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CONTRACT K-1516-61: A CONTRACT BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND ORION SECURITY SOLUTIONS IN THE AMOUNT OF $81,863 FOR THE ACCESS CONTROL SYSTEM CONSOLIDATION/MIGRATIONS PROJECT, AND ADOPTION OF PROJECT AGENT RESOLUTION R-1516-88.
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BACKGROUND: The FYE 2016 Capital Budget includes funding for the Access Control System (ACS) Consolidation/Migration Project and the Municipal Building 201 Exterior Door Replacement Project for a combined project budget of $211,500. The projects/budget requests were originally submitted as independent projects; however, due to the history of problems with both the doors and the access control system in Building 201, the complexity of the projects, and the need for compatibility, Staff thought it prudent to combine the projects and hire a consultant with the professional knowledge and expertise needed to coordinate and oversee the installation of both projects.
In August 2015, Ross Engineering was selected as a consultant for this project to develop technical details and a RFP, evaluate our existing facilities, assist with the selection of vendors, and oversee implementation and acceptance of the project. The consultant identified and recommended a solution for the Building 201 doors that meets today’s egress standards. Also, the “strikes” on doors are in need of replacement because the method of wiring used on the initial installation allows the strikes to get hot to the touch creating a safety issue.
On December 9, 2015 the City of Norman, OK released RFP-1516-22 soliciting responses for three (3) specific areas - repair and replacement of all exterior aluminum store front doors to Building 201, the removal and replacement of the security access control system in Building 201, the gates located at the North Base facilities, and implementation of the new access control system into an existing Genetec system as the base proposal. The RFP also included alternates to be incorporated if sufficient funding was available. The RFP was split into separate contracts due to the complexity and detail of the access control system, uniqueness and requirement for locksmith credentials for the doors that would apply outside of certification for Genetec security access control, and finally motor and gate replacement.
DISCUSSION: The City’s IT Department is presently supporting two (2) access control systems, the Legacy system and the Genetec system. The Legacy system is aged and experiencing intermittent hardware failures and is in need of replacement. The system is not reliable to continue to add devices nor does it have functionality in its present state to incorporate a total security solution, i.e., incorporating video, allowing access to authorized users for viewing cameras real time, implementing gate controls, panic systems, etc. The IT Department recommends replacing this system and migrating the existing access control security into the City’s enterprise Genetec system that was implemented when the Norman Investigation Center was completed. Municipal Building 201 and the gates at the North Base facility will be the first locations to be migrated into the Genetec system.
As mentioned above, the IT Department solicited Request for Proposal RFP-1516-22 for Oklahoma based, certified Genetec installers to provide pricing for the replacement of the access control in Building 201 and the implementation of the hardware and software necessary to incorporate access gates to the North Base Facility and the Compressed Natural Gas (CNG) Station as the base proposal as well as the following alternates:
CITY HALL
Alternate No. 1: City Hall - encode all existing cameras to existing Genetec Video Management Software
Alternate No. 2: City Hall - add ACS equipment to three new interior doors
NORTH BASE (FLEET)
Alternate No. 1: Fleet - add IP intercom stations to all gates for access security
Alternate No. 2: Fleet - add new ACS to one interior door in Fleet Admin office
Alternate No. 3: Fleet - encode three stand-alone DVR video systems into existing Genetec Video Management Software (VMS)
There are a total of five certified Genetec vendors for the state of Oklahoma and notices were sent directly to them by Genetec on the City’s behalf. Two pre-proposal mandatory site visits were held on December 18 and 30, 2015, with four vendors represented. A total of four proposals were received on January 15, 2016, for this project.
The Selection Committee consisted of Tim Powers, IT Director; Kari Madden, Network Manager; Stacey Baker, IT Department; Matthew Smith, Facility Maintenance Superintendent; Brian Churchill, Fleet Management; and the City’s consultant, Joe Barry, Ross Group. The members of the selection committee evaluated the proposals based on criteria set forth in the RFP, e.g., expertise, bonding capacity, references, and certifications, etc, and pricing.
The consensus of the Selection Committee was to recommend Orion Security Solutions as the overall best vendor to do the work. Staff recommends the contract be awarded for the base bid in the amount of $54,909 plus Alternates 1 and 2 for City Hall and Alternate 3 for North Base (Fleet) for a total contract amount of $81,863.
Funds are available in Capital Projects, Project Number BG0047, Access Control System Consolidation/Migrations, Construction 050-9556-419.61-01 to complete the project.
RECOMMENDATION: Staff recommends approval of contract K-1516-61 between the City of Norman and Orion Security Solutions in the amount of $81,863 and adoption of the project agent resolution and authorization for the Mayor to sign Performance Bond B-1516-17; Statutory Bond B-1516-18; Maintenance Bond MB-1516-14 contingent upon the City Attorney’s approval.