City Council
Report
City Council Meeting: August 23, 2022
Agenda Item: 5.F
1 of 3
To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Architecture Services Subject: Approval of First Modification to Contract with Siemens Industry, Inc. for Facility Security Equipment, Systems, and Services
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and execute a first modification to agreement #10666 in the amount of $1,500,000 with Siemens Industry, Inc. (Siemens) a California-based Company for facility security equipment, systems, and services, including related equipment and supplies for the Information Services Department. This recommended award is made as an exception to the competitive bidding process pursuant to Section 2.24.250 (c) and would result in a ten-year amended agreement with a new total amount not to exceed $3,000,000 with future year funding contingent on Council budget approval.
Summary
The City utilizes access control equipment in various City facilities to improve workplace security by limiting access to various areas of those facilities. These systems require regular maintenance, upgrades, and enhancements to both hardware and software components. To accommodate the necessary repairs and expansion of these systems throughout City facilities, staff recommends modifying the existing agreement with Siemens in an amount of $1,500,000 for a new contract amount not to exceed $3,000,000 over ten years for access control.
Discussion
The National Joint Powers Alliance (NJPA- which became Sourcewell on June 6, 2018) conducts cooperative purchasing procurement by, or on behalf of, one or more Public Procurement Units. In 2021, NJPA solicited and issued a new request for proposals 2 of 3
(RFP) #030421-SIE for the procurement of facility security equipment, systems, and services with related equipment and supplies. Upon completion of the RFP process, a contract was established with Siemens which includes manufacturer volume discounts and rebates for NJPA members, a multi-year contract term, and price verification mechanisms to assure pricing compliance and accuracy through 2025. NJPA contracts are supported and widely used by government agencies throughout the United States.
As a member, the City of Santa Monica can participate in NJPA contracts and subsequently entered into Agreement #10666 (CCS) with Siemens in 2018 for access control systems for a not-to-exceed contract of $1,500,000 over five years. Section
2.24.250 (c) of the Municipal Code allows exception to competitive bid procedures when such competitive bid procedures have already been utilized, such as in purchasing by Federal, State, County, City or special district government agencies, or by cooperative purchasing agencies consisting of such agencies.
Modifying the existing multi-year agreement #10666 (CCS) with Siemens would provide staff with the flexibility to schedule service calls and complete pending and new installation requests. Ongoing requests for security access projects from various city departments exceed the current contract authority. These requests are for new projects at the Civic Parking Lot Structure, Public Works City Yards Facilities, and the Fire Training Facility as well as upgrades to old equipment in Historic City Hall and the Main Library.
Past Council Actions
Meeting Date Description
04/24/2018
(attachment A)
City Council authorization to negotiate and execute an
agreement with Siemens Industry, Inc., for facility security equipment, systems, and services, including related
equipment and supplies, and for building automation
systems upgrades and expansion.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from various funds to increase the amount of contract with Siemens for access control equipment installation and maintenance 3 of 3
services at various City facilities.
Contract Modification Request
Agreement # Contract
Authorized
Amount
FY2022-23
Modified Request
Amount
Dept/CIP
Account
Total Revised
Contract
Amount
10666 $1,500,000 $1,500,000 Various $3,000,000
Future year funding is contingent on Council budget approval.
Prepared By: Alex Parry, Senior Architect
Approved Forwarded to Council
Attachments:
A. Siemens_Staff Report_4-24-18
B. Siemens_Contract_10666
C. Siemens_Oak_5-27-22