TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Diego Chavez, Administrative Services Director
PREPARED BY: Mike Amado, IT Program Administrator
SUBJECT:
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Approval of Agreements for Maintenance and Support Services and On-Call Services for the City’s Access Control System
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ABSTRACT
The City’s current agreement for access control system maintenance and support expires on October 14, 2026. Following a competitive Request for Proposals process, staff selected HCI Systems, Inc. to provide continued maintenance and support services, as well as on-call services for future access control system additions and expansions. Staff recommends the City Council approve a three-year maintenance and support agreement with HCI Systems, Inc., for $25,500 and a separate three-year on-call agreement for a not-to-exceed amount of $250,000. These agreements will help ensure the City’s access control system remains operational and can be expanded as needed.
RECOMMENDATION
recommendation
Approve a three (3) year access control system maintenance agreement with HCI Systems, Inc in the amount not-to-exceed $25,500;
Approve a three (3) year access control on-call agreement with HCI Systems, Inc. in the amount not-to-exceed $250,000; and
Authorize the City Manager to execute related orders, renewals, amendments, and administrative changes necessary to maintain the service, provided the total cost does not exceed the approved budget authority.
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PRIOR ACTION/VOTE
On December 17, 2019, the City Council adopted Resolution No. 19-4185, awarding the contract for the Closed-Circuit Television, Video Management System Software, and Access Control System Project (Vote: 5-0).
On September 19, 2023, the City Council approved a three-year agreement with American Security Group for security camera, access control support and maintenance services (Vote: 5-0).
STRATEGIC ALIGNMENT
This item aligns with the City Council goal of maintaining a high performing organization that values fiscal sustainability, transparency, accountability and organizational efficiency.
DISCUSSION
On December 17, 2019, the City of Murrieta (City) awarded the contract for the closed-circuit television, video management system software, and access control system project to American Security Group (ASG). Since then, the City has continued to maintain and expand its access control system, which manages, grants, and restricts entry to City facilities and secured areas using credentials, including key cards. On September 19, 2023, the City Council approved a three-year agreement with ASG for access control system support and maintenance services. The contract with ASG is set to expire on October 14, 2026.
On July 14, 2026, the City’s IT Division issued a Request for Proposals for maintenance and support services for its access control system, including on-call additions and expansions as needed. Two (2) responses were received. Staff evaluated each firm based on the quality of its services, depth of knowledge, practical experience, and the level of support it can provide. Following its evaluation of all submissions, HCI Systems, Inc. was selected.
Staff recommends the City Council approve a three-year maintenance and support services agreement (Attachment 1) with HCI Systems, Inc., for a total contract amount of $25,500. The agreement would terminate on October 14, 2029, and includes options to renew for a fourth (4) and fifth (5) year. Maintaining an active support contract will ensure that the City’s access control system continues to work as intended. In addition, staff recommends the City Council approve a three-year on-call agreement (Attachment 2) with HCI Systems, Inc., for a total not-to-exceed amount of $250,000. The on-call agreement would also terminate on October 14, 2029. The on-call contract would allow optional access-control system expansions as needed.
PUBLIC NOTICING
The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item).
CEQA AND REGULATORY OVERVIEW
This action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly.
FISCAL IMPACT
The cost for this public works contract is $25,500 for a three-year term. The combined cost for the optional renewal in years four (4) and five (5) is $17,000. Funding for Fiscal Year 2026/27 is available in the adopted Operating Budget under IT Fund account 7268340-60480. The IT Division will request funding for the remaining years of the contract as part of the biennial operating budget development process.
The potential fiscal impact of the cost and scope of services will be provided through various Operating and CIP Budget accounts when the services are needed.
ATTACHMENTS
ATT 1 - Agreement for Maintenance and Support Services - Access Control
ATT 2 - On-Call Public Works Construction Contract - Access Control