For City Council Meeting [September 10, 2019]
TO: Honorable Mayor and City Council
APPROVAL: Rod Foster, City Administrator
FROM: Sean Grayson, Acting Public Works Director
Title
Request City Council to Approve a First Amendment to the Contract Services Agreement with Securitas Electronic Security, Inc. in the amount of $89,210.94 for Annual Access and Intrusion Alarm System Monitoring, Maintenance and Repair Services for Fiscal Year 2019/2020.
(ACTION)
Body
BACKGROUND
On June 5, 2007, City Council awarded a contract to HBE for the installation and monitoring of a City-wide security system. After 2007, HBE completed several projects as part of the City’s overall security upgrade activities.
In December 2010, Kratos Public Safety & Security Solutions, Inc. (Kratos) acquired HBE. On August 9, 2011, City Council approved Kratos as a Sole Source provider for security systems as part of the efforts to ensure continuity and maintain high security standards. The distinction for standardization reasons continue to exist as included in Attachment No. 1.
Securitas Electronic Security, Inc. acquired Kratos Public Safety & Security, Inc. and has had a name change in 2018/2019. A copy of the CSA between the City of Rialto and Securitas Electronic Security, Inc. is included as Attachment 1.
The Contract Services Agreement (CSA) with Securitas for annual access and alarm intrusion alarm system monitoring, maintenance and repair services expired on June 30, 2019.
ANALYSIS/DISCUSSION
During Fiscal Year 2018/2019, Staff and Securitas added access and intrusion alarm system monitoring to the following City Facilities:
• Finance Building - Front counter surveillance video monitoring replacement
• Metrolink Station - Repairs to the station alarm system
• Waste Water Treatment Plant - Repairs to the front gate access
The above repairs were due to out of date equipment and non-communication to the City’s servers via traditional hardline wiring. The less expensive and more secure method was cellular communication, which was not originally included in the yearly monitoring costs. These additional costs are listed in the Financial Impact section of this report.
Additionally, in Fiscal year 2019/2020, the following buildings will have access and intrusion alarm system monitoring added, once construction is completed:
• Rialto Resource Center - Access and intrusion alarm monitoring.
• Temporary Fire Station 205 - Access and intrusion monitoring for temporary quarters and apparatus bay
Additional projects can be added to the program. The proposed integrated security cameras and monitoring of the waster waste water treatment facility can be implemented and maintained by Securitas should the pending security plan suggest the need.
The City had selected the Gold-level service plan, which includes same day maintenance and repair services 24-hours a day with annual preventative maintenance inspections, annual alarm monitoring, and a manufacturer software support agreement. The City has used this plan for many years and is satisfied with its results.
Staff has been satisfied with the Contractors performance and recommends that the City Council approve the first amendment to the CSA with Securitas Electronic Security, Inc., exercising the first of the City’s four (4) optional one (1) year extensions for annual access and intrusion alarm system monitoring, maintenance and repair services. The extension will cover services rendered for Fiscal Year 2019/2020 beginning July 1, 2019 through June 30, 2020.
The proposed first amendment is included as Attachment 2 and reflects the proposed changes in the contract. A copy of the Disclosure Form is included as Attachment 3.
ENVIRONMENTAL IMPACT
Approval of the security system maintenance and monitoring services is not a “Project” as defined by the California Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a “Project” means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. According to Section 15378(b), a Project does not include: (5) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY
Authorizing the Purchase Order for annual access and intrusion alarm monitoring, maintenance and repair services complies with the following City of Rialto General Plan Goals and Policies:
This action is consistent with Guiding Principle 3A in the General Plan:
Our City government will lead by example, and will operate in an open, transparent, and responsive manner that meets the needs of the citizens and is a good place to do business.
LEGAL REVIEW
The City Attorney has reviewed and supports this staff report and the Contract Services Agreement.
FINANCIAL IMPACT
Operating Budget Impact:
Funds are budgeted and available in the Facility Maintenance Fund Account No. 770-500-7302-2011 for $89,210.94 for year two (2) of the optional five (5) year contract for security alarm system monitoring and maintenance. The chart below shows the additional work that has been accomplished and upcoming in FY2019/2020.
The second year contract costs for security alarm system monitoring and maintenance is $78,304.63. Total costs with the additional and future locations is $10,906.31, totaling $89,210.94 for year two.
Capital Improvement Budget Impact:
This is an annual maintenance contract for existing infrastructure and has no impact of the Capital Improvement Budget.
Licensing:
A Business License application and payment of a Business License tax at the Professional Service rate for $154 will be paid by the vendor prior to execution of the Contract Service Agreement.
RECOMMENDATION
Staff recommends that the City Council Approve a First Amendment to the Contract Services Agreement with Securitas Electronic Security, Inc. in the amount of $89,210.94 for Annual Access and Intrusion Alarm System Monitoring, Maintenance and Repair Services for Fiscal Year 2019/2020.