COST/FUNDING SOURCE: Not to Exceed $400,000/Capital Improvement Fund

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1 AGENDA ITEM D3 DATE: June 6, 2011 TO: FROM: SUBJECT: Gerald J. Seeber, General Manager Charles H. Carden, Director of Operations and Facilities Access Controls and Alarm Maintenance Award Contract No to the lowest, responsive, responsible bidder Integrated Fire & Security Solutions, Inc. - Approve SUMMARY: Access Controls and Alarm Maintenance contract will provide all equipment and system installation of the mechanical, electrical, life-safety, and fire/security protection systems for each of the scheduled Tampa Bay Water facilities. RECOMMENDATION: Approve the award of Contract No Access Controls and Alarm Maintenance Services to Integrated Fire & Security Solutions, Inc. COST/FUNDING SOURCE: Not to Exceed $400,000/Capital Improvement Fund DISCUSSION: On April 28, 2011, Tampa Bay Water advertised for Access Controls and Alarm Maintenance Services on DemandStar.com. A mandatory pre-bid conference was conducted on May 6, 2011, with 17 contractors in attendance. On May 24, 2011, bids were received from four qualified bidders and publicly opened and evaluated with the following results: Bidder Total Proposed Bid Price Integrated Fire & Security Solutions, Inc. $396,467.13* State Alarm, Inc. $443,678.60* Security Lock Systems Of Tampa, Inc. $546,480.00* ADT Security Sources $558,458.28* *after correcting math errors Contract for Access Control and Alarm Maintenance services provides Tampa Bay Water with access to a firm to provide goods and services to expand its existing building access control systems to facilities that do not have access control systems or to enhance facilities that do. The goods and services in this contract include items such as access control cards and card readers, automatic door locks, access control databases and permission systems, and remote control access granting to facilities. Contract is an as-needed contract. The not-toexceed value of the contract is based on the portion of Project No s budget that is allocated for implementing security recommendations relative to access control systems.

2 Gerald J. Seeber June 6, 2011 Page 2 Contract will begin upon execution and expire on September 30, Funds for this work are included in the annual budget. The bids were reviewed by Tampa Bay Water s consultant, Gannett Fleming, Inc. who has determined that Integrated Fire & Security Solutions, Inc. to be the lowest responsive, responsible, bidder. Staff members concur with Gannett Fleming s recommendation (see attachment). A copy of the proposed bid schedule is included in the attachment. The contract has been approved as to form by Tampa Bay Water General Counsel s Office and is available upon request for review in its entirety. BACKGROUND: As a result of The Public Health Security and Bioterrorism Preparedness and Response Act of 2002, Tampa Bay Water completed its own Vulnerability Assessment (which contains recommendations to improve the security of its critical infrastructure) and Emergency Operations Plan based on the Vulnerability Assessment (D3, April 2003). Subsequently, Tampa Bay Water: In FY05, began implementing Vulnerability Assessment recommendations and adopted a plan to implement the Department of Homeland Security s National Incident Management System (D10, December 2005), which guides emergency preparedness and response efforts, including Emergency Operations Plans. In FY06, implemented the National Incident Management System. In FY07, updated its Vulnerability Assessment and revised its Emergency Operations Plan (which became known as the Comprehensive Emergency Management Plan). In FY08 and FY09, continued implementing recommendations and began annually updating its Comprehensive Emergency Management Plan. In FY10, o Had the Department of Homeland Security, through its Enhanced Critical Infrastructure Protection Initiative, independently assess Tampa Bay Water s critical infrastructure and provide recommendations for additional protective measures based on research and standards developed at the U.S. Department of Energy s Sandia National Laboratories. This independent assessment also included a comparison of Tampa Bay Water s critical infrastructure to other similar facilities that Homeland Security had already assessed. o Included in the approved budget funding for implementing recommendations as part of the capital improvement program. o Had the General Manager approve Project No Vulnerability Assessment Recommended Improvements. o Tasked Gannett Fleming, under Contract No , to develop a program for implementing Vulnerability Assessment and Homeland Security recommendations under Project No Attachments

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12 GANNETT FLEMING, INC. P.O. Box Harrisburg, PA Location: 207 Senate Avenue Camp Hill, PA Office: (717) Fax: (717) May 26, 2011 Mr. Tommy D. Brown Senior Contracts Manager Tampa Bay Water 8865 Pump Station Road Land O Lakes, FL RE: Recommendation of Contract Award for Specified Security System Goods and/or Services Pursuant to TBW Bid Announcement for Security Access Control and Alarm Maintenance System (ACAMS). The procurement action is officially: ACCESS CONTROL AND ALARM MAINTENANCE o CONTRACT NO o DUE DATE: 11:00 A.M. Eastern Time, Tuesday, May 24, 2011 I recommend the award of Contract to Integrated Fire and Security Solutions (IFSS), who provided the lowest qualified bid for the specified Security System goods and/or services. Refer to Table 1, on page 2, for a summary tabulation of cost proposals submitted by all bidders by the deadline that demonstrates IFSS is the lowest BIDDER. This solicitation was advertised electronically via DemandStar on April 28, 2011 and bids were opened on May 24, 2011, at 2575 Enterprise Road, Clearwater, Florida Refer to the accompanying spreadsheet (TBW ACAMS Bid Form Tabulation Rev0.xlsx) for a complete listing and computation of the tabulation of cost proposals submitted. It was noted that all firms used the correct version of the Bid Form. In preparation for these announcements there was a Pre-BID Conference held at TAMPA BAY WATER s Cypress Creek Pump Station IEM Building, located at 8865 Pump Station Road, Land O Lakes, Florida, on Friday, May 6, 2011 at 1:30p.m. Attendance at the Pre-BID Conference was mandatory and all prospective BIDDERS were required to attend the conference and sign the sign-in sheet at the beginning of the meeting; all four BIDDERS followed these procedures.

13 Tampa Bay Water (Tommy Brown) May 26, 2011 Page # 2 HANDWRITTEN GRAND TOTALS BELOW - FROM BIDDER SUPPLIED PRICES EXCEL FORMULA GRAND TOTALS BELOW - CONSIDERABLE ERROR IN Security Lock Systems* INTEGRATED FIRE & SECURTY SOLUTIONS INTEGRATED FIRE & SECURTY SOLUTIONS STATE ALARM, INC. STATE ALARM, INC. SST/ADT ADVANCED INTEGRATION SST/ADT ADVANCED INTEGRATION SECURITY LOCK SYSTEMS OF TAMPA, INC. SECURITY LOCK SYSTEMS OF TAMPA, INC. *HANDWRITTEN "A" SUB total is 122, *HANDWRITTEN "B" SUB total is 274, *HANDWRITTEN "A" SUB total is 136, *HANDWRITTEN "B" SUB total is 307, *HANDWRITTEN "A" SUB total is $127, *HANDWRITTEN "B" SUB total is $430, *HANDWRITTEN "A" SUB total is 160, *HANDWRITTEN "B" SUB total is $524, $ 396, $ 396, $ 443, $ 443, $ 558, $ 558, $ 684, * $ 546, * Security Lock Systems of Tampa Inc. 's handwritten grand total is appx. $138K higher than what EXCEL calculates. Table 1 Summary Quote Tabulation Depicting Sub Totals and Grand Totals from BIDDERS Please feel free to contact me with questions regarding this recommendation letter. Sincerely, Charles L. Butler, MPA, CPP Director Security Programs Security Services Facilities Division Gannett Fleming SE 67 Terrace Belleview, FL Mobile Office cbutler@gfnet.com A Tradition of Excellence