Title
MOTION TO APPROVE THE PURCHASE AND INSTALLATION OF A NEW ACCESS CONTROL SYSTEM (ACS) FOR THE CITY OF PEMBROKE PINES POLICE DEPARTMENT FROM SAFEWARE, INC. IN THE AMOUNT NOT TO EXCEED $122,610.17, UTILIZING OMNIA PARTNERS, PUBLIC SECTOR (FORMERLY U.S. COMMUNITIES GOVERNMENT PURCHASING ALLIANCE) CONTRACT # 4400008468, 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 regarding "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. Cooperative purchasing plans are exempt from the competitive procurement process.”
- 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 $25,000, 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 Police Department is requesting to purchase and install a new access control system (ACS) for the following Police Department Buildings:
- East PD (HQ) - 9500 Pines Blvd Pembroke Pines FL 33024
- West PD - 18400 Johnson Pembroke Pines FL 33029
- Training Facility - 1201 SW 208 Ave Pembroke Pines FL 33029
2. On June 7, 2018, Safeware, Inc. was awarded contract # 4400008468 for Public Safety and Emergency Preparedness Equipment and Related Services by Fairfax County, Virginia, as the lead agency for OMNIA Partners cooperative purchasing organization.
3. The OMNIA Partners, Public Sector contract term is for an initial five year period, from October 1, 2018 to September 30, 2023.
4. The Municipal Security Division obtained a quote in the amount of $122,610.17 from Safeware, Inc. utilizing pricing established by contract # 4400008468.
5. The scope of work includes but is not limited to:
- Convert the Police Department (PD), Garage behind PD, Training Center and West PD to a standalone Lenel access control system (ACS). ACS panel hardware at each location will be upgraded, configured and tested for full functionality.
- In addition to the hardware conversion and configuration, the following items have also been included as requested.
(1) Database import
(1) OnGuard User Direct Technical Support for ADV & ADVI systems
(3) Client Licenses
(2) 64-pk of Card Reader Licenses
(1) Lenel ADV Application software
6. Request Commission to approve the purchase and installation of a new access control system (ACS) for the City of Pembroke Pines Police Department from Safeware, Inc. in the amount not to exceed $122,610.17, utilizing OMNIA Partners, Public Sector (formerly U.S. Communities Government Purchasing Alliance) Contract # 4400008468, pursuant to Section 35.18(C)(6) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $122,610.17
b) Amount budgeted for this item in Account No: Not Applicable.
c) Source of funding for difference, if not fully budgeted:
|
Account Coding |
Description |
Increase |
Decrease |
|
001-521-3001-664060-0000-000-0000- |
Physical Control System |
$122,611 |
|
|
001-521-3001-546150-0000-000-0000 |
R&M Land, Building & Improvements |
|
$20,000 |
|
001-521-3001-664023-0000-000-0000- |
Camera |
|
$75,000 |
|
001-521-3001-664221-0000-000-0000- |
Van |
|
$17,611 |
|
001-521-3001-664400-0000-000-0000- |
Other Equipment |
|
$10,000 |
|
|
Total |
$122,611 |
$122,611 |
d) 5 year projection of the operational cost of the project Not Applicable.
e) Detail of additional staff requirements: Not Applicable.
Reviewed by Commission Auditor.
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.