Title
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, As A Best Interest Exemption 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 $74,920.00.
Body
Staff Recommends: Approval of the Attached Resolution.
Explanation:
The Department of Public Works requires 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 have requested a waiver of competitive bidding.
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.
The Department of Public Works requires an annual agreement with the authorized vendor to provide for the Maintenance and Monitoring of Security Systems (Burglar, Fire and Access Control) City-wide 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, Inc. has their office and service warehouse located in the Hollywood and their services are available seven days a week and twenty four hours a day.
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.
Purchasing Ordinance 38.40(C)(8) provides that Purchases of, and contracts for, supplies or contractual services, when the City Commission declares by five-seven (5/7ths) vote that competitive bidding is not in the best interest of the City are exempt from the competitive bidding process.
The Director of Public Works and the Director of Procurement Services have recommended that the City Commission authorize the issuance of the attached blanket purchase order to Zimy Electronics, Inc. of Hollywood, Florida for an initial one (1) year term to provide City-wide Security Systems Installation, Maintenance and Monitoring for an estimated annual expenditure of $74,920.00 with the option to renew for one (1) additional one (1) year term.
Funding for this service has been provided in the FY 2015 budget in the Public Works Budget Account Numbers 01.5174.00514.519.004631 Maintenance - Equipment and will be budgeted in subsequent fiscal years.
Recommended for inclusion on the agenda by:
Wazir A. Ishmael, City Manager
Matthew Lalla, Director, Financial Services
Sylvia Glazer, Director, Public Works
Joel Wasserman, Director, Procurement Services