Report to Mayor and City Council
Tuesday, July 19, 2022
Consent
SUBJECT:
Title
CONSIDERATION OF A PUBLIC WORKS AGREEMENT WITH DATAGEAR, INC. FOR THE REMOVAL AND REPLACEMENT OF A NETWORK BASED SAFETY AND SECURITY CAMERA SYSTEM AND ASSOCIATED WORK ALONG AVALON BOULEVARD, AND APPROVAL OF RESOLUTION NO. 22-152 “A RESOLUTION OF THE CITY OF CARSON CITY COUNCIL AMENDING THE FISCAL YEAR 2022-2023 BUDGET IN THE GENERAL FUND AND SPECIAL REVENUE FUNDS”
Body
I. SUMMARY
A Request for Proposals (RFP) was issued on June 9, 2022 seeking a vendor to remove and replace the existing camera system along Avalon Boulevard (Project 1686) that was originally installed in 2012 and used by the Carson Sheriff Station. The project is to design and install a new system with a five-year maintenance period of the new system after installation is complete.
One proposal was received electronically on Planet Bids from DataGear, Inc., and was opened by the City Clerk on June 30, 2022.
Staff requests that the City Council approve the Public Works Agreement with Data Gear, Inc. for a not-to-exceed amount of $571,827.14. The total amount including a 10% contingency will be $629,009.85.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE a Public Works Agreement with DataGear, Inc. for the removal, installation, and maintenance of the safety and security camera system and associated work along Avalon Boulevard, for an amount not-to-exceed $571,827.14.
2. AUTHORIZE the expenditure of construction contingency, if necessary, in an amount not-to-exceed $57,182.71 (10%) for change orders such as extra work items and unforeseen construction work that may be required to complete the project.
3. AUTHORIZE the Mayor to execute the contract following approval as to form by the City Attorney.
4. WAIVE further reading and ADOPT RESOLUTION No. 22-152 “A RESOLUTION OF THE CITY OF CARSON CITY COUNCIL AMENDING THE FISCAL YEAR 2022-2023 BUDGET IN THE GENERAL FUND AND SPECIAL REVENUE FUNDS” to appropriate $229,009.85 toward the proposed RFP 22-024 Security Camera Public Works Agreement (Exhibit No. 3)
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III. ALTERNATIVES
1. REJECT all proposals.
2. TAKE another action the City Council deems appropriate, consistent with the requirements of the law.
IV. BACKGROUND
The City installed a series of cameras and other wireless networking components along Avalon Boulevard as a public safety measure in 2012 using a grant. The system is currently offline, the cameras and wireless network devices are at the end of their useful life, and there is a need to remove existing and install a new system using the most current technology.
The City released RFP No. 22-024 for the removal and replacement of security cameras along Avalon Boulevard that was advertised on Planet Bids on June 9, 2022. The City submitted a prospective bidders list which included the following companies: American Threat Assessment Company, Superior Alarm Systems, Kepler, and ASSI Security. The City held a pre-proposal meeting on Wednesday June 15,2022. Prospective contractor questions were received from the following potential proposers: DataGear, Inc., Agency, and Leverage Information Systems. There were over 27 prospective bidders on Planet Bids that received information regarding the RFP No. 22-024.
Only one proposal was received, from DataGear, and it was opened by the City Clerk on June 30,2022. DataGear’s proposal was determined to be complete, responsive, and comprehensive, and it meets the needs and objective of the City. DataGear’s proposal was for $571,827.14 and includes the following four major components.
1. New video management system equipment at Sheriff’s office.
The new video management system includes software and hardware upgrades, a new 24-port network switch, and a new VPN router.
2. Install (11) new pan-tilt-zoom (PTZ) cameras.
• Avalon Boulevard and E. Albertoni St.
• Main St. and E. Victoria St.
• Central Avenue and E. Victoria St.
• Avalon Boulevard and 189th St. (NE Corner)
• Avalon Boulevard and E. Victoria St.
• Avalon Boulevard and Carson St.
• Avalon Boulevard and 213th St.
• Avalon Boulevard and 220th St.
• Avalon Boulevard and 223rd St.
• Avalon Boulevard and E Watson Center Rd.
• Avalon Boulevard and Scottsdale
3. Install a total of (8) new automatic license plate recognition (ALPR) cameras at two intersections.
• Avalon Boulevard and Scottsdale Drive.
• Second location is to be determined.
4. Testing, integration, and training of new video management system with 5 years of maintenance and support.
Maintenance includes four onsite visits per year and includes cleaning, inspection, and other preventative maintenance on the systems that is recommended to ensure reliability and picture quality.
DataGear holds a contractor’s state license in the State of California with a C10 - Electrical and C7- Low Voltage Systems classification. The contractor’s references include City of Gardena Police Department, Port of Long Beach, and City of Anaheim.
Part of the proposal includes three additional tasks which include upgrades to the system software, hardware, and performance. The upgrades allow for the expansion of the security camera program by allowing the City to immediately add cameras to the system. These upgrades give the City a solid foundation for an expanding security system.
Below are the optional system upgrades that were provided in the DataGear proposal:
Option A: Software Upgrade from Genetec Omnicast Standard, supporting up to 50 cameras, to Genetec Omnicats Pro, supporting up to 250 cameras, licensed to support 200 cameras. Total $44,717.40
Option B: Upgrade from a Network Video Recording server supporting 24 PTZ cameras to a Network Video Recording server supporting 200 PTZ cameras. Total $131,859.00.
Option C: Upgrade NetCloud Branch Performance from Essentials to Advanced Plan. Total $14,460.92
The optional fees for the additional tasks and efforts are $191,037.32.
Staff requests that the City Council approve the Public Works Agreement with DataGear, Inc. for a not-to-exceed amount of $571,827.14. The Options A, B, and C are included in the total sum of $571,827.14.
V. FISCAL IMPACT
An amount of $400,000.00 was included in the FY 2022/23 5-Year CIP budget listed under project #PW1686. The total project cost is $571,827.14. If the Public Works Agreement for $571,827.14 is approved along with a 10% contingency of $57,182.71, the FY 2022/23 budget will need to be increased by $229,009.85. The total cost of the project including a 10% contingency is $629,009.85. Funds should be appropriated from the unreserved, undesignated general fund balance to account no 101-99-999-904-8007.
VI. EXHIBITS
1. Location Map (pg. 4)
2. Contract Services Agreement (pg. 5 to 41)
3. Resolution No. 22-152 (pgs. 42 to 43)
Prepared by: Gilbert Marquez, P.E. City Engineer & Victor Lopez, P.E. Civil Engineering Assistant.