Subject
title
Award and Authorize the City Manager to Execute a Rider Contract for the Inspection, Repair, Maintenance, and Installation of Electronic Security Systems to EAI Securities Systems, Inc., for a term through May 5, 2025, in an amount Not to Exceed $250,000
Department
PW - Engineering
Recommendation
Staff recommends the Mayor and Council award and authorize the City Manager to execute a Rider Contract for the Inspection, Repair, Maintenance, and Installation of Electronic Security Systems to EAI Securities Systems, Inc., located in Rockville, Maryland, for a term through May 5, 2025, in an amount not to exceed $250,000.
Discussion
Since May 2021, the City has executed a rider contract to EAI based on the terms and conditions of the Montgomery County Contract # 1113122 for an annual amount not to exceed $50,000. The initial Rider Agreement expired in May of 2024. However, the City requires additional support for the installation of electronic security systems for a total annual amount not to exceed $250,000.
Of this amount, $50,000 will be allocated to the Police Department to get as needed inspection and maintenance support for the existing building security system and allow fast turn-around installation of new security equipment as directed by staff.
The Department of Public Works requires $200,000 to:
• Install access control systems where needed at 6 Taft Court (approximately 30 locations). This work will consist of providing and installing all cables, control units, card readers, request to exit sensors and door contacts.
• Reconfigure the vehicle access gate at the Rothgeb Maintenance Facility for remote operation, viewing, and communications by personnel at 6 Taft Court using a master IP video intercom unit at the gate and a relay system in the Fleet building.
• Install up to 25 city furnished cameras at locations designated by the city at 6 Taft Court.
• Install a DSC security alarm system at 6 Taft Court consisting of all cables, the alarm panel, panic buttons, connection to door contacts (same contacts installed as part of the access control system) and security keypads for controlling the system.
• Install and configure an ADA compliant controlled access gate in the fence between the Rothgeb Maintenance Facility and 6 Taft Court.
Mayor and Council History
This is the first time this agenda item has appeared before the Mayor and Council.
Procurement
In May 2021, Montgomery County awarded Contract # 1113122 to EAI Security Systems, Inc after performing a competitive bid process. The contract was awarded for inspection, repair, maintenance and installation of electronic security systems through May 5, 2022, with the option to extend for four additional one-year periods through May 5, 2024. On April 4, 2024, Montgomery County issued an Amendment to Contract No. 1113122 to extend the contract term for one (1) year through May 5, 2025 and (2) to change the scope of work to allow the prices to be increased up to 3.1%.
Pursuant to Rockville City Code Sec. 17-71(b), “Cooperative Procurement Authorized,” the Mayor and Council is authorized to contract with any contractor who offers goods, services, insurance, or construction on the same terms as provided other state or local governments or agencies thereof who have arrived at those terms through a competitive procurement procedure similar to the procedure used by the City.
EAI Security Systems, Inc. is a non-Minority, Female, Disabled or Veterans (MFD-V) business.
To view the draft contract, please see Attachment A.
To view all contract documents, click the link below:
<https://www.swisstransfer.com/d/232a1578-7015-4100-9e4e-0aa526d95cf1>
Fiscal Impact
The FY 2025 adopted budget includes $20,000 for alarm system support services within the operating budget of the Police Department. The Maintenance and Emergency Operations Facility Improvements (GD19) project (Attachment B) has sufficient capacity to support the work planned under this award.
Next Steps
Upon Mayor and Council approval, the Procurement Division will complete the execution of the Rider Contract with EAI Security Systems, Inc, for the Inspection, Repair, Maintenance, and Installation of Electronic Security Systems.