City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: DECEMBER 19, 2023 FROM: PARKS, RECREATION AND COMMUNITY WARDS: ALL
SERVICES DEPARTMENT
SUBJECT: APPROVE THE MASTER SERVICES AGREEMENT, UNDER SOURCEWELL COOPERATIVE AGREEMENT RFP NO.030421, FOR THE PURCHASE, INSTALLATION, MONITOR AND/OR REPAIR OF FIRE AND INTRUSION SYSTEMS WITH SECURITAS TECHNOLOGY CORPORATION, OF RIVERSIDE, CALIFORNIA, FOR ALL PARKS, RECREATION AND COMMUNITY SERVICES FACILITIES FOR THE TERM OF JANUARY 1, 2024, THROUGH DECEMBER 31, 2028, IN THE AMOUNT OF $601,103.62 WITH CHANGE ORDER AUTHORITY OF 10% IN THE AMOUNT OF $60,110.36, FOR A NOT TO EXCEED AMOUNT OF $661,213.98.
ISSUE:
Approve the Master Services Agreement, under Sourcewell Cooperative Agreement RFP No.030421, for the purchase, installation, monitoring and/or repair of fire and intrusion systems with Securitas Technology Corporation, of Riverside, California, for all Parks, Recreation and Community Services facilities for the term of January1, 2024, through December 31, 2028, in the amount of $601,103.62; And change order authority of 10% in the amount of $60,110.36 for a total contract amount not to exceed $661,213.98.
RECOMMENDATION:
That the City Council:
Approve the Master Services Agreement, under Sourcewell Cooperative Agreement RFP No.030421, to purchase, install, monitor and/or repair fire and intrusion systems from Securitas Technology Corporation, of Riverside, California, for all Parks, Recreation and Community Services facilities in the amount of $601,103.62; and Authorize the City Manager or designee to issue change orders in the amount of 10% of the original contract amount, not to exceed $60,110.36.
BACKGROUND:
In April 2009, the Parks, Recreation and Community Services Department (PRCSD) installed the initial intrusion and fire alarm equipment at multiple PRCSD facilities. In 2012, the service agreement expired, and the department has been utilizing monitoring services on a month-to-month basis.
A system upgrade is needed to accommodate remote access and future integration to a maintenance management program. By utilizing Securitas Technology Corporation, PRCSD will have the same access control system as City Hall, all Riverside Police Department facilities, and Riverside Public Utilities sites, as well as the Fire Department’s Emergency Operations Center and Urban Search and Rescue warehouse, Marcy Library/Parks and Recreation Administration, and multiple facilities located at the Corporation Yard property. With the upgrade, departments on the same security system can gain entrance into the facilities for minor repairs to shelter emergencies, without disrupting staff scheduling. The system has become the standard for City facilities, and each new facility, when required to be outfitted with an access system, will also utilize Securitas Technology Corporation for its installation and service.
DISCUSSION:
The City of Riverside Parks, Recreation and Community Services Department operates forty-five individual facilities, including nine community centers, one nature center, fourteen snack bars, four resource centers, two youth centers, two senior centers, five maintenance storage buildings, a golf course, the transit building and seven standalone park facilities that are on an alarm service. Based on the current and past working experience with Securitas Technology Corporation and various city departments, Securitas was contacted to prepare a scope of services and proposal to purchase and install new control panels and two system keypads. The installation of upgraded equipment and keyless pads will be charged as a one-time cost with a monitoring service of five years to be charged annually to each fiscal year budget. The proposed improvements includes card readers and keyless entry at all primary entrances, allowing for more secure and cost-effective management of facility access. The alarm upgrade addresses technology and infrastructure needs, while keeping city facilities and the contents of those sites safeguarded from theft and vandalism when staff is not present.
Securitas Technology Corporation has a Cooperative Agreement under Sourcewell. Sourcewell is a national cooperative service created to provide government procurement resources and solutions to members in government, education, and nonprofit sectors. On January 14, 2021, RFP #030421 was publicly released by Sourcewell for Facility Security Systems, Equipment, and Software with Related Services. They advertised the project in six public newspapers across the country, and on four public bidding websites. Upon closing on March 4, 2021, at 4:30 pm Central Time, Sourcewell received twenty-nine (29) submissions, three of which were rejected as non-responsive. Twenty-six bidders were evaluated by a four-person evaluation team. Out of the 26 bidders, the top five were awarded agreements and Securitas came in fourth in evaluations. Given the City wishes to standardize their security systems, Securitas was selected to provide services to the City of Riverside. In addition, the City of Riverside is a member of Sourcewell; therefore, Securitas can provide the best overall supplier government pricing in accordance with Sourcewell Cooperative Agreement RFP No. 030421. Through this cooperative agreement program, the City can access pricing obtained by other public agencies through a competitive procurement process.
Since the Sourcewell Cooperative Agreement RFP No. 030421 expires in April of 2025 with only a one-year extension option, the current Master Agreement being entered into by the City with Securitas is for 60 months, which extends past the expiration date of the Cooperative Agreement. Securitas has confirmed that they will continue to offer cooperative pricing past the Cooperative Agreement expiration date through the end of the Master Agreement with the City of Riverside. As they are offering the same or better pricing as a previous competitive procurement, the City is able to maintain competitive pricing past the end of a Cooperative Agreement.
Purchasing Resolution No. 23914, Section 702(f) authorizes the acquisition of services “When Cooperative Purchasing is available and undertaken, or when Services can be obtained through Federal, State and/or other public entity pricing contracts or price agreements.” Purchasing Resolution No. 23914, Section 702(h) authorizes the acquisition of services “When services, except for Professional Services, can be Procured from a Contractor who offers the same or better price, terms and conditions as the Contractor previously offered as the Lowest Responsive Bidder under Competitive Procurement or negotiations conducted by the City or another public agency, provided that, in the opinion of the Manager, it is in the best interests of the City to do so.” The Purchasing Manager concurs that the recommendation to approve follows Purchasing Resolution No. 23914 Section 702(f) and Section 702(h).
STRATEGIC PLAN ALIGNMENT:
This item contributes to Envision Riverside 2025 Strategic Priority No. 6 Infrastructure, Mobility & Connectivity and contributes to Strategic Goal 6.2 in addressing improvement of assets and infrastructure within the City’s built environment to ensure and enhance reliability, resiliency, sustainability, and facilitate connectivity., This action aligns with each of the five Cross-Cutting Threads as follows:
Community Trust – Maintaining and updating the city’s technological infrastructure allows the city to continue to function in a manner that is both fiscally responsible and sensitive to customer needs, while keeping the City and its residents’ best interests at the forefront.
Equity – Parks, Recreation and Community Services operates 34+ facilities located across the City. All sites offer low-cost accessibility to recreation programming year-round.
Fiscal Responsibility – The purchases and service are being made following research and negotiations to ensure the best possible pricing.
Innovation – The service will provide the City access to upgraded assets with the latest security enhancements and remote capabilities that will be part of a proposed facility maintenance management system.
Sustainability & Resiliency – These purchases are imperative to the success of critical daily operations.
FISCAL IMPACT:
The total fiscal impact of this action is $661,213.98 over the five-year term of the agreement. A carryover request in the amount of $285,000 has been submitted to utilize prior year unspent funding for installation costs of security equipment. The funds for monitoring services will are available in the General Fund, Parks & Recreation, Professional Services account 5215000-421000. Appropriations for future fiscal years will be included in the department’s budget submissions for those fiscal years to be presented to the City Council for approval.
SECURITAS SECURITY SERVICES
ONE TIME COST FOR INSTALLATION
ANNUAL MONITORING COSTS
Equipment Installation
$262,067.62
10% Contingency
$ 26,206.76
Year 1 Monitoring Services
$67,807.20
Year 2 Monitoring Services
$67,807.20
Year 3 Monitoring Services
$67,807.20
Year 4 Monitoring Services
$67,807.20
Year 5 Monitoring Services
$67,807.20
10% Contingency for Monitoring Services
$33,903.60
TOTAL
$288,274.38
$372,939.60
Prepared by: Anthony Zamora, Senior Administrative Analyst Approved by: Pamela M. Galera, Parks, Recreation and Community Services Director Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Kris Martinez, Assistant City Manager Approved as to form: Phaedra A. Norton, City Attorney
Attachment: Master Services Agreement with Exhibits
Sourcewell RFP
Securitas Technology Fire & Intrusion Installation · Page 2