CITY OF SAN MATEO
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 19 Section Name: {{section.name}} Account Number: 82-4681 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: June 16, 2025
SUBJECT:
Building Access Control System Maintenance – Agreement
RECOMMENDATION:
Adopt a Resolution to approve an alternative purchasing procedure to award an agreement to Edgeworth Integration, LLC, DBA VAS Security Systems for Building Access Control System Maintenance in the amount of $120,000; establish a contingency in the amount of $12,000; and authorize the Public Works Director to execute the agreement in substantially the form presented and issue change orders within the contingency amount.
BACKGROUND:
In 2019, the City engaged Edgeworth Integration, LLC, DBA VAS Security Systems, Inc. (Edgeworth) to furnish and install an upgrade to the City-wide building access control system through a Request for Proposal (RFP) process which featured thirteen prospective firms.
The City selected Avigilon as its access control system, a proprietary system that can only be provided and serviced by Edgeworth, who has been responsible for its maintenance since installation in 2020. In May 2025, the City requested a proposal from Edgeworth for general maintenance services over the next five years. This proposal includes hardware and software repairs, onsite and online technical support, and firmware upgrades. Based on comparable maintenance programs for similar equipment across the City, the proposed cost of $120,000 for the five-year period is considered reasonable and fair.
San Mateo Municipal Code Section 3.60.050(b) authorizes the City Council to approve an alternative purchasing procedure when calling for bids is impracticable, unavailing, or impossible. In this case, staff recommends awarding the building access control system maintenance agreement to Edgeworth because they are the only qualified vendor to perform these services on the specific equipment.
BUDGET IMPACT:
Funding for building access control system maintenance is budgeted annually in the Facilities Maintenance operating budget. Pending approval of the Fiscal Year 2025-26 budget, sufficient funding will be available to cover the cost of this agreement.
ENVIRONMENTAL DETERMINATION:
This project is not a project subject to CEQA, because it can be seen with certainty that it will not cause a physical change in the environment. (Public Resources Code Section 21065.)
NOTICE PROVIDED
CITY OF SAN MATEO
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All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – Agreement
STAFF CONTACT
Derek Bahamondes, Facilities Maintenance Supervisor
[email protected]
(650) 522-7355
Steve Wu, Facilities and Fleet Services Manager
[email protected]
(650) 522-7345