REPORT TO THE CITY COUNCIL
FROM: BRYON HORN, Director
Information Services Department
BY: FRANK D. VAWTER, Assistant Director
Information Services Department
SUBJECT
Title
Approve the award of a cooperative purchase agreement to Johnson Controls Inc, through April 22, 2025, plus one optional one-year extension for the purchase of facility security systems, equipment, software, and related services, not to exceed $750,000.00 plus annual CPI increases (Bid File 12401671)
Body
RECOMMENDATION
Staff recommends the Council approve the award of a cooperative purchase agreement to Johnson Controls Inc, through April 22, 2025, plus one optional one-year extension for the purchase of facility security systems, equipment, software, and related services, not to exceed $750,000.00 plus annual CPI increases.
EXECUTIVE SUMMARY
In 2022 City Council approved the replacement of the City’s access control system (ACS). Awarding the bid to Johnson Controls Inc. (JCI) was found to be the best value proposer. JCI has been executing the upgrade of the system and adding additional doors and gates to the access control system. ISD seeks to use this competitive purchase agreement as the purchasing vehicle for future system expansion, repair, and maintenance, via JCI. The Information Services Department (ISD) has identified a cooperative purchase agreement that will be authorized through a competitively solicited cooperative procurement process administered by the State of Minnesota in partnership with Sourcewell.
BACKGROUND
As a result of the 2017 City Hall Security Report, ISD has invested significantly in improving access control at City Hall, and other City of Fresno locations. As part of the efforts to increase employee safety, ISD has been leading a replacement of the legacy access control system in favor of a more modern system. Following the initial replacement work, awarded to JCI in 2022 to the amount of $612,200. ISD seeks to establish a purchasing vehicle that will allow us to continue to use JCI to expand, repair, and support our upgraded system. We foresee needing these services to add access control to our existing facilities and incorporate it in our new facilities. For example, since the start of the project there have been additional requests for access control systems expansion at PARCS sites, PD Annex, and DPU O&M. We expect additional work at new, leased, and to be renovated sites, such as the Capital Projects Building, DPU O&M, and Garage 9. The purchase of facility security systems, equipment, software, and related services will be purchased through a competitively solicited cooperative purchase agreement with the State of Minnesota in partnership with Sourcewell. Purchases will not exceed $750,000 plus annual CPI increases.
Utilizing the cooperative agreement was determined to be the most cost-effective method and overall best value for obtaining facility security systems, equipment, software, and related services. The Purchasing Division has approved this contract and recommends Council to approve.
The City Attorney has reviewed and approved to form.
ENVIRONMENTAL FINDINGS
As defined by the California Environmental Quality Act Guidelines Section 15378, this item does not qualify as a project.
LOCAL PREFERENCE
Local preference was not implemented because this is a cooperative purchase agreement.
FISCAL IMPACT
There is no fiscal impact from awarding of this cooperative purchase agreement, only the creation of spending authority. Funds for this agreement will come from appropriations from ISD’s, or other departments budgets.
Attachments:
Cooperative Purchase Agreement
Johnson Controls Inc Contract#030421-JHN
Original RFP
Proof of Publication
Proposal Opening Record
Proposal Evaluation
Comment & Review
Board Resolutions