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CC - CONSENT ITEM: Approval of a Five-Year Professional Services Agreement with Enterprise Security, Inc. for On-Call Installation, Maintenance, and Repair of the City’s Hirsch Access Control System in an Amount Not-to-Exceed $308,380.
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Meeting Date: October 23, 2023
Contact Person/Dept: Gary Wansley/Public Works Maintenance Operations
Phone Number: (310) 253-6444
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [ ] No [X]
Attachments: Yes [X] No [ ]
Public Notification: E-Mail: Meetings and Agendas - City Council (10/17/2023)
Department Approval: Yanni Demitri, Director of Public Works/City Engineer (10/11/2023)
RECOMMENDATION
Staff recommends the City Council approve a five-year professional services agreement with Enterprise Security, Inc. for on-call installation, maintenance, and repair of the City’s Hirsch access control system in an amount not-to-exceed $308,380.
BACKGROUND
Access control systems mitigate physical security risks by restricting admission to only those individuals authorized to enter. Restricting access protects people and assets such as property, buildings, and equipment. The Hirsch access control system is an integrated security management system that automatically controls access at facilities, including multi-building campuses. City staff access controlled areas via Hirsch keypad readers at doors and elevators by using their employee badge, key fob, or entering their pin number.
City buildings that utilize the Hirsch access control system include City Hall, Police Station, Fire Station 1, Fire Station 3, Transportation, Public Works Yard, Veterans Memorial Building, Senior Center, Municipal Plunge, and Teen Center. All these locations include various interior and exterior keypads controlling who enters the buildings and various interior spaces. The City began its relationship with Enterprise shortly after the new City Hall was built in 1995. At the time, Enterprise was one of the few vendors that supported the City’s system and since then, they have installed and maintained systems at the 10 facilities.
In 2019, the City entered into a $30,000 contract with Enterprise for on-call installation, monitoring, and repairing the Hirsch access control systems. The contract was first amended to include access control enhancements at the Transportation building adding $16,391, for a new total of $46,391. In 2022, a second amendment extended the contract to June 20, 2023 and increased the total to $50,000 (the administrative maximum allowed), primarily to complete enhancements to the Veterans Memorial Building.
The Hirsch access control system has proven to be a dependable security measure to keep the City’s staff and valuable assets safe. The system effectively monitors access control requests, reporting to Building Engineers whether members of the public are seeking entry into secure areas or if unauthorized individuals are attempting entry into areas they are not allowed to access. Since the entire system is networked, the City’s Building Engineers can remotely program the system and lockdown doors, when necessary, in response to emergencies. The system has proven to be very dependable and cultivates a safe environment for daily operations and in response to potential threats the City may face.
DISCUSSION
Enterprise manufactured systems are proprietary in nature, and their crew are certified technicians who perform the installation and repair activities. Should the Velocity platform be modified or upgraded by a competing security integrator, they will not have the required certification necessary to perform changes and upgrades. Pursuant to Culver City Municipal Code Section 3.07.055.B (when the equipment is a component for equipment or a system of equipment previous acquired by the City and is necessary to repair, maintain or improve the City’s utilization of the equipment), as well as Section 3.07.055.C (since Enterprise is the sole source provider), these services are exempt from the formal bidding process. See Attachment No. 1 Enterprise Security Sole Source Letter.
Enterprise is the only provider and manufacturer of their Velocity platform, and they are the only security integrator authorized to provide support and to maintain the City’s Hirsch system. Enterprise has provided a new proposal containing updated labor rates however, they state they may increase by 5% to 10% annually.
The proposed five-year agreement includes a first-year payment of outstanding invoices incurred after the existing agreement expired, a few one-time projects that are awaiting completion, an overdue software upgrade, and $50,000 set aside to cover other monitoring, changes, and repair services as follows:
Work already completed after June 20, 2023: $ 29,121
Awaiting: City Hall bathroom doors standalone lock upgrades: $ 2,846
Awaiting: City Hall 1st floor Payroll office door - enhancements: $ 3,921
Velocity software upgrade: $ 22,492
Anticipated future work in Fiscal Year 2024 $ 50,000
Total: $108,380
Staff recommends entering into a new five-year agreement with Enterprise effective as of July 1, 2023 as follows:
Fiscal Year 2023/2024: $108,380
Fiscal Year 2024/2025: $50,000
Fiscal Year 2025/2026: $50,000
Fiscal Year 2026/2027: $50,000
Fiscal Year 2027/2028: $50,000
Total: $308,380
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2023-2024 includes sufficient funding in CIP PZ-132 Building Repairs - Account No. 42080000.730100.PZ132 to cover the first year of the Enterprise contract. Future year expenditures will only be incurred if staff obtains approval to do so through the annual budget process.
ATTACHMENTS
2023-10-23-ATT-CC-Enterprise_Security_Sole_Source_Letter.pdf
MOTIONS
That the City Council:
1. Approve a five-year Professional Services Agreement with Enterprise Security, Inc. for on-call installation, maintenance, and repair of the City’s Hirsch access control system in Fiscal Year 2024 in an amount not-to-exceed $108,380, and $50,000 annually in Fiscal Year 2025 through Fiscal Year 2028, for an aggregate amount not-to-exceed $308,380; and
2. Authorize the City Attorney to review/prepare the necessary documents; and,
3. Authorize the City Manager to execute such documents on behalf of the City.