HomeMy WebLinkAbout5/20/2015 - STAFF REPORTS - 2.R. mot p PLM sp9
iy
P
Y N
a
s
. koHw.ao`
"`'R°a`'�p City Council Staff Report
DATE: May 20, 2015 CONSENT CALENDAR
SUBJECT: APPROVE SECURITY SYSTEM DESIGN CONSULTING SERVICES
FROM: David H. Ready, City Manager
BY: Maintenance and Facilities Department
SUMMARY
The Maintenance and Facilities department is requesting the City Council's approval to
enter into an agreement with Guidepost Solutions Inc. to provide the City with
professional security system design services for various city owned facilities.
RECOMMENDATION:
1. Approve a professional contract services agreement in a form acceptable to the
City Attorney with Guidepost Solutions Inc. of Los Angeles, CA to provide
security system design services for various city owned facilities in an amount not-
to-exceed of $48,305 for phase 1.
2. Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
As part of the Measure J projects for FY 2014-15 funding cycle the Maintenance and
Facilities Department requested upgrading, and improving the Security Access Control
System at several City Facilities including City Hall, City Yard, Police Station and four
(4) Fire Stations into door access systems by hiring a security system design firm to
provide professional design services and to prepare the plans and specifications for the
City to use in future solicitations for bids to alarm system contractors.
ITEM NO.
City Council Staff Report
May 20, 2015 — Page 2
Security System Design Services
The Procurement & Contracting Department conducted Request for Proposals (RFP)
08-15 which was posted to the City's website February 19th, advertised twice in the
newspaper, and notice sent to thirteen (13) prospective security system design
consultants. A mandatory site visit of the facilities was conducted with eighteen (18)
firms attending. The City received ten (10) proposals in response to the RFP by the
March 19th due date and time from the following firms: Atriade, Cyberwatch
Communication, Environmental Systems Design, Guidepost Solutions, Jensen Hughes,
Kroll, Security By Design, Triade Consulting System Design Group, TRC Solutions, and
TTG Engineers.
The RFP stipulated three phases and the initial award is for phase one, with the
additional two phases to be added via an Amendment at a future date approved by the
City Manager or his designee based upon the hourly rates negotiated and provided in
the agreement. The first phase will consist of preparing the design, plans and
specifications for bidding of the replacement of the existing software and hardware of
the access control system and upgrading the system to include enhanced security
features and functionality at City Hall, the Police Department, and the City Yard gates.
Phase two will be to expand the upgraded access control system to all of the Fires
Stations and the Animal Shelter. Phase three will be for additional city buildings as
needed as funding is budgeted and approved.
Staff from the Facilities Maintenance, Police, and Information Technology Departments
reviewed and evaluated the 10 proposals received. Evaluations were based on the
qualifications and experience of the firms, work proposal and project understanding,
project schedule, local preference, and cost. Cost proposals ranged from $39,772 to
$115,500, with hourly rates for additional work ranging from $140 to $185. No local
firms responded to the RFP.
Based upon their qualifications and experience, sound understanding of the project,
work proposal and competitive cost proposal of $48,305, staff is recommending
Guidepost Solutions LLC for award. Staff has negotiated a contract with Guidepost
Solutions LLC that is on file in the City Clerk's office. Guidepost Solutions, based in Los
Angeles, has been in business for 30 years and has provided security system
infrastructure design services and solutions for over 60 California cities and counties,
including the cities of Oakland, Sacramento, Richmond and Lincoln, as well as the
County of San Diego and the Clovis Unified School District.
FISCAL IMPACT:
Staff does not currently have an estimate for installation of the security system.
Depending on the scope of system that is designed, the installation may cost $300,000
to $500,000. The current budget consists of City Hall Security Design of $100,000 and
Keyless Entry Fire Station No. 2 of $50,000. Additional funds will be required for
construction of the new systems.
02
City Council Staff Report
May 20, 2015 -- Page 3
Security System Design Services
Funds for these security system design services have been appropriated in the current
Fiscal Year 2014/2015 budget in the following accounts: 260-4500-59454 ($12,077) and
260-4500-59458 ($36,228).
Patrick Sweeney Marcus L. Fuller
Maintenance and Fa ilities Director Assistant City Manager/City Engineer
David H. Ready
City Manager
03