REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with The Edelman Corporation
Report
BACKGROUND
The Building Maintenance Division oversees maintenance and repairs for approximately 800,000 square feet of buildings throughout the City. Based on some recent events, the Public Works Department, in conjunction with the City Manager’s Office, has determined that security improvements are needed in City Hall, the Fire Prevention/Traffic/Engineering Offices and the Information Technology (IT) Offices in the Berman Building. The goal of this Agreement (Attachment 1) is to provide security improvements including security cameras, card readers and a new badging system for employees at the three buildings.
DISCUSSION
The Edelman Corporation has built and maintained the City’s security infrastructure in numerous buildings which includes the Police Department, City Hall, Central Library, Northside Parking Garage, Levi Stadium and traffic cameras throughout the City. The Edelman Corporation has intimate knowledge of the building security systems, I.T. protocol, and general security practices in the City. They also have the knowledge and ability to quickly install these security improvements to be compatible with the systems in the other City facilities mentioned above. The current system of using keys at City Hall is antiquated and is difficult to control in terms of building access and security. The new improvements would make it easier to manage access at City Hall and limit the number of people authorized to enter certain areas of the buildings.
Section 1310, Contracts on Public Works, in the City Charter allows for items like these security improvements to be let out without advertising for bids because the work is of an urgent necessity for the preservation of life, health or property. The Agreement with The Edelman Corporation meets the criteria for an exemption from competitive bid process. Under this provision, City Council is able to award the Agreement by a motion passed by at least four affirmative votes and containing a declaration of the facts constituting such urgency:
• Numerous doors to City hall are uncontrolled and are open to anyone during the work day because they are on a keyed lock system.
• Once keys are distributed to employees there is no way to revoke access unless the key is physically returned.
• There is no way to know if unofficial copies of keys have been made and distributed.
• There is no way to determine who may be accessing City Hall after hours.
• During the past several months, there have been security issues which could have been mitigated through the use of cameras, card readers and a new badging system. During one of those events, staff had to perform an emergency rekey of the locks at the City Hall campus and reissue new keys to employees.
Staff is recommending that an Agreement for this project be awarded to The Edelman Corporation without advertising for bids in accordance with Section 1310 of the City Charter. The Building Maintenance Manager and The Edelman Corporation conducted a job walk in March 2018 to determine an appropriate scope of work as directed by City Management staff. The scope of work was closely evaluated and negotiated for the project to get the best value for the City.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or as a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
The amount to be paid to The Edelman Corporation shall be for an amount not-to-exceed $158,835 over the one year term of the Agreement. The Agreement includes $124,264 for the security upgrades, $20,132 for additional card readers at yet to be determined locations, and a 10% contingency in the amount of $14,439. The expenditures will be from the City Hall Security & Key System CIP budget (CIP 538-6150) which is funded in FY 2018/19.
COORDINATION
This report has been coordinated with the Finance Department and City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Make a determination that the security improvements under this project are an urgent necessity and as such the project does not need to be advertised for bids in accordance with Section 1310 of the City Charter based upon the following facts:
A. Numerous doors to City hall are uncontrolled and are open to anyone during the work day because they are on a keyed lock system.
B. Once keys are distributed to employees there is no way to revoke access unless the key is physically returned.
C. There is no way to know if unofficial copies of keys have been made and distributed.
D. There is no way to determine who may be accessing City Hall after hours.
E. During the past several months there have been security issues which could have been mitigated through the use of cameras, card readers and a new badging system. During one of those events staff had to perform an emergency rekey of the locks at the City Hall campus and reissue new keys to employees.
2. Approve and authorize the City Manager to execute an Agreement for the Performance of Services with The Edelman Corporation to provide security improvements at the City Hall Complex in an amount not-to-exceed $158,835 over the one year term of the Agreement; and
3. Authorize the City Manager to make minor modifications to the Agreement, if necessary.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Agreement