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CITY COUNCIL AGENDA ITEM NO. 13

Meeting Date: April 24, 2007

Subject/Title: Adopt a Resolution Approving and Authorizing the City Manager or Designee to Execute a Professional Services Agreement with Ingersoll Rand Security Technologies, for the Security Design, Installation and Related Services for the Civic Center project, in an Amount Not to Exceed $299,450.

Prepared by: Gail Leech, Management Analyst

Submitted by: Karen Chew, Assistant City Manager

RECOMMENDATION
Adopt a Resolution Approving and Authorizing the City Manager or designee to execute a Professional Services Agreement with Ingersoll Rand Security Technologies, for the security design, installation and related services for the Civic Center project, in an amount not to exceed $299,450.

PREVIOUS ACTION
On November 13, 2007, by Resolution No. 2007-269, City Council 1) endorsed the Civic Center Conceptual Plans; 2) endorsed the City Hall and Community Center Building Plans; 3) endorsed the History Walk concept as one of the Required Art Components of the Civic Center; and 4) directed staff to proceed with this project to design development.

On May 27, 2008, by Resolution No. 2008-137, City Council adopted the 2008/09-2012/13 CIP budget, which includes the Civic Center projects.

On June 10, 2008, City Council directed staff to pursue the temporary space for the interim library at the annex building and proceed with this project to design development.

BACKGROUND
Staff has been working with Ingersoll Rand Security Technologies (IRST) on the design for the security system for the Civic Center buildings. Staff contemplated whether to sole source the security contract for the Civic Center, while keeping in accordance with the City’s Purchasing Policy. The Purchasing Policy allows for sole source purchases for unique goods or services that are available from only one source. Therefore, after reviewing the situation with the design architect, a consultant knowledgeable in security systems, we have concluded that a sole source procurement is appropriate for this system based on the facts set forth below in accordance with our Purchasing Policy. Additionally, we have discussed the situation with legal counsel and the Finance Department staff and they agree that the circumstances meet the requirements for a sole source purchase. The basis for this conclusion is as follows:

1. IRST is proposing to install a turnkey security system that ties into and matches the security system already in place at the Police Department (PD). IRST is the only company that provides this system, making their system and services unique. Because we already have this IRST system in place, it is logical to add additional devices from the same manufacturer and it is expandable for planned growth.

2. A relationship with IRST has already been established due to their work with the Police Department. Because of this relationship, the City has negotiated a discounted rate, reducing IRST’s hourly rates by an average of 16% under published rates. Additionally, IRST discounts many Brentwood security standardized equipment by as much as 10%. Staff did due diligence on pricing and have found IRST’s cost to the City to be slightly below industry standard.

3. Because of their previous work with the City, IRST has developed an institutional knowledge of Brentwood and the security system which will translate into savings over the coming years. IRST’s technicians have contributed to the existing state of the security system and have been instrumental in creating the standards that will be utilized in the Civic Center project.

4. The system was designed to give the PD a way to monitor security activities over the City’s network. This cannot be accomplished if we use another access control or CCTV manufacturer. This would require the City spending additional money on purchasing separate DVR software and access control software, which would mean duplicating infrastructure as well as training.

5. Staff training on the IRST system is already in place. This results in a huge savings to the City by avoiding additional training for another manufacturer’s equipment and software.

6. The access controls component of the IRST system that has been specified is a proprietary system that cannot be tied into or with another system without 3rd party software. Again, this additional equipment will complicate the master security system and cause a need for additional training.

7. To date, IRST has performed as designed and their sales/support staff have provided excellent service to the City and the Police Department.

FISCAL IMPACT
The total contract price will not exceed $299,450. The contract is allocated as follows:

New City Hall (CIP # 337-37205): $173,681.00
New Community Center (CIP # 337-37195): $89,835.00
Civic Center Parking Facility (CIP # 337-37196): $35,934.00

The funds associated with this project are included in the adopted 2008/09 – 2012/13 Capital Improvement Program, which includes the three projects shown above.

Attachments:
Resolution
IRST Contract
Exhibit A – IRST Scope of Services


RESOLUTION NO.

A RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH INGERSOLL RAND SECURITIES TECHNOLOGY, FOR THE SECURITY DESIGN, INSTALLATION AND RELATED SERVICES OF THE CIVIC CENTER PROJECT IN AN AMOUNT NOT TO EXCEED $299,450

WHEREAS, staff has been working with Ingersoll Rand Security Technologies on the design for the security system for the Civic Center buildings. Staff contemplated whether to sole source the security contract for the Civic Center in keeping in accordance with the City’s Purchasing Policy. The Purchasing Policy allows for sole source purchases for unique goods or services that are available from only one source; and

WHEREAS, after reviewing the situation with the design architect (and consultant knowledgeable in security systems) we have concluded that a sole source procurement is appropriate for this system based on the facts set forth below. Staff has discussed the situation with legal counsel and the Finance Department staff and they agree that the circumstances meet the requirements for a sole source purchase in accordance with the City’s Purchasing Policy; and

WHEREAS, IRST is proposing to install a turnkey security system that ties into and matches the security system already in place at the Police Department (PD). IRST is the only company that provides this system, making their system and services unique. Because we already have this IRST system in place, it is logical to add additional devices from the same manufacturer and it is expandable for planned; and

WHEREAS, because of their previous work with the City, IRST has developed an institutional knowledge of Brentwood and the security system, which will translate into savings over the coming years. IRST’s technicians have contributed to the existing state of the security system and have been instrumental in creating the standards that will be utilized in the Civic Center project; and

WHEREAS, the system was designed to give the PD a way to monitor security activities over the City’s network. This cannot be accomplished if we use another access control or CCTV manufacturer. This would require the City spending additional money on purchasing separate DVR software and access control software, which would mean duplicating infrastructure as well as; and

WHEREAS, staff training on the IRST system is already in place. This results in a huge savings to the City by avoiding additional training for another manufacturer’s equipment and software; and

WHEREAS, the access controls component of the IRST system that has been specified is a proprietary system that cannot be tied into or with another system without a 3rd party “integrator” software/hardware; and

WHEREAS, to date, IRST has performed as designed and their sales/support staff have provided excellent service to the City and the Police Department; and

WHEREAS, this contract price will not exceed $299,450. The funds associated with this project are included in the 2008/09 – 2012/13 CIP Budget.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood hereby approves and authorizes the City Manager to execute an agreement with Ingersoll Rand Security Technologies for the security design, installation and related services for the Civic Center project in an amount not to exceed $299,450.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 26th day of August 2008 by the following vote:








 
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