M&C Review


COUNCIL ACTION:  Approved on 12/11/2018 

DATE: 12/11/2018 REFERENCE NO.: **P-12283 LOG NAME: 13P12-0062 AMEND SECURITY CC SR
CODE: P TYPE: CONSENT PUBLIC HEARING: NO
SUBJECT:  

Reject Response Received to the Request for Proposals 18-0429 Physical Security Surveillance and Authorize Amendment to the Existing Sole Source Purchase Agreement with Sentinel-the Alarm Company to Extend the Term through October 1, 2019 and Increase Agreement Amount by $1,000,000.00 for Maintenance, Repair, Software Updates and Installation of the Security, Access and Intrusion Equipment for City Departments (ALL COUNCIL DISTRICTS)


RECOMMENDATION:

It is recommended that the City Council authorize:

1.  Rejection of response to Request for Proposals 18-0429 for Physical Security Surveillance Systems, Access, Intrusion Systems, and Repair for all City Facilities.

2.  An amendment to the existing Sole Source Purchase Agreement with Sentinel-the Alarm Company to extend the term from November 1, 2018 through September 30, 2019 and to increase the Agreement amount by an additional $1,000,000.00 for a new amount up to $3,705,000.00 for maintenance, repair, software updates and installation of physical security surveillance, access and intrusion equipment for City Departments.

 
DISCUSSION:

On August 15, 2018, the City issued a Request for Proposals (RFP) 18-0429 for Physical Security Surveillance Systems, Access, Intrusion Systems, and Repair for all City Facilities. Notice of the RFP was published in the Fort Worth Star-Telegram on August 15th, 22nd, 29th and on September 5th,12th, and 19th. Purchasing Staff conducted a Pre-Bid conference and site visit. Five Vendors attended the Pre-Bid Conference. Bids were opened on September 20, 2018. One Vendor submitted a proposal. After reviewing the proposal, Department Staff recommend rejecting all bids received and starting the process again. In addition, staff intends on hiring a consultant to assist in the RFP process to ensure that the city's needs are met and to increase competitive bidding.

As a result of rejecting the bid received, staff recommends extending the current contract with Sentinel-the Alarm Company through September 30, 2019 and increasing the contract from $2,705,000.00 to $3,705,000.00. The extension through September 30, 2019 and the increased amount of $1,000,000.00 will allow the departments the ability to make necessary purchases and to avoid interruption in services.

 
FISCAL INFORMATION/CERTIFICATION:

The Director of Finance certifies that funds are available in the current operating budgets, as appropriated and that prior to an expenditure being made, each participating Department has the responsibility to validate the availability of funds.


BQN\12-0062\SR
TO
    Fund Department
ID
Account Project
ID
Program Activity Budget
Year
Reference #
(Chartfield 2)
Amount

FROM
    Fund Department
ID
Account Project
ID
Program Activity Budget
Year
Reference #
(Chartfield 2)
Amount

Submitted for City Manager's Office by:
Susan Alanis (8180)
Originating Department Head:
Cynthia Garcia (8525)
Additional Information Contact:
Steven Rathers (2057)
Cristina Camarillo (8355)

 
 
ATTACHMENTS
  1295 Form_Redacted--Sentinel.pdf