SR-09-24-2013-3IeA
City of City Council Report
Santa Moniea"
City Council Meeting: September 24, 2013
Agenda Item: 31
To: Mayor and City Council
From: Jory Wolf, Chief Information Officer
Subject: Maintenance Agreement for the Public Safety Facility Access Control
System.
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a sole source Maintenance Agreement with Deterministic Systems, Inc., a
California -based company, for maintenance of the Public Safety Facility access control
system for a five year term, in an amount not to exceed $300,000.
Executive Summary
The Public Safety Facility utilizes an access control system for facility security and to
control staff and visitor access, as well as inmate movement within the jail. The system
was installed in 2003 when the Public Safety Facility was constructed. The unique
nature of the facility requires a highly customized access control system capable of
supporting jail operations and ensuring proper security controls for other areas of the
facility. A Maintenance Agreement would ensure ongoing operation of the existing
access control system and would not exceed $300,000 for a five -year period. Staff
recommends the Maintenance Agreement be awarded to Deterministic Systems, Inc. as
they are the developers of the customized access control system and the only vendor
capable of providing support.
Background
As part of the design and construction of the Public Safety Facility, the General
Contractor was required to furnish and install an access control system that met
requirements established by the City. The system was implemented in 2003 upon
opening of the Public Safety Facility. The system is comprised of various subsystems
that handle different aspects of security, including CCTV, door controls and intercoms.
The overall system is controlled by a central management system that supports the
advanced functionality of the facility controls, including operation of the jail. The central
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management system consists of various hardware components and custom designed
software developed by Deterministic Systems, Inc.
Upon expiration of the warranty in 2005, the City entered into a Maintenance Agreement
with Deterministic Systems, Inc. for ongoing maintenance and support of the system.
The Maintenance Agreement expired in June 2009. The City has continually paid for
maintenance services on an annual basis via a Purchase Order through Fiscal Year
2012 -13. The parties were otherwise operating under the terms and conditions of the
original Maintenance Agreement. A formal Maintenance Agreement would ensure that
Deterministic Systems, Inc. is held to service levels required by the Police Department
to ensure continuity of operations in the event of a system failure.
The original Maintenance Agreement and purchase orders issued subsequent to the
expiration of the Maintenance Agreement did not individually exceed the $100,000
threshold for Council approval. The requested Maintenance Agreement would exceed
the $100,000 threshold and is now being presented for Council approval.
Discussion
The access control system is a critical component of the operation of the Public Safety
Facility. The system is an integral part of controlling inmate movement within the Jail
and ensures proper security controls for staff and visitor access to the facility. The
system is comprised of various video, audio and network systems that all interface with
the system central management system.
Vendor Selection
The central management system was custom designed and developed for the Public
Safety Facility by Deterministic Systems, Inc. As a result of the proprietary nature of the
design of the central management system, Deterministic Systems, Inc. is the only
vendor capable of providing support for their product. There are no practical
alternatives for ongoing maintenance and support of the system. Replacement of the
system would involve substantial changes to the Public Safety Facility's infrastructure
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and potentially result in capital costs in excess of $1M with ongoing maintenance costs
equivalent to those of the Maintenance Agreement proposed with Deterministic
Systems, Inc. At this time, staff recommends entering into a sole source Maintenance
Agreement with Deterministic Systems, Inc. in order to ensure proper operation of the
customized access control system through June 2018.
Financial Impacts & Budget Actions
The Maintenance Agreement to be awarded to Deterministic Systems, Inc. is for an
amount not to exceed $300,000. Funds are available in the FY 2013 -15 budget in
division 01304. The agreement will be charged to account 01304.533580
(approximately $43,900 annually for FY 2013 -14 and FY 2014 -15).
Prepared by: Eric Uller, Lead Public Safety Systems Analyst
Approved:
0
7 ef fnformat on Officer
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Forwarded to Council:
Rod Gould
City Manager
Reference:
Agreement No. 9802
(CCS)