Report to Mayor and City Council
Tuesday, March 07, 2017
Consent
SUBJECT:
Title
CONSIDER AMENDMENTS TO THE INSTALLATION CONTRACTS WITH STANLEY SECURITY SYSTEMS, CONVERGINT TECHNOLOGY SYSTEMS AND IPOD4 CAMERAS TO INCLUDE MONTHLY MAINTENANCE, REPAIRS AND REPLACEMENT OF THE CLOSED CIRCUIT TELEVISION SYSTEMS THROUGHOUT THE CITY
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I. SUMMARY
In March of 2016, the City Council directed staff to increase physical security measures at all City facilities. The security upgrades have been ongoing during the past year. Funding for the security system upgrades were approved as part of the FY2016-2017 budget, however the monthly maintenance costs were not included in the contract. Staff is requesting that Council approve a contract amendment to include the monthly maintenance costs.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE an amendment to the current installation contracts with Stanley Security Systems, Convergint Technology Systems and IPod4 Cameras in order to process payments for monthly maintenance, repair or replacement of CCTV equipment using the amount of $41,200 which was already approved by Council in the Adoption of the FY 2016/17 budget.
2. AUTHORIZE staff to solicit a Request for Proposal, combining all CCTV systems under one contracted vender or as may otherwise be directed by Council.
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III. ALTERNATIVES
1. TAKE any other action the City Council deems appropriate that is consistent with the requirements of law.
IV. BACKGROUND
In March 2016, the City Council directed staff to increase physical security measures at all City facilities. The increased security measures consisted of adding additional security officers, modifying access control points, obtaining metal detection equipment and staff and adding additional Closed Circuit Televisions systems (CCTV). These upgrades were deemed necessary and exigent due to several personnel complaints surrounding specific employees of the City including one elected official.
The cost of the CCTV equipment and installation were approved however the monthly maintenance, repair and/or replacement were not included in the original contracts. There are three separate vendors that have installed CCTV equipment in the City, Stanley Security Systems (City Hall Facility, Veterans Park, Carson Park and the Corporate Yard), Convergint Technology Systems (Mills Park) and IPod4 Cameras (City Hall Parking Lot). Funding for the CCTV repair and maintenance in the amount of $41,200 was already approved by Council in the Adoption of the FY 2016/17 budget, however without an approved contract, finance staff cannot process the payments for this monthly service. To this date Stanley Security Systems, Convergint Technology Systems and IPod4 Cameras have billed the city in the amount of $23,819.44. The projected cost for CCTV repair and maintenance for the remaining fiscal year is $11,909.72 for a total amount of $35,729.16. The approved budgeted amount of $41,200 will cover the cost of this contract as well as any other unforeseen issues related to the CCTV’s.
V. FISCAL IMPACT
Funding for the CCTV repair and maintenance in the amount of $41,200 was already approved by Council in the Adoption of the FY 2016/17 budget. No additional funding is requested.
VI. EXHIBITS
1. Exhibit 1 - Orignal Contract with Stanley Convergent Security Solutions, Inc. (pages 3-28)
2. Exhibit 2 - Proposed Amendment to the Contract (pages 29-40)
Prepared by: Kenneth McKay, Public Safety Services Manager