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HomeMy WebLinkAbout08/05/2019 06F Agreement with e3 Solutions, Inc., Yakima Air Terminal-McAllister Field; Access Control System Upgrade to\'4\lyy tbxk ik 1 PPP d g. P A P p P 1 PPi • ittYlltYlt.\ta. BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 6.F. For Meeting of:August 5, 2019 ITEM TITLE: Resolution authorizing a sole source purchase for goods and services from e3 Solutions Inc. to upgrade the Yakima Air Terminal- McAllister Field's Honeywell access control system to the City's standard access control platform including future upgrades and additions for the Yakima Air Terminal-McAllister Field and other departments SUBMITTED BY: Stephen Yu, Information Technology Services Operations Supervisor SUMMARY EXPLANATION: The Yakima Air Terminal-McAllister Field has an existing Honeywell branded access control system. This system, including the server hardware that it runs on, is outdated. The server is years out of warranty, the software is out of maintenance, and there is no certified Honeywell reseller in the Yakima area. This presents a critical security concern as the current system does not have the capacity to adhere to future security regulations.At the end of 2018, Yakima City I.T. Services completed an upgrade that migrated all other City facilities with access control to a LenelS2 platform. Several factors were considered in choosing LenelS2. One factor was that there is a certified LenelS2 reseller in the Yakima area, e3 Solutions, Inc. Having a local reseller who can sell, install, and service our access control system is very important since this is a critical security system.Another factor in choosing LenelS2 was that it has the capability to partition the database. In anticipation of bringing the Yakima Air Terminal-McAllister Field into the new system this feature will allow us to be compliant with any Transportation Security Administration requirements for database segregation. The cost estimate from e3 Solutions Inc. to upgrade the Yakima Air Terminal-McAllister Field's access control system and migrate it to our existing LenelS2 system is $28,759.32 which under Article IV, Section 6 of the City of Yakima Charter and the Yakima Municipal Code Chapter 1 80 would require competitive bids. Because e3 Solutions, Inc. is the only certified LenelS2 reseller in the Yakima area, and because the City has a positive history with this vendor, it is in the best interest of the City to approve this project and future projects to upgrade and expand the City's LenelS2 access control system without calling for bids.A notice of intent to sole source was advertised in the Yakima Herald Republic on 5/13/2019 and 5/14/2019 and received no response. 2 ITEM BUDGETED: Yes STRATEGIC PRIORITY: Public Safety APPROVED FOR SUBMITTAL: City Manager STAFF RECOMMENDATION: Adopt resolution. BOARD/COMMITTEE RECOMMENDATION: ATTACHMENTS: Description Upload Date Type D ResulLtan 7/1Y/2019 C,u.er Memo D Sole Source Justification Fcyrn 711912019 Cowr Memo D Sole Source Jusflficaflori Narrative 7/19/2119 Cover Memo D LerielS2 Reseller Corrfirrnatmi 7/1912019 Guyer Men iu 3 RESOLUTION NO. R-2019- A RESOLUTION authorizing a sole source purchase for goods and services from e3 Solutions Inc. to upgrade the Yakima Air Terminal-McAllister Field's Honeywell access control system to the City's standard access control platform including future upgrades and additions for the Yakima Air Terminal-McAllister Field and other departments. WHEREAS, the existing Honeywell access control system at the Yakima Air Terminal- McAllister Field is outdated and is vulnerable to failure putting the Terminal at risk. The existing system is also not compatible with the LenelS2 access control system used at all other access- controlled City locations. The cost of this project is $28,759.32; and WHEREAS, Article IV, Section 6 of the City of Yakima Charter and the Yakima Municipal Code Chapter 1 80 generally require that purchase of equipment, materials, or services in excess of $25,000 be done by competitive bid, subject to certain exceptions, and WHEREAS, the law recognizes a "sole source purchase" exception from these competitive bidding requirements when, due to the uniqueness of the product to be purchased and the fact that there is only one source, it would be futile to utilize competitive bidding for such product, and WHEREAS, the Yakima Air Terminal-McAllister Field requires this immediate upgrade, and other City departments require future upgrades and additions to access control, and WHEREAS, e3 Solutions, Inc., located at 603 W A Street, Yakima, WA, is the only certified LenelS2 reseller in the Yakima area, and WHEREAS, the City Council finds that it is in the best interest of the City to authorize goods and services provided by e3 Solutions Inc. for this project and future projects to upgrade and expand the City's LenelS2 access control system without calling for bids, now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager is hereby authorized and directed to approve the project for e3 Solutions Inc. to upgrade the Yakima Air Terminal-McAllister Field's access control system from Honeywell to LenelS2 for a cost of$28,759.32 and future access control projects not to exceed $100,000 annually. The City Manager is further directed to execute all appropriate and necessary documents to complete the purchase and transaction. ADOPTED BY THE CITY COUNCIL this 5'h day of August, 2019. Kathy Coffey, Mayor ATTEST: Sonya Clear Tee, City Clerk 4 City of Yakima/Yakima County •SOLE/SINGLE SOURCE JUSTIFICATION w, Revised January 2018 { Your Name Stephen Yu Your Department/Division I.T. Services Your Phone 509-249-6807 :Requisition Number Requested Vendor e3 Solutions, Inc. Cost Estimate (Including TAX) 1100,000/�;r. Vendor's Address 603 West A Street, Yakima, WA Vendor e-mail City, State &Zip 98902 &Website https://ecubedsolutions.com/ Vendor Contact Name Frank Titus Vendor Phone 509-452-0240 1. ARE FEDERAL FUNDS BEING USED? ('YES G NO If Federal Funds are bing used, a Cost Price Analysis, prior to requesting Sole Source, MUST also be attached. (See City/County Purchasing Manual for form). 2. What are you purchasing? Describe product,service or system. Attach all information (Quotes, etc.). Yakima Air Terminal-McAllister Field Access Control and Video Security Projects. Phased projects covering the conversion of the Yakima Air Terminal-McAllister Field's existing Honeywell access control system to LenelS2, and upgrading the terminal's existing analog video security system to a Milestone VMS. The access control phase cost is $28,759.32. The video security system upgrade is estimated at approximately $35,000. *** Below are eligible reasons for sole source. Check all boxes below that apply to your sole source situation and attach any useful documents to justify the sole source. List who you contacted, what they said and how you verified their accuracy. 0 Compatibility/Standardization to existing City/County standard or to existing equipment, inventory, systems, data, programs or service. Describe. List efforts to find other sources (attach documentation, e.g. Internet Screenshots, etc.). Patented Product. Attach documentation to confirm propriety (patent letter, etc.) and describe why the patented features are critical to your operation. Only Authorized Service Provider, Repair and/or Warranty Services. Attach proof in writing from the MANUFACTURER(not the vendor) confirming there is only one dealer authorized to sell/service in our area. Unique design: Requires unique features that are essential, aesthetic requirements, or not possible to match to existing design or equipment. Document the unique specifications that are needed which drove the research in finding a product that fits the specific needs of your department. Explain why these features are critical to your operation. Is written certification attached? C YES C' NO Version 1/24/18 Clear Form I Page 1 of 2 5 0 Special Market conditions: Can be used to purchase items at auction (RCW 39.30.045) or other items that are offered at a very favorable price and will be sold before and entity will have a chance to complete the bidding process (e.g. a flood is coming and you must obtain sandbags immediately), or only one supplier can meet required delivery date (describe why the delivery date is critical and list efforts to find other suppliers to meet the delivery date). ❑ Other Please Describe 3. Is this product/service available only through one vendor? C YES C NO If yes, attach documentation that supports the screening process you performed to confirm. (e.g. Internet Screenshots, etc.) 4. Is this a one-time purchase? C YES G NO If NO, explain. Future upgrades and additions to the LenelS2 access control system and the Milestone video management system at the Yakima Air Terminal-McAllister Field and at other City facilities will be necessary. These upgrades and additions are not to exceed $100,000 per year. 5. Why is this a sole source vendor? (tell the story). See Attached. 6. What efforts were made to assure the City/County is receiving the lowest or best price possible? Describe and attach a document showing due diligence. Please see the attached document for a narrative on the cost benefits of using a local reseller/integrator. STATEMENT OF NEED/CONFLICT OF INTEREST My division's recommendation for sole source is based upon an objective review of the good/service being required and appears to be in the best interest of the City/County. I know of no conflict of interest on my part or personal involvement in any way with this request. No gratuities,favor, or compromising action have taken place. Neither has my personal familiarity with particular brands, types of equipment, materials or firms been a deciding influence on my request to sole source this purchase when there are other known suppliers to exist. Signature of Requester Date Stephen J. Yu . : `.. Yu sCn d Ye�..�e I i 9ew m Signature of Division Manager �'"��"° "'"°�"`Y�""-°""PU9 Date Jul 19, 2019 Signature of Department Head Date Signature of approval by Purchasing Manager Date 1JIq ))49 Approval by Executive A `'c Date 47Jj9 Please complete entire form and forward to Purchasing. Version 1/24/18 Clear Form Page 2 of 2 6 Sole Source Justification for e3 Solutions, Inc.to provide LenelS2 Access Control and Milestone VMS Access Control Standardization under one access control platform is the most cost effective and efficient solution for the City. Our previous access control system was a Lenel system.This system was used in all access- controlled facilities except the Yakima Air Terminal,which uses a Honeywell system. By 2017 we had reached our licensing limit for portals and needed to upgrade. S2 Security is a manufacturer of access control systems that we had been looking at as a potential replacement for our aging Lenel system. There were several reasons for considering S2: • S2 is the only non-Lenel access control system that is fully compatible with our existing Lenel Mercury controller boards which we knew would save us thousands of dollars over other solutions. • S2 has more cost effective licensing compared to our previous Lenel licensing. • S2 has an "appliance"solution that includes hardware and licensing for less than the cost of the licensing alone from Lenel. • S2 has a Web interface so no client software is required,and it provides all the features and functionality that we require and more features that we will use in the future. In 2018, Lenel and S2 merged to become LenelS2. This made an upgrade to the LenelS2 platform even more logical since S2 and Lenel are now both under the same umbrella. This provided us with the assurance that LenelS2 will continue to support our mixed environment with legacy Mercury boards and it made an upgrade to the S2 platform a fully supported migration. At the end of 2018,we migrated to a LenelS2 appliance and retired the Lenel server. Possibly the biggest benefit to the upgrade to a LenelS2 system is that we now have a local reseller/integrator in Yakima. E3 Solutions, Inc. was an existing certified S2 reseller,and continues to be a certified LenelS2 reseller. Having a local reseller who can sell, install,and service our access control system is very important since this is a critical security system. Since the City first implemented Lenel access control at City Hall and at the Law and Justice Center we have never had a local reseller of that system.This has resulted in increased costs because travel expenses from the Seattle or Spokane areas had to be built into every project or service call. This has also resulted in at times unacceptably long waits for service calls. If at some point e3 Solutions Inc. is no longer able to sell or service LenelS2 systems we will have to utilize a reseller that is outside of this area, but as long as there is a local reseller that also provides good prices,service,and expertise, then it is highly beneficial that the City use the local reseller. E3 Solutions, Inc. has completed several projects for the City and has proven to be economical, reliable,and has provided quality products and service. Attached is an email from Justin Smith, Regional Sales Manager with LenelS2 confirming that e3 Solutions, Inc. is the only certified LenelS2 reseller in the Yakima area. Security Camera Video Management System Prior to 2014, the City had several disparate security camera video management systems(VMS) including Lenel DVRs, Lenel NVRs,and other consumer grade systems. Because standardization under one security camera VMS is the most cost effective and efficient solution for the City,starting in early 2014 all upgrades and new security camera installations were implemented using Milestone XProtect Professional VMS. While Milestone VMS has proven to be a reliable and cost effective solution, it was 7 also chosen because we have a local reseller,e3 Solutions, Inc. As with other physical security systems such as access control, it is far more cost effective to have a local reseller to install,service,and support our security cameras and VMS. Moreover,service response time can be critical when cameras affect employee and customer safety. As our Milestone reseller of record,e3 Solutions, Inc. has installed almost 100 security cameras for the City. Vu, Stephen From: Smith,Justin OTC CGS <Justn.Smi[h©Lenel 52.com> Sent: Tuesday,Apol 30,2019 11 25 AM To: Vu,Stephen Cc: Frank Titus Subject: 52 dealers in Yakima Stephen, as the Regional Sales Manager for LenelS2, I can confirm that E3 Solutions in Yakima is the only certified S2 dealer in the Vakima/SelahjU ni on Gap area. While we have dealers in the western Washington and Spokane that may be able to service the Yakima Valley area, E3 Solutions is the only dealer physically located there I can get you paperwork showing E3 Solutions as a certified dealer, if you'd like Please let me know if you have any questions or need anything else. Thanks) con Justin Smith Regional Sales Manager- PNW m. 503 929 9024 LEVEL