gend p rt
June 12, 2023
TO: Honorable Mayor and City Council
FROM: Water and Power Department & Department of Information Technology SUBJECT: AUTHORIZATION TO AMEND CONTRACT 32150 WITH DG
INVESTMENT INTERMEDIATE HOLDINGS 2, INC., DBA CONVERGINT
TECHNOLOGIES LLC FOR THE PURCHASE AND INSTALLATION OF
SECURITY EQUIPMENT AT VARIOUS CITY FACILITIES BY $4,041,878 FOR A NOT-TO-EXCEED AMOUNT OF $4,852,135
RECOMMENDATION:
It is recommended that the City Council:
1 . Find that contracting with DG Investment Intermediate Holdings 2, Inc. DBA Convergint Technologies LLC ("Convergint") for security upgrades is exempt from the California Environmental Quality Act ("CEQA") pursuant to State CEQA Guidelines Section 15301, Class 1, Existing Facilities and that there are no features that distinguish this project from others in the exempt class and, therefore, there are no unusual circumstances;
2. Authorize the City Manager to amend contract 32150, without competitive bidding pursuant to City Charter Section 1002(H), contracts with other governmental entities or their contractors for labor, materials, supplies or services, with Convergint for security upgrades and maintenance at various City facilities, thereby increasing the total not-to-exceed amount by $4,041,878 from $810,257 to $4,852,135 and extending the term through April 22, 2026; and
3. To the extent this could be considered a separate procurement subject to the Competitive Selection Process, it is recommended that the City Council grant the contract an exemption pursuant to Pasadena Municipal Code (PMC) Section
4.08.049(8), contracts for which the City's best interests are served.
BACKGROUND:
The City owns and maintains critical assets across many facilities that need to be protected and secured. Security at these facilities is also paramount for employee and public safety. In this vein, back on September 13, 2021, City Council approved contract 32150 in the amount of $810,257 with DG Investment Intermediate Holdings 2 Inc. DBA Convergint Technologies LLC (Convergint) to implement security upgrades including cameras and access controls at the Broadway Power Plant and seven branch libraries.
The objective of these investments is to secure City assets and resources, safeguard against loss, improve facilities' access management controls and limit public access to MEETING OF 06/12/2023 AGENDA ITEM NO. _7 ___ _
Authorization to Amend Contract 32150 with DG Investment Intermediate Holdings 2 Inc.
June 12, 2023
staff areas. To date, work has been completed at the Power Plant and two branch libraries: Allendale and Santa Catalina. Work is in progress at the other branch libraries, Hastings, Hill Avenue, Jefferson, Lamanda Park, and Rose Palace, and is expected to continue into the Summer.
Additionally, following a review by Water and Power (PWP) staff, lifecycle replacement, upgrades, and modernization of security equipment is needed at several PWP facilities to provide greater protection of staff and critical City infrastructure. This modernization of the security footprint at these facilities follows similar investments outlined above, and at City Hall, the Police Department, community centers, and more recently at Villa Parke and Robinson Park. This coordinated and standardized security approach will also help safeguard against potential loss in the future, as there has already been multiple theft incidents including copper, tools, fuel, and parts at the City Yard. Finally, these investments will provide a public safety benefit by both protecting and discouraging the public from encroaching in areas where electrically energized and dangerous equipment may reside and where access is restricted to trained City personnel.
Therefore, given the current security environment, staff is recommending an amendment to contract# 32150 with Convergint to increase the contract amount by $4,041,878 to allow for the expansion of security upgrades to various PWP facilities, the remaining branch libraries, the City Yard, and future City-owned facilities as the need is determined. The costs are based on the labor and material rates in government Contract 030421-CTL between Sourcewell, a national service cooperative through the State of Minnesota that combines the purchasing power of more than 50,000 member agencies, and Convergint Technologies LLC.
The City, as a member agency of Sourcewell, can take advantage of the pricing and contract terms with Convergint when appropriate. This was utilized to underly contract# 32150 originally, because Sourcewell undertook a rigorous Request for Proposals (RFP) process in ultimately awarding Convergint and four other vendors contracts back in April 2021. Staff recommended Convergint because they were the highest ranking of the five vendors that is an elite Genetec partner with good executions. The City has standardized its facility security platform on the Genetec system, so it is critical to engage a vendor with expertise thereof. At the time, staff worked with Genetec's Sales Engineer team to search for local Genetec partners but was not able to locate any local vendors that are certified Genetec partners.
Although contract# 32150 expires on January 31, 2025, staff is recommending an extension to April 22, 2026, which coincides with the final extension date permitted on the underlying Sourcewell contract. Given the scale involved, this extension will allow for an appropriate amount of time to complete the security upgrades at the various facilities, assuming that equipment can be readily sourced.
Other than the current contract, 32150, there are currently no other open purchase orders or contracts with Convergint.
Authorization to Amend Contract 32150 with DG Investment Intermediate Holdings 2 Inc.
June 12, 2023
COUNCIL POLICY CONSIDERATION:
The proposed contract amendment supports the City Council's strategic goal to improve, maintain and enhance public facilities infrastructure; to provide a high quality of public service, which add to the quality of life in the City and increases its attractiveness through more efficient management of resources.
ENVIRONMENTAL ANALYSIS:
The work to be performed by Convergint is exempt from CEQA pursuant to State CEQA Guidelines Section 15301 (Class 1 - Existing Facilities). Section 15301 exempts from environmental review "the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use." The replacement or addition of security equipment, as proposed in this project, will not increase the capacity or expand the existing or former use of the facilities. There are no features that distinguish this project from others in the exempt class and, therefore, there are no unusual circumstances.
FISCAL IMPACT:
This action will increase the not-to-exceed authorization of contract# 32150 with Convergint by $4,041,878 and extend the contract term through April 22, 2026.
Funding for this action will be addressed by the utilization of existing budgeted appropriations of $2,711,378 in the various Capital Improvement Program (CIP) projects listed in the table below, as well as $530,500 from various operating accounts for the ongoing maintenance and support at the PWP locations as they're completed. Funding sources for future City-owned facilities over the course of the contract in the amount of $800,000 will be determined as those are identified. It is anticipated that approximately $100,000 of this increase will be spent during the current fiscal year, with the remaining amount being spent during the remainder of the contract term, which will span three additional fiscal years. Annual ongoing maintenance and support costs for the security equipment at the libraries and City Yard will be addressed by existing and future budgeted appropriations in the Department of Information Technology operating budget.
The following table presents a summary of the sources and amounts of funds that will be used:
CIP 03248 - Security, Access Control, and Lighting at $1,236,651 Power Facilities
CIP 03247 - Security Enhancement at Glenarm $ 297,052
Receiving Station and Dispatch
CIP 03236 - Power Production Facility Improvements $ 368,000 CIP 01091 - Treatment Systems $ 57,500
CIP 01075 - Sunset Reservoir Improvements $ 138,000
Authorization to Amend Contract 32150 with DG Investment Intermediate Holdings 2 Inc.
June 12, 2023
CIP 01076 - Monk Hill Groundwater Treatment $ 86,250
Improvements
CIP 01093 - Reservoir Improvements $ 230,000
CIP 01073 - Booster Improvements $ 69,000
CIP 01092 - Facilities Improvement Initiative $ 148,925 Various PWP Operating Accounts- Annual $ 530,500
Maintenance & Support
CIP 71163 - Enterprise Building Security Management $ 80,000 Future City-owned Facilities - Funding TBD $ 800,000
Total Sources $4,041,878
The anticipated impact to other operational programs or capital projects as a result of this action will be minimal.
Prepared by:
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,0J ✓ Stephanie Riancho-Rush
Information Technology Project Manager
Department of Information Technology
Approved by:
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MIGUEt?MARQUEZ
City Manager
Respectfully submitted,
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PHIWPLECAIR
Chief Information Officer
Department of Information Technology
Concurred by:
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General Manager
Water and Power Department