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SR 04-24-2018 3L City Council Report City Council Meeting: April 24, 2018 Agenda Item: 3.L 1 of 4 To: Mayor and City Council From: Joseph Cevetello, Chief Information Officer, Information Services Department Susan Cline, Director, Public Works Department Subject: Contractual Services Agreement for Facility Security Equipment and Services Recommended Action Staff recommends that the City Council: 1. Authorize the City Manager to negotiate and execute an agreement with Siemens Industry, Inc. (Siemens), a California-based company, facility security equipment, systems and services, including related equipment and supplies in an amount not to exceed $1,500,000 over five years, with future year funding contingent on Council budget approval; and 2. Authorize the City Manager to negotiate and execute an agreement with Siemens for building automation system upgrades and expansion in an amount not to exceed $1,215,847 (including a 10% contingency). These recommended awards are made as an exception to the competitive bidding process pursuant to Section 2.24.080 (b), in a total amount not to exceed $2,715,847. Executive Summary The City utilizes access control and building automation system (BAS) equipment installed at various City facilities to control facility access, mechanical systems, and energy use. These systems require regular maintenance, upgrades, and enhancements to both hardware and software components. To accommodate the necessary repairs and expansion of the facility access control and BAS systems throughout City facilities, staff recommends entering into contracts with Siemens in an amount not to exceed $1,500,000 over five years for access control and in an amount not to exceed $1,215,847 (including a 10% contingency) for building automation systems, which would result in a total amount not to exceed of $2,715,847. For the first year, staff anticipates spending a total of $300,000 on access control and the entire $1,215,847 on BAS equipment and services, for a total first year amount of $1,515,847. Background 2 of 4 The need for facility access control (both internally and externally as needed) and BAS improvements and modifications at City buildings such as the Library, City Hall, Public Safety Facility, and other locations, has grown over the years. The access control requests are the result of retrofits to various areas of City Hall stemming from the construction of the City Services Building and the need to enhance security at City locations. The BAS requests are largely the result of needing additional monitoring and control of additional systems or sites throughout the City. Installation and maintenance of both of these types of systems require the services of certified service experts, such as Siemens, that specialize in such control systems. Discussion Facility Access Control Awarding a multi-year purchase order to Siemens will give staff the flexibility to schedule service calls and projects as needed to complete a significant backlog of pending projects and address new installation requests. Staff is currently working to implement a comprehensive security and access strategy and has identified six priority locations as well as 20 to 30 additional locations where access control should be installed and standardized before the City Services Building (CSB) opens in 2020. Facility Building Automation System The City currently uses a proprietary Siemens Industry BAS to monitor and control the mechanical systems and energy usage at six existing facilities (Public Safety Facility, City Hall, Ken Edwards Center, Parking Structure 6, Annenberg Beach House, Pico Library) and is scheduled to add two additional sites as part of their new construction (City Services Building and Fire Station 1). A portion of the hardware and software from the existing system has reached the end of its useful life, is no longer supported by Siemens, and must be replaced. In addition to these necessary repairs, staff recommends expansion of the system by installing and equipping four additional sites with Siemens BAS controls (Main Library, Virgina Avenue Park Teen and Park Centers, Fire Station 2, Airport Administration Building). 3 of 4 Siemens BAS provides computerized controls and real time graphics to let staff see what is happening with the heating, ventilation, and air conditioning (HVAC) equipment in a building without multiple trips to the site, thereby saving on costly problem determination visits and simplifying maintenance operations. Computerized controls monitor HVAC equipment status and helps in heading off unexpected problems. They also help to maintain even temperatures and humidity levels within the facilities in order to provide measured comfort, which then leads to reduction of overrunning the equipment and hence saving energy. Moreover, running the equipment less and controlling it more efficiently reduces wear and tear, keeps maintenance costs down, and extends equipment life expectancy. The automated fault detection and diagnostics of these newer systems have been found to help reduce downtime and operations and maintenance costs by as much as 30%. Vendor Selection In 2017, National Joint Powers Alliance (NJPA) solicited and issued request for proposals (RFP) #031517 for the procurement of facility security equipment, systems, and services with related equipment and supplies. Upon completion of the RFP process, a contract was established with Siemens, which includes manufacturer volume discounts and rebates for NJPA members, a multi-year contract term, and price verification mechanisms to assure pricing compliance and accuracy. NJPA contracts are supported and widely used by government agencies throughout the United States. As a member, the City of Santa Monica can participate in NJPA contracts. By entering into a contract with Siemens, all pricing would be based on NJPA contract # 031517- SIE. Section 2.24.080 (b) of the Municipal Code allows exception to competitive bid procedures when such competitive bid procedures have already been utilized, such as in purchasing from Federal, State, County, City or special district government agencies, or from cooperative purchasing agencies consisting of such agencies. Financial Impacts and Budget Actions 4 of 4 The agreement to be issued to Siemens for access control is for an amount not to exceed $1,500,000 over five years. Funds for access control related equipment and services are included in the proposed FY 2017-18 budget within departments’ budgets. Budget authority for subsequent years will be requested in each budget for Council approval. Future year funding is contingent on Council budget approval. The agreement to be issued to Siemens for BAS improvements is for an amount not to exceed $1,215,847 (including a 10% contingency). Funds are available in the FY 2017-18 Capital Improvement Program budget in the Public Works Department. The agreement will be charged to the following account: M010085.589000. Prepared By: Ivo Nkwenji, Lead Systems Analyst, Information Systems Approved Forwarded to Council Attachments: A. OAKS Initiative Form Siemens REFERENCE: Agreement No. 10666 (CCS) & Agreement No. 10667 (CCS)