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A Resolution Of The City Commission Of The City Of Hollywood, Florida, Authorizing The Appropriate City Officials To Issue The Attached Blanket Purchase Order Between Zimy Electronics, Inc And The City Of Hollywood For The Required Purchase, Installation, Repair, Maintenance And Monitoring Services For The Citywide Fire Alarm, Burglar Alarm And Access Control Systems For An Estimated Annual Expenditure Amount Of $198,600.00.
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Staff Recommends: The Approval Of The Resolution.
Explanation:
The Department of Public Works, the Department of Public Utilities, and the Department of Fire Rescue & Beach Safety require an agreement with a qualified and authorized vendor to provide for the Maintenance and Monitoring of Security Systems (Burglar, Fire and Access Control) Citywide and has requested and received a written quotation from Zimy Electronics, Inc. to establish unit and hourly pricing to provide the required City-wide services.
In 2003 following the events of 9/11, the Department of Public Works in conjunction with the Police Department was directed to identify, coordinate, assist and monitor the City wide purchase and installation of various security systems such as burglar, fire and access control to be installed at selected City facilities.
The City’s access control system is manufactured by Identicard Systems and City staff identified Zimy Electronics, Inc. as the sole and exclusive authorized Identicard Access Control Systems sales and service provider for our regional area to provide the required various security systems maintenance and monitoring services.
Zimy Electronics, Inc. installed the original card reader system in the City of Hollywood facilities in 2003 and upgraded the system in 2009, and is familiar with the location of all panels and card readers in which the burglar and fire alarm systems are included as a part of the overall citywide security system.
In 2013 the City Commission, via resolution number R-2013-096, approved and awarded the upgrade of the City-wide. Identicard access control reader system to Zimy Electronics, Inc. as a best interest.
On September 2, 2015, the City Commission passed and adopted Resolution Number R-2015-272, which authorized the issuance of blanket purchase order B002761 to Zimy Electronics, Inc. for the purchase, installation, repair, maintenance and monitoring services for the City-wide fire alarm, burglar alarm and access control systems, for a one (1) year period with the option to renew for one (1) additional one (1) year period.
On August 28, 2017, the City Manager approved, via PR-2017-278, the ninety (90) day extension of blanket purchase order B002761 to Zimy Electronics, Inc. for the purchase, installation, repair, maintenance and monitoring services for the City-wide fire alarm, burglar alarm and access control systems.
Section 38.48 (B) provides the City Manager or his/her designee is hereby authorized to extend, for operational purposes only and for a maximum of 90 days, any contract entered into by the City pursuant to the City Commission approval, and that further extensions of such contract require the approval of the City Commission.
The Department of Public Works, the Department of Public Utilities, and the Department of Fire Rescue & Beach Safety require an agreement with a qualified and authorized vendor to provide for the Maintenance and Monitoring of Security Systems (Burglar, Fire and Access Control) Citywide and has requested and received a written quotation from Zimy Electronics, Inc. to establish unit and hourly pricing to provide the required City-wide services.
Zimy Electronics, Inc. remains the sole and exclusive authorized Identicard supplier and service provider for our regional area and is also selected and recommended based upon their prior above satisfactory service and competitive pricing with the City for the required services.
In addition, as a major factor of security is confidentiality and safety, the City’s continued use of one (1) vendor for our security projects reduces familiarity by multiple vendors and persons having access to facility I.P. addresses, passwords and alarm access codes.
Zimy Electronics has been the sole provider of Maintenance and Monitoring of Security Systems (Burglar, Fire and Access Control) Citywide since 2003 and the period of this extension will allow the City to engage with other Security Monitoring firms to analyze a comprehensive Citywide Security Review.
The conclusion of the comprehensive review will determine how the City will acquire future Maintenance and Monitoring of Security Systems (Burglar, Fire and Access Control) Services.
The Department of Public Works has estimated their annual expenditure to be approximately $74,920.00 for the required services City-wide based upon the projected annual cost of $20,220.00 for the access control system monitoring and maintenance services, the annual cost of $29,700.00 for the burglar and fire alarm system monitoring and maintenance services and an additional $25,000.00 for system equipment failure and replacement during the agreement period, the Department of Public Utilities has estimated their annual expenditure to be approximately $90,000.00 for the required system monitoring and maintenance services and additional for system equipment failure and replacement during the agreement period, and the Department of Fire Rescue & Beach Safety has estimated their annual expenditure to be approximately $10,000 for the required system monitoring and maintenance services and additional $23,613 for the ongoing Station 45 Project.
Section 38.40(C)(8) of the Code of Ordinances provides that purchases of, and contracts for, supplies or contractual services, when the Commission declares by a five-sevenths vote that competitive bidding and competitive proposals are not in the best interest of the City, are exempt from the competitive bidding and competitive proposal requirements of the Purchasing Ordinance; and
The Administration recommends utilizing Section 38.40(C)(8) of the City’s Code of Ordinances to issue a purchase order to Zimy Electronics, Inc. of Hollywood, Florida for a one (1) year term to provide City-wide Security Systems Installation, Maintenance and Monitoring for an estimated annual expenditure of $198,600.00 for the period of December 6, 2017 through December 6, 2018.
Funding for this service has been provided in the FY 2018 budget in the Public Works Budget Account Number 01.5174.00514.519.004635 Maintenance - Equipment ($74,920.00), the Department of Public Utilities, Wastewater Treatment Plant Budget Account Numbers 42.4041.00782.536.003117 ($20,000.00) and 42.4000.90465.536.006301 ($20,000.00), the Department of Public Utilities, Water Treatment Plant Budget Account Numbers 42.4011.00762.536.003117 ($20,000.00) and 42.4000.75569.536.006301 ($15,000.00), the Department of Public Utilities, Underground Utilities Budget Account Numbers 42.4012.00762.536.003117 ($10,000.00) and 42.4000.90467.536.006301 ($5,000.00), and the Department of Fire Rescue & Beach Safety Budget Account Numbers 01.2151.00000.522.004635 ($10,000.00) and 34.2115.15501.522.006301 ($23,612.50) and will be budgeted in subsequent fiscal years.
Recommended for inclusion on the agenda by:
Dr. Wazir A. Ishmael, City Manager
Gus Zambrano, ACM, Sustainable Development
George R. Keller, Jr, ACM/Interim Director of Finance & Administration
Christopher Pratt, Director of Fire Rescue & Beach Safety
Sylvia Glazer, Director, Public Works
Steve Joseph, Director, Public Utilities
Paul A. Bassar, Director, Procurement and Contract Compliance