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Home My WebLink AboutPR 23085: PURCHASE OF CONTROLED ACCESS SYSTEM Cite of err rthu � Tc•xus www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: March 28, 2023 To: The Honorable Mayor and City Council Through: Ronald Burton, City Manager From: Timothy W. Duriso, Chief of Police f� RE: PR 23085— Purchase of Controlled Access System. Introduction: The intent of this Agenda Item is to seek the City Council's approval to authorize the purchase of a Controlled Access System from MHC Datacom Inc, of Orange, Texas through Southeast Texas Cooperative Purchasing Organization administered by Region 5 Education Service Center(Region 5 ESC) without formal bidding pursuant to the authority granted by Chapter 791.025 of the Government Code,. which states that a local government, including a council of governments,may agree with another local government or with the state or a state agency, including the comptroller, to purchase goods and services. A local government, including a council of governments,may agree with another local government, including a nonprofit corporation that is created and operated to provide one or more governmental functions and services, or with the state or a state agency, including the comptroller, to purchase goods and any services reasonably required for the installation, operation, or maintenance of the goods. A local government that purchases goods and services under this section satisfies the requirement of the local government to seek competitive bids for the purchase of the goods and services. Background: The Office of the Governor sent notification that the City of Port Arthur was awarded funding from the fiscal year 2022 State Homeland Security Grant Program(SHSP-LETPA) in the amount of$29,437.00. Resolution 23-081 was passed authorizing the City Manager to accept the FY22 SHSP-LETPA grant. The Port Arthur Police Department wishes to purchase a controlled access system from MHC Datacom utilizing Southeast Texas Cooperative "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 City of of rtnu www.PortArthurTx.gov Organization contract 20210203 in the amount of$26,415.00. The controlled access system will provide coverage to the Police Department, Municipal Court, and Fire Department Headquarters, which are all under one building. Budget Impact: Funds for this purchase are available in account number 107-17-045-5214-00-30-000, Project Code PS 1001.GRE.OSM. Recommendation: It is recommended that the City Council approve the City Manager to authorize the purchase a controlled access system from MHC Datacom, of Orange, Texas through Southeast Texas Cooperative Purchasing contract 20210203 in the amount of$26,415.00 as discussed and or outlined above. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 P.R. No. 23085 JLH 03/29/2023 RESOLUTION NO. A RESOLUTION AUTHORIZING THE PURCHASE OF CONTROLLED ACCESS SYSTEM FROM MHC DATACOMM, OF ORANGE, TEXAS FOR A TOTAL OF $26, 415 THROUGH SOUTHEAST TEXAS COOPERATIVE PURCHASING CONTRACT 20210203; FUNDS AVAILABLE THROUGH THE FY22 STATE HOMELAND SECURITY PROGRAM (SHSP-LETPA) GRANT ACCOUNT NUMBER 107-17-045-5214-00-30-000 . PROJECT CODE PS1001 .GRE.OSM WHEREAS, on March 14, 2023 City Council passed Resolution 23-081 authorizing the City Manager to accept the fiscal year 2022 State Homeland Security Program (SHSP-LETPA) grant; and WHEREAS, the City Council designates the City Manager as the grantee' s authorized official . The authorized official is given the authority to apply for, accept, reject, or terminate such grant funding on behalf of the City of Port Arthur; and WHEREAS, the Office of the Governor sent notification that the City of Port Arthur was awarded funding from the fiscal year 2022 SHSP-LETPA Grant in the amount of $29, 437; and WHEREAS, the Police Department is in need of a controlled access system and identity verification credentialing equipment to enhance the protection of our personnel at the police department; and WHEREAS, pursuant to Chapter 791, Section 791 . 025 of the Government Code, a city may participate in cooperative purchasing programs without formal bidding pursuant to the authority granted by this chapter; and WHEREAS, a local government, including a council of government, may agree with another local government or with the state or a state agency, including the comptroller, to purchase goods and services; and WHEREAS, a local government including a council of government may agree with another local government, including a nonprofit corporation that is created and operated to provided one or more governmental functions and P.R. No. 23085 JLH 03/29/2023 services, or with the state or a state agency, including the comptroller, to purchase goods and any services reasonably required for the installation, operation, or maintenance of the goods; and WHEREAS, a local government that purchases goods and services under this section satisfies the requirement of the local government to seek competitive bids for the purchase of the goods and services; and WHEREAS, pursuant to Res . 20-019, the City of Port Arthur entered into an interlocal agreement for cooperative purchasing with Region 5 ESC Cooperative Purchasing Organization; and WHEREAS, MHC Datacom, has provided a quote for a controlled access and credentialing system with Southeast Texas Cooperative Contract No. 20210203 pricing; (see quotes attached hereto as Exhibit "A") ; and WHEREAS, funds for this purchase are available in account number 107-14-045-5214-00-30-000 project code PS1001 .GRE.OSM. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1 . That the facts and opinions in the preamble are true and correct. Section 2 . That the City Council hereby authorizes the purchase of a controlled access and credentialing system from MHC Datacom of Orange, Texas, through Southeast Texas Cooperative Contract 20210203, in the total amount of $26, 415 . Section 3 . That a copy of the caption of this resolution shall be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED on this day of April, A. D. , 2023, at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor: P.R. No. 23085 JLH 03/29/2023 Councilmembers : NOES: Thurman Bill Bartie Mayor ATTEST: Sherri Bellard City Secretary APPROVED AS TO FORM: / eLJ9J-IGOR?3 Val Tizeno City Attorney APPROVED FOR ADMINISTRATION: Ronald Burton City Manager Timothy W. Duriso Chief of Police P.R. No. 23085 JLH 03/29/2023 APPROVED FOR THE AVAILABILITY OF FUNDS: f•� c�,�e�, , 1) KANDY DANIEL Director of Finance CAY.6kkaa,L,K- (27/ beAtit C ifton Williams Purchasing Manager P.R. No. 23085 JLH 03/29/2023 EXHIBIT "A" MHC Datacomm 3537 Whippoorwill 100 Dr Michael DeBakey Dr 7450 W 52nd Ave, M358 Orange, TX 77630 Lake Charles, LA 70601 Arvada, Colorado 80002 (409)670-1356 (337) 240-9450 (720) 399-6780 February 6, 2023 City of Port Arthur Port Arthur,Texas Dear: Mr.Al Gillen Re: Police Department/Fire Department/Municipal Court Access Control Upgrade Proposal: 2023020633 MHC DATACOMM, INC. SOUTHEAST TEXAS COOP NUMBER IS 20210203 MHC Datacomm, Inc is pleased to have the opportunity to propose this project to the City of Port Arthur for the installation of a CDVI access control system for(17)seventeen doors for the Police Department, (8)eight doors for the Court, and(4)four doors for the Fire Department.Our materials and pricing are as follows: Police Department 9 qty. CDVI A22 Controllers 2 qty. RU-Door Strikes 500' 18/8 cable(as precaution) Misc. Material Total:$8,578.00 Labor Total:$5,100.00 Police Department Access Control Project Total: *$13,678.00 Court 4x CDVI A22 Controllers 250' 18/8 Cable 1 x Altronix 12/24V 8 Device PSU Material Total: $4,287.00 Labor Total:$2,400.00 Court Access Control Project Total: *$6,687.00 Fire Department 1x HID RP40 Card Reader 1x HES 5000C Door Strike 100'All-In-One Access Control Cable 3x CDVI A22 Controllers 1 x Altronix 12/24V 8 Device Power Supply 250' 18/8 Cable 100'CAT 6e Cable for Data Drop Misc. Materials Material Total:$3,950.00 Labor Total: $2,100.00 Fire Department Access Control Project Total: *$6,050.00 Project Grand Total: *$26,415.00 *Does not include tax. We appreciate the opportunity to submit our proposal and look forward to the successful award and completion of the project. Should you have any questions please contact me at 409-201-7700 or email me at tmartin@mhcdce.com Regards, Thomas Martin Vice President