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HomeMy WebLinkAbout2023.06.26 Council Workshop Packet AGENDA City Council Workshop Meeting 7:00 PM - Monday, June 26, 2023 Pasco City Hall, Council Chambers & GoToWebinar Page 1. MEETING INSTRUCTIONS for REMOTE ACCESS - The Pasco City Council Workshops are broadcast live on PSC-TV Channel 191 on Charter/Spectrum Cable in Pasco and Richland and streamed at www.pasco-wa.gov/psctvlive and on the City’s Facebook page at www.facebook.com/cityofPasco. To listen to the meeting via phone, call (415) 655-0060 and use access code 307-404-066. 2. CALL TO ORDER 3. ROLL CALL (a) Pledge of Allegiance 4. VERBAL REPORTS FROM COUNCILMEMBERS 5. ITEMS FOR DISCUSSION 3 - 9 (a) Resolution - Purchase of Citywide Genetec Enterprise Access Control System 6. MISCELLANEOUS COUNCIL DISCUSSION 7. EXECUTIVE SESSION 8. ADJOURNMENT 9. ADDITIONAL NOTES 10 - 11 (a) Adopted 2020-2021 Council Goals (Reference Only) (b) REMINDERS Page 1 of 11 • Monday, June 26, 4:00 PM: Hanford Area Economic Investment Fund Advisory Committee Meeting – Tri-City Development Council, Bechtel Conference Room (COUNCILMEMBER PETE SERRANO, Rep.) This meeting is broadcast live on PSC-TV Channel 191 on Charter/Spectrum Cable in Pasco and Richland and streamed at www.pasco-wa.gov/psctvlive. Audio equipment available for the hearing impaired; contact the Clerk for assistance. Servicio de intérprete puede estar disponible con aviso. Por favor avisa la Secretaria Municipal dos días antes para garantizar la disponibilidad. (Spanish language interpreter service may be provided upon request. Please provide two business day's notice to the City Clerk to ensure availability.) Page 2 of 11 AGENDA REPORT FOR: City Council June 23, 2023 TO: Adam Lincoln, City Manager City Council Workshop Meeting: 6/26/23 FROM: Jesse Rice, Director Information Technology SUBJECT: Resolution - Purchase of Citywide Genetec Enterprise Access Control System I. REFERENCE(S): Proposed Resolution Sole Source Worksheet II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS: III. FISCAL IMPACT: 2023 Purchase Request Total: $460, 285.95 IV. HISTORY AND FACTS BRIEF: The City of Pasco (City) uses multiple door access control and video security systems at various City facilities. Many of the systems were installed prior to the City's enterprise technology network and did not have the capability to be inter- connected or managed by an enterprise system. As a result, staff now manage multiple systems, which requires adding and removing users to each system as needed for staff access, supporting multiple types of equipment, and using different vendors for installation or issue resolution. V. DISCUSSION: In 2022, based on Information Technology staff research on Enterprise Access Control and Security Systems, the City's current access control and video security systems, input from City staff, and other local agency selected systems, staff selected Genetec Inc. to be the City's enterprise unified access control and video security system. Genetec's Unified Security System offers many benefits, including managing both access control and video security in a single system, integration with City computer Page 3 of 11 user accounts to reduce duplication of management, mobile device application to allow offsite door access control or video review, the ability to add adv anced features, like auto license plate readers to improve security monitoring at our critical water and wastewater plants, or integration with other local agencies using Genetec systems. Genetec is currently installed and supported at City facilities by Interwest Technology Systems Inc., the only local authorized vendor in the Tri -Cities area. The access control portion system is in use at Fire Station 84, Road 68 Shop, remodeled Human Resources Office within City Hall, Pasco Police Basic Law Enforcement Academy, and planned for installation at Fire Station 85 and the Tri- Cities Animal Shelter. The video portion of the system is used at 17 City sites and several traffic intersections with currently 130 cameras. During the preparation of 2023-2024 budget and continuing into 2023, staff identified several City facilities that would benefit from the conversion or addition of Genetec. These sites include the remainder of City hall, main Police Station, Police Downtown Mini-Station, Administrative & Community Services Facilities Shop, cemetery Office, Multimodal Station, First Avenue Center, Parks Maintenance Shop, Butterfield Water Treatment Plant, Wastewater Treatment Plant, West Pasco Water Treatment Plant, Water Tower, Fire Station 81, Fire Station 82, Fire Station 83, and Fire Training Garage. Site Name Genetec System Door Hardware Site Total Tax Total Main Police Station $ 98,985.00 re-use $ 110,474.00 $ 9,942.66 $ 120, 416.66 City Hall $ 37,689.00 re-use $ 41,452.00 $ 3,730.68 $ 45,182.68 Parks Maint. Shop $ 10,894.00 re-use $11,925.00 $1,073.25 $12,998.25 ACS Facilities Shop $ 7,346.00 re-use $ 7,839.00 $ 705.51 $8,544.51 Cemetery Office $ 4,576.00 re-use $ 5,196.00 $ 467.64 $5,663.64 Police DT Mini- Station $ 4,175.00 re-use $ 4,852.00 $ 436.68 $5,288.68 Multimodal Station $ 4,576.00 re-use $ 5,196.00 $ 467.64 $ 5,663.64 Butterfield WTP $ 38,921.00 $ 1,892.00 $ 40,813.00 $3,673.17 $ 44, 486.17 Wastewater $ 6,957.00 re-use $ 7,443.00 $ 669.87 $ 8,112.87 Fire Station 81 $ 31,452.00 $ 8,944.90 $ 43,309.90 $ 3,897.89 $ 47,207.79 Fire Station 82 $ 25,144.00 $ 8,424.00 $ 35,762.00 $ 3,218.58 $38,980.58 Fire Station 83 $ 18, 279.00 re-use $ 19,985.00 $1,798.65 $ 21,783.65 Fire Training Garage $ 17,854.23 re-use $ 17,854.23 $ 1,606.88 $ 19,461.11 First Avenue Center $ 4,576.00 re-use $ 4,576.00 $ 411.84 $4,987.84 Page 4 of 11 West Pasco WTP $ 42,573.00 $4,379.20 $ 48,272.20 $ 4,344.50 $ 52,616.70 Water Tower $ 15,826.00 $1,505.36 $ 17,331.36 $ 1,559.82 $ 18,891.18 TOTAL $ 422,280.69 $ 38,005.26 $ 460,285.95 The 2023 project funds include $355,000 combined in Information Technology and Public Works budgets. Due to increased costs, inclusion of sales tax, and the additional identified facilities since budget process, the total cost to install all listed sites is $460,285.95, exceeding planned project budget by ~$105,000.00. Staff is requesting approval to proceed with the purchase of the Genetec Unified Security System at listed facilities by Sole Source to contract with Interwest Technology Systems Inc. During our mid-biennium review process, it may be deemed necessary to increase the General Fund budget to accommodate this purchase. At this time, however, staff recommends abstention from budget amendment until budgetary need in the General Fund is known. Budgetary savings in other expense categories may provide adequate cushion to forego an amendment depending upon actual activity. Page 5 of 11 Resolution Sole Source Genetec System - 1 RESOLUTION NO. _______ A RESOLUTION OF THE CITY OF PASCO, WASHINGTON, WAIVING THE COMPETITIVE BIDDING REQUIREMENTS AND APPROVING THE PURCHASE OF GENETEC ACCESS AND VIDEO SECURITY MONITORING SYSTEM. WHEREAS, it is critical for the City of Pasco (City) to have proper equipment to perform facility access control and video security monitoring functions; and WHEREAS, the City has the need to purchase enterprise access control and video security monitoring equipment; and WHEREAS, the City currently uses multiple access control and video security monitoring equipment and accessories; and WHEREAS, the City has established work standards that are supported by the use of Genetec Access Control and Video Security Monitoring System equipment; and WHEREAS, the Council of the City of Pasco hereby determines that the paramount considerations in the acquisition of Genetec Access Control and Video Security Monitoring System; WHEREAS, the use of Genetec Access Control and Video Security Monitoring System equipment is clearly and legitimately limited to a single source of supply, as detailed in the Sole Source Worksheet (Exhibit A), to support current operation standards, this purchase becomes subject to waiving competitive bidding requirements per RCW 35.23.352(9) competitive bidding requirements and RCW 39.04.280(1)(a) sole source and RCW 39.04.280 (1)(b) special market conditions; and WHEREAS, RCW 39.04.280(2)(a) requires that prior to utilizing the sole source exemption the City Council must first adopt a resolution reciting the factual basis supporting the exemption; and WHEREAS, the City Council pursuant to 39.04.280(2)(a) finds that such factual basis as described herein and detailed in the Sole Source Worksheet does support application of the sole source exemption as pertaining to the purchase of Genetec Access Control and Video Security Monitoring System. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PASCO, WASHINGTON: Section 1. The City Council of Pasco hereby find the above-described circumstance is justification for the waiver of bidding requirements under the authority of RCW 35.23.352(9) and pursuant to sole source provider (RCW 39.04.280(1)(a)) and special facilities or market conditions Page 6 of 11 Resolution Sole Source Genetec System - 2 (RCW 39.04.280(1)(b)) and, therefore, the bidding requirement is hereby waived for the purchase of Genetec Access Control and Video Security Monitoring System equipment from Interwest Technology Systems Inc. Section 2. That the City of Pasco Information Technology Department purchase Genetec Access Control and Video Security Monitoring System equipment from Interwest Technology Systems Inc. for an amount not to exceed the sum of $460,285.95. Be It Further Resolved, that this Resolution shall take effect immediately. PASSED by the City Council of the City of Pasco, Washington this, on ___ day of ____________, 202_. _____________________________ Blanche Barajas Mayor ATTEST: APPROVED AS TO FORM: _____________________________ ___________________________ Debra Barham, CMC Kerr Ferguson Law, PLLC City Clerk City Attorneys Page 7 of 11 Resolution Sole Source Genetec System - 3 SOLE SOURCE WORKSHEET Requisition Item: Genetec Access Control System Requisition No. N\A__ Prior Purchase Order Number (if item had been approved previously): N\A_____ 1. Please describe the items and its function: The City of Pasco (City) needs to standardize on a single Enterprise Access Control and Video Security System. Our most current system, Genetec Access Control and Video System Platform installed and serviced by Interwest Technology Systems Inc, (Interwest) best meets the city’s current needs by adhering to best practices for cyber security standards, guaranteed native compatibility across City sites, alignment with our established construction standards for new City facilities, and Interwest’s familiarity with our Access Control environment and programming needs. Genetec has been implemented by our neighboring cities and can be used to federate access control permissions between our municipal and public safety agencies when the need for mutual aid arises. 2. This is a sole source because: ☒ sole provider of a licensed or patented good or service ☒ sole provider of items that are compatible with existing equipment, inventory, systems, programs or services ☒ sole provider of goods and services for which the City has established a standard ☒ sole provider of goods or services that will meet the specialized needs of the City or perform the intended function (please detail below or in an attachment) 3. What necessary features does this vendor provide which are not available from other vendors? Please be specific Interwest is the only authorized Genetec dealer in the Tri-Cities area, the next closest is in Walla Walla. In the event of an after-hours or emergent issue, Interwest has staff that can be on-site the same day, usually within an hour of placing a service call. Interwest has also routinely been the winning bidder of City construction projects as it pertains to data and telephone wiring, security and surveillance, and access control systems due to their high level of service and bidder qualifications as a Genetec dealer as specified in our construction standards. Genetec is a feature- rich platform that incorporates surveillance, access control, intercom systems, and ALPR into a single pane of glass for ease-of-use by staff who are tasked with the upkeep and regular use of the system. Genetec synchronizes to our centralized IT computer directory (Active Directory) for the automated management of users and groups that are given access control credentials or permission to view surveillance cameras. When a user leaves the City and their account is disabled, their access control credentials are automatically pruned from the system to ensure no unauthorized access to City sites is maintained. Genetec can also be federated across multiple systems. For instance, both the City of Richland and the City of Kennewick are already utilizing Genetec which would make synchronization of users (public safety or otherwise) with our neighboring cities a simple and secure task to accomplish. Sole source purchases are defined as clearly and legitimately limited to a single supplier. Sole source purchases are normally not allowed except when based upon strong technological grounds such as operational compatibility with existing equipment and related parts or upon a clearly unique and cost effective feature requirement. Page 8 of 11 Resolution Sole Source Genetec System - 4 4. What steps were taken to verify that these features are not available elsewhere? ☒ Other brands/manufacturers were examined (please list phone numbers and names, and explain why these were not suitable). The previous Access Control system, Intelli-Site by OSSI, does not natively integrate with our security surveillance cameras, nor did it offer features like directory synchronization or federation with other access control systems. 5. Sole source vendor certifies that the City is getting the lowest price offered for the item. Quoted projects costs are similar to current City facility construction project related bids awarded to Interwest Technology Systems Inc as a subcontractor to the projects, Certification of Need This recommendation for sole source is based upon on objective review of the product/service required and appears to be in the best interest of the City. I know of no conflict of interest on my part of personal involvement in any way with this request. No gratuities, favors or comprising actions have been taken. Neither has my personal familiarity with particular brands, types or equipment, materials or firm been a deciding influence on my request to sole source this purchase. By: _________________________________________________ Date: __________________ Page 9 of 11 QUALITY OF LIFE Promote a high-quality of life through quality programs, services and appropriate investment and re- investment in community infrastructure including, but not limited to: • Completion of Transportation System Master Plan and design standard updates to promote greater neighborhood cohesion in new and re-developed neighborhoods through design elements, e.g.; connectivity, walkability, aesthetics, sustainability, and community gathering spaces. • Completion of the Parks, Recreation and Open Space Plan and development of an implementation strategy to enhance such services equitably across the community. • Completion of the Housing Action and Implementation Plan with a focus on a variety of housing to address the needs of the growing population. FINANCIAL SUSTAINABILITY Enhance the long-term viability, value, and service levels of services and programs, including, but not limited to: • Adopting policies and strategic investment standards to assure consistency of long-range planning to include update of impact fees, area fees to specific infrastructure, and SEPA mitigation measures related to new development, e.g.; schools, traffic, parks, and fire. COMMUNITY TRANSPORTATION NETWORK Promote a highly functional multi-modal transportation system including, but not limited to: • Application of the adopted Transportation System Master Plan including development of policies, regulations, programs, and projects that provide for greater connectivity, strategic investment, mobility, multi -modal systems, accessibility, efficiency, and safety. COMMUNITY SAFETY Promote proactive approaches for the strategic investment of infrastructure, staffing, and equipment including, but not limited to: • Adoption and develop implementation strategies for Comprehensive Fire Master Plan aimed at maintaining the current Washington State Rating Bureau Class 3 community rating. • Collaboration with regional partners to influence strategies to reduce incidences of homeless by leveraging existing resources such as the newly implemented 0.1% mental health sales tax, use of resource navigator programs, and other efforts. • Development of an implementation strategy for the Comprehensive Police Master Plan to support future service levels of the department to assure sustainability, public safety, officer safety, crime control, and compliance with legislative mandates. ECONOMIC VITALITY Promote and encourage economic vitality including, but not limited to: • Implementation of the Comprehensive Land Use Plan through related actions including zoning code changes, phased sign code update, and development regulations and standards. • Completion of Area Master Plans and environmental analysis complementing the Comprehensive Land Use Plan such as Downtown and Broadmoor Master Plans. • Development of an Economic Development Plan, including revitalization efforts. COMMUNITY IDENTITY Identify opportunities to enhance community identity, cohesion, and image including, but not limited to: • Development of a Community Engagement Plan to evaluate strategies, technologies, and other opportunities to further inclusivity, community engagement, and inter-agency and constituent coordination efforts. • Support of the Arts and Culture Commission in promoting unity and the celebration of diversity through art and culture programs, recognition of significant events or occurrences, and participation/sponsorship of events within the community. Page 10 of 11 CALIDAD DE VIDA Promover una calidad de vida alta a través de programas de calidad, servicios, inversiones y reinversiones apropiadas en la infraestructura de la comunidad incluyendo, pero no limitado a: • Terminar el Plan de Transportación para promover más cohesión entre nuestras vecindades actuales y re-desarrolladas a través de elementos de diseño, p.ej. conectividad, transitabilidad, sostenibilidad estética, y espacios para reuniones comunitarias. • Terminar el Plan de los Parques, la Recreación, y los Espacios Vacíos y el desarrollo de una estrategia de implementación para mejorar tales servicios justamente a lo largo de la comunidad. • Terminar el Plan de Acción e Implementación de Viviendas con un enfoque en una variedad de viviendas para tratar las necesidades del aumento en la población. SOSTENIBIILIDAD FINANCIERA Mejorar la viabilidad a largo plazo, el valor, y los niveles de los servicios y los programas, incluyendo, pero no limitado a: • Adoptar las políticas y los estándares de inversión estratégica para asegurar consistencia en la planificación a largo plazo para incluir la actualización de las tarifas de impacto, las tarifas en áreas de infraestructura específica, y las medidas de mitigación SEPA relacionadas con el nuevo desarrollo, p.ej. escuelas, tráfico, parques, e incendios. RED DE TRANSPORTACION COMUNITARIA Promover un sistema de transportación multimodal en alta operación incluyendo, pero no limitado a: • Aplicar el Plan de Transportación que fue adoptado, incluyendo el desarrollo de las políticas, las reglas, los programas, y los proyectos que proporcionan más conectividad, inversión estratégica, movilidad, sistemas multimodales, accesibilidad, eficiencia, y seguridad. SEGURIDAD COMUNITARIA Promover métodos proactivos para la inversión estratégica en la infraestructura, el personal, y el equipo incluyendo, pero no limitado a: • Adoptar y desarrollar estrategias de implementación para el Plan Comprehensivo para Incendios. Con el propósito de mantener la clasificación comunitaria actual en la tercera Clase del Departamento de Clasificación del Estado de Washington. • Colaborar con socios regionales para influenciar estrategias que reduzcan los incidentes de personas sin hogar al hacer uso de los recursos actuales como el impuesto de ventas de 0.1% implementado recientemente para la salud mental, el uso de programas para navegar los recursos, y otros esfuerzos. • Desarrollar una estrategia de implementación para el Plan Comprehensivo de la Policía para apoyar los niveles futuros de servicio del departamento para asegurar la sostenibilidad, la seguridad pública, la seguridad de los policías, el control de crímenes, y el cumplimiento con los mandatos legislativos. VITALIDAD ECONOMICA Promover y fomentar vitalidad económica incluyendo, pero no limitado a: • Implementar el Plan Comprehensivo del Uso de Terreno a través de acciones relacionadas, incluyendo cambios de los códigos de zonificación, actualización en las etapas de los códigos de las señales, y el desarrollo de las reglas y los estándares. • Terminar los Planes de las Áreas y un análisis ambiental el cual complementa al plan integral de uso de la tierra como a los Planes del Centro y de Broadmoor. • Desarrollar un Plan de Desarrollo Económico, el cual incluya esfuerzos de revitalización. IDENTIDAD COMUNITARIA Identificar oportunidades para mejorar la identidad comunitaria, la cohesión, y la imagen incluyendo, pero no limitado a: • Desarrollar un Plan de Participación de la Comunidad para evaluar las estrategias, las tecnologías, y otras oportunidades para promover la inclusividad, la participación de la comunidad, y los esfuerzos interdepartamentales y de coordinación de los constituyentes. • Apoyar a la Comisión de las Artes y Cultura al promover la unidad y la celebración de la diversidad a través de programas de arte y cultura, reconocer eventos o acontecimientos significantes, y participar/patrocinar eventos dentro de la comunidad. Page 11 of 11