Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Approving And Authorizing The Appropriate City Officials To Issue A Blanket Purchase Order With Zimy Electronics, Inc. For The Required Purchase, Installation, Repair, Maintenance And Monitoring Services Of The Citywide Fire Alarm, Burglar Alarm And Access Control Systems For An Estimated Annual Expenditure Of $190,000.00 Based Upon Section 38.40(C)(8) Of The City’s Purchasing Ordinance (Best Interest).
Strategic Plan Focus
Public Safety
Body
Staff Recommends: The Approval of the Attached Resolution.
Explanation:
The City’s access control system is manufactured by Identicard Systems. In 2003, the Department of Public Works along with City staff, identified Zimy Electronic, Inc. (“Zimy”) as the sole and exclusive authorized Identicard Access Control Systems sales and service provider for the City’s regional area to provide various required security system maintenance and monitoring services.
In 2009, Zimy upgraded the security and monitoring system and is familiar with the location of all control panels and card readers, which include burglar and fire alarm systems, as part of the overall Citywide security system. In addition, as a major factor of security, is confidentiality and safety. The City’s continued use of one vendor for its security projects reduces familiarity and avoid giving multiple vendors and persons access to facility I.P. addresses, passwords and alarm access codes
The Departments of Public Works, Public Utilities, and Fire Rescue & Beach Safety require an agreement with a qualified and authorized vendor to provide the maintenance and monitoring of security systems (burglar, fire and access control) Citywide and have requested and received a written quotation from Zimy to establish unit and hourly pricing for these services.
Resolutions R-2017-372 and R-2018-375 were approved for one year under the “best interest” exemption pursuant to Section 38.40(C)(8) of the Code of Ordinances for Zimy to continue providing for the purchase, installation, repair, maintenance and monitoring services for citywide fire alarm, burglar alarm and access control systems, maintenance and monitoring of security systems. In accordance with Section 38.48(B), the City Manager also approved a 90-Day extension for Zimy to continue providing these services Citywide.
It is the intention of the city to work with an outside consultant during the time of this extension to review, assess and create a recommendation for the appropriate types of service and how they are implemented. This will include the most resilient and sustainable equipment. We have already started this process with a vendor to draft a scope of work and it is our intent before the end of this extension to have our system fully evaluated, with all recommendations and an RFP created so that we can go out competitively and procure what is deemed the best system for Hollywood.
Section 38.40(C)(8), City Code, provides that purchases of, and contracts for, supplies or contractual services, when the City 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. City staff recommends that the City Commission approve and authorize the issuance the attached blanket purchase order to Zimy for a two-year term or the period from March 7, 2020 through March 6, 2022. During this period, staff will prepare formal bid specification for a future contract.
Fiscal Impact:
The total annual estimated cost for these services is $190,000.00 with the cost being allocating as follows: (1) Department of Public Works - $90,000.00; (2) Department of Public Utilities - $90,000.00; and (3) Department of Fire Rescue and Beach Safety - $10,000.00.
Funding for this service/project is available in the FY 2020 Operating Budget account numbers 001.500301.51900.546310.00000.000.000; 442.400602.53600.531170.000000.000.000;442.409901.53600.563010.000749.000.000;442.400502.53600.531170.000000.000.000;442.409901.53600.563010.000748.000.000;442.400201.53600.531170.000000.000.000; 442.409901.53600.563010.000736.000.000;001.215101.52200.546350.000000.000.000; and will be budgeted in the subsequent fiscal years’ operating budget subject to the approval and adoption by the City Commission.
Recommended for inclusion on the agenda by:
Peter Bieniek, Director, Department of Public Works
George R. Keller, Jr., CPPT, Deputy City Manager, Public Safety