Report to Mayor and City Council
Tuesday, March 21, 2023
Consent
SUBJECT:
Title
CONSIDER AWARDING A FIVE-YEAR CONTRACT TO JOHNSON CONTROLS TO INSTALL AND PROVIDE CITYWIDE VIDEO SURVEILLANCE AND ACCESS CONTROL SYSTEMS INCLUDING MONITORING AND MAINTENANCE OF ALL CITY FACILITIES AND PARKS AND APPROVAL OF RESOLUTION NO. 23-043, "A RESOLUTION OF THE CARSON CITY COUNCIL AMENDING THE FISCAL YEAR 2022-23 PUBLIC SAFETY DEPARTMENT BUDGET, FOR THE INSTALLATION, MAINTENANCE AND MONITORING OF THE CITYWIDE VIDEO SURVEILLANCE AND ACCESS CONTROL SYSTEMS"
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I. SUMMARY
In November 2022, a Request for Proposal (RFP) notice was published to solicit qualified firms to install and provide citywide video surveillance and access control systems including monitoring and maintenance of all City facilities and parks. On January 9, 2023, a total of two firms responded and submitted their proposals. After detailed review and evaluation of the proposals, staff concluded that Johnson Controls, Inc. is the lowest responsible and responsive bidder. Staff is seeking the City Council’s approval to award a five-year contract to Johnson Controls, to install complete video surveillance and access control systems for a five year period, at a cost not to exceed $5,165,644.08.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. AWARD a five-year contract to Johnson Controls, Inc., to install complete video surveillance and access control systems, conditioned upon no bid protest being filed pursuant to the City’s Purchasing Ordinance that results in any change to City’s ability to award the contract to Johnson Controls, Inc.
2. AUTHORIZE the Mayor to execute contract with Johnson Controls, Inc., following approval as to form by the City Attorney.
3. AUTHORIZE the expenditure of construction contingencies in the amount of $774,846.61 (15%) for any unforeseen construction work and other work that may be necessary to complete this project.
4. APPROVE RESOLUTION NO. 23-044, “A RESOLUTION OF THE CARSON CITY COUNCIL AMENDING THE FISCAL YEAR 2022-23 PUBLIC SAFETY DEPARTMENT BUDGET, FOR THE INSTALLATION, MAINTENANCE AND MONITORING OF THE CITYWIDE VIDEO SURVEILLANCE AND ACCESS CONTROL SYSTEMS.
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III. ALTERNATIVES
1. DO NOT AWARD a five-year contract to Johnson Controls.
2. TAKE another action the City Council deems appropriate consistent with the requirement of the law.
IV. BACKGROUND
in March 2022, the City Council directed staff to look into placing video surveillance cameras and access control systems at all City facilities and parks.
In September 2022, a comprehensive analysis of placing video surveillance cameras and access control systems in all City facilities and parks was completed. The analysis consisted of security assessments at each facility and park, a needs assessment from park staff at each respective facility and park and technological products that would best serve the needs of the City at each respective facility and park. Based upon the overall assessment, a Request For Proposals was drafted.
Currently only City Hall, The Juanita Millender McDonald Community Center, Veterans Park, Carson Park and Mill Park have video surveillance systems, with City Hall being the only facility with an access control system, but these venues are all fitted with older outdated technology/cameras which can no longer be repaired or maintained. Installing video surveillance and access control systems at all City facilities and parks will provide much better and consistent security Citywide, deter illegal activity and capture video data whenever this type of evidence is needed for criminal or administrative processes. The addition of access control systems at each City facility and park will allow staff to better manage the movement of employees, visitors and contractors as well as the security of each facility infrastructure such as the opening and closing of doors internally and externally.
The following chart outlines the desired number of cameras and access control points for each City facility and park:
|
Access Control |
Camera Count |
|
Locations |
Interior |
|
Exterior |
|
|
Anderson Park & Pool |
3 |
|
2 |
10 |
|
Calas Park & Pool |
2 |
|
1 |
14 |
|
Stevenson Park |
4 |
|
1 |
16 |
|
Carriage Crest Park |
4 |
|
1 |
7 |
|
Carson Park & Pool |
6 |
|
3 |
29 |
|
City Hall |
51 |
|
14 |
74 |
|
Community Center |
5 |
|
2 |
43 |
|
Del Amo Park |
4 |
|
1 |
13 |
|
Dolphin Park |
4 |
|
1 |
13 |
|
Dominguez Park & Pool |
8 |
|
2 |
22 |
|
Hemingway Park & Pool |
8 |
|
2 |
22 |
|
Mills Park |
4 |
|
1 |
12 |
|
Foisia Park & Pool |
10 |
|
4 |
33 |
|
Stevenson Park |
1 |
|
1 |
3 |
|
Veterans Park |
18 |
|
5 |
35 |
|
Corporate Yard |
28 |
|
12 |
56 |
|
Total |
160 |
|
53 |
402 |
In November 2022, staff initiated the Request for Proposal (RFP) which was subsequently published in “Our Weekly” of the Daily Journal in November 2022 seeking qualified vendors to install and provide citywide video surveillance and access control systems including monitoring and maintenance of all City facilities and parks. In addition, a notice was sent out through the “Planetbids” website which recorded 15 prospective bidders who viewed the RFP on said website.
On January 9, 2023, a total of two (2) firms responded and submitted their proposals. Both proposals were reviewed for completeness of response, compliance with RFP requirements, qualifications, hiring and training practices, references and experience, and cost.
The following firms are considered to be responsive and qualified:
Firm: 5- year Cost
1. Johnson Controls, Inc. $5,165,644.08
2. Olivier Inc. $6,123,872.76
After a full and comprehensive evaluation, staff recommends that Council award the contract to install and provide citywide video surveillance and access control systems including monitoring and maintenance of all City facilities and parks for a five year term, to Johnson Controls at a cost not to exceed $5,165,644.08 plus $774,846.61 (15%) for contingencies, as Johnson Controls was the lowest responsible and responsive bidder by an amount of nearly $1,000,000. The attached contract sets out the terms and conditions for the project. Johnson Controls will provide performance and payment bonds and pay prevailing wages for the public works portion of the project.
All submitted proposals are available upon request and within the Purchasing department.
V. FISCAL IMPACT
If recommendation no. 4 is approved by the City Council, the first phase of the project, through June 30, 2023, will be budgeted as follows (and as identified in Exhibit no. 2 -Resolution 23-044):
|
GL Account |
Fund Name |
Budget Amount |
|
216-80-820-904-8008 |
Park and Development Fund |
$200,000 |
|
101-99-999-904-8012 |
General Fund |
$200,000 |
|
Total |
|
$400,000 |
The remaining project budget balance of $4,765,644.08 plus $774,846.61 (15%) contingency amount will be added to Fiscal Year 2023-2024 Capital Improvement Program budget.
VI. EXHIBITS
1. Contract with Johnson Controls, Inc.
2. Resolution 23-043 for Citywide Camera and Access Control
Prepared by: Ken McKay, Public Safety Manager