TITLE
Recommendation to authorize City Manager, or designee, to increase Blanket Purchase Order Agreement No. BPTS15000028 with RD Systems, Inc., of Tustin, CA, for access control services by $92,000, for a total amount not to exceed $653,172 for the period ending May 31, 2017. (Citywide)
DISCUSSION
City Council approval is requested to increase the existing agreement with RD Systems, Inc., by $92,000, for the period ending May 31, 2017, so that access control, intercom, and monitoring services can be added and/or upgraded for the Financial Management Department Fleet Services Bureau (Fleet Services) and Library Services Department (Library Services) projects. This Citywide Blanket Purchase Order (BPO) is utilized by City departments to provide access control and video monitoring services and maintenance throughout the City.
A formal procurement process was completed in February 2015, to identify the most qualified firm to provide access control and video monitoring services for the City. RD Systems, Inc., was awarded the contract and issued a BPO in May 2015, pursuant to the City Purchasing guidelines, in an annual amount not to exceed $200,000, for a period of three years, with the option to renew for two additional one-year periods at the discretion of the City Manager. The initial BPO to RD Systems was for $180,000. Under the City’s Purchasing guidelines, this did not require City Council approval. On September 1, 2015, City Council approved additional funds in the amount of $181,172 for the period ending May 31, 2016, for the addition of access control, intercom, and closed circuit television capability at the East Police Substation. This change increased the BPO purchasing authority to a total of $361,172 in year one. In June 2016, $200,000 was added to this BPO for the annual increase, bringing the total purchasing authority to $561,172 through year two. The Technology and Innovation Department is requesting approval for an additional $92,000 to complete the Fleet Services and Library Services projects, bringing the total BPO purchasing authority to $653,172 through May 31, 2017.
This matter was reviewed by Principal Deputy City Attorney Gary J. Anderson on September 9, 2016 and by Budget Management Officer Rhutu Amin Gharib on September 19, 2016.
TIMING CONSIDERATIONS
City Council action is requested on November 1, 2016, to ensure that these services for the Financial Management Department (FM) Fleet Services Bureau and the Library Department (LS) can be made in a timely manner.
FISCAL IMPACT
With the increase of $92,000 to this BPO, the total contract costs will not exceed $653,172 for the period ending May 31, 2017. Sufficient funding is budgeted in the Fleet Services Fund (IS 386) in the Financial Management Department (FM) and the General Grants Fund (SR 120) in the Library Services Department (LS). There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
BRYAN M. SASTOKAS
DIRECTOR OF TECHNOLOGY AND INNOVATION
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
GLENDA WILLIAMS
DIRECTOR OF LIBRARY SERVICES
APPROVED:
PATRICK H. WEST
CITY MANAGER