AGENDA CAPTION:
Title
Consider approval of Resolution 2020-125R, approving a Change in Service to the agreement with Knight Security Systems, LLC for the provision of professional high technology services, maintenance, and equipment related to security at the San Marcos Police Department in the estimated amount of $216,680.33 through the Texas Comptroller of Public Accounts’ Department of Information Resources (“DIR”) program; authorizing the City Manager or his designee to execute the appropriate documents to implement the Change in Service on behalf of the City; and declaring an effective date.
Body
Meeting date: August 4, 2020
Department: Information Technology Department - Mike Sturm, Director (by Lynda Williams, Purchasing Manager)
Amount & Source of Funding
Funds Required: $216,680.33 for FY 2020
Account Number: G608-General-ITequip 50036067-70200, Software Maintenance 21006322-52395
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Fiscal Note:
Prior Council Action: Postponed at June 16th Meeting
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Background Information:
The decision to go with owner-provided security was made prior to seeking approval of the bond funds. The planning and scheduling of the 2017 bond project for the San Marcos Police Department additions and renovations started in early 2018. Planning consisted of evaluating total project costs and the project schedule and phasing for efficiencies and economies. It was decided early on during this process to utilize the City’s existing security system vendor, Knight Security Systems, to participate in the planning and design process. Knight provided surveys for the facility’s existing security systems, recommendations for the existing system upgrades to align with the City’s latest security requirements, and solutions for integrating new security cameras and access control locations for maintaining a secure facility through each phase of construction. Staff believes that it is in the City’s best interest and cost effective to continue with this project plan including amending Knight Security Systems’ contract to provide a turnkey (design, installation, and maintenance) solution to this important part of the overall project plan and schedule.
The design services agreement with KGA Architects does not include the design and specifications for the security system, nor did the recently awarded contract with the general contractor, Trimbuilt, include the installation of a security system. Both contracts clearly stated that the security system would be owner-furnished and installed equipment.
Staff has thoroughly and completely evaluated the alternative option of issuing a request for proposals (RFP) solicitation to obtain the services of a security vendor, and believes it would be cost and schedule prohibitive at this point in the project. Proceeding with an RFP solicitation process would require the City to contract with a design consultant to develop the solicitation plans and specifications and provide construction administration services. The City would be looking at approximately $14,000 of added design and construction administration fees based on recent discussions with multiple design consultants. The design consultant would need at least two months to develop the security plans and specifications so the City’s Purchasing & Contracting Division could publish the solicitation documents. The RFP process would be a minimum of four to five additional months to receive responses, evaluate proposals and present the award recommendation to Council for approval. The earliest the City could realistically have a security vendor under contract through this process is January 2021.
Based on Trimbuilt’s baseline construction schedule, existing security upgrades need to be complete by January 2021 for the integration of the new addition security system infrastructure. The existing security upgrades will take at least three months to complete, requiring the City to have a security vendor under contract and started by September-October 2020 to avoid conflict with Trimbuilt’s critical path schedule of construction. The RFP option presents a conservative four to five-month gap in the overall project schedule and puts the City at risk of delay claims and/or change order pricing to avoid having an insufficient or non-functional security system between the initial phases of construction. The additional design service fees and anticipated coordination issues will negate whatever money the City might possibly save by going through an RFP solicitation process, and most likely cause additional burden to the project budget through claims and change order pricing.
The existing contract 218-058 with Knight Security Systems LLC is being amended to include work directly related to the Police Department renovations and additions. Knight Security Systems will provide and install access control system upgrades, including a new controller and licenses, access-controlled door access and cameras to the customer's existing Video Management system. Servers will also be provided to manage the added hardware. System installation includes hardware, system licenses, and configuration unless otherwise stated.
Council Committee, Board/Commission Action:
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Recommendation:
Staff recommends approval of a Change in Service to the contract with Knight Security Systems, Austin Texas for the estimated amount of $216,680.33.