Title
MOTION TO APPROVE THE FIRST AMENDMENT TO THE AGREEMENT FOR THE INSTALLATION OF THE POLICE DEPARTMENT’S ACCESS CONTROL SYSTEM WITH SAFEWARE, INC., INCREASING THE AGREEMENT BY $228,974.13 FOR THE PURCHASE AND INSTALLATION OF MILESTONE VIDEO CAMERA RECORDING SERVERS AND THE ADDITION OF UPGRADES TO THE ACCESS CONTROL SYSTEM, INCLUDING ENHANCED ENCRYPTED ACCESS CARDS AND CARD READERS, UTILIZING PRICING ESTABLISHED BY 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 Ordinance 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. 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."
- Section 35.28 of the City's Code of Ordinances is titled "CHANGE ORDERS."
- Section 35.28(B) states that "Notwithstanding the provisions of (A) above, the City Manager is not authorized to approve a change order without authorization of the City Commission where the initial purchase required the City Commission's approval and where the sum of all change orders issued under the contract exceeds 5% of the original contract amount or $25,000.”
SUMMARY EXPLANATION AND BACKGROUND:
1. On June 1, 2022, the City Commission approved to enter into an agreement with Safeware, Inc., utilizing OMNIA Partners, Public Sector (formerly U.S. Communities Government Purchasing Alliance) Contract # 4400008468, for the purchase and installation of a new access control system (ACS) in the amount not to exceed $122,610.17, for the following Police Department Buildings:
- East PD (HQ) - 9500 Pines Blvd., Pembroke Pines FL 33024
- West PD - 18400 Johnson Street, Pembroke Pines FL 33029
- Training Facility - 1201 SW 208 Avenue, Pembroke Pines FL 33029
2. The scope of work included:
- Converting the Police Department (PD), Garage behind PD, Training Center and West PD to a standalone Lenel access control system (ACS).
- In addition to the hardware conversion and configuration, the following services and items were also included:
(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
3. The City utilized the OMNIA contract # 4400008468, which was awarded to Safeware, Inc. for Public Safety and Emergency Preparedness Equipment and Related Services by Fairfax County, Virginia, as the lead agency for OMNIA Partners cooperative purchasing organization, on June 7, 2018. The OMNIA Partners Public Sector contract has an initial five-year term from October 1, 2018 to September 30, 2023.
4. The Police Department is requesting to enter into the first amendment to the agreement with Safeware Inc., increasing the contract by $228,974.13, for a total contract price of $351,584.30.
5. The scope of the first amendment includes two portions of the project. The first portion of the project is the purchase and installation of new Milestone recording servers to manage and record 111 channels of HD Video from Cameras utilizing Milestone VMS, in the amount of $117,496.64, for the 4 following sites:
- East PD (HQ) - 9500 Pines Blvd., Pembroke Pines FL 33024
- West PD - 18400 Johnson Street, Pembroke Pines FL 33029
- Training Facility - 1201 SW 208 Avenue, Pembroke Pines FL 33029
- PD Barn - 5850 SW 193 Way, Pembroke Pines FL 33029
In addition, the second portion of project is for $111,477.49 and includes, but is not limited to various upgrades; such as 141 new Blue Diamond mobile ready card readers which will encrypt data to and from server(s), 900 new higher encrypted access cards (300 of which are allocated to the Fire Department), 3 additional client licenses, 2 training seats for Police Department personnel, etc.
6. Motion to approve the first amendment to the agreement for the installation of the Police Department’s Access Control System (ACS) with Safeware, Inc., increasing the agreement by $228,974.13 for the purchase and installation of Milestone video camera recording servers and the addition of upgrades to the ACS, including the addition of enhanced encrypted access cards and card readers, utilizing pricing established by Omnia Partners, Public Sector contract # 4400008468, pursuant to Section 35.18(C)(6) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $228,974.13.
b) Amount budgeted for this item in Account No: $117,496.64 is budget in account # 001-521-3001-664400-0000-000-0000 (Other Equipment) for the Milestone Recording Server portion of the project, while $111,477.49 is budgeted in account # 001-521-3001-664060-0000-000-0000 (Physical Control System) for the Blue Diamond ACS upgrade portion of the project.
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.