HomeMy WebLinkAbout(0083) M&C 19-0007City of Fort Worth,
Mayor and
Texas
Council Communication
DATE: 08/06/19 M&C FILE NUMBER: M&C 19-0007
LOG NAME: 13PSECURITY AND SURVEILLANCE SYSYEM
SUBJECT
Authorize Non -Exclusive Purchase Agreements with Five Vendors for New and Replacement Physical Security Equipment, Software and Support
for the Information Technology Solutions Department, Using Cooperative Contracts for a First Year Cost of $3,502,042 with Four Annual Options to
Renew in an Amount Not to Exceed $1,549,489 for a Total Authorization of $9,699,998.00 (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize non-exclusive Purchase Agreements with Sigma Surveillance, Inc. dba STS360, Datavox, Inc.,
Ener-Tel Services I, LLC, Aegis Control and Security Integration, L.P. dba Knight Security Systems, LLC, Convergint Technologies LLC. This
agree will cover new and replacement surveillance, access, intrusion, hardware, technology, maintenance and support services, software and other
related equipment services from the specified vendors. City departments will utilize this agreement for the installation and replacement
of Security equipment in City -owned or leased facilities using cooperative contracts. The first -year includes a cost of $1,952,553 for the initial
replacement of outdated equipment, software and maintenance for new construction and new implementation at existing locations. The initial term
of the agreement is one-year with four options to renew in an amount not to exceed $1,549,489 each year for a total authorization of
$9,699,998.00. The Vendors and associated cooperative contracts are as follows:
VENDOR
CONTRACT INFORMATION
CONTRACT
END DATE
Sigma Surveillance, Inc
BuyBoard No.574-18-Fire and Security Systems and
November 30,
dba STS360
Monitoring Services
2021
DIR-TSO-3459 Security Surveillance Products and
June 16, 2020
Related Services
DIR-TSO-3737 Security Surveillance Products and
Datavox, Inc
Related Services
December 28,
2020
TIPS Contract No. 170306 Technology Solutions,
Products and Services
May 26, 2020
DIR-TSO-3687 Security Surveillance Products and
Ener-Tel Services, LLC
Related Services
December 21,
2020
Aegis Control and
DIR-TSO-3430 Security Surveillance Products and
Security Integration, L.P.
Related Services
April 29, 2020
dba Knight Security
Systems, LLC
GSA-07F-0191 W Total Solutions for Law Enforcement,
January 31,
Security, Facilities Management, Fire, Rescue,
2020
Clothing, Marine Craft and Emergency/Disaster
Response
DIR-TSO-3537 Security Surveillance Products and
August 2,
Convergint Technologies
Related Services
2020
LLC
OMNIA Contract-R170502 Security Systems Services
June 30, 2020
DISCUSSION:
The City began working with Sentinel in 1989 to install intrusion alarms. In 2012, the city accepted Sentinel as a sole source provider for Bosch
hardware and software services for the North Texas area after receiving a letter from Bosch stating their position. The current contract expires on
September 30, 2019.
The City of Fort Worth has approximately 215 buildings with controlled access and/or video surveillance. These locations utilize software and
hardware that is outdated and will need to be upgraded to enhance protection of our citizens and employees. Additional locations have been
identified as needing to improve existing security measures including libraries, fire stations, and community centers. New construction sites will
also require enhanced security.
The City advertised and solicited proposals from potential vendors to elicit a formal response for security solutions through the Request for
Proposal (RFP) RFP-18-0429. Only one vendor responded and the proposal was rejected (M & C P-12283). The City requested the submission
of offers, in response to specification within the scope of service, through the Request for Offers (RFO) process. The City received five (5)
proposals from industry vendors who participate in approved cooperative agreements to ensure continued competitive pricing and best value for
the City. ITS will use the purchase agreements to migrate the existing security software to an enterprise based solution, replace the existing
control panels with commodity panels, replace analog cameras with IP cameras, and centralize the video service which will eliminate the need for
localized DVR records.
Members of Property Management and the Marshals from Municipal Courts will serve as a review committee for all security requests. The review
committee will consider all requests for replacement equipment and new installations from the departments to ensure physical security standards
and facility perspectives are maintained to standards.
PRICE ANALYSIS - The Interlocal Purchasing System (TIPS) , Texas Department of Information Resources (DIR), The Texas Association of
School Boards(TASB) , OMNIA Partners and U.S. General Services Administration(GSA) contracts offer fixed discounts. Staff reviewed the
pricing and found pricing to be fair and reasonable.
COOPERATIVE PURCHASE - State law provides that a local government purchasing an item under a Cooperative Purchasing Agreement
satisfies any state law requiring that the local government seek competitive bids for purchase of the item. The TIPS, DIR, TASB, GSA, and OMNIA
Partners contracts were competitively bid to increase and simplify the purchasing power of government entities across the State of Texas.
M/WBE OFFICE - A MBE/SBE goal is not assigned when purchasing from an approved purchasing cooperative or public entity
SUCCESSOR CONTRACTS - To facilitate planning and budgeting, Staff would prefer to have annual Agreements that align with the Fiscal Year.
However, the TIPS, DIR, GSA ,TASB and OMNIA Partners Agreements are out of alignment with the City's Fiscal Year and the current terms will
expire on the dates included above. In order for these Agreements to align with the City's Fiscal Year, adoption of this Mayor and Council
Communication (M&C) technically authorizes (i) a series of Purchase Agreements, each of which will align to a term of the DIR, TIPS, TASB ,
GSA and OMNIA Partners Agreement to ensure legal authority exists for the contract, and (ii) an annual spend amount, future years of which would
be subject to City Council appropriation. In the event that a Cooperative Agreement is not renewed, Staff would cease purchasing at the end of the
last Purchase Agreement coinciding with the valid Cooperative Agreements. If the City Council were to not appropriate funds for a future year, Staff
would stop making purchases when the last appropriation expires, regardless of whether the then -current Purchase Agreement has expired.
The City will initially use TIPS Contract No. 170306, DIR Contract No. DIR-TSO 3459,3737, 3687, 3430, 3467, 3537, OMNIA Partners Contract
No.R170502 and GSA Contract GS-07F-0191 W to make purchases authorized by this M&C. As noted, TIPS Contract No. 170306 expires on
May 26, 2020, OMNIA Partners Contract No R170502 expires June 30, 2020, DIR Contract DIR-TSO-3459 expires June 16, 2020, 3737 expires
December 28, 2020, 3687 expires December 21, 2020, 3430 expires April 29, 2020, 3467 expires in August 15,2020, 3537 expires August 2,
2020, GSA Contract GS-07F-0251 N expires January 31, 2023 and GS-07F-01 91W expires January 31, 2020. If TIPS,DIR, TASB, GSA and
OMNIA Partners Contracts are extended, this M&C authorizes the City to purchase similar equipment and supplies under the extended contracts. If
TIPS, TASB, DIR, GSA and OMNIA Partners Contracts are not extended, but TIPS,TASB, DIR, GSA and OMNIA Partners execute new
cooperative contracts with Sigma Surveillance, Inc. dba STS360, Datavox, Inc., Ener-Tel Services, LLC, Aegis Control and Security Integration,
L.P. dba Knight Security Systems, LLC, Convergint Technologies LLC and with substantially similar terms as TIPS Contract No. 170306, DIR
Contract No. DIR-TSO 3459,3737, 3687, 3430, 3467, 3537, OMNIA Partners Contract No.R170502 and GSA Contract GS-07F-0191 W, this
M&C authorizes the City to purchase the equipment and supplies under the new contracts.
ADMINISTRATIVE CHANGE ORDER -An administrative change order or increase may be made by the City Manager up to the amount allowed by
relevant law and the Fort Worth City Code and does not require specific City Council approval as long as sufficient funds have been appropriated.
AGREEMENT TERM - Upon City Council's approval, these Agreements will commence upon execution by both parties and continue, in
accordance with the terms and conditions of respective cooperative contracts or applicable successive contracts for the same services
RENEWAL OPTIONS -This Agreement may be renewed for in accordance with the Cooperative Contracts or applicable successive Cooperative
contracts for the same services according to the cooperative agreement at the City's option. This action does not require specific City Council
approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term.
First Year Initial Outlay $1,952,553.00
New implementation, new construction and
$1,549,489.00
maintenance
Year 1 Renewal
New implementation, new construction and
$1,549,489.00
maintenance
Year 2
New implementation, new construction and
$1,549,489.00
Renewal
maintenance
Year
New implementation, new construction and
$1,549,489.00
Renewal
maintenance
Year Renewal
New implementation, new construction and
$1,549,489.00
maintenance
Not to Exceed
$9,699,998.00
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies that funds are available in the current capital and operating budget, as appropriated, and that prior to an
expenditure being made, the Information Technology Solutions Department has the responsibility to validate the availability of funds.
Submitted for City Manager's Office bT. Kevin Gunn 2015
Originating Business Unit Head: Roger Wright 2230
Additional Information Contact: Roger Wright 2230