BOARD MEETING DATE:
February 7, 2003
AGENDA NO. 7
Authorize the Purchase and Installation of an Integrated Video Badging and Facility Access Control System
SYNOPSIS:
On September 13, 2002, the Board approved release of an RFQ for the purchase of an integrated video badging and facility access control system. Based on evaluation of bids received, staff recommends the purchase of a Lenel OnGuard System from Security Solutions at a cost not to exceed $59,378, including installation. Funds for this purchase are included in the FY 2002-03 Budget.
COMMITTEE:
Administrative, January 17, 2003, Recommended for Approval
RECOMMENDED ACTION:
Authorize the Procurement Manager to purchase a Lenel OnGuard System from Security Solution, including installation, for an amount not to exceed $59,378.
Barry R. Wallerstein, D.Env.
Executive Officer
Background
On September 13, 2002, the Board approved release of RFQ #Q2003-05 for the purchase and installation of an integrated video badging and facility access control system for AQMD's Diamond Bar Headquarters. The current system, installed about seven years ago, has become quite unreliable and the manufacturer no longer provides support for their proprietary system.
Outreach
In accordance with the AQMD’s consulting and contracting policies, a public notice advertising the RFP and inviting bids was published in the following publications:
Additionally, potential bidders were notified utilizing the Los Angeles County MTA and Cal Trans Directories of Certified Minority, Women, Disadvantaged and Disabled Veterans Business Enterprises; the Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory; AQMD’s own electronic listing of certified minority vendors; and AQMD Purchasing’s mailing list. Notice of the RFP was mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations; and placed on the Internet at AQMD’s Website [http://www.aqmd.gov, "Business and Job Opportunities" icon] and AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.
Bid Evaluation
One hundred seventy-nine copies of the RFQ were mailed out and fifty-six vendors attended the mandatory bidder conference held on October 3, 2002. Nineteen bids were received when final bidding closed at 2:00 p.m. on October 18, 2002, five of which met RFQ requirements. Three of the five qualified bids were from non-certified small business enterprises.
Based on careful review of bids, reference checks, and on-site visits, the evaluation panel recommends purchase of a Lenel OnGuard security system from Security Solutions, the firm submitting the lowest cost bid among the qualified bids. The recommended system would replace existing card-swiped magnetic readers with proximity readers that can "read" badges held at a range of 4-5 inches. Because of its open architecture design and ability to support commercial off-the-shelf operating systems, database platforms, user directories, networks, report generators, and administration utilities, the OnGuard system can be readily integrated with existing AQMD technologies, is expandable to meet changing needs, and will less likely become quickly outdated and unserviceable.
Although two qualified bidders recommended the OnGuard system as best meeting AQMD needs, Security Solutions submitted the low bid. With corporate offices in Los Alamitos, Security Solutions is a self-certified small business enterprise with eight factory-trained and certified technicians to provide routine maintenance and 24-hour emergency service.
In evaluating bids, total five-year costs to own and operate the system, including the initial purchase price and installation, plus warranty, maintenance, and training costs, were compared. Attachment 1 contains a summary of qualified bids.
The evaluation panel consisted of four AQMD employees, a Business Services Manager, a Risk Manager, a Systems and Programming Supervisor, and a Building Maintenance Supervisor. Of these, one is female and three are male; one is Asian-Pacific Islander, two are Caucasian, and one is Hispanic.
Proposal
Staff recommends the Board authorize the Procurement Manager to purchase and install a Lenel OnGuard security system from Security Solutions.
Resource Impacts
Sufficient funds for purchase and installation of a replacement integrated video badging and facility access control system for AQMD headquarters have been included in the FY 2002-03 Budget. Funds for annual service and maintenance expenses will be included in subsequent budgets.
Attachment 1 –RFQ #Q2003-05 Bid Summary
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