City Council Report
City Council Meeting: September 24, 2013
Agenda Item: 3-I
To: Mayor and City Council
From: Jory Wolf, Chief Information Officer
Subject: Maintenance Agreement for the Public Safety Facility Access Control System.
Staff recommends that the City Council authorize the City Manager to negotiate and execute a sole source Maintenance Agreement with Deterministic Systems, Inc., a California-based company, for maintenance of the Public Safety Facility access control system for a five year term, in an amount not to exceed $300,000.
The Public Safety Facility utilizes an access control system for facility security and to control staff and visitor access, as well as inmate movement within the jail. The system was installed in 2003 when the Public Safety Facility was constructed. The unique nature of the facility requires a highly customized access control system capable of supporting jail operations and ensuring proper security controls for other areas of the facility. A Maintenance Agreement would ensure ongoing operation of the existing access control system and would not exceed $300,000 for a five-year period. Staff recommends the Maintenance Agreement be awarded to Deterministic Systems, Inc. as they are the developers of the customized access control system and the only vendor capable of providing support.
As part of the design and construction of the Public Safety Facility, the General Contractor was required to furnish and install an access control system that met requirements established by the City. The system was implemented in 2003 upon opening of the Public Safety Facility. The system is comprised of various subsystems that handle different aspects of security, including CCTV, door controls and intercoms. The overall system is controlled by a central management system that supports the advanced functionality of the facility controls, including operation of the jail. The central management system consists of various hardware components and custom designed software developed by Deterministic Systems, Inc.
Upon expiration of the warranty in 2005, the City entered into a Maintenance Agreement with Deterministic Systems, Inc. for ongoing maintenance and support of the system. The Maintenance Agreement expired in June 2009. The City has continually paid for maintenance services on an annual basis via a Purchase Order through Fiscal Year 2012-13. The parties were otherwise operating under the terms and conditions of the original Maintenance Agreement. A formal Maintenance Agreement would ensure that Deterministic Systems, Inc. is held to service levels required by the Police Department to ensure continuity of operations in the event of a system failure.
The original Maintenance Agreement and purchase orders issued subsequent to the expiration of the Maintenance Agreement did not individually exceed the $100,000 threshold for Council approval. The requested Maintenance Agreement would exceed the $100,000 threshold and is now being presented for Council approval.
The access control system is a critical component of the operation of the Public Safety Facility. The system is an integral part of controlling inmate movement within the Jail and ensures proper security controls for staff and visitor access to the facility. The system is comprised of various video, audio and network systems that all interface with the system central management system.
The central management system was custom designed and developed for the Public Safety Facility by Deterministic Systems, Inc. As a result of the proprietary nature of the design of the central management system, Deterministic Systems, Inc. is the only vendor capable of providing support for their product. There are no practical alternatives for ongoing maintenance and support of the system. Replacement of the system would involve substantial changes to the Public Safety Facility’s infrastructure and potentially result in capital costs in excess of $1M with ongoing maintenance costs equivalent to those of the Maintenance Agreement proposed with Deterministic Systems, Inc. At this time, staff recommends entering into a sole source Maintenance Agreement with Deterministic Systems, Inc. in order to ensure proper operation of the customized access control system through June 2018.
Financial Impacts & Budget Actions
The Maintenance Agreement to be awarded to Deterministic Systems, Inc. is for an amount not to exceed $300,000. Funds are available in the FY 2013-15 budget in division 01304. The agreement will be charged to account 01304.533580 (approximately $43,900 annually for FY 2013-14 and FY 2014-15).