CITY OF SIGNAL HILL
STAFF REPORT
2175 Cherry Avenue • Signal
Hill, California 90755-3799
11/14/2023
AGENDA ITEM
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: CARLO TOMAINO
CITY MANAGER
BY: THOMAS BEKELE
PUBLIC WORKS DIRECTOR
SUBJECT:
CONTRACT SERVICES AGREEMENT WITH MVP SECURITY SYSTEMS
INCORPORATED FOR THE ACCESS CONTROL SYSTEM PROJECT
Summary:
The City Council will consider approving a Contract Services Agreement with MVP Security Systems, Incorporated (MVP) to provide Access Control Systems (ACS) software and partial hardware upgrades at the Police Station, City Hall, and the Library, in the amount of $122,865 with a 10% contingency up to $12,286. The City released a Request for Proposals (RFP) for these services on September 15, 2023, with a proposal due date of October 20, 2023; the City received five proposals by the deadline. Following staff review of proposals and interviews, MVP was the highest ranked firm.
Based on the evaluation process, staff believes MVP is the best qualified firm with the proper experience to provide access control system upgrades and software system support. If approved by the City Council, staff anticipates MVP would complete the system upgrades within six months from the contract start date. MVP would also provide a three-year system service support plan.
Strategic Plan Goal(s):
Goal No. 4 Infrastructure: Maintain and improve the City’s physical infrastructure, water system, and recreational spaces.
Recommendations:
1. Authorize the City Manager to enter into a Contract Services Agreement with MVP for the Access Control System Project (Project No. 90.21001), for a term of six months for a not-toexceed contract amount of $122,865, in a form approved by the City Attorney; and
2. Authorize the Public Works Director to utilize a contingency of up to 10% ($12,286) to accommodate additional scope of work in the event of changed or unforeseen conditions, for a CITY OF SIGNAL HILL Page 1 of 5 Printed on 11/9/2023
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total project budget of $135,151.
Fiscal Impact:
The total cost for the proposed contract is $122,865 with contingency funds of $12,286, increasing the expected project cost to $135,151. Funds in the amount of $240,764.93 are available in the approved FY 2023-24 Capital Improvement Program Budget for Citywide Doors and Alarm services (Project No. 90.21001). The costs for future ongoing service plans will be incorporated into the Public Works annual operating budget.
Background:
The Public Works Department, in collaboration with the Police Department and Human Resources Division, is responsible for the maintenance, management, and repair of the Access Control System (ACS) for City Hall, Library, and the Police Station. The ACS at City Hall, Library, and Police Station is comprised of several card readers, cameras, and associated software monitored using a network of hardware and software systems. As part of the Facilities Master Plan currently in development, the Public Works Department is taking a phased approach to replace several security and fire and life safety systems within City facilities. Over the years, fire codes and new security standards have evolved to improve the safety of facility occupants, thus triggering the need for this facility system improvement.
Due to its complexity, the ACS for the Police Station incorporates multiple card readers and security cameras monitored using a high-security system product known as Velocity (Hirsch) to effectively secure all divisions. The Hirsch system was installed in 2013 when the new Station was built, and is used to monitor the dispatch center, detention facilities, interview rooms, records, and administrative offices. Despite Velocity's reputation for delivering a high standard of quality and security to facilities with higher security needs, the current software version is now outdated. The 2013 Hirsch system requires a large, dedicated computer that occupies a workstation. Tasks such as developing identification cards, creating profiles, and adding/removing users may take anywhere from several minutes to hours. The newer version of this system is now cloud-based, and simple administrative tasks can be completed in a few seconds.
The ACS at the Library and City Hall buildings was last updated in Fiscal Year 2020/2021. However, due to ongoing security concerns reported by staff and the limitations of the existing ACS, staff recommend using the most recent Hirsch system, which is known to be more secure and reliable.
Hirsch products are used in high-security facilities, including the United States Air Force, military bases, and several police stations.
RFP Circulation Process
On September 15, 2023, staff issued a Request for Proposal (RFP) for the Access Control System Upgrade Services. The City posted the RFP at the following locations:
· PlanetBids via the City’s online portal
· City’s Website
· Public notice locations as identified in the Signal Hill Municipal Code Section 1.08.010.
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Thirty-three prospective proposers were notified of the RFP opportunity through PlanetBids, and a total of eight prospective proposers downloaded the contract documents. The proposals were due to the City on October 20, 2023; the City received five proposals by the due date from the following firms:
Evaluation Process
Staff reviewed the submitted proposals based on the City requirements and the following criteria:
After a thorough review of all the proposals, staff determined the proposals from Blue Violet Networks, Diversified Automation, and Foothill Lock and Key did not address the requirements stipulated in the RFP. This is because the issued addendums were not acknowledged in their submittals which was a requirement clearly stated in the RFP. While the proposal from Diversified Automation was complete, its firm did not include experience providing access control systems at police stations or similar high security facilities. Upon conclusion of the evaluation process, staff determined the proposals submitted by General Datatech LP and MVP Security Systems to be complete and met all City requirements.
Consultant Selection
On October 26, 2023, the City’s Selection Committee (consisting of the Police Department Lieutenant, Administrative Sergeant, Management Assistant, Public Works Director, Deputy Public Works Director, and Contracts Manager) interviewed General Datatech LP and MVP Security CITY OF SIGNAL HILL Page 3 of 5 Printed on 11/9/2023
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Works Director, and Contracts Manager) interviewed General Datatech LP and MVP Security Systems to further evaluate their experience, skills, abilities, and approach to the project.
Based on the results of the initial technical proposal evaluation and the interview, staff determined that MVP met the evaluation criteria, conveyed a logical approach and methodology for the scope of services requested, and demonstrated the qualifications, professional licensure, and competence necessary for the satisfactory performance of the services. MVP’s approach consisted of providing the latest version of the existing software that would lead to the least interference with user behavior yet provide the security controls the City requires. During the interview, MVP personnel provided competent responses to questions, affirming their understanding of the scope of services requested by the City. Accordingly, the review committee concluded that MVP is qualified to provide the hardware and software upgrades required for the Access Control System at City Hall, Library, and Police Station. Additionally, MVP recently completed similar projects for the cities of Alhambra, Burbank, Culver City, Cypress, and Tustin.
Analysis:
MVP’s scope of work consists of an access control software and a control panel hardware update for the Police Station. MVP will also update the access control system at City Hall and Signal Hill Library for continuity, safety, and uniformity purposes. This software update will be required to accommodate the current and future requirements of all City operations. MVP will also be required to provide training to City staff on all system use and assets such as generating reports and access of the system’s multi-platforms.
The scope of work for the Access Control System includes the following:
· Software update to be cloud hosted with highlighted cyber security protocols and encryption. · Software and hardware update required to migrate all doors to a secure system, following security related best practices for a fault-tolerant access control system. · Provide cable testing reports for existing and new installed cabling. · Re-create door access groupings and access schedules. · Migrate all cardholder credentials from the existing system into the proposed system. · Synchronize cardholder with the City's Active Directory environment. · Integrate floor maps that display access through the facility and link doors with the appropriate cameras in the system.
· Program any necessary computers with alerts.
· Re-create badge templates.
· Configure the new updated system to work with a new badge printer. · Provide training to staff, that will include badge template creation, cardholder creation, registration of proximity cards, credential creation, and reporting. · Provide a door access control that shall have the ability to integrate into the security camera system.
· Provide an additional access card printer.
· Installation of three new card readers and two keypads at City Hall and Library. · Provide a three-year software system service plan for system repairs, onsite support, and training.
Staff evaluated the proposed fee and negotiated adjustments with the contractor to ensure the completeness of the scope of services, and the reasonableness and competitiveness of the fees. The CITY OF SIGNAL HILL Page 4 of 5 Printed on 11/9/2023
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completeness of the scope of services, and the reasonableness and competitiveness of the fees. The total not-to-exceed cost of $122,865 is deemed reasonable based on the agreed-upon anticipated work and is consistent with staff's estimates.
Staff recommends the award of the Contract Services Agreement to MVP for the Access Control System Project for a not-to-exceed contract amount of $122,865. If approved by the City Council, staff would issue a Notice to Proceed to MVP to commence services in December 2023. Staff anticipates a contract completion date in May 2024. Upon completion of the system updates, MVP would provide a system service plan for a period of three years.
Reviewed for Fiscal Impact:
_________________________
Sharon del Rosario
Attachments:
A. Agreement with MVP Security Systems, Incorporated
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