SUBJECT/RECOMMENDATION:
Title
Approve a purchase order to Convergint Technologies, LLC. of Schaumburg, IL, for software and existing hardware maintenance for security systems at city facilities in a not-to-exceed amount of $1,088,879.59 for the term beginning June 1, 2025 through February 18, 2029; pursuant to Clearwater Code of Ordinances Section 2.563(1)(c), Piggyback and 2.563(1)(d) Non-Competitive purchases (impractical) and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
Convergint Technologies is the city standard for Building Security Hardware and Software for installation and maintenance of building access control systems.
This purchase is for system maintenance and installation services and includes all hardware, software, and maintenance fees in support of the City’s enterprise access control platform.
A breakdown of costs has been provided below:
• $163,041.07: 45-month service agreement for citywide software and existing hardware maintenance for building security.
• $675,838.52: Upgrade of end-of-life hardware equipment planned to be installed over the next 3-years.
• $250,000: Break-Fix, new construction and emergency repair services for the contract period.
Services, maintenance, and hardware covered under Sourcewell Contract #121024-CTL, Facility Security Systems valid through February 18, 2029. The contract includes a one (1) year warranty for all workmanship and hardware, service levels for unscheduled service and maintenance emergencies. Shipping/Freight ($13,713.08) is priced at the quote level, not included under the Sourcewell Contract, and exempt from competitive purchase per section 2.563(1)(d) non-competitive purchase (impractical). These items are impractical as any deviation may cause delays in the delivery. An additional $250,000.00 is budgeted for upcoming public facilities such as City Hall, CPD Armory, Public Works remodel, etc.
Services during this contract period will include upgrades to hardware at older city facilities and controller devices throughout the system.
APPROPRIATION CODE AND AMOUNT:
Funds are budgeted and available in the Information Technology operating budget, cost code 5559864-530300 (contractual services) and existing project budgets (City Hall) for planned expenditures in the current fiscal year. Expenditures for future fiscal years will be requested in the annual budget process.
The information technology department is funded by the Administrative Services Fund, an internal service fund of the city. The City Hall project is funded by revenues from Penny for Pinellas and the General Fund.
STRATEGIC PRIORITY:
These purchase helps accomplish strategic objectives 1.2, 1.3, and 1.4. The Information Technology Department maintains critical public infrastructure to deliver sustain a high level of service to support a safe and healthy community.
