Report to Mayor and City Council
Tuesday, August 06, 2024
Consent
SUBJECT:
Title
CONSIDER APPROVING A PURCHASE AND SERVICE AGREEMENT WITH JOHNSON CONTROLS, INC., TO PURCHASE AUDIO VISUAL SYSTEM MATERIALS FOR PROJECT NO. 1731: CITY HALL BASEMENT /EMERGENCY OPERATIONS CENTER RENOVATION (CITY COUNCIL)
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I. SUMMARY
The City of Carson has received funding from the American Rescue Plan Act to support a variety of projects, including the renovation of the basement, which will house the Emergency Operations Center (EOC) and administrative office space for Public Safety and Emergency Services.
A crucial component of the basement renovation project is the upgrade of the Emergency Operations Center’s Audio-Visual Systems. Staff developed a detailed design-build plan. This plan includes a list of specialized materials, detailed in the Bill of Materials (Exhibit No. 2). The new technology will significantly improve the viewing of visual information, data, and video feeds, enhancing the current systems.
Staff recommends that the City Council approve the procurement of these specialized materials from the Johnson Controls Bill of Materials and award a five-year equipment service agreement (Exhibit No. 1). This agreement will cover software, application, and programming upgrades, technical support, equipment replacement, testing, ongoing preventive maintenance, and extended training.
Competitive bidding was not necessary as per the City’s Municipal Code, since the City was able to leverage the competitive bidding exceptions outlined in Section 2611(g) for cooperative purchasing (Exhibit No. 3).
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. AWARD and APPROVE the proposed Purchase and Services Agreement with Johnson Controls to purchase the specialized materials required for the Emergency Operations Center - Audio Visual Systems and provide five-year of equipment services in the amount not to exceed $1,022,321.75; and
2. AUTHORIZE Mayor to execute the Purchase and Services Agreement following approval as to form by the City Attorney.
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III. ALTERNATIVES
TAKE another action deemed appropriate by the City Council as allowed by law.
IV. BACKGROUND
The City of Carson was awarded American Rescue Plan Act funding to support various projects, one of which is the basement renovation including the Emergency Operation Center (EOC), as well as administrative office space for the Public Safety & Emergency Services (PS/ES) and the Information & Technology (IT) Departments.
Recognizing the critical role these areas play in emergency coordination, the City has prioritized improvements to the basement facilities. The EOC is essential for supporting emergency response, business continuity, and crisis communication efforts. When activated, it serves as a centralized command and control center where various regional agencies can collaborate on fire safety, law enforcement, emergency medical services, and public information dissemination for the community. Additionally, when not in use for emergencies, the EOC will function as a training facility focused on emergency preparedness.
The existing systems and audio-visual capabilities require upgrades due to their age, frequency of use, and advancements in technology. Once the renovations are completed, the facility will be equipped to better prepare for, respond to, and recover from both natural and man-made disasters. To kick-start this process, the City engaged an engineering consultant to conduct a thorough analysis of the needs for the EOC, PS/ES, and IT areas, resulting in a comprehensive conceptual plan that designates office spaces for each department.
As a result, Staff developed a detailed design-build plan, to include a list of specialized materials needed for the installation of state-of-the-art technology. This technology will enhance the viewing of visual information, data, and video feeds, improving the current systems in use. Accordingly, Staff is recommending for City Council to approve the purchase of these specialized materials from the Johnson Controls Bill of Materials and award a five-year equipment service agreement (Exhibit No. 1).
Section 2611(g) of the City’s Municipal Code (“CMC”) allows City, through its Purchasing Manager, to dispense with competitive bidding processes to purchase materials, supplies, equipment, or services by utilizing a cooperative purchasing program engaged in by any local, county, State, or Federal public entity or entities, even if the contracts and implementing agreements entered into by the participating entity or association under those cooperative purchasing programs were not entered into pursuant to a process that resulted in the contract being awarded to the lowest responsible and responsive bidder under CMC 2610(i); provided, that the selected bidder was selected in compliance with the competitive bidding or proposal process requirements of any participating entity or association within three years of City’s approval of the City contract entered into with the selected bidder via cooperative purchasing. The City Council has made a determination that the benefits to City of utilizing cooperative purchasing outweigh any incremental higher price that may be paid by City in certain instances as a result of not soliciting directly utilizing the lowest responsible and responsive bidder standard under CMC 2610(i).
Sourcewell is a cooperative purchasing agency established to allow participating municipal agencies to reduce the cost of procurement by leveraging the benefits of contract purchasing. Through solicitations, Sourcewell contracts bring considerable value and efficiencies to members through nationally leveraged contracted suppliers with access to the highest quality products and brands. Each solicitation and RFP contain language, which includes all qualified customers in all fifty states. Sourcewell contract purchasing solutions are reviewed by the Sourcewell Board of Directors and awarded on the members' behalf. The City of Carson (ID# 38521) is a member of Sourcewell.
Sourcewell competitively solicited and publicized materials and services including those contained in the Bill of Materials and as a result, Sourcewell awarded Contract No. 030421-TIS to Johnson Controls. As an active member of Sourcewell, the City of Carson is able to benefit from the terms, conditions and pricing outlined in Contract No. 030421-TIS. The City’s Purchasing Manager has determined that the Sourcewell cooperative purchasing bidding process complies with the requirements of Section 2611(g) of the CMC and has, therefore, waived the formal bidding process for purchase of the specialized materials necessary for the EOC’s upgraded Audio Visual Systems (Exhibit No. 4). Accordingly, Staff recommends that City Council approve the proposed contract with Johnson Controls for a not to exceed amount of $1,022,321.75.
V. FISCAL IMPACT
If the Purchase and Services Agreement is approved, the total cost of $1,022,321.75 will be paid out of 101-99-999-904-6004 PW1731 EOC Renovation account, resulting in no fiscal impact. VI. EXHIBITS
1. Purchasing and Service Agreement with Johnson Controls Inc. (pgs. 4-16 )
2. Johnson Controls Cost of Proposal and Bill of Materials (pgs. 17- 31)
3. Sourcewell Contract No. 030421-TIS (pgs. 32-84)
4. Cooperative Purchase Waiver (pg.85)
Prepared by: Nora Garcia, Emergency Services Manager