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HomeMy WebLinkAboutBKM Technology Partners, Inc. - Sole Source Procurement - wa Council/Agency Meeting Held: 0 Deferred/Continued to: ppr ved ❑ r Conditio all Ap ved ❑ Denied y le s Signat e _T Council Meeting Date: 10/19/2009 Department ID Number: PW 09-52 CITY OF HUNTINGTON BEACH REQUEST FOR CITY COUNCIL ACTION SUBMITTED TO: HONO*RAEMAYOR AND CITY COUNCIL MEMBERS SUBMITTED BY: FREDON, CITY ADMINISTRATOR PREPARED BY: OAVISPKINS, PE, DIRECTOR OF PUBLIC WORKS SUBJECT: Appprove Sole Source Procurement with BKM Technolog Partners f r Water Facility Security System Maintenance and Repairs Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis, Environmental Status,Attachment(s) Statement of Issue: The Public Works Utilities Division has installed sophisticated security systems at several groundwater well sites and at the Peck/Springdale reservoir complex as part of a phased capital improvement program. In order to provide regular maintenance and as-needed repairs to the security systems, the Division is seeking to establish a maintenance contract with a firm with expertise in these systems. BKM Technology Partners of Phoenix, Arizona installed the existing systems and is the only manufacturer-approved source for products and service in the Huntington Beach service area. Funding Source: Funds for security system upgrades and maintenance are provided in Water Fund Business Unit 50691005 —Water Security Improvements. Recommended Action: Motion to: Approve sole source procurement with BKM Technology Partners, Inc. for water facility security system maintenance and repairs. Alternative Action(s): Do not approve the sole source procurement. REQUEST FOR CITY COUNCIL ACTION MEETING DATE: 10/19/2009 DEPARTMENT ID NUMBER: PW 09-52 Analysis: In 2003, the Public Works Utilities (formerly Water) Division completed an EPA mandated Water System Vulnerability Assessment. Through this assessment the City was required to review the potential threats to water supply and water facilities from malevolent acts and to develop a prioritized plan for security upgrades. This assessment was utilized to complete a Water Security Plan in 2005. Since completion of the plan, the Division has begun a phased approach to installing security enhancements at critical water facilities. As part of the security enhancements, staff elected to utilize Zareba Perimeter Security systems at three (3) groundwater wells and at the Peck/Springdale reservoir complex. The Zareba system consists of special fencing and monitoring equipment that allows for intrusion detection at the facilities. Installation, preventive and routine maintenance, and repairs of the components of the system requires specialized training and expertise. BKM Technology Partners of Phoenix, Arizona was awarded a contract for installation of the systems. Staff is seeking to hire BKM under a maintenance contract to provide regular maintenance and as- needed repairs. BKM is the sole source of Zareba product and service for the Huntington Beach area. Per the Municipal Code, all sole source procurements over $50,000 must be approved by the City Council. The security system annual maintenance contract is in the amount of$63,500. Public Works Commission Action: Not applicable. Strategic Plan Goal: Maintain and enhance public safety. Environmental Status: Not applicable. Attachment(s): P,-4geAumber ® - kh e o 1. Sole Source Justification. -2- 9/28/2009 2:40 PM A r-FTACHMENT 1 CITY OF HUNTINGTON BEACH Sole-Source Justification (For use on all goods and services acquisitions.) This justification document consists of two(2)pages. All information must be provided and all questions must be answered. The"Required Approvals"section must include a date for each signature,as appropriate for the transaction. Re uestin °'De artment Inf©rmajon .� i Date:• 7, 2009 Requestor Name: Jay Kleinheinz Division Manager: Howard Johnson (Type names. Do not sign.) Department: Public Works Department Head: Travis Hopkins (Type names. Do not sign. Must be same as signature below.) De` artrrient,Co4tact Information >,= ro. . _ Contact Name: Jay Kleinheinz Street Address: 19001 Huntington St, Huntington Beach Telephone: 714-374-1512 Fax: 714-847-1067 Shipping Address: Same Cellular phone: 714-374-1512 _ Uk" k Re . quired Contact lnformat_ion " A , Contractor/Supplier Name: BKM Technology Partners Contractor/Supplier Address: 3620 East Campbell Ave. Contractor/Supplier City/State/Zip: Phoenix AZ, 85018 Original Contract Amount:* Amendment Amount:* (if applicable) New Contract Amount: $63,500 $ $63,500 (*Includes original contract and previously ('Includes original contract and all amendments, approved amendments) ('Current amendment only) including current amendment) Provide a brief description of the acquisition, including all goods and/or services the contractor willprovide: Provide scheduled maintenance and repairs as needed on security fence sytem at Peck Reservoir, Wells 3, 5 and 9 Contract T e and Term A :., ...... Contract Type: Contract Term: What account number will be used to purchase? Select One: ❑ Goods Begin: 9eptewkwr 1,2009 Business Unit: 50691005 ❑ Service :3 r' ® Goods&Services End: Aegast- , 2010 Object Code: 82100 Rewired A rivals Department Head a tral Services Manager (rector of Finance Deputy City Administrator App ved De ied DqAi d �pproyed ❑ D nied pproved ❑ Denied Signature/D ignature/Date Signature/Da Signature/Date (Transactions exceeding$50,000 must be approved by council) 1 CITY OF HUNTINGTON BEACH Sole Source Justification �F= (For use on all goods and services acquisitions.) Complete responses must be provided for all of the following items. A. THE GOOD/SERVICE REQUESTED IS RESTRICTED TO ONE SUPPLIER FOR THE REASONS STATED BELOW: 1. Why is the acquisition restricted to this goods/services/supplier? (Explain why the acquisition cannot be competitively bid.) BKM is the installer of this equipment and is authorized by Zareba (the manufacturer)for installation, repairs and maintenance and as a product distributor(see attached letter from Zareba). Providing maintenance and repairs of this system require specialized training that other security companies do not have. 2. Provide the background of events leading to this acquisition. Due to the sophistication and complexity of these security fence systems, routine maintenance and repairs must be performed by specially trained personnel to maintain reliability and performance 3. Describe the uniqueness of the acquisition (why was the good/service/supplier chosen?). BKM is uniquely qualified to do this work. 4. What are the consequences of not purchasing the goods/services or contracting with the proposed supplier? Relaibility and operation of these fence sytems will be greatly compromised 5. What market research was conducted to substantiate no competition, including evaluation of other items considered? (Provide a narrative of your efforts to identify other similar or appropriate goods/services, including a summary of how the department concluded that such alternatives are either inappropriate or unavailable. The names and addresses of suppliers contacted and the reasons for not considering them must be included OR an explanation of why the survey or effort to identify other goods/services was not performed.) BKM is the only company trained,certified and authorized by Zareba (the manufacturer)to perform this work. B. PRICE ANALYSIS 1. How was the price offered determined to be fair and reasonable? (Explain what the basis was for comparison and include cost analyses as applicable.) The cost of maintaining security fencing/system compared to the value of the water facilities as a whole is insignificant. Public safety, protection of our water supply and infrastructure are direct factors considered with deeming this cost as fair. 2. Describe any cost savings realized or costs avoided by acquiring the goods/services from this supplier. Since BKM is specially qualified and trained to work on this security fence any cost savings would be realized by the increased reliability of the system Remit completed form to: City of Huntington Beach-Central Services Division 2000 Main Street, Huntington Beach,CA 92648-2702 2 Zareba Systems,Inc. 13705 26`"Avenue North Suite 102 Minneapolis,MN 55441 763.551.1125 763.509.7450 fax www.ZarebaSystems.com September 22, 2009 Jay A. Kleinheinz Water Production Supervisor Huntington Beach Utilities Division 19001 Huntington Street Huntington Beach, CA 92648 Dear Mr. Kleinheinz, This letter is to acknowledge that BKM Technology Partners ("BKM") is the sole approved source of Zareba Perimeter Security Systems product and service for the City of Huntington Beach. BKM can provide the necessary materials, services, and know-how to properly maintain the Zareba Perimeter Security Systems at the City of Huntington Beach's Well#3a, Well 95, Well#9, and Springdale Reservoir. Zareba establishes that it continues to manufacture the Zareba Perimeter Security System product line and will make product available to BKM for support of the City of Huntington Beach. Sincerely, f". Don Miller Product Manager Zareba Security RCA ROUTING SHEET INITIATING DEPARTMENT: Public Works SUBJECT: Approve Sole Source Procurement with BKIVI Technology Partners COUNCIL MEETING DATE: October 19, 2009 RCA ATTACHMENTS STATUS Ordinance (w/exhibits & legislative draft if applicable) Attached ❑ Not Applicable Resolution (w/exhibits & legislative draft if applicable) Attached ❑ Not Applicable Tract Map, Location Map and/or other Exhibits Attached ❑ Not Applicable Contract/Agreement (w/exhibits if applicable) Attached ❑ (Signed in full by the City Attorney Not Applicable Subleases, Third Party Agreements, etc. Attached ❑ (Approved as to form by City Attorney) Not Applicable Certificates of Insurance (Approved by the City Attorney) Attached ❑ Not Applicable Fiscal Impact Statement (Unbudgeted, over $5,000) Attached ❑ Not Applicable Bonds (If applicable) Attached ❑ Not Applicable Staff Report (If applicable) Attached t Applicable Commission, Board or Committee Report (If applicable) Attached ❑ Not Applicable Findings/Conditions for Approval and/or Denial Attached ❑ Not Applicable EXPLANATION FOR MISSING.ATTACHMENTS REVIEWED RETURNED FORWAARDED Administrative Staff ; Deputy City Administrator (Initial) `" City Administrator (Initial) City Clerk EXPLANATION FOR RETURN OF ITEM: ® Sp a o RCA Author: Ken Dills,ext. 5055