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Recommendation to authorize City Manager to execute an agreement, amendments and all related documents with RD Systems, Inc. to provide security and access control systems maintenance and installation services on an as needed basis in an annual amount not to exceed $180,000. The term of the proposed agreement is one year, with automatic renewals up to five additional years, subject to the approval of the City Manager. (Citywide)
DISCUSSION
Currently, the City uses access control and video monitoring systems to provide building security at multiple City facilities, including City Hall. These systems require vendor assistance to provide ongoing maintenance and continual modifications as the City's needs change. Over the past several months, the Technology Services Department has been working with the Long Beach Police Department to modernize these systems, and significant progress has been made to date in this effort. The intent of this initiative is to enhance the City's ability to coordinate access control and security and increase efficiencies in system upkeep.
As part of the City's effort to improve access control management and coordination, Technology Services issued a request for proposals (RFP) for a single vendor to be responsible for all maintenance and installation of access control systems at City facilities. Up to this point, the City has hired various vendors on an as-needed basis to provide maintenance and new installation services. This approach has produced a muddled system that is difficult to repair and upgrade due to inconsistent equipment installation and maintenance standards and lack of accountability when issues arise.
The benefits of using a single vendor include improved customer service from a single point of contact, greater accountability for work performed and subsequent warranty or maintenance issues, 'consistency of maintenance and installation standards, and better coordination of security projects. It will also enhance the Long Beach Police Department's ability to coordinate access control citywide.
A Request For Proposals (RFP) for access control and video monitoring maintenance was issued on September 22, 2008, with three potential candidates responding to the RFP. The selection committee composed of various City departments evaluated the proposals and completed reference checks. As a result, it selected RD Systems, Inc. based on price, responsiveness to the RFP and demonstrated quality customer service.
The term of the proposed agreement is one year, with automatic renewals up to five additional years, subject to the approval of the City Manager. The City or RD Systems may cancel prior to the end of the term with 90 days written notice.
This matter was reviewed by Deputy City Attorney Gary Anderson on January 28, 2009 and by Budget Management Officer Victoria Bell on February 13, 2009.
TIMING CONSIDERATIONS
City Council action is requested on March 3, 2009 in order to ensure timely maintenance of security and access control systems at City facilities.
FISCAL IMPACT
The annual fiscal impact of this agreement is up to $180,000, which includes the installation and maintenance of security and access control systems as needed. Each department will work within existing appropriations when considering using the services to be provided by RD Systems. It is anticipated that there will be an expenditure reduction by moving to a single vendor. The proposed $180,000 amount reflects a material expenditure decrease from previous years. The execution of this agreement will authorize RD Systems as the designated vendor for security and access control system support for all City departments for the agreement term.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
CURTIS TANI
DIRECTOR OF TECHNOLOGY SERVICES
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APPROVED: |
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PATRICK H. WEST |
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CITY MANAGER |