023
Prepared by:
Title: Signal Systems Network Specialist — Transportation Engineering
Name: Pierre Beauvoir
04/18/2023 12:17 PM
Submitted by:
Title: Division Director - Transportation Eng — Transportation Engineering
Name: Jay Ahmad
04/18/2023 12:17 PM
Approved By:
Review:
Growth Management Community Development Department Anthony Khawaja
Transportation Engineering Valerie Fleming
Procurement Services Ana Reynoso
Transportation Engineering Jay Ahmad
Transportation Management Services Department
Transportation Management Operations Support
Additional Reviewer
Level 1 Purchasing Gatekeeper
Additional Reviewer
Jeanne Marcella
Department
Tara Castillo
Facilities Management Juan Delgado Additional Reviewer
Procurement Services Sue Zimmerman Additional Reviewer
Transportation Management Services Department Trinity Scott
Procurement Services
County Attorney's Office
Office of Management and Budget
County Attorney's Office
Community & Human Services
County Manager's Office
Board of County Commissioners
Sandra Herrera
Procurement Director Review
Scott Teach
Level 2 Attorney Review
Debra Windsor
Level 3 OMB Gatekeeper Review
Jeffrey A. Klatzkow Level 3 County Attorney's Office Review
Maggie Lopez
Additional Reviewer
Geoffrey Willig
Level 4 County Manager Review
Geoffrey Willig
Meeting Pending
Additional Reviewer Completed
04/18/2023 12:58 PM
Completed 04/18/2023 1:34 PM
Completed 04/18/2023 1:46 PM
Completed 04/19/2023 7:10 AM
Transportation Management Services
Completed 04/27/2023 10:39 AM
Additional Reviewer Completed
05/03/2023 4:10 PM
Completed 06/06/2023 9:13 AM
Completed 06/12/2023 2:23 PM
Transportation Completed
06/13/2023 3:50 PM
Completed 06/15/2023 1:30 PM
Completed 06/22/2023 9:55 AM
Completed 06/22/2023 12:02 PM
Completed 06/23/2023 9:00 AM
Completed 06/27/2023 9:29 AM
Completed 07/18/2023 9:26 AM
07/25/2023 9:00 AM
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16.B.1.a
CoV:r County
Exemptions from the Competitive Process
Instructions
The following procurement categories may be eligible for exemption from the competitive process based upon the determination
of the County manager or Designee that approval of such an exemption is in the best interest of the County.
Purchases greater than $50,000 will require final approval by the Board of County Commissioners.
Requester Name: Pierre -Marie Beauvoir
Vendor Name: Activu
Division: Transportation Engineering
Item / service: TMC Video Wall Tech Refresh
Budget Year: FY23
Not to Exceed Amount: $80 OOO
Fiscal Year
One time �/
purchase: ❑
Multiple urchases:❑
p p
Requested FY23
Is there agreement ❑
associated
❑ d with this Yes No ✓
date range:
Exemption?
❑ 1. Government Agency/Non-
❑2. Registrations/dues/
❑ 3. Subscriptions/periodicals/
❑ 4. Advertisements
Profit
training
printed materials
05. Utility services — subject
❑ 6. Education/academic
❑ 7. Legal services
❑ 8. Purchases required by
to government control
programs/trainers, speakers
grants/gifts
❑✓ 9.Compatibility/proprietary
❑ 10. Shop estimates on
❑11. Personnel/recruitment
❑ 12. Works of art for public
with current systems
disassembled equipment
services
display
❑ 13. Direct purchases
❑14. Financial instruments
❑15. Entertainment services
❑ 16. Management studies as
for County sponsored events
directed by County Manager
717. Resolution/BCC direction (Indicate resolution number and approval date):
Description of Purchase: Enter a description of the item(s) items that will be purchased under this exemption.
Upgrades and training for Activu Video Wall system components.
Purpose: Describe in detail, the purpose of the requested item(s).
Activu Corporation is the developer of the software applications that drives and controls the Activu Video Wall System and
the only company authorized to maintain, repair, upgrade and provide training on the Activu Video Wall System. The County
is seeking to upgrade to Activu Video Wall located in the Traffic Management Center ("TMC') located on Horseshoe Drive.
We expect the upgraded technology to extend the life of our video wall for another 6-7 years. The alternative to this upgrade
would be for the County to spend more than half a million dollars to replace our current video wall.
Activu Corporation is the manufacturer and only authorized vendor for the Activu Video Wall System and all components.
The Activu Video Wall was purchased through a FDOT LAP Grant (433178-1-98-01) and approved by the Board on May 24,
2016 via contract #16-6679.
Requester: Pierre -Marie Beauvoir
signature: geauvoirPierre Date '202306.0b1y125728 0400'
Date: 6/1 /23
Division Director: Jay Ahmad
Digitally signed by Ahnnaliay
Signature: AhmadJay ate:2023.06.0113:17:38
Date: 6/1 /23
Procurement Strategist:
Signature:
Date:
Procurement Director:
Or designee Sandra Herrera
Si nature: Digitally signed byHerreraSandra
g HerreraSandra Dyb, 2023.060114:41:49_04'00
Date:
For Procurement Use Only:
Approval is contingent upon Board approval and only for upgrade quoted.
❑✓
One time approval
❑One
year approval
❑Multi
-Year Approval:
Start Board Approval End 9/30/23
Revised 06/17/2021
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16.B.1.b
301 Round Hill Drive, Rockaway, NJ 07866 Tel 973.366.5550 Fax 973.625.7775 www.activu.com
Commercial Quote
v09.08.22
Project Name Project Location (City, State) Project No. Quote No. 2022177
TMC Naples, FI. Quote Date 9/2/2020
Collier County, FI Rev. No. 6
Rev. Date 7/14/2023
Project Contact Name Rsm Dennis Nuutinen
Pierre Beauvoir eNG Mark Roy
Collier County Florida
Tech Refresh Backend Components & Uoarade to NEW Vis I ability Software - TMC Only
Proposed System Pricing Summary
Payment Milestones and Notations
Price Quotes are valid for 60 Days.
Sales tax is not included
Display Devices: $2,970.00
Processing and Control Systems: $14,394.23
Cables, Racks, and Power: $1,021.46
Equipment, Hardware and Materials Total: $18,385.69
Engineering, Survey, Installation, and Labor Total: $60,444.32
System Total: $78,830.01
Proposal Price (System Total + Expenses): $78,830.01
Confidential
Activu Quote - Collier County TMC - Backend Refresh and Upgrade to Visability Software-p%4.4023 - DN3 MW Milestones Removed 7/14/2023
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16.B.1.b
Display Devices
Qty. Description
Display Devices
LCD
1 Clarity Matrix G2 Quad Controller
Total Display Devices
Commercial Commercial
Price Price Extended
$2,970.00 $2,970.00
$ 2,970.00
Confidential
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Processing and Control Systems
Qty. Description
Commercial
Commercial
Price
Price Extended
Processing
Display Processing
1 Activu Display Processor Dell 7920 Workstation w/ (2) AMD
$6,304.28
$6,304.28
Graphics Cards/W10 LTSC21/3 Yr Sump.
I/O Cards & Chassis
2 Matrox IPX 4K Capture and IP Decode Board
$1,926.25
$3,852.50
1 QuadHead2Go 4K video wall appliance featuring 1 x
$856.75
$856.75
DP1.2 input, 4 x HDMI outmuts
Keyboard/Video/Mouse (KVM) Interface
d
1 17IN LED BACK-LITE KVM CONSOLE (HD)
$1,176.28
$1,176.28
1 AdderView CATx KVMA Switch 1 Local User 8 Computers
$445.50
$445.50
1 Computer Access Module RJ45 Socket - USB, VGA & Audio (out)
$112.50
$112.50
CL
1 AdderLink X200 USB KVM & Audio Remote User Station
$355.50
$355.50
:3
1 19" Rackmount kit for AVX1008-US
$71.10
$71.10
1 24in wide black FHD IPS LED LCD, narrow bezel, VGA, HDMI, DP
$162.00
$162.00
1 Lenovo Preferred Pro II USB Kevboard - US English
$27.90
$27.90
1 USB Omtical Scroll Mouse
$6.42
$6.42
O
y
Serial Interface Devices
i
1 Moxa 8-port Device Server, 10/100M Ethernet, RS-232/422/485,
$1,023.50
$1,023.50
3
RJ-45, 15KV ESD, 100V or 240V.
+�
Q
m
ti
N
Total Process and Control Systems
v
$ 14,394.23
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3
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Confidential
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Cable, Wire, Racks and Power
Commercial
Commercial
Qty. Description
Price
Price
Extended
Cables, Wire Connectors
4 2ft/0.6m Ultra Flexible HDMI Cable 4K
$9.84
$39.36
8 Mini HDMI to HDMI Cable, M/F - 8"
$13.11
$104.88
7 DisplavPort Cable, 4K, M/M- 6ft
$9.28
$64.96
Bulk Cablinq and Accessories
1 Installation Kit (connectors/blank plates/lacinq bars/rack screws/nuts/ties)
$812.26
$812.26
Total Cab/es, Wires, and Racks
$ 1,021.46
Confidential
Activu Quote - Collier County TMC - Backend Refresh and Upgrade to Visability Software-p%4.$023 - DN3 MW Milestones Removed 7/14/2023
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Commercial Labor Schedule
Design, Engineering, Programming, Survey, On Site Installation, and Training
32 Hours
Senior Project Manager
$202.39
$6,476.48
4 Hours
Project Manager
$153.80
$615.20
4 Hours
Sr Design Engineer
$191.40
$765.60
12 Hours
CAD Programmer
$155.83
$1,869.96
12 Hours
System Build Technician
$116.06
$1,392.72
4 Hours
Programmer - Application (Systems Integrator) - In House
$165.17
$660.68
8 Hours
Programmer II - Application (Sr. Systems Integrator) - In House
$205.47
$1,643.76
44 Hours
On -site Supervisor/Field Project Manager
$167.68
$7,377.92
80 Hours
Programmer II - Application (Sr. Systems Integrator)
$205.47
$16,437.60
44 Hours
Sr Training
$197.34
$8,618.08
39 Hours
Consulting Services
$159.14
$6,249.43
11 Hours
Handling/Packing Costs/Shipping
$83.99
$923.89
$53,031.32
5 Trips Travel Fare (Round trip to $350.00 $1,750.00
16 Days Per Diem $268.00 $4,288.00
11 Days Car Rental $125.00 $1,375.00
$7,413.00
LABOR AND EXPENSES TOTAL:
$60,444.32
Confidential
Activu Quote - Collier County TMC - Backend Refresh and Upgrade to Visability Software -p7a68.@023 - DN3 MW Milestones Removed 7/14/2023
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