CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Change Order #1 to Contract 18-012, IDenticard Building Access Control, to Pace Systems, Inc. for an amount not to exceed $81,765 and a total award of $146,015
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
On March 26, 2018, the City Manager awarded Contract 18-012, IDenticard Building Access Control, to Pace Systems, Inc. for a two-year contract for an amount not to exceed $64,250, with consideration for three additional one-year extensions. This contract is managed by the Department of Public Works (DPW) and Naper Settlement. DPW’s portion of the contract is $58,250 and the remaining $6,000 is for Naper Settlement.
As the City and Naper Settlement’s full-service security system services contractor, Pace Security is responsible for services including, but not limited to, repairs, modifications, preventive maintenance, project work, and new installations to the existing IDenticard system.
DISCUSSION:
The Municipal Center Security Improvement Project (SIP) is a new project in the CY18 budget to upgrade the security system to restrict access to department areas. As part of the SIP, DPW conducted a pilot of a video door station with Mag Locks on the glass door entrance to the Human Resource Department in Spring 2018. This work was performed by Pace Systems, which provided the lowest bid during the request for quotes solicitation.
The pilot worked well and the technology will be used for securing the remaining Municipal Center office glass doors in the future. Similar installations on the doors leading to the City Manager's, Mayor's and TED 2nd floor offices will be completed in 2018. The expense for this work is $28,995 and will complete Phase I of the SIP. Phase II will include securing the glass office doors on the 1st floor. Phase II is planned for 2019 at a proposed cost of $17,750.
In addition, as part of the citywide IDenticard system maintenance, staff recently identified the need to upgrade the Premisys software to the current version. An additional $8,625 is needed for this upgrade. The security improvements will be installed at the same time as the upgrade of the software, and Pace will be responsible for ensuring a smooth transition. It is not in the City’s best interest to have different vendors working simultaneously on the building access control system.
Finally, a lightning strike at the Public Works Service Center resulted in severe damage to the building access control system at that building. An additional $26,395 is needed to make these repairs, which includes two complete panel replacements.
Change Order #1 is requested to add the necessary funds to perform the Municipal Center SIP work in 2018 ($28,995) and 2019 ($17,750), upgrade the Premisys software ($8,625) and add additional funds to repair damage from a lightning strike ($26,395) for a total increase of $81,765.
FISCAL IMPACT:
CIP #: N/A
IDenticard Building Access Control Maintenance is expensed to the equipment maintenance and building improvements accounts below. The software upgrade portion of the change order will be expensed to the software and hardware maintenance account below. A total of $30,000 has been budgeted for building access control maintenance in 2018 and an additional $40,000 was budgeted for security improvements at the Municipal Center. The budget overage will be accommodated through savings in other programs. The 2019 budget will be updated to reflect the Phase II security improvement program costs.
|
Account Number |
Fund Description |
Total Budget Amount |
|
16101100-531303 |
General Fund |
$410,800 |
|
16101100-531312 |
General Fund |
$1,786,575 |
|
31341100-551500 |
General Fund |
$140,000 |