Title
Security and Access Control Project - RFP 18-ADM-059 - Requirements Contract (Ordinance S-46991)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Climatec, LLC to provide Security Management and Access Control Systems for citywide facilities and critical infrastructure sites. Further request authorization for the City Controller to disburse all funds related to this item. The aggregate contract value will not exceed $25.5 million including applicable taxes over the life of the contract.
Report
Summary
The Public Works Department manages Security and Access Control Systems to maintain Citywide facilities and critical infrastructure sites using Lenel Diamond II, Andover Continuum, and Compass Windows Downloader. These systems are used as the platform to provide access control and intrusion detection hardware, software, and badge administration throughout the City. The current Access Control and Intrusion Detection systems managed by Public Works support approximately 2,224 card readers, 4,122 alarm panels, 15,000 badges, 400 access groups, and 100 time schedules. These systems also link to the parking garage database that is used to support access for employees, fleet vehicles, and a small group of non-City employees including contractors, and Board and Commission members.
Currently, the City uses multiple security systems to maintain badge access and security controls throughout the City. These systems are now obsolete with limited system functionality to keep up with ever-growing security needs. In recent years, Public Works has experienced system performance issues and intermittent failures based on the aged security infrastructure. The hardware in the current system has been discontinued by vendors which results in potential delays for maintenance and service repairs due to limited parts availability. The replacement of the existing security and access control systems is vital to safeguard City assets and comply with current industry security requirements. The new system will meet encryption levels set by the Department of Defense and includes the use of smart cards and interactive mapping to improve response times. Moving to a new security system will provide the City a more stable environment and system redundancy.
Procurement Information
A two-phased procurement process was used to identify the recommended vendor to replace the obsolete Security and Access Control Systems as noted:
Phase I- Request for Information (RFI) process to select product manufacturers for access control and the intrusion detection systems. The evaluation panel recommended Software House and Lenel-United Technologies for Access Control Systems and Honeywell International as the proposed manufacturers for the Intrusion Detection Systems to be used in the Request for Proposals.
Phase II- Request for Proposals (RFP) process to select a Prime Contractor to design, test, and implement a fully operable, turnkey badge access and security management system was approved for issuance by City Council on April 17, 2019. The Prime Contractor will provide all professional, technical services including the labor necessary to implement a new replacement system to maintain badge access and security management throughout the City. Request for Proposals 18-ADM-059 was conducted in accordance with Administration Regulation 3.10. Four offers were received by the Procurement Division on July 31, 2019. An evaluation committee of City staff evaluated the offers based on the following criteria requirements (1,000 points possible):
- Project Team (350 points)
- Preferred Experience (200 points)
- Pricing (200 points)
- Proposed Technical Design (75 points)
- Draft Project Management Plan (75 points)
- General Requirements (50 points)
- Preliminary Schedule (50 points)
The evaluation committee determined that two firms were within competitive range and were invited to participate in demonstrations and interviews. This resulted in the evaluation committee reaching a consensus to enter into the Best and Final Offer (BAFO) process. During the final consensus meeting, the evaluation committee recommended contract award to Climatec, LLC (Software House)* be accepted as the highest scored, responsive and responsible offer that is most advantageous to the City.
The finalists and their scores are as follows:
Climatec, LLC (Software House)*: 860 points
Climatec, LLC (Lenel): 848 points
Johnson Controls (Software House): 641 points
Contract Term
The initial contract term is for three years beginning on or about Nov 1, 2020. Provisions of the contract may include an option to extend the term up to two years, to be taken in one-year increments, which may be exercised by the City Manager or his designee.
Financial Impact
The aggregate contract value will not exceed $25.5 million including applicable taxes over the life of the contract. Funds are available in the Public Works Department's Capital Improvement Program budget for this project using excise tax bond funds. The Finance Department received City Council approval on May 1, 2019, to issue bonds for the replacement of the Security Management and Access Control Systems.
Concurrence/Previous Council Action
The Public Works Department received City Council approval to issue the RFP at the April 17, 2019 Formal Meeting.
Department
Responsible Department
This item is submitted by Deputy City Manager Karen Peters and the Public Works Department.