Title
Security and Access Control Project Contract - Amendment (Ordinance S-49151)
Description
Request to authorize the City Manager, or his designee, to allow additional expenditures to the Security and Access Control contract with Climatec, LLC (Contract 153752) and an additional one-year extension of the contract term. Further request to authorize the City Controller to disburse all funds related to this item. The additional expenditures will not exceed $6,982,381.
Report
Summary
The Public Works Department manages Security and Access Control (SAC) systems to maintain Citywide facilities and critical infrastructure. These systems provide access control and intrusion detection hardware, software, and badge administration throughout the City. Currently, there are multiple systems in use and they are obsolete with limited system functionality and parts availability. The contract with Climatec, LLC provides for replacement of the existing SAC systems, which is vital to safeguard City assets and comply with current industry security requirements. The current SAC system managed by Public Works supports 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.
The Public Works Department requests additional expenditures to the contract with Climatec, LLC for the technical design, implementation, and integration of the SAC systems for the following sites: 100 W. Washington St. building, Personal Protective Equipment Warehouse, Office of Accountability and Transparency, turnstile installations at Calvin C. Goode and Phoenix City Hall; and the Water Services Department. The additional expenditures and contract extension year will allow for essential conduit work at sites to address capacity. The additional expenditures and contract extension are needed to account for delays and increased costs resulting from the global pandemic's disruptive impact on industry supply chains. Including the new sites, the SAC Project covers approximately 260 City facilities.
Procurement Information
Request for Proposals (RFP) 18-ADM-059 was conducted in accordance with Administration Regulation 3.10. Four offers were received by the Public Works Department on July 31, 2019. An evaluation committee of City staff evaluated the offers based on the following criteria: project team, preferred experience, pricing, proposed technical design, draft project management plan, general requirements, and preliminary schedule. 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 the contract award to Climatec, LLC as the highest scored, responsive, and responsible offer that is most advantageous to the City.
Contract Term
The initial three-year contract term started on or about Nov. 1, 2020, with two option years to be exercised in increments of up to one year, with a contract end date of Oct. 31, 2025. Public Works is seeking an additional contract extension year, with a revised contract end date of Oct. 31, 2026.
Financial Impact
The initial authorization for this agreement was for an expenditure not-to-exceed $25.5 million. This request will increase the authorization of the agreement by an additional $6,982,381, for a new total not-to-exceed agreement value of $32,482,381. Funds are available in the Office of Accountability and Finance Department's operating budgets, and in the Capital Improvement Program budgets for the Phoenix Convention Center, Water Services, and Public Works departments.
Concurrence/Previous Council Action
The City Council approved Contract 153752 with Climatec, LLC (Ordinance S-46991) on Oct. 21, 2020.
Department
Responsible Department
This item is submitted by Deputy City Manager Karen Peters and the Public Works Department.