Title
MOTION TO AWARD IFB # TS-22-05 "CAMERAS" IN THE FOLLOWING AMOUNTS TO THE MOST RESPONSIVE/RESPONSIBLE BIDDERS SHOWN BELOW:
INTEGRATED SECURITY SYSTEMS, INC. NOT TO EXCEED $105,763.74
ER TECH SYSTEMS GROUP, INC. NOT TO EXCEED $72,975.80
BRYANT INTEGRATED TECHNOLOGIES, INC. NOT TO EXCEED $40,500.00
SANDOVAL CUSTOM CREATIONS, INC. NOT TO EXCEED $28,960.00
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.15 defines an Invitation for Bid as “A written solicitation for competitive sealed bids with the title, date and hour of the public bid opening designated therein and specifically defining the commodities or services for which bids are sought. The invitation for bid shall be used when the city is capable of specifically defining the scope of work for which a service is required or when the city is capable of establishing 15 precise specifications defining the actual commodities required. The invitation for bid shall include instructions to bidders, plans, drawings and specifications, if any, bid form and other required forms and documents to be submitted with the bid.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(A) states, "A purchase of or contracts for commodities or services that is estimated by the Chief Procurement Officer to cost more than $25,000 shall be based on sealed competitive solicitations as determined by the Chief Procurement Officer, except as specifically provided herein."
- Section 35.19 of the City's Code of Ordinances is titled "SEALED COMPETITIVE BIDDING PROCEDURE."
- Section 35.19(A) states "All sealed competitive solicitations as defined in § 35.18 shall be presented to the City Commission for their consideration prior to advertisement."
- 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. On May 18, 2022, the City Commission authorized the advertisement of IFB # TS-22-05 “Cameras”, which was advertised on May 26, 2022.
2. The purpose of this solicitation was to provide the requested cameras, routers, and NEMA enclosures. A portion of the requested cameras is intended to replace older models currently in use that have become obsolete. The remainder of the request is intended to add surveillance at the fuel master stations. The City anticipates utilizing America Rescue Plan Act (ARPA) Funds, thus this project followed Federal Procurement guidelines.
3. On June 14, 2022, the City opened eight proposals from the following vendor(s) (listed in alphabetical order):
|
Vendor |
|
B&H Foto & Electronics Corp. |
|
Bryant Integrated Technologies, Inc. |
|
ER Tech Systems Group, Inc. |
|
Focus Camera, LLC |
|
Gerelcom Inc. |
|
Integrated Security Systems, Inc. |
|
ODP Business Solutions, LLC |
|
Sandoval Custom Creations, Inc. |
4. The Technology Services Department decided to split the award to the lowest vendors by line item as follows:
Vendor 1: Integrated Security Systems, Inc
Total: $105,763.74
|
Items |
Part Number |
QTY |
Unit Price |
Total Cost |
|
Axis Camera |
P1455-LE |
24 |
$377.72 |
$9,065.28 |
|
Axis Camera |
Q1798-LE |
8 |
$1,134.42 |
$9,075.36 |
|
Axis Camera |
Q3819-PVE 180° |
30 |
$1,260.54 |
$37,816.20 |
|
Axis Camera |
Q6100-E |
2 |
$1,008.30 |
$2,016.60 |
|
Axis Camera |
Q6315-LE PTZ |
9 |
$1,891.13 |
$17,020.17 |
|
Axis Camera |
M2036-LE MK II |
38 |
$251.60 |
$9,560.80 |
|
Axis Camera |
P3719-PLE 360° |
9 |
$1,008.30 |
$9,074.70 |
|
Axis Camera |
D2110-VE Radar |
6 |
$945.25 |
$5,671.50 |
|
Axis Camera |
A8207-VE MK II |
7 |
$882.19 |
$6,175.33 |
|
Cradlepoint AER2200 Mounting kit |
170749-001 |
20 |
$14.39 |
$287.80 |
Vendor 2: ER Tech Systems Group, Inc.
Total: $72,975.80
|
Items |
Part Number |
QTY |
Unit Price |
Total Cost |
|
Verkada Bullet Series CB51-E Camera, 30 days |
CB51-30E-HW |
20 |
$1,119.20 |
$22,384.00 |
|
Verkada Bullet Series CB51-TE, 30 days |
CB51-30TE-HW |
2 |
$1,199.20 |
$2,398.40 |
|
Verkada 3 Year License |
LIC-3Y |
22 |
$399.00 |
$8,778.00 |
|
Cradlepoint AER2200 Power adapter |
170751-000 |
20 |
$32.50 |
$650.00 |
|
Pentair 800 BTU AC unit |
APC-800-T15-110 |
20 |
$1,755.09 |
$35,101.80 |
|
DDB Industries Inner insulation |
OD-INS |
20 |
$114.18 |
$2,283.60 |
|
DDB Industries Cover Plates |
ZP-NDCPP |
40 |
$34.50 |
$1,380.00 |
Vendor 3: Bryant Integrated Technologies, Inc.
Total: $40,500.00
|
Items |
Part Number |
QTY |
Unit Price |
Total Cost |
|
DDB Industries 7RU outdoor NEMA 4 Cabinet |
WOD-16DXC |
20 |
$2,025.00 |
$40,500.00 |
Vendor 4: Sandoval Custom Creations, Inc.
Total: $28,960.00
|
Items |
Part Number |
QTY |
Unit Price |
Total Cost |
|
Cradlepoint AER2200 Branch Router |
BA3-2200120B-NNN |
20 |
$1,448.00 |
$28,960.00 |
5. Additionally, Integrated Security Systems, Inc., Sandoval Custom Creations, Inc., and Bryant Integrated Technologies, Inc have completed the Equal Benefits Certification Form and have stated that the "Contractor currently complies with the requirements of this section." ER Tech Systems Group, Inc. has also completed the Equal Benefits Certification and has stated that the "Contractor will comply with the conditions of this section at the time of contract award."
6. Request Commission to award IFB # TS-22-05 “Cameras", be awarded in the following amounts to the most responsive/responsible bidders shown below:
Integrated Security Systems, Inc. not to exceed $105,763.74
ER Tech Systems Group, Inc. not to exceed $72,975.80
Bryant Integrated Technologies, Inc. not to exceed $40,500.00
Sandoval Custom Creations, Inc. not to exceed $28,960.00
Reviewed by Commission Auditor
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $248,199.54
b) Amount budgeted for this item in Account No:
Integrated Security Systems
|
Part Number |
QTY |
Total Cost |
Account Coding |
|
P1455-LE |
24 |
$9,065.28 |
001-513-2002-552650-0000-000-0000-ARPA1 (Non-Capital Equipment) |
|
Q1798-LE |
8 |
$9,075.36 |
001-513-2002-663993-0000-000-0308-ARPA1 (Improvements/Other) |
|
Q3819-PVE 180° |
30 |
$37,816.20 |
001-513-2002-663993-0000-000-0308-ARPA1 (Improvements/Other) |
|
Q6100-E |
2 |
$2,016.60 |
001-513-2002-663993-0000-000-0308-ARPA1 (Improvements/Other) |
|
Q6315-LE PTZ |
9 |
$17,020.17 |
001-513-2002-663993-0000-000-0308-ARPA1 (Improvements/Other) |
|
M2036-LE MK II |
38 |
$9,560.80 |
001-513-2002-552650-0000-000-0000-ARPA1 (Non-Capital Equipment) |
|
P3719-PLE 360° |
9 |
$9,074.70 |
001-513-2002-663993-0000-000-0308-ARPA1 (Improvements/Other) |
|
D2110-VE Radar |
6 |
$5,671.50 |
001-513-2002-552650-0000-000-0000-ARPA1 (Non-Capital Equipment) |
|
A8207-VE MK II |
7 |
$6,175.33 |
001-513-2002-552650-0000-000-0000-ARPA1 (Non-Capital Equipment) |
|
170749-001 |
20 |
$287.80 |
001-513-2002-664074-0000-000-0000-ARPA1 (Fuel Master Upgrade) |
ER Tech Systems Group, Inc.
|
Part Number |
QTY |
Total Cost |
Account Coding |
|
CB51-30E-HW |
20 |
$22,384.00 |
001-513-2002-664074-0000-000-0000-ARPA1 (Fuel Master Upgrade) |
|
CB51-30TE-HW |
2 |
$2,398.40 |
001-513-2002-664074-0000-000-0000-ARPA1 (Fuel Master Upgrade) |
|
LIC-3Y |
22 |
$8,778.00 |
001-513-2002-664074-0000-000-0000-ARPA1 (Fuel Master Upgrade) |
|
170751-000 |
20 |
$650.00 |
001-513-2002-664074-0000-000-0000-ARPA1 (Fuel Master Upgrade) |
|
APC-800-T15-110 |
20 |
$35,101.80 |
001-513-2002-664074-0000-000-0000-ARPA1 (Fuel Master Upgrade) |
|
OD-INS |
20 |
$2,283.60 |
001-513-2002-664074-0000-000-0000-ARPA1 (Fuel Master Upgrade) |
|
ZP-NDCPP |
40 |
$1,380.00 |
001-513-2002-664074-0000-000-0000-ARPA1 (Fuel Master Upgrade) |
Bryant Integrated Technologies, Inc.
|
Part Number |
QTY |
Total Cost |
Account Coding |
|
WOD-16DXC |
20 |
$40,500.00 |
001-513-2002-664074-0000-000-0000-ARPA1 (Fuel Master Upgrade) |
Sandoval Custom Creations, Inc.
|
Part Number |
QTY |
Total Cost |
Account Coding |
|
BA3-2200120B-NNN |
20 |
$28,960.00 |
001-513-2002-664074-0000-000-0000-ARPA1 (Fuel Master Upgrade) |
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.