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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). Packet Pg. 266 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) Packet Pg. 267 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 Packet Pg. 268 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 Packet Pg. 269 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 Packet Pg. 270 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 Activu Quote - Collier County TMC - Backend Refresh and Upgrade to Visability Software-p%4.2023 - DN3 MW Milestones Removed 7/14/2023 Packet Pg. 271 16.B.1.b 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 V 2 H c 3 O V L O U m O 3 7 v Q r C d E t v R r a Confidential Activu Quote - Collier County TMC - Backend Refresh and Upgrade to Visability Software -p7a64.R023 - DN3 MW Milestones Removed 7/14/2023 Packet Pg. 272 16.B.1.b 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 Packet Pg. 273 16.B.1.b 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 Packet Pg. 274