Report Prepared by: Wally Broughton, Public Works Manager-Operations
Title
SUBJECT: Approval of Agreement for Professional Services with Hoffman Electronic Systems, in the Annual Amount of $21,012, for Electronic Monitoring Services at City Owned-Facilities, for a Two (2) Year Term Beginning July 1, 2020 Through June 30, 2022, with an Option to Extend for Three (3) Additional One (1) Year Term(s)
REPORT IN BRIEF
Considers approving an agreement with Hoffman Electronic Systems, in the annual amount of $21,012, for electronic monitoring services at city owned-facilities.
RECOMMENDATION
City Council - Adopt a motion approving the Agreement for Professional Services with Hoffman Electronic Systems, in the annual amount of $21,012, for electronic monitoring services at City owned-facilities for a two (2) year period, with an option to renew for a maximum of three (3) additional one (1) year periods; and, authorizing the City Manager or the Assistant City Manager to execute the necessary documents.
Body
ALTERNATIVES
1. Approve, as recommend by Staff; or,
2. Approve, subject to other than recommended by Staff; or,
3. Deny; or,
4. Refer to Staff for reconsideration of specific items; or,
5. Continue to a future meeting.
AUTHORITY
Charter of the City of Merced, Section 200 et seq.
Services with an estimated value greater than $32,000.00 are made by written contract in accordance with Merced Municipal Code, Title 3 - Revenue and Finance, Chapter 3.04.
CITY COUNCIL PRIORITIES
As provided for in the Proposed Fiscal Year 2020-2021 Budget.
DISCUSSION
The Public Works Department recently invited proposals to provide electronic alarm monitoring services at approximately 111-City owned-facilities including, but not limited to the following: Storm Drain Pump Stations, Sanitary Sewer Lift Stations, Water Well Tanks, Wastewater Treatment Plant Facility, Merced Transportation Center, Ralph Shannon Parcade, Public Works Corporation Yard, Purchasing Facility, Merced Bell Station, Police Stations, Merced Civic Center, Merced Regional Airport, Applegate Zoo, Rossetti-Ed-Zoo-Cation Center, Stephen Leonard and McNamara Recreation Centers, Merced Senior Community Center, and Traffic Signal/Lighting Warehouse. Please see Attachment 1 for a detailed listing of specific locations and alarm types.
Hoffman was the only vendor to respond to our Request for Proposal. Their services
will include the monitoring of temperature sensors of highly sensitive computer electronic components, high/low water levels at storm drain pump basins to prevent the potential flooding of city streets after storm events, fire detection systems, as well as burglar intrusion alarms and video camera monitoring.
They have provided monitoring services to the majority of our facilities from years 2002 through 2009, and 2015 to present. They have the necessary facility and experience to perform this work and continue to meet the needs of the City. All of their work is completed by in-house employees and not subcontractors. This is important in regards to security concerns due to the need to safeguard confidential information and granting access to secured locations.
The contract agreement will be for a period of two (2) years, commencing on July 1, 2020 and ending on June 30, 2022. The City has the option to extend the terms of the agreement for one-to-three additional periods of one-year, ending on June 30, 2025.
IMPACT ON CITY RESOURCES
The annual contract amount of $21,012, includes projected growth of City owned-facilities anticipated to be seven (7) sites, totaling $1,428 annually. Until such time additional alarms are installed, the annual contract amount is $19,584.
Funding for this service has been included in the Fiscal Year 2020/2021 Proposed budget.
ATTACHMENTS
1. City Locations and Alarm Types
2. Scope of Services
3. Hoffman Agreement