RPVCCA_CC_SR_2014_09_30_C_PO_Building_Security_ImprovCrTYOF RANCHO PALOS VERDES
MEMORANDUM
TO: HONORABLE MAYOR & CITY COUNCIL MEMBERS
FROM: MICHAEL THRONE, DIRECTOR OF PUBLIC WORKS %
DATE: SEPTEMBER 30, 2014
SUBJECT: PURCHASE ORDERS FOR ENHANCED BUILDING
SECURITY MEASURES
REVIEWED: CAROLYNN PETRU, ACTING CITY MANAGE~
Project Manager: Andy Winje, Acting Maintenance Superintendent tf:V'1
RECOMMENDATION
1. Authorize the Acting City Manager to approve a purchase order to Bay Alarm
Company in the amount of $50,000, for installation of enhanced security features
at City facilities and ongoing monitoring at these locations.
2. Authorize the Acting City Manager to approve a purchase order to Aames Lock &
Safe Company in the amount of $10,000 to install building security equipment in
conjunction with the work by Bay Alarm Company.
BACKGROUND
In recent months, Staff has been working to enhance security at several of the facilities
through improvements to the security network. These security enhancements are
deemed by Staff to be necessary to improve safety for personnel and building guests and
to reduce exposure to vandalism and theft. Video cameras are required at some remote
locations to deter burglary attempts. Key card access to the Administration, Community
Development, and the Point Vicente Interpretive Center buildings has been introduced to
improve employee and guest security.
The City currently uses Bay Alarm Company to provide burglary and smoke detector
alarm services for its various facilities and has maintained this service relationship for
over a decade. Because of the value of contractor familiarity with the facilities and the
costs to replace currently installed equipment, Staff believes it is in the best interests of
the City to stay with Bay Alarm as the City's building security services provider.
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Purchase Orders for Enhanced Building Security Measures
September 30, 2014
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DISCUSSION
In past years, securing services from Bay Alarm without rebidding was within the
discretion of the City Manager in accordance with Section 2.44.140.D of the municipal
code. This section allows for exceptions to typical procurement procedures when,
"The city manager or the city council ... determines that, due to unique
circumstances or unusual factors, the award for the purchase of services, supplies
or equipment from a source other than the lowest responsible bidder is in the best
interest of the city."
With the addition of services and the equipment used to provide them, the total
expenditures to Bay Alarm will now exceed the City_ Manager's purchase order authority.
The authorization to open a purchase order of sufficient capacity rests with the City
Council, which may also rely on this exception.
The following table shows the five Bay Alarm master accounts, the purpose for each and
the associated anticipated costs for this fiscal year. The five master accounts separately
track costs for the two installation projects (video camera and access card systems) and
three ongoing monitoring and servicing programs (burglar and fire monitoring, camera
footage cycling and access card monitoring).
Master Bill #
305074
3050834
3050934
3051034
2004070
Purpose
Key Card Access System
installation at City Hall Admin,
COD & PVIC
Key Card Access System
monitoring at City Hall Admin,
CDD&PVIC
Camera monitor installation at
EOC cache locations Upper PV,
Hesse & Ladera Linda
Camera monitoring and cycling at
EOC cache locations Upper PV,
Hesse & Ladera Linda
Alarm system monitoring citywide
FY14-15 Est.
Type Cost
one time $ 14,450
ongoing $ 2,340
one time $ 2,495
ongoing $ 6,000
ongoing $ 14,000
$ 39,285
The total anticipated costs for this fiscal year are just under $40,000. This total can be
broken down into one-time costs for new equipment and installation ($16,945) and costs
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Purchase Orders for Enhanced Building Security Measures
September 30, 2014
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for ongoing monitoring services ($22,340). Staff recommends authorizing a PO at an
amount about 20% higher than these estimates to accommodate other needs in security
improvements that are not currently known. These might include additional installations
(more cameras for instance) or increases to service levels over the next year. Therefore
staff is recommending the City Council authorize a purchase order for $50,000 to Bay
Alarm Company for security enhancements and monitoring services for the current fiscal
year. As has been shown, nearly half of this amount is for one-time installation and set-
up of upgrades that are not be expected every year.
As part of this project, Staff also recommends that City Council authorize a purchase
order to Aames Lock and Safe Company in the amount of $10,000 to provide and install
electrified locking hardware. Aames Lock and Safe Company is the locksmith partner t-0
Bay Alarr:n and provides the corresponding door hardware elements to accommodate the
access card entry door locks as discussed above. Hardware purchase and installation is
typically done through the security services contractor or through the City's open market
procurement procedures. By contracting directly with Aames for these services, rather
than through Bay Alarm or with potentially unfamiliar (to Bay Alarm) door hardware
suppliers, the City saves the mark up that would otherwise be charged by an overseeing
contractor and the potential for installation and operational difficulties if an unfamiliar
supplier was chosen from the open market.
CONCLUSIONS
The increasing need for safety of personnel and guests of the City's facilities and the
desire to reduce the City's exposure to theft and vandalism of City's property require
enhancements to the City's security network. Due to one-time costs for these
improvements, the City Manager's spending approval threshold will be exceeded for
Bay Alarm this fiscal year. A purchase from Aames Lock and Safe is also needed to
allow the efficient coordination and installation of necessary door hardware
improvements. Staff therefore recommends City Council authorize the Acting City
Manager to approve the purchase orders necessary for these service improvements
and security enhancements to be implemented.
FISCAL IMPACT
These items can be paid for from budgeted funds. The FY 2104-15 Adopted Budget
identifies $25,000 in the Building Maintenance Program for Building Security. This is
sufficient to cover the anticipated PO encumbrance for ongoing monitoring. Funds to
cover the cost of installation of the door hardware, cameras and card access system can
be covered with remaining FY 2013-14 funds set aside for this purpose and carried
forward in the recently approved continuing appropriation resolution.
Attachments: none
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