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REPORT RAPPORT |
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REPORT RAPPORT |
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DATE: |
6 May 2009 |
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TO: |
Executive Director, Ottawa Police Services Board |
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FROM: |
Chief of Police, Ottawa Police Service |
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SUBJECT: |
AWARD
OF CONTRACT – INTEGRATED SECURITY MANAGEMENT SYSTEM FOR ELGIN STATION |
RECOMMENDATION
With the amalgamation of police services in 1995, the OPS inherited the various security systems used by the former police services. During the development of the East Patrol Division Station located at 3343 St-Joseph Blvd., an opportunity arose to research, develop and implement a security system to meet OPS requirements, which could be standardized across OPS-occupied buildings. After a thorough review of existing security systems on the market, the OPS staff recommended using the City of Ottawa’s system through a partnership with the Corporate Security Division. This partnership included the use of the City’s Integrated Security Management System (ISMS), which met OPS requirements with regards to 1) card access, 2) closed circuit cameras and 3) duress alarms.
In July 2003, the Police Services Board approved the recommendation to adopt and implement the City’s ISMS corporate standard as the OPS standard. The intent was to implement the new standard in all new police buildings and update existing facilities as required on a priority basis. Subsequently, a service level agreement was negotiated with the City of Ottawa – Corporate Security Division to administer, monitor and maintain the ISMS where implemented in police buildings. The monitoring occurs at the Security Operations Center (SOC) located at 110 Laurier Avenue West.
During the City’s amalgamation, the Transition Board approved the former Regional Government ISMS, which was chosen through a competitive bidding process, as the amalgamated City’s corporate standard. It was determined that the Johnson Controls / Cardkey Pegasus ISMS was the system best able to handle the needs of the new amalgamated City and provide the expansion capability required for future additions. SunoTech Canada Inc. is the sole authorized Johnson Controls / Cardkey dealer for the City of Ottawa Region. Supply Management renegotiated this agreement as the Corporate Standard for the City on 19 February 2003. This agreement requires that all system components to be included in the City’s ISMS must be integrated and maintained by SunoTech Canada Inc. A letter from the City’s Manager of Corporate Security outlining these requirements is attached as Annex A.
The Thomas G. Flanagan Police Headquarters is
a 281,415 square
foot facility
built in 1983, housing critical core functions of the Ottawa Police
Service. These functions include the 1)
Central Cell Block, 2) 911 Communications Centre, 3) Forensic Identification
Labs, 4) Central Patrol Division, 5) Tactical Unit, and 6) 24-hour Front Desk
Services to the public. The security system at the Elgin facility was installed at the time
of building construction. The last upgrade
to the system was implemented in preparation for Y2K. By that time the equipment was already obsolete. The equipment and replacement parts are now
completely non-existent and are no longer technically supported.
A preliminary ISMS plan was developed based on recommendations from a threat and risk assessment of Elgin Station and the application of OPS security standards. The BSAC (Building Security and Access Control) planning team undertook extensive consultation with the Executive Committee and subsequently with representatives of the various sections and facility users at Elgin Station. Through these meetings, functional requirements for the ISMS were confirmed and finalized. The proposal was reviewed by the appropriate Divisional Superintendents and approved by the Director General. In late 2008, the ISMS plan was presented and approved by the OPS Executive Command.
Based on the scope of services required, Sunotech Canada Inc. has provided a detailed breakdown of the costs for each component of the project. Sunotech Canada Inc. will be acting as General Contractor on this project responsible for providing and coordinating all sub-trade work required to successfully implement and ensure the operability of the system.
The total cost for the above outlined services is $ 873,260.00 and is broken down as follows in Table 1.
Table 1
Itemization of Project Estimate
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Item |
Amount ($) |
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a) Supply, installation and testing of card access system (including cabling & conduit) |
$254,147 |
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b) Supply, installation and testing of CCTV system (including cabling & conduit) |
128,007 |
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c) Door Hardware changes (including electric strikes, and hardware changes to support building code upgrades in relation to barrier-free access) |
133,020 |
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d) Electrical & conduits (including integration into fire alarm system, fire-rated cabling and conduit as required & permit for magnetic locks) |
123,769 |
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e) Door replacement (17 total) |
14,622 |
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f) Elevator Controls modifications and security integration |
51,667 |
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g) Project Administration Costs (including daily site coordination in an occupied building to minimize disruption to police operations, bi-weekly project management meetings, scheduling and management of sub-contractors, verification and commissioning of systems, integration of system with City’s Security Operations Centre & office administration) |
88,641 |
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h) Project contingency (10%) |
79,387 |
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TOTAL |
$873,260 |
Supply Management staff has reviewed the quote submitted by SunoTech Canada Inc. The unit rates proposed for this project are comparable to the pricing provided by SunoTech Canada Inc. for the integration of similar systems within other City of Ottawa buildings and are considered to be fair and reasonable in accordance with the requirements of the City Purchasing By-Law. Pricing for all security systems-related devices is in accordance with the RFSO 02109-99050-S01 Master Price List. A summary of implementation costs for OPS facilities is outlined in Table 2.
Table 2
Summary of ISMS Implementation Costs
OPS Facilities
Year |
Facility Location and Description |
Square Footage |
ISMS Implementation Cost($) |
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2002 |
(*) 3343 St Joseph – East Patrol Division |
31,815 |
220,000 |
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2002 |
4561 Bank Street – Leitrim Station (multi-user building) |
21,577 |
124,000 |
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2004 |
(*) 2799 Swansea – Property and Evidence Warehouse |
32,379 |
225,000 |
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2005 |
245 Greenbank - Greenbank Station (multi-user building) |
57,589 |
180,000 |
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2008/2009 |
(*) 211 Huntmar – New West Division Patrol Station |
41,000 |
321,000 |
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2009 |
474 Elgin – Headquarters |
281,415 |
873,260 (quoted cost) |
* denotes new construction that does not include cost of conduits and cabling which were captured in construction budget.
This quote includes a contingency amount to address change orders that may occur during the course of the project. These change orders typically arise from unknown site conditions, client initiated requests or unanticipated operational interruptions. Since the successful implementation of this project depends on the coordination of a wide rage of activities, the contingency allowance will help to avoid unacceptable project delays. All purchases will be made in association with the City’s Supply Management Division and in accordance with the OPS Financial Accountability Procedures Manual.
Not Applicable.
Funding is available in Capital Account 903800, Building Security Access Control to finance this request.
Approved budget to date $1,300,000.00
Total paid and committed $ 307,300.00
Balance available $ 992,700.00
This request, an amount not to exceed $ 873,260.00
Remaining Balance $ 119,440.00
CONCLUSION
The approval of this recommendation will enable a very effective integrated security system to be implemented at Elgin station and will ensure that security measures continue to be a high priority for the Ottawa Police Service.
Original signed by
Jimmy Mui
Executive Director, Corporate Support
Original signed by
Manager, Supply Management Division
City of Ottawa
Original signed by
Debra Frazer
Director General
Original signed by
Vern White
Chief of Police
