Title
MOTION TO APPROVE THE PURCHASE AND INSTALLATION OF THE ACCESS CONTROL SYSTEM UPGRADE FROM SAFEWARE, INC., IN THE AMOUNT NOT TO EXCEED $340,449.48, UTILIZING GOVMVMT CONTRACT #24101-RFP-DST, PURSUANT TO SECTION 35.18(C)(6) OF THE CITY’S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(6) states that “Cooperative purchasing plans are exempt from this section.”
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval".
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $100,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. The City of Pembroke Pines is in the process of upgrading its access control systems to standardize to the Lenel OnGuard platform, replacing the existing IDENTIV Velocity platform. Lenel OnGuard is currently deployed at the Police Department, City Hall, Studio 18, Public Services, and at three charter school campuses: Academic Village, West Campus, and FSU Campus.
East Campus and Central Campus are the only remaining charter school campuses pending completion of this upgrade.
The final phase of access control modernization initiative will enhance K-12 safety and system reliability, streamline technical support and administrative oversight under a single unified platform, and reduce long-term operational risk associated with maintaining multiples access control systems.
The upgrade will also enable consolidated credentialing, allowing authorized personnel and first responders to utilize a single City-issued access card across approved facilities, thereby improving response readiness, efficiency, and security coordination.
2. GOVMVMT is a cooperative purchasing program designed specifically for public sector agencies, including municipalities, counties, school districts, and other government entities. GOVMVMT provides competitively solicited contracts that comply with public procurement requirements, streamlining the purchasing process while delivering cost-effective solutions.
3. On May 2, 2024, Hillsborough County Public Schools (HCPS), Florida, issued solicitation # 24101-RFP-DST for Public Safety and Emergency Preparedness Equipment, and Related Products and Services through the GOVMVMT purchasing cooperative. This solicitation leverages nationwide public agency purchasing power to reduce costs through strategic sourcing.
4. Safeware, Inc. was awarded the agreement for an initial five-year period beginning October 1, 2024, through September 30, 2029, with five (5) one year renewal options.
5. The Technology Services Department obtained a quote from Safeware, Inc. in the amount of $340,449.48 under contract # 24101-RFP-DST. The contract provides for a 41% discount on parts and a 10% discount on labor; however, Safeware’s proposal exceeds these terms by offering a greater discount of approximately 60% on parts and approximately 36% discount on labor, resulting in additional cost savings to the City.
The quoted cost for each campus is as follows:
|
Central Campus |
$198,386.75 |
|
East Campus |
$142,062.73 |
|
Grand Total |
$340,449.48 |
6. Per the proposal, Safeware, Inc. will subcontract installation services to Bryant Integrated Technologies, which will serve as the approved security integration partner for Safeware, Inc
In accordance with Contract # 24101-RFP-DST, Section 5.2.4 - Subcontractors; subcontractors are permitted per this agreement. Additionally, per Section 5.2.4 - Subcontractors: “The Contractor is the prime contractor and fully liable for subcontractor actions. All subcontractors require prior HCPS approval and must comply with all Contractor requirements.”
7. Request Commission to approve the purchase and installation of the Access Control System Upgrade from Safeware, Inc., in an amount not to exceed $340,449.48, utilizing GOVMVMT Contract #24101-RFP-DST, pursuant to Section 35.18(C)(6) of the City Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Amount not to exceed $340,449.48.
b) Amount budgeted for this item in Account No: Funds are available in the following accounts #
001-513-2002-534995-0000-000-0000-00308 (Other Svc - IT)
001-513-2002-552650-0000-000-0000-00308 (Non-capital Equipment)
001-513-2002-552652-0000-000-0000-00308 (Non-capital Software & License)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5-year projection of the operational cost of the project Not Applicable.
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.