Title
Proposed Amendment No. 3
Contract No. 1164
Intrusion Alarm System Maintenance
O&M
Body
Agenda of: January 26, 2022
Item No.: 2022-013
Amount: Original Contract Price: $303,495.80
Amendment No. 1 303,495.80
Amendment No. 2 303,495.80
Proposed Amendment No. 3 303.495.80
New Contract Total $1,213.983.20
TO: The Honorable
Board of Directors
Great Lakes Water Authority
FROM: Suzanne R. Coffey, P.E.
Interim Chief Executive Officer
Great Lakes Water Authority
DATE: January 6, 2022
RE: Proposed Amendment No. 3
Contract No. 1164
Intrusion Alarm System Maintenance
Vendor: D/A Central, Inc.
MOTION
Upon recommendation of W. Barnett Jones, Chief Security and Integrity Officer, the Board of Directors (Board) of the Great Lakes Water Authority (GLWA), authorizes the Interim Chief Executive Officer (ICEO) to enter into Contract No. 1164, Proposed Amendment No. 3, “Intrusion Alarm System Maintenance” with D/A Central, Inc., at an increased cost of $303,495.80 for a total cost not to exceed $1,213,983.20 and an increased duration of 386 days for a total duration of 1,482 days; and authorizes the ICEO to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND
Great Lakes Water Authority (GLWA) facilities have been designated as “Critical Infrastructure” by the United States Department of Homeland Security (DHS). Critical Infrastructure is under constant threat of disruption and destruction by malicious individuals. GLWA Security & Integrity and Information Technology (IT) Departments are responsible for the maintenance of the system and its components. In 2018, this contract was competitively procured with D/A Central, Inc. being awarded the contract for maintenance of the GLWA Security Alarm System. The contract is used for cameras, alarms, card readers, supplies for badge printing, software support, and all accessories related to these items. The contract was for one (1) year with an additional renewal option of one (1) year. The original contract, including the one-year renewal option ended September 9, 2020. Due to GLWA COVID-19 protocols and in collaboration with IT, it was decided to amend the original contract for one additional year. Contract Amendment No. 2 was approved and ended on September 9, 2021.
JUSTIFICATION
GLWA is required to maintain a minimum-security posture equating to the Critical Infrastructure designation. GLWA has the responsibility, as a Critical Infrastructure, to be proactive in our approach to security. This proactivity is accomplished by procuring and maintaining the latest technology to secure our facilities against threats. Maintenance of the system is dependent on an outside vendor who specializes in such systems. Having a vendor who has already been vetted, is familiar with the Security System, as well as GLWA Policies and Procedures allows for better response to system maintenance. D/A Central, Inc. not only installed most of the original system but has been involved in all the upgrades and maintenance of the system. Additionally, D/A Central, Inc. is a subcontractor for work performed under contract GLWA-SOQ-135A, which includes upgrades to security infrastructure and adding new systems. They are responsible for the warranty work for the cameras, ground base radar and integration of all new equipment. The historical knowledge D/A Central, Inc. possesses will save time and ultimately money during this critical time of upgrades and maintenance. A different contractor would be required to learn the system and GLWA policies and procedures while simultaneously maintaining the system. Continuity of operations is paramount in the safety and security of GLWA assets and team members. Amending the contract for another year of service is a practical and fiscally responsible decision and is in the best interest of GLWA. It is the intent of Security, with IT support, to immediately begin the process of preparing a solicitation for these services in the future.
PROJECT MANAGEMENT STATUS
Original Contract Time 365 days (09/10/2018 - 09/09/2019)
Amendment No. 1 366 days (09/10/2019 - 09/09/2020)
Amendment No. 2 365 days (09/10/2020 - 09/09/2021)
Proposed Amendment No. 3 386 days (09/10/2021 - 09/30/2022)
New Contract Time 1,482 days
PROJECT ESTIMATE
Original Contract Price $303,495.80
Amendment No. 1 303,495.80
Amendment No. 2 303,495.80
Proposed Amendment No. 3 303,495.80
New Contract Total $1,213,983.20
FINANCIAL IMPACT
Summary: Sufficient funds are provided in the financial plan for this contract.
Funding Source: Operations & Maintenance (O&M) Budget
Cost Center(s): Security and Integrity (881201)
Expense Type(s): Contractual Operating Services (5910-881201.000-617900-WS7900)
Estimated Cost by Year and Related Estimating Variance: See table below.
Fiscal Year Amount
FY 2018 Budget (prorated) $ 75,873.95
FY 2019 Budget 227,621.85
FY 2020 Budget 303,495.80
FY 2021 Budget 303,495.80
FY 2022 Budget 227,621.80
FY 2023 Financial Plan (prorated) 75,874.00
Financial Plan Forecast $1,213,983.20
Proposed Contract Amount $1,213,983.20
Variance (positive/ (negative)) -
COMMITTEE REVIEW
This item was presented to the Operations and Resources Committee at its meeting on January 12, 2022.
SHARED SERVICES IMPACT
The proposed procurement of this item will include the continued charge of 18.75% charge to DWSD for IT services related to Lenel support.