CITY COUNCIL ACTION REQUEST
Department(s):
Finance
Airport
CEQA:
Not a Project, File No.
PP17-003,
Agreements/Contracts
(New or Amended)
resulting in no physical
changes to the
environment
Coordination:
City Attorney’s Office
and City Manager’s
Budget Office
Dept. Approval:
/s/
Rick Bruneau
/s/
John Aitken
Council District(s):
Citywide
CMO Approval:
5/11/23
SUBJECT: AMENDMENT TO AGREEMENT WITH STANLEY CONVERGENT SECURITY SOLUTIONS, INC. FOR AIRPORT AUTOMATED ACCESS CONTROL SYSTEM AND
RELATED SERVICES
RECOMMENDATION:
Adopt a resolution authorizing the City Manager to negotiate and execute the Third Amendment to the Agreement for Airport Automated Access Control System Services with Stanley Convergent Security Solutions, Inc. (Fishers, IN) to extend services for up to two additional one-year option terms through June 30, 2025 under the same material terms and conditions as the original agreement with maximum compensation not to exceed $300,000 for the option period beginning July 1, 2023 and ending June 30, 2024, subject to the appropriation of funds.
Desired Outcome: Authorizing the City Manager to take this action provides access control system maintenance and related services to the San José Mineta International Airport to ensure uninterrupted access security services until staff completes a new procurement for those services BASIS FOR RECOMMENDATION:
In June 2013,1 City Council authorized staff to enter into an agreement with Stanley Convergent Security Solutions, Inc. for access security and related services, with a five-year initial term ending June 30, 2018 and five one-year options to extend the agreement through June 30, 2023. In February 2016,2 City Council authorized staff to (1) execute the First Amendment to the agreement to upgrade the access control system software and hardware which has reached end of life; (2) increase compensation; and (3) issue change orders as required. In September 2022, staff executed the Second Amendment to the agreement under existing City Council authority to update vendor requirements for preventative maintenance and include an automatic discount on vendor rates for future preventative maintenance services if the vendor fails to meet the specified preventative maintenance requirements.
The Airport Department is currently developing the scope of work and requirements for a new solicitation for these services. These development efforts have been delayed for several reasons, including unfilled staff vacancies, onboarding periods for new employees, and added complexities in the scope due to combining both the access control and video camera security systems in the new procurement for a more turnkey, integrated system. The Airport Department plans to complete scope development and submit a procurement request to the Finance Department by the end of July 2023.
Approval of this recommendation authorizes staff to amend the agreement to add two additional one-year options to ensure ongoing support and maintenance for the existing access control system that is currently on its last option ending June 30, 2023 and allow staff sufficient time to complete a competitive procurement and
-------------------------------------------------------------------------------------- 1 June 2013 City Council Resolution: https://records.sanjoseca.gov/Resolutions/RES76688.PDF 2 February 2016 City Council Resolution: https://records.sanjoseca.gov/Resolutions/RES77665.PDF
COUNCIL AGENDA: 5/23/23
FILE: 23-741
ITEM: 2.15
execute a new contract. In the event this work is completed before June 30, 2025, the City may elect to not exercise the final option or terminate for convenience in accordance with the terms of the agreement.
Commission Recommendation/Input: There is no commission recommendation or input associated with this action.
Office of Equality Assurance: Prevailing wage is applicable to this agreement.
COST AND FUNDING SOURCE:
Fund
#
Appn
# Appn. Name
Total
Appn
Amt. for
Contract*
2022-2023
Adopted Operating
Budget Page
Last Budget
Action (Date,
Ord. No.)
523 0802 Non-
Personal/Equipment
$51,142,505 $170,000 948 06/21/2022,
30790
527 4035 Terminal Building
Modification
$1,350,000 $50,000 894 10/18/2022,
30833
*Does not include $80,000 of the recommended maximum compensation of $300,000 reflected in the recommendation.
These additional contingency funds may be added, if required, to the option ending June 30, 2024, subject to the appropriation of funds.
FOR QUESTIONS CONTACT: For program-related questions, please contact Rosalyn Bond, Deputy Director of Airport Operations, at [email protected]. For procurement- and contract-related questions, please contact Albie Udom, Deputy Director of Finance – Purchasing and Risk Management, at [email protected].