SUBJECT/RECOMMENDATION:
Title
Approve a Purchase Order and Services Agreement 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 $490,352.52 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:
• $153,887.00: Five-year service agreement for citywide software and existing hardware maintenance for building security.
Current and upcoming projects subject to term of piggyback contract:
• $69,900.72: Fire Station 47 Access Control System
• $31,424.24: General Services Building Access Additions
• $29,239.76: Marshall Street Door Addition
• $55,900.80: MSB Lenel Upgrade
• $150,000.00: estimation for public facilities such as Building B Gate Access addition, CPD Armory, City Hall, Public Works remodel, etc. through term of piggyback contract.
Services, maintenance, and hardware in the amount of $324,309.67 are covered under Sourcewell Contract #030421-CTL, Facility Security Systems valid through April 22, 2025. 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 and subcontractors ($2,329.77) is 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 $150,000.00 is requested 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 codes 5559864-530300 (contractual services) for planned expenditures in the current fiscal year. Expenditures for future fiscal years will be budgeted in the same line item of the IT Admin Services budget.
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.
