Report to Mayor and City Council
Wednesday, November 07, 2018
Consent
SUBJECT:
Title
CONSIDER AMENDMENT #1 TO CONTRACT SERVICES AGREEMENT FOR DEVELOPMENT, INSTALLATION, OPERATION AND MAINTENANCE OF A NETWORKED FIRE ALARM SYSTEM AND A DURESS ALARM NOTIFICATION SYSTEM WITH CONVERGINT TECHNOLOGIES, LLC (CITY COUNCIL)
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I. SUMMARY
Convergint Technologies LLC was awarded a three-year contract to develop, install, operate and maintain fire alarm systems in certain City facilities from January 1, 2015 through December 31, 2017.
Certain of the alarm systems installed pursuant to the contract were covered by three-year warranties that included certain labor, repair and replacement services which did not commence until installation of the systems was completed, on May 10, 2017. Additionally, the initial contract sum included three years of periodic maintenance, monitoring and testing of the systems, which could not commence until the systems were fully installed.
The Agreement provided for these services to commence on the effective date of the Agreement. However, since the services were for three years and could not commence until May of 2017, an amendment to the Term of the Agreement is necessary to provide for the continued provision of the services through May of 2020 (with no adjustment to the contract sum for such services).
Additionally, certain repair and other services, which are not covered by the warranties and which do not constitute periodic maintenance, monitoring or testing services, are necessary to ensure the continued operation of the Alarm Systems. Such services were not provided for in the original Agreement. An amendment to authorize a limited funding reserve to provide for necessary repair services through May of 2020.
Council approval is now being requested to amend the Agreement to extend its term and thereby allow for uninterrupted periodic maintenance, monitoring and testing services, effective retroactive to January 1, 2018, through May 31, 2020, and to authorize a $20,000 increase in the contract sum for necessary repair services over said time period on an as-needed basis.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE Amendment No. 1 to the Contract Services Agreement for the Development, Installation, Operation and Maintenance of a Networked Fire Alarm System and a Duress Alarm Notification System with Convergint Technologies LLC.
2. AUTHORIZE the Mayor to execute Amendment No. 1, following approval as to form by City Attorney.
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III. ALTERNATIVES
1. DO NOT APPROVE Amendment No. 1 to the Agreement with Convergint Technologies LLC; and
2. TAKE any other action the City Council deems appropriate that is consistent with the requirements of law.
IV. BACKGROUND
On November 18, 2014, City Council approved a three-year contract with Convergint Technologies LLC to develop, install, monitor and maintain a Networked Fire Alarm System, Duress Alarm Notification system, and Fire Supression System in City Hall, a Networked Fire Alarm System in the Community Center, and certain alarm monitoring systems in the Corporate Yard, Veterans Sports Complex, and Carson Park. The term of the agreement commenced on January 1, 2015 and expired on December 31, 2017.
Five months before this contract was to expire, a Request for Proposal (RFP) was initiated to solicit prospective bidders for a complete upgrade of all security systems that included not only the fire alarm, duress alarm, and alarm monitoring systems, but also all city alarm systems (CCTV & Intrusion) at seven city facilities. The RFP process required prospective bidders to attend a mandatory pre-bid meeting. After feedback received from prospective bidders, it was determined that changing the current fire alarm system, which is patented, would be too costly and will not serve in the best interest of the City. On February 1, 2018 a revised RFP was sent out excluding the fire alarm, duress alarm, and alarm monitoring systems component. In June 2018, Council approved a contract for an upgrade of all CCTV, alarm & intrusion security systems excluding the fire alarm and duress notification alarm components.
In the meantime, the fire alarm, duress alarm, and alarm monitoring systems required periodic testing, maintenance and monitoring services that only Convergint could provide, since Convergint installed the systems, which are patented by/proprietary to Convergint. To ensure the safety of the City facilities in which the alarm systems are located, the systems must be serviced as necessary to maintain them in working order. To that end, the attached contract amendent is proposed for Council approval. The key proposed changes to the Agreement are as follows:
1. Retroactively extend the term of the agreement by twenty-nine (29) months from January 1, 2018 through May 31, 2020 to provide for ongoing periodic maintenance, monitoring and testing of all alarm systems installed by Convergint pursuant to the Agreement; and
2. Clarify the nature of the periodic monitoring, maintenance and testing services provided by Consultant and the monthly costs thereof over the term of the Agreement, to eliminate confusion and ensure proper invoicing and payment in accordance with the original intent of the parties; and
3. Increase the contract sum by $20,000, from $530,413.18 to $550,413.18, to create a reserve fund for specified repair and other services on an as-needed basis, as determined by the Contract Officer.
V. FISCAL IMPACT
If Council approves the contract amendment, the additional authorized amount of $20,000 will be taken from Public Safety’s account no. 101-55-592-127-6004. No additional appropriation is needed.
VI. EXHIBITS
1. Amendment No. 1 - pages 4 -15
Prepared by: Gina Trinidad, Administrative Analyst