Title
MOTION TO APPROVE THE PURCHASE AND INSTALLATION OF AN UPGRADE TO THE CURRENT ACCESS CONTROL SYSTEM (ACS) FROM SAFEWARE, INC. IN THE AMOUNT NOT TO EXCEED $40,866.59, 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 Municipal Security Division is requesting to upgrade the current Lenel Access Control System (ACS) from its current, 32ES version to the PRO version, licensed for up to three hundred and eighty four (384) card readers. In addition, the upgrade includes a one-time Database import to bring the cardholders from the charter schools into the ACS.
2. On May 4, 2022, the City Commission approved the purchase and installation of the Lenel ACS for the Public Services Building (Building 66 located in the Howard C. Foreman Complex).
3. On June 1, 2022, the City Commission approved the purchase and installation of the Lenel ACS for the Police Department's East Station, West Station, and Training Facility.
4. On June 15, 2022, the City Commission approved the purchase and installation of the Lenel ACS for City Hall.
5. The Municipal Security Division obtained a quote in the amount of $40,866.59 from Safeware, Inc. utilizing pricing established by contract # 4400008468.
6. The scope of work includes the upgrade of the current Lenel Access Control System (ACS) from its current, 32ES version to the PRO version. The upgrade also includes a one-time Database import to bring the cardholders from the charter schools into the ACS.
7. There are (88) card readers in City Hall, two (2) card readers in Studio 18, and (24) card readers will be installed in the Public Services Building, for a combined total of one hundred and fourteen (114) card readers. The current Lenel ACS 32ES version is only authorized for sixty four (64) card readers. The Lenel ACS 32ES version cannot support the amount of card readers the City is projected to have.
8. The PRO version is licensed for up to three hundred and eighty four (384) card readers. The PRO version allows for the addition of the approved card readers and future expansion.
9. Request Commission approve the purchase and installation of an upgrade to the current access control system (ACS) from Safeware, Inc. in the amount not to exceed $40,866.59, 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.
Reviewed by Commission Auditor.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $40,866.59
b) Amount budgeted for this item in Account No: 001-513-2002-664060-0000-000-0000-ARPA1 | Physical Control System
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.